Annual Report 2021-22 (RACUOCFOA)

ANNUAL REPORT
2021/22



At the start of the Rotaract year, my board and I collectively decided on
“Leading with Empathy and Spirit” as the motto for the year 2021/2022.
This was chosen due to our belief that individuals who are passionate yet
empathetic, represented the majority of our membership. We also hoped
that this motto will be our guiding light by which we progress through the
year. I’m happy to say that we have stayed true to its message for the most
part which is reflected in how we handled projects and approached our
members and board members.

As a club, our action plan mainly revolved around doing our best to help our members, the
Rotaract movement and the community at large. In this regard, we managed to complete 35
initiatives during the year of 2021/22. These 35 initiatives consist of 12 club service projects, 6
professional development projects, 11 community service projects, 2 International Service
projects, 2 public image projects, 1 finance project and 1 regional engagement project.

I would like to note that a prime factor for a club’s success lies in its membership. We were very
lucky to have such a passionate membership of 50+ members who were there with us for
almost every project that helped create the most impact and achieve the best results possible.
Since we also wanted to help our members polish their personal talents and skills as well, we
had several initiatives focused on sharpening the prowess of our members (and
undergraduates from our faculty) such as “Academic Writing 101”, “Bare Niceties”, “Metanoia”,
“Forspoken” and “Enigma”. These projects focused on improving our members' academic
capabilities, teaching skills, and etiquette among other things. We also held initiatives that
helped our members to reduce academic (or other) stress through counseling or games
focused on relaxation.

It was imperative to both the board members and myself that we made it clear to our members
that the club was a safe space and that they could always approach us and ask for advice
regarding any problem that they might have, be it personal or academic. We also focused on
establishing an ease of access for our members when we held our general meetings.
Conducting them online in order to capture maximum participation (by avoiding the electricity
interruption schedule), and ensuring that meetings were concise and to the point, were some
of the changes we implemented to make meetings easy and accessible for our members, even
during times of considerable mental strain due to all the online lectures, meetings and work.

There are a few noteworthy individuals without whom our secretary, Rtr. Dulari and I would
have not been able to complete the year. Rtr. IPP Adheeban Gowrishankar for his unwavering
guidance throughout the year until the very end. Rtr. IPP Methmini Kariyakarawana for her
guidance and training throughout the Rotaract year of 2020-21 and 2021-22. We learned a lot
and still continue to learn from her. We are thankful for her presence and leadership when it
comes to club matters. Our Club Advisor and Senior Treasurer, Dr. Shashithanganee
Weerasinghe, has had our backs since the inception of our club and we harbour nothing but
gratitude towards her for her passion and helpful nature. I would also like to thank Rtn.
Nishantha Goonaratne, the president of the Rotary Club of Colombo Uptown for all the wisdom
he has bestowed upon us during the course of this Rotaract year. We would also like to
mention Rtn. Hasitha Jayamaha our youth services advisor for all the assistance given
throughout the past year. The District Steering Committee for the year 2021-22 has also been
really helpful in all our interactions, getting back to us as soon as possible even amidst their
busy schedule. Thank you very much, all your effort and assistance has been noted with
gratitude.

Finally, I want to establish that Rtr. Dulari has been my rock for the entire year. No matter the
issue, I always knew that we could overcome it as a team. She has been my friend since our
time at school but this experience has completely changed our friendship. I know that I have a
friend for a lifetime in her. My best memories with her always start with her calling me and
asking, “Are you up? We have a meeting/project”. I truly hope that I have done right by her, our
board and our members as their president for this year because as Methmini Akki once said,
“There is no special superpower you otherwise gain when you become a club president at the
start of the year. But prove your leadership throughout the year and you become a leader”.

President for the year 2021-22
Rtr. Anudi Karunaratne



The Rotaract Club of the University of Colombo Faculty of Arts was chartered on the 26th
of March 2010 and is sponsored by the Rotary Club of Colombo Uptown. In its charter
year, the club was led by PDRR Rtn. Abdul Wahid Sathar with a passionate membership
of twenty-four, and through the following twelve years, the club has continued to make
great efforts in achieving its vision while upholding Rotaract values. It was no different
this year, as Rtr. Anudi Karunaratne led a collective membership of 50 under her
presidency, in the club’s 12th year.

In the twelve years since its charter, the club has carried out a number of projects that
have been successful in its execution. We have gained recognition at the District Rotaract
Assembly, along with Rotary and Rotaract District citations, and recognition as one of the
Best Reporting Clubs. Our members have also enthusiastically participated in projects
organized by the parent club, Rotaract District 3220, and other clubs. Since its inception,
during its short span of eleven years, the club can proudly claim that two District Rotaract
Representatives were members and former presidents of our club: PDRR Rtn. Abdul
Wahid Sathar, the charter President of the club was the DRR for the years 2013-14 and
the 4th President of the club PDRR Rtn. Anuradha Senanayake was the DRR for the years
2017-18.

