POLICY AND PROCEDURE MANUAL OF THE

Transcription

1 POLICY AND PROCEDURE MANUAL OF THE ROTARY CLUB OF SAN LUIS OBISPO INTRODUCTION The Rotary Club of San Luis Obispo has a Policy and Procedure Manual to insure consistent application of management, provide control of Club assets and provide guidance to Officers and Directors. The Policy and Bylaws Committee, along with the Vice President, will review the Manual annually and suggest amendments for Board consideration. Policy and procedure decisions of the Board will be promptly incorporated into the manual. The Policy and Procedure Manual will be used as a supplement to the Manual of Procedure published by Rotary International. This Policy and Procedure Manual was approved and adopted by the Board of Directors at a special meeting on June 14, The Manual contains 19 pages including: 1. This introduction; 2. Mission Statement; 3. Table of Contents; 4. Contents Articles 1 through 13. In addition, an Appendix containing Appendices A through J is included separately. Gail Hoffman Secretary 06/14/

2 ROTARY CLUB OF SAN LUIS OBISPO CLUB VISION/MISSION STATEMENT Our vision for the club during the Rotary year is to be a strong, financially secure, vibrant club with diversified membership of 115 or greater. We want to be known for our successful hands-on projects, generous scholarships program, support for local community needs and international projects, and support for The Rotary Foundation (TRF). We will continue our fundraising efforts to support these programs and to grow our scholarship endowment. We will continue to have weekly meetings and activities that are lively, informative, and fun, and that promote fellowship and good will among members. Deborah Linden, President /14/

3 TABLE OF CONTENTS Article Subject Page No. 1 Board Operations 4 2 Election of Officers and Directors 5 3 Club Administrative Operations 5 4 Meetings and General Meeting Conduct 8 5 Dues and Admission Fees 10 6 Fines, Recognition and Exemptions 11 7 Attendance 12 8 Financial Operations 12 9 Charitable Giving General Operations Membership Scholarships Appendix 19 06/14/

4 ARTICLE 1. BOARD OPERATIONS A. REGULAR MEETINGS POLICY AND PROCEDURE MANUAL Approved: 14 June Board meetings shall be held at least monthly, at a regular time and place in accordance with Article 4 Section 4 of the Club Bylaws. 2. The President shall prepare a meeting agenda, giving consideration to input from members of the Board or other Club members. This agenda shall be made available to members of the Board prior to the meeting. 3. Board Minutes - The minutes of each Board meeting shall be taken by the Secretary or acting Secretary as appointed by the President. Diligent efforts should be made to send the minutes to all Officers and Directors as soon as possible but not later than 24 hours prior to the next regular Board meeting. B. INCOMING BOARD MEETINGS The incoming president shall call at least two (2) meetings of the incoming Board prior to July 1. One meeting should be for budget preparation and determination of dues and fee structure for the new Rotary year. The other meeting should be structured as a Retreat to discuss plans for the ensuing year and to review committee, designations, and assignments so the club will be fully functional on July 1. C. JOINT MEETING D 1. There shall be at least one (1) joint meeting of the incoming and outgoing Boards to coordinate the transfer of information relating to Board duties. 2. The joint meeting(s) shall be held prior to July An additional purpose of the joint meeting is to review the Policy and Procedure Manual and Board actions of the current year. For additional information, see Section D of this Article. POLICY AND PROCEDURE MANUAL 1. As set forth in the Board Resolution establishing the Policy and Procedure Manual (see Appendix F), the Vice President shall be responsible for the maintenance, updating and reissue of this Policy and Procedure Manual with the assistance of the Policy/Bylaws Committee. The Vice President shall keep a record of policy actions taken by the Board throughout the year to identify changes to be made at the time of the annual update of the Manual. This record shall be presented to the Policy/Bylaws Committee chair at least three weeks prior to the final joint Board meeting (see Art. 1, C), so that the text of the manual can be updated by the Committee and be presented to the outgoing Board at the final meeting for approval. 2. Board resolutions or minute actions shall be a part of this manual on a contemporary basis by inclusion in the Appendix of a copy of the minutes of the Board of Directors Meetings. Following Board approval of the update, the minutes in the appendix can be eliminated. 3. At the final joint board meeting, the outgoing Board shall review the additions or changes to the Policy and Procedure Manual recommended by the Policy/Bylaws Committee. Additions or changes to the manual will be confirmed and approved by the outgoing Board and the manual shall be subsequently up-dated. At the incoming Board s first meeting in July, or as soon thereafter as possible, the Club Secretary will provide an updated copy of the manual to each Officer and Director. 06/14/

