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District
Goals - Secretariat -
Finance Committee
-
Council of PDGs - Assistant
Governors
- District Trainers - Nominating Committee for DG - Public
Relations - Membership Development -
Club Extension - Rotary Information
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District
Goals |
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| 1. |
Membership
growth & retention: |
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Each
club to set up a "Family of
Rotary" committee. It is to show
in words and deeds that the club
leadership cares for the members and
their families.
Emphasize on membership retention.
Invite corporate and business leaders
to join Rotary.
Invite Rotaractors and Foundation
Alumni to join Rotary.
Invite Rotary spouses and women to
join your club.
Working together as a District to
achieve a net District membership gain
of *% to reach the target of 2000
members in our District by the date of
the District Conference in January
2004.
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*
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There
is a lot of room for extension in our
District. The goal for 2003-2004 is to
increase the number of clubs in the
District by a minimum of five
additional clubs - 2 in Singapore, 2
in East Malaysia and 1 in Johor.
The establishment of any new club has
to be justified by a thorough survey
and a large enough number of capable
leaders to lead the club into the next
decade.
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*
*
*
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The
disperse nature of our District has
not made communications between clubs
in the District and the District
Committees easy. An important goal for
2003-04 is to enhance the
communication process in the District.
This can be achieved by the use of
e-mail and other electronic means.
Every club and District leader to
avail himself / herself to the e-mail
and Internet tools.
The District to set up a website where
clubs, District Committees, AGs and
the DG can post their reports and
notices online.
All clubs are encouraged to have their
own websites or to use the WebPages
available for their use in the
District website. An economical
package is available for them to set
up their very own websites.
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| 4. |
The
Rotary Foundation: |
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*
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To
achieve 100% support of all Clubs to
the Annual Giving program of the
Rotary Foundation. This means that
every Rotarians in the District to
contribute a minimum of USD 100.00
every year to the Rotary Foundation.
To achieve 100% support of all Clubs
for the Polio Plus program, our
District needs to raise a further USD
40,000.00 in 2003-04 as our
contribution towards the USD 80
million required by RI's Polio Plus
program to eradicate polio by 2005.
The year 2003-04 will be the last and
final for procuring funds for Polio
Plus.
To undertake humanitarian projects in
the following areas emphasized by RI
President Jonathan Majiyagbe:
Alleviating poverty.
Promoting and enhancing literacy
programs particularly for women.
Helping in healthcare and medical care
areas e.g. avoidable blindness.
Undertaking projects to help children
from poor families.
To organize seminars on The Rotary
Foundation to educate Rotarians on the
programs of The Rotary Foundation.
To involve effectively the Foundation
Alumni.
To encourage clubs in Singapore to
support the Foundation of Rotary
Clubs, Singapore and clubs in
Malaysia to support the Rotafom.
Such support could be in several forms
including naming either Foundation as
a beneficiary (wholly or partially) of
your club's fund raising project.
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*
*
*
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It
is the responsibility of every
Rotarian to promote the image of
Rotary to their community. Every
Rotarian an example to youth is a
well-known adage. In the corporate
world Rotarians can show the way to
good corporate ethics and behavior
through the use of the Four Way Test
and the Declaration of Rotarians in
Professions and Businesses.
Clubs are encouraged to work with the
Chambers of Commerce or government
agencies in their cities to recognize
and award a particular professional
person or personality who has achieved
successes in his/her particular sphere
of endeavors.
Clubs are also encouraged to select
and dignify a particular vocation
(e.g. healthcare) by recognizing
exemplary representatives who often
perform their work day after day
without being accorded any attention
or recognition for their endeavors.
Clubs to work with the District's
Public Relations committee and the
media to showcase their projects.
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| 6. |
Service
to New Generation: |
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*
*
*
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Clubs
to do regular reviews of the
well-being and activities of their
sponsored Interact and Rotaract Clubs
to ensure that they are relevant to
their schools or community, are
functioning effectively and are
getting the right mentoring and
support of the Rotary club
memberships.
Club presidents to make a minimum of
two visits a year to meet with the
teacher advisors and school principals
of the Interact Clubs.
Club presidents to check with RI
whether their sponsored Interact and
Rotaract Clubs have fulfilled their
obligations or reporting to RI.
To sponsor Interactors to attend the
District Interact Conference.
To sponsor Rotaractors to attend the
District Rotaract Conference.
To encourage and sponsor the
interactors and rotaractors to attend
RYLA.
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To
identify important unmet needs in the
community and to undertake a project
or projects involving an international
partner or partners that will involve
the use of humanitarian grants of RI.
