ROTARYCODE OF POLICIESJune 2010(Containing Board Decisions Through January 2010)

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Preface
Rotary Code of Policies

ROTARY CODE OF POLICIES
Table Of Contents

Preface
Outline of Code
Code of Policies
Chapter I
Chapter II
Chapter III
Chapter IV
Chapter V
Chapter VI
Chapter VII
Chapter VIII
Index

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CO-1
General Provisions
Clubs
Districts
Administration
Programs
Communications
Meetings
Finances

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5
64
130
278
338
373
460
Index-1

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Preface
Rotary Code of Policies
PREFACE

Rotary Code of Policies

HISTORY AND PURPOSE

This volume constitutes the first known codification of the general and permanent policies ofRotary International. The decisions of the RI Board, the RI Conventions, and the RI Councils on
Legislation in establishing such policies have been collected and compiled since 1910, but
without any systematic arrangement. Thousands of decisions were reviewed in preparing thisCode, and many were found to be duplicative or outdated. However, several hundred were
found to still be in effect, and they are set forth in the Code.

The purpose of the Code is to place all general and permanent policies of the RI Board, the RI
Conventions, and the RI Councils on Legislation, which are currently in effect, into an integrated
and comprehensive volume with the topics arranged in logical order and with consistentlanguage. The existence of such a code will make it easier for members of the Board, and thosecharged with the responsibility to administer the policies, to be familiar with all general andpermanent policies currently in force, regardless of the dates of their adoption. This inaugural
Code of Policies is expected to provide an important source of information for Rotary leaders.

INITIAL STEPThis first version of the Code is limited to a compilation of general and permanent policies
currently in effect. It is recognized that some areas still need the development of policies andthat some of the policies shown in the Code need restatement. Therefore, it is contemplated thatthe various chapters will be revised and supplemented, as time permits, in order to perfect andrefine the Code as a comprehensive document. It is hoped that at least one of chapters can berevised and supplemented each year for the next several years until the Code is improved to thepoint of optimum usefulness. The goal is to make the Code a practical and helpful document,
which will serve as a model for Rotary clubs and districts.

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ARRANGEMENT
Each chapter in the Code is intended to represent a separate subject, and each article is intended
to represent a separate topic, as indicated by the titles. The chapters are numbered consecutively
and are arranged in logical order for easy reference. A listing of the articles within the chapters
is shown at the beginning of each chapter, and a listing of the sections within the articles isshown at the beginning of each article. If new articles become necessary between the issuance ofrevised editions of the Code, then such articles may be inserted in the appropriate location withan "A" following the number of the new article. For example, "Article 2A" may be added
between Article 2 and Article 3. Space also has been left at the end of each chapter for
additional articles as needed. For example, Chapter II ends with Article 12 and Chapter III
begins with Article 16.

NUMBERING
The Code utilizes the numbering system used in the RI Bylaws, and the sections are numbered
progressively with Arabic numerals. A progressive rather than consecutive system is used inorder to provide space for the insertion of additional sections within the articles to accommodate
new policies in the future. Generally, the sections are numbered progressively by tens. For
example, in Article 5 the first three sections are numbered 5.010, 5.020, and 5.030. New
sections, as necessary, may be inserted between existing sections without changing any of thecurrent numbers. For example, a new section between 5.010 and 5.020 could be 5.015 or any
other number between 5.010 and 5.020, which illustrates the flexibility in the general numberingsystem.

Each section number also carries the number of the article in which it is found. The article
number and the section number are separated by a decimal point. When it is recognized that the
number to the left of the decimal point is the article number, and the number to the right of thedecimal point is the section number within that article, the system is easily comprehended andutilized. For example, Section 7.050 means Section 50 in Article 7.

ANNOTATIONSAnnotations for development of the various sections of the Code are shown at the end of thesections. Initially, all of the sections will show an adoption date of June, 1998, which will be
noted as “June 1998 Mtg., Bd. Dec. 348.”
As the policies are amended, thePreface
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sections will show the dates and decision numbers of the applicable amendments. For example,
if a section is amended by Board Decision 123 on October 30, 2001, the following notation willappear at the end of the amended section: “Oct. 2001 Mtg., Bd. Dec. 123.”

The “Source” notes at the end of the sections also show the historical development of the policies
prior to adoption of the Code. “Cross reference” notes also are shown at the end of some of thesections to refer the reader to other sections of the Code for related topics. “Exhibit” notes also
appear at the end of some sections to call attention to related documents in the exhibits portion of
the Code.

INDEX
An index for the Code follows the last chapter. Index entries are arranged in alphabeticalsequence and have been made as concise as possible to enable rapid scanning of the index.

AMENDMENTS AND NEW POLICIESThe RI Board will adopt new policies and amend existing policies in its regular course ofbusiness. In the case of amendments, the sections of the Code being amended will be referenced
in the actions of the Board. In the case of new policies, the placement of the new policies in the
Code will be referenced in the actions of the Board.

ANNUAL SUPPLEMENTS
Annual supplements will be prepared and distributed to show the changes in the Code throughthe close of the last fiscal year. The supplements will be cumulative for the period of time fromthe adoption of the Code, or its latest edition, to the end of the applicable fiscal year. Making theannual supplements cumulative in nature means that each copy of the Code will need to contain
only the latest supplement in order to be current. The annual supplements may be organized forplacement either as one insertion at the front or back of the Code or as separate insertions at theend of the various articles of the Code.

Preface
Rotary Code of Policies

Page vREVISED EDITIONSThe Code will need to be revised periodically in order to incorporate the amendments andadditions into the body of the Code itself rather than relying upon the cumulative annual
supplements for a period of many years. It is expected that the Code will be revised after eachmeeting of the Council on Legislation.

ACKNOWLEDGMENTS

The Code has been prepared by members of the RI staff and the Codification Committee over a
period of two years without the expense of consultants or contractors, except for some initial
work by an outside company in the late 1980’s when the Code was first proposed.

Codification Outline
Rotary Code of Policies June 2010
CHAPTER I
GENERAL PROVISIONS
Article 1.
The Code
1.010.
Purpose1.020.
Citation
1.030.
Rules of Construction
1.040.
Definitions
1.050.
Relationship to the Constitutional Documents
1.060.
Severability
1.070.
Repeal of Policies
1.080.
Implementation of Policies
1.090.
Amendments
1.100.
Annual Supplements
1.110.
Revised Editions
1.120.
Authentication
CHAPTER II
THE ROTARY CLUB
Article 2.
Club Membership and Administration
2.010.
Membership of Clubs in RI
2.020.
Association of Clubs Outside RI
2.030.
Clubs Chartered Prior to 6 June 1922
2.040.
Recommended Club Bylaws
2.050.
Incorporation of Clubs
2.060.
Incorporation of Club Activity
2.070.
Club Compliance With National Law
2.080.
Legal and Insurance Counsel
2.090.
Lawsuits Involving Rotary Clubs
2.100.
Clubs and Politics
2.110.
Youth Protection
2.120.
Pilot Projects
Article 3.
Club Name, Locality, and Adjustment to Locality
3.010.
Club Name
3.020.
Locality (Geographical Boundaries) of a Club
Article 4.
General Membership Guidelines and Classifications
4.010.
Diversified Membership
4.020.
Membership in Rotary Club and Other Service Organizations
4.030.
Personal Nature of Club Membership
4.040.
Dual Gender Clubs
4.050.
General Classification and Membership Principles
4.060.
Movement of Rotarians into a New Community
Article 5.
Types of Membership and New Members
5.010.
Honorary Membership
5.020.
Membership of TRF Alumni in Rotary Clubs
5.030.
Membership Cards
5.040.
Membership Growth and Development
5.050.
Prospective Members and New Members
Article 6.
Former Rotarians and Family of Current Rotarians
6.010.
Former Rotarians
6.020.
Involvement of Spouses and Other Family Members of Rotarians

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Article 7.
Club Meetings and Attendance
7.010.
Club Meeting Location
7.020.
Conducting Club Meetings
7.030.
Programs for Club Meetings
7.040.
Speakers for Club Meetings
7.050.
Club Assembly
7.060.
Club Adherence to Attendance Rules
7.070.
Requests for Leave of Absence
7.080.
Visitors and Guests
7.090.
Status of Informal Meetings of Rotarians
Article 8.
Club Programs
8.010.
Club Autonomy of Activities
8.020.
Monthly Emphasis on Various Programs
8.030.
Basic Principles of Vocational Service
8.040.
Basic Principles of Community Service
8.050.
Basic Principles of International Service
8.060.
Club Support of Local Youth Organizations
8.070.
Guidelines for Clubs to Conduct Projects in Non-Rotary Countries
8.080.
Club Rotary Foundation Committee
8.090.
Club-Level Training
Article 9.
Club Finances and Public Relations
9.010.
Club Finances
9.020.
Clubs in Arrears to RI
9.030.
Participation of Clubs in Fundraising Activities
9.040.
Club Public Relations
9.050.
Club Promotion of RI Aims and Objectives
Article 10.
Club Officers
10.010.
Club Officers
10.020.
Qualifications of the Club President
10.030.
Duties of Club President
10.040.
Duties of Club President-elect10.050.
Club Officer Disputes
Article 11.
Club Relationships with Rotarians and Others
11.010.
Club Relationship to the Secretariat
11.020.
Club Relationships with Other Clubs
11.030.
Circularization
11.040.
Rotary Clubs and Other Organizations
11.050.
Club Relationship with Its Members: Membership Lists
CHAPTER III
DISTRICTS
Article 16.
Multidistrict Activities
16.010.
Guidelines for Multidistrict Service Activities and Projects
16.020.
Governor’s Responsibility for Multidistrict Events and Activities
16.030.
Use of the Name, Emblem, or other Rotary Marks in Multidistrict Activities
16.040.
Multidistrict Administrative Groups

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Article 17.
Rotary Districts
17.010.
Rotary Districts, General
17.020.
Incorporation of Districts
17.030.
District Organization and Administration
17.040.
District-Level Elections
17.050.
District Records
17.060.
District Finances
17.070.
District Publicity
Article 18.
Extension of Rotary and New Clubs
18.010.
District Extension Manual
18.020.
Guidelines for Extension to Non-Rotary Countries and Geographical Areas
18.030.
Rotarians Involved in Extension
18.040.
Non-Districted Rotary Clubs
18.050.
New Clubs
Article 19.
District Officers
19.010.
Governor’s Allocation—Eligible Expenses
19.020.
Governor’s Specific Duties and Responsibilities
19.030.
Governor-nominee Selection
19.040.
Responsibilities of the Governor-nominee
19.050.
Governor-elect Training and Preparation
19.060.
Vacancies in the Office of Governor or Governor-elect: Training
19.070.
Assistant Governors
19.080.
District Secretary
19.090.
Past Officers
Article 20.
District Programs And Projects
20.010.
New Member Orientation
20.020.
Continuity of District Programs and Projects
20.030.
District-level Fellowship Activities
Article 21.
District Committees
21.010.
District Rules and Procedures Committee
21.020.
Rotary Community Corps (RCC) Subcommittee
21.030.
World Community Service (WCS) Committee
21.040.
District Youth Exchange Committee
21.050.
District Community Service Committee
21.060.
District Rotary Fellowships Committee
Article 22.
District Conferences
22.010.
District Conference Scheduling, Location and Participants
22.020.
District Conference Program
22.030.
President’s Representative at Conference
22.040.
Joint District Conferences
Article 23.
District Meetings
23.010.
District Assemblies
23.020.
Presidents-Elect Training Seminars (PETS)
23.030.
District Leadership Seminar
23.040.
District Team Training Seminar
23.050.
District Membership Seminars

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CHAPTER IVADMINISTRATION
Article 26.
Rotary International
130
26.010.
Mission of RI
26.020.
The Object of Rotary
26.030.
RI Administration
26.040.
RI and Politics
26.050.
RI and Religion
26.060.
Rotary’s Dream for the Future
26.070.
Rotary Coordinators
26.080.
RI Anthem
26.090.
RI Protocol
26.100.
Election Guidelines and Campaigning
26.110.
Election Complaint Procedures
26.120.
RI Collection and Use of Personal Membership Data
26.130.
Membership Statistics
26.140.
RI Privacy Statement
26.150.
Mediation and Arbitration Guidelines
Article 27.
RI President
145
27.010.
Regulations Governing Candidates for RI President and the Nominating Committee
for President
27.020.
Official Activities
27.030.
Authority to Act on Behalf of Board
27.040.
Additional Activities
27.050.
RI Theme and Program Emphasis
27.060.
Travel and Appearances
27.070.
Staff Support
27.080.
Finances
27.090.
President’s Advisory Committee
Article 28.
RI Board of Directors
160
28.005.
Policies Relating to the Board
28.010.
Selection Methods for Directors
28.020.
Directors-elect28.030.
Meetings
28.035.
Appeals of Board Action
28.040.
Travel and Appearances
28.050.
Spouse Training and Attendance at Rotary Meetings
28.060.
Relationship Between Directors and Governors
28.070.
Relationship Between Directors and Trustees of The Rotary Foundation
28.080.
Conflict of Interest Policy
28.090.
Code of Ethics
28.100.
Indemnification of RI Directors and Officers
28.110.
Information Provided to the Board
Article 29.
Other Current and Past Officers Of RI
185
29.010.
President-elect29.020.
President-nominee
29.030.
Vice-President
29.040.
Treasurer

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29.050.
Past Presidents
29.060.
Definition of Past Officer of RI
29.070.
Improper Conduct by Current or Past Officers
29.080.
Guidelines for Aides to RI Officers
Article 30.
RI Committees
193
30.010.
Purpose of Committees
30.020.
Types of Committees
30.030.
Meetings of Committees
30.040.
Committee Appointments
30.050.
Liaison Directors to Committees
30.060.
Executive Committee
30.065.
Standing Board Committees
30.070.
Finance Committee
30.075.
Operations Review Committee
30.080.
Audit Committee
30.090.
Annual and Ad Hoc Committees
30.100.
Committee Reports
30.110.
Committee Finances
30.120.
Resource Groups
Article 31.
RI General Secretary207
31.010.
Chief Operating Officer of RI
31.020.
Authority to Act on Behalf of Board
31.030.
General Secretary Authority to Act on Behalf of Board on Matters Relating to Clubs
31.040.
General Secretary Authority to Act on Behalf of Board on Matters Relating toConvention and Council on Legislation
31.050.
General Secretary Authority to Act on Behalf of Board on Matters Relating toDistricts
31.060.
General Secretary Authority to Act on Behalf of Board on Matters Relating to
Finance31.070.
General Secretary Authority to Act on Behalf of Board on Matters Relating toGeneral Administration
31.080.
General Secretary Authority to Act on Behalf of Board on Matters Relating to Rotary
Literature, Documents and Translation
31.090.
General Secretary Authority to Act on Behalf of Board on Matters Relating to
Programs
31.100.
Additional Responsibilities
31.110.
Travel and Transportation
Article 32.
RI Secretariat
224
32.010.
Nomenclature of Secretariat Central Office
32.020.
Secretariat Services
32.030.
Secretariat Staff Policies and Benefits
32.040.
Staff Outside Involvement with Rotary
32.050.
Secretariat International Offices
32.060.
Secretariat Strategic Plan

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Article 33.
Rotary Marks
33.005.
Definition of Rotary Marks
33.010.
Use of Emblem
33.020.
Use of Name
33.030.
Use of Stationery
33.040.
Program Emblems
33.050.
Reproduction of the 4-Way Test
33.060.
Rotary Mottos
Article 34.
Licensing
34.010.
General RI Licensing Principles
34.020.
Granting of an RI License
34.030.
General Secretary’s Responsibilities
34.040.
Use of Rotary Marks by Rotarians
34.050.
Specific Limitations on Use of Rotary Marks
34.060.
Advertising and Marketing Limitations
34.070.
Miscellaneous Licensing Matters
Article 35.
Joint RI and TRF Policy on Relationships with Other Organizations
35.010.
General Guidelines
35.020.
Types of Cooperation
35.030.
Invitations to Attend Meetings of Other Organizations
Article 36.
RI Guidelines for Sponsorship and Cooperation
36.010.
Guidelines for Sponsorship of RI Meetings, Events, Projects and Programs
36.020.
Cooperation with United Nations
36.030.
Cooperation with Other Organizations and Groups
Article 37.
Territorial, Regional and Sectional Groupings
37.010.
Territorial Units-RIBI
37.020.
Limitations on Administrative Units
37.030.
Intercountry Committees Guidelines
CHAPTER V
PROGRAMS
Article 40.
General Provisions
40.010.
Program Terminology
40.020.
Program Evaluations
40.030.
New RI Structured Programs
40.040.
RI Projects
40.050.
Development of Service Projects
40.060.
New Generations
40.070.
Family and Community
40.080.
World Understanding and Peace Day
Article 41.
Structured Programs of RI
41.010.
Interact
41.020.
Rotaract
41.030.
Rotary Community Corps (RCC)
41.040.
Rotary Friendship Exchange
41.050.
Rotary Volunteers
41.060.
Rotary Youth Leadership Awards
41.070.
World Community Service (WCS)
41.080.
Youth Exchange

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258

266

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Article 42.
Global Networking Groups
42.010.
Rotary Fellowships
42.020.
Rotarian Action Groups
42.030.
Incorporation Guidelines For Global Networking Groups
Article 43.
RI Awards
43.010.
Presidential Citation
43.020.
“Four Avenues of Service Citation”
43.030.
Service Above Self Award
43.040.
Significant Achievement Awards Program
43.050.
RI Award of Honor
43.060.
RI Membership Development and Extension Award
43.070.
Best Cooperative Projects Award
43.080.
Membership Development Initiatives Recognition Program
43.090.
Recognition for Smaller Club Member Growth43.100.
Club Builder Award
CHAPTER VI
COMMUNICATIONSArticle 48.
Official Language and Translation
48.010.
RI Official Language
48.020.
Translation of Rotary Literature
Article 49.
Membership Communications
49.010.
Official Notices
49.020.
Board Minutes
49.030.
Worldwide Directory
49.040.
Official Directory
49.050.
Manual of Procedure
49.060.
Constitutional Documents
49.070.
Codification of Policies
Article 50.
Public Relations and Information
50.010.
Purpose of RI Public Relations
50.020.
Public Relations for General Officers
50.030.
Public Relations Guidelines for Pro Bono Relationships with Corporate Entities
Article 51.
Publications
51.010.
Official Magazine
51.020.
Rotary Regional Magazines
51.030.
Publication Distribution Costs
51.040.
Guidelines for New Publications
51.050.
Publications Market Research and Finances
51.060.
Use of Recycled Paper in Publications
51.070.
Rotary World
Article 52.
Audio/Visual/Electronic Communications
52.010.
Audiovisuals
52.020.
Internet and Electronic Communications
52.030.
Communications Technology
Article 53.
Other Communications
53.010.
Rotary International Library
53.020.
Rose Parade Float

320

332

338

341

345

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CHAPTER VII
MEETINGS
Article 57.
International Convention
57.010.
Purpose57.020.
Host Organization Committee
57.030.
Dates
57.040.
Guidelines
57.050.
Site Selection
57.060.
Attendance
57.070.
Housing
57.080.
Sergeants-at-Arms at the Convention
57.090.
Group Air Travel
57.100.
Regional Magazine Editors Attendance
57.110.
International Convention Committee
57.120.
Public Relations
57.130.
Finances
57.140.
Proceedings
57.150.
Role of Official Participants and Spouses
57.160.
Role of General Secretary
57.170.
Post-Convention Activities
57.180.
Miscellaneous International Convention Matters
Article 58.
International Assembly
58.010.
Guidelines and Minimum Standards
58.020.
Scheduling
58.030.
International Assembly Committee
58.040.
Attendance and Participants’ Responsibilities
58.050.
Training, Programs and Sessions
58.060.
Publications
58.070.
Finances
58.080.
Exhibit and Display Space at the International Assembly
58.090.
Evaluation
Article 59.
Council On Legislation
59.010.
Guidelines and Site Selection
59.020.
Proposed Legislation
59.030.
Participants
59.040.
District Representatives
59.050.
Credentials Committee
59.055.
Sergeants-at-Arms
59.060.
Proceedings and Functions
59.070.
Finances
59.080.
Post-Council Activities
59.090.
Support Staff
59.100.
Responsibilities of the General Secretary
Article 60.
Institutes
60.010.
International Institute60.020.
Participants at International Institutes
60.030.
International Institute Program
60.040.
International Institute Finances
60.050.
Rotary Institutes

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Article 61.
Regional and Presidential Conferences
61.010.
Purpose of Regional Conference
61.020.
Regional Conference Standards
61.030.
Regional Conference - Rules of Procedure
61.040.
Regional Conference Finances
61.050.
Presidential Conferences
Article 62.
General Policies of RI Meetings
62.010.
Involvement of Local Rotarians in RI Meetings
62.020.
Sergeants-at-Arms Leadership Candidate Book
CHAPTER VIIIFINANCES
Article 66.
General Finance Provisions
66.010.
Financial Responsibility
66.020.
One Rotary Center Real Estate Management Policy
66.030.
Special Projects
66.040.
Emergencies
66.050.
Contracts
66.060.
Purchasing Manual
66.070.
Annual Report
66.080.
Audited Financial Statements
66.090.
Banking Procedures
Article 67.
Audits and Budgets
67.010.
Internal Audit System
67.020.
Guidelines for Appointment and Evaluation of the Independent Auditor
67.030.
Budget Review Process
67.040.
Authority to Exceed RI Budget
67.050.
Capital Expenditures
Article 68.
Expenses and Reimbursements
68.010.
Approval of Disbursements
68.020.
Travel68.030.
Governors’ Expenses
68.040.
General Officers’ Expenses
68.050.
Officer Expenses
68.060.
Rotary Foundation Apportionments
68.070.
Miscellaneous Expenses
Article 69.
Investments
69.010.
Investment Policy Statement – Rotary International General Surplus Fund
69.020.
General Surplus Reserve Policy
69.030.
Cash Management
69.040.
Restricted Currencies
69.050.
Fiscal Agents
69.060.
Budgeted Investment Earnings and Investment Earnings Reserve
Article 70.
Revenues
70.010.
Per Capita Dues
70.020.
Licensing
70.030.
Invoices
70.040.
Publications

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Article 71.
Risk Management and Insurance
71.010.
Risk Management
71.020.
Umbrella Liability Coverage
71.030.
Business Interruption
71.040.
Accidental Death and Dismemberment
71.050.
Liability Coverage for RI Directors and Officers
71.060.
RI Travel Medical
71.070.
RI Meetings and Programs
71.080.
Club and District Liability Insurance

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June 2010

1

CHAPTER I
GENERAL PROVISIONS

Article 1. The Code1.010.
1.020.
1.030.
1.040.
1.050.
1.060.
1.070.
1.080.
1.090.
1.100.
1.110.
1.120.

PurposeCitation
Rules of Construction
Definitions
Relationship to the Constitutional Documents
Severability
Repeal of Policies
Implementation of Policies
Amendments
Annual Supplements
Revised Editions
Authentication

1.010. Purpose
The purpose of this Rotary Code of Policies is to establish a comprehensive document containing
all of the general and permanent policies of Rotary International. All policies of a general andpermanent nature adopted by the RI Board or the RI Council on Legislation after the effective
date of this Rotary Code of Policies will be added to the Code in order for it to remain a single
collection of such policies. (June 1998 Mtg., Bd. Dec. 348)

1.020. Citation
The policies contained in this Rotary Code of Policies shall constitute and be designated the
Rotary Code of Policies and may be so cited. Such policies may also be cited simply as the"Code of Policies" or the "Code." Revised editions, as prepared and authenticated from time totime in accordance with this article, shall be designated by listing the year of the revision andadding the word "revised" to the title. For example, a revised edition of the Code in 2002 would
be designated as the "2002 Revised Code of Rotary Policies." Such a revised edition also may
be cited simply as the "2002 Revised Code" or the "2002 Code." (June 1998 Mtg., Bd. Dec. 348)

1.030. Rules of Construction
All general provisions, terms, phrases and expressions contained in this Code are to be construed
in a manner that allows for the implementation of policies. Words and phrases are to be taken in
their plain or usual sense, but technical words and phrases having a particular or appropriate
meaning in law or in the constitutional documents are to be understood according to theirtechnical import. As used in this Code, the words "shall," "is," and "are" are mandatory, and thewords "may" and "should" are permissive. (June 1998 Mtg., Bd. Dec. 348)

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2

1.040. Definitions
In the construction of this Code, the following definitions are to be observed unless the context
clearly requires otherwise:1) Board: The Board of Directors of Rotary International.
2) Club: A Rotary club.
3) Code or Code of Policies: The Rotary Code of Policies as contained in this article
and the other articles of this document.
4) Constitutional Documents: The Constitution and Bylaws of Rotary International
and the Standard Rotary Club Constitution.
5) Council: The RI Council on Legislation.
6) Foundation: The Rotary Foundation of Rotary International.
7) General Officers of RI: The president, president-elect, vice-president, treasurer,
other directors and the general secretary.
8)

General Secretary:
International.

The duly elected or acting general secretary of Rotary9) Governor: A governor of a Rotary district.
10) Member: A member, other than an honorary member, of a Rotary club.
11) RI: Rotary International.
12) Rotary Entity/Rotary Entities: Rotary International, The Rotary Foundation, aRotary club or group of clubs, a Rotary district or group of districts (including a
multidistrict activity or a multidistrict administrative group), a Rotary Fellowship,
Rotarian Action Groups, RI Convention Host Committees, and administrative
territorial units of Rotary International. Individual RI Programs are not considered
Rotary Entities.
13) Rotary Marks: See Section 33.005.
14) Rotary Senior Leaders: Those individuals serving as current, incoming, and past RI
presidents; current, incoming, and past RI directors; and current, incoming, and past
Foundation trustees.
15) Rotary World Magazine Press: When referred to as a group, The Rotarian and all
certified regional magazines shall be known as the Rotary World Magazine Press.
16) Secretariat: The world headquarters and international offices of Rotary International.
17) Spouse: One of a couple with legally married status.

Rotary Code of Policies
June 2010318) Staff: The employees of Rotary International.
19) TRF: The Rotary Foundation of Rotary International.
20) Trustees: The Trustees of The Rotary Foundation of Rotary International. (June2007 Mtg., Bd. Dec. 226)

1.050. Relationship to the Constitutional Documents
This Code is supplemental to the constitutional documents and should be construed in harmony
with them. In the event of a conflict between the provisions of the constitutional documents andthe provisions of this Code, the constitutional documents take precedence and thereby modify the
conflicting provisions of the Code. (June 1998 Mtg., Bd. Dec. 348)

1.060. Severability
The chapters, articles, sections, and subsections of this Code are severable. If any chapter,
article, section, or subsection of this Code is declared invalid by the judgment of any court orother agency of competent jurisdiction, such invalidity shall not affect any of the remaining
chapters, articles, sections, or subsections of this Code. If any part of this Code is declaredinvalid by any court or agency of competent jurisdiction, it shall be invalid only within thejurisdiction of such court or agency. (June 1998 Mtg., Bd. Dec. 348)

1.070. Repeal of Policies
When an action repealing a former policy is itself repealed or rescinded, such repeal or rescission
shall not be construed to revive the former policy, unless such policy is expressly reinstated.
(June 1998 Mtg., Bd. Dec. 348)

1.080. Implementation of Policies
Unless noted to the contrary in a particular provision, the general secretary shall have both theduty and the authority to implement the policies set forth in this Code. For that purpose, thegeneral secretary may prepare and approve policies, procedures, guidelines, rules, schedules andother documents to implement the policies. The general secretary also may delegate authority
for the implementation of various policies to one or more members of the staff, either by name ortitle. (June 1998 Mtg., Bd. Dec. 348)

1.090. Amendments
Amendments to this Code may be made through action of a Council, in accordance with theprovisions of the constitutional documents for actions by the Council. Amendments to the Codealso may be made by the Board, in accordance with the constitutional documents for actions by
the Board. Amendments made by a Council shall become effective on 1 July following theaction, subject to the limitations of the constitutional documents. All other amendments shallbecome effective upon their adoption by the Board, unless a later date is specified in such action.
When appropriate, the Board will delay the effective date of amendments to the Code in order toprovide adequate notice of the changes or additions to the policies.

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4

When amending this Code, the Board shall endeavor to specify the chapter, article, section, or
subsection being amended or to designate the place in the Code for the new policies to beinserted. Failure to make such references shall not affect the validity of actions by the Board toadopt new or different policies. The general secretary has the duty and authority to maketechnical corrections in the amendments adopted by the Board and to incorporate suchcorrections into the Code. Such corrections, if any, shall be reported to the Board at its next
meeting. (June 1998 Mtg., Bd. Dec. 348; February 2000 Mtg., Bd. Dec. 275; August 2000 Mtg.,
Bd. Dec. 42)

1.100. Annual Supplements
This Code shall be updated by the general secretary after each board meeting. An annual
cumulative supplement to this Code shall be prepared by the general secretary following the endof each Rotary year. Such cumulative supplements shall contain all amendments to the Code,and all other changes or additions of general and permanent policies, since the Code’s adoption
or its last revision. (June 1998 Mtg., Bd. Dec. 348)

1.110. Revised Editions
Revised editions of this Code shall be prepared by the general secretary from time-to-time, but
not less than once every four years. Revised editions shall merge the Code (or the latest revised
edition), the latest cumulative annual supplement and any subsequent amendments of the Code,and all other changes or additions of general and permanent policies, into a single integrated
document. Revised editions of the Code will bear the year of publication as part of the title, suchas the 2001 Revised Code of Rotary Policies. Revised editions, when duly prepared andauthenticated, will replace earlier editions of the Code. When a revised edition of the Code isprepared and authenticated, the revised edition shall be presented to the Board at a regularmeeting, and its receipt shall be noted in the minutes.
The new edition of the Code will become effective at the time of such presentation to the Board
with the proviso that any policies inadvertently omitted or altered in their transfer from theprevious edition of the Code to the new edition will remain effective as stated in the earlier
edition for six-months. During the six-month period after its presentation to the Board, the newedition may be corrected by the general secretary to reflect accurately the transfer of policies
from the previous edition, and such corrections shall be reported to the Board at its next meeting.
After the expiration of the six month period, the new edition will become as fully effective as if
adopted in toto by the Board, and the text of the policies in such revised edition may not bechanged thereafter except by action of the Board. (June 1998 Mtg., Bd. Dec. 348)

1.120. Authentication
The general secretary has the duty to prepare, and the authority to authenticate, the cumulative
annual supplements and the revised editions of the Code as they are issued in accordance withthis article. (June 1998 Mtg., Bd. Dec. 348)

Rotary Code of Policies
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CHAPTER II
THE ROTARY CLUB
Articles2. Club Membership and Administration
3. Club Name, Locality, and Adjustment to Locality
4. General Membership Guidelines and Classifications
5. Types of Membership and New Members
6. Former Rotarians and Family of Current Rotarians
7. Club Meetings and Attendance
8. Club Programs
9. Club Finances and Public Relations
10. Club Officers
11. Club Relationships With Rotarians and Others

Article 2. Club Membership and Administration
2.010. Membership of Clubs in RI
2.020. Association of Clubs Outside RI
2.030. Clubs Chartered Prior to 6 June 1922
2.040. Recommended Club Bylaws
2.050. Incorporation of Clubs
2.060. Incorporation of Club Activity
2.070. Club Compliance With National Law
2.080. Legal and Insurance Counsel
2.090. Lawsuits Involving Rotary Clubs
2.100. Clubs and Politics
2.110. Youth Protection
2.120. Pilot Projects

2.010. Membership of Clubs in RI
RI is an association of member Rotary clubs, each of which has a direct relationship andcommon responsibility to the association with no national or other grouping of clubs intervening
in the administration and functioning of the clubs as members of RI. Every member club of RI is
expected to comply with the provisions of the constitutional documents which provide for theorganizational structure and functioning of the club. (June 1998 Mtg., Bd. Dec. 348)
Source: May-June 1976 Mtg., Bd. Dec. 265

2.010.1. Failure to Function
In accordance with the RI Bylaws, the RI Board is responsible for ensuring that all
member clubs of the association are functioning, and defines a functioning club as
1. Having paid its per capita dues to Rotary International

Rotary Code of Policies
June 20106

2. Meeting regularly consistent with RI constitutional documents
3. Ensuring that its members subscribe to a Rotary World Magazine Press magazine
4. Implementing service projects that address needs in the local community and/or incommunities in other countries
5.

Receiving the visit of the governor, assistant governor, or an officer of RotaryInternational

6.

Maintaining appropriate general liability and directors and officers/employment
practices liability insurance as provided in section 71.080. of this Code7. Acting in a manner consistent with the RI constitution, bylaws, and the Rotary Codeof Policies
8. Paying its RI membership and district dues without outside assistance
9. Providing accurate membership lists on a timely basis to the general secretary
10. Resolving club disputes in an amicable manner
11. Maintaining cooperative relations with the district
12. Cooperating with RI by not initiating or maintaining litigation against RotaryInternational, The Rotary Foundation, the associate foundations and the international
offices of the RI Secretariat
Each governor shall identify which clubs in the district are failing to function according
to the above criteria and report the same on the “Memo of Club Visits” form. This formshall be submitted to the general secretary. The general secretary will review the “Memoof Club Visits” and shall annually report to the Board at its fourth meeting which clubs
are not meeting the minimum standards for all clubs in accordance with this section.
Rotary senior leaders are also encouraged to report any observations that suggest that aclub has failed to function. (November 2009 Mtg., Bd. Dec. 99)
Source: February 2000 Mtg., Bd. Dec. 339; November 2004 Mtg., Bd. Dec. 59. Amended by May 2000 Mtg., Bd. Dec. 425; August
2000 Mtg., Bd. Dec. 79; November 2000 Mtg., Bd. Dec. 178; June 2007 Mtg., Bd. Dec. 302; November 2009 Mtg., Bd. Dec. 93;
November 2009 Mtg., Bd. Dec. 99

2.010.2. Plan For Achieving Minimum Standards In All Rotary Clubs
1. Creating Opportunities for Clubs to Become Functioning
The following steps will be taken to support the efforts of governors to strengthen andexpand the clubs in their districts:a) By 1 August in each Rotary year, the general secretary will provide to each governor
a list of the clubs in the district that have been identified as not functioning in accordanceRotary Code of Policies
June 20107with section 2.010.1 of the Rotary Code of Policies. RI directors and directors-elect will
receive a copy of these lists for the clubs in their zones.
b) The governor will make arrangements as deemed appropriate to strengthen these clubs
so they are able to fulfill the minimum standards established by the Board for all clubs by
the end of the current Rotary year and report the same to the general secretary.
2. Addressing Clubs That Are Not Functioning
If a club elects not to participate in the strengthening opportunities described in Part II,
the governor will work with the club to identify an appropriate course of action from thefollowing options:a) Voluntary termination – After careful consideration, in consultation with the governor,
the club members will agree to terminate the membership of their club. The governor
will provide the names of interested Rotarians to nearby clubs for membershipconsideration.
b) Club consolidation – In consultation with the governor, the club and all of its
members will consolidate with a nearby club. This option is applicable when there is anearby club that is willing to absorb into its membership all of the members of the clubconcerned. (November 2004 Mtg., Bd. Dec. 59)
Source: November 2000 Mtg., Bd. Dec. 158; Amended by November 2004 Mtg., Bd. Dec. 59

2.010.3. Merger of Clubs
Where geographically feasible, neighboring clubs with fewer than 20 members should
merge. (November 2004 Mtg., Bd. Dec. 59)
Source: February 2000 Mtg., Bd. Dec. 324; Amended by November 2004 Mtg., Bd. Dec. 59

2.010.4. Resignation of Rotary Clubs
In accordance with RI Bylaws section 3.010., Club Resignation from RI, a club wishing
to resign its membership in the association may follow these general guidelines:
With advance notice, convene a meeting of the entire membership and vote to decide if
the club should resign its membership in Rotary International.
If a majority of the members present votes to resign the club’s membership, the club’s
president and secretary should send a written communication to the district governor andthe general secretary summarizing the club’s vote and indicating the final date that theclub will operate.
Care should be taken to follow all applicable local laws regarding the termination of anon-profit organization.
If the club has incorporated itself, and/or if it has incorporated an activity of the club,
applicable laws and the articles of incorporation should be followed, especiallyconcerning the disposition of assets.

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8

The club should locate its charter and surrender it to the general secretary; if it cannot belocated, an affidavit to that effect should be provided.
The club should assist remaining members in locating other neighboring Rotary clubs if
they express a desire to continue their Rotary membership. (June 2008 Mtg., Bd. Dec.
283)
Source: June 2008 Mtg., Bd. Dec. 283

Cross References
9.020. Clubs in Arrears to RI
31.030.5. Club Termination and Reinstatement by General Secretary
31.030.10. Magazine Subscription Requirements

2.020. Association of Clubs Outside RI
Clubs may cooperate in sponsoring service projects where such cooperation may be considerednecessary or desirable. However, a club does not have the authority to bind its members to any
other organization nor establish a formal association of clubs outside the framework of RI.
(November 2004 Mtg., Bd. Dec. 59)
Source: April 1971 Mtg., Bd. Dec. 233; Amended by November 2004 Mtg., Bd. Dec. 59

2.030. Clubs Chartered Prior to 6 June 1922
Unless an exception was granted pursuant to the RI Bylaws, all clubs chartered before 6 June
1922 shall be deemed to have adopted the Standard Rotary Club Constitution, as amended fromtime to time, since 1 January 1990. The General Secretary, on behalf of the Board, is required to
identify, as an addendum for each club to the Standard Rotary Club Constitution, thosevariations, submitted by some of the clubs chartered before 6 June 1922, that meet the following
criteria: the provision must have been in the club's constitution as of 6 June 1922; it must be aprovision derived from one which was in the club's constitution as of 6 June 1922, having been
amended to conform more closely to the standard; it must have been a part of the standard
constitution at some time since 1922, which was changed by the Convention or Council, butwhich the clubs did not change at that time; and to keep accurate records in the Secretariat of all
identified variations. No variation should be identified that would substitute a different
procedure for Article 19 (amendments) of the Standard Rotary Club Constitution, since to do sowould be inconsistent with the superior authority of the constitutional documents of RI. (May2003 Mtg., Bd. Dec. 325)
Source: March 1990 Mtg., Bd. Dec. 139; Amended by May 2003 Mtg., Bd. Dec. 325

2.030.1. Pre-1922 Club Constitutions
Where a club has had one or more variations identified as addenda to its constitution inaccord with RI Bylaws 2.030.2. and wishes to amend any such variation to make it
conform more closely to the Standard Rotary Club Constitution, as amended from time toRotary Code of Policies
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9

time by a Council or Convention, it may do so by following the provisions of Standard
Rotary Club Constitution Article 19, section 2. (June 1998 Mtg., Bd. Dec. 348)
Source: March 1992 Mtg., Bd. Dec. 83

2.040. Recommended Club Bylaws
The Standard Rotary Club Constitution requires all clubs to adopt bylaws not inconsistent withthe constitution and bylaws of RI. The Board has adopted Recommended Club Bylaws as foundin Appendix A to this Code. A change in the recommended Standard Club Bylaws does notnecessarily mean a change in the Code of Policies. Amendments to the Recommended Club
Bylaws resulting from the action of the Council on Legislation may be approved by the
Executive Committee, acting on the Board’s behalf. The Recommended Club Bylaws shall be
reviewed by the Board at least once every six years. (March 2005 Mtg., Bd. Dec. 197)
Source: July 1995 Mtg., Bd. Dec. 27; March 2005 Mtg., Bd. Dec. 197; Amended by November 2004 Mtg., Bd. Dec. 59

2.050. Incorporation of Clubs
A club may incorporate so long as the club includes within the articles of incorporation a phrase
reciting the allegiance to and submission of the club to the constitutional documents of RI as now
existent and as may hereafter be amended.
For purposes of this section the following words shall have the following meanings:
1) “Corporation” shall mean a corporation, association, limited-liability company, orother similar entity recognized by a local jurisdiction.
2) “Incorporate” shall mean the process of establishing a corporation.
3) “Corporate Documents” shall mean the documents formally adopted by a corporation
establishing its processes for governance and operation, including its articles ofincorporation or association, bylaws and similar documents. (November 2008 Mtg., Bd.
Dec. 104)
Source: July 1940 Mtg., Bd. Dec. 36; November 2008 Mtg., Bd. Dec. 104. Amended by Jan 1958 Mtg., Bd. Dec. 114; November 2004 Mtg.,
Bd. Dec. 59

2.050.1. Suggested Incorporation Format
Certain general provisions for articles of incorporation are as follows:
The name of this corporation shall be "Rotary Club of(City),
Incorporated."(State/Province/Country)

This corporation shall be a non-profit corporation. Its purpose shall be charitable andbenevolent and to encourage, promote and extend the Object of Rotary, and to maintainthe relations of a member club in RI.