5 E PAST PRESIDENTS ADVISORY COUNCIL 1. The purpose of the Past Presidents Advisory Council is to stand ready to offer advice and counsel to the Club President, the Board of Directors, Committee Chairpersons, or to the entire Club, and to perform special assignments as requested by the President. 2. The Council has no authority to act for the club. 3. Membership of the Advisory Council shall consist of current members of the Club who have been past presidents of this or any other Rotary club. 4. The Chairperson of the Advisory Council shall be the Past President immediately prior to the most recent Past President. 5. The Advisory Council should meet at least once a year (January) or more often if requested by the President or members of the Council. ARTICLE 2 ELECTION OF OFFICERS AND DIRECTORS A. ELECTION PROCESS 1. The election of Officers and Directors shall be as set forth in Article 1 of the Club Bylaws. 2. Prior to the selection of the nominating committee, the annual election process shall be announced and explained from the podium for the benefit of all members. 3. Minutes of the election proceedings at the annual meeting shall be recorded and shall be approved by the current Board at its next regular meeting. B. QUALIFICATIONS OF PRESIDENTS 1. To be considered as a candidate for Club President, a member must: a. Be an active member in good standing and unquestioned integrity. b. Have served on the Board of Directors of the Rotary Club of San Luis Obispo. c. Have a good attendance record. d. Have leadership qualities and have the respect and confidence of the club members. e. Agree to attend the District s Presidents Training Seminar (PETS) and the Rotary International Convention f. Commit to at least two years of Rotary Service. g. Be familiar with the contents of the Club Constitution, Club Bylaws, Club Policy and Procedure Manual and R.I Manual of Operations (club level). 2. Special consideration will be given to candidates on the basis of their: a. Length and quality of Rotary Service b. Paul Harris member status. c. Attendance and or completion of the District s Potential Rotary Leaders Seminar (PRLS). d. Attendance at District Assemblies and Conferences and Rotary International Conventions. ARTICLE 3 CLUB ADMINISTRATIVE OPERATIONS A. DUTIES OF OFFICERS AND DIRECTORS The duties of the various Officers and Directors shall be as provided in the Club bylaws and as may be further recommended from time to time by official Board action. 06/14/

6 B. DUTIES OF PRESIDENT In addition to those duties prescribed in the bylaws, the President (while still vice president) shall: 1. Assign a Director to each of the Service Groups as specified in Art. 8, Sec. 2 of the Club bylaws. 2. Designate the committees that should operate under each of the Service Groups during the ensuing year. 3. Assign committee chairpersons and committee members while giving strong consideration to Directors input. This should be accomplished as early as possible prior to June 1 C. DUTIES OF VICE PRESIDENT (aka president elect or incoming president) In addition to those duties prescribed by the bylaws or other sections of this Policy and Procedure Manual (see Art. 1, D, 1), the Vice President, at the end of his/her office term, shall ensure the collection of relevant historical data by developing a brief history of events and accomplishments during the year, and provide such data to the History Committee Chair. D. DUTIES OF DIRECTORS 1. Attend all Board of Directors meetings or provide a replacement representative (proxy) if they are not able to personally attend. Non-attendance of two (2) meetings without proxy, or attendance by proxy at four (4) meetings, shall be cause for removal from the Board. Proxies will have normal voting rights. 2. Assume, upon direction of the President, responsibilities for Club activities that are included within the scope of the Service Groups to which they have been assigned. 3. Ensure the proper and effective functioning of committee activities within the assigned Service Groups. The titles, duties and compositions of the committees may be determined by the President, working in concert with the Directors. 4. Consider, at meetings of the Board, all actions, suggestions, funding requests or proposed activities prior to any Club commitment. 5. Assist and advise the President whenever such is requested, and/or bring to his/her attention any Club matters of general importance that may arise from time to time. 6. Assemble and deliver end-of-year committee reports (See Art. 3, G, 4) to the incoming President by June 30. E. SERVICE GROUP STRUCTURE 1. The purpose of the club service group structure is to identify club activity responsibilities and to spread such responsibilities over the membership of the Club, and in this manner, provide for the involvement of the general membership in carrying out the Object of Rotary through the Five Avenues of Service. 2. The six Service Groups identified in the Club bylaws oversee the major areas of activity within the Club. Within each Service Group are committees that carry out the particular tasks necessary to meet the Club s service and fellowship needs. 3. Each committee shall consist of one or more members and shall be headed by a Chairperson or co-chairs. 3. Shortly after the first of January, the incoming President should devise a method of ascertaining club members interests in working on various committees, with the intent of obtaining full club participation in volunteering to work on one or more committees. The Club members should be encouraged to involve themselves in the committee structure and serve on as many committees as they feel they have the interest, ability, and time. 06/14/

