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DISTRICT 9800
CLUB ADMINISTRATION
GUIDELINES MANUAL
Revised May 2014
PP Marjorie Gerlinger
PURPOSE OF THIS MANUAL
BACKGROUND
This manual (revised May 2014) is a practical GUIDE ONLY providing information on
many, but not all, of the Rotary procedures arising in the course of a Rotary Club’s
day-to-day operations. It is intended to assist the Club Secretary, office bearers and
members of the Board in their approach to club administration. The contents
represent an accumulation of precedents extracted from Board decisions and rulings
of a typical Rotary Club. It supplements the Rotary International Manual of Procedure;
the Club’s own Constitution and By-Laws and other Rotary International official
publications.
This manual should be treated as a first-stop resource guide and may be amended,
varied, enhanced etc. at a club level. Amendments and variations should be sent to
the [email protected] for inclusion in the master copy if appropriate.
This Manual is available through District and can be reproduced on disk and available
to any member of a club in District 9800.
An updated copy is provided to all Secretary’s at District Assembly each year.
Any suggestions or ideas on how this Manual may be improved or items added or
amended will be welcomed and appreciated. Please contact PP Marjorie Gerlinger –
[email protected]
CONTENTS
Abbreviations, Acronyms and Rotary Language
Annual General Meeting
Asset Register
Associations Incorporation Reform Act 2012 – Victoria
Attendance and Make-ups
Attendance and Membership Reports – Monthly
Avenue of Service Program Policy – District 9800
Badge Ordering – Meeting
Badge Ordering – Partners
Banners and Bannerettes
Board Meetings
Board Meetings – Sample Agenda
Board Meetings – Sample Activity Report
Board Meetings – Minute taking suggestions
Board Meetings – Sample Correspondence Log
Budget – Setting Club
Budget – Financial Estimates template
Change of Club Name or Locality
Changeover Function – Club
Circularisation and Commercialisation
Classifications
Classifications – RI Occupational Codes
Club Rules and Constitution and Bylaws
Club History
Club Leadership Plan
Club President – Nomination of
CONTENTS
continued
Club President – Induction Charge
Club Strategic Plan
Code of Conduct for Rotarians
D9800 Boundaries
District Awards
District Programs – Guidelines for approval of
District Protections Policies
Introduction
Protection Policy – District 9800
Rotary District 9800 Youth Abuse and Harassment Prevention Policy and
Certification Requirements (Operative Only For The District Youth Exchange
Program)
District Standing Resolutions
Documents/Records – Retention of
Document Storage Facilities
External Requests for Assistance – Assessing of
Finance Guidelines – Club Treasurer
Finance Requirements and Guidelines – District Committees and Official District Events
Friends of Rotary
Fundraising Appeals Act
Harassment Policy – District 9800
History of Rotary and Founder Paul Harris
Insurance Scheme – National Policy Summary
Insurance – Risk Management Guidelines
Leave of Absence Application Form (see Attendance and Makeups)
Manual of Procedure – Summary of Contents
Member Directory and Wallet Card
CONTENTS
continued
Members – Proposing of new
Members – Application Form
Members – Induction of
Members – Mentoring
Membership – Honorary
Membership – Resignations and Terminations
Membership and Attendance Reports – Monthly (see Attendance and Membership Reports)
Member Satisfaction Surveys
Members – Task Allocation
Object of Rotary
Our Community Pty Ltd – Fundraising
Paul Harris Fellow Recognition – Nomination of
Paul Harris Fellow Recognition – Presentation of
Paul Harris Fellow Recognition – Notification of
Paul Harris Fellow Recognition – General Information
Plans and Objectives – Setting
Policy for Electronic Communications
Policy on Inter District Fundraising – (see Circularisation and Commercialisation)
Privacy of Information Policy District and Clubs
Protection Policies – see District Protection Policies
Protocol Matters General
Retention of Documents/Records – (see Documents/Records – Retention of)
RI Member Access
RI Publications Catalogue
Rotary Down Under
Rotary Emblem – Use of
Rotary Merchandise
CONTENTS
continued
Rotary Merchandise
Satellite Rotary Club Guidelines
Sister Clubs
Social Media Engagement Policy
Speaker Bank
Unfair Discrimination in Clubs
Weekly Meetings
Weekly Meetings – Sample agenda or running sheet
ABBREVIATIONS, ACRONYMS & ROTARY LANGUAGE
“ROTARYSPEAK”
The following is a by-no means complete list of the various acronyms and Rotary
language used internally in minutes of meetings, bulletins and other club
communications. Where possible the stationery order form number is shown against
publications.
Abbreviation
Brief Meaning
Brief Description
85 Rule
RI attendance policy
If a members age plus years in Rotary exceeds 85 years
is excused from regular attendance
4-Way Test
Developed in 1954 as a measure
of conduct and thinking for all
Rotarians
1. Is it the truth?
2. Is it fair to all concerned?
3. Will it build goodwill and better friendships?
4. Will it be beneficial to all concerned?
ABC of Rotary
Compact guide of Rotary history
and traditions etc. (363-EN)
Collection of informative items compiled by PRIP Cliff
Dochterman and revised
AusAID
Aust International Aid Bureau
A Federal Government overseas aid agency
AG
Assistant Governor
One of a number of senior Rotarians appointed by
District Governor (DG) to assist with administration of
a group of clubs in that year
Active Member
Main type of club membership
A club member who has been elected under a
classification of business or profession
Annual Fund
Annual Fund of the Rotary
Foundation that accepts club’s
and individual contributions
Contributions are invested for three years with income
earned paying for all Foundation’s program
operations. Therefore every dollar contributed is
available for programs three years later
Alumni
Alumni of The Rotary Foundation
The fraternity of past Rotary Foundation awardees
encompassing Group Study Exchange team (GSE)
members, Ambassadorial Scholars, Rotary Volunteers
and other Foundation program recipients
ARH
Australian Rotary Health
Tax-deductible fund to assist medical research,
scholarships and grants
Avenues of Service
The five principal activities of
service
Expressed as Club, Vocational, Community,
International and Youth
Benefactor
Provision made in a Will for gift to A person who informs in writing they have made
The Rotary Foundation
provision in will or estate planning or gift or donation of
at least US$1,000 specifically to the Permanent Fund.
Receives a certificate and insignia
Board
The governing body of a Rotary
club expected to meet monthly
Consists of President, Vice President(s), President
Elect, Immediate Past President, Secretary, Treasurer,
Directors and others as the By-Laws
shall provide
Bylaws
Set of rules by which a club
operates
Refer to RI Website
May be amended by club action to meet its own
conditions but remain in harmony with the club’s
and RI constitution
Catalog(ue)
List of all major publications,
supplies etc available from RI
(CD3-019-EN)
Supplementary updates issued annually in July.
Contains order forms to send to RI South Pacific
and Philippines Office(Gratis)
Charter Member
The original members of a newly
chartered club
Identified with a special lapel badge
Acronym/Language
Classification
A principle concept to assure each Describes the distinct and recognised business or
Rotary club represents cross
professional service that the Rotarian renders to
section of business/professions
society. (Not position held)
Club Assembly
Assembly of whole club
A meeting of all club members held for the purpose of
conferring on the programme and activities of the club
or for membership education. Club assemblies are
held when the DG or AG visits and at other
appropriate times.
Club Banner(ette) or
Friendship Banners
A small flag expressive of the
community, country or region of
a club
A document issued when a new
club is admitted to Membership
in RI
Commonly used to present to visitors or exchange
with clubs visited throughout the world
The “action” groups within a club
Comprise standing committees under the five
Avenues of Service plus others approved by the
Board. Each headed by a Director, with Deputy and
committee members
Club Charter
Club Committees
Signed by RI Pres, General Secretary and DG.
Date thereon represents date of official membership.
Framed and preserved
Club Committee Manual A component of the RI Club
Officer’s Kit (CDE-226-EN)
Overviews the responsibilities and roles of Club
committee chairpersons
Club President’s Manual A component of the RI Club
Officers’ Kit (CDE-222-EN)
Booklet that overviews the role of Club president and
vital club functions such as membership, service
projects, public relations, fundraising and Rotary
Foundation
CPO
Club Officer to Administer Club Protection Policy
Club Protection Officer
Club Secretary’s Manual Issued by RI to each incoming
Club Secretary as a component
of the Club Officer’s Kit
(CD3-229-EN)
Contains procedures and guides to dates and
secretarial functions etc as well as roles of Club
Treasurer and Sergeant-at-arms
Club and District
Changeovers
A mainly formal event held
Formal changeover to new President and team of
annually just prior to a new Rotary incoming Officers/Directors and provides a review of
year and includes partners
past year achievements and activities
Club Forum
Formal meeting of entire Club
Called to update members about service activities and
progress of projects. An opportunity for open
discussion by members on projects or club
administration matters
Code of Policies
RI publication (016-EN-(W)
Compilation of RI policies as determined by RI Board
decisions
Constitution (or SRCC)
Standard Rotary Club Constitution Provides the framework for all clubs in the world and is
a condition to receiving a charter
Council of Governors
A District committee
Comprised of the District Governor and Past District
Governors who may convene to give advice and
guidance on programmes, policies and procedures
Council On Legislation
The legislative body of Rotary
International
Composed of one delegate from each Rotary District
that meet each three years to consider proposed
changes to the Rotary Constitution and Bylaws
emanating from clubs and the RI Board
DG
District Governor
Directly responsible to the Board of Rotary
International (RI) for the supervision of clubs within a
designated district. Nominated by a club and must
have been a Rotarian for seven or more years and
served as a club president
DGE
District Governor-Elect
District Governor in next Rotary year
DGN
District Governor Nominee
Nominated by the clubs via a District Nominating
committee and elected by the convention of RI
DIK
Donations-in-kind
Supplies of donated educational and medical
equipment available to serve a need in the developing
world
District Training
Assembly
An annual assembly of all
incoming club officers
and leaders
For the purpose of Rotary information and
co-ordination of club administration and activities. An
assembly of incoming presidents, officers and others
from all clubs in the District
DCM
District Committee Manual
(249-EN)
An RI booklet as part of an orientation kit for training
incoming Director and Chair of District committees
District Conference
Annual event for members
and partners
Held annually in each District to further the
programmes of Rotary through fellowship, inspiring
speakers and discussion on or recognition of club
activities etc
DDF
District Designated Fund. Part of
the Rotary Foundation
Fifty percent (50%) of club contribution to annual
programs fund may be allocated to assist club
overseas projects
DLP
District Leadership Plan
(245-EN Guidelines)
Guidelines for your club to be a vibrant one
DLT
District Leadership Team
An organisational structure, in a District, to enable
cost-effective growth and faster, more responsive
support to clubs.
DPO
District Protection Officer
(D9800 only)
District Officer role to administer the District Protection
Policy
DRFC
District Rotary Foundation
Committee
Committee formed within a District to promote
activities and contributions to the Foundation
DRR
District Rotaract Representative
Appointed to represent all Rotaract Clubs in a
District during a year
DSA
Distinguished Service Award
Awarded by District for distinguished service
EN
English language
Suffix on Rotary stationery forms to denote
printed in English
Extension
Term for extending the number of Identifying communities without Rotary clubs and to
clubs within a District
recommend and assist establishment
Fellowship
A major club function
Promotes acquaintance among members through
participation in clubs recreational and social activities
Founder of Rotary
Refers to Paul P. Harris
Organised the first Rotary Club in Chicago in 1905.
Born 19 April 1868 died 27 January 1947
Five Avenues of Service The major elements of the
“Object of Rotary”
Term used to refer to:
Club Service; Vocational Service; Community Service,
International Service and Youth
Friendship Club
A less formal agreement than a
Sister Club status between clubs
Mutual arrangement less demanding of co-operation
until proper communication lines and philosophy is
established
GETS
Governor-Elect Training Seminar
Seminar held to train and inform incoming
District Governors
Global Grants
Grants provided by The Rotary
Foundation to Rotary clubs and
districts to assist in international
service projects of Rotary clubs
and districts
Group Study Exchange
For projects involving Clubs or Districts in two or more
countries for humanitarian service to non-Rotarians
and thereby further international goodwill and
understanding Grants range from $15,000 to $200,000
GSE
A cultural and vocational exchange of young
non-Rotarian professionals which promotes
international understanding through travel and
personal contact. Usually once annually for duration of
four to six weeks under Rotary leadership in Rotary
homes
Helping Grants
No longer in existence. Projects
now funded under the “District
Block Grant Program”
Honorary Member
Recognition of a past member or
non-Rotarian
Inner Wheel
An international organisation of
women throughout 94 countries
An independent service group open to wives, widows,
partners, mother, sister, daughter of present and past
Rotarians
Interact
Interaction between youth and
service
World-wide Rotary sponsored group of young people
aged 14-18 dedicated to service and international
understanding and is open to students in their last four
years of secondary education
International Convention World-wide gathering of all
Rotarians and partners
For projects local (within Australia ) or in an overseas
country, grants matched dollar for dollar for dollar up
to $2,500 for local grants and 50cents in the dollar for
International grants to a max grant of $10.000
Persons who have distinguished themselves by
meritorious service in the furtherance of Rotary ideals
Held usually in May in a different country chaired by RI
President
International Assembly
An annual assembly of District
To educate, instruct and inspire DGE and adoption of
Governors Elect held in San Diego, RI theme and new programmes of RI
California, USA in January
Interplast
International Plastic Surgery
Programme
IPDG
Immediate Past District Governor District Governor of previous Rotary year
IPP
Immediate Past President
Club President of previous Rotary year
LOA
Leave of Absence
May be granted to excuse Club member from meetings
for a specified length of time but does not operate to give
credit for attendance. (See Make-Ups)
Make-Ups
Making up of attendance at
A card is obtained from the visited club in order that credit
meetings or another Rotary Club for attendance is gained. Make-ups can be within 14
or Club/District meeting or agreed days prior to or following the normal meeting
Club service project
MOP
Manual of Procedure
(EX3-035-EN)
A reference manual for Rotary Leaders updated each
three years. Contains policies & procedures for club
and RI administration
MUNA
Model United Nations Assembly
An international youth project that simulates the
workings of the United Nations. Usually held annually
for two days in March depending on district
NYSF
National Youth Science Forum
A programme sponsored by Rio Tinto corporation to
enable select secondary science students to attend a
science forum annually
NCC
National Coordinating Committee Australia-wide committee established to coordinate
of RAWCS
world community service activities with one voice to
governments etc
NID
National Immunisation Days
Mass immunisation of children
Object of Rotary
A single stated purpose or goal
with four parts as set out in the
Rotary Constitution
The object or “golden rule” is to encourage and foster
the ideal of service as a basis of worthy enterprise
Official Directory
An RI annual publication
(007-EN)
A world-wide book containing list of all clubs, names and
addresses of all RI officers & club presidents, secretaries,
time and place of meetings etc. Available from Club
Secretary or on the RI website
Packaged Grants
Major programs funded by the
TRF with no cost to a club or
District
PE
President Elect
Current Packaged grants are:Mercy Ships: vocational training teams inn disease
prevention and treatment.
IHE UNESCO: water projects
Aga Kahn University :training of mid wives in Africa
Oikocredit: humanitarian projects in economic and
community development.
Incoming Club President for ensuing year
Permanent Fund
Receives bequests from
Benefactors
to the Rotary Foundation in
perpetuity
Established by District 9800 in 1980 and sends teams
of volunteer surgeons and nurses to developing
countries to operate on deformities, burns etc
A permanent source of income to support Foundation
programs. The principal is never spent and only
earnings used to support programs
PETS
Presidents Elect
Training Seminar
Held annually for incoming Club presidents (and
partners) to be trained in the administration of their
club and to develop challenging projects and
programmes
PHF
Paul Harris Fellow
An individual who contributes, or on whose behalf is
contributed US$1,000 or more, is recognised, upon
request, as a PHF
PHS
Paul Harris Society
A group of individuals electing to contribute US$1,000
or more per year to the Foundation
PolioPlus
An international programme of
To protect all of the world’s children from poliomyelitis
Rotary Foundation began in 1985 through national immunisation days, laboratory
networks and reporting of suspected cases
PP
Past President
A Rotarian who has previously served as a Club
President
PN
President Nominee
Rotarian selected as Club President in ensuing Rotary
year
PRID
Past Rotary International Director Having served as a Director of RI
PROBUS
Professional and Business
A Rotary sponsored group for retirees and semiretired professional and business people.
Meets monthly
Provisional Club
A group organising the formation
of a new club.
Meets weekly until admitted to membership of Rotary
International with minimum of 20 charter members
RAM
Rotarians Against Malaria
Project to support anti-malaria projects in selected
countries in Asia Pacific region
RAWCS
Rotary Australia World Community A public company formed 1987 to co-ordinate
Services Ltd
and authorise the various international activities within
Districts
RCC
Rotary Community Corps
Interested groups of non-Rotarians that facilitate
Rotary international projects
RCP
Rotary Code of Policies
RI publication (016-EN-(W)
Compilation of RI policies as determined by RI Board
decisions
RDU
“Rotary Down Under” The
approved Regional Rotary
magazine for the South West
Pacific region
Distributed monthly by post to Rotarians address.
Subscription is compulsory.
RI
Rotary International. Formed in
1910 in Chicago at a convention
of 16 clubs and 60 delegates.
The association of Rotary Clubs throughout the
world which holds as its principal motto
“Service Above Self”
RIBI
Association of clubs in Great
Britain and Ireland
Clubs located in England, Scotland, Wales, Ireland,
Channel Is and Isle of Man
RID
Rotary International Director
An experienced Rotarian appointed to the Board of RI
Directors for specific term
RIP
Rotary International President
Elected President of Rotary International
RITS
Rotary International
Travel Service
RIPR
Rotary International President
Personal Representative
Official travel agency arm of RI for use with GSE
Teams, Conventions etc and all overseas travel from
1st July 2013
Rotarian selected by RI President to represent him/her at
official functions such as District Conferences etc
ROCAN
Rotarians Against Ovarian Cancer A program to promote awareness of ovarian cancer
(D9800 only)
ROMAC
Rotary Oceania Medical Aid for
Children (Australia and NZ Only)
Rotaract
A Rotary sponsored service group For young adults aged 18 to 30 who meet each two
weeks to foster service to the and community and for
personal development
A program initiated in D9800 and now widely spread in
Australia/NZ that reaches out to children in underdeveloped countries to bring them to Australia for
sophisticated surgical operations with support from the
medical profession and hospitals.
Rotary
Founded 23 February 1905 by
Paul Harris in Chicago, Illinois
USA. Meetings began in rotation
at members’ places of business
An organisation of business and professional persons
united world-wide who provide humanitarian service,
encourage high ethical standards in all vocations and
help build goodwill and peace in the world
Rotary Emblem
An emblem representing
“civilisation and movement”
A gear wheel with 6 spokes, 24 cogs, in colours of
royal blue and gold. A key was added in 1923 to
signify the wheel was a “worker” not an “idler”
Rotary Post Graduate
Scholarships
Can be sponsored by club(s)or
District
Rotary Themes
or Mottos
Official slogans adopted annually
by an RI President.
eg: “Lend A Hand” (2003-2004)
The post Graduate scholarship has replaced the
Ambassadorial scholarship. In our District the value of
the scholarship is up to US&60,000 and is for
overseas study for a master’s degree. The scholar
must pursue a course of study aligned with one of the
6 focus areas as defined by TRF
A theme that changes yearly to reflect the philosophy
and programmes for the year.
However, principal motto that remains constant is
“Service Above Self”
ROTEX
Rotary Exchange Returned
Students
Past outgoing/incoming exchange student association
that meet for fellowship etc
RRVF
Rotary Recreational and
Vocational Fellowships (729-EN)
Means to promote friendships between common
interest groups of Rotarians
Rtn
Rotarian
A financial member of a Rotary Club (a club is a
member of RI)
RV
Rotary Volunteers. Now funded
Subsidised teams of from two to five Rotarian
under the Foundation’s “Individual volunteers visit for up to 60 days to developing
Grants Program”
countries to provide skills training and assistance
RVP
Rotary Volunteers Programme for A Foundation program for individual Rotary volunteers
voluntary overseas service. Now with a maximum award of US$6,000
funded under the Foundation’s
to one project site per activity
“‘Individual Grants Program”
RVRL
Rotary Volunteer Resource List
(288-EN)
Issued by Rotary International and identifies a number
of volunteer organisations that may
place volunteers
RYLA
Rotary Youth Leadership Award
Leadership training program to assist young people
aged 14-30 engaged in youth work. Seminars held in
March/April. Ages vary from district to district
also timings
RYPEN
Rotary Youth Programme of
Enrichment
A programme of weekend seminars for young people
aged 14 to 17 years. Two seminars held Oct and
March. Timings vary by district
Sapphires and Rubies
Supplementary recognition levels Sapphire: A special recognition gold pin with blue
to an original Paul Harris Fellow
stone to represent additional financial contribution of
(PHF)
US$1,000 or multiples up to US$6.000 by an
individual or on his/her behalf to Rotary Foundation.
Maximum is PHF + 5.
Ruby: Gold pin with ruby stone for additional
contributions over US$7000 to US$9,000.
Maximum is PHF + 8
Semi-annual Report
Per-capita dues payable to RI each half-year on behalf
of every club member
SAR
Service Above Self
Official and principal Rotary motto Proposed in 1910 but not officially adopted by
RI until 1950.
SHARE
Rotary Foundation system that
Of a District’s annual giving, 50% is credited to District
allocates a District’s contributions Designated Fund (DDF) and 50% to World Fund (WF)
to fund programs of its choice
Sister Club
Relationship agreement between
clubs in other Countries/districts
To foster better understanding and fellowship
exchange and mutual support and co-operation
on humanitarian projects
Southwest Pacific
Service Centre
Now known as “‘Rotary
International South Pacific and
Philippines Office” based in
Parramatta, NSW
Safe Water Save Lives
Serves Rotary clubs and Districts in Australia, NZ and
Pacific Islands
SWSL
Project teams of up to three weeks to funding and
assisting install fresh clean water tanks and dams in
overseas communities
SRCC
Standard Rotary Club Constitution. Provides the framework for all clubs in the world and is
Originally adopted in 1922. (EX3- a condition to receiving a charter
12A-EN) or RI website
Sustaining Member
Instalment contributions to the
Rotary Foundation
A person who states in writing their intention to
contribute US$1,000 to the Annual Programs Fund
over a period of 10 years with minimum first gift of
US$100.
The 4-Way Test
Developed in 1954 as a measure
of conduct and thinking for all
Rotarians
1. Is it the truth?
2. Is it fair to all concerned?
3. Will it build goodwill and better friendships?
4. Will it be beneficial to all concerned?
TARFT
The Australian Rotary
Foundation Trust.
A trust funds that offers Rotarians and corporations
etc a tax free deduction on donations to the Rotary
Foundation
The Rotary World
An RI publication
Theme Months
Focus in various months on
major activities
Copy sent bi-monthly to all club presidents direct
from RI
Gives specific attention to Membership (August) New
Generations (Sept) Vocational (Oct) Foundation (Nov)
Family of Rotary (Dec) Awareness (Jan) World
Understanding (Feb) Literacy (March) Magazine
(April) ARHRF (May) Fellowship (June)
TR
“The Rotarian”
TRF (also RF)
The Rotary Foundation.
An RI not-for-profit organisation for worldwide
Administered by 13 Trustees
humanity grants and scholarships supported by
comprising four Past RI Presidents voluntary club and individual contributions
six Past RI Presidents and six
representatives of each RI region
UNESCO
United Nations
Educational, Scientific and
Cultural Organisation
An international educational and cultural exchange
organisation, the seed for which was planted at a
Rotary Conference in 1942
VP
Vice President
Person elected by a Club to act in the President’s
absence from time to time
World Fellowship Groups International vocational and/or
recreational programmes
YEP
A monthly Rotary Magazine whose editorial and
business offices are in Evanston, Illinois, USA
For the many groups of Rotarians sharing common
sporting, recreational and vocational interests and
encourages reciprocal visits to other countries where
home-hosted
An international youth programme Reciprocal one year secondary school exchanges
of exchange
between students sponsored by local and overseas
Districts and clubs for purpose of advancing
international understanding and goodwill
ANNUAL GENERAL MEETING (AGM)
The Club is required to hold an annual general meeting, in Victoria, within five months
after the end of the association’s financial year. (By November 30th).
Notify members of the AGM date and agenda
a) at least 21 days' notice of a general meeting if a special resolution is to be
proposed at the meeting; or
b) at least 14 days' notice of a general meeting in any other case.
Prepare an AGM agenda that includes the election of officers and auditor for the
following Rotary year and approval of accounts from the prior Rotary year.
Ensure minutes of the AGM are recorded, approved at the next Board meeting and
filed.
Lodge an annual statement by the Public Officer with the Victorian Registrar within
one month after the AGM.
ASSET REGISTER
BACKGROUND: Club’s are encouraged to keep a register of their assets.
The following is a sample list of property, memorabilia etc which are the typical
property assets of most clubs and are generally held by the Archivist for safe keeping
in the absence of permanent storage facilities of the club. It is by no means complete
as many Clubs will have additional assets such as BBQs, trailers etc.
CURRENT LIST OF CLUB’S PROPERTY AND ASSETS:
ITEM NO.
DESCRIPTION
SAMPLE ONLY
IF DATED
HELD BY
POSITION
1
Charter Certificate in glass frame
50x40cm
3rd April 1987
On wall at Venue Custodian
2
Original of Sister Club Agreement
(in blue cloth folder)
26th March 1996
Album at Venue
Archivist
3
Original of Friendship Agreement with
RC
15th August 1995
Cabinet
ditto
4
Club Bulletins including originals
All Years
Storage
ditto
5
Annual Reports
1992/3 onwards
ditto
ditto
6
Album containing Certificates and
Club Citations
Citations for years
1992/93/94/95/96/97/98/99
2000/01/02/03/04/05/06 etc
ditto
ditto
7
Collection of Photographs
All Years
ditto
ditto
8
Cert of Appreciation From ARHRF
for $250 per Member
13th June 1994
ditto
ditto
9
General Correspondence file
Original Incorporation file
Certificate of Incorporation
April to Dec 1987 Nov 1988 to
1992 4th May 1989, etc
do
ditto
10
Board Minutes
Years of
1987/88/89 1990/91: 1991/92
1993/4, 1994/95 MISSING
1995/96; 1996/97;
1997/98/99/00, etc
ditto
ditto
11
Brass Gong and Coin Bucket
Venue
Custodian
12
Old Club Banner
Venue
Custodian
13
Box with Dinner Badges/Partners Badges
Venue
Custodian
14
Other Club Bannerettes
Venue
Custodian
15
Brass plaque stating time of meeting
Venue
Custodian
16
Two brass plaques on wood stating
time of meeting
Venue
Custodian
17
Digital Camera, Data Projector etc
Home of
Secretary
ASSOCIATIONS INCORPORATION REFORM ACT 2012
– VICTORIA
BACKGROUND:
All clubs in District 9800 have been incorporated under the above State Act. The
principle responsibilities of every Rotary Club that is incorporated are as follows:
1. Notify any change to the appointment or change in the Club Secretary.
2. Ensure that the club’s Secretary is aware of the changes to the Act in particular to
those clauses that attract financial penalties for non-compliance.
3. Club must hold its Annual General Meeting (AGM) within five (5) months of the
end of the financial (Rotary) year. ie before the last day in November. Election of
Board Members must take place at that AGM.
4. Club Secretary must complete and forward the appropriate Annual Return to the
Office of Fair Trading with the Prescribed Fee.
5. Within one month after the Annual General Meeting, the Secretary must give a
statement to the Office of Fair Trading containing a copy of the club's financial
statements. Such statements must disclose particulars of any TRUST in which the
club’s assets are placed and also be made available to the club members on
request. (Penalty for non-compliance)
6. The Club Secretary must ensure that any changes to the Club Rules and
Constitution and or the Club’s Bylaws are forwarded to the Office of Fair Trading
within 28 days after the alteration was passed by special resolution. Usual
changes every three years to the RI Constitution requires clubs to update the Club
Constitution also.
7. Club Secretary to ensure that the Club Rules and Constitution include a
DISPUTE RESOLUTION clause or GRIEVANCE procedures. (Section 14B)
8. Club’s full name and registered number must appear in all notices, advertisements,
official publications of the club (eg Bulletins) and in all business documents including
statement of account, invoice, business letter etc (Section 12A) (Penalty for noncompliance)
9. Every incorporated Rotary club must have a registered address for the serving of
notices. Any change to a club’s registered address must be notified in writing to
the Office of Fair Trading within 14 days. (Section 13A) (Penalty for noncompliance)
10. Clubs are encouraged to have their accounts audited by a qualified person for
transparency and good housekeeping, however your Club may have further financial
reporting requirements depending on its total revenue and rules. The law sets out a
three-tiered reporting framework, based on your association's total revenue in its
financial year:
• Tier one: less than $250,000
• Tier two: $250,000 - $1,000,000
• Tier three: more than $1,000,000.
Total revenue refers to an association’s total income from all its activities during the last
financial year, before any expenses are deducted.
Tier one associations do not have any additional reporting requirements. They do not
need to have their financial statements externally reviewed or audited unless:
a.
its rules state otherwise
b.
a majority of members vote to do so at a general meeting, or
c.
Consumer Affairs Victoria directs them to do so.
Tier two associations must have their accounts reviewed by an independent
accountant. The accountant's report of the review must be presented to members at
the annual general meeting. Tier two associations do not have to audit their
accounts unless its rules require an audit.
Tier three associations must have their accounts audited by an independent auditor. The
audit report must be presented to members at the annual general meeting.
Clubs must retain all accounting records for seven years. (Penalty for non-compliance)
11. As from December 1, 2010, the role of the Public Officer was dispensed with and these
duties became the responsibility of the Club Secretary.
ATTENDANCE AND MAKE-UPS
BACKGROUND:
One of the fundamental requirements of club membership is the attendance at its
regular meetings.
DURATION OF MEETINGS:
A member shall be counted as having attended a regular meeting if they are present
for at least 60% of the time devoted for the meeting. (As a rule a member should be
present for at least a half-hour of the regular weekly meeting).
NUMBER OF MEETINGS:
(1) attend or make up at least 50 percent of club regular meetings or satellite club
meetings, or engage in club projects, other events and activities for at least 12 hours
in each half of the year, or a proportionate combination of both;
(2) attend at least 30 percent of the club’s regular meetings or satellite club meetings,
or engage in club projects, other events and activities in each half of the year
(assistant governors, as defined by the board of directors of RI, shall be excused from
this requirement).
If a member fails to attend as required, the member’s membership may be subject to
termination unless the board consents to such non-attendance for good cause.
CONSECUTIVE MEETINGS:
Unless otherwise excused by the board for good and sufficient reason each member
who fails to attend or make up four consecutive regular meetings shall be informed by
the board that the member’s non-attendance may be considered a request to
terminate membership in this club. Thereafter, the board, by a majority vote, may
terminate the member’s membership.
EXEMPTIONS AND MAKE-UPS:
A member will be credited as having attended a regular club meeting if, at any time
within 14 days before or after the regular time for that meeting shall:
1. Attend the meeting of another Rotary club or provisional club OR
2. Attend a regular meeting of a Rotaract club or Interact club or such provisional
clubs OR
3. Attend a convention of RI, an International Assembly, a Rotary Institute meeting, a
Rotary District Conference, a District Assembly, any district committee meeting
held by direction of the DG, or a regularly announced intercity meeting of Rotary
clubs OR
4. Is present at another club’s regular time and place of meeting but meeting not
held at that time and place OR.
5. Attends a club sponsored community event authorised by the Board OR
6. Attends a club board meeting or service committee meeting to which the
member is assigned, as authorised by the Board OR
7. Participates through a Club website activity for average 30 minutes OR
8. Travelling within reasonable directness to or from a specified Rotary club
meeting OR
9. Is actively engaged in a district sponsored or RI or Rotary Foundation
sponsored service project in a remote area OR
10. Engaged in Rotary business duly authorised by the Board of the club OR
11. The aggregate of the member’s years of age and years of membership in one
or more clubs is 85 years or more and the member has notified the club
secretary in writing of the member’s desire to be excused from attendance and
the board has approved. 85 rule members ARE included in membership
numbers but they are exempt from attendance but any meeting attended shall
be included in membership numbers when calculating attendance
percentages.
