To Meet or Not To Meet

Club meetings are Rotaract's fundamental avenue of existence. Without club meetings, Rotaract would be an elusive icon. The significant of having effective and enjoyable club meetings is literally tantamount to the success of a Rotaract club. During my Rotaract days and tenure as DRR, I had the opportunity to experience club meetings of both side of the equation.

Why do we meet?

The obvious reason for any Rotaract club to meet is clearly requested in Rotaract's guiding policy and by-laws. The unobvious reasons, if one should ask, are described as follows:

a) A formal occasion where one is informed of club business matters;
b) An avenue that gives potential members an initial experience of
Rotaract;
c) It encourages knowledge sharing, fellowship and networking;
d) It provides opportunity for personal development and fulfillment;
e) A test of personal commitment and discipline.

Do Rotaract clubs capitalize on or know all these unobvious reasons? To my surprise, not every Rotaractor does.

Where can we meet?

The concern that clubs not having a consistent and conducive meeting venue has always deemed to affect the image and convenience of this organization. No doubt, a meeting venue should be easily accessible by members and reflect the image of Rotaract; and clubs having guest speakers faces additional challenges of adequate facilities and presentation friendly environment.

In my opinion, the physical aspect of any meeting venue merely serves to provide convenience and shelter. We must be reminded that the image, values, and purpose of any Rotaract club is created by the general membership and proceedings of club meetings. What good can an impressive, conducive and easily accessible venue benefit a club should the attendance during meeting doesn't even exceed 10 and the proceedings look like any scene from a boring movie.

I must admit that amongst the most enjoyable meetings I have ever attended or chaired are concluded in a home environment. It was in ordinary Malaysian homes that I experienced Rotaract in its true colours and spirit. I have always liked the idea of having club meetings at home, and the opportunity to be acquainted with family members of the host. It always brings about a sense of family bonding within the club in a relaxed yet semi-formal ambience. Rotaract is still very much a personal touch organization. That is the beauty and uniqueness. Rotaract is not ready for mass consumption or membership. Perhaps it is best we keep it this way.

Try sharing the honour of hosting your club meetings at your home; and don't whine too much on finding the perfect place. It is what we believe in and do that makes the club, not where we meet. If you are concern about walk-in guests having difficulty locating the club should we don't have a permanent meeting venue, let me ask, how many guests (or visiting Rotaractors) do really walk into our club meetings without calling us prior?

What goes on when we meet?

A concrete and proper meeting agenda is the first step to successful meeting. We take for granted the importance of an agenda, and the preparation needs prior a meeting. What happens during the meeting makes the storyline of your club meetings. If we have guests, they are our audience. They expect a good show, not a rehearsal. They have the need to be entertained and convinced.

I always suggest clubs should separate business from pleasure, and the former should come before the latter. Remember, a guest has no role in club businesses. He or she need not have to listen to debates, discussion of proposals and non-confirmed projects, financial info, and members' responsibilities in project organization. Guests prefer to know what and how does one participate in activities, and the individuals whom they would like to be acquainted.

With proper time management, task coordination, creativity and leadership, I am confident meetings can be better. Both members and guest deserves an enjoyable and beneficial meeting.

Whose responsibility is it anyway?

Everyone should know and carry out their respective roles, and with each role comes specific responsibilities. Many a times, I see club meeting are conducted (not organized) where either no one is responsible for a certain required task, or everyone is. Is this a joke? There are times I do wonder, "How many Rotaractors does it take to change a light bulb?"

There were also instances I hear of boring and unproductive club meetings are the result of poor planning and lack of interesting activities whose responsibility lies on the Board of Directors. There were also times I was informed that the poor attendance, support and punctuality of the general membership were the main causes of mundane and uncertainty in club meetings. This "Chicken and Egg" scenerio, coupled with the lack of invited guests attending meetings has resulted in some clubs operating in a secret society model.

Everyone must have a responsibility in club meetings, no matter how small the task may seem, and I sincerely believe it is every member's wish to attend club meetings that are enjoyable and beneficial.

Then what are we lacking in? I honestly believe, Rotaractors lack passion in Rotaract. Passion to attend club meetings, passion to arrive early or at least punctual, passion to ensure everyone (both members and guests) enjoyed and benefited from club meetings, and passion to take ownership of the club by accepting required responsibilities and tasks.

Do you have the passion? How can we ignite such passion? These are the real questions we should be asking ourselves, and not how can we find the most suitable meeting venue or funding for such a place to meet.

Terence Speaks on Rotary

Q1: Rotaract clubs are sponsored by their respective Rotary clubs, similar to Interact clubs in schools. Rotary clubs are sponsoring more than one Interact club in most instances, but not Rotaract club. What are your views on this?

Sincerely speaking, I’ve never asked or dwelled into this questions before. As far as I know, Rotary clubs are allowed by Rotary International to solely or jointly sponsor more than one Rotaract club. Why are Rotary clubs not sponsoring more than one club? This is the most interesting question I’ve had so far. I’m neither a Rotarian nor having the privilege to brainstorm this at the Rotary arena, thus, my following views are based solely on personal knowledge, judgment, observations, and conclusions.

Firstly, I guess the need is not present. More than half of the total Rotary clubs here do not sponsor a Rotaract club, this I’m aware. There are more than adequate Rotary clubs to sponsor additional Rotaract clubs if the need arise. Then, we may have a situation where there are not enough interested young adults to form a Rotaract club in accordance to the requirements of the respective Rotary clubs.