Over the years, the Rotaract Club of the University of Colombo Faculty of Arts has upheld
a policy of inclusive participation and membership taking into account the diverse
backgrounds of the student body of the Faculty of Arts, and this was further reinforced in
2021/22. This was also a motivation behind the slogan for this year, “Leading with
Empathy and Spirit”. It reflects our empathetic vision and the mission that was led with
passion and vigor. As a community, we believe that our club should be a safe haven for
anyone who seeks a place to fit in; to enjoy; to grow and learn. The slogan also helps to
reinforce the main purpose behind the initiation of the Rotaract Club within the Arts
Faculty of University of Colombo, as it provides opportunities for future graduates to
enhance the knowledge and skills that will assist them in personal development.

Rotaract Arts has grown within the 12 years of its existence and is ripe with
numerous milestones. In its 12th year of service, we have successfully completed a

total of 35 initiatives which took the form of virtual as well as physical events.

Moreover, we have given much focus in maintaining the variety of our projects as
we take meticulous care in ensuring that our project lineup is innovative,
imaginative and diverse in its function and area of impact. Despite the obstacles
posed by the pandemic as well as the prevailing conflicted atmosphere, the club
was able to carry out a variety of initiatives, including projects such as Academic
Writing 101 to Shell Out to Help Turtles to Athwal and Udana.

The Club is home to a community of talented and proactive individuals, and their
efforts, mainly in the form of projects, have significantly contributed to shaping the
overall dynamic of the Club. While focusing on quality over quantity, this year, we

were able to secure a total of 51 General Members and 8 Prospective Members.

The members were given the opportunity to play an active role in project planning
and execution as the majority of the project chairs were selected from the newly
joined member base. Furthermore, both general and prospective members
represented the University of Colombo Faculty of Arts Rotaract Club in initiatives
held by other clubs, building our bonds with other clubs and growing the club's
overall network within the Rotaract family.



2010 - 2011

The Rotaract Club of University of
Colombo, Faculty of Arts was chartered
in this year under the guidance of Past
DRR Rtr. PP Abdul Wahid Sathar. The
Club consisted of 24 members who
collectively had the aim of allowing
young men and women of the Faculty of
Arts at the University of Colombo to join
in a common platform to serve the
community while encouraging personal
development. These charter members
also had the need to provide an
opportunity for the future graduates to
enhance the knowledge and skills that
will assist them for a successful career in
the future. The Club’s well- recognized
and oldest project “Inter-Rotaract
Basketball Tournament” was initiated in
this year.

2011 - 2012

Upon the successful completion of the
year 2010-11, the Rotaract Club of
University of Colombo, Faculty of Arts
continued under the guidance and
leadership of Rtr. PP Thakshala Tissera,
who took up her duties as President for
the year 2011-12. The club was
recognized for completing the District
Citation, Rotary Change Maker, Best
Reporting Club Award, and Best
Installation Award.

2012 - 2013

Rtr. PP Sandhuni Warnasuriya, after being
elected as President for the year 2012-13,
took up her duties after an encouraging
year under the guidance of Rtr. Thakshala
Tissera. The year 2012-13 marks a
significant milestone in the Rotaract Club
of University of Colombo, Faculty of Arts
because its signature and most
recognized project, the Club Service
initiative Baila Night was initiated in this
year. The Club also undertook other
various initiatives during the year.

2013 - 2014

The year 2013-14 marked another
significant point in the history of the
Rotaract Club of University of Colombo,
Faculty of Arts with the election and
installation of the 4th President of the
club, Past DRR Rtn. Anuradha Senanayake.
Under her guidance and the work
undertaken by the Committee for the year,
the club initiated several of its signature
projects such as DebateMate and Kuppiya.
Furthermore, the club was recognized for
District Citation, RI Presidential Citation,
President of the Month of March, Most
Outstanding Cluster of the year (Cluster
2), Most supportive club of the year - Silver
Award, Most supportive club of the year -
Silver Award, Most Outstanding Project of
the year (International Understanding).
Rtr. Anuradha would, after successful
completion of her year, go on to become
the District Rotaract Representative for the
year 2017/18, well- known for her
experience and seniority in the movement.

2014 - 2015

In the year 2014-15 the Rotaract Club of
University of Colombo, Faculty of Arts
functioned under the guidance of Rtr. PP
Atarah Senn and her Committee. The Club
continued initiatives such as Baila Night,
DebateMate, Inter- Rotaract Basketball
Tournament and Kuppiya in the year in a
successful and inspirational manner. This
year, Rtr. PP Atarah Senn was appointed
as District Editor, Rtr. Zahrah Rizwan as
Special Projects Coordinator and DRRE at
the time, Rtr. PP Anuradha Senanayake as
Club Service Director of Rotaract District
3220 Sri Lanka and Maldives.

2015 - 2016

After an eventful year under the guidance
of Rtr. PP Atarah Senn, Rtr. PP Charya
Gamalath took up her duties as the
President of the club. In this year, the
signature Community Service projects of
the club, Hope through Health and Espoir
were initiated. The club explored new
horizons with these projects while
continuing the other signature traditions
of the club including DebateMate, Baila
Night and the Inter- Rotaract Basketball
Tournament. The club was awarded as the
Most Supportive Club, and SLAMM was
awarded Best Club Service Project (Silver).

