MANUAL OF PROCEDURE - Rotary Club of Fortitude Valley€¦ · This manual has been collated as a...

ROTARY CLUB OF FORTITUDE VALLEY INC Manual of Procedures

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MANUAL OF

PROCEDURE

Revised July 2006


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Table of Contents

1.0 PURPOSE ....................................................................................................................................... 5 2.0 ALMONER....................................................................................................................................... 5

2.1 DEFINITION ................................................................................................................................. 5 2.2 RESPONSIBILITIES .................................................................................................................... 5

3.0 ANNOUNCEMENTS DURING MEETINGS..................................................................................... 5 4.0 ATTENDANCE ................................................................................................................................ 6

4.1 COMMITMENT............................................................................................................................. 6 4.2 LEAVE OF ABSENCE.................................................................................................................. 6

5.0 ATTENDANCE OFFICER................................................................................................................ 6 5.1 DUTIES ........................................................................................................................................ 6

6.0 BOARD MEETINGS ........................................................................................................................ 7 7.0 BULLETIN ....................................................................................................................................... 7

7.1 BULLETIN EDITOR...................................................................................................................... 7 7.2 ELECTRONIC BULLETIN ............................................................................................................ 7

8.0 CATERING OFFICER...................................................................................................................... 7 8.1 DUTIES ........................................................................................................................................ 7

9.0 CLUB ASSEMBLY .......................................................................................................................... 8 9.1 TIMING......................................................................................................................................... 8 9.2 DESCRIPTION............................................................................................................................. 8

9.21 First Assembly July............................................................................................................... 8 9.22 Second Assembly January ................................................................................................... 8 9.23 Third Assembly June ............................................................................................................. 8

10.0 CLUB WEBSITE............................................................................................................................ 8 10.1 COMPILING OF INFORMATION ............................................................................................... 8 10.2 CLUB WEB PAGE...................................................................................................................... 8

10.21 Meetings ...............................................................................................................................9 10.22 Club profile............................................................................................................................ 9 10.23 Business links ....................................................................................................................... 9 10.24 Join us .................................................................................................................................. 9 10.25 Project and appeals .............................................................................................................. 9 10.3 Members area......................................................................................................................... 9 10.31 Notice board ......................................................................................................................... 9 10.32 Bulletin .................................................................................................................................. 9 10.33 Manual of procedure............................................................................................................. 9 10.34 Events / register.................................................................................................................... 9 10.35 Membership drive ................................................................................................................. 9 10.36 Directory ...............................................................................................................................9 10.37 Mass email.......................................................................................................................... 10 10.38 Makeups ............................................................................................................................. 10 10.39 Finance committee ............................................................................................................. 10 10.40 Photo library........................................................................................................................ 10 10.41 Bulletin archive ................................................................................................................... 10

11.0 COMMITTEES AND THEIR ROLES ........................................................................................... 10 11.1 COMMUNITY SERVICE COMMITTEE .................................................................................... 11 11.2 INTERNATIONAL SERVICE COMMITTEE ............................................................................. 12

11.21 Activity ................................................................................................................................ 12 11.22 Youth exchange program ................................................................................................... 12 11.23 Group study exchange teams............................................................................................. 12

11.3 NEW GENERATIONS COMMITTEE (YOUTH) ....................................................................... 13 11.31 Rotary Education Assistance Program (REAP).................................................................. 13 11.32 All rounder medal................................................................................................................ 14 11.33 Timetable of events ............................................................................................................ 14

12.0 VOCATIONAL SERVICE COMMITTEE...................................................................................... 15 13.0 MEMBERSHIP COMMITTEE ...................................................................................................... 16


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13.1 ACTIVE .................................................................................................................................... 16 13.2 SENIOR ACTIVE MEMBERSHIP............................................................................................. 16 13.3 PAST SERVICE MEMBERSHIP .............................................................................................. 16

14.0 DINNER DISCS ........................................................................................................................... 17 15.0 DISTRICT CONFERENCE .......................................................................................................... 17 16.0 DUTY OFFICERS ........................................................................................................................ 17

16.1 DUTIES .................................................................................................................................... 17 16.2 ROSTER .................................................................................................................................. 18 16.3 ROSTER PREPARATION........................................................................................................ 18 16.4 EXCLUSIONS .......................................................................................................................... 18 16.5 DUTY OFFICER SCHEDULE .................................................................................................. 18 16.6 ROSTER .................................................................................................................................. 18 16.7 DUTY CAPTAIN ....................................................................................................................... 18

17.0 HEADS AND TAILS / RAFFLES / COLLECTION BOX.............................................................. 19 17.1 HEADS AND TAILS ................................................................................................................. 19 17.2 RAFFLES ON CLUB NIGHTS.................................................................................................. 19 17.3 COLLECTIONS BOX................................................................................................................ 19

18.0 HONORARY MEMBERSHIP....................................................................................................... 19 18.1 SELECTION ............................................................................................................................. 19 18.2 ENTITLEMENTS ...................................................................................................................... 19

19.0 INDUCTIONS...............................................................................................................................20 19.1 INDUCTION PACK................................................................................................................... 20 19.2 ROLE OF PROPOSER ............................................................................................................ 20 19.3 PAYMENT OF DUES ............................................................................................................... 20 19.4 INDUCTION ............................................................................................................................. 21

19.41 Format ................................................................................................................................ 21 20.0 JOB TALK ................................................................................................................................... 22

20.1 JOB TALK ................................................................................................................................ 22 21.0 MAKING-UP ................................................................................................................................ 23

21.1 In Australia ...............................................................................................................................23 21.11 Definition............................................................................................................................. 23 21.12 Where can you Make-up?................................................................................................... 23 21.13 Recommendation:............................................................................................................... 23

21.2 MAKING UP AT OTHER CLUBS OVERSEAS ........................................................................ 23 21.21 Prior to departure................................................................................................................ 23 21.22 Visiting overseas clubs ....................................................................................................... 23

22.0 MEETINGS .................................................................................................................................. 24 23.0 MEMBERSHIP PROPOSALS ..................................................................................................... 24

23.1 ROLE OF THE CLUB AND THE PROPOSER......................................................................... 24 23.2 NOMINATION PROCEDURE................................................................................................... 25

24.0 PAUL HARRIS FELLOWS.......................................................................................................... 25 25.0 PRESIDENT ELECT TRAINING SEMINAR................................................................................ 25

25.1 TIMING..................................................................................................................................... 25 25.2 AIM ........................................................................................................................................... 26 25.3 FORMAT .................................................................................................................................. 26

26.0 PROGRAM DIRECTOR............................................................................................................... 26 26.1 DUTIES .................................................................................................................................... 26 26.2 OTHER RESPONSIBILITIES................................................................................................... 27 26.3 ROTARY CALENDAR.............................................................................................................. 27

27.0 ROTARY INFORMATION............................................................................................................ 28 27.1 BASIC INFORMATION............................................................................................................. 28

28.0 ROTARY SUPPLIES ................................................................................................................... 28 28.1 STATIONERY .......................................................................................................................... 28 28.2 LITERATURE / SUPPLIES/PINS /BADGES ............................................................................ 28 28.3 DINNER DISCS........................................................................................................................ 28 28.4 CLUB BANNERS ..................................................................................................................... 29