Rotary Code of Policies
June 201010

In so far as the provisions of the law of the State/Province/Country of ____________,
under which this corporation is incorporated, shall permit, this corporation shall operate
in a manner consistent with the constitution and bylaws of Rotary International.
This corporation shall have the authority to adopt such bylaws as may be consistent withthe purposes enumerated herein and consistent with the law of theState/Province/Country of __________, under which this corporation is incorporated.
(June 2004 Mtg., Bd. Dec. 236)
Source:July 1940 Mtg., Bd. Dec. 36; Amended by May 2003 Mtg., Bd. Dec. 325; June 2004 Mtg., Bd. Dec. 236

2.050.2. Harmony of Club Corporate Bylaws
In order that the new corporation shall be brought into harmony with RI, it shall adopt as
its corporate bylaws all relevant provisions of the Standard Rotary Club Constitution andRecommended Rotary Club Bylaws provided by RI for its member clubs. The articles ofincorporation must contain such additional statements and declarations as may berequired by the laws where the corporation is incorporated. These provisions may be
modified in any way not inconsistent with the expressed purpose of the incorporated club
to be in all respects a member club of RI. If any existing club be incorporated pursuant tothese conditions, it shall be recognized as a mere continuance of the former club without
any change in its relationship to RI. (November 2004 Mtg., Bd. Dec. 59)
Source: July 1940 Mtg., Bd. Dec. 36; Amended by November 2004 Mtg., Bd. Dec. 59

2.050.3. General Secretary Authority Regarding Club Incorporations
The general secretary shall review all proposed incorporation documents on behalf of theBoard for compliance with the policies of RI. In the event of unusual circumstances
requiring further statements of policy, the general secretary shall refer any suchapplication to the Executive Committee. (November 2004 Mtg., Bd. Dec. 59)
Source: July 1940 Mtg., Bd. Dec. 36; Amended by November 2004 Mtg., Bd. Dec. 59

2.060. Incorporation of Club Activity
Where a club proposes to engage in an unusual activity which is likely to involve liability on thepart of the club, such activity should be separately incorporated from the club itself. (November
2004 Mtg., Bd. Dec. 59)
Source: July 1940 Mtg., Bd. Dec. 36. Amended by Jan 1958 Mtg., Bd. Dec. 114; November 2004 Mtg., Bd. Dec. 59

2.070. Club Compliance With National Law
Every club is expected to comply with the laws of the country in which it exists and functions.
In order to comply with the laws of such country, clubs may take action as may be necessary tomeet specific legal requirements, provided that
1. the action taken and any arrangements made relating to the organization and functioning of
the clubs within the country do not contravene the constitutional documents as they relate to thepractical administration and functioning of the clubs

Rotary Code of Policies
June 201011

2. any club concerned submits and continues to submit to the constitutional documents of RI as
they may be amended from time to time and that the club continues in all respects to be and tofunction as a member Rotary club of RI
3. any such action as may be contemplated by the clubs of any country shall first be submitted to
the Board for review (June 2006 Mtg., Bd. Dec. 220)
Source:May-June 1976 Mtg., Bd. Dec. 265; Amended by June 2006 Mtg., Bd. Dec. 220

2.080. Legal and Insurance Counsel
Clubs should obtain the advice of legal counsel and liability insurance counsel with respect to theneed for protection against liability resulting from club projects and activities through theincorporation of the club or its activities. Clubs in the U.S. and its territories and possessions
must participate in the club and district general liability insurance program administered by RI.
(November 2004 Mtg., Bd. Dec. 59)
Source: November 1983 Mtg., Bd. Dec. 93; November 2000 Mtg., Bd. Dec. 178. Amended by February 2001 Mtg., Bd. Dec. 282; June 2001
Mtg., Bd. Dec. 310; November 2004 Mtg., Bd. Dec. 59

2.090. Lawsuits Involving Rotary Clubs
As a general matter, RI shall not accept any request by a club to defend the club and/or its
members in a lawsuit. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1983 Mtg., Bd. Dec. 93

2.100. Clubs and Politics
RI and its member clubs must refrain from issuing partisan political statements. Rotarians
likewise are prohibited from adopting statements with a view to exerting any corporate pressure
on governments or political authorities. However, it is the duty of Rotarians within their clubs to
keep under review political developments in their communities and throughout the world, insofar
as they affect their service to their vocations and their communities as well as the pursuit of theRotary objective of world understanding and peace. They also are expected to seek reliable
information through balanced programs and discussions so that each club member can reach hisor her own conclusions after a fair collective examination of the issues. Outside of their clubs,
individual Rotarians are to be active in as many legally constituted groups and organizations as
possible in order to promote through exemplary dedication, the awareness of the dignity ofhumankind and respect of human rights of the individual. (June 1998 Mtg., Bd. Dec. 348)
Source: February-March 1983 Mtg., Bd. Dec. 288

Cross References
33.020.1. Use of Rotary Name for Political MeansRotary Code of Policies
June 2010122.110. Youth Protection
2.110.1. Statement of Conduct for Working with YouthRotary International strives to create and maintain a safe environment for all youth whoparticipate in Rotary activities. To the best of their ability, Rotarians, Rotarians’ spouse,and partners, and other volunteers must safeguard the children and young people theycome into contact with and protect them from physical, sexual, and emotional abuse.
(November 2006 Mtg., Bd. Dec. 72)
Source: November 2002 Mtg., Bd. Dec. 98; Amended by November 2006 Mtg., Bd. Dec. 72

2.110.2. Failure to Comply with Youth Protection Laws
Upon obtaining information that a club has failed to address an allegation against amember in connection with a Rotary-related youth program for violating applicable law
regarding the protection of youth, the board may suspend or terminate the membership ofthe club in accordance with RI Bylaws section 3.030.3. (June 2007 Mtg., Bd. Dec. 226)
Source: June 2007 Mtg., Bd. Dec. 226

2.110.3. Sexual Abuse and Harassment Prevention
All Rotarians, clubs and districts should follow the statement of conduct for working withyouth and RI guidelines for abuse and harassment prevention established by the generalsecretary. The guidelines include the following requirements
1. RI has a zero-tolerance policy against abuse and harassment.
2 An independent and thorough investigation must be made into any claims of sexual
abuse or harassment.
3. Any adult involved in a Rotary youth program against whom an allegation of sexual
abuse or harassment is made must be removed from all contact with youth until thematter is resolved.
4. Any allegation of abuse must be immediately reported to the appropriate law
enforcement agency, in accordance with RI’s zero-tolerance policy.
5. A club must terminate the membership of any Rotarian who admits to, is convicted ofor is otherwise found to have engaged in sexual abuse or harassment. A non-Rotarian
who admits to, is convicted of, or is otherwise found to have engaged in sexual abuse or
harassment must be prohibited from working with youth in a Rotary context. A club may
not grant membership to a person who is known to have engaged in sexual abuse or
harassment. (Upon obtaining information that a club has knowingly failed to terminate
the membership of such a Rotarian, the RI Board will takes steps to have the Rotarian’s
membership terminated, including action to terminate the club’s charter for failure tocomply).
6. If an investigation into a claim of sexual abuse or harassment is inconclusive, then, forthe safety of youth participants and the protection of the accused, additional safeguards
must be put in place to assure the protection of any youth with whom the individual mayRotary Code of Policies
June 201013

have future contact. If there are subsequent claims of sexual abuse or harassment, theadult shall be permanently prohibited from working with youth in a Rotary context.
Regardless of criminal or civil guilt, the continued presence of the adult could be
detrimental to the reputation of the organization and could be harmful to youth. It canalso benefit the adult in preventing additional accusations from other youth. A person
who is accused but later cleared of charges, may apply to be reinstated to participate inyouth programs. Reinstatement is not a right, and no guarantee is made that he or she
will be reinstated to his or her former position. (November 2006 Mtg., Bd. Dec. 72)
Source: November 2004 Mtg., Bd. Dec. 108; Amended by November 2006 Mtg., Bd. Dec. 72

2.110.4. Travel by YouthRecognizing that Rotary clubs and districts are encouraged to undertake activities thatdevelop the New Generations, club and district programs or activities that involve minors
undertaking travel outside their local community must develop, maintain, and comply
with youth protection policies and written procedures.
Clubs and districts:
1. shall obtain written permission from the parents or guardians of all youth participants
for travel outside the local community in advance;
2. shall provide parents or legal guardians with specific details about the program,location of event, travel itineraries, sleeping accommodations, and contact information
for program organizers before departure;
3. should, when traveling 150 miles away from home residence or out of home country,
require the parents or legal guardians of each minor to provide travel insurance for theminor, which includes such coverages as medical (when traveling outside home country),
emergency medical evacuation, repatriation of remains, and legal liability, in amounts
satisfactory to the club or district organizing the activity or event, with coverage from thetime of the minor’s departure from home until the return home.
Club and district policies and procedures should include:
1. volunteer application and screening procedures;
2. outlines of volunteer job descriptions and responsibilities;
3. supervision standards for ratio of adults to minors
4. crisis management plan including:a. handling medical and other emergencies and providing for adult support;
b. procedures for communicating with parents and legal guardians;
5. written guidelines for reporting and follow-through on allegations or incidents
consistent with RI policy. (January 2009 Mtg., Bd. Dec. 155)
Source: January 2009 Mtg., Bd. Dec. 155

2.110.5. Participation of Minors at Official RI and TRF Meetings
RI youth protection policies required of Rotary clubs and districts shall also apply to theInternational Assembly, the RI convention, and host organization committee activities,
and to all official RI and TRF meetings. (November 2009 Mtg., Bd. Dec. 28)
Source: June 2009 Mtg., Bd. Dec. 244

Rotary Code of Policies
June 201014

2.120. Pilot Projects
2.120.1. Rotary E-Club Pilot Project
The Board, in accordance with article 5, section 4 of the RI constitution, agrees to
conduct an E-Clubs pilot project through 2009-10, establishing "cyber" Rotary clubs thatwould have innovative and flexible constitutional provisions allowing the clubs to
conduct activities through electronic communications.
The following procedures have been adopted for confirming qualifications for E-Club
membership:
a. where a prospective member of an E-Club was previously a Rotarian, the E-Club
shall request confirmation through a vote taken at a regular meeting of theprospective member’s previous club, that the applicant was a Rotarian in goodstanding on termination of his/her membership in that club;b. where the prospective member of an E-Club was not previously a Rotarian, the EClub shall request confirmation from two Rotarians (names to be provided by theprospective member), in the applicant’s community, that the applicant is a person ofgood standing. (November 2008 Mtg., Bd. Dec. 103)
Source: June 2001 Mtg., Bd. Dec. 348; June 2002 Mtg., Bd. Dec. 279; February 2007 Mtg., Bd. Dec. 199; Amended by November
2004 Mtg., Bd. Dec. 135; June 2005 Mtg., Bd. Dec. 321; November 2008 Mtg., Bd. Dec. 103

2.120.2. Meeting Frequency Pilot Clubs
The Board has established a pilot project to explore the effects of club meeting frequency
on membership development and related statistics, effective 1 July 2007 to 1 July 2013.
(June 2007 Mtg., Bd. Dec. 226)
Source: February 2007 Mtg., Bd. Dec. 200

Rotary Code of Policies
June 201015

Article 3. Club Name, Locality, and Adjustment to Locality
3.010. Club Name
3.020. Locality (Geographical Boundaries) of a Club

3.010. Club Name
The name of a Rotary club is to identify the club with its locality. The name should be one (orinclude some reference) that is easily identifiable on a map of the area, so that someone
unfamiliar with the area can determine the general location of the club. (November 2001 Mtg.,
Bd. Dec. 45)
Source: May-June 1987 Mtg., Bd. Dec. 371; Amended by November 2001 Mtg., Bd. Dec. 45

3.010.1. Name of Additional Club in Same Locality
In instances where a new club is organized as an additional club in the same locality as anexisting club, the additional club shall adopt as its name such term as will identify it with
its locality. The name shall include a further distinguishing designation or otherappropriate reference. (November 2001 Mtg., Bd. Dec. 45)
Source: January 1967 Mtg., Bd. Dec. 112; Amended by November 2001 Mtg., Bd. Dec. 45. See also May-June 1987 Mtg., Bd.
Dec. 371

3.010.2. General Secretary Authorization to Review Club Name
The general secretary shall determine if a name is appropriate. The general secretaryshall reject any proposed name for a new club or proposed change of the name for an
existing club, if the proposed name is apt to cause dissension with any neighboring clubor be confusing. In such instances, the general secretary shall inform the RI president ofsuch action. (November 2001 Mtg., Bd. Dec. 45)
Source: May-June 1987 Mtg., Bd. Dec. 371; Amended by November 2001 Mtg., Bd. Dec. 45

3.010.3. Nomenclature for Clubs in Taiwan Clubs
The nomenclature of Taiwan, previously referred to as “Taiwan, Republic of China” and“Taiwan, China,” shall be referred to as “Taiwan” only as part of the official name ofevery Taiwanese Rotary club. (February 1999 Mtg., Bd. Dec. 196)
Source: June 1998 Mtg., Bd. Dec. 384

3.020. Locality (Geographical Boundaries) of a Club
Each Rotary club shall be organized and exist in a locality. The locality can be any area where
there are sufficient business and professional persons actively engaged in service to society
whose offices or places of business or residence are so contiguous to one another as will enable
them to function as a club. The club shall designate the locality in the constitution of the club.
(November 2004 Mtg., Bd. Dec. 59)
Source: January 1939 Mtg., Bd. Dec. 105; Amended by November 2001 Mtg., Bd. Dec. 45; February 2003 Mtg., Bd. Dec. 194; November
2004 Mtg., Bd. Dec. 59

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3.020.1. Establishment of a Club on a Cruise Ship
A large cruise ship shall not be the locality of a club. It is in the best interest of Rotarythat clubs not be closely associated with a commercial enterprise whereby one
corporation has undue influence on the club. (November 2004 Mtg., Bd. Dec. 59)
Source: November 1995 Mtg., Bd. Dec. 93; Amended by November 2001 Mtg., Bd. Dec. 45; November 2004 Mtg., Bd. Dec. 59

3.020.2. Change in Club Locality
Where a club considers that its locality should be amended, the club shall takeappropriate steps to amend its constitution. Such amendment shall be submitted to theBoard for approval. Notification of action by a club to amend the provisions of its
constitution relating to locality shall be accompanied by a statement of the reasons for theamendment. (November 2004 Mtg., Bd. Dec. 59)
Source: May-June 1965 Mtg., Bd. Dec. 260; Amended by November 2001 Mtg., Bd. Dec. 45; November 2004 Mtg., Bd. Dec. 59Rotary Code of Policies
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Article 4. General Membership Guidelines and Classifications
4.010. Diversified Membership
4.020. Membership in Rotary Club and Other Service Organizations
4.030. Personal Nature of Club Membership
4.040. Dual Gender Clubs
4.050. General Classification and Membership Principles
4.060. Movement of Rotarians into a New Community

4.010. Diversified MembershipA club’s membership should be fully reflective of the community it serves. Every club should
endeavor to have a sufficient number or proportion of members whose places of business arewithin the locality of the club to represent adequately business, professional, and community
leaders. Each club should consider adopting a rule that the number of members in the club
whose membership is based on the location of their residence within the locality of the clubshould not exceed 50% of the members. (June 2007 Mtg., Bd. Dec. 226)
Source: January 1969 Mtg., Bd. Dec. 86; November 1987 Mtg., Bd. Dec. 89; Amended by November 2001 Mtg., Bd. Dec. 45; November
2004 Mtg., Bd. Dec. 59; June 2007 Mtg., Bd. Dec. 226

4.010.1. Statement on Diversity
Rotary International recognizes the value of diversity within individual clubs. Rotary
encourages clubs to assess those in their communities who are eligible formembership, under existing membership rules, and to endeavor to include anappropriate range of individuals in their clubs. A club that reflects its community
with regard to professional and business classification, gender, age, religion, andethnicity is a club with the key to its future. (November 2008 Mtg., Bd. Dec. 87)
Source: June 2006 Mtg., Bd. Dec. 223; Amended by November 2008 Mtg., Bd. Dec. 87

4.010.2. Defining "Place of Business" for Membership in Clubs"Place of business" means the establishment from which the proposed active member
normally administers business or professional responsibilities and activities. (November
2004 Mtg., Bd. Dec. 59)
Source: RIC Art. V, Sec. 2; SRCC Art. VI, Sec. 3; July 1961 Mtg., Bd. Dec. 26; Amended by November 2001 Mtg. Bd. Dec. 45;
November 2004 Mtg., Bd. Dec. 59

4.010.3. Defining "Residence" for Membership in Clubs
References in the constitutional documents to a Rotarian having "residence" within thelocality of a club or within the surrounding area mean the individual's principal place ofresidence. (November 2001 Mtg., Bd. Dec. 45)
Source: January 1970 Mtg., Bd. Dec. 149; Amended by November 2001 Mtg., Bd. Dec. 45

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4.020. Membership in Rotary Club and Other Service Organizations
In order to comply with the obligations of membership in a club, a Rotarian should not belong tosimilar community or service clubs which would substantially reduce the member's opportunity
to comply with the obligations of club membership. A person being considered for membershipin a club should be expected to disclose membership in other service organizations. Members ofa club who wish to join a similar community or service organization should seek prior approval
from the club board. (June 1998 Mtg., Bd. Dec. 348)
Source: March 1992 Mtg., Bd. Dec. 223. See also July 1990 Mtg. Bd. Dec. 50

4.020.1. Termination of Membership Based On Participation in Other Organizations
A club board may deem it sufficient reason to terminate the membership of a member
who, in the opinion of that board, was not fulfilling the obligations to such club becauseof continued membership in another service club or any similar organization. (June 1998
Mtg., Bd. Dec. 348)
Source: January 1961 Mtg., Bd. Dec. 108

4.030. Personal Nature of Club Membership
Membership in a club is the personal membership of the individual and not of the partnership or
corporation which employs the individual. (June 1998 Mtg., Bd. Dec. 348)
Source: COL 80-102

4.040. Dual-Gender Clubs
All Rotary clubs are encouraged to have membership consisting of both men and women.
Governors are encouraged to promote dual-gender membership in all clubs in their districts and,
where clubs that have single-gender membership remain, should promote the establishment of new
dual-gender clubs in the locality of the existing single gender clubs. (June 2001 Mtg., Bd. Dec.
345)
Source: March 1993 Mtg., Bd. Dec. 183. Amended by February 2000 Mtg., Bd. Dec. 323; June 2001 Mtg., Bd. Dec. 345

4.050. General Classification and Membership Principles
Each club should adhere to the classification and membership principles of Rotary and correct,
as opportunities permit, any irregular classification or membership which may exist in the club.
Clubs should carefully consider the classification practice and broaden the interpretation ofclassifications where necessary to meet the modern day business, professional, and community
service environment. (June 2007 Mtg., Bd. Dec. 226)
Source: May-June 1966 Mtg., Bd. Dec. 297; November 1995 Mtg., Bd. Dec. 84; Amended by November 2004 Mtg., Bd. Dec. 59; June 2007
Mtg., Bd. Dec. 226

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4.050.1. Classification Surveys
Clubs should maintain and use up-to-date classification surveys to develop andstrengthen club membership. (November 2004 Mtg., Bd. Dec. 59)
Source: May-June 1969 Mtg., Bd. Dec. 52; Amended by November 2004 Mtg., Bd. Dec. 59

4.050.2. Membership of Retired Persons
Retired persons being inducted into active membership in a Rotary club will use theirformer profession as their classification but this will not be counted towards the club’s
limit of members in a single classification. The classification roster in a club shall notinclude retired Rotarians. (October 2003 Mtg., Bd. Dec. 62)
Source: October 2003 Mtg., Bd. Dec. 62

4.060. Movement of Rotarians into a New Community
When a member in good standing intends to move or moves to a new community, the member’s
club should provide information concerning the member to a club in the new locality.
(November 2004 Mtg., Bd. Dec. 59)
Source: May-June 1966 Mtg., Bd. Dec. 297; Amended by November 2004 Mtg., Bd. Dec. 59

4.060.1. Rotarians' Membership in New Club
When a former Rotarian has been proposed for membership in a new club in accordancewith the RI bylaws, the club should consider contacting the club in which such former
Rotarians previously held membership to request information concerning their Rotary
activities and interests. Such process shall assist the new club to utilize and benefit fromthe particular interests of such individuals. (November 2004 Mtg., Bd. Dec. 59)
Source: February 1977 Mtg., Bd. Dec. 257; Amended by November 2004 Mtg., Bd. Dec. 59Rotary Code of Policies
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Article 5. Types of Membership and New Members
5.010. Honorary Membership
5.020. Membership of TRF Alumni in Rotary Clubs
5.030. Membership Cards
5.040. Membership Growth and Development
5.050. Prospective Members and New Members
5.010. Honorary Membership
Clubs should guard the election to honorary membership as exclusively a distinction for
meritorious service in the furtherance of Rotary ideals and for permanent support of Rotary’s
cause. Honorary membership is the highest distinction that a club may bestow and should beconferred only in exceptional cases, but may not be conferred upon an active member by themembers of one’s own club. (November 2004 Mtg., Bd. Dec. 59)
Source: May-July 1952 Mtg., Bd. Dec. 27;. Amended by November 2004 Mtg., Bd. Dec. 58; November 2004 Mtg., Bd. Dec. 59. Affirmed byJan. 1963 Mtg., Bd. Dec. 92

5.010.2. Committee Membership
Any honorary member of a Rotary club shall not serve on district or Rotary International
committees, by virtue of that honorary membership, regardless of past club, district, or RI
offices held by the honorary member. (February 2000 Mtg., Bd. Dec. 298)
Source: November 1999 Mtg., Bd. Dec. 134

5.020. Membership of TRF Alumni in Rotary Clubs
Although Rotary clubs should not establish any special kinds of memberships or classifications
for TRF alumni, they should actively recruit alumni as club members. Rotary clubs also should
maintain contact with TRF alumni in their respective localities, and use the talents of suchalumni, who are not yet qualified for membership or who have declined invitations formembership. (June 2007 Mtg., Bd. Dec. 226)
Source: May-July 1959 Mtg., Bd. Dec. 253; Amended by November 2005 Mtg., Bd. Dec. 36; June 2007 Mtg., Bd. Dec. 226

5.030. Membership Cards
Rotary clubs should issue membership cards to its active members in good standing. Every
Rotarian visiting a club who is not personally known in such club should present his or her
Rotary membership card as a means of introduction. (November 2004 Mtg., Bd. Dec. 59)
Source: COL 80-102; Amended by November 2004 Mtg., Bd. Dec. 59

5.030.1. Letters of Introduction for Rotarians
It is not the policy of RI to issue credentials, identification cards, or letters of introduction
for anyone other than those traveling on RI business. In adherence to its policy, RI will
not issue cards of introduction to students, or traveling sons and daughters of Rotarians,
to serve as an introduction and identification of the holders to individual Rotarians andofficers of clubs. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1938 Mtg., Bd. Dec. 262

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5.040. Membership Growth and Development
5.040.1. Factors for Achieving Membership Growth
Clubs should include the following points in their membership development programs:
1. Strong and sustained presidential encouragement and support
2. A well-designed program for new members that includes Rotary education, induction,
and assimilation and involvement into club activities
3. Suitable recognition for sponsors of new members
4. Retention of existing members with suitable recognition of growing clubs and growthwithin districts by the president and governors each year
5. Reasonable costs of membership; and adequate and attractive publicity for Rotary thatstresses both Rotary's service to the community and the benefits of Rotary
membership to Rotarians and their families
6. Public relations
7. A strong and well-supported membership committee
8. Classification surveys for building membership (November 2004 Mtg., Bd. Dec. 59)
Source: February 1995 Mtg., Bd. Dec. 188; Amended by November 2004 Mtg., Bd. Dec. 59

5.040.2. Membership of Younger Persons
Clubs should seek out past Rotaractors and other younger persons who are qualified formembership. Clubs should find methods of increasing the appeal of membership to thegrowing number of young men and women who are occupying positions of responsibility
in business and professions, and community leadership. Clubs may waive club dues andadmission fees for members under the age of 35. In addition, clubs may provide payment
of district dues for new members in this age group, and/or, by action at an assembly or
conference, districts may reduce the per capita district dues for new members in this age
group. (June 2007 Mtg., Bd. Dec. 226)
Source: January 1970 Mtg. Bd. Dec. 150; June 1990 Mtg., Bd. Dec. 255; February 2002 Mtg., Bd. Dec. 177; June 2002 Mtg., Bd.
Dec. 254; Amended by November 2004 Mtg., Bd. Dec. 59; June 2007 Mtg., Bd. Dec. 226

5.040.3. Individual Rotarian's Role in Membership GrowthInherent in the purpose of Rotary is the acceptance of the personal application of the idealof service. Individual Rotarians should recognize that this responsibility includes apersonal obligation to share Rotary with others and to help extend Rotary throughproposing qualified persons for Rotary club membership. (November 2004 Mtg., Bd.
Dec. 59)
Source: January 1976 Mtg., Bd. Dec. 93

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5.040.4. Report of Membership Termination Form
The "Report of Membership Termination" form shall indicate the length of time that aperson has been a member. Such information shall be used in developing statisticalinformation helpful to the membership development committees on all administrative
levels. Clubs are encouraged to find out from each member who resigns the reason for
the resignation. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1970 Mtg., Bd. Dec. 151. See also November 1991 Mtg. Bd. Dec. 115

5.040.5. Relationship Between Club Secretaries and District Membership Development
Committees
Club secretaries are requested to supply information about the causes of membership loss
to governors and district membership development committees. Upon receipt of suchinformation, governors and such committees shall take steps to help clubs eliminate lossof members. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1970 Mtg., Bd. Dec. 151

5.040.6. Club Membership Increase
When a club’s membership increases by more than 25 percent between semiannual reportperiods the general secretary shall take the following action:
a. Determine the legitimacy of the membership list
b. Work with the district governor to assist the club in administering the substantial
increase in it membershipc. Advise the club president that if the purported membership increase is not verified, theBoard will consider this a serious violation of the trust placed in him/her as a club officer,
and – pursuant to RI bylaws section 3.030. – will consider disciplining the club, up to andincluding termination for cause. (June 2005 Mtg., Bd. Dec. 271)
Source: March 2005 Mtg., Bd. Dec 235

5.040.7. RI Membership Strategy
The Board has adopted a RI membership strategy. (November 2009 Mtg., Bd. Dec. 28)
Source: June 2009 Mtg., Bd. Dec. 258

5.040.8. RI Membership Slogan
The Board has adopted the membership slogan “Each Rotarian: Reach One, Keep One.”(November 2009 Mtg., Bd. Dec. 28)
Source: June 2009 Mtg., Bd. Dec. 260

Cross References
43.080. Membership Development Initiatives Recognition Program
43.090. Recognition for Smaller Club Member GrowthRotary Code of Policies
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5.050. Prospective Members and New Members
5.050.1. Prospective Members’ Attendance at Club Meetings
Clubs should invite a prospective member to several regular meetings before theprospective member is asked to sign an application card. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1950 Mtg., Dec. of Exec. Comm. E95.050.2. Pre-Induction Information
Clubs should ensure that proper pre-induction information be provided to prospective
members which clearly explains the history of Rotary and the privileges andresponsibilities of a Rotarian. The club classification, membership, membershipdevelopment and Rotary information committees should meet cooperatively to focus on
membership development and especially to see that the club has an effective preinduction orientation program as well as a post-induction follow-up. (November 2004
Mtg., Bd. Dec. 59)
Source: November 1991 Mtg., Bd. Dec. 115; April 1991 Mtg., Bd. Dec. 294; Amended by November 2004 Mtg., Bd. Dec. 59

5.050.3. Induction of New Members
Clubs should hold an appropriate induction for new members. (November 2004 Mtg., Bd.
Dec. 59)
Source: November 1991 Mtg., Bd. Dec. 116; Amended by November 2004 Mtg., Bd. Dec. 59

5.050.4. Rotary Education and Information
Clubs should provide a well-organized and well-implemented Rotary education andinformation program on a continuing basis. This may include basic pre-induction
information and post-induction follow-through by personal contacts, use of RI literature,and personal involvement of the new members in the affairs and activities of the club.
Clubs are encouraged to invite spouses as a part of such program where appropriate.
(November 2004 Mtg., Bd. Dec. 59)
Source: February 1977 Mtg., Bd. Dec. 264; Amended by November 2004 Mtg., Bd. Dec. 59

5.050.5. Involvement of New Members
Clubs should encourage all new members to attend club and district events, including theclub assembly and district conference. Clubs should also include new members on clubcommittees when possible. (November 2004 Mtg., Bd. Dec. 59)
Source: January 1967 Mtg., Bd. Dec. 180; November 2004 Mtg., Bd. Dec. 59

5.050.6. Prohibition of Entry Fee for New Members
It is not advisable to have clubs pay an entrance fee received from new members toincrease the income of RI. (June 1998 Mtg., Bd. Dec. 348)
Source: February 1921 Mtg., Bd. Dec. 7(a)Rotary Code of Policies
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5.050.7. Prohibition of Mandatory Contributions to The Rotary Foundation
The Rotary Foundation has developed on the basis of voluntary contributions.
Contributions to the Foundation shall not be a condition of membership, and any
reference implying such condition of membership shall not appear on the membership
application card. Clubs are prohibited from enacting a bylaw that makes contributions to
the Foundation a condition of membership. Any reference to such contributions on
membership identification cards is not authorized. (November 2004 Mtg., Bd. Dec. 59)
Source: November 1964 Mtg., Bd. Dec. 192; June 1999 Mtg., Bd. Dec. 298; Amended by November 2004 Mtg., Bd. Dec. 59

Cross References
20.010. New Member Orientation
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June 201025

Article 6. Former Rotarians and Family of Current Rotarians
6.010. Former Rotarians
6.020. Involvement of Spouses and Other Family Members of Rotarians

6.010. Former Rotarians
6.010.1. Involuntary Past Rotarians
Rotarians who involuntarily lose their membership in a club cannot join together andhave any connection with RI. The Board understands the motive which may prompt pastmembers of clubs to associate themselves in groups. However, the use of any name byan organization which would indicate a connection with RI is prohibited unlessspecifically provided for under the RI constitutional documents. (November 2004 Mtg.,
Bd. Dec. 59)
Source: June 1925 Mtg., Bd. Dec. IV(k); Amended by November 2004 Mtg., Bd. Dec. 59. See also June 1962 Mtg., Bd. Dec. 27,
January 1950 Mtg., Bd. Dec. 81

6.010.2. Jurisdiction of RI Board in Club Dispute
A dispute between a former Rotarian and the Rotary club in which he or she formerly
held membership is a matter that is not within the jurisdiction of the RI Board, with the
exception of matters submitted to the general secretary under the provisions of RI Bylaws
article 24. (June 2007 Mtg., Bd. Dec. 226)
Source: July 1948 Mtg., Bd. Dec. 45; Amended by June 2007 Mtg., Bd. Dec. 226

Cross References
33.020.9. Restrictions on the Use of Name "Rotary" and Rotary Emblem by Former Rotarians

6.020. Involvement of Spouses and Other Family Members of Rotarians
1. Clubs and districts are encouraged to plan and implement service projects in such a mannerthat the spouses and other family members of Rotarians can easily participate;
2. Clubs and districts are encouraged to organize educational, service, and fellowship programsand events in such a manner that the spouses and other family members of Rotarians canattend and participate;
3. The general secretary and relevant RI committees are requested to organize the appropriate RI
meetings, such as the convention, International Institutes, and presidential conferences, insuch a manner as to encourage the registration and participation of the spouses and otherfamily members of Rotarians in such meetings;
4. To serve as a model for the broad participation of the spouses and other family members ofRotarians in such Rotary projects, programs, and events,

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a. the spouses of directors are encouraged to participate in club and district service projects,
to attend and participate in educational, service, and fellowship programs and events, andto serve as advocates of Rotary service;b. the spouses of directors are requested to attend and participate in RI meetings, including
the convention, the International Assembly, International Institutes, Rotary institutes,presidential conferences, and meetings of the Board of Directors, as appropriate.
(November 2009 Mtg., Bd. Dec. 44)
Source: August 1999 Mtg., Bd. Dec. 71; Amended by November 2009 Mtg., Bd. Dec. 44. See also COL 89-139.

6.020.1. Informal Groups of Spouses of Rotarians
Clubs are encouraged to sponsor groups of spouses and/or families of Rotarians within
the following guidelines:a) the auxiliary group, committee or organization should be associated with and maintainregular liaison with the local club to which their spouses and/or family members are
members;b) the objectives of the group should include the support of club service activities, theencouragement of friendship among the members and the promotion of the general idealsof Rotary;c) the activities, projects and programs of the group should be principally in support ofor complementary to the objectives of the local club.
d) auxiliary-type groups should be only informally associated with the local club. Suchgroups provide excellent service and fellowship activities. Their programs of service
should be encouraged. (November 2001 Mtg., Bd. Dec. 79)
Source: November 1984 Mtg., Bd. Dec. 130. Affirmed by June 1999 Mtg., Bd. Dec. 330; Amended by June 2001 Mtg., Bd. Dec.
346; November 2001 Mtg., Bd. Dec. 79

6.020.2. Official Recognition of Spouses and Family Members
The RI Board does not recognize officially groups of spouses and/or families ofRotarians as institutions or as Rotary-club-sponsored organizations. (February 2004
Mtg., Bd. Dec. 159)
Source: November 2001 Mtg., Bd. Dec. 79

6.020.3. Certificates for District-Level Recognition of Spouses and Family Members
A certificate shall be available for purchase for district-level recognition of the positive
contributions to individual Rotary clubs made by groups of spouses and/or family
members of Rotarians. Certificates will be distributed on the recommendation of the clubpresident and at the discretion of the governor in accordance with guidelines forsponsorship of informal groups of Rotarians. (February 2002 Mtg., Bd. Dec. 164)
Source: November 2001 Mtg., Bd. Dec. 79

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6.020.4. Family of Rotary Committees
Districts and clubs are encouraged to establish Family of Rotary committees and toactively initiate and pursue appropriate programs to improve membership retention.
(February 2004 Mtg., Bd. Dec. 159)
Source: October 2003 Mtg., Bd. Dec. 109

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Article 7. Club Meetings and Attendance
7.010. Club Meeting Location
7.020. Conducting Club Meetings
7.030. Programs for Club Meetings
7.040. Speakers for Club Meetings
7.050. Club Assembly
7.060. Club Adherence to Attendance Rules
7.070. Requests for Leave of Absence
7.080. Visitors and Guests
7.090. Status of Informal Meetings of Rotarians

7.010. Club Meeting Location
Each club is autonomous in determining its place of meeting. However, as each member of aclub is entitled to attend the meeting of any other club, it is expected that each club will meet in aplace where any member of any club in the world can attend its meeting. (June 1998 Mtg., Bd.
Dec. 348)
Source: January 1947 Mtg., Bd. Dec. 166

7.010.1. Meetings Outside of Club Locality
Clubs should hold their regular meeting within their locality. (November 2004 Mtg., Bd.
Dec. 59)
Source: February 1999 Mtg., Bd. Dec. 245; Amended by November 2001 Mtg., Bd. Dec. 45; November 2004 Mtg., Bd. Dec. 59

7.020 Conducting Club Meetings
Recognizing that clubs include members who have many beliefs and values, each club should
use its good judgment in conducting its meetings and other activities in a manner that reflects
Rotary's basic principles of tolerance and participation in humanitarian service projects.
(November 2004 Mtg., Bd. Dec. 59)
Source: July 1995 Mtg., Bd. Dec. 28; Amended by November 2004 Mtg., Bd. Dec. 59

7.020.1. Decorum of Club Meetings
No story, stunt, joke or entertainment is proper or fit to be placed before any Rotarian or
any gathering of Rotarians which would not be perfectly proper and fit to place before
such Rotarians if each one were accompanied by one's parents, spouse or children. No
story or joke is fit to be told or repeated by any individual Rotarian unless such joke orstory might properly be repeated before such Rotarian's family. (June 1998 Mtg., Bd.
Dec. 348)
Source: November 1917 Mtg., Bd. Item 3

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7.030. Programs for Club Meetings
Clubs should hold regular meetings devoted to discussing club business and activities.
(November 2004 Mtg., Bd. Dec. 59)
Source: January 1963 Mtg., Bd. Dec. 108

7.030.1. Club Programs: Rotary Education
Clubs should periodically hold regular meetings exclusively for imparting Rotary
information, Rotary education, and leadership training to their members. (November
2004 Mtg., Bd. Dec. 59)
Source: January 1936 Mtg., Dec. of Exec. Comm. E58; Amended by February 2003 Mtg., Bd. Dec. 285; November 2004 Mtg., Bd.
Dec. 597.030.2. Club Programs: Issues of Public Interest
A club may properly discuss public questions of interest to its members provided that,when such questions are controversial, both sides are adequately presented. No corporate
action shall be taken on any pending controversial public measure. (November 2004
Mtg., Bd. Dec. 59)
Source: January 1957 Mtg., Bd. Dec. 169; Amended by November 2004 Mtg., Bd. Dec. 59. See also February 1982 Mtg. Bd.
Dec. 285

7.030.3. Club Programs: Cultural, Economic and Geographical Conditions
Clubs should arrange programs on cultural, economic and geographical conditions incountries other than their own as a means of helping to overcome possible difficulties
arising from language barriers and differences in cultural and social backgrounds.
(November 2004 Mtg., Bd. Dec. 59)
Source: January 1964 Mtg., Bd. Dec. 149

7.030.4. Club Programs: The Rotary Foundation
Clubs should present at least two meeting programs during each Rotary year, one ofwhich should occur during the month of November, which has been designated as The
Rotary Foundation month, on the purpose, programs and fund development activities of
The Rotary Foundation. (November 2004 Mtg., Bd. Dec. 59)
Source: June 2001 Mtg., Bd. Dec. 350; Amended by November 2001 Mtg., Bd. Dec. 43; November 2004 Mtg., Bd. Dec. 59

7.040. Speakers for Club Meetings
7.040.1. Expenses of Speakers
Clubs that invite officers of RI, past officers of RI, or other Rotarians to come for visits
are expected to pay their expenses. (June 1998 Mtg., Bd. Dec. 348)
Source: May-June 1970 Mtg., Bd. Dec. 196

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7.040.2. RI Prohibition on Funding and Securing Speakers
RI is not to provide or fund clubs with paid speakers on Rotary subjects. The World
Headquarters shall not act to secure speakers for clubs. (November 2004 Mtg., Bd. Dec.
59)
Source: August 1922 Mtg., Bd. Item 2. See also January 1943 Mtg., Dec. of Exec. Comm. E6

7.050. Club Assembly
The club assembly is a meeting of all club members, including the club’s officers, directors andcommittee chairs, held for the purpose of conferring on the program and activities of the club or
for membership education. All members of the club are urged to attend the assembly. The clubpresident, or other designated officer, presides at club assemblies.
A. Purpose
A club assembly allows for:• Strategic planning• Coordination of committee activities• A greater awareness of how club plans are actually implemented• Informal discussions that stimulate creative solutions and activities• Ongoing education about Rotary and its programs• Periodic review of the club’s strengths and weaknesses
B. Topics for Discussion
Topics for discussion may include service projects and activities, membership growth andretention strategies, attendance at the district conference or other district and RI meetings, theprograms of Rotary, as well as an opportunity for open discussion.
C. Scheduling
Four to six club assemblies during the year are recommended but may vary depending on the
club’s schedule:
1. Immediately following the district assembly to describe, review, and discuss plans developedand suggested at the district assembly as well as how the club will incorporate the annual RI
theme and emphases. This club assembly is presided over by the president-elect.
2. After 1 July to discuss and adopt the plan for the year.
3. Two weeks prior to the district governor’s official visit for preparation.
4. During the official visit to discuss club status with the assistant governor and/or district
governor.
5. Mid-point of Rotary year to review the club’s progress toward goals and determine club
program for remaining half of the Rotary year.
6. After the district conference to discuss ideas and suggestions to help bring club plans toward
completion.
D. Outcomes
Assemblies may provide the club's board, specific committees, or the club as a whole withinformation that may be used for official decisions taken by the board or club on related matters.

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Assemblies provide opportunities for education and may stimulate the member’s interest in newopportunities for service. (February 2003 Mtg., Bd. Dec. 279)
Source: February-March 1983 Mtg., Bd. Dec. 248; Amended by February 2003 Mtg., Bd. Dec. 279

7.060. Club Adherence to Attendance Rules
Club leaders should emphasize to club members and prospective members:
1. the value and significance of regular attendance;
2. the 50 percent attendance requirement in Standard Rotary Club Constitution Article 12,
Section 4;
3. the importance to the club and the community of active participation by each member in all
club activities without placing undue emphasis on 100 percent attendance. (June 2007 Mtg., Bd.
Dec. 226)
Source: November 1995 Mtg., Bd. Dec. 83; Amended by November 2004 Mtg., Bd. Dec. 59; June 2007 Mtg., Bd. Dec. 226

7.060.1. Attendance Credit
The Board interprets Article 9, Section 1(a)(3) of the Standard Rotary Club Constitution
to allow credit for one make-up for each day a member attends a RI meeting, such as a
district conference, provided the days claimed for attendance credit fall in periods during
which a make-up would otherwise be acceptable. (February 2003 Mtg., Bd. Dec. 194)
Source: November 1983 Mtg., Bd. Dec. 96; Amended by February 2003 Mtg., Bd. Dec. 194

7.060.2. Recording and Reporting Club Attendance
Club secretaries shall send their monthly membership/attendance reports to theirrespective governors within 15 days of the last meeting of the club each month, without
waiting for make-up cards. (November 2004 Mtg., Bd. Dec. 59)
Source: May-June 1980 Mtg., Bd. Dec. 354; Amended by November 2004 Mtg., Bd. Dec. 59. Affirmed by October-November 1980
Mgt. Bd. Dec. 107

7.070. Requests for Leave of Absence
Clubs should inform members of the provisions in the club bylaws which permit a member toapply to the club board for a temporary leave of absence when faced with a problem of
maintaining attendance. (November 2004 Mtg., Bd. Dec. 59)
Source: November 1991 Mtg., Bd. Dec. 115; Amended by November 2004 Mtg., Bd. Dec. 59

7.080. Visitors and Guests
7.080.1. Guests at Club Meetings
Clubs should encourage members to invite guests to regular club meetings so that nonRotarian members of the community may be better informed about the function of theclub and its aims and objects. (November 2004 Mtg., Bd. Dec. 59)
Source: January 1973 Mtg., Bd. Dec. 125; Amended by November 2004 Mtg., Bd. Dec. 59. See also January 1916 Mgt. Bd. Dec.
16

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32

7.080.2. Students as Club Guests
Clubs are encouraged to invite students to be guests at club meetings. Clubs areencouraged to take an active interest in students at universities and schools and to see thatthey are familiar with the ideals and principles of Rotary. (November 2004 Mtg., Bd.
Dec. 59)
Source: January 1927 Mtg., Bd. Dec. IV(i); Amended by November 2004 Mtg., Bd. Dec. 59

7.080.3. Guests of Visiting Rotarians
Rotary clubs are encouraged to welcome guests, including spouses, of visiting Rotarians
at their club meetings; however, clubs have discretionary authority in determining guestsof visiting Rotarians. (February 1999 Mtg., Bd. Dec. 196)
Source: July 1998 Mtg., Bd. Dec. 35

7.080.4. TRF Alumni as Guests
Clubs are encouraged to welcome Rotary Foundation alumni as guests at their meetings,
particularly alumni who have recently moved to the locality of the club. The alumni will
be expected to pay the same costs of attendance as paid by visiting Rotarians. (June 2007
Mtg., Bd. Dec. 231)
Source: June 2007 Mtg., Bd. Dec. 231

7.090. Status of Informal Meetings of Rotarians
Informal meetings of Rotarians do not constitute official meetings of their clubs or districts.
Consequently, no resolution passed by those present at informal meetings can be regarded by the
Board as an expression of the clubs or the districts. (November 2004 Mtg., Bd. Dec. 59)
Source: January 1949 Mtg., Bd. Dec. 120; Amended by November 2004 Mtg., Bd. Dec. 59Rotary Code of Policies
June 201033

Article 8. Club Programs

8.010. Club Autonomy of Activities
8.020. Monthly Emphasis on Various Programs
8.030. Basic Principles of Vocational Service
8.040. Basic Principles of Community Service
8.050. Basic Principles of International Service
8.060. Club Support of Local Youth Organizations
8.070. Guidelines for Clubs to Conduct Projects in Non-Rotary Countries
8.080. Club Rotary Foundation Committee
8.090. Club-Level Training

8.010. Club Autonomy of Activities
Clubs should develop their own programs according to the needs of their communities. It is notwithin the scope of the program of RI to sponsor or prescribe for any club a particular service
project or program. (November 2004 Mtg., Bd. Dec. 59)
Source: May-June 1927 Mtg., Bd. Dec. XIV(b)(3); May-June 1958 Mtg. Bd. Dec. 202; Amended by November 2004 Mtg., Bd. Dec. 59

8.020. Monthly Emphasis on Various Programs
RI has established monthly program emphases as follows: August as “Membership andExtension Month,” September as "New Generations Month,” October as “Vocational Service
Month,” November as “The Rotary Foundation Month,” December as “Family Month”, January
as “Rotary Awareness Month,” February as “World Understanding Month,” March as “Literacy
Month,” April as “Magazine Month,” and June as “Rotary Fellowships Month.” Clubs shouldpresent one or more weekly programs to promote the appropriate emphasis. (November 2006
Mtg., Bd. Dec. 35)
Source: January 1956 Mtg., Bd. Dec. 168; May 1956 Mtg., Bd. Dec. 238; January 1958 Mtg., Bd. Dec. 137; January 1958 Mtg., Bd. Dec. 141;
November 1964 Mtg., Bd. Dec. 192; February 1977 Mtg., Bd. Dec. 268; February 1982 Mtg., Bd. Dec. 248; February 1987 Mtg., Bd. Dec. 299;
November 1987 Mtg., Bd. Dec. 144; November 1990 Mtg., Bd. Dec. 116; February 1996 Mtg., Bd. Dec. 219; November 2000 Mtg., Bd. Dec.
138; July 2003 Mtg., Bd. Dec. 20; July 2005 Mtg., Bd. Dec. 17; November 2004 Mtg., Bd. Dec. 59; November 2006 Mtg., Bd. Dec. 35

8.030. Basic Principles of Vocational Service
8.030.1. Statement on Vocational Service
Vocational Service is the manner in which Rotary fosters and supports the application of
the ideal of service in the pursuit of all vocations.
Inherent in the vocational service ideal are:1) Adherence to, and promotion of, the highest ethical standards in all occupations,
including faithfulness and fidelity to employers, employees and associates, fair treatmentof them and of competitors, the public, and all those with whom one has any business or
professional relationships;

Rotary Code of Policies
June 2010342) The recognition of the worthiness to society of all useful occupations, not just one’s
own or those which are pursued by Rotarians;3) The contribution of one’s vocational talents to the problems and needs of society.
Vocational service is both the responsibility of a club and of its members. The role of theclub is to implement and encourage the objective by frequent demonstration, by
application to its own actions, by example and by development of projects that help
members contribute their vocational talents. The role of the members is to conduct
themselves, their businesses, and their professions in accordance with Rotary principles
and to respond to projects which the club has developed. (June 1998 Mtg., Bd. Dec. 348)
Source: October-November 1987 Mtg., Bd. Dec. 164; Affirmed by June 2001 Mtg., Bd. Dec. 352