2016 - 2017

One of the club’s most successful years

led by Rtr. PP Amristar Wickramaratne.

This year proved to be one to remember

with the club being recognized as one of

the most outstanding clubs of the Rotaract

Movement. Furthermore, the club hosted

the Rotaract District Assembly along with

the Rotaract Club of Colombo Midtown

and the Rotaract Club of Wellawatte for

the appointment of the second DRR from

the club, PDRR Rtn. Anuradha

Senanayake. Furthermore, the club was

awarded Most Outstanding Rotaract Club

for the year 2016-17, Most Outstanding

Club President for the year 2016-17- Rtr.

Amristar Wickramaratna, Most

Outstanding Club Secretary for the year

2016-17- Rtr. Pramodha Weerasekera,

Gold Award- Most Outstanding

Community Service Project in the

Category of Peace and Reconciliation,

Gold Award - Most Outstanding

International Service Project, Silver Award-

Blog of the Year.

2017 - 2018

Rtr. PP Ruwanthi Soysa was elected as the
President and guided the club
throughout, with the continuation of the
club’s signature projects such as
DebateMate, Kuppiya, and Baila Night.
Furthermore, the club undertook various
initiatives throughout the year and was
awarded Most Outstanding “Rotaract
Fellowship” Club Service project Silver
Award for Baila Night.

2018 - 2019

The club was led by Rtr. PP Dinandi
Samaraweera who continued the Club’s
tradition for excellence and continued
projects such as Kuppiya and Baila Night.
Further the club conducted many projects
that focused on increasing the member
base and was recognized for completing
the District Citation.

2019 - 2020

One of the club’s most successful years

led by Rtr. PP Rasanjanee Polgampala.

This year the club celebrated its 10th year

of service which brought back projects

such as Espoir, the club’s signature

Community Service project, and the Inter

Rotaract Basketball Tournament.

Furthermore, the year saw the completion

of 40 projects which included hosting the

Rotaract Virtual District Conference along

with the Rotaract Clubs of Kotelawala

Defence University, and University of

Moratuwa. The club was recognised for

achieving the Rotary Citation with a

Platinum distinction and was awarded at

the 30th District Assembly for Best Club

Service Initiative (Silver) – Baila Night,

Most Innovative Project (Bronze) –

SLAMM, Best Cluster Initiative (Bronze) –

Rotaract Cook off by Cluster 5.

2020 - 2021

In the year 2020-21 the Rotaract Club of University of Colombo, Faculty of
Arts was led by Rtr. IPP Methmini Kariyakarawana. The club managed to
execute many impactful projects throughout the year. Due to the pandemic
situation at the time, the signature projects such as Kuppiya, and
DebateMate were done with novel changes. Moreover, the club was
awarded Silver Awards for the Most Supportive and Most Participative Club
of the year and Bronze Award for the "Fandom Fight Club" project as the
Most Outstanding Overall Public Relations Effort For An Virtual Initiative.
SLAMM was another noteworthy initiative during 2020-21 and it was
recognized as the Most Outstanding Initiative Under The Theme Strive As
One (Gold) and Most Outstanding Club service Initiative Focused On
Fellowship (Gold) at the Rotaract District Assembly.

2010/2011 - PDRR Rtn Abdul Wahid Sathar
2011/2012 - Rtr PP Thakshala Tissera
2012/2013 - Rtr PP Sandhuni Warnasuriya
2013/2014 - PDRR Rtn Anuradha Senanayake
2014/2015 - Rtr PP Atarah Senn
2015/2016 - Rtr PP Charya Gamalath
2016/2017 - Rtr PP Amristar Wickramaratne
2017/2018 - Rtr PP Ruwanthi Soysa
2018/2019 - Rtr PP Dinandi Samaraweera
2019/2020 - Rtr PP Rasanjanee Polgampala
2020/2021 - Rtr IPP Methmini Kariyakarawana