EXCUSED ABSENCES:
A member’s absence shall be excused if:
a) The member is a current officer of RI or a Rotarian partner of a current officer of RI.
b) The absence complies with the conditions and under circumstances approved by
the board. The board may excuse a member’s absence for reasons which it considers
to be good and sufficient. Such excused absences shall not extend for longer than
twelve months. However, if the leave is for a medical reason that extends for more
than twelve months such leave may be renewed by the board for a period of time
beyond the original twelve months.
It is stressed that the Board must be clearly convinced that the member will resume
Rotary activities with the club in the future and that leave is not granted simply to
preserve membership numbers or to delay the inevitable.
When a member whose absences are excused under the provision of this article fails
to attend a club meeting, the member and the member’s absence shall not be
included in the attendance records. In the event that a member whose absences are
excused under the provisions of this article attends a club meeting, the member and
the member’s attendance shall be included in the membership and attendance figures
used to compute this club’s attendance.
It is recommended that submissions to the Board to grant Extended Leave of Absence
be made through the Club Secretary following frank discussions with the member.
REQUEST FORM:
The following REQUEST FOR LEAVE OF ABSENCE FORM is not a standard RI form.
Form should be available from the Club Secretary and should be lodged with Secretary
in all cases where a member is expected to be absent for more than four consecutive
meetings.
REFERENCE:
MOP – Club Constitution Article 9 Section 3 Excused Absences
EXTENDED LEAVE OF ABSENCE
SAMPLE ONLY
ROTARY CLUB OF _________________________________________________
RETURN TO:
THE SECRETARY,
BOX ____________ P.O.
_________________________Post Code_____________
or fax to Club Secretary.
REQUEST FOR LEAVE OF ABSENCE
(required only where a member will be absent for more than four regular club meetings)
I...................................................................hereby advise that I shall be absent from
(Rotarian)
regular meetings of The Rotary Club of _____________________________ for the period:
From: ..................................................................To ...............................................................
Reason for Absence is: (eg: protracted ill health, overseas, partner’s illness, moving to another
State etc. etc)
...............................................................................................................................................
...............................................................................................................................................
...............................................................................................................................................
...............................................................................................................................................
...........................................................
........ ........./........./.........
Signed
CLUB USE ONLY:
Confirmed by Board at meeting held on:
Excused from attendance applies
Recorded in Club computer on:/
........./........./.........
Yes/No
........./........./.........
ATTENDANCE AND MEMBERSHIP REPORTS
BACKGROUND:
Attendance and membership figures must be provided by email to the District
Attendance Officer, the District Membership Officer and to the Assistant Governor by
the 13th of each month. The report must be sent even if your membership numbers
have not changed during the month.
As the method of reporting can be changed this should always be verified by checking
the current years District Directory.
MEMBERSHIP AND ATTENDANCE REPORT
SAMPLE
District Membership and Attendance report for MONTH YEAR
CLUB:
ROTARY DISTRICT: 9800
DISTRICT GOVERNOR:
MONTH/YEAR:
Attendance in Month
For attendance calculations (Total Membership at end of Month excluding
Honorary Members and Board approved 85 rule members and excused
absence members)
Average Attendance % for month
...........%
Number of meetings held in the month
..............
(YTD .........%)
eg 3 of 4
If any meeting was cancelled, give date and reason:
Date:........................................Reason...........................................................................................................
.
Membership Movement in Month: (excluding honorary members)
Membership at 1st of Month (inclusive of Board approved 85 Rule Members):
..............
Add new members:
Sub total:
..............
..............
Less Members who left Club
Membership at month end:
..............
..............
New Member details:
Name:
Address:
Classification:
Name:
Address:
Classification:
BADGE ORDERING – MEMBERS
BACKGROUND:
For the purpose of familiarity, in particular for new members, every member and
partner is issued with a MEETING BADGE to be worn at all times at weekly meetings
and at special events or functions arranged by the club.
MEMBERS’ MEETING BADGES:
Will highlight the first name of the member (called the “badge name”) followed by
surname and classification in full. Special Meeting Badges followed by surname and
classification in full are issued to Past Presidents and to current President, which are
denoted in red accordingly (see sample attached R4-90)
Members’ Meeting Badges should be handed in at the end of weekly meetings or after
fellowship functions and stored in carry case provided.
Meeting Badges will be replaced upon request of member or at initiation of the Board
in event of:
•
•
•
•
•
•
change in Classification (approved by Board)
change in membership type eg. Active or Honorary
change in marital status if surname changes
name change by Deed Poll
change to name of the club
on passing to role of Past President
A “GUEST SPEAKER” Meeting Badge (yellow) is available to enable identification of
the guest speaker before and during meetings.
PROCEDURE:
Most clubs in this district order badges by mail or fax from:
PATRICK AUSTRALIA PTY LTD
84-88 Leveson Street,
North Melbourne 3051
PH: 9329 9200
Fax: 9329 5010
ORDER FORMS:
As per sample attached. Ensure Badge Code “R3 90” is noted on reverse and name
of Club also noted on reverse if order is being faxed. Show the member’s preferred
name (eg. Joe if preferred to Joseph.) If a female member, note on order “MAGNET
TYPE” which will cost an additional $1.65 per badge.
If badges are required urgently for a pending Induction, phone Supplier to ascertain if
ready and arrange for a member to collect prior to meeting. Invoice for payment will be
enclosed with badge and should be handed to Treasurer for prompt payment to supplier.
LAPEL BADGES:
Issued to all new members on loan only basis. Members are encouraged to wear lapel
badge at all times. Lost lapel badges may be replaced at member’s cost.
Replacements obtainable from Secretary or Treasurer who may order supply from
RDU Merchandising and Promotions in Sydney. Lost PHF badges can be obtained
from RI Offices in Parramatta NSW at member’s cost.
MEETING BADGE ORDER FORM
SAMPLE ONLY
Prices should be checked with Patricks Australia as they may have changed
To: PATRICK AUSTRALIA PTY. LTD.
Date:
84-88 Leveson Street, North Melbourne, Victoria, 3051
Postal Address: PO Box 133, North Melbourne, Victoria 3051
Telephone: (03) 9329 9200 Facsimile: (03) 9326 5010
1. Please Supply To: Rotary Club of ..............................................................................
` PO Box/Address ..............................................................................
` Suburb/Town: ................................ State: ............. Postcode: .................
` Contact Name: Phone No: .................. (H) .................... (B) ....................
` Signed: ....................................................
2. BADGE STYLES AVAILABLE
Preferred Name: _Margot_________________
Full Name: _____Margot Sheridan_____
Classification: __Law-Retail Leasing_______
Badge Code: _____R3.90 (MAGNET TYPE) _
Preferred Name: Terry
Terence Smith
Full Name:
Classification: Law- General Practice
Badge Code: _____R3.90_________________
Preferred Name: ________________________
Full Name: ____________________________
Classification: __________________________
Badge Code: ___________________________
Preferred Name: ________________________
Full Name: ____________________________
Classification: __________________________
Badge Code: ___________________________
3. PAYMENT DETAILS
Quantity
Badges Badges
R1
@
$11.00 =
$
Quantity
Badges
R2
@
$11.00 =
$
Badges
R3
@
$11.00 =
$
Quantity
Badges
R4
@
$12.00 =
$
Quantity
Badges
R5
@
$11.00 =
$
Quantity
Badges
R6
@
$11.00 =
$
Quantity
Badges
R7-8
@
$11.00 =
$
Quantity
Rotaractor Badges
@
$10.00 =
$
Extra Charge
Magnetic
@
$ 1.65 =
$
Quantity
2
Packing & Freight
=
Cheque attached
ABN 65 004 269 167 INCLUDES GST.
Note: Do not include packing and freight if badges are being collected.
$ ??
$
BADGE ORDERING – PARTNERS
BACKGROUND:
Some clubs have determined that PARTNERS, particularly female partners, have need
for special type of badges that have no pins or devices that risk damage to expensive
clothing.
A PARTNERS NAME BADGE is available that has a magnetic surface and backing
plate for wearing at official and fellowship events in particular for partners of new
members.
PROCEDURE:
These may be ordered from the same or a different supplier to Member badges but
should be ordered at the same time as ordering a Meeting Badge for a new member.
ORDERING:
Interested clubs may complete the attached ORDER FORM and post or fax to:
(A)
PATRICK AUSTRALIA PTY LTD
84-88 Leveson Street,
North Melbourne 3051
PH: 9329 9200
Fax: 9329 5010
OR
(B)
The Sign & Badge Centre
Factory 3, 35 Malvern Street
BAYSWATER, 3153
(or P.O. Box 461. Bayswater 3151)
PH: (03) 9720 8110 and Fax: (03) 9720 8125
Email: [email protected]
LIST OF PARTNERS:
A list of Partners is available from Club Secretary’s database and is regularly up-dated.
MAINTENANCE:
Custodian of Badges must match the present stocks of PARTNER NAME BADGES
with the database list from time to time and remove any obsolete badges (eg.
resignation) and order any new badges required.
LOST BADGES:
Where partner’s badge has been mislaid by the club there is no cost to replace.
However, if partner has taken badge and simply mislaid then member should meet
cost of replacement currently approx. $12 including postage.
POSTAGE COSTS:
Badge orders attract a postage fee which is added to invoice by the suppliers.
PARTNERS BADGE ORDER FORM
SAMPLE ONLY
Prices should be checked with The Sign & Badge Centre as they may have changed
Fax To: 9720 8125
The Sign & Badge Centre
Factory 3, 35 Malvern Street
BAYSWATER Vic 3153
Phone: (03) 9720 8110
OR
Fax to : 9329 5010
PATRICK AUSTRALIA PTY LTD
84-88 Leveson Street
NORTH MELBOURNE 3051
Phone : (03) 9329 9200
Date:
Please supply the following badge(s) and deliver in terms of instructions below
Badge Type: Magnetic backing 3.5mm x 7.5mm black type on white background.
Features: Rotary Emblem in left hand corner
Highlight in larger/bolder type: Preferred first name.
Club Name: Rotary Club of _________________________________________
a.
First Name: _______________________________
Surname: _________________________________
b.
First Name: _______________________________
Surname: _________________________________
c.
First Name: _______________________________
Surname: _________________________________
Delivery Instructions:
Post to Secretary, Rotary Club of ________________________________Inc.
PO Box________
_______________________________________________ P/code________
Badges Ordered by: Rotarian:_____________________________________
Contact Phone:____________________ Fax:________________________
BANNERS AND BANNERETTES
Large portable pull-up Banners or small Club bannerettes or Friendship Banners with
Club name may be ordered as necessary from the suppliers listed below.
Blank Banners without printing thereon are suitable to display exchange bannerettes
from other clubs.
Club bannerettes or Friendship Banners are not an official RI item, however, RI
recognises that good and useful purpose may be served by the exchange of banners,
flags and pennants between clubs. Where practiced, such bannerette design should be
distinctive, appropriate and expressive of the community, country and district of which
the club is a part.
F.D.L. Screencraft
5C Barkly Street
Mordialloc, Vic 3195
Phone: 03 9587 4475
Fax: 03 9587 4518
(Outside Melbourne)
Free Call: 1800 654 223
Email: [email protected]
For current pricing refer to their website www.fdlscreencraft.com
OR
Screengraphics
1-13 Fox Street
Granville, NSW 2142
Phone: 02 9682 5548
Mobile: 0401 991 376
Email: [email protected]
Foru current pricing refer to their website http://www.screengraphics.com.au
Pull-up Banners and specific Event Banners
Where Clubs seek new, replacement or assistance with the designs of portable pullup banners or banners for specific events or projects, please contact the District
Marketing Committee on Email: [email protected]
BOARD MEETINGS
BACKGROUND:
An AGENDA should ideally be forwarded by Secretary to all Board members at least
one week prior to the meeting advising date, venue, starting time and mention any
items of general business scheduled for discussion.
Board meetings are to be held regularly, at least monthly. Directors are required to
attend meetings and to provide a brief and concise written ACTIVITY REPORT on the
various activities of their committee in the past month or to date.
A special meeting of the Board may be called by the President whenever deemed
necessary eg: for discussion and voting on any matter of urgency or to approve
applications from new members. A special Board meeting can also be called upon
the request of two (2) members of the Board, due notice having been given.
BOARD MEETINGS:
Meetings to be opened, closed and conducted throughout by the President (or Vice
President). A majority of the total Board members shall constitute a quorum.
A full set of Minutes is to be recorded including apologies, confirmation of previous
Board Minutes (to be moved as accepted and seconded) and matters arising there
from. Minutes when issued should contain record of what actions are required and
who will take that action and by when. Eg:
ACTION REQUIRED
BY WHOM
BY DATE
R
eports from Secretary, Treasurer and from each Director are to be distributed and
tabled. Subsequent discussion on Directors' Reports should be limited to five minutes
only and relate only to new proposals for consideration and/or seeking approval of
expenditure within or outside the approved Budget.
Adequate time is to be allowed for items of General Business and date, time and
venue set for next Board meeting.
ACTIVITY REPORTS:
Should comprise one or two pages and be headed thus:
CURRENT PROJECTS
PROGRESS TO DATE
1. Current Projects must list the major objectives of the Committee and may be
added to or deleted as new projects are taken up or dropped throughout the year
as approved by the Board.
2. Progress To Date must advise the steps taken to date and state if a project is
behind schedule or might not be completed on time. A new completion date
should be set. This section also to be used to request any action or approval by
the Board.
3. Activity Reports are to be preferably typed for legibility but may be hand written
for expediency.
4. It is desirable that Activity Reports be faxed or emailed to the Club Secretary and
all Board members at least two days prior to the scheduled Board meeting and
extra copies brought to the Board meeting for distribution if necessary. This
enables Board members to read the reports prior to the meeting.
5. Directors should maintain copies of Activity Reports and all correspondence
relating to their committee on file for handing to an incoming Director at end of
Rotary year.
6. Similar Activity Reports may be requested by Directors in obtaining progress on
activities from members of their committee. These should be summarised onto
the Directors Report to the Board and not simply attached thereto.
7. It is Recommended that the decisions taken at Board be communicated to the
Membership at the next Club meeting.
REFERENCES:
(i) Manual of Procedure
(ii) Club Bylaws
BOARD MEETINGS – Sample agenda
This is a suggested agenda only and will need to be amended for each Clubs own
use.
ROTARY CLUB OF
BOARD MEETING
MONTH, YEAR
To be held at LOCATION on DAY, DATE
Commencing at TIME
AGENDA
1.
Welcome by President
2.
Apologies
3.
Confirmation of Minutes of previous Board Meeting
4.
Business arising from above minutes
5.
President’s report
6.
Secretary’s report
7.
Treasurer’s report
8.
Committee Reports
Vice President(s)
Club Administration
including Fellowship, Bulletin, etc
Foundation
Membership
Community Service
International Service
Youth Service
Vocational Service
Service Projects
9.
General Business
10.
Date of next Board meeting will be DAY and DATE
BOARD MEETINGS – Sample activity report
ROTARY CLUB OF___________________________________ Inc.
........................................................................COMMITTEE
REPORT
MEETING
ACTIVITY
DATE: ........../............/............
PRESENT:
APOLOGIES:
CURRENT PROJECTS
PROGRESS TO DATE
1
2
3
4
5
6
Note:
This form to be used to report progress to the Board on projects or activities within a Committee.
Form should be distributed to Club Secretary and Board Members at least two days prior to the
Board Meeting.
Extra copies of completed form should be taken to Board meeting for distribution as necessary.
BOARD MEETINGS – Minute taking suggestions
Take a laptop to the meeting and start with a blank template or a copy of the previous
month’s minutes that you have already removed finalised business from and added
new agenda items to so that you have a head start before the meeting.
Alternately, if a laptop is not available, you can follow the above procedure and
print out the minute’s template, leaving sufficient space in each section to
handwrite the required information.
The minutes should be an accurate reflection of the main points discussed / action
required / decisions made.
We suggest that the use of individual names is kept to a minimum and that the
following type of phraseology is used ...
• The meeting was advised …
• The President advised …
• It was agreed …
• Make sure the Proposer and Seconder for all motions is recorded.
• Make sure that all decisions relating to expenditure of funds is recorded including
the Proposer and Seconder.
• Distribute the minutes within two to three days of the Board Meeting to the
President for verification and then distribute to all Board members
.
BOARD MEETINGS – Sample correspondence log
BUDGET –
Information to help Treasurers set the Clubs’ annual budget
BACKGROUND:
Every club is expected to prepare an ANNUAL BUDGET for income and expenditure
at the beginning of the new Rotary year i.e.1st July. (Refer Article 12 of the
Recommended Club By-Laws).
In-coming Treasurer should confer with the retiring Treasurer to determine the past
expenditure for normal out goings such as meal cost, postage, stationery etc.
The meeting of the Joint Board in early May should recommend any increase in
Members’ Subscriptions and have it approved by the Board at the June meeting.
Invoices for annual subscriptions need to be posted/handed to each Member
immediately on the 1st July to ensure that sufficient funds are in hand for payment of
RI and District dues and Insurance before 31st July.
R.I. DUES:
Per-member cost paid half-yearly on 1st July and January based on US dollar
equivalent exchange rate advised to clubs by District Treasurer or available on
www.rotary.org. Treasurer to pay by club cheque in Australian dollars plus GST. SAR
Invoice and member list should be downloaded via Member Access and should be
reviewed and up-dated to reflect the correct number of members as at July 1st or
January 1st.
Any Clubs who have outstanding accounts of more than US$250.00 the following
actions will be taken by RI:
•
90 days (3 months) from due date, the RI secretariat will send
notices to all club secretaries
•
Termination of clubs with unpaid financial obligations in excess of US$250 will
occur 180 days (six months) from due date.
reminder
Requirements to Reinstate a Terminated Club
There are two different situations:
a)
To be reinstated within 90 days from the termination date, a club must fully
pay:
•
Its outstanding financial obligations at the time of termination
•
All semi-annual dues that continue to accrue thereafter AND
•
A US$10 per member reinstatement fee.
•
The club will then be reinstated automatically.
b)
To be reinstated between 91 and 365 days after termination date, a club
must:
•
Fully pay its outstanding financial obligations at the time of
termination, all semi-annual dues that continue to accrue thereafter, a
US$10 per member reinstatement fee, and a US$15 per member
charter fee; AND
•
Complete and submit a New Club Application Form and a revised
membership list. For purposes of reinstatement, it is not necessary to
have a minimum of 20 members, as in the case of chartering a new
club.
It is important to note that clubs terminated for non-payment of financial obligations to
RI are ineligible for participation in Rotary Foundation Programs. Pending applications
for which a club serves as the host or international partner will be considered as
withdrawn. Grants for such clubs serving as host or international partner will be
cancelled. Terminated clubs are required to immediately return all funds and interest
earned on cancelled grants to The Rotary Foundation, and account for all grant funds
previously spent. Questions regarding this matter can be directed to the Humanitarian
Grants Program, [email protected]
Notes on Australian Goods & Services Tax (GST)
as it applies to RI Membership Dues
Under Australian taxation legislation, clubs in Australia are liable for GST on
membership dues because a service is provided in Australia (a taxable supply of
membership rights).
In June 2000, Rotary International sought legal advice regarding the GST treatment of
semi annual dues. In addition two officials from the Australian Taxation Office visited
Rotary International Parramatta office to obtain an understanding of operations and
treatment of membership dues and other receipts and payments.
The advice received was that the semi annual dues paid by Rotary Clubs to Rotary
International will attract 10% GST as Rotary International is granting a taxable supply
of membership rights to the clubs.
Rotary International is required to account for GST to the Australian Taxation Office
on the dues. Conversely, a club will be entitled to an input tax credit for the GST paid
if the club is registered for GST.
This is the case regardless of whether the club pays the dues amount to Rotary
International’s Parramatta office or sends the dues directly to Evanston, USA.
There is an obligation on Australian clubs to remit to RI the GST in addition to the RI
prescribed per capita dues and the COL levy. The GST component will be deducted
from moneys received by RI and if there is any shortfall the club's account will be
debited for the shortfall; if clubs pay the correct amount inclusive of GST there is no
need to debit the club's account.
The finance department in Parramatta office remits the GST to the Australian Taxation
Office.
Even if a club remitted its semi-annual dues direct to the US instead of through
Parramatta Office, the Club still has an obligation to pay the GST on their remittance
as the legislation catches such overseas remittances of membership dues for services
provided in Australia.
Remittances direct to the US are returned to Parramatta Office for processing in
Australia.
DISTRICT DUES:
The Draft District budget is presented to the President Elect at the President Elect
Training Seminar. Each President Elect is then charged with obtaining her/his Club’s
approval for the budget. The President Elect then votes his/her Clubs decision at
District Assembly and the cost per member determined. The budget is normally on a
break-even basis and includes major items such as the President Elect Training
Seminar and the production of the District Directory.
Accounts including GST are invoiced to Clubs by District six monthly on 1st July and
January.
Audited District annual accounts will be presented at the AGM of District 9800 Inc.
INSURANCE:
The District pays its share of the National Insurance Programme for District 9800 and
recoups the cost by charging each club on a per member basis including GST.
Normally invoiced to Clubs with the July District dues.
ROTARY DOWN UNDER (RDU):
The receipt of a Rotary Official Magazine by all members is mandatory under Rotary
rules. In Australia it is recommended that we receive “Rotary Down Under” magazine
in order to achieve economies of scale in publication costs.
The per-member cost including GST is payable half-yearly on July 1st and January
1st to RDU who will invoice each club direct. Two members residing together may
elect to receive only one “Rotary Down Under” magazine.
Cost per member includes home delivery costs. RDU is posted directly to each
member’s private address monthly.
DISTRICT TRAINING ASSEMBLY:
The District Training Assembly is normally held in May each year and is the major
training venue for incoming officers, new members etc.
The District Governor normally appoints a host Club(s) to organise the event who will
seek to recoup outgoings on a per member basis.
Clubs are generally expected to meet this expense out of their normal running cost.
BUDGET – Financial Estimates Template
Outline Of Financial Estimates For Year
The administration items and projects listed in this template are for example only.
Clubs should amend the template to reflect their own requirements.
INCOME:
Membership Fees
Bank Interest
Fines
Meal
Joining Fees
Gross Income
EXPENDITURE:
Membership Directory/Wallet Cards
Membership Recruitment
Meal Costs
Bulletin
PR
Miscellaneous
Postage and Post Box
Bank Fees/Merchant Fees
District Assembly
Gifts/Flowers/Cards
Badges/Engraving
District Levy
Cost x members =
Insurance
Cost x members =
RDU
Cost x members =
RI
Cost x members =
Printing & Stationery
Annual Report
Family of Rotary
Horizons Planning
President’s Allowance
Legal Fees
Computer Hardware/Software
Consumer Affairs
Total Expenditure
Surplus/Deficit
* All figures include GST
COMMITTEES:
FUNDRAISING:
Charity Gala
Art Auction
Puddings/Cakes/Hams
Wine Sales
Eminent Speakers
Trivia Night
Total Income for Projects
COMMUNITY SERVICE:
Project Growtree
Drains to Waterways
ARHRF
Rotary Child Guardianship
District 9800 Peer Support
Christmas Hampers
Paint Your Heart Out
Drought Relief
Ambulance Support
Kids Helpline
Camp Getaway
Our Community Matters
Anti Salinity
Total Community
FOUNDATION:
Foundation Matching Grants
Foundation Contribution
GSE
Total Foundation
INTERNATIONAL:
Donations in Kind
East Timor
Safe Water – Save Lives
International House
Literacy Project
RAM
Disaster Plan
Interplast
Total International
MEMBERSHIP:
200?-200? budget 200?-200? actual
New Member Function
Mail-out
Total Membership
YOUTH SERVICE:
Youth Exchange/In/Out
Youth at Risk
Rotaract/Interact
YOUTH Month
RYLA
RYPEN
MUNA
NYSS
Total New Generations
VOCATIONAL:
Ethics Debate
Vocational Directory
Young Achievers
Career Interviews
Total Vocational
Total Expenditure
Excess/Deficit for Year
CONSOLIDATED:
Membership Income
Fundraising
Total Income
Membership Services
Committee Expenditure
Total Expenditure
Movement for Year
CHANGE OF CLUB NAME OR LOCALITY
BACKGROUND:
All Clubs must designate its locality in its Constitution. Each provisional Club must adopt a
name that identifies it with its locality. The name should be easily identifiable on a map of
the area.
Changing the name or locality of a Rotary Club requires an affirmative vote of not less
than two-thirds of all members present and voting at a regular club meeting.
In addition, the change requires the PRIOR approval of the Board of Directors of
Rotary International and the District Governor.
In Victoria under the Associations Incorporations Act, an incorporated Club must seek
and obtain the approval of Consumer Affairs.
Concurrence must also be sought from neighbouring Rotary Clubs or those with similar or
like names if there is potential for dissension or that the name may be confusing.
PROCEDURE:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
Pass a motion at Club Board meeting and record the approval clearly in Board
Minutes of that meeting
Place matter on the agenda for a vote by all members present at a regular
weekly Club meeting and record any objections
Seek written permission of District Governor
Write to and seek approval of RI via RI South Pacific & Philippines Office at
Parramatta, NSW (use standard form see sample)
Seek concurrence in writing of neighbouring Clubs or Club that may be impacted
by change in name or locality
Apply to Registrar at Consumer Affairs to change name (not locality) under the
Associations Incorporations Act (use standard form which can be downloaded
from http://www.consumer.vic.gov.au)
On receipt (not before) of approval of Consumer Affairs, email to District
Secretary to place notice of change of name or locality in District Governor
weekly newsletter and advise DG, DGE and DGN and AG officially
Email to RI Office in Parramatta to change their records and or effect change on
RI website via “Member Access”
Email to RDU to place notice of change of name or locality in next issue
Change or overprint any notices of name change in venue foyer or street signs
Email notice to all individual Clubs in District 9800
Email to Rotary Club of Port Pirie, SA to change name in “ANZIO ZONE Directory”
Change all details on Club website and letterheads etc
Have Club banner replaced at your Club cost.
If applicable, notify McKean & Park Lawyers to amend Club’s copies of Rules &
Constitution and Bylaws in relation to either name or locality
REFERENCES:
i.
ii.
iii.
RI Manual of Procedure- Name and Locality
RI website: www.rotary.org
Website of Consumer Affairs: www.consumer.vic.gov.au. Click on Clubs and Notfor-Profits Clubs and download update details form. If problem phone 1300 55 81 81
APPLICATION FOR CHANGE OF CLUB NAME AND LOCALITY
SAMPLE ONLY
Follow these three steps to request a name and locality change for your club:
1.
Vote to change the club name and locality by a two-thirds affirmative vote of all
members present and voting at a regular club meeting, provided a quorum is
present (see Article 19, Section 2 of the Standard Rotary Club Constitution for
more information).
2.
Notify your district governor of your proposed new name and locality.
3.
Obtain the approval of the RI Board of Directors by completing this form and
submitting it to your RI Club and District Support (CDS) representative. Click to
find your CDS Rep.
As club officers, we certify the following information to the RI Board:
1.
We verify that our club voted at our regular meeting on by a two-thirds affirmative
vote of all members present to change our name and locality as indicated below
in accordance with the provisions of article 19, section 2 of the Standard Rotary
Club Constitution.
2.
Our club has notified the district governor about our plans to change the club's
name and locality.
3.
Our current name is
Our proposed new name is
Please note that you must provide the full club name as it would appear in the
Official Directory, including state/province (where applicable) and country.
4.
Our current locality is
Our proposed new locality is
5.
The reason for our proposed name and locality change is as follows:
6.
We would like a replacement charter
Yes
No
(Please note that the replacement charter will be signed by the current RI President.)
Signature of Club President
Signature of Club Secretary
(Your signature verifies that the above steps have been followed.)
Date
Date
APPLICATION FOR CHANGE OF CLUB NAME
SAMPLE ONLY
CHANGE OF ROTARY CLUB NAME
Follow these three steps to request a name change for your club:
1.
Vote to change the club name by a two-thirds affirmative vote of all members
present and voting at a regular club meeting, provided a quorum is present (see
Article 19, Section 2 of the Standard Rotary Club Constitution for more
information).
2.
Notify your district governor of your proposed new name.
3.
Obtain the approval of the RI Board of Directors by completing this form and
submitting it to your RI Club and District Support (CDS) representative. Click to
find your CDS Rep.
As club officers, we certify the following information to the RI Board:
1.
We verify that our club voted at our regular meeting on by a two-thirds affirmative
vote of all members present to change our name as indicated below in
accordance with the provisions of article 19, section 2 of the Standard Rotary
Club Constitution.
2.
Our club has notified the district governor about our plans to change the club's
name.
3.
Our current name is
Our proposed new name is
Please note that you must provide the full club name as it would appear in the
Official Directory, including state/province (where applicable) and country.
4.
The reason for our club name change is as follows:
5.
We would like a replacement charter
Yes
No
(Please note that the replacement charter will be signed by the current RI President.)
Signature of Club President
Signature of Club Secretary
(Your signature verifies that the above steps have been followed.)
Date
Date
APPLICATION FOR CHANGE OF CLUB LOCALITY
SAMPLE ONLY
CHANGE OF ROTARY CLUB LOCALITY
Follow these three steps to request a locality change for your club:
1.
Vote to change the club's locality by a two-thirds affirmative vote of all members
present and voting at a regular club meeting, provided a quorum is present (see
Article 19, Section 2 of the Standard Rotary Club Constitution for more
information).
2.
Notify your district governor of your proposed new locality.
3.
Obtain the approval of the RI Board of Directors by completing this form and
submitting it to your RI Club and District Support (CDS) representative. Click to
find your CDS Rep.
As club officers, we certify the following information to the RI Board:
1.
We verify that our club voted at our regular meeting on
by a two-thirds
affirmative vote of all members present to change our locality as indicated below
in accordance with the provisions of article 19, section 2 of the Standard Rotary
Club Constitution.
2.
Our club has notified the district governor about our plans to change the club's
locality.
3.
Our current locality is
Our proposed new locality is
4.
The reason for our locality change is as follows:
Signature of Club President
Signature of Club Secretary
(Your signature verifies that the above steps have been followed.)
Date
Date
CHANGEOVER FUNCTION – CLUB
BACKGROUND:
Whilst not the case in all Rotary clubs, it has been traditional in many clubs that the
President Elect be responsible for the co-ordination of the CLUB CHANGEOVER
FUNCTION to be held prior to end of June or within the first two weeks of July where
possible. The President Elect would be assisted by the Club Administration
Committee.
The philosophy of the Changeover is to provide the outgoing President with an
opportunity to inform the members and partners of the past year’s achievements and
to equally enable the in-coming President to outline the ensuing year’s programmes
and to introduce the new Board of Officers and Directors. It is also an opportunity to
present various Rotary recognition awards for outstanding service.
In some clubs, the incoming President may invite guests at the expense of the club.
Such guests may be in addition to the outgoing or incoming District Governor and
partner or, if unavailable, the respective Assistant Governors and partners. Such
invitations should be issued very early in February to ensure acceptance.
The many tasks involved would normally be fulfilled by the
ADMINISTRATION COMMITTEE and allocated to committee members.
CLUB
PROCEDURE:
1.
In consultation with current President, President Elect to determine a date and
select a venue at earliest opportunity.
2.
An early invitation to be extended to the incoming or outgoing District
Governor and partner and the Assistant Governor and partner.
3.
President to determine the recipients of any Meritorious Service Awards,
Rotarian of the Year Award and the issue of appropriate gifts. PHF Nominating
Committee to recommend and Board to approve any PHF Recognitions to be
presented at the Changeover.
4.
Ensure the ordering and necessary engraving of Collar Badges is commenced and
the ordering of respective Member Badges/Lapel Badges for incoming and outgoing
officers is in hand.
6.
