District 5300District 5300

Board of Director’s TrainingBoard of Director’s Training

20112011

Defining DocumentsDefining Documents

Our FocusOur Focus

• Documents that Governance Rotary Documents that Governance Rotary ClubsClubs

• Procedure ManualProcedure Manual– Rotary Club CharterRotary Club Charter– Rotary Club ConstitutionRotary Club Constitution– Rotary Club BylawsRotary Club Bylaws– Rotary Club Code of PolicyRotary Club Code of Policy

• BudgetsBudgets

The LayersThe Layers

2010 Manual of ProcedureA Reference Manual for Rotary®

Leaders

Updated every 3 years by RIUpdated every 3 years by RI

Samples documents of Charter, Samples documents of Charter, Constitution, Bylaws and Code of PolicyConstitution, Bylaws and Code of Policy

Guidance for Club Leaders just a click Guidance for Club Leaders just a click away...away...

Rotary Club CharterRotary Club Charter

• Designates Club as Member of Designates Club as Member of Rotary InternationalRotary International

• Defines the relationship of the local Defines the relationship of the local Rotary Club to Rotary International Rotary Club to Rotary International

• Rotary is like Kentucky Fried Rotary is like Kentucky Fried Chicken Chicken

Rotary Club ConstitutionRotary Club Constitution

• Clubs must adopt Clubs must adopt the standard Rotary the standard Rotary Club ConstitutionClub Constitution

• Only 2 exceptions Only 2 exceptions allowed:allowed:– 1) Clubs chartered 1) Clubs chartered

before June 6, 1922before June 6, 1922– 2) If the Board 2) If the Board

adopts provisions adopts provisions that do not that do not contravene with the contravene with the RI Constitution and RI Constitution and Bylaws Bylaws

Club BylawsClub Bylaws• Clubs should adopt bylaws Clubs should adopt bylaws

consistent with the consistent with the Constitution and bylaws of Constitution and bylaws of RIRI

• Sample bylaws can be Sample bylaws can be found on RI Website – found on RI Website – Manual of Procedures Manual of Procedures

• Can be tailored by any Can be tailored by any club to suit its needs, club to suit its needs, provided that such provided that such changes are not out of changes are not out of harmony with the harmony with the Standard Rotary Club Standard Rotary Club Constitution, RI Constitution, RI Constitution, RI Bylaws, or Constitution, RI Bylaws, or Rotary Code of Policies. Rotary Code of Policies.

• Six basic Six basic recommendations:recommendations:– Name of ClubName of Club– Number of DirectorsNumber of Directors– Date of Annual MeetingDate of Annual Meeting– Day of the Week and Tim Day of the Week and Tim

of regular Meetingof regular Meeting– Amount of Initiation feeAmount of Initiation fee– Amount of DuesAmount of Dues

Amendments to BylawsAmendments 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 PoliciesCode of Policies

• Suggested you adopt RI recommended Suggested you adopt RI recommended Club Code of Policy found on WebsiteClub Code of Policy found on Website

• Clubs can use the policies to establish Clubs can use the policies to establish their uniquenesstheir uniqueness

• Governs the affairs and limitations of Governs the affairs and limitations of the clubthe club

• Policies can define the relationship Policies can define the relationship between the board of directors and the between the board of directors and the committees (ie. club leadership plan) committees (ie. club leadership plan)

Code of PoliciesCode of Policies

• Differences between Bylaws and Code of Differences between Bylaws and Code of PoliciesPolicies

• Policies can be amended and changed by Policies can be amended and changed by Board and/or President as designated by Policy Board and/or President as designated by Policy

• SamplesSamples– Bylaw: Rotary Club of Timbuktu meets each Bylaw: Rotary Club of Timbuktu meets each

Wednesday at noonWednesday at noonPolicy: Rotary Club of Timbuktu meets at Denny’s Policy: Rotary Club of Timbuktu meets at Denny’s

banquet roombanquet room– Bylaw: Requirement for Club to have a PresidentBylaw: Requirement for Club to have a PresidentPolicy: Term of President and relationship to club Policy: Term of President and relationship to club

board, committees, and membersboard, committees, and members

BudgetsBudgets

• Board of Directors create budgetsBoard of Directors create budgets• Two Budgets neededTwo Budgets needed

– OperationsOperations– Charity accountCharity account

• Budgets establish expectations, priorities and Budgets establish expectations, priorities and limitationslimitations

Budgets are DUEBudgets are DUE

Wednesday, Wednesday, June 1, June 1, 20112011

• June 1, 2011June 1, 2011• To Miles PetroffTo Miles Petroff

– Miles.petroff@verizon.net

– 13554 Fairbanks, 13554 Fairbanks, Chino CA 91710Chino CA 91710