PROCEDURE INFORMATION GUIDE

Transcription

1 ROTARY CLUB OF KOO WEE RUP-LANG LANG INC. PROCEDURE AND INFORMATION GUIDE July 2007 Updated June and December, 2008

2 INDEX 1. INTRODUCTION 2. REGULATION. Page CONSTITUTION 2.2 BY-LAWS 2.3 RULES AND STATEMENT OF PURPOSE 2.4 INCORPORATION 3. FOUR AVENUES OF SERVICE CLUB SERVICE 3.2 VOCATIONAL SERVICE 3.3 COMMUNITY SERVICE 3.4 INTERNATIONAL SERVICE 4. FINANCE BUDGET 4.2 ROTARY INTERNATIONAL PER CAPITA DUES 4.3 DISTRICT 9820 DUES 4.4 ROTARY DOWN UNDER MAGAZINE 4.5 BANK AUTHORITIES 5. PUBLIC LIABILITY INSURANCE.. 6. MEETINGS BOARD MEETINGS 6.2 ANNUAL GENERAL MEETINGS (AGM) AND ELECTIONS 6.3 DISTRICT GOVERNOR S VISIT 6.4 CLUB ASSEMBLIES 6.5 CLUB COMMITTEE MEETINGS 6.6 LADIES NIGHTS 6.7 OUTSIDE VISITS 6.8 VISITS TO OTHER ROTARY CLUBS 6.9 ANNUAL CHRISTMAS PARTY 7. CANCELLING/ALTERING REGULAR MEETINGS.. 8. ROTARY SEMINARS AND CONVENTIONS PRESIDENT S - ELECT TRAINING SEMINAR (PETS) 8.2 DISTRICT ASSEMBLY 8.3 DISTRICT CONFERENCE 8.4 INTERNATIONAL CONVENTIONS - 1 -

3 Page 9. COMMUNICATIONS INTERNAL COMMUNICATIONS 9.2 EMERGENCY CONTACT WITH MEMBERS 9.3 REGULAR LIAISON WITH PALACE HOTEL 9.4 CLUB BULLETIN 9.5 FELLOWSHIP 10. ELECTION OF NEW MEMBERS 11. ATTENDANCE ATTENDANCE AT REGULAR CLUB MEETINGS 11.2 ABSENCE FROM CLUB MEETINGS 11.3 ATTENDANCE AT ROTARY INTERNATIONAL MEETINGS 11.4 TERMINATION OF MEMBERSHIP 12. RAISING COMMUNITY AWARENESS. 13. CLUB SUPPLIES/ROTARY MERCHANDISE PURCHASE OF BANNERS 13.2 PURCHASE OF OTHER ROTARY MERCHANDISE 13.3 PURCHASE OF ROTARY LITERATURE 13.4 PURCHASE OF GIFTS TO GUEST SPEAKERS 14. UPDATING PAST PRESIDENT S BOARD/COLLAR 15. PAUL HARRIS FELLOW ANNUAL REPORT. 17. PREPARATION FOR ANNUAL HANDOVER/TAKEOVER OF OFFICIAL DUTIES EARLY PREPARATION FOR MAJOR EVENTS. 19. ANNUAL CHANGEOVER DINNER PRELIMINARY ACTION 19.2 DATE 19.3 PLACE, TIME AND DRESS 19.4 CATERING 19.5 PRE-DINNER DRINKS 19.6 ENTERTAINMENT 19.7 OFFICIAL TABLE 19.8 CHAIRPERSON FOR THE EVENING 19.9 SERGEANT AT ARMS SEGMENT - 2 -

4 Page BULLETIN/PROGRAM PRESENTATIONS AT THE DINNER MEDIA PUBLICITY VIP GUESTS OTHER GUESTS FINAL PREPARATION FOR THE FUNCTION THE ACTUAL FUNCTION 20. OTHER MAJOR CLUB EVENTS/INVOLVEMENT GO COUNTRY! ( previously SMALL FARMING VICTORIA ) 20.2 DEBUTANTE BALL 20.3 GOLF DAY 20.4 KOO WEE RUP SECONDARY COLLEGE 20.5 LANG LANG CAROLS 20.6 LIFE EDUCATION 21. ROTARY ACRONYMS/ ABBREVIATIONS/ MEANING AMBASSADORIAL SCHOLARSHIPS 21.2 AUSTRALIAN ROTARY HEALTH RESEARCH FUND (ARHRF) 21.3 DONATIONS IN KIND (DIK) 21.4 FOURTH AVENUE IN MOTION (FAIM) 21.5 GREAT INDUSTRIAL ADVENTURE 21.6 GROUP STUDY EXCHANGE (GSE) 21.7 HEALTH, HUNGER AND HUMANITY (3H) 21.8 INTERPLAST 21.9 MATCHING GRANTS MODEL UNITED NATIONS ASSEMBLY (MUNA) NATIONAL YOUTH SCIENCE FORUM (NYSF) POLIO PLUS PRIDE OF WORKMANSHIP AWARDS ROTARY AUSTRALIA WORLD COMMUNITY SERVICE (RAWCS) ROTARY FRIENDSHIP EXCHANGE ROTARY OVERSEAS MEDICAL AID (for) CHILDREN (ROMAC) ROTARY YOUTH BUSINESS LEADERSHIP AWARD (RYBLA) ROTARY YOUTH PROGRAM OF ENRICHMENT (RYPEN) SHELL LIVEWIRE PROGRAM SHINE ON AWARDS SIEMENS SCIENCE EXPERIENCE THE ROTARY FOUNDATION (TRF) YOUTH EXCHANGE PROGRAM (YEP) OUTBOUND STUDENTS INBOUND STUDENTS - 3 -

