Club President S Monthly Checklist
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Rotary District 6440 2009-2010
Club President’s Monthly Checklist
This checklist is designed to help Rotary Club Presidents plan and monitor Club activities on a monthly basis. It also serves as a monthly reminder of activities and deadlines that apply to all Rotary clubs.
Read the entire checklist to gain an overall perspective of the next 12 months. You may wish to place a check ( ) in each box after the item has been addressed to your satisfaction. An asterisk * indicates a Rotary Foundation-related item. Please contact The Rotary Foundation of Rotary International for more details at: http://www.rotary.org/foundation/index.html
The Rotary events listed below may not have fixed dates. Write the dates that your Club will attend the events on the lines below and then add them to the appropriate month on the blank lines provided. You can also use the blank lines in each month to add local events that are specific to your Club.
Key Dates
Official visit of District Governor ______Assistant Governor visits ______Club Assemblies –At least once a Quarter______Cluster Meeting with AG – Once a Quarter ______
Please visit the District Website, www.rotary6440.org, for the Governor’s newsletter and more district details. Contact your Assistant Governor with questions.
Governor Installation Dinner Wednesday, July 1, 2009 Rotary Family Day at Great America Saturday, July 18, 2009 Rotary Ravinia – Music and Fellowship Sunday, August 16, 2009 ABC’s of Rotary/Membership Development Friday, September 25, 2009 Rotary Foundation Seminar Friday, November 6, 2009 Northern Illinois PETS Friday, March 5, 2010 District Assembly Saturday, March 6, 2010 District Conference Thursday, April 29 – Sunday, May 2, 2010 Grand Geneva Resort
As President
July New Rotary Officers begin their year of service Planning Guides for Effective Rotary Clubs due to AG and DG prior to July1st. Conduct literacy-related activities and programs. Plan and conduct monthly board meeting. Plan and conduct a club assembly to discuss and adopt the club annual program. Work with the club secretary to complete the RI semiannual report (SAR) and send with dues to RI. RI dues become past due on August 1st. Send monthly membership and attendance report to the District Admin. no later than 15 days after the last meeting of the month. Kristina Laib @ [email protected]. Plan now to achieve the Club Presidential Citation Certification Form. Participate in the District Membership Development meetings. Contact the District 6440 Speakers Bureau for Club Rotary Programs. Submit applications for Matching Grants and District Simplified Grants. * Submit District per capita dues to Treasurer Ellen Young. Due July 31st. Educate the club about the Group Study Exchange (GSE) program to District 4480 in San Jose, Brazil and promote it in your community. * Endorse qualified GSE team members’ applications and submit them to the District GSE selection committee by their deadline for consideration. * Encourage Club members to participate in the Governor’s Challenge 2009-2010. ______ ______
August Membership and Extension Month ECEQ Net 1 NM Conduct club activities to support membership development and extension efforts. Plan and conduct monthly board meeting. Promote attendance at the ABC’s/Membership Development on September 25, 2009. Send monthly membership and attendance report to the District Admin. no later than 15 days after the last meeting of the month. Kristina Laib @ [email protected]. Consider nominating a club member for one of these service awards from The Rotary Foundation: District Service Award, Citation for Meritorious Service, or Distinguished Service Award. * Plan a WATER protection/Literacy Project. Promote participation in District Service Project in Guatemala, January 2010. Offer club’s assistance in hosting visiting GSE Team from District 4480 in Brazil. Participate in the District Membership Development meetings. Encourage Club members to participate in the Governor’s Challenge 2009-2010. ______ ______
September New Generations Month Conduct young-adult related activities and programs Monitor membership development initiatives and goals. Plan and conduct monthly board meeting. Promote attendance at the ABC’s/Membership Development on September 25, 2009. Send monthly membership and attendance report to the District Admin. no later than 15 days after the last meeting of the month. Kristina Laib @ [email protected]. September 1st – Deadline to submit all nomination forms for the RI Service Above Self Award. Plan your club’s Polio Eradication project and contact PDG Dave Waring ([email protected]) for assistance. Promote Guatemala Trip Participation January 2010. Ambassadorial Scholarships: applications due to The Rotary Foundation from Districts by 1 October. * Promote and participate in the October 12, 2009 Columbus Day Parade for Polio Eradication. Rotary World Peace Scholarships: applications due to The Rotary Foundation from Districts by 1 October. * Encourage Club members to participate in the Governor’s Challenge 2009-2010. Send in your club orders for the First District 6440 Cookbook. (Proceeds to help your Club Polio Eradication fund) ______ ______
