District 5300 Board of Director’s Training 2011 Defining Documents

Our Focus Documents that Governance Rotary ClubsDocuments that Governance Rotary Clubs Procedure ManualProcedure Manual –Rotary Club Charter –Rotary Club Constitution –Rotary Club Bylaws –Rotary Club Code of Policy BudgetsBudgets

The Layers

2010 Manual of Procedure A Reference Manual for Rotary® Leaders Updated every 3 years by RI Samples documents of Charter, Constitution, Bylaws and Code of Policy Guidance for Club Leaders just a click away...

Rotary Club Charter Designates Club as Member of Rotary InternationalDesignates Club as Member of Rotary International Defines the relationship of the local Rotary Club to Rotary InternationalDefines the relationship of the local Rotary Club to Rotary International Rotary is like Kentucky Fried ChickenRotary is like Kentucky Fried Chicken

Rotary Club Constitution Clubs must adopt the standard Rotary Club ConstitutionClubs must adopt the standard Rotary Club Constitution Only 2 exceptions allowed:Only 2 exceptions allowed: –1) Clubs chartered before June 6, 1922 –2) If the Board adopts provisions that do not contravene with the RI Constitution and Bylaws

Club Bylaws Clubs should adopt bylaws consistent with the Constitution and bylaws of RIClubs should adopt bylaws consistent with the Constitution and bylaws of RI Sample bylaws can be found on RI Website – Manual of ProceduresSample bylaws can be found on RI Website – Manual of Procedures Can be tailored by any club to suit its needs, provided that such changes are not out of harmony with the Standard Rotary Club Constitution, RI Constitution, RI Bylaws, or Rotary Code of Policies.Can be tailored by any club to suit its needs, provided that such changes are not out of harmony with the Standard Rotary Club Constitution, RI Constitution, RI Bylaws, or Rotary Code of Policies. Six basic recommendations: –Name of Club –Number of Directors –Date of Annual Meeting –Day of the Week and Tim of regular Meeting –Amount of Initiation fee –Amount of Dues

Amendments to Bylaws These bylaws may be amended at any regular meeting, a quorum being present, by a two- thirds vote of all members present, provided that notice of such proposed amendment shall have been mailed to each member at least ten (10) days before such meeting. No amendment or addition to these bylaws can be made which is not in harmony with the standard Rotary club constitution and with the constitution and bylaws of RI.

Code of Policies Suggested you adopt RI recommended Club Code of Policy found on WebsiteSuggested you adopt RI recommended Club Code of Policy found on Website Clubs can use the policies to establish their uniquenessClubs can use the policies to establish their uniqueness Governs the affairs and limitations of the clubGoverns the affairs and limitations of the club Policies can define the relationship between the board of directors and the committees (ie. club leadership plan)Policies can define the relationship between the board of directors and the committees (ie. club leadership plan)

Code of Policies Differences between Bylaws and Code of PoliciesDifferences between Bylaws and Code of Policies Policies can be amended and changed by Board and/or President as designated by PolicyPolicies can be amended and changed by Board and/or President as designated by Policy SamplesSamples –Bylaw: Rotary Club of Timbuktu meets each Wednesday at noon Policy: Rotary Club of Timbuktu meets at Denny’s banquet room –Bylaw: Requirement for Club to have a President Policy: Term of President and relationship to club board, committees, and members

Budgets Board of Directors create budgetsBoard of Directors create budgets Two Budgets neededTwo Budgets needed –Operations –Charity account Budgets establish expectations, priorities and limitationsBudgets establish expectations, priorities and limitations

Budgets are DUE Wednesday, June 1, 2011

June 1, 2011 To Miles Petroff –13554 Fairbanks, Chino CA 91710