The Rotary Club

1. Clubs

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 earliest opportunity so that a cooperative effort can be made to deal with it.  It is the governor’s responsibility to advise and assist clubs in preventing or solving local public relations problems.  The general secretary shall assist governors and clubs, keeping the president and the RI Board advised and referring to them problems that may require their consideration. (82)

Public Relations and Club Projects

It is desirable that every Rotary club sponsor a major community service activity each year.

 A service project well carried out is considered one of the best methods for extending the public understanding of Rotary. Therefore, it is essential to the public relations of Rotary that clubs actively seek to inform the public about the projects well performed by a Rotary club. Continuing attention needs to be given to any areas in which negative attitudes about Rotary may exist which unfavorably affect Rotary’s program. Clubs in such areas should be urged to create positive service programs to over come such negative attitudes. (72, 76)

Clubs in large urban communities should undertake both annual and continuing projects with which the club will be clearly identifiable and visible to the community, such projects to include personal service and financial support. (95)

Rotary and News Media Relationships

Clubs and governors are urged to undertake appropriate action to improve relationships between Rotary and the news media and, taking into account local, social and cultural conditions and the state of local media relations, the following club and district activities to improve Rotary and news media relationships:

1)        talks to clubs by news media personnel on the role of the media;

2)        small discussion groups comprised of Rotarians and news media personnel

3)        forums or seminars attended by Rotarians and news media personnel;

4)        club awards for young journalists for the purpose of broadening their experience, the awardees to       report back to the club thereon;

5)        inclusion of news media representatives in Rotary Foundation Group Study Exchange teams;

6)        increased efforts to bring representatives of the news media into club

       membership. (77)

Speakers Services

Rotary clubs should make available to groups in their community speakers who can effectively talk about Rotary.(72)

RI Public Relations Award

The RI Public Relations Award is intended as recognition for clubs and districts which demonstrate outstanding media coverage of Rotary activities in their areas and which have implemented programs which demonstrably improve the image of Rotary in their communities. (96)

CLUB “FAILURE TO FUNCTION”

The RI Board has established the following criteria for “failure to function:”

a]   failure to meet any six of the following ten criteria (in all cases, references to      membership excludes honorary members):

1)       the club shall have a minimum of ten members;

2)       the club shall have at least one current community service activity in which a majority of the      members participate;

3)        the club shall have at least one current vocational service activity;

4)        the club shall have at least one current international service activity;

5)       the club president or representative shall have attended the district’s presidents-elect .training seminar prior to taking office;

6)        the club president or representative shall have attended the district assembly prior to taking office;

7)        the club secretary shall have attended the most recent district assembly;

8)       the club shall have been represented at the most recent district conference for at least one full day;

9)       the club’s attendance average shall be at or above 60 percent for each semi annual period (unreported months shall be calculated as “0”);

10)     the club shall hold monthly board meetings.

b)   failure to comply with any provision of the RI Constitution and Bylaws or the standard Rotary club constitution.  With the recommendation of the district governor and on behalf of the RI Board, the general secretary is authorized to terminate a club for “failure to function” when, in the general secretary’s opinion, the club has failed to function according to the above criteria.  Prior to taking such action, the governor or the general secretary shall inform the club of the situation and ask for its comments on the allegations. (97

MISCELLANEOUS

Club Banners

The RI Board recognizes that good and useful purposes may be served by the exchange of Rotary club banners, flags and pennants between clubs.  However, the misuse of this practice insome cases imposes an unnecessary financial burden upon Rotary clubs. In other instances, it interferes with the basic service activities of clubs and tends to defeat the real purpose of such exchanges.  All Rotary clubs and Rotarians participating in the exchange of such tokens should exercise discretion in making provision for such exchanges.  Rotary clubs practicing such exchanges have an opportunity to contribute to the effectiveness of the program by giving careful study to the design of such banners, flags and pennants by making them distinctive, appropriate and expressive of the community, country or region of which the club is a part. (58)

Credentials for Non-Rotarians

A club should not issue credentials, identification cards, or letters of introduction to anyone other than a member of the club. Every Rotarian, by reason of club affiliation, has a membership identification card.

Rotary and Politics

RI and its member clubs must refrain from issuing partisan political statements. Rotarians are prohibited from adopting statements with a view to exerting any corporate pressure on governments or political authorities.  However, it is the duty of Rotarians:

1)                   in their clubs, to keep under review political developments in their own communities and throughout the world insofar as they affect service to their vocations and communities as well as the pursuit of the Rotary objective of world understanding and peace. They are expected to seek reliable information through balanced programs and discussions so that members can reach their own conclusions after the fair collective examination of the issues;

2)                  outside their clubs, to be active as individuals, in as many legally constituted groups and organizations as possible to promote, not only in words but through exemplary dedication, the awareness of the dignity of all people and the respect of the consequent human rights of the individual.(82; 89-134)

.Rotary Information

The attention of clubs is called to the advantages of devoting three to five minutes at the opening of each meeting for the purpose of bringing to the members information which will extend their knowledge and understanding of Rotary. The activities of the club Rotary information committee should be focused on assisting all members, and especially the newer members, to acquire adequate understanding of Rotary and the privileges and responsibilities of Rotary membership.  A program designed to increase the individual Rotarian’s knowledge of the Four Avenues of Service and their implementation should be presented at least once a month throughout the year.(35, 52) Governors should emphasize the need for more Rotary education and call the attention of the clubs to the availability at the Secretariat of helpful suggestions along this line. (44)  It is recommended that the club Rotary information committee be elevated to a position of major importance with enlarged and greater coordinating responsibility. Emphasis should be placed upon appointing the best qualified persons to this committee.

Subscriptions to THE ROTARIAN

Each club in the United States of America and Canada makes it a conditionof membership that its active, senior active and past service members become paid subscribers to the official magazine and continue as such.Each club outside of the United States of America and Canada makes it a condition of membership that its active, senior active or past service members become and remain as long as they hold membership, paid subscribers to the official magazine of RI or to a regional Rotary magazine approved and prescribed for that club by the RI Board.  A club may, however, be excused by the RI Board from complying with these provisions if its members are not literate in the language of the official magazine or the languages of the approved regional magazine prescribed for such club. (20.030.; SRCC XII, 1)

2.  The District

A district is a geographical territory in which Rotary clubs are associated for RI administrative purposes. The activities and organization of a Rotary district shall exist solely to help the individual Rotary club advance the Object of Rotary and should not tend to diminish services provided by Rotary clubs and individual Rotarians on the local level. (72)

Districting

The RI Board is authorized to establish new districts and to change the boundaries of existing districts provided no such change in district boundaries shall be made by the RI Board over the objection of a majority of the clubs in the district or districts affected thereby. (15.010.) The RI Board will not consider any modification in the boundaries of any new district until one year following the promulgation and establishment of the boundaries of such district. (48)

The RI Board may establish a districting committee to assist in establishing districts together with their boundaries as set forth in section15.010. of the RI bylaws.

The districting committee functions as follows:

1)                   Districts which become difficult to administer due to the number of clubs, the geography of the district, language or cultural reasons or for a combination of reasons, frequently seek relief by initiating the development of a proposal to redistrict. The Secretariat staff who work with districts may suggest to district leadership that redistricting should be considered. The districting committee and the RI Board, being familiar with a particular situation, may advise a district(s) to consider redistricting.

1)                    Redistricting proposals are normally considered by the districting committee only at the time of the international assembly. There must be exceptional reasons to require districting proposals to be considered at any other time.

2)                    Secretariat staff work directly with district leadership to assist in the development of a proposal containing the information required by the committee and the RI Board. The governor(s)shall prepare the proposal which must be received by the general secretary no later than 90 days prior to the opening of the international assembly. Such proposal should include:

a)       an explanation of the problems encountered in administering the present district;

b)        an explanation of the plan developed to alleviate the problems;

c)        a map clearly showing the extent of the area, the boundaries of the proposed district(s) and the location of clubs;

d)        a list of existing clubs, number of members in each over the last three years, and location of extension possibilities in each of the proposed districts;

e)        information as to conference sites in each of the proposed districts;

f)         a description of the quality and ease of travel within each proposed district;

g)        a description of those geographical, cultural, language, political and economic conditions in the area which have a bearing on the redistricting proposal;

h)        a statement signed by the governor(s) stating the proposal has been referred to clubs in the district(s) and advising which clubs approved the proposal and constitute the majority.

4]     The districting committee of RI shall meet on request of the RI Board at the site of the international assembly each year to study the proposals submitted by governors. The governors elect are asked to be thoroughly familiar with all elements of their district’s proposal in the event the committee wishes to consult them to provide additional information.  Upon study of the proposals, the committee reports its recommendations to the RI Board for its consideration.

5]     If the RI Board regroups the clubs in the district(s) under the provisions of section 15.010. of the RI bylaws, the president shall notify the clubs in said district(s) of the action taken and the date when the redistricting takes effect.

6]     If the majority of the clubs in the district(s) affected do not file objections within the time prescribed by the RI Board, the general secretary shall notify such governor(s) who then shall notify the clubs concerned in writing.

7)     In addition to studying proposals submitted to it at the international assembly, the districting committee is available to any governor elect who may wish to discuss problems of redistricting.  Appointments will be arranged by RI staff working with the committee.

Number of Clubs and Rotarians in a District

The RI Board agrees that all districts with fewer than 50 clubs and/or 1,800Rotarians are encouraged to reach those numbers or to merge with neighboring districts to meet those minimums. No district should be established with fewer than 50 clubs and 1,800 Rotarians. (97)

International Districts

Where language, customs and distance permit, the creation of newly established districts on an international basis is, in principle, desirable. However, the realignment of boundaries of existing districts so as to create international districts by the combination of two or more districts, or parts of districts, may be undesirable both to the clubs involved and to the overall administration of RI. (46)

GOVERNOR

The administration of clubs in a constituted district is under the direct supervision of a governor. It is essential to the effective operation of the governor system that the Rotarian elected to the office of governor, as the officer of RI in the district, be fully qualified, well informed as to the duties and responsibilities, carefully selected, and willing and able, physically and otherwise, to perform them. It is necessary that the qualifications and requirements of the office of governor be clearly understood and duly regarded in the selection of governors-nominee. (61)

Selection of Governor-nominee;

Service as Governor-elect

The selection by the clubs in a district of a governor-nominee should be conducted in a dignified, responsible manner in harmony with the principles of Rotary. (64)

Section 10.050. of the RI bylaws provides that any Rotarian who engages in campaigning or canvassing for elective office in RI may be subject to disqualification from election to the office sought and possibly to future RI offices for such periods as the RI Board may determine.

The 1998 council adopted legislation which amended the RI bylaws provisions for governors’ nomination and election, effective 1 July 1998. To illustrate those new provisions, following is the timetable for the nomination and election of governors to serve in 2000-2001 and some additional considerations related to the transitional period:

1)                   Districts must select their 2000-2001 governors-nominee not later than January 1999, ensuring that sufficient time is allowed to conform to all nomination procedures outlined in article XIII of the RI bylaws.

2)                    The 2000-2001 governors nominee are named as governors elect at the June 1999 convention. (Note: Because of the transition from previous to new procedures, two groups of governors nominee —1999-2000 and 2000-2001 — will be named as governors elect at the1999 convention. The 1999-2000governors elect will take office as governors on 1 July 1999.)

3)                    The governors-elect for 2000-2001 serve a one-year term as such, during which they are trained at the international assembly held in 2000.

4)                    Assuming all relevant provisions of the RI bylaws have been met, the 2000-2001 governors elect take office as governors on 1 July 2000. (13.010.)

This timetable will apply subsequently to the office of governor unless amended by a future council on legislation.  During the year preceding taking office as governor, the governor elect should:

1)       be given specific responsibilities by the governor in connection with district committees or district organization;

2)        be invited by the governor to attend as an observer all district meetings where the governor elect is not otherwise designated a participant;

3)        be considered by the governor for assignment to participate in the program of the district conference.(66)

The governor should undertake the orientation, education and motivation of the governor elect and use past governors and meetings such as the Rotary institute toward this end.(69)

Districts are urged to seek out and nominate for the office of governor the best qualified person through procedures not influenced by a system whereby the nomination is by tradition rotated among various groups of clubs or geographical areas. (69]

Selection of Governor-nominee through Ballot-by-Mail Procedure

A district may select its nominee for governor in a ballot-by-mail when the circumstances require and permission is given by the RI Board.  Information to be included in the biographical data to accompany ballots-by-mail for election of governor-nominee shall be limited to the following:

1)                   name of candidate; name and location of club; number of years a Rotarian; classification or former classification; name of firm or former firm; position in firm or former firm; meetings attended in last five years; current position(s) and/or assignment(s) in Rotary (elective or appointed); former position(s) and/or assignment(s) (elective or appointed);

2)                    special Rotary services and/or particular Rotary activities in which a candidate has been    engaged, i.e., what the candidate has done to advance Rotary;

3)                    most significant honors or achievements in business and professional activities;

4)                    most significant honors or achievements in civic and public service activities. (86)

Voting for Governor-nominee

Whether a district selects its nominee for governor at the district conference or in a ballot-by-mail, all votes for governor by a single club (when entitled to more than one vote, based on membership) must be cast unanimously for the same candidate. (96)

Selection of Governor-nominee in New Districts

When the clubs in existing districts are regrouped into new districts, the new districts shall, if practical, select the governor-nominee in advance of the effective date of the new district by the same procedure used by those clubs before the regrouping occurred. When the above procedure is not practical, the RI Board shall authorize a ballot-by-mail and shall designate a governor to conduct the ballot-by-mail.