7 F. DUTIES OF COMMITTEES 1. Committees shall devise and carry out plans that will effectively promote those activities under their purview and will result in the betterment of the Club and the fulfillment of its purpose. 2. Committees should consider input from the general membership as to suggestions or comments regarding items under their responsibility. 3. Committees should meet periodically at the call of the Chairperson for updates on their program s progress, or as necessary to accomplish their duties. 4. The specific duties of each committee shall be as set forth in Appendix M, or as the President may further assign. G. COMMITTEE CHAIRPERSONS 1. Chairpersons may appoint from the Club membership additional committee members to carry out the purposes of the committee without placing undue responsibilities on any one person. If a list of members respective committee interests is available, it may be used to assist the Chairperson in making committee appointments. 2. Prior to July 1, each incoming Chairperson should present a report to the incoming President, through the appropriate Service Group Director, briefly indicating: Committee goals. Any foreseen problems in meeting those goals. Funding needs for Committee operations. Schedule and plan for Committee meetings. Membership of Committee. Present status of Committee activity 3. Each Chairperson should keep the Director, under whose control the committee exists, advised of the committee s on-going activities 4. Prior to the end of the Club year (June 30), each outgoing Chairperson shall submit a written report to his/her respective Director. Such report is to provide information to the incoming President, Board of Directors and all new Committee Chairpersons, and shall contain the following, if relevant: Summation of the Committee s activities during the preceding year. Problems encountered in reaching Committee s objectives. Suggested funding changes. Suggestions for new activities. Any other information that would assist in the carry-over of on going programs to the new committee. 4. Outgoing and incoming Chairpersons of each committee (including Service Group Directors) are encouraged to meet together to discuss on-going functions and activities of their respective committees. 06/14/

8 ARTICLE 4 MEETINGS AND GENERAL MEETING CONDUCT A. ANNUAL AND REGULAR MEETINGS Annual and regular meetings of this club shall be held at the times and in the manner as set forth in Article 4 of the Club Bylaws. B. HEAD TABLE The President will designate who is to sit at the head table. Members should be invited to sit at the head table on a rotational basis. An attempt should be made to keep the head table full. C. GUESTS As members of a professional service club, consideration, cooperation, and courtesy are expected. Members should go out of their way to make guests and visiting Rotarians feel welcome. D. POLITICAL STATEMENTS No political statements should be made at a Rotary meeting, this also includes introduction of visitors who are running for a political office. Programs of a controversial or political nature may be presented as long as they are balanced so that members can reach their own conclusions after fair examination of the issues. E. EARLY LEAVERS It is recognized that occasionally members have time constraints and may need to leave a meeting before the program is completed. To accommodate members in this situation, the following steps are to be followed: 1. Early leavers should be encouraged to sit at a table near the door so they may depart quietly and not disrupt the meeting. 2. Early leavers should excuse themselves to the program speaker and advise that they cannot remain for the program. This should be done prior to the commencement of the business portion of the meeting. 3. Early leavers may be expected to pay a fee to the Sergeant At Arms. This policy and amount is left up to the discretion of the Club President. (See Art. 6, A) F. COST OF MEETINGS Members will be billed for meeting costs prior to the end of each quarter by the club Secretary. The meeting cost will include the cost of the meal. G. COMPLIMENTARY MEALS 1. Programs: a. The Club will provide a complimentary meal to the program speaker. The President has the discretion to approve additional complimentary meals for program guests when appropriate. b. The Program Chair will inform the speaker of the Club s complimentary meal policy. This should be done in writing as part of the invitation in order to avoid misunderstandings. Exceptions to the number of complimentary meals should have prior approval from the Program Chair and the Club President. c. The Program Chair will provide the Club Secretary the names of those scheduled to receive complimentary meals. d. Members of the Club who are program presenters or who are seated at the Head Table do not receive complimentary lunches. 06/14/

9 e. Members of the Club who nominate employees or others for recognitions such as the Suggs Employee Recognition are responsible for paying for the lunches of their employees or others recognized. f. For scholarship programs, complimentary lunches will be provided to scholarship recipients and to one representative from each school. Parents and other guests are not provided complimentary lunches. g. Scholarship Donors (Rizzoli family) and other family donors will receive complimentary meals if they attend scholarship programs. h. Scholarship Program Chair will provide the Club Secretary the list of those scheduled to receive complimentary meals at scholarship programs. i. Complimentary meals will be charged to a Club Budget Item entitled Complimentary Meals. The Club Secretary will provide the number of complimentary meals served to the Club Treasurers on a weekly basis. j. If a guest who is provided a complimentary lunch chooses to make a donation to Rotary Charities, it will be accepted and allocated to Rotary Charities Scholarship Endowment unless otherwise designated by the donor. 2. Guests/Prospective Members: a. Club members are expected to pay for their invited guests, including guests who are prospective Rotarians. b. If the Club member does not pay for their guest s meal at the time of the meeting, the Club Secretary will provide him/her an informal IOU for the lunch. If prompt payment is not made, any remaining charges will be added to the Club member s quarterly meeting invoice. H. COMMITTEE CHAIRMAN REPORTS The President and Program Chairman should schedule various Committee Chairmen to report the purpose, plans and activities of their respective committees at a regular meeting during the course of the year. I. HOLIDAYS The following holidays shall be regularly observed as dark meetings: Martin Luther King Day --- Third Monday of January Presidents Day Third Monday of February Memorial Day Fourth Monday of May Labor Day First Monday of September Columbus Day Second Monday of October Other legal holidays or commonly recognized holidays that may happen to fall on regular meeting dates may be observed by the club as dark meetings when authorized by the Board. 06/14/

