Charter Presentation Ceremony
Rotaract Club of …………………..
Program Schedule
Date………………………

MC starts program with Welcome to the Guests and Introduction of the program
Call on the dias:

• Sponsoring Rotary President
• Chief Guest, DG, RI District 3292
• Charter President
• DRCC
• DRR, RI District 3292
• RCC

Meeting Call to order and 15 sec silence by RCC
Welcome speech by RCC
Felicitation of all the dignitaries on the dias
Presentation on how the club was formed (optional)
RCC introduces Charter President& requests DG to handover Charter Certificate to President
Handover of Charter Certificate by DG to Charter President
Collaring of Charter President and handover of Gong and Gavel by Rotary President
Acceptance Speech by Charter President
Introduction of his/her team by Charter President
Call to DRR for oath taking
Call to:

• DG for handover of R.I. Identity Card
• DRCC for lapel pins
• Rotary President for By-laws and Club attire
• DRR for District Identity Card and CD with Rotaract documents (optional)
• Charter President for Appointment letters to BODs

(this sequence and handover objects are subject to change)

Photo session
Release of souvenir by the Chief Guest (optional)
Inauguration of website (optional)
Address by DRR
Address by RCC
Address by Rotary President
Address by DRCC
Address by DG
Cake cutting (optional)
Token of Love presentation to the dignitaries on the dias
Toast proposal by Rotary President and Charter President
Vote of Thanks by Vice President
Meeting adjourn by the Charter President
Refreshments

Prepared by:
Rtr. Diana Shakya
Charter President
Rotaract Club of Durbarmarg
Zonal Secretary – Zone 4

Welcome – The Chairperson calls the Meeting to order and declares the Meeting open and welcomes any guests or visitors

Apologies
Minutes of Previous Meeting – This should be confined to any action taken upon the previous minutes. The Chairperson and Secretary should note any “points arising” before the Meeting to ensure they are dealt with quickly. If the items belong to specific agenda items, then they should be referred and discussed at the appropriate point in the Meeting.

Correspondence – Present related items in date sequence in order of incoming and outgoing mail. Letters should not be read unless it’s essential for the meeting to know all the details. Simply give a brief comment on the contents and endorse the action or deal with the matters so that action will result. If required, the correspondence can be passed around for all to read. Relevant correspondence should be passed to appropriate Directors / President etc. for action.

Reports from Directors and Rotarians – This is where those people inform those present what their committee is doing and what plans they have for the future. If any items are included which need action, deal with them by discussion, or as motions.

President’s Report – The President can reinforce actions presented by Directors, inform members of District and Rotary activities and thank individuals if relevant.
Visiting Rotaractors/Rotarians – The Chairperson calls upon any visiting Rotaractors for any items of news or Club advertising they may have.

General Business – This should include items from Minutes, Notices of Motion and other discussion points not covered by the reports.

Guest Speaker – Introduction of the Guest Speaker and a vote of thanks should be given by Chairperson or other members as a professional development opportunity.

Special Events – These can help liven up a meeting, for example inductions, team building activities

Fine Session – The Chairperson calls upon the Sergeant-at-Arms to conduct their fine session.

Thanks – The Chairperson thanks the Guest Speaker, Visitors and Rotarians for their attendance.

Closure – Mention the date and time of the next meeting, and details of any events activities to be held in the interim. The Chairperson will normally state, “I declare the Meeting closed”.

One of the most important meeting of the Rotaract clubs at the beginning of new rotayear where roles and responsibilities of outgoing president and other office bearers are officially handed over to incoming president and incoming office bearers. The installation meeting (ceremony) may be held at venue other than regular meeting venue. For this the club may invite preferably one Chief Guest (if at all) apart form District Governor and should invite DG, DRR, Past DGs, Past DRRs, DGE, DRRE, DRCC, sponsoring Rotary club president, RCC, other Rotary/Rotaract District, other Rotarians/Rotaractors.

Since this is also a formal meeting club need to make sure that the meeting prerequisites like hammer and gavel, President’s collar, charter certificate, club’s banner, flag, etc are all are in order. Do send out the detail invitation with information of venue, date and time of the installation meeting (ceremony) well ahead of time to all the invitees. Keep separate registration desk for all the invitees on the event day.