President requests the Directors to prepare a Report on the activities of their
Committees together with photographs for preparation of the ANNUAL REPORT
that may be made available at the Changeover. Secretary or member preparing
the annual report will co-ordinate all committee reports and arrange for printing,
collating etc. Clubs may wish to consider the provision of this report to members in
pdf form on a CD. The benefits of this media are considerable cost savings and
friendlier to our environment.
7.
Design and printing of PROGRAMME/MENU to be arranged by President Elect
together with a Table Plan and flowers for partners or guests.
8.
Outgoing and Incoming Sergeant at Arms to conduct a joint fines session.
9.
Toast to Rotary International may be requested of the visiting District Governor, DGE
or AG attending. If a response is required it may only be given by a DG or PDG.
REFERENCE:
Following is list of suggested Changeover Requirements.
This contents of this list are only suggestions of what may be required and each Club
should personalise it for their own use.
SUGGESTED CHANGEOVER REQUIREMENTS
Article II.
ITEM
NO.
OBTAIN FROM
AND/OR TAKE TO:
(suggested suppliers)
DUTY OF:
DATE
REQUIRED
BADGES AND COLLAR BARS:
Bar to President's Collar engraved
“(Name).. 201?-201?”
1
Bar to Sgt At Arms collar engraved
“(Name)……201?-201?”
1
Lapel Badge for " PRESIDENT"
1
RDU Merchandising
Harris Park, NSW
Lapel Badge for "PAST
PRESIDENT"
1
RDU Merchandising
Harris Park, NSW
Meeting Badge for incoming
President in red to read:
“PRESIDENT 201?-201?"
Meeting Badge for outgoing
President in red to read:
"PAST PRESIDENT 201?-201?"
Lapel Badge for "PAST
SECRETARY"
1
Patricks Australia P/L
Leveson St, Nth Melb
1
Patrick Australia P/L
Leveson St, Nth Melb
1
RDU Merchandising
Harris Park, NSW
Lapel Badge for "PAST
TREASURER"
1
RDU Merchandising
Harris Park, NSW
Lapel Badge for incoming
"SECRETARY"
1
RDU Merchandising
Harris Park, NSW
Lapel Badge for incoming
"TREASURER"
1
RDU Merchandising
Harris Park, NSW
TROPHIES:
President's Rotarian Of Year
Award engraved "(Name)……...
201?-201?"
1
Handover from current
holder.
Certificate of Achievement or
Appreciation Awards to Club
Members or non-Rotarians
As determined by the
Club President and/or
the Board
PAUL HARRIS FELLOW:
PHF Recognition Awards with badge,
Citation and inscribed certificate
(Check wording on receipt)
Rotary Service Centre
Parramatta NSW
Recommendations
PHF Nominating
Committee.
Board approval.
NB: It is recommended that PHF regalia be ordered well in advance (early May) to avoid disappointment.
ITEM
ITEM
NO.
OBTAIN FROM
AND/OR TAKE TO:
(suggested suppliers)
DIRECTORIES:
New "Members Directory"
??
Collect from Printer
REPORTS:
Annual Reports(if applicable)
??
Printing or on CD
Collect from ???
MEETING BADGES:
Members Meting Badges
From meeting venue
Partners Meeting Badges
BANNERS:
Club Banner "RC OF.
From meeting venue
Check against list to ensure
they are all on hand
1
Theme banner
RAFFLES:
Raffle Tickets
??
Purchased as required
Direct from Donor
??
TABLE PLAN:
Table Plan and Table Names
DISPLAYS:
Photo Display of Year’s Events
From Club Venue
RDU Merchandising
Harris Park, NSW
Raffle Prizes
Raffle proceeds to cover
DUTY OF:
Costs of flowers, printing of
program, other costs
Take to Venue
1
Photos on night
Take to Venue
Camera
Club Photographer
FLOWERS:
Outgoing President's Partner
1
Deliver direct to Venue
President Elect
Incoming President's Partner
1
As above
President Elect
Partners of PHF
As above
President Elect
DG’s Partner
As Above
President Elect
VENUE:
Select Venue
Book at last 5 months
ahead of date
Negotiate price per person
and Menu
Set price per head for
President Elect
attendees taking into account
a surcharge to cover guests,
and other costs
PROGRAM:
Design Program and timings
Incoming President
GUESTS:
Invite Special Guests
eg DG, DGN or AG
Written invites in
February at latest.
PRINTING:
Artwork and printing of
Program/Menu
??
Take to venue prior to
start of evening
President Elect
President Elect
DATE
REQUIRED
CIRCULARISATION AND COMMERCIALISATION
DISTRICT 9800 POLICY:
With the exception of approved inter-district projects, District 9800 clubs should not
expect to receive approval from the DG to contact clubs outside our district to assist
with fund raising projects etc. The DG will generally not grant permission to clubs from
other districts to raise funds in our district.
RI POLICY:
Commercialising Rotary
The Official Directory of RI is published annually for the information of all Rotarians.
No Rotarian shall use the Official Directory, club or district directory, or any other
database or list of names compiled in connection with a Rotary related project or
activity for commercial purposes. (RCP 11.030.6.)
Circularising Rotary Clubs
The limits of authorised circularisation of Rotary clubs are as follows:
A club desiring to request the cooperation of other clubs or members of other clubs, in
connection with any matter whatsoever, by any means, including telemarketing, must first
submit its purpose and plans to the governor(s) of the involved area and secure his, her, or
their approval. This applies only in cases where a club desires to request the cooperation of
more than one Rotary club or members of more than one club. Clubs requesting
cooperation through non-active methods (websites, social media, and so forth) that
rely on opt-in communication choices are exempt from this policy. (RCP 11.030.1.)
A Rotary club(s) engaging in these types of activities must comply with RI policy for
use of the Rotary Marks, including proper identification and qualifying language for the
Rotary clubs(s) involved. (RCP 11.030.1., 33.020.6.)
No club shall solicit financial assistance or participation in commercial ventures from
any other Rotary club or from individual Rotarians other than its own members unless
and until it first secures an authorization from the RI Board.
The general secretary shall request the governors of any districts involved in
unauthorised solicitations, including those by telemarketing, to take action to end such
activities. Continued non-compliance with this policy will be reported to the RI Board
for possible discipline for cause, including termination of the club. (RCP 11.030.1.)
Rotary clubs and districts desiring to use a commercial telemarketing, Internet Web
hosting, or email firm to solicit the public on their behalf must first submit their purpose
and plans to the governor(s) of the involved area and secure his, her, or their approval;
comply with existing Rotary circularisation policy; and include proper identification and
qualifying language for all Rotary Entity(ies) to be represented. (RCP 11.030.4.)
The Official Directory of RI shall not be made available by Rotarians, Rotary clubs, or Districts
for the purpose of circularisation. (RCP 11.030.6.) Any club or district directory must include a
notice that the directory is not for distribution to non-Rotarians and may not be used as a
commercial mailing list. (RCP 11.040.7.)
Protecting Member Information
Rotary is committed to protecting members’ privacy. Fair information practices are
essential to maintaining the trust of member clubs, Rotarians, and others.
As part of its effort to assist clubs and districts and facilitate communication with
Rotarians, RI collects personal information about Rotary club members solely for the
purpose of conducting the following core business activities:
1)
Billing
2)
Supporting The Rotary Foundation
3)
Identifying prospective candidates for presidential and Foundation appointments
to conferences, RI and Foundation committees, resource groups, and other
assignments
4)
Tracking membership trends, developing membership
characteristics,
producing demographic analyses, and supporting membership retention
5)
Identifying Rotarians who have specific language or professional skills
6)
Providing information and updates to district chairs and others involved in RI
programs and service projects
7)
Supporting The Rotarian and the Rotary regional magazines
8)
Providing guidance to clubs and districts in their public relations efforts
9)
Communicating key organisational messages and information to district leaders
for dissemination at the club level
10) Facilitating convention and special event planning
11) Communicating information to Rotary clubs, districts, and district leaders by
officially licensed vendors under RI’s licensing system (RCP 26.110.)
At the direction of the RI Board, RI may occasionally participate in special advertising
or marketing initiatives that involve the release of membership information. RI will
notify Rotarians about these initiatives and give them the opportunity to decline to
participate. RI may also disclose information as required by law, or if pertinent to
judicial or governmental investigations. (RCP 26.110.)
Lists of clubs, club officers or committee members, or Rotarians may not be furnished
to other organisations, except to meet legal requirements of government agencies or
by the assent of the RI Board, provided that the RI Board may not furnish such lists in
violation of any applicable laws. (RCP 11.040.2.) Anyone desiring a club membership
list should seek to secure it from the club or to secure an authorization from the club
to the Secretariat instructing RI to furnish a list of the club’s members. If a governor
requests it, the general secretary will supply a list of all Rotarians in the district to the
governor. (RCP 11.050.1.)
Telemarketing
Any use of a commercial telemarketing, Internet Web hosting, or email firm to solicit
the public will require approval of the governor(s) of the purpose and plans of the
solicitation, must comply with existing Rotary circularisation policy, and must include
proper identification and qualifying language regarding the Rotary Entity. The general
secretary shall request the governors of any districts not in compliance with this policy
to take action to end such activities.
Continued non-compliance with this policy will be reported to the RI Board for possible
discipline for cause, including termination. (RCP 11.030.1., 11.030.2., 11.030.3., 11.030.4.,
33.020.6.)
REFERENCES:
i. Manual of Procedure – Circularisation
ii. District Information Directory
CLASSIFICATIONS
BACKGROUND:
Rotary International regards the adherence to the Classification principle as essential.
The classification principle helps clubs achieve a more diverse representation of their
communities. Each active member of a Rotary club is classified by his or her current
or former business, profession, or type of community service.
DEFINITION:
Classifications are determined by activities or services to society rather than the
position held by a particular individual.
The use of "major-minor" systems, such as "EDUCATION - SECONDARY" is
discouraged in favour of terminology "SECONDARY EDUCATION" or "RETAIL
BANKING" rather than "BANKING - RETAIL" (Major-minor style classifications are not
acceptable on charter lists for new clubs).
Rotary International recommends that each club adopt a rule that, to be eligible for
membership in the club under a given classification, at least 60% of a person’s commercial,
industrial, professional or institutional life must be devoted to that activity.
Retired persons are not included in the above classification numbers.
LIMITATIONS:
Every club should have a well-balanced membership in which no one business,
profession or community service dominates. Clubs may not elect a person to active
membership in which the club already has five (5) or more members from that
classification, unless the club has more than fifty (50) members in which case it
shouldn’t result in the classification making up more than 10% of the club’s active
membership. Members who are retired are not included in the total numbers of
members from a classification.
SURVEY/ROSTER:
A classification survey should enable a roster to be compiled of filled and unfilled
classifications using a business directory of the club's territory. RI does not maintain a
list of general classifications.
PROCEDURE:
1.
Applications for new membership should be referred to the Classifications Officer
to avoid conflict with other classifications existing in the club.
2.
The Classifications Officer may distribute a list of UNFILLED classifications to
members compiled mainly from resigned members and from suggested
industries, professions, institutions etc not currently represented and that may
enhance a balanced membership base.
REFERENCES:
Manual of Procedure -Classifications
CLUB RULES AND CONSTITUTION AND BYLAWS
BACKGROUND:
All Rotary clubs throughout the world and also Rotary International itself are governed
by a Standard Constitution (originally adopted in 1922) and By-Laws. These
documents outline the administrative techniques in holding weekly meetings,
procedures for membership and classifications, conditions of attendance and payment
of dues, and other policies relating to public and political issues.
CLUB RULES AND CONSTITUTION:
The Standard Rotary Club Rules and Constitution must be adopted by all clubs admitted to
membership of Rotary International. This includes ALL clubs in District 9800.
AMENDMENTS:
The Standard Club Rules and Constitution may be amended only by the Council on
Legislation of Rotary International that meets every three years.
Only amendments that can be made by a club relate to Change of Club Name (Article
2) and/or Change to Territorial Limits (Article 3). These amendments require a
quorum being present and by the affirmative vote of majority present and voting.
Members must have received at least 10 days notice in writing before meeting and
change requires approval of the Board of Directors of RI through the District
Governor.
CLUB BY-LAWS:
Recommended Club By-Laws are outlined in the Manual of Procedure. These are
recommendations only and may be changed by any Rotary club to meet its own
conditions, provided such changes are not out of harmony with the Club Constitution
and By-Laws of Rotary International also outlined in the Manual of Procedure.
AMENDMENTS:
Amendments to By-Laws do not require the prior approval of RI but must comply with
and be accepted by the Victorian Office of Fair Trading in terms of the Associations
Incorporation Reform Act 2012.
SAMPLES:
A pdf copy of the RI Standard Rules and Constitution and Recommended By-Laws
are available at: www.rotary.org
DISTRICT 9800:
District 9800 has worked with McKean & Park Lawyers to provide District 9800 Clubs, who
wish to use them with a set of Rules and Constitution and By-Laws which are accepted by
RI and comply with the Victorian Associations Incorporation Reform Act 2012.
For a fee Clubs can have these documents updated to reflect their own Clubs needs
as well as the Tri-Annual changes made by the Council of Legislation.
Contact:
McKean Park Lawyers
Level 11, 575 Bourke Street
Melbourne 3000
PH: 8621 2888 – Reference Ross Blair, FX: 9614 0880
REFERENCES:
i.
Manual of Procedure
ii. Club Secretary Handbook
CLUB HISTORY
BACKGROUND:
Rotary encourages all Clubs to research and record their Club history so that past
events and people are not lost in time. Rotarians and others should be able to reflect on
some of the many great projects and programs that Clubs in District 9800 can be justly
proud of.
REPOSITORY:
With this in mind District Administration has made arrangements with the Prahran
Mechanics’ Institute – Victorian and Local History Library regarding a permanent
repository for holding Rotary Club histories.
The not-for-profit Prahran Mechanics’ Institute is located at 140 High Street, Prahran
and began in 1854. It is one of a small number that still provides a lending collection
specialising in the history of Victoria.
The Prahran Mechanics’ Institute Library have offered to receive, catalogue and
display your Rotary Club history on their shelves for access by the general public,
other interested Rotarians or for the purpose of research and referral on site or loan.
Your Club history will be located with other local history books of your city, suburb or
town. Your Club history may be lent out, to any of your members or other interested
persons just as with any normal lending library. There is no cost for depositing your
history. If you are interested in lodging your Club history for posterity in a centrally
located, highly respected institution but would like more details about the Prahran
Mechanics’ Institute, you can access their website at: www.pmi.net.au Clubs may lodge
their history direct to the Library or through their Assistant Governor or through the
District Resources Officer.
Items will only be accepted as follows:
Completed published book or booklet or various editions thereof, or CD or DVD.
OR
unpublished manuscripts, which must first be typed and filed in an appropriate ringed
binder with title, author(s) and date details (folders containing past Board minutes,
correspondence etc cannot be accepted)
PRINTING:
The Prahran Mechanics’ Institute Library also operates a press with the aim of
assisting societies to publish histories from prepared manuscripts or can advise on
design, layout and liaison with printers etc. Rotarians are invited to call and view the
vast range of local histories or check out their online catalogue at www.pmi.net.au
CLUB LEADERSHIP PLAN
BACKGROUND:
The Club Leadership Plan is the recommended administrative structure for Rotary
clubs. It is based on the best practices of effective Rotary clubs. Because each Rotary
club is unique, the Club Leadership Plan is flexible enough to support the individual
needs of clubs around the world. Although it isn’t mandatory for any club to adopt the
Club Leadership Plan, every Rotary club, new and old, can benefit from standardising
its administrative procedures based on these best practices:
•
Develop long-range goals that address the elements of an effective club.
•
Set annual goals that support long-range goals.
•
Make sure that all club members feel involved and informed.
•
Keep the lines of communication open, both in the club and with the district.
•
Ensure continuity in leadership from year to year.
•
Customize the bylaws to reflect club operations.
•
Provide regular fellowship opportunities.
•
Actively involve all club members.
•
Offer regular, consistent training.
CLUB COMMITTEES:
While many clubs may choose to continue their current committee structure, clubs may
wish to consider the following five standing committees to carry out the club’s annual
goals:
Membership: This committee develops and implements a plan for recruiting and
retaining club members.
Public relations: This committee develops and executes a plan to provide the public
with information about Rotary and promote the club’s service projects and activities.
Club administration: This committee conducts all the club’s administrative activities.
The club secretary and treasurer should be members of this committee.
Service projects: This committee plans and carries out educational, humanitarian,
and vocational projects that address the needs of the club’s community and
communities in other countries.
The Rotary Foundation: This committee develops and carries out plans to support The
Rotary Foundation through financial contributions and club participation in Foundation
programs.
To ensure continuity in each committee’s activities, appoint committee members to
three-year terms, whenever possible. The club president-elect is responsible for filling
vacancies and appointing committee chairs. The president-elect should also conduct
planning meetings with incoming committees before the next Rotary year begins. The
Club Leadership Plan recommends that each committee chair have previous
experience on that committee.
The club should appoint additional committees and subcommittees as needed, such
as for special projects or to reflect the traditional activities of the club. Each standing
committee should set goals in support of the club’s annual and long-range goals.
Each club committee should report regularly to the club’s board about the progress of
their activities. Many clubs use assemblies for this purpose. Each committee should
also take advantage of district support by communicating regularly with the club’s
assistant governor and the appropriate district committees.
If your current structure serves your club well, change isn’t necessary. The
recommended committee structure is only one part of the Club Leadership Plan, and
it’s intended to align the club with major operational activities and the district structure.
REFERENCES:
i.
RI Website: www.rotary.org
ii. RI Club President’s Manual
iii. RI Club Secretary’s Manual
iv. RI Club Committee Manual
CLUB PRESIDENT – NOMINATION OF
BACKGROUND:
Many clubs have established a NOMINATING to advise on the nomination of a new
President each year. The Nominating Committee is a Standing Committee and is to
meet on a strictly confidential basis.
SCOPE:
Nominating Committee to first meet in September each year to draw up a select list in
preferred order of potential candidates.
Qualifications might include:
• having chaired a Club committee or
• has the esteem and confidence of fellow members
• is a regular attendee of weekly meetings
• having adequate administrative support base
• must be able to attend the President Elect Training Seminar and District Assembly
COMMITTEE STRUCTURE:
Depending on the size of club a Nominating Committee could consist of (refer to your
Club Bylaws for your own Club’s nominating committee composition):
• Current President
• A number of Past Presidents of the club (These should be the most recent to have
held office.
• President-Elect of current Rotary year
• One or two members of the Club nominated by majority vote of the Club members
• To be chaired by the current President. Nominations to be by majority vote.
PROCEDURE:
From the select list, President to approach the preferred candidates in order and
obtain expressions of interest. If accepted, then to report back to Nominating
Committee who then inform the Board.
VOTING:
If the nomination is accepted by the Board, then President is to verbally confirm with
Nominee. In terms of Club Constitution the Secretary/Presiding Officer shall, one
month prior to a regular meeting, ask for nominations by all members for President,
Secretary, Treasurer and members of the Board.
Nomination by Nominating Committee may be placed before members at an Annual
General Meeting of the club prior to the end of November (to comply with Victorian
Incorporations Act). or at a regular meeting prior to 31st December. If more than one
nomination, then all to be placed on a ballot in alphabetical order under each office
and voted on.
INDUCTION:
At the Club Annual Changeover, to be held within two weeks either side of the end of
Rotary year the President Elect will be inducted by the current President and all
regalia and badges of office transferred. The President’s Elect’s partner is invited to
join him/her for the presentation.
FEES:
Some clubs have ruled that the President does not pay weekly meeting fees or an
annual subscription during the Presidential year or alternatively some have budgeted
for a President’s allowance to cover these and other expenses during the year. This is
a matter for each club to determine.
INDUCTION CHARGE:
On the following page is a suggested Induction Charge for use in clubs.
CLUB PRESIDENT - INDUCTION CHARGE
SAMPLE ONLY
INDUCTION CHARGE OF A NEW PRESIDENT
To be read out by Out-going President
“________(name)______________________”, you have been chosen by the Rotary
Club of _________________________________to assume the high office of Club
President for the year ............/............ as we believe you possess the quality of
leadership and the esteem and confidence of your fellow members.
You have served Rotary and the Club with distinction and in a commendable manner
and you have a working knowledge of the Constitution and By-Laws of the Club and
the Object of Rotary.
You have attended the President-Elect’s Training Seminar and the District Assembly as
required in preparation for your term in office. You have undertaken to give the time and
effort necessary to lead and carry on the work of the club in a meaningful and dignified
manner.
We, the members of the Rotary Club of ____________________________ pledge to
you our support and loyalty during the year as together we strive to achieve the ideals
of Rotary Service.
I now have pleasure in presenting you with your President’s lapel badge and the
Regalia of Office and inducting you as the President for the year........../..........
We congratulate you on your appointment and I now present to the Club,
President___________ (and his/her partner____________________.”)
CLUB – STRATEGIC PLANNING
BACKGROUND:
Following the allocation of club members to respective committees, some clubs hold a
special meeting of members following the District Assembly to give all Directors and
their committees the opportunity to propose and document a programme in line with
the overall vision of the President Elect.
This meeting (Club Planning Day/Strategic Planning/Horizons Workshop) is designed
to encourage member involvement in the planning process and thereby ensure their
interest, satisfaction and commitment to the overall club philosophy and aims.
PROCEDURE:
1. President Elect suggests and arranges a suitable venue and determines a
suitable date on a Saturday or Sunday morning or afternoon for a period of
about three hours.
2. Invite District Governor Elect (and/or Assistant Governor) if available to attend
to present an opening address outlining the vision for the District and that of
Rotary International.
3. President to follow with an outline of his/her philosophy and any challenges the
Club faces for the coming year. Regard should be given to the RI Theme and
any Strategy Plan for the District.
4. President Elect should ensure that there are, by having incoming Directors
speak to their committee, sufficient members present to enable a full and frank
discussion on planning for the following committees:
CLUB ADMINISTRATION
SPECIAL COMMITTEES
COMMUNITY SERVICE
FELLOWSHIP
MEMBERSHIP
FUNDRAISING
INTERNATIONAL SERVICE
PUBLIC RELATIONS
FOUNDATION
YOUTH SERVICE
VOCATIONAL SERVICE
5. Relative committees to break into groups under direction of the incoming
Director or representative who is to encourage members to:
a. Propose a number of major PROJECTS/OBJECTIVES for the committee.
b. List a series of MAJOR ACTIONS needed to achieve those objectives.
c. Estimate an EXPENSE budget needed to finance the objectives and/or
INCOME budget if the project is also planned to produce income.
d. Update the long-term Strategic Plan of previous years (if available).
e. List the member(s) who will be allocated the particular task or project and
responsible to the Director for its achievement.
f. Director to record all proposals and actions etc resulting from group
discussion and present the findings to all participants at end of Seminar.
Making sure there is sufficient time for all members in attendance to
comment on the proposed plans and objectives.
g. President Elect should conclude the seminar by summarising the various plans
and objectives and thank the participants for taking the time to attend and
participate.
STRATEGIC PLAN:
President Elect to arrange for results of Club Planning Day Strategic
Planning/Horizons workshop to be compiled into a formal STRATEGIC PLAN
document and finalised with all Directors and Officers prior to being outlined to all
members and partners at Club Changeover and distributed to members at the first
meeting of the new Rotary year.
Club plans should not be finalised too early and also remain flexible to enable the Club to
have an opportunity to adopt any new project or programme that inspires them during the
year.
District 9800 has Strategic planning brochures and templates available from the District
Club Service Chair.
Club Vision facilitation is also available to assist clubs with the planning process, see
District Directory for contact details.
CODE OF CONDUCT FOR ROTARIANS IN D9800
PURPOSE:
The purpose of this Code of Conduct is to provide guidance to Rotarians and volunteers
on Rotary organised activities, projects and programmes when dealing with fellow
Rotarians, families, the public, children, young persons and vulnerable adults. The
development of young people in particular in Rotary Programs is achieved by the
example and guidance of dedicated Rotarians. They help these young people in the
fulfillment of the ideals of Rotary, so that they become constructive and responsible
citizens of the future.
APPLICATION:
It is expected that this Code of Conduct will be strictly observed by all adults – both
Rotarians and non Rotarians who work on or within Rotary organised activities and
projects recognising at all times they should act responsibly and exercise a “duty of
care” to the people within their charge.
STATEMENT OF PRINCIPLES:
Representatives of Rotary District 9800 or any of its Clubs will observe the following
principles:
1. We respect the dignity of others and ourselves.
2. We will demonstrate a high degree of personal responsibility, recognising at all
times that our words and actions are an example to all members of our
community.
3. We will act at all times in a manner consistent with the Rotary Principles and
Ideals, thereby setting a personal and appropriate example to follow.
4. We will not (while involved with Rotary organised activities) promote our own
personal beliefs, behaviours or practices where these are incompatible with the
basic Rotary principles.
5. We will act with consideration, good judgement and high moral ideals in all our
interpersonal relationships, both inside and outside Rotary
6. We will respect the absolute right of each individual to personal privacy at all times.
7. Adults representing a Rotary Club in District 9800 will avoid unaccompanied
and unsupervised activities with young people wherever possible.
8. Rotarians and other adults should avoid potentially compromising situations by
ensuring, where reasonably possible, that at least two adults are in attendance
whilst supervising and/or accompanying young people. It is recognised that, in
certain circumstances, it may be necessary for a member or adult whilst acting
responsibly and exercising “duty of care, to be alone with a young person.
9. We realise that bullying, physical or verbal or emotional abuse, neglect or any
other type of abuse, represents unacceptable conduct by a member of Rotary.
10. We acknowledge the need to abide by the District 9800 Sexual Harassment
Policy adopted by Resolution by Rotary District 9800.
11. We acknowledge the need to abide by the District 9800 Protection Policy
adopted by Resolution by Rotary District 9800 safeguarding children, young
persons and vulnerable adults in Rotary.
12. We acknowledge that we must at all times act in a manner upholding the name
of Rotary International.
REFERENCES:
i.
District Protection Policy and Harassment Policies can be viewed on the
District 9800 website: www.rotarydistrict9800.org.au
ii. Contact the District Protection Officer or Club Protection Officer in your Club as
per the District Directory.
DISTRICT 9800 BOUNDARIES
DISTRICT 9800 GEOGRAPHICAL SIZE, ETC.
District 9800 covers part of the Melbourne Metropolitan area, stretching into the northwest to include Bendigo, and reaching as far north as Echuca on the Murray. It is
approximately 250 kilometres north to south and approximately 120 kilometres west to
east at its widest point. It has 69 Clubs and approx 2,700 members.
BOUNDARIES OF DISTRICT 9800
District 9800 is in Victoria, Australia, and a small portion of New South Wales. It is the
area in Victoria surrounded by and including the shires of and cities or part thereof, of
Bayside, Boroondara, Brimbank, Campaspe, Glen Eira, Greater Bendigo, Hepburn,
Hobsons Bay, Hume, Macedon Ranges, Maribyrnong, Melbourne, Melton, Monash,
Moonee Valley, Moorabool, Moreland, Mount Alexander, Port Phillip, Stonnington,
Wyndham and Yarra, plus that part of the Shire of Murray, New South Wales, within a
twenty-kilometre radius of the Echuca post office.
DISTRICT AWARDS
BACKGROUND:
Celebrating Achievements at Club and District Levels
Acknowledging the work and contributions of members, friends of your club and
sponsors is an important aspect of Club Service and regardless of how it is done it
ensures that people know their efforts are appreciated and that their contributions are
valued. Clubs also need to acknowledge and celebrate their achievements and can do
this at a local level and by applying for any one or more of the District 9800 Awards
that are made at the conclusion of each Rotary year. The application process for
these will involve your members in reflection upon the year and aspects of teamwork,
their sense of belonging, club wellbeing and vibrancy and their commitment to Service
above Self. District Awards also provide clubs with the opportunity to showcase their
work, share ideas and ways of working, establish links with clubs that undertake
similar or related projects, and at the same time, receive recognition for their efforts.
Applying for District Awards and International Recognition
All Club Service Directors will be informed about District Awards via three direct,
electronic mail-outs during the year and in April Assistant Governors, Club Presidents
and Club Secretaries will be informed about the awards, via email. Club Service
Directors should download the list of District Awards and the criteria from the District
website and involve appropriate members in the completion of an application/s. Clubs
are also strongly encouraged to seek Rotary International recognition for their efforts
by applying for a Presidential Citation for their Club. A pamphlet including details and
criteria is available on the Rotary International Website.
The Awards and Recognitions are divided into three categories:
Category 1 – an application must be completed for these awards
The following Awards and Recognitions categories require a written application which
should be submitted to the District Awards and Recognitions Committee for
consideration, by the due date. The presentation of your submission is important but
the project/event description and substance including information about participants
and recipients, and the impact and outcomes of your work should be detailed and of
high quality. Photos, testimonials and any media recognition or releases, should be
included, where appropriate and available.
All projects or events must be new and are to be commenced and completed in the two
years prior to the close of applications and in all cases they should effectively and
positively promote and enhance the image of Rotary and the work of Rotarians and
their clubs.
Australian Rotary Health Award
This award recognises a Club that has contributed the highest per capita giving to the
ARHRF between July 1 and May 31 each year, or a Club that has undertaken a
significant project or event in the support of the ARHRF.
Environment Award
This Award recognises a Club which has initiated a project that has provided
significant community benefits, is sustainable and which meets EPA criteria.
Community Service Award
This Award recognises the most outstanding Community Service project or program
which addresses and meets a significant problem or identified need within the local
community. The project should include extensive involvement of clubs members and
the club’s family of Rotary. Projects or programs involving the use of Rotary
Foundation Grants are especially encouraged.
New Generations Award
This Award recognises outstanding and comprehensive Youth Service through
involvement in District Programs or a Club initiative that may also include an
outstanding special Youth Program or project. Participants in the program/event
should be 18 years and under.
The Jack Nankervis International Service Award
This award is presented for outstanding and comprehensive International Service
through either involvement in a District or Club initiative that may also include an
outstanding international program or project. The positive impact and outcomes of the
program or project should provide benefits to as wide a spectrum of the community,
as possible. Projects involving the use of The Rotary Foundation Grants are
especially encouraged.
The Bill King Rotary Image Award
This Award recognises a Club that has created the greatest awareness of Rotary by
inclusive Club membership involvement.
Vocational Service Award
This Award recognises an outstanding Club Vocational Service project that has both
impact and outcome.
Significant Achievement Award
This Award recognises the most unique Club project or event that has involved the
majority of Club members and has resulted in significant benefits to a community.
Rotary – Rotaract Involvement Award
This Award recognises a Club that has initiated the best joint project or event between their
club and a Rotaract Club(s). The Award may also be presented to a Club that has
successfully, either chartered a new Rotaract Club or assisted in the growth of an existing
Club.
Strategic Planning Award
This Award recognises a Club that has undertaken a Club Vision Event and has gone
on to develop and document a Strategic Plan that addresses the three Rotary
International Priorities – to support and strengthen clubs, to focus and increase
humanitarian service and to enhance public image and awareness along with its own
club priorities.
The Thomas Lothian Public Relations Award
This Award recognises a Club that has demonstrated evidence of a significant Public
Relations Program that has effectively and positively promoted and enhanced the
image of Rotary.
The Vance Hilton Best Submission Award
This Award recognises the best overall submission.
Category 2 - No applications are required.
The following Awards and Recognitions categories are judged by the District
Governor and the Public Relations and Communications Chair. All Clubs are
automatically eligible for these Awards & Recognitions.
Best Club Website Award
Awarded for overall design, presentation, visual appeal, ease of navigation, links to
both Rotary District and International websites, up to date current Club and District
information and content and overall appeal to prospective members.
Best Club Bulletins Award
This award will be assessed with the following criteria in mind …
consistent quality of the weekly presentation, overall design and layout, details on the
weekly program, reporting on the previous week’s meeting and activities, information
about Club Rotarians and their activities, inclusion of District and International Rotary
news and the impression it may have on a prospective member.
