FAQs about Club Administration

Q: What is the standard Rotary Club constitution?
A: The standard Rotary Club constitution is the Club constitution prescribed by the RI by-laws for adoption by all Clubs admitted to membership in Rotary International. In other words, the Rotary Club constitution provides a model framework for the functioning of a Rotary Club.

Q: What are some of the topics for which the standard Club constitution provides guidelines?
A: Meetings, membership, classifications, attendance, admission fees and dues, directors and officers.

Q: What are Club by-laws?
A: Club by-laws embody additional provisions for the government of the Club that are not provided for in the Club constitution.

Q: What types of guidelines are provided in Club by-laws?
A: Duties of officers, Club committee structure, duties of committees, finances, method of electing members.

Q: What should I know about our Club's by-laws before I take office?
A: Review the Club by-laws with the Club members to ensure that they accurately reflect the Club's wishes. If changes are necessary, by-laws may be amended at any regular meeting, a quorum being present, by a two-thirds vote of all members present, provided that all members have been notified of proposed amendments at least ten days before such a meeting.

Q: What reporting requirements does our Club have to Rotary International?
A: Semiannual reports (used to provide membership information to RI), Submit dues to RI, change in membership, changes in officer or meeting information, information for the Official Directory.

Q: What reporting requirements do Clubs have to the District?
A: Monthly attendance figures.

Q: Which Club officer is chiefly responsible for working with me to meet these requirements?
A: The Club secretary. Ensure that your Club secretary follows through with reports to the District and to Rotary International.

Q: What are some things I can do to help ensure that our Club is financially healthy?
A: Work closely with the Club treasurer. Ensure the Club dues are remitted to RI in a timely manner. Develop a budget and test all expenditures against it. Keep admission fees and dues at an acceptable rate. Perform an annual audit. Prepare financial reports to members. Review the Club's policy on €œfining€ and determine if it produces the desired results.

Q: How does the Club treasurer help the Club function more effectively?
A: Maintains accounts of all Club funds. Receives and disburses funds. Prepares financial reports. Assists in the development of the Club budget.

Q: What resources could I use to find more information about working with Club leaders?
A: Standard Rotary Club Constitution and Recommended Club Bylaws (can be downloaded from the RI web site: www.rotary.org)

Q: What are some of the events for which I must prepare?
A: Weekly Club meetings, Club assemblies, the Official Visit of the District Governor.

Q: What are some meetings that I should promote?
A: LETS, Official visit of District Governor, District Conference, Rotary International Convention.

Q: Why are these meetings important?
A: They provide a unique opportunity for Rotarians at the Club level to learn about the broader scope of activities that are achieved throughout the District and beyond, serve as forums to discuss Club and District projects and develop project partnerships and provide an opportunity for friendship beyond the Club level.

Q: What important considerations should I consider in planning weekly meetings?
A: Ensure that an interesting, relevant programme is planned. Begin and end the meeting punctually. Have a contingency plan in case the scheduled speaker does not arrive.

Q: How can I maximize the impact of Club meeting programmes?
A: Determine programmes well in advance, ideally before the year begins. Consider rotating the responsibility of arranging programmes. Relate programmes to current Club projects and activities, when possible. Use the Rotary Calendar as a guide to arrange special observance programmes (for example, a membership programme during membership development and extension month in August). Include programmes that update members on Rotary information.

Q: What is a Club assembly?
A: A Club assembly, or forum, is a meeting of all Club members, held for the purpose of exchanging ideas on the programme and activities of the Club. Club assemblies held in conjunction with a visit of the Assistant Governor provide a unique opportunity to discuss Club programmes and activities. It is recommended that at least three Club assemblies be held.

Q: Why are Club assemblies important?
A: They enable the President to coordinate and direct committee activity. It is a chance to update officers and members on all Club activities. It provides an opportunity to stimulate thought and activity based on informal group discussions.

Q: What topics should be discussed at the Club assembly?
A: Service projects and Club social activities. Membership growth and retention. Attendance at the DG's Official Visit, the District Conference, LETS, or other District and RI meetings.

Q: What is the Official Visit?
A: The official visit is the visit of the District Governor to each Rotary Club in the District, or to combined meetings of Clubs in an area, for the purpose of focusing attention on important Rotary issues, providing special attention to weak or struggling Clubs, motivating Rotarians to participate in service activities and personally recognising the outstanding contributions of Rotarians in the District.

Q: How should our Club prepare for the Official Visit?
A: Complete the Planning Guide for Effective Rotary Clubs well before 31 July. Announce the forthcoming visit at weekly Club meetings. Publish announcements in the Club bulletin. Liaise with the AG and the other Clubs involved in a combined meeting. Review the €œPlanning Guide for Effective Rotary Clubs€ and be prepared to discuss it during the visit. Urge each committee Chairman/director to attend. Arrange reports of committee accomplishments and plans. Make a list of questions, problems and concerns that can be addressed during the visit. Arrange for recognition or awards to be presented during a visit of the Governor or Assistant Governor (for example Paul Harris Fellows). Ask attendees to arrange their personal and business schedules so they do not interfere with the official visit.

Q: Where does a Club member on an overseas trip look to find make-up opportunities in other Clubs national and internationally?
A: The Official Directory or the €œWhere Clubs Meet€ section of the Rotary web page.