General Council Minutes 2013/14 First meeting Rotary ...€¦ · 2012/13 General Council minutes (19th-20th May 2013) (Annex G) – minutes noted. The IPP confirmed GC is the employer

1 | P a g e 11-120813 GCmins – Final approved Annex – to agenda / Appendix - to minutes

General Council Minutes 2013/14 First meeting

Rotary International in Great Britain and Ireland

Time and Date: 2pm on the 11

th August; 9am on the 12

th August 2013

Location: Secretariat

Distribution of minutes: Officers of the Association, District Governors, Past Presidents of the Association, District Governor-Elects, Officers-Elect, Chairman of the Audit Committee, General Secretary of RI, Chairman and members of the Constitutions committee.

Personnel: Governors, Districts 1010 to 1120 & 1140 to 1290 NAN McCREADIE (Feltham) Chairman; JOHN MINHINICK (Burntisland & Kinghorn) Immediate Past President; PETER KING (Kew Gardens) Vice President; NIGEL BARNFIELD (Bishops Waltham) Hon. Treasurer; MIKE WEBB (Mendip) RI Director; Attending: PETER DAVEY (Monmouth) Vice President Elect (no vote); LIZ EVANS, Executive Assistant. Apologies: DICK NATHAN, DG1130 MIKE GOODRIDGE, DG1250 – absent on 11/08.13 GED HEATHERINGTON, DG1280 – absent on 12/08/13

Item No conflict of interest was declared at the start of the meeting. Action

13.01 Urgent AOB to be declared – see item 13.14 for detail

DG1130 – Various (Annex L)

DG1070 - DYEA

13.01.01 President addressed the GC regarding the resignation of the Secretary/CEO Annemarie Harte. Due to the confidentiality agreement nothing more would be disclosed.

13.02 ACTION

RIBI Re-structuring update (Annex A) - Presentation given by MDR Chairman which shall be available on the website and in GC Dropbox. FAQs to be distributed to DGs. All information available on Pilot schemes is on the RIBI Website. DGs were asked to provide MDR Chairman with details about their district membership goals.

MDR

Chairman

DGs

13.03 ACTION

RIBI Re-organisation update – Exec Task Group (IPDGs William Harmsworth & Debbie Hodge) Presentation given which shall be available on the RIBI Website and in the GC Dropbox. Discussions took place on skill sets and strategic planning and the proposals made by the task group.

Exec Asst

GC.2013/14:01 - Vote carried in favour.

MPRC Committee to remain within the Service Committee group.

Proposed by DG1090, Seconded by DG1270 – for: 5, against: 14, abstentions 11. Vote carried against. There shall be a creation of a task force under the Executive Committee who shall work towards an execution plan of the RI Strategic plan to roll out within RIBI to view in line with the Service Committees and to identify and build upon the strengths of RIBI. The task force shall report progress back to the Nov GC 2013 RIBI.

GC.2013/14:02 - Proposed by DG1040, seconded by 1140. – Vote - for: 28, against: 3, abstained: 1.

The current task group of the Executive Committee shall continue working on the current proposal and report to the next Exec (Sept 24

th) GC (Nov 19

th).

13.04 Committee Reports & Goals (Annex C) – reports noted. RID reiterated that all recommendations from the Committees need to be submitted separately and not within report and in the correct format.

13.05 Administrative committee LG reports (Annex D) – reports noted.

13.06

Service committee LG reports (Annex E) – reports noted. MPRC – Comments made that no information regarding the change of RI Branding had been formally distributed to DG’s.


ACTION ACTION

Community – Colour days throughout the year to raise awareness – Red– British Heart Foundation, (February), Blue – Prostate Cancer, Pink – Breast Cancer, Purple – Stroke Awareness (April). Issue of members of committees using their own money to book rooms as they do not think there is enough money in the budget, such as when using York Gate premises. DG1220 to give Hon. Treas., more details. DG1280 stepped down as MPRC LG. There is now a vacancy.

DG1220 Pres

POST MEETING NOTE: DG1130 Chris Barnett has been appointed as the Liaison Governor for the MPRC Committee, effective immediately.

13.07 ACTION

District Governor Goals for 2013/14 – referred to the next meeting of General Council. GC Agda

13.08 Role of the RIBI President and RI Director (Annex F) – RID spoke to this paper which was agreed by the Governors.

13.09 ACTION ACTION

2012/13 General Council minutes (19th

-20th

May 2013) (Annex G) – minutes noted. The IPP confirmed GC is the employer of the Secretariat Staff. Discussion took place on overtly single gender clubs and the legalities of this issue. Clarification and rewording of GC.2012/13:91 agreed as below. Single Transferrable Vote Paper to be issued to GC (Appendix D).