5 ROTARY CLUB OF KOO WEE RUP - LANG LANG PROCEDURE AND INFORMATION GUIDE 1. INTRODUCTION The need to preserve continuity of procedural performance is a commendable goal for any organization particularly in a regime where key offices are vacated annually. In circumstances such as these, momentum and expertise can be lost, valuable time can be wasted in re-inventing the wheel and partly completed and recurring commitments can be overlooked in the change-over process. Typical examples are membership applications partly considered as at 30th June or on-going annual projects like organising the annual golf day and carols or staging pride of workmanship awards. As a means of minimising the risk of oversight, incoming officers and committee chairpersons should be encouraged to study this document in detail and consult in depth with their respective predecessors in office to identify unfinished business, on-going commitments and proven practices. As well there are a number of routine procedures and customs which need to be addressed in the change-over process and various steps are recommended throughout this document as a form of safety net for preserving procedural continuity. In addition, there are regular annual procedures like preparing for and conducting the Annual General Meeting (AGM), arranging the AGM, organising the District Governor s Visit, complying with incorporation obligations and ensuring that the accounts of the club are presented in proper form to the AGM. These and other processes like the steps involved in membership development are addressed throughout the document. Irrespective of the volume of material in the document, its real value will obviously lie in how easily officers of the club can find their way around the document and how readily the required information can be accessed and how accurate and clear that information is. The text contains some cross referencing and repetition between related topics to increase the integrity of individual statements. 2. REGULATION The various forms of regulatory control to which the Club is subjected to are listed below in abbreviated form. The relevant documents appear in full in the latter part of Rotary International s Manual of Procedure, a copy of which is retained by the Secretary. 2.1 CONSTITUTION The By-laws of Rotary International provide that each Club admitted to membership shall adopt the prescribed Club Constitution

6 The standard Club Constitution is a common thread that binds the Rotary movement together and ensures a high degree of commonality between individual Clubs on core issues. This document, together with the periodic amendments that are made at Rotary International level, is automatically applicable to all Rotary Clubs. There is scope for individual Clubs to have input into the amendment process but because of the scale and diversity of Rotary, change is inevitably slow and in most cases unlikely. 2.2 BY-LAWS All Clubs are required to adopt By-laws which are not inconsistent with the Constitution and By-laws of Rotary International ( these By-laws also appear in the latter part of Rotary International s Manual of Procedure ), the rules of procedure for any area organisation and the standard Club Constitution itself. Such By-laws are recommended 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 with the Constitution and By-laws of Rotary International. If any doubt exists, the proposed changes should be submitted to the General Secretary for the consideration of the Board of Directors of Rotary International. 2.3 RULES AND STATEMENT OF PURPOSE These documents were derived from the Club s incorporation. Clubs have ample discretion on the form and content of their Rules however, the Associations Incorporation Act contains a schedule of various matters which must be provided for in Rules of all incorporated Clubs. Rules should not be inconsistent between the various regulatory documents under which the Club operates and should be revised in company with the Club By-laws. 2.4 INCORPORATION The Club was registered for Incorporation on 25th September, 1989, registration number A Y. In addition to being required to adhere to its own Rules made under the Association s Incorporation Act, the Club is bound to comply with a number of provisions of the Act itself and the Regulations made thereunder. One of the requirements of the Act is that an incorporated association must have a Public Officer. The Public Officer has continuing responsibilities and statutory obligations under the Associations Incorporation Act - any changes to the position or changes in the Club s details must be notified to Consumer Affairs Victoria on the relevant forms. Government fees apply in some circumstances. A range of penalties apply and cover various offences or failures to comply with requirements. Additionally, the Registrar has the power in certain circumstances to cancel the registration of an Association

7 3. FOUR AVENUES OF SERVICE The term Four Avenues of Service is frequently used in Rotary literature and information. The Avenues refer to the four elements of the Object of Rotary - Club Service, Vocational Service, Community Service and International Service. 3.1 CLUB SERVICE Club Service is regarded by many Rotary leaders as the most important part of the Club mechanism, because without a well-functioning Club, little else can be performed via the other three avenues of service. The purpose of Club Service is to foster the successful administration of a Rotary Club. Members do this by regularly attending meetings, sponsoring new members, participating in Club fellowship, taking part in programs, serving on committees and on the Club s Board of Directors and representing the Club in outside activities. All Rotarians have an obligation to strengthen their Club so all members are encouraged to get involved in Club Service. 3.2 VOCATIONAL SERVICE Vocational Service is the second avenue of service of Rotary International. It fosters and supports the application of the ideal of service in pursuit of all vocations. Inherent in the Vocational Service ideal are adherence to and promotion of the highest ethical standards in all occupations, including loyalty to employers, employees and associates and fair treatment of those with whom one has business or professional relations, the recognition of the worthiness to society of all useful occupations and the contribution of one s vocational talents to the problems and needs of society. Vocational Service is the responsibility of both the Rotary Club and its members. The role of the Club is to develop projects that help members contribute their vocational talents. The role of members is to conduct their professional lives in accordance with Rotary principles and to share in projects which the Club has developed. The following are examples of Vocational Service projects/events in this Club Ambassadorial Scholarships Beacon of Hope Group Study Exchange Lang Lang Carols Pride of Workmanship Awards Scholarships - Koo Wee Rup Secondary College School Debates Shell Livewire Program Shine on Awards. Information on these projects/events is contained in Sections 20 and 21 of this document