October Vocational Service Month Conduct vocation-related activities and programs and focus on ethics education. Monitor membership development goals and projects. Plan and conduct monthly board meeting. Promote attendance at the Foundation Seminar, November 6, 2009. Send monthly membership and attendance report to the District Admin. no later than 15 days after the last meeting of the month. Kristina Laib @ [email protected]. Participate in the October 12th, Columbus Day Parade for Polio Eradication.. 1 November: deadline for receipt at RI of nominations for the Rotary Award for World Understanding and Peace (contact RI Recognition Programs staff for details). Promote attendance at the District Conference April 29 – May 2, 2010 Encourage Club members to participate in the Governor’s Challenge 2009-2010. Send in your club orders for the First District 6440 Cookbook. (Proceeds to help your Club Polio Eradication fund) ______ ______
November Rotary Foundation Month Conduct related activities and programs on Rotary Foundation programs and fund development, Paul Harris Society, Benefactors, Major Donor’s. Support your local Interact Club or help organize one. Monitor membership development goals and projects. Plan and conduct monthly board meeting. November 1 – Deadline to submit nomination forms for the International Serivce Award for a Polio-Free World. November 15 – Deadline to submit nomination forms for The Rotary Foundation Distinguished Service Award. Plan to send club representatives to the RI Convention in Birmingham, England. November 15 (US clubs only): Deadline to submit IRS Form 990 (and possibly form 990-T) to U.S. Internal Revenue Service. Contact the IRS for report forms, filing limits, and other requirements (www.irs.ustreas.gov). Send monthly membership and attendance report to the District Admin. no later than 15 days after the last meeting of the month. Kristina Laib @ [email protected]. Begin the 2009-2010 Club leaders nomination process according to your club bylaws. Promote attendance at the District Conference April 29 – May 2, 2010. Register for the District Conference Encourage Club members to participate in the Governor’s Challenge 2009-2010. Send in your club orders for the First District 6440 Cookbook. (Proceeds to help your Club Polio Eradication fund) ______ ______
December Family Month Promote attendance at the District Conference April 29 – May 2, 2010. Register for the District Conference Hold annual club election no later than 31 December. Report next year’s club president and secretary to RI for the Official Directory (007-EN) and to the District governor-elect by 31 January. Monitor membership development goals and projects. Plan and conduct monthly board meeting. Submit AG evaluation form to AG Coordinator Mike Yesner ([email protected]) by Dec. 15. Send monthly membership and attendance report to the District Admin no later than 15 days after the last meeting of the month. Kristina Laib @ [email protected] December 31 – Deadline to submit zone nominations to the Foundation for The Rotary Foundation Global Alumni Service to Humanity Award. Register PE for PETS & COTS. Plan and have a Club Holiday Party Encourage Club members to participate in the Governor’s Challenge 2009-2010. Send in your club orders for the First District 6440 Cookbook. (Proceeds to help your Club Polio Eradication fund) ______ ______January Rotary Awareness Month Promote attendance at the District Conference April 29 – May 2, 2010. Register for the District Conference Plan to send club representatives to the RI Convention in Montreal Canada, June 20-23, 2010. Work with the club secretary to complete the SAR and send with dues to RI. Due Jan. 31st. Monitor membership development goals and projects. Plan and conduct monthly board meeting. Conduct a semiannual checkup on all committee activities and objectives. Send monthly membership and attendance report to the District Admin. no later than 15 days after the last meeting of the month. Kristina Laib @ [email protected] Promote availability of Ambassadorial Scholarships. Check with District Scholarships Chair, Linda Lutz on deadline for clubs to submit applications for the District-level competition. * Promote availability of world-competitive Rotary World Peace Scholarships. Check with District Rotary World Peace Fellowships Chair on deadline for clubs to submit applications for the District-level competition. * Promote attendance of PETS – March 6, 2010. Work on submitting Presidential Citation Form – Due to District Governor March 31, 2010. Review Club’s goals in Planning Guide for Effective Rotary Clubs Promote Foundation Giving to the Annual Giving program, Paul Harris Fellows, Paul Harris Society. Offer club’s assistance in hosting visiting GSE Team from the District 4480 in Brazil. Encourage Club members to participate in the Governor’s Challenge 2009-2010. Send in your club orders for the First District 6440 Cookbook. (Proceeds to help your Club Polio Eradication fund) January 17 – 24, 2010 – International Assembly (San Diego, CA) ______ ______
February World Understanding Month Promote attendance at the District Conference April 29 – May 2, 2010. Register for the District Conference Conduct club activities to promote world understanding and peace. 23 February (Rotary’s anniversary) is World Understanding and Peace Day. Conduct activities that emphasize Rotary’s commitment to international understanding, friendship, and peace. Monitor membership development goals and projects. Plan and conduct monthly board meeting. Promote attendance at the RI Convention, Montreal, Canada, June 20-23. Publicize attendance on the District Service Trip to Guatemala Feb 28 – Mar. 9, 2009 Send monthly membership and attendance report to the District Admin. no later than 15 days after the last meeting of the month. Kristina Laib @ [email protected]. Complete paperwork for a Youth Exchange Student (2010-2011). Work on submitting Presidential Citation Form due to District Governor, March 31, 2010. Promote Foundation Giving and the Annual Giving program, Paul Harris Fellows, Paul Harris Society. Offer club’s assistance in hosting visiting GSE Team from the District 4480 in Brazil. Encourage Club members to participate in the Governor’s Challenge 2009-2010. Send in your club orders for the First District 6440 Cookbook. (Proceeds to help your Club Polio Eradication fund) February 23 – Rotary’s Anniversary ______ ______
