Policy Manual

 

The following policies and practices have been in effect, generally, for long periods of time and have become part of the Club's "common law."  In most cases they have been adopted as resolutions of the Board of Directors.  They have been reviewed, edited, and revised by the Board of Directors, and ratified by the Board on April l, l991, May 6, l991 and November 6, 2000.  The policies shall remain in effect until changed by the Directors or the membership.

 

As recommended by the Club Board of Directors and approved by the membership, the Club Secretary shall compile and maintain a Policy Manual that includes club policies and practices, such as board resolutions, that are not incorporated into the Constitution or Bylaws.  (5/17/00)

 

 

ATTENDANCE.  [Policy Statement adopted November 7, 1988] 

 

A.       In the event any active member of the club has not attended at least 60% of the meetings on a semi-annual basis, or has been absent from four consecutive meetings, the member shall be notified in writing of such default, the notice to recite the percentage of attendance of such member, or the dates of four successive absences from meetings.  (This policy does not apply to members excused from attendance under the Club’s Constitution, Article VIII, Section 2b.)

 

B.       The notice shall inform the member that the member's attendance in the next six months must be 60% or better or the member's membership will be terminated.  Attendance of less than 60% during the next six month period will result in automatic termination of membership. 

 

C.    Any member who anticipates he or she will be unable to meet the required attendance in the next six months, may submit a written request to the Board of Directors to be excused from meeting the attendance requirements for "good and sufficient reason." 

 

D.    "Good and sufficient reason" shall include without limitation: 

(l)    Health related problems, involving the member or member's immediate family.

(2)   Unusual or extended travel, related to the member's business, including such matters as a change of employment, a special assignment or other employment related cause requiring unusual absence or commitment not exceeding a year. 

(3)   Community service responsibility or responsibilities, requiring an unusual commitment of time and effort, but not to exceed one year.

(4)   Absence from the country, and being in a location where it is difficult, uncertain or impossible to achieve "make-up" via attendance at meetings of other clubs.

(5)   other extraordinary circumstances determined by the Board of Directors to be reasonable grounds for excusing absences.

 

E.     It shall be the policy of the club that members with 100% attendance up to the point of a medical disability which prevents attendance, may be given credit to honor and maintain their attendance performance in the club records and summaries.  (B/D 4/6/87)

 

BOARD MEETINGS:   ATTENDANCE POLICY FOR DIRECTORS. [B/D 12/8/98, effective 7/1/99]

 

A.    Meetings. The RCM Bylaws provide that “regular meetings of the Board of Directors shall be held semi-monthly on such days as the Board shall determine.”  By tradition, the main activity of the Board is conducted on the first Monday of each month.  The second meeting is usually after a regular noon meeting of the Club in the middle of the month.  For the purpose of this Policy the first meeting of each month shall be designated as the Primary meeting and the mid-month meeting shall be designated as the Secondary meeting.  Other meetings shall be designated as Special meetings. 

B.     Attendance.  It is the responsibility of every Director to attend all Board meetings.  If a Director is too busy with other matters or is otherwise unable to attend regularly, then in the interests of the Club, the opportunity should be passed on to a member that will be able to meet the leadership responsibilities.

 

C.    Termination for non-attendance.  The term of office for a Director shall automatically terminate upon the occurrence of any of the following:

 

1.     Missing three Primary meetings in succession.

2.     Missing any four Primary meetings in a Rotary year.

 

D.    Interpretation.  It is intended that this policy have no exceptions, such as absences excused for good cause.  An absentee Director will be replaced.  

 

BOARD MEETING CANCELLATION OF MID-MONTH MEETING.  If the Club Board of Directors mid-month meeting is canceled, the president shall advise the directors at least one week in advance of the scheduled meeting.   [B/D 1/18/96]

 

 

CLASSIFICATION: 

Principles of membership

The organizing principles of the Club’s membership are:

·         Worthy businesses, organizations, and professions,

·         Represented by owners, professionals, and key executives of good character and business or professional reputation who have achieved significant status in their businesses or professions, and

·         A diversity that mirrors the business and professional leadership of the greater Madison community. 

The Club’s members are leading representatives of the community’s worthy busi­nesses, organizations, and professions.  To assure that the Club’s members represent the diversity of our community’s businesses and organizations, the Club groups the various businesses and organizations into broad classifications with the goal of securing community leaders from all those classifications among the Club’s members. 