8.030.2. Business and Professional Relations Among Rotarians
The following declaration has been adopted for the use of Rotarians:
As a Rotarian engaged in a business or profession, I am expected to:1) Consider my vocation to be another opportunity to serve;2) Be faithful to the letter and the spirit of the ethical codes of my vocation, to the lawsof my country, and to the moral standards of my community;
3) Do all in my power to dignify my vocation and to promote the highest ethicalstandards in my chosen vocation;4) Be fair to my employer, employees, associates, competitors, customers, the public andall those with whom I have a business or professional relationship;5) Recognize the honor and respect due to all occupations which are useful to society;6) Offer my vocational talents: to provide opportunities for young people, to work for therelief of the special needs of others, and to improve the quality of life in my community;7) Adhere to honesty in my advertising and in all representations to the publicconcerning my business or profession.
8) Neither seek from nor grant to a fellow Rotarian a privilege or advantage not normallyaccorded others in a business or professional relationship. (June 1998 Mtg., Bd. Dec. 348)
Source: COL 89-148

8.030.3. Vocational Service Month
Clubs and districts are encouraged to use Vocational Service Month to
1. recognize a Rotary Volunteer at a district-level event, if possible

Rotary Code of Policies
June 201035

2. promote involvement in Rotary Fellowships
3. sponsor a Vocational Service activity or project
4. promote membership development in open classifications. (November 2004 Mtg., Bd.
Dec. 59)
Source: July 1997 Mtg., Bd. Dec. 43

8.040. Basic Principles of Community Service

8.040.1. 1923 Statement on Community Service
Community Service is to encourage and foster the application of the ideal of service ineach Rotarian’s personal, business and community life.
In carrying out this application of the ideal of service, many clubs have developed
various Community Service activities as affording opportunities for service by theirmembers. For the guidance of Rotarians and Rotary clubs and to formulate a policy for
Rotary toward Community Service activities, the following principles are recognized andaccepted as sound and controlling:
1) Fundamentally, Rotary is a philosophy of life that undertakes to reconcile the everpresent conflict between the desire to profit for one’s self and the duty and consequent
impulse to serve others. This philosophy is the philosophy of service - “Service AboveSelf” - and is based on the practical ethical principle that “He profits most who serves
best.”
2) Primarily, a Rotary club is a group of representative business and professional people
and community leaders who have accepted the Rotary philosophy of service and areseeking:First, to study collectively the theory of service as the true basis of success and happinessin business and in life; and second, to give, collectively, practical demonstrations of it tothemselves and their community; and third, each as an individual, to translate its theory
into practice in business and in everyday life; and fourth, individually and collectively, by
active precept and example, to stimulate its acceptance both in theory and practice by all
non-Rotarians as well as by all Rotarians;
3) RI is an organization that exists:a) for the protection, development and worldwide propagation of the Rotary ideal ofservice;b) for the establishment, encouragement, assistance and administrative supervision of
Rotary clubs;Rotary Code of Policies
June 201036c) as a clearinghouse for the study of their problems and, by helpful suggestion but notcompulsion, for the standardization of their practices and of such Community Service
activities, and only such Community Service activities, as have already been widely
demonstrated by many clubs as worthwhile and as are within, and will not tend to
obscure, the Object of Rotary as set out in the RI Constitution.
4) Because they who serve must act, Rotary is not merely a state of mind, nor Rotary
philosophy merely subjective, but must translate itself into objective activity; and theindividual Rotarian and the Rotary club must put the theory of service into practice.
Accordingly, corporate action by Rotary clubs is recommended under the safeguards
provided herein. It is desirable that every Rotary club sponsor a major Community
Service activity each fiscal year, varied from year to year if possible before the end of the
fiscal year. This activity is to be based upon a real community need and should require
the collective cooperation of all its members. This is to be in addition to the club’s
continuing its program for the stimulation of the club members to individual service
within the community.
5) Each individual Rotary club has absolute autonomy in the selection of such
Community Service activities as appeal to it and as are suited to its community; but noclub should allow any Community Service to obscure the Object of Rotary or jeopardize
the primary purpose for which a Rotary club is organized; and RI, although it may study,
standardize and develop such activities as are general and make helpful suggestions
regarding them, should never proscribe any Community Service activity for any club.
6) Although regulations are not prescribed for an individual Rotary club in the selectionof Community Service activities, the following rules are suggested for its guidance:a) Because of the limited membership of Rotary, only in a community where there is noadequate civic or other organization in a position to speak and act for the wholecommunity should a Rotary club engage in a general Community Service activity that
requires for its success the active support of the entire citizenship of the community, andwhere a chamber of commerce exists, a Rotary club should not trespass upon or assume
its functions, but Rotarians, as individuals committed to and trained in the principle ofservice, should be members of and active in their chambers of commerce and as citizensof their community should, along with all other good citizens, be interested in every
general Community Service activity, and, as far as their abilities permit, do their part inmoney and service;b) As a general matter, no Rotary club should endorse any project, no matter how
meritorious, unless the club is prepared and willing to assume all or part of the
responsibility for the accomplishment of that which it endorses;c) While publicity should not be the primary goal of a Rotary club selecting an activity,
as a means of extending Rotary’s influence, proper publicity should be given to aworthwhile club project well carried out;d) A Rotary club should avoid duplication of effort and in general should not engage inan activity that is already being well handled by some other agency;

Rotary Code of Policies
June 201037e) A Rotary club in its activities should preferably cooperate with existing agencies, butwhere necessary may create new agencies where the facilities of the existing agencies are
insufficient to accomplish its purpose. It is better for a Rotary club to improve an existing
agency than to create a new and duplicative agency;f) In all its activities a Rotary club acts best and is most successful as a propagandist. A
Rotary club discovers a need but, where the responsibility is that of the entire community,
does not seek alone to remedy it but to awaken others to the necessity of the remedy,
seeking to arouse the community to its responsibility so that this responsibility may beplaced not on Rotary alone but on the entire community where it belongs; and while
Rotary may initiate and lead in the work, it should endeavor to secure the cooperation of
all other organizations that ought to be interested and should seek to give them full credit,
even minimizing the credit to which the Rotary club itself is entitled;g) Activities which enlist the individual efforts of all Rotarians generally are more inaccord with the genius of Rotary than those requiring only the mass action of the club,
because the Community Service activities of the Rotary club should be regarded only aslaboratory experiments designed to train members of a Rotary club in service. (January2010 Mtg., Bd. Dec. 136)
Source: RI Convention Proceedings 23-34; 26-6; 36-15; 51-9; 66-49; Amended by June 2007 Mtg., Bd. Dec. 226

8.040.2. 1992 Statement on Community Service
Rotary Community Service encourages and fosters the application of the ideal of service
to the personal, business and community life of every Rotarian. In carrying out thisapplication of the ideal of service, a variety of activities developed by Rotary clubs haveafforded significant opportunities for service by their members. For the guidance ofRotarians and to formulate a policy for Rotary toward Community Service activities, thefollowing principles are recognized:
Community Service is an opportunity for every Rotarian to exemplify “Service Above
Self.” It is the commitment and social responsibility of every Rotarian and Rotary club toimprove the quality of life for those who live in the community and to serve the public
interest.
In this spirit, clubs are encouraged to:1) review regularly service opportunities within their communities and involve each clubmember in an assessment of community needs;2) capitalize on the unique vocational and avocational talents of members in
implementing their Community Service projects;
3) initiate projects in accordance with the needs of the community and commensuratewith the club’s standing and potential in the community, recognizing that every
Community Service activity, however small, is important;4) work closely with the Interact clubs, Rotaract clubs, Rotary Community Corps, andother groups which they sponsor in order to coordinate Community Service efforts;

Rotary Code of Policies
June 201038

5) identify opportunities to enhance Community Service projects through Rotary
programs and activities at the international level;6) involve the community, when desirable and feasible, in implementing Community
Service projects, including the provision of required resources;
7) cooperate with other organizations in accordance with RI policy, to achieve
Community Service objectives;
8) achieve proper public recognition for their Community Service projects;9) act as catalysts to encourage other organizations to work together in Community
Service efforts;
10) transfer responsibility for continuing projects, when appropriate, to community,
service, or other organizations so that the Rotary club can become involved in new
projects.
As an association of clubs, RI has the responsibility to communicate news of Community
Service needs and activities, and from time to time suggest programs or projects which
advance the Object of Rotary and which would benefit from the concerted efforts ofRotarians, clubs and districts who wish to participate. (May 2003 Mtg., Bd. Dec. 325)
Source: COL 92-286

8.040.3. 1923 Statement on Community Service
The Board has requested the general secretary to include the 1923 Statement on
Community Service in future editions of the Manual of Procedure because of its
historical value. (June 2008 Mtg., Bd. Dec. 227)
Source: January 2008 Mtg., Bd. Dec. 156

8.040.4. Participation in Community Service Activities by Clubs and Districts
As a basis for effective Community Service, all club presidents are encouraged to appoint
Rotarians to serve on Community Service subcommittees, as needed, within thefollowing groups: Human Development, Community Development, Environmental
Protection, and Partners in Service. These subcommittees are urged to :1. ascertain community needs by comprehensive survey and analysis of the particular
relative circumstances in their respective localities;
2. encourage individual club members to supplement and strengthen such survey andanalysis by exploring the locality of the club in their personal and vocational capacities
for the purpose of discovering community needs;
3. meet with other community organizations for discussion and exchange of ideas wheresuch meetings can be undertaken in harmony with established policy;

Rotary Code of Policies
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39

4. include as a factor in considering prospective members, their demonstrated active
interest in and familiarity with community needs. (November 2004 Mtg., Bd. Dec. 59)
Source: January 1964 Mtg., Bd. Dec. 148. Amended by June 1990 Mtg., Bd. Dec. 259

8.040.5. Service with Chambers of Commerce
Rotary clubs are encouraged to establish communication with chambers of commerce andindustry to explore service opportunities and, when appropriate, develop service projects
which would be more productive if undertaken jointly. Such projects might include
employee training, post retirement service opportunities, functional literacy programs,
workplace drug abuse prevention and treatment programs, employment counseling, andvocational recognition programs. (February 2003 Mtg., Bd. Dec. 194)
Source: November 1991 Mtg., Bd. Dec. 127. Affirmed by July 1997 Mtg., Bd. Dec. 45; November 2002 Mtg., Bd. Dec. 104

Cross References
21.050. District Community Service Committee

8.050. Basic Principles of International Service
8.050.1. Policy of Rotary in International Service
The aim of International Service in Rotary is expressed in the fourth avenue of service:
namely, to encourage and foster the advancement of international understanding, good
will and peace through a world fellowship of business and professional persons andcommunity leaders united in the ideal of service. The Rotary ideal of service finds
expression only where there is liberty of the individual, freedom of thought, speech andassembly, freedom of worship, freedom from persecution and aggression and freedom
from want and fear. Freedom, justice, truth, sanctity of the pledged word and respect forhuman rights are inherent in Rotary principles and also are vital to the maintenance ofinternational peace and order and to human progress. (June 2007 Mtg., Bd. Dec. 226)
Source: January 1952 Mtg., Bd. Dec. 96. Amended by June 2007 Mtg., Bd. Dec. 226. See also May 1954 Mtg., Bd. Dec. 216

8.050.2. Areas of International Service
In concept, International Service can be categorized as follows:
1. World Community Service Activities
2. International Educational and Cultural Activities
3. Special International Observances and Events
4. International Meetings (November 2004 Mtg., Bd. Dec. 59)
Source: October 1985 Mtg., Bd. Dec. 84; Amended by November 2004 Mtg., Bd. Dec. 59

8.050.3. Responsibility of the Individual Rotarian
Each Rotarian should make an individual contribution to the achievement of the ideal
inherent in the fourth Avenue of Service. Each Rotarian should help to create a betterinformed public opinion.

Rotary Code of Policies
June 201040

Rotarians should:
1. look beyond national patriotism and share responsibility for the advancement ofinternational understanding, good will and peace;
2. resist any tendency to act in terms of national or racial superiority;
3. seek and develop common grounds for agreement with peoples of other lands;
4. defend the rule of law and order to preserve liberty of the individual so that all may
enjoy freedom of thought, speech and assembly, freedom from persecution andaggression, and freedom from want and fear;
5. support action directed towards improving standards of living for all peoples, realizingthat poverty anywhere endangers prosperity elsewhere;
6. uphold the principles of justice for humankind, realizing that these are fundamental
and must be worldwide;
7. strive always to promote peace between nations and be prepared to make personal
sacrifices for that ideal;
8. urge and practice a spirit of understanding of every other person’s beliefs as a step
towards international good will recognizing that there are certain basic moral andspiritual standards which, if practiced, will ensure a richer, fuller life.
9. Exercise appropriate caution in conducting activities and programs where international
tensions exist between countries. (November 2004 Mtg., Bd. Dec. 59)
Source: January 1952 Mtg., Bd. Dec. 96; Amended by November 2004 Mtg., Bd. Dec. 59

8.050.4. Respect for National Laws and Customs
Rotarians should avoid criticizing the laws or customs of other countries. (November
2004 Mtg., Bd. Dec. 59)
Source: January 1933 Mtg., Bd. Dec. VII-c; Amended by November 2004 Mtg., Bd. Dec. 59

8.060. Club Support of Local Youth Organizations
Clubs should support all worthy local youth organizations. (November 2004 Mtg., Bd. Dec. 59)
Source: November 1976 Mtg., Bd. Dec. 144; Amended by November 2004 Mtg., Bd. Dec. 59

8.070. Guidelines for Clubs to Conduct Projects in Non-Rotary Countries
RI has adopted the following guidelines to assist clubs and districts in carrying out international
service projects in countries with no Rotary presence:Rotary Code of Policies
June 201041a) under no circumstances should the club or any of the members undertake any formal orinformal extension activities in the project country. Extension is the responsibility of the Board;b) the purpose, scope, time frame, beneficiaries, and role of the club should be clearly explained
to the leaders of the community in which the project is undertaken, as well as to government
authorities in the area;c) a complete outline of the project prospectus, including purposes, objectives, in-country
contacts, extent and kind of involvement of other organizations and government agencies,
timetable for completion, and whether Foundation grant funding is being sought should be
provided to the governor with a copy to the general secretary before the project is implemented;d) a project status report should be provided to the governor with a copy to the general secretaryon a semiannual basis;e) the club should ensure that the project does not violate the laws of the country of the club, or
the project country, and has received approval from the appropriate government authority of the
project country to undertake the project;f) if working in cooperation with another organization(s) the club should determine that suchorganization(s) is registered and acts within the laws of the project country. (June 1998 Mtg., Bd.
Dec. 348)
Source: November 1996 Mtg., Bd. Dec. 94

Cross References
41.030.7. RCC Funding

8.080. Club Rotary Foundation Committee
Clubs are encouraged to appoint a Rotary Foundation committee. The structure of the committee
should address the goals and activities of the club. The club may wish to base The RotaryFoundation committee’s structure on the district level, combining or deleting subcommittees asappropriate.
The club Rotary Foundation committee may supervise the following
subcommittees:a) Annual Givingb) Permanent Fundc) Scholarshipsd) Group Study Exchangee) Grantsf) PolioPlusg) Alumni(June 2004 Mtg., Bd. Dec. 268)
Source: June 2004 Mtg., Bd. Dec. 268

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42

8.090. Club-Level Training
8.090.1. Club Trainer
The club president-elect may wish to appoint a club trainer(s) to oversee the club training
plan during the coming year. The club trainer serves a one year term, with a limit ofthree consecutive terms.
The club trainer should work with the club’s board and committees to ensure all training
needs are met and work with the district training committee, the assistant governor
assigned to the club, and the district governor for support and ideas. (November 2006
Mtg., Bd. Dec. 104)
Source: November 2006 Mtg., Bd. Dec. 104

8.090.2. Club Training Plan
The club should have a comprehensive training plan that ensures
1. Club leaders attend district training meetings as appropriate
2. Orientation is consistent and regularly provided to new members
3. Ongoing educational opportunities are available for current members
4. A leadership skills development program is available for all members. (November
2006 Mtg., Bd. Dec. 104)
Source: November 2006 Mtg., Bd. Dec. 104

8.090.3. Club Leadership Development Seminar
Purpose:To develop the personal leadership skills of club members thereby enhancing theirprofessional life and developing future club leaders.
Participants:
Any interested Rotarian may attend
Suggested topics:• Communication skills• Leadership styles• Leading and motivating volunteers• Mentoring• Time management• Goal setting and accountability• Strategic planning• Ethics (4-Way Test)• Building Consensus• Team workRotary Code of Policies
June 201043

Organizer:
Club trainer, club president, assistant governor, and/or district training committee(November 2006 Mtg., Bd. Dec. 107)
Source: November 2006 Mtg., Bd. Dec. 107

Rotary Code of Policies
June 201044

Article 9. Club Finances and Public Relations
9.010. Club Finances
9.020. Clubs in Arrears to RI
9.030. Participation of Clubs in Fundraising Activities
9.040. Club Public Relations
9.050. Club Promotion of RI Aims and Objectives

9.010. Club Finances
At the beginning of each fiscal year the club’s board of directors shall prepare or cause to beprepared 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.
All bills shall be paid by the treasurer, or other authorized officer, only after approval by twoother officers or directors. An annual financial review by a qualified person shall be made of all
the club’s financial transactions. (January 2008 Mtg., Bd. Dec. 142)
Source: November 2004 Mtg., Bd. Dec. 59; Amended by January 2008 Mtg., Bd. Dec. 142

9.010.1. Club Fines and Assessments
Clubs should review their practices of fining or establishing informal club assessments inorder to minimize the expense to the individual Rotarian. (November 2004 Mtg., Bd.
Dec. 59)
Source: March 1990 Mtg., Bd. Dec. 176; Amended by November 2004 Mtg., Bd. Dec. 59

9.010.2. Club Meetings Without Meals
Club meetings are not required to include a meal, thereby reducing costs to the individual
Rotarian. (November 2004 Mtg., Bd. Dec. 59)
Source: March 1990 Mtg., Bd. Dec. 176; Amended by November 2004 Mtg., Bd. Dec. 59

9.010.3. Attendance of Incoming Club Presidents at Convention
Within the constraints of their budgets, clubs should consider sending the club's incoming
president to the International Convention as the club's delegate. (June 1998 Mtg., Bd.
Dec. 348)
Source: July 1934 Mtg., Bd. Dec. 25

Cross References
5.050.6. Prohibition of Entry Fee for New Members
5.050.7. Prohibition of Mandatory Contributions to The Rotary Foundation
18.050.11. Formation of New Clubs: Costs
18.050.12. Admission Fee for New Clubs

Rotary Code of Policies
June 201045

9.020. Clubs in Arrears to RI
The procedures outlined in the following subsections govern the payment by clubs of financial
obligations to RI:
9.020.1. Notification of Non-Payment of Per Capita Dues
Notification to all clubs of the Board's policy relating to non-payment of per capita dues
and other financial obligations to RI shall be included in the letter transmitting eachsemiannual report. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1983 Mtg., Bd. Dec. 333

9.020.2. Procedures for Collection of Club Past Due Financial Obligations
RI has adopted Procedures for Collection of Club Past Due Financial Obligations, which
include the following:1) reminder notices to clubs with unpaid financial obligations in excess of US$250 will
be sent 90 days (three months) from due date;2) termination of clubs with unpaid financial obligations in excess of US$250 will occur
180 days (six months) from due date;3) any terminated club that has fully paid its financial obligations, which will include a
US$10 per member reinstatement fee for a minimum of ten members, within 270 days(nine months) from the due date will be reinstated;
4) unpaid financial obligations of US$50 or less will be written off after 270 days fromthe due date;5) letters requesting payment will be sent to clubs with balances of US$250 or less, but
termination will not be mentioned;6) a record of clubs with consistent patterns of nonpayment under US$50 will bemaintained. After two cycles of nonpayment, the general secretary has discretionary
authority to suspend the services of RI to the club;7) records of all write-offs of club financial obligations will be maintained for review by
the Board at any time. (March 2005 Mtg., Bd. Dec. 178)
Source: July 1997 Mtg., Bd. Dec. 83, Appendix I; Amended by May 2000 Mtg., Bd. Dec. 453; June 2002 Mtg., Bd. Dec. 285;
October 2003 Mtg., Bd. Dec. 141; June 2004 Mtg., Bd. Dec. 236; March 2005 Mtg., Bd. Dec. 178

9.020.3. Notification to Clubs of Non-Payment and Termination
Clubs shall be notified at the end of the first quarter of a club's non-payment and its
forthcoming termination unless payment is made by the end of the current semiannual
period, or unless arrangements acceptable to the Board are made to pay them. The
termination notification shall be sent by registered mail (return receipt, recorded delivery,
et al.) at the end of the semiannual period of the club’s termination due to unpaid
financial obligations. (October 2003 Mtg., Bd. Dec. 141)
Source: June 1983 Mtg., Bd. Dec. 333; Amended by October 2003 Mtg., Bd. Dec. 141

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46

9.020.4. Clubs in Restricted Currency Countries
Clubs located in restricted currency countries which, despite their best efforts are unable
to transmit payments due to RI, will not automatically be terminated. Such clubs are
required to establish, to the satisfaction of the Board, that they have provided for anadequate financial reserve, holding the amounts due to RI with the understanding thatsuch funds will be released to RI upon demand within the country in which the club islocated, or transmitted to RI's bank account at the earliest possible date. (June 1998 Mtg.,
Bd. Dec. 348)
Source: June 1983 Mtg., Bd. Dec. 333

9.020.5. Exceptions to Club Notification and Termination Procedures
The general secretary is authorized to make exceptions implementing these guidelines
which in the general secretary's judgment are warranted, based on special or unique
circumstances. (June 1998 Mtg., Bd. Dec. 348)
Source: May-June 1986 Mtg., Bd. Dec. 268

9.020.6. Notice of Termination to Governors and Directors
Copies of notifications of termination will be sent to the governors and to the director(s)in the area. (October 2003 Mtg., Bd. Dec. 141)
Source: June 1983 Mtg., Bd. Dec. 333; Amended by October 2003 Mtg., Bd. Dec. 141

9.020.7. Reinstatement of Clubs Terminated Due to Non-Payment of Financial
Obligations
A terminated club may only seek to be reinstated up to one year (365 days) after its
termination. When a club seeks to be reinstated within 90 days of termination, it must
pay the full amount of its outstanding financial obligations at the time of termination, allsemiannual dues payments that have continued to accrue during the period between
termination and reinstatement, and a US$10.00 per member reinstatement fee. When aclub seeks to be reinstated more than 90 days but less than 365 days after termination, it
must fulfill all the requirements of a club seeking to be reinstated within 90 days oftermination and, in addition, it must complete an application for reinstatement and pay a
US$15.00 per member application fee. A club seeking to be reinstated may only revise
its membership list within one year (365 days) of the semiannual period due date. If only
partial payment is made by the 365th day following termination, that amount will beapplied to the terminated club’s delinquent financial obligation. Terminated clubs thathave not fulfilled their entire financial responsibility, which includes the full amount of
their outstanding financial obligations at the time of termination, all semiannual dues
payments that have continued to accrue during the period between termination andreinstatement, the application fee, and the reinstatement fee, within 365 days oftermination, shall lose their original charter and are not eligible for reinstatement.
Reinstated clubs shall maintain their name, history, and charter, and are consideredmembers in financial good standing eligible to receive the full services of the association.
(June 2005 Mtg., Bd. Dec. 328)
Source: October 1998 Mtg., Bd. Dec. 166; Amended by May 2003 Mtg., Bd. Dec. 325; October 2003 Mtg., Bd. Dec. 141; February
2004 Mtg., Bd. Dec. 220; June 2005 Mtg., Bd. Dec. 328

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9.020.8. Revisions to Club Membership Lists
All clubs are strongly encouraged to immediately report their new members to RI. To
facilitate the appropriate collection of pro-rata dues payment for new members, a Rotaryclub may only revise its membership list within six months (180 days) of the newmember’s admittance date.
Clubs are obligated to fulfill the entire financial
responsibility of its new members, which includes the full amount of any pro-rata dues
and all semiannual dues payments that fall within 180 days of a Rotarian’s admittancedate. (November 2007 Mtg., Bd. Dec. 97)
Source: November 2007 Mtg., Bd. Dec. 97

Cross References
17.060.1. Status of Clubs with Service Suspended
31.030.5. Club Termination and Reinstatement by General Secretary

9.030. Participation of Clubs in Fundraising Activities
9.030.1. Legal Requirement for Club Fundraising
Where laws require a provision in a club's constitution for fundraising, a club desiringsuch authority shall act under the provisions of RI Bylaw 2.030.3. and seek approval of
the Board for amendment of its constitution to meet local requirements. Where such club
requests are required by law, they shall be favorably considered. The general secretary is
authorized to act for the Board in such cases. (November 2004 Mtg., Bd. Dec. 59)
Source: January 1958 Mtg., Bd. Dec. 112; Amended by November 2004 Mtg., Bd. Dec. 59

9.030.2. Telephone Cards
Clubs are not authorized to offer pre-paid telephone cards which bear the Rotary Marks
as a fund-raising activity. (May 2003 Mtg., Bd. Dec. 324)
Source: November 1995 Mtg., Bd. Dec. 80; February 1996 Mtg., Bd. Dec. 158; Amended by May 2003 Mtg., Bd. Dec. 324

9.030.3. Affinity Cards
Clubs are not authorized to offer affinity cards which bear the Rotary Marks as afund-raising activity. (May 2003 Mtg., Bd. Dec. 324)
Source: May 2003 Mtg., Bd. Dec. 324

Cross References
34.070.1. Use of Rotary Marks on Telephone Cards
34.070.2. Use of Rotary Marks on Affinity Cards

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9.040. Club Public Relations
Clubs are expected to maintain positive public and news media relations. Clubs should be
encouraged to sponsor meetings to which the public is invited. Clubs should also note thatpublicity for Rotary is not necessarily publicity for Rotarians. The practice of public relations
varies throughout the world. But regardless of cultural differences from one country to another,
Rotary clubs around the globe have audiences with which they should communicate.
Developing a message and finding an appropriate way to deliver it is public relations in action.
Public relations should be directed to several audiences: Media, local government officials, thebusiness community, civic leaders and organizations, as well as qualified candidates formembership and people directly affected by Rotary service projects. (November 2004 Mtg., Bd.
Dec. 59)
Source:152M

November 1983 Mtg., Bd. Dec. 124; Amended by November 2004 Mtg., Bd. Dec. 59. See also January 1933 Dec. of Exec. Comm.

9.040.1. Rotarians’ Responsibility in Promotion of Rotary
Individual Rotarians are urged to help their Rotary clubs to become more identifiable intheir communities by personally informing others about what Rotary is and does, in orderto improve and expand Rotary growth and service. Each Rotarian is expected to be fully
informed about Rotary's object, programs, and activities, and seek opportunities to makethe aims and accomplishments of Rotary better known in his or her personal, businessand professional contacts. (June 2002 Mtg., Bd. Dec. 245)
Source: November 1983 Mtg., Bd. Dec. 124; November 1995 Mtg., Bd. Dec. 82

9.040.2. Publicity for Club Projects and Activities
Clubs are expected to seek publicity for successful service projects and activities which
illustrate Rotary's aims and accomplishments.
Experience shows the following Rotary Stories are most effectively promoted:
1. Outstanding volunteers
2. Interaction between people in developed and developing countries
3. Local Rotary and/ or The Rotary Foundation projects
4. Rotary exchange program individuals such as Youth Exchange students,
Ambassadorial Scholars, or GSE participants
5. Human interest stories of people benefiting from Rotary service
6. PolioPlus activities – particularly in polio-endemic areas. (November 2004 Mtg., Bd.
Dec. 59)
Source: November 1983 Mtg., Bd. Dec. 124; November 2004 Mtg., Bd. Dec. 59

9.040.3. Club Relations with Media
Clubs should reach out to the public by sharing their stories with the local media. Thiscan be done by identifying media targets, developing a media list and contacting
appropriate media with a press release. Refer to Effective Public Relations: A Guide forRotary Clubs for further information or the Effective Public Relations section of the RI
Web site at www.rotary.org.

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In addition, club activities should include talks to clubs by news media personnel on therole of the media. (November 2004 Mtg., Bd. Dec. 59)
Source: February 1978 Mtg., Bd. Dec. 271; Amended by November 2001 Mtg., Bd. Dec. 45; November 2004 Mtg., Bd. Dec. 59

9.040.4. Public Relations Training for Club Officers
Clubs are encouraged to seek resources among their membership to train officers in
effective techniques to use in response to news media inquiries and interviews. Clubsalso are encouraged to include a segment on Rotary public relations in all club leadershiptraining. Clubs should consult www.Rotary.org for more information or the publication“Effective Public Relations: A Guide for Rotary Clubs.” (November 2004 Mtg., Bd.
Dec. 59)
Source: November 1991 Mtg., Bd. Dec. 137; Amended by November 2004 Mtg., Bd. Dec. 59

9.040.5. Publicity for RI Through The Rotarian
Clubs should consider adopting the four-point program offered by the Rotary World
Magazine Press magazine to: Encourage Rotarians to pass their copy of the magazine
along to non-Rotarians; subscribe for the magazine for the local newspaper editor who is
not a Rotarian; place the magazine in the public school libraries; and pass along to theeditors suggestions for articles, and news of club activities. (November 2004 Mtg., Bd.
Dec. 59)
Source: January 1936 Mtg., Bd. Dec. 197; Amended by November 2004 Mtg., Bd. Dec. 59

9.040.6. Adverse Public Relations
Every club should take positive steps to prevent or correct any attitudes within its
community or conditions within the club that may harm Rotary's reputation and limit its
effectiveness. If negative public opinion is caused by misperceptions of Rotary's purposeor activities, a club should counter these misperceptions with well-directed public
information and community relations efforts. When appropriate, the club also should
strengthen its service program. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1982 Mtg., Bd. Dec. 146

9.040.7. Adverse Public Relations: Governor Involvement
Where a condition exists or a problem arises which may affect other clubs or RI, a clubshould advise the governor at the earliest opportunity so that a cooperative effort can bemade to address the problem. It is the governor's responsibility to advise and assist clubs
in preventing or solving local public relations problems. The general secretary shallassist governors and clubs, keeping the president and the Board advised and referring tothem problems that may require their consideration and action. (June 1998 Mtg., Bd.
Dec. 348)
Source: November 1982 Mtg., Bd. Dec. 146

9.040.8. Club Promotion of Community Service Activities
Rotary clubs are encouraged to allocate an appropriate portion of their budget annuallyfor the purpose of increasing public awareness of club activities within the community.
Rotary clubs are encouraged to enhance the public image of Rotary through public andRotary Code of Policies
June 201050

permanent identification of club community service activities using the Rotary club nameand emblem. Rotary clubs are encouraged to seek appropriate public and permanent
recognition for their financial and service contributions to other organizations and causes.
(June 2002 Mtg., Bd. Dec. 245)
Source: November 2001 Mtg., Bd. Dec. 124; February 2002 Mtg., Bd. Dec. 194

9.050. Club Promotion of RI Aims and Objectives
The club is expected to utilize the Rotary World Magazine Press and other promotional tools andtechniques to promote Rotary's aims and accomplishments within the community. (November
2002 Mtg., Bd. Dec. 145)
Source: November 1983 Mtg., Bd. Dec. 124

9.050.1. Club Promotion of the Object of Rotary
The club is expected to cultivate the understanding of community leaders, young people
and other special interest groups who should be aware of Rotary, its Object, scope,programs and activities. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1983 Mtg., Bd. Dec. 124

9.050.2. Community Speakers
Clubs are encouraged to make available to various groups in their community speakers
who can effectively talk about Rotary. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1973 Mtg., Bd. Dec. 209

9.050.3. Club Service and Exchange Activities
Clubs are encouraged to initiate international service and exchange activities with clubs
in new Rotary countries in order to take advantage of current media responsivenessinvolving those countries and to help educate these new clubs about Rotary and thenature of its service activities. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1990 Mtg., Bd. Dec. 137

9.050.4. Broadcasting of Club Meetings
There is no practical way in which to control the action of any club in regard to holding
or giving publicity to or broadcasting a meeting. However, it is suggested that all clubs
give very serious consideration to invitations which are received to broadcast their
meetings. It is further suggested that clubs take advantage of the opportunity to confer
with their governor and others in regard to the advisability of any particular program on
any particular occasion in connection with such broadcasts. (June 1998 Mtg., Bd. Dec.
348)
Source: January 1923 Mtg., Bd. Dec. IX (e). See also April 1923 Mtg. Bd. Dec. IX (m)Rotary Code of Policies
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Article 10. Club Officers
10.010. Club Officers
10.020. Qualifications of the Club President
10.030. Duties of Club President
10.040. Duties of Club President-elect10.050. Club Officer Disputes

10.010. Club Officers
10.010.1. Rotation of Club Officers
The best interests of a club are served by observing the principle of rotation in office.
This includes membership on the board of directors and chairmanship of committees aswell as the offices of president and secretary. Club officers should not be encouraged or
expected to hold office for two successive years; however, clubs may sometimes find it
advantageous to elect an officer for a second and successive year or to re-elect a former
officer of the club. (November 2004 Mtg., Bd. Dec. 59)
Source: January 1936 Dec. of Exec. Comm. E34; January 1938 Mtg., Bd. Dec. 169; November 2004 Mtg., Bd. Dec. 59; Amended
by January 1943 Mtg., Bd. Dec. 123. Affirmed by Jan 1963 Mtg., Bd. Dec. 113. See also April 1922 Mtg. Bd. Dec. 9 (S)10.010.2. Board of Directors Acting as Club Planning Committee
Each club board of directors, in addition to fulfilling its function as the governing body ofthe club, should meet as a planning group at least four times each year. In such capacity,
the board should develop the program and activities of the club, its policies, and theextent to which they are being effectively implemented; consider ways and means offurther promoting the Object of Rotary; and be concerned with the trends of the times andevaluate how well the club is fulfilling its function. (November 2004 Mtg., Bd. Dec. 59)
Source: January 1970 Mtg., Dec. of Exec. Comm. E20; Amended by November 2004 Mtg., Bd. Dec. 59

10.010.3. Annual Recognition of Club Officers
Each club is encouraged to hold a meeting at the commencement of each Rotary year forthe purpose of installing its president and other officers, recognizing that such a meetingprovides opportunity for club officers and members to renew and reaffirm theircommitment to the objectives of RI. Such meetings may provide a public relations
opportunity to acquaint the community with the purpose and goals of Rotary. (November
2004 Mtg., Bd. Dec. 59)
Source: November 1982 Mtg., Bd. Dec. 100; Amended by November 2004 Mtg., Bd. Dec. 59

10.020. Qualifications of the Club President
In addition to the qualifications listed in the Standard Rotary Club Constitution, the clubpresident should:
1. possess leadership skills;
2. have sufficient time to lead and carry out the work of the club;Rotary Code of Policies
June 201052

3. have served in the club as a board member or as chair or member of one or more of the majorcommittees or as club secretary;
4. possess a working knowledge of the club constitution and bylaws;
5. have attended one or more district conferences and international conventions. (November
2004 Mtg., Bd. Dec. 59)
Source: January 1947 Mtg., Bd. Dec. 164; April 1971 Mtg. Bd. Dec. 231. See also January 1963 Mtg. Bd. Dec. 112

10.030. Duties of the Club President
The club president has the following duties:
1. presides at meetings of the club;
2. ensures that each meeting is carefully planned, opening and adjourning on time;
3. presides at regular meetings (at least once a month) of the club board of directors;
4. appoints club committee chairmen and members who are qualified for the jobs assigned;
5. ensures that each committee has definite objectives and each is functioning consistently;
6. attends the district conference;
7. cooperates with the governor and assistant governor in various club and district Rotary
matters, and handles all correspondence promptly;
8. supervises the preparation of a club budget and the proper accounting of club finances,including an annual financial review;
9. ensures that a comprehensive training program is implemented by the club and may appoint aclub trainer(s) to carry out the training, if needed;
10. ensures that important information from the Governor's "Monthly Letter," and otherbulletins and literature from the Secretariat and governor are passed on to the club members;
11. submits each June a comprehensive report to the club on the status of club finances and theextent to which the club has achieved its objectives for the year;
12. works cooperatively with the president-elect before leaving office to ensure the smoothtransition of authority, including the transfer of all relevant records, documents, and financial
information;
13. arranges a joint meeting of the incoming and outgoing club boards to ensure the success ofthe new administration and to provide continuity of administrations. (January 2008 Mtg., Bd.
Dec. 142)
Source: January 1947 Mtg., Bd. Dec. 164; November 2004 Mtg., Bd. Dec. 59; Amended by November 2006 Mtg., Bd. Dec. 104; January 2008
Mtg., Bd. Dec. 142. See also Jan 1951 Mtg. Bd. Dec. 53; February 1923 Mtg. Bd. Dec. VIII(z)10.040. Duties of Club President-elect10.040.1. District Assembly Attendance
Before accepting office, club presidents-elect should commit to attend the district
assembly. (November 2004 Mtg., Bd. Dec. 59)
Source: January 1964 Mtg., Bd. Dec. 99; Amended by November 2004 Mtg., Bd. Dec. 59

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53

10.040.2. Appointments for Club Committees
Incoming club presidents-elect shall complete their appointments of club committee
chairmen no later than 31 March. (November 2004 Mtg., Bd. Dec. 59)
Source: October-November 1977 Mtg., Bd. Dec. 123; Amended by November 2004 Mtg., Bd. Dec. 59

10.040.3. Annual Programs Fund Goal-Setting by Clubs
The club president-elect oversees the Annual Programs Fund goal for the club for
implementation during his or her term as president. (November 2004 Mtg., Bd. Dec. 59)
Source: May 2003 Mtg., Bd. Dec. 321; Amended by November 2004 Mtg., Bd. Dec. 59

10.050. Club Officer Disputes
If there is a dispute within a club as to which members have been duly elected as the club's
officers, the general secretary shall request the district governor to investigate the dispute. The
governor shall notify the general secretary which of the members should be properly recognized
as the club officers. Until the dispute is resolved, the general secretary may rely upon thefindings of the governor as to which club members should be recognized as club officers for RI's
administrative purposes. (November 2007 Mtg., Bd. Dec. 98)
Source: November 2007 Mtg., Bd. Dec. 98

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Article 11. Club Relationships with Rotarians and Others
11.010. Club Relationship to the Secretariat
11.020. Club Relationships with Other Clubs
11.030. Circularization
11.040. Rotary Clubs and Other Organizations
11.050. Club Relationship with Its Members: Membership Lists

11.010. Club Relationship to the Secretariat
11.010.1. Requests for Information from the Secretariat
It is recognized that the general secretary responds voluntarily to all inquiries frommember clubs in good standing who request information considered by the generalsecretary to be reasonable and proper. In the event any question arises as to thereasonableness or propriety of any such request, the general secretary shall refer thematter to the Board. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1982 Mtg., Bd. Dec. 201

11.010.2. General Secretary Provision of Information to Clubs
The establishment of preconditions for the furnishing of information requested bymember clubs in good standing is justified only under exceptional circumstances. The
general secretary as the managing officer of RI may ask clubs about the intended use of
information as requested by any club. Clubs have a right to decline to provide
information on the intended use of data, and such refusal in itself will not prevent suchclubs from receiving information voluntarily provided by the general secretary. (June1998 Mtg., Bd. Dec. 348)
Source: January 1982 Mtg., Bd. Dec. 201

11.010.3. Club Restraint in Requesting Information from the Secretariat
Clubs and individuals may request reasonable information from the Secretariat, but arerequested to exercise restraint in their requests for information from the Secretariat inconsideration of the burden placed on the staff and consequential distraction from theservices to other clubs, committees and officers of RI. Clubs requesting information may
not set deadlines for the furnishing of such information by the General Secretary. (May2003 Mtg., Bd. Dec. 325)
Source: January 1982 Mtg., Bd. Dec. 201; Amended by May 2003 Mtg., Bd. Dec. 325

11.020. Club Relationships with Other Clubs
11.020.1. Club Memorabilia
Clubs and Rotarians exchanging memorabilia are urged to exercise discretion in making
provision for such exchanges. (November 2004 Mtg., Bd. Dec. 59)
Source: January 1959 Mtg., Bd. Dec. 139; Amended by November 2004 Mtg., Bd. Dec. 59

Rotary Code of Policies
June 201055

11.030. Circularization
11.030.1. Rotary Clubs - Approval to Solicit Cooperation, Financial Aid, or Participationin Commercial Ventures, including Telemarketing
A club desiring to request the cooperation of other clubs or members of other clubs, inconnection with any matter whatsoever, by any means, including telemarketing, shall firstsubmit its purpose and plans to the governor or governors of the involved area and secure
his, her or their approval. This is applicable only in cases where a club desires to request
the cooperation of more than one Rotary club or members of more than one club.
A Rotary club(s) engaging in these types of activities must comply with RI policy for useof the Rotary Marks, including use of proper identification and qualifying language
regarding the Rotary club(s).
No club shall solicit financial assistance or participation in commercial ventures from anyother Rotary club or from individual Rotarians other than its own members unless anduntil it first secures an authorization from the RI Board.
The general secretary shall request the governors of any districts involved inunauthorized solicitations, including those by telemarketing, to take action to end suchactivities. Continued non-compliance with this policy shall be reported to the RI Boardfor possible discipline for cause, including termination of the club. (June 2007 Mtg., Bd.
Dec. 270)
Source: January 1937 Mtg., Bd. Dec. 108; Amended by May 1956 Mtg., Bd. Dec. 207; COL 80-102; November 2004 Mtg., Bd. Dec.
59; March 2005 Mtg., Bd. Dec. 201; June 2007 Mtg., Bd. Dec. 270

11.030.2. Multidistrict Administrative Groups, Service Activities, and Projects –Approval to Solicit Cooperation, Financial Aid, or Participation in Commercial Ventures,
including Telemarketing
A multidistrict entity desiring to request the cooperation of clubs or Rotarians, outside its
own membership, in connection with any matter whatsoever, by any means, including
telemarketing, shall first submit its purpose and plans to the governor or governors of theinvolved area and secure his, her, or their approval.
A multidistrict entity(ies) engaging in these types of activities must comply with RI
policy for use of the Rotary Marks, including use of proper identification and qualifying
language regarding the multidistrict entity(ies).
No multidistrict entity shall solicit financial assistance or participation in any commercial
venture from any Rotary club or from Rotarians other than its own members withoutauthorization from the RI Board.
Multidistrict entities that are not in compliance with this circularization policy could lose
their multidistrict status.

