Club Structure

The President is the leader of the club and holds primary responsibility for providing leadership, direction, and coordination of all club activities. The President presides over meetings of the club and the Board of Directors, ensuring that discussions are well-structured, inclusive, and aligned with the club’s objectives. In this capacity, the President also provides overall oversight to ensure that committees function effectively and deliver on their mandates.

The President is responsible for motivating, inspiring, and supporting members to actively participate in service projects, professional development initiatives, and networking/social activities. This includes fostering a positive and inclusive club environment where members feel valued and engaged, while also encouraging diversity and broad participation in club life.

In terms of governance and administration, the President appoints committee Chairs and members and ensures that responsibilities are appropriately delegated to support member development and leadership succession. The President also works closely with other club leaders to develop and oversee the club’s annual budget and financial management processes and ensures that club operations are conducted in a responsible and transparent manner.

The President maintains regular communication and collaboration with any sponsor clubs, the Rotary district (including the District Rotaract Representative). In Great Britain and Ireland, club Presidents are also part of an Assembly of Presidents. The group is hosted by Rotaract GBI and is a forum for ongoing conversations, sharing of best practice, and peer-to-peer learning for club Presidents and President-Elects.

A key aspect of the President’s role is preparation prior to taking office. During the President-elect period, the incoming President works with the leadership team to set annual goals aligned with the club’s strategic plan, assess the club’s strengths and areas for improvement, and develop an actionable plan for the year ahead. This preparation is supported through participation in relevant training, including Presidents-elect training and district-level leadership development programmes, to ensure effective and informed leadership upon taking office.

The Vice-President supports the President in the overall leadership, direction, and coordination of club activities. The Vice-President presides over meetings of the Club and the Board of Directors in the absence of the President and ensures that continuity of leadership is maintained at all times.

The primary responsibility of the Vice-President is to assist the President in their role and to remain fully informed of all club goals, activities, and ongoing projects. This ensures that the Vice-President is prepared to step into leadership responsibilities when required and can provide meaningful support in decision-making and coordination across the club.

The Vice-President is expected to maintain a strong understanding of the club’s strategic direction, priorities, and operations, ensuring continuity in leadership and effective succession planning.

In the event of a vacancy in the office of President, the Vice-President assumes its full responsibilities of the President for the remainder of the year. The Vice-President is not automatically the incoming President and will only assume the office of President in the new Rotary year if formally elected to that position.

The Treasurer is responsible for the oversight, management, and reporting of all club finances and plays a critical role in enabling the club to deliver effective service projects, fundraising activities, and contributions to The Rotary Foundation.

The Treasurer ensures that all financial operations are conducted in a transparent, accountable, and well-documented manner, in line with the club’s governance requirements and any applicable legal or regulatory obligations. They provide regular financial reports to the club and the Board of Directors, detailing income, expenditure, and the overall financial position of the club.

The Treasurer responsibilities also include the collection and administration of membership dues and other fees, as well as the payment of authorised club expenses and reimbursements. The Treasurer prepares and administers the club budget in collaboration with the other club leaders and ensures that all financial transactions are properly recorded and supported by appropriate documentation.

The Secretary is responsible for ensuring the efficient administration and smooth day-to-day operation of the club. The Secretary plays a key role in maintaining accurate records; including membership data, attendance, committee appointments, and key administrative documents such as reports and governance records.

They support effective communication and ensure that club information is properly documented and reported in accordance with the club’s governance requirements.

The Secretary is also responsible for recording and maintaining minutes of all club, Board, and committee meetings. These minutes must provide a clear, accurate, and concise record of discussions, decisions, and actions agreed upon by the club, and should be retained as part of the club’s permanent records.