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The Rotary Club
ADMINISTRATION
OF CLUBS Membership
in Rotary International The
membership of RI consists of Rotary clubs organized and existing in accordance
with the RI Constitution and Bylaws. When a club is admitted to membership in RI
it is required to adopt as its constitution the standard Rotary club
constitution. However, some clubs admitted to membership prior to 6 June 1922,
when the standard constitution was adopted, are entitled to and operate under
the standard constitution with certain sanctioned variations. (2.030.) Club
Officers The officers of a club, their qualifications and duties, and the manner in which they are selected are set forth in the constitution and bylaws of each club. (SRCC, VIII) The standard Rotary club constitution specifies that the board of directors is the governing body of the club. The board is expected to meet regularly, at least monthly. The officers of a club are the president, president-elect, one or more vice-presidents (all of whom shall be members of the board), a secretary, treasurer and sergeant-at-arms (any or all of whom may be members of the board as the bylaws of the club shall provide). (SRCC, VIII, 3) Qualifications The
club president: 1)
must be a member (other than honorary) in good standing of the club, whose
classification (if an active or additional active member) is of unquestioned
integrity; 2)
should possess the ability to assume the leadership of the club and possess the
esteem and confidence of
the fellow members; 3)
as president-elect, shall attend the district presidents-elect training seminar
and the district assembly and should be pre-pared to give the time and effort
necessary to lead and carry on the
work of the club. If for good reason, attendance at the assembly or
presidents-elect training seminar
is not possible, and is excused by the governor-elect, a designated
representative from the club shall attend and report back to the incoming
president (SRCC, VIII, 4); 4)
should have served in the club as a board member, or member of one or more of
the major committees; 5)
should have attended one or more district conferences; 6)
should have a working knowledge of the constitution and bylaws of the club, and
the Object
of Rotary. (Attendance
at
least one international convention before assuming office is also
desirable.) Duties The
club president: 1)
presides at meetings of the club; 2)
sees that each meeting is carefully planned, opening and adjourning on time; 3)
presides at regular meetings of the board of directors; 4)
appoints club committee chair-men and members who are qualified for the jobs
assigned; 5)
makes certain that each committee has definite objectives and that each is
functioning consistently; 6)
holds regular club assemblies, the first as soon as possible after the
appointment of committees; 7)
attends the district conference; 8)
attends the district assembly and presidents-elect training seminar as incoming
president; 9)
cooperates with the governor in various club and district Rotary matters, and
handles all correspondence promptly; 10)
supervises the preparation of a club budget and the proper accounting of club
finances, including an annual audit; 11)
sees that written reports by the various committee chairmen are presented to the
governor on the occasion of the governor’s official visit to the club; 12)
makes use of information and helpful suggestions available at the Secretariat; 13)
makes certain that important information obtained from the Rotary
World,
governor’s monthly letter, and other bulletins and literature from the
Secretariat and governor is passed on to the club members; 14)
makes certain that the club is properly represented at the district conference
and at the convention of RI; 15)
conducts a semiannual “check-up” in January of all committee activities and
objectives for the balance of the Rotary year; 16)
submits in June a comprehensive report to the club of the status of its finances
and the extent to which it has achieved its objectives for the year; 17)
confers with the incoming club president before going out of office; 18)
arranges a joint meeting of the incoming and outgoing boards of directors for
the dual purpose of getting the new administration off to a good start and
providing continuity of club administration; 19)
appoints the president-elect or vice-president to oversee and coordinate the
work of the classifications, membership, membership development and Rotary
information committees. (16, 52, 62) Selection
of Club Officers The
best interests of a club are served by observing the principle of rotation in
office including membership on the board of directors and chairmanship of
committees as well as offices of president and secretary. To this end, such
officers should not succeed themselves indefinitely. (35, 50) Club officers
should not be encouraged or expected to hold office for two successive years.
Nevertheless, it is recognized that where circumstances war-rant, clubs may find
it advantageous to elect an officer for a second and successive year or to
re-elect after an interim period some former officer of the club. (42, 62) Officer
Inductions Each
Rotary club should hold a meeting at the commencement of each Rotary year for
the purpose of installing its officers, recognizing that such a meeting provides
an opportunity for club officers and members to renew and reaffirm their
commitment to the objectives of the organization. Such meetings also provide a
public relations opportunity to acquaint the community with the purpose and
goals of Rotary. Club
Assemblies The
club assembly is a meeting of all club officers, directors, and committee
chairmen held for the purpose of discussing the program and activities of the
club. Other members of the club are urged
to attend. (82) Club assemblies are held at the time of the visit of the
governor or assistant governor and such other times as are appropriate. Clubs
also are encouraged to hold a club assembly after the district conference in
order to receive reports on the programs and activities of the district and
of other clubs in the district. Handling
Club Funds Rotary clubs are urged to handle their finances in a businesslike way, including requiring a counter signature on disbursement checks and an annual audit. (41) Insurance
and Incorporation Clubs
are urged to obtain the advice of legal counsel and liability insurance counsel
with respect to the need for protection against liability resulting from club
projects and activities either through incorporation of the club (or its
activities) and/or the purchase of liability insurance
coverages as may be deemed appropriate. The RI Board is of the opinion that the
question of the advisability of the incorporation of a Rotary club is a matter
for determination by the club in light of local circumstances. When a Rotary
club proposes to engage Insurance
and Incorporation Clubs
are urged to obtain the advice of legal counsel and liability insurance counsel
with respect to the need for protection against liability resulting from club
projects and activities either through incorporation of the club (or its
activities) and/or the purchase of liability insurance
coverages as may be deemed appropriate. The RI Board is of the opinion that the
question of the advisability of the incorporation of a Rotary club is a matter
for determination by the club in light of local circumstances. When a Rotary
club proposes to engage in an unusual activity which might involve liability on
the part of the club, it is desirable to incorporate the activity rather than
the club itself. (57, 83) The
RI Board offers no objection to the incorporation of a Rotary club provided that
the club includes within the articles of incorporation a phrase reciting the
allegiance to and submission of the club to the RI Constitution and Bylaws, as
now existent and as may hereafter be amended. The
RI Board approves certain general provisions for articles of incorporation as
follows: The
name of this corporation shall be “Rotary Club of _________________ (city)
_________________
, Incorporated.” (state/province,
country) This
corporation shall be a non-profit corporation. Its purpose shall be charitable
and benevolent and to encourage, promote and extend the object of Rotary
International, and to maintain
the relations of a member club in Rotary International.