Wherever possible after completing a
community service project to establish
a Rotary Community Corp. in that
community to undertake the continued
maintenance of the project.
Projects selected in the District in
2003-04 should include projects of an
environmental nature and projects that
benefit women and children.
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| 8. |
Developing
future District leaders: |
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*
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Clubs
should encourage their club leaders
including past presidents to attend
district seminars, assemblies and
conferences. They should also
encourage their club leaders to attend
the Rotary Conventions.
Club presidents should nominate their
club's past presidents to serve on
District committees.
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| 9. |
Promoting
international goodwill and friendship: |
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*
* |
Clubs
should participate actively in hosting
youths & Rotarians who came to our
District on Youth Exchange, Friendship
Exchange, Group Study Exchange and on
scholarships programs. The hosts must
observe the very high standard of
concern, care and hospitality normally
accorded to our guests.
Clubs are encouraged to keep in
regular touch with their sister clubs
and to exchange visits on an agreed
regularity.
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| 10. |
Strengthening
weaker clubs: |
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A
weak club has been defined in the
Manual of Procedure. During 2003-04
PDGs and certain District leaders who
live or work in the locality of the
club will be requested to undertake
the mentoring of the weaker clubs and
to help them to grow and become strong
clubs.
The mentoring will take to form of
regular visits and helping out with
the club's meetings and activities. |
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District
Secretariat |
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DUTIES
OF DISTRICT SECRETARIES
| 1. |
District
General Secretary
PP Dr. Alex Ooi - RC Singapore East
Duties
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9 |
To
call for and chair all District Secretariat
Meetings.
To coordinate all duties and activities of
the District Secretariat.
To assist the Governor to call for and
coordinate the election of the DGN.
To conduct a mid-term review.
To inform Clubs on all resolutions and other
matters to be discussed at the District
Assembly or Conference.
To handle all District correspondence.
To liaise with the District Public Relations
& Publicity Chairman on publicity of
District activities and Projects.
To verify Electors at the District Assembly
and Conference.
To perform any other duties as may be
requested by the Governor.
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2.
3.
4.
5.
6. |
Deputy
District General Secretary
PP Gracie Lee - RC Civil District, Singapore
Duties
2.1 To assist the District General
Secretary in his duties.
2.2 To perform any other duties as may be
requested by the Governor.
District Secretary - District Handbook /
Directory
PP Frank Lim - RC Singapore East
Duties
3.1 To prepare, publish and distribute
the District Handbook / Directory.
3.2 To receive changes in the District
Handbook for publication in
the
DG's
Newsletter.
District Secretary - DG's Newsletter
Pres. Michael Yee - RC Garden City
Duties
4.1 To publish and distribute the
monthly District Governor's Newsletter.
4.2 To maintain an accurate mailing list of
all Rotarians in the District.
District Secretary - District Website
PP Dr. Ho Loon Shin - RC Kulai
Duties
5.1 To update and maintain the District
websites
5.2 To liaise with the District Committee
Chairman on District activities
and projects.
District Secretary - Inter District Liaison
Rtn. Lee Lai Wah - RC Marina City
| Duties |
6.1
6.2 |
In
her traveling schedule, to pay a visit
to clubs in other Districts as
personal representative of the DG
To report to the DG all such meetings.
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| 7. |
Note:
The District Attendance will be handled by:
Ms. Rashidah - Private Secretary to DG
Tel: (65) 6836 2011 Ext. 23
Fax: (65) 6835 5173
E-mail: rashidah@pkf.com.sg
Duties
7.1 To obtain and compile the Club's
monthly attendance.
7.2 To give a monthly Attendance Report to
the DG's Newsletter
Committee. |
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District
Finance Committee |
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A district finance committee shall safeguard the assets
of the district fund by reviewing and studying the
amount of the per capita levy and necessary expenses of
district administration, and prepare an annual report on
the status of the district's finances for the district
assembly. Cooperating with the governor, this committee
shall prepare a budget of the district expenditures
which shall be submitted to the clubs at least four
weeks prior to the district assembly and approved at a
meeting of the incoming club presidents at such district
assembly.
The amount of any per capita levy on clubs
for a district fund should be decided by the district
assembly after the approval of three-fourths of the
incoming presidents present, or by the district
conference by a majority of the electors present and
voting. Where a president-elect is excused from
attending the district assembly in accordance with
article IX, section 5, of the standard Rotary club
constitution, the designated representative of the
president-elect shall be entitled to vote in place of
the president-elect. (RIB 15.060.2.)
