ROTARY CLUB OF THE HOWE OF FIFE JOB DESCRIPTIONS D R A W N U P B Y S T R A T E G I C P L A N N I N G M E M B E R

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1 ROTARY CLUB OF THE HOWE OF FIFE JOB DESCRIPTIONS T H E A I M O F T H I S D O C U M E N T I S TO P R O V I D E J O B D E S C R I P T I O N S F O R A L L C L U B O F F I C E R S A N D C O M M I T T E E C H A I R S D R A W N U P B Y S T R A T E G I C P L A N N I N G M E M B E R S A N D Y D A V I S D A T E O F L A S T U P D A T E : 19 J UNE 2017 Pronouns of either the masculine or feminine gender shall include the other gender. Meetings on Tuesday 5.45 for 6.15 at The Village Inn, Cupar Road, Pitlessie, Fife, KY15 7SU T:

2 PRESIDENT The rôle of the President is to lead the club and oversee its activities. As President-Nominee and President-Elect, the incumbent will have attended the Club Leadership Seminars organised by District, so should be aware of the latest initiatives being supported by RI, RIBI and District. He will also be in possession of a full suite of information manuals about the rôle and that of other Club officers and committee chairs. This job description has been distilled from that material and should be read in conjunction with it. Specific responsibilities of the Club President are as follows: Register for Member Access at to obtain club administrative data from RI. Encourage communication between Club and District committee chairs. Preside at meetings of the Club. Oversee the annual Club Elections in accordance with our bylaws. Communicate important information to Club members. is the primary means of dissemination within the Club. Preside over Council meetings. Establish a working relationship with District leaders, especially the Zone 6 Assistant Governor. Be aware of District goals and encourage Club participation in achieving them. Represent the Club at District Council meetings. Attend meetings of the Zone 6 Presidents. Monitor the Club and Benevolent Fund budgets. Submit a report on the Club s status at the AGM. Ensure a good handover to the incoming President. Ensure that RI youth protection policies are followed. The President has certain tasks to perform, some of which are time-sensitive. Complete the Planning Guide for Effective Rotary Clubs and submit to Zone 6 Assistant Governor by the due date. 1 Convene a meeting of the Club s Nominating Committee at least 6 weeks ahead of the Club Elections, which are usually held in November. Send a certificate to the District Treasurer confirming that the Club Accounts have been examined. 2 Submit application for RI Presidential Citation. 3 The President may nominate a Charity of Choice that the Club will support during his period of tenure. A maximum of 1,000 is allocated for this purpose. One of the final acts of the Rotary Year is for the President to present the Rotarian of the Year quaich. This is usually done at the Club Assembly. The choice of recipient is a matter reserved wholly to the President. 1 This is nominally 1 July each year, i.e. at the start of your term of office, but the AG may permit some leeway. This need not be an onerous task, as your predecessor should be able to let you have sight of his submission. Beware of copying verbatim, as some of the categories may have changed! 2 This cannot take place until the accounts have been presented to the Club. The latest time for this is at the AGM. 3 Deadline for this is usually before the end of April each year. 1

3 PRESIDENT-ELECT The rôle of the President-Elect is to deputise for the President and prepare for that office. As President-Nominee the incumbent will have attended the Club Leadership Seminars organised by District, so should be aware of the latest initiatives being supported by RI, RIBI and District. He will also be in possession of a full suite of information manuals about the rôle and that of other Club officers and committee chairs. This job description has been distilled from that material and should be read in conjunction with it. Specific responsibilities of the President-Elect are as follows: Chair Club meetings in the absence of the President. The following tasks/responsibilities relating to Club Administration are taken from the Club Strategic Plan: Implement newly-defined District, National (RIBI) and International (RI) Policies and Procedures in conjunction with appropriate committee. Encourage Committee Chairs and Leads to document their work and pass on documentation to successors. Acting as ex officio social secretary for the Club. As outlined (under Membership) in the Club Strategic Plan, the practice of running regular social events throughout the year, including spouses, should be maintained. Most social events will be run by a designated member assisted as necessary by other members. However, the first major social event of the year, the Annual Barbecue, is the specific responsibility of the incoming President-Elect. All Club members are expected to help in preparing for this event and in tidying up afterwards! He is also responsible for ensuring that Honorary Members and Friends of the Rotary Club of the Howe of Fife are aware of the Club s social programme and given opportunities to attend. It is generally accepted that the year as President-Elect is less onerous than the previous year as President-Nominee and an opportunity to draw breath before assuming the mantle of President. Nevertheless, things start to get busy and time constraints come into play around the time of the second Club Leadership Seminar and in the run-up to the District Assembly. It is a good idea to touch base with the District Governor Elect at the District Assembly. Knowing his views on how he intends to structure his visits to clubs will help in the decision of how best to accommodate his visit to this Club. He should have decided on his team about a month before the District Assembly and be encouraging as many as possible, especially new committee chairs and leads, to attend this event. Bear in mind when choosing members for specific functions that the current incumbents may be expecting to continue in post for continuity reasons. It is nevertheless no more than courtesy to confirm this with them. For the same reason he should confirm in advance that an individual is prepared to accept the responsibility about to be thrust upon him. Best practice is to have spoken to every member of the Club about the parts they are expected to play in the forthcoming year. The most important task for the President-Elect is to produce the Club Directory for his year of office as President. The Secretary will help with this. Current and previous editions will also prove useful pointers. As the print edition is unlikely to come out until just before the start of the new Rotary year, the July programme should be posted on the clipboard and distributed to members by by the beginning of June. The final task chronologically of the President-Elect is to conduct the business of the Club Assembly, which is invariably the final meeting of each Rotary year. 2