1. Overall best Club Bulletin – The Hugh Paton Award
2. Club with a membership up to 35 members
3. Club with a membership of between 36 and 55 members
4. Club with a membership of over 56
Category 3 - No applications are required.
All Clubs are automatically eligible for the following measured Awards and
Recognitions which are determined by District Data.
Club Attendance Award
% attendance year to date as at the end of May
The “Joey” Member Development Award
Based on – % growth July 1st to the end of May, % loss July 1st to the end of May
and net members gained in relationship to the Club size.
The District 9800 Increased % Share of Members of 49 years or Less Award
For new members aged 49 years or under, their age should be listed at the time of
their induction and remain at that age level for award measurement purposes until the
day after the 31st May in the Rotary year they were inducted.
The District 9800 Increased % Share of Female Members Award
The Rotary Foundation Award
Awarded to the Club which has contributed the greatest per capita giving, between
July 1st and May 31st.
The Conference Attendance Award
Attendance x kilometres from home club divided by Club membership. Not applicable
for Conference organising Clubs. Based on membership, distance from club venue to
Conference venue, and attendee mix.
The Every Rotarian Every Year Award
This award is presented to the Club with the greatest number of EREY as a
% of total membership
Australian Rotary Health Award
This award recognises a Club that has contributed the highest per capita giving to the
ARH between July 1st and May 31st, or a Club that has undertaken a significant
project or event in the support of the ARHRF.
All enquiries should be directed to the District Club Service Chair or Award Committee Chair
DISTRICT PROGRAMS –
GUIDELINES FOR APPLICATIONS FOR APPROVAL
WHY A DISTRICT PROGRAM?
Certain programs conducted by Clubs or by committees convened by Avenue of
Service Chairs can maximise their potential by being accepted as a District Program.
There are two types of District Program being District Managed Programs (‘DMPs’)
and District Endorsed Programs (“DEPs”).
DMPs are programs which are proposed by the relevant District Avenue of Service
Chair and the management committee is responsible to the District Board. Well known
examples are Youth Exchange, RAWCS, RYPEN, RYLA, etc.
DEPs are programs which are proposed by a club, or clubs, have the support of the
relevant District Avenue of Service Chair, and if approved for DEP status, the
management committee is responsible to the Board of the applicant club.
The benefit of approval as a DMP or DEP includes promotion through District events
and publications including the District Conference at the Rotary Marketplace, District
Assembly, District Directory and Networker.
The program may also obtain the opportunity to be presented at a District Conference.
CHARACTERISTICS OF A DMP OR DEP
The type of program that will likely receive favourable response to an application will
have many of the following characteristics –
•
a program that has impact beyond the District and is multi-District in scope
•
a program that has the support of more than one Club in the District or
cluster support
•
a program that has a proven track record of success
•
a program that is self funding
•
a program that addresses one or more of the Foundation’s six areas of focus
being – peace and conflict prevention / resolution, disease prevention and
treatment, water and sanitation, maternal and child health, basic education and
literacy and economic and commercial development.
GOVERNANCE OF A DMP OR DEP
If approved as a DMP or DEP a management committee of the program will be
appointed with a chairperson.
The approval will specify whether the management committee is accountable to either
the District Board in the case of a DMP or to the Board of the sponsoring Club in the
case of a DEP. This will be determined at the time of approval.
The management committee will be responsible for compliance with District policies,
particularly Protection Policies, RI obligations and the law.
In some cases it will be a condition of approval that financial reporting to the District
Board through the District Treasurer be provided at specified intervals.
Approval will be for a specified period, usually three years, but all DMPs and DEPs
will be reviewed annually and the DG and the District Board reserve the right to
revoke any approval for good cause at any time.
APPLICATIONS FOR APPROVAL
Applications for approval of programs as DMPs and DEPs are required to be lodged
by the end of February.
Applications are to be made to the District Governance Director at
[email protected].
Applications by clubs will in the first instance be considered by the relevant Avenue of
Service Committee and, if approved by that Committee, will then be passed on to the
DG, DGE and DGN.
At either stage of the application process the three possible outcomes are:
approve as is; 2. request revision and re-application; or 3. reject.
Applications by Avenue of Service Chairs are also required to be made to the District
Governance Director.
Applications by clubs shall be considered by the relevant Avenue of Service
Committee during the month of March and any programs approved shall be notified to
the DG, DGE and DGN for consideration by them.
The DG, DGE and DGN shall consider the club programs approved by the relevant
Avenue of Service Committees, together with the programs for which application is
made by Avenue of Service Chairs, during the month of April and determine which
programs will be given DMP or DEP status as well as the terms upon which such
status is granted.
The terms may include, without limiting the terms that may be placed on the program,
the following –
i.
the identity of the chairperson of the management committee;
ii. the identity of the members of the management committee;
iii. the term of the approval of the program as a DEP;
iv. the maximum term that the chairperson or any member of the management
committee may serve on the committee;
v. financial reporting requirements of the management committee to the District
Board;
vi. compliance certification in relation to RI and District policies, especially in
relation to protection policies.
RENEWAL OF EXISTING DMPs AND DEPs
For DMPs and DEPs that have already obtained approval and there is a wish to
extend the period of approval the relevant Avenue of Service Chair or club ought
complete and forward a renewal of approval application to the District Governance
Director at [email protected] by no later than the end of February.
The same procedure as for applications will exist in that club applications will first be
considered by the relevant Avenue of Service Chair and if approved shall be notified
to the DG, DGE and DGN for consideration and determination.
Renewal applications by Avenue of Service Chairs will be also be considered and
determined by the DG, DGE and DGN during the month of April.
DISTRICT PROGRAM APPLICATION FORMS
APPROVAL FORM
APPLICATION FOR APPROVAL AS A DISTRICT MANAGED OR ENDORSED
PROGRAM
APPLICANT: (EITHER AN AVENUE OF SERVICE CHAIR OR A CLUB OR GROUP
OF CLUBS)
AVENUE OF SERVICE:
TITLE OF PROGRAM:
EXECUTIVE SUMMARY OF PROGRAM:
Applicant is to provide a brief summary of the program, its purpose, how it fits into the
ideals of RI generally and the relevant Avenue of Service specifically.
FEASIBILITY REPORT:
Applicant is to provide a brief report covering the following:
i.
Stakeholders of the program – the respective roles of District, Clubs and any other
parties;
ii.
Period that program has operated to date, if applicable;
iii. Indicative budget detailing funding sources and costs;
iv. Potential takeup – level of interest within Clubs and the community;
v. Potential impact on existing Rotary programs;
vi. Risk assessment;
vii. Insurance issues if any;
viii. Strategies for compliance with RI and District policies;
ix. Requested period of approval as a DEP;
x. Proposed composition of the Management Committee and Chairperson;
xi. [For club applications only] Confirmation that the Board of the applicant club(s)
has(have) resolved to support the application and that the proposed Management
Committee is to be responsible to the Board(s).
SIGNED: (BY THE CLUB(S) PRESIDENT(S) OR THE AVENUE OF SERVICE CHAIR)
GRANTING OF APPROVAL
If a program is granted DMP or DEP status the applicant club or Avenue of Service
Chair will receive written confirmation from District which will include the following:
i.
name of program;
ii. Avenue of Service of the program;
iii. the composition of the management committee and the name of the
chairperson;
iv. whether the management committee is responsible to the District Board or the
applicant club(s) Board;
v. the period for which approval is granted;
vi. any term requiring the management committee to comply with District policy
regarding the period that persons can serve on the committee to ensure
succession planning;
vii. any term requiring financial reporting to the District Board;
viii. any term requiring compliance certification with RI and District policies,
particularly protection policies.
RENEWAL FORM
RENEWAL APPLICATION FOR APPROVAL AS A DMP OR DEP
APPLICANT:
AVENUE OF SERVICE:
TITLE OF PROGRAM:
EXECUTIVE SUMMARY OF PROGRAM:
COMPOSITION OF MANAGEMENT COMMITTEE:
PERIOD OF RENEWAL REQUESTED:
SIGNED:
DISTRICT PROTECTION POLICIES
As there has been some confusion expressed by some clubs about “conflicting”
District Protection Policies, the purpose of this short article is to hopefully resolve that
confusion.
The background is that D9800 adopted a District Protection Policy at the 2008
District Conference and that policy has been in place since that time, is present
on the District website and in the Club Administration Manual (and reference is
made to it in the District Directory).
As a result of more stringent legal certification requirements of the Victorian
Regulation and Qualifications Authority, which is the body responsible for the entire
student exchange process across Victoria, in addition to the certification requirements
of RI in accordance with RI Code of Policies relating to Youth Exchange, it has been
necessary for the District to adopt a Youth Exchange specific Protection Policy.
The major changes included in the Youth Exchange Protection Policy related to police
checks for all adult members of host families in addition to requirements for a
reference check and a home visit.
These requirements are more onerous but are legally required by VRQA and RI to
enable the District Youth Exchange program to obtain certification.
Thus there are now two District Protection Policies applicable within the District, one
which applies ONLY to the Youth Exchange program and the other which applies to
ALL OTHER Club and District programs.
It is imperative that all Rotarians in the District comply with the policies as they are in
place for a very good reason – to protect children, youth and vulnerable adults
participating in Rotary programs.
Philip Rowell
Governance Director
20.10.11
PROTECTION POLICY – DISTRICT 9800
SAFEGUARDING CHILDREN, YOUNG PERSONS AND VULNERABLE ADULTS
BACKGROUND SUMMARY
All Rotarians in Rotary District 9800 want to ensure that children, young persons, and
vulnerable adults, who participate in Rotary organized programs are nurtured,
respected and protected from abuse and harassment.
The development and acceptance of a policy by Rotary is essential for effective
protection of Rotarians, their families and other volunteers as well as for participants
in Rotary programs and activities. Policies such as this are now a matter of routine for
teachers, youth leaders, education officers, police officers, scouts, leaders in
uniformed organizations, those from volunteer groups and many other people.
The Rotary District 9800 Protection Policy (“this Policy”) represents a clear statement
about the way in which all Rotarians give effect to their commitment to the well being
of children, young people, and vulnerable adults who participate in Rotary sponsored
programs. The Policy sets out an integrated set of principles and strategies aimed at
safeguarding children, young people, and vulnerable adults.
A summary of the key elements of the policy is detailed below.
A commitment by all Rotarians in Rotary District 9800 to safeguard children, young
people, and vulnerable adults,
All Rotarians in Rotary District 9800 are committed to creating and maintaining the
safest possible environment for all participants in Rotary activities. All Rotarians in
Rotary District 9800 accept the responsibility to safeguard to the best of their ability
the welfare of children, young persons, and vulnerable adults with whom they come
into contact. All Rotarians in Rotary District 9800 will act to ensure that they, their
spouses or partners, and other volunteers understand and enact this commitment in
all Rotary organized activities involving children, young persons, and vulnerable
adults.
This commitment will be enacted through the implementation of the following
strategies:
1. Rotary District 9800 will establish a training program for all Rotarians to increase
awareness about the causes, indicators and consequences of abuse and
harassment.
2. Rotary District 9800 will appoint a District Protection Officer who will be responsible
for the introduction of this Policy to all clubs.
3. Each club in Rotary District 9800 will appoint a Club Protection Officer who will be
responsible for the implementation of this Policy across the club.
4. All clubs in the Rotary District of 9800 will implement a screening procedure to
ensure that individuals who have been found guilty of a criminal offence or have a
criminal matter pending for offences which involved behavior having the potential to
jeopardize the health and well being of children, young persons and vulnerable
adults are not permitted to participate in programs involving such people.
5. Children, young people and vulnerable adults who participate in a Rotary organized
program will be provided with opportunities to understand this Policy. They will also
be informed about how to raise concerns about experiences of abuse and / or
harassment and how these concerns will be addressed. The amount and content of
the information provided to them will depend on the degree of responsibility
assumed by Rotary for each specific activity, and their ages and perceived ability to
comprehend.
6. All clubs in Rotary District 9800 will adhere to a specified procedure for responding
to concerns of abuse and harassment raised by children, young persons and
vulnerable adults who participate in Rotary organised programs.
The principles and procedures contained in this Policy will apply to all Rotarians, their
spouses or partners, and any other person (paid or unpaid) engaged in a Rotary
organised program involving children, young persons or vulnerable adults.
INTRODUCTION
Child abuse is one of Australia’s most serious social problems. The Australian
Childhood Foundation advises that one child or young person is reported abused or
neglected every four minutes. Abuse and neglect occurs both within and outside the
home environment.
The Policy has been developed on best practice guidelines to ensure that:
1. Each Rotary Club in District 9800 will be able to implement key strategies for
preventing the abuse and harm of children, young people and vulnerable adults
who take part in Rotary organised activities.
2. There is a system in place in Rotary District 9800 that encourages and facilitates
the timely reporting of incidents where children, young persons and vulnerable
adults are at risk of abuse and harm;
3. All Rotarians, their partners and spouses are clear about their responsibilities to
children, young people and vulnerable adults who take part in Rotary organized
activities, and Rotarians and their families, and any Rotary recruited non-Rotarians
can more confidently participate in Rotary organized activities and programs and
assist in protecting the image of their Rotary Club in the community.
This Policy applies to:
1. All Rotarians, whether or not utilized in connection with any work or activities of
Rotary International that relate to children, young persons and vulnerable adults;
and
2. Any individual engaged by Rotary International to provide services to the above (in
any paid or unpaid capacity) including:
a. Host parents
b. Relatives and/or friends of Rotarians, and
c. Other volunteers.
POLICY / APPENDICES /FORMS
The full District 9800 Protection Policy, appendices and forms are available on the
District website: www.rotarydistrict9800.org
NOTE: This Policy has been devised and written by the D9800 Protection Review Committee and
will be subject to progressive review from time to time as authorised by that Committee. The
contents must not be altered, deleted or added to by Clubs within D9800 without prior reference.
YOUTH ABUSE AND HARASSMENT PREVENTION
POLICY – DISTRICT 9800
OPERATIVE ONLY FOR THE YOUTH EXCHANGE PROGRAM
BACKGROUND SUMMARY
The Youth Exchange Program is a longstanding and successful program and, in order
for this to continue, it is of paramount importance that all Rotarians, host families and
volunteers involved in the program be fully aware of their obligations to comply with
the District Youth Abuse and Harassment Prevention Policy.
Compliance with the policy is mandatory for all Rotarians, host families and volunteers
involved in the program in accordance with Victorian law as well as RI certification
requirements to permit the District to continue to participate in the program.
SUMMARY OF THE KEY ELEMENTS OF THE POLICY
1. All Rotarians and volunteers participating must meet the following requirements:
•
Complete Youth Volunteer Declaration forms authorising District to obtain a
police clearance;
•
Undergo personal interviews;
•
Provide a list of references for District to check;
•
Meet RI and District eligibility requirements for working with students; and
•
Understand and comply with RI and district policies for youth programs.
2. Host families participating must meet the following selection and screening
requirements, in addition to those listed above:
•
Undergo a comprehensive interview to determine suitability for hosting;
•
Commitment to safety and security of students;
•
Motivation for hosting a student consistent with RI ideals of international
understanding and cultural exchange;
•
Financial ability to provide adequate accommodation for the student;
•
Ability to provide appropriate supervision and parental responsibility;
•
Complete a written application;
•
Accept the need for home visits, announced and unannounced;
•
All adult residents must meet the selection and screening guidelines;
•
Single parent hosting is not generally recommended.
3. Rotarian counsellors must meet the criteria for all volunteers as well as;
•
They must not be a member of a student’s host family
•
They must be trained in responding to a variety of issues that may arise,
including instances of abuse or harassment.
4. Allegation Reporting Guidelines
•
All allegations of abuse or harassment will be taken seriously;
•
All such allegations must be handled in accordance with the Sexual Abuse and
Harassment Allegation reporting Guidelines contained in Appendix 1 to the
policy.
POLICY / APPENDIX / FORMS
The full Policy with appendix and forms are available on the District website:
www.rotarydistrict9800.org
NOTE: This is a summary only and is no substitute for the policy with appendix and forms
attached. Any person or club interested in becoming involved in the program must make
themselves aware of, and more importantly must comply with, the complete terms of the policy.
DISTRICT STANDING RESOLUTIONS
BACKGROUND:
A District Standing Resolution is an action proposed by a Club or Clubs or the District
Governor and voted on at the Resolutions session of the Annual District Conference,
that does not amend the Rules and Constitution of District 9800 Incorporated. The
Board of District 9800 is not bound by the passing of any District Resolution but will
consider the merits thereof and which it may elect to adopt as a recommendation for
the efficient administering of the District.
A District Standing Resolution is not a resolution or enactment seeking to change the
constitutional documents or Bylaws of Rotary International. This is a different process as
outlined in Section 10 of the RI Manual of Procedure and requires a proposal for an
enactment to be considered by the Council on Legislation when it meets every three
years.
District Standing Resolutions passed at Annual District Conferences since the
inception of District 9800 in 1978 are currently referred to by the District Board in the
administration of the Affairs in the District. These Resolutions need to be read in
conjunction with the Rules and Statement of Purposes of Rotary International District
9800 Incorporated.
PROCEDURE:
Resolutions from Rotarians or Clubs must be submitted to the members of the Club
initiating the Resolution for endorsement by a majority vote, prior to being forwarded to
District.
Resolutions must be submitted on the Club Letterhead and personally signed by an officer
of the Club confirming the Resolution has been approved by the majority of Club
members.
Resolutions may also be submitted by the District Governor for consideration by
delegates at the District Conference.
Resolutions must be submitted to the Chairman of the District Resolutions Committee not
less than 75 days prior to the District Conference in order for the matters to be considered
by the District Governor and Resolutions Committee, to ensure the item is in accordance
with the constitution and bylaws and in keeping with the principles of Rotary, prior to being
distributed to Clubs.
All resolutions to be considered by the Club voting Delegates assembled at the Conference
must be circulated to each Club Secretary at least 45 days before the opening date of the
District 9800 Conference, to enable Club discussion and full consideration by Club voting
delegates, apart from minor amendments and except for such Resolutions arising out of
Conference discussion or as accepted by the Conference at the time.
Following the District Conference, all Resolutions passed at the District Conference are to
be circulated to all Clubs for their information and the District Website updated
accordingly.
CURRENT RESOLUTIONS:
Can be found on the District Website: www.rotarydistrict9800.org
REFERENCES:
i.
RI Manual of Procedure Section 13
ii. District Information Directory – District Secretary
iii. Rules & Statement of Purposes of District 9800 as per District website.
DOCUMENTS/RECORDS – RETENTION OF
BACKGROUND:
All incorporated Clubs are required by Victorian law to retain certain documents for
future reference in event of dispute or investigation. Other documents are not subject
to law but are useful to retain for long periods in event of the Club writing or updating
its history.
Items such as Club Bulletins, board minutes, general correspondence, membership
applications and resignations, photo images on disks or prints etc may be very handy
when and if a Club decided to write or update its published history or manuscript. It is
an individual Club Board decision to destroy such documents or to retain them for
extended periods until no longer useful. Refer to “Club History” in this manual for
details of where Clubs can lodge a copy of their history document for access by other
Clubs or the public on a lending library basis.
The Associations Incorporations Act in Victoria requires incorporated associations to
retain financial documents and statements for a period of seven years. There are also
requirements by Taxation Office that financial documents and statements relating to
GST be retained for reference, also seven years. (Some tax issues require documents
to be kept indefinitely.
Other documents such as original Charter Certificate from RI and the original or
amended Certificate of Incorporation should either be on display at meeting venue or
held by the Club Secretary for quick and easy reference at all times.
Rotary District 9800 encourages Clubs to have a uniform guideline as to what should
be retained and for how long before destruction. (See guidelines attached). Clubs
should maintain an off-site register of documents held in storage and labelled with a
forward destruction date. (Refer to “Asset Register” in this manual for format of
register)
REFERENCES:
i.
Section in this Manual headed “Associations Incorporations Reform Act 2012
Victoria
ii. Website of Consumer Affairs-Vic.
iii. Section in this Manual headed “Document Storage Facilities”
iv. Section in this Manual headed “Club History”
v. Section in this Manual headed “Asset Register”
Record Title
Record Title
Record
Description
Examples
History or
Legal
Suggested
Minimum
Retention Time
Suggested
Custodian
Award
Certificates
Awards received
by Club
RI Presidential
Challenge
History
Life of Club
Archivist
Board Minutes
Decisions made
by Board
Expenditure
Approvals
Legal
Life of Club
In storage
Club Charter
Certificate
Usually framed
Legal
Life of Club
At meeting
venue
Certificate of
Incorporation
Usually framed
Legal
Life of Club
Secretary
Club Bulletins
Weekly
publications
History
10 years plus
Club Historian
Club History
Books or
manuscript
History
Life of Club
Prahran
Institute Library
Club Policies
and Guidelines
Manuals or
Folders
History
Until
Superseded
Secretary
Club Rules and
Constitution
Folder
Current copy of
Constitution
Legal
Until
Superseded
Secretary
Club Bylaws
Folder
Current copy
of Bylaws
Legal
Until
Superseded
Secretary
History and
Legal
7 Years after
all terms
expired
Secretary
History
To be kept with
Board minutes
Secretary
Legal
7 years by law
In storage
History
7 years plus
In storage
Legal
For one year
only
Secretary
Legal
10 years plus
In storage
Published
history booklets
Contracts,
Leases and
Agreements
Directors reports
to Board
Folders
Financial
Reports
Annual Audit
Reports
Committee
monthly reports
Reports to
Corporate Affairs
GST Returns
General
Correspondence
e-mail and hard
copy.
Insurance
Certificate of
Currency
Insurance
Claims
Details of any
Claims lodged
Project Files
Folders
Budgets and
Project Plans
History
2 years after
Project Closes
In storage
Trust
Documents
All relevant
documents
Trust deeds
Financial
Accounts
History and
Legal
15 years
In storage
Annual
certificate
Record Title
Record
Description
Examples
History or
Legal
Suggested
Minimum
Retention Time
Suggested
Custodian
History and
Legal
Current year
Secretary
Classification
Change
History
5 years
Secretary
Resignation or
Termination
History
10 years plus
Storage
Type Change
(eg Active to
Exempt)
History
5 years plus
Secretary
History
10 years plus
Secretary
Legal
5 years from
expiry
Protection
Officer
History
5 years on disk
Secretary
2 years
Secretary
MEMBERSHIP:
New Member
Applications
Form Signed by
new members
giving permissio
n for names to
be advertised
Change of
Status
Folders
Honorary
Memberships
Folder
Police Checks
or WWC
Approval for
working with
children
Copy of Club
Register
ATTENDANCE:
Attendance
History
Attendance
History on RI
CAS
Meeting
Attendance
Sheets
Weekly report
sheets
DOCUMENT STORAGE FACILITIES
BACKGROUND:
Over time many enquiries have been received from Clubs seeking a central facility for
storage of old Board minutes, historic correspondence, financial reports (to be held for
seven years by law), certificates, photos, club bulletins, club directories etc.
Many of these items are currently being stored in members’ homes or simply
disappear at end of the Rotary year. Cost for individual clubs to hire professional
storage sites is prohibitive. We are indebted to Past District Governor, John King, who
is in the storage industry, and has generously offered to make space available FREE
to Rotary Clubs in District 9800.
PDG John’s family business is:
STORAGE KING – HIGHETT
1123 Nepean Highway, Highett, Vic 3190
Tel: 9555 0222;
Fax: 9555 0056
Email: [email protected]
Website: www.storageking.com.au
GUIDELINES:
The proviso being only documents stored in Archive document boxes (manila folder
size) and clearly labeled clearly labeled with the Clubs name, year, list of contents and
a destruction date. Storage boxes will be available to clubs for a one-off purchase cost
discounted OR clubs can provide their own boxes that are commonly used for
document storage but NOT grocery or liquor cartons. There will be no monthly or
annual rental fee for Rotary Clubs.
INSURANCE:
Insurance against fire, theft, water damage etc is OPTIONAL but can be arranged for
a small premium.
ACCESS:
Business/Access hours are Monday-Friday 8am till 6pm; Saturdays 9am till 4pm;
Sundays 9am till 2pm and public holidays 9am till 2pm. Access is very easy being
located behind Office Works and about 1km south of Moorabbin.
CONTACT:
Clubs wishing to take up this kind and welcome offer, may contact David King,
Storage Facility Manager, direct on 9555 0222 and discuss their particular needs
beforehand.
EXTERNAL REQUESTS FOR ASSISTANCE
– ASSESSING OF
BACKGROUND:
Guidelines are considered essential by some clubs in the light of many and varied
requests presented through committees to the Board for financial assistance from
charitable bodies and other organisations.
These guidelines endeavour to encourage a more “hands-on” approach to community and
humanitarian service rather than funds disbursement, however, where Rotary does agree
or offer to assist financially then due recognition of the club in relevant publications etc
should be a pre-condition of such support.
Every committee prior to proposals or submissions being made to the Board should
consider these Guidelines.
GUIDELINES:
1. Is there a clear, demonstrated need?
2. Should the need be met in other ways?
3. Would we be simply supplementing government or other major sources of revenue?
4. Does the project meet our preference for:
•
Projects that relate to a “one-off” need rather than recurrent or
maintenance needs?
•
Projects which would be unlikely to happen without our help?
•
Projects which allow for the development of a relationship with our club –
ie. good communications, opportunities for some involvement and interest
on the part of our members?
•
Projects that give due recognition to assistance from our club? What is
the potential to enhance our public relations?
•
Avoiding tipping funds into an organisation’s “consolidated revenue”?
•
Avoiding projects in which we would be involved in divisive controversy
within the club or the wider community?
•
Having a local community orientation?
5. Does it fall within the Club’s/Committee’s objectives (and budgets)?
6. Is there an existing relationship?
7. What is the potential for new members as a result of Club being involved?
FINANCE GUIDELINES – CLUB TREASURER
•
Support President and Secretary in successful functioning of club.
Serve on Board of Directors.
•
Custodian of Club financial records.
•
Prepare Club Budget.
•
Obtain Board approval of Budget.
•
Ensure prompt payment of RI SemiAnnual Dues, District Dues, Insurance Levy
and RDU subscriptions (see also Budget - Setting Club).
CLUB PAYMENTS
Rotary International Semi-Annual Dues
Semi-annual Dues are payable on July 1 and January 1 at the exchange rate
promulgated to Clubs.
Please post to: Rotary International South Pacific and Philippines Office,
PO Box 1415, Parramatta, NSW 2124.
(Do NOT send direct to RI – Evanston, USA)
District 9800 Semi-Annual Dues and Insurance Levy
The District budget (on which the Semi Annual District dues are based) is
approved by the Presidents’ Elect at the District Assembly.
Semi Annual District dues are payable on July 1st and January 1st.
The District Insurance Levy is due on 1st July.
On receipt of invoices mail cheque to District Treasurer.
Current details are listed in the District Directory.
‘Rotary Down Under’ Subscriptions
Semi Annual subscriptions are payable on July 1st and January 1st upon
receipt of invoice.
Mail cheque to Rotary Down Under, PO Box 779, Parramatta, NSW 2124.
•
If Club registered for GST ensure payment of quarterly BAS return.
•
Only make payments in accordance with Board authority and allocate against
approved Budgets.
•
Maintain and reconcile Club bank accounts.
•
Bank funds regularly.
•
Issue receipts where appropriate.
•
Consider separate bank accounts, particularly for large projects. However refer
to individual Club Constitution.
•
Ensure members funds are separate from charity funds. May be maintained
separately in accounts. Again refer to Club Constitution.
•
Issue Club subscription invoices and collect outstandings. These may be issued
semi-annually.
•
Prepare a statement of financial performance and position (profit and loss and
balance sheet) for every board meeting together with a list of payments for
approval.
•
Ensure Board adopts a policy and records a minute in the event charity funds are to
be used to cover administration costs (i.e. timing differences) NOT
RECOMMENDED.
•
Pay all accounts promptly by due dates to ensure the maintenance of Rotary and
your Club’s reputation.
•
Ensure bank accounts require two signatures.
•
In conjunction with the President arrange the appointment of an auditor at the
next annual general meeting.
•
Ensure preparation of year end profit and loss accounts and hand to auditor.
•
Submit previous year’s financials at the AGM.
•
Ensure accounts are lodged with Consumer Affairs by the Public Officer.
For further information consult the RI Club Treasurer’s manual (which is part of
Secretary’s manual) or contact the District Treasurer (contact details are published
each year in the District Directory).
To obtain duplicate copy of RI Semi-Annual Report
If the Club President or Secretary is registered in Member Access, they may create a
duplicate Semi-Annual Report by logging in and clicking on “View Current Semiannual Report (SARS)”. After report is run they may print, save or view individual
reports. This will eliminate contacting RI Data Services or Club/District Support to
request a duplicate copy.
FINANCE REQUIREMENTS AND GUIDELINES –
DISTRICT COMMITTEES AND OFFICIAL DISTRICT EVENTS
BACKGROUND:
It is considered desirable to formalise the requirements and guidelines for District
Committees and Clubs organising Official District events in a compact form and to
more clearly define the intentions.
OVERVIEW:
This document aims to assist District Committees, and Clubs organising Official
District Events, by outlining some requirements and guidelines for District Finances.
These requirements are only an extract from and form part of the Standing District
Resolutions on finance. For full details, refer to the list of District Resolutions on
District website: www.rotarydistrict9800.org
OFFICIAL DISTRICT FUNCTIONS:
All Clubs requested by the District Governor or District Governor Elect to host an
official District function must produce a fully prepared budget which is to be approved
by the District Board prior to the admittance fee being set.
a. If a function makes a “profit”, the “profit” shall be forwarded promptly to the
District Treasurer.
b. If a function makes a ”loss”, then the Host Club is entitled to submit a claim to
the District Board for reimbursement. Such claims will only be considered
favourably if:
i. the original budget and admission fee have been approved by the District
Board,
and
ii. the loss was brought about by factors beyond the control of the Host Club.
DISTRICT COMMITTEES FUNDED BY DISTRICT:
These guidelines are intended to assist District Committees (excluding MUNA, RYPEN,
RYLA and Youth Exchange) to facilitate the programs and policies of the District
Governor.
Funding Purposes:
Funding allocations provided by District are intended to cover primarily the
administration costs of District Committees (fax, postage, stationery, etc.) and
possibly “seed” money for special projects. Special Projects (including seminars and
workshops) should generally be funded by other means than District Funds, unless
specifically included in the District Budget as approved at District Assembly by the
Presidents Elect.
Budgets:
Budget requests from District Committees must be submitted to the District Governor
Elect and District Treasurer Elect on request, and at least 6 weeks prior to PETS (to
enable the District Budget to be presented to Clubs within the required notice before
District Assembly).
Bank Accounts:
District Committees funded by District should not open their own bank accounts
unless approved by the District Governor with signatories including the District
Governor and District Treasurer.
Submission of Expense Claims:
Customary expense claims should be submitted promptly to the District Treasurer with
supporting documentation. Claims of $100 should be submitted monthly - smaller
claims may be submitted quarterly. Abnormal expense claims should be reviewed with
the District Governor as appropriate.
SEMINARS & WORKSHOPS:
Seminars and Workshops eg Membership, Foundation, RAWCS etc should generally
be planned as self-funded events with an appropriate “per capita” charge levied to
cover hire of facilities, materials for participants, and refreshments or meals.
Budgets must be submitted and reviewed in advance with the District Governor or
District Governor Elect whoever will be responsible for the event.
Refundable advances may be requested from District to cover the cost of booking
fees and initial expenses for organising and promoting the events.
Surpluses or losses incurred: Refer to “Official District Functions”.
Financial Reports – a Statement of receipts and expenditure should be submitted
promptly to the District Governor and District Treasurer after accounts are finalised.
SELF-FUNDED DISTRICT COMMITTEES: (MUNA, RYPEN, RYLA, YEP)
MUNA, RYLA, RYPEN, and Youth Exchange are ongoing District Committees that
operate on a self-funded basis, with their own bank accounts. The District Youth
Exchange Committee is also an Incorporated Association.
Primary Funding: Registration Fees for Program Participants, Bank Interest, Profits
from functions, excursion, or sales of souvenirs, etc.
