Montecito Rotary - Club Policy and Procedures

4. Additional policy statements may be added to the Continuing Resolutions by succeeding Boards These policies may be revised or amended as appropriate. Original documents should be maintained in this book.

TABLE OF CONTENTS

CONTINUING RESOLUTIONS

Officers and board of directors....................................... 1

Club meeting day.............................................................. 2

Club’s standing committees............................................ 3

Club’s weekly agenda...................................................... 4

Board of Directors’ meeting day.................................... .5

Club bulletin...................................................................... 6

Club’s mailing address..................................................... 7

Proposing a new member................................................. 8

Induction ceremony.......................................................... 9

District Governor’s visitation....................................... 10

Ongoing service projects............................................... 11

Club activities which include spouses........................ 12

Montecito Rotary Foundation...................................... 13

Immediate past president’s duties............................... 14

Sensitive issues and political speeches...................... 15

Fiscal Policies.................................................................. 16

A.. Rotary International convention................. 16A

..... 1. Reimbursable expenses.......................... 16A1

..... 2. Expense accounting................................. 16B2

B.. Gifts to support staff..................................... 16B

C.. Dues................................................................. 16C

D.. Budget............................................................. 16D

E... Authorized signatures (checks)................... 16E

F... Compensation of secretary........................... 16F

G.. Investment of excess cash............................ 16G

H.. Payment of bills.............................................. 16H

I.... Reimbursement................................................ 16I

J... Supplies............................................................ 16J

K.. Club inventory............................................... 16K

Miscellaneous Policies.................................................. 17

A.. Board minutes................................................ 17A

B.. Safekeeping of club’s records...................... 17B

C.. Honorary member........................................... 17C

D.. Paul Harris Fellow Award............................. 17D

E... Election of officers and directors................. 17E

F... Senior active memberships........................... 17F

G.. Exemption from attendance requirements.. 17G

H.. Attendance rules........................................... 17H

I.... Rules for makeup............................................. 17I

J... Rules of absence............................................. 17J

K.. President’s Executive Training Seminar (P.E.T.S.) 17K

L. Rotarian of the Year Award.......................... 17L

M. President’s Expenditure Prerogative......... 17M

N. Commitment of funds to local, district, state,

national and international projects........................... 17N

O. Registration Fees........................................... 17O

P. Liability insurance.......................................... 17P

Q. Election of officers and directors for Rotary Club of

Montecito Foundation……….………..… 17Q

ATTACHMENTS:

A.. Instructions for proposing a new member to Rotary

B.. Prospective member fact sheet.........................

C.. Prospective member letter of understanding..

D.. Ceremony installing Montecito Rotary President

E... Suggested procedure for the induction of a Rotarian

Job Description - Secretary, Montecito Rotary Club
Articles of Incorporation
Rotary Club Of Montecito Foundation

THE ROTARY CLUB OF MONTECITO

BE IT RESOLVED THAT by the use of CONTINUING RESOLUTIONS, the Board of Directors of the Rotary Club of Montecito will set guidelines and preserve traditions that otherwise could be lost in the changeover by each succeeding Board.

THESE CONTINUING RESOLUTIONS are not intended to replace the by-laws of the club. Each succeeding Board of Directors should revise all the club's CONTINUING RESOLUTIONS prior to the board's official year to determine if each CONTINUING RESOLUTION should be modified or continued.

BE IT RESOLVED THAT THE ROTARY CLUB OF MONTECITO accept the following listing of guidelines as its operational plan for the year.

1. OFFICERS AND BOARD OF DIRECTORS - The following positions will comprise the officers and board of directors for the club:

President President Elect

Past President

Secretary 7 Directors -- two year terms.

Treasurer (Montecito Rotary By-Laws, Article 1,

Section 1, Page 13)

2. CLUB MEETING DAY - The Rotary Club of Montecito will meet on Tuesday at 12:10 PM at the Montecito Country Club, 920 Summit Road, Santa Barbara, CA 93108..

3.CLUB'S STANDING COMMITTEES - The following will be the club's standing committees requiring the active participation of two or more members:

Club Service
Vocational Service
Community Service
International Service

4. CLUB'S WEEKLY AGENDA - The club's weekly agenda will follow this suggested format:

12:10 PM: Lunch

12:30 PM: Invocation, Flag Salute, Song.