Status, Qualifications and Duties of Governor

The following statement of the status, qualifications and duties of a governor is distributed annually to all clubs in order that those proposed for nomination as governors or those proposing to make such nomination smay be informed as to the obligations of the office. (29, 39, 74)

Status

The governor is an officer of RI nominated by the clubs of a district and elected by the convention of RI. The governor’s term of office shall begin on1 July and continue for one year or until a successor shall have been elected and qualified.

Qualifications

At the time of selection, a governor nominee must have the following qualifications:

1)                 membership, other than honorary, in good standing of a club in the district from which the Rotarian is nominated;

2)                  full qualifications for such membership in the strict application of the provisions therefor, and the integrity of the Rotarian’s classification must be without question;

3)                  membership in a functioning club in good standing which has no outstanding indebtedness to RI or to the district as of the close of the fiscal year preceding that in which the Rotarian is proposed as a candidate for nomination for governor;

4)                  service as president of a club for a full term;

5)                  willingness and ability, physically and otherwise, to fulfill the duties and responsibilities of the office of governor as herein provided;

6)                  the ability and commitment to meet additional qualifications called for on taking office.(15.070.)

 A governor, at the time of taking office, must have completed seven years of membership in one or more clubs and have attended the international assembly. (15.080.)  Governors also should:

1)      possess the esteem and confidence of their own clubs;

2)      2) be of high business or professional standing, with executive ability, demonstrated in the conduct of their businesses or professions;

3)       have their business or professional work so well organized that they can give the time necessary to carry out Rotary work;

4)       be persons whose conduct and the conduct of their immediate families is above reproach;

5)       have a knowledge of Rotary, its purposes, object and laws, and be Rotarians of recognized loyalty to RI;

6)       be able to discuss any phase of Rotary in a convincing manner and convey information articulately.

Duties

The governor is the officer of RI in the district, functioning under the general control and supervision of the RI Board. In the exercise of the responsibility for direct supervision of the clubs in the district, the governor is charged with the particular duty of furthering the Object of Rotary and shall be personally responsible for:

1)      organizing new clubs;

2)       strengthening existing clubs;

3)       promoting cordial relations between clubs in the district and between the clubs and RI;

4)       planning for and presiding at the district conference and assisting the governor elect in the planning and preparation for the presidents elect training seminar and the district’s assembly;

5)       visiting every club in the district;

6)       issuing a monthly letter to each club president and secretary in the district;

7)       reporting promptly to RI as maybe required by the president or the RI Board;

8)       supplying to the governor elect, prior to the date of the international assembly, full information as to conditions of clubs in the district with recommended action for strengthening clubs;

9)       transferring continuing district files to the governor-elect;

10)   performing such other duties and responsibilities as are inherent as the officer of RI in the district.(15.090.)

The governor is also expected to:

1)                   read THE ROTARIAN or an approved and prescribed Rotary regional magazine, Rotary World and all other bulletins and literature from RI, and the publications from the clubs in the district;

2)                    encourage each club to participate in at least one intercity meeting during each year;

3)                    promote attendance at the convention;

4)                    arrange, when circumstances require, for special conferences of club presidents and/or secretaries;

5)                    prepare a summary of the attendance reports of the clubs in the district each month and send this report to the general secretary.

GOVERNOR-NOMINEE;GOVERNOR-ELECT

Qualifying for Nomination

To qualify as a nominee for governor, a candidate must demonstrate knowledge of the qualifications, duties and responsibilities of a governor as prescribed in the bylaws. The candidate shall submit to RI a signed statement that such candidate understands clearly the qualifications, duties and responsibilities of the office of governor, is qualified for the office of governor and is willing and able to assume the duties and responsibilities of that office and to perform them faithfully. (15.070.)

The RI bylaws provide that the nomination of any nominee for governor who does not meet the prescribed qualifications and requirements shall be rejected and shall not be presented by the general secretary to the convention for election. (13.070.1.)

If, notwithstanding receipt of a signed statement from a nominee for the office of governor as hereinbefore provided, the RI Board has cause to believe that the nominee would be unable to fulfill satisfactorily the duties and responsibilities of the office as provided in the bylaws, the RI Board may suspend such nomination. In the event of such suspension, the governor and the nominee shall be informed and the nominee shall be given an opportunity to submit to the RI Board, through the governor and the general secretary, additional information with reference to the nominee’s ability to assume the duties and responsibilities of the office of governor and to perform them faithfully. Upon consideration of all pertinent circumstances, including such information as may be submitted by the nominee, the RI Board shall either reject the nomination of the nominee by a two-thirds vote or withdraw the suspension. (13.070.2.)

In the event of the rejection of the nomination of a nominee for governor under any of the foregoing provisions, the general secretary shall advise the governor of the district concerned of the rejection and the reasons therefor, and the governor shall so advise the said nominee. Time permitting, the district shall then act, either at the district conference or in a ballot-by-mail to be conducted by the governor in accordance with the provisions of the bylaws, to select another nominee for governor. In the event a district fails to select an acceptable and qualified nominee for governor, such nominee shall be selected in accordance with the provisions of RI bylaws section 13.020.

Attendance of Governor-elect at International Assembly

Attendance of the governor-elect at the international assembly is essential to efficient administration of RI at the district level. Further, every governor must have the basic experience and training resulting from participation in the international assembly to function effectively as the representative of RI in the district, and to provide the leadership, guidance and counsel to the clubs of the district that is expected of a governor as an officer of RI. Each governor is requested to emphasize to all candidates for governor, and to all clubs of the district, the requisite that the governor-elect attend the international assembly as necessary preparation for assuming the office of governor and that nomination cannot be accepted unless the candidate can and will attend the international assembly for its full duration. If, for whatever reason, a governor-elect is unable to attend the international assembly, in fairness to the governor-elect, the clubs of the district, and in the best interests of RI world-wide, the governor-elect will be expected to resign immediately in order to permit the selection of a candidate who can and will attend the international assembly for its full duration. In filling a vacancy in the office of governor or governor-elect, the RI Board has adopted the following policy:

1)                   a past governor who has been selected to serve a second term prior to the international assembly shall be invited to attend the international assembly at the expense of RI;

2)                    a past governor who has been selected to fill a vacancy in the office of governor which occurs between the international assembly and 1 September shall receive, at RI’s expense, one to two days of intensive training at the office of the Secretariat serving that district.

ACTIVITIES

Multidistrict Activities

Service activities and projects involving clubs in two or more districts are encouraged. Such multidistrict service activities and projects:

1)                   shall be, in nature and scope, within the capability of the clubs and Rotarians in the districts to undertake successfully without interfering with or detracting from the scope and effectiveness of club activities in furthering the program of Rotary at the club level;

2)                    shall not be undertaken initially unless each governor concerned has agreed to such joint activity and then, only after approval of two-thirds of the clubs in each district;

3)                    shall be under the direct supervision of the governors concerned; the custody of all funds contributed or collected for such activities shall be the responsibility of the governors concerned, although a committee of Rotarians from within the districts involved may be appointed to assist in administering any such activity and related funds;

4)                   shall be undertaken only after the governors have jointly secured in advance the authorization of the general secretary, acting on behalf of the RI Board, to undertake theactivity;

5)                   shall involve participation by Rotary clubs and/or individual Rotarians on a voluntary basis, clearly presented as such; the cost of participation by a club or individual Rotarian, if any, should be kept to a minimum, and not implicitly or directly be made an obligation in the form of a per capita tax, assessment orotherwise;

6)                   shall provide, through the governors of the districts concerned, in their “Report to RI,” details of their districts’ involvement in all multi district activities;

7)                   shall not undertake any circularization of clubs without first securing the approval of the governors concerned.

This policy does not include projects involving cooperation between districts in World Community Service activities when one district serves as a “donor” and the other district a “sponsor” or “recipient.”  The governors of those districts initiating multidistrict activities which extend beyond a single Rotary year must develop operating guidelines in accordance with RI multidistrict policy for approval by the general secretary. Such guidelines will be subject to annual review by the governors-elect before they take office. Governors involved in any multidistrict activity are responsible for ensuring that an audited annual statement of multidistrict finances is prepared for the activity or project. This statement is to be presented and formally adopted by the following district conference and a copy provided to the general secretary. (96)

Any participating district which seeks to terminate its participation ina multidistrict service activity or project must secure the approval of two thirds of the clubs in the district to withdraw. The governor shall notify the general secretary and the governors of the other districts concerned of its decision within 60 days prior to the date of termination. The RI Board does not look with favor upon the establishment of an agency or other form of administrative organization involving the clubs in two or more districts.  However, recognizing that there may be projects or activities which are of a scope that require cooperation by clubs in more than one district, the RI Board has no objection to governors authorizing clubs in several districts to establish an advisory or coordinating group for the purpose of assisting them in the administration of such activities, provided that activities or projects involving more than one district shall be subject to the requirements included in the RI Board’s policy on multidistrict activities. (66, 75, 80)

District and Rotary Club Cooperation with Other Organizations

Districts and Rotary clubs may support and cooperate with other organizations in projects and activities provided that:

1)       such initiatives are consistent with Rotary ideals and purposes

2)       the cooperative activity is approved by the club or district membership concerned;

3)       the cooperation involves direct participation and responsibility by a Rotary committee appointed by a club president or governor designated for the duration of the activity, with provision for annual review;

4)       club or district autonomy as an independent organization is preserved;

5)       appropriate recognition for the club or district is obtained, to the extent that it is warranted by the nature of the cooperation, in the interest of keeping the public informed about Rotary and its service activities;

6)       the club or district and the cooperating organization share in the responsibility of communicating to the public the nature of the joint project;

7

8)       the club or district does not accept an ongoing financial obligation to the other organization, but provides opportunities for Rotary clubs in a district to review and decide upon continuing support of such projects or activities at district conferences or by other appropriate means;

9)       the club or district does not become a member of the cooperating organization;

10)       clubs and districts do not furnish lists of clubs or of Rotarians to the other organization or distribute literature for the other organization unless on an exceptional basis for a specific purpose (not to include fund-raising) that is beneficial to Rotary programs. (88)

ADMINISTRATION

Policy on Administration of Office of Governor

The RI Constitution and Bylaws provide specific duties to be carried out by the governor. As the administrative officer in the district, the governor cannot be relieved of any authority or responsibility with regard to the clubs in the district. 

Records and Files of Governor

The outgoing governor is expected to pass on to the governor-elect any and all information which will be helpful to the governor-elect in carrying out the duties of governor to the best interests of Rotary in the district. The outgoing governor is expected to transfer all continuing district files to the governor-elect.

Governor’s Report to RI

The governor is required to submit a general report to RI during the second half of the Rotary year containing information on the district that will help the Secretariat improve its service to clubs and future governors. The governor offers specific information on district administration; membership development and extension goals within the district; the level of the district’s participation in Rotary program activities; comments on RI publications and literature; and general observations on the condition of the district and on Secretariat support. The report is sent to the office of the Secretariat serving the district by 15 April. (95)

Governor’s Monthly Letter

It is the duty of the governor as provided in section 15.090. of the RI bylaws to issue a monthly letter to each club president and secretary in the district. The monthly letter is a personal, official communication containing items of special interest and importance, including the monthly membership and attendance report of the clubs in the district. Governors are requested, where applicable, to include in their first monthly letters information about Rotary publications which are available in the language(s) generally used by Rotarians in the respective district. When reporting comparative membership figures for clubs in their monthly letters, governors are encouraged to include figures indicating the gain or loss of members from 1 July of the current Rotary year in place of, or in addition to, figures showing the gain or loss from the report for the previous month. (67)

District Leadership Plan

History and Purpose

The RI Board’s concern regarding increasing costs associated with greater numbers of clubs in districts and the need to reduce growing demands on district governors resulted in 1992 in a three-year pilot program involving 12 districts from around the world aimed at developing a revised district administration model. In February 1996, the Board adopted a model called the District Leadership Plan (DLP), which districts could implement starting in July1997. The DLP provides for the reorganization of district administration through the appointment of several assistant governors to handle some of the administrative workload and for greater flexibility in official visits. The plan is designed to strengthen Rotary at the district and club levels by making possible faster and more responsive support for clubs, a larger supply of well-trained district leaders, a larger field of candidates for district governor, improved participation in Foundation and district activities, ability to manage over 100 clubs effectively, and better communications within the district.

Formulating a District Leadership Plan

• although the Board uses the term “assistant governor,” districts may use other designations for the position;

• the number of assistant governors appointed based on the needs of the district, taking into consideration such factors as geography, language, culture, the balance of strong and weak clubs and the number of clubs an assistant governor can reasonably be expected to service (it is recommended that an assistant governor be assigned between four and eight clubs);

• the responsibilities of each assistant governor;

• the training of assistant governors;

• the relationship between governors and assistant governors;

• the incorporation of assistant governors into the current district leadership plan;

• continuity of leadership through the use of assistant governors;

• district committees needed;

• the relationships between the governor, assistant governors and district committees;

• the geographic territory features of the district;

• continuity within district committees as appropriate and necessary;

• the process of appointing and/or removing assistant governors.