Exec

Exec Asst & Secretariat

staff

GC.2012/13:91

The method used for elections shall be as previously used as the traditional single transferrable vote and when different the method shall be advised prior to voting taking place.

GC.2013/14:03- Vote carried in favour

Glossary of Rotary acronyms to be updated and appended to each set of minutes for all Rotary committees.

Minutes of Exec 9th

July 2013: IPP updated GC on selection of Secretary with the following details:

105 people showed initial interest. 55 applications were received. 13 selected for interview. 11 turned up. 5 candidates shortlisted to attend an assessment day over 19

th-20

th August.

President confirmed that the Personnel committee are looking to co-opt a Rotarian on to the committee that has HR experience.

Confirmation of budgets previously agreed (see decision below)

GC.2013/14:04 – Vote carried in favour (1 against)

Budgets confirmed as follows:

No RIBI Presidents representatives for district conferences

Reduced expenses for some Officers overseas trips including RI Convention, RI Assembly and RI Institute

Reduce subsidies at RIBI Conference

Reduce voting delegates contribution – conference registration fee now abolished for those attending business meeting only

13.10 Reports by RIBI Officers and RI Director

13.10.01 President: Very successful visits to 1180, 1070, 1010, football tournament in 1220 at St. Georges Park, President invited all Districts to join in with the tournament next year.

13.10.02 IPP: Working on Secretary recruitment, as Personnel Committee Chairman he is keeping in touch with staff. Appreciation to go to all the staff and the Management team and thanks to Liz Evans for the outstanding work she has been doing and continues to do in the interim period in the absence of the Secretary.

13.10.03 VP: Training of DGEs is on-going and working with LDTC Chairman and with Service Committee Chairmen to sort the issues with the way forward and setting their goals and strategies. VP will communicate with them throughout the year and will report back to GC.

13.10.04 VPE: The 26 DGs for 2015/16 will be meeting in October at the Secretariat for the first time as a team. Training is being prepared for this event with LDTC Chairman.

13.10.05

RID: (Annex H) – report noted. RID added the following: Encouraged the DGs to register for Institute 8

th-10

th November.

Launch date of RI Website is now 26th

August and not 19th

August. General Secretary of RI contract is up for renewal at the end of this Rotary Year, there are

discussions to extend this for another 3 years. RID asked for DGs to copy him in on any emails sent over to RI as it may be that he can help

speed the process up, this also applies if you are writing to Foundation to copy John Kenny in.

Please look at the amount of District Designated Funds your districts have that are not being used. It may be that you transfer the money to the Polio campaign funds.

RID


ACTION RI Branding information to be distributed to the DGs in due course. RPICs and MPRC Chairman will be compiling a guide on how to work with the new branding within RIBI.

RPICs & MPRC

Chairman

13.10.06 Rotary Club names changes, time changes and new charters (Appendix E).

13.11 Financial issues, report from the Hon. Treasurer (Annex J) – report noted. 12-15 Rotary clubs closed on 1

st July 2013. A number of clubs have still not sent in their subscriptions.

Information on where the money received for Pakistan Flood has been received. There has been a meeting with the Charity Commission and it is hoped that an accord can be established to allow RIBI to include the Charity Commission Quality Marks on relevant items. Negotiations are ongoing.

13.11.01 ACTION

Investment Portfolio (Annex J1) – report noted. Small growth over the last 12 months. Large amount of money pulled to fund the refurbishment and new roof and windows. Currently gaining 4.05% (dividend yield) return on our investments with Brewin Dolphin. Hon. Treas. asked for DGs to advise clubs to take photos of their regalia and to get them valued. If they are over the limit of the RIBI insurance they are advised to get these insured separately. There have been 3 reports of lost/stolen regalia since the 1

st July 2013.

DGs

GC.2013/14:05 – Proposed by Hon. Treas., seconded by DG1270 – all agreed.

Constitutions committee to review the voting procedures employed in Harrogate to make them more cost effective and efficient.

13.11.02 RIBI Donations Trust Summary (Annex J2) – report noted.

13.11.03 Management accounts to 31st

July 2013 (Annex J3) – report noted.