Limitations upon the number of members from a single business and the number of businesses in a single classification are, by their very nature exclusionary, but these limits are central to the Club’s objective (recognized in the Club’s nondiscrimination statement) of continually striving to have the Club’s membership mirror the business and professional leadership of the greater Madison community. 

The long-term interests of our Club require that the Classification Committee and Board of Directors encourage in particular proposals for the admission of qualified individuals actively engaged in a business or profession. 

A.           Qualifications of active members.  Each active member of the Rotary Club of Madison shall be an adult person of good character and good business and professional reputation, who:

1.     Has achieved significant status in his or her business or profession;

2.     Has a place of business or residence located in the city of Madison or the surrounding area; and

3.         a.  Is engaged as a proprietor, partner, corporate officer, or manager

                 of a worthy and recognized business or profession; or

b.    Holds an important position in a worthy and recognized business or profession or branch or agency thereof and having executive capacity with discretionary authority; or

c.     Has retired from a position identified in paragraph a or b of this subsection.  [RCM Const. Art. VI, Sec. 3; RI Const. Art. V, Sec. 2]

 

B.     Limitations on active memberships. 

1)       Club not to exceed 550 active members.  The Classification Committee

                   may not recommend a person for membership if the Club’s active

                   members number five hundred and fifty or more.  [Limitation of 550

                   members adopted by Board of Directors November 2, 1987.]

2.     Other service clubs.  In order to comply with the obligations of membership in our Rotary club, a Rotarian should not belong to similar community or service clubs which would substantially reduce the member’s opportunity to comply with the obligations of members.  Existing members of our Rotary club who wish to join a similar community or service organization should seek prior approval from the board of directors.  The membership of any member may be terminated by the board of directors for any good cause.  This could include not fulfilling the obligations of Rotary club membership due to continued membership in another service club.

3.     Membership in other Rotary Club.  A member may not be a member of any other Rotary Club except as an honorary member.  [RCM Const. Art. VI, secs. 5 and 6] 

 

C.     Honorary memberships for public officials and distinguished citizens.

1.     Privileges and limitations.  The Board of Directors may elect to honorary membership a person who has distinguished himself or herself by meri­torious service in furtherance of Rotary ideals.  An honorary member does not hold a classification, has no vote, may not hold an office in the Club, is not entitled to any right or privilege in another Rotary club, except for the right to visit other clubs without being the guest of a Rotarian, and is exempt from the payment of admission fees and dues; but is not exempt from payment of luncheon fees or other obligations.  An honorary member may attend all meetings of the Club, enjoy all other privileges of the Club including membership on a committee, and may hold an honorary membership in more than one club.  [RCM Const. Art. VI, Sec. 6 and 7.]

2.     Duration of honorary membership.  The Board may determine the term of an honorary membership, and the membership automatically terminates at the end of that term.  [RCM Const. XI, Sec. 2 (c)]  It has been the Club’s practice to cause all honorary memberships then in existence to expire annually on June 30, subject to renewal by the Board of Directors.  A person elected or appointed to an office or position for a fixed term or who serves at the pleasure of a person elected or appointed to an office or position for a fixed term, may be admitted as an honorary member to represent that office or position only for so long as he or she shall hold it.  In any event, the Board may revoke an honorary membership at any time, [RCM Const. XI, Sec. 2 (c)]. 

 

D.    Classification considerations. 

1.    Classification to represent the activity of the organization with which the member is associated or to fairly reflect a member’s business or professional activity. The Club’s constitution requires that a member’s classification be that which describes the principal and recognized activ­ity of the firm, company, or institution with which the member is connected or that describes the member’s principal and recognized busi­ness or professional activity.  [RCM Const.  VII, sec. 1]  In this connection it is the Club’s policy to classify medical doctors engaged in the practice of medicine as “physicians” regardless of their affiliation with the University of Wisconsin or other institution.  [Policy of Board of Directors December 7, 1992 and January 8, 1996.]