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29.0 THE ROTARY YEAR................................................................................................................... 29 30.0 SERGEANT AT ARMS................................................................................................................ 29

30.1 DUTIES .................................................................................................................................... 29 30.11 Prior to Meeting .................................................................................................................. 29 30.12 Commencement of Meeting................................................................................................ 30 30.13 Heads and Tails Segment .................................................................................................. 30 30.14 Thank you Gift .................................................................................................................... 30 30.15 Sergeant at Arms Session .................................................................................................. 30

31.0 SOCIAL AND FELLOWSHIP FUNCTIONS ................................................................................ 31 32.0 “TOP TABLE” SELECTION........................................................................................................ 31

32.1 PROCEDURE .......................................................................................................................... 31 33.0 TREASURER GUIDELINES........................................................................................................ 32

33.1 RESPONSIBILITIES ................................................................................................................ 32 33.2 ANNUAL FUNCTIONS AND RESPONSIBILITIES .................................................................. 32

33.21 Club Records ...................................................................................................................... 32 33.22 Budget ................................................................................................................................ 32 33.23 Subscriptions ...................................................................................................................... 33 33.24 Annual Report..................................................................................................................... 33 33.25 Bank Accounts.................................................................................................................... 33

33.3 CLUB ASSEMBLIES ................................................................................................................ 33 33.4 BOARD MEETINGS................................................................................................................. 33 33.5 WEEKLY MEETINGS............................................................................................................... 34

34.0 WHAT’S NEW IN MY BUSINESS ............................................................................................... 34


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1.0 PURPOSE

This manual has been collated as a guide for new Rotarians joining the Rotary Club of Fortitude Valley and for Rotarians taking up an office within the Club.

It covers how the Club runs, who does what and contains the experience of members who, over the years, have made our Club run smoothly.

The President Elect should update the information each year.

2.0 ALMONER

2.1 DEFINITION

The Oxford Dictionary of the Christian Church defines “Almoner” in the following words: An officer who has the duty of dispensing alms. Very frequently he is in holy orders. The Lord High Almoner of the King of England, who has the disposing of the King’s alms and on Maundy Thursday, in the absence of the King, distributes the royal Maundy, is usually a bishop. In France “Almonier” is used in a more general sense of “Chaplain”.

Other authorities would describe the office variously, ranging from “Official distributor of alms” to “Medico-social worker attached to a hospital”.

In the Rotary sense, it has more emphasis on the “pastoral care” of members who have either fallen ill or are caring for a family member who has suffered some adversity.

2.2 RESPONSIBILITIES

The Almoner is required to be alert to the emergence of such needs and to act with due speed and sensitivity. The occasion might require either a telephone call or a visit to the member concerned in order to ascertain if other more tangible action is required.

While the Almoner will attempt to be particularly observant of any member so afflicted, they will also need other members to advise them of any member who is in need of contact or action.

On the death of a present or past member, the Almoner will arrange for an all member mass email broadcast advising members of funeral details.

3.0 ANNOUNCEMENTS DURING MEETINGS

Announcements during Meetings are an excellent method of:

• soliciting support • promoting projects • advising members of the results activities

These announcements should be made during a special segment during the evening’s Program and may be posted on the club website by forwarding material to the web editor.


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Members should advise the President before the meeting commences that they need a “spot”. Depending upon the number of “spots” and the Program for the evening, the Announcement segment should begin about 6.45 pm.

In introducing the segment, the President should advise the order in which members are to make their announcements.

4.0 ATTENDANCE

4.1 COMMITMENT

Approximately 50 Club meetings take place per year. To meet their attendance obligations a Rotarian must:

Attend no less than 15 (60%) meetings in each half of the Rotary year Attend 18 meetings (60%) of the minimum 30 meetings at the Rotary Club of Fortitude Valley. Not to miss four (4) consecutive meetings without written authority from the Club Board.

4.2 LEAVE OF ABSENCE

Upon written application to the Board, setting forth good and sufficient cause, leave of absence may be granted excusing a member from attending the meetings of the Club for a specified length of time.

Note: Leave of Absence will prevent forfeiture of membership; it does not operate to give the Club credit for the member’s attendance. The excused member cannot be recorded as attending, but that absence is computed as Leave of Absence in the attendance record of the Club.

5.0 ATTENDANCE OFFICER

The Attendance officer reports to the Membership Director

5.1 DUTIES

Record all members’ attendance on a weekly basis.

Note “Make-ups” received, and record these against the relative weeks of absence at the Club.

Contact members personally where extended absences are appearing and advise or counsel them against jeopardising their Rotary membership.

Advise the Board each three (3) months of the position of attendance of every member.

Report monthly to the District Attendance Officer the number of club members, the total attendance percentage, to two decimal points, and number of meetings held in that month.

Make early contact with all Inductees and briefly explain all the attendance obligations of a new member.


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6.0 BOARD MEETINGS

Board Meetings are held at the discretion of the President, currently at 4.00 pm on the first available Thursday of each month at Fergies Print and Mail office at 37 College Rd Albion.

The President, Officers of the Club and the Directors of each Avenue of Service attend board meetings. Members may attend if they wish.

Business includes a report from each of the Directors of the various Service committees and the Club Secretary minutes all Board decisions.

A report on the decisions arising from the Board Meeting should be part of the Presidents message in that week’s electronic Bulletin

7.0 BULLETIN

7.1 BULLETIN EDITOR

The Bulletin Editor’s duties are:

To collate items provided by the President, Duty Roster co-ordinator and photographer. To draw members attention to Rotary issues, matters of interest within the Club and notice of forthcoming events.

Contributions also come from:

The Membership Officer Rotary Information Officers Members at large

7.2 ELECTRONIC BULLETIN

Once collated, the Bulletin is distributed by Emailing a link to the Club website to all members home and work email addresses. A limited number are printed and brought to the Club each Thursday and placed on the tables for member’s perusal - those not in attendance and without access to Email facilities receive a copy in the mail. A copy is available on the website and an archive of all electronic bulletins is accessible in the Members Area of the website

8.0 CATERING OFFICER

The Catering Officer is one of the Club Service Committee members.

8.1 DUTIES

To liaise with the staff at the Pavilion if necessary, regarding menus, service, table settings, room settings, etc.

To give The Pavilion staff adequate notice if the Club is meeting elsewhere on some occasion, and also give notice if dining numbers will be greater than usual, i.e. Ladies Nights, etc.


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9.0 CLUB ASSEMBLY

9.1 TIMING

Three Assemblies per Rotary Year is accepted as normal procedure. The first Assembly is to be held as early as practicable in the new Rotary Year, the second mid-term, and the third closing off the year.

9.2 DESCRIPTION

9.21 First Assembly July

A suggested year’s program is submitted to the first Assembly for consideration, discussion and, if acceptable, adoption. If the program is not acceptable it is referred back to the Board for amendment.

9.22 Second Assembly January

The second, and arguably the most important, is to give the floor to members for the opportunity of submitting suggestions, criticisms, opinions or points of view of a constructive nature, for possible adoption into Club philosophy as beneficial to all concerned.

9.23 Third Assembly June

The third Assembly provides the opportunity for the President, Directors and Officers to submit a report on objectives achieved and not achieved and recommendations for the incoming Board in the light of the experience of the closing Rotary Year.