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56

Even within the limits described above, it is not permissible for a Rotarian to circularize
Rotary clubs or other Rotarians on matters affecting his or her individual businessinterests. (June 2007 Mtg., Bd. Dec. 270)
Source: October 2003 Mtg., Bd. Dec. 41; Amended by November 2004 Mtg., Bd. Dec. 59; March 2005 Mtg., Bd. Dec. 201; June2007 Mtg., Bd. Dec. 270

11.030.3. Global Networking Groups - Approval to Solicit Cooperation, Financial Aid,or Participation in Commercial Ventures, including Telemarketing
A Global Networking Group desiring to request the cooperation of districts, clubs or
Rotarians outside of its own membership in connection with any matter whatsoever, by
any means, including telemarketing, shall first submit its purpose and plans to thegovernor or governors of the involved area and secure his, her, or their approval.
Global Networking Groups engaging in these types of activities must comply with RI
policy for use of the Rotary Marks, including use of proper identification and qualifying
language regarding the Global Networking Group.
No Global Networking Group shall solicit financial assistance or participation in commercial
ventures from any Rotary district or club or from individual Rotarians other than its own
members unless and until it first secures an authorization from the Board.
Even within the limits described above, it is not permissible for a Rotarian to circularize other
Global Networking Group members on matters affecting his or her individual businessinterests. (November 2007 Mtg., Bd. Dec. 32)
Source: March 2005 Mtg., Bd. Dec. 205; Amended by November 2005 Mtg., Bd. Dec. 38; June 2007 Mtg., Bd. Dec. 270; November
2007 Mtg., Bd. Dec. 32

11.030.4. Telemarketing to the Public by Clubs, Districts, and other Rotary Entities
Rotary clubs, districts and other Rotary Entities, other thanRotary International and The
Rotary Foundation, desiring to use a commercial telemarketing, internet web hosting
and/or email firm to solicit the public on their behalf shall:a. first submit its purpose and plans to the governor or governors of the involved areaand secure his, her or their approval;b. comply with existing Rotary circularization policy;c. include proper identification and qualifying language regarding the Rotary club(s),district(s) or other Rotary Entity(ies) to be represented.
The general secretary shall request the governors of any districts that are not incompliance with the above policy to take action to end such activities. Continued noncompliance with this policy shall be reported to the RI Board for possible discipline forcause, including termination. (June 2007 Mtg., Bd. Dec. 270)
Source: June 2007 Mtg., Bd. Dec. 270

Rotary Code of Policies
June 201057

11.030.5. World Community Service Exception to Circularization Policy
Requests from districts or clubs for cooperation and assistance with a specific WCS
activity are not subject to the limitation placed upon general circularization rules wheresuch requests are directed to one or a limited number of districts or clubs. (June 1998
Mtg., Bd. Dec. 348)
Source: January 1967 Mtg., Bd. Dec. 154; October 1988 Mtg., Bd. Dec. 116

11.030.6. Use of Official Directories for Commercial Purposes or Circularization
No member of a Rotary club shall use the Official Directory or any other database or listof names compiled in connection with a Rotary-related project or activity for commercial
purposes. The official directories of RI, its districts and clubs, as well as any otherdatabase or list of names compiled in connection with a Rotary-related project or activity
shall not be made available by Rotarians or by clubs or districts for the purpose of
circularization. This applies to directories in electronic and printed formats. (March
2005 Mtg., Bd. Dec. 201)
Source: June 1930 Mtg., Bd. Dec. I; Jan 1937 Mtg., Bd. Dec. 108; Amended by November 2004 Mtg., Bd. Dec. 59; March 2005
Mtg., Bd. Dec. 201

11.030.7. Club and District Directories
Any club or district publishing a directory shall publish in that directory a notice to theeffect that the directory is not for distribution to non-Rotarians nor may it be used as acommercial mailing list. (November 2004 Mtg., Bd. Dec. 59)
Source: June 1936 Mtg., Bd. Dec. 275; Amended by November 2004 Mtg., Bd. Dec. 59

11.030.8. Annual Financial Statement from Rotary Programs/Entities using Rotary
Name or Requesting Support or Participation
Any unofficial Rotary program, group, or entity using the word “Rotary” in its name orrequesting support or participation from Rotarians, Rotary clubs, and/or Rotary districts
is requested to submit an annual financial statement showing revenues and expendituresduring the past Rotary year, and a statement of funds on hand at the time of the report, to
its members and participants, and to the general secretary upon request, by 1 October ineach year. In lieu of submitting reports to members and participants, this annual
statement may be posted on any Web site existing for the organization and shall remainon the Web site until the report for the following year is posted. (January 2008 Mtg., Bd.
Dec. 142)
Source: November 2007 Mtg., Bd. Dec. 109

11.030.9. Electronic Lists of Club Names
Electronic lists of club names may be shared with Rotary entities on an annual basis.
(January 2008 Mtg., Bd. Dec. 162)
Source: January 2008 Mtg., Bd. Dec. 162

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58

11.040. Rotary Clubs and Other Organizations
Clubs are encouraged to support and cooperate with other organizations for the purposes ofcarrying out and enhancing their own service activities. (February 2002 Mtg., Bd. Dec. 213)
Source: February 2002 Mtg., Bd. Dec. 213

11.040.1. Clubs Not to Assume Membership in Other Organizations
A club should not become a member of or assume obligations of membership in any
other organization. (November 2004 Mtg., Bd. Dec. 59)
Source: COL 80-102; Amended by November 2004 Mtg., Bd. Dec. 59

11.040.2. Club Lists and Membership Lists Not to Be Furnished to Other Organizations
Lists of clubs, their officers or committee members, or Rotarians shall not be furnished toother organizations, except:a) to meet legal requirements of government agencies orb) by the assent of the Board or its Executive Committee; provided that the Board or its
Executive Committee may not furnish such lists in violation of any applicable laws.
(February 2001 Mtg., Dec. 219)
Source: January 1941 Mtg., Bd. Dec. 103, January 1955 Mtg., Bd. Dec. 87; October 1988 Mtg. Bd. Dec. 114;; Amended by
February 2001 Mtg., Bd. Dec. 219

11.040.3. Joint Meetings with Other Service Clubs
Except on specific occasions approved by the club’s board, Rotary clubs may not holdtheir regular meetings with other service clubs. (November 2004 Mtg., Bd. Dec. 59)
Source: June 1924 Mtg. Bd. Dec. IX (c). Amended by May 1943 Mtg. Bd. Dec. 221; November 2004 Mtg., Bd. Dec. 59. See also
February 1923 Mtg. Bd. Dec. IX (c)(2)11.040.4. Club Officers and Committees Meeting with Other Organizations
A club's officers and committees may meet with officers and committees of otherorganizations, but may not bind the club without the club’s consent. (November 2004
Mtg., Bd. Dec. 59)
Source: COL 80-102; Amended by November 2004 Mtg., Bd. Dec. 59

11.040.5. Guidelines for Cooperation with Other Organizations Regarding SpecificProjects and Activities
Clubs and districts may support and cooperate with other organizations in projects andactivities provided that:a) such initiatives are consistent with Rotary ideals and purposesb) the cooperative activity is approved by the club or district membership concernedc) the cooperation involves direct participation and responsibility by a committee
appointed by a club president or governor designated for the duration of the activity, with
provision for annual review

Rotary Code of Policies
June 201059d) club or district autonomy as an independent organization is preservede) appropriate recognition for club or district is obtained, to the extent that it is warrantedby the nature of the cooperation, in the interest of keeping the public informed about
Rotary and its service activitiesf) the club or district and the cooperating organization share in the responsibility ofcommunicating to the public the nature of the joint projectg) the club or district does not accept an ongoing obligation to participate in the joint
projecth) the club or district does not accept an ongoing financial obligation to the organization,
but provides opportunities for Rotary clubs in a district to review and decide upon
continuing support of such projects or activities at district conferences or by otherappropriate means; andi) the club or district does not become a member of the cooperating organizationj) such activity or cooperative agreement entered into by a club or district does not in any
way bind or commit Rotary International to said activity or agreement. (Feb 2002 Mtg.,
Bd. Dec. 213)
Source: October 1988 Mtg., Bd. Dec. 114; February 2002 Mtg., Bd. Dec. 213

11.040.6. Guidelines for Rotary Clubs, Rotary Districts and Other Rotary Entities forSponsorship and Cooperative Relationship Purposes
1. These Guidelines govern the use of the Rotary Marks, including the RotaryInternational emblem (the “Rotary Marks” are defined in paragraph 6, below) by any
Rotary club(s), Rotary district(s) or any other Rotary Entity when used in combination
with the emblem of another organization for sponsorship or cooperative relationshippurposes.
2. Sponsorships are considered to be short-term, event-specific relationships withanother organization which benefit RI, TRF, Rotary club(s), Rotary district(s) and otherRotary Entities in image-enhancing, promotional, monetary or other ways. Eachsponsorship relationship should terminate with the completion of the sponsored event.
3. "Rotary Entities" includes Rotary International, The Rotary Foundation, a Rotary clubor group of clubs, a Rotary district or group of districts (including a multidistrict activity),a Rotary Fellowship, Rotarian Action Groups, RI Convention Host Committees andadministrative territorial units of Rotary International. Entities not included in thisdefinition are not permitted to enter into sponsorship or cooperative relationships which
use the Rotary Marks without seeking prior Board approval. Individual RI Programs are
not considered Rotary Entities.
4. Cooperative relationships are considered to be longer term relationships which may or
may not be tied to specific events, with another organization which benefit RI, TRF,
Rotary club(s), Rotary district(s) and other Rotary Entities in image-enhancing,promotional, program-enhancing, membership, monetary or other ways.
5. The information in these Guidelines should be referenced in any agreement between
any Rotary club(s), Rotary district(s) or any other Rotary Entity and a sponsor orRotary Code of Policies
June 201060

cooperating organization, especially the information contained in paragraphs 6, 9, 10, 11,
12, 13, 14, 15, 16, 17 and 18, below.
6. RI is the owner of numerous trademarks and service marks throughout the world,
including, but not limited to, "Rotary," the Rotary emblem, "Rotary International," "RI,""Rotary Club," "The Rotary Foundation," the Rotary Foundation logo, "Rotarian," "The
Rotarian," "Rotaract," "Rotaract Club," the Rotaract emblem, "Interact," "Interact Club,"the Interact emblem, "Interactive," "Paul Harris Fellow," the image of Paul Harris,"PolioPlus," the PolioPlus logo, “Service Above Self,” “They Profit Most Who ServeBest,”and the Rotary Centers for Peace and Conflict Resolution logo (the "Rotary
Marks"). RI extends the right to use these Marks to Rotary clubs, Rotary districts andother Rotary Entities under certain limited guidelines for specific authorized uses which
are further set out in Chapter 17 of the Manual of Procedure, which is incorporated
herein by reference.
7. For sponsorship and cooperative relationship purposes discussed herein, RI permits
Rotary clubs, Rotary districts and other Rotary Entities to use the Rotary Marks in thefollowing manner(s) and subject to the following provisions.
8. Sponsorships or cooperative relationships for the purposes contemplated herein,should be in furtherance of the Object of Rotary.
9. Nothing in the limited use granted herein will constitute an assignment or license of
any of the Rotary Marks to any sponsor or cooperating organization.
10. In sponsorship or cooperative relationship situations involving Rotary clubs, Rotary
districts and other Rotary Entities, RI will only allow the use of the Rotary Marks in
combination with the emblem of another organization for the limited and specific purposeof promotional materials for the event or project of, or cooperative relationship with, theRotary club(s), Rotary district(s) or other Rotary Entity, as further set out in paragraph
11, below.
11. When such a combined emblem use as discussed in paragraph 10, above, is desired,further identifying language of the name of the Rotary club(s), Rotary district(s) or otherRotary Entity must also be used in close proximity to and in equal prominence with theRotary Marks. (This is in concert with recent RI Board determinations that whenever thename, “Rotary,” or any of the Rotary Marks are used by themselves, they normally referto the entire organization, Rotary International. Therefore, whenever a Rotary club(s),Rotary district(s) or other Rotary Entity is using either the word, “Rotary,” or any of theRotary Marks, further identifying language must also be used of the name of the Rotaryclub(s), Rotary district(s) or other Rotary Entity.)
12. Whenever any of the Rotary Marks are used in combination with the emblem ofanother organization for sponsorship or cooperative relationship purposes, including any
advertisement or promotional materials directly related to a sponsored Rotary event or
project (including, but not limited to, banners or signs) the emblem of the otherorganization must be of equal or lesser unit size to that of the Rotary emblem (or otherRotary Code of Policies
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61

Rotary Marks, at the sole discretion of the Rotary club(s), Rotary district(s), other Rotary
Entity or RI), unless the Rotary emblem or other Rotary Mark is part of a repetitive
background screen. RI allows for overwriting of the Rotary emblem (or other Rotary
Marks) (watermarked, printed, screened or embossed), provided the Rotary emblem orother Rotary Mark is not otherwise partially covered and/or obstructed. RI agrees that incases where a sponsor might wish to highlight its role in sponsoring a Rotary event or
project in conjunction with its regular advertising, the Rotary emblem may be smaller
than the sponsor’s logo.
13. Current RI policy mandates that, without altering the provisions set out in paragraph
12, above the Rotary Marks may not be altered, modified or obstructed in any way but
must be reproduced in their entirety. There should be no overlap between Sponsor's or
Cooperating Organization’s logo and the Rotary emblem or other Rotary Mark; the two
images should be clearly spaced so as to be two separate and distinct images.
14. The Rotary Marks may be reproduced in any one color, but if they are to be
reproduced in more than one color, they must be reproduced in their official colors (royalblue and gold (PMS Blue 286; PMS Metallic Gold 871 or PMS Yellow 123 C or 115 U)
for the Rotary emblem and the TRF logo; information available on other Marks, asnecessary).
15. Current RI policy mandates that the Rotary Marks may only be reproduced by avendor authorized to do so. Whenever, possible, therefore, reproductions of the Rotary
Marks should be done by an officially licensed vendor. If the desired goods are notreasonably available from a RI licensee, a release must be obtained from the RI Licensing
Section.
16. Each sponsorship or cooperative relationship use of any of the Rotary Marks in
combination with the emblem of another organization should be subject to a prepublication review and approval process on the part of the Rotary club(s), Rotary
district(s) or other Rotary Entity. Such use may also be subject to a pre-publication
review and approval process on the part of RI's Intellectual Property counsel. RI, theRotary club(s), Rotary district(s) or other Rotary Entity should retain the sole right tospecific denial or authorization or, in the case of alteration (of copy or layout), to be
mutually agreed upon by the parties.
17. RI, the Rotary club(s), Rotary district(s) or other Rotary Entity should retain control
over where promotional materials are published in any medium, including where banners
or signs are allowed to be displayed when any of the Rotary Marks are used in
combination with the emblem of another organization in connection with the sponsorshipor cooperative relationship contemplated herein.
18. RI, the Rotary club(s), Rotary district(s) or other Rotary Entity should reserve theright to approve publications or other media in which any sponsor wishes to advertise orotherwise promote the relationship using the Rotary Marks.

Rotary Code of Policies
June 201062

19. Membership lists, except by Board authorization, must not be used for sponsorshipor cooperative relationship purposes and must stay within the control of RI, the district(s)and/or the club(s) involved. However, any determination to allow access to membershiplists must respect the individual rights of Rotarians, including relevant legal restrictions.
20. No Rotary club(s), Rotary district(s) or other Rotary Entity shall accept a sponsorshipor a cooperative relationship thata. Conflicts with Rotary’s ethical and humanitarian values
b. Undermines internationally recognized standards for human rights
c. Supports the use of addictive or harmful products and activities including but notlimited to alcohol (when inappropriate in a specific cultural context), tobacco, gambling,
and weapons or other armaments
d. Promotes a particular political or religious viewpoint
e. Involves abortion
f. Unfairly discriminates based on race, ethnicity, gender, language, religion, political orother opinion, national or social origin, property, or birth or other statusg. Weakens the autonomy, independence, reputation, or financial integrity of RotaryInternational, The Rotary Foundation, or the specific Rotary club, district or other Rotary
entityh. Involves any subject matter which is not in accord with the Object of Rotary
21. Individual Rotarians shall not benefit from sponsorships or cooperative relationships.
(January 2008 Mtg., Bd. Dec. 142)
Source: October 1998 Mtg., Bd. Dec. 86; Amended by August 2000 Mtg., Bd. Dec. 64; November 2000 Mtg., Bd. Dec. 133;
February 2001 Mtg., Bd. Dec. 224; June 2001 Mtg., Bd. Dec. 385; November 2001 Mtg., Bd. Dec. 71; February 2003 Mtg., Bd. Dec.
194; February 2004 Mtg., Bd. Dec. 159; November 2006 Mtg., Bd. Dec. 35; November 2007 Mtg., Bd. Dec. 32; November 2007
Mtg., Bd. Dec. 70; January 2008 Mtg., Bd. Dec. 142

Cross References
27.060.4. Public Relations with Clubs
33.010. Use of Emblem
33.010.11. RI and TRF Guidelines for Use of the Rotary Marks by Sponsors and Cooperating
Organizations
35.010. General Guidelines for Joint RI and TRF Relationships with Other Organizations
36.010. Guidelines for Sponsorship of RI Meetings, Events, Projects and Programs

11.050. Club Relationship With Its Members: Membership Lists
In accordance with Article 8, Section 2 of the RI Constitution, and Section 26.010 of this Code,
RI will maintain a list of all members of Rotary clubs for the purposes of:
1. Confirming the semiannual reports of membership from the clubs
2. Subscription lists for RI and TRF publications
3. Analyzing membership trends
4. Identifying Rotarians with special interests and skills for international Rotary appointments
5. Identifying Rotarians for international recognitionRotary Code of Policies
June 201063

All clubs shall provide this information to RI to the extent that such provision is not in violationof any applicable laws. (February 2001 Mtg., Bd. Dec. 219)
Source: June 1938 Mtg., Dec. of Exec. Comm. E103; Amended by February 2001 Mtg., Bd. Dec. 219

11.050.1. District Membership List
If a governor requests from the general secretary a list of all Rotarians in the governor’s
district, the general secretary will supply it to the governor. (November 2004 Mtg., Bd.
Dec. 59)
Source: June 1938 Mtg., Bd. Dec. E103; October 1993 Mtg., Bd. Dec. 92

Cross References
11.040.2. Club Membership Lists Not to be Provided to Other Organizations
31.030.11. Furnishing Club Officer Mailing Lists
49.030. Worldwide DirectoryRotary Code of Policies
June 201064

CHAPTER III
DISTRICTS
Articles
16. Multidistrict Activities
17. Rotary Districts
18 Extension of Rotary and New Clubs
19. District Officers
20. District Programs and Projects
21. District Committees
22. District Conferences
23. District Meetings

Article 16. Multidistrict Activities
16.010.
16.020.
16.030.
16.040.

Guidelines for Multidistrict Service Activities and Projects
Governor’s Responsibility for Multidistrict Events and Activities
Use of the Name, Emblem, or other Rotary Marks in Multidistrict Activities
Multidistrict Administrative Groups

16.010. Guidelines for Multidistrict Service Activities and Projects
Rotary-sponsored service activities and projects involving clubs in two or more districts areencouraged subject to the following:A) Multidistrict service activities and projects:
1) shall be, in nature and scope, within the capability of the clubs and Rotarians in the districts
to undertake successfully without interfering with or detracting from the scope and effectivenessof club activities in furthering the program of Rotary at the club level;2) shall not be undertaken initially unless each governor concerned has agreed to such a joint
activity and then, only after approval of two-thirds of the clubs in each district;3) shall be under the direct supervision of the governors concerned; the custody of all funds
contributed or collected for such activities shall be the responsibility of the governors concerned,
though a committee of Rotarians from within the districts involved may be appointed to assist in
administering any such activity and related funds;
4) shall be undertaken only after the governors have jointly secured in advance the authorizationof the general secretary, acting on behalf of the Board, to undertake the activity;5) shall involve participation by Rotary clubs and/or individual Rotarians on a voluntary basis,clearly presented as such; the cost of participation by a club or individual Rotarian, if any, should
be kept to a minimum, and not implicitly or directly be made an obligation in the form of a percapita assessment or otherwise;Rotary Code of Policies
June 2010656) shall provide, through the governors of the districts concerned, in their "Report to RI," detailsof their districts' involvement in all multidistrict activities;
7) when desiring to request the cooperation of clubs or Rotarians outside its own membership inconnection with any matter whatsoever, shall first submit its purpose and plans to the respective
governor or governors and secure his, her, or their approval.
8) shall not solicit financial assistance or participation in any commercial venture from any
Rotary club or from Rotarians other than its own members without authorization from the RI
Board. Multidistrict service activities and projects that are not in compliance with thiscircularization policy could lose their multidistrict status.
B) The policy on this matter does not include projects involving cooperation between districts inWorld Community Service activities when one district serves as a "donor" and the other district a"sponsor" or "recipient";C) Any participating district that seeks to terminate its participation in a multidistrict service
activity or project must secure the approval of two-thirds of the clubs in the district to withdraw.
The governor shall notify the general secretary and the governors of the other districts concernedof its decision within 60 days prior to the date of termination.
D) The governors of those districts initiating multidistrict activities that extend beyond a single
Rotary year must develop operating guidelines in accordance with RI multidistrict policy for
approval by the general secretary. The governors involved in any multidistrict activity shall also
be responsible for ensuring that an audited financial statement of multidistrict finances isprepared for the activity or project and distributed to the participating clubs.
E) Multidistrict PETS organizations are exempt from these Multidistrict Guidelines. Rather,
they are to be governed by the Multidistrict PETS Guidelines. (March 2005 Mtg., Bd. Dec. 201)
Source: February-March 1987 Mtg., Bd. Dec. 272; March 1997 Mtg., Bd. Dec. 237; February 2003 Mtg., Bd. Dec. 283; November 2004 Mtg.,
Bd. Dec. 58; Amended by November 2004 Mtg., Bd. Dec. 59; March 2005 Mtg., Bd. Dec. 201

16.010.1. Form of Incorporation of Multidistrict Activities
In instances where multidistrict service activities and projects are incorporated, themembers of the corporation should be the governors of the districts involved or their
appointees. The board of directors of any such incorporated activity should be elected by
the members of the corporation. Corporate structures not in harmony with theseprovisions will generally be considered as not in conformance with RI policy regarding
supervision of multidistrict activities by the governors, unless evidence to the contrary ispresented at the time that such projects apply for approval by the Board. (June 1998
Mtg., Bd. Dec. 348)
Source: May 1985 Mtg., Bd. Dec. 279. See also May-June 1988 Mtg., Bd. Dec. 356

Cross References
23.020.7. Multidistrict PETS GuidelinesRotary Code of Policies
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66

16.020. Governor’s Responsibility for Multidistrict Events and Activities
With the exception of a multidistrict PETS, which shall be under the direct authority and controlof the governors-elect in cooperation with governors, the ultimate responsibility for multidistrict
events and activities lies with the governors of the districts involved. (November 2004 Mtg., Bd.
Dec. 58)
Source: June 1996 Mtg., Bd. Dec. 304; June 1996 Mtg., Bd. Dec. 308

16.030. Use of the Name “Rotary,” the Rotary Emblem or other Rotary Marks in Multidistrict
Activities
All club, district, multidistrict and other Rotary Entity activities must include identifiers of theclub, district, multidistrict group or other Rotary Entity when using the name “Rotary,” theRotary Emblem or other Rotary Marks. Such identifier must be in close proximity to and inequal prominence with the Rotary Emblem or other of the Rotary Marks. The Rotary Marks
must always be reproduced in their entirety. No abbreviations, prefixes or suffixes such as“Rota” are permitted. No alterations, obstructions or modifications of the Rotary Marks are
permitted. Rotarians planning any club, district, multidistrict or other Rotary Entity projects orprograms that are to include the name “Rotary,” the Rotary Emblem, or other Rotary Marks
without a further identifier must first secure the approval of the Board. Rotarians coordinating
existing doctor banks and similar club, district, multidistrict and other Rotary Entity projects orprograms should review and make necessary changes to the project or program names andmaterials, consistent with this policy. (November 2006 Mtg., Bd. Dec. 35)
Source: February 1996 Mtg., Bd. Dec. 198; Amended by May 2000 Mtg., Bd. Dec. 399; November 2006 Mtg., Bd. Dec. 35

16.040. Multidistrict Administrative Groups
In circumstances in which two or more districts wish to provide joint administrative services totheir clubs, other than multidistrict PETS, the Board has authorized districts to carry out suchservices jointly, provided that:a. such services enhance and support the activities of Rotary at the club level;b. such services do not usurp the duties and responsibilities of the governor or any other RI
officers as provided in the constitutional documents of RI;
c. the governors of each of the districts concerned (in the year in which the joint activity is
initiated) have agreed in writing to provide services jointly, and have delineated in the agreement
the specific services to be provided jointly;
d. verification is submitted to the general secretary by each participating district governor that
two-thirds of all of the clubs in their districts have approved their participation in the group;e. the provision of services are under the direct supervision of the current governors concerned(though a committee of Rotarians from within the districts involved may be appointed by thecurrent governors to assist in providing such services);Rotary Code of Policies
June 201067

f. funds to cover the cost of such services shall not be obtained through any assessment to clubs
in addition to the per capita levy for the district fund;g. the custody of all funds to cover the cost of such services are under the direct supervision of
the current governors concerned;h. the governors of the districts concerned have jointly secured in advance the authorization of
the general secretary, acting on behalf of the Board, to jointly provide services to their clubs;
i. proof of compliance with existing Board policy regarding multidistrict administrative groups
shall be provided to the general secretary on a triennial basis, including verification by the
district governor that two-thirds of all clubs in their district have approved their continued
participation in the group;
j. any participating district that wishes to discontinue such an agreement with another district(s)must first secure the approval of two-thirds of the clubs in the district, and then notify the generalsecretary and the governor(s) of the other district(s) concerned of its decision at least 60 days
prior to the date on which the agreement will be terminated.
k. when desiring to request the cooperation of clubs or Rotarians outside its own membership inconnection with any matter whatsoever, the multidistrict administrative group shall first submit
its purpose and plans to the respective governor or governors and secure his, her, or theirapproval.
l. the multidistrict administrative group shall not solicit financial assistance or participation inany commercial venture from any Rotary club or from Rotarians other than its own members
without authorization from the RI Board. Multidistrict administrative groups that are not incompliance with this circularization policy could lose their multidistrict status. (March 2005
Mtg., Bd. Dec. 201)
Source: August 1999 Mtg., Bd. Dec. 79; July 2002 Mtg., Bd. Dec. 36; March 2005 Mtg., Bd. Dec. 201; Amended by November 2004 Mtg., Bd.
Dec. 58; November 2004 Mtg., Bd. Dec. 139

16.040.1. Multidistrict Administrative Services
Forums, councils, committees or similar entities or formal gatherings of governors, past
governors or governors-elect are not recognized Rotary Entities except to the extent they
may be providing multidistrict administrative services in compliance with the provisionsof the Rotary Code of Policies. (February 2000 Mtg., Bd. Dec. 298)
Source: November 1999 Mtg., Bd. Dec. 220. See also July 1997 Mtg., Bd. Dec. 27Rotary Code of Policies
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68

Article 17. Rotary Districts
17.010.
17.020.
17.030.
17.040.
17.050.
17.060.
17.070.

Rotary Districts, General
Incorporation of Districts
District Organization and Administration
District-Level Elections
District Records
District Finances
District Publicity

17.010. Rotary Districts, General
17.010.1. Role of the District
A district is a group of clubs within a geographical boundary established by the RI Board
pursuant to the bylaws for RI administrative purposes. The activities and organization ofa Rotary district shall exist solely to help the individual club advance the object of Rotaryand should not tend to diminish services provided by clubs and individual Rotarians on
the local level. (June 2005 Mtg., Bd. Dec. 322)
Source: January 1973 Mtg., Bd. Dec. 123; Amended by March 2005 Mtg., Bd. Dec. 199; June 2005 Mtg., Bd. Dec. 322

17.010.2. Size of the District
Because districts with a large membership base have distinct advantages over districts with asmall number of clubs and Rotarians, and the continual proliferation of small districts has adetrimental effect on the administration and finances of RI, the Board encourages all districts
with fewer than 75 clubs and 2700 Rotarians to strive to reach those numbers and encourages
districts to merge with neighboring districts or form international districts, as appropriate, sothat those minimums are met. (November 1999 Mtg., Bd. Dec. 172)
Source: November 1997 Mtg., Bd. Dec. 173; February 1999 Mtg., Bd. Dec. 246; August 1999 Mtg., Bd. Dec. 80

17.010.3. Establishment of Districts within Zones
At its first meeting of each year, the RI Board shall establish the composition of the zones(currently 34) for that year, noting particularly any new districts and the possibility of any
needed adjustments to the sections within certain zones. (February 1999 Mtg., Bd. Dec.
196)
Source: July 1995 Mtg., Bd. Dec. 17

17.010.4. Districting Procedures
The procedures for districting, either to consolidate existing districts, or to establish
additional districts shall be as follows:
1. The districting committee shall consider districting proposals at least annually during
the International Assembly
2. Districting proposals shall consider geographical boundaries, potential for district
growth, and cultural, economic, language, and other relevant factors

Rotary Code of Policies
June 201069

3. Proposals for districting will be considered for the establishment of additional
districts, realignment of clubs within districts, or the consolidation of existing districts
4. Proposals for the creation of additional districts with at least 60 clubs and/or 2,100
Rotarians that demonstrate a potential for growth to at least 75 clubs and 2,700 Rotariansin the next ten years will be looked upon with favor by the Districting Committee
5. The governor(s) of the existing district(s) shall prepare a proposal for the generalsecretary. Districting proposals require ninety (90) days for preparation and review by
the Districting Committee. The proposal shall include information from the governors of
the existing district(s) and be evaluated by the committee based on the following
guidelines:a) The reasons for the districting request, including issues such as but not limited to
cultural and ethnic factors, geographic distances, as well as financial and economic
conditions encountered in administering the present district(s)b) How districting will address the issues citedc) A map clearly showing the extent of the area, the boundaries of the existing andproposed districts and the location of clubsd) A list of existing clubs with their charter dates and number of members as of 1 Julyover the last five years, noting each club’s continuous operation and good financial
standing with RI for the past five years, and location of growth and extension
possibilities in the proposed district(s)e) Charts of the district’s(s’) existing and new proposals for the districts’ leadershipplans, a map showing the clubs assigned to each assistant governor, and a descriptionof the assistant governor responsibilitiesf) Documentation illustrating that no more than 10% of clubs in each new proposed
district have membership of 20 Rotarians or lessg) A list of conference sites in the proposed district(s)h) A description of the quality and ease of travel within the proposed district(s)i) A statement signed by the governor(s) stating the proposal has been referred to clubs
in the district(s), that the governor has communicated effectively the origin of the redistricting proposal and the necessity of each club to carefully consider the proposal
for vote by the majority of club members, and a list of clubs that have approved the
proposal (constituting the majority), and a list of clubs that have rejected the proposalj) A list of past governors in each of the proposed districts, including their year of service
as governor
6. The governors-elect are asked to be thoroughly familiar with all elements of theirdistricts’ proposals in the event the committee wishes to consult them to provide
additional information.
7. Upon study of the proposals, the committee shall report its recommendations to the RI
Board for its consideration. If the Board approves a proposal for districting, under theprovisions of section 15.010. of the RI By-laws, the president shall notify the clubs in
district(s) concerned of the action taken and the date when the redistricting takes effect,
allowing districts with 30 or more clubs and 1,000 or more Rotarians 45 days for the clubs toregister objections should they choose to do so.

Rotary Code of Policies
June 201070

8. In districts with 30 or more clubs and 1,000 or more Rotarians, if the majority of the clubs
do not file objections within 45 days of mailing of notice from the office of the president, thegeneral secretary shall notify the governor(s) and clubs concerned that the decision of theBoard has become final. The board may eliminate or change the boundaries of any district
with fewer than 30 clubs or fewer than 1,000 Rotarians in accordance with RI Bylaws section
15.010.
9. The RI Board will not consider any modification in the boundaries of any new district
until three years following the promulgation and establishment of the boundaries of such
district, unless there is shown to be a strong deleterious effect to Rotary in the region.
10. The general secretary shall be authorized to act on behalf of the Board to approve aminor district boundary modification, affecting the transfer of up to ten clubs, or an area
containing no Rotary club, from one district to a neighboring district, provided that the
districts involved are in the same zone. In districts with 30 or more clubs and 1,000 or
more Rotarians, such action shall be taken if the majority of the clubs do not fileobjections. The notification timetable of such action shall follow the procedures outlined
in points 7 and 8, and shall become effective 1 July following the decision. (November
2008 Mtg., Bd. Dec. 102)
Source: August 1999 Mtg., Bd. Dec. 80; Amended by February 2003 Mtg., Bd. Dec. 271; February 2004 Mtg., Bd. Dec. 204;
November 2004 Mtg., Bd. Dec. 58; June 2007 Mtg., Bd. Dec. 226; January 2008 Mtg., Bd. Dec. 196; November 2008 Mtg., Bd. Dec.
102

17.010.5. Quarterly District Membership Updates to Directors
The general secretary is requested to provide quarterly updates to each director listing
those districts in his or her area that are near or have fallen below 33 clubs and/or 1,200
Rotarians. Those directors who receive such a list are requested to work with theregional Rotary International membership coordinators serving the district and districtleadership to develop a broad, long-term strategy for possible redistricting and forincreasing membership growth in the region. The Districting Committee is requested toconsult with those directors when reviewing districting issues. (June 2009 Mtg., Bd. Dec.
217)
Source: January 2009 Mtg., Bd. Dec. 183

17.010.6. Regional Advisory Committees
The president is requested to, where necessary, appoint regional advisory committees tohelp club and district leadership consider redistricting proposals in their regions andaddress long-term districting and membership strategies, such committees to work at no
cost to Rotary, for report to the Board at their earliest opportunity. (June 2009 Mtg., Bd.
Dec. 217)
Source: January 2009 Mtg., Bd. Dec. 185

Rotary Code of Policies
June 201071

17.020. Incorporation of Districts
17.020.1. Definitions
For purposes of this section the following words shall have the following meanings:
1) “Corporation” shall mean a corporation, association, limited-liability company, orother similar entity recognized by a local jurisdiction.
2) “Incorporate” shall mean the process of establishing a corporation.
3) “Corporate Documents” shall mean the documents formally adopted by a corporation
establishing its processes for governance and operation, including its articles ofincorporation or association, bylaws and similar documents. (March 2005 Mtg., Bd. Dec.
199)
Source: March 2005 Mtg., Bd. Dec. 199

17.020.2. Incorporation Process
It is recognized that for a variety of reasons districts may desire to incorporate. The
decision to seek approval of the Board to incorporate is left to the discretion of the clubs
in each district in light of local circumstances.
A district may seek the approval of the Board to incorporate upon the approval of at least
two-thirds of the clubs in the district in a vote at a district conference, or in a ballot-bymail. In either process, each club shall be entitled to one vote. Upon approval of theBoard, the district may incorporate.
When a district is incorporated, the corporation and the former unincorporated district
shall become one entity. The incorporated district shall, in all respects, possess all of thepowers, rights and privileges, and shall perform all of the obligations and requirements ofa district under the constitution, bylaws, and policies of RI.
Insofar as the provisions of the laws of the local jurisdiction shall permit, the corporate
documents of an incorporated district shall be consistent with the constitution, bylaws,
and policies of RI. In the event that there is any amendment to the constitution, bylaws,
or policies of RI that cause a district’s corporate documents to be inconsistent with theamended constitution, bylaws, or policies of RI, the district shall immediately amend its
corporate documents so that they shall again become consistent. District corporations
shall act in accordance with the constitution, bylaws, and policies of RI, and shall nottake any action inconsistent with the constitution, bylaws, and policies of RI.
A district shall immediately notify the general secretary if a provision of the laws of thelocal jurisdiction precludes the incorporated district from taking any action necessary or
requires the incorporated district to take any action prohibited under the constitution,
bylaws, or policies of RI.
The district must submit to the general secretary on behalf of the Board the corporate
documents required to be submitted to the local jurisdiction in order to incorporate.
Upon completion of the incorporation process, subsequent amendments to theseRotary Code of Policies
June 201072

corporate documents need not be submitted to the Board for review. However, any
amendments must be consistent with the constitution, bylaws, and policies of RI.
The district governor shall be responsible for supervising the incorporation process.
The incorporated district shall be structured in furtherance of the District LeadershipPlan.
The corporate documents of each incorporated district shall include provisions assuringthat the district corporations comply with the following requirements:
1) The name of the incorporated district shall be “Rotary International District (district
number), (Inc., LLC, etc.).”2) The corporation shall be a not-for-profit entity, and it shall pay no dividend and nopart of its money, property or other assets shall be distributed to its members, directors, orofficers.
3) Where any provision of the corporate documents of the incorporated district is not in
conformity with the constitution, bylaws, or policies of RI, the terms of the constitution,
bylaws, or policies of RI shall prevail at all times.
4) All Rotary clubs in the incorporated district shall be members of the incorporated
entity.
5) The initial membership of the district shall be the Rotary clubs in the district as of thetime of the incorporation. The addition or removal of a club or clubs from a district
pursuant to the RI bylaws shall immediately and automatically result in a corresponding
change in the membership of the district corporation.
6) Only Rotary clubs in the district may be members of the incorporated district.
7) The district corporation shall immediately and automatically cease operations andbegin dissolution upon directive of the RI Board or upon the approval of two-thirds of the
clubs in a vote at the district conference or in a ballot-by-mail. The district governor
shall provide the Board notice of a decision by the district to dissolve the corporation, andshall provide a final report upon the completion of the dissolution process.
8) The board of directors and officers of the district corporation shall be limited toRotarians who are members of clubs in the district.
9) The directors of the district corporation shall include the current district governor, thedistrict governor-elect, and the most recent past district governor who served in that
district, and such other Rotarians, if any, as may be determined by the district. The
number and terms of the directors shall be as required by local law and as provided for by
the incorporated district’s corporate documents.
10) The current district governor shall be the highest officer of the incorporated district
and shall serve as chairman of the board of directors. The district may elect such otherofficers as required by local law and as provided for in its corporate documents.

Rotary Code of Policies
June 20107311) The governor shall report annually to the clubs on the status of the district
incorporation. (March 2005 Mtg., Bd. Dec. 199)
Source: March 2005 Mtg., Bd. Dec. 199

17.020.3. Districts with Clubs in More Than One Jurisdiction
A district with clubs in more than one jurisdiction may incorporate in any of thejurisdictions and shall take such further steps to register in the other jurisdiction(s) as
appropriate.
No district with clubs in more than one jurisdiction shall incorporate in a jurisdiction thatwould favor one club or Rotarian over another, or would place any limitations on theability of any club or Rotarian to exercise all of the rights and privileges afforded themunder the constitution, bylaws, or policies of RI. (March 2005 Mtg., Bd. Dec. 199)
Source: March 2005 Mtg., Bd. Dec. 199

17.020.4. Tax Status of Incorporated Districts
An incorporated district may seek special beneficial tax exemption and status within its
local jurisdiction. However, districts incorporated in the United States must utilize
Rotary International’s 501(c)(4) group tax exemption. (March 2005 Mtg., Bd. Dec. 199)
Source: March 2005 Mtg., Bd. Dec. 199

17.020.5. Notice of Dissolution
A governor shall provide the Board immediate notice of any dissolution or other change
in the status of the district corporation. (March 2005 Mtg., Bd. Dec. 199)
Source: March 2005 Mtg., Bd. Dec. 199

17.020.6. Board Authority to Allow Variations for Good Cause
The Board may allow variations from the requirements of this policy for good cause.
(March 2005 Mtg., Bd. Dec. 199)
Source: March 2005 Mtg., Bd. Dec. 199

Cross References
31.050.4. General Secretary’s Authority regarding Incorporation of Districts

17.030. District Organization and Administration
All districts are required to develop and adopt a District Leadership Plan (DLP) in conformity
with sections 17.030.1.-17.030.6. of the Rotary Code of Policies.
The required components of the DLP are as follows:a. Common terminology such as “assistant governor,” “district trainer,” “district committees,”and “club leadership plan”

Rotary Code of Policies
June 201074

b. Defined responsibilities and duties for assistant governors, district trainers, district committee
members, and club leadershipc. District committees that ensure continuity of leadership within the districtd. A clear statement of the duties and responsibilities that the governor cannot delegate
e. A defined plan for assisting clubs in the implementation of a corresponding club leadershipplan (November 2004 Mtg., Bd. Dec. 128)
Source: February 2000 Mtg., Bd. Dec. 338. Amended by February 2001 Mtg., Bd. Dec. 261; November 2002 Mtg., Bd. Dec. 138; November
2004 Mtg., Bd. Dec. 128. Affirmed by November 2002 Mtg., Bd. Dec. 137. See also February 1999 Mtg., Bd. Dec. 216

17.030.1. District Leadership Plan
The District Leadership Plan provides for the appointment by the governor of assistantgovernors to carry out much of the administrative work associated with club operations,
thereby giving the governor more time to:a) emphasize the importance of membership development and retention throughattendance at charter events, induction ceremonies, membership development seminars,
and new member orientation programs;b) motivate Rotarians to participate in club and district activities and projects throughattendance at specific events;c) encourage participation in Rotary Foundation seminars, the programs of The RotaryFoundation, and financial support of the Foundation through Foundation recognition
programs such as those for Paul Harris Fellows, Foundation Benefactors, and Major
Donors;d) recognize the work of individual Rotarians, through personal recognition, such as theFour Avenues of Service Citation, Service Above Self Award, Presidential Citations anddistrict-level recognitions and awards;e) plan for the future of the district;f) address the long term development of the club through the Club Leadership Plan;g) undertake the duties set forth in section 15.090 of the RI Bylaws.
The District Leadership Plan strengthens Rotary at both the district and club level by
providing:a) faster and more responsive support to clubs;b) a larger supply of well-trained leaders in the district;c) a larger and stronger field of district leaders;d) improved participation in Foundation programs and district-level RI activities;e) a more challenging role for the governor as an innovative leader.
To establish a District Leadership Plan in the district, the governor must work withcurrent, incoming and past district leaders to develop an organized plan that addresses thefollowing issues:a) The number of assistant governors appointed based on the needs of each district, taking
into consideration factors such as geography, language, culture, the balance of strong andweak clubs in each area, and the number of clubs an assistant governor can reasonably be
expected to support. (In order to meet the needs of clubs in the district, it is recommended
that between four and eight clubs be assigned to each assistant governor, but in no case shallan assistant governor be responsible for only one club.)Rotary Code of Policies
June 201075b) How the assistant governors will be trainedc) What committees the district will needd) Communication procedures between the governor, assistant governors and the district
committeese) How the district will provide for continuity in leadership through the use of assistantgovernorsf) How the district will provide for continuity within committees as appropriate ornecessaryg) Methodology used to appoint and/or remove assistant governorsh) A corresponding Club Leadership Plan for clubs in the district
The current district governor, governor-elect, and governor-nominee should reachconsensus on the following decisions relating to district administration:a) District’s strategic planb) District appointments that last more than one yearc) District service projects that last more than one year. (June 2007 Mtg., Bd. Dec. 306)
Source: February 2000 Mtg., Bd. Dec. 338; February 2001 Mtg., Bd. Dec. 261; November 2004 Mtg., Bd. Dec. 128; June 2007 Mtg.,
Bd. Dec. 306. Amended by February 2002 Mtg., Bd. Dec. 197; November 2002 Mtg., Bd. Dec. 138

17.030.2. Assistant Governors
Assistant governors are appointed by the governor-elect and are responsible for assisting
the governor with respect to administration of designated clubs. Duties for assistantgovernors may include the following in order to support the clubs to which they havebeen assigned:a) Meet with and assist the incoming club presidents to promote, implement, or review
annually the Club Leadership Plan, discuss the clubs' goals and to review the
Planning Guide for Effective Rotary Clubs and section 2.010.1 “Failure to Function”
of this Codeb) Attend each club assembly associated with the governor’s official visitc) Visit each club regularly, preferably monthly with a minimum of one visit eachquarter of the Rotary year, and meet with the club president and other club leadershipto discuss the business of the club, resources available to them, and handling club
funds in a businesslike mannerd) Assist club leaders in scheduling and planning for the governor’s official visite) Keep the governor informed on progress of the clubs and suggest ways to enhance
Rotary development and address problemsf) Encourage clubs to follow through on requests and recommendations of the governorg) Coordinate training at the club level with the appropriate district committeeh) Promote the District Leadership Plan and Club Leadership Plani) Advise the incoming governor on district committee selectionsj) Attend and promote attendance at the district conference and other district meetingsk) Participate in district activities and events, as necessaryl) Attend club meetings, assemblies, or events, as invitedm) Participate in the district team training seminarn) Attend the presidents-elect training seminar and the district assemblyRotary Code of Policies
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It is important that assistant governors assist in the development of the district goals prior
to the appointment of committees. The objective is to reach a consensus for what the
district wants to achieve, and to appoint committees only as necessary to achieve the
district goals.
Minimum criteria in selecting assistant governors include:a) membership, other than honorary, in good standing in a club in the district for at least
three yearsb) service as president of a club for a full term, or as a charter president of a club having
served the full term from the date of charter to 30 June, provided that this period is atleast six monthsc) willingness and ability to accept the responsibilities of assistant governord) demonstrated outstanding performance at the district-levele) potential for future leadership in the district
Assistant governors are to be appointed on an annual basis, with no assistant governor
serving more than three one-year terms to provide continuity in the district leadership. It
is recommended that no past governor serve as an assistant governor.
Districts are responsible for determining any financial support provided to assistantgovernors in performing their duties and responsibilities. Governors are eligible toreceive limited funding from RI for the purpose of training and supporting assistantgovernors as outlined in section 68.030.8. of this Code. (January 2009 Bd. Mtg., Dec.
132)
Source: February 1996 Mtg., Bd. Dec. 201. Amended by July 1997 Mtg., Bd. Dec. 56; February 2001 Mtg., Bd. Dec. 261; June
2004 Mtg., Bd. Dec. 268; November 2004 Mtg., Bd. Dec. 128; November 2006 Mtg., Bd. Dec. 104; January 2009 Bd. Mtg., Dec.
132. Affirmed by November 2002 Mtg., Bd. Dec. 137.