Secondary Funding: Refundable loans or non-refundable grants from District 9800
(where necessary).
Budgets: Annual budgets must be submitted to the District Governor Elect and
District Treasurer Elect on request and at least six weeks before the District
Assembly.
Bank Accounts: The District Committee Signatories would normally include the
Chairman, Treasurer and Secretary, as well as the District Governor and District
Treasurer.
Customary Expenses: Administration expenses for Committee (stationery, phone,
fax, postage), Training Programs and Workshops, District Selection Programs,
briefings and debriefings.
MUNA: (MODEL UNITED NATIONS ASSEMBLY: Attendance of two students from
D9800 at the Sydney MUNA weekend.
YOUTH EXCHANGE PROGRAMME (YEP): Business Cards and Badges for outgoing
youth exchange students, approved attendance at the Annual National Youth
Exchange Chairman’s Conference and sundry National Youth Exchange levies.
Finance Reporting: Financial Statements of Committee income and expenditure, and
balances should be reported to the District Committee monthly, and must be sent to
the District Governor and District Treasurer at least quarterly.
Associations Incorporation Act for statutory reporting requirements to Annual General
Meetings and the relevant Statutory Body.
Assets: Any assets required for use by the District Committee (e.g. fax machines) will
be obtained by District 9800 or the District Committee, after approval by the District
Governor and will remain the property of District 9800 and recorded in the District
Asset Register.
Reserves: Surplus funds from the Operations of these District Committees may with
the approval by the District Governor, be used as a reserve fund for future Committee
Operations. Reserve Funds should not normally exceed 25% of the prior year’s
expenses, and must not be used to subsidise normal operations.
Donations of surplus funds may be made to approved Rotary Trust Funds. e.g. the
District 9800 Youth Exchange Trust Fund. All donations must be specifically approved
by the District Governor.
Audits: Arrange annual audit of Committee accounts and submit audit reports to the
Immediate Past District Governor and Past District Treasurer by 31st August in the next
following Rotary year.
OFFICIAL DISTRICT EVENTS ORGANISED BY CLUBS:
These guidelines are intended to assist Clubs organizing Official District Events such
as DG Changeovers, District Assembly; P.E.T.S.; G.S.E. Functions (welcome or
farewell); Charter Nights; and District Conference.
Funding: The District Budget may include some allocations for DG Changeover and
District Conference to cover expenses that are customarily paid by District, rather than
just those attending the particular District Event.
Official District Functions: Non-paying guests, approved by the District Governor,
will be paid for from the General Account.
P.E.T.S. is totally funded by the District Budget. All other Event costs should be paid
for out of Registration Fees for the Event.
Budgets: Must be prepared and reviewed in advance with the District Governor or
District Governor Elect, as appropriate. Refer “Official District Functions”
Bank Accounts: Temporary Bank Accounts may be established to assist with
managing the District Event Finances. These should then be closed on completion of
the particular event with any surplus funds being remitted promptly to the District
Treasurer.
Refundable District Advances: These may be requested from District to cover (for
example) Booking Fees and initial expenses incurred in organizing and promoting District
Events.
Surpluses or Losses: Refer to District Finance requirements “Official District
Functions”.
Finance Reports: A detailed statement of receipts and expenditure should be
submitted promptly to the District Governor and District Treasurer when the accounts
for the District Event have been finalised.
REFERENCES:
i.
Refer to District Secretary or to District Governor
ii. District Standing Resolutions on District website
FRIENDS OF ROTARY –
GUIDELINES FOR “FRIENDS OF ROTARY” GROUPS
BACKGROUND
As a result of a desire to bring Rotary to more people in the community in the hope
that they will become full members and/or achieve the objects of Rotary some clubs
have formed groups of “Friends of Rotary” for the express purpose of utilising
resources of extra persons who may be interested in assisting as volunteers at Rotary
programs and activities whilst not committing to the responsibilities of membership of
Rotary. Such persons have been welcomed at club meetings and fellowship events.
This phenomenon is not peculiar to District 9800 and a simple “Google” search
discloses many examples of this type of group around the world.
The Board of District 9800 considers that, in the interests of good governance and
consistency of club operations in the District, it is appropriate for it to publish
guidelines for the recommended operation of such groups in the District.
Accordingly the Board has resolved to publish the following guidelines for the
operation of “Friends of Rotary” groups and recommends that clubs within the District
that form such groups comply with the guidelines.
GUIDELINES
1. A Friend of Rotary is not a member of the sponsoring club and therefore is not
entitled to the rights nor subject to the responsibilities of membership of the
club, and thus of Rotary, as provided for in the club rules and bylaws.
2. A Friend of Rotary will be approved as a member of the group by the
sponsoring Rotary club through a process identified by that club. It is
recommended that, as with club membership, the approval be from the Board
of the club after nomination by a member.
3. A Friend of Rotary can hold that position for a period as determined by the
club. It is recommended that the position be renewable annually.
4. A Friend of Rotary shall not be entitled to wear the Rotary lapel badge or any
insignia containing the Rotary wheel.
5. A Friend of Rotary may wear a badge describing him or her as a “Friend of the
Rotary Club of ……..”.
6. A Friend of Rotary is not entitled to hold office in the club or vote at any
meeting of the club.
7. A Friend of Rotary may have the following financial obligations:
(a) Joining Fee - If used, an amount determined by the club.
(b) RI and District Dues – as Friends of Rotary are not members of the
club, RI dues do not apply however as Friends of Rotary receive the
benefit of the insurance cover provided to the club, they may contribute
to District dues.
(c) Annual Dues – an amount determined by the club.
(d) Meal Costs – an amount determined by the club.
It is recommended that the annual dues cover the costs to the club of
administering the Friends of Rotary group so that club members are not
subsidising the group.
8. A Friend of Rotary is entitled to receive the club bulletin if so determined by the
club.
9. A Friend of Rotary is not entitled to receive the Rotary Down Under magazine
unless so determined by the club. If so, it is recommended that the cost be met
by the Friend of Rotary.
10. A Friend of Rotary may attend weekly club meetings on such terms as
determined by the club.
11. A Friend of Rotary may participate in club programs and fellowship functions
on such terms as determined by the club.
12. A Friend of Rotary is obliged to comply with all applicable District Protection
Policies with respect to programs and activities of the club that involve youth
and vulnerable adults. It is the responsibility of the club to ensure that all
Friends of Rotary are aware of their legal obligations under the relevant
legislation and their obligations under the applicable District Policies.
13. A membership of a Friend of Rotary may be terminated by the club by a
process determined by the club.
14. The composition of Friends of Rotary groups is a matter for the sponsoring
club but clubs may wish to consider the following potential sources of
members:
(a) past club members;
(b) individuals with past Rotary experience such as RYLA students, GSE
team members, Youth Exchange students and the like:
(c) friends of club members who wish to participate in club programs and
activities without the commitment of membership of the club;
(d) corporations in the club’s locality which wish to assist the club in its
programs and activities; and
(e) any other person the club deems suitable.
15. If at any time a Friend of Rotary expresses a wish to become a member of the
club, the normal procedures for qualification as a member, nomination and
acceptance by the Board of the club shall apply as for any new member.
16. A Friend of Rotary association with the club is open to existing club members
with the agreement of the Board however the member must first resign from
the club.
FUNDRAISING APPEALS ACT IN VICTORIA
BACKGROUND:
Rotary Clubs that conduct certain fundraising events are required by law to register with
Consumer Affairs Victoria (CAV) in relation to operation of a specific fund raising
activity. Registration is required under the provisions of the Fundraising Appeals Act
1998 (the Act) and associated Regulations. The Act is intended to protect the public
from disreputable fund raising practices. Compliance is required and significant
penalties for failure to comply may be applied.
To satisfy the requirements set out by CAV, all persons associated with or directly
involved in fund raising activities on behalf of Rotary Clubs must be made fully
conversant with the requirements of the Act. The Club, its directors, officers and
members are required to comply with the provisions of this legislation.
REGISTER ACTIVITY IN ADVANCE:
In advance of the activity commencing, registration must be sought from CAV for each
fundraising activity that is not exempt. At least 28 days should be allowed from the
time an application is lodged until fundraising approval – the delay could be even
longer if further explanations are sought from Clubs by CAV pursuant to its powers
under sub section 18D(1) of the Act. Also, registration is not automatically granted.
Rotary Clubs’ traditional sources of funds to support their charitable projects fall, in the
main, within the “exempt list”. What the Club must do is ensure that if it proposes to
seek donations from sources that fall outside this list” registration should be applied
for.
While the Act has not been changed in any significant way since it was enacted in
1998, it is clear that administration of this legislation is now being applied more
rigorously. It is very important that Clubs ensure continuing compliance.
The following “Questions and Answers” provides further information on the content
of the Act.
FUNDRAISING APPEALS ACT – SOME COMMON QUESTIONS and ANSWERS
What is a Fundraising Appeal?
Fundraising appeals include door knock appeals; telemarketing; dinner dances and
balls; trivia nights and auctions; golf days and movie nights; traffic intersection /
highway collections; donations to clothing bins; sale of goods at opportunity shops;
appeals run by commercial fundraisers; public appeals to support a club or
association, or an environmental or community cause; public appeals to support a
cause, person or group of persons; or the selling of goods where portions of the sale
price are donated to a charitable organisation or cause.
Unless exempt from registration, anyone wishing to conduct a fundraising appeal or
appeals during a year is required to register with Consumer Affairs Victoria before
they commence fundraising.
Who should Register?
Some fundraisers are exempt from registration. These organisations are permitted to
fundraise in the same way as registered fundraisers, even though they don’t appear
on the public register. Exempt organisations are, state schools, council schools or
registered schools, and some kindergartens; universities, TAFE Colleges and other
tertiary educational institutions; hospitals or other registered health agencies funded
by the state government; religious bodies with authority to marry people; registered
political parties, registered trade unions and registered workplace relations or
industrial relations organisations; not for profit organisations that receive less than
$10,000 gross in a financial year from fundraising, and use only unpaid volunteers;
licensed children’s services that receive funding for a pre-school program from the
Department of Human Services; and the Anti Cancer Council.
What are Exempt Activities?
Some activities are, by their nature, not subject to the requirement to register under the
Act. Organisations that only undertake the following activities are not required to register:
•
Raffles, lotteries or other activities permitted under the Gaming Act No 2 1997
•
(Raffles and bingo require a separate permit from the Victorian Commission for
Gambling Regulation).
•
Asking a person to become a member of an organisation.
•
Asking for property bequests.
•
Memorial gifts.
•
Giving to a patriotic fund.
•
Fundraising in the workplace for the benefit of an employee or his or her close
family.
•
Soliciting or receiving government grants.
•
Sponsorships from commercial organisations (such as corporations,
partnerships or trusts) which are permitted to donate money or benefit to
charity.
•
A fundraising event internal to an organisation that is targeted at past and
present members, their relatives and personal acquaintances.
•
Soliciting or receipt of any money or benefit by, or on behalf of, a person or
organisation in lieu of flowers being sent to a funeral or to a deceased person’s
family during the bereavement period.
Please note that Clubs in District 9800 raising more than $10,000 gross in any
one year would most likely be required to register; however, several of the
exemptions may apply.
Fundraiser Responsibilities
Both registered and exempt fundraisers have certain ongoing responsibilities, the
intention being to protect the public from disreputable fundraising practices. There is
no fee to register as a fundraiser.
The fundraiser must:
Notify the Registrar of a change of appeal manager(s); a disqualifying offence,
insolvency or represented person; new beneficiaries; using the services of a new
commercial fundraiser; a change of contact person; a change of responsible person
(for associations incorporated outside Victoria); and renewal of registration:
Lodge with the Registrar any information sought by the Registrar in relation to any
matter subject to the provisions of the Act:
Maintain accurate financial records in accordance with Part 3 of the Act.
It is important to note that each fundraising appeal must be registered, there is no
“blanket registration” available to cover organisations. Appeal managers and other
influential persons associated with each appeal must provide an authority for a police
check.
REFERENCES:
Further information on this matter may be obtained from Consumer Affairs Victoria.
A copy of the Act and associated Regulations, may be downloaded from
www.consumer.vic.gov.au. Once there click on Clubs and Not-for-Profits. In This
Section click on Fundraising. Club Secretary is advised to download and print off a
copy of the Fundraising Appeals Act so that any member may be able to refer to it.
HARASSMENT POLICY – DISTRICT 9800
Rotary International Policy Statement.
“Rotary is committed to creating and maintaining the safest possible environment for
all participants in Rotary activities. It is the duty of all Rotarians, spouses, partners and
other volunteers to safeguard to the best of their ability the welfare of and to prevent
the physical, sexual or emotional abuse of children and young people with whom they
come into contact”.
The District 9800 policy reflects the spirit and intent of State and Federal legislation
that prohibits sexual harassment and sexual assault. It acknowledges that Rotary has
a responsibility to inform people about harassment and to take steps to prevent it.
This policy is also a formal statement to ensure all Rotarians understand that they
have a personal ‘duty of care’ when working with other Rotarians, members of the
community and in particular young people.
This Policy should be read in conjunction with the separate D9800 Protection Policy.
Definition
Sexual harassment is unwelcome or uninvited behaviour of a sexual nature that causes
offence, intimidation, humiliation or embarrassment. Various oral, visual, written and
physical behaviours can constitute sexual harassment. It can be a single incident, a series
of incidents, or people being required to operate in an environment that is sexually
permeated. It is the impact of the behaviour that is assessed, not the intent.
Specific behaviours can include:
• inappropriate emails, voice mail messages or telephone calls,
• sexually explicit jokes, banter or innuendo,
• viewing, downloading, or printing pornography
• display of sexually explicit or pornographic pictures or objects
• sexual comments, questions or insinuations about a person’s private life,
• inappropriate comments about a person’s physical appearance,
• lewd facial expressions or gestures
• excessive attention and persistent requests for dates,
• requests for sexual favours, or propositioning others,
• unwelcome physical contact or uninvited physical intimacy,
• indecent exposure, sexual assault or rape (also criminal acts).
An individual or a group of people, irrespective of age, can be victims of sexual
harassment. Similarly an individual or a group can be perpetrators. Sexual
harassment can be behaviour between men and women, or people of the same sex.
Where sexual harassment is also a criminal offence, it should be the choice of the
victim to report the incident to the police. If the victim is underage, the parents/
guardian and police should be immediately notified.
Sexual harassment is not about genuine relationships, friendship or mutual attraction.
Appropriate Physical Contact
Rotarians, when presenting donations, awards, scholarships, and other paraphernalia
to young people, members of the community or fellow Rotarians, should note that a
handshake is the appropriate level of physical contact to be initiated by the Rotarian.
Child Protection against Abuse: Duty of Care for Minors and Young People.
(See separate District Protection Policy)
Abuse of young people will not be tolerated. Rotarians are expected to ensure
respectful and appropriate behaviour at all times when minors and young people are in
their care. Any inappropriate physical or sexual contact with minors and young people
will be treated very seriously and reported to the police.
If a Rotarian has a concern about the care of a minor or young person in another Rotarian’s
care they must report this immediately – see the Flow Chart in the policy on the District
website.
Managing and Reporting Sexual Harassment
If you have a concern or are personally offended by the sexual nature of someone’s
behaviour, it is important to let the offending party know and request that the behaviour
stops. If the behaviour continues or it is particularly serious in the first instance, or you
fear for someone else’s safety, speak with your President, immediately. Confidentiality
is very important and must be adhered to. Rotary District 9800 will not tolerate sexual
harassment. All matters raised with the President will be investigated. The principles of
natural justice will be applied. Disciplinary action will be taken in proven cases.
Presidents can, with appropriate support, manage issues personally and provide
support to any person making a complaint either personally or on behalf of another
aggrieved party. If the matter cannot be resolved informally by following the District
Guidelines or if the behaviour of the alleged harasser has not stopped, the President
is to ensure that the matter immediately is referred through to the District Governor –
see the Flow Chart in the policy on the District website.
It is essential for all Presidents Elect of District 9800 to receive Harassment training.
All members of District 9800 must have access to a copy of this policy.
False Complaints and Defamation
The law against defamation acts as a deterrent to the making of false or vexatious
complaints. However if a Rotarian is found to have made a false complaint with
deliberate and inappropriate intent, disciplinary action will be taken. A person against
whom a false complaint is made, either by another Rotarian or a non-member, may
have grounds for personal defamation action.
Victimisation
Victimisation of a person who has raised an issue of sexual harassment, or acted as a
witness, is a serious matter. Complaints of victimisation should be raised with the Club
Protection Officer or the President. All complaints of victimisation will be treated
seriously and investigated. Disciplinary action will be taken where proven.
POLICY
The full District 9800 Harassment Policy is available on the District website
www.rotarydistrict9800.org
HISTORY OF ROTARY
The world’s first service club, the Rotary Club of Chicago, was formed on 23 February
1905 by Paul P. Harris, an attorney who wished to capture in a professional club the
same friendly spirit he had felt in the small towns of his youth. The Rotary name
derived from the early practice of rotating meetings among members’ offices.
Rotary’s popularity spread, and within a decade, clubs were chartered from San
Francisco to New York to Winnipeg, Canada. By 1921, Rotary clubs had been formed
on six continents. The organisation adopted the Rotary International name a year later.
As Rotary grew, its mission expanded beyond serving club members’ professional
and social interests. Rotarians began pooling their resources and contributing their
talents to help serve communities in need. The organisation’s dedication to this ideal
is best expressed in its motto: Service Above Self.
By 1925, Rotary had grown to 200 clubs with more than 20,000 members. The
organisation’s distinguished reputation attracted presidents, prime ministers, and a
host of other luminaries to its ranks – among them author Thomas Mann, diplomat
Carlos P. Romulo, humanitarian Albert Schweitzer, and composer Jean Sibelius.
The Four-Way Test
In 1932, Rotarian Herbert J. Taylor created The Four-Way Test, a code of ethics
adopted by Rotary 11 years later. The test, which has been translated into more than
100 languages, asks the following questions:
Of the things we think, say or do
1.
Is it the TRUTH?
2.
Is it FAIR to all concerned?
3.
Will it build GOODWILL and BETTER FRIENDSHIPS?
4.
Will it be BENEFICIAL to all concerned?
Rotary and World War II
During World War II, many clubs were forced to disband, while others stepped up their
service efforts to provide emergency relief to victims of the war. In 1942, looking
ahead to the postwar era, Rotarians called for a conference to promote international
educational and cultural exchanges. This event inspired the founding of UNESCO.
In 1945, 49 Rotary club members served in 29 delegations to the UN Charter
Conference. Rotary still actively participates in UN conferences by sending observers
to major meetings and covering the United Nations in its publications.
"Few there are who do not recognise the good work which is done by Rotary clubs
throughout the free world," former Prime Minister Winston Churchill of Great Britain once
declared.
Dawn of a new century
As it approached the 21st century, Rotary worked to meet society’s changing needs,
expanding its service efforts to address such pressing issues as environmental
degradation, illiteracy, world hunger, and children at risk.
In 1989, the organisation voted to admit women into clubs worldwide and now claims
more than 145,000 female members in its ranks.
After the collapse of the Berlin Wall and the dissolution of the Soviet Union, Rotary
clubs were formed or re-established throughout Central and Eastern Europe. The first
Russian Rotary club was chartered in 1990, and the organisation underwent a growth
spurt for the next several years.
More than a century after Paul Harris and his colleagues chartered the club that
eventually led to Rotary International, Rotarians continue to take pride in their history.
In honour of that first club, Rotarians have preserved its original meeting place, Room
711 in Chicago’s Unity Building, by re-creating the office as it existed in 1905.
For several years, the Paul Harris 711 Club maintained the room as a shrine for
visiting Rotarians. In 1989, when the building was scheduled to be demolished, the
club carefully dismantled the office and salvaged the interior, including doors and
radiators. In 1993, the RI Board of Directors set aside a permanent home for the
restored Room 711 on the 16th floor of RI World Headquarters in nearby Evanston.
Today, 1.2 million Rotarians belong to over 32,000 Rotary clubs in more than 200
countries and geographical areas.
Rotary’s archives
Learn more about Rotary’s history by contacting the archives.
Requesting historical information
The Rotary International Archives gathers and preserves Rotary-related historical
materials and makes them available to RI staff, Rotarians, and researchers. The
collection includes photographs, publications, moving images, audio recordings, artefacts,
and documents.
Archives staffers can access most Rotary clubs’ historical files, which typically include
a roster of charter members and other paperwork submitted when the club was
formed. They also can search for appearances of your club in back issues of The
Rotarian magazine and in the photographs collection.
Contact information:
Please direct questions to:
Robin Dillow , reference archivist
Phone: +1 847-866-3193
Or write to:
Rotary International Archives
7100 N. Lawndale Ave.
Lincolnwood, IL 60712 USA
Fax: +1 847-866-3276
Inquiries
The staff make every effort to respond to all inquiries as quickly as possible, usually in
three to five business days. Most paper materials are available only as photocopies,
which can be faxed or mailed. Photographs may be available in digital format.
Hours
The archives is open to the public during regular business hours, Monday through
Friday, from 9 a.m. to 5 p.m. Central Time. Visitors are welcome. Please contact the
archives staff for an appointment.
Available material
•
Books written by Paul Harris and other Rotarians, and books about Rotary
history and the history of particular clubs, districts, and regions
•
The Rotarian magazine, from the first 1911 issue to the present, including an
index; extra issues from the last 50 years are available for sale
•
Convention Proceedings from 1910 to present
•
Official Directory from 1910 to present
•
Brochures, pamphlets, and other Rotary publications
•
Biographical information about RI presidents and other leaders, including
correspondence and writings
•
About 65,000 images covering the late 1800s to the present, including portraits
of RI presidents and leaders, and photographs of conventions, club meetings,
various projects, PolioPlus efforts, and Rotarians from around the world
•
Artefacts, including gifts given to Paul Harris and other Rotary leaders, club
banners, stamps, medals, statues, and awards
•
Audio recordings
•
Archival film and video recordings
Information about past Rotary club members
Even if you don’t have much information about a past Rotarian, archives staffers will
make every effort to assist you.
They can confirm that a Rotarian was a club president or secretary if you know the
name of the club and the year of office (or a reasonable range of years).
If the person you’re researching happened to appear in The Rotarian magazine, they
can provide a photocopy of the article.
RI does not have complete lists of past members; those types of records are kept at
the club level.
District 9800 History
For further information on District 9800 history contact the District Secretary
.
INSURANCE – ROTARY NATIONAL SCHEME
BACKGROUND:
District 9800 participates in the Rotary Australia National Insurance Programme which
is reviewed regularly to provide cover in the following areas:
COVERS:
Policy 1.
Industrial Special Risks (Property And Goods)
Policy 2.
Legal Liability
Policy 3.
Personal Accident and Travel
Policy 4.
Association Liability
WHO IS INSURED:
Nominated Rotary District and Clubs; Rotaract and Interact Clubs including clubs in
the course of formation, incorporated or unincorporated; Members of Rotary including
spouses (and de factos), volunteer workers, honorary members and host families and
prospective members (from the time their membership has been approved): the
Boards thereof; and Club and District Committees and other Rotary Bodies, and
participants in all Rotary activities for their respective rights and interests.
Foundation Scholars, Youth Exchange (*see below) RYPEN, RYLA, Summer Schools
and Rotary Adventure in Citizenship: Participants (incoming/outgoing) in Group Study
Exchange Teams, host families and others.
The policy definition is very broad, and provides adequate protection for all Rotarians
and the Rotary Community.
It is however a Rotary policy, and does not extend to cover non-Rotary organisations
even when they are in a joint venture with Rotary.
OBTAIN CONFIRMATION OF COVER FROM OTHER ENTITIES:
Where other entities, companies or individuals are participating in Rotary activities
they should be required to provide confirmation that they have appropriate insurance,
particularly Liability insurance, so that Rotary does not become exposed to liabilities
which are incurred by those other persons. When in doubt, contact the District
Insurance Officer.
CONTRACTUAL LIABILITIES AND COMMITMENTS:
Businesses and councils frequently require completion of a contract before allowing
the use of their facilities as an integral part of their own risk management strategies.
This is potentially the greatest area of exposure by Rotary because if a contract is
signed accepting liability or granting indemnities which are not covered by our
insurance policy, then Rotary is exposed to any loss.
Where a project is dependant on the signing of a contract and there is doubt as to policy
coverage all details with documentation must be submitted to our Broker for approval.
All contracts of whatever nature should be reviewed by the Club’s legal officer, or refer
contract conditions to the District Insurance Officer.
CERTIFICATES OF CURRENCY:
When it is a requirement to confirm cover for a project, we need adequate notice to
accept and confirm insurance, particularly if contractual issues and unusual activities
are involved. Allow a month if possible please.
CLAIMS:
Claim forms (with the exception of Personal Accident/Sickness) are available from
AON’s website: www.aon.com.au Click on Claim Forms. If a Personal
Accident/Sickness claim form is required the claimant can contact AON Corporate
Risk Services.
PH: (07) 3223 7400
Travel of all Rotarians/partners/Exchange students on official Rotary business must
disclose any pre-existing condition by completing a declaration to the Insurer PRIOR TO
TRAVEL.
Immediate notice must be given to the District Insurance Officer if a loss is
likely to give rise to a claim on the policy.
POLICY SUMMARY:
If any club wishes to increase the amount of cover over the limits chosen by District,
they may arrange an additional separate policy through District Insurance Officer at a
special premium rate.
PREMIUMS:
To be paid annually as at 1st July to District Treasurer upon receipt of Invoice. Meeting
the excess on any claim is the responsibility of the Club (not District) and therefore it is
important to implement a risk-management approach to all club activities and security of
assets.
YOUTH EXCHANGE:
Personal Accident Insurance for each OUTGOING exchange student is arranged by
the Australian Youth Exchange Chairs Conference after receiving advice from each
District of the names and destination of their OUTGOING exchange students in any
year. Premiums are charged to each District once this advice is received.
Note: INCOMING exchange student’s insurance coverage is either arranged by their
own District or can be arranged here in Australia under our policy .It should be noted
that many countries prefer to have the insurance arranged here.
RISK MANAGEMENT:
Management of risk is no longer just a matter of containing insurance premiums. It is
the fundamental tool you are required to use to have the opportunity of purchasing
insurance in the first place. Poor risk management today probably means no
insurance tomorrow.
IDENTIFY RISKS:
Evaluate existing and proposed activities or projects to identify all the Risks that exist
including liability which may be incurred by Rotary, the Rotary Club, Rotarians and
others at the activity or project.
ASSESS POTENTIAL EXPOSURE:
Some risks have a small likelihood of occurring, some are almost certainties. Some
risks will cause minimal loss, others have catastrophic potential. If the risk has a high
incidence and high potential, it must be addressed.
AVOID OR MANAGE THE RISK:
If you can’t avoid a risk, then you need to be able to manage it within the context of
the activity or project.
COMMUNICATION WITH YOUR DISTRICT INSURANCE OFFICER:
You can contact District Insurance Officer, by telephone, e-mail or fax. Details are in
the District Directory. Always contact the Insurance Officer before filling in claims
forms.
When in doubt, make contact!
DISTRICT 9800- WEBSITE:
For a copy of the Insurance Coverage Summary go to:
www.rotarydistrict9800.org.au
INSURANCE - RISK MANAGEMENT GUIDELINES
Introduction:
1. There are a number of types of "risk" associated with Rotary’s activities, some of
which are:
•
the risk that a particular project does not achieve its desired goal – or worse, that
money is actually lost on the venture – sometimes called business or opportunity
risk
•
the risk that Rotary might injure someone , damage property, or incur a liability
through actual or perceived negligence (lack of due care ) on the part of a
Rotary Club, Rotary District or Rotary organisation or its members - generally
called Public Liability.
•
the risk of personal injury or sickness for one or more of its members whilst on
Rotary duty either in the home country or overseas.
•
the risk of damage to Rotary or Rotarian’s property
2. While there is a responsibility to control and properly manage all forms of risk to
achieve a successful outcome, this paper is primarily concerned with risks
associated with "Public Liability", personal injury to Rotarians and other Rotary
participants while on Rotary duties, and damage to Rotary and Rotarian’s
property.
Background:
3. Rotary has a duty of care to its members and, in certain circumstances, to
members of the public and must make reasonable endeavours to ensure due
diligence with respect to public safety. Statutory obligations and the commonlaw duty of care apply to all Rotarians, Rotary clubs and districts and other
Rotary organisations in the conduct of any activity undertaken by them. Until
recently it was generally accepted that insurance provided the protection
against the risk of public liability claims resulting from Rotary’s activities.
However the ability to gain insurance at affordable rates or, in some cases,
insure against legal responsibility necessitates that Rotary must now reevaluate how we identify, define and manage the risk associated with our
activities in order to retain insurance cover. Generally individual Rotarians are
not personally named as defendants in claims for damages as a result of an
alleged negligence. Nevertheless a claimant may believe that an individual or
group of Rotarians are personally responsible and may name them as the
defendant or joint defendants.
4. To reduce the risk of a negligence claim being lodged against it, a Rotary club,
district or organisation should examine the health and safety requirements that
apply to any specific activity in view of the potential risk of injury to themselves,
other participants and members of the public and make an assessment of the
risks involved. In all situations, Rotary leaders of the activity should document the
factors considered when making the assessment and the documents should be
kept on file for legal and insurance purposes in the event of a claim being lodged
at a later date. Production of these records may be required before a claim is
accepted. In situations assessed as high risk, Rotary leaders must consider
whether to cease, continue with some changes or continue and accept the
resultant risk of a liability claim.
5. The process of examination and assessment is called risk management and this
document has been prepared to assist Rotary leaders in clubs, districts and other
organisations to apply risk management procedures to all their activities.
Responsibility:
6. Rotary leaders at club, district and organisation level are expected to
implement health and safety procedures for all activities undertaken by
ensuring that:
(a) all participants are;
* aware of and comply with all statutory health and safety requirements;
* provided with adequate training to discharge their statutory responsibilities;
* provided with training and supervision to enable them to carry out their
tasks in a safe manner;
(b) all non participants are;
* provided with adequate information in regard to health and safety
requirements;
* kept away from areas of potential hazard;
(c) all incidents or accidents are investigated promptly and details of the
incident, those involved and witness statements are recorded and
maintained in the district/club/organisation files; the necessary corrective
action is initiated and, where required, the appropriate reporting action is
taken.
Risk Management:
7. The principle of "Risk Management" is based on the following procedural
steps;
(a) identify, analyse and prioritize the potential hazard (the possible source of
an injury, illness disease, loss or damage);
(b) assess the risk (likelihood of the hazard resulting in an injury, illness,
disease, loss or damage);
(c) control the risk (determine what action should be taken to remove or reduce the
risk);
(d) ongoing review and evaluation to ensure continued effectiveness of the
controls;
(e) provide adequate insurance protection in the event that a potential hazard
does result in an injury, illness, disease, loss or damage.
Conducting Risk Managements Audits:
8. Rotary, at all levels, should appoint a risk management authority within their
organisation with the responsibility to appraise, control and monitor the risk
factors involved in all current and future activities. At club level, this could be a
single person or a sub committee within the Club Service portfolio. At District
level, it could be a specially designated committee, a nominated Assistant
Governor or the District Insurance Officer. Rotary organisations involved in
Multi District or National activities should also designate a specific person or a
small sub committee to undertake Risk Management Audits.
Identification of Hazards:
9. All Rotarians should become aware of the sources of possible injury, illness,
disease, loss or damage associated with each and every activity which they
plan to undertake or are currently undertaking. By identifying the source of the
risk, the form that the risk could take, and the priority or seriousness of the risk,
they can devise appropriate procedures to minimise the possibility of the injury,
illness, disease, loss or damage occurring and, thereby, eliminate or reduce
the risk.
10. Methods of identifying the Hazards.
(a) Existing activities
* observe the activity being undertaken,
* describe each identifiable hazard in detail.
* discuss the activity and potential hazards with other participants,
* discuss the activity with other clubs or organisations who undertake similar
activities.
(b) Planned activity.