2.    Limitation on number of members from a single classification.  To foster

diversity of membership the Classification Committee may not consider for membership a person whose fair and appropriate classification is already represented in the Club by 10% or more members, not counting members who are retired.  [RCM Const. Art. VII, Sec. 2 limits membership in a classification to 10% of the Club’s membership.  Members who are retired are not included in the total number of members of the classification.  To increase diversity of classifications represented in the Club, the Board of Directors may establish limit the number of members in a classification to a number smaller than 10% of the Club’s members.]

3.     Limitation on number of members from same business or organization.  To foster diversity of membership the Classification Committee may not consider a person for membership if the business, organization, or institu­tion with which the member is associated is already represented in the Club by six or more members, not counting members who are retired.  [Since at least November 1997 the Club’s policy has been to limit the number of lawyers from one firm to six.  This restatement extends the principle to all firms and institutions.]

For the purpose of this policy,

a.  University of Wisconsin.  Each college, school, academic depart­ment, or distinct administrative unit in the University of Wisconsin system is a separate institution.  For example, the law school, the medical school, the school of veterinary medicine, the college of letters and sciences and its departments, the office of the chancellor, and University of Wisconsin System administration is each a separate institution.  

b.  Courts.  The Supreme Court of Wisconsin, the Court of Appeals, and the Dane County Circuit Court, and any municipal court is each a separate institution. 

c.  Other state departments, commissions, and independent agencies.  Each department, commission, independent agency, or authority of state government is a separate institution. 

4.     Community service organization volunteers.  The Club may loan the classification “community service organization”, a classification reserved for persons who have distinguished themselves by years of service as unpaid volunteers in a variety of community service organizations, to no more than five active members.

E.     Changes in residence or employment.  Membership terminates automatically when a member no longer meets the qualifications for membership, except that:

1.     Retirement from business or practice of profession.  A member who retires from paid professional or business activity may continue his or her membership in the Club without change of classification.  [RCM Const. Art. VI, Sec. 3; RI Const. Art. V, Sec. 2]

2.     Change of residence or location of business.  A member who ceases to reside or have a place of business in the city of Madison or the surrounding area may continue membership in the Club if the member remains active in the same classification and continues to meet all other conditions of membership.  [RCM Const. Art. VI, Sec. 3; RI Const. Art. V, Sec. 2]

3.     Change of business or employment.  A person whose employment is lost may, as long as he or she meets all other conditions of membership, retain that classification. [RCM Const. Art. VI, Sec. 3; RI Const. Art. V, Sec. 2]

 

F.     Requirements and considerations for individuals

1.     Two or more sponsors required.  The Classification Committee may not consider a nomination for membership unless two or more members who know the nominee and attest to the nominee’s good character and business or professional reputation sponsor the nomination. [Policy statement adopted May 6, 1992]

 

CONFLICTS OF INTEREST.  (Rev. B/D 4/5/94)

 

A.    Preamble.  Each member of Rotary has a responsibility to see that the community is aware of the Rotary Foundation grant program and to encourage applications from organizations which can help fulfill the Rotary objectives.  Members should make certain that organizations understand that Rotarians do not become advocates for any specific grant.

 

Committees covered by Policy: Community Grants Committee, International Projects Committee, Youth Exchange Committee, Youth Awards Committee.

 

B.     Club Committees.  No club member shall serve on a Committee which is considering a funding or grant request from any organization on which said club member or his/her spouse is (i) a board member, trustee, director or officer; (ii) a consultant or contractor to the organization; (iii) actively involved in the formulation of the funding request; or, (iv) a management or executive employee of the organization.

 

C.    Club Directors.  No Rotary Club of Madison Director shall participate in the discussion of or vote upon any funding or grant request by an organization on which said director or his/her spouse is (i) a board member, trustee, director or officer; (ii) a consultant or contractor to the organization; (iii) actively involved in the formulation of the funding request; or, (iv) a management or executive employee of the organization.

 

D.    Foundation Trustees.  No Madison Rotary Foundation Trustee shall participate in the discussion of or vote upon any funding or grant request by an organization on which said trustee or his/her spouse is (i) a board member, trustee, director or officer; (ii) a consultant or contractor to the organization; (iii) actively involved in the formulation of the funding request; or, (iv) a management or executive employee of the organization.