10.0 CLUB WEBSITE

10.1 COMPILING OF INFORMATION

The Club has a website for access by all members and shows all details that would normally be in a Club Directory. Our Club number is 17796.

10.2 CLUB WEB PAGE

The Club web site www.valleyrotary.org.au has two areas, one for the general public and one that is password protected and therefore accessible only by members. The password changes each year and should not be disclosed to non-members.

A web editor and a web master operate the web page. The web editor controls content posted on the site whilst the web master maintains the site. Any requests for items to be posted on the webpage are forwarded to the web editor who then passes the material to the web master for inclusion on the webpage.

http://www.valleyrotary.org.au/


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As well as a link to the District 9600 web site, the public area has the following menu: -

10.21 Meetings – where and when we meet.

10.22 Club profile

- broken down in to a potted history of the Club, current office bearers, a record of Club achievements, a listing of past Presidents and Secretaries, a list of members maintaining a 100% attendance record. These are updated annually by the web editor.

10.23 Business links

- an area where members can list their business details and have a link direct to their website. A small charge, currently $30 is payable annually by participating businesses.

10.24 Join us

- information for potential members and a link to register interest in Rotary.

10.25 Project and appeals - where current Community Service projects are detailed.

10.3 Members area

- this is the link to the password-protected part of the site.

10.31 Notice board - where information for members is posted. Material to be posted is mailed to the web

editor.

10.32 Bulletin - this is where the latest bulletin is available and where members are directed when they

click in the link in the weekly Email notifying that the bulletin is available. The Bulletin Editor saves the latest edition here as part of the electronic distribution process.

10.33 Manual of procedure

- here an electronic version of the ‘Club’s Manual of Procedure’ is available as a reference for all members. This is updated annually by the President Elect and when complete is forwarded to the web editor for posting on the web site.

10.34 Events / register

- here details of Club events are published and members can us the link to the event organiser’s email to RSVP. Events organisers email details to the web editor for publication here.

10.35 Membership drive

- this provides information about increasing membership and contains an electronic nomination form that can be sent to the Membership Director and a list of unrepresented classifications. These are provided by the Membership Director.

10.36 Directory

- this links to a list of members and full contact details can be viewed by clicking on each member’s name. There is also an amendment link that allows members to update any contact details and automatically send their amendment to the web editor. Changes are sent to the web master at the end of each month and posted on the site.

New members are added to the Directory by the web editor who receives all details from the Membership Director and an electronic photograph from the Club photographer.


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The Directory master list also acts as the email list for bulletin broadcasts and the Mass email facility.

10.37 Mass email

- this is a member service than enables any member to send an email to every other member. The purpose is information seeking (eg. anyone know a good restaurant in Bathurst?) and is not to be used for commercial purposes.

10.38 Makeups

- here members can find information about making up and there is a link to Rotary E-club one where an on-line make up can be done.

10.39 Finance committee

- contains information about the management of the Rotary Fortitude Valley Charities Trust including an update and the investment team’s guidelines.

10.40 Photo library

- contains a link to Street’s Imaging where all Club related photographs are stored and prints can be purchased on line. This is an external site and is maintained by Street’s Imaging.

10.41 Bulletin archive

- here all e-Bulletins from July 3, 2003 are stored.

11.0 COMMITTEES AND THEIR ROLES

All Rotary Clubs function through the operation of various committees. The purpose of this is twofold:

To spread the workload through delegation To actively involve all members.

The Rotary Club of Fortitude Valley operates through six (6) committees:

• Club Service

• Membership

• Community Service

• Youth (Emerging Generations)

• Vocational Service

• International Service

The Chairperson of each committee acts as a Director on the Club Board.

The following pages cover the basic responsibilities of the committees.


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11.1 COMMUNITY SERVICE COMMITTEE

The function of the Community Service Committee is to allow the Rotary Club to improve the quality of life with the community, and in fulfilling this function it provides the means of sustaining the membership’s interest in Rotary in a way other than social fellowship or the possibility of business profit.

Most Presidents and their Boards identify a specific project which they wish to support in their year of office. Additionally there are numerous other organisations the Club has traditionally supported over many years.

This list does not limit the scope of the Community Service Committee which may wish to promote activities in the community in the areas of environment, care for the handicapped and senior citizens, and promote closer working relationships and understanding between city dwellers and their rural counterparts.

A Community Service might budget looked like this:

Activity: Income: Christmas Raffle Lunch and Dinner functions Miscellaneous Income

15,000

3,000 2,000

TOTAL:

$20,000

Distribution: Rotary International Foundation Rotary Exchange Student National Science Summer School RYLA Pride of Workmanship Award REAP Paul Harris Fellows (each) Miscellaneous Project for the current Rotary Year International Projects

$ 1,600

2,750 250 400 200

2,000 1,400 5,100 4,000 2,000

TOTAL:

$19,700

The Community Service Director and his committee therefore need to arrive at budget or target for their fundraising at the start of the Rotary year and then develop a program of events which allow their budget to be achieved. Some support is given in kind rather than cash, usually in the way of donation of man-hours to help with specific activities of the charities and organisations which are supported.

Means of fundraising vary, but have included:

Christmas Raffle Sale of Christmas Cakes and Puddings Sale of Wine A BBQ and Wine Fun Afternoon Charity Golf Day Dinner Dance


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When the team leader is selected (plus reserve) nominations will be called for team members - non-Rotarians 25 - 35 years. This occurs 9 - 10 months prior to departure.

11.2 INTERNATIONAL SERVICE COMMITTEE

11.21 Activity

As its name suggests, the International Service Committee keeps the global scale of Rotary on the Club’s agenda by:

• Direct participation in Rotary’s International Program • International Service month • International Toasts • International theme nights

Rotary provides many programs to enable International Service to be promoted. There are numerous “help” schemes such as Polio Plus, Donations in Kind and the like to promote in conjunction with Community Service activities.

11.22 Youth exchange program

Further avenues of service are in the Youth Exchange Program where the Club sponsors an outgoing student who will study overseas for a year, and host an incoming student for a year.

The procedures involving the hosting of an Exchange Student commence with the Board’s agreement to advise the District Youth Exchange Co-ordinator of the Club’s willingness to be a host Club.

For the outgoing student, the Club can promote nominations from local schools and shortlist candidates for selection by the District Youth Exchange Co-ordination panel. When a nominee is successful, a counsellor is appointed from within the International Service Committee to help with the preparation, including the donation of a blazer and attendance at the pre-departure orientation day.

Usually the Club liaises with the overseas host club and invites the Exchange Student to a meeting before leaving Australia. The Club is also represented at the student’s departure.

Upon their return the student is asked to be Guest Speaker and to relate some of their experiences as an Exchange Student.

11.23 Group study exchange teams

The last major involvement the Club has had in the International Service area has been through the Group Study Exchange Teams.

These are Rotarian-led visits to an overseas District where young non-Rotarian team members in the 25 - 35 age group are able to gain vocational as well as cultural experience in the host District.

The team visits various clubs during their tour and stay with Club members. They speak at Club meetings about their work and way of life in Australia.

Procedure:

The District Group Study Exchange Chairman advises Clubs that an exchange is planned, giving dates and destination.

The DGSE Chairman will call for nominations for a team leader, providing outline of qualifications.