Insofar
as the provisions of the law of the State/Province of ___________ under which
this corporation is incorporated shall permit, this corporation shall be subject
to the jurisdiction of Rotary International. This corporation shall have the
authority to adopt such bylaws as may be consistent with the purposes enumerated
herein and consistent with the law of the State/Province of ___________ under
which this corporation is incorporated. In
order that the new corporation shall be brought into harmony with Rotary
International, it should adopt as its corporate bylaws all relevant provisions
of the standard Rotary club constitution and recommended club bylaws provided by
RI for its member clubs.
The
articles of incorporation must of course contain such additional statements and
declarations as may be required by the laws under which the corporation is to be
incorporated. These suggested provisions may be modified in any way not
inconsistent with the expressed purpose of the incorporated club to be in all
respects a member club of RI. If any existing club be incorporated pursuant to
these conditions, it shall be recognized as a mere continuance of the former
club without any change in its relationship to RI. The
general secretary is requested on behalf of the RI Board, to pass upon all
applications for incorporation. In the event of unusual circumstances requiring
further statements of policy, the general secretary shall refer any such
application to the executive committee of the RI Board. (40, 57). Rotary
Clubs and Other Organizations As
a local unit of RI, a club should not become a member of or assume obligations
of membership
in any other organization. Its officers and committees may, and where
circumstances make it desirable should, sit in council with officers and
committees of other organizations,
but without authority to bind the club. (80-102) Rotary
clubs may cooperate in sponsoring service projects where necessary or desirable.
However, the establishment of
an association of Rotary clubs for any purpose that is not within the framework
of RI administration is not permitted. A Rotary club does not have the authority
to join or bind its members
to any other organization.
(70) (See also “District and Rotary Club Cooperation with Other Organizations” in Chapter 2.) THE
ROTARY CLUB MANUAL
OF PROCEDURE 1998 Club
Compliance with National Laws Every
Rotary club is expected to comply with the laws of the country in which it
functions. Whenever local laws
impose a requirement which may be inconsistent with the constitutional documents
of RI, the clubs affected should present the problem to the RI Board for advice
and guidance. (75) Arbitration
and Appeals Article
XIV of the standard Rotary club constitution provides a procedure for the
arbitration of disputes within a club. The RI Board has agreed that when this
procedure is invoked: 1)
the president of the club shall set a date, no later than fifteen days following
the notice of the intention to arbitrate, when each party shall appoint an
arbitrator; 2)
the president of the club also shall set a date, no later than fifteen days
after the arbitrators have been named, when the arbitrators shall appoint a
neutral umpire; 3)
the time frames set above can be modified for good reason with the consent of
all parties concerned. (94) Articles
VIII and X of the standard Rotary club constitution provide for an appeal
procedure within a club. The RI Board has agreed that where a party may resort
to either an appeal or arbitration, the party may resort to either option, but
that each option is final. A party may not avail himself/herself of both
options. (96) ATTENDANCE A
member of a Rotary club, other than a current officer of RI and those senior
active members defined in article VII, section 3(b) of the standard Rotary club
constitution, may automatically lose membership by failing to meet the
attendance requirements set forth in the standard Rotary club constitution
article X, section 5. However, article VII, section 1, specifies methods in
which nonattendance at a regular club meeting may be “made up.” Absence
from Club Meetings Jury
Service There
is no provision for granting attendance credit to a member who is absent from a
club meeting because of jury duty. (23, 25) Legislatures There
is no provision for granting attendance credit to a member who is absent from a
club meeting because of compulsory attendance at sessions of a legislature. (52) Informal
Gatherings There
is no provision for crediting attendance at informal gatherings of Rotarians
held on ships, at resorts, trade conventions, etc. (56, 69) Meetings
of Other Service Clubs There
is no provision for crediting attendance at a regular meeting of any other
service club. (26) Attendance
at Rotary International
Meetings The
RI Board has interpreted the standard Rotary club constitution to allow a
Rotarian to claim credit for two make-ups when attending a Rotary International
meeting (such as a district conference), if the meeting takes place on more than
one day, provided the days
claimed for attendance credit fall in periods during which a make-up would
otherwise be acceptable. (83) Leave
of Absence It
is not practical to adopt a rule making it mandatory that a member request a
leave of absence in advance of being absent from a club meeting. (25) 60%
Attendance Requirement Article
VII, section 1 of the standard Rotary club constitution stipulates that each
Rotarian will be counted as attending a regular meeting of the club if such
member is present for at least 60 percent of the time devoted for the regular
meeting or makes up for an
absence in
any of the prescribed ways. The
RI Board has noted that undue encouragement of 100 percent attendance can
discourage potential and new members and is a factor in membership retention.