 

COMMUNICATIONS TO CLUB MEMBERSHIP:

·         CLUB MEETINGS:  It is the policy of the Rotary Club of Madison that materials not be distributed at Club meetings.  Exceptions to this policy may be made by the Board or by the Executive Director and Club President, if the material to be distributed:  1) is from and on behalf of a Club committee and pertains to Club business; or 2) pertains directly to that meeting’s program and distribution is requested by the program presenter and would not interfere with meal service, consumption or cleanup. [B/D 9/7/99]

·         EMAIL:  The club office is authorized to email a weekly meeting reminder to club members and include any other information pertinent to the entire membership.  Club Committees and Fellowship Groups are encouraged to utilize the club’s Web site, flyers and table tent reminders at club meetings as well as the newsletter to communicate with the entire membership.  Committees, fellowship groups, and any other Rotary requests to email a communication to all club members shall require board approval in advance. Exceptions to this policy may be made by the Executive Director and Club President.

·         ROSTER:   The club membership roster is for Rotary purposes only and is not for distribution to non-Rotarians, nor is it to be used as a commercial mailing list.  Therefore Rotarians will not use or make it possible for anyone to use the directory for commercial or non-Rotary purposes.

 

E-MAIL COMMUNICATIONS REGARDING CLASSIFICATION COMMITTEE:   The Classification Committee and Board of Directors are authorized and encouraged to use e-mail in order to expedite the review of and designation of member classifications. [B/D 4/2/01]

 

FINANCIAL TRANSACTIONS [B/D 11/06/00]:

Disbursements:

Ø     The Executive Director prepares checks on a semi-monthly basis for signature by the Treasurer or Assistant Treasurer.

Ø     Treasurer or Assistant Treasurer compares checks against the bills listing and signs checks.

Ø     Budget and Finance Chair (or member appointed by the chair) reviews actual bills against the bills listing on a monthly basis. 

Ø     Executive Director provides the Club Board of Directors with a financial report (budget against actual) and a listing of all bills paid on a quarterly basis.

Ø     Bank mails monthly statements directly to accountant who reconciles each statement.

Deposits:

Ø     Administrative Assistant prepares listing of names/amounts paid for each deposit, categorizes and prepares deposits.

Ø     Executive Director reviews each deposit and posts category amounts.

Ø     Treasurer reviews deposit listing and deposit slip and makes actual deposit in bank, keeping copy for permanent records.

Ø     Bank mails monthly statements directly to accountant who reconciles each statement.

 

HONORARY MEMBERSHIP ELECTION:  Honorary membership shall automatically terminate on the thirtieth day of June next after the date of election.   However, the board in its discretion may, b resolution, from year to year continue such honorary membership for the ensuing year.  [B/D 9/3/02]

 

LIFE MEMBERSHIP.  Any member reaching the age of 80 and having been a member of the Rotary Club of Madison for 30 years shall be designated as a life member, shall no longer have to pay local dues, but shall pay RI dues through the club and shall have no attendance requirement. 

 

MAKE-UPS AUTHORIZED AS “CLUB  SERVICE PROJECT”. The Club Board of Directors may designate a “Club Service Project” make-up as noted in our club’s Constitution, Article VII, Section 1 (a) (vi) if:  1)  the dominant purpose of the project is service to others or to the Club; and 2) participation in the project fosters fellowship among members of the Club.  The club office shall keep an up-to-date listing of meetings which qualify as make-ups” under this policy as approved by the Club Board of Directors.  If a member submits a request for a make-up not currently on the listing and a delay in response would be of substantial inconvenience, the Executive Director may, with the advice of the Club President, approve the request, if it falls within the above noted guidelines.  The Executive Director will report any such approvals to the board at their next scheduled meeting.  See Appendix B for listing meetings which qualify as make-ups under this policy as of July, 2000 [B/D 5/1/00]

 

MEMBERS IN THE NEWS CRITERIA.

 

A.    The club’s “Members in the News” column highlights the positive business and professional activities and accomplishments as well as community service of the members.  Items used have appeared in news print media, radio or television coverage.  Paid advertisements are not included.  Regular sources used are The Capital Times, Wisconsin State Journal, Isthmus, Madison Times, In Business and Madison Magazine.  We rely upon the members to provide us with items appearing in sources not listed.

 

B.     A five-line maximum summary is the general rule.

 

C.    Members in the news are announced at club meetings if the member is present and if time allows.  The items are printed in the newsletter as space allows.  We reserve the right to prioritize and omit as necessary.

