DISTRICT 9800 CLUB ADMINISTRATION GUIDELINES MANUAL

Transcription

1 DISTRICT 9800 CLUB ADMINISTRATION GUIDELINES MANUAL Revised April 2013 District Director Resources PP Marjorie Gerlinger

2 PURPOSE OF THIS MANUAL BACKGROUND This manual (revised April 2013) 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-today 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 District Director Resources 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 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 marbern@bigpond.net.au

3 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

4 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

5 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 Information Line

6 CONTENTS continued Rotary Merchandise Sister Clubs Speaker Bank Unfair Discrimination in Clubs Weekly Meetings Weekly Meetings Sample agenda or running sheet

7 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 Acronym/Language 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 3-H GRANTS Health, Hunger and Humanity To fund large-scale 1 to 3 year projects that enhance health, help alleviate hunger, or improve human development. Began in 1978 but currently in moratorium 4-Way Test ABC of Rotary Developed in 1954 as a measure of conduct and thinking for all Rotarians Compact guide of Rotary history and traditions etc. (363-EN) 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? Collection of informative items compiled by past RI Pres 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 AF Annual Fund of the Rotary Contributions are invested for three years with income Foundation that accepts club s and earned paying for all Foundation s program individual contributions 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 Benefactor Board Bylaws Catalog(ue) The five principal activities of service Provision made in a Will for gift to The Rotary Foundation The governing body of a Rotary club expected to meet monthly Set of rules by which a club operates Refer to RI Website List of all major publications, supplies etc available from RI (CD3-019-EN) Expressed as Club, Vocational, Community, International and Youth A person who informs in writing they have made 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 Consists of President, Vice President(s), President Elect, Immediate Past President, Secretary, Treasurer, Directors and others as the By-Laws shall provide May be amended by club action to meet its own conditions but remain in harmony with the club s and RI constitution Supplementary updates issued annually in July. Contains order forms to send to RI South Pacific and Philippines Office(Gratis)

8 Charter Member The original members of a newly chartered club Identified with a special lapel badge Classification A principle concept to assure each Describes the distinct and recognised business or Rotary club represents cross section professional service that the Rotarian renders to society. (Not position held) of business/professions 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 Club Charter 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 Signed by RI Pres, General Secretary and DG. Date thereon represents date of official membership. Framed and preserved Club Committees The action groups within a club Comprise standing committees under the four Avenues of Service plus others approved by the Board. Each headed by a Director, with Deputy and committee members Club Committee Manual A component of the RI Club Officer s Kit (CDE-226-EN) Club President s Manual A component of the RI Club Officers Kit (CDE-222-EN) Overviews the responsibilities and roles of Club committee chairpersons 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 Protection Officer Club Officer to Administer Club Protection Policy Club Secretary s Manual Issued by RI to each incoming Club Contains procedures and guides to dates and Secretary as a component of the secretarial functions etc as well as roles of Club Club Officer s Kit Treasurer and Sergeant-at-arms (CD3-229-EN) Club and District Changeovers A mainly formal event held Formal changeover to new President and team of annually incoming Officers/Directors and provides a review of just prior to a new Rotary year and past year achievements and activities includes partners 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

9 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 Assembly DCM District Conference DDF DLP An annual assembly of all incoming For the purpose of Rotary information and club officers and leaders co-ordination of club administration and activities. An assembly of incoming presidents, officers and others from all clubs in the District District Committee Manual (249- EN) Annual event for members and partners District Designated Fund. Part of the Rotary Foundation District Leadership Plan (245-EN Guidelines) An RI booklet as part of an orientation kit for training incoming Director and Chair of District committees Held annually in each District to further the programmes of Rotary through fellowship, inspiring speakers and discussion on or recognition of club activities etc Fifty percent (50%) of club contribution to annual programs fund may be allocated to assist club overseas projects 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 DRF D9800 only. Disaster Relief Fund A District disaster relief fund to which clubs can contribute to alleviate distress from natural disasters occurring within Australia 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 clubs within a District Identifying communities without Rotary clubs and to 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 Born 19 April 1868 died 27 January 1947 Five Avenues of Service The major elements of the Object of Rotary Friendship Club A less formal agreement than a Sister Club status between clubs Term used to refer to: Club Service; Vocational Service; Community Service, International Service and Youth 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 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 Group Study Exchange A program of the Rotary Foundation

