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District 5300 Board of Director’s Training 2016. WHAT DO BOARD MEMBERS NEED TO KNOW? The structure of Rotary International The framework/parameters they.

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Presentation on theme: "District 5300 Board of Director’s Training 2016. WHAT DO BOARD MEMBERS NEED TO KNOW? The structure of Rotary International The framework/parameters they."— Presentation transcript:

1 District 5300 Board of Director’s Training 2016

2 WHAT DO BOARD MEMBERS NEED TO KNOW? The structure of Rotary International The framework/parameters they work within The role/function of a board member The responsibilities of a board member How to carry out those responsibilities

3 THE STRUCTURE OF THE ORGANIZATION CLUBDISTRICTZONE ROTARY INTERNATIONAL

4 ROTARY CLUBS The main objective of our Rotary clubs is to provide business, civic and community leaders an opportunity to serve their communities and the world. In doing so they will build lifelong friendships, promote high ethical standards and build goodwill and peaceThe main objective of our Rotary clubs is to provide business, civic and community leaders an opportunity to serve their communities and the world. In doing so they will build lifelong friendships, promote high ethical standards and build goodwill and peace

5 CLUB STRUCTURE MEMBERSCOMMITTEES THE BOARD OF DIRECTORS

6 BOD WHAT IS THE FUNCTION? GOVERN Collectively and individually, board members are legally and morally responsible for the activities of the organization.

7 District Governor 2015/16 Randy Pote Encompasses area from East LA going east to the I 15 corridor, north through the high desert region and Antelope Valley to Las Vegas with northern club being in Caliente, Nevada 4 sections (ExAG’s) 14 Individual Groups (AG’s) 64 Individual Clubs 2,400 Individual Members

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9 ROTARY INTERNATIONAL “There are 1.2 million Rotarians in 34,000 clubs doing good all over the world. This network of clubs makes up Rotary International.” “While Rotarians are members of their Rotary clubs, Rotary International’s membership consists of Rotary clubs.”

10 Your club pays dues to RI, and in return RI provides resources, training, and programs to help your club run effectively.” “Your club pays dues to RI, and in return RI provides resources, training, and programs to help your club run effectively.”

11 UNDERSTANDING FRAMEWORK OF A ROTARY CLUB 2016 Manual of Procedure A Reference Manual for Rotary® Leaders http://www.rotary.org My Rotary http://www.rotary.org Learning and Reference Governance Documents Sample documents of ConstitutionBylaws

12 Governing Documents

13 Rotary Club Charter Rotary Club Charter Designates Club as Member of Rotary InternationalDesignates Club as Member of Rotary International Defines the relationship between the local Rotary Club and Rotary InternationalDefines the relationship between the local Rotary Club and Rotary International

14 Rotary Club Constitution All clubs admitted to Rotary membership must adopt this constitution

15 The constitution provides a model framework for club operations

16 CLUB BYLAWS Bylaws are designed to provide additional guidelines for managing your club (2/3 vote to change bylaws)

17 Can be tailored by any club to suit its needs, provided that such changes are not out of harmony with the Standard Rotary Club Constitution, RI Constitution, RI Bylaws, or Rotary Code of Policies.

18 Six basic recommendations Name of Club Number of Directors Date of Annual Meeting Day of the Week and Time of regular Meeting Amount of Initiation fee Amount of Dues

19 CLUB POLICIES AND PROCEDURES Club policies give day to day guidance Policies can be amended and changed by Board and/or President as designated by policy

20 DIFFERENCES Constitution: The club shall hold a regular meeting once each week on the day and at the time provided in the bylaws. Bylaw: Rotary Club of Monrovia meets each Tuesday at noon Policy: Rotary Club of Monrovia meets at the Monrovian Restaurant banquet room

21 The responsibilities of a board member   Determine the organization’s mission and purpose   Support the President and review his or her performance   Ensure effective organizational planning   Ensure adequate resources   Manage resources effectively   Determine and monitor the organization’s programs and services   Enhance the organization’s public image   Serve as a court of appeal   Educate all club members as to the responsibilities of the board.

22 FIDUCIARY An individual in whom another has placed the utmost trust and confidence to manage and protect property or money. The relationship wherein one person has an obligation to act for another's benefit.

