DISTRICT SERVICES CENTRE

Premises: 56 Porter House (Second Floor), Belmont Road, Rondebosch, Cape Town.
Postal Address: PO Box 255, Newlands, 7725, South Africa
Tel: +27 (0)21 686 4499
Fax: +27 (0)21 689 3970
E-mail: dist9350@iafrica.com
Opening hours: 09H00 to 13H00 Monday to Friday except Public Holidays.

The Rotary Services Centre (to give it its short title) exists to provide service and information to Rotarians, Clubs, the District and to the general public. Among the services provided are:

TO ROTARIANS AND CLUBS:

On request, provide clubs with e-mail addresses of club presidents and secretaries by AG area electronically to enable them to mail club information to other clubs.

Provide New Member Kits for sale to clubs on request.

Supply essential Rotary insignia e.g. badges (not name badges), manuals of procedure, pamphlets, and brochures, for sale to Rotarians. All badges and saleable items to be invoiced (no free give-aways)

Stock merchandising items on a consignment basis on behalf of clubs for sale to Rotarians and visitors.

Liaise with The Rotary Shop in Johannesburg to obtain item for Rotarians that are not available locally. Rotarians to pay for such items in advance.

Refer clubs to suppliers of name badges, banners and other items of Rotary regalia not stocked by the Centre. (Clubs to place orders direct and to pay supplier).

Provide clubs with certificates as requested e.g. merit awards, community awards and long service awards, for a fee.

Provide a photocopying and fax service to clubs at cost competitive rates.

Assist clubs in obtaining information from Zurich.

Assist clubs in ordering and receiving Paul Harris (PHF) recognitions

• Receive requests from Clubs showing correct spelling of recipients name, anticipated date of presentation and whether recipient is aware that he/she is to receive the PHF
  
• Follow up PHF orders on behalf of clubs.
  
• Follow up to ensure that clubs have received PHF's.

Advise clubs of their contributions to The Rotary Foundation and their credits for PHF's, on request.

Arrange availability of Boardroom for club meetings as requested.

Lend District banners, flags and promotional material to clubs for special functions.

Advise clubs on outstanding accounts (dues and merchandise purchases) with the District.

Record club functions to ensure that they are covered by the District public liability insurance and to advise clubs on insurance matters.

Assist Rotarians to access information in the District Rotary library.

Provide details to Rotarians on special club events or activities.

TO THE DISTRICT:

Maintain updated District records i.e. details of clubs, venues, meeting times, officers, membership, Paul Harris Fellows, alumni, DGs, AGs

Use individual club directories to maintain District maxi directory.

Update district records from club's regular returns

Compile monthly membership and attendance reports for the District for the DG, DGE, AGs and Club Presidents

Assist District chairmen by handling application forms, returns and other correspondence from the public e.g. GSE, ambassadorial scholars, youth, etc.

Do reasonable amounts of photocopying and faxing on behalf of District chairmen. Arrange to book venue (Boardroom) for District meetings as required.

Keep the District Finance Committee minute book updated.

Send accounts for District dues and merchandise purchased and follow up outstanding payments.

Maintain the register of District trophy winners annually.

At the discretion of the DG, act as focal point for material and finances for special district related projects e.g. international visitors, Hunger Campaign, wheel chairs.

Assist the DGE in handling nominations for potential district Governors

Request Clubs to send in names and details of office bearers for the coming year following their AGM's in December for inclusion in the DGE's District Handbook and Directory. Assist the DGE in the compilation of the annual District Handbook and Directory. Maintain the District library (in the Boardroom).

TO THE PUBLIC:

Answer all telephonic, fax and e-mail queries from the public during office hours and answer telephone calls outside office hours through an answering service, cell phone or diverted call service.

Give details of District and club activities to the public.

Act as a focal point for the public in referring them to other organizations e.g. Argus Cycle Tour and Big Walk, Christmas parties, Housing Bureau, campsites and sister organisations

Hire out the Boardroom to the public on a fee-paying basis.

The maxi directory, district handbook, club directories or any other mailing list is not to be given to any organisation or person outside Rotary.