10 J. PAYMENT FOR MEETING S PROGRAM In the event that the Club must pay for a meeting s program, or be expected to make a donation to an organization presenting a meeting s program, prior approval of such payment or donation must be given by the Board. ARTICLE 5 DUES AND ADMISSION FEE A. DUES 1. The annual dues amount shall be as established by the incoming Board prior to June Annual dues are due and payable July 1 of each year; however, in certain cases of hardship and upon written request to the Club Secretary for Board approval, semi-annual payments may be made. In such instance, the due and payable date of the second payment shall be January 1, following. 3. A notice of annual dues will be sent by the Secretary to each member before July Annual or first payment of semi-annual dues will be delinquent if not paid by August 1, immediately following notice of annual dues. The second payment of semi-annual dues will become delinquent if not paid by February 1 of the following year. 5. Members having financial difficulties may defer payment date(s) for two months from the due and payable date(s), while retaining all membership privileges, by notifying the Club Secretary of the situation and the time frame when the dues will be paid. 6. Members failing to pay their dues by the prescribed date(s) may be assessed a penalty of $15. The Board may take other action as deemed appropriate. 7. Non-Payment of Dues: a. Any member failing to pay his/her dues within 30 days after the prescribed time shall be notified in writing by the Secretary at the member s last known address. If the dues are not paid on or before 10 days from the date of notification, such member s membership may terminate, subject to the discretion of the board. Notice of such termination shall be given to the member by the Secretary in writing. b. Such former member, at the discretion of the Board, may be reinstated to membership upon his/her written petition and upon the payment of all his/her indebtedness to the Club. 8. Upon the resignation of a member from the club, and subsequent approval by the Board, a portion of dues previously paid for the current year may be refunded, less any indebtedness of said member to the club at the time of resignation. Dues will be refunded only in the event of a hardship, which must be documented in writing and submitted to the President of the Club. No portion of admission fees or portions of dues submitted to R.I. or District 5240 may be refunded. 9. A schedule and breakdown of current annual dues, plus a monthly pro-rata payment and refund schedule are included as Appendix. A B. ADMISSION FEE: The admission fee shall be as established by the Board. (See appendix A for current amount) 06/14/

11 ARTICLE 6 FINES, RECOGNITION AND EXEMPTIONS POLICY AND PROCEDURE: The new President shall establish a policy and procedure for fines and shall describe such fines, policy, and procedure at his/her first club meeting. This should be followed by the placement of this information in the Club bulletin. B. THE PRESIDENT S CLUB The President s Club is an annual recognition which entails a donation of $100 or more to the Rotary Club of San Luis Obispo Charities, Inc. The President with board concurrence will recommend to the Charities organization a use for the President s Club funds. The President will provide a name for the club and will select a token gift to give to each member in recognition of the contribution. This is normally a personal cost borne by the President. C. EXEMPTION A member shall be chosen by the President, at random, for the Exemption at each weekly meeting. Each person with the Exemption will have the opportunity to illustrate or provide recognition for his/her business or profession. There will be no political dissertation allowed as per Rotary International s Manual of Procedure. Presentation of the Exemption should be brief and in good taste. (See Appendix B for Exemption Guidelines) D. PAYMENT OF FINES Members may give the Sergeant-At-Arms an IOU for fines. Any IOU not redeemed in 30 days will be turned over to the Club Secretary and the delinquent amount will be added to the member s quarterly meeting invoice. E. MISCELLANEOUS FINES The President (or acting President) may designate fines for failure to wear pins or badges. The President may levy fines at meetings for any other reason at his/her sole discretion. F. VISITING ROTARIANS Visiting Rotarians shall not be fined without prior permission. G. ABSENTEE FINES Absentee fines of the prior quarter that have not been collected by the Secretary shall be added to the member s quarterly meeting invoice. H. PROMOTIONAL FEE Upon the specific approval of the Club President or Director of Club Service, and the payment of a $25 fee, or other amount as may be established by the Board of Directors, any Member who is associated with a local non-profit charitable organization may have an item or flyer promoting an event or activity of such organization included in an issue of the club s electronic bulletin. Likewise, for the payment of the same fee, such qualifying member may distribute promotional flyers at a luncheon meeting or make an announcement regarding the event from the podium. I. ADVERTISING FEE As a small source of revenue for the club, members are to be encouraged to purchase banner advertisements on the Club web site for $10.00 per month. J. ROSTER BOOK REPLACEMENT Any member who requests one or more replacement roster books shall be charged $25 for each copy. Requests should be made to the Roster Committee Chair. 06/14/