(These responsibilities are assigned to members on a rotation basis).

12:35 PM: Introduction of visiting Rotarians by greeter.

Introduction of guests.

Club business: Assessments, reports, Rotary information club business and Raffle.

(Raffle donations supplement the club's charitable contributions.)

1:00 PM: Program.

5.BOARD OF DIRECTORS' MEETING DAY - The Board of Directors of the Club will meet on the second Tuesday of each month at 11:00AM at the Montecito Country Club.

6. CLUB BULLETIN - The club bulletin (The Axis) will be mailed weekly to the home of the members. Those members with email will receive the club bulletin electronically.

7. CLUB'S MAILING ADDRESS - The mailing address of the Rotary Club of Montecito is the following:

Rotary Club of Montecito, P.O. Box 5282, Santa Barbara, CA 93150-5282.

8. PROPOSING A NEW MEMBER - The steps to be followed for proposing a new member are included in ATTACHMENT A. A fact sheet is given to a prospective candidate for membership prior to induction into the club. ATTACHMENT B. Prospective member and sponsor sign letter of understanding prior to induction. ATTACHMENT C. These attachments may be updated by the membership committee and presented to the Board of Directors for approval.

9. INDUCTION CEREMONY - The following is a sample agenda for an induction meeting or ceremony:

Proposer introduces the inductee with a brief biography.

After introduction podium is returned to president.

President formally inducts new member with induction ceremony (ATTACHMENT D) and presents inductee a packet containing the following:

Club Constitution and By-Laws
Club Directory
Object of Rotary (framing copy)
Four Way Test (framing copy)
Four Way Test desk plaque
Membership card
Name badge with classification

President concludes ceremony by pinning a Rotary emblem on the inductee's lapel and welcomes new member to club. New member may address the club.

10. DISTRICT GOVERNOR'S VISITATION - When the District Governor makes his/her annual visitation, the following activities will occur:

The president of the Montecito Rotary Club will call the governor to confirm arrival date and reservations. Rotary president will inform the Governor on the activities planned for his/her visit. On the Governor's arrival he/she will meet with the president and secretary prior to the noon meeting, to discuss the Club's Plans and Objectives. The Governor will address the membership at 1:00 P.M. After adjournment the Governor may wish to report to his/her hotel room or meet with the President.

In the evening the President and Board of Directors will meet for dinner with the Governor to continue discussing the club's plans and hear presentations from the various standing committees. The Governor will be on his/her own at the conclusion of the dinner meeting.

ENTERTAINING THE GOVERNORS SPOUSE.

During the Governor's official visit, his/her spouse will be invited to attend all business and social events scheduled for the day. In the event that the guest does not wish to participate in the scheduled activities, arrangements may be made to entertain the visitor at a local restaurant or home of the president's spouse.

11. ONGOING SERVICE PROJECTS - The following are the ongoing service projects to which the club is committed:

Cleveland School's reading program is supported by giving books to students in the spring to reward their reading achievements. The books are presented at a luncheon at Cleveland School.

B. The Montecito Rotary is committed to participating in community activities of Montecito to be of service to the community and to enhance the awareness of Rotary in Montecito.

C. The Club participates in the Montecito Community Beautification Day cleanup once a year. The members volunteer a half day on Saturday of the event. The club helps to support the event by making a financial contribution for the purchase of T-Shirts for participants.

12. CLUB ACTIVITIES WHICH INCLUDE SPOUSES - Spouses are welcome at all programs during the year presented at the weekly luncheon meetings. The four special events at which time spouses are also invited to attend are the following:

Demotion
Governor's Visit
Summer Picnic
Winter Holiday Party

13. FOUNDATION - The Rotary Club of Montecito chartered a Charitable Foundation, called The Rotary Club of Montecito Foundation, on December 19, 1995.

14. IMMEDIATE PAST PRESIDENT'S DUTIES - The immediate past president's duties are the following:

Assist president whenever needed.
Serve on nominating committee.
Attend board meetings.
Chair demotion party activities.

