ROTARY AUSTRALIA WORLD COMMUNITY SERVICE Terms of reference REGIONAL OPERATIONAL COMMITTEE Purpose The Regional Operational Committee shall advise the Board in relation to the facilitation of RAWCS activities to Rotarians, Rotary Clubs and Rotary Districts. Structure The Regional Operational Committees shall be structured as follows: (a) (b) (c) (d) (e) The Regional Operational Manager shall preside at all meetings of the Regional Operational Committee, perform such other duties as ordinarily pertain to the office and report to the Board on all activities of the Region; The Deputy Manager shall preside at meetings of the Regional Operational Committee in the absence of the Manager, and perform such other duties as ordinarily pertain to the office; The Secretary shall send out all notices and minutes of meetings, and other necessary documentation and correspondence to Regional committee members, District Governors, District Governors Elect and District Governors Nominee within the Region and to the members of the Board, and perform such duties as ordinarily pertain to the office; The Treasurer shall have custody of all funds as determined by the Board and perform such duties as ordinarily pertain to the office; The Treasurer shall be responsible to ensure a Statement of Income and Expenditure of the Regional Administration costs, is sent to the National Treasurer of the Company each quarter; The Regional Promotions and Development Coordinator: shall ensure the efficient and effective circulation of brochures and other promotional materials that are produced by the National Promotions and Development Committee; Additionally, the Regional Promotions and Development Coordinator shall be responsible for: (1) arrangements for Regional seminars that are planned by the Regional Operational Committee; (2) in co-operation with appropriate District RAWCS Committee, the organization of training sessions, including any held at District Assemblies and Conferences; (3) the production and distribution of a quarterly RAWCS. newsletter; and (4) regular updates of social media sites (including Facebook) that publicise the achievements of RAWCS Regional projects. Page 1 Terms of Reference, Regional Operational Committee
(f) (g) (h) The Regional Donations in Kind (DIK) Coordinator shall be responsible for: the collection, storage and onwards transmission of donated goods. In doing so the Coordinator shall be guided by the need to coordinate such activities with other Regions; reporting regularly to the Regional Operational Committee of the value of the goods shipped, the value of shipments and the status of outstanding containers; and Maintenance of records for collation into the annual report of RAWCS on goods shipped and the value of shipments. The Regional Rotarians Against Malaria (RAM) Coordinator shall be responsible for: raising the awareness of the risks of Malaria; reporting progress in Malaria Control and Eradication; and motivating Districts to encourage Rotary clubs to support anti-malaria projects, both by fund raising and volunteer projects. The Regional Projects (International) Coordinator shall: ensure the efficient and effective management and coordination of all projects within the Region, Districts and Clubs, and on all matters as requested by the Board. The Coordinator will endeavour to obtain details of humanitarian aid projects by Clubs and Districts in the Region; Additionally, the Regional Projects (International) Coordinator shall be responsible for: (1) accepting or selecting projects submitted by a Rotary District or Rotary Club in the Region and forwarding those projects to the National Project Manager for registration and issue of a unique project number; (2) issuing details of such projects promptly to Districts; (3) assisting and advising Districts and Clubs in the formation of teams and dispatch of teams, including arranging briefing, air passages and any other necessary assistance; (4) ensuring that teams render a full report on their return; (5) reporting to the Regional Operational Committee on all matters affecting volunteer teams; (6) acting in an advisory role to the Regional Operational Committee on matters relating to funding of projects; (7) Requesting, if applicable, a survey to be carried out if a surveyor is visiting the area; (8) Receiving donations for each project, where appropriate, and forwarding the money to the National Administrator; and (9) Maintaining a copy of all records in respect of each of the Page 2 Terms of Reference, Regional Operational Committee
projects for which the Coordinator is responsible and report quarterly to the Regional Operational Committee. The Regional Rotary Australia Benevolent Society (RABS) Coordinator shall be responsible for: raising the awareness of the RABS throughout the Region; supporting RABS activities in Australia; raising funds to support RABS projects and to properly account for such to the National Administrator; and (iv) encouraging Rotary Clubs to investigate possible RABS projects and to register these through the on-line facility on the RAWCS Website. Responsibilities The Regional Operational Committee shall liaise with Rotarians, Clubs and Districts within their Region and assist Clubs and Districts in relation to philanthropic giving in Australia in accordance with the stated objectives of the Rotary and RAWCS. Accountabilities The Regional Operational Committee is accountable to the Board for the processes for the nomination, appraisal, selection, management, reporting and final evaluation of projects in conformity with established RAWCS procedures. Committee Composition. The committee shall comprise: (a) (b) (c) (d) (e) (f) (g) (h) (j) a Regional Operational Manager; a Deputy Regional Operational Manager; a Regional Operational Secretary; a Regional Operational Treasurer; a Regional Promotions and Development Coordinator; a Regional Donations in Kind (DIK) Coordinator; a Regional Rotarians Against Malaria (RAM) Coordinator; a Regional RABS Coordinator; a Regional Projects (International) Coordinator; and a District Coordinator appointed by the District Governor in each Rotary District in the Region. Terms of Office and Meetings Nominations of candidates for election as office-bearers of the Regional Operational Committee shall be received at the Annual General Meeting of the Regional Operational Committee in accordance with the Regulations. Page 3 Terms of Reference, Regional Operational Committee
Office-bearers shall take office on 1 July following the meeting at which they were elected and shall hold office for a term of not more than three years. The Regional Operational Committee will meet as and when required but ideally 4 times a year. At least 14 days prior notice of meetings is required. Financial Management All funds received by the Regional Operational Committee shall be deposited into the RAWCS Limited national account. Management of all monies must be in accordance with RAWCS Policy and Procedures and all expenditure by the Regional Operational Committee must be authorised by a minimum of three members of the Committee. Page 4 Terms of Reference, Regional Operational Committee