ROTARY CLUB OF TOPEKA POLICIES

 

(Reviewed and Adopted March 2004)

 (Revised June 9, 2004)

(Revised November 9, 2005)

(Revised March 12, 2008)

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1.   Membership Status

 

The Membership Committee shall conduct a review of all of the Club members to determine membership status, i.e., those members subject to attendance requirements and those exempt from attendance requirements under the rule of 85.  Review shall also include determination of the classification of all members.  Those appointed to conduct such review shall present a report to the President and the Board listing all of the members, their status with respect to attendance and their classification..

[Revised 11-09-05]

 

 

 

2.   New Member Nomination

 

• Any member may propose a candidate for membership. 
• The member will complete the application forms and submit them to the President or the Executive Secretary.  
• The candidate will be announced at the first Rotary Luncheon meeting following receipt of the application to initiate the 10-day waiting period for member comments.

• The form will be copied and forwarded to the Membership Committee Chair.
• Membership Chair will submit the nomination to the Board at its next meeting following receipt of the application.
• Following the Board Meeting after favorable action and after 10-day waiting period the candidate is sent a letter notifying him/her of membership approval.

• Candidate is sent an invitation to an Orientation Luncheon.
• Candidate is now a full-fledged member of Rotary and the club.
• New Member Intro Chair, Membership Committee Chair, Classification Chair (to assign suitable classification), and sponsor are sent copies of approval letter.
• New Member Intro Chair contacts sponsor and arranges for the new member to be introduced to the club at a noon luncheon.
• A dues statement is sent the next month following approval and is prorated depending on what month of the quarter that month falls.  The new member is not charged for meals after their approval as a member until their first dues statement.  The applicable new member fee is included.  [Revised 11-09-05] [Revised 3/12/08]

 

 

 

 

3.   Former Member Who is Readmitted to Membership

 

If within one year after a member resigns their membership, that member is readmitted to membership in the Club, the initial fee will be waived, and the readmitted member will be asked to pay a $15 fee for administrative expenses.

 

 

 

4.   Transfer of Membership

 

The new member fee will be waived for members transferring from other clubs.

 

 

 

5.   Criteria for Selection of an Honorary Member

 

(a)    To recognize and honor outstanding members who for some reason cannot continue to be active and attend regular meetings.  This could be used in rare cases when it would be both an honor and a psychological lift for the recipient.

 

(b)    To recognize and honor an outstanding non-member in our community who has through long years of service made conspicuous contributions through one or all four Avenues of Service of Rotary International.

 

(c)    To recognize and honor outstanding non-members who are not eligible to membership but are recognized as experts in their field. (2000)

 

(d)    Honorary members shall be exempt from the payment of admission fees, and dues, shall have no vote and shall not be eligible to hold any office in the club.  Such members shall not hold classifications, but shall be entitled to attend all meetings and enjoy all the other privileges of the club in which they hold such membership.  No honorary member of a club is entitled to any rights or privileges in any other club, except for the right to visit other clubs without being the guest of a Rotarian.

 

 

6.   Excused Absence Policy (formerly Leave of Absence)

 

It is the policy of this Club to grant excused absences for extended periods (three or more consecutive weeks) when approved by the Board of Directors under the following conditions, including but not limited to the following:

 

(a)    Temporary transfer from the area for work related reasons making it difficult to make-up at another club.

 

(b)    Extenuating family circumstances, such as care for an ill member of the family.

 

(c)    Extended debilitating illness of the member.

 

(d)   Seasonal residence changes (Snowbird) making it difficult to make-up at another club meeting.

 

(e)    Extended vacation or business trips.

 

(f)     The member must request an excused absence in writing indicating the reason and expected duration of said absence.  This request should be sent to the Club secretary and requires Board approval.

 

 

 

7.   Special Attendance Policy and Make-Up Provisions

 

(a)    All meetings officially sanctioned by the Rotary Club of Topeka will be counted for attendance purposes, i.e., Fireside Chats, Rotary Partner functions, Christmas and Club Assemblies. (2000)

 

(b)    Attendance at Board of Directors meetings by any member will be counted for attendance purposes.