Role of the Assistant Governor

While each district utilizing the DLP may modify the assistant governors’ duties to suit its needs, the following are suggested duties that may be assigned to assistant governors:

• works with the governor to develop goals for the district;

• advises the governor-elect on district committee selections;

• attends the assistant governors’ training session for the district;

• attends the presidents-elect training seminar for the district;

• meets with the incoming presidents of the clubs before 1 July to discuss the clubs’ goals and to review the Summary of Plans and Objectives;

• visits each club in the area regularly and at least quarterly;

• represents the governor at the club assembly related to the official visit;

• holds regularly scheduled meetings (preferably monthly and no less than quarterly) with the club presidents and secretaries in the assigned area to discuss the business of the clubs and the resources available to them, along with goals, programs and objectives of the district and RI;

• updates the governor on progress within the assigned clubs and suggests ways to enhance Rotary development and address problems;

• schedules and plans for the visit of the governor to the area, whose specific purpose should be to advance Rotary;

• encourages clubs to follow through on requests and recommendations of the governor;

• attends and actively promotes attendance at the district conference and other district meetings;

• participates in Rotary Foundation programs and events and other special assignments as necessary;

• monitors each club’s performance with respect to service projects, membership and attendance;

• develops future district leaders;

• assists in developing district goals. “Guidelines for Training Assistant Governors” (244-EN) provides a sample job description for the assistant governor.

Appointment, Qualifications andTerms of Assistant Governors

Assistant governors are appointed annually by the governor-elect. Assistant governors are not officers of RI.  Suggested minimum qualifications for assistant governors are as follows:

• membership, other than honorary, in good standing in a club in the district for at least three years;

• service as a club president for a full term;

• willingness and ability to accept the responsibilities of assistant governor;

• demonstrated outstanding performance at the district level; and

• potential for future leadership in the district.

It is recommended that no past governor serve as an assistant governor. The establishment of term limits for assistant governors is recommended to ensure that no assistant governors serve more than three one year terms and to allow for continuity in district leadership while providing leaders with an opportunity to serve.

The District Leadership Plan and theDistrict Administrative Structure

As key members of the district leadership team, assistant governors should participate in the development of the governor-elect’s goals for the year ahead. The objective of such planning is to determine what the district wants to achieve, and then to appoint Rotarians to committees only as necessary to achieve those goals and objectives. Where committees do not serve a specific need, it is suggested that those committees be disbanded. In order to prevent overlapping responsibilities and unnecessary bureaucracy, the RI Board discourages the use of Governor’s Group Representatives in districts that adopt the DLP.

The District Leadership Plan and the Official Visit

         RI bylaws section 15.090. provides for the governor to personally visit every club in the district as early as possible in the Rotary year and preferably in the first six months. By delegating the responsibility for club administration to assistant governors, e.g., having the assistant governor represent the governor at the club assembly related to the official visit, the DLP allows governors to visit clubs individually or in multi-clubmeetings conducted throughout the year for the purpose of:

• focusing attention on important Rotary issues;

• providing special attention to weak and struggling clubs;

• motivating Rotarians to participate in service activities; and

• personally recognizing the outstanding contributions of Rotarians in the district.

Such visits should take place at a time that maximizes the governor’s presence, including charter nights, induction ceremonies, new member orientation programs, citation or award presentations, special programs, Foundation events or intercity meetings.

All governors are to provide for direct personal contact with each club through some form of official visit during the year. However, the DLP will provide more flexibility in scheduling visits to clubs in conjunction with significant events in each club.

Assistant Governor Training

The governor-elect is responsible for developing and implementing a training program for assistant governors with the district trainer. An effective training program should address the following topics:

• duties and responsibilities of the assistant governor;

• club administration and official visits;

• district matters, including finances, committees, membership development and extension;

• effective communication and motivation;

• RI and Rotary Foundation pro-grams;

• developing district goals;

• effective leadership;

• RI theme and presidential citation program.“Guidelines for Training AssistantGovernors” (244-EN) contains an extended outline of training methods and topics for assistant governors.

Adoption of the District Leadership Plan

After developing a draft DLP (including appropriate committees) and arriving at a consensus on it with current and past district leadership, the approval of the clubs should be obtained. Following approval of the clubs, the adopted plan is submitted to the general secretary for review.  Should a district decide to revert to its previous administrative practices, the governor is to notify the RI president in writing regarding the reasons for such action. (96)

Leadership Training Cycle for Rotary Leaders

The RI Board has approved the fol-owing as the preferred sequence for Rotary leadership development:

1)                   zone level training of district governors-elect (by training leaders appointed by the RI president) in conjunction with Rotary institutes;

2)                   international assembly;

3)                   assistant governors training;

4)                   presidents-elect training seminar;

5)                   district assembly. (97)

District Trainers

The RI Board has agreed that the minimum recommended qualifications for district trainers should include:

• membership, other than honorary, in good standing in a club in the district for at least three years;

• status as a past district governor or a skilled past assistant governor;

• a clear understanding that they are responsible to the governor-elect;

• willingness and ability to accept the responsibilities of district trainer as determined by each district.

District trainers should be appointed on an annual basis with no district trainer serving more than three one year terms. The trainers should be instructed by their governors-elect on training needs in the district for the current Rotary year related to PETS, the district assembly and assistant governors training. Working in conjunction with the governor and the district Rotaract committee, the trainers are responsible on an annual basis for developing and conducting training for Rotaract club and district leaders. (96)

District Membership Development Committee

Governors are encouraged to:

1)       provide for a district membership development committee, such committee to:

a)             work directly with club membership development committees, particularly with those clubs that are showing a loss or little or no increase in membership;

b)             provide information about district membership development progress for all district meetings and, when invited, accept responsibility for providing programs about membership development at such meetings and at clubs;

c)              undertake such other activities as may be appropriate to the           accomplishment of the committee’s objectives;

2)           encourage clubs to provide for and activate a membership development committee   and to emphasize to the clubs that the proposals of the club membership development committee in no way remove the responsibility of the individual club members for proposing new members;

1)                       request Rotary club information committees to put forth greater activity in informing members through presentations at weekly meetings, informed group meetings, forums and by insertions in club bulletins;

2)                   give consideration to appropriate recognition for clubs showing the greatest percentage of membership increase.

Minimum Number of Members

The first month in any Rotary year in which a Rotary club reports fewer than 25 members, the governor shall contact the club to ascertain the reasons for low membership and what steps are being taken to rebuild its membership. (53, 62)

Districts and Incorporation

Incorporation of districts has been specifically disapproved by the RI Board since 1938. Incorporation of district wide activities is not specifically disapproved. Existing policy approving incorporation of multi-district activities suggests that district-wide activities may be incorporated. (87)

Multi-district Organization

The establishment of an agency or other form of organization or administration involving two or more districts or all of the districts in a country is not looked upon with favor. (69, 80) (See also section entitled “Multi-district Activities” in this chapter.)

EXTENSION

Each governor, under the general supervision of the RI Board, is charged with the particular duty of supervising the organization of new clubs within the district.

General Policy on Extension

The club is the medium by which the program of Rotary is promoted and the Object of Rotary is attained. Therefore, in order that Rotary may exert its widest influence, it should progressively establish new clubs through out the world wherever and whenever it can reasonably be expected that a successful club can be maintained.

Extension to New Countries

Rotary clubs may be established wherever the fundamental principles of Rotary can be freely observed. In countries where Rotary does not exist, the RI Board looks with favor on an increasing number of informal initiatives in the areas of education, exchange of persons, and humanitarian assistance, undertaken by Rotary clubs and districts as well as by the Trustees of The Rotary Foundation. Such activities shall be undertaken to demonstrate to the governments or peoples of such countries that Rotary can bring many substantial benefits of fellowship, service and dedication to the promotion of international understanding and peace. It is understood, however, that:

1)                   because of the complexities involved, there shall be no formal extension of Rotary to such countries without the prior explicit approval of the RI Board;

2)                   before it will give formal approval to the extension of Rotary to any country where clubs do not exist, the organization of the club must have the express and concrete approval of the government involved (95) and there must be a sufficient number of business and professional people who can be inspired by the Object of Rotary and be readily assimilated into the fellowship of Rotary. Further, there must be assurance that freedom of speech and freedom of the press/media will promote the healthy development of Rotary in any given country. (97) The RI Board should receive suitable assurance that Rotary clubs in those countries will be able to:

a)                    function freely as a non-political entity of an international organization, namely Rotary International, which is committed to the ideal of service to humanity and enhancement of the quality of life;

a)                    meet regularly as required by the standard Rotary club constitution;

b)                   serve as an instrument to provide goodwill and understanding throughout the world through development and promotion of contacts with Rotary clubs and Rotarians in other countries;

c)                    meet the financial obligations prescribed by the RI bylaws;

d)                   plan and implement service projects in each of the Four Avenues of Service, including participation in all the programs of The Rotary Foundation;

e)                    encourage their members to continue as loyal and serving citizens of their countries, while respecting all peoples, races and beliefs;

f)                    promote the fellowship of Rotary within their clubs and countries. (92, 95, 97)

Special Extension Areas

Special Extension Areas are non-districted geographical territories opened by the RI Board for extension in areas where isolation of territory, lack of Rotary experience, linguistic isolation or socioeconomic conditions delay the integration of newly organized clubs as self reliant members of RI. A Special Extension Area is intended to implant and develop one or more clubs in the assigned non-districted territory. Club sin Special Extension Areas will eventually be grouped in one or more Rotary districts for the purpose of efficient administration. Clubs in Special Extension Areas may have temporary voting rights in the district of the governor to whose office the Special Extension Area has been assigned, provided that both the governor and a majority of the clubs in the district approve such an arrangement and that the clubs in the Special Extension Area meet their financial obligations. (93)

Presidential Extension Administrator

A Presidential Extension Administrator (PEA) is appointed by the president to assist in promoting the extension of Rotary in assigned areas with particular emphasis on the goals set by RI. The PEA possesses extensive knowledge about Rotary and is familiar with the geography, history, culture and language of the assigned area.  Duties of the PEA include:

1)       serving as the principal contact between RI and the clubs entrusted to the PEA;

2)       evaluating possible locations for new clubs;

3)       building a supporting team in the assigned area;

4)       training orientation persons in the individual clubs;

5)       providing grassroots level information about Rotary and interpretation of basic Rotary terminology by way of a special bimonthly letter;

6)       making regular visits to each provisional or existing club in the area;

7)       reporting to the Secretariat concerning current activities and services of existing and potential clubs and on the development of the Special Extension Area and its clubs;

8)       providing special counsel to clubs on financial matters;

9)       holding annual PETS and Rotary Information Workshops for the clubs in the area;

10)    evaluating potential Foundation activities in the area and informing the general secretary;

11)    developing a five-year strategic plan for extension in each country in the defined area that will ensure regular interaction between clubs. (93)

District Extension Counselors

Governors are urged to establish district extension counselor seminar programs with a team of three extension counselors in each district. The three extension counselors shall form the district extension committee. Counselors will serve for three years, one appointed each year, with the third-year member to be chairman of the committee.

Prospective Localities for Clubs

extending Rotary are seeking to give— not to get. However, the organization of clubs shall not be undertaken in isolated localities until definite requests for clubs are received from persons within the localities in question.

Surveys

It is expected that the governor will, as soon as possible, preferably during the first six months, cause to be made and recorded a survey of each locality having no club, to determine whether it is possible to organize a club which will succeed. If a club is not organized during the year, the survey should be referred to the succeeding governor. For all localities in which it is proposed to organize a new Rotary club, regardless of population, surveys must be made and approved by the governor before organization work is undertaken.         

 The governor should visit prospective localities to determine whether the locality can support a new club. This is especially the case with localities having fewer than 5,000 inhabitants and also where approval has been given by an existing club or clubs for the organization of an additional club sharing the same territory. If such a visit involves a considerable expenditure of time or money, the governor may arrange for the organization of a club on the strength of the survey and reports and recommendations obtained from one or more reliable Rotarians familiar with the locality in question. Prior to the recruitment of any potential members for a new club, the governor is required to file with the general secretary duly completed and signed copies of an “Extension Survey” and “Organization of a New Club” forms. (91)

Territory of a Club

Each club shall be organized and exist in a locality.* RI may recognize as such a locality any reasonable extent of territory where there are sufficient business and professional persons actively engaged in service to society whose places of business or residence are so contiguous to one another as will enable them to function as a Rotary 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.  There after, such territory shall not be changed except by the mutual consent of RI and the club. 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.  Territorial limits of Rotary clubs maybe determined by streets or roads, as well as by political or natural boundaries, as they exist at the date such boundaries are established. When a provisional club is to be organized in territory ceded by an existing club, the Secretariat will, on request, supply such information as available and offer guidance to assist the sponsor club in the planning of such ceding of territory.  Once its territory has been determined, the club may elect to membership individuals whose occupations and/or residences conform to article V of the RI constitution.  Any club that relinquishes its territory to a new club shall regain such territory where the new club is later terminated, if such territory has not been relinquished or shared before the termination. (94)

 (Various terms such as city, town, borough and village are all included in the term “locality.” “Locality” can also include sections of large cities and two or more contiguous small towns. The term “community” is sometimes used to indicate the territory of a club and when so used is similar to “locality.”)