4 PRESIDENT-NOMINEE The rôle of the President-Nominee is to deputise for the President-Elect. The incumbent will attend one of the Club Leadership Seminars 1 organised by District, so should be aware of the latest initiatives being supported by RI, RIBI and District. He will receive a full suite of information manuals about the rôle and that of other Club officers and committee chairs. This job description has been distilled from that material and should be read in conjunction with it. The President-Nominee should work closely with the President, President-Elect and Immediate Past President to ensure continuity in the management of the Club. The main task of the President-Nominee is to coordinate the Club Service activities. This need not be onerous, particularly if committee chairs and leads are on top of their remits. It is a perfect opportunity, however, to widen the incumbent s knowledge of how the Club ticks, which should prove invaluable in the following two years. Another major task of the President-Nominee is to organise the annual potato sales. This activity is shared by all Club members, and a checklist is available to make this easier. SECRETARY The Secretary has much of the administrative responsibility for the day-to-day operations of the Club. Tasks include: Maintaining membership records. Sending out notices of meetings of the Club, Council, and committees. Recording and maintaining minutes of Club, Council, and committee meetings. Recording attendance at meetings. He should register for Member Access at and keep membership and club data current including: Tracking club attendance. Maintaining club membership lists and reporting to Rotary International. Updating all Club records via RI Member Access on a regular basis. In conjunction with the Club Treasurer he should make required reports to RI and District, including the semi-annual report of membership, and paying dues to RIBI on 1 July and 1 January and to District on 1 July. Produce the Club Directory in collaboration with the President-Elect. Issue the Club Directory to all Members, Honorary Members, the Village Inn and other interested parties. 1 Refer to Article 8 Section 5b of the Club Constitution to understand the imperative of these seminars. 3

5 TREASURER The Treasurer should manage the Club s financial transactions, maintain financial records, and plan the Club s budget. He should: Maintain custody of all Club funds. Account for all Club funds, books of accounts, or any other Club property to Council or the incoming treasurer at the end of the year. Work with his successor to ensure a smooth transition between Rotary years. Adhere to the Financial Plan as laid down in the Club Strategic Plan. Collect dues from members. Ensure dues to RIBI and District 1010 are paid on time. Register for Member Access at and keep membership and club data current. Complete and submit semi-annual reports to RIBI. RI sends a semi-annual report (SAR) packet to each Rotary club secretary in late June for the July billing and in late December for the January billing. The packet has two parts: Club membership list drawn from RI records, which serves as the basis for the estimated billing. The club secretary should have updated this list. Invoice for RI per capita and prorated dues, Council on Legislation fees, and magazine subscriptions (two Rotarians residing at the same address have the option to subscribe jointly to the official magazine). The treasurer is responsible for this portion and should recalculate what is owed using the SAR worksheet provided in the packet. Keep the Club membership list current through Member Access to ensure that the per capita billing is accurate. Financial Management Set up Club bank accounts appropriately and assign three signatories to each account but permit single signature authorisation. Establish procedures for handling Club funds. Develop a budget for the Club account and present it for approval at the Club AGM. Have the yearly financial report reviewed by the Club Financial Examiners. Learn about financial best practices and ensure that these practices are passed on to his successor. Upon retirement from office, the Treasurer is to turn over to the incoming Treasurer or to the President all funds and books of accounts. 4

