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Annual Conference (RI)
The board has approved a set maximum amount to be use for the President Elect to attend this conference ($1500). This is to cover air fare, motel, and registration. The PE needs to submit receipts to the Treasurer for payment. The PE makes all arrangements for travel.
At the January 16, 2008 board meeting, the option for the incoming President to attend as President Elect or as President was approved. This provides two years from which to choose to provide options should the travel in one year be much more expensive or should the individuals schedule not allow for travel in the designated year.
At the January 16, 2008 board meeting, approval was granted for the club to pay for the registration fee only of any member who wishes to attend the RI conference. This is to encourage attendance by other members.
Attendance
Members are required to attend at least 50% of regularly scheduled Rotary meetings. Make ups can be used for part of this requirement but the member must be physically present for at least 30% of the regular meetings. Meeting that are schedule at times other than the regular time are not recorded and therefore do not need to be made up. The member must attend at least 60% of the meeting to count as in attendance.
Board Meetings
The president schedules board meetings monthly. Arrangements need to be made with the conference center to arrange the room for these meetings. This is normally done at one time before the start of the Rotary year. The president elect also needs to schedule a couple of meetings with the new board before the start of the Rotary year for purposes of developing the budget. This will normally consist of one meeting in May and one in June.
Board Photograph
The president will need to make arrangements for a photograph of the board at the start of the new Rotary year. The photo is displayed near the restaurant at Clearwaters. Wibben photography has been used in the past for this. The old photo that is removed should be given to the club historian (Rick Mueller) for safe keeping.
Club Bylaws and Constitution
Periodically RI will have revisions to the constitution and recommended bylaws that will require the revision of our documents. It is also a good practice for the board to review these documents annually for any changes. It also gives them a chance to get familiar with these documents and to understand their purpose. This is best done early in the Rotary year to ensure that the board operates per these documents.
District Conference
The Club covers the cost of the motel and registration for the President and President Elect. The board has also approved a set amount for each member who wishes to attend to encourage participation ($150).
Dues Billing
Starting in July 2008, we bill for dues in advance. This change was to make it easier to ensure that members who leave are current on dues.
Exchange Students
The exchange student is provided with a monthly stipend from the club. This is or miscellaneous expenditures. The club also provides a lunch allowance. Various Rotary sponsored events are typically paid for by the club. School events and other non Rotary expenditures are the responsibility of the exchange student.
Foundation
Starting with the 2007-2008 Rotary year, all annual foundation donations by club members of at least $100 are matched with 50 club points. This transaction is normally completed at the end of the Rotary year for all those who met the requirement.
Funding Guidelines
The board approved funding guidelines to ensure consistency in funding of projects.
During past years, the board was frequently approached with funding requests and without guidelines the awards would vary from year to year. A copy of the guidelines can be found at the end of this document.
Leave of Absence The President will notify the Treasurer of the start and end date for any leave of absences. These dates will be the dates that the board approves such actions. Meals and the Paul Harris voluntary contribution are not billed to the individual on leave, but the Rotary membership dues continue to be billed.
Member Start and End Date
A new member start date for billing purposes will be the date of board approval for membership. The member resignation date will also be the date of board approval. The date provided to RI for membership will be the actual induction date. This policy was decided by the board to facilitate billing by the treasurer.
Passing the Gavel
In 2008 we had this celebration at breakfast for the first time. It had been a banquet in the past but attendance was low. We acknowledge new members and their sponsors, Recognize Paul Harris recipients for the year, and present perfect attendance awards. In 2008 we changed to the pin flag. Certificates are present for perfect attendance and for the outgoing board. Our tradition has been that the outgoing president installs the new president and then the new president installs the new board. In 2008 we had a couple of extra breakfast items and RI paper napkins to make the morning a bit more special.
President Elect Training (PETS)
This two day session is held in the spring of the year. It is mandatory for the President Elect to attend. It is recommended for the President Elect Nominee. The Club pays for the motel for this conference for both attendees. The registration for the PE is covered by the District. The Club pays for the registration for the PEN if not covered by the District.
Pins
The President keeps a supply of the necessary pins for the present year’s theme and the regular club pins. Sometime in the spring of the year, the President and President Elect need to discuss the purchase of pins for the incoming president, past president, president elect, new board members, Sergeants-at-arms, next year’s theme, and those for perfect attendance. These may be purchased at the annual Rotary convention or by mail order. There is a supply of miscellaneous pins that should be checked before ordering. The president elect also would normally order an award or plaque for the outgoing president.
Sergeants-at-Arms
The Sergeants-at-Arms are responsible to help maintain orderly and effective Rotary Club meetings. They should work to prevent any occurrence that might detract from the dignity or prestige of the club. Some duties during regular club meetings include: 1. Ensure that the food line is started promptly at 06:55. 2. Ensure that people arrive by the 07:00 start time. Periodic “fines” are to be levied in a way that will not offend members for those arriving after 07:00. 3. Levy other “fines” as appropriate for newspaper or magazine articles, phones ringing, and other creative methods to bring members’ accomplishments to the attention of others. 4. Conduct the “good news” session of the meeting. 5. Do periodic pin checks to ensure that members regularly wear their Rotary pins. 6. Ensure that the speaker of the day is being introduced by 07:35. Any time that either of the Sergeants-at-Arms is unable to make the meeting, he/she should notify the president. This simple courtesy will allow the president to be better prepared for the meeting.