8 3.3 COMMUNITY SERVICE Community Service is the third avenue of service of Rotary International. Community Service pertains to those activities which Rotarians undertake to improve the quality of life in their community. It frequently involves assistance to youth, the aged, handicapped and others who look to Rotary as a source of hope for a better life. The following are examples of Community Service projects/events in this Club - Debutant Ball Pride of Workmanship Awards - Community awards Life Education. Information on these projects/events is contained in Sections 20 and 21 of this document. 3.4 INTERNATIONAL / YOUTH SERVICE International Service is the fourth avenue of service of Rotary International. International Service describes the many programs and activities which Rotarians undertake to advance international understanding, goodwill and peace. Projects are designed to meet humanitarian needs of people in many lands. The following are examples of International Service projects/events in this Club - included also are Youth Service projects/events - Donations in Kind Golf Day International Youth Exchange Program INTERPLAST National Youth Science Forum RAWCS Rotary Friendship Exchange ROMAC RYBLA RYPEN Siemens Summer Science School. Information on these projects/events is contained in Sections 20 and 21 of this document. 4. FINANCE 4.1 BUDGET At the beginning of the Rotary year, the Treasurer is required to prepare for the Board an annual budget of income and expenditure for the Members Account. In compiling the draft budget for consideration by the Board, the incoming Treasurer is well advised to consult with the outgoing Treasurer and be guided by any advisory information from Rotary International (R.I.)

9 Upon acceptance, the budget will allow the Board to fix fees and dues for the year including the entrance fee for new members. Annual membership dues are payable early in the new rotary year. 4.2 ROTARY INTERNATIONAL PER CAPITA DUES Each Club pays to Rotary International for each of its members, other than honorary members, annual per capita dues calculated from time to time by Rotary International. These dues are payable by the Club to Rotary International semi-annually in advance on 1st July and 1st January of each year. On receipt by the Secretary of a Semi-Annual Dues Invoice/Estimate from Rotary International, the invoice/estimate is to be checked, amended where necessary and forwarded with payment to Rotary International, P.O. Box 1415, Parramatta, N.S.W., The fees due by each member for per capita dues are incorporated in the annual fees payable to the Club at the commencement of each Rotary year. 4.3 DISTRICT 9820 DUES Each Club pays to Rotary District 9820 for each of its members, other than honorary members, annual dues calculated from time to time by the District. These dues are payable annually at the commencement of each Rotary year. The fees due by each member for District dues are incorporated in the annual fees payable to the Club at the commencement of each Rotary year. Payments by the Club to the District are made by the Secretary upon receipt of a statement from the District Treasurer. The statement is to be checked, amended where necessary and forwarded with payment to the District Treasurer. 4.4 ROTARY DOWN UNDER MAGAZINE The Rotary International Manual of Procedure requires each member, for the duration of their membership, to subscribe to the official magazine approved and prescribed for this Club by the Board of Directors of Rotary International. The magazine approved for this Club is the Rotary Down Under magazine. Payments by the Club to Rotary Down Under are made semi-annually in advance by the Secretary upon receipt of a statement from Rotary Down Under. The statement is to be checked, amended where necessary and forwarded with payment to Rotary Down Under Inc., P. O. Box 779, Parramatta, NSW., The subscriptions due by each member for the magazine are incorporated in the annual fees payable to the Club at the commencement of each Rotary year. 4.5 BANK AUTHORITIES To avoid any interruption in banking services or access to funds, new bank authorities should be approved, signed and lodged at the beginning of the Rotary year. Club By-laws provide that cheques be signed by any two officers approved for that purpose

10 5. PUBLIC LIABILITY INSURANCE It is appropriate for the Board to take steps to ensure that the Club is not unduly exposed to risk by virtue of claims arising from Club projects. Although the insurance cover taken out by Rotary District 9820 would be expected to provide a measure of protection to individual Clubs in the District, the cover obviously has limitations as to both extent and circumstances. When planning its program for the year, a prudent Board would satisfy itself as to the extent of public liability cover available under the District policy particularly in relation to any injury or litigation prone projects which may be contemplated. Steps might also be taken to obtain a certificate of currency from the insurers for a particular project or projects where the chances of accidents and subsequent claims cannot be ruled out. Expert assistance should be obtained by the Board on matters of procedure and also on whether additional cover or other protection or precautionary measures are justified either generally or in a particular case. The District Insurance Officer should be consulted on all matters relating to insurance and especially before the Club undertakes any community activity or project. 6. MEETINGS 6.1 BOARD MEETINGS Club By-laws provide for regular Board meetings to be held once each month and further provide for special meetings to be held as needed at the request of either the President or two Board members. As part of the preparation for the year ahead, the Board is advised to fix convenient dates for regular monthly board meetings and to agree to a plan for dealing with urgent matters which require attention between regular meetings. It is usual for all Board members to be encouraged to submit written reports each month and for these reports to form part of the minutes of the meeting. This practice not only reduces meeting time but it avoids a great deal of secretarial effort and allows minutes to be produced more quickly. It is also usual for incoming Board members to be invited to attend the last two Board meetings of the current Board - refer to 16. PREPARATION FOR ANNUAL HANDOVER/TAKEOVER OF OFFICIAL DUTIES for further information. 6.2 ANNUAL GENERAL MEETINGS (AGM) AND ELECTIONS The main purpose of the Annual General Meeting (AGM) is to conduct the annual election of Officers and Directors and receive the statement of accounts for the previous Rotary year that are contained in the Annual Report. It also provides members with an opportunity to discuss any special business of which prior notice has been given pursuant to Club rules and by-laws