15. SENSITIVE ISSUES AND POLITICAL SPEECHES - Sensitive issues and political speeches are not encouraged. In the event that such programs are sponsored, opposing views for balance must be scheduled in an organized fashion.

16. FISCAL POLICIES:

A. ROTARY INTERNATIONAL CONVENTION - The expenses of the president-elect will be paid as follows:

1. Reimbursable Expenses

a. All expenses incurred by the president-elect traveling to and returning from the convention will be covered. All travel will be by the most economical means consistent with the trip. When personal autos are used, mileage will be reimbursed at the rate allowed by the IRS.

b. Subsistence - Actual cost of lodging for the president-elect during the term of the convention will be allowed. Any motel or hotel recommended by convention authorities will be acceptable. Actual cost of meals and Rotary sponsored banquets for the president-elect will be allowed.

b. Other Expenses - Cost of registration will be allowed. All other expenses must be met by the president-elect.

2. Expense Accounting

1. Travel advances will be allowed. The president-elect will keep a memorandum of all expenditures properly chargeable to the club. Each expense will be noted on and expense claim and submitted promptly upon return from convention. The Board of Directors will be responsible for approving the expense claim prior to payment. Receipts will be required on all items in excess of $10.00.

B. GIFTS TO SUPPORT STAFF

1. Holiday Gifts:

a. During the annual Christmas party, the Rotary President will give the restaurant staff and Maitre d' a card with a stipend expressing the club's appreciation for service rendered during the year.

C. DUES

1. QUARTERLY ASSESSMENT

Dues are assessed on a quarterly basis. Any member failing to pay his/her dues after the 45 day billing period will be assessed an additional $15.00 for the quarter. (Board policy enacted May 31, 1994.) If Quarterly dues are not paid within 10 days of notification after the 45 day period, membership of the Rotarian will be terminated. Assessments are delinquent after August 15, November 15, February 15, and May 15.

D. BUDGET

At the beginning of each fiscal year the board shall prepare or cause to be prepared a budget of estimated income and estimated expenditures for the year, which having been agreed to by the board shall stand as the limit of expenditures for the respective purposes unless otherwise ordered by action of the board. (Montecito Rotary By-Laws, Article X, section 5.)

E. AUTHORIZED SIGNATURES (Checks)

1. The president, treasurer and secretary have signatory power. Two individuals must sign on each check. New signature cards must be signed between July 1st and July 15th of each year to reflect the change in officers.

2. Checking Accounts: Each checking account must be approved by the board of directors. Monthly bank statements should be reconciled within one month of receipt. Treasurer is responsible for these functions.

F. COMPENSATION OF SECRETARY

The secretary shall receive a fair salary for service rendered. The amount should be recommended by the budget committee and approved by the Board of Directors.

G. INVESTMENT OF EXCESS CASH

Checking Account - Any funds in checking account over required operating needs should be placed in an interest bearing account. Each savings account or certificate of deposit must be approved by the Board of Directors.

H. PAYMENT OF BILLS

The accounting should provide to pay club bills on a timely basis. All bills must be paid with a bonafide receipt. Account payables may be paid on presentation, but should never remain unpaid over thirty days.

I. REIMBURSEMENT

Rotarians may be reimbursed for expenses incurred for club purposes. These expenses shall have a bonafide receipt and prior approval from the Board of Directors.

J. SUPPLIES

An inventory of all supplies should be kept on hand to meet the needs of at least three months use. The secretary is in charge of procurement of all supplies.

K. CLUB INVENTORY

Equipment / Furniture - A complete file should be kept of all equipment and furniture purchased by the Rotary Club. The present inventory includes the following:

IBM Correcting Selectric III, purchased in 1986.
Typewriter stand purchased in 1986.
Two drawer formica file purchased in 1986
Canon copier NP-112 purchased in 1989.

Note: At the present time all of the equipment listed above is kept at the secretary's home and only used for club business.

17. MISCELLANEOUS POLICIES

A. BOARD MINUTES

The minutes of each board meeting will be taken by the secretary or other individual as designated by the president. The minutes will be typed and copies either mailed to the directors of the board or distributed at the monthly board meeting. A copy should be made available to the editor shortly after the board meeting for publication in the club's bulletin. (Axis)

B. SAFEKEEPING OF CLUB RECORDS

The secretary is responsible as custodian of club records including meeting minutes, official documents and contracts. The treasurer is responsible for all documents relating to club finances including checks, vouchers and accounting records.