23 STANDARD OF CONDUCT Duty of obedience Duty of care Duty of loyalty

24 SUPPORT Fellow club members/BODFellow club members/BOD Assistant Governors/Executive Assistant GovernorsAssistant Governors/Executive Assistant Governors District GovernorsDistrict Governors ZoneZone Rotary International staffRotary International staff

25 Let’s make it practical Review the clubs governance documentsReview the clubs governance documents Club leadership plan – annual and long range goalsClub leadership plan – annual and long range goals Budget and fiscal controlsBudget and fiscal controls

26 Club Leadership Plan Mission statementMission statement Goals for each committeeGoals for each committee

27 Mission Statement “The Rotary club of Monrovia is a multicultural, intergenerational leadership organization that builds friendships and serves our community.”“The Rotary club of Monrovia is a multicultural, intergenerational leadership organization that builds friendships and serves our community.”

28 Goals for Committees MembershipMembership FoundationFoundation Club AdministrationClub Administration Public ImagePublic Image Service ProjectsService Projects

29 BUDGETS Board of Directors create budgetsBoard of Directors create budgets Two budgets neededTwo budgets needed –Operations –Charity account Budgets establish expectations, priorities and limitationsBudgets establish expectations, priorities and limitations They should be flexibleThey should be flexible

30 BUDGETS OPERATIONSCHARITY

31 Fiscal Controls Checks and balances/dual controlChecks and balances/dual control Perform basic account maintenance by reconciling bank statements, making deposits and paying bills in a timely manner.Perform basic account maintenance by reconciling bank statements, making deposits and paying bills in a timely manner. Monthly reporting to the Board (account balances, income and expenses, budget)Monthly reporting to the Board (account balances, income and expenses, budget) Regular financial updates and a detailed annual report to the clubRegular financial updates and a detailed annual report to the club Annual auditAnnual audit

32 THE BOARD MEETING District 5300, Rotary International

33 1)Poor preparation by leaders and participants 2)No purpose, goals or agenda (or very unclear) 3)Starts late, people tardy, time wasted 4)Getting off subject 5)Disorganized leadership, lack of control 6)Information overload – unfocused, irrelevant 7)Individuals monopolize discussion 8)Interruptions 9)Meetings are too long 10)Inconclusive – no results or follow-up COMMON MEETING PROBLEMS

34 PREPARATION AGENDAAGENDA MINUTESMINUTES REPORTSREPORTS

35 BOARD MEETING AGENDA APRIL 2, 2016 I.CALL TO ORDER/ROLL CALL II.APPROVAL OF MINUTES III.REPORTS a.President Elect b.Secretary c.Treasurer d.Membership e.Public Image f.Service Projects g.Foundation IV.VISION KEEPER V.OLD BUSINESS VI.NEW BUSINESS THE NEXT MEETNG WILL BE ______

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37 Who Was Robert? Army Major, Henry Martyn Robert, had bad experiences leading church meetings, so he decided to develop an organized and democratic method of conducting meetings. The result was Pocket Manual of Rules of Order for Deliberative Assemblies, first published in 1876. Where there is no law, but every man does what is right in his own eyes, there is the least of real liberty. Henry M. Robert

38 Each Club unique based on culture and history. Basic “GUIDELINES” to run a meeting. You want to participate effectively in meetings. You want a better understanding of the “Rules”. You want to understand your duties to your club. Rotary & Robert’s Rules

39 Etiquette is about making people feel comfortable ETIQUETTE

40 1)Be kind 2)Be prepared 3)Have a purpose, goals and agenda 4)Be on time, finish on time 5)Stay on subject, be focused and relevant 6)Leader must be organized and in control 7)Respect the opinion of others 8)Don’t interrupt others 9)Inconclusive – no results or follow-up 10) Don’t take it personal Meeting Etiquette

41 Step 1: The member addresses the chair Step 2: The chair recognizes the member Step 3: The member states the motion Step 4: Another member seconds the motion Step 5: The chair states the motion Step 6: The members debate the motion Step 7: The chair puts the question Step 7: The members vote Step 8: The chair announces the result The Main Motion

42 Calling the Question Tabling it Until Next Month “Reconsidering” a Vote Offering Friendly Amendments Making Motions to Accept or Receive Reports Dispensing with the Minutes Additional Motions to Understand

43 Minutes The responsibility of the SecretaryThe responsibility of the Secretary Legal documentation of what occurredLegal documentation of what occurred Confirm with everyone at the next meetingConfirm with everyone at the next meeting

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45 Q and AQ and A

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