11 The annual election process for Officers and Directors commences in October each year and culminates at the AGM which is normally held during the regular weekly meeting on the second Wednesday in November. It is the Board s prerogative however, to choose the most convenient date to fit in with other arrangements. Club by-laws express the various steps in the election timetable and the fixing of the date for the AGM is an essential pre-requisite to finalising such timetable. The time needed to conduct the AGM is usually about 15 minutes but if ballots are required for filling any positions or if queries are raised in relation to the annual accounts, more time is likely to be required. In practice, ballots are rarely held in this Club so ballot papers are seldom required however, the President and Secretary need to be aware of ballot procedures. As such circumstances can always arise, it is probably safer not to have a guest speaker on this occasion. Following completion of the AGM, and within a few days, the Public Officer must complete the relevant forms required and forward them to Consumer Affairs Victoria to conform with the Association s Incorporation Act. 6.3 DISTRICT GOVERNOR S VISIT Preparation for the District Governor s Visit involves the submission to him in advance of a considerable amount of statistical information and an outline of Club goals for the year in all the avenues of Rotary service. The Club Charter should also be available for sighting by the District Governor on the day of his/her visit. Actual requirements vary from year to year. Preparing this information and putting it all together is quite onerous, particularly if the visit is scheduled very early in the Rotary year. If this occurs, the incoming Board may need to commence deliberations on the forthcoming year s programme well before it formally takes over on 1st July. Arrangements for the actual day of the visit are very much a matter of responding to the format outlined by the District Governor. Where the District Governor is accompanied by a partner, that partner should be suitably hosted during the visit. Any preferences should be accommodated where possible. Unless the District Governor and partner live nearby or have booked into a motel for the night, the Club should ensure that facilities are available for them to freshen up and possibly change before dinner. It is the custom for Clubs to make presentations to the District Governor and partner to mark the occasion of their visit. Expensive gifts are not called for but something a bit more imaginative than a Rotary glass or Rotary pen. The actual meeting at which the District Governor addresses the Club is conducted as a Club assembly and it is usual to give it advance publicity to ensure a good attendance. The President introduces the District Governor and his/her partner and thanks them following the DG s address to the Club. The night should be declared a ladies night. Members of the Board should be available to meet with the District Governor early in the day. It is normal practice for this meeting to take place at the President s residence. The District Governor may require transport to and from this meeting particularly if his /her partner requires the car during the day to participate in other activities arranged

12 6.4 CLUB ASSEMBLIES A Club Assembly is a meeting of all Club members, including officers, directors and Committee Chairpersons. Club Assemblies are an opportunity to discuss your Club s programs and activities and educate members. New members particularly should be encouraged to attend Club Assemblies to learn about the workings of your Club The number of Club Assemblies to be held during the year should be decided by the Board as early as practicable. While no exact number of Club Assemblies are documented, it is usual for this Club to hold six or more in a year. The first Club Assembly should be held very early in the year to introduce the new Board members and discuss the program for the year. Club Assemblies allow Club members to. set goals and develop action plans;. co-ordinate committee activities;. understand how the Club s action plans are implemented;. participate in informal discussions that stimulate creative solutions;. learn more about Rotary and its programs;. review your Club s strengths and weaknesses. Relevant topics for discussion include. annual and long range goals;. service projects and Club activities;. membership growth and retention strategies;. District Conference or other District and RI meetings;. Rotary programs;. any topic raised in an open forum. Club Assemblies fulfil a key role in the transaction of particular aspects of Club business and produce opportunities for fellowship, participation and the development of team spirit. They also provide a forum for ideas to be exchanged, acquaintances to be strengthened and a sense of mission to be nurtured. 6.5 CLUB COMMITTEE MEETINGS Directors of Club Committees are required to meet on regular occasions to discuss progress on projects and events that have been highlighted at the beginning of their year of office. These meetings are particularly important at the commencement of the year when projects and events are discussed and formalised and towards the end of the year when funding allocations are recommended. 6.6 LADIES/PARNERS NIGHTS Partners of Rotarians are invited to special occasions such as the annual Changeover Dinner, the District Governor s visit and the Christmas party. Additionally, partners are made very welcome to declared Ladies Nights where a special Guest Speaker is involved or where a special night is held. Ladies are welcome to attend other weekly meetings as guests of their Rotarian partners in special circumstances, e.g., where a guest speaker has been engaged and the night has not been declared a Ladies Night. Generally, the attendance of partners at other than declared Ladies Nights seldom occurs as most partners seem to prefer to come to Rotary when other Ladies are present

