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 [email protected]

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) [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.

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: [email protected] For current pricing refer to their website OR Screengraphics 1-13 Fox Street Granville, NSW 2142 Phone: Mobile: [email protected] 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 [email protected]

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.

30 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 Administration (ii) Club Bylaws

31 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

32 BOARD MEETINGS Sample activity report ROTARY CLUB OF Inc....COMMITTEE MEETING ACTIVITY REPORT DATE:.../.../... PRESENT: APOLOGIES: CURRENT PROJECTS PROGRESS TO DATE 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.

33 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.

34 BOARD MEETINGS Sample correspondence log

35 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 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$ the following actions will be taken by RI: 90 days (3 months) from due date, the RI secretariat will send reminder 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. 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.

36 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.

37 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 ASSEMBLY: The District 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.

38 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

39 COMMITTEES: 200?-200? budget 200?-200? actual 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

40 MEMBERSHIP: New Member Function Mail-out Total Membership NEW GENERATIONS: Youth Exchange/In/Out Youth at Risk Rotaract/Interact New generations 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 Membership Income Fundraising CONSOLIDATED: Total Income Membership Services Committee Expenditure Total Expenditure Movement for Year

41 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. Pass a motion at Club Board meeting and record the approval clearly in Board Minutes of that meeting 2. Place matter on the agenda for a vote by all members present at a regular weekly Club meeting and record any objections 3. Seek written permission of District Governor 4. Write to and seek approval of RI via RI South Pacific & Philippines Office at Parramatta, NSW (use standard form see sample) 5. Seek concurrence in writing of neighbouring Clubs or Club that may be impacted by change in name or locality 6. Apply to Registrar at Consumer Affairs to change name (not locality) under the Associations Incorporations Act (use standard form which can be downloaded from 7. On receipt (not before) of approval of Consumer Affairs, 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 8. to RI Office in Parramatta to change their records and or effect change on RI website via Member Access 9. to RDU to place notice of change of name or locality in next issue 10. Change or overprint any notices of name change in venue foyer or street signs 11. notice to all individual Clubs in District to Rotary Club of Port Pirie, SA to change name in ANZIO ZONE Directory 13. Change all details on Club website and letterheads etc 14. Update Club Setup of RI-CAS Club database 15. Have Club banner replaced at your Club cost. 16. 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. RI Manual of Procedure- Name and Locality ii. RI website: iii. Website of Consumer Affairs: Click on Associations, Clubs, Fundraising and download change form. If problem phone

42 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

43 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

44 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

45 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 two 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 CLUB ADMINISTRATION COMMITTEE and allocated to committee members. 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.

46 SUGGESTED CHANGEOVER REQUIREMENTS ITEM NO. OBTAIN FROM AND/OR TAKE TO: (suggested suppliers) BADGES AND COLLAR BARS: DUTY OF: DATE REQUIRED Bar to President's Collar engraved (Name).. 201?-201? 1 Bar to Sgt At Arms collar engraved (Name) 201?-201? Lapel Badge for " PRESIDENT" 1 RDU Merchandising Harris Park, NSW Lapel Badge for "PAST PRESIDENT" 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" Lapel Badge for "PAST TREASURER" Lapel Badge for incoming "SECRETARY" Lapel Badge for incoming "TREASURER" 1 1 RDU Merchandising Harris Park, NSW 1 Patricks Australia P/L Leveson St, Nth Melb 1 Patrick Australia P/L Leveson St, Nth Melb 1 RDU Merchandising Harris Park, NSW 1 RDU Merchandising Harris Park, NSW 1 RDU Merchandising Harris Park, NSW 1 RDU Merchandising Harris Park, NSW TROPHIES: President's Rotarian Of Year Award engraved "(Name) ?-201?" Certificate of Achievement or Appreciation Awards to Club Members or non-rotarians 1 Handover from current holder. As determined by the Club President and/or the Board PAUL HARRIS FELLOW: PHF Recognition Awards with badge/medal, 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.