  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)

Special Representatives

It is the duty of all governors to take advantage of every opportunity to form a successful new club and it is the duty of every club and all Rotarians to cooperate in this work. The governor should appoint a well-informed Rotarian from a nearby club, preferably the sponsor club, as the governor’s special representative for organizing the new club. The representative of the governor should be a person thoroughly imbued with the ideals of Rotary, one who has the ability to explain those ideals and to communicate enthusiasm for Rotary.  The special representative also should have a thorough working knowledge of the organization and functions of a club and should be able to give the time necessary to render this service. The special representative has the authority to represent the governor in all the details leading up to the organization of the club and is sometimes, though not always, called upon to represent the governor at the final organization meeting.  If practicable, the governor should present the charter personally.  The outgoing governor is expected to provide the governor-elect with a list of the special representatives appointed by the outgoing governor. All such appointments shall automatically terminate unless they are renewed by the governor-elect within 30 days after taking office.

Sponsor Clubs

The home club of the special representative normally serves as the “sponsor” of the new club. As such, the sponsor club assumes the responsibility for:

1)                   assisting the special representative in planning and achieving the successful organization of the new club;

2)                   the early programs of the new club;

3)                   the guidance of the new club in its development as a unit of the Rotary movement.

When an existing club or clubs approve the organization of an additional club within its territorial limits, the existing club, or one such club in the territory, shall, in all cases, be the sponsor club. Care must be taken in the designation of sponsor clubs to assure that a club so designated be an effectively functioning Rotary club in good standing, with at least 25 members. (97)

The sponsor club shall have no out-standing indebtedness to RI and be carrying out a well-rounded program of Rotary service. New clubs should be given assistance in the early months after their admission to membership in RI. Therefore, sponsor clubs are urged to assist the new clubs for at least one year. Further, sponsor clubs may provide limited financial support to a new club during a clearly defined initial phase not to exceed three years. (95)

Provisional Club An organizing group, from its first organization meeting, providing it meets regularly each week, is called “a provisional Rotary club” until it has been admitted to membership in RI. The provisional club must adopt the standard Rotary club constitution and bylaws in harmony with it.

Weekly Meetings

The provisional club must provide for regular weekly meetings in accordance with the stipulations of the standard Rotary club constitution. All representatives of RI charged with the organizing of clubs or the supervision of such organizing should be advised that no club will be admitted to membership in RI unless it agrees to meet weekly.

Meeting Place

Any club admitted on or after1 March 1995 shall not hold its regular meeting in the territory of another club without the consent of that club, provided that such consent is not unreasonably withheld and that any unresolved dispute is referred to the governor(s) for decision. (94)

Name of Club

A club name is to identify the club with its territory. The name should be easily identifiable on a map of the area, so that someone unfamiliar with the area can determine the general location of the club. When there is more than one club in a locality, additional clubs shall use the locality’s name plus some other designation to distinguish it from the other club(s). In order for the name of a city to appear in a club’s name, a portion of that club’s territorial limits must be within the corporate limits of the city. The general secretary shall determine if a name is appropriate. The general secretary shall have the authority to reject any proposed name for anew club or proposed change of name for an existing club, if the proposed name is apt to cause dissension with any neighboring club or be needlessly confusing. The general secretary shall inform the president of such action. (86)

Charter Membership

A satisfactory list of charter members must be submitted comprising at least20 members. (95) The organization of a new club consisting of only one gender membership is not looked upon as being in the spirit and best interests of RI. (92)  At least half of the charter members of a provisional club must have their places of business or residence within the territorial limits of the club. (87) 

In admitting new clubs to membership in RI, the RI Board must and will adhere strictly to the rules governing membership in clubs regardless of any present deviations in existing clubs and regardless of any particular compromises that have been made because of misunderstandings. Unless governors and their special representatives do likewise, there will be the embarrassment of having to refuse or delay the admission of a club because some of its charter members have not been chosen in conformity with the rules governing membership. The list of members submitted to the RI Board as part of the club’s application for membership shall be considered the club’s complete charter membership list. Pending the action of the RI Board on an application, no other members shall be elected to the club. (27, 83)

Fees and Dues

The RI Board will not admit to membership any club in the United States of America and Canada that does not have an admission fee of at least US $25.00 and annual dues of at least US $40.00. In other countries the governor shall determine fees and dues for new clubs equivalent in purchasing power in these countries to the amount fixed by the RI Board for new clubs in the United States of America and Canada.

Charter Fee

An admission fee in an amount to be determined from time to time by the RI Board shall accompany the application from a provisional club for membership in RI. At present it is US $15.00 per charter member. (2.010.; 88)

Club Charter

An admission fee in an amount to be determined from time to time by the RI Board shall accompany the application from a provisional club for membership in RI. At present it is US $15.00 per charter member. (2.010.; 88)

Club Charter

A charter signed by the president, the general secretary and the governor is issued to each club from World Headquarters when the club is admitted to membership in RI. This charter should be carefully preserved. If possible it should be framed and hung in a conspicuous place in the club’s headquarters, meeting place or secretary’s office. On the date a club is admitted to membership by the RI Board, it becomes an official club in RI, irrespective of the date on which the charter is delivered to the club.

Programs for New Clubs

The governor or other organizer of a club is responsible for providing as far as possible the programs for the first eight or ten weekly meetings of the newly organized club. This in no way relieves the sponsor club from its obligation of looking after the younger club continuously. This applies particularly to clubs in countries in which Rotary is in process of being established.

Additional Clubs

The changing pattern of population in the Rotary world has resulted in definite concentration in large metropolitan areas. The wisdom of organizing additional clubs therein is demonstrated by the vigor and success of clubs so organized and by the corresponding benefit to the stature and life of the clubs which have released territory and to the overall growth of Rotary.

It is in the best interests of Rotary that additional clubs be established within the present territories of existing clubs either by the release or sharing of territory. Governors are to encourage the organization of additional clubs in large cities wherever the possibility of permanently maintaining a successful club of at least 25 members under Rotary’s classification principle exists. (74)

Where there are more than two clubs having the same territorial limits, only a majority of the clubs need approve the organization of an additional club. (Special provisions in the RI bylaws apply to situations where there are only two clubs involved.) In cases where a proposal for relinquishment or sharing of territory is rejected by the club or clubs concerned, the RI Board, at the request of the concerned governor, may require re-consideration. Confirmation of refusal then requires a two-thirds vote of those present and voting at a meeting of the clubs concerned. (2.020.4.)

The RI Board may approve the relinquishment or sharing of territory without the approval of the affected clubs if, in its opinion, the arguments presented are contrary to the principles of the extension of Rotary and objective conditions exist for the organization of an additional club. In making such a request to the RI Board, the governor will submit a study of the community as well as of the potential recruitment in such territory. (2.020.5.)

Clubs whose territory is indefinite or more extensive than may be necessary are urged to relinquish a portion of their territory or approve the organization of an additional club sharing the same territory so that the privileges of Rotary membership may be brought to a larger number of people in their communities. In principle, the formation of additional Rotary clubs in localities of existing Rotary clubs having fewer than 25 members is not looked upon with favor. When there are two or more commercial or trade centers within the corporate limits of a city, apart from its principal commercial or trade center, none of which is capable of providing a diversified membership for a strong, active Rotary club, one club may be organized in relinquished territory including two or more such trade centers which when combined, constitute a “locality” as used in section 2.020. of the RI bylaws. There is no provision in the constitutional documents of RI for the partial sharing of territory by clubs.(59, 64, 66)

Localities with Other Service Clubs

In some instances, the principal reason given for the failure to undertake the organization of a Rotary club in a locality is the fact that the locality already has a service club. The existence of another service club(s) in a locality should not be the determining factor in deciding that a locality cannot support a Rotary club. (45)

Admission to Membership in RI

Encouragement to New Clubs

Nearby clubs and past RI officers within the district should be advised of the admission of a new club in the district with an intimation that the new club would be encouraged if it received visits from such past officers and members of such nearby clubs. (35)

RI Membership Development and Extension Award Program

The annual RI Membership Development and Extension Award Program includes incentives for membership growth in existing clubs, retention of current club members and the establishment of new clubs.

 At the international assembly each year, governors-elect are asked to work with their incoming club presidents to set membership goals for the next Rotary year. During their presidents elect training seminars, governors-elect should discuss the importance of membership growth with their incoming club presidents and ask each of them to set a membership goal (net percentage increase) for their clubs. Each governor-elect then announces the collective district membership goal (net percentage in all the clubs, plus the number of new clubs) at the district assembly.

The timeframe for the program is1 July through 15 May of each year. Governors-elect report their district goals to RI by 1 July. Each district’s starting membership figures are taken from their clubs’ July semiannual report forms received at RI by 30 September each year.

RI promotes the Membership Development and Extension Award through out the year in all RI publications. Governors should promote the award through their monthly newsletters and other means.

 After 15 May, each governor reports to RI:

• the club in the district with the highest percentage growth rate;

• the club in the district bringing in the most new members;

• the club in the district with the highest percentage retention rate;

• those clubs which sponsored new clubs.

   Each of these clubs receives a recognition certificate signed by the RI president.  In addition, governors of districts which met or exceeded their membership goals by 15 May receive a district membership award from the RI president. Such districts also are reported in THE ROTARIAN. (96)

FINANCES

Expenses of Governor

Basic Expenses Reimbursed by RI

At the beginning of each term of office, the governor is provided with a budget. These funds are used to carry out the policies of RI and are intended to cover reimbursement of reasonable and necessary expenses associated with carrying out the duties and responsibilities of governor within the district, in accordance with the constitutional documents of RI and established policies. Reimbursements to governors are disbursed in local currency directly to the governors and are subject to random audit. (97)

The estimates for traveling expenses are based upon the number of clubs in the district, the distances to be traveled and the traveling costs in the district. RI pays only the personal expenses of the governor for traveling within the district with the exception of expenses associated with travel as governor-elect to the international assembly. (46, 71) The governor may not exceed the budget unless approved in advance by the RI Board. (41)

Separately from the governor’s budget, RI also will reimburse governors for organizing new clubs and presenting their charters. This reimbursement will be up to 50 percent of the new club admission fee paid by the new Rotary club. (82)  Before incurring expenses in excess of one-half of the charter fee in connection with the organization of a new club and the presentation of its charter, the governor should confer with the Secretariat to ascertain if funds are available. (65)

The RI Board recognizes that in addition to the official activities of RI within the district, there may be special club or district activities or functions which require or encourage the participation or attendance of the governor. However, it has been a long standing policy of RI that the expenses associated with these additional activities, including those incurred by the governor, are the responsibility of the relevant governor or the club or district itself.

RI reimburses the governor for such expenses only to the extent of this allocation. In Great Britain and Ireland, the expenses incurred by governors in the performance of their duties are paid by the territorial unit, RIBI, from funds allocated to and retained by RIBI from per capita dues paid to RI by its member clubs in Great Britain and Ireland.

Additional Expenses Reimbursed from the District Fund

Districts are urged to support financially (in addition to expenses which may be covered by RI) the governor and governor-elect in performing the responsibilities of the office of governor, and the duties of the governor-elect, as required by the district for district activities. (86)

Establishment of a District Fund

Section 15.060.1. of the RI bylaws provides a means by which a district fund may be established for the administration and development of Rotary. Care must be taken to ensure that:

1)                   per capita levy approval is sought at the district assembly or the district conference following presentation of a budget;

2)                   the funds are not under the control of a single individual; and

3)                   an audited statement of income and expenditure is presented to the following district conference as well as to the clubs as required.

Operation of a District Fund

A district finance committee shall be set up to review and study the necessary expenses of district administration. The governor shall appoint one member to serve one year, one to serve two years, and one to serve three years; thereafter, each succeeding year the governor in office shall appoint one Rotarian for a period of three years to fill the vacancy. Cooperating with the governor, this committee shall prepare a budget of district expenditures which shall be submitted to the clubs at least four weeks prior to the district assembly and approved at a meeting of the incoming club presidents at such district assembly.

The amount of any per capita levy on clubs for a district fund should be decided by the district assembly after the approval of three-fourths of the incoming presidents present, or by the district conference by a majority of the electors present and voting. Where a president-elect is excused from attending the district assembly in accordance with article VIII, section 4, of the standard Rotary club constitution, the designated representative of the president-elect shall be entitled to vote in place of the president-elect.(15.060.2.)

One member of the district finance committee, appointed by the governor, shall act as treasurer and keep proper records of income and expenditure of the fund. The funds shall be held in a bank account in the name of the district and operated upon by the governor jointly with another member of the finance committee who should preferably be the treasurer when available. The governor must supply an audited annual statement of the district finances, together with a report of the district finance committee, to each club in the district within three months of completion of the governor’s year of service. This audited annual statement and the report of the district finance committee shall also be presented and formally adopted by the following district conference. (15.060.4.)

The district (by majority of votes at the district conference or through ballot-by-mail) may decide the operation of the district fund in another manner provided it meets the requirement as mentioned under “Establishment of a District Fund.” In the absence of any decision of the district, the manner of operation of the district fund as mentioned herein above will apply. Where funds are raised for a specific purpose such as a joint district youth exchange, a budget of expenditure shall be prepared and submitted to the governor and the finance committee for approval. This shall then be included in the statement submitted to the district assembly or conference by the finance committee. It may be advisable to maintain a separate bank account for such funds and to have the chairman of the joint youth exchange committee or such other committee as may be involved as one of the signatories.