6 COUNCIL MEMBERS The Council is the governing body of the Rotary Club of the Howe of Fife. Its members are the President, President-Elect, President-Nominee, Secretary, Treasurer, Immediate Past President and Strategic Planning Member. The purpose of Council is to manage the interests of the Club as a whole. Specific responsibilities are as follows: Overseeing all Club officers and committee members. Overseeing the Club s budget. Ensuring the budget includes realistic amounts for Club operations and service projects. Approving all expenditures not accounted for in the Club budget. Approving or disapproving proposed members and informing those who propose members of the decision, through the Secretary, within 30 days. Reviewing the policies of the Club to ensure they are being implemented as intended or revised if no longer current. Considering innovative ways to make the club more vibrant and fulfilling the Object of Rotary. Examining the needs of the community and the world and establishing Club goals to address them. STRATEGIC PLANNING The Strategic Planning Member is appointed by the President for a minimum period of three years. His main task is to produce the annual Strategic Plan and present it for approval to the membership at the AGM. In addition, he is charged with reviewing the most recent versions of the Standard Rotary Club Constitution and Recommended Rotary Club Bylaws and updating the Club s Constitution and Bylaws in the light of latest practice. He is also responsible for reviewing the Club Job Descriptions. The Strategic Planning Member reports to the Club through the Club Officers, i.e. the President, Immediate Past President, President-Elect, President-Nominee, Secretary and Treasurer. CVP OFFICER Rotary takes the issue of protection very seriously. The RIBI Protection Policy is available on the RIBI website, The publication incorporates the Association s policy on youth exchange and related matters such as camps and tours etc. The manual includes guidance on the issue of Disclosure and Barring Service (DBS) checks. For help and advice on protection matters, protection@ribi.org. The Rotary Club of the Howe of Fife has adopted the RIBI Protection Policy verbatim. It is available for all members to peruse in the members area of the club website. The CVP officer is charged with reviewing this policy on at least an annual basis. The CVP officer is also to make herself aware of the requirements within District 1010 for DBS checks and to ensure that the Club is in full compliance. The CVP officer is to carry out a full risk assessment of any project planned to involve children, disabled or elderly persons and to promulgate the results of such assessment to all Club members. 5

7 HEALTH & SAFETY OFFICER RIBI publishes a Health and Safety Policy. The Rotary Club of the Howe of Fife has adopted this verbatim, and a copy is available in the members area of the website. The Health & Safety Officer should review this policy on at least an annual basis. For help and advice on Health and Safety matters, healthandsafety@ribi.org District 1010 may also be contacted for help. The main function of the Health & Safety Officer is to minimise risk to persons and property during Club activities. The Health and Safety Officer is to conduct a risk assessment for all projects undertaken by the Club and to promulgate the results of such assessment to all members. A Risk Assessment form is included in the RIBI Insurance and the Rotary Club booklet, also available on the RIBI website. Sample risk assessments are also available from District FINANCIAL EXAMINERS The Rotary Club of the Howe of Fife relies on a system of internal examination to ensure financial probity. The President-Elect appoints two members not involved with the regular management of Club funds to carry out this function. It is preferable though not essential that one of the Club s Financial Examiners should be a qualified accountant. The examined accounts for the previous fiscal year are to be sent to each Club member at least 10 days prior to the annual meeting called for their approval. This meeting usually coincides with the Club Elections, and this allows the President to certify compliance to the District Treasurer by 1 January. It follows that the financial examiners should agree with the Treasurer a timescale for the prepared accounts to be delivered for examination. SPORTS & GAVEL The main function of the Sports & Gavel Officer is to organise the annual Charity Golf Day, one of the Club s prime fundraising events. He is also the point of contact for the Gavel competition sponsored by District He should take the lead in determining whether the Club should participate in other Rotary sporting events such as the Ramshead Curling Competition. Other recreational activities with a sporting connotation, such as Putting on the Himalayas, come under his remit. SERGEANT-AT-ARMS The Sergeant-at-Arms keeps the club meeting running smoothly, with few interruptions. The Sergeant-at-Arms is responsible for helping to maintain orderly and effective Rotary club meetings. 6