13 Given this situation, it would seem appropriate for an incoming Board to formulate a policy on declared Ladies Nights. This might address such factors as frequency and how and by whom and in what circumstances Ladies Nights will be declared throughout the year. Ladies Nights should be announced at least two weeks in advance. Irrespective of whatever decision is made in relation to declared Ladies Nights, it seems appropriate that the right of a Rotarian to bring his/her partner to a regular meeting as his/her guest should remain. 6.7 OUTSIDE VISITS The term Outside Visits describes the occasions when the Club holds its weekly meeting at an alternative location and combines it with a tour of inspection and/or briefing on an interesting work place or location. Occasional outside visits to these establishments add a touch of variety to the annual programme and have the effect of bringing Rotary out into the open and giving it a more visible dimension. Outside visits should be decided fairly early as adequate time is required for choices to be considered, arrangements to be made and plenty of notice to be given to members and the hotel. The availability of facilities for conducting a meeting and having at least an impromptu meal should be considered when making a choice. 6.8 VISITS TO OTHER ROTARY CLUBS Rotary Clubs are encouraged to visit other Clubs in the area, in particular Clubs in Casey Zone (Casey Zone consists of Clubs from Berwick, Bunyip-Garfield, Cranbourne, Koo Wee Rup - Lang Lang and Pakenham). A strong relationship exists between our Club and several other Clubs where alternate visits have been arranged over a number of years. These visits provide an opportunity for fellowship and for members to observe first hand how other Clubs operate. They are an excellent avenue for exchange of ideas about projects, membership and resources. 6.9 ANNUAL CHRISTMAS PARTY Selection of the date, place, time and format for the Annual Christmas Party needs to be given priority consideration by the Board. Early action is essential as Christmas time bookings for party venues, caterers and entertainers need to be made well in advance. This is particularly applicable if a venue other than the Palace Hotel is favoured. If the Annual Christmas Party is to double as a regular Rotary meeting (and this is what usually occurs), provision must be made for the transaction of Rotary business - the usual meeting decorum should be maintained at least for that segment. In addition, if a meeting/christmas Party is to be held at a location other than the normal place of meeting, formal action must be taken in advance by the Board to approve any changes in meeting place and time

14 It is normal procedure for the President and his/her partner to present small gifts to members and partners at the conclusion of the night. 7. CANCELLING / ALTERING REGULAR MEETINGS The Board may cancel a regular meeting in the following circumstances: (a) if it falls on a legal holiday; (b) in case of the death of a Club member; (c) in the event of an epidemic or a disaster affecting the whole community; or (d) in the event of an armed conflict in the community which endangers the lives of Club members. The Board may cancel not more than four (4) regular meetings in a year for causes other than the foregoing provided that the Club does not fail to meet for more than three (3) consecutive meetings. The Board may, for sufficient reason alter the time, day and place of any regular meeting. Any changes in normal meeting procedure should be notified to members and the Palace Hotel as early as possible. As a consequence of any change, it may be appropriate for a Rotarian to be on duty at the hotel from 6.00pm to 6.30pm on the regular meeting night to either re-direct members and visitors ( as applicable ) or to issue make-up cards. 8. ROTARY SEMINARS AND CONVENTIONS 8.1 PRESIDENTS-ELECT TRAINING SEMINAR (PETS) The Presidents-Elect Training Seminar is a motivational and leadership training session designed to prepare the President Elect for the office they will assume on 1st July. Among the subjects covered are the implementation of the Rotary International theme for the coming year as well as information about the new and continuing programs of Rotary International. Time is also devoted to a review of District operations, planning Club and District programs, and organising other activities for the year ahead. Participants attending include the District Governor-Elect, Assistant Governors, the District Trainer and all President Elects. Seminars are one and a half days duration and are held during the month of March. 8.2 DISTRICT ASSEMBLY The District Assembly is the major leadership training event in each Rotary District of the world. The District Assembly offers motivation, inspiration, Rotary information and new ideas for Club officers, directors and key committee chairpersons of each Club. All participants are provided with valuable new ideas to make their Club more effective and interesting

15 Participants shall be the Club President-elect and the members who have been assigned key leadership roles in the upcoming year. All new members should be encouraged to attend. The success of each Rotary Club is frequently determined by the Club s full representation and participation at the Assembly. The District Assembly consists of one full day to be held during April or May. 8.3 DISTRICT CONFERENCE The District Conference is held annually at a selected time and place. The Conference is for all Club members and their partners. The purpose of the Conference is for fellowship, good fun, inspirational speakers and discussion of matters which make one s Rotary membership more meaningful. Every person who attends finds that being a Rotarian becomes even more rewarding because of the new experiences, insights and acquaintances developed at the Conference. The program always includes several outstanding entertainment features, interesting discussions and inspirational programs. An On to Conference Chairman is nominated by the Club to attend to registrations and accommodation. 8.4 INTERNATIONAL CONVENTIONS Each May or June, Rotary International holds a worldwide convention. The conventions are truly international events where 15,000 to 20,000 Rotarians and guests attend. All members are encouraged to attend a convention to discover the real internationality of Rotary. 9. COMMUNICATIONS 9.1 INTERNAL COMMUNICATIONS The standard Club Constitution, which automatically applies to all Rotary clubs, makes it clear that the Board of Directors of a Club is the governing body of that Club. This being so, Boards are really under no obligation to consult in advance with the full membership and in practice, the extent of any prior consultation no doubt varies greatly from Club to Club and from issue to issue. Notwithstanding the power vested in the Board, Rotarians have a right to expect to be informed promptly of important issues and decisions particularly those involving policy, procedure or commitments. An effective system of internal communication is an essential ingredient in the harmony and well-being of a Club and in maintaining team spirit and camaraderie. A new Board is therefore well advised to develop and maintain an effective communications network for keeping members informed on a regular basis and for monitoring feedback. Measures like these may be worth consideringannouncements by the President, Secretary or Directors at the Club meeting following each Board meeting; creation of a From the Board Table column in the bulletin;