Payment of the per capita levy, when established and determined similar to the manner suggested above, is mandatory on all clubs of a district. The RI Board shall, upon receipt of certification from the governor that a club has failed for more than six months to pay such levy, suspend the services of RI to the club while the levy remains unpaid provided that the district fund has been operated as herein provided. (15.060.3.)

The membership in RI of any club which fails to pay its approved contributions to the district fund may be terminated by the RI Board. (3.030.1.)

Insurance for Districts

The RI Board urges districts to obtain the advice of legal and liability insurance counsel with respect to the need for protection against liability resulting from district projects and activities, including the desirability of securing insurance or implementing other risk management practices as may be deemed appropriate. (95)

MEETINGS  

Scheduling of District Meetings

The district conference and the district assembly each serves a particular purpose and the meetings should beheld as separate meetings. (68)

Presidents-elect Training Seminars

The Presidents-elect Training Seminar(PETS) is to the district what the International Assembly is to the Rotary world. PETS are informational programs that are planned, organized, and implemented by and under the direct authority and control of the governor elect, in cooperation and coordination with the governor, at no cost to RI. Their purpose is to train incoming club presidents to provide club level leadership by:

1)       emphasizing the theme announced by the RI president;

2)       describing new and continuing programs of RI and its Foundation;

3)       planning club and district programs and activities for the succeeding year;

4)       motivating club presidents to develop their leadership roles;

5)       informing club presidents about the operations and activities of the district.

The program of the PETS should include the following:

1)                   a minimum of one full day of plenary sessions and group discussions of clearly defined Rotarycontent;

2)                   setting up overall club organization, leadership and team building, including criteria for selecting effective leaders;

3)                   establishing techniques for goal setting and developing program strategies at a club level;

4)                   establishing and strengthening the governor/club relationship;

5)                   preparing for the district assembly, including motivation for club presidents to get their club officers to attend;

6)                   refining volunteer management skills, developing a budget, writing a speech and concluding ameeting;

7)                   managing time and establishing expected time commitments for club presidents;

8)                   a general orientation to club ad-ministration.(97)

Participants attending the PETS should include the governor-elect, assistant governors, the district trainer and all incoming club presidents in the district. It is recommended that the expenses of the incoming club presidents be paid by the club or district.(97)

The incoming district secretary may be included in the program of the seminar at the discretion of the governor-elect. (90)

The governors-elect shall schedule and conduct PETS no later than one month following the international assembly, in cooperation with the governor.(15.030.)

The governor-elect shall develop and approve the final program, ensuring that a minimum of three hours of the entire program is allocated to meetings between the governor-elect and incoming club presidents. Also, the governor-elect shall select the PETS training leaders and work with the district trainer to develop training materials and conduct the training sessions for the PETS training leaders. Plenary speakers shall be selected by the governor-elect. (97)

Assistant governors, if applicable to the district structure, shall assist the district governor in promoting attendance among the presidents-elect to whose clubs they are assigned and team building among the presidents-elect, the governor-elect and themselves. (97)

The district trainer shall work with the governor-elect in developing training materials and conducting the training session for the PETS training leaders. (97)

Where feasible, the PETS may be conducted on a multi-district basis. For governors-elect conducting such multi-district PETS, at least three hours of the program must be allocated to meetings between the governors-elect and their incoming club presidents, with assistant governors, if applicable. (97)

The governors-elect are responsible for developing and approving the final program, selecting the training leaders and plenary speakers, as well as submitting to the RI president a letter indicating their approval of the multi-district PETS program and demonstrating fulfillment of the above conditions no later than four months prior to the conducting of the seminar. (97)

The PETS and the district assembly should be held at different times, except in districts where such separately scheduled meetings would not be feasible because of distance, weather, and cost considerations. In such cases, the meetings may be held consecutively at the same site. (15.030.)

District Assembly

The district assembly is held annually to provide Rotary instruction and information and to coordinate district activities in order that the incoming presidents and secretaries and such other incoming club leaders as the RI Board may designate will receive a greater understanding of their responsibilities and opportunities for service.(15.020.)

The governor shall schedule the district assembly between 1 March and 1 July at a time which will not preclude attendance by any district assembly participants who may attend the international convention (15.020.) and preferably after the international assembly. (95)

The governor-elect shall plan and conduct the district assembly in cooperation with the governor. (15.020.)

The program of the district assembly should address the following topics:

1)       administrative responsibilities for respective club officers;

2)       effective use of club resources;

3)       service opportunities and responsibilities;

4)       practical steps to program implementation;

5)       club level service within the broader district context;

6)       motivating club leaders;

7)       setting goals for the year;

8)       RI annual theme;

9)       plans for the year. (91)

   The incoming district secretary maybe included in the program at the discretion of the governor-elect. (90)

   Incoming presidents shall attend the district assembly. If excused by the governor-elect, the incoming president shall send a designated representative from his or her club whose duty it shall be to report back to the incoming president. (SRCC VIII, 4)  Secretaries should be required by their respective clubs to commit themselves to attend the district assembly. It is recommended that the expenses of the president and secretary be paid by the club or the district. (63)

Incoming club presidents and secretaries are urged to become familiar with, in advance of the district assembly, the membership growth patterns in their clubs and to be prepared to discuss plans they may have to ensure proper growth. (73)

In districts of vast extent where difficulties of travel prevent a full representation of clubs at a single assembly, it is recommended that the governors arrange to hold as many group or sectional assemblies as may be necessary. (42)

District Conference

A conference of Rotarians is held annually in each district at such time and place in the district as shall be agreed upon by the governor and the presidents of the majority of the clubs in the district. The dates of the conference shall not be in conflict with the district assembly, the international assembly, the council or the international convention. (15.040.1.)

The purpose of the conference is to further the program of Rotary through fellowship, inspirational addresses and the discussion of matters relating to the affairs of clubs in the district and RI generally. The conference gives consideration to any special matters submitted to it by the RI Board or matters originating within the district. The conference sometimes offers for consideration by the council proposed legislation growing out of conference discussions. The conference elects a delegate to the council on legislation in the year preceding the year in which the council is held. (8.050.)

In order for the governor to be able to devote the necessary time to insuring the success of the conference, districts are urged to schedule their conferences for that part of the Rotary year when the governor has completed official club visits. (69)

Holding Conferences Conjointly

The RI bylaws provide that the RI Board may authorize two or more districts to hold their conferences con-jointly.(15.040.1.)  The holding of district conferences of two or more districts is encouraged. (63)  It is not advisable to hold conferences conjointly two years in succession. (61)

Holding Conferences Outside District Boundaries

Recognizing that the district conference is for all Rotarians in the district and as many Rotarians as possible should attend, the site of the conference should be within the boundaries of the district or, if necessary and with the approval of the clubs in the district and the RI Board, within a neighboring or reasonably close district, that is, within five hours of land travel. (39, 53, 63, 91,92, 97)

Twelve Principal Elements of a Good District Conference

The RI Board believes that to achieve a successful district conference the governor will:

1)       be fully involved in planning, organizing and conducting theconference;

2)       develop a comprehensive and well-balanced program which starts and ends on time and includes innovative and provocative presentations on Rotary subjects and subjects of local interest, including the utilization of participants in Rotary Programs For New Generations and programs of The Rotary Foundation;

3)       recognize that the representative of the president has the same status as the president during the conference and must be given an opportunity to deliver a major address of 20-25 minutes at the conference session with the maximum attendance, including spouses. Other opportunities for a brief report of Rotary and final remarks at the opening and closing sessions should be provided. The representative also may be involved in discussions and other sessions where the representative’s Rotary experience is recognized. However, before scheduling the address of the president’s representative on the conference program, the governor should consult with and determine the desires of the president’s representative in connection with participation in the program. (48) Hospitality and courtesy appropriate to the president should be given to the representative and spouse;

4)       plan a conference of not less than two full days and no more than three days duration and providing a minimum of nine hours of plenary sessions and discussion groups of clearly defined Rotary content; when non Rotarian speakers appear on the program, endeavor to have the subjects of their presentations directly associated with the Object of Rotary;

5)       aim to achieve maximum attendance of Rotarians in the district by effective promotion, maintaining an affordable cost and avoiding conflict with otherevents;

6)       ensure representation from every club in the district by involving them in conference program sand activities;

7)       encourage the attendance of every registrant at plenary sessions by scheduling spouse and other events at non-conflicting times;

8)       hold discussion groups with maximum participation;

9)       make provision for the recognition of new Rotarians, first time attendees, club presidents and incoming club presidents;

10)    hold a session to promote the next conference, encouraging pre registration;1

11)    encourage the involvement of the local community by conducting a well planned public relations effort before, during and after the conference, including media relations;

12)    maximize assignments among Rotarians throughout the district.(42, 46, 47, 48, 49, 58, 63, 69, 91)

In any district where the district conference is not in accordance with the foregoing, the expenses of the governor in planning, developing and presiding at such conference are not reimbursed by RI. (82)

      In order to insure better attendance and to derive maximum benefits from the conferences, governors are requestedto:

1)       make a special effort to have the entire membership of all newly organized clubs represented at the conference;

2)       endeavor to hold the conference at some centrally located city in the district;

3)       provide for the holding of Club, Vocational, Community, and International Service assemblies;4) dispense with unnecessary entertainment features and contest events in the planning of the conference program, and confine program topics strictly to Rotary business. (42, 47, 48)

Governors are urged to arrange for an exhibit at the site of the district conference and to request all clubs in the district to provide a display of at least one club project with special recognition to be given to outstanding displays. Such exhibit shall also include district wide projects. (68)

Where feasible, some social activity, a banquet, luncheon or reception, should be provided for those Rotarians residing in the district who are pas tofficers of RI, and their spouses. (41)

District Resolutions and Proposed Legislation

In accordance with the RI bylaws, a district conference may adopt recommendations upon matters of importance in its district provided such action shall be in accordance with the RI Constitution and Bylaws and in keeping with the spirit and principles of Rotary. Accordingly, resolutions adopted at district conferences must be in harmony with established policy of RI. (58)

Each governor, in advance of a council on legislation, should arrange for the holding of a district meeting to which representatives from the clubs in the district would be invited for the purpose of:

1)                   developing an intelligent under standing of proposed legislation to be considered at the council;

2)                   enabling the representative of the clubs in the district to the council to have a consensus of the position of the clubs regarding proposed legislation.

Such meetings shall be scheduled as a part of the program of the district conference.

President’s Representative

A representative of the president is assigned to attend each district conference. Personal travel expenses of the president’s representatives and their spouses are paid by RI. It is expected that the district conference will assume the hotel and other conference expenses of the president’s representative and spouse during their attendance at the conference. The president usually advises the governor relative to the treatment such representative is expected to receive and the number, times and types of the representative’s program participation. Governors are expected to observe carefully this advice. Recognizing that the governor shall plan, promote and preside at all official district meetings, it is worthy of special notice that the president’s representative at the district conference is accorded the same position of precedence as the president. (See “Rotary International Protocol,” Chapter 3.)

If possible, the president’s representative should visit Rotary clubs and Rotary service projects before or after the district conference. (90)

MISCELLANEOUS

Patrons of Rotary

In those districts desiring to confer on a person an appropriate title which recognizes that person’s support of Rotary, the conferring of such title shall be reserved for heads of governments and members of royalty, or their representatives as may be deemed appropriate by Rotarians of such districts. (78)

District and Regional Publications

Definition of Rotary Regional Magazines

A Rotary regional magazine exists to advance the Object of Rotary in all its aspects. A Rotary publication which meets the following criteria may be recognized as a Rotary regional magazine:

1)       the magazine serves an area of more than one district or country;

2)       all aspects of the publication of the magazine must be under the direct supervision of an editorial board consisting of at least six members, including a current district governor or designate, a current governor elect or designate, the editor-in-chief of the magazine, and three past RI officers;(98)

3)       recognizing the right of the editor of a Rotary regional magazine to enjoy full editorial freedom within the basic framework of Rotary policy, the editor must accept reasonable editorial and management supervision of the editorial board;

4)       the editorial content of the magazine must be in harmony with RI policy and at least 50 percent of the editorial content must be on Rotary or Rotary-related subjects;

5)       in addition to news of a local or regional nature, the magazine shall carry information about RI and shall consider for presentation such topics and such specific text as the president or RI Board may request;

6)       the magazine must be published not less often than four times a year;

7)       the magazine shall maintain an overall quality of attractive appearance in keeping with the dignity and nature of Rotary;

8)       the magazine must be assured of a circulation approaching a majority of the Rotarians in the area it serves so as to maintain its purpose and economic viability;

9)       the magazine must be adequately financed without financial responsibility of RI.Each official regional magazine is subject to a certification process to assure that it meets the above specifications. (98)

Guidelines for Rotary District Publications

Rotary district publications exist to advance the Object of Rotary in all its aspects. A Rotary district publication shall meet the following criteria:

1)       the publication serves one district;

2)       all aspects of the publication must be under the direct supervision of the governor;

3)       the governor, together with any Rotarian appointed to act as editor, shall be responsible for the editorial content of the district publication and it shall be in harmony with RI policy;

4)       in addition to news of a local or district nature, the publication shall carry information about RI and shall present such information and specific text as the president may request. (77)