13.12 ACTION

Recommendations (Annex Kv3)

VP

GC.2013/14:06 – All agreed

ORA Committee to proceed with amended Risk Assessment and carry out the tasks therein.

R.VCS.2013/14:01 – Rejected. To be taken to the Service Committee Chairs meeting on 15th

August for more information, clarification and financial implications and with due consideration to the implications to the volunteer Rotarians serving on the committees.

Review the committee appointment schedule and consider changing the dates of appointments to the RIBI Committees and the Committees’ year of office.

Purpose and Effect There is a very short planning period between the initial Assembly planning meeting and RIBI Assembly, it is suggested that more time is required to plan an effective Assembly. Further, there is only a short period for the committee to make contact with District Chairs prior to Assembly. Thereafter there is a long interregnum before the committee can actively start its work (July 1

st).


Moodle shall be the designated format for training material and there should be appropriate links to committee pages on the RIBI website.

GC.2013/14:08 – Vote: for:24, against:2, abstained:5. Vote carried in favour.

The Association shall call to the 2014 RIBI Assembly the following groups: - DGE and Partners (DG 2014/15); DGN and Partners (DG 2015/16); Incoming DGN (DG 2016/17); 1

st and 2

nd year Ags; 1

st, 2

nd

and 3rd

year Secretaries; 1st

, 2nd

and 3rd

year Treasurers; Community; Vocational; International; Youth Service; Membership, Development & Retention; Rotary Foundation; Marketing, PR & Communications, Committee Facilitators and the 2013/14 LDTC.

The following recommendations from the Youth Service Committee (R.YS.2013/14:01-05) and the Rotary Foundation Committee (R.RF:2013/14:01-06) were rejected due to lack of Purpose & Effect and Financial Impact. All recommendations shall be taken back to the respective committees for completion. Delegated responsibility shall be given to the Executive Committee to agree the recommendations once all relevant information has been received. Proposed by DG1250, seconded by DG1040 – all agreed.

R.YS.2013/14:01 – Rejected

An Interact and Rotakids Steering Group shall be formed under the auspices of the Youth Service Committee. Steering Group members shall be appointed by the RIBI Youth Service Chairman.


R.YS.2013/14:02- Rejected

The Chairman of the Interact and Rotakids Steering Group shall be a co-opted member, with vote, of the RIBI Youth Service Committee.


The Chairman, or their designated committee member, of the RIBI Youth Service Committee shall be permitted to sit on the Springboard Future Young Chef Steering Group, as invited.


New Generations – Opportunities for Youth – Summary’ information sheet shall be removed from circulation as it is no longer relevant.


‘New Generations – Opportunities for Youth Competitions’ information sheet shall be removed from circulation as it is no longer relevant.

R.RF:2013/14:01- Rejected

The decision of the GC GC.2009/2010:09 “A trophy shall be awarded annually to a District for the most per capita district giving to the Annual Programmes Fund” shall be deleted.

R.RF.2013/14:02- Rejected

The decision of the General Council “HM Customs and Excise has confirmed that any donations to the Rotary Foundation made by Rotary Clubs out of their charitable funds will be regarded as a charitable application of those funds. (GC 50/51 Minute 7 M.279 and Inspector of Taxes’ letter of 11 April ‘69 in RIS-G, GC 82/83 Minute 27 Executive Item 5(a))” shall be amended to read “HM Revenue & Customs has confirmed that any donations to the Rotary Foundation made by Rotary Clubs out of their charitable funds will be regarded as a charitable application of those funds”.


The decision of the General Council GC.2011/12:22 shall be removed from under the Rotary Foundation Committee section of the 2013/14 Standing Decisions.


D1150 shall host the 2014 Link Weekend.


A budget of £4,000 shall be made available for the 2015 Link Weekend.


A budget of £2,500 shall be made available for the 2015 Rotary Foundation MYR/Foundation seminar.

GC.2013/14:09- Proposed by DG1120, seconded by DG1200. Vote – for:27, against:1, abstained:4

Trussell Trust shall be included in the Opportunities to Serve (RIBI Project Library) with immediate effect.


Service Committees shall be given delegated authority to remove projects from the Opportunities to Serve (RIBI Projects Library).

GC.2013/14:11 – Proposed by DG1120, second by DG1290. Vote – for: 31, abstained: 1

A DGE Seminar shall take place for the DG 2014/15 team during the year 2013, to be held separately from the GETs training programme. LDTC and VP to construct the training programme.