47 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 DUTY OF: DATE REQUIRED Partners Meeting Badges From meeting venue Check against list to ensure they are all on hand BANNERS: Club Banner "RC OF. 1 From Club Venue Theme banner RDU Merchandising Harris Park, NSW RAFFLES: Raffle Tickets?? Purchased as required Raffle Prizes Direct from Donor Raffle proceeds to cover?? Costs of flowers, printing of program, other costs TABLE PLAN: Table Plan and Table Names Take to Venue DISPLAYS: Photo Display of Year s Events 1 Take to Venue Photos on night 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 Negotiate price per person and Menu PROGRAM: Design Program and timings GUESTS: Invite Special Guests eg DG, DGN or AG PRINTING: Artwork and printing of Program/Menu Book at last 5 months ahead of date Set price per head for attendees taking into account a surcharge to cover guests, and other costs Incoming President Written invites in February at latest.?? Take to venue prior to start of evening President Elect President Elect President Elect

48 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 ) 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. (RCP ) 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 , ) 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 ) Rotary clubs and districts desiring to use a commercial telemarketing, Internet Web hosting, or 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 ) The Official Directory of RI shall not be made available by Rotarians, Rotary clubs, or Districts for the purpose of circularisation. (RCP ) 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 ) Member Information 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

49 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 ) 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 ) 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 ) 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 ) Telemarketing Any use of a commercial telemarketing, Internet Web hosting, or 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 , , , , ) REFERENCES: i. Manual of Procedure Commercialisation and Circularisation ii. District Information Directory

50 CLASSIFICATIONS BACKGROUND: Rotary International regards the adherence to the Classification principle as essential. Each active member of a Rotary Club is classified in accordance with the member s business or profession or institution. A classification describes the principal and recognised activity of the firm, company or institution with which the Rotarian is connected, or which describes the member s principal and recognised business or professional activity or nature of the member s community service activity. 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

51 CLASSIFICATIONS RI OCCUPATIONAL CODES BACKGROUND: There is no definitive list of classifications nor is one possible, however, RI has provided a list of Occupational Codes by industry or profession that may be of assistance to Clubs in selecting a suitable classification for a new member or a member who has changed his or her occupation. Examples: Protective Services Fire Fighting Food Industry Restaurateur Transportation - Road

52 CLASSIFICATIONS OCCUPATIONAL CODES RI Accounting and Financial Services CPA/Chartered Accountant Private Practice (01-01) CPA/Chartered Accountant Corporate/Business (01-02) Auditor (01-03) Budget Analyst (01-04) Financial Analyst (01-05) Stockbroker/Trader (01-06) Other (01-99) Advertising/Public Relations Advertising Manager (02-01) Public Relations Manger (02-02) Copywriter (02-03) Placement Specialist (02-04) Other (02-99) Agriculture, Fishing and Forestry Farmer/Farm Management (03-01) Fishing Industry (03-02) Agroforestry (03-03) Forest Conservation (03-04) Other (03-99) Architecture and Engineering Architects (04-01) Landscape Architect (04-02) Agricultural Engineer (04-03) Aerospace Engineer (04-04) Chemical Engineer (04-05) Civil Engineer (04-06) Electrical Engineer (04-07) Environmental Engineer (04-08) Industrial Engineer (04-09) Mechanical Engineer (04-10) Mining Engineer (04-11) Nuclear Engineer (04-12) Surveyor (04-13) Other (04-99) Art and Design Art Director (05-01) Painter (05-02) Sculptor (05-03) Ceramicist (05-04) Illustrator (05-05) Multimedia Artist or Animator (05-06) Commercial and Industrial Design (05-07) Fashion Design (05-08) Floral Design (05-09) Graphic Design (05-10) Interior Design (05-11) Other (05-99) Banking and Money Management Banker/Bank Manager (06-01) Investment Adviser (06-02) Portfolio Manager (06-03) Other (06-99) Clergy and Other Religions Clergy (07-01) Religious Educators (07-02) Lay Religious Professionals (07-03) Other (07-99) Communications/News Media Interpreters and Translators (09-01) Photographers (09-02) Writer/Author (09-03) Editor (09-04) Reporter/Correspondent (09-05) Other (09-99) Community and Social Services Counsellors (10-01) Social Workers (10-02) Other (10-99) Computer and Information Systems Systems Analysts (08-01) Computer Programmers (08-02) Computer Software Engineers (08-03) Computer Support Specialists (08-04) Other (08-99) Construction, Repair and Maintenance Contractor (11-01) Carpenter or Related Occupation (11-02) Plumber or Related Occupation (11-03) Electrician or Related Occupation (11-04) Other (11-99) Education Administrator Post-Secondary (12-01) Administrator Secondary (12-02) Administrator Elementary (12-03) Administrator Early Childhood (12-04) Teacher Post-Secondary (12-05) Teacher Secondary (12-06) Teacher Elementary (12-07) Teacher Early Childhood (12-08) Teacher Special Education (12-09) Counsellor (12-10) Adult Literacy (12-11) Support Staff (12-12) Training and Development Specialist (12-13) Other (12-99) Entertainment and Sports Actor/Actress (13-01) Musician/Singer (13-02) Radio/Television Announcer (13-03) Producer/Director (13-04) Dancer/Choreographer (13-05) Stage Manager (13-06) Set Designer (13-07) Athlete (13-08) Coach or Scout (13-09) Umpire, Referee, Other Sport Official (13-10) Other (13-99)