President



Rtr. Anudi karunaratne




Immediate Past President



Rtr. Methmini Kariyakarawana




Vice President



Rtr. Sandali Rupasinghe




Vice President



Rtr. Samadhi Randeni

Secretary



Rtr. Dulari Bookoladeniya




Assistant Secretary



Rtr. Githmi Koralage




Junior - Treasurer



Rtr. Muminah Hakeem




Sergeant-At-Arms



Rtr. Leesha Rathnayake

Co-Editor



Rtr. Vibhath Jayasinghe




Co-Editor



Rtr. Janidu Wijebandara




Director
Club Service



Rtr. Sulakshi Amarasinghe




Director
Community Service



Rtr. Sithmi Edirisinghe

Director
Professional Development



Rtr. Sayuri Mohotti




Director
International Service



Rtr. Hansy Paboda




PR Coordinator



Rtr. Kalani Apsara




Director
IT



Rtr. Madhurya Dhanasekara

Dr. Shashithanganee Weerawansa



Senior Treasurer of the Rotaract Club of University of

Colombo, Faculty of Arts
Senior Lecturer

Department of Economics
Faculty of Arts

University of Colombo

Full Name Designation Date of Birth Joined Date

Anjalee  Wanduragala General Member 2000-11-07 2022-05-01
Anudi   Karunaratne President 1999-07-01 2020-07-01
Anuruddhika   Nethsarani General Member 2000-11-20 2022-04-01
Ashmini   Karunarathne General Member 1999-05-25 2021-09-29
Buddhimali   Parindya General Member 1998-10-27 2022-04-01
Daluwathu Mulle Gamage
Piyumini   Buddhika General Member 1999-10-30 2021-05-06
Dewni Nethara Gallage
Dinithi   Athulathmudali General Member 1998-06-05 2019-07-03
Dulari  Bookoladeniya General Member 2000-12-05 2022-03-01
Secretary 1999-08-29 2020-09-01
Edirisinghe Mudiyanselage Sithmi Nimashi Edirisinghe
Community Service 2000-03-20 2020-08-30
Fathima Afrah Bahaudeen
Fathima Muminah Hakeem General Member 2019-10-29 2019-07-03
Geenie  Gunasekara Treasurer 1999-06-29 2020-09-01
Gethmi  Adikari General Member 2000-07-19 2022-04-01
Hapuachchige Hansy  Paboda General Member 2000-04-28 2021-08-21
Harini  Weerasinghe International Service 2000-03-28 2020-07-01
Hasanajalee  Adikari General Member 1998-05-03 2020-07-01
General Member 2000-05-29 2022-03-01
Hawpage Vibhath Nupathi Jayasinghe
Co-Editor 1999-09-11 2020-05-25
Heshani  Dharmapala
Jayalath Manawaduge Udani Sathsarika  Jayalath General Member 2000-08-27 2022-05-31
Kadana Arachchige Lavanya   Lewmini Gunaratne General Member 2000-02-14 2021-07-07
Kaluachchi Gedara Janidu  Wijebandara General Member 1999-06-02 2021-05-06
Kavindi   Gunawardena Co-Editor 1998-08-06 2020-07-01
Koralage Don Githmi Mindula Koralage General Member 2000-03-18 2022-03-01
L. M. Sachini Navodya Assistant Secretary 1999-04-11 2020-07-27
Lalinka  De Silva General Member 1998-10-31 2019-08-29
Lean Erantha Methmini Kariyakarawana General Member 2000-01-30 2021-08-08
Leesha Hiruni  Harshimali Rathnayake Immediate Past President 1998-03-24 2019-09-04
M. Yasal Nilmin Samarajeewa Sergeant At Arms 1999-07-26 2020-05-25
Madhurya Thathsarani Manoj General Member 2000-07-05 2021-07-07
Menasha  Samaradiwakara Digital Communications 1999-06-06 2020-10-05
Mohamed Ghazy   Fathima Humaisara General Member 1998-09-19 2020-07-01
Oshini  Hewawaduge General Member 1998-04-21 2020-05-25
P. G. K. Apsara Jayawickrama General Member 2000-10-02 2022-05-31
Public Relations 1998-06-03 2020-10-05
Randeni Arachchige Samadhi Mandira Randeni
Vice President 1999-07-21 2020-06-30
Rasanjanee Polgampala
S. Thanuri Charithma Somasiri General Member 1997-06-23 2019-07-29
Sandali Hirunika Rupasinghe General Member 1999-06-24 2021-05-06
Sarasi Neranjana Vice President 1999-12-16 2020-06-30
Sayuri Mohotti General Member 1999-05-17 2022-03-01
Senadie  De Alwis Professional Development 2000-01-16 2020-08-30
Shayari Jayasooriya General Member 2000-06-22 2021-10-31
Shihara Ferdinando General Member 1999-07-24 2020-05-25
Sulakshi Tharuka Amarasinghe General Member 2000-05-24 2022-03-01
Tharini Ratwatte Club Service 1998-11-29 2020-05-25
Tharushika Peelikumbura General Member 2000-05-19 2022-05-01
Tharushika Sewmini General Member 2000-06-22 2021-12-17
Vidura Rodrigo General Member 2000-03-10 2021-08-30
W. Ama Dewanmini General Member 1998-04-11 2021-01-28
Warnakulasuriya Yeshani Chathurya Fernando General Member 1999-03-22 2021-05-06
General Member 1999-10-12 2020-05-25
Yohan  Soyza General Member 1999-07-26 2021-08-21

Full Name Designation Date of Birth Joined Date
Prospective Member 1999-09-06 2020-10-05
Nirmali Grace Ameresekere Prospective Member 1999-07-19 2020-10-05
Prospective Member 1999-10-30 2021-08-21
Jasing Arachchige Udeshi   Shermila Prospective Member 2000-06-24 2021-08-21
Shadini Narathota Prospective Member 2001-01-19 2021-08-21
Prospective Member 1999-05-14 2021-09-28
Thilini Chandrarathne Prospective Member 2000-09-01 2021-09-28
Prospective Member 1999-09-03 2021-09-28
Dinithi Sudusingha

Thennakoonge Chamalki Amasha Kalyanapriya
Janani Madhubhashini


Thamashi Adithi



Under normal circumstances, the General Meetings of the club are held at
the university on a Wednesday every month from 12pm - 1pm (during the
faculty activity hours). However, this year all the meetings were held virtually
since the university was closed due to the Covid-19 pandemic and the
economic crisis.