 

(c)    Attendance at officially sanctioned Rotary International meetings will be counted for attendance purposes, i.e., District Conferences, International Conventions, District Assemblies, District Information Seminars and other Rotary Club meetings. 

[Revised 11-09-05]

 

 

 

8.   Procedure for Members Terminated Who Have Failed to Meet Attendance Requirements. 

 

(a)    Members terminated are to be notified they will have 30 days to request reinstatement from the date of their notification of termination.

 

(b)    Members are to be notified they should attend meetings during this interim period.

 

(c)    The Directors will take action at the next regular monthly Board Meeting relative to a request for reinstatement.  The member will receive immediate notification of their action.

 

 

 

 

 

 

9.   Recognition Committee

 

Annually form a committee of the three most recent past Club Presidents to serve as the Recognition Committee.  The liaison to the board would be the Immediate Past President.  Its primary function is to award Paul Harris Fellows with the club’s surplus credits and may also consider other recognitions as appropriate.  The Board will have final approval of designations.

 

 

 

10.   Paul Harris Fellowships

 

The Rotary Club of Topeka will confer “Paul Harris Fellow Recognition” upon persons who have made contributions to the Rotary Foundation or persons for whom contributions have been made by others in accordance with the following procedure:

 

(a)    A sponsor of an individual for whom a Paul Harris Fellow is to be conferred will complete a “Recognition/Contribution Form” and deliver the same to the Club President.

 

(b)    The President will review the form and forward it to the Chairman of the club Awards and Recognition Committee.

 

(c)    The Chairman of the Awards and Recognition Committee will review the form, confirm the sponsorship, confirm that an adequate contribution has been made, and recommend action to the Board, returning the recommendation to the President.

 

(d)    The proposed recognition and the recommendations of the Committee Chair will be submitted to and reviewed by the Board at its next meeting.

 

(e)    Following Board action, if favorable, the Paul Harris Fellow Recognition Form will be submitted to the Rotary Foundation to secure approval and the related medallion and pin.

 

(f)    The Chairman of the Awards and Recognition Committee will arrange with the sponsor and the Club President to establish a date upon which the Fellowship can be conferred at a regular club meeting or another club event.

 

 

 

11.   Prepayment Plan

 

(a)    All members except those with attendance privileges will be billed in advance for meals.

 

(b)    Those members with attendance privileges will pay for their meal at each meeting they attend.

 

(c)    All members will be billed quarterly for dues.

 

 

 

12.   Quarterly Pledges to Rotary International and the Topeka Rotary Foundation

 

Members will be given an opportunity to contribute to Rotary International and/or the Topeka Rotary Foundation at the time they receive their quarterly statement for dues and meals.

 

 

 

13.  Club Bulletin Publication

 

The official club bulletin “Rotopeka” will be published and mailed so that the members receive it before the first meeting of each month.

 

 

 

14.   Club Database

 

The club database will not be released other than for Rotary business

 

 

 

15.   Ambassadorial Scholarship Procedures

 

Interested students must contact their local Rotary Club.  A formal request must be addressed to the Director for Scholarships in that club, expressing his/her interest in applying for such scholarship.  The letter should give sufficient information on background, education, qualifications and involvement in community activities.  Applications are accepted from mid-October through January of the next year.  A formal reply from the Director will give the student location, time, and date for the first session in order to assess the applicant’s qualifications.

 

 

 

16.   Special Instructions to Members Introducing a New Member

 

(To be mailed in advance to member who is to introduce a new member)

 

(a)    Arrange for complimentary meals for the new member and the new member’s spouse. (2000)

 

(b)    See that the new member and the new member’s spouse are seated at the head table beside you. (2000)

 

(c)    Recognize both the wife and husband, introduce the new member, not yourself.

 

(d)    Keep the total introduction brief, 3 to 5 minutes

 

(e)    Entertain, if you like, but don’t embarrass.

 

(g)    Accept our thanks for helping to build the Rotary Club of Topeka.

 

 

 

17.   Special Instructions to Members Giving a Memorial.

 

(To be mailed in advance to member who is to give a memorial)

 

(a)    Provide a copy of the memorial to be forwarded to the family.

 

(b)    Keep the presentation brief, 3 to 5 minutes.

 

(c)    Combine good taste, dignity, and personal identity without undue emotion.