13.13 Appointment of Conference Chairman 2016 GC.2013/14:12 – Proposed by VPE, seconded by DG1200. All agreed.

The Conference Chairman for 2016 shall be Denis Spiller.

13.14 AOB

13.14.01 DG1130 – (Annex L) Items listed within the submitted paper were discussed throughout meeting.

13.14.02 ACTION

DG1070 – Youth Exchange Association Constitutions – Extra costs for the students which the DYEO D1070 is not happy to pass this cost on of £15 per candidate. Accounts have not been seen and information not known. VP declared interest as married to DYEA Chairman and gave background on DYEA and the fee to cover shortfall of reduction in the grant. Voted on at the AGM and constituted. If there is a lack of information this will be taken up with the Chairman. Chairman to distribute accounts, report and a copy of Constitutions of DYEA to the GC via Secretariat.

DYEA Chairman Exec Asst

13.15 Items for consideration by the Council of Past Presidents – Nothing declared.

13.16 Decisions on publication/confidentiality – agreed.

Second meeting of the 2013/14 General Council to be held on the 19th

November at 9am


APPENDIX A

Actions – General Council 11-12th

August 2013

Item Ref. Action Who When

13.02

RIBI Re-structuring update – FAQs to be distributed to the DGs MDR Chairman

ASAP

13.02

DGs were asked to keep in contact with MDR Chairman with details about their district membership

DGs Ongoing

13.03

RIBI Re-organisation update – Paper on this topic to be distributed to the GC.

Exec Asst Done

13.06

DG1220 to give Hon. Treas., more details on issue of members of committees using their own money to book rooms as they do not think there is enough money in the budget.

DG1220

ASAP

13.06 President to fill vacancy of LG on MPRC Committee. Pres ASAP

13.07

District Governor Goals for 2013/14 referred to the next meeting of General Council.

GC Agda 19th

Nov

13.09 Clarification and rewording of GC.2012/13:91. Exec Agda 24th

Sep

13.09 Single Transferrable Vote Paper to be issued to GC (Appendix D). Glossary of Rotary acronyms to be updated appended to each set of minutes for all Rotary committees (Appendix C).

Exec Asst & Secretariat

staff

Done

13.10.05 Information on RI branding to be distributed to DGs RID ASAP

13.10.05 Guidance on how to work with new RI branding shall be produced. RPICs & MPRC

Chairman

ASAP

13.11.01 DGs to advise clubs to photograph regalia and obtain valuations. DGs ASAP

13.12

R.VCS.2013/14:01 – To be taken to the Service Committee Chairs meeting on 15

th August for more information, clarification and

financial implications.

VP 15th

Aug

13.14.02

Distribution of financial report, accounts, minutes and Constitutions of DYEA to the GC via Secretariat.

DYEA Chairman Exec Asst

ASAP


APPENDIX B

Decisions – General Council 11-12th

August 2013

Rewording of GC.2012/13:91 – All agreed.

The method used for elections shall be as previously used as the traditional single transferrable vote and when different the method shall be advised prior to the vote taking place.

GC.2013/14:01 – Vote carried in favour.

MPRC Committee to remain within the Service Committee group.

GC.2013/14:02 – Proposed by DG1040, seconded by 1140. – Vote – for: 28, against: 3, abstained: 1.

The current task group of the Executive Committee shall continue working on the current proposal and report to the next Exec (Sept 24

th) GC (Nov 19

th).

GC.2013/14:03- Vote carried in favour

Glossary of Rotary acronyms to be updated and appended to each set of minutes for all Rotary committees.

GC.2013/14:04 – Vote carried in favour (1 against)

Budgets confirmed as follows:

No RIBI Presidents representatives for district conferences

Reduced expenses for some Officers overseas trips including RI Convention, RI Assembly and RI Institute

Reduce subsidies at RIBI Conference

Reduce voting delegates contribution – conference registration fee now abolished for those attending

business meeting only

GC.2013/14:05 – Proposed by Hon. Treas., seconded by DG1270 – all agreed.

Constitutions committee to review the voting procedures employed in Harrogate to make them more cost effective and efficient.


ORA Committee to proceed with amended Risk Assessment and carry out the tasks therein.


Moodle shall be the designated format for training material and there should be appropriate links to committee pages on the RIBI website.

GC.2013/14:08 – Vote: for:24, against:2, abstained:5. Vote carried in favour.