The district treasurer shall serve as an ex
officio member of the committee and keep proper records
of income and expenditure of the fund. The funds shall
be held in a bank account in the name of the district
and operated upon by the governor jointly with another
member of the finance committee who should preferably be
the treasurer when available. The governor must supply
an audited annual statement of the district finances,
together with a report of the district finance
committee, to each club in the district within three
months of completion of the governor's year if service.
This audited annual statement and the report of the
district finance committee shall also be presented and
formally adopted by the next district conference. (RIB
15.060.4.)
Payment of the per capita levy, when
established and determined similar to the manner
suggested above, is mandatory on all clubs of a
district. The RI Board shall, upon receipt of
certification from the governor that a club has failed
for more than six months to pay such levy, suspend the
service of RI to the club while the levy remains unpaid
provided that the district fund has been operated as
herein provided. (RIB 15.060.2.) The membership in RI of
any club which fails to pay its approved contributions
to the district fund may be terminated by the RI Board.
(RIB 3.030.1.)
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Council
of Past District Governors |
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An
advisory council of past governors is recommended for
each district. Such councils are to be composed of all
past governors who are members of Rotary clubs within
the district.
The authority and/or responsibility of the governor
shall in no way be impaired or impeded by the advise or
actions of the past governors.
Governors are also encouraged to draw upon past RI
officers to:
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a)
b)
c)
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assist
in extension efforts, inform governors-elect, and
promote the convention;
serve at district assemblies and conferences;
help in activities involving contacts outside the
district such as Youth Exchange, World Community
Service and other areas of International contact
and cooperation. |
Past
Governors in District 3310 have traditionally been
requested to accept specific duties. These include the
following:
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1.
2.
3.
4.
5.
6.
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To
act as advisers to the Assistant Governors.
To participate in and advise the District
Committees.
To disseminate Rotary Information.
To assist in extension efforts.
To serve as member of the Nominating Committee in
accordance with Article XII of the RI By-Laws.
To Serve as aides
in strengthening weak clubs. |
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Assistant
Governors |
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"Assistant Governors are district appointees
selected by the incoming Governor. They are not offices
of Rotary International. Assistant Governors are to be
appointed on an annual basis, with no Assistant
Governors serving more than three one-year terms.
Assistant Governors must be Past Presidents
of clubs in the District, willing and able to accept the
responsibilities of Assistant Governors. They must have
served successfully at the district level, and are
potentials as future Governors of the District."
Manual of Procedure
ROLE AND FUNCTIONS OF THE ASSISTANT GOVERNORS
1.
2.
3.
4.
5.
6.
7.
8.
9.
10. |
Works
with he Governor to develop goals of the District.
Advises the incoming Governor on district
committee selections.
Meets with and assists the incoming
Presidents of the clubs in his/her assigned area
before the beginning of the Rotary year to discuss
the clubs' goals and to review the Summary of Club
Plans and Objectives.
Visits each club in his/her assigned area
regularly with a minimum of one visit each quarter
of the Rotary year.
Holds regularly scheduled meetings
(preferably monthly and no less than quarterly)
with club Presidents and Secretaries to discuss
the business of the clubs and resources available
to them, along with goals, programs and objectives
of the District and RI.
Schedules and plans for the visit of
Governor to the area, whose specific purpose
should be to advance Rotary.
Updates the Governor on progress within the
assigned clubs and suggests ways to enhance
Rotary development and address problems.
Attends and actively promotes
attendances at the District Conference and other
meetings.
Participates in Rotary Foundation programs,
annual and special giving events, and other
special assignments as necessary.
Monitors each club's performance with
respect to service projects. |
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District
Trainers |
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District
Trainers are responsible to assist the District Governor
Elect to organize the following training seminars:
* District team training seminar
* President-Elect, Secretary-Elect and Club
Officer Elect training Seminar
* Any other training seminar requested for by the
District Governor Elect
Assistance of the District Trainers may be required by
the District Governor Elect in the structuring of the
training programs, selection of facilitators and
workshop leaders and managing the logistics of the
seminar.
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District
Nominating Committee for District Governor |
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"The District shall select a nominee for Governor
in the year immediately preceding the year in which
such nominee will be trained at the International
Assembly and elected at the RI Convention.
The Nominating Committee for Governor shall
be charged with the duty to seek out and propose the
best available candidate for Governor Nominee. The terms
of reference of the Committee including the method for
selecting members, shall be determined in a resolution
adopted by the electors of the clubs present and voting
at a District Conference."
Manual of Procedure
MEMBERS
The Nominating Committee shall consist of five
members. Each member shall be a Past Governor.