Club leaders are encouraged to emphasize to club members and prospective
members: 1)
the
value and significance of regular attendance; 2)
2)
the 60 percent attendance rule; 3)
the importance to the club and the community of active participation by each
member in all club activities, insofar as possible, without placing undue
emphasis on 100 percent attendance. (95) CLASSIFICATIONS Each
active member of a Rotary club is classified in accordance with the member’s
business or profession. A “classification” describes the principal and
recognized activity of the firm, company or institution with which a Rotarian is
connected, or which describes the member’s principal and recognized business
or professional activity. Within this definition, a club should establish
appropriate classifications describing the business and professional activities
in its locality.
A club should have in its membership a representative of every
recog-nized business or professional activity in the community insofar as it is
possible to obtain such representation in conformity with the principles laid
down in the RI constitution, article V and the standard Rotary club
constitution, article V. A systematically prepared list of classifications is
the logical basis for club growth. Such a list can be established only by making
a thorough classification survey of the community. Classifications are
determined by activities or services to society rather than by the position held
by a particular individual. To illustrate, if a person is the president of a
bank, that person is not classified as a “bank president” but is classified
under “banking” or “banking management.” Classification
is determined by the individual’s principal and recognized business or
professional activity or the principal and recognized activity of a business or
professional establishment. For
example, the employed electrical engineer, insurance adjustor or business
manager of a railroad company, mining company or manufacturing concern may be
considered for membership as a representative of the particular work such person
may be doing personally or
as a representative of the firm, company or institution. While
adherence to the classification system is desirable, the RI Board has agreed
that each Rotary club should consider carefully the classification practice and
broaden the interpretation of classifications where necessary to meet the modern
business and professional environment. (95) Division
of Industries Most
industries can be divided into four groups, each constituting a phase of
business distinct from the other three: producing (or manufacturing),
distributing, retailing, servicing. It is possible that all four groups may be
represented in a Rotary club. Distributing “Distributing”
is used to indicate any of the following marketing functions: wholesaling, jobbing,
commission-selling, brokerage, importing and exporting. The classifications
commit-tee of each club will determine when one of these words should be
substituted for the word “distributing” in any classification term. Classification
Survey Each club, through its classifications committee, should make a classification survey of its community as early as possible, but no later than 31 August each year. Such survey should result in a roster of filled and unfilled classifications using the classified telephone directory
and other business directories. The roster also should include classifications
loaned to members residing within the territorial limits of the club even though
the activity which the classification describes is not carried on in the
club’s territory. Separate
and Distinct Divisions of One Concern The
RI Board interprets the words “business,” “profession,”
“occupation,” “concern,” and “establishment” as including: 1)
any commercial activity; 2)
any industrial activity; 3)
any professional activity; 4)
any institutional activity sufficiently independent to determine generally its
own policies and exercise responsibility, even though the financial control and
the final determination of the financial policy of any two or more such
activities may be vested in one corporate body or individual ownership. For
example, if within a large university there are three separate and distinct
divisions or schools, each having its own dean, its own faculty and each one
sufficiently independent to determine generally its own policies and exercise
responsibility, the club should establish on its roster of classifications a
classification to cover the principal and recognized activity of each of the
separate schools, such as: School of Medicine, School of Engineering and School
of Law. The
principle followed in establishing a classification for each separate and
distinct division or school within a large university also applies in connection
with the establishment of a classification
within independent divisions of a large corporation. This principle also applies
in communities where there are separate, distinct services, but where those
services are all controlled
by one or a limited number of corporations which operate the main industry or
industries. (52, 62) Loaning
Classifications It
is recommended that each club adopt a rule that, to be eligible for membership
in the club under a given classification, at least 60 percent of a person’s
commercial, industrial, Professional
or institutional life must be devoted to that activity which such per-son’s classification
describes, and such person must generally be recognized within the locality as
being primarily engaged in that business or professional activity. Balanced
Membership — 10% Rule It
is preferable that the number of active members, including additional active
members, whose classifications describe related or allied activities or
activities owned or controlled by the same corporate body or other owner-ship,
should not exceed ten percent of the
total number of active and additional active members of the club. Unusual
conditions may warrant a larger percentage, but the principle of a well-balanced
membership should be maintained.
In older clubs where the existing filled classifications are out of balance, an
effort should be made to ncrease
the number of other active and additional active members in order to achieve a
well-balanced membership. New
Clubs In
organizing a club, it is important to provide for a diversified member-ship.