Weekly Meetings
The president needs to coordinate the meeting dates with the conference center for the regular meeting dates. They will need to be notified of any cancelled meetings. There is a drawing at the end of the meeting for 2 winners. The money collect on that day from fines and good news is split three ways with one third going to each winner and one third to the club. This club money is deposited to the club general fund.
Please notify Bob Trussoni of any suggested changes or additions. September 16, 2009
MARSHFIELD SUNRISE ROTARY
Funding Guidelines
Adopted August 2006
Revised July 2006
Revisions Accepted August 2006
GENERAL GUIDELINES
· Will conform to Rotary International Funding Goals
· Will fulfill Presidential Citation requirements
· Will conform to the Four-Way Test
· Will support Rotary mission statement
· Will be subject to a formal review process (Addendums attached)
SPECIFIC GUIDELINES
· Funding Criteria established by the Past Presidents Committee and approved by the board will be followed by the Avenues when establishing budgets for the upcoming year and also by the Avenues and Board of Directors when evaluating requests outside of those items budgeted. Outside items that do not meet the criteria will automatically be turned down without further review. Requestor will be given an abbreviated copy of the Funding Guidelines, which will serve as a cover letter of instruction for requesting funding, along with criteria and all official report forms.
· Upon request for funding, the individual making the request will receive a letter of instruction for requesting funding and all official report forms. The requestor must complete the Grant Request form according to the requirements outlined herein and submit accordingly to the deadlines listed below for formal consideration. In order to comply with funding requirements, the project must have a signature of support from a sponsor Rotarian, who can be any member at large in the club and the Avenue chairperson, overseeing the Avenue in which this project would fall under. By signing the application forms, the Avenue chairperson is endorsing the project for consideration by the board on behalf of the Avenue membership. The Avenue chair can serve as the sponsor at large, which would require only that person’s signature.
· At the beginning of each Rotary year, the Board of Directors will release the amount, which has been budgeted for granting purposes outside of the Avenues of Service pre-approved and budgeted projects. That amount is subject to change from year to year. Grant funding for reoccurring or ongoing projects can be reapplied for each year. Allocation one year does not guarantee funds in following years.
· Grant requests will be accepted throughout the year; however, the Board will review and approve requests on a quarterly basis. Funds approved must be utilized within the twelve (12) months following the approval date. Written approval or denial will be sent to the requestor by the club president within two weeks of review of the proposal. Grant cycles are as follows:
Submission Deadline: July 31 – August Board Review
Submission Deadline: October 31 – November Board Review
Submission Deadline: February 28 – March Board Review
Submission Deadline: May 31 – June Board Review
· Following submission, a member of the Board may call the requestor to schedule a face-to-face presentation of the project to the Board. The Board will either approve or deny funding after deliberation. Written approval or denial will be sent to the requestor within two weeks of the review date. If approved, letter will specify when check will be issued for the project.
· Projects that are denied can reapply for funding two additional times. If denied all three times, program will no longer be eligible to request funding for one year, unless the program changes significantly.
· Long term and/or matching grant opportunities will be budgeted as a separate line item in the club budget with automatic role over from one year to the next so that dollars can accumulate for larger prospective projects. Requests for joint projects should be submitted in the form of a letter to the Board of Directors. Approved items will be budgeted and allocated accordingly upon individual review. The initial amount will be determined and budgeted in the 2006-2007 Rotary year.
· Approved funding requests must be followed up by a presentation to the general membership by the benefactor of the funds, outlining use of dollars and the role of the designation to the success of the event/organization. If the recipient is unable to present, the Avenue Chair should provide a verbal report to the club at completion of the estimated project date as provided in the grant request application. Recipient must also submit a written Grant Report and Financial Report to the club president within 90 days of the completion of the project. If funds have not been allocated, recipient must provide information detailing what has been spent and date by which remaining funds will be spent. Final Grant Report Form must be submitted at that time.
· Funds remaining: If less than $50 of the grant funds are unspent, Marshfield Sunrise Rotary Club is confident that the sponsors will use the balance to benefit the project or cause in some way. If more than $50 remains, an explanation on a separate sheet should be attached to explain why funds have not been used. The board of directors will review and determine if funds should be returned to the club. If an extension is required to complete the project, a written explanation must be provided explaining such, including a date at which time the project is estimated to be complete. Final report is due 90 days from completion date of projects.
· Failure to comply with any of the guidelines listed in this document will result in an agency/organization/project no longer being eligible for any type of assistance or funding from Marshfield Sunrise Rotary Club, until such a time the board of directors feels is appropriate to lift the ban and reconsider special circumstances.
FUNDING CRITERIA
· Marshfield Sunrise Rotary typically does not fund projects of a certain nature, as listed below. However, every request is reviewed on an individual basis and given consideration based upon the criteria listed at the beginning if page one. Additional consideration will be given to those proposals that provided detailed explanation of specifics projects or activities of projects that may fit specified criteria.
If the agency/organization/project requesting funding falls into one or more of the categories listed below, they will typically be exempt from funding consideration.
Marshfield Sunrise Rotary Club will not fund the following:
1. Organizations, groups or events that have a major funding source
2. 2. Fundraisers designed to raise dollars to grant out to another institution
3. Funding Sources (own granting organizations)
4. Individuals 5.
5. Religious Affiliations
6. Non-direct service expenses (no administrative or overhead expenses)
7. Organizations, groups or events that cannot demonstrate a true need met
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