12 ARTICLE 7 ATTENDANCE A. ATTENDANCE REQUIREMENTS 1. Every member of this club should attend its regular meetings. A member shall be counted as attending a regular meeting of this club if he/she is present for at least 60% of the time devoted for the regular meeting or makes up for the absence in any of the various ways set forth under Article 9, of the Club Constitution. 2. Attendance at a club service project will qualify as a make-up only if such project is authorized by the Board as a make-up eligible project and is announced as such at a regular club meeting. Duration of attendance at such projects shall be a minimum of two (2) hours or as the board may otherwise prescribe and announce. Authorization can be made after the event. B. NOTICE OF MAKE-UP A member shall be counted as being in attendance if he/she gives written notice, make-up card or , to the Club s Attendance Secretary. C. EXCUSED ABSENCES A member s absence shall be excused as permitted under the provisions set forth under Article 9, Sections 3 and 4 of the Club Constitution. Attendance reports in such cases shall be in accordance with the requirements of Section 5 of said Article. 9. This provision is called the Rule of 85 under which members who are 65 years old or more may be excused from membership requirements if their age combined with their number of years in Rotary equals or exceeds 85. Rule of 85 status must be approved by the Board of Directors based on a written request from the member. D. TERMINATION FOR NON-ATTENDANCE 1. Each member, other than an honorary or exempted member of this club must: a. Attend or make up at least fifty percent of club regular meetings in each half of the Rotary year. b. Attend at least thirty percent of this club s regular meetings in each half of the Rotary year. 2. If such a member fails to attend as required above, that person s membership shall be subject to termination unless the board consents to such non-attendance for good cause. 3 In accordance with the provisions of Article 12, Section 4 of the Club Constitution, the membership of any member of this club shall be subject to termination if, without the consent of the board, the member fails to attend or make up four consecutive club meetings. 4. To remind members of their attendance commitment, the Secretary shall send inquiries to those who miss meetings. The first inquiry shall be sent after a member has missed two (2) consecutive meetings, without notice of makeup. A second will be sent after the member has missed four (4) consecutive meetings, without making up. If the member does not respond to the second inquiry, the Secretary shall advise the Board of the member s attendance failure. After discerning the facts of the matter, the Board may approve termination of membership. E. PENALTY - FAILURE TO MAKEUP Members who miss meetings and fail to make-up the missed meetings will be charged for the cost of each meeting missed. ARTICLE 8 FINANCIAL OPERATIONS A. BANK ACCOUNTS 1. A checking account will be maintained for Club operating expenses. 06/14/

13 2. Funds should be maintained in interest-bearing accounts to maximize interest earnings. Total balances in these accounts should not exceed one year s operating expense. 3. The financial institutions to be used must be approved by the Board following the Treasurer s recommendation. B. AUTHORIZED SIGNATURES 1. The President, Treasurer, and Secretary as well as others designated by the Board will have signatory powers. 2. Two (2) individuals must sign any check exceeding an amount established by the Board, otherwise, only one (1) signature is required. 3. Signature cards must be updated annually between July 1 and July 15 and whenever needed. 4. Checks payable to a club signatory as provided in subsection 1, above, shall be authorized and signed by an alternate signatory. C. COMPENSATION OF OFFICERS No Officer or Board member shall receive compensation for their services. D. FIXED ASSETS 1. Purchase of capital assets in excess of $ must be approved by the Board. 2. A list of capital assets, as defined by a purchase price in excess of $250.00, shall be maintained by the Treasurer. 3. The physical whereabouts, condition, and club member in control of each item on the capital asset list shall be determined by the Treasurer annually and noted on the capital asset list. 4. Disposal of any capital asset shall be reported to the Board by the Treasurer. 5. The accounting and tax treatment of new capital asset purchases shall be determined by Club Treasurer in consultation with the club s outside CPA. E. BUDGET 1. The incoming President may appoint a Budget Committee for the preparation of a proposed budget. This committee should include the Club Treasurer(s). Prior to June 15, this proposed budget, including recommended dues, shall be presented by the Budget Committee to the incoming Board for tentative approval. Formal approval of both budget and dues shall be given at the new Board s first meeting in July. 2. Expenditures in excess of budgeted amounts require approval of the Board. 3. The year-end budget status and transition are to be reviewed by the incoming and outgoing Boards at the Joint Meeting in June. A cash balance should be carried forward to allow the incoming Board cash for operating needs. F. BILLING 1. New members shall pay their first year s dues and admission fees in advance prior to induction into membership. After induction they will be billed by the Secretary for meeting expenses for the remainder of the quarter. 2. Present members will be billed annually for dues and quarterly for meeting expenses by the club Secretary. (See Article 5 Dues and Admission Fee.) G. FISCAL YEAR - CLUB YEAR The fiscal year shall be from July 1 to June 30. H. PAYMENT OF BILLS 1. Bills shall be paid on a timely basis. 06/14/