The Association shall call to the 2014 RIBI Assembly the following groups: - DGE and Partners (DG 2014/15); DGN and Partners (DG 2015/16); Incoming DGN (DG 2016/17); 1

st and 2

nd year Ags; 1

st, 2

nd and 3

rd year

Secretaries; 1st

, 2nd

and 3rd

year Treasurers; Community; Vocational; International; Youth Service; Membership, Development & Retention; Rotary Foundation; Marketing, PR & Communications, Committee Facilitators and the 2013/14 LDTC.

GC.2013/14:09- Proposed by DG1120, seconded by DG1200. Vote – for:27, against:1, abstained:4

Trussell Trust shall be included in the Opportunities to Serve (RIBI Project Library) with immediate effect.


Service Committees shall be given delegated authority to remove projects from the Opportunities to Serve (RIBI Projects Library).


GC.2013/14:11 – Proposed by DG1120, second by DG1290. Vote – for: 31, abstained: 1

A DGE Seminar shall take place for the DG 2014/15 team during the year 2013, to be held separately from the GETs training programme. LDTC and VP to construct the training programme.

GC.2013/14:12 – Proposed by VPE, seconded by DG1200. All agreed.

The Conference Chairman for 2016 shall be Denis Spiller.


Rejected Recommendations – General Council 11-12th

August 2013

R.VCS.2013/14:01 – Rejected. To be taken to the Service Committee Chairs meeting on 15th

August for more information, clarification and financial implications and with due consideration to the implications of the volunteer Rotarians serving on the committees.

Review the committee appointment schedule and consider changing the dates of appointments to the RIBI Committees and the Committees’ year of office.

Purpose and Effect There is a very short planning period between the initial Assembly planning meeting and RIBI Assembly, it is suggested that more time is required to plan an effective Assembly. Further, there is only a short period for the committee to make contact with District Chairs prior to Assembly. Thereafter there is a long interregnum before the committee can actively start its work (July 1

st).

The following recommendations from the Youth Service Committee (R.YS.2013/14:01-05) and the Rotary Foundation Committee (R.RF:2013/14:01-06) were rejected due to lack of Purpose & Effect and Financial Impact. All recommendations shall be taken back to the respective committees for completion. Delegated responsibility shall be given to the Executive Committee to agree the recommendations once all relevant information has been received. Proposed by DG1250, seconded by DG1040 – all agreed.

R.YS.2013/14:01 – Rejected

An Interact and Rotakids Steering Group shall be formed under the auspices of the Youth Service Committee. Steering Group members shall be appointed by the RIBI Youth Service Chairman.


The Chairman of the Interact and Rotakids Steering Group shall be a co-opted member, with vote, of the RIBI Youth Service Committee.


The Chairman, or their designated committee member, of the RIBI Youth Service Committee shall be permitted to sit on the Springboard Future Young Chef Steering Group, as invited.


New Generations – Opportunities for Youth – Summary’ information sheet shall be removed from circulation as it is no longer relevant.


‘New Generations – Opportunities for Youth Competitions’ information sheet shall be removed from circulation as it is no longer relevant.

R.RF:2013/14:01- Rejected

The decision of the GC GC.2009/2010:09 “A trophy shall be awarded annually to a District for the most per capita district giving to the Annual Programmes Fund” shall be deleted.


The decision of the General Council “HM Customs and Excise has confirmed that any donations to the Rotary Foundation made by Rotary Clubs out of their charitable funds will be regarded as a charitable application of those funds. (GC 50/51 Minute 7 M.279 and Inspector of Taxes’ letter of 11 April ‘69 in RIS-G, GC 82/83 Minute 27 Executive Item 5(a))” shall be amended to read “HM Revenue & Customs has confirmed that any donations to the Rotary Foundation made by Rotary Clubs out of their charitable funds will be regarded as a charitable application of those funds”.


The decision of the General Council GC.2011/12:22 shall be removed from under the Rotary Foundation Committee section of the 2013/14 Standing Decisions.


D1150 shall host the 2014 Link Weekend.


A budget of £4,000 shall be made available for the 2015 Link Weekend.


A budget of £2,500 shall be made available for the 2015 Rotary Foundation MYR/Foundation seminar.