53 Food Industry Restaurateur (14-01) Chef/Cook (14-02) Food Processing and Distribution Professional (14-03) Other (14-99) Government National/Federal Representative/Legislator (15-01) State/Province Representative/Legislator (15-02) Municipal/City Representative/Legislator (15-03) Community/Urban Planner (15-04) Postmaster/Postal Services (15-05) Tax Examiners, Collectors and Revenue Agents (15-06) Other (15-99) Human Resources/Personnel Management Human Resources Professional (16-01) Labour Relations Specialist (16-02) Other (16-99) Insurance and Risk Management Insurance Company Manager (17-01) Insurance Broker (17-02) Insurance Underwriter (17-03) Professional Risk Manager (17-04) Other (17-99) Legal Lawyer/Barrister/Solicitor (18-01) Judge/Magistrate (18-02) Arbitrator, Mediator or Conciliator (18-03) Paralegal or Other Support (18-04) Other (18-99) Management and Administration Meeting or Convention Planner (19-01) Non-Governmental Organisation/Association Manager (19-02) Other (19-99) Manufacturing Corporate Executive (20-01) Plant Manager (20-02) Production Specialist (20-03) Other (20-99) Marketing and Sales Marketing Manager (21-01) Retail Sales Professional (21-02) Wholesale/Corporate Sales Professional (21-03) Other (21-99) Medical/Health Care Administrator (22-01) Dentist (22-02) Dietician (22-03) Emergency Medical Technician/Paramedic (22-04) Epidemiologist (22-05) Nurse (22-06) Pharmacist (22-07) Physician/Surgeon (22-08) Psychologist (22-09) Psychiatrist (22-10) Therapist, including Physical, Occupational, Audiology (22-11) Optometrist/Optician (22-12) Veterinarian (22-13) Other (22-99) Military Army Active (23-01) Army Retired (23-02) Navy Active (23-03) Navy Retired (23-04) Air Force Active (23-05) Air Force Retired (23-06) Other (23-99) Protective Services Law Enforcement (24-01) Fire Fighter (24-02) Private Investigator (24-03) Other (24-99) Real Estate Appraisers and Assessors (25-01) Real Estate Sales (25-02) Real Estate Development (25-03) Building Management (25-04) Other (25-99) Science, Maths and Technology Actuary (26-01) Statistician (26-02) Mathematician (26-03) Astronomer (26-04) Biologist (26-05) Chemist (26-06) Geologist (26-07) Hydrologist (26-08) Microbiologist (26-09) Other (26-99) Service Industries Dry Cleaner (27-01) Tailor (27-02) Travel Agent (27-03) Hotel Management (27-04) Personal Care Provider (Barber, Stylist, etc) (27-05) Child Care Provider (27-06) Other (27-99) Social Sciences Anthropologist (28-01) Sociologist (28-02) Historian (28-03) Political Scientist (28-04) Librarian (28-05) Archivist (28-06) Other (28-99) Transportation Air (29-01) Road (29-02) Railroad (29-03) Sea (29-04) Other (29-99) Other (please indicate) (99)

54 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 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 SAMPLES: A pdf copy of the RI Standard Rules and Constitution and Recommended By-Laws are available at: 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 Bylaws which are accepted by RI and comply with the Victorian Associations Incorporation Reform Act 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: Reference Ross Blair, FX:

55 REFERENCES: i. Manual of Procedure ii. Club Secretary Handbook

56 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 programmes 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 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: 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

57 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 threeyear 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.