* using a "what if" scenario describe each potential hazard in detail.
* discuss with other clubs or organisations who undertake similar activities.
Assess the Risk:
11. After identifying each potential hazard, produce a detailed analysis of each
hazard including
* the particular form that each hazard takes;
* the environment surrounding each hazard;
* the frequency in which the hazard occurs;
* the personnel potentially affected by the hazard;
* the likely injury, illness, disease, loss or damage caused by the hazard;
* the potential seriousness of the injury, illness, disease, loss or damage;
* the potential long term result.
* the person responsible for managing the risk.
Risk Control:
12. Taking each hazard in turn ascertain the impact on the activity or proposed
activity if the hazard was removed from the activity totally. If total removal can
be achieved the hazard no longer represents a risk. If it is ascertained that total
removal is not a feasible option, identify the actions that need to be taken to
control or reduce the risk. The following points need to be considered;
(a) substitution – ie can a less hazardous item be used?;
(b) separation – ie can the person be moved away from the hazard or a barrier
established?
(c) redesign – ie can the hazard be enclosed , isolated or relocated?
(d) protection – ie can protective equipment or clothing be used?
(e) timing – ie can the time of exposure to the hazard be reduced?
(f) control measures – ie can new operating procedures reduce exposure?
13. Using the above evaluation procedures the list of potential hazard can be
divided into those hazards that can be reduced to an acceptable level by the
application of control measures and those that cannot. Those hazards whose
risks cannot be reduced to an acceptable level need to be reviewed to
ascertain if additional or alternative controls can be applied
14. At this stage each activity needs to be considered in relation to a "cost/benefit"
analysis.
* What is the potential benefit to the organisation if the activity is carried out in
its present form?
* What will be the cost to the organisation if the activity is cancelled?
* What is the potential cost to the organisation and members if the activity
continues and the potential hazard occurs?
* What is the potential benefit to the organisation if the activity is carried out
with the hazard existing but controlled?
Unless the benefit greatly outweighs the cost, the activity should not be pursued. The
final decision should be based on facts and not on emotion or "gut feelings".
Review and Evaluation:
15. This final step is as important as all the others. Control measures must
undergo continuous review to ensure that the risks of the potential hazard have
been reduced. Furthermore the evaluation process ensures that the controls
are still valid and that the potential hazard has not changed. For activities
conducted regularly, the evaluation process should be ongoing. For those
activities conducted periodically, the evaluation process should occur each
time prior to the activity being conducted.
Insurance:
16. The role of insurance cover is to provide the final level of protection in the
event that a potential hazard situation does occur despite all the appropriate
precautions and risk reduction procedures having been implemented.
Insurance protects the club, district, organisation or individual Rotarian against
potentially devastating liability claims. Club, districts, organisations and
Rotarians who do not implement proper risk reduction controls could be held to
have been negligent, or contributed to the negligence and could be required to
contribute to the settlement of a claim.
17. Rotarians should not assume that each and every activity which they conduct
is automatically covered by the Rotary insurance scheme. No insurer will
provide blanket cover. It is imperative that Rotarians, Rotary clubs and districts
and other Rotary organisations ensure, before they conduct an activity, that it
falls within the ambit of cover provided by the Rotary policy. In addition Rotary
cannot provide indemnity under the Rotary policy to third parties without the
prior agreement of the insurer. This is particularly so where any sort of
commercial arrangement exists.
Claims Management and Control:
18. In order for Rotary to maintain control over our insurance cover, it is essential
that all claims against the Rotary insurance are reviewed at District level and
"signed off" by the District Governor before being forwarded to our broker. The
review should be conducted by the District Risk Management authority to
ensure that the claim is valid, that all the proper procedures have been carried
out, and that the complete documentation is attached to the claim. It is the
District’s responsibility to validate the claim not the insurance broker.
Conclusion:
19. We have a unique and comprehensive Rotary insurance scheme which
provides adequate cover at affordable premiums to all Rotarians in their role of
providing service to the community. It is our duty to protect and maintain that
insurance cover for future generation of Rotarians.
(Prepared by B. P. Doyle, Chairman, Rotary Zone 7A 7 8A Insurance Committee July 15,
2002)
DISTRICT 9800 – WEBSITE:
These forms are available on the District website: www.rotarydistrict9800.org.au
i.
Risk Management Form
ii. Risk Management Checklist
iii. Public & Products Liability for Event Organisers/Rotary
MANUAL OF PROCEDURE RI 2013
BACKGROUND:
The Manual of Procedure (MOP) is a compilation of policies and procedures adopted
by conventions, council on legislation, the RI Board of Directors and the Trustees of
the Rotary Foundation. The Manual is published in several languages every three
years and a copy is sent to every Rotary club. It includes the current text of the current
Rotary Club Constitution and recommended By-Laws.
A pdf copy of the Manual of Procedure is available at www.rotary.org
You will need to login in to My Rotary
Under Learning and Reference go to the document centre
Search for Manual of Procedure and you will see a download link.
A hard copy can be purchased through the RI store.
SUMMARY OF CONTENTS
Part One Structure
1 The Rotary Club
2 The District
3 The Zone .
4 Rotary International
5 The Rotary Foundation
Part Two Carrying Out Rotary’s Mission
6 Guiding Principles
7 Avenues of Service
8 Rotary’s Programs
9 Awards
10 Areas of Focus
11 Rotary Grants 79
12 PolioPlus 83
13 Special Observances
14 Use and Protection of the Rotary Marks
Part Three International Meetings
15 Rotary International Convention
16 International Assembly
17 Council on Legislation
Part Four Rotary’s Governance Documents
Constitution of Rotary International
Bylaws of Rotary International
Standard Rotary Club Constitution
Recommended Rotary Club Bylaws
Bylaws of The Rotary Foundation of Rotary International
Articles of Incorporation of The Rotary Foundation (partial)
MEMBERS DIRECTORY AND WALLET CARD
BACKGROUND:
Many Rotary clubs traditionally issue a comprehensive “Members Directory” to its
members containing contact information.
NO OF ISSUES:
A new Members Directory might be issued once a year only or as at 1st January and
1st July yearly.
DISTRIBUTION:
For a membership of about 65 members, a quantity of 100 directories (or 150 Wallet
cards) are required for distribution of one per member (two if specifically requested)
and a reserve for subsequent issue to new members.
One Directory should be sent or handed to District Governor and to Assistant
Governor. One copy should be sent to each Honorary member and to the surviving
partner of any deceased member.
PRIVACY STATEMENT:
It is recommended the following statement be inserted on the inside page of
the Member Directory:
“This Rotary Club is committed to protecting the privacy and confidentiality of your
personal information. Our privacy policy adheres to the National Privacy Principles as
required under the Privacy Act 1988. The personal information that you submit to us is
collected in order to provide information services to you that in turn, allow the coordination of meetings, fellowship and fundraising activities and community service
and vocational programmes conducted by Rotary Clubs within the District. We may:
a. Share the information with Rotary International and Rotary Clubs in Australia and
overseas;
b. Disclose the information to outside parties in the course of undertaking Rotary
activities and programmes; and
c. Use the information with your consent or as otherwise required by law.
We will not disclose, sell or trade your personal information to any organisation other
than as set out above. You may access your information at any time. If you do require
access to your personal information, please contact the Club Secretary. If any of the
information we hold is incorrect, inaccurate or out-of-date, please contact us
immediately and we will amend the information so held.
You have the option of not providing certain information requested by this Rotary
Club. However, you should note that this may prevent the Club from effectively
providing membership information services to you and managing its various activities
and programmes”.
SPONSORSHIP:
Could be sought to cover the costs of artwork and layout. A further sponsor could be
sought to print and collate the pages and cover for required number of copies.
WALLET CARD:
Recommended that this is issued three times a year or more often if the club recruits
a large number of new members. The card should contain information such as:
• Full name; Partners name;
• Business phone; Private phone; Mobile; Email:
• Past Presidents/Charter members/Honorary Members could be highlighted by the
addition of a symbol against the names.
PRINTING:
Details to be maintained by Secretary and handed to printer for quote on both layout and
printing or just printing. Board approval should be obtained for the expense if not
sponsored.
MEMBERS – PROPOSING OF NEW
BACKGROUND:
Clubs may use the standard RI Application Form (254-EN) that can be downloaded from RI
website or use the following D9800 APPLICATION FORM. This is not a standard RI form
but has been designed only for clubs in this District. Form may also be used to up-date the
details of existing members and record changes.
PROPOSING:
1. At each Club’s discretion, a potential new member may be invited to two only
weekly Club meetings without payment and as guest of the club.
(a) If being introduced by a current member or another known Rotarian,
have the prospective member complete the attached Form with all
details and in particular sign and date where indicated. The proposal for
the time being should be kept confidential if practicable.
(b) If not introduced by a current member or another Rotarian and has
responded to advertisement or Rotary promotion etc, the Membership
Committee or President/Past President should interview the applicant to
discuss his/her expectations and to ensure a good understanding of
Rotary ideals and obligations. A personal reference from a reputable
source may be requested.
(c) A transferring or former member of another club may be proposed to active
membership by the former club. (Note reference to no additional joining
fee), a club may demand that transferring members provide written proof
that no money is owed to the other Club.
2. The completed form is to be submitted to the Membership Committee OR to the
Secretary for consideration by the Board.
3. The Board considers the recommendation and satisfies itself that a suitable
classification has been allocated. Approval or disapproval must be given within 30
days.
4. If approved by Board, sponsor is notified through the Membership Committee OR
Secretary and applicant can be advised and informed of the purposes of Rotary
and the privileges and responsibilities of membership.
5. The Applicant’s name and details are published in the Club Bulletin at least seven
days prior to induction to allow any objection to be lodged by members. Objections
must be in writing to the Board within seven days following publication. Objectors
must comply with State and Federal laws relating to discrimination on grounds of
sex, race, religion and disability.
6. If there are no objections, potential member is formally invited to join and an
Induction date arranged. Upon payment of joining fee (if applicable) is considered to
be elected to membership.
7. Partner of a new member should be invited to the Induction. President is to
nominate a convenient date for the Induction but without undue delay.
8. If currently a Rotarian, he/she must lodge/have lodged resignation with former
Club.
PAYMENT OF FEES:
Payment of the full Admission/Joining Fee and the Annual Subscription on a pro-rata
month basis must be paid on Invoice from the Treasurer following Induction. There is
no additional Joining Fee if transferring member is a former member of another Rotary
club.
FEES FOR CLERGY:
Some Clubs maintain a practice of discounting half the joining fee and annual
subscription for Ministers of Religion or Salvation Army. This is entirely optional.
MEMBER DATABASE:
If the application is lodged through the Membership Committee they should promptly
fax or email a copy of completed Application Form to the Club Secretary for entry of
details on computer database and also to enable secretary to order Meeting and
Partner badges and prepare a New Members Induction Kit.
REFERENCES:
i.
Manual of Procedure - New Members
ii. RI Catalog Item 254-EN
iii. Club Constitution Membership
MEMBERS – APPLICATION FORM
Part 1
D9800: ROTARY CLUB OF _____________________________________________
Inc.
I…..................................................................., being made familiar with the
requirements for, and conditions of membership as outlined in the “Introduction To
Rotary” Booklet handed to me, hereby make application for:
* Active member under the classification
of______________________________________
* I am personally and actively engaged in the business or profession or community
service covered by the classification or am retired from the same.
I understand that, if accepted for membership, it will be my duty to exemplify the
Object of Rotary (*) in all my daily contacts and activities and to abide by the
constitutional documents of Rotary International and the club.
I agree to pay the joining fee of $________ (if applicable) and the annual dues of
$________ in accordance with the By-Laws of the Club. I hereby give my permission
to the Club and to Rotary District 9800 to publish to its members and within Rotary,
my name, my partner’s name and our address/phone/fax/email details and proposed
classification.
I understand it is an expectation of the Club that I shall obtain a Working With Children
Card.
Dated ….../….../…........
…..........................................................
Signature of Applicant
(*)
THE 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 every Rotarian’s personal, business
and community life;
Fourth: The advancement of international understanding, goodwill and peace through
a world of fellowship of business and professional persons united in the ideal of
service.
Rotary is an organisation of business and professional persons united
worldwide who provide humanitarian service, encourage high ethical standards
in all vocations, and help build goodwill and peace in the world.
Part 2
D9800: ROTARY CLUB OF ___________________________________________ Inc.
MEMBER DETAILS. (CURRENT OR NEW)
1. PERSONAL:
Title: Mr/Mrs/Miss/Ms/Rev/Prof/Dr:
First Name: _____________________________________
Last Name:__________________________ Preferred First Name: ______________________
Residential Address: ____________________________________________ P/Code: _______
Private Phone: ____________ ______
Private Fax: ______________________
Mobile: __________________ Home Email:_________________________________________
Date of Birth:
./
/
2. BUSINESS: (Or if retired, details of previous business or profession)
Company: ___________________________________________________________________
Position/Occupation: ___________________________________________________________
Location/Address: ______________________________________________ .P/Code _______
Bus.Phone: _____________________
Bus.Fax: _____________ ________
Mobile: __________________ Business Email:_______________________________________
Honours (if any) ________________________ Degrees, Diplomas etc __________________
3. FAMILY:
Partner’s First Name: ____________________ Last Name. ___________________________
Date of Birth:
/
./
Anniversary
/
/
Dependant(s)
Name
Gender
Date of Birth
1. ____________________ ___________
/
/
2. ____________________ ___________
/
/
3. ____________________ ___________
/
/
Partner is/was a Rotarian Yes/No Club_________________________________
4. CLUB DETAILS: (Existing member only to complete)
Classification: ________________________________________________________
Sponsor’s Name_______________________________________
Member Type:
Active/Honorary
Attendance Required:
Ordinary/Exempt
Induction Date
/
/
Current Committee______________________Current Position Held________________________
5. NOTES:
Hobbies and Interests: _________________________________________________________
Section 2.01 __________________________________________________________________ Ot
her Items of Interest or Achievements or Community Positions held etc.
_____________________________________________________________________________
Speaks/Reads other Languages______________________________________________
Previous Rotary Clubs (1) ______________________________From: Year ____ To ______
Previous Rotary Clubs (2) _____________________________ From: Year _____ To _______
Club Use Only: If application for New Member:
Membership Committee Recommended.
/
/ Approved by Board
/
/
Published in Bulletin of ..../....../......
Member/Partner Badges Ordered
/
/
New Kit Prepared
/
/
Committee ___________________To be Inducted
/
Loaded on Computer
/
/
Name of Mentor:_______________________________
/
MEMBERS – INDUCTION OF
INDUCTION KIT:
Following the approval by the Board of a new member application, the Membership
Committee or Secretary will prepare a NEW MEMBERS INDUCTION KIT for
presentation on the day of the induction.
CONTENTS:
The Induction Kit should contain at least the following items but some clubs also elect
to include a Inscribed with the "Object of Rotary" (No. 221-EN); District Directory etc.
1. PRESENTATION FOLDER
2. “CERTIFICATE OF INDUCTION” (write in name and have signed by President and
dated)
3. CLUB MEMBERS DIRECTORY AND/OR WALLET CARD
4. “THE ABC’s OF ROTARY” BOOKLET (No. 363-EN-(998)
5. COPY OF CLUB PLANS & OBJECTIVES (if applicable)
6. BROCHURE “Rotary Basics” (No 595-EN)
STEPS:
1.
New members should be seated with their sponsor at start of meeting.
2.
Secretary to ensure lapel badges and meeting badges are on hand
3.
President to announce induction and call him/her forward
4.
Sponsor brings new member (and partner) forward to rostrum
5.
Sponsor introduces new member to meeting thus:
• name/partner’s name; age of children
• company and position
• how long known
• hobbies and interests
• if former Rotarian- which club?
• other items of interest
6.
President delivers the Induction Charge
7.
President requests sponsor to pin on lapel badge and presents meeting badge.
8.
President presents new member kit and briefly explains contents
9.
President calls the appointed Mentor and also the relative Committee Director
forward and personally introduces them.
10. President invites new member to briefly respond
11. President requests all members to stand and welcome the member
12. President asks all members to be seated
13. Meeting is resumed.
INDUCTION CHARGE
SAMPLE ONLY
BACKGROUND:
The following is a suggested Induction Charge that may be used to induct a new
member:
INDUCTION CHARGE:
“.........................…………… ……………….you have been invited to join the Rotary
Club of
__________________________________________ because we believe your
qualities of character and leadership are those required of a good Rotarian.
The Object of Rotary has been explained to you by your sponsor and we are glad to
accept your assurance that you are willing to give “Service Above Self” by working actively
for the club, for your vocation, for the community and for international goodwill.
You will be a representative in this club of your classification, therefore the principles
of Rotary will be known to that calling through you, and their application understood by
your example.
We look forward with confidence to your participation in and contribution to this Club’s
programs, projects and activities. Much is expected from you in help and inspiration to
enable us to better serve society.
I congratulate you and offer you the hand of Rotary Fellowship”
***********
“I now present you with your Meeting Badge to be worn at all regular meetings and
some various Rotary publications which I commend to your reading.
I now also have pleasure in asking your sponsor. ........................ to pin on your Rotary
lapel badge. These badges are loaned to you during your membership of this club and
should be worn at all times with pleasure to yourself and pride to this Club.
I would like to introduce you to your Mentor,.......................who will guide you through
over
the
next
six
months.
I
also
introduce
you
to..........………………………………………………
who is the Chairperson of the………………………………… Committee to which you
have been appointed”.
MEMBERS – MENTORING
BACKGROUND:
In addition to attracting new members, it is equally, or more important to retain those
new members by simple mentoring.
MENTOR:
The Mentor is usually selected by and appointed by the President and could be the
Rotarian who introduced/proposed the new member or another Rotarian in the club
with at least three to four years experience. Alternatively, some Clubs appoint a “New
Member Mentoring Group” of about 6 or 7 caring members who will specialise in the
art of mentoring and may have 2 or 3 mentorees over a period.
The Mentor should be present and made known at the Induction Ceremony.
TERM:
The mentoring role should last for at least three months to ensure the new member
becomes familiar with the club's activities and the members.
DUTIES:
1.
Introduce new member to all current members
2.
Educate on the ideals of Rotary and what Rotary does.
3.
Encouragement to participate in fellowship events and projects.
4.
Maintain a watchful eye on attendance patterns and absenteeism.
5.
Encourage and assist in “make-ups” at other clubs.
6.
Enquire if receiving Club Bulletin posted in their absence.
7.
Ensure new member is receiving RDU and District Newsletters.
CONFIRMATION LETTER:
To ensure that the Mentor is fully aware of his/her responsibilities towards the new
member, the President may forward the attached sample letter (optional) to the
Mentor promptly following the Induction.
REFERENCES:
Brochure “Getting Started in Rotary” (333-EN)
MEMBERS – MENTORING LETTER
SAMPLE ONLY
Rotary Club of ______________________________________________
Dear (Name of Mentor)
Date: /
/
Re: New Member Mentor Program
New members are extremely important to the ongoing well being of our club. The loss
of new members for reasons within our control is an issue that has been thoroughly
canvassed recently.
As a result, it is appropriate that we give greater commitment to our Mentor Program
and this is why I am asking you to be the mentor for our new member
_______________________ who will be inducted on ____________________.
Your role as Mentor:
In mentoring a new member, your role during the first few weeks will mainly involve:
• Providing a warm welcome to meetings and an introduction to other members.
• Staying close to new member. (A private invitation for a “coffee” away from the
Club may be appropriate)
After the first few weeks, your role will expand and will include the following:
• Explaining what Rotary is and what it does. (The District Directory is a good
resource)
• Joining with your new member at a make-up at another Rotary Club.
• Arranging to sit with a Board Member or Director at each meeting to help your
new member understand the role of these offices
• Encouraging participation in fellowship events and outings.
• Being in-tune with the member as a way of detecting any concerns they may have.
• Keep an eye on attendance patterns – regular or lengthy absences may indicate
some level of dissatisfaction.
After say three months your role as mentor should diminish. It is suggested that you:
• review the previous three months membership
• congratulate your new member on their progress
• review any earlier concerns which may have been raised
• ensure that they are receiving “Rotary Down Under” and Club Bulletin when absent
• announce the completion of the formal Mentor Program, but restate your ongoing
availability and willingness to assist.
Thank you for taking on this important role and good mentoring.
Regards
President
MEMBERSHIP – HONORARY
BACKGROUND:
Some clubs have approved internal guidelines for the awarding of Honorary
Membership by the club.
The following Guidelines are a suggested format only and intended to enhance but
not replace Article 6 Section 6 of the Standard Club Constitution.
SCOPE:
1. Honorary Membership is exclusively a distinction for meritorious service in the
furtherance of Rotary ideals
2. Is the highest distinction that the club may bestow and should be bestowed only in
exceptional cases
3. Is not limited to persons who are or have been Rotarians.
4. Each case to be considered by the Board on its own particular merits.
5. Persons may hold honorary membership in more than one club or be active in one
Club and Honorary in another.
CRITERIA:
1. Rotarians who have distinguished themselves by meritorious service in the
furtherance of Rotary ideals
2. Persons who in the Board’s opinion are considered a friend of Rotary for their permanent
support of Rotary’s cause.
3. A non-Rotarian who has distinguished themselves internationally or locally and is
held in the highest esteem for their efforts to further peace and goodwill.
DUAL MEMBERSHIP:
Although a person may hold Honorary membership in more than one club, no person
shall simultaneously hold active membership and honorary membership in the same
club. Honorary Membership is not available to Rotary Foundation Scholars.
DUES ETC.
Shall be exempt from the payment of admission (joining) fees and dues. However, will
be expected to pay for usual weekly meeting cost and for attending any fellowship or
other events conducted by the club.
VOTING:
Shall have no vote and shall not be eligible to hold any office in the club.
CLASSIFICATION:
Shall not be considered as representing a classification and shall not have the
privilege of proposing prospective members.
OTHER CLUBS:
Shall not be entitled to any rights and privileges in any other club except for the right
to visit other clubs without being the guest of a Rotarian.
TENURE:
The term of honorary membership shall be as determined by the Board.
REFERENCE:
Manual of Procedure
HONORARY MEMBERSHIP LETTER OF CONFIRMATION
SAMPLE ONLY
Professor_________________________
????,
________________________. Vic 3???
Dear Professor________________,
In recognition of the tremendous support you have given this Rotary Club in undertaking
various projects such as _______________________________the Board of Directors
have voted to extend an invitation to you to become an HONORARY MEMBER of this
Club.
Honorary Membership in Rotary is deemed to be a distinction for meritorious service
in the furtherance of Rotary ideals.
This would enable you to, but you are not obliged to do so, attend any regular meeting
of this Club and other fellowship functions at the normal cost and enjoy all the other
privileges of this Club without joining fees or subscriptions.
It will not entitle you to vote or hold office in a Rotary Club except the right to visit
other clubs without being a guest of a Rotarian. We will endeavour to forward you
copies of our Club Bulletin and annual report from time to time and make your new
role known to our members and other Rotary clubs.
It will give us great pleasure if you were to accept this invitation and to be our guest at
an appropriate welcoming ceremony when convenient.
Yours in Rotary,
_____________________________
President
MEMBERSHIP – RESIGNATIONS AND TERMINATIONS
BACKGROUND:
In accordance with the Club’s Constitution the resignation of any member from the
club shall be in writing addressed to the president or secretary and shall be accepted
by the Board, provided that all indebtedness of the member to the club has been paid.
OUTSTANDING DUES ETC:
In effect, an unfinancial member who resigns from the club after the club has paid the
half-yearly RI dues or the annual District dues in respect of that member, may, at the
discretion of the Board, be requested to pay any amounts outstanding in that regard.
RETURN OF BADGES ETC:
Rotary lapel badges and meeting badges were issued at induction on an “on-loan ”
basis and upon accepting a resignation, the Board is entitled to tactfully request the
return of such badges.
PHF medallions and other award certificates, plaques for individual service and
achievements are retained by the resigned member.
TERMINATION:
It requires a vote of not less than a majority of the Board to terminate the membership
of any member who ceases to have the qualifications for membership in the club.
REFUND OF DUES:
Clubs do not receive a refund from RI or District on per-capita dues paid for members. It
is not general practice to refund all or part RI or District Dues, Insurance, RDU etc to a
member upon termination. However, if insisted upon, Club can make refund from own
funds and seek to obtain some re-imbursement by writing to RI Parramatta and District
Treasurer.
LETTER OF ACCEPTANCE:
It is recommended that the Board instruct the Secretary to write to the member
officially accepting the resignation with sincere regret, commenting on the highlights of
the member’s achievements and contributions if significant. If appropriate, the letter
may extend a standing invitation to visit the club at any time and rejoin if and when
convenient.
REFERENCES:
Refer to Club Constitution for rules relating to Termination.
MEMBER SATISFACTION SURVEYS
BACKGROUND:
District encourages Clubs to adopt the MEMBER SURVEY programme designed by
District as a means of measuring the current health of a club.
The Member Survey is optional for members but can only be a true measurement if
completed by 70 percent of or at least the majority of members.
MEMBER SURVEY:
Part One is designed to gather data on the current level of member satisfaction by
requesting completion by individual members at the beginning of a meeting and
collected before they leave. Others may be posted out with Bulletin to members
absent from meeting and collect following week.
Part Two of the Member Survey provides for Survey Comments which allows those
members prepared to spend more time providing constructive suggestions and opinions to
have their say. This second part may be filled out at members’ leisure and handed back
when completed (say at next weekly meeting).
TIME OF SURVEY:
Preferred month for a MEMBER SURVEY is February to allow time within the current
year to address areas highlighted by the survey as requiring attention.
ASSESSMENT:
When a MEMBER SURVEY has been completed and collected, Coordinator may use
the Member Survey Worksheet to collate the data.
PART ONE: MEMBER SURVEY
SAMPLE ONLY
1)
To the member:
You will be helping your club plan for the future by filling out your level of satisfaction
with each aspect of the club and its activities listed below. We don't need your name
but your responses are valuable so please take the time to complete this page. All you
need to do is tick or cross the appropriate box for each item. When assessing
meetings, rate your level of satisfaction as if you were a potential Rotarian considering
joining the club.
Must
Be!Improved
MEETINGS
Venue
Service
Food
Parking
Cost
Guest Speakers
Sergeant
Bulletin
Behaviour of
Members
Professionalism of
Meeting
ACTIVITIES
Community
Projects
Youth Projects
International
Projects
Vocational Projects
ENTHUSIASM
SHOWN AT:
Weekly Meetings
Committee
Meetings
Fellowship
Activities
OVERALL
SATISFACTION
Could
Be!Improved
Good
Very Good
PART TWO: SURVEY COMMENTS
SAMPLE ONLY
(ii)
This section of the Member Survey is designed to provide room for members to
express their concerns or offer suggestions for improvement of any facet of club
activities. Constructive criticism is always welcome, so please offer your ideas for
improvement along with your comments.
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
Courtesy of District 9800 Membership Committee
MEMBERS SURVEY WORKSHEET
SAMPLE ONLY
Year……………..
When the survey forms have been completed, fill out the number of members who
responded in each category for each question in the table below and calculate their
percentage of members responding.
Number of members responding to survey = ________
Must Be
Improved
No
%
MEETINGS
Venue
Service
Food
Parking
Cost
Guest Speakers
Sergeant
Bulletin
Behaviour of
Members
Professionalism of
Meeting
ACTIVITIES
Community
Projects
Youth Projects
International
Projects
Vocational Projects
ENTHUSIASM
SHOWN AT:
Weekly Meetings
Committee
Meetings
Fellowship
Activities
OVERALL
SATISFACTION
Could Be
Improved
No
%
Satisfactory
No%
%
Excellent
No
%
MEMBERS SATISFACTION SUMMARY
SAMPLE ONLY
Year……………..
Using the survey form attached, collate the results and fill out the percentages for
each category in the work sheet provided. Add together the percentages for those
areas requiring improvement (ie. rating 1 and 2), divide by 10 and colour in the
SCORE box up to the score. This highlights visually the areas that require attention
due to low levels of satisfaction. (NB. Any item with a score less than 3 is unimportant;
you can’t please everyone all the time).
MEETINGS
Venue
Service
Food
Parking
Cost
Guest Speakers
Sergeant
Bulletin
Behaviour of
Members
Professionalism of
Meeting
ACTIVITIES
Community Projects
Youth Projects
International
Projects
Vocational Projects
ENTHUSIASM
SHOWN AT:
Weekly Meetings
Committee
Meetings
Fellowship Activities
OVERALL
SATISFACTION
1
2
3
4
3 4 5 6 7 8 9 10
MEMBERS – TASK ALLOCATION
BACKGROUND:
The attached list is some of the various and wide ranging tasks that exist in a typical
Rotary club.
This list is not a standard Rotary item and is for use by clubs only to assist the
incoming President in delegating the many tasks required in the efficient conduct of a
Rotary Club. The list is by no means complete and may be added to or tasks deleted
as necessary.
Tasks are specified against the Committee that would normally be responsible
however, some tasks may be allocated to a member in any other Committee or a
member may have dual or multiple tasks spanning various committees.
TASK LIST:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
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ALMONER (Members and Partners’ health)
CUSTODIAN OF CLUB PROPERTY
CLASSIFICATIONS OFFICER
PUBLIC RELATIONS OFFICER
MEMBERSHIP DEVELOPMENT AND RETENTION
ROTARACT COORDINATOR
ON-TO-CONFERENCE CHAIRPERSON
DISTRICT ASSEMBLY ATTENDANCE
ROTARY VOLUNTEERS COORDINATOR
DISTRICT NEWSLETTER REPORTER
R.D.U. REPORTER
FELLOWSHIP/SOCIAL FUNCTIONS ORGANISER
SISTER/FRIENDSHIP CLUBS LIAISON
SERGEANT AT ARMS
CLUB DIRECTORY COORDINATOR
VENUE AND MEAL MONITOR
PLAQUES/CERTIFICATES/GIFT ARRANGER
INTERCLUB VISIT ORGANISER
DG OFFICIAL VISIT ORGANISER
BY-LAWS/CONSTITUTION OFFICER
BULLETIN EDITOR
MAGAZINE /BULLETIN DISTRIBUTOR
WEBMASTER
INDUSTRY VISIT ARRANGER
JOB TALK/INDUSTRY TALKS ARRANGER
CHRISTMAS HAMPER COORDINATOR
CLUB BIRTHDAY ORGANISER
HONORARY MEMBERS LIAISON
FRIENDSHIP EXCHANGE OFFICER
PRESIDENTIAL CITATION COORDINATOR
PROGRAMME (Guest Speaker) ARRANGER
PROBUS CLUB COORDINATOR
RI AND RDU DUES AND SUBSCRIPTIONS
Committee
Club
Club
Club
Club
Membership
Youth Service
Club
Club
International
Club
Club
Club
International
Club
Club
Club
Club
Vocational
Club
Club Secretary
Club
Club
Club
Vocational
Vocational
Community
Club
Membership
Club
Club
Club
Community
Club Treasurer
Member
TASK LIST:
Committee
Member
• NEW MEMBER INVITATION BOOKLET ORGANISER
Club/Membership
• CLUB PHOTOGRAPHER
Club
• CLUB ANNUAL REPORT COORDINATOR
Club
• ATTENDANCE OFFICER
Club/Secretary
• GROUP STUDY EXCHANGE COORDINATOR
Foundation
• YOUTH EXCHANGE HOSTING ARRANGER
Youth Service
• “CAFE INTERNATIONALE” COORDINATOR
International
• ROMAC OR INTERPLAST LIAISON
International
• CLUB AND DISTRICT CHANGEOVER COORDINATOR
Club
• PAUL HARRIS FELLOW COORDINATOR
Foundation
• FOUNDATION BREAKFAST ORGANISER
Foundation
• DISTRICT AWARDS SUBMISSIONS
Club
• MATCHING GRANTS COORDINATOR
International
• CLUB BANNERS SUPPLY OFFICER
Club
• NEW MEMBER KITS ORGANISER
Membership
• GOLF AND SPORTS GROUP ORGANISER
Club
• RYPEN AND RYLA COORDINATOR
Youth Service
• SCIENCE SCHOOLS COORDINATOR
Youth Service
• WINE SALES AND STORAGE ORGANISER
Fundraising
• HISTORIAN
Club
• BOARD MEETING VENUE ORGANISER
Secretary
• CLUB ELECTIONS COORDINATOR
Secretary
• CHRISTMAS PARTY ORGANISER
Club
• ROTARY PUDDING/CAKE ORGANISER
Fundraising
• ARCHIVIST
Club
• MEMBERSHIP SEMINAR ORGANISER
Club/Membership
• AUST.ROTARY HEALTH RESEARCH SEMINAR
Community
• HORIZONS SEMINAR CO-ORDINATOR
President Elect
• DISASTER RELIEF CO-ORDINATOR
Community/International
• ROTARIANS AGAINST MALARIA CO-ORDINATOR
International
• CLUB'S PLANS & OBJECTIVES
President Elect
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
OBJECT OF ROTARY
BACKGROUND:
First formulated in 1910, 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.