March Literacy Month Conduct Literacy related activities and programs. Promote attendance at the District Conference April 29 – May 2, 2010. Register for the District Conference Week including 13 March is World Rotaract Week. Conduct activities in support of your local Rotaract Club or help organize one. Monitor membership development initiatives and goals Plan and conduct monthly board meeting. Promote attendance at the RI Convention, Montreal, Canada, June 20-23. Promote attendance at the District Race to the Finish, June 6, 2010 15 March: Deadline for Governors to submit one club nomination for RI’s Significant Achievement Award. Contact the District Governor for details. Send monthly membership and attendance report to the District Admin. no later than 15 days after the last meeting of the month. Kristina Laib @ [email protected]. PE and PN to attend PETS March 5 and Cots March 6, 2010 Promote Foundation Giving and the Annual Giving program, Paul Harris Fellows, Paul Harris Society. Offer club’s assistance in hosting visiting GSE Team from the District 4480 in Brazil. Encourage Club members to participate in the Governor’s Challenge 2009-2010. Send in your club orders for the First District 6440 Cookbook. (Proceeds to help your Club Polio Eradication fund) Submit Presidential Citation form no later that March 31, 2010. ______ ______April Magazine Month Promote attendance at the District Conference April 29 – May 2, 2010. Register for the District Conference Conduct a club program on THE ROTARIAN or a Rotary regional magazine. Consider a nominee for The Rotary Foundation Citation for Meritorious Service. Monitor membership development goals and projects. Plan and conduct monthly board meeting. Promote attendance at the RI Convention, Montreal, Canada, June 20-23. Promote attendance at the District Race to the Finish, June 6th – form running and walking teams April 15 – Deadline for district governors to submit nomination for the External Relations Best Cooperative Projects Award April 15 – Deadline for clubs to submit submission forms to district governor for the RI Recognition of Membership Development Initiatives – MDI award. April 25-30 – Council on Legislation (Chicago, IL). Send monthly membership and attendance report to the District Admin. no later than 15 days after the last meeting of the month. Kristina Laib @ [email protected] Promote Foundation Giving and the Annual Giving program, Paul Harris Fellows, Paul Harris Society. Encourage Club members to participate in the Governor’s Challenge 2009-2010. Send in your club orders for the First District 6440 Cookbook. (Proceeds to help your Club Polio Eradication fund) ______ ______
May Monitor membership development goals and projects. Plan and conduct monthly board meeting. Promote attendance at the RI Convention, Montreal, Canada, June 20-23. Promote attendance at the District Race to the Finish, June 14th May 15: District governors may begin to submit recognition forms for the RI Membership Development and Extension Award – MDEA May 15: Deadline for district governors to submit submission forms for the RI Recognition of Membership Development Initiatives – MDI May 15 – Deadline to submit nominations forms for the RI Public Relations Award. May 15 – Deadline to submit nominations forms for The Rotary Foundation Citation for Meritorious Service. Send monthly membership and attendance report to the District Admin. no later than 15 days after the last meeting of the month. Kristina Laib @ [email protected] Promote Foundation Giving and the Annual Giving program, Paul Harris Fellows, Paul Harris Society. Encourage Club members to participate in the Governor’s Challenge 2009-2010. Send in your club orders for the First District 6440 Cookbook. (Proceeds to help your Club Polio Eradication fund) ______ ______
June Rotary Fellowships Month Promote club members’ participation in Rotary Fellowships Send club representatives to the RI Convention in Montreal, Canada, June 20-23. Prepare a year-end audit of the club’s financial transactions, working with club secretary and treasurer. Submit a financial statement to the club about its fiscal status. Monitor membership development goals and projects. Provide the DG & club with a final report on membership growth. Confer with the president-elect to ensure a smooth transition. Arrange for a joint meeting of the incoming and outgoing boards to ensure continuity. Promote attendance at the District Race to the Finish, June 6th – form teams from your club. June 30 – Deadline to submit recognition forms for the Recognition of Smaller Club Membership Growth. Send monthly membership and attendance report to the District Admin. no later than 15 days after the last meeting of the month. Kristina Laib @ [email protected] Assess all Humanitarian Grants activity and provide progress or final reports to The Rotary Foundation for all open grants projects.* Make arrangements to attend Installation Dinner on July 1 for DG Bruce Baumberger. Plan a dignified & fun ceremony for the installation of next year’s club officers. Promote Foundation Giving and the Annual Giving program, Paul Harris Fellows, Paul Harris Society. Encourage Club members to participate in the Governor’s Challenge 2009-2010. Send in your club orders for the First District 6440 Cookbook. (Proceeds to help your Club Polio Eradication fund). Keep up your involvement with your club. ______ ______