8 FOUNDATION The Chairman of the Rotary Foundation Committee is appointed by the President for a recommended minimum period of three years. He should keep abreast of developments at the District, RIBI and RI levels concerning the Rotary Foundation and ensure that such developments are brought to the attention of Club members. This post carries with it the following specific tasks and responsibilities: Expand financial support of The Rotary Foundation towards $100 per member. Provide continuing support of PolioPlus until the programme is completed. Continue programme of Foundation Gatherings. Ensure club members are aware of Sustaining Member, Major Donor/Benefactor initiatives. Run crocus campaign in Autumn each year to avoid confliction with Marie Curie daffodils. Consider joining forces with RC of Cupar to sell crocus in a Cupar street campaign. Aim to run a minimum of one event annually to raise funds for The Rotary Foundation. The Foundation Committee shall have a specific mandate, clearly defined goals and action plans established by the May committees meeting for implementation during the course of the following year. These plans shall have been approved by the President- Elect. The Chairman of the Foundation Committee should also provide documentation to the membership on specific Foundation activities to enable continuity from year to year. MEMBERSHIP The Chairman of the Membership Committee is appointed by the President for a recommended minimum period of three years. Particular tasks and responsibilities for the holder of this post as outlined in the Club Strategic Plan are: Review the new member orientation programme in the light of experience. Identify sources of potential members within the community. Establish views of current membership on what makes this Club attractive to new members. Establish views of current membership on what aspects of this Club could pose a barrier to attracting new members. Keep abreast of communications from District about membership development. Retain existing members and develop new members through strong weekly programmes and relevant service opportunities. Ensure that club membership team follow up on inquiries from prospective members. Encourage attendance at District Council Meetings, Area Meetings and Membership Seminars. Consider alternative strategies to retain members in the current economic climate and beyond. The Membership Committee is essential to implementing the Club s membership development plan. Its main rôle is to recruit, retain, and educate club members. Membership committee members should coordinate efforts with members of the other club committees to maximize membership growth opportunities. 7

9 CLUB MENTOR(S) Club mentors are senior members of the Club appointed by the President to assist newlyinducted Rotarians to fit quickly into our Club and help them learn about the wider aspects of the Rotary movement. MARKETING, PUBLIC RELATIONS & COMMUNICATIONS The Chairman of the Marketing, Public Relations and Communications Committee is appointed by the President for a recommended minimum period of three years. The Chairman of this committee is responsible to the President for overseeing the output of the Press Officer & Newsletter Editor, Webmaster, Speaker Secretary and Archivist. The incumbent should also review communications within the Club on a regular basis. Provide documentation to the membership on specific MPRC activities to enable continuity from year to year. The MPRC Committee shall have a specific mandate, clearly defined goals and action plans established by the May committees meeting for implementation during the course of the following year. These plans shall have been approved by the President-Elect. PRESS OFFICER Maintain a presence on social media networks. Develop existing contacts with local media and cultivate new links where appropriate. Continue to achieve regular and positive exposure in local media. Exploit news items in national and international media to raise awareness at a local level. Reports and photographs of Club activities sent to the media should also be posted on the Club s facebook page and made available for inclusion on the Club website. Provide documentation to the membership on specific activities to enable continuity from year to year. WEBMASTER Continue to improve and expand Club website. Ensure that the website remains updated and relevant. Encourage all Club members to contribute to the Club website. Liaise with Council members to ensure items in the Members Only section of the website are current. Provide documentation to the membership on specific website activities and practices to enable continuity from year to year. SPEAKER SECRETARY The Club currently does not fill the post of Speaker Secretary. This section is here as a marker should the post be reinstated in future. The Speaker Secretary is responsible for arranging for external speakers to visit the Club. The frequency of such visits is generally once a month, usually on the first meeting of a particular month. The Speaker Secretary should make the guest speaker aware of the Club s requirements, especially with regard to timing and should ascertain whether he has need of visual aids or other assistance with presenting. Presentations that last longer than normal are occasionally acceptable, especially if the topic is likely to be of especial interest to most members. This fact should be flagged up to members in advance. 8