14 2. All bills shall be paid from a statement or invoice, except mail order purchases that require advance payment. 3. Advance deposits may be given, upon approval of the Board. I. REIMBURSEMENT 1. Members in the course of performing Rotary Club business and who have incurred expenses on behalf of the club may be reimbursed. These expenditures shall be approved by the President, Treasurer, or Secretary. 2. Reimbursement requests shall be submitted on a form provided by the Treasurer and approved with signature by the appropriate Committee Chairperson and/or Club Officer/Director. Completed forms shall be submitted to the Treasurer for payment. Committee Chairpersons and Club Officers other than the President should not approve their own reimbursement requests. J. OFFICIAL TRAVEL 1. The travel expenses of the President-elect to the Rotary International Convention will be paid as follows: a. Transportation All expenses incurred by the President-elect and spouse traveling to and returning from the convention will be covered. Reimbursement for travel expenses shall be based on the most economical means consistent with the trip. When personal autos are used, mileage will be reimbursed at the IRS rate. b. Subsistence Actual cost of lodging for the President-elect and spouse during the term of the convention will be allowed. Any motel or hotel recommended by the convention authorities will be acceptable. Actual cost of Rotary-sponsored banquets will be allowed for the president-elect and spouse. c. Other Expenses Cost of registration will be allowed. The President-elect must meet all other expenses. 2. Expense Accounting Travel advances will be allowed. The President-Elect will keep a memorandum of all expenditures to be charged to the club. Each expense will be noted on an expense claim, which will be submitted for approval prior to payment. Receipts will be required on all items in excess of $ No other expenses for Officer/Director travel are authorized. K. SPECIAL EVENTS 1. Club special events, such as Rural Urban, etc. shall be self-supporting and not be a cost to the club. 2. Monies collected by fundraising committees must be turned over to the treasurer of San Luis Obispo Rotary Charities, Inc (Rotary Charities) as soon as possible following receipt. Likewise, invoices for expenses of the fundraising must be turned over to the Rotary Charities treasurer for payment. In the event the funds raised during a fundraising event are less than the fundraising expenses, Club may request that Rotary Charities reimburse Club the difference. ARTICLE 9 CHARITABLE GIVING Funds raised by The Rotary Club of San Luis Obispo (referred to as Rotary in this article) for charitable purposes shall be administered by the Rotary Club of San Luis Obispo Charities, Inc. (a 501(c)3 organization referred to as Charities in this article). The Board of the Rotary Club of San Luis Obispo shall recommend to the Charities Board appropriate uses of the funds raised, including worthy recipients for the donations made by Charities. Lists of recommended recipients are developed by the Charitable Allocations and Scholarship Committees, reviewed by the Community Service 06/14/

15 Director, and presented by the Community Service Director to the Rotary Club Board of Directors for approval. The Rotary Club Board of Directors presents the approved list as a recommendation to the Charities Board for final decision and disposition. A list of funding priorities for charitable allocations shall be adopted by the Rotary Board of Directors prior to the selection of recipients. ARTICLE 10 A. SUPPLIES GENERAL OPERATIONS 1 Supplies shall be kept on hand to meet the needs of at least a month s use. 2. The Secretary shall procure all supplies including normal awards for the outgoing president. 3. The Sergeant-At-Arms shall maintain the inventory and request supplies when needed. B. SAFEKEEPING OF RECORDS 1. The Secretary shall be the custodian of the club records that shall include, but not be limited to, minutes of board meetings, contracts and correspondence. 2. The Vice President shall be the custodian of the official Club Policy and Procedure Manual. 3. The Treasurer shall be the custodian of Club financial records that shall include, but not be limited to, checks, cancelled checks, bank statements, and receipts. C. RETENTION OF RECORDS Documents maintained by the club Secretary should be maintained a minimum of ten years and thereafter may be disposed of with board concurrence. The following types of documents may be destroyed after four (4) years. Bank Statements and canceled checks Bills, statements and invoices Computer printouts of financial statements, journals, ledgers and similar types of forms Routine correspondence Original forms on which cash receipts are recorded by the Sergeant-at-arms committee or the Treasurer Journal entry forms Records of dues paid by members. Other items of a minor nature as determined by the Treasurer, President or Board of Directors D. RETENTION OF HISTORICAL DOCUMENTS The Club s historical documents and records shall be archived in the San Luis Obispo County Museum under the guidance of the Chairman of the History Committee. E. BULLETIN Each incoming President shall meet with the Director of Club Service and the Chairman of the Bulletin Committee prior to the beginning of the Rotary year to establish a theme and format for the bulletin. A calendar of prospective programs and Club/District events should be a regular feature in the bulletin. F. FIRESIDES 1. Firesides are an essential part of Rotary and a Club s need to provide a forum for informal discussion and counsel to the incoming President, Officers and Directors. Club principles, 06/14/