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understudy interviews

team applicants

f five (5) plus two (2) reserves go into “training” for six (6) months prior to departure.

ides blazers for all members and economy class return air fares.

Host District provides accommodation in Rotarian homes.

luding health check and insurance (a requirement).

hange - six (6) weeks maximum.

11.3 NEW GENERATIONS COMMITTEE (YOUTH)

tructure for many years, it is only since 1992 that the District has recognised New Generations (Youth) as a separate entity from Community

sland Government issued ‘Blue Card’ is required for anyone having involvement with

non-adults.

tions (Youth) is promoted through a number of both World, District and Club programs, some of these programs are:

All Rounders Medal

orum

Autumn School richment

Assistance Program (REAP) and the All Rounder Medal are Fortitude

Valley Club projects:

11.31 Rotary Education Assistance Program (REAP)

Fortitude Valley and provides ongoing counselling and limited financial support to local students whose family and financial

ber of the New Generations (Youth) Committee and

it is preferable that they be prepared to serve a number of years as the coordinator.

A panel of experienced Rotarians, including the selected team leader and

Selected team o

District prov

All other expense is the responsibility of the team, inc

Duration of exc

Whilst this Committee has been part of the Club’s s

Service.

A Queen

New Genera

Rotary Education Assistance Program

Rotary Youth Leadership Awards CRA Youth Science FBHP engineering Summer School Siemens Science School Australian Information Technology Rotary Youth Program of EnCitizenship Adventure Training Cultural Exchange Matched Student Exchange Interact Youth Exchange Program

Of these, Rotary Education

REAP was pioneered by the Rotary Club of

circumstances may mean that the student will not be given the chance to reach their full academic, social or physical potential.

The scheme is administered by a mem


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The New Generations (Youth) Committee seeks nominations annually from local schools

Once recommendations have been accepted by the Board and the scope of the Program

unity Service budget. All expenditure must be

The Counsellor’s role is to monitor the student and act as his/her mentor. The Counsellor

REAP students are also eligible to attend other Rotary Youth activities such as RYLA or

11.32 All rounder medal

A program introduced in 1996 provides recognition to Year 7 Primary School Students.

The Award is presented to one boy and one girl from each of the primary schools within

The Award is presented as an “Also Ran” Award, ie students who tried hard but did not win

The Award is made by the Club at the end of the school year - preferably at the End of

11.33 Timetable of events

Following is an approximate timetable of Youth Service events:

Month: Activity:

and selects students after interviews with both the parents and the student.

confirmed in writing to the parents, the student, and the school, a counsellor from within the Club is appointed to assist the student. Funding for the project is through the commapproved by the REAP Co-ordinator and may be for uniforms, school outings, specialised tuition, text books or other items approved by the Club’s Board.

should report to the Board and the Club on a regular basis. It is beneficial to involve REAP students in appropriate Club activities.

RYPEN.

the Club area. Recipients are selected by the school.

any other award.

Year ceremonies.

July ultural Exchange Papua New Guinea

CUS/Europe Inbound YEP students arrive

August September

outh (New Generations) month

YClub Youth Dinner

ctober

itizenship Adventure

O C

ovember

dventure Under Sail

N ARYPEN Camp

ecember

election of REAP students

edal

D SPresentation of All Rounder MREAP Graduation


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Month: Activity: anuary

RA Science Forum

ool School

J CBHP Engineering SchSiemens Summer ScienceOutbound YEP students depart

ebruary

ultural Exchange Indonesia

F C

arch

YLA Camp

M R

pril

formation Technology School

A In

ay

YPEN Camp

M R

12.0 VOCATIONAL SERVICE COMMITTEE

Rotarians represent their vocation in their Club and it is the concept of worthy vocation which

Each vocation has its particular skills, most share many common factors and it is the Vocational

Respect for all worthy occupations

ffecting members’ businesses management and technology

The Committee should use the ‘Job Talk’, ‘What’s New in my Business’ updates, and visits to

October is Vocational Service month and traditionally the Vocational Service Committee handles

A job talk

member’s business cational theme

ds

As with all program arrangements, liaison with the Program Organiser, Bulletin Editor, Catering

The Committee should also take an international focus on issues, including:

Promotion of Rotary Recreational and Vocational Fellowships

lunteers Program

allows for a wide and varied blend of members.

Service Committee’s duty to promote:

Ethical standards in business Pride in workmanship Knowledge of issues aThe interchange of information on new trends in skillsContribution of members’ vocational talents to the needs of society

members’ places of business to allow members to gain an insight into each other’s vocations.

the program, which can include:

A visit to aA guest speaker promoting a voThe presentation of Pride of Workmanship Awar

Officer, and Duty Officers will ensure the smooth flow of Programmed events.

Encouragement and facilitation of participation in the Rotary Vo


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Supporting District activities such as the Group Study Exchange and other vocationally oriented international activities.

13.0 MEMBERSHIP COMMITTEE

This committee vets all proposals for membership. It thoroughly investigates the character, business, social and community standing, and general eligibility of all persons proposed for membership, and reports their decisions on all applications to the board. There are four kinds of membership: active, senior active, past service and honorary.

13.1 ACTIVE

A person who is engaged as proprietor, partner, corporate officer or manager of any worthy, recognised business or profession.

A person holding an important position in an executive capacity with discretionary authority in any worthy and recognised business or profession

Someone personally and actively engaged in the business or profession in which they are to be classified in the Club.

There cannot be more than one active member in each classification of business or profession with the exception of the religion, news media and diplomatic classifications, except the provision for additional active members.

Additional Active Member. Any active member of the Club may propose for and the Club may elect to active membership one additional person who is actively engaged in the same classification of business or profession as the proposer.

13.2 SENIOR ACTIVE MEMBERSHIP

Any active member or past service member who has been a member of one or more clubs for a total of fifteen (15) or more years.

Any active or past service member who is of the age of sixty (60) or more after having been a member of one or more clubs for twenty-five (25) or more years

Any active or past service member who is of the age of sixty-five (65) or more after having been a member of one or more clubs for a total of twenty (20) or more years. Any active member or past service member is a present or a past officer of Rotary International.

13.3 PAST SERVICE MEMBERSHIP

A person who has retired from active business or professional life but who is otherwise qualified for Rotary Club membership.


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14.0 DINNER DISCS

Dinner Discs are provided for all members and are distributed and colleced by the Duty Team at each meeting.

The Club Secretary orders “Dinner Discs” when a proposed new member has completed all formalities for induction as a member of Rotary.

The information required is:

The name by which the new member will be known to fellow members of the Club. The classification under which the new member is to enjoy membership of the Rotary Club of Fortitude Valley.

In the event of the loss of a Dinner Disc or the changing of a classification, a replacement Disc can be ordered by the Membership Director.

It is desirable to issue the Dinner Disc to a new member on the date of their induction or as soon as possible thereafter.

15.0 DISTRICT CONFERENCE

This event is the highlight of a Rotary year and demonstrates quite simply the worldwide sphere of influence of Rotary International and the depth of the Rotary clubs in our District. You cannot believe the variety of projects, the dedication and commitment by so many people. You will discover that it is an honour and privilege to be a member of Rotary. People like yourself take responsibility and enjoy socialising and working with what is the “cream of talent” in the community.