Therefore, it is preferable, at the time of organizing, to fill only one
distinctive classification within each group of
related classifications. Certain circumstances may require the filling of two or
more of these distinctive classifications, but no more than ten percent of the
total number of active charter members. News
Media, Religion and Diplomatic Service Notwithstanding
other limitations on numbers of members in a given classification,
representatives of more than one religious denomination, newspaper or other news
media and diplomatic representatives of more than
one government may be eligible for active membership under such classifications.
(4.070.; SRCC V, 9) Merged
Companies Following
is a guide for handling classification problems relating to merged companies: 1)
What may
be granted: Where
an organization consists of one or more merged companies, each of which operates
an independent manufacturing plant and distributing office, even though under
one common financial control, a separate classification may be established
on the roster of the club for each of such merged companies which offers to the public
a service distinctly different from those covered by classifications already on
the roster. 2)
What may
not be granted: In
the event that the merged companies are brought together into one manufacturing
plant and distribution service under one general executive control, then only
one classification should be established. This should describe the principal
service of the merged companies as a whole instead of separate classifications
for each of the merged companies. 3)
Application
to old and new members: The
foregoing guide should be operative not only for new members but for members who
are already in a club under classifications describing the principal service of
each company which has been merged. 4)
Classification
must not conflict: This
rule should apply only in the event that any of the classifications granted as
aforesaid shall not substantially duplicate that of any existent in the club.
The above recommendations do not imply that anyone already in member-ship shall
be compelled to forfeit membership [37] Classification
on Badge of Senior Active or Past Service Member It
is suggested that a club place beneath the words “senior active” or “past
service” on identification badges the following: “(Former
Classification: …)”.
(45) A past service member who was never an active member does not have a former
classification. COMMERCIALIZATION
AND CIRCULARIZATION Commercializing
Rotary The
Official
Directory of
RI is published annually for the information of all Rotarians. Rotarians should
not use the Official
Directory as
a commercial mailing list, or make it possible for anyone else to use it for
that purpose. It is improper for any member of a Rotary club
to take advantage of the Official
Directory for
commercial purposes. (29-12; 80-102) Circularizing
Rotary Clubs No
organization may circularize the member clubs of RI. However, within the limits
prescribed by action of the convention or by recommendations of the
RI Board, it is permissible to circularize other clubs solely on matters not
affecting business interests. The limits prescribed provide: 1)
a member club desiring to request the cooperation of other clubs in connection
with any matter whatsoever, shall first submit its purpose and plans to, and
secure the approval of, the respective governor or governors; 2)
no member club shall solicit financial aid from any other club or from
individual Rotarians other
than its own members unless and until it first secures an authorization from the
RI Board. (80-102) It
has been a rule of practice that the official directories of RI or district or
club lists of members should not be made available by Rotarians or by Rotary
clubs or districts for the purpose of circularization. (36) Lists
of Rotary Clubs and Rotarians Ordinarily
RI does not furnish lists of Rotarians for any purposes without the consent of
the RI Board. (20) Anyone desiring a list of the members of a club should seek
to secure it from the club or else to secure a request from the club to the
Secretariat authorizing it to furnish a
list of the club’s members. (37) If a governor requests from the general
secretary a list of all Rotarians in the district, the general secretary will
supply it to the governor. (93) Lists of clubs
or lists of any officers or committee members of such clubs, shall not be
furnished to any non-Rotary organization, except to meet extraordinary and
imperative legal requirements of government agencies or by the assent of the
general secretary, the RI Board or its executive
committee. (40, 83) Telemarketing The
RI Board does not look with favor on the use of commercial telemarketing by
Rotary clubs and districts for any purpose. However, if telemarketing is
pursued, clubs and districts should exercise caution, especially if a commercial
telemarketing firm is utilized. Any agreement with a commercial telemarketer
must include proper identification and qualifying language regarding the Rotary
club or district to be represented. Any use of telemarketing must
comply with existing Rotary circularization policy. (97) FELLOWSHIP Name
Custom The
use by Rotarians of the first (given) name in addressing fellow Rotarians is
solely a custom. Therefore, the adoption of the custom by Rotary
clubs is optional. It is not in harmony with customary practices of some
countries in which clubs have been established. Relatives
of Rotarians All
Rotary clubs and Rotarians should take into account the spouses and families of
Rotary club members when planning activities. These individuals contribute to
the service objectives and
fellowship that derive from association with a Rotary club. (89-139) Many clubs
are privileged to have committees or other associations com-posed of
relatives of Rotarians cooperating with and supporting them in service and other
Rotary club activities. The Board encourages and commends such groups for the
fine work which they
perform. The RI Board encourages Rotary clubs to sponsor informally
organizations of groups of spouses of Rotary members within the following
guidelines: 1)
the auxiliary group, committee or organization should be associated with and
maintain regular liaison with the local Rotary club; 2)
the objectives of the organization should include the support of Rotary club
service activities, the encouragement of friendship among the members and the
pro-motion of the general ideals of Rotary; 3)
the activities, projects and pro-grams of the group should be principally in
support of or complementary to the objectives of the local Rotary club. It is
intended that auxiliary type groups or organizations be only informally
associated with the local club. In accordance