17.030.3. District Committees
District committees are charged with carrying out the goals of the district as formulatedby the governor with the advice of the assistant governors. The governor-elect, governor,
and immediate past district governor should work together to ensure continuity ofleadership and succession planning. The governor-elect is responsible for appointing
committee members to fill vacancies, appointing committee chairs and conducting
planning meetings prior to the start of the year in office. Committees shall be appointed
to address on-going administrative functions, as follows:
Membership Development
Extension
Finance
District Programs (such as, Youth Exchange, Rotaract, etc.)
Public Relations
District Conference
The Rotary Foundation
RI Convention Promotion
District TrainingRotary Code of Policies
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Additional district committees are appointed when they serve a specific function as
identified by the governor and the district leadership team.
Committee Qualifications
The minimum recommended qualification for appointment to a district committee ismembership, other than honorary, in good standing in a club in the district.
In addition, it is recommended that the chair selected be a past governor, a past assistantgovernor, or an effective past district committee member, and has had previous
experience as a member of the district committee.
Training Requirements
District committee chairs shall attend the district team training seminar prior to serving aschair. District committee chairs shall attend the district assembly. Committee members
should participate in district training meetings as outlined in Article 23 of this Code.
Relation to RI, Rotary Foundation or Presidential Appointees
District committees should work with relevant RI and Rotary Foundation committees orresource groups, as well as Rotarians appointed by the RI president or chairman of The
Rotary Foundation Trustees to facilitate action at the district or club levels related to
specific RI or Rotary Foundation programs or activities.
Reporting Requirements
District committees shall report to the governor on the status of their activities on aregular basis. District committees shall report successful activities to RI for possible
publication in RI publications and on the RI Web site.
Committee Descriptions
The following outlines the purpose, additional qualifications, duties and responsibilities,
and additional training requirements for district committees noted above.
Committees in districts participating in the Future Vision Plan will have additional duties
and responsibilities to support the new grant structure as defined in The RotaryFoundation Code of Policies section 14.070.
A. Membership Development Committee
1. Purpose:
The committee will identify, market and implement membership development strategies
within the district that are appropriate for the district and will result in membership
growth. In order to accomplish this, the committee chair will serve as the link between
the governor, the regional Rotary International membership coordinator, RotaryInternational, and the clubs in the district with respect to membership development
issues.
The current district governor cannot serve as the district membership development
committee chair. Consideration for chair should be given to past district governors or
governors nominee. The chairRotary Code of Policies
June 201078

a. must have significant knowledge of, commitment to, and experience with membershipdevelopment and retention activities;
b. should be selected and reported to RI no later than 1 March in the year before taking
office on 1 July.
2. Additional Qualifications of Members:a) Preference should be given to past district governors and district governors nominee
who have been active and successful in inviting new members to join Rotary, and in
implementing membership programs; or,b) Consideration should be given to those who have served as chairs of clubcommittee(s) related to membership development.
3. Duties and Responsibilities:a) Plan, market, and conduct a district membership seminar in consultation with thegovernor and district trainer.
b) Work with the governor and club leaders to ensure that the district achieves its
membership goal.
c) Coordinate district-wide membership development activities.
d) Encourage clubs to participate in RI or presidential membership development
recognition programs.
e) Maintain communication with other district committees — such as the district
extension committee and the district public relations committee — to coordinate
activities that will aid membership development efforts.
f) Identify committee members to all clubs and indicate that members of the committee
are available to help them.
g) Encourage clubs to develop and implement an effective membership recruitment plan.
h) Assist club membership development chairs in carrying out their responsibilities.
i) Visit clubs to speak about successful membership development activities; share
information on successful activities.
j) Ensure that each club committee has a copy of the Membership Development Resource
Guide.
In addition, the chair of the committee shall attend a training session conducted by theregional Rotary International membership coordinator.
4. Additional Training Requirements:
In addition to the chair, as many committee members as possible should attend a training
meeting conducted by the regional Rotary International membership coordinator.
B. District Extension Committee
1. Purpose:
Under the direction of the governor, the district extension committee shall develop andimplement a plan to organize new Rotary clubs within the district. Preference for the
position of chair should be given to past district governors or district governor nominees.

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2. Additional Qualifications of Members:
Preference should be given to past district governors who have been active and successful
in establishing new clubs.
3. Duties and Responsibilities:a) Identify communities without Rotary clubs that have a population capable of meeting
the requirements for chartering a new club.
b) Identify communities where additional Rotary clubs could be established without
detracting from service provided to the community by existing clubs.
c) Assist in organizing and establishing new clubs.
In addition, the chair of the committee shall attend a training session conducted by theregional Rotary International membership coordinator.
4. Additional Training Requirements:
In addition to the chair, as many committee members as possible should attend a training
meeting conducted by the regional Rotary International membership coordinator.
C. District Finance Committee
1. Purpose:
The district finance committee shall safeguard the assets of the district fund by reviewing
and studying the amount of the per capita levy and necessary expenses of district
administration, and shall prepare an annual report on the status of the district’s finances forthe district assembly.
2. Structure:
The district treasurer shall serve as ex-officio member of the committee.
3. Additional Qualifications of Members:a) Preference should be given to those with previous service as club treasurer.
b) Preference should be given to accounting/finance as a component of their vocation or
profession.
4. Duties and Responsibilities:a) Prepare a budget of district expenditures in cooperation with the district governor tobe submitted to the clubs at least four weeks prior to the district assembly and approved
at a meeting of incoming club presidents at said assembly.
b) Review and recommend the amount of per capita levy to be approved in accordancewith RI Bylaws section 15.060.2.
c) Assure that proper records of income and expenditures are kept.
d) Prepare a yearly financial report to be presented at the district assembly.
e) A member of the committee, preferably the treasurer, shall, together with the district
governor, be a signatory on the bank account(s) of the district fund. Both signatures will
be necessary for any withdrawal. The bank account shall be held in the name of the
district.

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June 201080

D. District RI Program Committees
1. Purpose:
District RI program committees are responsible for promotion and administration of a RI
program at the district-level and provide specific support and guidance to the clubs
involved with the particular program in the district including:Interact
Rotaract
Rotary Community Corps
Rotary Friendship Exchange
Rotary Fellowships
Rotary Volunteers
Rotary Youth Leadership Awards
World Community Service
Youth Exchange
2. Additional Qualifications of Members:a) Preference should be given to those with club-level experience with the particular RI
program.
3. Duties and Responsibilities:a) Promote an understanding of and effective participation in the particular RI program
through regular contacts with each club in the district and through district and intercity meetings.
b) Organize exhibits of effective implementation of RI programs at district or zone
meetings, circulate these noteworthy examples among clubs in the district.
c) Visit clubs within the district to speak about effective examples of the use of theparticular RI program and provide information on the RI program to help strengthen
club activities.
d) Encourage and assist club RI program chairs in carrying out their responsibilities.
e) Encourage clubs in the district to determine local needs that could benefit from the RI
program.
f) Identify areas for cooperation between club RI program activities and local nonRotary service organizations, by sharing information and helping clubs to set goals.
g) Administer district-wide efforts related to the RI program.
h) Promote publication of RI program aims and achievements in all appropriate Rotaryand non-Rotary communication media in the district.
E. Public Relations Committee
1. Purpose:
The district public relations committee should promote Rotary to external audiences andfoster understanding, appreciation and support for the programs of Rotary. The
committee should promote awareness among Rotarians that effective external publicity,
favorable public relations and a positive image are desirable and essential goals for
Rotary.

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2. Additional Qualifications of Members:a) Preference should be given to those who have experience as a club public relations
chair.
b) Preference should be given to media, public relations or marketing skills as acomponent of their vocation or profession.
3. Duties and Responsibilities:a) Encourage Rotary clubs within a district to make public relations (PR) a priority.
b) Promote Rotary to external audiences, such as the media, community leaders, andbeneficiaries of Rotary’s programs.
c) Contact the media with newsworthy stories of district projects and events.
d) Keep in touch with the governor and the chairs of key committees to stay informed
about district projects and activities.
e) Share RI public relations materials with clubs.
f) Seek opportunities to speak to individual clubs about the importance of club public
relations.
4. Additional Training Requirements:a) Attendance at public relations workshops held in conjunction with RI meetings,
whenever possible.
F. District Conference Committee
1. Purpose:
Under the direction of the governor, the district conference committee shall plan, promote
and implement the necessary arrangements to ensure maximum attendance at the district
conference.
2. Additional Qualifications of Members:a) Preference should be given to those who have experience in the meeting coordination
and/or hospitality industry.
b) Preference should be given to media, public relations or marketing skills as acomponent of their vocation or profession.
3. Duties and Responsibilities:
Under the direction of the governor:a) Select the district conference venue and coordinate all related logistical arrangements.
b) Coordinate the finances of the conference to ensure maximum attendance.
c) Promote conference attendance with particular emphasis on:- new Rotarians;- all members of newly-organized clubs in the district; and- representation from every club in the district.
d) Promote the district conference to external audiences, such as the media, community
leaders, and beneficiaries of Rotary’s programs.
e) Coordinate, in cooperation with the district trainer, a district leadership seminar to beheld in conjunction with the district conference.

Rotary Code of Policies
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G. Rotary Foundation Committee
Policy pertaining to the district Rotary Foundation committee is determined by theTrustees of The Rotary Foundation as outlined in the Rotary Foundation Code of
Policies.
H. RI Convention Promotion Committee:
1. Purpose:
The committee shall promote attendance at the annual RI Convention to Rotarians
throughout the district.
2. Additional Qualifications of Members:a) Preference should be given to Rotarians who have attended a minimum of one
previous RI Convention.
b) Preference should be given to Rotarians with marketing skills as a component of their
vocation or profession.
3. Duties and Responsibilities:a) Attend club and district meetings to promote the convention.
b) Serve as a local resource for convention materials and information;c) Create or expand a district Web site with links to RI’s Web site.
d) Translate important convention information into local language(s), if necessary.
e) Identify and target potential registrants by e-mail, letters, and other methods ofcommunication.
I. District Training Committee
1. Purpose
The committee is responsible for supporting the governor and governor-elect in training
club and district leaders and overseeing the overall training plan for the district.
2. Committee Chair
The district trainer serves as the chair of the training committee and assigns responsibility
for training meetings and functions as necessary.
3. Additional Qualifications of Members
Preference should be given to Rotarians with training, education or facilitation
experience.
4. Duties and Responsibilitiesa) The committee must have a clear understanding that they are responsible to theconvener of each meeting.
b) The committee should work with the governor-elect on training needs in the district
for the current Rotary year related to:1) PETS
2) District assemblyRotary Code of Policies
June 2010833) District team training seminar (which includes assistant governor training)c) The committee should work with the governor on training needs in the district for thecurrent Rotary year related to:1) District leadership seminar
2) Rotaract leadership training
3) Club-level training
4) Other training events in the district, as appropriated) The committee may also have secondary responsibility for the district RotaryFoundation seminar and the district membership seminar. These meetings are theprimary responsibility of other district committees. The training committee may
consult on training related issues.
e) Under the direction of the meeting’s convener, the committee is responsible for one ormore of the following aspects:
1) Program content (in accordance with board-recommended curricula)2) Conducting sessions
3) Identification of speakers and other volunteers
4) Preparing training leaders
5) Program evaluation
6) Logisticsf) If the district is part of a multidistrict PETS, the governor-elect, in accordance with thepolicies and procedures of that multidistrict PETS, will select an individual todevelop and conduct training at PETS. This individual should be a member of thecommittee. (June 2009 Mtg., Bd. Dec. 215)
Source: February 2001 Mtg., Bd. Dec. 261; Amended by June 2002 Mtg., Bd. Dec. 245; November 2002 Mtg., Bd. Dec. 55; June
2004 Mtg., Bd. Dec. 269; November 2004 Mtg., Bd. Dec. 128; June 2005 Mtg., Bd. Dec. 316; November 2006 Mtg., Bd. Dec. 104;
June 2007 Mtg., Bd. Dec. 226; November 2007 Mtg., Bd. Dec. 32; November 2007 Mtg., Bd. Dec. 90; November 2007 Mtg., Bd.
Dec. 93; June 2009 Mtg., Bd. Dec. 215

Cross References
17.060. District Finances
Article 21. District Committees

17.030.4. The Official Visit
The governor's official visit, as required in the RI Bylaws section 15.090, is defined as
the personal visit of the governor to each Rotary club in the district for the purpose of:a) focusing attention on important Rotary issues;b) providing special attention to weak or struggling clubs;c) motivating Rotarians to participate in service activities;d) personally recognizing the outstanding contributions of Rotarians in the district.
The governor and/or assistant governor should review the status of the Club Leadership
Plan during the official visit. Such visits are to take place throughout the Rotary year fora specific purpose that maximizes the impact of the governor's skills, experience, andpresence, including charter events, induction ceremonies, new member orientation
programs, citation or award presentations, special programs, Rotary Foundation events orRotary Code of Policies
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inter-city meetings.
Multi-club or inter-city meetings should emphasize strong
attendance from all participating clubs, not just the host club. (November 2004 Mtg., Bd.
Dec. 128)
Source: February 1996 Mtg., Bd. Dec. 201; Amended by November 2004 Mtg., Bd. Dec. 59; November 2004 Mtg., Bd. Dec. 128

17.030.5. Leadership Training Cycle
The preferred sequence for Rotary leadership development should be as follows:a) Zone-level training of governors-elect in conjunction with Rotary institutes;b) International Assembly;c) District Team Training Seminar;d) Presidents-elect training seminar;e) District Assembly;f) District Leadership Seminar
Subject to the requirements set forth in the RI Bylaws for the International Assembly,
Presidents-elect training seminar, and district assembly, the leadership training cycle
should be flexible and allow for modification by Rotary districts and zones, including
combining meetings where appropriate. (November 2007 Mtg., Bd. Dec. 113)
Source: July 1997 Mtg., Bd. Dec. 55; November 1999 Mtg., Bd. Dec. 218; Amended by November 2002 Mtg., Bd. Dec. 138;
November 2007 Mtg., Bd. Dec. 113

17.030.6. Club Leadership Plan
The purpose of the Club Leadership Plan is to strengthen the Rotary club by providing
the administrative framework of an effective club. The elements of an effective club areto:a) Sustain and/or increase its membership baseb) Implement successful projects that address the needs of its community and communities
in other countriesc) Support The Rotary Foundation through both financial contributions and program
participationd) Develop leaders capable of serving in Rotary beyond the club level
To implement a Club Leadership Plan, current, incoming and past club leaders should:a) Develop a long-range plan that addresses the elements of an effective clubb) Set annual goals using the Planning Guide for Effective Rotary Clubs in harmony witha club’s long-range planc) Conduct club assemblies that involve members in the planning process and keep theminformed of the activities of Rotaryd) Ensure clear communication between the club president, board, committee chairs,
club members, district governor, assistant governors, and district committeese) Provide for continuity in leadership, including the concept of succession planning toensure development of future leadersRotary Code of Policies
June 201085f) Amend bylaws to reflect the club committee structure and roles and responsibilities ofclub leadersg) Provide opportunities to increase fellowship among members of the clubh) Ensure that every member is active in a club project or functioni) Develop and implement a comprehensive training plan that ensures:
1. Club leaders attend district training meetings as appropriate
2. Orientation is consistently and regularly provided for new members
3. Ongoing educational opportunities are available for current members
4. A leadership skills development program is available for all members
Club leaders should implement the Club Leadership Plan in consultation with districtleaders as described by the District Leadership Plan. The Club Leadership Plan should be
reviewed annually.
Club Committees
Club committees are charged with carrying out the annual and long-range goals of theclub based on the four Avenues of Service. The president-elect, president, and immediate
past president should work together to ensure continuity of leadership and succession
planning. Whenever feasible, committee members should be appointed to the samecommittee for three years to ensure consistency. The president-elect is responsible forappointing committee members to fill vacancies, appointing committee chairs, andconducting planning meetings prior to the start of the year in office. It is recommended
that the chair have previous experience as a member of the committee. Standing
committees should be appointed as follows:
I. MembershipThis committee should develop and implement a comprehensive plan for the recruitment
and retention of members.
II. Club Public Relations
This committee should develop and implement plans to provide the public withinformation about Rotary and to promote the club’s service projects and activities.
III. Club Administration
This committee should conduct activities associated with the effective operation of the
club.
IV. Service Projects
This committee should develop and implement educational, humanitarian and vocational
projects that address the needs of its community and communities in other countries.
V. The Rotary Foundation
This committee should develop and implement plans to support The Rotary Foundation
through both financial contributions and program participation.
Additional ad hoc committees may be appointed as needed.

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Training Requirements
Club committee chairs should attend the district assembly prior to serving as chair.
Relation to the District Leadership TeamClub committees should work with assistant governors and relevant district committees.
Reporting Requirements
Club committees should report to the club board on the status of their activities on aregular basis and at club assemblies, as appropriate. (November 2007 Mtg., Bd. Dec. 32)
Source: November 2004 Mtg., Bd. Dec. 128; Amended by November 2006 Mtg., Bd. Dec. 104; November 2007 Mtg., Bd. Dec. 32

Cross References
68.030.8. Funding for Assistant Governor Training

17.040. District-Level Elections
Districts are encouraged to use the nominating committee system for all district elections (with aballot-by-mail in the event of a challenge to the selection of the nominating committee) provided
however, that nominating committees need not be used to select the members of nominating
committees. (November 2001 Mtg., Bd. Dec. 45)
Source: June 2001 Mtg., Bd. Dec. 324

17.040.1. Guidelines for District-Level Elections
The governor shall send the “Guidelines for Candidates for Elective Position in RI,” asadopted by the RI Board, as well as the following list of election guidelines to all clubs atthe time of the official call for nominations:Rotarians and election candidates shall
1. Learn and follow both the spirit and the letter of RI’s election guidelines
2. Consult with knowledgeable Rotarians if you have any concerns about a current
assignment or a new assignment if it may give an appearance of campaigning
3. Not undertake personal initiatives to gain visibility, personal recognition, or favor
4. Not respond in kind to another candidate’s improper activities
5. Not communicate with or visit clubs involved in the applicable election except tofulfill necessary functions (November 2004 Mtg., Bd. Dec. 59)
Source: June 2001 Mtg., Bd. Dec. 325; Amended by November 2004 Mtg., Bd. Dec. 59

17.040.2. Voluntary System of Rotation
Districts may adopt a voluntary system of rotating an office among the components of the
district, but candidates who notwithstanding seek an office contrary to the voluntaryrotation system may not be excluded from candidacy by a nominating committee or voteof the clubs. Actions to exclude a candidate or influence an election on the basis that therotation system should be upheld is not permissible. (June 2008 Mtg., Bd. Dec. 241)
Source: June 2008 Mtg., Bd. Dec. 241

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17.040.3. Voting Strength
A club’s voting strength is determined by using the paid membership as of 1 January or 1
July, the date that the most recent semiannual payment was due. Members inducted after
this date are not counted when calculating the number of votes a club is entitled to cast in
all district level elections referred to in the RI Bylaws, including but not limited to theelections of governor, representative to the Council on Legislation, nominating
committee for director, and nominating committee for RI president. For example, in anelection conducted in March, members who joined the club by 1 January and who prior to
the election have paid RI semiannual and prorated dues for the period up to 31 December
are counted when calculating the number of votes allocated to the club. (November 2009
Mtg., Bd. Dec. 94)
Source: November 2009 Mtg., Bd. Dec. 94

Cross References
19.030. Governor-nominee selection

17.050. District Records
The outgoing governor shall pass on to his or her successor any and all information, including all
relevant records, documents, and financial information, to assist the incoming governor incarrying out the duties of governor no later than 30 days after the end of the Rotary year.
(November 2004 Mtg., Bd. Dec. 59)
Source: January 1947 Mtg., Bd. Dec. E25; Amended by November 2004 Mtg., Bd. Dec. 59

17.050.1. Governor’s Report to RI
Governors are required to submit the governor’s report to the Secretariat by 15 May
during the governor’s term of office. (January 2008 Mtg., Bd. Dec. 175)
Source: February 1995 Mtg., Bd. Dec. 186; Amended by November 2004 Mtg., Bd. Dec. 59; January 2008 Mtg., Bd. Dec. 175

17.060. District Finances
Note: The Board regularly reviews and amends, where necessary, policy regarding “District
Finances,” which is as follows:
1. Establishment of a District Fund
The RI bylaws provide for the establishment of a district fund for the administration anddevelopment of Rotary. Care must be taken to ensure that (1) per capita levy approval is soughtin accordance with the RI bylaws, (2) the funds are not under the control of a single individual,and (3) an annual statement and report of income and expenditure is presented to the following
district conference as well as to the clubs.
2. Operation of a District Fund

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A district finance committee shall be set up to review and study the necessary expenses of
district administration. The governor shall appoint one member to serve one (1) year, one toserve two (2) years, and one to serve three (3) years, and thereafter, each succeeding year, thegovernor in office shall appoint one Rotarian for a period of three (3) years to fill the vacancy.
Cooperating with the governor, this committee shall prepare a budget of district expenditures
which shall be submitted to the clubs at least four (4) weeks prior to the district assembly andapproved at a meeting of the incoming club presidents at such district assembly. The amount ofany per capita levy on clubs for a district fund should be decided in accordance with the RI
Bylaws.
One member of the district finance committee, named by the governor, shall act as treasurer andkeep proper records of income and expenditure of the fund. The fund shall be held in a bankaccount in the name of the district and be supervised by the governor jointly with anothermember of the district finance committee, who should preferably be the treasurer when available.
The governor must supply an annual statement and report of the district finances to each club inthe district within three months of the completion of his year of service as governor. The annual
statement and report shall be reviewed by a qualified accountant or a district audit committee andshall include details as prescribed by RI Bylaws section 15.060.4. This annual statement andreport, shall be presented for discussion and adoption at the next district meeting to which all
clubs are entitled to send a representative and for which 30 days notice has been given that thestatement of the district finances will be presented for adoption, or if no such meeting is held, by
the following district conference.
The district (by a majority of votes at the district conference or through ballot-by-mail) may
decide the operation of the district fund in another manner, provided it meets the requirement as
mentioned under “Establishment of a District Fund.” In the absence of any decision of the
district, the manner of operation of the district fund as mentioned hereinabove will apply.
Where funds are raised for a specific purpose such as a joint district youth exchange, a budget of
expenditure shall be prepared and submitted to the governor and the finance committee forapproval, and this shall then be included as a separate item in the financial report submitted tothe district assembly or conference by the finance committee. It is essential to maintain aseparate bank account for such funds and to have the chair of the joint youth exchangecommittee or such other committee as may be involved as one of the signatories.
The district Youth Exchange Committee shall prepare and distribute a report to the district
governor, the District Finance Committee and all clubs on a semi-annual basis.
When appropriately established, payment of the per capita levy is mandatory on all clubs of a
district. The Board of Directors of RI may, upon receipt of certification from the governor that aclub has failed for more than six months to pay such levy, suspend the services of RI to the clubwhile the levy remains unpaid (RI bylaws 15.060.3.), provided the district fund has been
operated as herein prescribed. (November 2009 Mtg., Bd. Dec. 56)
Source: June 1992 Mtg., Bd. Dec. 328, Appendix G; Amended by November 2002 Mtg., Bd. Dec. 174; May 2003 Mtg., Bd. Dec. 325;
November 2004 Mtg., Bd. Dec. 58; June 2007 Mtg., Bd. Dec. 226; November 2009 Mtg., Bd. Dec. 56

17.060.1. Status of Clubs with Services Suspended

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Suspension of services to a club for non-payment of district financial obligations resultsin the discontinuance of the following services of the association until such time that the
governor verifies to the RI general secretary that the club has remitted its district percapita levy:
1) club is removed from mailing lists2) club does not receive any publications or periodicals
3) Secretariat services cease immediately, including services of The RotaryFoundation, such as the acceptance of new, or the processing of current programapplications; and the recognition of clubs as sponsors or hosts of active RotaryFoundation program awards4) club will not receive the following services from the governor: a monthly
letter, inclusion on district mailing lists, and an official visit.
Clubs whose services have been suspended by RI continue to possess all the rights andprivileges given to clubs in the RI constitutional documents.
District governors shall continue to provide minimum mailings to suspended clubs so as
to allow clubs toa. submit suggestions to the nominating committee for governor
b. vote in any authorized ballot-by-mailc. vote at the district conference and/or district assembly
d. submit a proposed enactment or resolution to the Council on Legislatione. concur with any proposed legislation submitted to the Council on Legislationf. concur with a challenge to the nomination of a candidate for district governor
g. take any other action allowed by RI’s constitutional documents. (June 2006 Mtg., Bd.
Dec. 258)
Source: June 1983 Mtg., Bd. Dec. 333; May 2003 Mtg., Bd. Dec. 405; June 2004 Mtg., Bd. Dec. 236; Amended by November 1983
Mtg., Bd Dec. 94; June 2006 Mtg., Bd. Dec. 258

17.060.2. Other Expenses
Districts are urged to support financially (in addition to expenses that may be covered by
RI) the governor and governor-elect in performing the responsibilities of such offices.
(June 1998 Mtg., Bd. Dec. 348)
Source: October-November 1986 Mtg., Bd. Dec. 144

17.060.3. Club and District Activities Expenses
In addition to the official activities of RI within the district, there may be special club or
district activities or functions which require or encourage the participation or attendanceof the governor. The expenses associated with these additional activities are expenses
incurred by the governor, club or district itself.
All expenses for special Rotary club or district activities or functions are theresponsibility of the clubs or districts involved. (November 2004 Mtg., Bd. Dec. 59)
Source: January-February 1989 Mtg., Bd. Dec. 248; Amended by November 2004 Mtg., Bd. Dec. 59

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17.060.4. Governor’s Oversight of Club Finances
Governors should emphasize the businesslike handling of club funds during their official
visits. The businesslike handling of club funds calls for a counter signature on
disbursement checks and an annual financial review. (January 2008 Mtg., Bd. Dec. 142)
Source: June 2004 Mtg., Bd. Dec. 268; Amended by January 2008 Mtg., Bd. Dec. 142

Cross References
18.030.2. Governors’ Expenses for Extension Work68.030. Governor’s Expenses

17.070. District Publicity
17.070.1 District Publications
Rotary district publications exist to advance the object of Rotary in all its aspects. Rotary
district publication shall meet the following criteria:
1) The publication serves one district2) All aspects of the publication must be under the direct supervision of the governor
3) The governor, together with any Rotarian appointed to act as editor, shall be
responsible for the editorial content of the district publication and it shall be in harmony
with RI policy4) In addition to news of a local or district nature, the publication shall carry information
about RI and shall present such information and specific text as the president may request(June 1998 Mtg., Bd. Dec. 348)
Source: June 1977 Mtg., Bd. Dec. 60

17.070.2. District Promotion of Rotary Activities
Districts are encouraged to allocate an appropriate portion of the district’s budget
annually for the purpose of increasing public awareness of club and district Rotary
activities within the district. Districts should consider engaging local public relations
consultants, at no cost to RI, to assist clubs within the district in developing andimplementing a strategy for increasing public awareness of Rotary activities within the
district. Adjacent districts are encouraged to consider, when feasible, working together to
conduct public awareness efforts emphasizing Rotary activities on a regional or national
scale. (June 2002 Mtg., Bd. Dec. 245)
Source: February 2002 Mtg., Bd. Dec. 194

17.070.3. Governor's Monthly Letters
The governor will be expected to send to the president and secretary of each club in the
district a monthly letter. This letter should contain items of particular interest to clubs inthe district such as items on organization of new clubs, the district assembly, the district

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conference, the convention, mention of unusual accomplishments of any of the clubs inthe district, and matters requiring attention by the several clubs. Governors are strongly
encouraged to promote RI district recognition programs in their monthly letters toRotarians. Governors are also encouraged to send their monthly newsletters to Interact
clubs. (November 1999 Mtg., Bd. Dec. 172)
Source: January 1966 Mtg., Bd. Dec. 123; October 1998 Mtg., Bd. Dec. 91; August 1999 Mtg., Bd. Dec. 88Rotary Code of Policies
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Article 18. Extension of Rotary and New Clubs
18.010. District Extension Manual
18.020. Guidelines for Extension to Non-Rotary Countries and Geographical Areas
18.030. Rotarians Involved in Extension
18.040. Non-Districted Rotary Clubs
18.050. New Clubs(Please note that this Article of the Code should be read in combination with Article 3)18.010. District Extension Manual
RI shall have a district extension manual that shall be consulted by clubs before undertaking any
extension activities. (November 2004 Mtg., Bd. Dec. 59)
Source: February 1999 Mtg., Bd. Dec. 196; Amended by November 2004 Mtg., Bd. Dec. 59

18.020. Guidelines for Extension to Non-Rotary Countries and Geographical Areas
A non-Rotary country or geographical area is defined as any location that has not been formallyopened by the Board for extension. Rotarians, clubs, and districts shall not engage in any
extension activities without prior Board approval.
The Board will consider requests for opening a location to extension upon the recommendationof the Extension of Rotary Committee, if the following criteria have been met:
1. Required approval for the organization of Rotary clubs has been obtained from thegovernment
2. The club is able to function freely as a non-political entity of an international organization
3. The location has a sufficient number of business and professional people and community
leaders to sustain a Rotary club4. The club is able to meet regularly as required by the Standard Rotary Club Constitution
5. The club is able to meet the financial obligations prescribed by the RI Bylaws without outside
assistance6. The club is able to sustain and increase membership, implement successful service projects,
support the Rotary Foundation, and develop leaders capable of serving beyond the club level
7. The club is able to promote the fellowship of Rotary between its own members and themembers of other Rotary clubs
8. The governor agrees to include the non-Rotary country or geographical areas into the district.
(June 2007 Mtg., Bd. Dec. 226)
Source: June 1996 Mtg., Bd. Dec. 331; November 1997 Mtg., Bd. Dec. 179; May 2003 Mtg., Bd. Dec. 325. Amended by November 2001 Mtg.,
Bd. Dec. 103; November 2006 Mtg., Bd. Dec. 97; June 2007 Mtg., Bd. Dec. 226

18.020.1. Extension to Isolated Communities
Extension to isolated places shall be undertaken only when a request is received from thecommunity and a district in the geographic vicinity has been identified to assist in the
new club’s formation. (November 2006 Mtg., Bd. Dec. 97)
Source: November 2006 Mtg., Bd. Dec. 97

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18.030. Rotarians Involved in Extension
18.030.1. Extension of Rotary Committee
The Extension of Rotary Committee shall advise the RI Board on matters related to thedevelopment of Rotary in non-Rotary countries and geographical areas, including
opening these locations for extension and establishing provisional and/or new Rotary
clubs in these places. The committee shall coordinate all Rotary contact withgovernmental officials in non-Rotary countries and geographical areas as authorized by
the Board. (November 2006 Mtg., Bd. Dec. 97)
Source: November 2006 Mtg., Bd. Dec. 97

18.030.2. District Governor – Extension Activities
The governor is responsible for all extension efforts within the district and is responsible
for serving as or appointing a special representative to coordinate such activities. RI
reimburses governors for organizing new clubs and presenting their charters. The
reimbursement is up to 50% of the new club admission fee paid by the new Rotary club.
(November 2006 Mtg., Bd. Dec. 97)
Source: January-February 1989 Mtg., Bd. Dec. 248; November 2006 Mtg., Bd. Dec. 97

18.030.3. Special Representatives – Extension Activities
A special representative is a Rotarian who represents the governor in the organization ofa provisional club in a country or geographical area recognized by the RI Board as open
to extension efforts. (November 2006 Mtg., Bd. Dec. 97)
Source: January 1938 Mtg., Bd. Dec. 200; Amended by November 2006 Mtg., Bd. Dec. 97

18.030.4. Other Interested Parties – Extension Activities
Rotarians interested in extending Rotary to non-Rotary countries or geographical areas
should contact the Extension Committee to offer their assistance. Rotarians interested inextending Rotary into an area that is open for extension should contact the district
governor. (November 2006 Mtg., Bd. Dec. 97)
Source: November 2006 Mtg., Bd. Dec. 97

18.040. Non-Districted Rotary Clubs
All clubs shall be part of a district, either within an existing district or a new district. In
exceptional circumstances, the RI Board may charter a Rotary club without a district with theintent to include it into a district at an appropriate time in the future. Such clubs shall be directly
administered by RI.
Each year the president is requested to appoint a current or past director to guide, bycorrespondence, the Rotary clubs designated as non-districted by the Board. (November 2006
Mtg., Bd. Dec. 97)
Source: August 1999 Mtg., Bd. Dec. 94; Amended by November 2006 Mtg., Bd. Dec. 97

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18.050. New Clubs
18.050.1. Formation of Clubs
Clubs shall be formed where the membership can be principally composed of business or
professional persons and community leaders who are preferably indigenous to the locality
or who represent the permanent, established residential, business or professional life of
the community concerned. (June 2007 Mtg., Bd. Dec. 226)
Source: January 1969 Mtg., Bd. Dec. 86; Amended by November 2001 Mtg., Bd. Dec. 104; June 2007 Mtg., Bd. Dec. 226

18.050.2. Requirements for Formation of a Provisional Club
Prior to recruiting any potential members for a possible new Rotary club, the following
requirements must be met: a) the governor must file with the General Secretary an
approved Organization of New Club Survey (extension survey); and b) New Club
Sponsor Form (if applicable). Upon recruiting a sufficient number of charter members, a
New Club Application Form must be received before a charter is granted. (November
2004 Mtg., Bd. Dec. 59)
Source: August 1999 Mtg., Bd. Dec. 99; Amended by November 2001 Mtg., Bd. Dec. 45; February 2003 Mtg., Bd. Dec. 194; May
2003 Mtg., Bd. Dec. 325; November 2004 Mtg., Bd. Dec. 59

18.050.3. Name of Provisional Club
Each provisional club shall adopt as its name such term as will identify it with its locality
and shall insert in its constitution the name chosen, subject to the approval of RI. The
name should be one (or include some reference) that is easily identifiable on a map of thearea, so that someone unfamiliar with the area can determine the general location of the
club. (November 2004 Mtg., Bd. Dec. 59)
Source: January 1939 Mtg., Bd. Dec. 105; May-June 1987 Mtg., Bd. Dec. 371

18.050.4. Diversified Classification in New Clubs
Clubs should have a balance of classifications among the club membership. (November
2004 Mtg., Bd. Dec. 59)
Source: January 1968 Mtg., Bd. Dec. 132; Amended by November 2004 Mtg., Bd. Dec. 59

18.050.5. Minimum Number of Charter Members
The minimum number of charter members for a new club shall be 20 unless there are special
and sufficient reasons for the Board to waive this requirement. At least 50 percent of thecharter members shall be from the local community in which the new club is established. In
a district where the average size of clubs is 20 members or less, the Board encourages
Rotarians to increase the membership in existing clubs in addition to creating new clubs.
(November 2008 Mtg., Bd. Dec. 107)
Source: June 1996 Mtg., Bd. Dec. 332; August 1999 Mtg., Bd. Dec. 94; November 2008 Mtg., Bd. Dec. 107; Amended by February
2003 Mtg., Bd. Dec. 288; November 2004 Mtg., Bd. Dec. 59

18.050.6. Charter Membership List
The list of members submitted to the RI Board as part of the club’s application formembership shall be considered the club’s complete charter membership list. PendingRotary Code of Policies
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the action of the RI Board on an application, no other members shall be elected to theclub. (November 2002 Mtg., Bd. Dec. 55)
Source: 1918 Mtg., Bd. Dec. 5

18.050.7. Minimum Number of Members in Sponsor Clubs
A club that wishes to sponsor a new club must have at least 20 members. Should there be
two or more sponsor clubs, only one of the co-sponsors is required to have at least 20
members. (November 2004 Mtg., Bd. Dec. 62)
Source: November 1997 Mtg., Bd. Dec. 168; Amended by November 2004 Mtg., Bd. Dec. 59; November 2004 Mtg., Bd. Dec. 62

18.050.8. Club Charters in Non-English Speaking Countries
English is the official language of RI. All official documents including the club chartershall be issued in English. A charter issued to a club in a non-English-speaking country,
where practicable, shall be accompanied with a translation of the charter in the languageof the country in which the club is located. Such translation shall not bear the seal of RI
or the signature of its officials. (June 1998 Mtg., Bd. Dec. 348)
Source: May 1954 Mtg., Bd. Dec. 206. Affirmed by Jan 1972 Mtg. Bd. Dec. 147

18.050.9. Signature on Charters
All charters shall be signed by the RI president. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1997 Mtg., Bd. Dec. 170

18.050.10. Formation of New Clubs: Requirement of Regular Attendance
In organizing new clubs, it should be clearly understood by clubs that the regular clubmeeting is a fundamental requirement. Prospective members of such clubs should befully informed of the fundamental requirements for admission to, and continuance ofmembership in a club including the attendance requirements. (November 2004 Mtg., Bd.
Dec. 59)
Source: January 1963 Mtg., Dec. of Exec. Comm. E18

18.050.11. Formation of New Clubs: Costs
No new clubs shall be admitted to membership unless the Board is satisfied that its
members have the means to pay independent of external assistance, and the capability toremit dues to the association. (June 1998 Mtg., Bd. Dec. 348)
Source: February 1995 Mtg., Bd. Dec. 180

18.050.12. Admission Fee for New Clubs
New clubs shall pay an admission fee of US$15 per charter member. The admission fee
is established to underwrite the cost to RI of chartering and serving the new club. (June1998 Mtg., Bd. Dec. 348)
Source: January-February 1989 Mtg., Bd. Dec. 205. Affirmed by November 1990 Mtg. Bd. Dec. 114

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18.050.13. Expenses of Charter Ceremony
The governor or his/her designated representative shall be present at the club's official
chartering ceremony. Governors should take care to conserve the funds of RI by
combining charter presentations with other duties such as official visits when a new club
is a considerable distance from the home of the governor. In some cases, the special
representative or some other member of the sponsor clubs should be called upon topresent the charter for the governor. (November 2004 Mtg., Bd. Dec. 59)
Source: January 1916 Mtg., Bd. Dec. 26; November 1935 Mtg., Bd. Dec. E25; Amended by November 2004 Mtg., Bd. Dec. 59

18.050.14. Per Capita Dues for Newly Admitted Clubs
Only clubs which have been admitted to membership in RI on or before the immediately
preceding 15 May will be asked to certify to their membership on 1 July and pay percapita dues on that date. In like manner, only those clubs which have been admitted onor before the immediately preceding 15 November will be called upon to certify to theirmembership on 1 January and pay per capita dues as of that date. (February 2003 Mtg.,
Bd. Dec. 297)
Source: February 2003 Mtg., Bd. Dec. 297

18.050.15. Inaccurate Membership List
When a new club seeking a charter submits an inaccurate membership list the generalsecretary shall take the following action:a. withhold granting the new club charter;b. notify the district governor that the charter will not be released until all names on the
new club membership list have been verified, and that all future new club applications
from the district during the Rotary year will undergo scrutiny;c. notify the district governor that the submission of the inaccurate membership list has
made him/her ineligible for any RI assignment for three years after his/her term as
governor ends. (June 2005 Mtg., Bd. Dec. 271)
Source: March 2005 Mtg., Bd. Dec 235

Cross References
31.030.1. Waiver or Remittance of Charter FeeRotary Code of Policies
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Article 19. District Officers
19.010.
19.020.
19.030.
19.040.
19.050.
19.060.
19.070.
19.080.
19.090.

Governor’s Allocation—Eligible Expenses
Governor’s Specific Duties and Responsibilities
Governor-nominee Selection
Responsibilities of the Governor-nominee
Governor-elect Training and Preparation
Vacancies in the Office of Governor or Governor-elect: Training
Assistant Governors
District Secretary
Past Officers

19.010. Governor’s Allocation—Eligible Expenses
19.010.1. Governor-Elect and Governor-Nominee Expenses
Expenses incurred while serving as governor-elect and governor-nominee will bereimbursed through the RI district governor allocation as follows:
During the twenty-four month period prior to taking office as governor
1. Printing of district governor business cards and stationery (letterhead and envelopes)
2. Necessary travel expenses while conducting site visits to determine location of district
conference. This includes transportation, lodging, and meals.
During the twelve month period prior to taking office as governor
1. Mailing of the club officer kits sent by RI for use at PETS; customs duties on same
2. Necessary travel expenses to plan and conduct district team training seminar, district
assembly and PETS. This includes transportation, lodging, meals, and registration
fees
During the six month period prior to taking office as governor
1. Telephone
2. Fax3. Internet
4. The purchase of necessary and reasonable computer software for Rotary business use(example: Microsoft Office Suite) (June 2008 Mtg., Bd. Dec. 270)
Source: June 2007 Mtg., Bd. Dec. 306; Amended by June 2008 Mtg., Bd. Dec. 270

19.010.2. Governor Expenses
The following are the categories of eligible and ineligible expenses for reimbursement by
RI to governors:
A. Printing and Multicopying
Eligible
1. District governor business cards, stationery – letterhead and envelopes
2. Production of Governor’s Monthly Letter
3. District election materials

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Ineligible
1. Handouts and promotional materials for district meetings including district teamtraining seminar, district assembly, PETS and the district conference
2. Rotary Foundation materials
3. District directory
4. Creation of web site and web hosting
5. Greeting cards
6. Any Rotary International or Rotary Foundation publications
B. Postage
Eligible
1. Governor’s Monthly Letter to club and district officers
2. Correspondence as governor to clubs, assistant governors, and district committees
3. Materials to RI
4. Custom duties on materials sent from RI
5. District level election materials
Ineligible
1. Rotary Foundation material
2. District directory
3. Promotional materials for district conference, PETS and district assembly
4. Greeting cards and gifts
C. Office Supplies
Eligible
1. General office supplies such as paper, envelopes, notebooks, pens, pencils, paperclips,
staples, diskettes and CDs
2. Necessary and reasonable computer software for Rotary business use of governor(example: Microsoft Office Suite)
3. Toner and ink cartridges
Ineligible
1. Purchase or lease of office equipment (telephones, personal computers and laptops,
printers, copiers, data projectors)
2. Lease or purchase of scanners and digital cameras
3. Greeting cards and gift wrapping
D. Telephone and Fax
Eligible
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2. Internet Access (AOL, MSN, Earthlink etc.)
Ineligible
1. Installation of high-speed Internet lines such as DSL, Cable, etc.
2. Installation of additional telephone line for internet, fax access, or for dedicated phoneline
3. Repair of telephone and fax equipment
E. Official Duties – Automobile Travel Log
Eligible
1. Personal automobile mileage for one official visit to each club
2. Personal automobile mileage for planning, conducting, and attending district
conference
3. Personal automobile mileage for attending membership seminar, PETS, district
assembly, and district leadership seminar
Ineligible
1. Second or follow up visit to any club (unless authorized in advance by the generalsecretary)
2. Any Rotary Foundation related meeting
3. District committee meetings/seminars
4. Celebrations/parties (holiday parties, officer installation, visit of the RI President’s
representative, RI President meetings, etc)
5. Any travel outside of district other than for own district conference
6. Travel to Rotary institute, International Institute, RI conventions, or other district
conferences
7. Travel associated with Rotaract, Interact, RCC, GSE, RYLA, etc.
F. Official Duties – Hotels and Meals
Eligible
1. All hotel/lodging expenses must include a receipt regardless of amount
2. Hotel/lodging and meal expenses for district governor while conducting official duties
as follows:a. One official visit to each clubb. Planning, conducting, and attending district conferencec. Attending membership seminar, PETS, district assembly, and district leadershipseminar
3. Gift for home hospitality instead of hotel expense – may not exceed US$25.00
Ineligible
1. Expenses not associated with official duties
2. Hotel and meal expenses for spouse, partner, or any other individual
3. Meals or refreshments for committee meetings, GSE, RYLA groups, etc.