APPENDIX C

Summary of Rotary Acronyms (updated August 2013)

By Category

Acronym Description

IW Inner Wheel

RGBI Rotaract in Great Britain & Ireland

RI Rotary International

RIBI Rotary International in Great Britain & Ireland

TRF The Rotary Foundation

RIBI & RI Officers IPP Immediate Past President

P President

PE President Elect (also known as Vice President)

PHT Past Honorary Treasurer

PN President Nominee (also known as Vice President Elect)

PP Past President

PRID Past RI Director

PRIP Past RI President

RID RI Director

RIDE RI Directory Elect

RIP RI President

RIPE RI President Elect

VP Vice President (also known as President Elect)

VPE Vice President Elect (also known as President Nominee)

RIBI Committees Appts Appointments Board Committee

Conf Conference

Const Constitutions

CoPP Council of Past Presidents

CS Community Service

Ctte Committee

DT Donations Trust

DYEA District Youth Exchange Association

ED&P Equality, Diversity & Protection

EFG External Funding Group

Exec Executive

Fin Finance

GC General Council

H&S Health & Safety

IS International Service

LDTC Leadership Development & Training

MDR Membership, Development & Retention

MPRC Marketing, PR & Communications

ORA Operations Review & Audit

PC Projects Committee

RF Rotary Foundation

RFUK Rotary Foundation (United Kingdom)

SAC Selection Advisory Committee


VS Vocational Service

YE Youth Exchange

YS Youth Service (previously known as New Generations)

District Officers AG Assistant Governor

DCO District Communications Chairman

DCV District Community & Vocational Officer

DEO District Extension (New Clubs Formation) Officer

DG District Governor

DGE District Governor Elect

DGN District Governor Nominee

DH&SO District Health & Safety Officer

DIO District Interact Officer

DISC District International Services Chairman

DITO District IT Officer

DMSC District Membership Services Chairman

DNG District New Generations Chairman

DPO District Protection Officer

DPRO District Public Relation Officer

DRFC District Rotary Foundation Chairman

DRO District Rotaract Officer (Rotarian as opposed to DRR who is a Rotaractor)

Dsec / DS District Secretary

DTC District Training Chairman

Dtreas / DT District Treasurer

DYEO District Youth Exchange Officers

DYOC District Youth Opportunities Chairman

IPDG Immediate Past District Governor

PDG Past District Governor

Events ABM Annual Business Meeting (at Conference)

ACSAA Assistant Chief Sergeant at Arms

Assbly Assembly

COL Council on Legislation (held every 3 years)

CSAA Chief Sergeant at Arms (SAA Team used at events for marshalling etc)

DOTS District Officers Training Seminar

GETS Governor Elect Training Seminar

HOC Host Organisation Committee

HOF House of Friendship (at Conference)

IA International Assembly (organised by RI for incoming DGs)

Inst Institute

MYR Mid Year Review meeting

PETS President Elect Training Seminar (some incorrectly call it PEPS)

SAA Sergeant at Arms

Manuals DGTM District Governors Training Manual

DIR Directory

MICO Manual for Incoming Club Officers

MOP Manual of Procedure


OD Official Directory (worldwide directory produced by RI)

OTS Opportunities to Serve (also known as Project Library)

PL Project Library (now called Opportunities to Serve)

Operations Team APF Annual Programs Fund

CLP Club Leadership Plan

CRB Criminal Record Bureau

DLP District Leadership Plan

EREY Every Rotarian, Every Year

GSE Group Study Exchange

PHF Paul Harris Fellow

Rtn Rotarian

Rty Rotary

RYLA Rotary Youth Leadership Award

WCS World Community Service

General 3-H Health, Hunger & Humanity

CAP Community Assistance Program

DDF District Designated Funds

FARG Foundation Alumni Resource Group

NID National Immunisation Day

OPV Oral Polio Vaccine

PEFC Polio Eradication Fundraising Campaign

RCC Rotary Community Corps

RRFC Regional Rotary Foundation Coordinator

ARRFC Assistant Regional Rotary Foundation Coordinator

RWPS Rotary World Peace Scholars

SAR Semi Annual Report (half yearly subscription payments)

SNID Sub National Immunisation Day

STV Single Transferrable Vote

VD Voting Delegate

WF World Fund

AOB Any other business

FAQ Frequently Asked Question

LG Liaison Governor

HR Human Resources

RPIC Rotary Public Image Coordinator


By A-Z List

Acronym Description

3-H Health, Hunger & Humanity

ABM Annual Business Meeting (at Conference)

ACSAA Assistant Chief Sergeant at Arms

AG Assistant Governor

AOB Any other business

APF Annual Programs Fund

Appts Appointments Board Committee

ARRFC Assistant Regional Rotary Foundation Coordinator

Assbly Assembly

CAP Community Assistance Program

CLP Club Leadership Plan

COL Council on Legislation (held every 3 years)