58 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: ii. RI Club President s Manual iii. RI Club Secretary s Manual iv. RI Club Committee Manual

59 CLUB PRESIDENT NOMINATION OF BACKGROUND: SCOPE: Many clubs have established a NOMINATING COMMITTEE (see Club Bylaws Section 5) 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. Other clubs leave it to the current president to select. 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 Club Bylaws Section 5 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: VOTING: 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. If the nomination is accepted by the Board, then President is to verbally confirm with Nominee. In terms of Club Constitution (Article 10A) 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.

60 INDUCTION: FEES: 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. 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.

61 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. )

62 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 COMMUNITY SERVICE MEMBERSHIP INTERNATIONAL SERVICE FOUNDATION VOCATIONAL SERVICE YOUTH SERVICE SPECIAL COMMITTEES FELLOWSHIP FUNDRAISING PUBLIC RELATIONS 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.

63 STRATEGIC PLAN: 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. 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.

64 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 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.

65 REFERENCES: i. District Protection Policy and Harassment Policies can be viewed on the District 9800 website: ii. Contact the District Protection Officer or Club Protection Officer in your Club as per the District Directory.

66 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.

67 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 . 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.

68 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.

69 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 1 st and May 31 st. 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.

70 The Every Rotarian Every Year Centurion Award This award is presented to the Club with the greatest number of EREY Centurions 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

71 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.

72 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 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.

73 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;

74 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:

75 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

76 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.

77 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 NOTE The full District 9800 Protection Policy, appendices and forms are available on the District website: 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.

78 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.

79 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 NOTE The full Policy with appendix and forms are available on the District website: 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.

80 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: 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.

81 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

82 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 Certificate of Incorporation Usually framed Legal Life of Club At meeting venue Usually framed Legal Life of Club Secretary Club Bulletins Weekly publications History 10 years plus Club Historian Club History Books or manuscript Published history booklets 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 Contracts, Leases and Agreements History and Legal 7 Years after all terms expired Secretary Directors reports to Board Folders Committee monthly reports History To be kept with Board minutes Secretary Financial Reports Annual Audit Reports Reports to Corporate Affairs GST Returns Legal 7 years by law In storage General Correspondence and hard copy. History 7 years plus In storage Insurance Certificate of Currency Annual certificate Legal For one year only Secretary Insurance Claims Details of any Claims lodged Legal 10 years plus In storage 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

83 Record Title Record Description Examples History or Legal Suggested Minimum Retention Time Suggested Custodian MEMBERSHIP: New Member Applications Form Signed by new members giving permissio n for names to be advertised History and Legal Current year Secretary Change of Status Folders 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 Honorary Memberships Folder History 10 years plus Secretary Police Checks or WWC Approval for working with children Copy of Club Register Legal 5 years from expiry Protection Officer ATTENDANCE: Attendance History Meeting Attendance Sheets Attendance History on RI CAS Weekly report sheets History 5 years on disk Secretary 2 years Secretary

84 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 PDG John s family business is: STORAGE KING HIGHETT 1123 Nepean Highway, Highett, Vic 3190 Tel: ; Fax: [email protected] Website: 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 and discuss their particular needs beforehand.

85 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?

86 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 (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 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.

87 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 Semi-annual 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.

88 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: 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.

89 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.

90 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

91 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 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.

92 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.

93 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

94 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 (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.

95 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 Once there click on Associated Clubs and Fundraising Clubs, Then under 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.

96 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 s, 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.

97 POLICY 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. The full District 9800 Harassment Policy is available on the District website

98 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

99 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 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: Or write to: Rotary International Archives 7100 N. Lawndale Ave. Lincolnwood, IL USA Fax: 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

100 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

101 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. Policy 2. Policy 3. Policy 4. Industrial Special Risks (Property And Goods) Legal Liability Personal Accident and Travel 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.

102 CLAIMS: Claim forms (with the exception of Personal Accident/Sickness) are available from AON s website: Click on Claim Forms. If a Personal Accident/Sickness claim form is required the claimant can contact AON Corporate Risk Services. PH: (07) 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.

103 COMMUNICATION WITH YOUR DISTRICT INSURANCE OFFICER: You can contact District Insurance Officer, by telephone, or fax. Details are in the District Directory. Always contact the Insurance Officer before filling in claims forms. When in doubt, make contact! DISTRICT WEBSITE: For a copy of the Insurance Coverage Summary go to:

104 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 common-law 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 re-evaluate 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.

105 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: Risk Management: (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. 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.