10 GSE Team Helping Grants Honorary Member Group Study Exchange Team. Programme of Rotary Foundation of RI No longer in existence. Projects now funded under the District Block Grant Program Recognition of a past member or non-rotarian 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 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 $ Persons who have distinguished themselves by meritorious service in the furtherance of Rotary ideals Inner Wheel Interact An international organisation of women throughout 94 countries Interaction between youth and service International Convention World-wide gathering of all Rotarians d t International Assembly Interplast IPDG An annual assembly of District Governors Elect held in San Diego, California, USA in January International Plastic Surgery Programme An independent service group open to wives, widows, partners, mother, sister, daughter of present and past Rotarians World-wide Rotary sponsored group of young people aged dedicated to service and international understanding and is open to students in their last four years of secondary education Held usually in May in a different country chaired by RI President To educate, instruct and inspire D.G.E and adoption of RI theme and new programmes of RI Established by District 9800 in 1980 and sends teams of volunteer surgeons and nurses to developing countries to operate on deformities, burns etc 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 MOP Making up of attendance at meetings or another Rotary Club or Manual Cl b/di of t i Procedure t ti d (EX3-035-EN) A card is obtained from the visited club in order that credit for attendance is gained. Make-ups can be within 14 days prior to or following the normal meeting 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 NESS National Coordinating Committee of RAWCS National Engineering Summer School Australia-wide committee established to coordinate world community service activities with one voice to governments etc Program to enable selected engineering students to attend an annual school 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 C tit ti Official Directory An RI annual publication (007-EN) The object or golden rule is to encourage and foster the ideal of service as a basis of worthy enterprise 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

11 PACE Partnerships Advancing Project to stimulate community partnerships Community Engagement (D9800 only) Packaged Grants Major programs funded by the TRF with no cost to a club or District 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. PE President Elect Incoming Club President for ensuing year Peer Support Foundation Non-profit group founded 1971 with Operates in most state primary and secondary schools Rotary support to offer leadership training for senior students who in turn assist integration of new students Permanent Fund PETS Receives bequests from Benefactors to the Rotary Foundation in t it A permanent source of income to support Foundation programs. The principal is never spent and only earnings used to support programs 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 Rotary Foundation began in 1985 To protect all of the world s children from poliomyelitis 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 Meets weekly until admitted to membership of Rotary a new club. 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 Services Ltd A public company formed 1987 to co-ordinate and authorise the various international activities within Districts RCC Rotary Community Corps Interested groups of non-rotarians that facilitate Rotary international projects RCP RDU RI Rotary Code of Policies RI publication (016-EN-(W) Rotary Down Under The approved Regional Rotary magazine for the S Rotary th W International. t P ifi Formed i in 1910 in Chicago at a convention of 16 Association l b d 60 of d clubs l t in Great Britain Compilation of RI policies as determined by RI Board decisions Distributed monthly by post to Rotarians address. Subscription is compulsory. The association of Rotary Clubs throughout the world which holds as its principal motto Service Above Self RIBI Clubs located in England, Scotland, Wales, Ireland, Channel Is and Isle of Man RID Rotary d I l International d Director An experienced Rotarian appointed to the Board of RI Directors for specific term RIP Rotary International President Elected President of Rotary International

12 RITS RIPR ROCAN Rotary International Travel Service Rotary International President Personal Representative Rotarians Against Ovarian Cancer (D9800 only) Official travel agency arm of RI for use with GSE Teams, Conventions etc and all overseas travel from 1 st July 2013 Rotarian selected by RI President to represent him/her at official functions such as District Conferences etc A program to promote awareness of ovarian cancer ROMAC Rotaract Rotary Rotary Emblem Rotary Post Graduate Scholarships Rotary Themes or Mottos ROTEX Rotary Oceania Medical Aid for Children (Australia and NZ Only) 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. 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 Founded 23 February 1905 by Paul An organisation of business and professional persons Harris in Chicago, Illinois USA. united world-wide who provide humanitarian service, Meetings began in rotation at encourage high ethical standards in all vocations and members places of business help build goodwill and peace in the world An emblem representing civilisation and movement Can be sponsored by club(s)or District Official slogans adopted annually by an RI President. eg: Lend A Hand ( ) Rotary Exchange Returned Students 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 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 Past outgoing/incoming exchange student association that meet for fellowship etc RRVF Rotary Recreational and Vocational Means to promote friendships between common Fellowships (729-EN) 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 RVRL Rotary Volunteers Programme for voluntary overseas service. Now funded under the Foundation s Individual Grants Program Rotary Volunteer Resource List (288-EN) A Foundation program for individual Rotary volunteers with a maximum award of US$6,000 to one project site per activity 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 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