16 circulation of a couple of copies of Board meeting minutes at regular meetings; arranging information segments at Club assemblies on topical issues. It is essential that Directors report back to their respective committees on Board decisions that affect those committees and it is also essential for the total membership to be kept informed on matters of general interest. 9.2 EMERGENCY CONTACT WITH MEMBERS Emergencies arise from time to time which necessitate urgent contact with all members of the Club. It is a good idea to be prepared in advance for such occasions by devising an emergency contact system that can be activated without delay. The ring around is a proven method and the most satisfactory results are achieved by splitting the membership list between a group of Board members or volunteers. and Fax are also proven methods of communication to those members who have these facilities. As the Program Director is not normally a member of the board, he must be kept fully and promptly informed of all Board decisions affecting Club meetings and catering. 9.3 REGULAR LIAISON WITH PALACE HOTEL It is essential for a reliable point of contact to be established within the Club for regular weekly liaison with the Palace Hotel on all catering arrangements such as meeting alterations, variations in attendance numbers, altered table settings, special menus and complaints. This usually forms part of the duties of the Program Director and it is important to ensure that no doubts exist before the year commences that the Program Director is in fact available to perform this important and demanding role. Early in the Rotary year, the Program Director should give his name and telephone number to the hotel so that two way contact can be maintained. 9.4 CLUB BULLETIN Rotarians who are informed are more likely to take an active role in Club activities and projects. In addition to announcing weekly Club meetings, the Club Bulletin. provides a schedule of up-coming Club activities;. discusses Club goals, plans and projects;. reports highlights of Club and District meetings;. fosters fellowship by highlighting special events in members lives;. addresses critical issues facing the Club and RI. Club Bulletin editors should communicate regularly with other Club committees and Club leaders to ensure all Club issues and activities are adequately discussed and publicized. Sources of information for the Club Bulletin include. Club Board members and committee Chairpersons;. District Governor s newsletter;. Assistant Governor and District committees;

17 . Club, District, RI and Foundation meetings;. Rotary Down Under and other Rotary and regional magazines;. Rotary World and other RI publications;. the RI website at FELLOWSHIP Fellowship keeps members active and fosters co-operation in Club activities and projects. Fellowship should be more than an event once or twice a year, but a regular part of every Club meeting, project and activity. Fellowship can be enhanced in the following ways. wear name badges at meetings to make introductions easier;. rotate seating arrangements to ensure that members get to know each other;. use the Club Bulletin to publish news about members and social events;. appoint a different member each week to greet and introduce new members, visitors and speakers;. commemorate important dates during weekly programs and in the Club Bulletin such as birthdays and anniversaries;. foster relationships with other Rotary Clubs in the District, region and around the world;. include spouses, partners and families in Club fellowship and service activities. 10. ELECTION OF NEW MEMBERS The procedure for introducing new members into the Club is as follows - The name of a prospective member, proposed by an active member of the Club, shall be submitted through the Secretary to the Board on the How to propose a new member card no. CD3-254-EN available from the Secretary. The Secretary shall forward the proposal card to the Board who will refer same to the Membership Development Committee. The Membership Development Committee shall satisfy themselves that the prospective member meets the standard classification requirements and is generally suitable for Rotary membership - refer Article V1 Membership and Article V11 Classifications of the Standard Rotary Club Constitution for further information. It is important for all enquiries by this Committee to be undertaken discreetly and completely confidential. The record of action by the Membership Development Committee should be recorded by the Secretary prior to forwarding the proposal to the Board. The proposal for the time being shall be kept confidential except as otherwise provided in this procedure. The Board shall ensure that the proposal meets all the classification and membership requirements of the Club Constitution. The Board shall approve or disapprove the proposal within 30 days of its submission and shall notify the proposer, through the Club Secretary, of its decision. If the decision of the Board is favourable, the prospective member shall be informed accordingly. A small group comprising representatives of the Membership Development Committee will meet with the prospective member and advise him of the purposes of Rotary, the privileges and responsibilities of membership and the fees and dues applicable to membership. If the prospective member wishes to proceed with membership, he/she is requested to sign the Membership Application card and to permit his/her name and proposed classification to be published to the Club