106 10. Methods of identifying the Hazards. Assess the Risk: (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. 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

107 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: Insurance: 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. 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: Conclusion: 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. 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

108 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: i. Risk Management Form ii. Risk Management Checklist iii. Public & Products Liability for Event Organisers/Rotary

109 MANUAL OF PROCEDURE RI 2010 SUMMARY OF CONTENTS 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. PART ONE ADMINISTRATION 1. THE ROTARY CLUB: Membership in Rotary International Qualifications and duties of a Club President Club Assemblies Club Board of Directors & Officers Rotary and other organisations Club Committees Club Leadership Plan Compliance with National Laws Arbitration/Mediation Insurance & Incorporation Handling Club Funds Non-payment of Dues and Suspension Attendance & Leave of Absence Classifications Balanced membership Circularising other Rotary Clubs Telemarketing Fellowship Protecting Member Information Club Programs Relatives Club Meetings Public Relations Membership Honorary Membership Rotary and politics Membership development Club Name and Locality New Clubs Club failure to function Club Mergers Rotary E-Clubs Magazine Subscription 2. THE DISTRICT: Number of Clubs and members Selection of Governor Nominee Duties of a Governor Nominating a Governor Code of Ethics Multi-District activities Past Governors Role of Assistant Governor District Incorporation District Leadership Plan Training Committee Extension of Clubs District Committees Finances and expenses of DG Insurance Organising New Clubs PET Seminars District Assembly Meetings District publications Grant Mngment Seminar District Conference 3. ROTARY INTERNATIONAL: Object of Rotary Supervision of clubs Relationship with Clubs Board of Directors Committees and finance Per Capita Dues R.I. Website Publications RI Protocol Rotary Co-ordinators Secretariat PART TWO PROGRAM 6. GENERAL PROGRAM OF ROTARY: Balanced Service Program Awards & Recognitions RI Theme Service Projects 7. VOCATIONAL SERVICE: Declaration for Businesses Four Way Test Rotary Volunteers Vocational Service Month 8. COMMUNITY SERVICE: Statement on Community Service Rotary Community Corps Family Month (Dec) 9. INTERNATIONAL SERVICE: Responsibility of Club & Members RI and Politics Global Networking Groups World Community Service (WCS) Inter-country Committees Friendship Exchange Rotary Fellowships World Understanding Month

110 10. NEW GENERATIONS: Abuse & Harassment Prevention Working with Youth Youth Exchange Interact & Rotaract RYLA New Generations Month 11. THE ROTARY FOUNDATION Educational Programs Humanitarian Grants Future Vision Plan PolioPlus Foundation Alumni Rotary Foundation Month PART THREE INTERNATIONAL CONVENTIONS 12. RI CONVENTION 13. COUNCIL ON LEGISLATION 14. INTERNATIONAL ASSEMBLY 15. OTHER INTERNATIONAL MEETINGS PART FOUR RI CONSTITUTIONAL DOCUMENTS Constitution of Rotary International Bylaws of Rotary International Standard Rotary Club Constitution PART FIVE OTHER LEGAL DOCUMENTS Recommended Rotary Club Bylaws Bylaws of Rotary Foundation of Rotary International Articles of Incorporation of The Rotary Foundation (partial) PLEASE NOTE: Standard Constitution of a Rotary Club (page 242) and By-Laws for a Rotary Club (page 259) A pdf copy of the Manual of Procedure is available at:

111 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 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.

112 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; 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.

113 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. Form is designed to load data directly into the RI-CAS (Club Administration Software) Secretary computer program. 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.

114 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 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 Article 7- Membership

115 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/ 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.

116 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 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 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: Other 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:

117 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: STEPS: The Induction Kit should contain at least the following items but some clubs also elect to include a Rotary Basic Library Kit (No. 990-EN); Certificate 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) 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.

118 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.

119 MEMBERS MENTORING BACKGROUND: In addition to attracting new members, it is equally, or more important to retain those new members by simple mentoring. MENTOR: TERM: DUTIES: 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. 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. 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)

120 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

121 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. VOTING: 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. 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.

122 TENURE: The term of honorary membership shall be as determined by the Board. REFERENCE: Manual of Procedure pages 178 and 179

123 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

124 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 halfyearly 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.

125 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.

