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.