with the policy of RI, the programs and activities of other organizations cannot
be endorsed by RI. (84) Such groups should review the restrictions pertaining to
the use of the Rotary name and emblem noted in Chapter 19. MEETINGS
OF CLUBS Meeting
Places Each
club is autonomous in deter-mining its place of meeting. However, any club
admitted on or after 1 March 1995 shall not hold its regular meeting in
the territory of another club with out the consent of that club, provided that
such consent is not unreasonably with-held and that any unresolved dispute is
referred to the governor(s) for decision. Since each active, senior active or
past service member of a Rotary club is entitled to attend the meeting of any
other Rotary club, it is expected that each club will meet in a place where any
member of any Rotary club in the world can attend its meeting. (46, 95) Cancellation
of Weekly Meetings Rotary
clubs are not authorized to cancel regular weekly meetings on the basis of
seasonal and holiday circumstances or customs except as provided in the standard
Rotary club constitution.(55, 62, 72) However, the board of the club may, at its
discretion, cancel not more than two meetings in any one Rotary year for causes
not otherwise specified in the standard Rotary club constitution, provided that
the club should not fail to meet for more than two consecutive meetings. (SRCC
IV, 1) Guests
Guests
at Rotary Club Meetings Clubs
should make a special effort to urge individual members to invite guests to
weekly club meetings at which especially interesting programs are scheduled in
order that non-Rotarian members of the community may be better informed about
the function of the club and its aims and objects. Except for members of the
news media or members of other clubs, permanent guests of a club or member of
the club are discouraged.(72) Clubs
also are encouraged to welcome guests, including spouses, of visiting Rotarians
at their club meetings. While clubs hold discretionary authority in allowing the
attendance of such guests, such practice can enhance public awareness of club
service, fellowship and the possible recruitment of new members. (98-278; 98) Students
as Rotary Club Guests Clubs
are encouraged to take an interest in students at universities and other schools
and to see that they are familiar with the ideals and principles of Rotary. Any
plan whereby clubs invite students to be guests at club meetings is encouraged,
but students, as such cannot be members of a club. (26) Visiting
Rotarians Every
visiting Rotarian who is not an invited guest of the club or of an individual
member thereof, shall be permitted to purchase a meal in accordance with the
established practice of the club. (80-102) Verification
of Rotary Membership Individuals
posing as Rotarians from other cities have visited clubs or Rotarians, often
requesting financial assistance. Rotarians wishing to aid fellow Rotarians have
given these individuals’ money or service, only to find later that they were
not Rotarians. When such unusual requests for assistance are made, it is a wise
precaution to verify Rotary membership, by telephone or other means, to the club
in which the visitor claims membership. No real Rotarian will or should object
to such verification. Club
Programs
It
is essential that each club provide in its bylaws for a definite order of
business at its regular weekly meetings, with specific provision for an address
or other program feature as well as fellowship. (62) Definite efforts should be
made to encourage programs on Rotary subjects rather than programs designed
merely to interest or amuse and thus offset the tendency to make Rotary clubs
mere social clubs. (32) As a means of promoting an exchange of service projects
and good interclub relations, clubs are encouraged to invite to their weekly
meetings as guests, presidents of other clubs in their districts and to provide
to the visiting presidents an opportunity to report briefly on the respective
club programs and activities. (72) It also is recommended that clubs
periodically hold regular meetings devoted to a discussion of club
business,activity and club affairs. (62) Paying
Expenses of Speakers and Visitors If
clubs invite officers, past officers fore or other Rotarians to come for other
visits or events, the individual club is expected to pay their expenses. A club
should not embarrass an invited speaker by compelling the speaker to ask for
reimbursement of expenses. (14) Conduct
of Club Meetings Rotary
clubs throughout the world include members who have many religious beliefs and
values and are united in service to humanity. Each
Rotary club, being autonomous, should use its own good judgement in
conducting its meetings in a manner
that reflects Rotary’s
basic principle of tolerance and encourages Rotarians’ participation in
humanitarian service projects. (95) Alcoholic
Drinks at Meetings Each
club shall determine whether alcoholic drinks shall be served at its meetings.
While Rotary has no official policy on this question, experience and opinion
expressed by Rotarians have indicated, at least in countries where it is not the
established custom to serve alcoholic beverages as a part of the meal, that the
best interests of the organization seem to be served when alcoholic drinks are
not served at Rotary meetings. Joint
Meetings of Service Clubs Joint
meetings of Rotary clubs with other service clubs do not promote the best
development of the clubs’ programs and activities. Therefore, the RI Board is
opposed to Rotary clubs holding their regular weekly meetings jointly with other
service clubs. The RI Board is not averse to the holding of joint meetings with
other service clubs on specific occasions. (42) MEMBERSHIP Membership in Clubs Each
club consists of persons with the qualifications provided for in the RI
Constitution and Bylaws and standard Rotary
club constitution. Membershipin a Rotary club is a personal membership of the
individual and not of a partnership or corporation which the individual member
represents. (80-102) Location
of Business or Residence Each
active and certain past service members of the club shall be or shall have been
personally and actively engaged in the business or profession in which such
person is classified in the club. Except as otherwise provided, such person
shall have a place of busi-ness or residence located within the territorial
limits of the club. (RIC V, 3;SRCC V, 3) “Place of business” is understood
to mean the establishment from which the active member or pro-posed active
member normally administers business or professional responsibilities and
activities. (61) The reference to “residence” in the constitutional
documents is understood to mean the individual’s principal place of residence.
