100 Years of Rotary in Ireland Presidents Elect Preparation Seminar March 2013

Club Assembly The club assembly is where the message of the district assembly is translated into local terms. It is the incoming President’s responsibility to ensure that it proceeds along the right lines. Leading the assembly is one of the incoming President’s first duties and, in planning for it, to remind the officers and council of just what the assembly is expected to be. It should deal with what is proposed for the year ahead and should not degenerate into a discussion about what has been done in the past..

100 Years of Rotary in Ireland Presidents Elect Preparation Seminar March 2013 Club Assembly The club assembly should be held as soon as possible following the District Assembly (11 th May) and, in any event, before the end of June. A District Officer, ordinarily an Assistant Governor should be invited to attend and to sum up or take some other part in the proceedings. After introductory remarks by the incoming President each of the service committee chairs should be given time to put forward the committee’s plans for the year. Each presentation should be followed by a short discussion with a final summing up by the District Officer.

100 Years of Rotary in Ireland Presidents Elect Preparation Seminar March 2013 Specimen Club Meeting Agenda President opens Meeting; Introduction of visitors (Rotarian/non-Rotarian Grace; Meal; Introduction of Speaker Vote of thanks to Speaker Minutes or report of Council Meeting (if business meeting) Club announcements Close of Meeting Not all matters will be relevant to each meeting

100 Years of Rotary in Ireland Presidents Elect Preparation Seminar March 2013 The Club Council The governing body of the Club Constituted in order to maintain effective management Should meet once each month working to a prepared agenda One third of the members constitutes a quorum Any club member may attend a meeting of council either by invitation or otherwise but only council members may vote on matters before the meeting;

100 Years of Rotary in Ireland Presidents Elect Preparation Seminar March 2013 The Club Council Meeting Sample Agenda Apologies and absences from meeting Correspondence i.RI and RIBI ii.District Officers iii.Other Rotary Clubs iv.Other organisations v.Club Members Report of the Honorary Treasurer; Report of club Service Chairs; Club Returns;

100 Years of Rotary in Ireland Presidents Elect Preparation Seminar March 2013 The Club Council Meeting Sample Agenda Report of Representatives on District Council; Reports of Representatives on other bodies; Proposed resolutions for RIBI Conference/RI convention/Council on Legislation; Other Competent Business; Date of next meeting Not all items will be relevant to every meeting

100 Years of Rotary in Ireland Presidents Elect Preparation Seminar March 2013 Annual General Meeting The Annual General Meeting of the Club (in respect of which at least fourteen (14) day’s written notice shall have been given to all members) - other than honorary members - shall be held between 1 st April and 31 st May in each year but in any event prior to the District Assembly, for the purpose of Receiving Annual Reports from council and standing committees on the activities of the club for the current year Receiving the Report of the Treasurer and the proposed budget for the ensuing rotary year Electing (new) honorary members – it is not necessary for honorary members to be re-elected on an annual basis Electing a maximum of six (6) ordinary members of council

100 Years of Rotary in Ireland Presidents Elect Preparation Seminar March 2013 Annual General Meeting The Annual General Meeting of the Club (in respect of which at least fourteen (14) day’s written notice shall have been given to all members) - other than honorary members - shall be held between 1 st April and 31 st May in each year but in any event prior to the District Assembly, for the purpose of Confirming the appointment of or selecting the chairmen of committees Appointing a person or persons to examine the club’s books – a qualified accountant or two unqualified persons Electing representative(s) and substitute(s) of the Club on to District Council;

100 Years of Rotary in Ireland Presidents Elect Preparation Seminar March 2013 Special General Meetings Special General Meetings of the club (in respect of which at least fourteen (14) days notice shall have been given) must be held in each year for the following purposes: At such time between 1 st July and 15 th November to nominate elected members to the district council for the ensuing year; Before 1 st January to: i.Receive and approve the examined accounts for the year-ended 30 th June; ii.Elect by ballot of the Members the President for the next year but one; iii.Elect the President –Elect, Vice President, Secretary and Treasurer for the next Rotary Year; iv.Elect voting delegate(s) and substitute(s) to attend the next Annual Conference of RIBI; v.Select candidates for the office of President and Honorary Treasurer of RIBI for election at the annual conference of RIBI; A Special General Meeting may also be held at such time as shall satisfy the annually notified requirements of the District Council, for proposing a Rotarian from the District for submission to the District Council for selection as District Governor

100 Years of Rotary in Ireland Presidents Elect Preparation Seminar March 2013 Extraordinary General Meeting An Extraordinary General Meeting of the Club shall be convened: at any time by the Secretary on written request signed by at least ten per cent (10%) of the membership of the Club with a minimum of five(5) members. At least three (3) days’ written notice of such meeting shall be given to all members of the club. Will deal with matters not covered by either the Annual General Meeting of a Special General Meeting

100 Years of Rotary in Ireland Presidents Elect Preparation Seminar March 2013 District Governor’s Visit It is part of the District Governor’s duty to visit each rotary Club in his or her District; It is the club President’s duty to make arrangements for this visit. The District Governor will indicate when the visit is to take place and it is for the President to make the necessary preparations within the club. The governor will wish to spend some time with the officers of the club and to meet with the general membership of the club. The governor will not wish to see anything in the way of a “special performance” but rather to see the club as it is and to make some assessment of its achievements, its atmosphere and, perhaps, its shortcomings. The visit is not an inquisition but, rather, an opportunity for fellowship and helpful encouragement.

100 Years of Rotary in Ireland Presidents Elect Preparation Seminar March 2013 District Council An administrative body for District Affairs May be regarded as the Parliament of the district; wherein matters of importance to the clubs within the district are debated and decided Each club is entitled to one representative on the council with one additional representative for every twenty-five (25) or major part thereof of its active membership; Each club should appoint substitute representatives to serve at any meeting of the Council at which the original representatives are unable to be present Clubs should notify the District secretary of the names of representatives and substitute delegates;

100 Years of Rotary in Ireland Presidents Elect Preparation Seminar March 2013 District Council District council meets at least three (3) times in every year. The general practice is to hold four (4) meetings per year. One meeting must be held not later than 21 st January for the purpose of electing the District Governor; voting is by ballot and if there are more than two proposals or nominations the ballot is by a single transferable vote. The ballot may also take place by post. It is important that clubs be represented at District council to ensure a wide range of views are taken into account when matters are being debated. As is customary in such circumstances a quorum is necessary for business to be conducted effectively. Otherwise, a minority vote will influence and effect the development of the silent majority of clubs within the District.

100 Years of Rotary in Ireland Presidents Elect Preparation Seminar March 2013 Presidential Handover This is a significant event in the Rotary calendar and it is important that it is given sufficient status, dignity and publicity; It is important to realise that, regardless of when the formal handover takes place, the incoming President officially takes over on 1 st July. It is recommended that a suitable Press Release is available to supply to the local media.

100 Years of Rotary in Ireland Presidents Elect Preparation Seminar March 2013