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100

G. Official Duties – Miscellaneous Expenses
Eligible
1. Airfare necessary to complete official duties
2. Ferry boats, taxi, and trains
3. Tolls and parking
4. Visas and official permits
5. Registration for district conference, PETS, district assembly, and the district teamtraining seminar
Ineligible
1. Automobile repair costs, oil,fuel, and car washes, etc.
2. Dry cleaning or laundry
3. Registration for Rotary institute
4. Registration or any other expenses for RI convention or other RI and TRF meetings
5. Personal grooming or medical expenses
Other ineligible expenses not covered by RI:
1. Gifts and awards, including theme pins, banners, frames and plaques
2. Rental of office space
3. Office furniture (either rental or purchase)
4. Secretarial/clerical services
5. Translation services or equipment
6. Computer “help desk” or computer service contracts, or any other equipment service
contracts
7. Computer or equipment repairs(June 2006 Mtg., Bd. Dec. 270)
Source: November 2004 Mtg., Bd. Dec. 59; Amended by June 2006 Mtg., Bd. Dec. 270

Cross References
68.030. Governors’ Expenses
68.030.9. Additional Funding for Training of Club Presidents and Assistant Governors

19.020. Governor’s Specific Duties and Responsibilities
19.020.1. Governors’ Additional Meetings with Clubs
Governors and their assistant governors are encouraged to meet more than once withweak clubs in their districts. If such additional meetings are needed personally by theGovernor, or in the event additional funds are necessary for activities related to Interact
and other Rotary programs not provided for in the original allocation, such additional
expenses are reimbursable, provided requests for such additional funds are submitted tothe board through the General Secretary by the governor and approved in advance of such
expenses being incurred. (November 2004 Mtg., Bd. Dec. 59)
Source: January 1968 Mtg., Bd. Dec. 178; February 1979 Mtg., Bd. Dec. E-10; Amended by May 2003 Mtg., Bd. Dec. 324;
November 2004 Mtg., Bd. Dec. 59

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101

19.020.2. Substitute for Governor Who Is Unable to Make Club Visits
When regulations prevent the governor from securing entry into another country in the
district, the president, after conference with the governor, is authorized to assign a RI
director or some other qualified Rotarian to visit the clubs in such country on behalf ofthe governor. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1950 Mtg., Bd. Dec. 195

19.020.3. Resignation of Governor Who Moves from District
A governor residing outside of the district boundaries where he or she holds clubmembership is not in a position to participate fully and regularly and actively in theaffairs of the club and district. Such Rotarian is not in a position to function effectively
as governor. It is in the best interests of RI, that such governor tender his/her resignationfrom office to permit the election by the Board of a governor who is situated in the
district and able to fulfill completely the duties of governor. (November 2004 Mtg., Bd.
Dec. 59)
Source: January 1958 Mtg., Bd. Dec. 91; Amended by November 2004 Mtg., Bd. Dec. 59

19.020.4. District Records and Files
It is recommended that governors develop and maintain a district record book or manual
to include information useful to the next governor in preparing for office, conducting
district affairs, and carrying out other duties. The district record book should be kept upto-date by the governor and handed over to the incoming governor. (July 1998 Mtg., Bd.
Dec. 20)
Source: January 1969 Mtg., Bd. Dec. 110

19.020.5. Governors’ Responsibilities to Rotary World Magazine Press
Governors shall remind clubs to pay the subscription costs of their magazine, and use it
as a resource tool for public relations and membership, as well as to promote magazinemonth in April.
Governors and governors-elect that are in regions with Rotary Regional Magazines may
be invited to serve (or designate a representative to serve) on the editorial board of themagazine. (February 2006 Mtg., Bd. Dec. 199)
Source: February 2006 Mtg., Bd. Dec. 199

19.020.6. Governors’ Responsibilities to Club-level Training
Governors should ensure that Rotary clubs have a comprehensive training plan that
addresses:
1. Club leaders attend district training meetings as appropriate
2. Orientation is consistently and regularly provided for new members
3. Ongoing educational opportunities are available for current members
4. A leadership skills development program for all members
5. Additional training needs (November 2006 Mtg., Bd. Dec. 104)
Source: November 2006 Mtg., Bd. Dec. 104

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19.020.7. District Governor Code of Ethics
1. Governors will adhere to applicable laws and regulations while conducting Rotarybusiness. In addition, in conducting their private lives, governors will adhere toapplicable laws in order to preserve and protect the positive image of Rotary.
2. Governors will adhere to the provisions of the RI Constitution and Bylaws. These
documents embody the democratic will of Rotary’s membership as represented at thetriennial Council on Legislation; through them, the membership has established standards
expected of Rotary officers. Adherence to their terms garners the trust of themembership and ensures that actions are consistent with members' expectations.
3. Governors will adhere to the provisions established by the RI Board as documented in
the Rotary Code of Policies. Over the years, the Board has established policies andprocedures to further the aims of the association and protect its mission. Many of theseprovisions are designed to ensure good governance and promote an ethical image.
Adhering to these policies demonstrates a commitment to these ideals while protecting
the association.
4. Governors will serve for the benefit of Rotarians and the purposes of RI. Governors
should put the interests of the district first and avoid even the appearance of any
impropriety in their conduct.
5. Governors will not use their office for personal prestige or benefit or for the benefit offamily members. The authority inherent in an office of importance comes with access to
special privileges not available to other Rotarians. Taking advantage of such privileges
distracts from critical responsibilities and calls into question the commitment to the
Objects of Rotary.
6. Governors will exercise due care in the diligent performance of their obligations to the
district. Governors should perform their responsibilities with the care that an ordinarily
prudent person in a like position would use under similar circumstances. Before making
a business decision, governors should gather all material information reasonably
available to them in order to select the best course of action for all concerned.
7. Governors will act based on fairness to all concerned. Governors are often faced withdecisions that will significantly affect various Rotary clubs and individuals. In a mannerconsistent with The Four-Way Test, governors should weigh the potential impact of theirdecisions and treat equally all people who will be affected.
8. Governors will promote transparency of financial information and will ensurecompliance with all local and national laws relating to financial management. Governors
are the stewards of the association acting on behalf of Rotary clubs and Rotarians.
Rotarians have a right to access accurate information about the financial condition of theassociation. Transparency in financial operations encourages ethical behavior.
9. Governors will prohibit and restrict the disclosure, communication, and use ofconfidential and proprietary information. Governors should use this information only forRotary Code of Policies
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intended purposes, never for personal ones, and take precautions against accidental
disclosure.
10. Governors will comply with expense reimbursement policies. The RI Board has
adopted procedures for reimbursement of Rotary-related expenditures. Following theseprocedures ensures compliance with applicable laws and precludes the appearance ofimpropriety. (November 2008 Mtg., Bd. Dec. 96)
Source: June 2007 Mtg., Bd. Dec. 266; Amended by June 2008 Mtg., Bd. Dec. 271; November 2008 Mtg., Bd. Dec. 96

19.030. Governor-nominee Selection
19.030.1. Selection of Governor-nominee
The selection by the clubs in a district of a governor-nominee should be conducted in adignified, responsible manner in harmony with the principles of Rotary. Districts shouldseek out and nominate for the office of district governor the best qualified person.
District nominating committees are encouraged to interview all candidates for governor,
whether they are suggested by clubs or by the nominating committee. Each interview ofgovernor-nominee candidates should satisfy the following minimum needs:
a. verify that each candidate meets the formal requirements for nomination, in
accordance with RI Bylaws sections 15.070. and 15.080
b. clarify the specific duties that a governor requires, including knowledge, experience,
time, and fiscal resourcesc. allow an overall summary of each candidate’s qualifications and suitability
d. enable each candidate to reveal her or his intentions and ambitions. (November 2007
Mtg., Bd. Dec. 107)
Source: May-June 1965 Mtg., Bd. Dec. 256; January 1970 Mtg., Bd. Dec. E-24; November 2001 Mtg., Bd. Dec. 56; Amended by
November 2007 Mtg., Bd. Dec. 107. Affirmed by May 2003 Mtg., Bd. Dec. 410

19.030.2. Selection of Governor-nominee through Ballot-by-Mail Procedure
Information to be included in the biographical data to accompany ballots-by-mail forelection of the governor shall be as follows:
1) name of candidate; name and location of Rotary club; number of years a Rotarian;classification or former classification; name of firm or former firm; position in firm orformer firm; meetings attended in last five years; current position(s) and/or
assignment(s) in Rotary (elective or appointed); former position(s) and/or
assignment(s) (elective or appointed)2) special Rotary services and/or particular Rotary activities in which candidate has been
engaged, i.e. what candidate has done to advance Rotary3) most significant honors or achievements in business and professional activities
4) most significant honors or achievements in civic and public service activities.
(November 2002 Mtg., Bd. Dec. 55)
Source: February-March 1987 Mtg., Bd. Dec. 250

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10419.030.3. Selection of Governor-nominee in New Districts
When clubs in existing districts are regrouped into new districts, the new districts shall, if
practical, select the governor-nominee in advance of the effective date of the new district
by the same procedure used by those clubs before the regrouping occurred. When the
aforementioned procedure is not practical, the Board, the president acting on its behalf,shall authorize a ballot-by-mail and shall designate a governor to conduct the ballot-bymail. Once the new district becomes effective, the clubs in the district shall have an
opportunity to adopt at the first district conference a procedure for future selection of thegovernor-nominee. (June 1998 Mtg., Bd. Dec. 348)
Source: February 1981 Mtg., Bd. Dec. 282

Cross References
17.040. District-Level Elections

19.040. Responsibilities of the Governor-nominee
As an incoming officer of RI, the governor-nominee should
1. begin to prepare for the role of governor
2. foster continuity by working with past, current, and incoming district leaders to support
effective clubs
3. begin analyzing the district’s strengths and weaknesses, including Rotary’s public image,
membership, The Rotary Foundation, district events, and RI programs, with background material
provided by the immediate past governor, governor, and governor-elect, and using RI resources
4. review the district organization (District Leadership Plan) and club administrative framework(Club Leadership Plan)
5. attend district meetings when possible, at the invitation of the district governor or district
governor-elect6. participate in district committees or other activities, as may be suggested by the district
governor or district governor-elect7. attend district governor-nominee training if offered, or seek other training if available
8. attend training in leadership skills
9. select a site for the district conference held during the year of the governor-nominee’s service,with the agreement of the majority of the current club presidents or majority of the clubpresidents serving in the governor-nominee’s year
Assignments to the Governor-nominee
Recommend that the governor and governor-elect shall provide the governor-nominee
1. the opportunity to request specific responsibilities or assignments in connection with district
committees or district organization
2. invitations to attend as an observer any or all district meetings
3. a proper introduction at the district conference and an opportunity to be part of the organizing
committee as an observer
4. the opportunity to participate in all strategic planning efforts and long term appointments inthe district. (November 2009 Mtg., Bd. Dec. 85)
Source: June 2007 Mtg., Bd. Dec. 306; Amended by November 2009 Mtg., Bd. Dec. 85

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19.050. Governor-elect Training and Preparation(See generally Sections 58.040. International Assembly Attendance and Participants’
Responsibilities and 58.050. International Assembly Training, Programs and Sessions)19.050.1. Governor-elect Attendance at International Assembly
Each governor shall emphasize to all candidates for governor, and to all clubs of the
district, the requisite that the governor-elect attend the International Assembly asnecessary preparation for his or her year as governor and that the nomination should not
be accepted unless the candidate can and will attend the International Assembly for its
full duration pursuant to RI Bylaws. The president-elect may excuse attendance onbehalf of the board in extenuating and mitigating circumstances, with the provision thatthe governor-elect shall attend alternate training as provided by the general secretary.
(June 2006 Mtg., Bd. Dec. 269)
Source: April 1957 Mtg., Bd. Dec. 241; June 2006 Mtg., Bd. Dec. 269

19.050.2. Governor-elect Spouse Attendance at International Assembly
Attendance of the spouse of the Governor-elect at the International Assembly is
encouraged. (February 2004 Mtg., Bd. Dec. 189)
Source: May 2000 Mtg., Bd. Dec. 412; Amended by February 2004 Mtg., Bd. Dec. 189

19.050.3. Zone Level Governor-elect Training (GETS) at Rotary Institutes
The Board has adopted a two-day training program for governors-elect at the zone level tobe held in conjunction with Rotary institutes integrating topics approved by the Board andthe Trustees of The Rotary Foundation called the governors-elect training seminar (GETS).
The following topics will be addressed in such integrated training with a recommended
minimum training time of nine hours:a) Role and Responsibilitiesb) District Organizationc) Membership Developmentd) Developing Effective Leaderse) The Rotary Foundationf) Administration Requirements of RI (The Role of the Secretariat)g) International Assembly Preview
The recommended minimum training time for Rotary Foundation topics will be three hours
and shall include an overview of the Rotary Foundation, its programs and funddevelopment. The minimum training time for Administration Requirements of RI (TheRole of the Secretariat) will be 45 minutes. A member of the RI staff should conduct thesession on Administration Requirements of RI (The Role of the Secretariat) in conjunction
with the GETS training leader. (November 2004 Mtg., Bd. Dec. 52)
Source: June 1999 Mtg., Bd. Dec. 311; November 1999 Mtg., Bd. Dec. 213; June 2004 Mtg., Bd. Dec. 270; Amended by November
2004 Mtg., Bd. Dec. 52. See also June 1999 Trustees Mtg., Dec. 204

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19.050.4. Governor-elect Mandatory Attendance at GETS
Attendance at the governors-elect training seminar (GETS) held in conjunction with
Rotary institutes shall be mandatory for governors-elect. Governors-elect are required toattend the GETS for the zone in which they were elected and in which they will serve.
Upon request, the institute conveners may make an exception as to the location of the
training. The convener may excuse attendance at GETS in extenuating and mitigating
circumstances, with the provision that the governor-elect shall attend alternate training as
provided by the general secretary. (June 2006 Mtg., Bd. Dec. 269)
Source: November 1999 Mtg., Bd. Dec. 213; February 2001 Mtg., Bd. Dec. 260; Amended by June 2001 Mtg., Bd. Dec. 310; June
2001 Mtg., Bd. Dec. 445; November 2004 Mtg., Bd. Dec. 59; June 2006 Mtg., Bd. Dec. 269

19.050.5. Reimbursement of Expenses for Attendance at GETS
The general secretary shall, on an annual basis, obtain hotel and meal cost informationfrom the conveners of Rotary institutes. Governors-elect will be reimbursed for theactual cost of three nights hotel and two days meals, not to be greater than the cost
information provided by the institute conveners. Governors-elect must submit an
expense report with supporting documentation after their attendance at GETS.
(November 2001 Mtg., Bd. Dec. 45)
Source: June 2001 Mtg., Bd. Dec. 445

19.050.6. GETS Training Team at Rotary Institutes
The Rotarians who conduct training at the governors-elect training seminar will bereferred to as the GETS training team.
The GETS training team leader should
a. be a recent RI training leader (preferably within the last 3-5 years)
b. coordinate the GETS team membersc. distribute the GETS training materials to the governors-elect, if necessary
d. collect evaluations from the governors-elect and the GETS training team members andreturn them to RI
e. monitor attendance of governors-elect and report it to RI
The GETS training teama. will be appointed by the convener
b. should be comprised of a minimum of four members, including the training teamleaderc. a regional Rotary Foundation coordinator from within the zone(s) shall be one of thefour members
d. a regional Rotary International membership coordinator from within the zone(s) shallbe one of the four members
e. the selected regional Rotary International membership coordinator and the regional
Rotary Foundation coordinator shall give informational presentations as assigned by the
GETS training team leader

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f. the number of members of the training teams appointed may vary based on the numberof governors-elect and their language needs
g. the additional member(s) of the team should have extensive training experience.
(June 2008 Mtg., Bd. Dec. 268)
Source: November 1999 Mtg., Bd. Dec. 214; Amended by July 2002 Mtg., Bd. Dec. 27; November 2004 Mtg., Bd. Dec. 52;
November 2006 Mtg., Bd. Dec. 104; June 2008 Mtg., Bd. Dec. 268

19.050.7. Reimbursement of Expenses for GETS Training Team Members
RI will reimburse up to three GETS training team members, including the RRIMC, forthe actual cost of three nights’ hotel, three days’ meals, GETS registration fees, androundtrip transportation to and from the training (the cost of the regional RotaryFoundation coordinator is provided by The Rotary Foundation). RI will consider
covering costs for additional members when the number of governors-elect and theirlanguage needs warrant. (June 2008 Mtg., Bd. Dec. 268)
Source: November 1999 Mtg., Bd. Dec. 214; Amended by July 2002 Mtg., Bd. Dec. 27; November 2004 Mtg., Bd. Dec. 52; June2008 Mtg., Bd. Dec. 268

19.050.8. Governor-elect Spouse Training at GETS
Rotary institute conveners are encouraged to conduct needs assessments among
governors’-elect spouses in order to plan spouse training at GETS, if appropriate. (May2003 Mtg., Bd. Dec. 324)
Source: February 2003 Mtg., Bd. Dec. 280

19.050.9. Evaluation of GETS
The general secretary shall communicate training expectations effectively to all
governors-elect at least 60 days prior to their attendance at GETS. Governors-elect shallcomplete an evaluation at the conclusion of the meeting, and completed evaluation forms
shall be collected by the GETS training team leader and provided to RI. The GETS
training team shall be asked to complete an evaluation that addresses the success of the
training session, support from RI, logistical issues, as well as recommendations on how
the training might be improved in the future. (June 2005 Mtg., Bd. Dec. 311)
Source: November 1996 Mtg., Bd. Dec. 87; June 1998 Mtg., Bd. Dec. 352; Amended by November 1999 Mtg., Bd. Dec. 214;
November 2004 Mtg., Bd. Dec. 52; June 2005 Mtg., Bd. Dec. 311

19.050.10. Assignments to the Governor-electThe governor shall provide the governor-elect:
1. specific responsibilities in connection with district committees or district
organization;
2. an invitation to attend as an observer all district meetings, in addition to meetings
where he or she is not otherwise designated as a participant; and3. assignments to participate in the program of the district conference. (November 2004
Mtg., Bd. Dec. 59)
Source: May 1967 Mtg., Bd. Dec. 225; Amended by November 2004 Mtg., Bd. Dec. 59

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19.050.11. Governor-elect Attendance at District Conference
Governors-elect are encouraged to visit district conferences in other districts prior to theyear in which he or she takes office in order to observe and evaluate procedures andfeatures whereby their own district conference may be improved and strengthened. The
governor should be encouraged to invite governors-elect from other districts to attend andparticipate in the district conference of his or her district. (June 1998 Mtg., Bd. Dec. 348)
Source: February 1984 Mtg., Bd. Dec. 241

19.050.12. Governor-nominee Training
Rotary institute conveners may offer governor-nominee training to meet the unique needsof the governors-nominee in their zones and to enhance the continuity of leadershipwithin the districts. Such training shall not duplicate training for governors-elect.
(November 2007 Mtg., Bd. Dec. 112)
Source: February 2003 Mtg., Bd. Dec. 281; Amended by November 2007 Mtg., Bd. Dec. 112

Cross Reference
60.050.6. GETS Training at Rotary Institutes
60.050.7. Recommended Convener Support for the GETS Training Team

19.060. Vacancies in the Office of Governor or Governor-elect: Training
The following policy governs the filling of a vacancy in the office of governor or governor-elect:a) a past governor who has been selected to serve a second term prior to the International
Assembly shall be invited to attend the International Assembly at the expense of RI;b) a past governor who has been selected to fill a vacancy in the office of governor that occurs
between the International Assembly and 1 September shall receive, at RI’s expense, one to twodays of intensive training as determined by the general secretary;c) a past governor who has been selected to serve temporarily or to complete a term of office as
governor between 1 September and the remainder of the Rotary year shall be provided support
from secretariat staff as needed; andd) any past governor who serves more than an additional six months as governor or acting
governor shall receive recognition from the president. (November 2004 Mtg., Bd. Dec. 59)
Source: May 1988 Mtg., Bd. Dec. 377; Amended by February 2004 Mtg., Bd. Dec. 189; November 2004 Mtg., Bd. Dec. 59

19.070. Assistant Governors
19.070.1. Assistant Governor Term
Assistant governors shall serve no more than a total of three one-year terms. (June 1998
Mtg., Bd. Dec. 348)
Source: November 1996 Mtg., Bd. Dec. 83

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19.080. District Secretary
Governors may designate a district secretary. The secretary should be a Rotarian knowledgeable
in Rotary, familiar with district meetings, who can assist the governor in making arrangements
for district meetings, handling correspondence, compiling minutes of district meetings, and in
keeping records. Such individual should not serve in the position of district secretary for morethan a total of five years. (November 2004 Mtg., Bd. Dec. 59)
Source: January 1969 Mtg., Bd. Dec. 103; January 1976 Mtg., Bd. Dec. 90; Amended by November 2004 Mtg., Bd. Dec. 59

19.090. Past Officers
19.090.1. Utilizing Services of Past Governors
Governors are urged to consider drawing upon past officers of RI for assistance inextension efforts, in informing incoming Governors, in promoting the convention, in
Rotary information, and in direct assistance to weaker clubs, serving when invited by thepresident of the club and the Governor as ad hoc members of the board of directors of aclub. (June 2002 Mtg., Bd. Dec. 245)
Source: February 1977 Mtg., Bd. Dec. 262

19.090.2. Advisory Council of Past Governors
An advisory council of past governors shall be organized in each district. Such councils
shall be composed of all past governors who are members of Rotary clubs within the
district. Governors are urged to call a meeting of the council at least once a year within
the month following the end of the International Assembly to allow the governor-elect toinform the current and past governors about the issues debated and presented at theInternational Assembly.
The authority and/or the responsibility of the governor shall in no way be impaired or
impeded by the advice or actions of the past governors. (June 2002 Mtg., Bd. Dec. 245)
Source: February 2002 Mtg., Bd. Dec. 195; COL 92-278. See also January 1942 Mtg., Bd. Dec. 155

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Article 20. District Programs And Projects
20.010. New Member Orientation
20.020. Continuity of District Programs and Projects
20.030. District-level Fellowship Activities

20.010. New Member Orientation
Districts are encouraged to hold a timely new member orientation as a separate event and/or as
part of the district assembly or district conference. The new member’s counselor or sponsor
should be included in the orientation event. A district level program of orientation does notrelease any club from its primary obligation to provide new member orientation. (November
2004 Mtg., Bd. Dec. 59)
Source: November 1991 Mtg., Bd. Dec. 116: Amended by November 2004 Mtg., Bd. Dec. 59

20.020. Continuity of District Programs and Projects
District leaders should ensure that continuity exists from year to year in district projects andprograms. (November 2004 Mtg., Bd. Dec. 59)
Source: June 2001 Mtg., Bd. Dec. 349; Amended by November 2004 Mtg., Bd. Dec. 59

20.030. District-level Fellowship Activities
District governors are encouraged to organize district-level fellowship activities with a view toadvancing the Object of Rotary, similar to the purpose and goals of the Rotary Fellowships
program, and in accordance with RI policies governing district activities. (February 2004 Mtg.,
Bd. Dec. 159)
Source: October 2003 Mtg., Bd. Dec. 86Rotary Code of Policies
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Article 21. District Committees
21.010.
21.020.
21.030.
21.040.
21.050.
21.060.

District Rules and Procedures Committee
Rotary Community Corps (RCC) Subcommittee
World Community Service (WCS) Committee
District Youth Exchange Committee
District Community Service Committee
District Rotary Fellowships Committee

21.010. District Rules and Procedures Committee
Districts are encouraged to form a district “Rules and Procedures” committee to advise and assist
governors on nominations and elections and other matters involving RI’s constitutional
documents. The committee shall consist of three members, each serving a staggered three-year
term with the possibility of reappointment. Appointments to the committee are made by thegovernor at the conclusion of his or her year in office. Members should be knowledgeable about
RI’s constitutional documents and election procedures.
Governors with questions concerning RI election policies and procedures that they cannot
resolve within their districts with the assistance of their Rules and Procedures committee should
contact their Club and District Administration representative, Rotarians in neighboring districts
familiar with RI election procedures and guidelines, or the RI director from their area forassistance. (November 2001 Mtg., Bd. Dec. 45)
Source: June 2001 Mtg., Bd. Dec. 323

21.020. Rotary Community Corps (RCC) Subcommittee
The RCC Program is an activity of clubs within the avenue of community service. Governors areencouraged to assign responsibility for promotion and administration of the RCC Program at the
district level to the district community service committee, and consider appointment, within the
district community service committee, of an RCC subcommittee, with continuity in membership,
to provide specific support and guidance to the club sponsors of RCCs in the district. (June 1998
Mtg., Bd. Dec. 348)
Source: May 1989 Mtg., Bd. Dec. 329; April 1991 Mtg., Bd. Dec. 283

21.030. World Community Service (WCS) Committee
It is recommended that districts and clubs establish International Service Committees to include
World Community Service subcommittees, with the objective of promoting greater awareness,direct lines of communication and accountability for all types of international service. Where
appropriate, club presidents and governors are encouraged to appoint their WCS subcommittee
chairs as ex-officio members of their community service committees. (June 1998 Mtg., Bd. Dec.
348)
Source: November 1985 Mtg., Bd. Dec. 84. Amended by October 1988 Mtg., Bd. Dec. 116; June 1990 Mtg., Bd. Dec. 264

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21.030.1. Guidelines for WCS Committees
Following are guidelines for district WCS committees:
1) Encourage each club in the district to link itself with a club in another country for
WCS purposes. It is recommended that this linkage be coordinated through the district
WCS committee.
2) Promote an understanding of and participation in the WCS Program through regularcontacts with each club in the district and through district and intercity meetings.
3) Encourage clubs in the district to determine local needs that qualify for WCS help
from clubs in other countries.
4) Where appropriate, screen WCS projects reported by clubs within the district andreport them to the governor and assist with the registration of projects in the RI WCS
projects exchange.
5) Encourage clubs in the district to locate resources in their communities through whichassistance can be offered for WCS activities.
6) Publicize WCS aims and achievements in all appropriate Rotary and non-Rotarycommunication media in the district.
7) Administer district-wide WCS projects.
8) Maintain records of WCS activities in the district and report periodically to thegovernor and the RI Secretariat.
9) Encourage funds to be made payable to RI and sent to the World Headquarters in
Evanston for forwarding. (June 1998 Mtg., Bd. Dec. 348)
Source: October 1988 Mtg., Bd. Dec. 116

21.040. District Youth Exchange Committee
To promote Youth Exchange as an opportunity for the development of international
understanding, governors are encouraged to appoint Youth Exchange committees and officers.
Governors are encouraged to observe a three-year limitation on the consecutive length of serviceof the district Youth Exchange chair, while recognizing that the special technical knowledge andexperience required by the Youth Exchange program may sometimes necessitate thecontinuation of the chair’s length of service for a longer period in order to provide for anadequately trained successor. Governors are encouraged not to change more than 50 percent of
the Youth Exchange committee at any time in order to ensure the continuity of the program.
(June 2009 Mtg., Bd. Dec. 217)
Source: May 1979 Mtg., Bd. Dec. 355; February 1984 Mtg., Bd. Dec. 312; February-March 1985 Mtg., Bd. Dec. 267; June 2009 Mtg., Bd.
Dec. 217

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21.040.1. District Governor Supervision of Youth Exchange
The district Youth Exchange officers or committees are under the supervision of theirrespective governors. Each governor is urged to do everything possible to foster YouthExchange activities in the district, while retaining authority and ensuring that no personal
financial profit is being made from such activities. (June 2009 Mtg., Bd. Dec. 217)
Source: May 1979 Mtg., Bd. Dec. 355

21.040.2. New Generations Subcommittees
District governors are encouraged to appoint New Generations subcommittees.
(February 2004 Mtg., Bd. Dec. 159)
Source: October 2003 Mtg., Bd. Dec. 109

21.050. District Community Service Committee
All governors are encouraged to appoint a district Community Service committee. The role andresponsibilities of this committee are to:1) help identify new trends, issues or problems within the district that clubs may want toaddress;2) visit clubs within the district to speak about successful Community Service projects
and provide information on Rotary programs and emphases to help strengthen theirprojects;3) encourage and assist club Community Service chairs in carrying out their
responsibilities;4) encourage clubs to organize a Rotary Community Corps (RCC) if appropriate, andencourage district-level RCC meetings to exchange project development ideas;
5) maintain intercommittee communication with other district committees;6) organize district-level club Community Service chair meetings, in connection with the
district conference, district assembly and other meetings, to exchange ideas and promote
projects;
7) identify areas for cooperation between club Community Service projects and local
non-Rotary service organizations, by sharing information and helping clubs to set goals;8) request regular reports on successful Community Service projects from clubCommunity Service chairs, for promotion through the governor’s monthly letter, andreport to RI for possible publication;9) organize exhibits of outstanding Community Service projects at district and zone
meetings;10) organize district-wide Community Service activities. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1990 Mtg., Bd. Dec. 260

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21.060. District Rotary Fellowships Committee
It is recommended that governors appoint a district Rotary Fellowships committee with a chair
and at least three members to be responsible for encouraging participation in Rotary Fellowships
among the clubs of the district. District governors should appoint a Rotarian who is a member ofa Rotary Fellowship to serve as the district Rotary Fellowships chair to coordinate the following
activities within the district:a) Schedule club visits to present information on Rotary Fellowshipsb) Invite current fellowship members within the district to attend presentationsc) Communicate with individual fellowship officers listed in the Official Directory and the
Global Networking Groups Directory to gather information on upcoming events andpublicize these in the district governor’s newsletter and/or the district Web sited) Arrange for a presentation during the district conference highlighting Rotary Fellowship
activities within the district and obtain booth space to exhibit at the district conferencee) Distribute the electronic flyer for Rotary Fellowships to Rotarians in the district andencourage them to contact these groups regarding prospective membership. (November 2008
Mtg., Bd. Dec. 59)
Source: January 1969 Mtg., Bd. Dec. 173; Amended by November 2008 Mtg., Bd. Dec. 59

Cross References
17.030.3. District CommitteesRotary Code of Policies
June 2010115

Article 22. District Conferences
22.010.
22.020.
22.030.
22.040.

District Conference Scheduling, Location and Participants
District Conference Program
President’s Representative at Conference
Joint District Conferences

22.010. District Conference Scheduling, Location and Participants
22.010.1. Location of the District Conference
Districts are encouraged to hold district conferences at a location that encourages
maximum participation and that limits undue financial burden. Locations should bechosen with regard to maximizing attendance and enabling a broad base of attendance.
(November 2004 Mtg., Bd. Dec. 58)
Source: November 1999 Mtg., Bd. Dec. 203; Amended by February 2003 Mtg., Bd. Dec. 275; November 2004 Mtg., Bd. Dec. 58

22.010.2 Purpose of the District Conference
The purpose of the conference is to further the Object of Rotary through fellowship,
inspirational addresses, and the discussion of matters related to the affairs of clubs in the
district and RI generally. The conference gives consideration to any special matterssubmitted to it by the Board or matters originating within the district. The district
conference should showcase the programs of Rotary and recognize successful district andclub activities. The conference should encourage interaction and dialogue among clubs.
Recognizing that the district conference is an opportunity to sustain and grow themembership base within the district, the information should be presented in an
inspirational fashion and in an atmosphere of Rotary fellowship. (February 2003 Mtg.,
Bd. Dec. 275)
Source: January 1971 Mtg., Bd. Dec. 96; November 1999 Mtg., Bd. Dec. 203; Amended by February 2003 Mtg., Bd. Dec. 275

22.010.3. Duration of District Conferencea) It is recommended that the district conference be not less than two days' duration witha suggested maximum of three days duration. Governors are requested to prepare
conference programming so that Rotary topics predominate. In instances where nonRotarian speakers appear on the program, their presentations should be directly
associated with the objects of Rotary. (February 2002 Mtg., Bd. Dec. 164)
Source: May 1943 Mtg., Bd. Dec. 216; January 1949 Mtg., Bd. Dec. E12; January 1970 Mtg. Bd. Dec. 93; October 1988 Mtg., Bd.
Dec. 110; November 2001 Mtg., Bd. Dec. 55b) Governors are urged in planning the program for the district conference to provide a
total of nine hours of Rotary content to be devoted to plenary sessions and group
discussions, exclusive of luncheons, banquets and the meeting for incoming presidents
and secretaries. (February 2003 Mtg., Bd. Dec. 275)
Source: January 1947 Mtg., Bd. Dec. E21; Amended by February 2003 Mtg., Bd. Dec. 275

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116c) The president-elect shall consider meeting at the International Assembly with thegovernors-elect of all districts in which conferences are not in full compliance with RI
policies regarding district conferences. (February 2002 Mtg., Bd. Dec. 164)
Source: June 1999 Mtg., Bd. Dec. 295; November 2001 Mtg., Bd. Dec. 55

22.010.4. Participants
The district conference should be designed to appeal to all Rotarians in the district. New
Rotary club members are particularly encouraged to attend. The Board encourages
governors to invite spouses, family members, Rotaractors, Interactors, Youth Exchange
participants, Rotary Foundation alumni, and other Rotary program volunteers toparticipate in district conference activities. (February 2003 Mtg., Bd. Dec. 275)
Source: November 1999 Mtg., Bd. Dec. 203; Amended by February 2003 Mtg., Bd. Dec. 275

22.010.5. Timeframe
The Board encourages districts to hold district conferences at a time most convenient,provided that the conferences are not scheduled at the same time as the Rotary institutefor that district’s zone. A district conference may not be held eight days prior to the
opening day of the International Convention, nor until eight days after the closing day of
the International Convention. (February 2003 Mtg., Bd. Dec. 275)
Source: November 1999 Mtg., Bd. Dec. 203; Amended by May 2000 Mtg., Bd. Dec. 429; February 2003 Mtg., Bd. Dec. 275.
Affirmed by May 2003 Mtg., Bd. Dec. 411

Cross References
57.180.1. District Conference within Convention Area

22.020. District Conference Program
The planning and development of the program of the district conference is the responsibility of
the governor who alone should retain complete control of the program, including presiding at the
district conference. The message of the president's representative to the district is mostimportant. Accordingly, this message should be given the most important place on the program.
(February 2003 Mtg., Bd. Dec. 275)
Source: January 1949 Mtg., Bd. Dec. E14; October 1988 Mtg., Bd. Dec. 110; Amended by February 2003 Mtg., Bd. Dec. 275

22.020.1. Requirements for the District Conference
The district conference musta) provide the representative of the RI president with the opportunity to address theconference a minimum of two times: one of the two times is to deliver a major address of
20-25 minutes at the conference session with the maximum attendance, including
spouses; in addition to the two primary addresses, representatives should be provided
with an opportunity to make remarks at the conclusion of the conference to demonstrate
appreciation to the host districtb) discuss and adopt the annual statement and report of the district finances from theprevious Rotary year if it has not been adopted at a previously held district meeting asprescribed by RI Bylaws 15.060.4.

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117c) approve the per capita levy, if not approved previously at the district assembly or
district presidents-elect training seminard) elect the member of the nominating committee for the RI Board of Directors, as
appropriatee) elect the district’s representative to the Council on Legislation during the Rotary year
two years prior to the Council on Legislation, if the district chooses not to utilize thenominating committee procedure. (June 2007 Mtg., Bd. Dec. 226)
Source: November 1999 Mtg., Bd. Dec. 203; February 2003 Mtg., Bd. Dec. 275. See also March 1992 Mtg., Bd. Dec. 215, June
1999 Mtg., Bd. Decs. 295 & 298. Amended by November 2001 Mtg., Bd. Dec. 45; November 2001 Mtg., Bd. Dec. 55; November
2004 Mtg., Bd. Dec. 58; June 2007 Mtg., Bd. Dec. 226

22.020.2. Recommendations for the District Conference
The district conference shoulda) be not less than two entire days and no more than three days in durationb) include discussion groups to increase participation by membersc) include a balanced program in which the majority of the content is focused on Rotaryand Rotary Foundation subjectsd) consider district resolutionse)extend a specific welcome to new Rotarians, Rotarians attending the district
conference for the first time, club presidents and others as appropriatef)maximize the use of volunteers who have participated in Rotary and RotaryFoundation activities in the programg) include promotion of the next conference, encouraging pre-registrationh) maintain an affordable cost in order to encourage maximum attendancei) avoid scheduling conflicts between the conference, holidays and other eventsj) encourage the attendance of every registrant at plenary sessions by scheduling spouseand other events at non-conflicting timesk) promote exhibitions of club and district projects, perhaps in a “House of Friendship”
l)recognize the representative of the RI president’s experience and involve therepresentative in group discussion sessions and other sessions accordinglym) provide a special orientation event for new Rotariansn) include a district leadership seminar for interested Rotarians who have served as clubpresident, or have served for three or more years in a leadership role in the club, for one
full day immediately prior to or after the district conference (February 2003 Mtg., Bd.
Dec. 275)
Source: November 1999 Mtg., Bd. Dec. 203; Amended by February 2003 Mtg., Bd. Dec. 275. See also March 1992 Mtg., Bd. Dec.
215, June 1999 Mtg., Bd. Decs. 295 & 298; November 2001 Mtg., Bd. Dec. 55

22.020.3. Role and Responsibilities of the Governor
To achieve a successful district conference the governor willa) be responsible for the planning, organizing and conducting of the conferenceb) develop a comprehensive and well-balanced program within the Board-recommended
guidelinesc) ensure that hospitality and courtesy appropriate to the RI president is given to therepresentative of the RI president and his/her spoused) ensure maximum representation from every club in the district by involving them in
conference programs and activities

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118e) encourage the involvement of the local community by conducting a well-planned
public relations effort - that includes media relations - before, during and after the
conferencef)invite representatives of the local community to participate in the program as
appropriateg) make a special effort to have the entire membership of all newly organized clubs
attend the conferenceh) appoint an aide to the president’s representative. (February 2003 Mtg., Bd. Dec.
275)
Source: November 1999 Mtg., Bd. Dec. 203; Amended by February 2003 Mtg., Bd. Dec. 275. See also March 1992 Mtg., Bd. Dec.
215; June 1999 Mtg., Bd. Dec. 295; June 1999 Mtg. Bd. Dec. 298

22.020.4. Compliance with Minimum Standards
Each year directors should receive copies of district conference reports for districts in theappropriate zone(s) and a summary report by zone indicating any districts that have been
rated on the “Report of the President’s Representative to the President of RotaryInternational” as “fair” or “weak” for three consecutive years. The director, after
consultation with the general secretary, will develop a strategy to provide appropriate
mentoring for incoming governors of designated districts for a period of two years. The
director should initiate contact with the governors-elect of these districts as appropriate.
(November 2001 Mtg., Bd. Dec. 55)
Source: November 1999 Mtg., Bd. Dec. 205; Amended by November 2001 Mtg., Bd. Dec. 55

22.020.5. Rotary Theme at District Conference
District conferences that take place after the International Assembly should highlight thecurrent year theme while suitably bridging to the theme and emphases of the next Rotary
year. (June 1998 Mtg., Bd. Dec. 348)
Source: March 1993 Mtg., Bd. Dec. 185

22.020.6. District Conference Displays
Governors should arrange for exhibits at the site of the district conference and invite all
clubs in the district to provide a display of at least one club project with special
recognition to be given to outstanding displays, as space permits. Such exhibits shall also
include district-wide projects. (February 2003 Mtg., Bd. Dec. 275)
Source: January 1969 Mtg., Bd. Dec. 106. Amended by June 1999 Mtg., Bd. Dec. 298; February 2003 Mtg., Bd. Dec. 275

22.030. President’s Representative at Conference
22.030.1. Qualifications and Selection of President’s Representatives
The role of the president’s representative is a working assignment and is not to beconsidered solely as an honor. The president is requested to consider carefully the past
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119

district conferences. It is recommended that the president appoint as many recent past
governors as feasible and consider the cost-effectiveness of all appointments. The
president should provide background material well in advance of conferences torepresentatives. President’s representatives should be appointed at least three months inadvance of the conferences. Whenever feasible, the personal representatives of the RI
president should be experienced in the language of the district where they will serve.
(November 2007 Mtg., Bd. Dec. 32)
Source: July 1991 Mtg., Bd. Dec. 47; July 1997 Mtg., Bd. Dec. 72; June 1999 Mtg., Bd. Dec. 295; August 1999 Mtg., Bd. Dec. 84;
February 2003 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 175; June 2007 Mtg., Bd. Dec. 250

22.030.2. Role of the President’s Representative at Conference
In representing the RI president and his spouse, the president's representative and his/her
spouse shall, if possiblea) meet personally as many Rotarians and spouses as possibleb) inspire and motivate district conference participants through formal presentations andparticipation in all aspects of the conferencec) stay within the scheduled program time for his/her presentations;d) provide information on the RI president, the RI theme for the year, and special RI
programs and emphases for the year, as well as providing continuity to the following
year’s theme and emphases as appropriatee) report on RIf) stress the importance of membership development and retentiong) promote the programs and development of The Rotary Foundationh) demonstrate and reflect the internationality of Rotaryi) meet personally the governor-elect, governor-nominee and their spousesj) meet with past RI officers and spouses, if feasiblek) evaluate the governor, governor-elect, and other Rotarian participants for future
responsibilitiesl) evaluate past governors in attendance, who should be considered for futureassignmentsm) assist the governor, as requested and appropriaten) give appropriate recognition to the district and/or governoro) visit government officials, if invitedp) visit Rotary clubs and Rotary service projects before or after district conference, if
feasibleq) meet with media representatives, as requiredr) attend all scheduled district conference meetings, as requesteds) refrain from involvement in district disputes
In so performing the above responsibilities, the president's representative and his or her
spouse should reflect the dignity and courtesy associated with the highest office in RI.
(June 2009 Mtg., Bd. Dec. 276)
Source: November 1990 Mtg., Bd. Dec. 149. Amended by June 1999 Mtg., Bd. Dec. 298; November 1999 Mtg., Bd. Dec. 206;
November 1999 Mtg., Bd. Dec. 207; February 2003 Mtg., Bd. Dec. 275; June 2009 Mtg., Bd. Dec. 276

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22.030.3. Role of the President’s Representative with Regard to Future Conferences
The president’s representative is strongly encouraged to meet with the governor-elect andhis or her district conference chair at the conclusion of the current conference to discuss
effective planning in meeting conference requirements and implementing
recommendations that would enhance the overall effectiveness of the conference for thefollowing year.
In districts with particularly weak conferences, the Board recognizes that the president’s
representative can play a vital role in improving future conferences in the district towhich the representative has been appointed. Specifically, president’s representatives to
districts that have been identified as having weak conferences should serve as mentors togovernors-elect and clarify how district conference requirements and recommendations
can be effectively implemented. (November 2001 Mtg., Bd. Dec. 55)
Source: November 2001 Mtg., Bd. Dec. 55

22.030.4. The Role of President’s Representatives’ Spouses
The spouses of president's representatives have a responsibility to promote the ideals andprograms of Rotary, in addition to supporting the president's representatives in theperformance of their duties. Involvement in the activities of the conference is required,including attendance at spouses’ meetings, social gatherings, and plenary sessions.
(February 2003 Mtg., Bd. Dec. 275)
Source: November 1999 Mtg., Bd. Dec. 207; Amended by February 2003 Mtg., Bd. Dec. 275

22.030.5. President’s Representative’s Speech at Conference
President’s representatives at district conferences shall make two major addresses, one
relating to the theme of the president, and one reporting on Rotary worldwide. The
message of the president’s representative to the district is most important. Accordingly,
this message should be given the most important place on the program. However, before
scheduling the address of the president’s representative, the governor should consult withthe representative as to his/her desires in connection with such presentation. (June 1999
Mtg., Bd. Dec. 298)
Source: January 1949 Mtg. Bd. Dec. E14; January 1970 Mtg., Bd. Dec. 151; October-November 1978 Mtg., Bd. Dec. 109; October
1988 Mtg., Bd. Dec. 110; June 1999 Mtg., Bd. Dec. 298

22.030.6. President’s Representative Evaluation
The president’s representative should complete and transmit to the president the report on
the conference promptly following the conference. The president is requested to ensure
prompt and appropriate follow-up to the reports of the president’s representatives.
(November 2001 Mtg., Bd. Dec. 45)
Source: February-March 1983 Mtg., Bd. Dec. 240; July 1991 Mtg., Bd. Dec. 47

22.030.7. Expenses of President’s Representative
Rotary International will pay the travel expenses of the president’s representative andspouse to a district conference but it is expected that the district conference assume thehotel and other conference expenses of the president’s representative and spouse duringRotary Code of Policies
June 2010121

their attendance at the conference. The account of the president’s representative for
expenses incurred in attending a district conference shall not be closed nor shall the
representative receive final reimbursement for his or her travel and other expenses inconnection with his or her attendance at the district conference until he or she hastransmitted to the president his or her report of the conference. (February 2003 Mtg., Bd.
Dec. 275)
Source: January 1968 Mtg., Bd. Dec. 106; February-March 1983 Mtg., Bd. Dec. 240; Amended by February 2003 Mtg., Bd. Dec.
275

22.030.8. President’s Representatives’ Reports as a Resource for Future Representatives
The president’s representatives should be sent copies of the available reports submitted
by the representatives assigned in the previous three years to that district, excluding any
material related to individuals in the district, at the time other materials are mailed.
(February 2000 Mtg., Bd. Dec. 298)
Source: November 1999 Mtg., Bd. Dec. 209; Affirmed by July 2001 Mtg., Bd. Dec. 21

22.040. Joint District Conferences
22.040.1 Holding of Joint District Conferences
The holding of district conferences of two or more districts conjointly, where feasible, isencouraged, provided the participating districts obtain Board approval to do so and suchjoint district conferences are not held two years in succession. (February 2000 Mtg., Bd.
Dec. 298)
Source: July 1943 Mtg., Bd. Dec. 41; January 1956 Mtg., Bd. Dec. 110; July 1956 Mtg., Bd. Dec. 37; January 1964 Mtg., Bd. Dec.
97; November 1999 Mtg., Bd. Dec. 203

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122

Article 23. District Meetings
23.010.
23.020.
23.030.
23.040.
23.050.

