 Welcome to Session 3! |
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Session 3 Objectives
At the end of this session, participants will be able to:
- Understand the policies and procedures needed to operate a Rotary club.
- Understand the Club's administrative requirements.
- Develop new ideas for weekly club programs. | | |
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Amending Recommended Bylaws | |
If a club needs to amend its bylaws to reflect its current practices, the president should:
- Notify all members of the proposed amendment at least 10 days before the meeting
- Ensure at least one-third of active members (a quorum) is present at the meeting to vote
- Pass the amendment if it is supported by two-thirds of the members present. |
| Club Administration Committee | |
The club administration committee is responsible for the club's administrative activities. Both the club secretary and club treasurer should be members of this committee. The club secretary should help fulfill the reporting requirements to RI and the district. |
| Member Access | |
With Member Access, club presidents and secretaries can perform the following club administrative functions:
- View and change club membership data
- Access semiannual dues report
- Pay RI per capita dues and other fees
- Update club data
- View reports of club contributions to The Rotary Foundation
- Search club and district data worldwide
- Register for the RI Convention
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| Rotary Marks | |
Rotary Marks include the Rotary emblem; the names Rotary, Rotary International, and The Rotary Foundation; and other names and logos.
Club presidents should ensure that the Rotary Marks are used according to RI Board policies in all club activities and publications. Rotary Marks may not be altered, modified, or obstructed in any way.
The club name should be placed near and given equal prominence to the Rotary Marks in club logos, domain names, club Web sites, and project or program names. |
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| Session 3 | September 12, 2011 |
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Club Constitution and Bylaws |
The Standard Rotary Club Constitution, used by all clubs, provides guidelines for the operation of a Rotary club in areas such as
- Name, locality, and meetings of the club
- Attendance requirements
- Membership qualifications
- Directors and officers
- Admission fees and dues
- Bylaws
- Amendments
After the Council on Legislation, which will occur in 2013, the Standard Rotary Club Constitution is updated to include Council enactments.
Presidents-elect should check that their club is using the most recent version of the Standard Rotary Club Constitution.
The Recommended Rotary Club Bylaws are additional guidelines for the governance of the club that are not included in the club constitution. They cover areas such as:
- Election of directors and officers
- Duties of officers
- Admission fees and dues
- Method of voting
- Duties of committees
- Leaves of absence
- Finances
- Method of electing members
- Order of business
- Amendments
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President's Role in Club Administration | |
Club presidents should:
- Know the club's administrative policies and procedures (particularly as they relate to the role of the board, secretary, and treasurer) that serve as a framework for the operation of a Rotary club
- Fulfill administrative duties to the district and RI
- Oversee the responsible management of club finances
- Develop weekly club programs that will interest club members
- What reporting duties do all clubs have to Rotary International, The Rotary Foundation, and the district?
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Club Reporting Requirements | |
Clubs must submit the following to RI
- Semiannual reports (due 1 July and 1 January), which are used to pay RI per capita dues
- Changes in membership
- Changes in officer or meeting information
- Information for the Official Directory (007)
To The Rotary Foundation
- Use of Rotary Foundation funds
To the district
- Club goals (using the Planning Guide for Effective Rotary Clubs and the TRF Fund Development Club Goal Report Form)
- Monthly attendance figures
Failure to remit RI dues will result in termination of the club's membership in RI.
Incorrect or outdated contact information for club officers can prevent clubs from receiving mailings, including semiannual reports.
The current club officers will not be listed in the Official Directory, inhibiting communication with the club.
Improper stewardship of funds will be promptly investigated by the Trustees and may result in the club's suspension from Rotary International. |
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Meetings | |
It is the club president's responsibility to plan and conduct Weekly club meetings, Club assemblies, Board meetings, Assistant governor visits, District governor's official visit, and Leadership development programs.
It is also the club president's responsibility to promote the RI Convention and District-level meetings, including: District assembly, District conference, District Rotary Foundation seminar, District membership seminar, District leadership seminar.
Club presidents can appoint a club trainer to ensure the club has a comprehensive training plan. The club trainer should work with the club president, the club's board and committees, the assistant governor, the district training committee, and the district governor for support and ideas.
To help ensure effective weekly meetings, club presidents can:
- Delegate the responsibility of arranging programs to the club administration committee
- Determine programs and create agendas in advance
- Relate programs to current club projects and activities using the Rotary calendar
- Include programs that update members on Rotary information
- Begin and end the meeting on time
- Have a contingency plan in case the scheduled program is canceled.
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Club Assembly | |
A club assembly is a meeting of all club members to discuss club activities or membership education. It is recommended that clubs hold four to six club assemblies each year. New members are encouraged to attend club assemblies. |
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Official Visit | |
The official visit is the personal visit of the district governor to each Rotary club in the district. Official visits can be done with individual or multiple clubs. The purpose of the official visit is to
- Focus attention on important Rotary issues
- Provide needed attention to weak or struggling clubs
- Motivate Rotarians to participate in service activities
- Recognize the outstanding contributions of Rotarians in the district
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