(69) In considering prospective active members, preference should be given to
the person who is actively engaged within the territorial limits of the club in
the business or profession in which such person is to be classified in the club.
(68) A
club may admit a person whose residence or place of business is located: 1)
within the territorial limits of the club; 2) within the corporate limits of thecity in which the club is located; 3) within the territorial limits of an immediately adjoining club; or within
an immediately adjoining community not part of the territoryof an existing
Rotary club.(RIC V, 3; SRCC V, 3) An active member moving from the territorial limits of the club may retain membership in the club where the member’s board grants such permission and the active member continues to be active in the same classification and complies with attendance and allother conditions of Rotary member-ship.(RIC V, 3(a); SRCC X, 2(a)) Membership
in Other Organizations In order to comply with the obligations of membership in a Rotary club, a Rotarian should not belong to similar community or service clubs which would substantially reduce the member’s opportunity to comply with the obligations of membership. (91) A person being considered for membership in a Rotary club should be expected to disclose membership in other service organizations.(91) Existing members of a Rotary club who wish to join a similar community or service organization should seek prior approval from the boards of directors of their Rotary clubs. (91) The membership of any member may be terminated by the board of the club for a reason which the board may deem sufficient. This could include not fulfilling the obligations of Rotary membership due to continued membership in another service club. (60) Active
and Honorary Membership in Same Club The holding of active and honorary membership simultaneously in the same club is forbidden under RI bylaws section 4.050. and article V, section 7 of the standard Rotary club constitution. Additional
Active Members Clubs are urged to make use of the provision for additional active members as a means of bringing more persons into Rotary. Clubs are reminded that the qualifications for additional active members are the same as for active members. (52) Senior
Active Membership To be eligible for election to senior active membership, a former member of a club must have been a senior active member or have had the qualifications for senior active membership in accordance with the provisions of the RI bylaws and the standard Rotary club constitution in effect at the time such membership was terminated. The years of service for senior active membership need not be consecutive. A senior active member may continue such member-ship in the club regardless of where the member may reside, provided attendance requirements and other obligationsof membership are fulfilled. Honorary
Membership Clubs are urged to utilize the election to honorary membership exclusively as a distinction for meritorious service in the furtherance of Rotary ideals. Honorary membership is the highest distinction that a club may bestow and should be conferred only in exceptional cases. The integrity of Rotary membership provisions can be adversely affected if there is a broad highway of preference for the admission of honorary members. (52) It is contrary to the spirit of the constitutional documents of RI for honorary members to have the privilege of proposing prospective members to membership in the club. It is suggested that each club include in its bylaws a provision that a prospective member may be proposed only by an active, senior active or past service member in good standing in the club. (60) It is highly undesirable to grant honorary membership to Rotary Foundation Scholars, as such. (52, 58) Transfer
of Membership There is no provision whereby a member of a Rotary club may transfer membership from one club to another.(38, 61) Organizations
of Former Rotarians No organization of former Rotarians shall have any connection with RI. RI does not permit the use of any name by such an organization which would indicate connection with RI. (24, 49, 62) Membership
Cards Each club, through its secretary,should issue a Rotary membership card to each member. When visiting Rotary clubs, Rotarians shall introduce themselves by presenting their Rotary membership cards. (80-102) MEMBERSHIP
DEVELOPMENT The importance of membership growth within the club is stressed, with emphasis on the following points: 1) continuity in the personnel of membership and classifications committees is desirable; 2) frequent surveys should be made of the services which are worth-while in the community, and which should be represented in the club, and in conjunction there with a permanent and up-to-date record of filled and unfilled classifications should be maintained; 3) unfilled classifications should be announced to the club a few at a time rather than in one long list. (39) Rotary clubs are encouraged to maintain and use up-to-date classifications surveys as a basis for developing and aggressively undertaking specific, continuing plans for building and strengthening club membership. The use of an up-to-date roster of filled and unfilled classifications is an essential tool for membership development and can be helpful in establishing successful membership growth patterns. (69, 74) In order for a club to be fully relevant to its community and responsive to the needs of those in the community, it is important and necessary that the club include in its membership all fully qualified prospective members located within its territory. To this end, it is inappropriate and inconsistent with the principles of Rotary for any club to establish arbitrary limits on the number of members in the club. Moreover, failure to increase its membership as a result of apathy or through lack of information or understanding as to the pattern of growth in the club or the procedures for proposing and assimilating new members is inappropriate. It is important that each club establish and maintain a membership growth pattern which will result in an appropriate net growth in the number of members. Each club should have a positive attitude toward membership growth, recognizing that an increase in membership should not decrease the quality of membership in the club. Membership growth should always be the result of a club electing fully qualified members who can be expected to contribute to the furtherance of the program of Rotary. Inherent in the purpose of Rotary is the acceptance by individuals of their responsibility for the personal application of the ideal of service. It is important that individual Rotarians recognize that this responsibility includes an obligation on their parts to share Rotary with others and to help extend Rotary through proposing qualified persons for membership. (75) The “Five-for-One” plan is a workable procedure to increase club membership .Under such plan, the club president should divide the club into groups of five members. Each group, insofar as possible, should include one new member, one long-standing member, a past president, a member of the board or a past director and a committee chairman. Each group shall meet and shall