The District Conference is a place for new ideas and shared experiences from the brightest Exchange Student and Rotary scholars. The world becomes closer as you are touched by the person that will one day be our heritage. Bright guest speakers sow seeds of ideas to each of us who are willing to make a difference in our community through Rotary.

Socially you meet the families of members and by the end of the weekend you can say “we have made some wonderful friends through Rotary”.

16.0 DUTY OFFICERS

16.1 DUTIES

Duty Officers:

Set up the room prior to the Club Meeting and put away the equipment afterwards Greet members on arrival, distribute dinner discs Collect money Record the attendance of members, visiting Rotarians and guests


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16.2 ROSTER

The current list of Duty Officers, and those members who will be on duty in the next month, will be published in the Bulletin

Where circumstances do not allow a member to attend a Club Meeting when rostered for duty, the member must:

• Arrange for a substitute Duty Officer • Notify the team captain of the substitution

16.3 ROSTER PREPARATION

The Roster consists of five members:

1 x Captain (a senior Club member with regular attendance) 3 x Club members 1 x New Club member (minimum three months membership). If no new member, use four Club members.

16.4 EXCLUSIONS

There are a number of exclusions from the Duty Roster:

Board members Excused attendance members * Sergeant at Arms Bulletin Editor Leave of Absence members * Honorary members * * The Attendance Officer will provide names

16.5 DUTY OFFICER SCHEDULE

Prepare schedule (List of Duties) and keep updated as necessary.

16.6 ROSTER

Prepare Roster, rotating members in turn, on the last Thursday of each month for 2nd month in advance (ie prepare end September for November)

Give a copy of the Roster to the Bulletin Editor (last Thursday of each month) for him/her to publish the names in the Bulletin to give Duty Officers plenty of notice.

16.7 DUTY CAPTAIN

On the last Thursday each month give the Duty Officer Schedule and Duty Roster names to the incoming Duty Captain.


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17.0 HEADS AND TAILS / RAFFLES / COLLECTION BOX

17.1 HEADS AND TAILS

Immediately following the Loyal Toast and Rotary Grace the President invites the Sergeant at Arms to conduct Heads and Tails. A prize, usually a bottle of wine is provided to the winner’s table.

The winner is required to send a postcard (provided with the prize) to the Club’s Rotary Youth Exchange Student overseas.

17.2 RAFFLES ON CLUB NIGHTS

Club raffles are a form of fundraising for the Club and whilst all members are encouraged to participate, it is not compulsory.

Club raffles are normally run at a frequency of one per month. However, if a special need arises or a special cause is identified, additional raffles may be conducted.

17.3 COLLECTIONS BOX

During each regular Rotary Club Meeting a “REAP box” is circulated around all Club members, who are encouraged to donate “small change” which contributes towards the operation of the REAP programme. There is no expected minimum or maximum donation.

18.0 HONORARY MEMBERSHIP

18.1 SELECTION

A person who has distinguished themself by meritorious service in the furtherance of Rotary ideals may be elected by the Board to Honorary Membership in this Club.

18.2 ENTITLEMENTS

Honorary Members shall:

be exempt from the payment of admission fees and dues, have no vote, not be eligible to hold any office in this Club, not be considered as representing a classification, but be entitled to attend all meetings and enjoy all the privileges of the Club.

Any Rotary member who is entitled to any rights or privileges of any other Club should not be eligible to be an Honorary Member of this Club.

Each Honorary Member’s membership will be confirmed or terminated at the first meeting of the new Board for the ensuing year.


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19.0 INDUCTIONS

19.1 INDUCTION PACK

On Induction each new member will be made aware of the information available on our Website and will also be presented with an Induction Pack. This pack is to contain:

The new members Rotary Lapel Badge Information about Rotary International. A sitemap of the Rotary Club of Fortitude Valley website

New members should use this information in conjunction with the Website at the earliest opportunity. It will assist in gaining a better understanding of Rotary, how the Club operates and will help their speedy assimilation into the Club.

19.2 ROLE OF PROPOSER

The role of Proposer to the new member does not stop after Induction. As the nominator of a new member, the Proposer is to all intents and purposes the Club’s Special Representative in helping to extend Rotary by increasing the membership of the Club, and the Club expects the them to mentor the newly inducted member for their first few months as a Rotarian.

It is desirable that the Proposer:

Come with the new member for the first few weeks to the Club’s meetings and make sure that they meet as many members (and sits with different ones) as possible.

Take the new member to visit other Rotary Clubs to do a make-up and to ensure they will not be diffident in going to other Clubs alone.

Encourage the new member to register for the District Conference. If it so happens that it is impossible for the Proposer to also attend, please ensure that a fellow Club member looks after the new member.

Try to take the new member to at least one Committee meeting of each of the Club’s Service Committees during the first year so they get a picture of the Object of Rotary.

It is the role of the Proposer to ensure that the new member becomes a well-informed Rotarian as soon as possible. It has been proved that the first year of a member’s life in Rotary is the most crucial. Either they become imbued with the spirit of Rotary, or they lose interest and finally drift out, feeling that Rotary can offer nothing, and never realising what they could have given to Rotary.

19.3 PAYMENT OF DUES

The Board determines the annual subscription rate at the commencement of each Rotary year.

Annual Dues are advised at the first meeting following Changeover. Usually the Club Assembly. The Treasurer issues each member with an account for the dues. Any member failing to pay his dues within 30 days after the prescribed date shall be notified in writing by the Club Secretary. If the dues are not paid on or before 10 days from the date of notification their membership will be automatically terminated.


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A new member joining the Club pays either the full or half the amount of the annual subscription, dependent on the time of joining. Alternatively, the president and treasurer may decide on the amount. These dues must be paid before a new member is inducted.

19.4 INDUCTION

The Induction of a new member is an important occasion - not only to the member but also to the Club. The ceremony should be conducted with dignity.

19.41 Format

The new member, accompanied by his/her Sponsor, should stand with the President before the standing Club members to be inducted into the Club. The following is a suggested format to be used by the President:

You have been nominated for membership to the Rotary Club of Fortitude Valley because you are a leader in your career field.

Your contribution to the objectives of Rotary and to the objectives of this Club is requested and in return we expect fellowship and enjoyment to be our contribution to your life.

There is probably much for you to learn about Rotary, its obligations, its attendance rules, and its programs. Right now we want you to feel at ease and to feel wanted in our Club.

This is a fine Rotary Club, which was chartered in 1939. Many outstanding Rotarians have passed through this Club and there are many outstanding members in it today, some still learning about Rotary, some teaching about Rotary. We want you to become part of us. All you will need is the desire to learn and to serve, because that is what Rotary is - A Service Organisation. A worldwide organisation of over a million men and women who are committed to the ideal of service, to those less fortunate than us.

You will frequently hear of the Rotary Four Way Test, and which should apply in your day-to-day activities .It is a simple proposition of four questions:

FIRST Is it the truth? SECOND Is it fair to all concerned? THIRD Will it build goodwill and better friendships? FOURTH Will it be beneficial to all concerned?

The Object of Rotary is to encourage and foster the ideal of service as a basis of worthy enterprise and, in particular, to encourage and foster:

First The development of acquaintance as an opportunity for service

Second High ethical standards in business and professions; the recognition of the worthiness of all useful occupations; and the dignifying by each Rotarian of their occupation as an opportunity to serve society.