Hence, in light of the situation, we had to pay special attention to the lecture
timetables as well as the exam schedules and power cut schedules of the
club members when deciding a date and a suitable time for the meetings, as
the procedures weren’t the same as before and it was slightly difficult to find
a common free time slot for all the members.

The procedure we followed was to first decide on a tentative date and time
for the meeting and share a message on the club’s WhatsApp group, asking
the members to fill in their names if they are able to join the meeting on the
given date and time. In the same message, the members who were unable to
attend the meeting were asked to send their excuses to the club secretary,
Rtr. Dulari Bookoladeniya.

Then, considering the number of members who confirm their participation
and also the excuses they send, we decide whether to have the meeting on
the decided date or to change it. If the member count is less than at least 15,
we adjust the date and time so that more members can join the meeting. In
addition, if more members ask to be excused due to a common reason (for
example, having assignments or exams), then we change the dates
accordingly. If not, we have the meeting on the decided date and time and
share the respective meeting link among the members prior to the meeting.

When it comes to the structure, the meetings normally begin with the
Rotaract formalities, followed by the list of excuses and the reading of the
minutes of the previous meeting by Rtr. Dulari Bookoladeniya.

Then the President, Rtr. Anudi Karunaratneputs forward the general
announcements where she starts with district announcements if there are
any, and then moves on to the announcements related to the club.

The avenue directors are then invited to give the announcements related to
their respective avenues where they would give a brief summary of all the
projects that took place in that particular month and express their
appreciation to the project chairs and the committees of those projects as
well as the members in general for their hard work and support. They would
also update the members on upcoming as well as ongoing projects of each
avenue and invite the members to be part of these initiatives.

After the Avenue Announcements are made, the members of the club will be
given time to clarify their questions, to give announcements of their own
with respect to projects they are chairing and, give suggestions for
initiatives they would like to undertake.

Finally, the ‘Rotaractor/s of the Month’ are announced where the members
who showed exemplary dedication to their tasks in the previous month are
given special appreciation and recognition. Finally, the meeting is
terminated by the President of the club for the year 2021/22, Rtr. Anudi
Karunaratne.

Month MEETING SUMMARY No. of Board
Meetings
July No. of General
June Meetings 1
August 1
September 1 1
October 1 1
November 1 1
December 1 1
January 1 1
February 1 1
March 1 1
April 1 1
May 1 1
1 1
1
1

GENERAL MEETING SUMMARY

MONTH DATE PARTICIPATION

July 24/7/2021 26
August 21/8/2021 41%

25
34%

September 26/9/2021 24
30%

October 19/10/2021 19
24%

November 26/11/2021 19
24%

December 18/12/2021 24
45%

January 29/1/2022 18
33%

February 26/2/2022 19
35%

March 27/3/2022 14
26%

April 30/4/2022 24
May 18/5/2022 42%

24
41%

BOARD MEETING SUMMARY

MONTH DATE PARTICIPATION

July 15/7/2021 15
94%

August 21/8/2021 14
88%

September 3/9/2021 15
94%

October 16/10/2021 12
75%

November 16/11/2021 13
81%

December 6/12/2021 13
81%

January 9/1/2022 13
81%

February 12/2/2022 14
88%

March 30/3/2022 11
69%

April 29/4/2022 12
75%

May 14/5/2022 13
81%



LONG TERM STRATEGIC
PLAN

1.0 SWOT ANALYSIS





                          STRENGTHS                         OPPORTUNITIES  




Signature initiatives such as “Baila
Ability to collaborate with
Night”, “DebateMate” , “Kuppiya” 01  other university clubs and gain


more visibility
Bond between the club members 




02  Ability to establish partnerships through
Creative thinking when it comes to
signature projects 
Club Service initiatives 




03  Higher focus towards
Enthusiasm towards Community  Community Service initiatives 

Service initiatives 


Ability to increase the

04  presence of the club through social media 
Benefits received from the university in terms of
logistics due to Rotaract Arts being a Registered club 


05   




                         WEAKNESSES  
                            THREATS  


Difficulty in retaining members 


Regulations and measures

01  imposed from the University of Colombo 
Financial instability 




Lack of focus in Professional
Inability to charge higher
02  membership fees as it might put
Development Initiatives  the club in a difficult position

with regards to the Rotaract Policy 




03  Members leaving the club in
their second year for the Leo club 

2.0 CLUB AS A BRAND

2.1 Current Status/Analysis

The Rotaract Club of University of Colombo, Faculty of Arts is exposed to two very
different environments. One being the Rotaract Community and the other being the
community within the Faculty of Arts, University of Colombo.
RotaractArts’ “brand” as such has two sides to it.

Within the Rotaract Community

RotaractArts is well known for organizing “Baila Night”, “Inter-Rotaract Basketball
Tournament” and “DebateMate”. All three of these initiatives are projects by the club that
are highly anticipated by the Rotaract Community.