126 PART ONE: MEMBER SURVEY SAMPLE ONLY 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 Could Be Improved Good Very Good 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

127 PART TWO: SURVEY COMMENTS SAMPLE ONLY 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

128 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 = MEETINGS Must Be Improved No % Could Be Improved No % Satisfactory No% % Excellent No % 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

129 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

130 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: Committee Member 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 Club Club Club Club Membership New Generations 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

131 TASK LIST: Committee Member NEW MEMBER INVITATION BOOKLET ORGANISER CLUB PHOTOGRAPHER CLUB ANNUAL REPORT COORDINATOR ATTENDANCE OFFICER GROUP STUDY EXCHANGE COORDINATOR YOUTH EXCHANGE HOSTING ARRANGER CAFE INTERNATIONALE COORDINATOR ROMAC OR INTERPLAST LIAISON CLUB AND DISTRICT CHANGEOVER COORDINATOR PAUL HARRIS FELLOW COORDINATOR FOUNDATION BREAKFAST ORGANISER DISTRICT AWARDS SUBMISSIONS MATCHING GRANTS COORDINATOR CLUB BANNERS SUPPLY OFFICER NEW MEMBER KITS ORGANISER GOLF AND SPORTS GROUP ORGANISER RYPEN AND RYLA COORDINATOR SCIENCE SCHOOLS COORDINATOR WINE SALES AND STORAGE ORGANISER HISTORIAN BOARD MEETING VENUE ORGANISER CLUB ELECTIONS COORDINATOR CHRISTMAS PARTY ORGANISER ROTARY PUDDING/CAKE ORGANISER ARCHIVIST MEMBERSHIP SEMINAR ORGANISER AUST.ROTARY HEALTH RESEARCH SEMINAR HORIZONS SEMINAR CO-ORDINATOR DISASTER RELIEF CO-ORDINATOR ROTARIANS AGAINST MALARIA CO-ORDINATOR CLUB'S PLANS & OBJECTIVES Club/Membership Club Club Club/Secretary Foundation New Generations International International Club Foundation Foundation Club International Club Membership Club New Generations New Generations Fundraising Club Secretary Secretary Club Fundraising Club Club/Membership Community President Elect Community/International International President Elect

132 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.

133 OUR COMMUNITY PTY LTD and ROTARY BACKGROUND: VISION: 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. 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 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.

134 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, 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.

135 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 (RF3-123-EN-(895) by fax or post to: RI Southwest Pacific Service Centre, P.O. Box 1415 Parramatta NSW 2124 Tel: (02) Fax: (02) 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 Medal/ lapel badge (in case) 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.

136 PUBLICATION: 1. Ensure details of presentation and copy of CITATION be featured in next Club Bulletin. 2. Send letter to Editor of Rotary Down-Under (see Sample) with copy to: (a) Editor - District 9800 Newsletter and (b) Chairperson of District Foundation Committee. REFERENCE: RI Catalog; PHF Application Form No. 123-EN-(598)

137 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 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 three emblems of a Paul Harris Fellow: the certificate, a lapel pin and medallion. 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)

138 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 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 In 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

139 PAUL HARRIS FELLOW RECOGNITION NOTIFICATION TO RDU, DISTRICT NEWSLETTER, DISTRICT FOUNDATION CHAIR PHF NOTIFICATION SAMPLE ONLY Date The Editor, ROTARY DOWN UNDER, Level 2, 43 Hunter Street, Parramatta NSW 2150 Dear Editor, Re: ADVICE OF PAUL HARRIS FELLOW RECOGNITIONS We will be pleased if you would include the following Recognition under the Paul Harris Fellow section of next issue of RDU, Vice President of the Rotary Club of, Victoria in recognition of his/her services to Yours sincerely, Club Secretary Copies to: Editor, District 9800 News Chairman - District Foundation Committee

140 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 sent by this office. 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$1.00 to US$ 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 Rotary year can be transferred to an individual no later than 30 June 1998, or it will expire. Likewise, available credit created during the 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:

141 Recognition levels may be determined from the following table: PHFSM Recognition Total MPHF Recognition Levels Pin Multiple PHF is eligible to wear to 2, PHF + 1 One sapphire 3,000 to 3, PHF + 2 Two sapphires 4,000 to 4, PHF + 3 Three sapphires 5,000 to 5, PHF + 4 Four sapphires 6,000 to 6, PHF + 5 Five sapphires 7,000 to 7, PHF + 6 One ruby 8,000 to 8, PHF + 7 Two rubies 9,000 to 9, 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$9, A "B" on the report denotes a Business. An organisation can be recognised, upon request, with a Certificate of Appreciation when its total recognition reaches US$ 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.