Secondly, it must be the hardship that is making Rotary clubs having to think twice if not threefold in sponsoring more than one Rotaract club. In Rotary, it is equivalent to giving birth to a child. Care, attention, commitment, time and monies are required. Rotary clubs may not have such resources available, especially human resources (Rotarians).

Thirdly, it is perceived to be more difficult to sponsor (or take care, in laymen terms) a Rotaract club than Interact club. This is debatable though. Rotaract clubs seem to face more difficulties or having more challenges. Rotaractors seem to be a very challenging group of young adults to control or manage. These are the perceptions I guess Rotary clubs (or certain Rotarians) are having, and it is not something they would like to add upon their otherwise fully committed Rotary programs and projects.

Personally, I’m interested to know why certain Rotary clubs do not wish to sponsor a Rotaract club?

Q2: We do hear or know of certain Rotaract clubs lamenting about the inadequate support from their Rotary club. Is it true? How do you respond to such expressions, and what are some of the actions you believe can help to eliminate such occurrences?

I always trust the complaints by Rotaract clubs (or Rotaractors) are true. Nevertheless, to what extend ‘support’ mean to Rotaractors and Rotarians is a questionable or unconfirmed definition. Such complaint is even more apparent when Rotary chooses to use the word ‘sponsor’ in defining their status and relationship with Rotaract. In Rotaract marketing and PR literatures, a Rotaract club is required to state the name of its sponsoring Rotary Club(s). Rotarians (and Rotary clubs) have been debating their roles, responsibilities and commitments towards Rotaract for as long as I can remember. I believe Rotaractors are doing the same.

Let’s use the analogy of a parent and child relationship here. If one’s friend has parents to bring the whole family to Pulau Tioman during the holidays, do we expect the same from our parents? This is where the catch is, when it comes to Rotary-Rotaract relationships (or sponsorships). Some of us may indeed look forward to such proposition, while others prefers to be left alone as we wish to spend time on other activities or with other company. I guess a general agreement to be applied generally, may not be applicable and feasible. Every family has its uniqueness, culture, limitations and commitments. I always say, in Rotaract, we can choose our family. If we don’t like the current family we’re in and we’ve tried our best to adapt and improve, then perhaps it’s time we look at other families we believe will give us the happiness we seek for, or most concurrent with our views and perspective of service. I'm always disappointed when I hear of Rotaractors chosing to resign due to personal differences and incompatibility.

We need to understand family members in Rotaract and Rotary changes every year (or term) - whether the Board of Directors or general membership. Different individuals (leaders) or groups (committee) may have different definition, aspiration, request and ability. My suggestion has always been to encourage Rotarians and Rotaractors (not limited to Board of Directors only) to spend or invest some time and effort in getting to know and understand each other, and how we wish to play our roles and fulfil our commitments in this relationship or sponsorship. Talk, discuss, explain, ask and share in a give-and-take atmosphere.

All in all, I believe commitment and honesty is paramount to a successful Rotary-Rotaract relationship.

Q3: Do you feel that Rotary clubs seem to be happier or more satisfied with their investment in Interact compared to Rotaract?

Based upon my acquaintance with Rotarians from clubs sponsoring Rotaract clubs, and who are actively involved with Rotaract, I don’t sense Rotary clubs are happier with Interactors compared to Rotaractors. Perhaps there are certain quarters that careless, felt exhausted trying, misunderstood or misinformed as results were below their expectations. These can indirectly be translated to unhappiness and dissatisfied feelings. Every parent wants their children to do them proud. Some children are just not showing results a parent wishes.

Q4: There aren’t many past Rotaractors who took the initiative or natural progression to become Rotarians. In your opinion, what are the factors influencing this eligible group not to join Rotary, or why this is happening?

I guess I shall response based upon the spoken and unspoken factors here, and very honestly. We shall also define past Rotaractors (in this context) as those who have retired from Rotaract not more than 5 years, or aged between 30 and 35.

Fellowship forms one of the pillars of strength in Rotaract, and I’m sure in Rotary as well. Most Rotaractors are Rotaractors due the fact that they found a group of young adults they can click with (pun intended). There are past Rotaractors who couldn’t find such similar fellowship ambience in their Rotary clubs, thus not attracted or interested to make the first step into Rotary. Why? Some past Rotaractors hardly know Rotary or their Rotary club; while others know too much about their Rotary clubs. There are those past Rotaractors who admited not seeing Rotary’s objectives in the same perspective as their Rotarians, do not feel their Rotary club culture suits them, or the benefits of being a Rotarian beset by overwhelming disadvantages.

Then, we have the age gap or shall I put it as generation gap factor. Rotaract can only consist of young men and women between the ages of 18 and 30; Rotary is a different playing field all together. This factor is affecting Rotary club whereby the majority membership consists of semi-retired or retired grandfathers and grandmothers. Both generations are just not having the same wave-length, communication styles and preferences, and outlook of life in general.

Next, we have the financial factor. Rotaractors are used to invest their personal fortune in amounts not exceeding 3-digits before the decimal point throughout a term; and most probably may not have other personal investments and savings that allow them to perform service (and charity) the Rotary way. Most Rotarians’ monthly investment (expenditure) in Rotary are already in the 3-digits category. Many past Rotaractors or even non-Rotaractors (within 30-35 years) are just not ready and able to add such financial commitments in their monthly budget.

On a consolation note, there are past Rotaractors who are currently Rotarians. I guess such circumstance also applies to Rotaract - as there isn't many past Interactors joining Rotaract.

Q5: Will you join Rotary?

Yes, I will. When? It will be a decision for me to make during a time when I’m able to make.