RotaractArts is also known for its supportive and friendly attitude towards all clubs alike
and its creative thinking in Club Service initiatives.

Within the Faculty of Arts, University of Colombo

The club is well known among the university students for its signature club service
initiative “Baila Night” and International Service signature initiative “Kuppiya”.

However, the presence of RotaractArts within the Faculty of Arts isn’t as strong as it is
outside the Faculty. Since most of the initiatives carried out by the club are focused on
the community outside the university, the club’s presence within the Faculty isn’t
significant.

Below are some of the noteworthy projects organized by the Rotaract Club of University
of Colombo, Faculty of Arts.

Baila Night: The signature initiative under the club service avenue, it is a night of popular

Baila Music, Kottu, Ginger Beer and good memories. It is a joint project done together
with the Rotaract Club of Cinnamon Gardens. This initiative has brought RotaractArts to
the limelight and highlights the club’s capability in organizing and also its ability to work
as a team. We believe this initiative has great potential in developing the Club’s brand as
well as the potential to have a community service element to the project.

Inter-Rotaract Basketball Tournament: The Inter-Rotaract Basketball Tournament

(IRBT) is a Basketball Tournament for Rotaractors organized by the Rotaract Clubs of
Colombo Uptown, Pearl Island, University of Kelaniya and RotaractArts. The focus of IRBT
is fellowship and to strengthen the bond between Rotaractors through friendly
competition. It is one of the initiatives RotaractArts is known for organizing and also one
that is looked forward to by many.

DebateMate: DebateMate is a Debating competition for Rotaractors allowing them to

improve their skills in debating and to also to create new friendships through
competition. It was planned to continue this project in 2019/20 as a joint project with an
Interact Club. However due to the issues that came up with the Pandemic situation in the
country the initiative did not take place. However in my opinion it would be a good step
to continue the initiative with an Interact Club as that would expose them to the Rotaract
Community and establish connections to be used when and if they wish to join Rotaract.

Suwaneth: This is a Community Service initiative that began in 2019/20 and the

objective was to collect funds which were to be donated to fund cataract surgeries of
individuals who cannot fund it themselves due to financial constraints. In the year
2019/20 we were able to fund one surgery. RotaractArts isn’t known for this initiative
however I believe that this project could continue and grow to fund more than just one
surgery. It is our plan to continue this project along with the Rotary Club of Colombo
Uptown in order to have a higher reach for the project when pooling in donations making
it possible for us to fund more surgeries.

2.2 Strategy Formation

The perception of RotaractArts within the Rotaract Community is not something we wish
to change as I believe our recognition as a supportive and friendly group of individuals is
an honor. As such what we would wish to do is to strengthen that idea and also build on
that on foundation. However same cannot be said for the perception of RotaractArts that
is held within the Faculty of Arts. What we would like it to change to is for RotaractArts to
be known as a reliable, supportive, friendly and approachable club that has much to
offer. The projects mentioned previously have great potential to grow with a few
additions and alterations. “Baila Night” could be known not just as a night of fun and
music but also something that would lead to the benefit of many if a community service
element is to be added to it. “DebateMate” could be an initiative not only for you to show
your skills in debating but also a platform where you could learn new skills and grow.
“Suwaneth” with the help of the Rotary Club to be able to assist more individuals each
year.

2.3 Goal Setting

Goals for the development and growth of the club brand;

Strengthen the presence within the Faculty of Arts, University of Colombo
Increased rates of retention and development of Membership
Increase in the number of impactful initiatives (with higher focus on Community
Service)

Goals for club projects;

“Baila Night” to have a community service element in order to increase impact.
“IRBT” to have higher engagement and higher focus on fellowship.
“DebateMate” to be more of a platform where individuals could improve their skills in
debating, public speaking and also to improve the relationship between Rotaract and
Interact.
“Suwaneth” to be able to contribute to the society by funding more Cataract
surgeries with the help of Rotary.
To have initiatives focused within the Faculty of Arts and University of Colombo.

2.4 Strategy/ Way Forward

After a successful run led by Rtr. Methmini Kariyakarawana and her board in the year
2020/21, the Dean of the Faculty of Arts is aware of the initiatives undertaken by the club
and is willing to lend his support if we need it. With that the main focus we had for this year
was to strengthen the position of the club within the Faculty.

The idea was to collaborate with other clubs within the University and Faculty of Arts such
as the Leo Club of the University of Colombo, Faculty of Arts, Gavel Club of the University
of Colombo, Catholic Students Movement of UOC etc. The objective was to strengthen the
bond between our club and theirs in order to break the outlook they had on RotaractArts
being open to an exclusive group of people and to bring about the understanding that
RotaractArts is in fact open to all who wish to join and be an active member.

We are at the moment collaborating with a several Leo Clubs and Rotaract Clubs for a
“Project on Menstrual Hygiene ” and another initiative called “Mithudam 2.0” in which we
are to donate smart devices for student in need in collaboration with the Leo Club of the
University of Colombo, Faculty of Arts.