 

D.    Here is a listing of general guidelines:  Issues covered are apolitical in nature; Items which emphasize the positive (negative or controversial issues not covered); Announcement of marriage of a member; Acknowledgment of the birth of a child to a club member and spouse; Hospitalization/get well wishes to a member; Condolences to a member who has lost a family member; Acknowledgment of a former member who has passed away; Items on a member’s child when the activity is exceptional in nature; Members holding high profile positions are acknowledged when the item is outside of his/her regular business (such as a community service activity); Speaking engagements at other Rotary Clubs (unless on a frequent basis); In general, editorials as well as members appearing in their own regular column are not used; Occasionally, items about former Rotary Youth Exchange Students and Rotary Ambassadorial Scholars are placed at the bottom of this column sub-titled “And Others.” [B/D 1/5/98]

 

NONDISCRIMINATION POLICY.   In all its actions, including its actions as an employer and its selection of members, officer, and directors, the Rotary Club of Madison does not discriminate on the basis of race, gender, religion, color, creed, disability, sexual orientation, national origin, ancestry, age, or other basis prohibited by law.  The Club continually strives to have its membership mirror the business and professional leadership of the greater Madison community [B/D 12/3/01]

 

PAUL HARRIS FELLOW CRITERIA.   Criteria for granting or naming Paul Harris Fellows as club awards:  District Officers; Club Members with exceptional service on Board or Committee assignments; Club Secretary after 5 years of service; Outgoing Club President; Foundation President or Secretary; an exceptional citizen who exhibits the principles of Rotary Service.  [Rotary News, 2/26/77] 

 

PAYMENT FOR PROGRAMS.  The club will not pay a fee or expenses for any program unless approval for payment is given in advance by the Board of Directors.  [B/D l/4/60]  

 

READMISSION FEE.   Former members will pay a full readmission fee if they have been away from the club for 12 months or more.  [B/D 11/16/83] 

 

REPRESENTATION IN MADISON AREA SERVICE CLUBS COUNCIL.  The Rotary Club of Madison (and all Rotary Clubs in the Madison area) participates in this confederation of service clubs.  This is not believed to be the kind of organization contemplated in Article XIII of the Bylaws or the l989 Manual of Procedure, pg. 5.

 

RESERVE FOR CONTINGENCIES.  It is the policy of the Rotary Club of Madison to budget for and maintain on a continuing basis a reserve for contingencies of approximately 25% of the budgeted operating and other expenses for the year.   [B/D 12/1/86]

 

ROSTER USE:   The club membership roster is not for distribution to non-Rotarians, nor is it to be used as a commercial mailing list.  Therefore, Rotarians will not use or make it possible for anyone to use this directory for commercial or non-Rotary purposes.

 

ROTARY NEWS TO MEMBERS RESIGNING DUE TO ILL HEALTH:  Any member who must resign from the club due to health reasons shall be offered a complimentary copy of The Rotary News.   The resigned member shall be surveyed annually as to whether he/she wishes to continue receiving the newsletter.  [B/D 8/2/99]

 

ROTARY NEWS TO SPOUSE OF DECEASED MEMBER.  The spouse of any deceased member shall have a lifetime subscription to the  Rotary News. 

 

STAFF SALARIES—PORTION PAID BY MADISON ROTARY FOUNDATION:  The Rotary Club of Madison has entered into an agreement with the Madison Rotary Foundation Trustees whereby the club office will agree to furnish the Foundation certain services specified in a memorandum of understanding between the Club and the Foundation and whereby the Foundation will pay the Club 25% of the salary and fringe benefits budgeted for the Rotary Club of Madison for the 2002 – 2003 Rotary year.  This agreement will be reviewed by the Club and the Foundation annually.  [B/D 5/6/02]

 

SECTION TWO -- COMMITTEE POLICIES:

 

(A current list of committees and mission statements is attached as Appendix A.)

 

Committees shall be established and maintained as needed.  Unless otherwise provided in the establishment of a committee, its chair shall be appointed by the President with the approval of the Board.  The President or the Board shall provide each committee with a mission statement.  Committees may include appointed members as well as additional volunteer members selected by the chair.   The chair shall call a meeting of the committee’s appointed members at least once per year, in July, to review and establish goals for the committee.  The chair will schedule additional meetings as necessary and will invite all committee members to attend to assist in carrying out the goals of the committee.  Current committees and mission statements are set forth in Appendix A. 