Conf Conference

Const Constitutions

CoPP Council of Past Presidents

CRB Criminal Record Bureau

CS Community Service

CSAA Chief Sergeant at Arms (SAA Team used at events for marshalling etc)

Ctte Committee

DCO District Communications Chairman

DCV District Community & Vocational Officer

DDF District Designated Funds

DEO District Extension (New Clubs Formation) Officer

DG District Governor

DGE District Governor Elect

DGN District Governor Nominee

DGTM District Governors Training Manual

DH&SO District Health & Safety Officer

DIO District Interact Officer

DIR Directory

DISC District International Services Chairman

DITO District IT Officer

DLP District Leadership Plan

DMSC District Membership Services Chairman

DNG District New Generations Chairman

DOTS District Officers Training Seminar

DPO District Protection Officer

DPRO District Public Relation Officer

DRFC District Rotary Foundation Chairman DRO District Rotaract Officer (Rotarian as opposed to DRR who is a Rotaractor)

Dsec / DS District Secretary

DT Donations Trust

DTC District Training Chairman Dtreas / DT District Treasurer

DYEO District Youth Exchange Officers

DYOC District Youth Opportunities Chairman

EFG External Funding Group

EREY Every Rotarian, Every Year

Exec Executive

FAQ Frequently Asked Question

FARG Foundation Alumni Resource Group

Fin Finance


GC General Council

GETS Governor Elect Training Seminar

GSE Group Study Exchange

HOC Host Organisation Committee

HOF House of Friendship (at Conference)

HR Human Resources

IA International Assembly (organised by RI for incoming DGs)

Inst Institute

IPDG Immediate Past District Governor

IPP Immediate Past President

IS International Service

IW Inner Wheel LDTC Leadership Development & Training

LG Liaison Governor

MDR Membership, Development & Retention

MICO Manual for Incoming Club Officers

MOP Manual of Procedure

MPRC Marketing, PR & Communications

MYR Mid Year Review meeting

NID National Immunisation Day

OD Official Directory (worldwide directory produced by RI)

OPV Oral Polio Vaccine

ORA Operations Review & Audit

OTS Opportunities to Serve (also known as Project Library)

P President

PC Projects Committee

PDG Past District Governor

PE President Elect (also known as Vice President)

PEFC Polio Eradication Fundraising Campaign

PETS President Elect Training Seminar (some incorrectly call it PEPS)

PHF Paul Harris Fellow

PHT Past Honorary Treasurer

PN President Nominee (also known as Vice President Elect)

PP Past President

PRID Past RI Director

PRIP Past RI President

RCC Rotary Community Corps

RF Rotary Foundation

RFUK Rotary Foundation (United Kingdom)

RGBI Rotaract in Great Britain & Ireland

RI Rotary International

RIBI Rotary International in Great Britain & Ireland

RID RI Director

RIDE RI Directory Elect

RIP RI President

RIPE RI President Elect RPIC Rotary Public Image Coordinator

RRFC Regional Rotary Foundation Coordinator

Rtn Rotarian

Rty Rotary

RWPS Rotary World Peace Scholars

RYLA Rotary Youth Leadership Award

SAA Sergeant at Arms

SAC Selection Advisory Committee

SAR Semi Annual Report (half yearly subscription payments)

SNID Sub National Immunisation Day


STV Single Transferrable Vote

TRF The Rotary Foundation

VD Voting Delegate

VP Vice President (also known as President Elect)

VPE Vice President Elect (also known as President Nominee)

VS Vocational Service

WCS World Community Service

WF World Fund

YE Youth Exchange

YS Youth Service (previously known as New Generations)


APPENDIX D

The Single Transferable Vote – How it works (August 2011)

As our election system in Rotary is largely based on what is known as the ‘The Single Transferable Vote’ system, it is most important to know how this system works. It may also be used by Districts if there are three or more nominees for District Office.

Assume that one candidate is to be selected from among five nominees for a Rotary office. The names of the five nominees (Black, Brown, Green, Grey and White) are printed in that order on a voting slip and the order of preference must be marked against the candidates of choice e.g. a ‘1’ against the first choice, a ‘2’ against the second choice, a ‘3’ against the third choice and so on. NO VOTE SHOULD BE MARKED WITH A CROSS. It is useful to number every candidate on the voting slip but this is not necessary if no opinion is held about some of the candidates.

