100 years of rotary in ireland presidents elect preparation seminar march 2013

100 Years of Rotary in Ireland Presidents Elect Preparation Seminar March 2013


Club Assembly• The club assembly is where the message of the district assembly is

translated into local terms.

• It is the incoming President’s responsibility to ensure that it proceeds along the right lines.

• Leading the assembly is one of the incoming President’s first duties and, in planning for it, to remind the officers and council of just what the assembly is expected to be.

• It should deal with what is proposed for the year ahead and should not degenerate into a discussion about what has been done in the past..


Club Assembly

• The club assembly should be held as soon as possible following the District Assembly (11th May) and, in any event, before the end of June.

• A District Officer, ordinarily an Assistant Governor should be invited to attend and to sum up or take some other part in the proceedings.

• After introductory remarks by the incoming President each of the service committee chairs should be given time to put forward the committee’s plans for the year.

• Each presentation should be followed by a short discussion with a final summing up by the District Officer.


Specimen Club Meeting Agenda• President opens Meeting;

• Introduction of visitors (Rotarian/non-Rotarian

• Grace;

• Meal;

• Introduction of Speaker

• Vote of thanks to Speaker

• Minutes or report of Council Meeting (if business meeting)

• Club announcements

• Close of Meeting

Not all matters will be relevant to each meeting


The Club Council

• The governing body of the Club

• Constituted in order to maintain effective management

• Should meet once each month working to a prepared agenda

• One third of the members constitutes a quorum

• Any club member may attend a meeting of council either by invitation or otherwise but only council members may vote on matters before the meeting;


The Club Council MeetingSample Agenda

• Apologies and absences from meeting• Correspondence

i. RI and RIBIii. District Officersiii. Other Rotary Clubsiv. Other organisationsv. Club Members

• Report of the Honorary Treasurer;• Report of club Service Chairs;• Club Returns;


The Club Council MeetingSample Agenda

• Report of Representatives on District Council;• Reports of Representatives on other bodies;• Proposed resolutions for RIBI Conference/RI convention/Council

on Legislation;• Other Competent Business;• Date of next meeting

Not all items will be relevant to every meeting


Annual General MeetingThe Annual General Meeting of the Club (in respect of which at least fourteen

(14) day’s written notice shall have been given to all members) - other than honorary members - shall be held between 1st April and 31st May in each year

but in any event prior to the District Assembly, for the purpose of

• Receiving Annual Reports from council and standing committees on the activities of the club for the current year

• Receiving the Report of the Treasurer and the proposed budget for the ensuing rotary year

• Electing (new) honorary members – it is not necessary for honorary members to be re-elected on an annual basis

• Electing a maximum of six (6) ordinary members of council


Annual General MeetingThe Annual General Meeting of the Club (in respect of which at least fourteen

(14) day’s written notice shall have been given to all members) - other than honorary members - shall be held between 1st April and 31st May in each year

but in any event prior to the District Assembly, for the purpose of

• Confirming the appointment of or selecting the chairmen of committees

• Appointing a person or persons to examine the club’s books – a qualified accountant or two unqualified persons

• Electing representative(s) and substitute(s) of the Club on to District Council;


Special General MeetingsSpecial General Meetings of the club (in respect of which at least fourteen (14) days notice shall have been given) must be held in each year for the following purposes:

• At such time between 1st July and 15th November to nominate elected

members to the district council for the ensuing year;• Before 1st January to:

i. Receive and approve the examined accounts for the year-ended 30th June;

ii. Elect by ballot of the Members the President for the next year but one;iii. Elect the President –Elect, Vice President, Secretary and Treasurer for the

next Rotary Year;iv. Elect voting delegate(s) and substitute(s) to attend the next Annual

Conference of RIBI;v. Select candidates for the office of President and Honorary Treasurer of

RIBI for election at the annual conference of RIBI;

A Special General Meeting may also be held at such time as shall satisfy the annually notified requirements of the District Council, for proposing a Rotarian from the District

for submission to the District Council for selection as District Governor


Extraordinary General Meeting

An Extraordinary General Meeting of the Club shall be convened: • at any time by the Secretary on written request signed by at least ten

per cent (10%) of the membership of the Club with a minimum of five(5) members.

• At least three (3) days’ written notice of such meeting shall be given to all members of the club.

• Will deal with matters not covered by either the Annual General Meeting of a Special General Meeting


District Governor’s Visit• It is part of the District Governor’s duty to visit each rotary Club in his

or her District;

• It is the club President’s duty to make arrangements for this visit.

• The District Governor will indicate when the visit is to take place and it is for the President to make the necessary preparations within the club. The governor will wish to spend some time with the officers of the club and to meet with the general membership of the club.

• The governor will not wish to see anything in the way of a “special performance” but rather to see the club as it is and to make some assessment of its achievements, its atmosphere and, perhaps, its shortcomings.

• The visit is not an inquisition but, rather, an opportunity for fellowship and helpful encouragement.


District Council

• An administrative body for District Affairs

• May be regarded as the Parliament of the district; wherein matters of importance to the clubs within the district are debated and decided

• Each club is entitled to one representative on the council with one additional representative for every twenty-five (25) or major part thereof of its active membership; Each club should appoint substitute representatives to serve at any meeting of the Council at which the original representatives are unable to be present

• Clubs should notify the District secretary of the names of representatives and substitute delegates;


District Council• District council meets at least three (3) times in every year. The

general practice is to hold four (4) meetings per year. One meeting must be held not later than 21st January for the purpose of electing the District Governor; voting is by ballot and if there are more than two proposals or nominations the ballot is by a single transferable vote. The ballot may also take place by post.

• It is important that clubs be represented at District council to ensure a wide range of views are taken into account whenmatters are being debated. As is customary in such circumstances a quorum is necessary for business to be conducted effectively. Otherwise, a minority vote will influence and effect the development of the silent majority of clubs within the District.


Presidential Handover

• This is a significant event in the Rotary calendar and it isimportant that it is given sufficient status, dignity and publicity;

• It is important to realise that, regardless of when the formal

handover takes place, the incoming President officially takes over on 1st July.

• It is recommended that a suitable Press Release is available tosupply to the local media.

100 years of rotary in ireland presidents elect preparation seminar march 2013

Documents

meeting slide

meeting of council

club assembly

report of council meeting

club members report

ireland presidents

years of rotary

preparation seminar