18 Upon completion of the Membership Application card, the prospects name is presented to the Club on the relevant form by the Secretary (NOTE: The By-laws require the proposal to be kept confidential up to this stage - the issue of this form is therefore the first time a membership proposal is revealed to all Club members). If no written objection to the proposal is received by the Board from any member (other than honorary) of the Club within seven (7) days following publication of information about the prospective member, that person, upon payment of the necessary fees shall be considered to be elected to membership. If any such objection has been filed with the Board, the Board is required to consider the objection at its next regular or special Board meeting and conduct a ballot of Board members - if not more than one negative vote is cast in that ballot the prospective member is considered elected to membership upon payment of the necessary fees (if not honorary membership). If more than one negative vote is cast, the matter goes no further. Following the election, the President shall arrange for the induction of the new member at a Ladies Night. The induction ceremony will be conducted by the Club President with support from the Sergeant- At-Arms and the proposer. Examples of forms of induction are retained by the Secretary. A member of the Club will be assigned to assist in the assimilation of the new member. The Secretary shall provide a Rotary Badge, dinner badge and appropriate literature for presentation at the induction. Following the induction, the Secretary shall complete the Membership Application Card and shall report the new member to Rotary International on a Reporting New Member form CD3-289-EN. The original copy is to be sent to Rotary International, Post Office Box 1415, Parramatta, NSW., 2124 with the duplicate copy to be sent to the District Governor. A copy is retained. A form titled Member Service Record should then be completed and updated regularly. As part of the membership fees include an annual subscription to the official Rotary Magazine, Rotary Down Under, the new members name and postal address should be reported to RDU Pty. Ltd., Post Office Box 779, Parramatta, NSW., 2124 on the appropriate form. 11. ATTENDANCE 11.1 ATTENDANCE AT REGULAR CLUB MEETINGS Every member should attend regular Club meetings. A member is considered present if in attendance for at least 60% of the meeting. A member can make up absences 14 days before or after the usual meeting time by doing one of the following -. attending at least 60% of a regular meeting at another Rotary Club.. at the direction of the Club, attending a regular meeting of a Rotaract Club, Interact Club or Rotary Community Corps.. attending the Rotary International convention, Council on legislation, International Assembly or any other Rotary meeting of past, present or future officers of Rotary International.. being present at the usual meeting time and place of another Club, even if the Club is not present.. attending and participating in a Club service project or a Club-sponsored community event or meeting authorised by the Club s Board

19 . attending a meeting of the Club s Board or, if authorised by the Board, a meeting of a service committee to which the member is assigned.. participating in an interactive activity requiring an average of 30 minutes of participation on a Club website. An attendance is also considered made up if the member is -. travelling to or from an official Rotary meeting of past, present or future officers of RI. one of the meetings mentioned in. on official Rotary business serving as an officer or member of a committee of Rotary International or a trustee of the Rotary Foundation.. engaged in a service project sponsored by a district, RI or the foundation in a remote. area.. engaged in Rotary business authorised by the Club board that precludes attendance at the Club meeting ABSENCE FROM CLUB MEETINGS A member s absence can be excused for the following reasons. absence complies with the conditions and circumstances approved by the Club s board.. the member s combined age and years of Club membership ( in one or more Clubs ) equals at least 85, and the member has notified the Club s Secretary in writing of the desire to be excused from attendance and has received approval from the Board.. the member is a current RI officer. There is no provision for granting attendance credit to a member who is absent from a Club meeting because of Jury Duty, compulsory attendance at sessions of Legislature, informal gatherings held on ships, at resorts, trade conventions and attendance at a regular meeting of any other service Club ATTENDANCE AT ROTARY INTERNATIONAL MEETINGS A Rotarian may claim credit for two make-ups when attending a Rotary International meeting (such as a District Conference) if the meeting takes place on more than one day, provided the days claimed for attendance credit fall in periods during which a make-up would otherwise be acceptable TERMINATION OF MEMBERSHIP A Rotarians s membership shall be subject to termination for one or more of the following reasons, unless the Board makes an exception. failure to pay dues within 30 days.. failure to attend at least 60% of regular Club meetings in each half of the Rotary year.. failure to attend at least 30% of regular Club meetings in each half of the Rotary year.. missing and failing to make up four consecutive regular Club meetings without the consent of the Board

20 12. RAISING COMMUNITY AWARENESS For many years Rotarians did not think it was necessary to advertise their service efforts. The prevailing view was that our good deeds would speak for themselves. Today, Rotarians realise the importance of having people know who we are and what we do. It is absolutely essential to our growth and productivity in the future. Community support and involvement are obviously needed for many Rotary projects such as fund raisers and membership recruitment and it is important for Rotary to have a more visible public profile. Although the area is adequately served by print media, there is keen competition between the many community service providers in the district for access to free print space. To stay in the race for coverage, it is essential for effective points of contact within the various media forms to be cultivated and maintained and for the Club to provide well documented information on newsworthy topics in a format suitable with a minimum of editorial preparation by media staff. The better the contact and the better the presentation, the better the chances of the story getting a run. Rotary and Rotary projects stand to gain from good publicity. Articles and photos for insertion in the Pakenham Gazette, the South Gippsland Sentinel Times, Rotary Down Under magazine and newsletters circulating in the area are the responsibility of the Public Relations Officer. 13. CLUB SUPPLIES/ROTARY MERCHANDISE 13.1 PURCHASE OF BANNERS Supplies of Club banners should be checked and topped up where necessary to cover the year ahead. Banners are available from Screencraft Maynard of 2/14 Queen Street, Nunawading, Victoria, 3110 (P. O. Box 3031, Nunawading, 3131) - telephone free call on , free fax The Secretary is responsible for ordering and procuring Banners PURCHASE OF OTHER ROTARY MERCHANDISE Supplies of badges and pins and other Rotary merchandise should be checked and ordered where necessary. Items required for the annual Change-over Dinner need to be ordered well in advance. A merchandise catalogue is supplied by Rotary Down Under and supplies can be obtained by ordering items from their postal address at P.O. Box 604, Parramatta, NSW, 2124 or ing requests to - supplies@rotarydownunder.com.au RDU can also be contacted by telephone on toll free , (02) or fax (02) The Secretary is responsible for the ordering and procuring of all merchandise

