Roles and Responsibilities of Office Bearers

ROLES AND RESPONSIBILITIES OF
OFFICE BEARERS
o It gives us immense pleasure to notify the Nominations for the post of Board of Directors for
the Rota-year 2023-24.
o There are few important guidelines followed by a brief description about all the various
posts.
o The nominations shall be open till 11th June 2023.
o The President reserves the right to change, alter, add or remove any posts or their profile as
deemed necessary.
o The roles and responsibilities are generic in nature. The specific roles and responsibilities will
be provided in the training and later when the post is confirmed.
o Application to any posts does not guarantee any confirmation for the same.
o Candidates can apply for a specific role and in addendum can indicate their preference for
another role.
o This is not a competition. There is no WINNER or LOSER. There is no BETTER or WORSE. This
is just an endeavour to pick people who could work together with ease. The choice made is
not a reflection of any sort of inferiority or superiority of one candidate over the others.
o All members are required to pay the annual registration fee, but Office Bearers will have a
slightly additional fee.
SECRETARY
The secretary’s primary responsibility is to help the club function efficiently. The secretary is one
who can be dynamic, mobile, spontaneous, creative and good at networking. The secretary should
be well organized and have good communication skills.
Responsibilities:
1. Maintain all club records, including membership, committee appointments, attendance, dues,
payments, and important club documents such as the club’s certificate of organization, budgets.
2. Reporting to the district is the most important and integral part of the role.
3. Notify the sponsor Rotary club of members who are interested in joining a Rotary club, either as a
current Rotaractor or after leaving Rotaract.
4. Provide club and member information to the president for required annual updates to Rotary 5.
Take minutes — a clear, concise written record of meeting discussion and actions — at all club
meetings.
6. Scrutiny of the Database to Rotary International.
7. Keeping track of club activities and compiling to PPT’s etc., when needed.
VICE PRESIDENT
1. Preside over meetings in the president’s absence.
2. Serve on the board of directors and as an ex officio member of all committees.
3. Handle special assignments as directed by the president.
4. Stay current on club goals and activities.
5. Succeed to the office of president if a vacancy occurs due to an unavoidable situation.
TREASURER
1. The treasurer oversees all funds and maintains accurate financial records.
2. Chair the finance committee.
3. Collect membership dues.
4. Manage all money collected from dues and all proceeds from fundraising projects.
5. Pay all club bills and reimbursements for club expenses.
6. Prepare and administer the budget.
7. Prepare monthly reports that accurately detail the club’s finances and expenses.
8. Ensure that the club complies with all government financial reporting requirements.
9. Prepare and distribute an end-of-year report to club members and the incoming treasurer.
Treasurers’ reports become part of the club’s permanent record.
SERGEANT AT ARMS
1. Should be regular, responsible, and committed towards the sense of duty.
2. Be present at the venue a few minutes before the meeting/event.
3. Take the attendance before the meeting and maintain a record of the same
4. Coordinating with absentees to understand their reason for their absence and make sure that it
does not repeat.
5. Ensures the meeting starts on time and is according to the agenda
6. Ensures that the decorum of the meeting is maintained i.e., the members pay attention to the
speaker and do not cause an unnecessary nuisance
7. Coordinating with the events or venue personnel and get everything ready prior to the
meeting/event
8. Set up: Ensure that the equipment’s like banners, charter certificate, gong, gavel, podium,
microphone, etc., are all in place.
CLUB SERVICE TEAM
1. Actively be part of the club and know each and every member of the club.
2. Organize activities/programs through which club members can get together and bond well.
3. Team building and keeping the team together is the prime focus
4. Organize events in the club to bring all members together.
5. Coordinating for fests, annual conference, camps etc.
6. Attending district club service training & meetings on a regular basis.
COMMUNITY SERVICE TEAM

1. Come up with projects which create an impact in the community and are simple to execute
2. Working on ideas on the need of the hour and making them simple so that everyone can
understand them.
3. Following up with district community service team for collaborations and projects.
4. Working on sustainable flagship projects.
5. Attending district community service training & meetings on regular basis.
PROFESSIONAL DEVELOPMENT TEAM

1. Organize professional development and vocational forums, management seminars in the club and
assisting.
2. To bring up the district professional development project to president’s notice.
3. Encourage Rotaractors to participate in maximum event in this avenue.
4. Following up with the other Rotaract clubs for collaborations.
5. Attending District professional development training & meetings on regular basis.
INTERNATIONAL SERVICE TEAM

1. Plan and execute the international service projects
2. Building a healthy relationship with other districts and maintaining it.
3. Helping president and core team to plan strategies on letterhead exchange, twin club agreements,
RLYA & IDYE with other districts.
4. Coordinating with district International projects for collaborations and participations.
5. Encouraging Rotaractors to participate in international service avenue.

6. Attending District international service training & meetings on regular basis.
PUBLIC RELATION
1. Responsible for handling communication between the club, district & the public.
2. Maintenance of any and all information that reaches public domain about the club.
3. Preparing the promotional content & strategies for an event and promoting it.
4. Creating plans to reach larger crowds with available source.
5. Attend the PR & Editorial district training & meetings on regular basis.
EDITORIAL
1. To have required knowledge on basic editing.
2. Editing and publishing bulletins as preferred by the president and core team.
3. Create, update and maintain the club directory with club secretary.
4. Attend the PR & Editorial district training & meetings on regular basis.
5. Editing Instagram posts and monthly newsletter.
IMPORTANT NOTE:
Kindly read all the roles and responsibilities thoroughly and apply ONLY if you will be committed to
the post.
The president/President Elect will get back to you for the final selection process.
Once you take up responsibility of a Post, you will be required to serve the position throughout the
year, with no exceptions (from July 2023 to July 2024)

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ROLES AND RESPONSIBILITIES OF

6. Scrutiny of the Database to Rotary International.

2. Serve on the board of directors and as an ex officio member of all committees.

3. Handle special assignments as directed by the president.

4. Stay current on club goals and activities.

5. Succeed to the office of president if a vacancy occurs due to an unavoidable situation.

2. Chair the finance committee.

3. Collect membership dues.

5. Pay all club bills and reimbursements for club expenses.

6. Prepare and administer the budget.

2. Be present at the venue a few minutes before the meeting/event.

5. Ensures the meeting starts on time and is according to the agenda

4. Organize events in the club to bring all members together.

5. Coordinating for fests, annual conference, camps etc.

6. Attending district club service training & meetings on a regular basis.

COMMUNITY SERVICE TEAM

4. Working on sustainable flagship projects.

5. Attending district community service training & meetings on regular basis.

PROFESSIONAL DEVELOPMENT TEAM

2. To bring up the district professional development project to president’s notice.

3. Encourage Rotaractors to participate in maximum event in this avenue.

4. Following up with the other Rotaract clubs for collaborations.

5. Attending District professional development training & meetings on regular basis.

INTERNATIONAL SERVICE TEAM

2. Building a healthy relationship with other districts and maintaining it.

4. Coordinating with district International projects for collaborations and participations.

5. Encouraging Rotaractors to participate in international service avenue.

4. Creating plans to reach larger crowds with available source.

5. Editing Instagram posts and monthly newsletter.

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