District 5300
Board of Director’s Training
2011
Defining Documents
Our Focus
• Documents that Governance Rotary Clubs
• Procedure Manual
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–
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Rotary Club Charter
Rotary Club Constitution
Rotary Club Bylaws
Rotary Club Code of Policy
• Budgets
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
International
• Defines the relationship of the local Rotary Club
to Rotary International
• Rotary is like Kentucky Fried Chicken
Rotary Club Constitution
• Clubs must adopt the
standard Rotary Club
Constitution
• 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
RI
• Sample 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.
• Six basic recommendations:
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–
–
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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 twothirds 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 Website
• Clubs can use the policies to establish their
uniqueness
• Governs the affairs and limitations of the club
• 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 Policies
• Policies can be amended and changed by Board and/or
President as designated by Policy
• Samples
– 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 budgets
• Two Budgets needed
– Operations
– Charity account
• Budgets establish expectations, priorities and limitations
Budgets are DUE
Wednesday,
June 1, 2011
• June 1, 2011
• To Miles Petroff
– Miles.petroff@verizon.net
– 13554 Fairbanks, Chino
CA 91710