On the event day be sure to start meeting on time. It is suggested that entire meeting doesn’t exceed one hour. Start with call on dias (by MC is suggested). Following protocols are to be followed;

A. Call on dais

1. outgoing President

2. incoming president

3. Guest of Honors

3.i. Sponsoring rotary club president

3.ii. DRR

3.iii. DRCC

3.iv. Other guest of honor

3.v. DG

4. chief guest

B. seating arrangement on dais

• Outgoing president should be seated at center of dais.

• the chief guest on right hand side of outgoing president

• other guest of honor( DG, DRR, DRCC) should be on left hand side of outgoing president

• Incoming president should be on extreme right hand side of outgoing president and chief guest.

• In between chief guest and incoming president other guest of honor can be seated (recommended sponsoring Rotary president)

• After handing over of charge, president and should interchange their respective places.

Similarly front row seating should be arranged to other guest of honors, Rotary/Rotaract District officials, Rotarians, etc.

C. Welcoming dignitaries (recommended flowers, bouquets, khadas, etc)

On the dais (recommended to be done by outgoing president)

• Chief guest for the event

• District Governor

• District Rotaract Representative

• DRCC

• Sponsoring rotary president

• Incoming president

Off the dais (recommended to be done by Past presidents)

• Past DGs in order of seniority

• Past DRRs in order of seniority

• District governor Elect

• DRR- Elect

• Rotary district officials

• Sponsoring rotary club members/RCC

• Rotaract district officials

The event schedule shall include

A. Before handover

• Collaring to outgoing president by sergeant-at-arms. (mandatory)

• Installation meeting call in order by outgoing president. (mandatory)

• Silence in vocation/ national anthem. (mandatory)

• Welcome speech  by event coordinator (recommended) or Past president

• Year club report i.e summary of year long activities that club has undertaken by outgoing secretary. It may be verbal or slide presentation. Incase of Joint Installation, President can include this in his speech inorder to save time.

• Induction of members (if any)

• Special Program (if any) like Twin Club Formation, Appreciation to contributor of the year.

• Remarks by outgoing president.

• Recognition by outgoing president (Club award, certificate of appreciation or Letter of Appreciation)

• To BOD & General Members

• Special Recognition to Incoming President (not mandatory)

• Souvenir release. (not mandatory) In case of souvenir release by hands of chief guest and guest of honors it is recommended to give floor to Publication officer or Editor.

• Website release. (not mandatory) In case of website release by hands of chief guest/guest of honors it is recommended to give floor to IT officer or webmaster.

B. Handover

the symbolic handover of office charge by outgoing president to incoming president by handing over charter certificate, president’s collar and hammer and gavel. Before handover is carried out it recommended to Read out CV or bio-data of incoming president by outgoing club service director. Both outgoing and incoming president shall come to center of dais for handover. The outgoing president shall handover these things in following order;

1. Charter certificate of club

2. president’s collar

3. hammer and gavel

4. If there are any special symbols of the club (like President’s Pin)

5. Likewise, the same for IPP and PP pins

After handing over of charge, outgoing president and incoming president should interchange their respective places.

C. After handover

• Acceptance remarks by newly installed president

• Introduction of new BOD by newly installed president

• Club pin, ID cards and appointment letter to new BOD

• Oath taking to newly installed president and his BOD by DRR or any senior District Committee Member on the dais.

• Remarks by DRR

• Remarks by DRCC

• Remarks by chief guest. Before such Chief Guest must be introduced by a past president.

• Acknowledgement to outgoing president by incoming president.

• Token of love distribution to chief guest and other guest of honors (DG, DRCC, DRR, Rotary President, etc) by newly installed president.

• Vote of thanks by Vice-president.

• Club installation meeting report by Sergeant-at-arms.

• Toast proposal by outgoing president

• Toast proposal by incoming president.

• Meeting adjourn by newly installed president.

It is recommended to acknowledge the presence of family members / Rotary club / Rotaract clubs/ Interact clubs/ other partner organization, etc. during the installation meeting (ceremony).