Assume that 100 valid votes are cast. The scrutineers then sort these 100 into five piles, each pile containing all the votes cast as first choice for a particular candidate. After counting, the result is as follows:

Green = 33 (i.e. 33 voting slips had a ‘1’ against Green) White = 27 (i.e. 27 voting slips had a ‘1’ against White) Grey = 15 Brown = 15 Black = 10

None has secured a majority over all the others combined, some Rotarians might urge that Green should be elected but others might not, possibly on the grounds that if Black had not stood, all his supporters may have voted for White – putting him ahead. To find out if this is the case, Black is declared defeated (eliminated) and each of his papers is transferred to the candidate that his voters marked ‘2’. The result is as follows:

Green – 33 + 2 = 35 ( 2 delegates voted Black 1, Green 2) White – 27 + 3 = 30 (3 delegates voted Black 1, White 2) Brown – 15 + 3 = 18 (3 delegates voted Black 1, Brown 2) Grey – 15 + 2 = 17 (2 delegates voted Black 1, Grey 2)

Grey is now eliminated and each of his original 15 votes is transferred to whichever of the three remaining candidates voted as the next choice (‘2’). If any of these original votes is marked ‘2’ for Black, it will go to the third choice. The 2 votes picked up from Black will also go to the third choice. The result is as follows:

White – 30 + 8 = 38 (8 delegates voted Grey 1, White 2) Green – 35 + 2 = 37 (2 delegates voted Grey 1, Green 2) Brown – 18 + 6 = 24 (4 delegates voted Grey 1, Brown 2 and 2 voted Black 1, Grey 2, Brown 3) Non-Transferable – 1 (1 delegate voted Grey 1 and no more)

There is still no absolute majority over all the others combined. Had the result of the second elimination been:

Green – 35 + 16 = 51 White – 30 + 0 = 30 Brown – 18 + 1 =19

there would have been no need to eliminate Brown and redistribute his votes because Green would have had an absolute majority as, even if all Brown’s 19 voters had White as their next choice, White could not overtake Green’s 51 votes.

Brown is now eliminated and his votes re-allocated to either Green or White depending on the higher number of preference. The result is now as follows:

White – 38 + 13 = 51 (13 delegates put White before Green) Green – 37 + 1 = 48 (11 delegates put Green before White)

The 1 non-transferable vote could not have altered the result but if there had been more of them, they might have done. It is unwise not to number all candidates about whom an opinion is held.

If the final result had been a tie between Green and White, whichever of them had received more votes on the first count would have been declared elected. If they were equal on the first count, the one leading on the second count would have been declared elected and so on.


If there is a tie for bottom place, the eliminated candidate is the one who was lowest on the first count (or on earliest

count in which they were unequal). In the unlikely event of their tying all the way, the returning officer must draw lots.


APPENDIX E

Secretary Report – Club Changes and Charters

2013/14 As of 9

th August 2013

Change of Rotary Club Names:

Change from: Change to: Date:

Stansted Stort Valley Stort Valley 18th

July 2013

Storrington Storrington & Pulborough District 18th

July 2013

Change of Rotary Club Meeting Times:

Club Name Change From To Date

Southampton Clausentum (1110)

1915 1830 5th

July 2013

Dalkeith (1020) 1300 to 1400 1900 to 2000 on 1st

Wed 5th

July 2013

Scarborough Cavaliers (1040)

2000 1900 for 1930 5th

July 2013

Basildon (1240) 1830 1900 1st

August 2013

Rotaract Charters:

Club Name Cert Date

Dumfries (1020) 9th

Aug 2013

Interact Charters:

Club Name Cert Date

Uplands (1100) 11th

July 2013

Llanidloes (1180) 24rd

July 2013

Rotakids Charters:

Rotakids Name Cert Date Sponsor Rotary Club

Waddington & West Bradford CE Primary School (1190)

10th

July 2013 Clitheroe

Upperby primary School (1190) 10th

July 2013 Carlisle Castle

Russell Lower School Ampthill (1260) 18th

July 2013 Ampthill & District

Walton-le-Dale Primary School (1190)

1st

August 2013 Preston South

Baddow Hall Junior School (1240) 1st August 2013 Chelmer Bridge

Documents

General Council Minutes 2013/14 First meeting Rotary ...€¦ · 2012/13 General Council minutes (19th-20th May 2013) (Annex G) – minutes noted. The IPP confirmed GC is the employer