21 13.3 PURCHASE OF ROTARY LITERATURE A catalogue of Rotary publications, audiovisual programs and other supplies is available and supplies can be obtained from Rotary International (South Pacific and Philippines Office) at McNamara Centre, P. O. Box 1415, Parramatta, NSW, telephone (02) or fax (02) The Secretary is responsible for the ordering and procuring of all Rotary Literature PURCHASE OF GIFTS TO GUEST SPEAKERS It is the prerogative of the new Board to decide on the style of gift to be presented to guest speakers during the year. A selection of items are available from Rotary suppliers and elsewhere. Stocks of gifts on hand from previous years need to be taken into account before ordering and orders should be limited to the needs of that year. It should be noted that personally inscribed items involve a fair amount of extra staff work and cost. The Secretary is responsible for the ordering and procuring of all gifts for Guest Speakers. 14. UPDATING PAST PRESIDENT S BOARD/COLLAR Arrangements need to be put in place for the Past President s board and collar bar to be engraved or inscribed annually. The Secretary is responsible for ordering and procuring the collar bar and for organising the necessary engraving. 15. PAUL HARRIS FELLOW Any person who donates or in whose name is contributed $ US to the Rotary Foundation is named a Paul Harris Fellow and receives a medal, a lapel pin and a handsome certificate. Most Clubs in Australia, including our Club, treat the award with the great distinction it deserves and use the award as a way of honouring their own members or non-rotarians who have served their Club and the Community extremely well. At the commencement of each Rotary year, the Board decide whether to award a Paul Harris Fellow in that year. Should the Board agree to make such an award, a selection panel comprising three (3) Paul Harris Fellows is nominated to conduct a thorough investigation of all suitable candidates. The panel should carry out extensive research into historical data held by the Club and have discussions with other Paul Harris Fellows and charter members. Following these investigations, the name of the member or person selected is notified to the President who then advises the Board. All discussions on the selection process and the member or person selected are to treated with the utmost secrecy and confidentiality. The presentation of the award is normally made at the annual change over dinner however, circumstances may require that it be held on a special night to be organised. It is also normal practice to invite family members to attend the presentation - the name of the recipient is to be kept secret so

22 the award is a complete surprise. 16. ANNUAL REPORT The long standing custom of presenting the Annual Report at the Annual Change-over Dinner in June has considerable merit but is certainly not without its disadvantages. In reality, the report covers less than eleven months of the year under review and all contributors are placed under a great deal of pressure to finalise their respective reports by the end of May or possibly earlier. The Club President faces far greater difficulty as he is required to collect and edit reports from officers, directors and chairpersons and write his presidential overview and then arrange for printing, proof reading, collection and distribution. All this has to be done within the time constraints imposed by the printer to enable him to produce the completed article in time for the Change-over Dinner. Given these deadlines, it is almost impossible to avoid cramming, however the situation can be eased to some extent by encouraging all report contributors to make progressive jottings of reportworthy items as they occur throughout the entire year. This not only speeds up the report writing process but it minimises the likelihood of interesting and important matters being overlooked or understated in the end of year rush. Whilst accepting that the format of the Annual Report is very much a matter for the outgoing President, a couple of suggestions are nevertheless made which are aimed at adding to the report s completeness as a reference document - although the award of a Paul Harris Fellow is a highlight of any Rotary year, it is not featured in the Annual Report for the respective year because such report is finalised and produced a few weeks prior to the award being made at the Annual Change-over Dinner. To ensure that the award remains prominent in Club records, past recipients should be listed in each Annual Report in an ongoing honour roll; likewise, an honour roll of past Presidents should be enshrined in the Annual Report, showing the years in which they were President. 17. PREPARATION FOR ANNUAL HANDOVER/TAKEOVER OF OFFICIAL DUTIES At the end of April each year (or thereabouts), it is usual for the Club President to invite those members of the incoming Board who are not already on the Board to attend the May and June Board meetings as observers. This is designed to give new Board members an insight into Board procedures and to highlight any activities likely to overlap into the following year. In addition, it is customary for the outgoing President, Secretary and Treasurer to confer collectively and separately with their incoming counterparts during June to provide a briefing on the status of current activities and to ensure a smooth handover/takeover of responsibilities. Such a meeting also provides an excellent opportunity to discuss arrangements for the annual Changeover Dinner and in particular, any duties that will be shared between the outgoing and incoming teams - refer also to notes under the heading ANNUAL CHANGEOVER DINNER