 

The following committees (except Personnel) were established under former Bylaws and are of long standing. 

 

 

BUDGET AND FINANCE COMMITTEE. 

A.       This committee shall include twelve members with the president appointing four members annually for three-year staggered terms.

 

B.       This committee shall annually prepare a budget showing the expected revenue and proposed dis­bursements of the Club for the ensuing fiscal year.  Such budget shall be presented to the Board of Directors as soon as possible after the beginning of each fiscal year, and when adopted by the Board no officer or committee shall exceed the amount therein prescribed for any particular purpose, without obtaining in advance the express approval of the Board. 

 

CLASSIFICATION COMMITTEE.

A.    Composition.  The Classification Committee shall comprise the two immedi­ate past presidents and three members appointed by the president and ratified by the board.  The appointed members will serve staggered three-year terms and have at least five years of Rotary membership prior to appointment.  The most senior past president shall chair the committee. [Policy statement adopted December 5, 1994]

B.     Investigation of eligibility and assignment of classification.  This committee shall consider all nominations for membership and shall investigate the character, business, social and community standing, and general eligibility of all persons nominated for membership.  [RCM Bylaws, Art. X, sec. 3]  In this effort the committee may seek the assistance of members, especially the assistance of members who hold the classification to which the nominee’s business or profession pertains.  The committee shall determine whether there is an appropriate classifica­tion for the nominee and shall report its decisions on all nominations to the Board of Directors.

C.    Regular review and adjustment of classifications.  The Classification Com­mittee will at least annually review all the classifications authorized and ask the Club’s Board of Directors:

1.     To withdraw classifications that the Committee recommends no longer be left open.  (for example, to account for changes in business, to account for similar classifications that over time have encroached upon or usurped another classification, to account for classifications that although unfilled nevertheless must remain unfilled because the maximum number for that group has been met as could be the case with law or accounting);

2.     To modify classifications that the Committee recommends be modified.  (for example, to better accommodate the classification system or to account for changes in business and business terminology);

3.     To authorize such additional classification as the committee recommends. [Policy statement adopted February 5, 2002]

 

COMMUNITY GRANTS COMMITTEE. 

A.       This committee shall consist of 15 mem­bers, appointed by the President, who shall serve three year terms.  In addition, one member of the Madison Rotary Foundation Board of Trustees, appointed by the President of the Foundation Board shall serve a one year term.  The President shall appoint a committee chair from among the continuing members. 

 

B.       This committee shall devise and effect plans and programs for such projects as are of a worthy nature in accordance with criteria established by the Foundation. 

 

COMMUNITY SERVICE COMMITTEE.  This committee, concerned with projects that utilize our members’ skills, talents and expertise as well as “hands-on” projects for the community, shall include twelve members with the president appointing four members annually to serve three-year staggered terms.

 

ETHICS SYMPOSIUM COMMITTEE.  This committee, charged with organizing the annual ethics symposium, shall include nine members with three appointed annually by the president to serve three-year staggered terms.

 

INTERNATIONAL FELLOWSHIP COMMITTEE.  This committee, concerned with promoting international fellowships through Rotary International programs, shall include twelve members with the president appointing our members annually to serve three-year staggered terms.

 

INTERNATIONAL PROJECTS COMMITTEE.  This committee, concerned with creating a framework for identifying and selecting our club’s international service projects and using Rotary International programs to leverage our contributions financially, shall include twelve members with the president appointing four members annually to serve three-year staggered terms.

 

MEMBERSHIP DEVELOPMENT & RETENTION COMMITTEE.  The Membership Development & Retention Committee shall include appointed members as follows:  1) Chair shall serve a two-year term with a Vice Chair appointed at the beginning of the chair’s second year.  2) The Vice Chair automatically becomes the chair beginning the next July 1.  (Desired experience of Vice Chair to include at least five year’s Rotary experience including Board of Directors service.  The MDR Vice Chair is to be appointed by the President in consultation with the immediate Past President and current Vice President.  3) Chair of Classification Committee; 4) Chair of Orientation Committee; 5)  There will be two MDR Board of Director Liaisons serving staggered, two-year terms.   The senior DL shall serve one additional year as a non-board member; and 6) The Executive Director of the Club to serve as staff to MDR.  In addition, this committee is open to interested volunteer members.  [Bd 11/4/02] 

 

ORIENTATION COMMITTEE.  This committee shall devise and carry into effect plans for imparting to the members, especially the new members, an adequate understanding of the privileges and responsibilities of members and of the history, objects, scope, administration and meaning of Rotary.  This committee, which provides a high quality orientation program for new members, shall include twelve appointed members.  The President will appoint four members annually to serve three-year staggered terms.  It is suggested that appointed members have been in Rotary at least five years and have served on the Club Board of Directors.  