 

(d)    Conclude with a moment of silence and strike the Rotary Bell to signal the close of this period.

 

(e)    Accept our thanks for performing this service for the Rotary Club of Topeka.

 

 

 

18.   Recognition for Speakers

 

All speakers, including club members, will be presented an appropriate Rotary recognition when serving as the principal speaker at the regular weekly meeting.

 

 

 

19.   Reimbursement for Officers Attending Rotary District Conferences and Assemblies, Training Sessions, PETS and such Training Sessions, etc

 

It is the policy of this Club to reimburse the actual expenses reasonably incurred by officers of this Club attending District Conferences and Training Sessions.  Reimbursable expenses shall include:

 

(a)    Travel to and from the meeting by car reimbursed based on actual miles driven at the then current IRS authorized reimbursement rate for mileage.

(b)    Actual cost of overnight lodging.

 

(c)    Reimbursement for the cost of meals up to a total of $20.00 per day.

 

(d)    For meetings more than 200 miles from Topeka, the Club will reimburse actual cost of coach class airfare to and from the meeting site, as well as the cost of ground transportation at the site.

 

(e).    Cost of travel will be reimbursed to the extent travel expenses and meetings have been included in the annual budget, adopted by the Board of Directors or specifically approved by the Board of Directors.

 

(f)    Reimbursement will be based on documentation submitted to the treasurer, which is consistent with IRS requirements.

 

 

 

20.   Announcements and Solicitations:

 

It is the policy of the Rotary Club of Topeka to support those fund-raising programs of Rotary International and the Rotary Foundation as and to the extent approved by the Board of Directors.  Except as specifically provided below, there shall be no other fund-raising activities within or directed to the Members of the Club.  To support the above objective, it is the policy of this Club that:

 

(a)    No speaker will be permitted to address the Club seeking to raise funds for charitable or other projects, functions, activities, organizations, or events.

 

(b)    Members of the Club are not to make announcements about or promote the fund development activities, including social events, for other organizations.

 

(c)    Printed or written information, brochures, etc., will not be placed on tables or at the back of the meeting room promoting the support for, requesting funds or contributions to, or any social events of entities or organizations other than this Club.

 

(d)    Requests for funding directed to this Club shall be referred to the Board of the Topeka Rotary Foundation for review.

 

(e)    As an exception to the stated objective, fund raising through Cup Money solicited on a weekly basis for one project per month, as approved by the Cup Money Committee is authorized.  Where appropriate requests for funding may be directed to the Cup Committee

 

 

 

 

21.   Candidates as Speakers:

 

It is the policy of this Club, that candidates for a public office shall not be invited to be a speaker for the club or permitted to make any presentation to the Club.  Persons who hold public office may be invited to speak during their term of office unless they have declared as a candidate for re-election in which they are expected to be a candidate for re-election.  The Second Vice-President/Program Chairman shall be primarily responsible for adherence to and enforcement of this policy.  [Adopted 6-9-2004]

 

 

 

22.   Substitutions of Guest for Absent Members:

 

Each member who brings a guest to the Club meeting shall be expected to pay for the lunch of that guest.  The member may not avoid payment by substitution of the guest for a member who is absent.  [Revised 11-09-05]

 

 

 

23.   Club Financial Reserves

 

The Treasurer shall assure that reserves do not fall below an amount equal to three months of operating expenses without specific action of the Board of Directors.  The treasurer shall make the Board aware of any situation that might deplete reserves below this level and the Board shall consider the urgency of such need and take action on the issue at the next meeting of the Board of Directors.  (Adopted 11-10-2004)

 

24.   Complimentary Meals for Prospective Members.

 

The club will absorb the cost of one meal for a prospective member when in the presence of the member sponsor.  The prospect should be introduced as such during guest introductions.  The sponsor should check the prospect in at the meeting desk.  Subsequent meals are charged as a prospect attends before becoming a member.  (See”New Member Nomination Policy” for billing after prospect becomes a member.)  [Adopted 11-09-05]

 

 

25.   Complimentary Meals

 

Complimentary meals may be approved by the President or Board for guests who are candidates for membership or guests who have been invited by the Club, through its elected officers, to be recognized or presented an award by the Club.  

[Revised 11-09-05]