Past Governors

An advisory council of past governors is recommended for each district. Such councils are to be composed of all past governors who are members of Rotary clubs within the district. The council shall be called and directed by the governor usually at the governor’s advice, but at least twice each year; (a) as governor-elect, within the month following the end of the international assembly, to inform the current and past governors about the news of Rotary International and to receive information on the district; and (b) as governor, within the month of January, to discuss the problems of the district. The authority and/or responsibility of the governor shall in no way be impaired or impeded by the advice oractions of the past governors. (92-278)  Governors also are encouraged to draw upon past RI officers to:

a)        assist in extension efforts, inform governors-elect, and promote the convention;

b)       serve at district assemblies and conferences;

c)        help in activities involving contacts outside the district such as Youth Exchange, World Community Service and other areas of international contact and cooperation.(76)

3 ROTARY INTERNATIONAL

GENERAL

A Definition of Rotary

               Rotarians are members of their respective clubs. The Rotary clubs are members of Rotary International. The purposes of RI are:

1)       to encourage, promote, extend and supervise Rotary throughout the world;

2)       to coordinate and generally direct the activities of RI. (RIC III)

Object of Rotary

The Object of Rotary is to encourage and foster the ideal of service as a basis of worthy enterprise and, in particular, to encourage and foster:

First. The development of acquaintance as an opportunity for service;

Second. High ethical standards in business and professions; the recognition of the worthiness of all useful occupations; and the dignifying of each Rotarian’s occupation as an opportunity to serve society;

Third. The application of the ideal of service in each Rotarian’s personal, business and community life;

Fourth. The advancement of international understanding, goodwill and peace through a world fellowship of business and professional persons united in the ideal of service. (RIC IV)

The RI Board has agreed that the four explanatory statements in the Object of Rotary are of great and equal significance and that they are actions which must be taken simultaneously. (96)

The Mission of Rotary International

The mission of Rotary International is to assist and guide Rotarians and Rotary clubs to accomplish the Object of Rotary to ensure Rotary’s continuing relevance to help build a better world, emphasizing service activities by individuals and groups that enhance the quality of life and human dignity, encouraging high ethical standards and creating greater understanding among all people to advance the search for peace in the world. (96) Fundamental Characteristics of Rotary

Rotary is a world fellowship of business and professional persons united in Rotary clubs for the purpose of encouraging the practical application of the ideal of service, both individually and collectively. A Rotary club selects its members on a basis of classification of their vocations in order to assure abroad representation of the community’s life and further the Object of Rotary. Attendance at regular club meetings is required at least to a stated minimum for the continuance of membership so that acquaintance and fellowship maybe developed as a first step toward lasting friendships. Rotary clubs provide members with opportunities to exemplify high ethical standards in their personal and business or professional activities. The religious and political beliefs of a Rotarian are regarded as being one’s own concern.

RI Administration

A fundamental principle underlying the administration of RI is the substantial autonomy of the member Rotary clubs. (62) Constitutional and procedural restrictions are kept to the minimum necessary to preserve the fundamental and unique features of Rotary. Within that provision, there is the maximum flexibility in interpretation and implementation of RI policy, especially at the local level. (62) 

The advancement of the ideal of international understanding, goodwill and peace through Rotary requires general recognition of the vital importance of preserving and promoting the international fellowship of member clubs throughout the world, based not upon the grouping of clubs in national are as, but upon the direct relationship and common responsibility of the member clubs to RI. (61, 62)

Supervision of Clubs

The administration of clubs is under the general supervision of the RI Board together with one or another of the following forms of direct supervision:

1)       direct supervision of clubs by a governor in a constituted district;

2)       direct supervision of a club by the RI Board (this is a form of supervision provided for non-districted clubs);

3)       such supervision, in addition to the supervision of a governor, of clubs within any area composed of two or more geographically contiguous districts, as may be deemed advisable by the RI Board and approved by a convention.

In the districts in Great Britain and Ireland, the duties of the governor are performed in keeping with traditional practices in that area under the direction of the general council of RIBI and consistent with the Constitution and Bylaws of RIBI. Each governor in RIBI is responsible for the district’s supervision to the RI Board and to the general council of RIBI as prescribed in the RI bylaws and the RIBI constitution.

The elective officers of RIBI are the president, immediate past president, vice-president and honorary treasurer. (RIC VII, 1) The president, vice-president and honorary treasurer are nominated annually by the conference of RIBI and are elected at the convention by the electors present and voting. The governor in Great Britain and Ireland is selected for nomination by the district’s clubs, nominated by the annual conference of RIBI, and elected at the convention of RI by the electors present and voting.

Rotary International Training Leaders

The RI Board has approved the annual appointment of a team of Rotary International Training Leaders at the zone level by the RI president, in consultation with the president elect and the Rotary institute conveners for the Rotary year in which the institute is held. (97, 98) The responsibilities of each training leader should include:

• serving (or having served) as a group discussion leader at the international assembly;

• serving as a training leader at zone level training for district governors-elect;

• providing advice and support to governors-elect and district trainers preparing for their district PETS and district assemblies;

• providing advice and support to governors-elect preparing training programs for their assistant governors;

• serving as a resource to district governors planning training programs for incoming district Interact and Rotaract representatives and club presidents;

• serving as a Rotary information resource to Rotary leaders at the club and district levels. All training leaders receive appropriate orientation and instruction immediately prior to the international assembly to enable them to serve effectively as resources at the zone and district levels. (95)

OFFICERS OF RI

Board of Directors

The RI Board is composed of nineteen members: the president as chairman of the RI Board, the president-elect and seventeen other directors nominated by the clubs in zones as specified in the bylaws, and elected by the convention.(RIC VI, 1)  Each director, although nominated by the clubs in a certain zone, is elected at the convention by all the clubs, thereby placing on each director the responsibility of representing all clubs in the administration of Rotary.

The RI Board directs and controls the affairs of RI by:

(1)     establishing policy for the organization;

(2)     evaluating implementation of policy by the general secretary; and

(3)     exercising such other powers conferred upon the RI Board by the constitution, RI bylaws, and the Illinois General Not-for-Profit Corporation Act of 1986, and any amendments there to. In conformity with provisions of the constitutional documents, the RI Board is responsible for directing and controlling the affairs and funds of the international association, exercising control over the current and incoming officers of the association and the committees of RI, and providing general supervision to the member clubs.

The RI Board is responsible for doing whatever may be necessary for the furtherance of the purposes of RI, the attainment of the Object of Rotary, the study and teaching of its fundamentals, the preservation of its ideals, its ethics, and its unique features of organization and its extension throughout the world.(5.010.) All RI Board decisions, unless specified otherwise, take effect immediately upon the adjournment of the meeting at which they are made. (97) The action of the RI Board is subject to an appeal to a convention. (5.020.)

The RI Board may appoint an executive committee of no fewer than five or more than seven of its members, including ex-officio members. It may delegate to such committee authority to exercise, between meetings of the RI Board, the power to make decisions on behalf of the RI Board, where the policy of RI has been established. The RI Board in each year prescribes the specific terms of reference for the executive committee. (5.060.)

Role of the Board at International Assembly and Convention

The role of the RI Board and individual directors at the convention is to represent RI Board in its official capacity at assigned convention events; to participate in plenary sessions, workshops or forums and, as assigned, as speakers, moderators or panelists; to participate in pre-convention meetings such as the Rotary International Institute, Youth Exchange Officer, or Rotaract; to participate in RI luncheons, dinners and other social events; to attend meetings of the RI Board which may be held during the convention; and to discharge such other responsibilities as the president, president-elector RI Board may assign.

       The role of the RI Board and individual directors at the international assembly is to participate in plenary sessions and in other presentations as assigned, as speakers, moderators or panelists; to serve as official hosts at functions attended by governors-elect; to become more knowledgeable about the training and education of governors-elect; to help identify problems or trends in Rotary which may warrant the attention of the RI Board; to attend meetings of the RI Board which may be held during the assembly; and to discharge such other responsibilities as the president, president-elect or RI Board may assign. (94)

Officers of RI

The general officers of RI are all members of the RI Board and the general

secretary. Other officers of RI are the governors (officers of RI within their respective districts), and the president, immediate past president, vice-president and honorary treasurer of RI in Great Britain and Ireland (RIBI). They are nominated and elected as provided in the RI bylaws. (RIC VII) The officers of RI are servants of the movement throughout the world, and not of any national section of that movement.

The President

The president is the highest officer of RI. The president is the principal person to speak on behalf of RI, presides at conventions and meetings of the RI Board, reviews the work of and counsels the general secretary, reports annually to the RI Board on the performance of the general secretary and the Secretariat and performs such other duties as pertain to the office. (6.140.1.)

The president:

1)                   is the chief representative of Rotary to heads of state, governmental and civic leaders, news media, and the public;

2)                   is the international and principal spokesperson of RI, providing motivation and inspiration for all Rotarians;

3)                   chairs all meetings of the RI Board, conventions, regional conferences and, in conjunction with the president-elect, international assemblies;

4)                   promotes and facilitates, in consultation with the general secretary, the service work and activities of RI;

5)                   is consulted by the general secretary on all matters of importance or on those in which the president has indicated a special interest;

6)                   reviews the work of and counsels the general secretary and reports at least annually to the RI Board regarding the performance of the general secretary and the Secretariat;

7)                   makes appointments, such as membership on RI committees, of which the president is an ex-officio member (except the nominating committee for president); Trustees of The Rotary Foundation of RI; officers of the council on legislation; and others, in order to carry out the program of Rotary;

8)                   may be represented at district conferences by Rotarians appointed by the president;

9)                   commensurate with the responsibilities and duties of the office, is expected and encouraged to undertake a program of world wide visitation, within the limits of budget and policy fixed by the RI Board, provided that an estimated one third of the time as president is spent at World Headquarters;

10)                is authorized and encouraged to select an appropriate theme to be observed throughout RI during the year;

11)                is authorized, in connection with the duties of the office, to appoint an aide to provide personal assistance in connection with those presidential duties;

12)                shall perform such other duties as pertain to the office;

13)                may delegate any of the powers of the office to other directors and the general secretary upon such terms as the president determines;

14)                is authorized to act in emergency matters for the RI Board, subject to the provisions of the constitutional documents of RI, when the RI Board or its executive committee is not in session or cannot easily be called into session. (93)

The President-elect

The president-elect has only such duties as arise from the RI bylaws and from membership on the RI Board but may be assigned further duties by the president or the RI Board. However, the president-elect:

1)                   should work closely and harmoniously with the president and president-nominee to maintain the stability and continuity of the leadership of the president of RI;

2)                   should be prepared to accept assignments from the president, including participation in as many Rotary institutes as feasible;

3)                   has the responsibility to devote appropriate time and effort in preparing for a year of leadership of the organization;

4)                   plans the program of the international assembly that prepares governors for the year the president-elect is president;

5)                   shall assist in the preparation of the RI budget for the year of thepresident-elect’s presidency;

6)                   shall serve as an ex-officio voting member of the Finance Committee of RI;

7)                   attends all Board meetings;

8)                   begins planning the convention for the year of the president-elect’s presidency. (97)

The Vice-President and Treasurer

The vice-president is selected by the incoming president at an interim meeting of the incoming RI Board immediately following the close of the convention in each year. (6.020.1.) The treasurer is selected by the incoming president at an interim meeting of the incoming RI Board in each year from among the members of the RI Board serving in the second year of their terms. The treasurer shall serve for a term of one year beginning on the following first day of July. (6.020.2.)

The treasurer shall regularly receive financial information from and confer with the general secretary regarding the management of RI finances. The treasurer shall make appropriate reports to the RI Board and also shall make a report to the annual convention. The treasurer shall have only such duties and powers as arise from membership on the RI Board, but may be assigned further duties by the president or by the RI Board. (6.140.4.)

The treasurer also:

1)                   attends meetings of the finance committee, as an ex-officio voting member, and thus serves in a liaison capacity between the RI Board and the committee;

2)                   along with the finance commitee, counsels the RI Board on matters related to the finances of RI;

3)                   co-operates with the finance committee in the preparation of forecasts of income and expenditures;

4)                   serves (if appointed) as an ex-officio member of the executive committee of the RI Board. (75)

   If an investment advisory committee is established, it is recommended by the RI Board that the president appoint the treasurer as liaison director between the committee and the RI Board. (88)

Directors

Directors are elected at the convention to serve for terms of two years.(6.060.1.) They have such duties and responsibilities as may arise from their membership on the RI Board. The RI Board is expected to be fully informed on RI policies since the public may regard directors as spokespersons of RI.(80) Governors are under the general supervision of the RI Board. (5.030.)

General Secretary

The general secretary is the chief administrative officer of RI under the direction and control of the RI Board. The general secretary is responsible to the president and the RI Board for the implementation of its policies and for management and administration, including the financial operation of RI. The general secretary’s annual report, upon approval by the RI Board, is submitted to the convention. (6.140.3.) Before 31 March in the final year of the general secretary’s term, the RI Board elects someone to serve in that office beginning on 1 July. The general secretary’s term shall be not more than five years but a person may be re-elected.(6.030.; 6.140.3.)