C. HONORARY MEMBER

Honorary recognition is granted to a person who has demonstrated meritorious service in the furthering of Rotary's ideals. Honorary membership automatically terminates on the 30th of June, after the date of election. The Board may issue a resolution from year to year to continue honorary membership for the ensuing year. Honorary members do not vote, pay assessments or hold office in the club.

D. PAUL HARRIS FELLOW AWARDS

1. The Board of Directors of the Montecito Rotary Club from time to time vote to donate $1,000.00 to the Rotary Foundation, to nominate a person who has demonstrated outstanding leadership in the local Rotary Club, and in community and youth activities over the years. The following guide lines will be used in the selection of a candidate for this award:

Candidate must have a 60 percent attendance record for one year which may include make-ups.
Candidate must have served in one or more assignments in each of the four Avenues of Service listed below or in other Board approved activity.*

Community Service

Examples:

Rotary Fiesta Parade float construction
Fighting Back Red Ribbon committee
Board member of Charitable Foundations
Volunteer on Montecito Beautification Committee
Local School Improvement projects
Fund raising for charitable and educational projects

Club Service

Examples:

Club officer
Board Member
Club bulletin staff
Program chairperson or assistant
Publicity director
Club photographer
Membership chairman
Special committee assignments

International Service

Examples:

Contribution of $50.00 or more to the Rotary International Foundation.
Ambassadorial Scholarship Committee
Overseas Rotary International Service
Health, Hunger, and Humanity (3-H) project

Vocational Service

Examples:

Community improvement projects
Service to Youth and Educational projects
2. Individuals may become Paul Harris Fellows by a donation of $1,000.00 to the Foundation for themselves or a designee.

*Approved by Montecito Rotary Club Board of Directors on: October 9, 1995..

E. ELECTION OF OFFICERS AND DIRECTORS

President-Elect- Each year a Nominating Committee of the Montecito Rotary Club will be established to nominate the new President-Elect. This Nominating Committee will consist of three members comprised of The Past President, serving as the Chair of the Committee, and two other Past Presidents of the Club chosen by the governing President. This committee will meet during the month of November to present to the members of the whole a Nominee for President-Elect to be voted on by the members of the whole. The President-Elect Nominating committee would adhere to the following criteria in their search for a President-Elect Nominee:

REQUIRED:

Past Service on the Board of Directors
Have attendance record of at least 70% for the past year
Chair an Avenue of Service or served on a Committee
Express a sincere desire to serve

RECOMMENDED:

Completed or started PRLS Program
Attended a District Assembly
Attended a District Conference
Participated in a Club Fund Raising Event
Have longer tenure than most other eligible candidates.

2. New Members of the Board - Each year a Nominating Committee of the Montecito Rotary Club will be established to nominate new Board Members to the Board. This Nominating Committee will consist of three members comprised of The President-Elect, serving as the Chair of the Committee, and two out-going Board Members, who are presently serving on the Board of the Club, chosen by the governing President. This committee will meet during the month of November to present to the members of the whole a slate of candidates to be voted on. These nominations shall be placed upon a ballot and voted on by the members of the whole. In each odd numbered year the four candidates securing the highest number of votes and in each even numbered year the three candidates securing the highest number of votes shall be declared elected to the Board for two years.

3. The officers and directors so elected together with the immediate past president shall constitute the board of directors. The president elected in such balloting shall serve as a member of the board as president-elect for the year commencing on the first day of July next following his election as president on the first day of July immediately following his year of service on the board as president-elect. Within one week after their election the board of directors-elect shall meet and elect some member of the club to act as sergeant-at-arms. *Approved by Montecito Rotary Club Board of Directors on: December 12, 1996

F. SENIOR ACTIVE MEMBERSHIP

An active member who has been a member of one or more clubs for a total of 15 or more years.
An active member who is the age of sixty or more after having been a member of one or more clubs for a total of ten or more years.
A person who is of the age of 65 or more after having been a member of one or more clubs for a total of five or more years. (Rotary Constitution Article V, Section 8).