We are also looking into possible collaborations with the Gavel Club of the University of
Colombo.

This year we have given a higher focus on community service initiatives in order to
increase the impact made by the club within the community. We have also taken care to
name initiatives in Sinhala in order to make the projects seem less foreign to the
University crowd.

With this we hope to develop membership and also to increase the rate of retention.
As for the Projects mentioned previously, “Baila Night” - for now we are focusing on
building on the successful execution of previous years. We hope to create new
partnerships and for now to manage finances and build it in a way where it’s possible to
make enough of a surplus in order for it develop a community service element.

“DebateMate” – Rather than making it an initiative where only debaters can participate,
we wish to add a phase where the participants can improve their skills in public speaking,
presenting and debating. From there it will move on to the debating competition. The
idea was to make it platform where you can learn and grow and not just compete.

In the years to come we hope to focus more on Community Service while giving our
members to improve their leadership skills and give them exposure to society in order to
better themselves and make connections.

3.0 FINANCE

3.1 Current Status

Finance is a very sensitive and critical concern of RotaractArts. As the Rotaract Club of
University of Colombo, Faculty of Arts is a registered club in the University of Colombo
we have many regulations to adhere to such as the submission of club accounts at the
end of each year along with bank statements and details which later has to be audited.
Due to the high amount of regulations, handling large transactions does not seem
appealing although it is necessary to fund initiatives.

At the moment we do not have access to the club bank account due to the fact that we
were unable to transfer signatories of the account as we need approval from the Assistant
Registrar and the Registrar of the University of Colombo.

Currently RotaractArts isn’t financially stable but is able to get by with the projects
through good planning, PR done through social media along with the kind-hearted
donors and their generous contributions.

Our main sources of finance are Membership dues, donations, sponsorships and
fundraisers. However, due to the prevailing situation we are not in a good position to
conduct fundraisers.

3.2 Strategy Formation

Our Membership fee was Rs. 400 in the year 2019/20. However due to the difficult
position that people are in during the pandemic, Membership fee was reduced to Rs. 300
in the year 2020/21. Hence the Membership fee for the year 2021/22 will increased to be
Rs. 400. We were unable to waive it off as we do have mandatory administrative
expenses such as District Dues of Rs. 3000, Domain renewal fee and the fee we pay for
the Blog site.

The previous year, roughly 75% of the active membership made the membership fee
payment. As at now we have collected 20% of the membership due and we expect to
collect from around 80% of the membership, which would approximately amount to Rs.
16,000.

We cannot hope to charge a higher membership fee as money is a sensitive topic to most
students and a high membership fee will discourage prospective members. Most of the
projects that have taken place so far were funded by donations and sponsors. We hope
to continue connections we made the previous year and develop them into partnerships
when we need assistance.

For now, we are in partnership with HypeSL for a long term initiative. Though this doesn’t
provide us financial benefits it will give us exposure and also credibility to a certain extent
when it comes to requesting sponsorships from other organizations.

3.3 Goal Setting

It is our goal to increase membership and also cut expenses through partnerships and
sponsorships.

100% collection of Membership dues.
Establishing partnerships that could be continued in the long run through initiatives
such as “Baila Night”, “IRBT” and “DebateMate”.
Reduced administrative expenses (To find less costly options for the custom domain
and blog site)
For each president to leave behind a certain amount of funds for the next president to
use in case of emergencies.

3.4 Structure/Way Forward

At the moment we haven’t used any of the funds leftover from the previous year and have
been utilizing whatever funds that we earn for each project specifically. We are hoping to
make a profit of roughly from the 12th Installation Ceremony. We have been so far using
those funds for initiatives and almost all of the community service initiatives were funded
through donations.

We hope to make new partnerships with organizations through our signature projects
such as “Baila Night”, “DebateMate”, etc. Our higher focus on community service
projects is also partly to be able to source in sponsorships as organizations would be far
more willing to provide financial support if they are given the opportunity to be
connected to Community Service projects.

We are hoping to continue our partnership with HypeSL which will give us the
opportunity to be involved in impactful initiatives which will give the impression of
RotaractArts being reliable and effective.

As for membership dues, we are not in a position to collect an amount higher than Rs.
400 as it won’t look good on the club within the Faculty. However we encourage
members to pay their membership fee within the year.

4.0 MEMBERSHIP

4.1 Current Status

In the year 2020/21 we had an active membership of roughly 30-40 members. This year
we have managed to increase the active membership to 52 and prospective members
are at 8 members. Depending on their performance within the club we induct the
prospective members as General members.

We have seen higher engagement in terms of club projects from the general members
this year.

Majority of the general members are first years and few second and third year students
from the Faculty of Arts, University of Colombo.

4.2 Strategy Formation

We hope to maintain/retain 55 members at the end of this Rotary year. As at now we do
not hope to have a large increase in membership without first assuring that we will be
able to bear the increase in expenses in line with the Elevate Rotaract Policy.

Therefore, the goal will be to have the maximum amount of members we can
accommodate along with the Rotaract policy and to ensure that current membership
numbers do not reduce.