10 The Speaker Secretary should also provide documentation to the membership on specifics concerning his activities to enable continuity from year to year. ARCHIVIST The Club Archivist is responsible for looking after the historical record of the Club s activities and for adding to that record. These records should be available for display at Club functions as required. The Club Archivist should also provide documentation to the membership on specifics concerning his activities to enable continuity from year to year. CHILDREN, YOUNG PEOP LE & VOCATIONAL Youth Service is one of Rotary s Avenues of Service and recognizes the positive change implemented by youth and young adults through leadership development activities such as RYLA, Rotaract and Interact club service projects, and creating international understanding with Rotary Youth Exchange. A prime responsibility of the Youth Services group is to ensure that RI youth protection policies are followed. All Club members involved with any Youth activities are to be familiar with the Statement of Conduct for Working with Youth 1. This group is to plan for youth protection in all club service activities that involve young people. The following specific responsibilities of the Youth Services group are taken from the Club Strategic Plan: I. Continue relationship with SRUC Elmwood Campus and Bell Baxter High School to select and sponsor RYLA candidates each year subject to Club approval. II. Aim to establish RotaKids in Howe of Fife Primary Schools. III. Aim to reinstate the Interact Club of Bell Baxter following a successful RotaKids campaign. IV. Look to promote youth competitions such as Young Chef, Young Musician and Young Photographer. V. Continue to seek a candidate from Bell Baxter High School for Euroscola. VI. Continue donating Dictionary4Life to local primary schools if desired by teaching staff. VII. Continue running the Primary School Quiz. Vocational Service is another of Rotary s Avenues of Service and is aimed at encouraging Rotarians to serve others through their vocations and to practice high ethical standards. The following specific aim in this Service Area is taken from the Club Strategic Plan: I. Raise awareness of vocational activities and opportunities by helping to prepare individuals for the next life stage including entering the workplace. Group members should provide documentation to the membership on specific activities and practices to enable continuity from year to year. This Service Area shall have a specific mandate, clearly defined goals and action plans established by the May committees meeting for implementation during the course of the following year. These plans shall have been approved by the President-Elect. 1 Rotary International strives to create and maintain a safe environment for all youth who participate in Rotary activities. To the best of their ability, Rotarians, Rotarians spouse, and partners, and other volunteers must safeguard the children and young people they come into contact with and protect them from physical, sexual, and emotional abuse. - Adopted by the RI Board of Directors, November

11 COMMUNITY Community Service is one of Rotary s Avenues of Service and covers the projects and activities the Club undertakes to improve life in our community. The following aims and responsibilities for the Community Service group are taken from the Club Strategic Plan: I. Ensure continuing contact with Community Councils through Club Liaison Officers. II. Continue annual Citizen of the Year. III. Maintain support for Young Carers Natural Connections financial and volunteer drivers. IV. Continue to provide a Club member to sit on the Committee of the Association of Fife Rotary Clubs. V. In conjunction with the Association of Fife Rotary Clubs donate the sum of 90 annually for a period of 5 years from 1 Jul 13 to Disability Sport Fife. VI. Hold annual raffle and present prizes at Ladybank Golf Club s Captains v. Vice- Captains match. VII. Organise visits to Pitlair Care Home for Chat and Games. VIII. Provide support for the Frisson Foundation Glee Concerts for Primary Schools. IX. Provide support for North East Fife Rotary Clubs Cyclofun at Tentsmuir. Group members should provide documentation to the membership on specific activities and practices to enable continuity from year to year. The Community Service Area shall have a specific mandate, clearly defined goals and action plans established by the May committees meeting for implementation during the course of the following year. These plans shall have been approved by the President-Elect. INTERNATIONAL International Service is one of Rotary s Avenues of Service and encompasses actions taken to expand Rotary s humanitarian reach around the globe and promote world understanding and peace. The following focus areas for International Service are taken from the Club Strategic Plan: I. Monitor international events which require urgent assistance and identify requirements. II. Continue support for Chimwemwe. III. Provide financial support to Mary s Meals and source Back Packs for same. IV. Continue support for El Shaddai Trust. V. Continue support for Ethiopia Medical Project. VI. Maintain awareness of programmes and charities such as Literacy Projects, Mercy Ships, School4All, ShelterBox and WaterAid, and be prepared to provide assistance as funds permit. VII. Maintain awareness of other health-related activities that RI and RIBI may look to get involved in e.g. malaria, AIDS and the resurgence of tuberculosis. The group should also provide documentation to the membership on specific activities and practices to enable continuity from year to year. The International Service Area shall have a specific mandate, clearly defined goals and action plans established by the May committees meeting for implementation during the course of the following year. These plans shall have been approved by the President-Elect. 10