OUR COMMUNITY PTY LTD and ROTARY
BACKGROUND:
Our Community is a world-leading social enterprise that provides 15 Knowledge
Centres – spanning all aspects of running a community group and comprising a range
of resources, training, advice and tools – for Australia’s 700,000 community groups
and schools, as well as practical linkages between the community sector and the
general public, business and government.
Our Community has developed a community hub that assists community
organisations that make up the social infrastructure of Australia to become strong,
influential, vibrant and more able to achieve their potential.
VISION:
The vision that has guided the development of Our Community is that every Australian
should have easy and ready access, be able to go out the front door and stroll or
wheel to a community group that suits everyone from children, to adults, to
grandparents. Our Community wants them to join in, learn, celebrate, worship, plant
trees, play a game, entertain and be entertained, care and be cared for, support
others or to advocate for rights and greater diversity.
SYNERGY WITH ROTARY CLUBS:
Our Community Pty Ltd offers opportunities that are relevant to the work of Rotary in our
District.
There are many areas which may be of use to clubs on www.ourcommunity.com.au,
including marketing, leadership, training, fund sourcing and much more. The use of
these may identify those areas where the synergy of Rotary and Our Community may
work towards a greater benefit for all.
PAUL HARRIS FELLOW RECOGNITION
– NOMINATION OF
BACKGROUND:
Primarily, if an individual, club or district contributes US$1,000 to The Rotary
Foundation, credit from this contribution may be used to bestow a Paul Harris Fellow
Recognition (PHF). A growing number of Rotarian have chosen to donate
US$1,000.00 to The Rotary Foundation and request recognition as a Paul Harris
Fellow for someone for whom they have a high regard. Quite often, that person may
be their spouse as a gesture of appreciation for their support of Rotary and its
activities. In Australia and New Zealand a tradition has built up whereby a club may
determine to recognise a member as a Paul Harris Fellow for meritorious service. To
facilitate the latter approach, some clubs form a Nominating Committee to consider,
select and recommend the awarding of a PHF for approval by a majority of the Club
Board. The Nominating Committee may be a standing committee and be conscious of
the prestige of the PHF and to maintain discretion in the number of such awards by
the club in any one year. The President may nominate a Non-Rotarian or other club
member direct to the Board if so desired but such recognition should receive majority
Board approval.
NOMINATING COMMITTEE:
If established, might consist of President, (Chair), President Elect and three or four
past Presidents in succession who are current club members, and the Club Secretary.
CRITERIA FOR SELECTION:
In making its assessment, the Nominating Committee may have regard for:
Current Rotarians:
Exceptional (outstanding) service as judged by the Nominating Committee
Non-Rotarians:
Selfless service to the community and/or disadvantaged citizens of the world as
evidenced by documentation/ news items etc or for outstanding and long term service
to industry/ arts/ research/ public, legal or diplomatic service or similar bodies as
determined from adequate research.
NOMINATIONS:
To be discussed at meeting of Nominating Committee called by Chairman. Club
Secretary to be requested to research broad history of the nominee’s service, date
joined Rotary, positions held and other significant contributions of nominees.
Subsequent meetings are held to finalise recommendations to Board. The current
President, in conjunction with the Club Service Committee, should determine the
timing and place of approved presentations (see sample).
ROTARIANS OF OTHER CLUBS:
Where a member from another club is nominated by this club, the President should contact
the current President of the other club to obtain their concurrence. Club
Secretary/Administration Officer is requested to research or verify the bona-fides of the
nominee.
CITATION:
This is unique to only some clubs and is not a Rotary form. (See sample). It is prepared by
Club Secretary from research undertaken from club historic records and reports,
discussions with fellow members and other parties, newspaper and magazine items etc.
FUNDING:
Each PHF or Sapphire costs currently US$1,000. They can be funded either by:
Paul Harris Fellow:
a. an individual making own donation in full of US$1,000 to Rotary Foundation.
b. by the club making a new donation of US$1,000 direct to the Foundation on behalf
of an awardee.
c. club using existing PHF credits available from past contributions to the Foundation.
(The latter has been a common method by clubs to date)
Paul Harris Sustaining Member:
d. an individual making own donation in direct instalments from US$100 to US$999
e. by club using existing credits to match instalments by Sustaining member.
Multiple Paul Harris Fellow: (Sapphire or Ruby)
f. by an individual donation of US$1,000 by an existing PHF or by a club using its
available credits to make an additional donation to the Foundation.
Paul Harris Society:
g. a group of individuals electing to contribute US$1,000 or more per year to the
Foundation
CLUB RECOGNITION CREDITS:
As per advices to President from RI Parramatta every 6 months or may be requested
by phone. Note: Where cost of PHF Recognition is coming from the Club’s existing
credits, this must be noted on PHF application form (No.123-EN-(598) in print.(eg:
Deduct from Club Credits)
STEPS FOLLOWING BOARD APPROVAL:
1. Club Secretary lodges application form (102-EN—(512)) by email, fax or post to:
RI Southwest Pacific Service Centre,
P.O. Box 1415
Parramatta NSW 2124
Tel: (02) 9635 3537 Fax: (02) 9689 3169
2. Mark URGENT if necessary or otherwise allow at least two weeks delivery. (Allow
three to four weeks if between May and June each year)
3. On receipt of PHF badge and Certificate, immediately verify details such as full
name, if signed etc. If any discrepancy, contact RI Parramatta and request new
certificate be issued.
4. Draft a CITATION (Optional - see sample) detailing a history of the recipient and
have President approve and sign/date.
5. Have CITATION laminated at local printers or glass framed.
PUBLICATION:
1. Ensure details of presentation and copy of CITATION be featured in next Club
Bulletin.
2. Send letter to:
(a) Editor - District 9800 Newsletter and
(b) Chairperson of District Foundation Committee.
PAUL HARRIS FELLOW RECOGNITION
– PRESENTATION OF
PHF PRESENTATION:
SAMPLE ONLY
1. Introduction:
One of the highlights of being a President (or Rotary Foundation Chairman) is the
opportunity to recognise a person whose life demonstrates a shared purpose with the
objectives of the Rotary Foundation. A PAUL HARRIS FELLOW is a RECOGNITION that
was introduced in 1957 in honour of Paul Harris who founded Rotary in 1905. It was
established to express appreciation for a contribution of US$1,000 or more to the
humanitarian and educational programs of the Rotary Foundation. We recognise a
person today (on whose behalf, our Club) or (who) has made a contribution of $1,000 US
dollars, to the Rotary Foundation to enable it to carry out programs that may improve
conditions in the world such as increased food production, literacy, polio immunisation,
goodwill and understanding.
I have much pleasure in asking (name) _______________ (and his/her partner
(name) __________ to come forward.
When the recipient is the donor:
(Name) _______________, your contribution to the Rotary Foundation of Rotary
International is allaying suffering, improving living conditions, and providing
educational opportunities to young people somewhere in the world. This is a truly
selfless action.
When the recipient is a family member or friend of the donor:
(Name) ______________ you are being recognised today as a Paul Harris Fellow in
special appreciation for the ways in which your life exemplifies the humanitarian and
educational objectives of the Rotary Foundation. You were designated to receive this
honour by (name of donor) ________________ (Add any personal information on
recipient, as appropriate)
When the recipient is being recognised by the Club or is another individual:
I have known (name) _______________________ for about _____ years, his /her
dedication and achievements are well known to every Rotarian in this Club.
We believe that (name) ________________ upholds the Rotary ideal of “Service
Above Self” by his/her service to ____________________________________ (relate
history of community service etc)
2. Presentation:
“I have great pleasure in presenting you with these two emblems of a Paul Harris
Fellow: the certificate and lapel pin. The certificate states that you have been named a
Paul Harris Fellow, “in appreciation of the tangible assistance given for the
furtherance of better understanding and friendly relations between peoples of the
world”. Please accept congratulations and sincere appreciation for your commitment
to our common goals of world understanding and peace.
Would you like to respond?
Would you all rise and join me in congratulating our newest recipient of a Paul Harris
Fellow Recognition (name)”
PHF CITATION (OPTIONAL)
SAMPLE ONLY
ROTARY CLUB of ________________________________________________ Inc.
PAUL HARRIS FELLOW RECOGNITION
A Paul Harris Fellow is a Recognition that was introduced in 1957 by the Rotary
Foundation of Rotary International in honour of Paul Harris who founded Rotary in
1905. To recognise the achievements of our member JOHN SMITH, our club has
made a donation of $1.000 US dollars, in his name, to the Rotary Foundation to
enable it to carry out programmes that may improve conditions in the world such as
increased food production, literacy, polio immunisation, goodwill and
understanding.
“_______________was introduced to this Rotary Club by member, ____________
and was inducted into membership on 22nd September 1997. In 1998-1999 he
was introduced to an idea in its infant stages to install pre-fabricated water tanks in
the remote villages of Papua New Guinea. _____ was asked to undertake some
exploratory work in West New Britain during a working visit to the region with his
engineering company. He has had decades of experience dealing with remote and
outback communities including Australia’s Northern Territory and PNG and he
quickly befriended the head of the Church Mission and other locals.
On that initial visit,______ prepared preliminary plans for a clean water system.
Then over the next many months, he finalised these plans into working drawings
for four settlements needing twelve tanks in the region of ________. His committee
began drafting plans for a Rotary Foundation Matching Grant of A$65,000 in
conjunction with our sister club, in __________, Japan with “hands-on” support
from the Rotary Club of ________. Following approval of the grant, ______’s
growing enthusiasm inspired a team of seven Rotarian volunteers to undertake
what resulted in a most gruelling trip, via erupting volcanoes, to lay the tank
foundations.
Then in October 2002, he led a second team of volunteers to successfully install
the planned water supply systems in the villages of ______ and _______. The
success of this trip, also haunted by difficulties with terrain, humidity, cancelled
flights, missing materials, mosquitos etc, was a tribute to the long and complex
planning by _____________, drawing on his decades of project-engineering and
logistics experience in tropical conditions.
We believe ____________’s selfless and generous contribution of team-leadership
skills to this humanitarian project and his undoubted determination against constant
risk of accident and, illness made it an outstanding success. He has displayed the
Rotary Ideal of “Service Above Self” and we believe him worthy of this Paul Harris
Fellow Recognition.
President 200? - 200?
Date
PAUL HARRIS FELLOW RECOGNITION
– GENERAL INFORMATION
PHF – CLUB RECOGNITION SUMMARY REPORT EXPLAINED
Please note that most of the information in this report reflects recognition, not
cash contributed, and should not be confused with the various contribution
reports.
1. THE HEADING
Club Identification – In the upper left corner of the report are the District and Rotary
Club numbers, as well as the club name. Please refer to this information in any
correspondence.
Total Sustaining Members – The number of individuals listed with US$1.00 to
US$999.99 in the PHF/SM Amount column.
Total Paul Harris Fellows – The number of individuals listed with US$1,000 or more
in the PHF/SM Amount column.
Total Benefactors – The number of individuals who have notified The Rotary
Foundation that they have made provisions in their final estate plans, or made an
outright gift of US$ 1,000 or more, to The Rotary Foundation Permanent Fund.
All Time Giving, Club and Members – Total historical contributions to The Rotary
Foundation credited to the club.
All Time Polio, Club and Members – Total historical contributions to the
Foundation’s PolioPlus Campaign. This amount is included in the All Time Giving
figure above.
Total Available for PHF/SM – The total of contributions made but not yet allocated
for Paul Harris Fellow Recognition. This is the sum of the "Available for PHF/SM"
column (including club contributions and individual available credit).
Per the April 1996 Trustee decision, newly created available credit must be
transferred to an individual by the end of the three-year funding cycle of the
contribution. For example, available credit created during the 1995-96 Rotary year can
be transferred to an individual no later than 30 June 1998, or it will expire. Likewise,
available credit created during the 1996-97 Rotary year can be transferred no later
than 30 June 1999, or it will expire.
2. THE COLUMNS
TRF Account Number – This is the identification number assigned by The Rotary
Foundation to an individual. An individual should have only one account number,
whether he/she is a donor., Paul Harris Sustaining Member, or Paul Harris Fellow.
This number is a different account number from the one assigned by Rotary
International for membership records. Please refer to The Rotary Foundation account
number in any correspondence to the Foundation.
Name – The title and spelling of names on The Rotary Foundation computer
database. Individuals in your club will not be listed if they are not PHSMs, PHFs,
Benefactors, or do not have any recognition credit in the "Available for PHF/SM"
column.
Deceased – "Y" will appear if the Foundation has been notified that an individual
is deceased.
PHF/SM Amount – The total recognition credited to an individual's account.
Recognition levels are determined based on the following guidelines:
Recognition levels may be determined from the following table:
PHFSM
Recognition Total
MPHF Recognition
Levels
Pin Multiple PHF is eligible
to wear
2.000 to 2,999.99
PHF + 1
One sapphire
3,000 to 3,999.99
PHF + 2
Two sapphires
4,000 to 4,999.99
PHF + 3
Three sapphires
5,000 to 5,999.99
PHF + 4
Four sapphires
6,000 to 6,999.99
PHF + 5
Five sapphires
7,000 to 7,999.99
PHF + 6
One ruby
8,000 to 8,999.99
PHF + 7
Two rubies
9,000 to 9,999.99
PHF + 8
Three rubies
Special Notes:
a. Remember that recognition for PHSMs and first time PHFs is credited only
upon request.
b. For confidentiality reasons, this report will not display amounts greater than
US$9,000.
1. A "B" on the report denotes a “Business.” An organisation can be recognised,
upon request, with a Certificate of Appreciation when its total recognition
reaches US$ 1,000.
Multiple PHF – A PHF, upon request, can name another individual as a PHF within
the three-year funding cycle of the contribution and can also receive a new pin for
each additional US$1,000 he/she contributes beyond his/her original Paul Harris
Fellow (as indicated above).
PHF Date – The date, according to Foundation records, that an individual's Paul
Harris Fellow Recognition was recorded.
Last Recognition Credited – The last date that the "PHF/SM Amount was updated.
Available for PHF/SM – Donors who do not request PHF or PHSM Recognition at the
time their contributions are made, retain the right to name PHFs or SMs within the
three year funding cycle of the contribution. The amount in the “Available for PHF/SM”
column represents contributions still eligible for PHF/SM Recognition. (Note: gifts to
the Permanent Fund are not eligible for Paul Harris Fellow recognition, and are
not included in this column).
Amounts listed in the “Available” column can be used with the donor’ permission as
“matching credit” to encourage new contributions from the clubs' members. Please
use the Recognition Transfer Request. Sustaining Member credit (amounts under
$1,000 in the PHF/SM Amount of the Club Recognition Summary report) in the
accounts of deceased or former Rotarians is no longer transferable.
Benefactor Date – The date the Foundation was notified that an individual was a
Benefactor.
Benefactor Gift Type – The type of Permanent Fund gift through which an individual
has become a Benefactor. The types include Outright, Bequest, Insurance Owned,
Insurance Beneficiary, Life Income, Pooled Income Fund, and Other.
Multiple Paul Harris Fellow Guidelines
Multiple Paul Harris Fellow (Multiple PHF) Recognition has proved to be an effective
fund development tool for clubs and districts. For that reason, it is important to
understand the guidelines established by the Trustees of The Rotary Foundation.
Eligibility:
To be eligible for Multiple PHF Recognition, an individual must first be a Paul Harris
Fellow (PHF). It does not matter whether the original PHF contribution was made by
the Fellow, another individual, a club or district.
When a Paul Harris Fellow Makes Additional Contributions:
For each additional US$ 1,000 contributed by a Paul Harris Fellow, he/she is eligible
to receive a new Multiple PHF pin.
Basic Concept:
When a PHF makes an additional US$ 1,000 contribution to The Rotary Foundation,
he/she receives, upon request, a PHF pin with one sapphire. In addition he/she can
recognise either immediately or within the three year funding cycle another person as
PHF. Each additional US$1,000 contribution to the Foundation by a PHF will entitle
the donor to a new MPHF pin up to a maximum of three rubies (US$9,000) and at
his/her discretion designate other PFIFs or Paul Harris Sustaining Members (PHSMs).
Please note: "Matching credit," club contributions, and transfers from an individual, a
club or district can only be applied to one individual's recognition total. In order for an
individual to receive Multiple PHF recognition and name a PHF, the individual must be
the absolute fund donor of an additional US$1,000.
Individuals, Clubs, and Districts Can Honour a PHF with a Pin:
If an individual, club or district contributes US$1,000 to The Rotary Foundation, credit
from this contribution may be given to an existing PHF for a Multiple PHF pin. In this
case the PHF recipient cannot later use this recognition to name a new Fellow,
because he/she was not the donor.
Practical Examples of How Multiple PHF Recognition Works:
1.
Mary Andrews is a PHF and contributes an additional US$1,000 to The Rotary
Foundation. She is entitled to request a Multiple PHF pin with one stone for
herself or PHF recognition for another individual of her choice. If Mary does not
wish to name a PHF at the time she makes the + 1,000 contribution, she may
defer the choice of naming a PHF until a later date. In this case she would
have +1,000 in the "Available for PHF/SM" column of the Club Recognition
Summary report.
2.
Stephen Hathaway donates a total of US$5,000 to The Rotary Foundation and
has requested PHF recognition for himself. Since he has donated US$4,000
beyond the initial US$1,000 needed to become a PHF, he is entitled to
request, along with his recognition items, a Multiple PHF pin with four stones.
He may also use the US$4,000 "available for PHF/SM towards naming four
PHFs or several PHSMs.
3.
The Emerald City club is offering US$500 in available recognition credit as an
incentive to its members to promote new contributions to the Foundation. Joe
Brown, a PHF, accepts the club's challenge and contributes US$500, bringing
his total PHF recognition amounts to US$1,500. Joe decides to allocate his
US$500 "available for PHF/SM" plus the club's available US$500 to recognise
Robin Cole, a literacy volunteer, as a PHF. Joe is not eligible for a one stone
pin because he only contributed US$500 beyond his initial PHF. The US$500
from the club's account cannot be added to both Joe's and Robin's accounts.
"Matching credit," club contributions, and transfers from an individual, a club or
district can only be applied to one individual's recognition total. If Joe
contributes another US$500 or the club decides to give him another US$500
from the club's available amount, he will be eligible to request a one-stone pin.
4.
William Davis is a PHF and he contributes an additional US$2,000 to The
Rotary Foundation. He wants to recognise George Edison, who is already a
PHF, as a Multiple PHF William may request a Multiple PHF pin with two
stones for himself or a pin with one stone for George. Since William donated
the additional US$2,000, but only allocated $1,000 to George, he (William)
may also name another PHF or several PHSMs.
If you have any questions about our Multiple Paul Harris Fellow Guidelines, please
feel free to contact your Foundation Committee Chairperson or the Rotary
International Service Centre office in Parramatta, NSW.
PLANS AND OBJECTIVES – SETTING
BACKGROUND:
All clubs are requested by the incoming District Governor to prepare a “Planning
Guide for Effective Clubs” form for the approaching year. A draft form is perused and
discussed with President Elects at the PET Seminar for completion by 1st July.
(always check the due date as it can alter from year to year)
The document is up-dated annually by District to reflect the new programs or projects
being introduced or past programs that have been deleted.
PROCEDURE:
President Elect is requested to conduct early meetings with the incoming club Board
to examine which current club projects should be on-going and to solicit fresh ideas
for some new projects. This can be undertaken at a “Strategic Planning/Horizons
Workshop” to be called by the President Elect to refocus on the philosophy and
activities of the club for that year. Also to revisit any rolling long-term plan.
Where this Workshop precedes the District Assembly then plans for club programs and
projects should not be finalised but should remain flexible to allow for any last minute
programs to be adopted.
Incoming Directors and Officers (and new members) should attend the annual District
Assembly around May to hear of the wide range of District and International projects
that can be optionally taken up by clubs. Directors then have the opportunity to
propose any of these projects for his/her committee and have them included in the
club’s annual plans and objectives.
Once completed the form must be signed and dated by the incoming President.
If projects are likely to cover more than one Rotary year courtesy dictates the
agreement of the President Nominee.
The final plans are to be completed before the 1st July and forwarded electronically to
the District Governor with a copy to the Assistant Governor.
A Club copy is to be held with Board minutes for record purposes and also for use at
the scheduled Club Assembly with the Assistant Governor.
POLICY FOR ELECTRONIC COMMUNICATIONS
GUIDELINES FOR THE USE OF Electronic Communications IN ROTARY
INTERNATIONAL [Adopted by the Board of Directors of Rotary International in
Decision #166, in November 2000]
Electronic communication is fast becoming the preferred method of communication in
our Rotary world. These Guidelines have been developed to promote the efficient and
effective use of electronic communication.
Use and Privacy of Email Addresses
Rotary Leaders and Rotarians interested in future Leadership positions at any level of
Rotary are strongly encouraged to both have email addresses and use the Internet.
(See RI Board recommendation November 1999) When a Rotarian submits their
email address to the club, district or Rotary International, the Rotarian thereby
acknowledges and agrees that Rotary may use the email address for purposes of
Rotary communication at that level. Rotarians who accept leadership positions
acknowledge and accept that their email addresses will be used for Rotary
communication as appropriate at all levels of Rotary International.
No one should freely distribute email addresses without the owner's consent.
Similarly, forwarding of email should not be done without first obtaining permission of
the initiating author.
Group and Broadcast Email
No Rotarian should be added to an “e-group” or other type of bulk mailing list without
that person’s permission; excepting mailing lists specifically established for RI
Directors, Trustees, and Officers (including, but not limited to District Governors,
District Governors Elect, District Governors Nominee), as well as RI Committee
members, RI Task Force Chairmen and Coordinators, DICOs, CICOs, and Club
President. By virtue of having accepted the duties and responsibilities of their
positions, Rotarians included in the “exception” list shall be presumed to have given
permission to receive emails pertaining to their positions.
Whenever possible, one to one emails are encouraged. When essential for efficiency,
emailing to a select group of Rotarians directly involved in a particular task or
interested in a particular subject is acceptable. Copying Rotarians who may not need
to receive the email is discouraged, to help minimize the quantity of emails received.
Broadcast email is discouraged except where essential for efficiency or effectiveness.
Rotarians are cautioned to avoid frequent use of this method. Broadcast emails
should not be used outside your assigned area of responsibility in another assigned
area without first obtaining permission from the Rotarian responsible. Broadcasting or
copying numbers of other leaders on emails is also discouraged.
Email Form
Subject line identification can be useful and efficient in identifying Rotary email.
“Rotary” should be used in the subject line.
All Rotary emails should contain a signature block that includes the name of the
person sending the email and the sender’s title or committee designation (if any).
Replies should be placed at the top of a message for easy reference.
All policies and procedures contained in the Rotary International Manual of Procedure
pertaining to circularisation shall be applicable to all email communication.
Brevity:
Brevity in all emails is encouraged. Wherever possible, “copy and paste” content into
the body of the email message, rather than add attachments. When attachments must
be used, employ some file form generally used by everyone, such as Adobe Acrobat
file form or rich text format.
Communication Chains, Database Security and Management
(a) The President, the District Governor, the Club President
The communication chain between these three offices is considered special and reserved.
In this key communication chain, organisational structure is to be respected: The
President should always copy the District Governor on communications via email with
the Club Presidents. The Club President should always copy the Governor should
they communicate with the President. Others are not expected to use this
communication chain as an email communication path.
The President will communicate via email with District Governors and Club Presidents
bi-monthly using an Action Team Update. Only under special circumstances, which, in
the judgment of The President, require quick communications, will The President use
broadcast email to these groups more frequently. These same general guidelines are
commended to the District Governor in communicating to the District.
For logistical reasons, The RI President cannot respond to all email. Rotarians are
encouraged to:
1. First communicate on issues with their Governor or, if appropriate, Task Force
Coordinators.
2. Consider communicating with Secretariat staff listed in the Rotarian Magazine.
The database of email addresses for this communication chain is both stored by and
managed by the Secretariat. Security of this information is important, and requests for
access to this information by others will require the approval of The President or the
General Secretary. It is envisioned that The President would give permission for the
Webmaster to have access to the email addresses of the Governors and Club
Presidents to carry out his instructions on emails. And it is envisioned that the General
Secretary might give such approval to a staff person for a particular communication
purpose. The Secretariat and/or the Webmaster will execute this communication.
(b) Other Key Rotary Leaders: Task Force Appointees, DICO, DTFC, DMDC,
CICO
This communication chain is essential to the successful operation of the Task Forces and
of Rotary Administration. This database will be stored at the Secretariat and managed by
the Secretariat, but will available to the Chairs of the Task Forces, and other Key Rotary
Leaders as approved by The President or the General Secretary. At this time, it is
envisioned that such email activity will be done outside the Rotary based email system
(c) Incoming District Governors, Incoming Club Presidents
This communication chain is essential to continuity and to the President elect’s
planning. This data base will be stored at the Secretariat and managed by the
Secretariat, but will available to the President elect, and other Key Rotary Leaders as
approved by The President elect or the General Secretary.
(d) Update and distribution of Database:
When approved, MIS will provide updated email addresses in electronic format as an
Excel spreadsheet, on a routine and regular basis during the first week of each month.
(e) Addition of Key Positions to the www.rotary.org Registration system
The General Secretary will review and approve all additions of Key Positions to the
Registration system.
Email Guidelines for Rotarians
1. Email pertaining to Rotary should contain “Rotary” in the subject line.
2. All Rotary email should contain a signature block that includes the name of the
person sending the Email and the sender’s title or committee designation (if any).
3. No Rotarian should be added to an “e-group” or other type of bulk mailing list
without that person’s permission; excepting mailing lists specifically established for
RI Directors, Trustees, and Officers (including, but not limited to District Governors,
District Governors Elect, District Governors Nominee), as well as RI Committee
members, RI Task Force Chairmen and Coordinators, DICOs, CICOs, and Club
President.
4. By virtue of having accepted the duties and responsibilities of their positions,
Rotarians included in the “exception” list in Guideline #3 shall be presumed to have
given permission to receive email pertaining to their positions.
5. There should be no presumption of delivery of email, unless the email is
acknowledged by the recipient.
6. E-groups and other bulk mailing lists shall not be used for expressing political
views or for the distribution of “spam,” such as jokes and the like.
7. All policies and procedures contained in the Rotary International Manual of
Procedure pertaining to circularisation shall be applicable to all email
communication.
8. Email lists shall not be published in any form that is available to the public.
9. Websites containing mailing lists or individual e-mail addresses (other than the email addresses of the webmasters) should be password protected. Such
passwords should not be distributed to non-Rotarians.
10. All users of email should be encouraged to maintain an up-to-date version of virus
checking software on their computers.
11. Whenever possible, attachments to emails should be avoided. Copy and paste
information into the body of the email. If an attachment is absolutely necessary, the
attachment should be scanned to ensure that it is virus free before it is sent.
12. Brevity in email messages is encouraged.
13. No Forwarding of email without consent.
14. Copying large numbers of Rotarians is discouraged.
[Customer Focus Group and the Technology Task Force of Rotary International]
PRIVACY OF INFORMATION POLICY
BACKGROUND:
Rotary Clubs like most other organisations or corporations within Victoria are subject
to Privacy Laws both State and Federal. Clubs must remain conscious of the need to
protect personal information on members and their families that is gathered over a
period of time. The following three internal privacy policies have been developed as a
guide to assist Clubs adhere to legal requirements and to enable members to feel
secure in the use of their details in Rotary communications:
• Rotary District 9800
• Rotary Clubs within District 9800
• Youth Exchange Programme (YEP) within District 9800.
ROTARY DISTRICT 9800:
The following statement was adopted by the District 9800 Executive Committee in
March 2003 as a guide to the use of personal information at a District and
International level within Rotary. This statement appears within the front pages of the
annual District Directory and applies to all information gathered in the course of
compiling the Directory.
PRIVACY OF INFORMATION STATEMENT- District 9800
The Rotary District 9800 is committed to protecting the privacy and confidentiality of
your personal information. Our privacy policy adheres to the Australian Privacy
Principles as required under the Privacy Act 1988.
The personal information that you submit to us is collected in order to provide
information services to you which in turn, allow the co-ordination of meetings,
fellowship and fundraising activities and community service and vocational
programmes conducted by Rotary Clubs within the District.
We may:
a. share the information with Rotary International and other Rotary Clubs and Districts
in Australia and overseas;
b. disclose the information to outside parties in the course of undertaking Rotary
activities and programmes; and
c. use the information with your consent or as otherwise required by law.
We will not disclose, sell or trade your personal information to any organisation other
than as set out above. You may access your information at any time. If you do require
access to your personal information, or have any concerns regarding its use please
contact the District Secretary on email: [email protected]. If any of the
information we hold is incorrect, inaccurate or out-of-date, please contact us
immediately and we will amend the information so held.
You have the option of not providing certain information requested by this District.
However, you should note that this may prevent the District from effectively providing
membership information services to you and managing its various activities and
programmes.
ROTARY CLUBS IN D9800:
The following statement was recommended to Clubs by the District 9800 Executive
Committee in March 2003 as a guide to the use of personal information within the
Club, other Clubs and at a District and International level within Rotary. It is
recommended that this statement appears within the front pages of the Club Members
Directory and applies to all information gathered in the course of compiling the Club
Directory.
PRIVACY OF INFORMATION STATEMENT
– CLUBS WITHIN D9800
The Rotary Club of____________________________________ is committed to protecting
the privacy and confidentiality of your personal information. Our privacy policy adheres to
the Australian Privacy Principles as required under the Privacy Act 1988.
The personal information that you submit to us is collected in order to provide
information services to you which in turn, allow the co-ordination of meetings,
fellowship and fundraising activities and community service and vocational
programmes conducted by Rotary Clubs within the District.
We may:
a. share the information with Rotary International and other Rotary Clubs and Districts
in Australia and overseas.
b. disclose the information to outside parties in the course of undertaking Rotary
activities and programmes; and
c. use the information with your consent or as otherwise required by law.
We will not disclose, sell or trade your personal information to any organisation other
than as set out above. You may access your information at any time. If you do require
access to your personal information, or have any concerns regarding its use please
contact the Club Secretary on email: __________________________ If any of the
information we hold is incorrect, inaccurate or out-of-date, please contact us
immediately and we will amend the information so held.
You have the option of not providing certain information requested by this Club.
However, you should note that this may prevent the Club and District from effectively
providing membership information services to you and managing its various activities
and programmes.
YOUTH EXCHANGE IN D9800:
The District 9800 Youth Exchange Program Committee understands how important
the privacy of information is to both incoming and outgoing Youth Exchange Students.
The YEP Committee is committed to ensuring the confidentiality of personal
information during the time that they have a relationship with the students. This
Privacy Statement initiated in January 2003 tells how the YEP Committee collects,
manages and protects personal information.
PRIVACY OF INFORMATION STATEMENT
–YOUTH EXCHANGE PROGRAMME IN D9800
Collection
The YEP Committee collects most personal information directly from you. For example,
they may collect personal information when you fill in an application form, talk to them
over the phone, send them a letter or email, or when you have contact in person.