Third The application of the ideal of service by every Rotarian to their personal, business and community life

Fourth The advancement of international understanding and goodwill, and peace through a world fellowship of business and professional men and women united in the ideal of service.”


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We have various Committees in our Club and we would like you to be on the ……………………………… ……………………….Service Committee. The Director of that Committee is ………………………………… ……. and will welcome you and inform you of meeting dates and the objectives of that Committee. The member kit contains much information about Rotary and you should read it as soon as possible so that you may get an early grasp of the idea of Rotary. This is a happy Club that places much importance on Fellowship. As you integrate into our Club you will discover how strong that Fellowship is. It gives me much pleasure to ask your Sponsor ………………………… to present you with your Rotarian lapel pin. Wear it with pride because you are a Rotarian - a person committed to serving others. Thank you for joining our Club and I offer you the Right Hand of Rotary. Fellows would you welcome …………………………………. Into our Club.

20.0 JOB TALK

20.1 JOB TALK

The Job Talk is an opportunity for new members to introduce themselves and speak of their family and business to fellow Rotarians. They will be assisted in its compilation by their proposer

The Job Talk is in three sections:

A development of the domestic picture, family background and schooling (this should take no more than five minutes). Covering the chosen vocation, how it was chosen, qualifications and training. Company details may be included, what it does, its size, its products, its market. Corporate a/v materials may be utilised. Finally, a look into the future plans the member may have for him/herself, his/her career, and the future directions of his/her company and industry (this should take no more than 15 minutes).

There will be scope for questions at the end of the Job Talk and the new member’s Proposer will act as Chairman for the night.


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21.0 MAKING-UP

21.1 In Australia

21.11 Definition

A “Make-up” is the way Rotarians may protect their membership and receive attendance credit if they miss a meeting of their own Club. This is done by attending the meeting of another Rotary Club or certain functions in a period 14 days before or after the absence. When attendance is made up at another Rotary Club, the member should hand to the Duty Team the “Visiting Rotarian Card”, signed by the Secretary of the Club visited. They will pass this to the Attendance Officer. It is preferred that the member also advise the member’s own Club’s Attendance Officer of the make up as soon as possible after the event.

21.12 Where can you Make-up?

A “Make-up” can be made at any Rotary Club. A list of Rotary Clubs, nominating venue and time, can be found as follows:

Refer to our Website at www.valleyrotary.org.au for physical and internet make up protocols. In the District 9600 directory (hard copy if you can find one) By telephoning the Secretary of any capital city Club in Australia for information on nearby Clubs

Do carry your Member Identification Card as you may be required to produce your bona fides.

21.13 Recommendation: In the early weeks of membership the sponsor of a new member should take the inductee to another Club and share the procedure of “Making-up”.

21.2 MAKING UP AT OTHER CLUBS OVERSEAS

21.21 Prior to departure

See the Fortitude Valley Club Secretary to obtain a world-wide Directory of Clubs, meeting venues and times.

Also ask the Club Secretary for some Club banners (if available), and/or the inscribed speaker’s gift to take with you. Ensure you have your Rotary club membership card with you.

21.22 Visiting overseas clubs

Present yourself to the Club to show your Rotary Club membership card at the appropriate time and place where you intend to “Make-up”.

Seek out the Duty Officer or the President of the Club to express the wish to present them with a Fortitude Valley Rotary Club banner.

If they accept the banner they may present you in return with their Club banner. When presenting the FVRC banner, make a short speech extending “greetings” to them from our President and Fellows, and perhaps explain where and what Fortitude Valley is.

http://www.valleyrotary.org.au/


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If they present you with their banner, thank them in front of the meeting and tell them you will be delighted to pass it on to our Club, with a description of what a fine Club they are.

Note: Some overseas Clubs are very hospitable - some are not. Some may ask you to address their meeting briefly about Brisbane, Queensland, or Australia, or about our Club.

22.0 MEETINGS

The Club meets in the Pavilion at; Venue: Allan Border Field

Bogan St Albion 4010

Day: Every Thursday evening Time: 5.45 pm for 6.15 pm Meetings close: 7.45 pm

Over recent years there has been no meeting on the Thursday between Christmas and New Year - this is decided by the Board of Directors. No meetings are held on Public Holidays.

If meetings are held away from the usual published venue, a member is delegated to attend at Allan Border Field to provide “Make-up” cards for visiting Rotarians. This member is credited with an attendance.

23.0 MEMBERSHIP PROPOSALS

23.1 ROLE OF THE CLUB AND THE PROPOSER

In every community there are always people who can and should belong to a Rotary Club - and for whom legitimate classifications are available. Many of them would belong if they knew more about Rotary.

It is the responsibility of our Club to seek out these prospective members and awaken in them a desire to participate actively in the work of Rotary. To do this, it is entirely legitimate to use the same basic, dignified principles of salesmanship that many Rotarians may be accustomed to use in their own businesses.

But, it is important to maintain, at all times, a membership that will be a true cross-section of the business and professional life of the community.

Building up membership should not rest entirely on the Club’s Membership Committee. It is a job for each member.

However, no Club member should ever be thrust into the role of pressuring or begging a prospect to join. The idea is to convince prospects that Rotary will enrich their lives so that they will want to join. One way to do this is to invite them to one or two Rotary functions so they can see what occurs. You will then be able to judge if they seem interested in how Rotary operates.


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23.2 NOMINATION PROCEDURE

Every Rotarian who proposes a new member should understand the correct procedure for proposal and election. The following is a summary:

The Membership Committee is asked to evaluate the prospective member’s personal eligibility, business or professional and community standing and allocates a classification.

The Board then reviews the recommendation of the Committee. If it is sustained, the Club Secretary notifies the Rotarian who proposed the new member.

The proposer then has the “Right of Approach” to speak with the proposed member. This is usually done by making a convenient appointment and the proposer asks a past-President to accompany him to the appointment.

The proposed member, if they accept nomination, is required to sign an Indemnity Form.

The rest is routine:

Club members are notified (they have 10 days if they wish to file written objections).

The new member pays the fees, receives a membership card, is inducted into the Club, and subsequently given orientation.

Copy of the Proposal Card is available from the Membership Director.

24.0 PAUL HARRIS FELLOWS

A Paul Harris Fellowship recognises a person who pays directly, or has paid on his behalf, US $1,000 to the Rotary Foundation.

The tradition of the Fortitude Valley Rotary Club is that one or two awards are made each year, usually at the annual Changeover Night. Nominations are made to, or by the Board for this award to be purchased to recognise the service of a member or someone outside the Club with whom we have some connection.

Paul Harris Fellows wear a special lapel pin and until recently received a medal to wear on formal Club occasions.

25.0 PRESIDENT ELECT TRAINING SEMINAR

The PET Seminar is a very worthwhile exercise, especially if the President Elect has given thought and commenced planning for what he/she hopes to achieve during his/her year as President. Unless excused by the DGE, attendance is compulsory.

25.1 TIMING

1,1 In approximately April of each year the District Governor Elect (DGE), in conjunction with the District Trainer, conducts a training seminar for all incoming Club Presidents.


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25.2 AIM

The PET Seminar is designed to:

Implement the theme announced by the Rotary International President and any new or continuing programs of Rotary International. Enable planning for Club and District programs and activities for the succeeding year.

Help motivate Club Presidents to develop and perform their leadership role.