FUNCTION
The Nominating Committee for District Governor shall
select a District Governor-Nominee as per Section
Article XIII, 13.020.1 of the RI By-Laws. |
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District
Public Relations Committee |
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"To foster understanding, appreciation and support
for the Object and Programs of Rotary. The program
should promote awareness among all Rotarians that good
publicity, favourable publications and a positive image
are desirable and essential goals for Rotary if it is to
achieve that purpose and broaden Rotary's service to
humanity (83)."
Manual of Procedure
FUNCTIONS
General
To assist clubs to conduct a program of good public
relations in accordance with the recommendations in the
Rotary International Manual of Procedure.
Specific
To assist in establishing the image of Rotary as a
service organization by encouraging clubs:
a.
b.
c.
d.
e.
f. |
To
increase effort to bring representatives of the
news media into the Rotary Membership.
To organize small discussion groups consisting of
Rotarians and news media personnel.
To invite news media representatives to important
meetings.
To provide effective reporting of public
recognition of all information about successful
projects, performances and service activities of
clubs.
To arrange for the District Governor to meet
members of the media for discussion as necessary,
and to prepare press releases for the District
Governor.
To assist the District Governor to enhance
Rotary's public relations through program
coordination. |
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District
Membership Development & Retention Committee |
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"The importance of membership growth within the
club is stressed."
"In order for a club to be fully
relevant to its community and responsive to the needs of
those in the community, it is important and necessary
that the club includes in its membership all fully
qualified prospective members located within its
territory. To this end, it is inappropriate and
inconsistent with the principles of Rotary for any club
to establish arbitrary limits on the number of members
in the club."
"Each club should have a positive
attitude towards membership growth, recognizing that an
increase in the membership should not decrease the
quality of membership in the club."
"Inherent in the purpose of Rotary is
the acceptance by individuals of their responsibility
for the personal application of the ideal of service. It
is important that individual Rotarian recognizes that
this responsibility includes an obligation on their
parts to share Rotary with others and to help extend
Rotary through proposing qualified persons for
membership (75)."
Manual of Procedure
General
1.
2.
3.
4.
5.
6. |
Make
more effective use of the committee in regard to
membership development activities and that, upon
appointment, District Governor with the help of
District membership development committee
specifically outline the duties and
responsibilities of the members with respect to
membership development.
Encourage clubs to provide for and activate a
membership development committee and to emphasize
to the clubs, that the proposals of the club
membership development committee in no way remove
the responsibility of the individual club members
for proposing new members.
Request all clubs' Rotary information committees
to put forth greater activity in informing members
through presentations at weekly meetings, informal
group meetings, forums and by insertions in club
bulletins.
Give consideration to appropriate recognition for
clubs showing the greatest percentage of
membership increase.
To provide information about district membership
development progress for all district meetings as
well as for regional institutes, and to provide
programs about membership development at such
meetings and at clubs.
To work directly with club membership development
committees, particularly with those clubs that are
showing a loss or little or no increase in
membership. |
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District
Club Extension Committee |
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"Each Governor, under the general supervision of
the Board, is charged with the particular duty of
supervising the organization of the new clubs in his
District.
GENERAL POLICY ON EXTENSION
The club is the medium by which the
program of Rotary is promoted and the Object of Rotary
is attained. Therefore, in order that Rotary may exert
its widest influence, it should progressively establish
new clubs throughout the world wherever and whenever it
can reasonably be expected that a successful club can be
maintained."
Manual of Procedure
FUNCTIONS
General
To assist in
conducting surveys in localities where potential clubs
can be established.
Specific
To assist in the establishment of new clubs in each
Group.
To conduct extension seminars.
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District
Club Service & Rotary Information Committee |
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Club
Service
"By Club Service, Rotary
means those things that a Rotarian does to help
make successful the administration of his Rotary
Club, by being present at its meetings, sponsoring
new members, participating in its fellowship,
taking part in its programmes, serving on
committees, serving as an officer, paying his dues
and representing the club in outside
activities."
RI Club Service Committee Leaflet No. 203-EN
Rotary Information
"To assist Rotarians to
acquire adequate understanding of Rotary and the
privileges and responsibilities of Rotary
membership."
1.
2. |
The
process of informing members of the
object, principles and development of Rotary
and its five avenues of service.
The process of developing in each Rotarian a
sense of responsibility and understanding
expressed by personal dedication and service
to Rotary Ideals. |
FUNCTION
Specific
1.
2. |
To
assist Rotarians to contribute and help to
make successful the administration of his
Rotary Club.
To encourage clubs to disseminate Rotary
Information. |
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