Ruritan Club and District Officers' Handbook

service guides, to review the needs of the community, and to select objectives that the club might approve. c. Asks that the costs to the club of each objectives be estimated. 9. Secretary distributes list of committee assignments to all club members. 10. After the December meeting, the new vice president calls a meeting of the Objective Committee (composed of the chairs of the community service committees) and: a. Calls on each committee chair to report recom mended objectives of his/her committee. b. Makes sure that the funds needed to carry out each objective are shown. c. Has copies of objectives and funds needed made for presentation to club at the January meeting. Reports by Club Officers a. A list of members and officers of newly char ‑ tered clubs must be sent to the Ruritan National Office immediately. b. Newly elected officers (after annual election in October) must be updated in the membership database or submit the form behind the October Monthly Report in the Club Secretary’s Hand ‑ book to Ruritan National . c. Quarterly reports must be sent promptly to Ru ‑ ritan National, the district governor, lt. governor, zone governor, and the National Representative. d. Community Service Committee Reports must be received by the district governor by October 1. Also, applications for Ruritan of the Year must be received by the district governor no later than October 1. e. Club secretaries will receive a monthly Mem ‑ bership Audit report from the Ruritan National Office. Secretaries should respond promptly with any member changes. Club billing information is available in the membership database under the “invoice” option. Club secretaries should coordinate with club treasurers to make those payments promptly. Any outstanding balance will be billed separately by the Ruritan National ac ‑ counting department. f. Either the IRS 990, 990 EZ, or IRS 990 N (elec‑ tronic postcard) should be sent to the IRS by May 15.

5. Club selects delegates to district convention. Incoming officers urged to attend as well as other club members. 6. Secretary orders past president’s lapel button for presentation at December meeting. 7. Newly elected officers are to attend zone club officers’ training. 8. Secretary receives club kit (for new officers, board, and committee chairs) from Ruritan National. Distribute only the officer handbooks to the newly-elected officers, who will use these handbooks in Club Officers’ Training. NOVEMBER 1. Follow meeting procedure (inside front cover). 2. Club chooses delegates to Ruritan National Conven tion. 3. President appoints Auditing Committee. 4. After the November club meeting, the president and the vice president hold a meeting of incoming and out going members of Board of Directors before December meeting and do the following: a. President distributes material from club kit to proper persons. (This club kit will be mailed in October by Ruritan National Office to the secretary.) b. Each officer review Officers’ Handbook to become familiar with duties. c. The vice president appoints the committee chairs and committee members with the assistance of the board. d. Vice President orders preparation of copies of com mittee assignments to hand out at December meeting. (Committee chairs should be contacted to make sure they will serve.) e. Plan for proper installation of new officers at the December meeting. (Use present or past zone, district, or national officers.) 4. Newly elected club officers must attend club officers’ training. DECEMBER 1. Follow meeting procedure (inside front cover). 2. Delegates attending the district convention report to the club. 3. At this meeting, the club may desire to review its ac complishments for the year. This may be in the form of an outgoing president’s report. 4. New officers installed with proper ceremony. 5. Outgoing officers recognized and president given a past president’s lapel pin. 6. New president announces names of appointed officers (chaplain, song leader, reporter and sergeant‑at‑arms.) 7. New president announces names of following standing committee chairs and names of committee members. Program & Entertainment, Finance, Public Relations, Growth & Development, Membership, and Objectives. 8. New vice president announces names of community service committee chairs and members and: a. Gives each committee chair appropriate committee guide and information. b. Instructs each committee to hold a meeting (see number 9) to study suggestions in the community

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Revised 8/2024