Inform Club Presidents on operations and activities of the District.

25.3 FORMAT

The PET Seminar is usually held over a weekend starting on Saturday morning followed by an informal dinner for the Presidents and their partners on the Saturday evening. The Partners may attend the Seminar if they wish.

The formal Seminar continues on the Sunday morning during which time the partners may attend a separate program involving exchange of ideas, involvement of families in Rotary, etc. The partners are usually taken on a local tour. The Seminar usually concludes in the early afternoon.

26.0 PROGRAM DIRECTOR

26.1 DUTIES

The Program Director’s duties are to identify and co-ordinate speakers for each meeting during the Club year. Some meetings are taken up with Club business but there are other events which form a traditional part of the Rotary year, eg:

Changeover Night Club Assemblies Partners Christmas Evening Christmas Message Anzac Day Message Pride of Workmanship Awards Night

In addition, there will be events and speakers organised by various committees within the Club and of course “Job Talks" by members of the Club, and “What’s New in my Business” Talks also by members.

This leaves approximately 25 meetings each year for the Program Director to select interesting speakers to address the Club - sources of speakers usually come from:

Referrals within the Club Articles in newspapers and radio items Rotary Information Centre can provide a list Telephone book for Government departments, museums, universities, etc. Institutions and professional bodies Charities and other service organisations.

The initial approach should give about two months notice and once accepted a Chairman for the night should be nominated. The Chairman’s role is to “host” the speaker on the night. Prior to the


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date, the Chairman should phone to re-confirm the arrangements and get sufficient details to introduce the Guest Speaker and thank them appropriately.

A standard letter or email confirming all details including a map identifying the venue and the name and contact number of the Chairman should be sent to the speaker. If audio visual equipment is needed the speaker is asked to contact the Club Director and confirm the requirements at the beginning of the week in question.

After the meeting it is customary to send a thank-you letter or email to the Guest Speaker, together with a copy of the Bulletin covering the night of their visit.

26.2 OTHER RESPONSIBILITIES

Keep the Board and Bulletin editor up-to-date with the Program. It is best to plan the whole year in advance.

Ensure that a deputy is briefed, who can handle the Program Director’s duties if necessary.

Have a standby program in case the speaker cannot attend and it is necessary to make last minute changes.

Remember: The more varied and interesting the Program, the more members will attend each Rotary meeting.

26.3 ROTARY CALENDAR

Month: Club Activities: July

Club Assembly District Governor’s visit between July & December

August Membership Month September New Generations (Youth) Month October Vocational Service Month

Christmas Raffle sales commence Pride of Workmanship Awards

November Rotary Foundation Month Partners Christmas Function

December Christmas Message Christmas Raffle Draw

January Rotary Awareness Month Club Assembly

February World Understanding Month March District 9600 Conference April

Magazine Month RYLA Camp Anzac Theme Night

June Rotary Fellowships Club Assembly (AGM) Changeover


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27.0 ROTARY INFORMATION

Rotary information for new members is essential. All new members must be involved in Rotary and their Club as soon as possible. Rotary Information is a great way to get them to like and enjoy Rotary.

27.1 BASIC INFORMATION

A knowledge of the history, aims, workings and reasons for Rotary is vital to all members, especially for new members. Much of this information is detailed in the Manual of Procedure but can be explained and “opened out” at Club meetings by an “experienced Rotarian”. Sections of Rotary, interesting points, by laws, and procedures should also be explained to all members at regular intervals and through the Bulletin. The Editor can include Rotary Information in the weekly Bulletin - RDU is always a good source for a Rotary spot.

Every new member should be exposed to as much information as possible by their Proposer and Interviewer.

28.0 ROTARY SUPPLIES

28.1 STATIONERY

Stationery items such as letterheads and envelopes are usually procured locally by contacting local printers and orders submitted.

28.2 LITERATURE / SUPPLIES/PINS /BADGES

Rotary Literature and other supplies are normally acquired through R D U Pty Ltd, a division of Rotary Down Under.

.2 A catalogue including price list and order form is provided by R D U Pty Ltd, usually on a yearly basis, to facilitate ordering by Clubs. Orders may be placed by telephone or by the specific order form. The Club Secretary has the order forms and should be responsible for the ordering of Club supplies.

R D U Pty Ltd P O Box 604 PARRAMATTA NSW 2124 Tel: 02 9633 4888 Toll Free: 1300 136 116

28.3 DINNER DISCS

Rotary Dinner badges are ordered on a prescribed form provided by the suppliers. At the present time this Club orders from:

Imprint Plastic U3/43 Norma Rd Myaree 6154 Tel: (08) 9330 1522 Fax: (08) 9330 5637


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Delivery of discs takes 10 - 14 days. A postage and handling charge is added to the cost of each Dinner badge.

28.4 CLUB BANNERS

Club banners, when required, are ordered from a local banner supplier who will need the artwork and necessary Club design:

29.0 THE ROTARY YEAR

The Rotary Year from a fiscal viewpoint runs from July 1 to June 30, the President and new Board are elected for the July 1 to June 30 period.

The Rotary International year starts and finishes at midnight on June 30, irrespective of any Club Changeover functions. Access to the R I website is only by the current office bearer.

Rotary International President sets his “theme” for the year which clubs may adopt as part of their program if they wish. There are numerous themes and these are attached to the months of the Rotary Year as follows:

July Literacy and Plans month August Membership September New Generations (Youth) October Vocational November Rotary Foundation January Rotary Awareness February World Understanding April Magazine month June Rotary Fellowships month

30.0 SERGEANT AT ARMS

The Sergeant at Arms’ duty, contrary to general opinion, is not solely one of running a “fines session” each meeting. Their duty is to control and maintain control of the running of the meeting (for example to ensure silence (by hitting the bell) when the meeting is being addressed) in the manner of an “MC” in conjunction with the President. Together they are responsible for the meeting running to time,

30.1 DUTIES

30.11 Prior to Meeting

Prior to the commencement of the meeting it is the Sergeant’s duty to check and ensure that all items required in the conduct of the meeting have been prepared, displayed, and made available, eg:

That the PA is working and that the volume is adequate That the Club Charter, sashes, gongs, gavels, flags, Monarch’s photograph and banners are displayed and ready for the meeting.


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In short, the Sergeant oversees the duties of the “Duty Officers”.

30.12 Commencement of Meeting

The commencement of the meeting in the Fortitude Valley Club is marked by a “gong” sounded by the Sergeant one minute prior to everyone being seated, with the words “One minute everyone”. One minute later a second “gong” is sounded to ensure members and guests are seated and that they welcome (by acclamation) the President as he/she opens the meeting.

30.13 Heads and Tails Segment

Immediately after grace is said and the toast to the Queen and Australia is taken, the Sergeant conducts the “Heads and Tails” segment (two hands on heads or tails, or one of each). Two coins are tossed - as in two-up - with the losers sitting down each time. The winner is the last one left standing. Make sure when there are three or less players that each one selects a different mode to avoid a tie or no winner at all. The prize is usually a bottle of wine (but doesn’t have to be), which is sent to the table.

The Sergeant ensures that the prize is available prior to the meeting.

30.14 Thank you Gift

The guest speaker is usually given a “thank you” gift at the end of the meeting. The Sergeant is responsible for ensuring that this gift is on hand prior to the meeting and available to the Chairman for the presentation.