District Assemblies
Presidents-Elect Training Seminars (PETS)
District Leadership Seminar
District Team Training Seminar
District Membership Seminars

23.010. District Assemblies
23.010.1. Purpose of the District Assembly
The purpose of the district assembly is to• Prepare incoming club leaders for their year in office and build their leadership team;• Give the district governor-elect, and incoming assistant governors and district
committees the opportunity to motivate club leadership teams and build their working
relationship. (November 2005 Mtg., Bd. Dec. 104)
Source: November 2005 Mtg., Bd. Dec. 104

23.010.2. District Assembly Participants
The participants in the district assembly shall be club presidents-elect and the members ofRotary clubs assigned by the club president-elect to serve in key leadership roles in theupcoming Rotary year. (February 2000 Mtg., Bd. Dec. 298)
Source: November 1999 Mtg., Bd. Dec. 218

23.010.3. District Assembly Components
The following components will be included in the district assembly for each functionalgroup participating in the training:
•
•
•
•
•
•
•
•
•

RI theme
Roles and responsibilities
Policies and procedures
Selecting and training your teamDeveloping annual and long-range plans
Resources
Case study exercise
Team building exercise: finalizing club goals
Problem solving exercise

The functional groups participating in the training include• Club administration• Club public relations• Membership

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•
•
•
•
•

123

Service projects
The Rotary Foundation
Secretary
Treasurer
President-elect (Note: Presidents-elect will focus on public speaking and motivating
Rotarians so as not to repeat the training they receive at PETS.) (November 2005
Mtg., Bd. Dec. 104)

Source: November 1999 Mtg., Bd. Dec. 218; Amended by November 2005 Mtg., Bd. Dec. 104

23.010.4. District Assembly Time Frame
The district assembly should consist of a one full-day seminar preferably to be held
during the month of April or May. (November 2007 Mtg., Bd. Dec. 113)
Source: November 1999 Mtg., Bd. Dec. 218; Amended by November 2001 Mtg., Bd. Dec. 45; May 2003 Mtg., Bd. Dec. 325;
November 2007 Mtg., Bd. Dec. 113

23.010.5. District Assembly Leaders
The governor-elect is responsible for the overall program of the district assembly. The
district trainer is responsible for planning and conducting the assembly. The district
chairs related to the functional areas are responsible for leading the related breakout
sessions. For the presidents-elect sessions, past governors and assistant governors
should be used as appropriate. (February 2000 Mtg., Bd. Dec. 298)
Source: November 1999 Mtg., Bd. Dec. 218

23.010.6. Attendance at District Assemblya) Members of Rotary clubs assigned by the club president-elect to serve in key leadershiproles in the upcoming Rotary year, before accepting office, should be required by theirrespective clubs to pledge themselves to attend the district assembly. (November 2004
Mtg., Bd. Dec. 58)
Source: January 1964 Mtg., Bd. Dec. 99; November 1999 Mtg., Bd. Dec. 218; November 2004 Mtg., Bd. Dec. 58b) Each club shall adopt a policy of paying the expenses of the president-elect to the
district assembly without diminishing the importance of other designated participants in the
district assembly. (November 2004 Mtg., Bd. Dec. 58)
Source: January 1970 Mtg., Bd. Dec. E-13; November 1999 Mtg., Bd. Dec. 218; November 2004 Mtg., Bd. Dec. 58

23.010.7. Scheduling of District Assembly
Where circumstances require, if the district conference is held during April, consideration
may be given to holding the district assembly and the district conference as consecutive
meetings, provided that, in any such scheduling of the meetings the district conference isheld as the second such meeting. Such consecutive meetings should be scheduled without
reducing the time required for each such meeting and with due regard for the essential
features of each. (February 2000 Mtg., Bd. Dec. 298)
Source: October 1998 Mtg., Bd. Dec. 126. Amended by November 1999 Mtg., Bd. Dec. 218

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124

23.020. Presidents-elect Training Seminars (PETS)
23.020.1. Guidelines for PETS
The Board has established the following guidelines for PETS and encourages governorselect to adhere to the PETS program content recommended by the Board. (February 2000
Mtg., Bd. Dec. 298)
Source: July 1997 Mtg., Bd. Dec. 59. Amended by November 1999 Mtg., Bd. Dec. 218

23.020.2. Purpose of PETS
The purpose of the presidents-elect training seminar (PETS) is to• Prepare incoming club presidents for their year as president• Give district governors-elect and incoming assistant governors the opportunity tomotivate incoming presidents and build their working relationship. (November 2005 Mtg.,
Bd. Dec. 104)
Source: November 2005 Mtg., Bd. Dec. 104

23.020.3. Program of PETS
To achieve the stated purpose of the program, the following components will be includedin the presidents-elect training seminar:• RI theme• Role and responsibilities of club president• Goal setting• Selecting and preparing club leaders• Club administration• Membership• Service projects• The Rotary Foundation• Public relations• Resources• Annual and long-range planning(November 2005 Mtg., Bd. Dec. 104)
Source: November 1999 Mtg., Bd. Dec. 218; Amended by November 2005 Mtg., Bd. Dec. 104

23.020.4. Participants
All club presidents-elect in the district shall attend the PETS as required by Article 10,
Section 5 of the Standard Rotary Club Constitution. Other participants should include thegovernor-elect, assistant governors, and the district trainer.
Assistant governors shall assist the governor-elect with team building among thepresidents-elect to whose clubs they are assigned, the governor-elect, and themselves.
The district trainer shall work with the governor-elect in developing training materials andconducting the training session for the PETS Seminar Leadership Team. (November 2004
Mtg., Bd. Dec. 59)
Source: July 1997 Mtg., Bd. Dec. 59; November 1999 Mtg., Bd. Dec. 218; November 2004 Mtg., Bd. Dec. 58

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23.020.5. PETS Leaders
The governor-elect is responsible for the PETS. The district trainer is responsible forplanning and conducting the Seminar under the direction and supervision of thegovernor-elect. The Seminar leadership team consists of qualified past governors anddistrict committee chairs.
Governors-elect are encouraged to utilize the members of the district Rotary Foundationcommittee in developing and delivering Foundation topics in appropriate sessions.
(February 2002 Mtg., Bd. Dec. 164)
Source: November 1999 Mtg., Bd. Dec. 218; November 2001 Mtg., Bd. Dec. 43

23.020.6. PETS Time Frame
PETS should consist of a minimum of a one and a half day seminar preferably to be held
during the month of March. (November 2007 Mtg., Bd. Dec. 113)
Source: November 1999 Mtg., Bd. Dec. 218; Amended by November 2004 Mtg., Bd. Dec. 58; November 2007 Mtg., Bd. Dec. 113

23.020.7. Multidistrict PETS Guidelines
Multidistrict PETS organizations are exempt from Rotary Code of Policies Section
16.010. Multidistrict Guidelines. Rather, they are to be governed by these Multidistrict
PETS Guidelines. Multidistrict PETS organizations are to develop and maintain
operating guidelines, in accordance with the Multidistrict PETS Guidelines, that has been
approved by all districts involved.
A. Program
For governors-elect conducting multidistrict PETS, at least three hours of the program
must be allocated to meetings between governors-elect and their incoming clubpresidents, with assistant governors, if applicable.
B. Administration
The governors-elect are responsible for developing and approving the final program andselecting the training leaders and plenary speakers. The district trainer, or a designee
selected or approved by the governor-elect, is responsible for planning and conducting
the training at the seminar.
The governors-elect involved in a multidistrict PETS are responsible for ensuring thatpolicies and procedures exist to appropriately administer all funds collected for themultidistrict PETS. The governors-elect shall also be responsible for ensuring that anaudited financial statement of multidistrict PETS finances is prepared.
Any participating district that seeks to terminate its participation in a multidistrict PETS
must secure the approval of two-thirds of the clubs in the district to withdraw. The
governor-elect shall notify the general secretary and the governors-elect of the other
districts concerned of its decision within 60 days prior to the date of termination.

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C. Transition to Multidistrict Format
Governors-elect shall initially conduct a multidistrict PETS only after approval of twothirds of the clubs in the district. The multidistrict PETS shall be undertaken only after
the governors have jointly secured in advance the authorization of the general secretary,acting on behalf of the Board. (November 2004 Mtg., Bd. Dec. 58)
Source: July 1997 Mtg., Bd. Dec. 59; Amended by February 2003 Mtg., Bd. Dec. 283; June 2004 Mtg., Bd. Dec. 279; November
2004 Mtg., Bd. Dec. 58. Affirmed by November 2002 Mtg., Bd. Dec. 142

23.020.8. Administration of PETS
All PETS, whether single or multidistrict, shall be under the direct authority and controlof the governors-elect in cooperation with governors in order to foster unity and promote
communication among the district leadership team. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1996 Mtg., Bd. Dec. 304

23.020.9. Form of Incorporation of Multidistrict PETS
In instances where multidistrict PETS are incorporated, the members of the corporation
should be the governors-elect of the districts involved or their appointees. The board of
directors of any such incorporated activity should be elected by the members of thecorporation. Corporate structures not in harmony with these provisions will generally beconsidered as not in conformance with RI policy regarding supervision of multidistrict
PETS by the governors-elect, unless evidence to the contrary is presented at the time thatsuch projects apply for approval by the Board. (November 2004 Mtg., Bd. Dec. 58)
Source: May 1986 Mtg., Bd. Dec. 279; Amended by November 2004 Mtg., Bd. Dec. 58. See also May-June 1988 Mtg., Bd. Dec.
356

Cross References
16.030.

Use of Name “Rotary,” Rotary Emblem or other Rotary Marks in Multidistrict
Activities
17.030.3. District Training Committee: Training at PETS
34.030.7. Education of Rotarians Regarding RI's Licensing System

23.030. District Leadership Seminar
23.030.1. Purpose of the District Leadership Seminar
The purpose of the district leadership seminar is to motivate Rotarians in the district toserve Rotary beyond the club level. (November 2005 Mtg., Bd. Dec. 104)
Source: November 1999 Mtg., Bd. Dec. 218; Amended by November 2004 Mtg., Bd. Dec. 59; November 2005 Mtg., Bd. Dec. 104

23.030.2. Participants in the District Leadership Seminar
Interested Rotarians who have served as club president, or have served for three or more
years in a leadership role in the club may participate in the District Leadership Seminar.
(February 2000 Mtg., Bd. Dec. 298)
Source: November 1999 Mtg., Bd. Dec. 218

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127

23.030.3. District Leadership Seminar Components
To achieve the stated purpose of the program, the following components will be includedin the district leadership seminar:
•
•
•
•
•

Leadership and motivational skills
International service projects
District meetings
Program electives
Leadership opportunities (November 2005 Mtg., Bd. Dec. 104)

Source: November 1999 Mtg., Bd. Dec. 218; Amended by November 2005 Mtg., Bd. Dec. 104

23.030.4. District Leadership Seminar Time Frame
One full day District Leadership Seminar should be held immediately prior to or after the
district conference. (November 2007 Mtg., Bd. Dec. 113)
Source: November 1999 Mtg., Bd. Dec. 218; Amended by November 2007 Mtg., Bd. Dec. 113

23.030.5. District Leadership Seminar Leaders
The governor is responsible for the overall program of the District Leadership Seminar.
The district trainer is responsible for planning and conducting the Seminar. The Seminarleadership team shall include qualified past governors appointed by the governor.
(November 2004 Mtg., Bd. Dec. 59)
Source: November 1999 Mtg., Bd. Dec. 218; Amended by November 2004 Mtg., Bd. Dec. 59

23.040. District Team Training Seminar
23.040.1. District Team Training Seminar Purpose
The purpose of the district team training seminar is to• Prepare incoming assistant governors and incoming district committee members andchairs for their year in office• Give district governors-elect the opportunity to motivate and build their districtleadership team to support clubs. (November 2005 Mtg., Bd. Dec. 104)
Source: November 2005 Mtg., Bd. Dec. 104

23.040.2. District Team Training Seminar ParticipantsParticipants in the District Team Training Seminar shall include Rotarians appointed by
the governor-elect to serve as assistant governors, and as district committee chairs andmembers in the next Rotary year. (February 2000 Mtg., Bd. Dec. 298)
Source: November 1999 Mtg., Bd. Dec. 218

23.040.3. District Team Training Seminar Components
To achieve the stated purpose of the program, the following components will be includedin the district team training seminar:Rotary Code of Policies
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•
•
•
•
•
•
•

128

RI theme
District administrationRole and responsibilities
Working with your clubs under the Club Leadership Plan
Resources
Annual and long-range planning
Communication (November 2005 Mtg., Bd. Dec. 104)

Source: November 1999 Mtg., Bd. Dec. 218; Amended by November 2005 Mtg., Bd. Dec. 104

23.040.4. District Team Training Seminar Time Frame
One full-day District Team Training Seminar should be held during the month ofFebruary. (November 2007 Mtg., Bd. Dec. 113)
Source: November 1999 Mtg., Bd. Dec. 218; Amended by November 2007 Mtg., Bd. Dec. 113

23.040.5. District Team Training Seminar Leaders
The governor-elect is responsible for the overall program of the District Team Training
Seminar. The district trainer is responsible for planning and conducting the Seminar.
The Seminar leadership team shall include qualified past governors. (November 2004
Mtg., Bd. Dec. 59)
Source: November 1999 Mtg., Bd. Dec. 218; Amended by November 2004 Mtg., Bd. Dec. 59

23.040.6. District Team Training Seminar — Preliminary Training
In order to help assistant governors and district committee members gain the most benefit
from their participation in the district team training seminar, as well as to establish contact
between incoming assistant governors, district chairs, and the RI Secretariat, RI will
annually distribute an orientation kit to assistant governors and district committee chairs.
(February 2001 Mtg., Bd. Dec. 261)
Source: February 1999, Dec. 214, Appendix I

23.050. District Membership Seminars
23.050.1. District Membership Seminar Purpose
The purpose of the district membership seminar is to prepare club and district leaders to
support membership activities at the club and district levels. (November 2005 Mtg., Bd.
Dec. 104)
Source: November 2005 Mtg., Bd. Dec. 104

23.050.2. District Membership Seminar ParticipantsParticipants in the District Membership Seminar shall include club presidents, club-level
membership committee members, district membership development committee members,
district extension committee members, assistant governors, and all interested Rotarians.
(July 2002 Mtg., Bd. Dec. 26)
Source: July 2002 Mtg., Bd. Dec. 26

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23.050.3. District Membership Seminar Components
To achieve the stated purpose of the program, the following components will be includedin the district membership seminar:• Membership overview• Retention• Recruitment• Organizing new clubs• Roles and responsibilities• Resources (November 2005 Mtg., Bd. Dec. 104)
Source: July 2002 Mtg., Bd. Dec. 26; Amended by November 2005 Mtg., Bd. Dec. 104

23.050.4. District Membership Seminar Time Frame
One half to one full-day District Membership Seminar should be held annually,
preferably following the district assembly. (November 2007 Mtg., Bd. Dec. 113)
Source: July 2002 Mtg., Bd. Dec. 26; Amended by November 2004 Mtg., Bd. Dec. 59; June 2005 Mtg., Bd. Dec. 316; November 2007
Mtg., Bd. Dec. 113

23.050.5. District Membership Seminar Leaders
The governor is responsible for the overall program. The district membershipdevelopment committee is responsible for planning and conducting the seminar in
consultation with the governor and the district trainer. The seminar leadership teamconsists of qualified past district governors and/or those Rotarians active and successful
in membership development activities. Consideration should be given to involving theregional Rotary International membership coordinator. (January 2008 Mtg., Bd. Dec.
142)
Source: July 2002 Mtg., Bd. Dec. 26; Amended by November 2002 Mtg., Bd. Dec. 55; November 2007 Mtg., Bd. Dec. 90

Note: The above guidelines are provided for a stand-alone district membership seminar.
Some districts may wish to conduct the district membership seminar in conjunction withanother Rotary training meeting, such as the district assembly. If this is the case, theapproval of the governor-elect (or convener of the meeting) is required.

Cross References
11.040.6.

Guidelines for Rotary Clubs, Rotary Districts and Other Rotary Entities forSponsorship, and Cooperative Relationship PurposesRotary Code of Policies
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CHAPTER IVADMINISTRATION
Articles
26. Rotary International
27. RI President
28. RI Board of Directors
29. Other Current and Past Officers of RI
30. RI Committees
31. RI General Secretary
32. RI Secretariat
33. Rotary Marks
34. Licensing
35. Joint RI and TRF Policy on Relationships with Other Organizations
36. RI Guidelines for Sponsorship and Cooperation
37. Territorial, Regional, and Sectional Groupings

Article 26. Rotary International

26.010. Mission of RI
26.020. The Object of Rotary
26.030. RI Administration
26.040. RI and Politics
26.050. RI and Religion
26.060. Rotary’s Dream for the Future
26.070. Rotary Coordinators
26.080. RI Anthem
26.090. RI Protocol
26.100. Election Guidelines and Campaigning
26.110. Election Complaint Procedures
26.120. RI Collection and Use of Personal Membership Data
26.130. Membership Statistics
26.140. RI Privacy Statement
26.150. Mediation and Arbitration Guidelines

26.010. Mission of Rotary International
We provide service to others, promote integrity, and advance world understanding, goodwill, andpeace through our fellowship of business, professional, and community leaders. (November
2009 Mtg., Bd. Dec. 42)
Source: June 2007 Mtg., Bd. Dec. 228; Amended by November 2009 Mtg., Bd. Dec. 42

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13126.010.1. Priorities and Goals for the RI Strategic Plan
1. Eradicate Polio
2. Advance the international recognition and public image of RI
3. Increase Rotary’s capacity to provide service to others
4. Expand membership globally
5. Revitalize the advantage of Rotary’s unique vocational basis
6. Optimize the leadership talents within RI
7. Fully implement the strategic planning process to ensure continuity and consistency
throughout the organization (June 2008 Mtg., Bd. Dec. 227)
Source: November 2002 Mtg., Bd. Dec. 63; Amended by June 2007 Mtg., Bd. Dec. 228

26.010.2. Rotary International Vision Statement
We will be the service organization of choice with dynamic, action-oriented clubs whose
contributions improve lives in communities worldwide. (November 2009 Mtg., Bd. Dec.
42)
Source: November 2009 Mtg., Bd. Dec. 42

26.020. The Object of Rotary
The four explanatory statements in the “Object of Rotary” (RIC Art. IV) are of great and equalsignificance and they are actions that must be taken simultaneously. (June 1998 Mtg., Bd. Dec.
348)
Source: November 1996 Mtg., Bd. Dec. 62

26.030. RI Administration
The administration of RI is important only in so far as it advances the Object of Rotary throughthe application of the ideal of service by member clubs and individual Rotarians.
A fundamental principle underlying the administration of RI is the substantial autonomy of themember clubs.
The constitutional and procedural restrictions on the administration are kept to a minimum
necessary to preserve the fundamental and unique features of Rotary. Within that provision thereis the maximum flexibility in interpretation and implementation of RI policy, especially at the
local level.
The advancement of the ideal of international understanding, good will, and peace throughRotary requires general recognition of the vital importance of preserving and promoting theinternational fellowship of member clubs throughout the world, based not upon the grouping ofclubs in national and multinational areas, but upon the direct relationship and common
responsibility of the member clubs to RI. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1963 Mtg., Bd. Dec. 90

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26.040. RI and Politics
Because its world-wide membership includes persons of many facets of political opinion, no
corporate action or corporate expression of opinion shall be taken or given by RotaryInternational on political subjects. However, freedom of speech and freedom of association are
essential for the healthy development of Rotary in any given country. (November 2005 Mtg., Bd.
Dec. 99)
Source: November 1964 Mtg., Bd. Dec. 89; November 2005 Mtg., Bd. Dec. 99

26.050. RI and Religion
Rotary is a secular organization whose membership includes persons of all faiths, religions, andbeliefs. (November 2007 Mtg., Bd. Dec. 49)
Source: November 2007 Mtg., Bd. Dec. 49

26.060. Rotary’s Dream for the Future
The Board has adopted the following 18-point document Rotary’s Dream for the Future.
1. HEALTH CARE - ROTARY FOR A HEALTHY WORLD• Rotary clubs and districts are encouraged to undertake projects which will improve andenhance the health and lives of people of the world in projects related to preventable andcontrollable diseases and health issues.
2. DISASTER RELIEF• Rotary clubs are encouraged to expand their unique role in providing rapid response
relief to those people and communities involved in large scale disasters, using techniquessuch as Rotary identified “emergency boxes and aqua boxes”; the worldwide network of
Rotary clubs; and the resources of the RI Web site;• Rotary International is encouraged to seek assistance at the highest levels of the United
Nations to encourage national governments to permit the timely processing andtransportation of disaster relief goods and supplies to areas needing emergency
humanitarian aid without delays of customs fees or other official policies.
3. HUNGER• Rotary clubs are encouraged to be the actively involved in helping people become selfsufficient in food and preventing food waste.
4. CLEAN WATER FOR EVERY COMMUNITY• Rotary clubs are encouraged to commit to “Clean Water for Every Community” throughprojects which address the specific water needs of each community.
5. CHILDREN – CARE AND EDUCATION• Rotary clubs are encouraged to commit to projects that directly implement the Rights ofChildren, so that all children have opportunities for basic education, health, food, andgrowth to meaningful adulthood;Rotary Code of Policies
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Both Rotary International and The Rotary Foundation are encouraged to have a specificfocus on providing children of the world with access to primary education;
A Children’s Trust should be established within the Permanent Fund to attract financial
contributions to support future projects meeting the fundamental needs of children
worldwide;
Rotary clubs are encouraged to reach out to orphaned and abandoned children byencouraging their adoption and providing for their needs.

6. THE ENVIRONMENT AND ENERGY SOURCES• Rotary clubs are encouraged to continue their focus on environmental concerns.
7. USE OF TELECOMMUNICATIONS AND NEW TECHNOLOGY• Rotary clubs and Rotary International are encouraged to increase their use of newtechnologies;• RI World Headquarters should establish a center to support global communications between clubs and districts during conferences, conventions, institutes and training activities.
8. YOUTH AND YOUNG PEOPLE• Rotary clubs are encouraged to develop programs for the benefit of young people.
9. PEACE, GOODWILL AND UNDERSTANDING• Rotary clubs around the world are strongly encouraged to foster peace throughinternational friendships and humanitarian service, thus reaffirming the Object of Rotary.
10. ENHANCING ROTARY CLUB MEETINGS• Rotary clubs around the world should seek new vitality through• more interesting formats;• the elimination of outdated formalities and procedures;• greater membership participation;• creative programs and discussions to regenerate and improve interest in Rotary clubmeetings among the younger generation;• positive training programs for club leaders to offer revitalized weekly club operations;• inclusion of Rotary information in weekly meetings;• enhancing the image of club presidents as important Rotary leaders;• requiring all club presidents to attend president-elect’s training as a condition for holding
the office.
11. ROTARY CLUB MEMBERSHIP OPTIONS• Types of membership in Rotary should be simplified and creative new options formembership should be developed.
12. THE COUNCIL ON LEGISLATION• Conveners of Rotary institutes in the year prior to a Council on Legislation should berequested to include a program of training for Council representatives to ensure that all
representatives fully understand the rights and responsibilities of a Council representative,
the Council’s policies and procedures, and the importance of change to the future successof Rotary.

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13. PUBLIC IMAGE OF ROTARY• Rotary clubs are encouraged to insure that their projects and programs in the community
are of sufficient quality that they would command the attention of the community;• Rotary International should take every opportunity to portray Rotary’s image to the public.
14. INVOLVEMENT OF WOMEN ROTARIANS• Women Rotarians should receive the full, international acceptance in an environment
which supports the dignity, respect and opportunities afforded to all Rotarians.
15. ROTARY VOLUNTEERS• The benefits of The Rotary Foundation should be expanded to provide opportunities for
Rotary Volunteers to use their talents and experience in both short (10 days) and long(one month to 2 years) through- special consideration of grant applications which utilize Rotary Volunteers;- a Rotary International system to seek out both volunteers and volunteer opportunities toarrange for successful volunteer matches.
16. ANNUAL PROGRAMS FUND FOR THE ROTARY FOUNDATION• All Rotarians should be encouraged to make a voluntary financial contribution of $100
per capita to The Rotary Foundation each and every year with a goal of total annual
support to the Annual Programs Fund to reach US$100 million by the year 2005.
17. THE PERMANENT FUND OF THE ROTARY FOUNDATION• A target of building the Permanent Fund to at least US$ 1 billion by the year 2025
should be established, and preparations should be made to take the necessary steps toreach this target which will enable Rotary to achieve new heights of service;• Fund development capabilities of Rotary International and its Foundation should be
expanded to maximize its fund raising potential to serve Rotary’s long term interests.
18. MEMBERSHIP• A dynamic five-year action plan should be implemented beginning in the year 2000 toretain and expand Rotary’s membership to assure Rotary International remains avigorous, energetic service organization. (June 2004 Mtg., Bd. Dec. 236)
Source: November 1999 Mtg., Bd. Dec. 179; Amended by November 2002 Mtg., Bd. Dec. 96; June 2004 Mtg., Bd. Dec. 236

26.070. Rotary Coordinators
26.070.1. Purpose
The purpose of the Rotary Coordinators is to provide enhanced information andassistance from RI to the clubs and districts. They are to serve as trainers, motivators,
coaches, counselors, and resource persons for the club and district leaders in theirassigned regions. They also are to be available for assistance at Rotary institutes, GETS,
and other zone level meetings. (November 2009 Mtg., Bd. Dec. 79)
Source: November 2009 Mtg., Bd. Dec. 79

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26.070.2. Functions
The Rotary Coordinators are to be trained and knowledgeable in all aspects of RI, andthey are to perform the following functions through the planning and conducting of
district and regional seminars and workshops with the assistance and support of districtleaders:
1) Inform and motivate Rotarians about RI programs2) Improve both clubs and districts by the sharing of best practices and other practicalinformation and motivation for club and district leadership
3) Produce membership growth through stronger and more effective clubs
The Rotary Coordinators also will serve as an important source of RI information forclubs and districts and as a vital link between the Secretariat and the Rotarians in theirassigned regions.
The Rotary Coordinators also will confer and communicate with district leaders on aregular basis and coordinate the flow of information to districts and clubs from Rotarygroups that are not in the normal chain of communications between RI, districts, andclubs.
The Rotary Coordinators also will confer and cooperate with the RI director and the
RRFC for their assigned regions with the goal of enhancing both RI and TRF through thestrengthening of clubs and districts. (November 2009 Mtg., Bd. Dec. 79)
Source: November 2009 Mtg., Bd. Dec. 79

26.070.3. Number and Regions
The Rotary Coordinators are to be 41 highly talented Rotarians who serve as RI
representatives to the districts in their respective regions with at least one such
representative in each of the 34 Rotary zones. Their assigned regions are to be aligned
and congruent with the 41 regions assigned to the Regional Rotary Foundation
Coordinators by the Trustees. (November 2009 Mtg., Bd. Dec. 79)
Source: November 2009 Mtg., Bd. Dec. 79

26.080. RI Anthem
An arrangement from the “march” of the Overture to “Egmont” by Ludwig van Beethoven is theofficial Rotary anthem that can be played at appropriate occasions, such as flag ceremonies.
(February 2000 Mtg., Bd. Dec. 298)
Source: November 1999 Mtg., Bd. Dec. 222; February 2004 Mtg., Bd. Dec. 209

26.090. RI Protocol
The following order of protocol shall be used to introduce, present and seat all current, past, andfuture officers of RI and its Foundation, committee members, and their spouses at all RI
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President (or President’s representative)
President-electVice-President
Treasurer
Other Directors
Past Presidents (in order of seniority)
Trustee Chairman
Trustee Chairman-electTrustee Vice-Chairman
Other Trustees
President, Immediate Past President, Vice-President, Honorary Treasurer of RIBI
General Secretary
President-nominee
Past RI Vice Presidents or Past Directors (in order of seniority)
Past Trustees (in order of seniority)
Past General Secretaries (in order of seniority)
Directors-electDistrict Governors
RI and TRF Committees, Advisors, Representatives, Training Leaders and Resource Groups(including RRIMCs and RRFCs)
Directors-nominee
Past Governors (in order of seniority)
Incoming Trustees
Governors-electAt Rotary functions, officers should be addressed according to protocol only once. The current
order of protocol places current officers and committee members above past and incoming
positions. The Rotarians’ current position shall take precedence over past positions; past
positions shall take precedence over future positions; individuals holding more than one position
shall be ranked by the highest office; accompanying spouses have the same rank.
At the international convention, international assembly and council on legislation, the president
and appropriate committee will use the official protocol as a guide but may make alterations as
deemed necessary by the physical constraints of the space and the program itself. At theconvention reserved seating will not be provided for district governors, governors-elect, past
governors, RI and TRF committees, Advisors, Representatives, Training Leaders and Resource
Groups (including RRIMCs and RRFCs) as a group. As an operational aspect, reserved seating
for the voting delegates will be provided for delegates only during the business session at theconvention.
At the International Assembly, district governors-elect will be seated in the sections closest to
the presenter, accommodating all governors-elect before other official participants are seated.
The president-elect has the authority to make appropriate operational changes to assembly
seating assignments as needed and deemed appropriate.
At the Council on Legislation, the delegates will be seated in the sections closest to the presenter,accommodating all delegates before other official participants are seated. The Council chair has
the authority to make appropriate operational changes to the council seating assignments asneeded and deemed appropriate.

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The governor shall plan, promote, and preside at all official district meetings except as otherwise
expressly provided.
After the required order of protocol above, the following order of protocol is recommended andshould be modified to fit local customs and practice:Regional and zone-level committees members
Assistant governors
District secretary/treasurer
District committee members
Club presidents
Club presidents-electClub vice-president
Club secretaryClub treasurer
Club sergeant-at-arms
Other club board members
Club committee chairs
Past assistant governors
Rotarians
TRF alumni
Rotarian’s families
At district meetings, Rotarians visiting from a foreign country may be placed before local
Rotarians of the same rank, as a courtesy toward guests.
High-ranking non-Rotarians may be given precedence in ranking according to local custom.
Clubs and districts are encouraged to advise guests if protocol places Rotarians before nonRotarians. (November 2007 Mtg., Bd. Dec. 87)
Source: July 1995 Mtg., Bd. Dec. 23; Amended by May 2000 Mtg., Bd. Dec. 412; November 2005 Mtg., Bd. Dec. 103; February 2006 Mtg., Bd.
Dec. 133; November 2007 Mtg., Bd. Dec. 32; November 2007 Mtg., Bd. Dec. 48; November 2007 Mtg., Bd. Dec. 87

26.100. Election Guidelines and Campaigning
26.100.1. Board Approved Statement of Guidelines
A single statement of guidelines for RI elections should apply to the entire Rotary world.
All candidates for elective office should be advised in writing of the RI election policies
and procedures by the person responsible for administering the election. (November
2001 Mtg., Bd. Dec. 45)
Source: November 1990 Mtg., Bd. Dec. 80; June 2001 Mtg., Bd. Dec. 325

26.100.2. Official Report of Nominating Committee
After confidential discussion in committee, all nominating committees for RI offices,
including nominating committees for governor, shall state in writing on official reports to
the general secretary that the selected nominee, to the best of the committee’s knowledge,
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RI Bylaws. The report of all nominating committees shall also contain the names andsignatures of all committee members in attendance. Such report should be forwarded to
the general secretary along with the name of the nominee of the committee. (June 2001
Mtg., Bd. Dec. 325)
Source: November 1990 Mtg., Bd. Dec. 80; Amended by June 2001 Mtg., Bd. Dec. 325

26.100.3. Balloting Procedures for Selection of Directors-nominee
Ballots sent to clubs to select Directors-nominee shall be accompanied by returnenvelopes, pre-addressed to the balloting committee, with instructions that the ballot must
be returned in the pre-addressed envelope.
Ballots returned in the pre-addressed envelopes shall be delivered unopened for safekeeping to a member of the staff as designated by the general secretary. With theapproval of and at the instruction of the chair of the balloting committee, the generalsecretary may open the envelopes before the committee’s meeting in order to sort ballots
and verify the number of votes to which clubs are entitled, without tabulating the votes,
and taking all necessary steps to safeguard the confidentiality of ballots. Ballots for
directors-nominee cannot be duplicated and only returned original ballots shall becounted. (June 2008 Mtg., Bd. Dec. 227)
Source: November 1979 Mtg., Bd. Dec. 96; February 1981 Mtg., Bd. Dec. 264; November 1990 Mtg., Bd. Dec. 80; Amended byJune 2004 Mtg., Bd. Dec. 236; June 2008 Mtg., Bd. Dec. 227

26.100.4. Announcement of Nominations and Elections
Members of RI nominating committees shall refrain from issuing independent statements
announcing the committee’s nomination without the prior authorization of the Board,
pursuant to RI bylaws section 10.060. Editors of the Rotary World Magazine Press shallensure that all articles and announcements of Rotary nominations and elections
accurately reflect the Rotary election process, including the opportunity to challenge.
(October 2003 Mtg., Bd. Dec. 41)
Source: May 2003 Mtg., Bd. Dec. 362

26.100.5. Rules Regarding Campaigning, Canvassing and Electioneering
It is a fundamental principle in Rotary that the best qualified candidate should be selected
for service in Rotary’s elective offices. Therefore, any effort to influence the selection
process in a positive or negative manner by campaigning, canvassing, electioneering orotherwise is prohibited under the RI Bylaws.
The following rules shall be followed concerning campaigning, canvassing andelectioneering for any Rotarian considering election to the office of president, director,
Governor, or representative to the Council on Legislation, or the nominating committee
for any such office. These rules are designed to ensure that the best qualified candidate is
selected for office:1) Rotarians should at all times conform to the prohibitions of the RI Bylaws concerning
campaigning, canvassing or electioneering. All Rotarians should observe both the letterand the spirit of the bylaws and refrain from any activity whose purpose or effect is toinfluence others by promoting or soliciting support for a candidate’s or anotherRotary Code of Policies
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Rotarian’s candidacy. Such activity is repugnant to the spirit of the bylaws and theprinciples of Rotary and will be grounds for disqualification of a candidate.
2) Campaigning, canvassing or electioneering is any action seeking to promote, attack,support, or oppose a candidate, either directly or indirectly, in any medium, including, but
not limited to, any action seeking votes, requesting support in a forthcoming election,
distribution of literature or promotional materials or other overt actions intended topromote one’s candidacy for an elected Rotary office.
3) The periods of candidacy for elective office begin when individual Rotarians begin togive serious consideration to submitting their names for a position covered by the RI
rules for nominations and elections. Commencing at that time, candidates should beparticularly careful to avoid any actions designed to publicize their names orachievements, to call attention to the applicable nominations or elections, or to givecandidates an unfair advantage over other candidates for the same position.
4) The normal performance of duly-assigned Rotary activities would not be considered
to be a violation of the policies related to campaigning, canvassing or electioneering.
5) Should a candidate become aware of any campaigning or electioneering activities
which are undertaken on the candidate’s behalf, the candidate shall immediately and inwriting express disapproval to all concerned and instruct them to terminate such activity.
6) Contacting clubs to inform them to request their concurrence for a proposed challenge
or election complaint is not prohibited provided that such contact is limited to theexchange of factual information. (February 2007 Mtg., Bd. Dec. 149)
Source: March 1993 Mtg., Bd. Dec. 135, App. E; Amended by June 2001 Mtg., Bd. Dec. 325; February 2007 Mtg., Bd. Dec. 149

26.110. Election Complaint Procedures
The following procedures for review of RI elections shall be followed whenever a complaint ismade and filed in accordance with the applicable sections of the RI Bylaws:
26.110.1. Advising the Parties of a Complaint
After receiving any election complaint, the general secretary shall inform the party inquestion of the allegation, request a written response with documentation by a certain
date, and notify the parties of the proper procedure to be followed. (June 2001 Mtg., Bd.
Dec. 326)
Source: March 1992 Mtg., Bd. Dec. 183. Amended by November 1995 Mtg., Bd. Dec. 81; February 1996 Mtg., Bd. Dec. 174; June
2001 Mtg., Bd. Dec. 326

26.110.2. Methods of Resolution
The president, or the general secretary acting on the president’s behalf, shall resolve anelection dispute in the following situations:a) there has been a misunderstanding about the requirements of the relevant
constitutional documents;

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140b) information has been received and certified by the general secretary that a candidate
has appealed to a "non-Rotary agency" prior to completing the RI election review
procedures. In such instances the president shall, in accordance with RI Bylaws
10.060.5. and on behalf of the Board, send a “show-cause” letter by priority mail to thecandidate requesting information within 15 days indicating that the lawsuit was not filed
on his behalf. Upon the candidate’s failure to provide adequate evidence that the action
was not taken on the candidate’s behalf, the President, on behalf of the Board, shall notify
the candidate that he or she is disqualified for the election in question, without referral to
the RI election review committee. The president shall also notify the executive
committee of any action taken pursuant to this subsection.
In all other situations, the president shall, in consultation with the chair of the election
review committee, select three members of that committee (one of whom shall comefrom the area of the complaint and one of whom shall be designated as convener) to serve
as a panel to evaluate the complaint. Any member of the committee, however, may
disqualify himself or herself from considering a particular complaint, even if this meansthat there cannot be a member on the panel from the area concerned. Any vacancy on thepanel shall be filled in the same manner. The election complaint will be administered inaccordance with the procedures set forth below. (June 2008 Mtg., Bd. Dec. 239)
Source: March 1992 Mtg., Bd. Dec. 183. Amended by November 1995 Mtg., Bd. Dec. 81; June 1997 Mtg., Bd. Dec. 301; June
2001 Mtg., Bd. Dec. 326; July 2003 Mtg., Bd. Dec. 19; June 2008 Mtg., Bd. Dec. 239

26.110.3. Requirement for Cash BondAt the time a club files a complaint with the General Secretary, such club shall pay toRotary International a cash bond. If such complaint addresses a district level office, e.g.,
governor, council on legislation representative, member of a nominating committee forgovernor or director, the amount of the cash bond shall be US$1000. If such complaint
addresses the election of an individual to any other position, the amount of the cash bondshall be US$2,500. The General Secretary shall take no action with respect to any suchcomplaint until the cash bond is paid. No complaint shall be considered as received by
the General Secretary until the cash bond is paid. In the event that it is determined thatthe proper election procedures were followed and that no improper campaigning,
canvassing, or electioneering occurred, the cash bond shall be forfeited and retained by
Rotary International. Otherwise, the General Secretary shall cause the cash bond to berefunded without interest. (February 2007 Mtg., Bd. Dec. 149)
Source: August 1999 Mtg., Bd. Dec. 81; Amended by February 2007 Mtg., Bd. Dec. 149

26.110.4. Summary and Analysis of Complaint
The general secretary shall prepare and convey to the panel of the election review
committee a summary and analysis of the complaint (and response, if one has been
received by the set date), with copies of all documents submitted. Any document
submitted by the parties to the complaint may be made available to all parties uponrequest. (July 2003 Mtg., Bd. Dec. 19)
Source: March 1992 Mtg., Bd. Dec. 183. Amended by November 1995 Mtg., Bd. Dec. 81; February 1996 Mtg., Bd. Dec. 174;
June 1997 Mtg., Bd. Dec. 301; June 2001 Mtg., Bd. Dec. 326; July 2003 Mtg., Bd. Dec. 19

Rotary Code of Policies
June 201014126.110.5. Consideration of Bylaws, Board Decisions and Other Information
In considering a complaint, the panel of the election review committee shall take into
account the relevant RI Bylaws provisions and the policies established by the Board in
the interpretation and application of those Bylaws provisions. The committee may
request the general secretary to obtain additional evidence or information from thecomplainant, the candidate or any other concerned party. The committee may also, on
behalf of the Board, grant a waiver of any Board-imposed confidentiality requirements tothe extent it believes is necessary to ascertain additional information. (February 2007
Mtg., Bd. Dec. 149)
Source: March 1992 Mtg., Bd. Dec. 183; February 2007 Mtg., Bd. Dec. 149. Amended by November 1995 Mtg., Bd. Dec. 81;
February 1996 Mtg., Bd. Dec. 174; June 2001 Mtg., Bd. Dec. 326; July 2003 Mtg., Bd. Dec. 19

26.110.6. Review of Elections for President and Director
The panel of the election review committee shall evaluate a complaint bycorrespondence. However, should the election be for the general offices of president or
director, the president (or the general secretary acting on the president’s behalf) may,upon the recommendation of the committee and after consultation with the chair of theelection review committee, authorize a meeting of the panel at a time and place
determined by the general secretary. At such a meeting, the committee may grant apersonal appearance to any party directly concerned in the election under review, at thatparty’s expense. However, there shall be no disqualification of a candidate for election asa general officer of RI without there having been an opportunity offered to the candidate
to appear personally before the committee, at the candidate’s expense. (July 2003 Mtg.,
Bd. Dec. 19)
Source: March 1992 Mtg., Bd. Dec. 183. Amended by November 1995 Mtg., Bd. Dec. 81; February 1996 Mtg., Bd. Dec. 174;
June 2001 Mtg., Bd. Dec. 326; July 2003 Mtg., Bd. Dec. 19

26.110.7. Committee’s Report to Board
Based on its review of the available information, the panel of the election review
committee shall report to the Board its findings of fact, its conclusions andrecommendations and reasons therefor. Prior to making its recommendation to theBoard, the panel must reach a consensus. A copy of the report shall go to the chair of theelection review committee, if the chair is not a panel member. (July 2003 Mtg., Bd. Dec.
19)
Source: March 1992 Mtg., Bd. Dec. 183. Amended by November 1995 Mtg., Bd. Dec. 81; February 1996 Mtg., Bd. Dec. 174;
November 1997 Mtg., Bd. Dec. 126; May 2000 Mtg., Bd. Dec. 374; June 2001 Mtg., Bd. Dec. 326; July 2003 Mtg., Bd. Dec. 19

26.110.8. Board Options
After having received this report, the Board may take such action as permitted by theapplicable section of the RI Bylaws. (June 2001 Mtg., Bd. Dec. 326)
Source: March 1992 Mtg., Bd. Dec. 183. Amended by November 1995 Mtg., Bd. Dec. 81; February 1996 Mtg., Bd. Dec. 174;
June 2001 Mtg., Bd. Dec. 326

26.110.9. Board Consideration of Election Review Committee ReportElection complaints referred to the Board pursuant to Board policy shall be considered nolater than at the Board’s final meeting in the Rotary year in which the complaint is filed.
The Executive Committee is authorized to act on behalf of the Board to take any action

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June 2010142

permitted by RI bylaws section 10.060.3. with regard to complaints that cannot be
reviewed by the Board at its final meeting. The Executive Committee must reach its
decision prior to 15 September. (June 2002 Mtg., Bd. Dec. 245)
Source: February 2002 Mtg., Bd. Dec. 169