The general secretary shall:

1)       implement the policies of RI, the RI Board and Foundation trustees;

2)       provide general supervision of all operations of the Secretariat, including but not limited to those functions related to finance, program, communication, planning, The Rotary Foundation, and administrative matters;

3)       assist the RI Board and the trustees in long-range planning and policy formation;

4)       make decisions on behalf of the RI Board, as authorized, and execute all legal documents and contracts on behalf of the association and its Foundation;

5)       work in close cooperation with the president in carrying out the responsibilities of the general secretary’s office. (94)

Directors, Clubs and Districts

Directors and governors in the irrespective zones are encouraged to maintain contact with one another. Although a director’s role is specifically to represent all Rotary clubs and districts, directors have a natural affinity for and special knowledge of the zones from which they are nominated. This special relationship can be used to enhance the program of Rotary. Directors should be accessible to the governors for informal consultation on such matters as interpreting RI Board action, serious district or inter district problems, or possible future formal communication with the RI Board. Directors should be prepared to advise other members of the RI Board on matters where direct knowledge of a locale, its customs, practices and individuals may be helpful. (80) Directors also are encouraged to visit the districts and zones from which they are nominated, when circumstances permit and without expense to RI. Such visits should be utilized to meet with the governors and past RI officers in the district and with club presidents to discuss and to encourage promotion of the program of Rotary. Each governor is encouraged to invite the director from the governor’s zone to schedule a visit to the district and to arrange for a meeting or meetings at which the director may meet with the past RI officers and the current club presidents in the district for discussion purposes. Such governors should suggest to districts that they defray the travel and out-of-pocket expenses incurred by directors in making such visits to the district. Where feasible, acceptance of invitations by members of the RI Board to speak to individual clubs should be subject to the club arranging an intercity meeting so that as many clubs and Rotarians as possible may be contacted.

SELECTION PROCESSS

election of Officers of RI

The procedure for the selection of officers of RI can be found in articles V, VI, IX, X, XI, XII and XIII of the RI bylaws. In addition, the RI Board has adopted the following with respect to elections. The selection of nominee for president and director is solely the responsibility of the relevant nominating committee. The primary purpose of the committee is to bring about the nomination of the most capable Rotarian available. There should be no efforts from outside the committee to influence its decision in this respect. (62, 69)

The nominating committee for director should not accept, nor should it be bound or limited in its consideration of candidates by, instructions or binding commitments but should base its decisions on due consideration of the appropriate qualifications of all candidates after deliberate discussion by the committee. (69) If, in the opinion of the nominating committee for director, efforts on behalf of a suggested candidate for director exceed the scope of a dignified, responsible suggestion of the candidate, it would be within the prerogative of the nominating committee to disregard the proposal of such suggested candidate. (65)

Guidelines for Candidates for Elective Offices

The RI Board has adopted the following guide lines, based on the provisions of section 10.050. of the RI bylaws concerning campaigning, canvassing and electioneering. These guidelines govern any Rotarian considering election to the office of president, director, governor or representative to the council.

1)                   A Rotarian who becomes a candidate for one of these RI offices must conform to the prohibitions of the RI bylaws concerning campaigning, canvassing or electioneering. The candidate and all Rotarians concerned with that election shall observe both the letter and the spirit of the bylaws and refrain from any activity whose purpose or effect is to influence others by promoting or soliciting support for any Rotarian’s candidacy. Such activity is repugnant to the spirit of the bylaws and the principles of Rotary and will be grounds for disqualification of a candidate.

2)                   Campaigning, canvassing or electioneering is any action seeking votes, requesting support in a forthcoming election, distribution of literature or promotional materials or other overt actions intended to promote one’s candidacy for an elected Rotary office. The normal performance of Rotary activities by a Rotarian would not be considered to be a violation of the policies related to campaigning, canvassing or electioneering.

3)                   The prohibition of campaigning applies from the time the clubs are notified that they may submit names for one of these offices until the conclusion of the electoral process. This process is concluded at either the deadline date for challenging the candidate of the nominating committee (if any) or the announcement of the winner of a ballot.

4)                   During the above time period and within the electoral area, a candidate shall conduct Rotary service and activities in a circumspect manner, avoiding any action that could give the candidate an unfair advantage over other candidates for the same position.

5)                   Should a candidate become aware of any campaigning or electioneering activities which are undertake non the candidate’s behalf, the candidate shall immediately and in writing express dis approval to all concerned and instruct them to terminate such activity.

6)                   Violations of Rotary policies on campaigning and canvassing shall be filed with the general secretary in accordance with section10.050.2. of the RI bylaws. (92)

Procedures for Election Violations

The RI Board has established the following procedures for election violations:

1)                   A Rotary club (with the concurrence of at least five other clubs) or a current RI officer may file with the general secretary a written complaint, with supporting documentation, alleging a violation of the RI bylaws or some unfair practice relating to the activity of a candidate for an elective office in RI or of another party. Such a complaint must be received by the general secretary not later than 45 days after the results of the balloting are announced. A representative of the president to a district, zone or regional meeting also may initiate a complaint if sufficient evidence of violations exists, and refer that evidence to the general secretary.

2)                   After receiving such a complaint with supporting documentation, the general secretary shall inform the party in question of the allegation and request a response with documentation by a certain date.

3)                   The president (or the general secretary acting on behalf of the president) shall either:

a)        resolve any misunderstand-ingabout the requirements of the relevant RI constitutional documents, or, where unable to resolve any misunderstanding by agreement, the president, through the general secretary, shall take all action as deemed appropriate, except for actions specifically provided for in RI by-laws section 10.050.3., in order to ensure a fair election;

b)       upon receipt of information, certified by the general secretary, that a candidate has appealed to a “non-Rotary” agency prior to completing the RI election review procedures, the president shall, in accordance with RI bylaws section 10.050.5. and on behalf of the board, disqualify the candidate for the election in question, without referral to the RI election review committee; or

c)        in consultation with the chairman of the election review committee, select three members of that committee (one of whom shall come from the area of the complaint and one of whom shall be designated as convener) to serve as a panel to evaluate the complaint. Any member of the committee, however, may disqualify himself/herself from considering a particular complaint, even if this means that there cannot be a member on the panel from the area concerned. Any vacancy on the panel shall be filled in the same manner.

4)                   The general secretary shall prepare and convey to a panel a summary and analysis of the complaint (and response, if one has been received by the set date), with copies of all documents submitted. Any documents submitted by the parties to the complaint may be made available to all parties uponrequest.

5)                   In its consideration of a complaint, a panel shall take into account the relevant RI bylaws provisions and the policies established by the RI Board in the interpretation and application of those bylaw provisions. A panel may request the general secretary to obtain additional evidence or information from the complainant, the candidate or any other concerned party.

6)                   A panel shall evaluate a complaint by correspondence. However, should the election be for the general offices of president or director, the president (or the general secretary acting on behalf of the president) may, upon the recommendation of a panel and after consultation with the chairman of the election review committee, authorize a meeting of a panel, at RI expense, at a time and place determined by the general secretary. At such a meeting, a panel may grant a personal appearance to any party, at that party’s expense, directly concerned in the election under review. But there shall be no disqualification of a candidate for election as a general officer of RI without there having been an opportunity offered to the candidate to appear personally, at that person’s expense, before a panel of the committee.

7)                   On the basis of its review of the information available to it, a panel shall report to the RI Board its findings of fact, its conclusions and its recommendations. A copy of the report shall go to the chairman of the election review committee if the chairman is not a panel member. Prior to making its recommendation to the board, the panel must reach aconsensus.

8)                   After having received this report, the RI Board, after due consideration, may:

a)        dismiss the complaint;

b)       disqualify any candidate;

c)        admonish a Rotarian or Rotary club for unseemly action;

d)       take any other appropriate action deemed fair and just.

9)                   The RI Board’s decision shall be reported promptly to all parties concerned and to all members of the election review committee.(10.050.; 91, 95, 96, 97)

Failure to Complete Election Review Procedure

Rotarians and clubs are obligated to follow the election review procedure as the exclusive method of contesting the right to an elective office or the result of an election. Failure to follow and complete the election review procedure before seeking the intervention of any non Rotary agency or other dispute resolutions system will result in a candidate’s disqualification from election.(10.050.5.)

COMMITTEES

Committees of RI

RI committees are those specified in the RI bylaws or established by the RI Board as it may determine is in the best interests of RI. (16.010.) Except as other wise provided in the RI bylaws, the president appoints the members of all committees and subcommittees and designates the chairman of each committee and subcommittee. The president is an ex-officio member of all committees except the nominating committee for president and any special committee formed under section17.075. of the RI bylaws. (16.020.,16.040.)

All committee action except that of the nominating committee for president is subject to the approval of the RI Board. Committees are, by their nature, solely advisory to the RI Board with no administrative function, except as their prescribed terms of reference may otherwise provide. (16.090.; 74)

Committee Meetings

Many committees conduct their business without a meeting. Meetings are authorized by the president only when the president or the RI Board believes that such meetings are warranted. Normally, meetings of committees of RI are held at World Headquarters in Evanston. (46)

Voting by Communication

A committee may normally transact business by any modern means of communication.(52)

FINANCE

Fiscal Year of RI

The fiscal year of RI begins on 1 July and ends on 30 June. (17.010.) For the collection of per capita dues and subscriptions, the fiscal year is divided into two semi annual periods extending from 1 July to 31 December, and from1 January to 30 June. (17.040.1.)

Financial Matters

The affairs and funds of RI are under the direction and control of the RI Board, which each year adopts a budget for the succeeding fiscal year in which anticipated total expenses shall not exceed total anticipated revenue. The general secretary may authorize the payment of expenses only to the extent that such expenses are within the budget approved by the RI Board. Only in an emergency, and by three quarters vote of all directors, may the RI Board authorize expenditures in excess of anticipated revenues, provided that no expenditure results in indebtedness which exceeds the net assets of RI.  Full details of excess expenditures and the circumstances leading there to must be reported by the president to all officers of RI within sixty days and to the next convention. (RIC VI, 2; 17.050.)

Publication of the Yearly Budget

The budget of RI shall be published in a form determined by the RI Board and brought to the knowledge of all Rotary clubs not later than 30 September of each Rotary year. (17.050.5.)

Investment Policy

The RI Board shall designate the moneys not required for current purposes, which shall be set aside for general fund investment. It is understood that any moneys so designated shall be exclusive of any proceeds from the sale of securities previously purchased for general fund investment and that any such proceeds may be used for general fund investment without being set aside for that purpose by the RI Board. The RI Board also permits the reinvestment of interest and dividends earned from the general fund investments which may be used for general fund investment without being set aside for that purpose by the RI Board. Investments of RI funds shall be made in countries as may be approved by the RI Board under such conditions as the RI Board may determine. The performance of the investment manager(s) is to be measured in terms of the US dollar, recognizing that, for the specific needs of RI, the most meaningful period for the evaluation of an investment manager’s performance is over a 3-5year period, while maintaining the discipline of quarterly monitoring. It is the objective of the general fund to realize the highest rate of return consistent with the preservation of capital in real terms and good market ability. The implementation of this policy shall be accomplished in accordance with “investment operating procedures” as determined by the RI Board.

Revenue of RI

The principal sources of the revenue of RI are per capita dues from clubs; convention and conference registration fees; rental income from the tenants of the World Headquarters building; charter fees from new clubs; sale of publications; subscriptions and advertising income from the magazine; license fees and royalty payments; and interest and dividends on investments.

Five-Year Financial Forecast

Every year the RI Board considers a five year financial forecast which describes the planned and expected development of the total revenues and total expenses of RI as well as the planned and expected development of the assets, liabilities and fund balances of RI. This forecast is presented by the RI Board to every council as background information for any proposal of a financial nature to be considered by the council, with the first year of the forecast being the fiscal year in which the council is being held. (17.060.)

Per Capita Dues

Each club pays to RI for each of its members, other than honorary members, annual per capita dues of thirty five US dollars (US$35.00). (17.030.1.) Per capita dues are payable semiannually on 1 July and 1 January of each year, based on the number of members of the club on said dates. (17.040.1.)

On 1 October and 1 April of each year, each club pays per capita dues in the pro-rated amount of eight US dollars and seventy-five cents (US$8.75) for each of its members, other than honorary members, elected to membership in the club subsequent to the start of the semi-annual period for which the dues are payable. (17.040.2.)

Dues for Club Representation at the Council on Legislation On 1 July of each year in which the council is scheduled to meet, each club pays to RI for each of its members, other than honorary members, additional dues of one US dollar (US$1.00) per capita to provide for the travel expenses of representatives of clubs to the council in attending the meeting of the council. Such expenses are paid in a manner determined by the RI Board and, after those expenses have been met in full, to defray, as far as possible, the administrative expenses of the council. The RI Board must furnish to clubs an accounting of receipts and expenditures relating to the council. (17.030.2.)

Newly Admitted Clubs

Only clubs which have been admitted to membership in RI on or before the immediately preceding 15 May will be asked to certify to their membership on 1 July and pay per capita dues on that date. In like manner, only those clubs which have been admitted on or before the immediately preceding 15 November will be called upon to certify to their membership on 1 January and pay per capita dues as of that date.

Refunds or Prorating

Clubs do not receive a refund from RI on per capita dues paid for members who are subsequently dropped from the membership of the club during a semiannual period.