13 Sapphires and Rubies Supplementary recognition levels to an original Paul Harris Fellow (PHF) Sapphire: A special recognition gold pin with blue stone to represent additional financial contribution of 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 SAR Semi-annual Report Per-capita dues payable to RI each half-year on behalf of every club member Service Above Self SHARE Sister Club Southwest Pacific Service Centre Official and principal Rotary motto Proposed in 1910 but not officially adopted by RI until Rotary Foundation system that allocates a District s contributions to fund programs of its choice Relationship agreement between clubs in other Countries/districts Now known as Rotary International South Pacific and Philippines Office based in Parramatta, NSW Of a District s annual giving, 50% is credited to District Designated Fund (DDF) and 50% to World Fund (WF) To foster better understanding and fellowship exchange and mutual support and co-operation on humanitarian projects Serves Rotary clubs and Districts in Australia, NZ and Pacific Islands SWSL Safe Water Save Lives Project teams of up to three weeks to funding and assisting install fresh clean water tanks and dams in overseas communities SRCC Sustaining Member The 4-Way Test TARFT Standard Rotary Club Constitution. Provides the framework for all clubs in the world and is Originally adopted in (EX3- a condition to receiving a charter 12A-EN) or RI website Instalment contributions to the Rotary Foundation Developed in 1954 as a measure of conduct and thinking for all Rotarians The Australian Rotary Foundation Trust. A person who states in writing their intention to contribute US$1,000 to the Annual Programs Fund over a period of 10 years with minimum first gift of US$ 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? 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 Copy sent bi-monthly to all club presidents direct from RI Theme Months Focus in various months on major Gives specific attention to Membership (August) New activities 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 A monthly Rotary Magazine whose editorial and business offices are in Evanston, Illinois, USA TRF (also RF) The Rotary Foundation. Administered by 13 Trustees An RI not-for-profit organisation for worldwide 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, An international educational and cultural exchange Scientific and Cultural Organisation 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 For the many groups of Rotarians sharing common sporting, recreational and vocational interests and encourages reciprocal visits to other countries where home-hosted

14 YEP An international youth programme of exchange Reciprocal one year secondary school exchanges between students sponsored by local and overseas Districts and clubs for purpose of advancing international understanding and goodwill

15 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.

16 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: SAMPLE ONLY ITEM NO. DESCRIPTION IF DATED HELD BY POSITION 1 Charter Certificate in glass frame 3rd April 1987 On wall at Venue Custodian 50x40cm 2 Original of Sister Club Agreement 26th March 1996 Album at Venue Archivist (in blue cloth folder) 3 Original of Friendship Agreement with 15th August 1995 Cabinet ditto RC 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 ditto years 1992/93/94/95/96/97/98/ /01/02/03/04/05/06 etc 7 Collection of Photographs All Years ditto Custodian 8 Cert of Appreciation From ARHRF for $250 per Member 9 General Correspondence file Original Incorporation file Cert of Incorporation ditto 13th June 1994 ditto ditto April to Dec 1987 Nov 1988 to th May 1989, etc 10 Board Minutes Years of 1987/88/ /91: 1991/ /4 1994/95 MISSING 1995/96; 1996/97; 1997/98/99/00, etc 11 Brass Gong and Coin Bucket Venue Custodian 12 Old Club Banner Venue Custodian 13 Box with Dinner Badges/Partners Badges Venue Custodian do ditto ditto ditto 14 Other Club Bannerettes Venue Custodian 15 RI-CAS Install Disks/Manuals Home of Admin Officer 16 Brass plaque stating time of meeting Venue Archivist 17 Two brass plaques on wood stating time of meeting Venue Archivist 18 Digital Camera Home of PR Officer

17 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 non-compliance) 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 non-compliance) 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.

18 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.