have a chairman and a secretary. The group shall develop a plan to: 1) secure one new member in the Rotary year, preferably in the first six months; 2) encourage members to present and develop ideas for program and projects and to present suggestions or constructive criticism on any phase of club administration and activity that might benefit the health, growth and well-being of the club. All such suggestions and recommendations are to be prepared in a proper form by the secretary of the group for submission to the club board of directors. The club membership development committee (or a general chairman appointed by the club president)should supervise all groups and the general program and be charged with the responsibility of seeing that: 1) the meetings are held as soon as possible following appointment; 2) the program is executed and the recommendations of each group reach the president and board;3) each group of five proposes a qualified prospective member. (69) As a means of attracting additional qualified persons to accept membership in Rotary and of reducing losses in membership, clubs should: 1) make full and purposeful use of the existing provisions for membership growth; 2) keep their services to their communities fully attuned to their needs, and strive constantly to make them more meaningful; 3) take club action which will effectively involve and hold the interest of each individual member. Further: 1) each club needs to examine its membership growth patterns, consider whether it is satisfied with its achievements, then take steps to achieve sound growth; 2) and others should work with clubs which need assistance in achieving bettergrowth and address the reasons for lack of membership growth; 3) when a Rotarian resigns from a club due to a change in residence or employment, the former club may recommend such person for membership to one or more clubs in the new community. Clubs in the new community should take the initiative to contact such former Rotarian and assess whether such former member is interestedin club membership. (69; 89-137) Balanced
Membership Each club shall maintain a well balanced membership which reflects the business and professional life of its community. A club in a community dominated by a limited number of business or professional groups may experience difficulties in determining the extent to which it will limit the number of active members admitted under distinctive classifications within each group of related classifications. However, the scope of such a limitation adopted by a club in such circumstances shall be determined by each individual club. No generally applica-ble maximum limit shall be established by the RI Board. (59) As possible, each club should have in its membership a representative of every recognized business or professional activity in its community. Every club should endeavor to have in its membership a sufficient number or proportion of members whose places of business are located within the territorial limits of the club so as to represent adequately the business and professional life of its community. It is recommended that each club adopt a rule that the number of members in the club whose membership relates to the location of their residence within the territorial limits of the club not exceed fifty percent of the members. (68) The importance of good public relations in attracting new members to Rotary and in retaining present members should continue to be emphasized to clubs and, in particular, to club membership development committees. (71) Providing
Membership for Young Persons Every effort should be made by clubs to obtain younger persons as members. Clubs should take advantage of the provision for additional active members and, where appropriate, invite younger persons to accept active membership in the classifications vacated by those who have become senior active members. (42) Election
of Former Rotarians Rotary clubs in localities where a high concentration of retired persons reside are encouraged to consider electing to membership senior active, past service or former Rotarians who move .into their localities and who qualify for membership. (73) Membership
and Rotary Foundation Contributions Rotary clubs should not prescribe contributions to The Rotary Foundation as a condition of club membership. (64) Attracting
New Members to RotaryThrough Public Relations Rotary clubs should: 1) find ways and means of increasing the appeal of Rotary to the growing number of young persons who are occupying positions of responsibility in business and the professions; 2] take measures to have appropriate weekly club programs better reported and identified with the Object of Rotary; 3] consider adopting more sharply focused activities as a means of providing greater public relations impact. (69) Public relations is important in attracting new members to Rotary and in retaining present members. Public relations should be emphasized to Rotary clubs and, in particular, to club membership development committees. (71) Inviting
Prospective Member to Club Meetings It is desirable that clubs adopt the practice of inviting a prospective member to several regular meetings of the club before the prospective member is asked to sign an application card. (49 Induction
of New Members 1] Some procedure of induction of new members into the club in a dignified way should be developed by each club for its own use. 2] No standard or uniform induction ceremony is to be prepared or suggested to the clubs. 3] Clubs should appoint the new members to one or more committees. The chairmen of the committees shall be responsible for the proper assimilation of the new member. 4] Governors should emphasize the need for more Rotary education and call the attention of the clubs to the availability of helpful suggestions from the office of the Secretariat serving them. 5) Governors are urged to select a club in the district to make a ten-minute presentation at the district assembly showing a dignified method of induction of new members at regular meetings of Rotary clubs. 6] Upon request to the general secretary one or more induction ceremonies are available to governors as a guide. (44) NAME
AND TERRITORY Club