We also wish to retain more members from the 2nd and 3rd years as there is a higher
chance of them not engaging in club activities if they are not part of the Executive
Committee or Board of Directors.

4.3 Goal Setting

Goals with respect to Membership will be to retain and develop the maximum
membership that we can hold without it being difficult for the club to exercise the Elevate
Rotaract Policies. We also hope to retain members throughout their time in University by
providing them opportunities to grow and make connections which would be useful in
the future. Of the members we hope to gain and retain we are expecting have 100%
active member base.

4.4 Structure/Way Forward

In order to increase membership and to retain members while having a 100% active
membership we need to ensure that there is something for them to gain from being part
of RotaractArts.

As at now we are finding it difficult to get them to engage in projects organized by other
clubs unless made mandatory. We aren’t willing to make it mandatory either as the
university students have issues with regard to network connections as it is and asking
them to participate in events just for the sake of participation seems insensitive on our
part. Therefore, in order to ensure the participation and to ensure that they remain active
we have made it a point to have projects happening throughout. Each month will have at
least minimum of one project.

We have also made it a point to give the first years the chance to chair projects and at the
end of this year to ensure that all of them have chaired at least one.

We also name 1-2 Rotaractors as the Rotaractor/s of the Month depending on their
contribution towards projects and/or their participation in projects.

We also have Member Representatives to represent the first year members in the board.
The member representatives were appointed based on their performance within the first
month and the board members were given a chance to vote. As the two member
representatives were friendly and interactive since the beginning of the Rotaract year, the
general members are responsive and cooperative towards the member representatives.

5.0 ADAPTATION TO ELEVATE ROTARACT POLICY CHANGE

5.1 Current Status

Main changes under the Elevate Rotaract Policy were made with regard to age, finance
and membership dues.

The age limit being removed has zero impact to our club as our members can only
remain members as long as they are an undergraduate at the Faculty of Arts, University of
Colombo, unless in a special situation where a member in their 4th year becomes a
District Rotaract Representative Elect. If that is the case then with the permission of the
incumbent president and the Dean of the Faculty of Arts, University of Colombo that
particular individual can remain as a member till their period as DRR is over.

The changes with regard to finance made through the Elevate Rotaract Policy are
submission of Audited Accounts audited by a private auditor and certified by a CA, the
use of a Current Account for club finances and maintaining two bank accounts for
project finances and Administrative finances. As a registered club in the University of
Colombo we are already required to submit Audited Accounts and it is already made
mandatory in our club bylaws as well. It is also prohibited for State University based clubs
to maintain two bank accounts and as such we are currently maintaining two cash books
for Project Accounts and Administrative Accounts separately.

Currently our club maintains a Savings Account at Peoples Bank, Thimbirigasyaya for
club finances which was made on the 20th September 2019.

The club charges a Rs. 400 fee as Membership fee of the club and have currently
collected 20% of the Membership fee. However, at the moment we are hoping to gain a
profit in order to pay a $5 membership fee to Rotary International.

5.2 Strategy Formation

From the changes that are required of us by the Elevate Rotaract Policy, what we have
left to implement are the membership dues and the use of a current account for financial
purpose. It is also required of us to make necessary changes to the club by-laws.

In order to create a Current Account, we will have to close the Savings account that we
currently maintain and go through procedure set in place by the University of Colombo
to create a bank account for the club.

In order to adjust the club by laws, we will again have to submit our amended club
constitution and go through the procedure set in place by the University of Colombo for
all registered clubs in the University.

5.3 Goal Setting

We expect to sort matters with regard to the Current Account within this year. However, it
is unlikely we will be able to adjust the club by laws within the year and get it ratified by
the University Senate and Council as the process takes time. But we plan on amending
the club bylaws by 2022.

It is also my opinion that I cannot decide as to whether to ask our members whether they
are willing to Rs 1000 for membership as most of the members present in the club today
will not be in the club by 2022. As such it is our goal to leave a significant amount of
finance for the next president for administrative costs to which the next president will
also add for the use of the President for the year 2022/23.

5.4 Way Forward

The first step would be to create a Current Account for the club. This must be done
before amending club bylaws due to the fact that if we submit the Club Constitution to
be ratified by the University council now we will only be able to get approval to create a
Current Account after the Constitution is ratified.

As for the membership fee, as at now there are funds in the club bank account that
haven’t been accessed yet. But we plan on not using these funds but rather to hand the
funds over to the next board of officials of RotaractArts while we fund our projects from
funds made this year. It is our hope to add to those funds through fundraisers and
membership dues collected.

IThe next president will also add to the funds and keep a significant amount for the
President of 2022/23 in case they decide to partly fund the Rotary Membership dues
through the Admin funds.

We are also looking at reducing admin expenses made towards for the renewal of the
custom domain and blog site by looking at less expensive options.
We will also be maintaining strict membership enrollment procedure in order to ensure
that we do not pay a higher membership due than we actually should.

YEAR PLAN FOR THE YEAR

2021/22




(SIGNED AND APPROVED BY THE PRESIDENT OF
THE ROTARY CLUB OF COLOMBO UPTOWN)