Clubs in Arrears

Suspension of clubs with unpaid financial obligations in excess of US$50 will occur 180 days (six months) from the due date. Termination of clubs with unpaid financial obligations in excess of US$50 will occur 270 days (nine months) from the due date. Any suspended club with unpaid financial obligations of US$50 or less after 270days from the due date will have service reinstated. Unpaid financial obligations of US$50 or less will be written off after 270 days from the due date. Letters requesting payment will be sent to clubs with balances of US$50 or less, but suspension or termination will not be mentioned. A record of clubs with consistent patterns of non payment under US$50 will be maintained. After two cycles of nonpayment, the general secretary has discretionary authority to terminate services. Records of all write-offs of club financial obligations will be maintained for review by the Board at any time. (97)

Rotary clubs located in restricted currency countries which, despite their best efforts are unable to transmit payments due to RI, will not be terminated automatically. Such clubs are required to establish, to the satisfaction of the RI Board, that they have provided for an adequate financial reserve, holding the amounts due to RI with the understanding that such funds will be released to RI upon demand within the country in which the club is located, or transmitted to RI’s bank account at the earliest possible date. (78)

Annual Publication and Distributionof Financial Report of RI

No later than the end of December following the fiscal year-end, the general secretary publishes the audited annual report of RI. The report contains the expenditures of the office of the president, the RI Board, each major division of the administration of RI and the annual convention and is accompanied by a statement comparing each of these line items with the budget adopt-ed/revised in accordance with the RI bylaws. The report contains full details and circumstances when expenditures vary from the approved budget by more than ten percent in each category. The report is distributed to each current and past officer of RI and, in the year immediately preceding a council, to each member of the council. It is available to clubs from RI upon request.(17.080.)

Expenditures of RI Funds

General Procedure for the Expenditure of RI Funds

The RI Board has the responsibility of voting appropriations to be expended by governors and others who have the responsibility of making the expenditures. Such appropriations are established through the preparation of an annual budget by RI. In this budget are listed all estimated expenditures for the coming year. When the RI Board approves the budget, it thereby makes the respective appropriations. It is understood that each item of the budget is appropriated on the basis of “or such part thereof as may be necessary.” In other words, each item is appropriated as the maximum, and if anyone making the expenditure can accomplish the work for a lesser amount than the maximum, the funds of RI thereby will be conserved. No expenditure should be made for any purpose in excess of the appropriation made for that purpose without the consent of the RI Board expressed prior to the making of the expenditure.  If an appropriation has been made for a specific purpose, such as that of the expenses of the governor-elect to the international assembly, such appropriation cannot be transferred to some other person without the previous consent of the RI Board.

Emergency Handling of RI Funds

The RI Board has authorized the general secretary to act on its behalf in making arrangements in emergency situations in doing whatever may appear necessary to safeguard the funds and financial obligations of RI. The general secretary shall seek prior consultation with the treasurer and/or the chairman of the finance committee whenever feasible in such situations. (76)

PUBLICATIONS

Directories

RI issues an annual Official Directory containing a list of all the clubs, the names and addresses of their presidents and secretaries, the time and place of meetings, names and addresses of the officers and committee members of RI, and other information appropriate to such a publication. This directory is published for the use of club officers, officers and committee members of RI, and for the convenience of Rotarians when traveling. The directory is not for distribution to non Rotarians. It is improper for a Rotarian to take advantage of the directory for commercial purposes.  As each new edition is printed, one copy of the Official Directory  is distributed gratis to the secretary of each club, with additional copies to be available for purchase in any quantity by the club. The Official Directory is copyrighted.

      Published as part of the Official Directory are paid advertisements of hotels, some of which are owned or operated by Rotarians or are meeting places or headquarters of Rotary clubs. Also, for the information of club secretaries and others who may have occasion to purchase Rotary emblem merchandise, the directory includes a list of those firms which have been licensed by RI to manufacture and/or sell specifically approved items bearing the Rotary, Rotaract or Interact name and emblem, and which are up-to-date with their royalty payments at the time the Official Directory goes to print. (96)

      Districts or zones desiring to publish directories of Rotarians within such districts or zones may do so, but without expense to RI. (55)

      Any club, district or zone issuing a directory should publish in that directory a notice to the effect that the directory is not for distribution to non-Rotarians nor may it be used as a commercial mailing list. (35)

Official Magazine

The official magazine of RI is published in as many editions as the RI Board may authorize. The basic edition, in English, is known as THE ROTARIAN. There exists a number of other official magazines approved by the RI Board. The basic purpose of THE ROTARIAN is to serve as a medium to assist the RI Board in the furtherance of the purposes of RI and attainment of the Object of Rotary. (20.010.) THE ROTARIAN goals are:

1)                   to disseminate and support the theme and philosophy of the president and special programs approved by the RI Board;

2)                   to promote and report on the major meetings of RI and the various official Rotary “months;”

3)                   to serve as an educational and program resource tool for Rotary clubs and district leaders;

4)                   to help build service by motivating and inspiring Rotarians by reporting examples of activity in the Four Avenues of Service by Rotary clubs and Rotarians around the world;

5)                   to help build international fellowship;

6)                   to provide a forum in which the views and concerns of Rotarians— both on Rotary and non-Rotary topics of significance —can serve to challenge, develop and strengthen their beliefs in Rotary with the understanding that there will be no comments published, no matter by whom submitted, which might reasonably be expected by the editors to be offensive to the citizens of any nationality or be adverse to the best interests of any country;

7)                   to provide leadership and maintain a network of Rotary communication around the world through cooperation with other approved Rotary magazines, district publications and club bulletins;

8)                   to generate reader interest by producing a magazine which is attractive, lively, topical and relevant to Rotarians and their lives.(76, 85)

Rotary’s Magazine Month

The month of April in each year is designated as “Rotary’s Magazine Month,” during which clubs are requested to present programs on the magazine. Helpful material to assist in developing such programs is supplied by the magazine department of the Secretariat.

Rotary World

Rotary World is a newspaper published five times a year for Rotary club, district and international leaders. It was authorized by the RI Board to serve as a universal source of information on all programs of RI and The Rotary Foundation, eliminating the need for specialized publications on individual programs. It also covers Rotary news of interest originating in the clubs and districts.  It is the carrier of official communications to Rotary club officers. Presidents of all Rotary clubs receive three copies of each issue to share with other club officers and the club bulletin editor. In addition to these three copies, additional copies are available to each club with a membership of more than 40 at the rate of one copy for each 20 members in excess of 40.  The club designates to whom the extra gratis copies are to be sent.

   Single copies are sent to RI directors, directors-elect and past directors, Foundation trustees and past trustees, RI and Foundation committee and taskforce members, president’s information counselors, governors, governors-elect, district RI and Rotary Foundation committee chairmen, current and past Regional Rotary Foundation Coordinators, and Polio Plus national committee chairmen and Rotaract club presidents. Past governors may receive the news-paper gratis on request, and while Rotary World is not intended for general distribution, individual club members may receive the newspaper by paid subscription.                    Rotary World was introduced on Rotary’s 90th anniversary in 1995 as an eight page publication in 10 languages: English, Finnish, French, German, Italian, Japanese, Korean, Portuguese, Spanish and Swedish. (93)

Rotary Publications and Audiovisual Resources

Various publications and audiovisual resources are issued by RI covering special subjects and programs. [See “Catalog” (019-EN) for a complete list, including prices of all publications, pamphlets, forms, supplies, videos and slide sets available from World Headquarters and RI service centers.]

Except where the creation of a publication or audiovisual resource has been authorized by specific decisions of the RI Board or convention, the general secretary is authorized to make decisions as to when a new resource shall be published, the languages in which it shall be published, and when the publication or audiovisual resource shall be discontinued.

Translation of Rotary Literature

The policy of RI concerning publications of Rotary literature in languages other than English, the official language of RI, is:

1)                   Rotary publications and audiovisuals shall be made available, at RI cost, to Rotarians speaking a language common to a country or area when the number of Rotarians concerned reaches 25,000 or the number of clubs reaches 500, depending on the availability of RI funds or club and district funds, for some publications (90);

2)                   the RI Board, in the interest of economy, recommends that those RI publications which are basic to the function of Rotary, as determined by the general secretary, should be given priority; authorization must be obtained from the general secretary before a publication is translated and printed (81, 85);

3)                   translation and printing of RI publications in language editions not currently available is encouraged, provided consideration to the suggested priority list is given, approval is obtained from the RI Board, and the most current English edition is used as the basis for the translation. Whenever action by the council or the RI Board results in funda-mentalchanges in the content of any publication, the distribution of existing stocks of locally translated and produced editions must cease until a revised text conforming to the new English version becomes available for translation and printing (81);

4)                   the price of the English language edition of publications or audiovisuals shall apply to other language editions of that publication produced by RI (73, 81);

5)                   the storage and distribution of all publications and audiovisuals produced at the expense of RI shall be under the supervision and control of the general secretary. All such publications and audiovisuals shall be held in stock in the Secretariat. An annual report of inventory shall be made to the World Headquarters(73, 81);

6)                   a gratis distribution of each language edition of a Rotary publication or audiovisual which is new or in which essential changes are made may be made to clubs in the appropriate language of such publications, subject to the decision of the general secretary (57, 81);

7)                   where possible, the services of knowledgeable Rotarians in various countries should be used without cost to RI, to translate Rotary literature, to co-ordinate the work of translations, or, inappropriate cases, to review translations done by staff translators. In addition to the economy of volunteer services, this will provide for valuable insights into differences in language use and customs. (34, 81)

Rotary International World Wide Web

Rotary International has established and will maintain a site on the World Wide Web (WWW). The address is http://www.rotary.org. Within their budgets and other considerations and limits, Rotary districts and clubs are encouraged also to establish and maintain sites on the World Wide Web and other areas on the Internet to further the Object of Rotary. (95) Additional information on RI’s policy for the use of electronic communications is available from the Secretariat.

SECRETARIAT

The general secretary and staff comprise the Secretariat of RI. The World Headquarters of the Secretariat is located in Evanston, Illinois, U.S.A., with service centers as authorized by the RI Board. The locations of these service centers appear in the Official Directory.

Receipt of Documents

When the constitutional documents of RI specify that a document must be received by the general secretary by a set deadline date, and the deadline date falls on a day when the office of the general secretary is not open for business, documents received on the next day on which the office is open for business will be accepted as valid. (84).

MISCELLANEOUS

Policy in Community, National and International Affairs

It is one of the fundamental rules of administration in the Rotary organization that each Rotary club must decide for itself as to what problems it will consider for the enlightenment of its members. The endorsement or encouragement of any governmental or national program may be unacceptable to Rotarians in countries other than the one directly concerned, or cause embarrassment to Rotarians in the same country who are not in a position conscientiously to agree with the policy recommended. (34-16) Article XI of the standard Rotary club constitution sets forth specific provisions on how the club shall limit itself accordingly. These provisions were reaffirmed by the 1989Council on Legislation. (89-134)

Rotary International Cooperation with Other Organizations

The general policy of RI is one of interest in and appreciation for the worthwhile activities of other organizations, but without formal endorsement of those organizations. However, it may be appropriate for RI to work in cooperation with other organizations whose purposes and activities are consistent with those of Rotary when such cooperative activities and projects serve to enhance significantly the implementation of a RI program or area of service emphasis. The general secretary is authorized, if requested, to support and cooperate with other organizations in specific projects and activities provided that:

1)       RI does not become a member of the other organization;

2)       RI does not furnish lists of clubs or of Rotarians to the other organization, unless on an exceptional basis for a specific purpose (not to include fund-raising) that is beneficial to Rotary programs;

3)       appropriate recognition for RI is obtained, to the extent it is warranted by the nature of the cooperation, in the interest of keeping the public informed about Rotary and its service activities;

4)       RI and the cooperating organization share in the responsibility of communicating to the public the nature of the joint project;

5)       RI does not accept an on going obligation to participate in the joint project of the organization or an ongoing financial obligation to the organization. (88)

    The funds of RI have been provided by its member clubs exclusively for its own purposes and, therefore, contributions cannot be made for activities of other organizations. At the same time RI, through its member clubs, encourages each individual Rotarian to support and personally participate in worthwhile service activities in the community. (54)

No officer of RI may permit the publication of his or her title as such officer in connection with an official position or membership in any other organization, except with the consent of the RI Board. (80-102)

Rotary International Projects

The purpose of Rotary is most effectively expressed through the activities of individual clubs and Rotarians covering the various avenues of Rotary service. These are determined by each club in consideration of its own abilities and resources and the interests of its members in particular needs and opportunities for service. However, notwithstanding the above, it is appropriate for RI, as an association of clubs, to promulgate programs or projects which help to advance the Object of Rotary and which would benefit from the collective effort of those clubs and individual Rotarians who wish to participate.(74, 78)

Rotary International Travel Policy

All who travel at the expense of Rotary International are required to make travel arrangements and book tickets in accordance with the Rotary International Travel Policy. Details of that policy can be found in the publication “Rotary International Travel Policy” available from the Secretariat.

Rotary International Protocol

The following order of precedence is to be used at RI meetings or functions involving current, past and future officers of RI and its Foundation and all respective spouses:

President (or the President’s representative)

President-elect

Vice-President

Treasurer

Other Directors

Past Presidents (in order of seniority)

Trustees (led by their Chairman)

General Secretary President-nominee

Past Directors (in order of seniority)

Past Trustees (in order of seniority)

Past General Secretaries (in order of seniority)

Directors-elect

Governors (and other RI officers)

Directors-nominee Past Governors(in order of seniority)

Incoming Trustees Governors-elect

    In general, the current position takes precedence over past position; past position takes precedence over future position; individuals holding more than one position shall be ranked by the highest office; accompanying spouses have the same rank. Officers at formal functions should be addressed according to protocol only once. (95)

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Last modified: November 20, 2001