142 CLUB RECOGNITION SUMMARY REPORT SAMPLE ONLY 01/25/00 THE ROTARY FOUNDATION CLBSUM CLUB RECOGNITION SUMMARY: 31 DECEMBER 2000 PAGE 6274 REG 5 TOTAL SUSTAINING MEMBERS 1 ALL TIME GIVING, CLUB AND MEMBERS = US$51, DIST 9800 TOTAL PAUL HARRIS FELLOWS 26 ALL TIME POLIO, CLUB AND MEMBERS=US$5, CLUB TOTAL BENEFACTORS 0 TOTAL AVAILABLE FOR PHF/SM=US$16, NAME: (CLUB) TRF TITLE/ NAME ACCT# GIFT TYPE PHF/SM AMOUNT MULT PHF PHF DATE LAST DATE AVAILABLE CREDIT CLUB CONTRIBUTIONS MR CEDRIC AKERBORNE /9 02/01/ MR IAN BAMFIELD /01/97 05/01/ MR LOU BUTTER /08/95 06/15/ MR THOMAS D CALLAN /26/96 03/25/ MR WILLIAM CASSIDY /21/93 04/21/ MR JERRY COCKFIELD /31/88 06/17/ MR PETER BEECHE /01/97 06/01/ JIM PLEYFELL B X MR BRIAN DOWNFIELD /23/98 04/23/ MR KEITH E FROMICH /21/97 11/21/ MR BEN BERLING /08/95 04/08/ MR BARRY STEELE /01/97 05/01/ HERB GREEN /01/91 02/01/ MR STEVEN HALL /29/96 06/29/ MR PAUL MAGINTY /29/98 05/29/98 5ST702 JOHN J MORRIS /12/94 08/06/ MERVYN RAYMOND FIELD /01/92 06/27/95 104B52C MR LEO FRANCIS O'BRIDE /01/97 05/01/ SIR ARVI PARBO /47 10/24/ MR OBERT PLEYFORD /31/ PROF. ROBERT BIGWOOD /03/90 06/03/ MR NEIL SMITH /23/98 04/23/99 BENEFACTOR FOR PHF/SM BENEFACTOR DATE

143 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

144 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.

145 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.

146 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 Addresses Rotary Leaders and Rotarians interested in future Leadership positions at any level of Rotary are strongly encouraged to both have addresses and use the Internet. (See RI Board recommendation November 1999) When a Rotarian submits their address to the club, district or Rotary International, the Rotarian thereby acknowledges and agrees that Rotary may use the address for purposes of Rotary communication at that level. Rotarians who accept leadership positions acknowledge and accept that their addresses will be used for Rotary communication as appropriate at all levels of Rotary International. No one should freely distribute addresses without the owner's consent. Similarly, forwarding of should not be done without first obtaining permission of the initiating author. Group and Broadcast 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 s pertaining to their positions. Whenever possible, one to one s are encouraged. When essential for efficiency, ing 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 is discouraged, to help minimize the quantity of s received. Broadcast is discouraged except where essential for efficiency or effectiveness. Rotarians are cautioned to avoid frequent use of this method. Broadcast s 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 s is also discouraged. Form Subject line identification can be useful and efficient in identifying Rotary . Rotary should be used in the subject line. All Rotary s should contain a signature block that includes the name of the person sending the 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 communication.

147 Brevity: Brevity in all s is encouraged. Wherever possible, copy and paste content into the body of the 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 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 communication path. The President will communicate via with District Governors and Club Presidents bimonthly using an Action Team Update. Only under special circumstances, which, in the judgment of The President, require quick communications, will The President use broadcast 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 . 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 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 addresses of the Governors and Club Presidents to carry out his instructions on s. 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 activity will be done outside the Rotary based 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.