 

PERSONNEL COMMITTEE.  This committee shall consist of the president, immediate past president, president-elect and three club members with the president selecting one member annually to serve a three-year staggered term.   The three non-officer members should be selected because they have recognized expertise in personnel management.  The immediate past president shall chair the committee.  Its purpose shall be to assure that staff members are fairly compensated and properly evaluated. 

 

PROGRAM COMMITTEE.  This committee shall prepare and arrange the programs for the regular and special meetings of the club, so designed and balanced as to carry into effect the objects of the club. 

 

SWARSENSKY HUMANITARIAN SERVICE AWARD COMMITTEE.  This committee shall consist of six members as follows:   The Immediate past chair of the Community Grants Committee shall service, and the president shall appoint the remaining five committee members, three being new appointments and the other two being continuing members from the previous year’s committee, with one of the continuing members being designated as chair.  The committee members shall serve one-year terms from December 1 (immediately after the current year’s award) to November 30 of the following Rotary year.  No member shall serve more than three consecutive years.  The committee should be staffed by the Executive Director. [B/D 3/22/00]

 

VOCATIONAL SERVICE COMMITTEE. 

A.       This committee shall consist of a chair named by the president and not less than two other members; and in the event commit­tees are appointed on particular phases of Vocational Service the chair of such committees shall be members of the Vocational Service Committee.

 

B.       This committee shall devise and carry into effect plans which will guide and assist the members of this club in discharging their responsi­bilities in their vocational relationships and in improving the general standards of practice in their respective vocations.  In the event committees are appointed on particular phases of Vocational Service, this committee shall supervise and coordinate the activities of such committees.

 

YOUTH AWARDS COMMITTEE.

A.       The President shall, subject to the approval of the Board of Directors, appoint a Youth Awards Committee.  The Youth Awards Committee shall include twelve members who shall hold office for three years.  Four new members shall be appointed each year.

 

B.       This committee shall acquaint itself, through surveys and by other means, with the needs of the youth life of the community.  It shall recommend such action as it believes may promote the development of youths into good citizens and carry out such youths work as the club may authorize. 

 

C.       The Board of Directors shall provide in the budget an appropria­tion for youth awards, which sum shall be expended for such specific purpose as the Board may determine upon recommenda­tion of the Youth Awards Committee. 

                                                             

                                                      Appendix A

                                                                            to

                                                         Rotary Club of Madison

                                                                  Policy Manual

 

                                             Committees and Mission Statements

 

 

I.     CLUB SERVICE

 

Attendance - Fosters awareness of attendance requirements, promotes attendance and make-ups, addresses scooting issues.

 

Budget and Finance - prepare an annual budget in accord with general board directives, monitor compliance with the approved budget, cause the club records to be properly audited, and make recommendations to the board on budget and finance matters. 

 

Button Box - welcome members and dispense buttons, meal cards, Rotary mail, etc.

 

Bylaws - revise bylaws as appropriate. 

 

Classification - review all membership applications for compliance with club criteria, etc., and recommend a suitable classification for each new member. 

 

Club Awards (Board only) - make recommendations to the board for Werner and Paul Harris awards. 

 

Convention and Interclub - encourages club members to attend area, district and Rotary International events and promotes chartering of additional Rotary clubs.

 

Director Nominating – nominate board candidates in accord with club bylaws.  This committee shall be composed of the Club President (chair), President-Elect, Immediate Past President, one member of the Board of Directors not an officer of the club, and one member of the club who is not a Director, the last two to be chosen by the Board of Directors.

      

Fellowship - Promotes fellowship among the club’s members by organizing fellowship groups and special events that foster camaraderie among the club’s members.