Other activities that can be undertaken during installation meeting:

• Twin club formation MOU signing. (not mandatory) In case of twin club formation MOU signing it is recommended to give floor to secretary for brief introduction of twin club and sole purpose of twin club formation. It is recommended to sign MOU in front of dais (just the signatures of both presidents and highly recommended to prepare all other necessary detail documents in advance) and shall exchange between presidents of two twin club.

• Club declaration: The newly Installed President can release/present his/her Theme or any special in his speech. In case of club declaration such as scholarship, theme declaration or any initiative it should not violate the Rotaract statement of policies and standard constitution set by RI.

As annexure, can you also put all the oaths for President and the incoming board?

Annexure on toast proposal.

Prepared by:
Rtr. Muraj bajracharya
Charter President
Rotaract club of Baneshwor royal
District Publication Office

Forming a group:
There is always one person or a group of people who might be interested in opening a new Rotaract club. At times, a Rotary club may be interested to form a Rotaract club. However the initiation, it is very important to dig out the details of Rotaract and its responsibilities before you actually charter a new club. There are two types of Rotaract Clubs to consider:  institution based (university) and community based. Youths from the age of 18-30, who are active and motivated to serve are eligible to be Rotaractors.

For a university based Rotaract club, the members must be enrolled in the concerned university or college and should work closely with the university administration, explaining the purpose and goals of both Rotary and Rotaract. It is important to stress that Rotary intends to comply with school regulations regarding student organization. Once the university administrators and the Rotaract Club organizers conclude that the formation of the club would be beneficial to both, a member of the faculty is chosen to serve as the advisor to the club. The faculty advisor must be willing to work closely with the students in a non-classroom setting and should generally be well liked by the students. He should also work with an advisor from the sponsoring Rotary Club (usually the Rotaract Committee Chair, RCC later) and the Rotaract club organizers to develop recruitment strategies to attract members to the club and later for the proper functioning of the club.

For a community based Rotaract club, members should preferably be from the same local community where they can meet easily for a meeting. If a member from far wants to join the club, s/he can be permitted, provided the distance does not hamper his rotaract activity.
If there already is a group that wants to form a Rotaract club, the appropriate and willing Rotary Club must be approached as the sponsoring Rotary Club. A Rotary club already having a Rotaract Club can also form a second Rotaract Club if interested. Also, two Rotary clubs can jointly sponsor a single Rotaract Club under the condition that

1. The district Governor gives approval in writing.

2. The organization of separate Rotaract club would create an artificial division of what is essentially a single body of young adults within the community or university.

3. A joint Rotaract committee is created with representations from each of the sponsoring Rotary club.

Once the type of Rotaract Club and the appropriate sponsoring Rotary club has been selected, a Rotarian from the sponsoring Rotary club (RCC: Rotaract Committee Chair) should be appointed to serve as the primary advisor for the newly forming Rotaract club.

Finding/choosing members:

The first eligible and approachable candidate for a Rotaract Club may be the sons, daughters and other family members of Rotarians of the area. Rotarians may also have young employees, interns who may benefit from joining the club. Youth exchange students, Interact alumni, GSE alumni, former Ambassadorial scholars and RYLA participants may be excellent Rotaract candidates.
Classmates, brothers and sisters, cousins or anyone you know who are within the age limit and are proactive can become potential Rotaract members. Choose motivated members who understand the “know how” of a Rotaract Club. While searching for members also keep in mind their background and choose members from different fields of study. This will provide the much needed classification necessary for forming the BOD later. Also try to recruit potential Rotaractors of different age and once the club has been established, maintain a balance between young and older members through ongoing recruitment. This will ensure continuity in the club.

Once the membership base/interested pool has been identified, organize orientation programs as per the requirement. A Rotarian from the sponsoring Rotary club can be invited to provide welcoming remarks and a brief explanation of Rotary. A Rotaractor (DRR or a Rotaract Club officer) can explain the purpose, goals and activities of Rotaract as well as the member attendance and participation requirements. Gather information on those interested in becoming members. Rotaract membership application can be used here, which will also give the interested pool an idea about what is expected of him/her as a Rotarator. Decide the final number of charter members for the club.