30.15 Sergeant at Arms Session

The Sergeant’s session should be, on average, ten minutes. This session is primarily to be one of light-hearted humour by way of true life incidents to members present, both humorous and ones of serious achievement that have been noted in recent weeks. Fines are received from each person or persons named - they are required to stand to pay their fines. Members are only required to pay a fine once in any one session - however they may pay a second (or third) fine if caught in a “group fine” if they wish. Firstly, at the beginning of the fines session choose two “collectors” to move among the members to collect the fines. The fines for 2006-07 years are $2.00 with a fine of $3.00 for a birthday or anniversary. These last two fines are generally made at the beginning of the session as are the “late arrivals” and “early leavers” fines. The Sergeant should organise his order of fining so as to fine individually named members early in the session and the general “group fines” at the end, so everyone is fined. Visitors, guests, and guest speakers are not generally fined - however, in some instances it has been done and no Sergeant has yet been relieved of his duties for doing so. Good taste is the criterion. At the end of the session the collected money is given to the Treasurer.


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31.0 SOCIAL AND FELLOWSHIP FUNCTIONS

Social and Fellowship Functions form a large part of the Rotary Calendar of Events. These are co-ordinated by the Social/Fellowship subcommittee of the Club Service Committee. Events which can happen each year are:

Changeover Night Christmas Partners Night Progressive Dinner Theatre Nights Restaurant Nights Snooker Competition Boating / fishing / birdwatching weekends Christmas Party Hit and Miss Golf Days Parent and Son/Daughter Nights

Liaison with Program, Catering, and Bulletin Officers will ensure the social Program runs smoothly.

32.0 “TOP TABLE” SELECTION

32.1 PROCEDURE

A member of the Club Service Committee is allocated the duty of nominating members to join the President and Guest Speaker on the “Top Table”.

The Top Table usually seats five:

The President The Guest Speaker The Chairman for the evening The Sergeant at Arms One other Club Member

There is no hard and fast criteria for the selection of members for the Top Table. Wherever possible, all members of the Club should have the opportunity to be invited to the Top Table.

The criteria used could be:

A special theme New members To honour a special occasion

Members to sit at the Top Table should be advised as early as possible.

The President should also be advised the names of members/guests who will be at the table and whether there is a “special theme” or criteria used in the selection so that this information can be used in his/her introduction of the members/guests.


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33.0 TREASURER GUIDELINES

33.1 RESPONSIBILITIES The Treasurer’s prime responsibility is the management and control of all funds which are transacted through the Club’s books and appropriately reporting to the Club. This responsibility includes the preparation of annual reports and facilitation of an independent formal audit and subsequent lodging of same with the appropriate Government authority.

There are a number of functional responsibilities which can be quantified by periodic cycles and these are listed below with details of the specific action required.

Note: It is important to understand that it is not the responsibility of the Treasurer to seek Board approval of expenditure on behalf of committees. Each committee must work through their Director, who in turn must make representation to the Board for approval. The Treasurer has no discretion on approving expenditure.

33.2 ANNUAL FUNCTIONS AND RESPONSIBILITIES

33.21 Club Records

A comprehensive bookkeeping system must be established in which all the various income and expenditure items must be listed. It is usual to continue the system inherited from the preceding Treasurer. These ledgers are to be balanced against cash on hand in bank accounts.

33.22 Budget

Each year at the beginning of the financial cycle, the Treasurer must prepare a budget to cover the cost of administering the Club over the next year. He/she is not required to formulate a budget for fundraising activities but can assist the relevant Director if called upon.

In preparing the budget it is important to refer to the previous year’s actual figures which can be used as a base. Consider each item and forecast estimates based on known facts about events which will occur and based on conservative estimates of probabilities. It may be necessary to consult other Club members who may have responsibility for, say, the Bulletin. Pay particular attention to Club running costs.

As a rule it is better to ascertain what the total overheads will be and then work backwards to determine at what level the subscriptions will be set. This system gives the Treasurer the ability to adjust the estimates quickly, if necessary. It is not normal to lower subscriptions or to leave them at the same level unless alternate assured income can be demonstrated. However, this matter is simply addressed by establishing sundry income before considering the level at which the subscriptions will be set.

By attending District Assembly the Treasurer can gauge the level at which Rotary International District Capitalisation will be set. This may not be the case as it is not always clearly defined, in which case the Treasurer will need to liaise with the President and do some follow up with District Office. Upon establishing the budget the Treasurer must submit it to the Board for approval and then at Club Assembly for approval and/or comment/amendment by the members.


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33.23 Subscriptions

After the level of annual subscriptions has been adopted by the Club, the Treasurer must prepare an invoice for every member for their individual dues. A record must be kept for each member and their payment recorded therein. This is important as unpaid dues can affect membership. If after 30 days from issuance the invoice is unpaid the Treasurer must keep the Board informed of non-payment.

Note: Members of the clergy pay 50% of the annual subscription.

33.24 Annual Report

At the end of the financial year (June 30) the Treasurer must prepare a set of annual financial statements which accurately reflect the financial dealings of the Club over the preceding year. They are prepared in the normal commercial format. Upon drafting the reports they are presented to the Board for comment and approval and are then given to the Club’s Auditor, together with all bank statements and ledgers for formal audit. Upon receipt of an audit certificate, a copy of the accounts is included in the formal Annual Club Report and presented to members. It is necessary for a copy to be formally lodged with Corporate Affairs each year.

33.25 Bank Accounts

At the beginning of each financial year it is appropriate to review the Bank accounts held by the Club to ensure that they are adequate. It is necessary that the Bank Account authorities be changed each year to ensure that current office bearers are authorised signatories. Government legislation requires new signatories to provide adequate identification to meet the criteria. It is normal that the President, Secretary and Treasurer are the signatories, but in some circumstances there may be additional signatories. The Club is now ‘on-line’ for Internet banking and an ID and password will be required for the signatories. This should be changed for each incoming signatory and the old one cancelled.

33.3 CLUB ASSEMBLIES

At each Club Assembly the Treasurer must report to the members on the financial status of the Club. It is normal that a copy of his last report to the Board be copied and handed out to members and then the Treasurer simply summarises that report in a 4 - 5 minute talk to the Club. After any ensuing debate he/she then recommends to the floor that the report be adopted.

33.4 BOARD MEETINGS

At each Board meeting the Treasurer must present the following:

Summary of all ledgers, eg Administration, REAP and Activities Summary of all bank balances, which in total must agree with the total of all ledgers List of all payments made since the last Board Meeting List of all invoices due for payment Any other financial matter of relevance, eg unpaid subs.

The report must be recommended for adoption by the Board.


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33.5 WEEKLY MEETINGS

At each weekly meeting the Treasurer must collect all monies raised for Banking. This may be from an external activity but is primarily from three regular weekly sources: -

Surplus money from door takings (meals) Sergeant’s fines REAP box

Money collected is subsequently counted, recorded in the ledgers and banked.

34.0 WHAT’S NEW IN MY BUSINESS

What’s New in my Business gives members an opportunity to update fellow Rotarians of changes and developments in their businesses.

Generally one specific meeting every few months is set aside for What’s New in my Business with 2 - 3 members giving a talk of approx. 5 - 10 minutes duration.

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