16 programs, events and practices are essential topics. These discussions and counsel are important to prepare for the forthcoming year. 2. Attendance by all club members is important and should be encouraged by the Firesides Committee and the President. G. MEMBERSHIP LIST 1. Members of this club should not use the Club Roster as a commercial mailing list, or make it possible for anyone else to use it for that purpose. It is improper for any member to take advantage of the Club Roster for commercial purposes. 2. Members shall not circulate a list of club members, or any portion thereof, or make a membership list, or any portion thereof, available to persons or organizations outside of the Rotary Club without written consent of the Board. 3. Members shall not use the roster listings to send mail or notices to members regarding functions or activities of organizations outside of this Rotary Club, or for any other non-rotarian business. H. INSURANCE. ARTICLE General Liability Insurance is covered under District 5240 s Master Insurance Policy. This should be augmented by additional insurance as may be necessary for all special events sponsored by the Club. Such insurance is available through Rotary International. 4. The Club is authorized to purchase Directors and Officers Insurance if it is deemed appropriate and necessary. MEMBERSHIP A. QUALIFICATIONS Per Rotary International s Manual of Procedures, each active member of the Club must be, or have been, personally and actively engaged in the business, profession, or community service in which he or she is classified in the Club. To qualify for Rotary membership, an individual must be an adult person of good character and good business and professional reputation: Engaged as a proprietor, partner, corporate officer, or manager of any worthy and recognized business or profession; or Hold an important position in any worthy and recognized business or profession or any branch or agency thereof and have executive capacity with discretionary authority; or Having retired from any position listed above; or Being a community leader who has demonstrated through personal involvement in community affairs a commitment to service and the Object of Rotary (Charity board member or formal recognition of community service); or Having the status of Rotary Foundation alumnus, and Having his/her place of business or residence in the San Luis Obispo area. B. INITIAL PROPOSAL FOR NEW MEMBERS A present club member who wishes to recruit a new member may first consult with the chairman of the Membership Development/Qualification/Classification Committee to discuss the candidate s background and possible membership, and whether or not there may be any questions about the candidate s qualifications C. PROCEDURE FOR MEMBERSHIP APPROVAL As set forth in Article 11 of the Club bylaws, the procedure for the approval of new members contains many steps. These steps are more broadly defined here. Whenever possible, transmission of information or forms shall be by Invitation to a Meeting: The club member (sponsor) invites a prospective new member (prospect) to one or two club meetings to determine if the prospect has an interest in becoming a member. If the prospect is interested, the sponsor may nominate the prospective 06/14/

17 member for membership. The prospective member shall be advised that the process may take several weeks. 2. New Member Proposal Form: The sponsor shall complete a New Member Proposal form and return the completed form to the Chair of the Membership Development/Qualification/Classification Committee. 3. Membership Committee Assignments: The Membership Chair suggests an appropriate classification for the prospective member, determines a badge number, and then assigns an action member of the Membership Committee to complete the following: a. Investigate the proposal and suggest approval or disapproval to the other Membership Committee members for their concurrence or disagreement. b. Transmit the Membership Committee s recommendation to the Board Secretary and if requested meet with the Board during their deliberations. c. After receiving board approval, transmit the proposal which contains the following information regarding the prospect to the Rotary Information Chair with copies to the Sergeant at Arms and the Membership Committee: Name Phone numbers , home and business addresses. Classification and badge number Sponsor s name d. Track the prospect through the process until inducted. 4. Meeting with Prospect: The Rotary Information Chair shall coordinate a meeting of the prospect, sponsor, and members of the Rotary Information Committee. Prior to the meeting, the Rotary Information Chair should advise the prospect that a photo suitable for the roster book will be needed. The Chair shall provide the prospect with the following: Prospective Member Letter of Understanding; Rotary Roster Information Form; and Invoice stating admission fee and initial dues. If after the meeting the prospect wishes to accept the invitation to become a Rotarian, the Rotary Information Chair collects: The signed Prospective member Letter of Understanding; The completed Rotary Roster Information Form; A check for the admission fee and initial dues; and A picture of the prospect suitable for use in the roster book. 5. Induction Preparation: After collecting the above items, the Rotary Information Chair shall provide them to the Membership Committee member who was assigned to track the process of the prospect. The assigned action member shall then: a. Notify the bulletin publisher to publish the name of the new prospect to the membership, along with assigned classification and sponsor s name; b. Give the roster information and photo to the Roster Chair; c. Give the admission fee and initial dues to the Club Treasurer after the prospect is inducted. (Note: If the prospect is not inducted the action member returns the check to the prospect); 06/14/