Holding Meetings:

Once the final number of members is decided, you can begin working with them to organize and plan activities. To maintain a high level of enthusiasm in your members, space your organizational meeting no more than 2 weeks apart. Be sure to keep a record of the names, addresses, telephone numbers and email addresses of all the core members so that you can invite them to future meetings. Always encourage them to invite interested friends to expand your charter membership base. There are no requirements for the number of meeting to be held prior to the official certification of a Rotaract club. However, during the organizational phase, you may need to:

• Discuss and establish annual club dues.

• Determine meeting place and time (at least twice a month).

• Discuss and adopt the Standard Rotaract Club Constitution and bylaws.

• Identify potential club leaders and hold election for President and the members of the BOD. Provide them with the information about the roles and responsibilities of the club officers.

Chartering the Rotaract Club:

When a prospective Rotaract Club has achieved a strong base of members, it should be ready to proceed with applying for official RI certification. A minimum of 15 charter members is recommended. In accordance with the Rotaract statement of policy, the prospective club should first adopt the Standard Rotaract Club Constitution and all its amendments. It should also adopt bylaws consistent with the Standard Rotaract Club Constitution established by Rotary International. These bylaws are subject to the approval of the sponsoring Rotary Club.

The Rotaract Organization list should then be filled out, listing out all the charter members who have committed to attending a minimum of 60% of the club’s service and social activities. The completed list must be signed by the Sponsoring Rotary Club President and the District Governor and sent with US$50 to the RI world headquarters or the international office serving your area. In some cases payment may be made in local currency via an RI fiscal agent. Consult your sponsoring Rotary Club or the RI official directory for a list of authorized fiscal agents.

Upon certification of the Rotaract Club, the sponsoring Rotary Club will receive a certificate that can be presented to the newly formed Rotaract Club. Follow-up materials are also sent, including the Worldwide Rotaract Directory and information about RI resources available to assist with club service projects.

Contact Person

1. One who told you about Rotaract

2. Club extension and revival officer

3. DRR

4. DRCC

Resources

1. Rotaract handbook

2. Rotaract Club organization list

3. Standard Rotaract Club Constitution

4. Rotaract Statement of Policy

5. Rotaract Brochure

6. Rotaract identification cards

7. Worldwide Rotaract Directory

Charter Presentation Ceremony

The inaugural ceremony marks the official certification of the Rotaract Clubs by Rotary International. The Rotary Club sponsors may wish to plan and host an inaugural ceremony welcoming new Rotaractors as partners in service or the new Rotaract club may organize such event by themselves. Each ceremony is unique and has no set format but a reference module of the program schedule is given below.

1. Program schedule

2. To invite

• District Governor/DGE/DGN/IPDG

• DRCC

• DRR

• Rotary and Rotaract District officials (optional)

• Sponsoring Rotary President

• RCC

• ZR/ZS if zone has been fixed

• Other rotaractors

Have to knows:

• Your responsibilities as a Rotaractor, especially if you are in the BOD

• Standard Rotaract Club Bylaws

• Standard Rotaract Club Constitution

• Rotaract Statement of Policy

• Rotaract District Organizational Structure

• Contact persons

Prepared by:
Rtr. Diana Shakya
Charter President
Rotaract Club of Durbarmarg
Zonal Secretary -  Zone 4 ]]> http://www.rotaractnepal.org/2011/10/training-manual-for-a-new-club/feed/ 0 http://www.rotaractnepal.org/2011/09/training-on-article-writing-and-journalism/ http://www.rotaractnepal.org/2011/09/training-on-article-writing-and-journalism/#comments Wed, 21 Sep 2011 05:57:37 +0000 Rotaract Nepal http://www.rotaractnepal.org/?p=1475 Rotaract club of Kathmandu is organizing one day “training on article writing and journalism “to enhance their writing skills and develop expertise in the journalism. The training aims at fostering and sharpening their writing skill and will focus on reporting about any events, trends, issues and the techniques and methods of writing an article. Journalism has been the major profession in the recent days in Nepal and its charm is also growing.