Name and Territory The text of the standard Rotary club constitution in so far as it relates to the name and territorial limits of a specific club, is completed by the club with the approval of the RI Board. Subsequent changes are subject to the approval of the RI Board. Each club is organized and exists in a “locality,” that is, a territorial area defined in its constitution. The procedure for effecting changes in the name or the territorial limits of the club is provided in article XVII, sec-tion4 of the standard Rotary club constitution. In countries where the word “club” has an inappropriate connotation, Rotary clubs, with the approval of the RI Board, will not be obliged to use it in their names. (RIC V, 3(e) RI may recognize as a locality any reasonable extent of territory where there are sufficient business and professional persons actively engaged in service to society whose offices or places of business or places of residence are so contiguous to one another as will enable them to function as a club. In organizing a club in such a locality, RI shall designate the geographical boundaries of the locality, which shall be written in the constitution of the club to describe its territory, and there after such territory shall not be changed except by the mutual consent of RI and the club. Each provisional club shall adopt as its name such term as will identify It with its locality and shall insert in its constitution the name chosen, subject to the approval of RI. When so approved, such name shall not be changed except by the mutual consent of RI and the club. (SRCC XVII, 4; 38, 74, 87) (See also section on extension in Chapter 2.) If the territory of a club is described solely by the name of the city or town or other incorporated locality in which it is situated, the territorial limits of the club are coincident with the corporate limits of the city or town or other incorporated locality in which the club is situated. In the event the territorial limits of a club are described as being coincident with the corporate limits of the locality, and subsequently the corporate limits of such locality are expanded, the territory of the club shall not automatically be expanded accordingly but shall continue without change until such time as action may be taken by theclub in accordance with the provisions of the constitutional documents of RI relating to the amendment of the territorial limits of a club. (67) In the context of the territorial limits of a club, “contiguous territory” is defined as the territory in actual contactor uninterrupted connection with the named Rotary locality which is considered reasonably necessary for the successful establishment and operation of a club and in which inhabitants look primarily toward such locality for their social, civic, and business activities and services leading to a community of interest. (66) Establishment
of a Rotary Club on a Cruise Ship The RI Board has agreed that the territorial limits of a Rotary club, as provided for in the RI bylaws, may not be interpreted to be inclusive of a large cruise ship. It further agreed that it is in the best interest of Rotary that clubs not be closely associated with a commercial enterprise whereby one corporation has undue influence on the club, whether such corporation is sea or land-based. (95) Relinquishing
or Sharing Territory The club, with the consent of RI, may release part of its territory for the organization of an additional club or may approve the organization of an additional club sharing the same territory. Any club that relinquishes its territory to a new club shall regain such territory where the new club is later terminated, provided that territory has not been relinquished or shared before the termination. (94) Notification of action by a club to amend the provisions of its constitution relating to territorial limits submitted to the RI Board for approval shall be accompanied by a statement of the reasons for the amendment. Where clubs are located in close proximity, a statement shall be submitted that the other clubs in the vicinity have been consulted and that no conflict exists with the amendment. (64, 71) So that the extension of Rotary ideals and principles to other communities may go forward in a regular and systematic manner, clubs whose territory is indefinite or more extensive than maybe necessary, are requested to give consideration to the adjustment of their territorial limits. Such adjustment will not affect the status of any present members of the club. (39) PUBLIC
RELATIONS Purpose
of Rotary Public Relations The
purpose of Rotary’s public relations program is to foster understanding,
appreciation and support for the Object and programs of Rotary. The program
should promote awareness among all Rotarians that good publicity, favorable
public relations, and a positive image are desirable and essential goals for
Rotary if it is to achieve that purpose and broaden its service to humanity.
(83) Responsibility
of the Individual Rotarian in Public Relations Each Rotarian is expected to be fully informed about Rotary’s Object, programs and activities, and to seek opportunities to further the aims and accomplishments of Rotary through personal, business and professional contacts. (83) Rotarians are urged to help their clubs become more identifiable in their communities by personally informing others about what Rotary is and does, in order to improve and expand Rotary growth and service. (95) Responsibility
of the Rotary Club in Public Relations Each club is expected to: 1) maintain positive news media relations; 2] seek publicity for successful service projects and activities which illustrate Rotary’s aims and accomplishments 3] utilize THE ROTARIAN, Rotary World, Rotary’s regional magazines, and other promotional tools and techniques to promote Rotary’s aims and accomplishments within the community; 4] encourage Rotarians to inform their families, friends and associates of Rotary’s aims and accomplishments; 5] cultivate the understanding of community leaders, young people and other special interest groups who should be aware of Rotary, its Object, scope, programs and activities; 6] take positive steps to prevent or correct any attitudes within the club which may harm Rotary’s reputation and limit its effectiveness; (83) 7] obtain full representation of the news media in its membership. (35) Responsibility
of Rotary International in Public Relations The president shall present Rotary’s aims and accomplishments to heads of state, governmental and civic leaders, news media and the public. The governor shall carry out district public relations activities and encourage, guide, support and help coordinate club public information and community relations activities. The governor should appoint a public relations committee including Rotarians experienced in the field. The Secretariat shall: 1) present, explain and promote Rotary to the public; 2) assist the president, the RI Board and the general secretary in planning and executing an effective public relations program; 3) provide motivation, tools and guidance to Rotary districts and clubs for developing and implementing effective public relations programs. (83, 95) RI
Media Liaison System The RI Media Liaison System, created to expand and enhance effective RI public relations, consists of Rotarians who are professional public relations practitioners and who serve as RI representatives to national and international media in the world’s major media centers. These Rotarians have demonstrated effectiveness in communicating with national and international journalists, assist in placing important Rotary stories in major media and provide general public relations counsel. (95) Adverse
Public Relations Every club should take positive steps to prevent or correct any attitudes within its community or conditions within the club which may harm Rotary’s reputation and limit its effectiveness. If negative public opinion is caused by misperceptions of Rotary’s purposes or activities, a club should counter the misperceptions with well directed public information and community relations efforts and, where appropriate, strengthen its service program. If a condition exists or a problem arises which may affect other clubs or RI, a club should advise the governor at the |