19 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: Each member is required to attend or make-up at least 50% of any club regular meetings in each half of the Rotary year and attend at least 30% of the regular meetings of this club in each half of the Rotary year. FAILURE TO ATTEND: If a member fails to attend as above, their membership shall be subject to termination unless the Club Board consents to such non-attendance for good and sufficient cause. CONSECUTIVE MEETINGS: Membership shall also be subject to termination if a member fails to attend or make-up four consecutive club meetings if without the Board s consent to such non-attendance for good cause. 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

20 NOTE: 11. Is a member whose age is 65 years and above and the aggregate of his/her age and 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.) Granting of Leave of Absence for reasons other than above eg. holidays, illness, do not operate to give credit for attendance unless in the case of exemption No.11 listed above. EXTENDED LEAVE OF ABSENCE: Whilst there are no written RI rules for granting extended leave of absence, the Board may at its discretion and after much deliberation, offer a valued member the option of three months, six months, nine months or up to maximum twelve months leave of absence in lieu of resigning. This may only be on the provision that the member will remain financial during that period and will promptly pay renewal subscriptions when due. 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. Extended Leave of Absence does not excuse attendance and may have considerable effect on the attendance record of the club if member does not do regular make-ups. 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: Club Rules and Constitution Section 3 (a) Extended Absences

21 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 IMPORTANT TO NOTE: Granting of this Leave of Absence does not operate to give the member or the club credit for attendance. Absent members should try to make-up at other Rotary club meetings. Make-ups made within fourteen (14) days either before or after a normal meeting of this club will count as a credit for attendance. CLUB USE ONLY: Confirmed by Board at meeting held on:.../.../... Excused from attendance applies Yes/No Recorded in Club computer on:/.../.../...

22 ATTENDANCE AND MEMBERSHIP REPORTS BACKGROUND: Attendance and membership figures must be provided by 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 Total Membership at end of Month (excluding Honorary Members and Board approved 85 rule members)... Average Attendance % for month (YTD...%)...% Number of meetings held in the month 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:

23 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 Leveson Street, North Melbourne 3051 PH: Fax: 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.

24 MEETING BADGE ORDER FORM SAMPLE ONLY Prices should be checked with Patricks Australia as they may have changed To: PATRICK AUSTRALIA PTY. LTD Leveson Street, North Melbourne, Victoria, 3051 Postal Address: PO Box 133, North Melbourne, Victoria 3051 Telephone: (03) Facsimile: (03) Date: 1. Please Supply To: Rotary Club of... ` PO Box/Address... ` Suburb/Town:... State:... Postcode:... ` Contact Name: Phone No:... (H)... (B)... ` Signed: BADGE STYLES AVAILABLE

25 Preferred Name: _Margot Full Name: Margot Sheridan Classification: Law-Retail Leasing Badge Code: R3.90 (MAGNET TYPE) _ Preferred Name: Terry Full Name: Terence Smith 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 $11.00 = $ Quantity Badges $11.00 = $ Quantity 2 Badges $11.00 = $ Quantity Badges $12.00 = $ Quantity Badges $11.00 = $ Quantity Badges $11.00 = $ Quantity Badges $11.00 = $ Quantity Rotaractor $10.00 = $ Extra Charge $ 1.65 = $ Packing & Freight = $?? Cheque attached $ ABN INCLUDES GST. Note: Do not include packing and freight if badges are being collected.

26 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 Leveson Street, North Melbourne 3051 PH: Fax: OR (B) The Sign & Badge Centre Factory 3, 35 Malvern Street BAYSWATER, 3153 (or P.O. Box 461. Bayswater 3151) PH: (03) and Fax: (03) orders@identify.com.au 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.

27 PARTNERS BADGE ORDER FORM SAMPLE ONLY Prices should be checked with The Sign & Badge Centre as they may have changed Fax To: OR Fax to : The Sign & Badge Centre PATRICK AUSTRALIA PTY LTD Factory 3, 35 Malvern Street Leveson Street BAYSWATER Vic 3153 NORTH MELBOURNE 3051 Phone: (03) Phone : (03) 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:

28 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: Fax: (Outside Melbourne) Free Call: info@fdlscreencraft.com For current pricing refer to their website OR Screengraphics 1-13 Fox Street Granville, NSW 2142 Phone: Mobile: Clarence@screengraphics.com.a Pull-up Banners and specific Event Banners Where Clubs seek new, replacement or assistance with the designs of portable pull-up banners or banners for specific events or projects, please contact the District Marketing Committee on marketing@rotarydistrict9800.org

29 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. An impromptu or 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 Reports 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 ed 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.