Date: 24th September , 2011
Time: 11-3 pm
Venue: Rotary hall, Thapathali
Registration charge: Rs.100 (Including snakes, tea, stationery and material)
Note: Certificates will be provided to participants.

All the rotaractors are heartily welcome.

We are really  happy to announce that we, Rotaract club of Kathmandu Mid Town has been working as partner with nepalscholarship.com, which is the group of students from various part of world finding information of scholarships for Nepalese.

Recently, we have been able to be awarded with 10 seats of scholarships for Nepalese students for the further studies in Bangladesh with international degree from UK and Bangladesh itself.

Only 20 days left for the scholarships…..

So, I request you to all the Rotaract leaders to send maximum of two students from your club or within the reach of your club (not necessarily has to be a Rotaractor). This can be destiny for some youth.

I am very hopeful that you will circulate this message to your club members as soon as possible and I am sure you don’t want to miss this  opportunity.  For further detail please visit nepalscholarships.com or rotaractnepal.org.np.

Also please contact9841456454, 9813948221.

Looking for your positive and quick response!

Rtr. Samir Nepal

President 2011-12

Rotaract club of Kathmandu Mid-Town, RID 3292

Scholarship Details:

NepalScholarships.com Bangladesh Scholarship Awards 2011

Nepal Scholarships Network (www.NepalScholarships.com) was initiated in 2010 as an effort to connect the
Nepalese youth to the best opportunities overcoming the information barrier. It aims at providing the Nepalese
audiences with information relevant to educational opportunities and youth development.

While celebrating the first anniversary, NepalScholarships.com is delighted to announce, with the support of
Rotaract Club of Kathmandu Mid-Town, a total of 10 scholarships quotas for Nepalese students to study in
United College of Aviation, Science and Management – Dhaka, Bangladesh (www.uca.edu.bd) for the upcoming
intake in September 2011.

NepalScholarships.com Bangladesh Scholarship Awards 2011 are available to Nepali citizens interested in
pursuing BSc in Computer Science & Engineering and Higher National Diploma (HND) in Business and HND in
Travel & Tourism Management.

The scholarships will be provided to 10 students.

BSc in Computer Science and Engineering (CSE) – Affiliated with National University, Government of
Bangladesh
Full Scholarship -1 Seat
100% Tuition Fee Scholarship -2 seats
50% Tuition Fee Scholarship -2 seats

HND in Business – Affiliated with Edexcel, UK.
Full Scholarship -1 Seat
100% Tuition Fee Scholarship -1 seat
50% Tuition Fee Scholarship -1 seat

HND in Travel and Tourism Management – Affiliated with Edexcel, UK.
100% Tuition Fee Scholarship – 1 seat
50% Tuition Fee Scholarship – 1 seat

Application Deadline: 5pm, Thursday 4 August 2011

The students can get the hard copy of the scholarship application form from Rotaract Club of Kathmandu Mid-
Town or can download from the website www.NepalScholarships.com

The completed application pack can be submitted to Rotaract Club of Kathmandu Mid-Town or sent by email to
the Scholarships Coordinator Rakesh Shah (email address – drakeshah@nepalscholarships.com)

For further details, contact:

Rakesh Shah (Scholarships Coordinator)
MBBS (Final Year), Sylhet M.A.G. Osmani Medical College, Sylhet, Bangladesh
Bangladesh Coordinator, Nepal Scholarships Network, www.NepalScholarships.com Past President – Worldwide Nepalese
Students’ Organisation (WNSO Bangladesh) Email: drakeshah@nepalscholarships.com, Phone: +88 01671895770

Anil Shrestha (Nepal Liaison for Scholarships)
Past President, Rotaract Club of Kathmandu Mid-Town, Kathmandu, Nepal. Email: rtranilshrestha@gmail.com,
Phone: 9841825458

Avi Koirala
Centre for Sustainable Rural Communities, University of the Highlands and Islands (UHI), Scotland, U.K.
Coordinator, Nepal Scholarships Network, www.NepalScholarships.com Email: avi@nepalscholarships.com,