The personal information they collect includes your name, contact details (eg
telephone number, email, postal and residential address), date of birth and your
school. They will also collect and hold sensitive information such as health details.
There will be occasions when they need to collect personal information about you
from a third party. For example, they may collect personal information from a school
you attend, from your doctor and your dentist.
Use and Disclosure
The YEP Committee collects and uses your personal information for the primary purpose
of:
• processing an application for you;
• assessing an application by you;
• organising the exchange for which you have applied.
They may use or disclose your personal information for purposes related to the main
purpose for which they collect it, such as:
• administering, monitoring, evaluating and managing the exchange;
• internal accounting and administration;
• providing you with information about Rotary and the YEP Committee;
• complying with the regulatory requirements;
• managing the relationship with you;
• protecting you and the YEP Committee from error or fraud.
They may also disclose your personal information to other people when they contact
overseas Rotary colleagues who conduct specific activities for the District 9800 YEP
Committee to organise the exchange. However, the information remains the property
of the YEP Committee and the external informants will be subject to strict confidential
and non-disclosure obligations.
Furthermore, they may disclose your personal information if, for example:
• you have given us your express or implied consent to disclose the information;
• the disclosure is required by law;
• the disclosure is permitted or authorised by law (such as, under the Privacy Act 1988);
• they need to protect the interests of the YEP Committee (such as in legal
proceedings to which we are a party);
• the disclosure is required in the public interest (such as, where a crime or fraud
has been committed).
They will not disclose your contact details to third parties, except those acting as
agents for the YEP Committee.
Security
The YEP Committee will take reasonable precautions and security measures to keep
your personal information secure and protect it from loss, misuse and from
unauthorised access, modification and disclosure.
Updating your personal information
If the YEP Committee has accurate personal information about you, it enables them to
provide you and your family with the best possible service. They will take reasonable
steps to ensure that your personal information is accurate and up-to-date whenever
they collect or use it. Should you find that current personal information they hold about
you is inaccurate or out-of-date, please contact the Secretary of the YEP Committee
immediately and they will correct it.
Access to personal information
You can ask the YEP Committee to provide you with access to the personal information
they hold about you. If they are able to, they will provide you with access. A fee may
apply to such access.
In some cases, they are entitled under the Australian Privacy Principles to refuse to
give you access to your personal information. This includes circumstances where
giving you access would prejudice negotiations they are having with you, prejudice
investigations of unlawful activity or prejudice activities carried out by or for a law
enforcement agency. If they deny your request for access, they will let you know why.
They may change this Privacy Statement from time to time, but will remain bound by
any legislative requirements. They may notify you about changes to this Privacy
Statement by issuing an updated version.
Further information and complaints
You are entitled to ask the YEP Committee to explain the way they manage your
personal information. If you wish to discuss this Privacy Statement, or you have a
complaint, or you would like access to your personal information, please contact: The
District New Generations Committee Chairperson.
PROTOCOL MATTERS – GENERAL
BACKGROUND:
The following comments on protocol within Rotary District 9800 are offered only as a
guide and are designed to enhance the image of Rotarians within the public eye and
to make your Rotary club more attractive to potential members, visiting Rotarians and
Guest Speakers etc.
GUEST SPEAKERS:
Should be given the courtesy of being asked whether they would prefer to sit through the
“sometimes long-winded Rotary business” or would they like to speak first and then
depart.
It is extremely inconsiderate if a Guest Speaker's time is cut short or no time is
available for questions. The Chairman for the Day is to ensure that the Sergeant of
Arms session in particular or the committee announcements do not impinge on a
Speaker's allotted time.
VISITING ROTARIANS:
It is normal for all visiting Rotarians to pay their own expenses when visiting a club
meeting, however it is the general rule that if a member of the District Leadership
Team (DLT) attends a club on official business the club should cover the expense.
CONTROL OF WEEKLY MEETINGS:
The President should control the procedure of the weekly meeting in conjunction with
the Chairman for the Day. At the very least the Duty Officer must ensure that the
President knows the names of all guests, how to spell and pronounce their names,
that a Club Bannerette is available for exchange if required, The Sergeant should
ensure the meeting begins on time and members are punctual. Club Service Chair
should ensure that Duty Officers attend the reception desk and clean up after
meetings.
The Sergeant should at all times refrain from racial, discriminatory or rude jokes or
stories and should insist that other members/speakers do likewise. (Note a Club’s
obligations under the Equal Opportunity Act)
GREETINGS:
The President should always wear the regalia of office at meetings and preferably
stand at the door to personally greet members and guests. President should ensure
guests are hosted by a member and made welcome.
SPECIAL INVITE:
When the District Governor or Assistant Governor is invited and they are on the
programme to speak, please re-confirm with them at least three days beforehand.
PAUL HARRIS FELLOWS:
The Trustees of the Foundation have stated that the correct terminology for the
acknowledgement of the required donation or presentation is “Paul Harris Fellow
Recognition” (not Paul Harris Fellowship).
The PHF lapel pin can be worn at any time and does NOT have to be worn with a
Rotary pin as many recipients are not Rotarians.
However, if wearing both, the PHF pin is worn at a lower level than the Rotary pin.
Some Rotarians incorrectly believe the PHF pin may be worn instead of the Rotary pin
– this is not the case.
RI MEMBER ACCESS – MY ROTARY
My Rotary is an online portal provided by Rotary International (RI) which allows a
access to membership and Club databases, dependent on Club position. Secretaries
and Presidents can carry out a range of administrative tasks online; including
recording of new members and resignations, transfers etc, the payment of semi
annual dues, search the RI official Directory and view contributions to the Rotary
Foundation. It also allows Presidents to setup their plans for the year.
District Governors/District Governors Elect can view all Clubs in the District, RI
Foundation contributions, monthly contribution reports and Club Recognition Summaries
for the District.
Three (3) items of information are required to obtain logon:
• Your District Number: D9800
• Your Club Number:
• Your Rotary Membership ID (available on Club SAR Returns)
Establishing your logon is done on at Rotary International web site www.rotary.org and
select My Rotary from the top menu. Click on Register and follow the instructions.
NB: If Clubs have not provided the details of President and Secretary to RI in
December of the year before taking office access to Club information will be denied.
RI PUBLICATIONS CATALOGUE
BACKGROUND:
All clubs, mainly through the Club Secretary, maintain a supply of Rotary Stationery
items and forms. These items are listed and described in the annual RI Catalogue
(No. 019-EN) that is issued to all clubs at beginning of year and is available at no cost
from Rotary Service Centre in Parramatta, NSW.
CATALOGUE:
The catalogue contains all approved items being publications, audiovisual
programmes and Supplies of Rotary International and the Rotary Foundation.
Lists all items by category eg Public Relations, Four Avenues of Service, Rotary
Foundation etc. All forms and merchandise such as videos, audiotapes, slide-sets etc
have a form number that includes the year in which the item was last updated.
All prices are quoted in US Dollars.
ORDER FORMS:
An Order Form is included in the centre pages of Catalogue and may be removed and
photocopied for future use. The order form when completed can be sent to RI, PO
Box 1415, Parramatta, NSW 2150.
Orders can also be placed online at www.rotary.org.
PAYMENT:
All Order Forms must be accompanied by the Credit Card number of the Rotarian
submitting order (Visa or Mastercard only). The Credit Card will be debited with the
equivalent Australian dollar cost including GST and postage. There is a minimum
order of US$4 on all credit card charges.
REFERENCES:
RI Website: www.rotary.org
RI PUBLICATIONS ORDER FORM
i)
SAMPLE ONLY
ROTARY DOWN UNDER
BACKGROUND:
The Rotary Down Under office in NSW manages all matters relating to the Regional
Magazine (Rotary Down Under), the Australian Rotary Health (ARH) and the
administration of RDU House, 2nd floor, 43 Hunter St. Parramatta, NSW. 2150 Australia.
RDU MAGAZINE:
It is a condition of Rotary membership that every Rotarian subscribes to an Official
Rotary Magazine. In the USA and most other countries they subscribe to the
"Rotarian". In Australia, nearly all Rotarians subscribe to their own regional magazine
called the "Rotary Down Under" which is posted to the home address monthly.
New member subscription orders and alterations to existing member details should be sent
to:
[email protected]
HOW TO GET YOUR STORY PUBLISHED:
Every Rotary club project is a chance to gain new members and support for the
success of all your club activities.
By telling the story of your club and its service successes, you are, in effect, preselling your future projects by showing you are active in your community with well-run,
successful projects.
Every time you write a good article with a quality photo it can be widely used in your
club bulletin, District newsletter, “Rotary Down Under” magazine, your local
newspaper, sponsor and beneficiary newsletters, on your club’s website, community
notice boards, in club promotional material and blogs.
GETTING PUBLISHED
Tip the scales in your favour, it is quality of words written, not the quantity.
The specification for articles to “Rotary Down Under” is similar to most print media
requirements:
• No more than 300 words in MS Word format.
• Attach the text file and the photo file separately to the same email – do not embed
photo in an MS Word document.
• Give us your two best pictures only. If we want more, we’ll ask for them.
• Pictures must be at least 300 pixels per inch and in jpeg format. If you set your
camera to its finest quality setting, the file size should look after itself. If in sending
the image by email, your server asks if you want to reduce the file to make it easier
to email, say NO!
• Include a caption for the photo in the email and name all the people featured.
• Make sure you include a contact for further information if required.
• Send the information to [email protected]
SOME TIPS:
• Get compelling action photos – show the sweat not the cheque presentation.
• Do not be afraid to pose the photos for best effect.
• The first sentence should establish the topic and set the tone – tell the most
important facts – who, what, where, when, why.
• Include lots of quotes.
• Everyone holds fundraisers and some programs are quite run-of-the-mill so take
care to point out what makes the project unusual, unique or innovative.
• Consider how you would view the article as a reader. Does it inspire you? … give
you new ideas?
“Rotary Down Under” has a practical application in all aspects of Rotary and can be
easily used to support club and District objectives – membership – public image –
member education and more.
It is a superb reference resource that on a day-to-day basis will provide ideas and
inspiration for projects and events. Give copies to all who have contact with your club
as many know little about Rotary – ask hem to join if you think they would make good
members.
Go to www.rotarydownunder.com.au or www.rdu.rotarysouthpacific.org for lots more
useful information or phone (02) 9633 4888
or email: [email protected] and ask for help.
ROTARY EMBLEM – USE OF
BACKGROUND:
Protecting the integrity of the Rotary gearwheel is a matter of the highest Priority to
Rotary International and should be to every Rotarian. Rotary Districts are authorised
to use the name and the emblem on District programmes and projects as long as they
are approved by the District Governor.
DISTRICT PROJECTS:
In publications and elsewhere a district-only project should NOT be identified as a
“Rotary Project” but must have specific identification such as “Rotary District 9800
Tree Planting Project” or “A Project of Rotary District 9800”. The activity must relate
directly to the district or districts involved.
CLUB PROJECTS:
Individual clubs or groups of clubs may use the name and emblem in connection with
their activities PROVIDED that any promotional materials or publicity clearly identifies
the participating clubs by name and does not relate the activity to Rotary International.
Correct use is “A project of the Rotary Club of_____________”
Promotional materials and publicity relating to any merchandise bearing the Rotary
Emblem must include the name of the club or district, a reference to the fund-raising
event, and the date or duration of the activity. The same information must appear on
the merchandise itself.
OTHER GROUPS:
When Rotary clubs co-operate with other groups or organisations – commercial or
otherwise – in sponsoring a local activity, published materials should NOT display the
Rotary Emblem in a manner which could lead a viewer to conclude a relationship
exists with the other group using another emblem in the design of the publication.
STATIONERY USE:
Clubs are permitted to use the Rotary name and emblem on their stationery and all printed
matter, BUT must refrain from using the word “Rotarian” as part of the name of their
publication.
COMMERCIAL USE:
Neither the Rotary name or emblem may ever be used to further any commercial
purpose or a political campaign. The emblem may NOT be used on business
stationery or business cards.
ALTERATIONS:
The Rotary name or emblem should not be altered, modified, obstructed or presented
in other than its complete form. When included in a publication with only one colour
ink, the emblem may be printed in that colour but if more than one colour, the emblem
must be printed in the official Rotary colours.
AVAILABLE FROM:
The Emblem can be downloaded from the RI website www.rotary.org.
REFERENCES:
i.
RI Manual of Procedure – Use of Rotary Marks
ii. RI Visual Identity Style Manual (Form No. 547A-EN- 1213, 547b-EN- 1213,
547C-EN- 1213
iii. RI Visual Identity Guide can be downloaded from RI website: www.rotary.org
RDU MERCHANDISING AND PROMOTION
BACKGROUND
All merchandise and promotional supplies are shown in the catalogue issued by RDU
Merchandising and Promotion and contains an Order Form. Catalogue is also
available on Internet and orders may be placed online. All items bear a Code Number
and description and price in Australian dollars.
Merchandise sales include:
1.
Rotary, Rotaract, Interact and Probus emblem merchandise
2.
Clothing including caps, hats, jumpers, ties, belts etc
3.
Badges, pins, ribbons, collars, decals and general merchandise
4.
Australian giftware and presentation items
5.
RI International Theme eg banner, decals etc
6.
Certificates, flags, banners
7.
Plaques and trophies, glassware, pewter, jewellery
8.
Wallets, diaries, key rings, pencil sets etc
9.
Guest Speaker pens, mugs, meeting requirements,
10.
Youth Exchange requirements, RYLA etc.
ORDER FORM:
As per sample form on following page. Form may be photocopied and posted or faxed
to:
RDU MERCHANISING AND PROMOTIONS
P.O.BOX 9368,
HARRIS PARK, NSW 2150
Tel: (02) 9897 3118; Fax (02) 9637 8052
Email: [email protected]
Website: http://rotarydownunder/com.au/shop/index.htm
RDU MERCHANDISING & PROMOTIONS ORDER FORM
SAMPLE ONLY
Name ........................................................................................................................
Delivery Address ......................................................................................................
...................................................................................................................................
........................................................... Post Code .....................................................
Telephone Home ( ) .............................................................................................
Work ( ) ...............................................................................................
Order Details:
Quantity
Code No. Description
Colour
Size
$
POSTAGE
PAYMENT DETAILS:
(Please tick preferred payment method)
Enclosed is my cheque to the value of $…………
Please debit my
Mastercard
Visa
Amex
TOTAL $ ____
Diners
Card Number: _ _ _ _ / _ _ _ _ / _ _ _ _ / _ _ _ _
Cardholder Name (please print) .....................................................................
Expiry Date ......... / ............
Signature ...................................................
Month year
_________________________________________________________________
SEND TO RDU MERCHANDISING AND PROMOTIONS
P.O. Box 9368, HARRIS PARK, 2150.
Phone: (02) 9897 3118 Fax (02) 9637 8052
Email: [email protected]
SATELLITE ROTARY CLUB GUIDELINES
BACKGROUND
At the 2013 Council on Legislation provision was made for the formation of satellite clubs
and these Guidelines are prepared for the purpose of assisting clubs in the District to
understand the provisions and implement action to form satellite clubs if so desired.
WHAT IS A SATELLITE CLUB?
A satellite club is defined as “a potential club whose members shall also be members
of the sponsor club”.
It is likely that the satellite club would not initially have the required number of
members to charter a club and the purpose of conducting the satellite club is to give
the potential club time to obtain the required number of members for chartering.
Thus there needs to be a sponsor club which forms the satellite club in the same
locality as the sponsor club, or in the surrounding area.
The name of the satellite club shall be the “Rotary Satellite Club of (insert name which
does not have to mirror exactly the name of the sponsoring club but needs to be an
adjoining location, eg. Eynesbury for Melton Valley RC)”.
The members of the satellite club shall also be members of the sponsor club until such time
as the satellite club shall be admitted into membership of RI as a Rotary Club.
Satellite clubs shall hold regular weekly meetings just like any Rotary club at a time
and day decided by its members.
GOVERNANCE OF A SATELLITE CLUB
The sponsor club shall provide such general oversight and support to a satellite club
as is deemed appropriate by the sponsor club’s board.
There shall be a satellite club board comprising a chairman, immediate past chairman,
chairman-elect, secretary and treasurer as well four to six other members of the club.
The board shall be elected annually by the satellite club members.
The satellite board shall be responsible for the day to day organisation and
management of the satellite club and its activities in accordance with rotary rules,
requirements, policies, aims and objectives under the guidance of the sponsor club. It
shall have no authority within, or over, the sponsor club.
A satellite club shall annually submit to the president and board of the sponsor club a
report on its membership, its activities and programs, accompanied by a financial
statement and audited accounts for inclusion in the sponsor club’s reports for its
annual general meeting and such other reports as may, from time to time, be required
by the sponsor club.
The satellite club shall be subject to the sponsor club’s rules and bylaws.
Reference:
Authorised by the District Board at its meeting on 15 August 2013.
SISTER/FRIENDSHIP AND TWIN CLUB AGREEMENTS
BACKGROUND:
In the interest of international and inter-district co-operation, RI and District 9800
strongly encourages Clubs to seek and establish strong relationships with other
Rotary Clubs throughout the world or in districts within Australia or within District 9800
itself. District 9800 has an existing Sister relationship with a district in Turkey.
GOALS OF OTHER CLUB RELATIONSHIPS:
The goal should be to emphasise the international aspect of Rotary service and
friendship; to establish a long-term relationship with another club that will lead to
ongoing projects and to enhance understanding of another culture and foster goodwill.
TYPES OF RELATIONSHIPS:
Clubs have or may establish various forms of close relations with other Clubs as
follows:
SISTER CLUB:
A formal written agreement is entered into and signed by both Clubs designed for a
long term basis of two-way friendship exchange, support for each other’s projects,
exchange of Club Bulletins and generally maintaining regular communications relating
to the Four Avenues of Service and youth matters.
FRIENDSHIP CLUB:
Is a form of “pre-nuptial engagement” formalized by written agreement or verbally. Is
designed as a kind of probationary step before a Sister Club relationship and is
usually for no longer than two or three years before formalizing.
TWIN CLUB:
Where twin clubs from different countries or districts agree to partner with each other
to complete a specific programme or project.
DETERMINE COMPATABILITY:
Finding a suitable partner should be a club effort and all members asked for their
input. Both Clubs should be able to clearly identify their interest, strengths, and
weaknesses. When selecting a partner, consider clubs that:
•
Hold similar interests
•
Face similar challenges and have like membership numbers
•
Possess expertise in an area that their club would like to improve
•
Are located in a geographical region of interest to club members
•
Be easily accessible for purpose of travel, friendship exchange etc
•
Share a common language or have resources available for translation
•
Is a club with a similar name to your club or meets at similar times
WHERE TO FIND:
First determine which geographical location will suit your club then search the RI
Official Directory by country, region, district then clubs.
COMMUNICATING:
Is the most essential requirement for success and where allowed to lapse usually
causes the relationship to die. Once established, ensure a person or small committee
is formed in your club to send copies of Club Bulletin, annual reports, major events etc
on a regular basis. Exchange handicrafts and local products or email digital photos of
important events or of your members.
REFERENCES:
Attached sample of a broad but brief Sister Club Agreement between two Clubs can
be adapted for use. A copy is available on the District website.
SISTER/FRIENDSHIP AND TWIN CLUB
SAMPLE AGREEMENT
SISTER CLUB AGREEMENT
between
The Rotary Club of ………………..................………. Inc. in District 9800
and
The Rotary Club of ………………...................................... in District ……
This Agreement is to confirm that the above named ROTARY CLUBS are now
SISTER CLUBS with the common aims of:
1. Providing an opportunity for FRIENDSHIP between Rotarians and Partners of each
Club.
2. Exploring JOINT PROGRAMMES with humanitarian, health, hunger
educational ideals and consider support for their respective major events.
and
3. HOSTING individuals or groups of Rotarians and Partners when visiting.
4. Maintaining COMMUNICATIONS between each Club relating to the Four Avenues
of Service and New Generations.
This AGREEMENT will be effective from the.................day...........................of 20?? and
continue indefinitely or until both Clubs mutually agree in writing to cancel or suspend.
…………………………………………………
…………………………..........................
President 201?-201?
President 201?-201?
Rotary Club of …………………………...Inc.
Rotary Club of…………………………........
………………………………………..............
………………………………………….....
Witness (President Elect 201?-201?)
Witness (President Elect 201?-201?)
………………………………………..............
………………………………………….....
Witness (Secretary)
Witness (Secretary)
SOCIAL MEDIA ENGAGEMENT POLICY
PURPOSE
Social media offers the opportunity for people to gather in online communities of
shared interest to create, share and consume content and engage with other people
online.
Globally the interest and participation in social media is growing at an ever increasing
rate as more and more people connect online via the various mediums available. This
interest also extends to organisations and groups of people who are recognising that
social media offers new opportunities to engage in conversations with others with
shared interests, to help grow and develop. Rotary embraces social media as an
important tool for community engagement and creating volunteering opportunities.
Rotary also encourages its members to use social media in a personal capacity as a
way to reach out and share information and views with friends and communities.
With the rapid growth and application of social media, D9800 Rotary recognises the
need to have a policy which ensures that members who use social media either as
part of their volunteering, or in a personal capacity, have guidance as to the
organisation’s expectations where the social media engagement is about Rotary, its
services, its people, its community partners and partner organisations.
The three Pillars of Social Media Engagement are therefore ‘guardrails’ designed to
protect the interests of members and the organisation. In brief, the 3 pillars ask that
when engaging in social media you be clear about who you are representing, you take
responsibility for ensuring that any references to Rotary are factually correct and
accurate and do not breach confidentiality requirements, and that you show respect
for the individuals and communities with which you interact.
It is important to note that this policy does not apply to members’ personal use of
social media platforms where the member makes no reference to Rotary related
issues. It only applies to occasions where the member makes reference to Rotary.
Given the rapid development and uptake of social media and its growing relevance to
volunteering and Rotary, this policy will be reviewed regularly to ensure it remains
relevant and applicable.
APPLICATION
D9800 Rotary’s Social Media Engagement Policy applies to all D9800 Rotary Clubs
and members of those Clubs.
If you require clarification about aspects of this policy and how it applies to your own
circumstances, please contact Philip Rowell, District Director Governance in the first
instance.
POLICY
Social media tools
D9800 Rotary appreciates and understands the value in using social media to build more
meaningful relationships with members, volunteers, communities and other relevant
partners. If you are officially charged with representing Rotary in social media, or if you
are discussing Rotary or Rotary business related issues in your personal use of social
media platforms, you are required to adhere to this Policy.
Social Media tools include (but are not limited to) the following:
social networking sites e.g. Facebook, MySpace, Bebo, Friendster. Linkedin;
video and photo sharing websites e.g. Flickr, YouTube, Pintrest, Vimeo;
micro-blogging sites e.g. Twitter; Tumblr;
weblogs, including corporate blogs, personal blogs or blogs hosted by traditional media
publications;
forums and discussion boards such as Whirlpool, Yahoo! Groups or Google Groups;
online encyclopaedias such as Wikipedia; and
any other web sites that allow individual users or companies to use simple publishing tools.
Pillars of Social Media Engagement
The three pillars of Rotary Social Media Engagement Policy are:
Representation,
Responsibility, and
Respect.
These pillars apply when:
1. you represent Rotary on social media platforms and are using a social media
platform for Rotary related matters and communication; and
2. you choose to make references to Rotary, its members, its work and partner
organisations when you are using a social media platform in a personal capacity.
3. This Social Media Engagement Policy does not apply to personal use of social
media platforms where you make no reference to Rotary business or related issues.
OTHER USES OF SOCIAL MEDIA PLATFORMS
This section outlines how our three pillars of Social Media Engagement apply if you
choose to make references to Rotary, its members, its services, its partners or related
organisations when you are using a social media platform in a personal capacity.
It is important in these circumstances that readers of your posts do not misconstrue
your personal comments as representing an official Rotary position.
Representation
You are required to:
identify yourself as a Rotary member;
ensure you do not imply in any way that you are authorised to speak on Rotary’s
behalf;
ensure you do not knowingly use the identity of another Rotary member; and
be mindful during your social media engagements of the importance of not damaging
Rotary’s reputation and interests and/or bringing Rotary into disrepute.
Responsibility
You are personally responsible for the content of your posts online. In this context,
you have a responsibility to ensure that:
any information about Rotary that you provide is informed and factually accurate by
checking the D9800 website or with the relevant D9800 representative;
if you wish to express your opinions please ensure that you state they are your
personal opinions; and
if you are offering your personal perspective on a matter related to Rotary, be mindful
that your commentary and opinion does not cause, or have the potential to cause,
damage to the organisation or its interests.
You are required to:
use a simple disclaimer to ensure that your stated views and opinions are understood
to be your own and not those of D9800 Rotary when you refer to any aspect of, or
work done by, Rotary;
ensure you do not post material that is obscene, defamatory, threatening, harassing,
discriminatory or hateful to another person or entity, including about Rotary, its
members, volunteers and partner organisations; and
think before you post and carefully consider the text, photos and videos from the
perspective of those who may see them and react to them.
Respect
You are required to:
be respectful of Rotary, D9800 Rotary, its Clubs and members in everything you post
online;
be respectful of all other individuals and communities with which you interact online;
be polite and respectful of other opinions, even in times of heated discussion and debate;
adhere to the Terms Of Use of the social media channel you are using, and seek to
conform to the cultural and behavioural norms, of the social media platform being used;
and
respect copyright, privacy and other applicable laws when publishing on social media
platforms.
SPEAKERS BANK
Club Programme Chairmen are encouraged to submit details and contacts of guest
speakers who have impressed various individual Clubs by their content and
presentation at their meetings.
This information will be maintained in a “Speakers Bank” database and the list is
available on www.rotarydistrict9800.org as well as by email request.
While genuine submissions from the public for listing are welcome, speakers wishing
to promote their own business or enterprise for personal gain will be discouraged.
Please consult the District Directory for the contact person’s information.
UNFAIR DISCRIMINATION IN CLUBS
BACKGROUND:
Rotary Clubs in D9800 are required to comply with State laws in relation to unfair
discrimination. Under the Victorian Equal Opportunity Act, it is against the law to treat
someone unfairly who is a member of a club or applying to become a member of a
club, or to harass (hassle) them because of a personal characteristic. The law covers
members and committees of management ie club board.
KINDS OF CLUBS COVERED:
Clubs covered by the law include social, sporting, community service and recreational
clubs that occupy crown land or receive (directly or indirectly) funding from the
Victorian government or a local council.
Note: Although most Rotary clubs do not occupy crown land many are receiving
government or local council grants directly or indirectly through undertaking various
projects within their community. District 9800 takes the view that it would be in the
interest of all Clubs and their members to follow the principles of the above laws.
MEMBERSHIP APPLICATIONS:
It may be unlawful for a club to discriminate against someone who applies to become
a member by:
• Refusing membership, eg. because the applicant is a gay man
• Setting unequal terms for categories or types of membership eg. only accepting men
as full members
• Processing an application for membership unfairly eg. Only requiring character
references from people from non-English speaking backgrounds.
EXISTING MEMBERS:
A Club must not discriminate against a member by:
• Depriving them of membership eg. because they belong to a union
• Varying terms of membership eg ending life membership after discovering
someone is lesbian
• Refusing to accept a member’s application for a different category or type of
membership eg refusing applications for the highest class of membership from nonAnglo Celtic members
• Denying or limiting access to club benefits eg refusing use of club facilities or access
to club meetings for someone who is HIV positive
• Any other unfair treatment based on a personal characteristic protected by law eg
pregnancy, religion, disability, race, politics, marital status, physical features, age,
breast feeding, sexual orientation etc.
REFERENCES:
Vic Equal Opportunity and Human Rights Commission website: www.eoc.vic.gov.au
WEEKLY MEETINGS
BACKGROUND:
The Club Service Committee is responsible to ensure that the meeting place is of a
suitable standard and that meals and levels of service are of an acceptable standard.
The Sergeant At Arms is responsible to ensure the meeting runs professionally and
commences/finishes on time. Also to ensure that all facilities are on hand such as
video, overhead projector etc if requested by Guest Speaker.
Secretary or Club Admin Director to ensure that appropriate gift is on hand for
presentation to Guest Speaker.
LOYAL TOAST (OPTIONAL):
There is nothing in Rotary International procedures or in the Club Constitution or By
Laws that require meetings to include a Loyal Toast or toast to Rotary International.
Some Clubs now propose a toast to Rotary International rather than a loyal toast.
However, there remains a tradition in many clubs to open or close meetings with
some formal toast. Where a member is called upon to provide the traditional Loyal
Toast it is suggested they choose either of:
“A Toast to Australia” OR
“A Toast to the Peoples of Australia” OR
“A Toast to the Queen and Peoples of Australia”
(The latter toast is that formally approved by the Queen and used on formal occasions by
the Governor General and Federal Parliament).
ROTARY INVOCATION/GRACE (OPTIONAL):
Rotary clubs throughout the world include members who have many different religious
beliefs and values and yet are united by their service to humanity. Each Rotary club
uses its own judgment in conducting its meetings in a manner that reflects Rotary’s
principle of tolerance and emphasizes shared Rotarian service ideals and projects.
Is a tradition that meetings start with an invocation or grace in many Christian
countries but not a requirement nor rule of Rotary. Members called upon for “Rotary
Grace” may choose the standard and simple verse:
“For good food, fellowship and the opportunity to serve others through Rotary, we give
thanks.”
GREETING GUESTS:
President is expected to wear Rotary regalia during the meeting and greet all
members and their guests as they arrive at door.
VISITING ROTARIANS:
Should be introduced to the President who will appoint a member to ensure their
comfort and seating.
GUEST SPEAKER:
To be introduced to President immediately on arrival and to be guided by the
Sergeant or Chairman for the Day to the main table. They are to be provided with loan
of the Guest Speaker meeting badge.
CHAIRPERSON:
Chairperson for the Day will be seated at main table and handed control of the
meeting by the President following announcements.
Chairperson is encouraged to follow the WEEKLY MEETING GUIDE on next page
and should ensure that meeting is scheduled to allow at least 20 minutes for the
Guest Speaker plus five minutes for questions.
CHANGES IN CLUB MEETING TIMES:
Where there is a change in times or venues these need to be notified to:
Rotary International: Needs to be done by formal letter on Club letterhead and faxed
or mailed to Rotary International at Parramatta, NSW. This will effect changes in the
RI Official Directory and on the RI database. Alternative is to advise RI through
“Member Access” by clicking on Club data.
District 9800: Within our District you need to advise the District Governor, your
Assistant Governor, the District Secretary and the District News Editor. This will
update the District Administration records for a Club.
Rotarnet Site: Their link for changes is www.rotarnet.com.au
Rotary in Australia: On the Rotary International website you should check the Club
locator for your Club meeting time and place details. The link is www.rotary.org
WEEKLY MEETING AGENDA OR RUNNING SHEET
SAMPLE ONLY
1.
President greets members and visitors at entrance.
2.
Sergeant rings bell to be seated.
3.
President welcomes all to the meeting of the Rotary Club
of.......................…….. and asks the Chairman For the Day to give the Toast
and Rotary Grace/Invocation (optional).
4.
President
asks
visiting
Rotarians
to
name/club/classification (exchange banners)
5.
President asks members to introduce their Guests and President briefly
welcomes Guest Speaker
6.
Chairman calls for announcements from Directors, program chairs
7.
President’s announcements,
presentations (if any)
8.
President hands over meeting to Chairman for the Day.
9.
Sergeant at Arms (Fines Session)
10.
Chairman introduces GUEST SPEAKER, briefly reads resumé and the subject of
talk.
new
member
stand
inductions
and
(if
give
any),
their
award
SPEAKER IS ALLOCATED 20 MINUTES
11.
Chairman invites questions then thanks Guest Speaker, presents gift and
hands meeting back to President.
12.
President also thanks Guest Speaker then thanks guests and members for
their attendance. Announces next weeks Chairman and Door/ set-up duty
roster.
13.
Meeting closed.
It is extremely inconsiderate if a Guest Speaker’s time is cut short or no time is
available for questions.
Chairman is to ensure the Sergeant session or committee announcements do not
impinge on Speaker’s allotted time.