148 (d) Update and distribution of Database: When approved, MIS will provide updated 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 Registration system The General Secretary will review and approve all additions of Key Positions to the Registration system. Guidelines for Rotarians 1. pertaining to Rotary should contain Rotary in the subject line. 2. All Rotary should contain a signature block that includes the name of the person sending the 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 pertaining to their positions. 5. There should be no presumption of delivery of , unless the 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 communication. 8. lists shall not be published in any form that is available to the public. 9. Websites containing mailing lists or individual addresses (other than the addresses of the webmasters) should be password protected. Such passwords should not be distributed to non-rotarians. 10. All users of should be encouraged to maintain an up-to-date version of virus checking software on their computers. 11. Whenever possible, attachments to s should be avoided. Copy and paste information into the body of the . 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 messages is encouraged. 13. No Forwarding of without consent. 14. Copying large numbers of Rotarians is discouraged. [Customer Focus Group and the Technology Task Force of Rotary International]

149 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 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 National Privacy Principles as required under the Privacy Act 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 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,

150 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 National Privacy Principles as required under the Privacy Act 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 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 , or when you have contact in person. The personal information they collect includes your name, contact details (eg telephone number, , 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.

151 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.

152 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 National 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.

153 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.

154 RI MEMBER ACCESS Member Access is an online portal provided by Rotary International (RI) which allows a limited 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 contribute to the Rotary Foundation. 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. A current Club Secretary can gain access to the RI database (via Member Access) to view and update/ change their own Club s membership and other records. 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 line at or you can go to the Rotary International web site and select Member Access from the top menu. For advice on the use of member access please refer to the District Directory Secretarial section for the contact person. 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.

155 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 Orders can also be placed online at 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:

156 RI PUBLICATIONS ORDER FORM SAMPLE ONLY

157 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 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, pre-selling 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 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 , your server asks if you want to reduce the file to make it easier to , say NO! Include a caption for the photo in the 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.

158 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 or for lots more useful information or phone (02) or [email protected] and ask for help.

159 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 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. Which are: PMS Blue#286; PMS Metallic Gold #871, or PMS Yellow #129. AVAILABLE FROM: The Emblem can be downloaded from the RI website Stickers are available from RDU Merchandising and Promotions.

160 REFERENCES: i. RI Manual of Procedure Use of Rotary Marks ii. RI Visual Identity Style Manual (Form No. 547-EN- (297) iii. RI Visual Identity Guide can be downloaded from RI website:

161 ROTARY INFORMATION LINE The Rotary Information Line (phone ) provides access to Rotary for the general public and visiting Rotarians looking for information on make-ups. The line is listed in the White Pages and calls are diverted each day to the homes of experienced Rotarians who have volunteered their time, on a regular basis, to ensure that all queries about Rotary are handled properly and the caller is directed to the appropriate person or Club. Rotarians wishing to assist in this valuable PR exercise should consult the District Directory for the contact person s information.

162 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) ; Fax (02) [email protected] Website:

163 RDU MERCHANDISING & PROMOTIONS ORDER FORM SAMPLE ONLY Name... Delivery Address Post Code... Telephone Home ( )... Work ( )... Order Details: Quantity Code No. Description Colour Size $ POSTAGE TOTAL $ PAYMENT DETAILS: (Please tick preferred payment method) Enclosed is my cheque to the value of $ Please debit my Mastercard Visa Amex Diners Card Number: / / / Cardholder Name (please print)... Expiry Date... /... Signature... Month year SEND TO RDU MERCHANDISING AND PROMOTIONS P.O. Box 9368, HARRIS PARK, Phone: (02) Fax (02) [email protected]

164 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.

165 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 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.

166 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 and educational ideals and consider support for their respective major events. 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)

167 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 as well as by 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.

168 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 non- Anglo 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:

169 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 Treasurer is 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. 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). A Toast to Rotary International is usually given only in the company of or by a District Governor or past Officer of Rotary International. Only a District Governor or past District Governor may respond to such toast. Although some Clubs now propose a toast to Rotary International rather than a loyal toast. ROTARY GRACE (OPTIONAL): Is a tradition 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.

170 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 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

171 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 (optional). 4. President asks visiting Rotarians to stand and give their name/club/classification (exchange banners) 5. President asks members to introduce their Guests and President briefly welcomes Guest Speaker 6. President s announcements, new member inductions (if any), award presentations (if any) 7. President hands over meeting to Chairman for the Day. 8. Chairman calls for reports from: Secretary Treasurer Directors 9. Sergeant at Arms (Fines Session) 10. Chairman introduces GUEST SPEAKER, briefly reads resumé and the subject of talk. 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. Note: This is Optional: National Anthem may be sung or played at the start or close of meeting. 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.