18 d. After ten (10) days following the publishing of the prospect s name in the club bulletin and having checked with the Club Secretary to determine that no objections have been raised, advise the President, Sergeant at Arms, Membership Service Director, and Roster Chair that the prospect is ready for induction; e. Advise the sponsor to coordinate the induction date with the prospect and the Club President. 6. Objection to New Prospect: If, following the publication of the new prospect s name, an objection is raised by a club member, the new membership process shall terminate and further action shall be turned over to the Board of Directors. The Board shall follow the review process as set forth in Article 11, Section 4 of the Club Bylaws and as herein amplified. 7. Investigation of Objections: a. Character issues: The President shall appoint no less than three (3) Board members to investigate the objection(s) in depth and to report back at the next board meeting. b. Qualification Issues: The Membership Development Committee shall provide a recommendation at the next Board meeting c. The Board s final decision for approval of membership shall require a minimum of seven board members approving. 8. Preparation for Induction: a. The Sergeant at Arms shall prepare the red badge and blue badge and give the red badge to the Membership Service Director. b. The Membership Service Director shall prepare a new member packet that includes, at a minimum, a club roster book, a red badge (received from the Sergeant At Arms), a Rotary pin, a 4-Way Test plaque, an Objects of Rotary plaque, a checklist of items to be completed prior to receiving a blue badge, and an instruction sheet for access to the club web site, and provide such packet to the President on the day the prospect is to be inducted. The President can then add anything to the packet that he desires. 9. Receipt of Blue Badge: Upon completion of the activities required for a new member to receive a blue badge, the member should report this completion to the Sergeant At Arms, who will then provide the blue badge to the President for presentation to the new Rotarian at a subsequent club meeting. 10. New Member Orientation: New members shall be provided member access to the Club website and directed to review relevant material on the website, including the Club Bylaws and Policy and Procedure Manual. One or more orientation meetings or programs directed to new members should be presented each year; however, all members can benefit and should be encouraged to attend. D. MEMBERSHIP RE-INSTATEMENT Within one year of resignation, a former member in good standing may re-apply for club membership by sending a written request to the President or Secretary. With a minimum of twothirds vote of approval by the Board, said former member may be re-instated to membership in the classification previously held if such is still open. If re-admission is approved, the former member will be exempted from paying a new Club admission fee, provided that any indebtedness of said member to the Club at the time of resignation be first paid to the Club. 06/14/

19 ARTICLE 12 SCHOLARSHIPS A. Scholarships in the following categories may be suggested to San Luis Obispo Rotary Charities, Inc (Rotary Charities) by the Board. (The scholarship committee chair organizes the selection process, presents the committee s list of candidates to his service group director, who presents the suggested list to the Board for ultimate approval by the Charities Board.) 1. CONTINUING Educational Scholarships a. Annual scholarships to local students in the following categories: (1) graduating high school seniors from San Luis Obispo High and/or Pacific Beach High to attend either a two or four-year college or university (2) current students at Cuesta College pursuing a vocational certificate program. b. Scholarships for other special categories c. Numbers and amounts of scholarships suggested must be in alignment with the amount of funds available for this purpose as is determined by the Rotary Charities organization. (A current history of previous scholarship awards must be maintained by the Scholarship Committee Chair.) 2. BILLY WATSON MUSICAL SCHOLARSHIPS (See Appendix D) An annual scholarship given to a college level county student of music in the minimum amount of $2, FRANK C.HOLT MEMORIAL SCHOLARSHIP This scholarship is jointly administered by Rotary Charities and the American Legion, Post #66. (See Appendix I) 4. AL RIZZOLI MEMORIAL VOCATIONAL SCHOLARSHIP This scholarship is funded by the Rizzoli Family and is administered by Rotary Charities. The program consists of 4 annual awards of $2,500 each for high school graduates who are pursuing a vocational education. B. SCHOLARSHIP PROCEDURES The Rotary Charities organization provides the Scholarship committee with checks for those they have selected for scholarship awards. The Scholarship committee will organize the distribution of the checks to the scholarship winners, typically at a Monday Rotary meeting. The scholarship committee shall also perform the following duties in that regard: 1. Notify the students selected for awards either directly or through their high school career counselor. Invite the scholarship winners to a Rotary meeting to receive their award. (For high school students their career counselor should be asked to coordinate.) 2. At the awards meeting present the winners with a certificate, the check from Charities, a copy of the luncheon program, and the IRS form for them to sign. Return the signed to form to Charities treasurer. ARTICLE 13 APPENDIX An Appendix or supplement shall be maintained to contain detailed information referenced to in various Sections of the Policy and Procedure Manual, and to temporarily include Board meeting minutes containing action items or policy statements enacted by the Board throughout the year. Upon conclusion of the Rotary year, the body of the Manual shall be updated to incorporate those actions. Changes to dues, fees, scholarship amounts, standard letters and forms, etc. shall be made to appropriate referenced pages in the Appendix. The updated Manual will be issued to the new Board for its guidance. The various letters, notices or forms are samples indicating contents desired. Actual text or data arrangement used may differ according to special needs. 06/14/