Club & District Officers Handbook

Yearly Schedule for Club Officers

DISTRICT MEETINGS 1. Follow meeting procedure (inside front cover). 2. President sees that club has representatives at all appropriate meetings called by the district governor or zone governor. 3. Officers cooperate with district cabinet. 4. Delegates and members attend district convention. 5. Club officers attend zone meetings. JANUARY 1. Follow meeting procedure (inside front cover). 2. Vice president reports for the Objectives Committee, hands copy of recommended objectives to each club member, leads discussion of recommended objectives, and secures final approval of club objectives for the year and their estimated cost. 3. President appoints a club Growth and Development Committee to investigate the possibility of and to assist in the formation of new clubs. 4. Club delegates attend Ruritan National Convention. 5. Audit committee reports. 6. Finance Committee holds a meeting to determine the best method of raising funds to carry out club objectives. 7. Other committees hold meetings to outline plans for completing objectives. (Community Service, Growth and Development, Program, Fellowship, etc.) 8. Secretary will confirm or correct monthly Member ship Audit report sent from Ruritan National Office and treasurer issues a check for national dues to be sent to Ruritan National. FEBRUARY 1. Follow meeting procedure (inside front cover). 2. Blue Ribbon, Outstanding Club President, Secre tary, and Treasurer applications are due by Feb. 10. 3. Vice president calls for a report from each of the com munity service committees, asking for plans for carrying out approved objectives. 4. President calls for reports from the Growth and De velopment and Finance Committees. 5.Delegates who attended Ruritan National Convention report. 6. President conducts or arranges for a review of the club bylaws, emphasizing any recent changes. 7. All club officers’ training must be completed. MARCH 1. Follow meeting procedure (inside front cover). 2. The treasurer and Audit Committee prepare 990 tax form, it is required. APRIL 1. Follow meeting procedure (inside front cover). 2. Secretary will confirm or correct monthly Member ship Audit report sent from Ruritan National Office and treasurer issues a check for national dues to be sent to

Ruritan National. 3. The president checks with Audit Committee and treasurer to see that Form 990 will be completed online or mailed to the Internal Revenue Service by deadline. MAY 1. Follow meeting procedure (inside front cover). 2. RURITAN NATIONAL BIRTHDAY ‑ May 21, 1928 . Celebrate the national birthday in your club, zone, or district. RURITAN SUNDAY/RURITAN WEEK ‑ the week in which the 21st of May falls is Ruritan Week. The Sunday at the beginning of that week is Ruritan Sunday. 3. Treasurer will ensure the completion of IRS 990, 990 EZ, or 990 N electronic postcard prior to May 15. JUNE Follow meeting procedure (inside front cover). BY$ Claim Forms and Endowed Fund Scholarship Claim Forms postmarked to Ruritan National Office by June 30. JULY 1. Follow meeting procedure (inside front cover). 2. Secretary will confirm or correct monthly Member ship Audit report sent from Ruritan National Office and treasurer issues a check for national dues to be sent to Ruritan National. 3. President prepares a club report for summer zone meeting. AUGUST 1. Follow meeting procedure (inside front cover). 2. President appoints Nominating Committee. (Should instruct members of this committee on the importance of their duties and be sure that they get acceptance from each person to be nominated.) 3. BY$ Deposit Form ($300) postmarked by September 1. SEPTEMBER 1. Follow meeting procedure (inside front cover). 2. Vice president meets with the president, secretary, and Objectives Committee to prepare five community service reports. These reports must be postmarked to the district governor by October 1. OCTOBER 1. Follow meeting procedure (inside front cover). 2. Club officers are elected (presiding officer should be familiar with election rules and procedures.) New officers should plan to attend the district and national conven tions and zone instructional meeting. 3. Secretary will confirm or correct monthly Member ship Audit report sent from Ruritan National Office and treasurer issues a check for national dues to be sent to Ruritan National. 4. Secretary includes the names of new officers on special form provided in secretary’s book.

17

Revised 8/2023