G. EXEMPTION FROM ATTENDANCE REQUIREMENTS

Any senior active member who has been a member for one or more Rotary Clubs for 20 years or more, and has reached the age of 65 years, may notify the secretary in writing of his/her desire to be excused from complying with attendance requirements. (Rotary Constitution Article VII, Section 5D).

H.ATTENDANCE RULES

Our Constitution provides that membership of any active, additional active, past active, past service or senior active member shall automatically terminate if the member:

Is absent from four consecutive meetings of the club.
Fails to make 30% of our club meetings held each year.
Fails to attend 60% of our club meetings plus makeups each half year
a. The Board of Directors may grant excuses and exemptions to the foregoing rules based on good and sufficient reason. The Board may also grant upon written application a leave of absence. (Rotary Constitution, Article VII, Section 5

I. RULES FOR MAKEUP

A member may makeup at another Rotary meeting fourteen days before or fourteen days after a miss. The makeup will count as attendance and meal credit.

J. RULES OF ABSENCE

Upon written application to the Board, setting forth good and sufficient cause, leave of absence may be granted excusing a member from attending the meetings of the club for a specified length of time. Leave of absence will be granted under the following conditions:

1. To any member who cannot attend meetings due to continuing illness.
2. To any member being in an area where no Rotary Clubs are available for makeup purposes.
a. Any request for leave of absence for reasons other than the above, for a period of less than eight weeks, will be granted or rejected at the discretion of the Board.
b. During any leave of absence, members will be required to continue to pay regular quarterly dues.
c. If the member’s absence does not fall into any of the above categories, the person’s membership shall be terminated, but with the right to reapply at such time that active attendance is possible. Upon such application, the board shall determine if the membership requirements have been met. (Montecito Rotary By-Laws, Article IX).

K. PRESIDENT’S EXECUTIVE TRAINING SEMINAR (P.E.T.S.)

The Rotary Club of Montecito expects the President-elect to attend the President’s Executive Training Seminar and the district assembly prior to assuming office in July. Registration fees for P.E.T.S. is paid by the Montecito Rotary Club.

L. ROTARIAN OF THE YEAR AWARD

During the month of November, the president, president-elect, and secretary will serve as a committee of three to nominate a member of the Montecito Rotary Club to be honored as Rotarian of the Year.The selection committee will use the following criteria to designate the recipient for this recognition:

1. A person who has distinguished himself/herself in voluntary community services over the years.
2. A candidate who has performed exemplary club services for three or more years.
Selectee must qualify in both categories to be eligible for the “Rotarian of the Year Award.”
During the Annual Christmas Party the president will introduce the new “Rotarian of the Year” to the membership and guests and present the recipient with an appropriate plaque.

M. PRESIDENT’S EXPENDITURE PEROGATIVE

The president of the Montecito Rotary Club has the prerogative to commit the club to a total expenditure of $100.00 without board approval during the term of his/her office for Rotary related materials or honorariums for special programs for the club.

N.COMMITMENT OF FUNDS TO LOCAL, DISTRICT, STATE, NATIONAL AND INTERNATIONAL PROJECTS

The club president shall not commit the club to participate in local, district, state, national or international fund projects without prior approval from the Board of Directors of the Montecito Rotary Club.

O. REGISTRATION FEES

Registration fees for all board members attending the annual District Assembly, District Conference and other district sponsored seminars, workshops and authorized meetings will by underwritten by the club treasury. * Approved by the Montecito Roatary Club Board of Directors: April 2, 1996.

P. LIABILITY INSURANCE FOR BOARD MEMBERS

Q. ELECTION OF OFFICERS AND DIRECTORS FOR THE ROTARY CLUB OF MONTECITO FOUNDATION

The Nominating Committee to nominate new Board Members to the Board of the Montecito Rotary Club Foundation each year, as prescribed by the By Laws of the Montecito Rotary Club Foundation, will consist of three members comprised of three Past Presidents chosen by the governing President. This Committee will meet during the month of May, or as soon as possible, to present to the members of the whole a slate of candidates to be voted on.

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