26.110.10. Report of Board Decision
The Board’s decision shall be reported to all parties concerned and to all members of theelection review committee. (June 1998 Mtg., Bd. Dec. 348)
Source: March 1992 Mtg., Bd. Dec. 183. Amended by November 1995 Mtg., Bd. Dec. 81; February 1996 Mtg., Bd. Dec. 174

26.110.11. Election Procedural Issues
In the event that the general secretary or president become aware of alleged irregularities
within the election process that require immediate resolution, but that are not the subjectof an election complaint, including, but not limited to, such matters as the certification of
votes by the district governor, the operational procedures utilized by a nominating
committee or balloting committee, such issues shall be directed to the chair of the RIElection Review Committee, or his or her designee, for examination and decision. Allsuch decisions made pursuant to this paragraph shall be reported to the Board at its next
meeting. (June 2007 Mtg., Bd. Dec. 265)
Source: June 2007 Mtg., Bd. Dec. 265

26.120. RI Collection and Use of Personal Membership Data
As part of its effort to assist clubs and districts and facilitate communication with Rotarians,
Rotary International collects personal information about Rotary club members to be used solely
for the purpose of conducting the following core business activities:• Billing• Supporting The Rotary Foundation• Identifying prospective candidates for presidential and Foundation appointments toconferences, RI and TRF committees, resource groups, and other assignments• Tracking membership trends, developing membership characteristics, producing demographic
analyses, and supporting membership retention• Identifying Rotarians who have specific language and/or professional skills• Providing information and updates to district chairs and others involved in RI programs andservice projects• Supporting The Rotarian and the regional magazines• Providing guidance to clubs and districts in their public relations efforts• Communicating key organizational messages and information to district leaders fordissemination at the club level• Facilitating convention and special event planning• Communicating information to Rotary clubs, districts and district leaders by officially licensed
vendors under RI's licensing system

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June 2010143

At the direction of the RI Board of Directors, RI may occasionally participate in special advertising
and/or marketing initiatives that involve the release of membership information. RI will notify
Rotarians about these initiatives and give them the opportunity to decline to participate. RotaryInternational may also disclose information as required by law or if pertinent to judicial or
governmental investigations. (November 2007 Mtg., Bd. Dec. 32)
Source: November 2002 Mtg., Bd. Dec. 64; October 2003 Mtg., Bd. Dec. 41; Amended by November 2007 Mtg., Bd. Dec. 32

26.130. Membership Statistics
The development and continuation of activities and programs addressing membership mustremain the association’s highest priority. The association and its clubs must remain focused on
all aspects of membership.
The general secretary shall:a. communicate a consistent membership figure to the media reflecting 1 July paid membershipto be calculated by 1 July semiannual reports returned by 30 September;b. use the 30 June membership figure as the basis for statistical and historical analysis;c. continue to develop all efforts with respect to membership retention, recognition, organizing
new clubs, communication, and training. (May 2003 Mtg., Bd. Dec. 324)
Source: February 2003 Mtg., Bd. Dec. 261

26.140. RI Privacy Statement
The Board has adopted an RI privacy statement. The general secretary is authorized to revise thestatement as circumstances require. The general secretary is requested to report revisions madeto the privacy statement to the Board at its fall meeting each year. (January 2008 Mtg., Bd. Dec.
142)
Source: November 2007 Mtg., Bd. Dec. 47

26.150. Mediation and Arbitration Guidelines
The Board interprets RI Bylaws section 24.010. to require that a request for mediation or
arbitration of a dispute must be received by the general secretary no later than 60 days after thedate of the occurrence of the dispute.
The Board interprets RI Bylaws article 24 to apply only to disputes that do not involve actions
taken by RI, a district or an RI officer pursuant to authority granted under the RI constitutional
documents, the Rotary Code of Policies, or the Rotary Foundation Code of Policies. (June 2008
Mtg., Bd. Dec. 227)
Source: January 2008 Mtg., Bd. Dec. 155

26.150.1. Mediation or Arbitration Requests
Any request for mediation or arbitration pursuant to Article 24 of the RI Bylaws must be
received by the general secretary no later than 60 days after the date of the occurrence ofthe dispute. Only disputes that do not involve the actions taken by RI, a district, or anRotary Code of Policies
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RI officer pursuant to authority granted under the RI constitutional documents, theRotary Code of Policies or The Rotary Foundation Code of Policies shall be eligible formediation or arbitration. After receiving a mediation request from one party, the generalsecretary shall inform the other party in question of the request and notify the parties ofthe proper procedure to be followed. (June 2008 Mtg., Bd. Dec. 242)
Source: June 2008 Mtg., Bd. Dec. 242

26.150.2. Methods of Resolution
Should one party refuse to agree to mediation, the dispute may be settled by arbitration
pursuant to section 24.040. of the RI Bylaws. Should all parties agree to mediation, they
may request the general secretary to appoint a mediator pursuant to section 24.030. of
the RI Bylaws. (June 2008 Mtg., Bd. Dec. 242)
Source: June 2008 Mtg., Bd. Dec. 242

26.150.3. Summary and Analysis of Complaint
Each party shall prepare and convey to the mediator and/or arbitrators a summary andanalysis of the dispute, with copies of all documents submitted. Any document
submitted by the parties to the dispute shall be made available to all parties. (June 2008
Mtg., Bd. Dec. 242)
Source: June 2008 Mtg., Bd. Dec. 242

26.150.4. Mediator and/or Arbitrators’ Report to Board
Based on its review of the available information, the mediator or arbitrators shall reportto the Board the findings of fact, decision and reasons therefor. (June 2008 Mtg., Bd.
Dec. 242)
Source: June 2008 Mtg., Bd. Dec. 242

26.150.5. Arbitration
Should mediation be unsuccessful or if mediation is refused by one or more of theparties, the dispute may be settled by arbitration. Each party shall appoint an arbitrator
and the arbitrators shall appoint an umpire. The arbitrators and umpire must be
Rotarians. (June 2008 Mtg., Bd. Dec. 242)
Source: June 2008 Mtg., Bd. Dec. 242

26.150.6. Delegation of Authority
The board delegates authority to the general secretary to act on its behalf regarding thesetting of dates for mediation and/or arbitration and on any matter pertaining to theprocedure for mediation and arbitration that is not otherwise addressed in Article 24 of
the RI Bylaws. (June 2008 Mtg., Bd. Dec. 242)
Source: June 2008 Mtg., Bd. Dec. 242

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Article 27. RI President
27.010. Regulations Governing Candidates for RI President and the Nominating Committee for
President
27.020. Official Activities
27.030. Authority to Act on Behalf of Board
27.040. Additional Activities
27.050. RI Theme and Program Emphasis
27.060. Travel and Appearances
27.070. Staff Support
27.080. Finances
27.090. President’s Advisory Committee

27.010. Regulations Governing Candidates for RI President and the Nominating Committee for
President
27.010.1. Declaration of Duties and Responsibilities of President
Each candidate for president shall be provided with a summary of the duties andresponsibilities of the president as set out in the RI Bylaws and in the Rotary Code of
Policies. The prescribed form used by candidates for president shall include a signed
declaration by the candidate that he or she has read, understands, and is willing to comply
with such duties and responsibilities as they may be amended from time to time.
(November 2005 Mtg., Bd. Dec. 38)
Source: June 2001 Mtg., Bd. Dec. 317; Amended by November 2005 Mtg., Bd. Dec. 38

27.010.2. Procedures for the Functioning of the Nominating Committee for President
The RI board has adopted procedures for the functioning of the Nominating Committee
for RI president as follows:
Confidentiality
Members of the nominating committee, prior to and following the meeting of thecommittee, shall not discuss with other members of the committee or any other person
the work of the committee, and shall at no time discuss or divulge any of thedeliberations or discussions of the committee, except as they may participate in the
deliberations of the committee at the time of its meeting. This confidentiality may be
waived solely by the Board, or the RI Election Review Committee acting on its behalf, inorder to investigate any duly filed election complaint.
Preparation for the Committee Meeting
1. The general secretary will assign a member of the Secretariat staff to work with andfor the committee with instructions that all aspects of the work of the committee are to be
kept in strict confidence.
2. The assigned staff person shall open all communications addressed to the committee
and will tabulate submissions and assemble background information.

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3. If for any reason a communication addressed to the nominating committee is notreceived in a sealed envelope or should such communication be inadvertently opened
because it was not properly addressed to the nominating committee or otherwise, such
communication shall be sealed immediately and be placed with other mail for thecommittee.
4. The assigned staff person shall prepare:a. an alphabetical list of past directors who have notified the general secretary that theywish to have their names listed as being willing and able to serve as president with thename of the Rotary club in which each holds membership being indicated in capitalletters, to be forwarded to committee members at least one week prior to the committee
meeting;b. for each eligible candidate, the Rotary and general biographical data on record in the
Secretariat will be combined with biographical data supplied by the candidate. Information
provided by each candidate shall be limited to one page;c. one set of pictures for the committee of each eligible candidate, preferably taken within
the past year. If date of picture is available it will be noted on the back.
d. for each eligible candidate, a statement on their vision and goals for Rotary not toexceed 300 words.
These materials shall be placed in separate sealed envelopes for delivery by the generalsecretary the night before the meeting.
5. All original submission forms and correspondence shall be placed in a single sealedcontainer, to be delivered to the committee for disposition.
6. If requested, the general secretary shall schedule an optional and informal fellowship
dinner for members of the committee to dine as a group on Sunday evening preceding thecommittee meeting.
At the Committee Meeting
7. The members of the nominating committee shall be seated in alphabetical order.
8. The general secretary shall inform the committee that RI bylaws (section 11.050.1.)
provide that “The committee shall meet and nominate from among the list of past
directors who have indicated they are willing to serve as president the best qualified
Rotarian available to perform the functions of the office.”
9. The committee shall elect a member of the committee as its chairman. Anothermember shall be elected as secretary. The election of the chairman and secretary shall be
conducted under the direction of the general secretary, who shall prepare and distribute aballot listing each member of the nominating committee. Each member of the committee
shall cast one vote for the chairman. The general secretary, or a member of his staff,
shall count the votes and announce the results. If 18 votes are not received by any

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member of the committee, a second ballot shall be held. Voting shall continue on
successive ballots until 18 votes are received. After the election of the chairman, theprocedure outlined above shall be used to select a committee secretary.
10. Following the election of the chairman and secretary, no one is to be in attendance
during the meeting of the committee other than the duly elected members of thenominating committee, except that the general secretary or his assigned staff member
may be called into the meeting upon the request of the chairman or other member of thecommittee. This staff person shall assist the committee during the course of its meeting,should any assistance be required, and shall work under the direct supervision of thechairman of the committee.
11. Before the committee begins its deliberations, the chairman shall inquire whether any
member of the committee has been contacted by or on behalf of any candidate, or isaware of any effort to influence members of the nominating committee, either directly or
indirectly, and, if so, to bring these to the attention of committee at this time.
12. Before conducting a ballot for president, the nominating committee shall discuss thequalifications of each candidate. Following the discussion of all of the candidates, thechairman shall distribute ballots prepared by the general secretary containing analphabetical list of candidates and instruct each member of the committee to vote for six
candidates. All voting conducted under this paragraph shall be conducted by secretballot. The secretary shall tabulate the results and announce the six highest vote-getters.
Each of these candidates shall be discussed further by the committee, and the secretaryshall distribute another set of ballots with the names of all but the remaining candidates
crossed out. Each member of the committee shall be instructed to vote for fourcandidates. After the secretary announces the results of this ballot, similar steps shall befollowed to reduce the number of candidates to two and, finally, to one. Notwithstanding
the foregoing, a candidate eliminated during a previous round of balloting may bereconsidered at any point if requested by at least six members of the committee. Voting
must continue until there are two candidates remaining and one of the final two
candidates receives at least twenty votes, regardless of whether any candidate received
twenty or more votes in a previous round of voting. The committee shall not select analternate, and the candidate who finishes second in the final vote shall not be considered
to be an alternate.
13. The RI bylaws (section 11.050.3.) provide that "Twenty-four members of thecommittee shall constitute a quorum. The transaction of all business of the committee
shall be by majority vote, except that in the selection of the committee’s nominee forpresident, the votes of at least twenty members of the committee shall be cast in favor ofsuch nominee.”
14. The report of the committee naming its nominee shall be signed by the chairman onbehalf of the committee and be delivered and certified to the general secretary. (In thepast, this has been done before the committee adjourned.) This report is to be the only
formal record of the committee. The general secretary will notify each club of thecontents of the report and the names of the nominating committee in accordance with the
RI bylaws.

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15. The RI bylaws (section 11.050.4. and subsections 1. through 4.) further provide that
11.050.4. Resignation of Nominee for President and Procedure for New Selection.
Where the nominee for president is unable to serve or submits a resignation to thepresident, such nominee shall no longer be eligible for nomination or election to theoffice of president in such year. The president shall so notify the chairman of thecommittee and the committee shall select another qualified Rotarian as nominee forpresident. In such circumstances, the following procedure shall be utilized.
11.050.4.1. Procedures for Committee.
At its meeting, the committee shall authorize the chairman to act on its behalf toinitiate promptly the procedures for meeting such contingency.
11.050.4.2. Committee Voting Procedure.
Such procedures could include a ballot-by-mail or other rapid means ofcommunication, or an emergency meeting of the committee to be held as determinedby the president on behalf of the board.
11.050.4.3. Challenging Candidates.
Where the committee must select another nominee as hereinbefore provided, theclubs shall to the extent possible be given a reasonable period as determined by theboard to submit challenging candidates. Such challenges shall be in accordance withsection 11.070., except with reference to specified filing dates.
11.050.4.4. Contingency Not Provided in Bylaws.
Where a contingency arises that has not been provided for by the committee, theboard shall determine the procedure to be followed by the committee.
16. Should the selection of another nominee for president be necessary, the generalsecretary shall contact those past directors who previously indicated to the generalsecretary that they wished to be considered by the nominating committee. The names of
the candidates who still wish to be considered shall be considered by the committee. The
procedures to be used at any emergency meeting of the committee shall follow theseprocedures as closely as possible.
17. The committee shall assemble all materials, place them in a sealed container, andtransmit them by letter to the general secretary for safe keeping until 1 July, at whichtime they may be destroyed by him within ten days unless there are circumstances which
require that the materials be retained. (June 2007 Mtg., Bd. Dec. 264)
Source: October-November 1977 Mtg., Bd. Dec.97; Amended by February 1999 Mtg., Bd. Dec. 190; March 2005 Mtg., Bd. Dec.
182; June 2005 Mtg., Bd. Dec. 275; July 2005 Mtg., Bd. Dec. 13; November 2005 Mtg., Bd. Dec. 54; June 2007 Mtg., Bd. Dec. 226;
June 2007 Mtg., Bd. Dec. 264

27.010.3. Selection of Nominee for President by Nominating Committee
The selection of a nominee for the office of RI president is solely the responsibility of thenominating committee for president. Any efforts from persons not on the committee toinfluence, either directly or indirectly, the decision of the committee in this respect areRotary Code of Policies
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prohibited. The foregoing shall be included in appropriate RI literature to be brought tothe attention of clubs and individual Rotarians. (February 2007 Mtg., Bd. Dec. 149)
Source: January 1963 Mtg., Bd. Dec. 79; Amended by February 2007 Mtg., Bd. Dec. 149. Affirmed by November 2004 Mtg., Bd.
Dec. 9327.010.4. Campaigning, Canvassing and Electioneering
Members of the nominating committee shall agree not to make any efforts to influenceother members of the committee, on behalf of or against any candidate, either directly or
indirectly, in advance of the committee meeting. (February 2007 Mtg., Bd. Dec. 149)
Source: February 2007 Mtg., Bd. Dec. 149

27.010.5. Meetings and Visits on Date of Meeting of the Nominating Committee for
President
RI Presidents and Foundation chairmen should not permit RI or Foundation committees
to meet in Evanston on the date of the meeting of the Nominating Committee for RI
President. Present and past Rotary general officers who are not members of theNominating Committee for RI President should not visit World Headquarters on the dateof the meeting of the Nominating Committee for RI President. (November 2006 Mtg.,
Bd. Dec. 35)
Source: March 2005 Mtg., Bd. Dec. 182

Cross References
26.100.5. Rules Regarding Campaigning, Canvassing and Electioneering

27.020. Official Activities
As the highest officer of the organization, the RI president shall perform the following activities.
27.020.1. President as RI Representative
The president is the chief representative of Rotary to heads of state, governmental andcivic leaders, news media, and the general public. (June 1998 Mtg., Bd. Dec. 348)
Source: October 1993 Mtg., Bd. Dec. 48

27.020.2. President’s Promotion of RI Activities and Work
The president promotes and facilitates, in consultation with the general secretary, theservice work and activities of RI. (August 1999 Mtg., Bd. Dec. 43)
Source: October 1993 Mtg., Bd. Dec. 48; June 1999 Mtg., Bd. Dec. 293

27.020.3. President’s Review of Governors
The president reviews, as appropriate, the performances of governors and arranges forany necessary counseling and guidance. (June 1998 Mtg., Bd. Dec. 348)
Source: October 1993 Mtg., Bd. Dec. 48

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27.020.4. President’s Representatives at District Conferences
The president may be represented at district conferences by Rotarians appointed by thepresident. (June 1998 Mtg., Bd. Dec. 348)
Source: October 1993 Mtg., Bd. Dec. 48

27.020.5. President’s Theme
The president is authorized and encouraged to select an appropriate motivational theme tobe observed throughout RI during the president’s year in office. (June 1998 Mtg., Bd.
Dec. 348)
Source: October 1993 Mtg., Bd. Dec. 48

27.020.6. President’s Aide
The president is authorized to appoint an aide to provide personal assistance in any way,in connection with the president’s duties. (June 1998 Mtg., Bd. Dec. 348)
Source: October 1993 Mtg., Bd. Dec. 48

27.020.7. Delegation of President’s Powers
The president may delegate any of the president’s powers to other Directors and thegeneral secretary upon such terms as the president may determine. (June 1998 Mtg., Bd.
Dec. 348)
Source: October 1993 Mtg., Bd. Dec. 48

27.020.8. President to Act as Spokesman
The president is the international and principal spokesman of RI, providing motivationand inspiration for all Rotarians. (July 1998 Mtg., Bd. Dec. 20)
Source: October 1993 Mtg., Bd. Dec. 48

27.020.9. President as Chair of Meetings
The president chairs all meetings of the Board, and is the presider of the convention,
presidential conferences, and International Institute, and, in conjunction with thepresident-elect, International Assemblies. (May 2000 Mtg., Bd. Dec. 412)
Source: October 1993 Mtg., Bd. Dec. 48; Amended by May 2000 Mtg., Bd. Dec. 412

27.020.10. President as Liaison Between Rotary International and The RotaryFoundation
The president and the president-elect shall serve as Board liaison with the Trustees of The
Rotary Foundation by communication, or otherwise, with the chairman of The RotaryFoundation Trustees and/or such other trustee as the chairman or the Trustees may wish
to designate. (June 1998 Mtg., Bd. Dec. 348)
Source: May-June 1967 Mtg., Bd. Dec. 71

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27.030. Authority to Act on Behalf of Board
27.030.1. Emergency Matters
The president is authorized to act in emergency matters of the Board, subject to theprovisions of the constitutional documents, when the Board or its Executive Committee is
not in session or cannot be called into session or contacted. (June 2007 Mtg., Bd. Dec.
226)
Source: October 1993 Mtg., Bd. Dec. 48; Amended by May 2003 Mtg., Bd. Dec. 325

27.030.2. Requests for Excuse from Qualification for Service as District Governor
The board authorizes the president to act on its behalf in excusing Rotarians, forappropriate reasons, from any of the qualifications for a district governor specified in the
RI Bylaws. (June 2007 Mtg., Bd. Dec. 226)
Source: November 1987 Mtg., Bd. Dec. 85

27.030.3. Filling Vacancies in Office of Governor or Governor-ElectThe President is authorized to act on behalf of the Board in electing a Rotarian to fill avacancy in the office of governor or governor-elect where such action is required by the
RI bylaws. The board requests the president to consult with the member of the Board
resident in the area in which the vacancy has occurred prior to making a selection.
(November 2007 Mtg., Bd. Dec. 106)
Source: June 1981 Mtg., Bd. Dec. 25; February 2000 Mtg., Bd. Dec. 298; Amended by November 2005 Mtg., Bd. Dec. 38;
November 2007 Mtg., Bd. Dec. 106

27.030.4. Ballot by Mail to Elect Governor-Nominee in New District
The board, the president acting on its behalf, shall authorize a ballot-by-mail, and shalldesignate a district governor to conduct the ballot-by-mail, to select the governornominee in a new district when it is not practical to select the governor nominee inadvance of the effective date of the new district by the same procedure used by thoseclubs before the regrouping occurred. (June 2007 Mtg., Bd. Dec. 226)
Source: February 1981 Mtg., Bd. Dec. 282

27.030.5. Extension of Rotary to Non-Rotary Countries and Geographical Areas
The president shall act for the board in granting explicit approval to the extension of
Rotary to countries or geographical regions where there are no Rotary clubs. (June 2007
Mtg., Bd. Dec. 226)
Source: May 1956 Mtg., Bd. Dec. 234

27.030.6. Disqualifying Candidates for Elective Office
The president shall, in accordance with RI Bylaws 10.060.5. and on behalf of the Board,disqualify a candidate for election, without referral to the RI election review committee,
when information has been received and certified by the general secretary that acandidate has appealed to a "non-Rotary agency" prior to completing the RI election
review procedures. (June 2007 Mtg., Bd. Dec. 226)
Source: November 1995 Mtg., Bd. Dec. 81; June 1997 Mtg., Bd. Dec. 301; June 2001 Mtg., Bd. Dec. 326; Amended by June 2007
Mtg., Bd. Dec. 226

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27.030.7. Disposition of Ballots Relating to Election of Members of the Nominating
Committee for RI President and Selection of Directors-Nominee
The president is authorized to act on behalf of the Board on recommendations to theBoard from balloting committees with reference to disposition of ballots relating toelection of members of the nominating committee for president of RI and to selection of
directors nominee. (June 2007 Mtg., Bd. Dec. 226)
Source: May 1969 Mtg., Bd. Dec. 212; July 1987 Mtg., Bd. Dec. 25

27.030.8. Organization of a Regional Conference
The Executive Committee and the president, or the president, are authorized to act onbehalf of the Board in discharging any responsibilities placed upon the Board inconnection with the organization of a regional conference. (June 2007 Mtg., Bd. Dec.
226)
Source: January 1966 Mtg., Bd. Dec. 104; Amended by June 2007 Mtg., Bd. Dec. 226

27.030.9. Election of Member of Nominating Committee for Director in a Ballot-byMail
The board, the president acting on its behalf and pursuant to RI Bylaws section 12.020.8.,
may authorize a district to select its member and alternate member of the director
nominating committee in a ballot-by-mail. (June 2007 Mtg., Bd. Dec. 226)
Source: June 2007 Mtg., Bd. Dec. 226

27.030.10. Alteration of Dates for Selecting Director-Nominee
The president is authorized, on behalf of the Board, to alter the dates for selecting a
director-nominee. (June 2007 Mtg., Bd. Dec. 226)
Source: June 2007 Mtg., Bd. Dec. 226

27.030.11. Election of Governor Nominee After Annual Election of Officers at
Convention
The board authorizes the president to act on its behalf to elect a Rotarian to the office ofgovernor where the governor nominee is not selected in time to be placed on the ballot
for the annual election of officers at the convention. (November 2007 Mtg., Bd. Dec. 32)
Source: November 2007 Mtg., Bd. Dec. 32

27.030.12. Appointment of Members of RI Audit Committee
The president is authorized to act on behalf of the Board to appoint members of the RI
Audit Committee, in accordance with RI Bylaws section 16.110. (July 2009 Mtg., Bd.
Dec. 14)
Source: July 2009 Mtg., Bd. Dec. 14

27.030.13. Appointment of Director to the RI Finance Committee
The president is authorized to act on behalf of the Board to appoint a member of theBoard to the RI Finance Committee, in accordance with RI Bylaws section 16.010. (July2009 Mtg., Bd. Dec. 14)
Source: July 2009 Mtg., Bd. Dec. 14

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27.030.14. Filling Vacancies on Nominating Committee for President
The board authorizes the president to act on its behalf to appoint a member, if necessary,
to fill a vacancy on the Nominating Committee for President, in accordance with RI
Bylaws sections 11.020.5. and 11.030.9. (November 2009 Mtg., Bd. Dec. 28)
Source: June 2009 Mtg., Bd. Dec 234

27.040. Additional Activities
27.040.1. Presidential Appointments
The president appoints members to RI committees, after consultation with the RI Board,
Trustees of the Rotary Foundation of RI, officers of a Council on Legislation, and others, inorder to carry out the Program of Rotary. (June 2007 Mtg., Bd. Dec. 226)
Source: October 1993 Mtg., Bd. Dec. 48; Amended by June 2007 Mtg., Bd. Dec. 226

27.040.2. Appointing Committees and Resource Groups
It is suggested that presidents not appoint both a committee and a resource group in one
year to address the same topic. Presidents may decide whether a committee or a resourcegroup is more appropriate, depending on the task to be accomplished.
Presidents are urged to evaluate the overall number of resource groups established in any
given Rotary year so that competition among resource groups for the time and attentionof district leaders is reduced, and the desire on the part of district leaders to work withresource group members is enhanced by recognition that the number of resource groups
established is reasonable.
Prior to making resource group appointments, presidents are encouraged to assess therelevant skills, expertise, and interest in the work of the resource group of each Rotarianconsidered for appointment.
It is recommended that presidents ensure that a mutual understanding exists between thevolunteer leadership structure of the resource groups and the governors serving duringthat Rotary year as to the purpose of each resource group and how it will be utilized incoordination with the leadership structure of each district. (November 2007 Mtg., Bd.
Dec. 32)
Source: February 1996 Mtg., Bd. Dec. 165; February 2002 Mtg., Bd. Dec. 196; Amended by November 2007 Mtg., Bd. Dec. 32

27.040.3. Committee Chairs
It is recommended that the president appoint as chair of a RI committee a Rotarian who
has served on that same committee during the preceding year. (May 2003 Mtg., Bd. Dec.
325)
Source: June 1987 Mtg., Bd. Dec. 13; Amended by May 2003 Mtg., Bd. Dec. 325

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27.040.4. Convention Committees
It is recommended that the president in each year appoint the chairs of RI Convention
committees and international conference committees in consultation with the presidentelect for the year in which the convention or international conference for which suchcommittee is appointed is to be held. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1966 Mtg., Bd. Dec. 90

27.040.5. RI President’s Role in Membership Growth
RI presidents are requested toa. establish specific, achievable, and measureable goals for organizing new clubs, and formembership recruitment and retention that can be communicated to and used by district
governors and club presidents;
b. suggest to the Board that membership be a topic for discussion at all Rotary institutes.
(February 2006 Mtg., Bd. Dec. 137)
Source: November 2005 Mtg., Bd. Dec. 100; February 2006 Mtg., Bd. Dec. 137

Cross References
30.040. Committee Appointments
61.030.5. Role of the President at Regional Conferences

27.050. RI Theme and Program Emphasis
The annual RI theme is of great importance in furthering the program of Rotary in that year, and
all Rotarians are encouraged to present and emphasize only this theme at district conferences, atother district meetings, in printed materials, and during “official visits” by RI officers. The RI
theme is the only theme which should be utilized, and the use of other themes should be
discouraged. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1997 Mtg., Bd. Dec. 379

27.050.1. Confidentiality of Annual Theme and Blazer Color
The annual theme and song will not be distributed for translation or preparation without
previous consultation with and approval from the president-elect. All necessary steps areto be taken to assure the maximum confidentiality of the annual theme and blazer color.
(June 1998 Mtg., Bd. Dec. 348)
Source: March 1997 Mtg., Bd. Dec. 190

27.050.2. Program Emphasis
It is the prerogative of the president to announce a program for the president’s year,
placing emphasis on such aspects of the overall RI program as the president may
determine, for study and implementation by clubs and Rotarians. The strategic planningcommittee reviews and counsels the president-elect on the program for the upcomingRotary Code of Policies
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year to determine whether such program is consistent with the strategic plan inaccordance with RI Bylaws section 16.100. Continuity of emphasis in presidents’programs in successive years facilitates implementation of the president’s programs eachyear. Such continuity also strengthens continuing expression of the RI program by clubs
and Rotarians. The general secretary shall refer the foregoing to the president-elect eachyear for consideration in formulating the president-elect’s program. (November 2006
Mtg., Bd. Dec. 35)
Source: January 1961 Mtg., Bd. Dec. 76; January 1961 Mtg., Bd. Dec. 79; November 2004 Mtg., Bd. Dec. 58; November 2006
Mtg., Bd. Dec. 35

27.050.3. Importance of Program Emphasis
The president is the highest officer of RI during the year of service in that capacity. The
president’s program emphasis for the year is of paramount importance, as are personal
visits to clubs, districts and Rotary functions in various parts of the world, in thefurtherance of that program. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1961 Mtg., Bd. Dec. 79

27.060. Travel and Appearances
27.060.1. President’s Travels and Time at World Headquarters
Commensurate with the President’s responsibilities and duties, the President is expected
and encouraged to undertake a program of worldwide visitation within the limits of thebudget and policies fixed by the Board. (May 2003 Mtg., Bd. Dec. 325)
Source: October 1993 Mtg., Bd. Dec. 48; Amended by May 2003 Mtg., Bd. Dec. 325

27.060.2. President’s Attendance at District Conferences
The president may accept invitations to attend a number of district conferences, rather
than naming personal representatives to attend such conferences in the president’s place.
To provide the widest possible contact with the president, it would be preferable for thepresident to attend joint conferences of two or more districts. (June 1998 Mtg., Bd. Dec.
348)
Source: January 1976 Mtg., Bd. Dec. 92

27.060.3. Proposed Presentations to Heads of StateThe matter of the presentation of a gift or memento to heads of state or others by thepresident shall be left to the discretion of the president in each year. (June 1998 Mtg.,
Bd. Dec. 348)
Source: January 1966 Mtg., Bd. Dec. 166

27.060.4. Public Relations with Clubs
In travels to clubs, the president is requested to consider encouraging clubs to create
long-term community service activities with a clear Rotary identification to enhance
Rotary’s public image. The president also is requested to encourage clubs to workRotary Code of Policies
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together as partners with other clubs in a city or metropolitan area to develop andmaintain long-term service activities, or with other service organizations, providing thatall participating clubs receive identifiable recognition in joint service efforts. (June 1998
Mtg., Bd. Dec. 348)
Source: February 1996 Mtg., Bd. Dec. 210

27.070. Staff Support
27.070.1. Administration of President’s Office
The following plan shall guide the administration of the office of the president:a) The general secretary shall be responsible for the efficient functioning of the office ofthe president, which includes the president-elect and, as appropriate, the declared
president-nominee.
b) The general secretary shall consult the president in the organization andadministration of the office of the president.
c) If the president is not satisfied with the support provided to the Office of the president,
the president shall explain any needs to the general secretary so that they may besatisfied.
d) The general secretary, in administering the office of the president, shall promote
continuity and stability.
e) The Board may approve a request from the president and/or president-elect for
additional funds for secretarial assistance if necessitated by concerns about language or
distance from Evanston. (June 2002 Mtg., Bd. Dec. 245)
Source: October 1993 Mtg., Bd. Dec. 48; June 2002 Mtg., Bd. Dec. 245; June 2002 Mtg., Bd. Dec. 249

27.070.2. President’s Support from General Secretary and Senior Managers
The president shall
1) be informed by the general secretary as to the respective roles, functions andresponsibilities of senior staff, present or proposed plans for the management of theirdepartments, and of any changes in the status of their employment;2) be informed by the general secretary of any significant changes that are contemplated
in any major RI publications;
3) be informed by the general secretary and/or the controller, of any significant changes
in the revenues and expenses as set forth in the budget;4) periodically be informed by the general secretary of the work and activities of RI atsuch times as the president shall desire but not less than once each month. The generalsecretary shall immediately inform the president of any unusual event affecting thepresident's Office or any of Rotary's programs. The general secretary shall further informthe president of the exercise of any power specifically granted by the Board;5) receive directly from senior staff such reports and information as the president may
require in the performance of the president’s duties;

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6) arrange a schedule to provide ample time during the first part of the term to be at theWorld Headquarters to organize the president’s office and all related matters, with theobjective that all such organization be fully completed prior to engaging in other areas ofRotary responsibility;7) exercise any other supervision which may have been or may be defined by the Board,but not specifically enumerated herein.
8) seek the approval of the Board prior to requesting the general secretary to begin any
new initiatives that will diminish the ability of the Secretariat to implement decisions of
the Board. (November 2000 Mtg., Bd. Dec. 110)
Source: May-June 1976 Mtg., Bd. Dec. 234; August 2000 Mtg., Bd. Dec. 85

27.080. Finances
27.080.1. Review of Payments to President and President-ElectIn order to assure compliance with United States' income tax statutes, the Board shall, in amanner consistent with United States Treasury Regulation Section 53.4958-6, or any
successor regulations that may be in effect from time to time, review any amounts paid tothe president and president-elect, so as to assure that such payments are "reasonable," asthat term is defined in the regulation. This matter shall be reviewed annually at the Board’s
final meeting of each year, and each time the Board considers changing the amount of any
payments.
The president and president-elect, each, shall not participate in either the Executive
Committee's discussion, drafting and approval of its report in regard to this matter as it
pertains to each of them respectively, or in the discussion and adoption of the Executive
Committee's report by the Board as it pertains to each of them respectively. (November
2004 Mtg., Bd. Dec. 58)
Source: June 2001 Mtg., Bd. Dec. 450; Amended by November 2004 Mtg., Bd. Dec. 58

27.080.2. Travel for Club Visits
Districts and clubs which extend invitations to the RI president shall be informed that thefinancial obligations covered by expense allocations in the annual RI budget are: travel
expense to and from the district for the president and spouse; travel expenses within the
district for an aide if specifically requested by the president; and personal expenses.
The financial obligations of the clubs and/or districts issuing invitations for visits by thepresident and president-elect are hotel accommodations, surface transportation and meal
expenses. (June 1998 Mtg., Bd. Dec. 348)
Source: May 1981 Mtg., Bd. Dec. 452. Amended by July 1991 Mtg., Bd. Dec. 2

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27.080.3. Pre- and Post-Term Expenses of the President
The general secretary shall notify the president-elect each year that all necessary andreasonable expenses in preparing to enter upon the duties of office as president will bereimbursed by the general secretary.
The general secretary is authorized to advise the president each year that whatevernecessary and reasonable expenses the president may have subsequent to his term ofoffice, in connection with terminating in an orderly and satisfactory manner his or her
services as president, will be charged to the appropriation for the president’s office during
the Rotary year in which such president served. (May 2003 Mtg., Bd. Dec. 325)
Source: January 1961 Mtg., Bd. Dec. 178; Amended by May 2003 Mtg., Bd. Dec. 325

27.080.4. Spouses of President, President-elect, President-nominee to Accompany on
TravelThe spouse of the president, the spouse of the president-elect and the spouse of thepresident-nominee are requested to accompany their respective spouses on Rotary related
travel so as to further the corporate purpose of enhancing the family image of Rotary,
cultivating fellowship with and among Rotarians, as well as their spouses, assisting infund development efforts on behalf of The Rotary Foundation, gaining additional
publicity for Rotary and its programs in local media, conveying Rotary’s commitment tofamily, encouraging involvement of spouses in Rotary and appealing to Rotarians of bothgenders. (January 2010 Mtg., Bd. Dec. 167)
Source: January 2010 Mtg., Bd. Dec. 167

27.080.5. Payment of Expenses by RI of an Adult Member of the President’s Family If
There Is No SpouseIn all instances where payment is authorized for the expenses of the president and spouseand the president has no spouse, payment is then authorized for an adult member of thepresident’s family at the discretion of the president. (June 1998 Mtg., Bd. Dec. 348)
Source: April 1991 Mtg., Bd. Dec. 10

27.080.6. Payment of Expenses of the Families of the President and the President-electfor Travel to the International Convention
RI will pay the expenses – that is, round trip economy airfare (business class airfare forany parents of the president or president-elect), per diem costs for hotel and meals, andfees for general registration and other Convention-related functions – incurred by thepresident and president-elect in bringing members from each of their immediate families
to the convention – provided that the expenses of no more than twenty such members arepaid by RI over a two year period for family members of the same officer serving first aspresident-elect and then as president at two consecutive Conventions. This cost shall not
be part of the convention budget. Immediate family includes only the parents,
grandparents, children, step-children, grandchildren, step-grandchildren and siblings, andthe spouses of each, of the president, president-elect and their respective spouses. The
president and president-elect shall provide the list of persons for whom expenses are to be
paid to the general secretary, who shall confirm eligibility hereunder. The expenses

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include any taxes payable by the recipient with respect to the costs reimbursed in thissection (not to exceed 46% of the above listed items). (June 2005 Mtg., Bd. Dec. 330)
Source: November 1990 Mtg., Bd. Dec. 190; November 1999 Mtg., Bd. Dec. 197; November 2002 Mtg., Bd. Dec. 176; June 2005
Mtg., Bd. Dec. 330; Amended by November 1991 Mtg., Bd. Dec. 154; February 1995 Mtg., Bd. Dec. 199

27.080.7. President’s Recommendation of District Liability Insurance Coverage
During International Institutes, the president is requested to recommend that all districts
obtain professional counsel on liability insurance issues and initiate programs of
insurance, where advisable and cost-effective. (June 1998 Mtg., Bd. Dec. 348)
Source: May 1993 Mtg., Bd. Dec. 269

27.090. President’s Advisory Committee
The president may select a small advisory committee of independent highly experienced
Rotarians, which may consist of or include past presidents, to provide counsel to the president.
(May 2003 Mtg., Bd. Dec. 325)
Source: June 2001 Mtg., Bd. Dec. 317; Amended by May 2003 Mtg., Bd. Dec. 325

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Article 28. RI Board of Directors
28.005.
28.010.
28.020.
28.030.
28.035.
28.040.
28.050.
28.060.
28.070.
28.080.
28.090.
28.100.
28.110.

Policies Relating to the Board
Selection Methods for Directors
Directors-electMeetings
Appeals of Board Action
Travel and Appearances
Spouse Training and Attendance at Rotary Meetings
Relationship Between Directors and Governors
Relationship Between Directors and Trustees of The Rotary Foundation
Conflict of Interest Policy
Code of Ethics
Indemnification of RI Directors and Officers
Information Provided to the Board

28.005. Policies Relating to the Board
The Board has adopted policies governing its work that are set forth in this Article 28.005.
These policies should be reviewed at the Board’s first meeting each Rotary year and are as
follows:
A. The Structure of Rotary International
Rotary International is a not-for-profit association of member clubs. The association represents,
protects, encompasses, and promotes the interests of its membership, and it exists to serve themembership. The association belongs not to its leaders, but to its members, who determine
through a democratic process who the leaders will be and who will represent them at theassociation level.
The leaders in turn make policy and financial decisions that affect and best serve the interests of themembership. In RI, these leaders are the general officers of the organization -- the president, othermembers of the Board of Directors, and the general secretary. The Board receives advice andguidance through the committee structure of RI, and it is assisted in the implementation of its
decisions by the general secretary and his staff.
The staff, organizationally, is not a part of the policy-making or decision-making structure of RI.
Rather, it represents the operational structure of the association, directed by the general secretary,
who is the chief operating officer of the association. The staff nevertheless has a role to play inassisting the decision-making process by providing background to, and serving as a resource for,the decision-makers, and by making observations, suggestions, or recommendations, as
appropriate.
Good management practice requires that the policy-making or decision-making structure should be
differentiated from the operating structure, as each fulfills a different purpose and role in theadministration. The best interests of the association are served when the two structures do notRotary Code of Policies
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overlap or conflict. Indeed, the administration of the association runs most smoothly when eachlevel of its structure functions as intended. (November 2004 Mtg., Bd. Dec. 58)
Source: July 1999 Mtg., Bd. Dec. 9; Amended by November 2004 Mtg., Bd. Dec. 58

B. The Role of the Board of Directors of RI
The Constitution and Bylaws of RI place certain duties and responsibilities on the Board of
Directors of the association, and give to the Board certain powers to carry out those duties andresponsibilities:
The affairs and funds of RI, shall be under the direction and control of the Board, in conformity
with the constitution and bylaws and the Illinois General Not-for-Profit Corporation Act of 1986,
and any amendments thereto. (RI Constitution, art. 6, sec. 2).
The Board of Directors of Rotary International shall be responsible for doing whatever may benecessary for the furtherance of the purposes of Rotary International, the attainment of the Objectof Rotary, the study and teaching of its fundamentals, the preservation of its ideals, its ethics, andits unique features of organization and its extension throughout the world. In order to fulfill the
purposes of Article 3 of the RI Constitution, the Board shall adopt a strategic plan. The Board
shall review the strategic plan every three years. The Board shall report on the progress of thestrategic plan at each meeting of the Council on Legislation. (RI Bylaws section 5.010.)
The Board directs and controls the affairs of RI by: (a) establishing policy for the organization; (b)evaluating implementation of policy for the organization; (c) exercising such other powers
conferred upon the Board by the constitution, by these bylaws, and by the Illinois General Not-forProfit Corporation Act of 1986, and any amendments thereto. (RI Bylaws section 5.040.)
The Board shall exercise general control and supervision over all officers, officers-elect, andofficers-nominee, and committees of Rotary International. (RI Bylaws section 5.040.)
The Board elects the general secretary, who is the chief operating officer of the association (RI
Bylaws section 6.030.)
The administration of clubs shall be under general supervision of the Board. (RI Constitution, art.
8, sec. 2.)
In fulfilling its duties and responsibilities, the Board functions in a number of ways.
1. The Board functions as a policy maker for the association. While the Council on Legislationand the convention may consider and act on proposed legislation, and thus constitute thelegislative arm of the association, it is the Board of directors that more often is called upon todevelop and establish new policy, review existing policy, and modify policy where appropriate.
2. The Board functions as the program planning body for the association. It establishes goals andobjectives -- both short-range and long-range -- and it considers proposals for new programs orchanges in current programs. It may establish new programs, review existing programs, or
may discontinue programs that have served their purpose or are no longer viable.

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3. The Board controls the finances and adopts the annual budget of the association (with per capita
dues being determined by the member clubs through the Council on Legislation).
4. The Board serves as an advocate for the association in promoting the ideals and programs of
Rotary. It not only creates policy and programs, it has a responsibility for serving as a
spokesman for the association in promoting and extending the fundamental ideals and object of
the association and in gaining acceptance for its programs.
5. The Board, and its individual members, also have a responsibility to motivate the leaders of theassociation, its officers and committees, the member clubs and Rotarians generally infurtherance of the purposes of the association. The Board, in this role, becomes an initiator ofaction.
6. The Board identifies problems or trends in Rotary that may warrant the attention of the Board.
7. The Board discharges responsibilities as may be assigned by the president.
8. The general secretary shall be responsible to the president and the Board for the
implementation of its policies and for management and administration, including thefinancial operation of RI. The general secretary and the Secretariat staff provide necessary
support to assist the Board in fulfilling its duties and responsibilities. The performance of thegeneral secretary shall be reviewed by the Board with him at least once each year.
9. In the interest of motivation and communication, the president is encouraged to inform the staff
periodically on the work of the Board and the progress of RI.
10. Action by the Board shall be subject only to appeal through a ballot-by-mail submitted to the
district representatives of the most recent Council on Legislation under rules to be establishedby the board. (RI Bylaws 5.030.) (June 2007 Mtg., Bd. Dec. 226)
Source: July 1999 Mtg., Bd. Dec. 9; Amended by November 2004 Mtg., Bd. Dec. 58; November 2005 Mtg., Bd. Dec. 46; June 2007 Mtg., Bd. Dec.
226

C. The Board of Directors and the Legislative Process of RI
As provided in the RI Bylaws, RI Directors are non-voting members of the Council on Legislation.
A director cannot serve on the Council as the representative of the clubs of his district. A director's
primary responsibility is as a member of the Board (see section 59.030.1.).
1. It is the responsibility of the Board of Directors of RI to make its leadership effective in thelegislative process of RI in harmony with the function of the Board as the policy-making bodyof RI.
2. Legislation offered by the Board shall be limited to subjects that:a. are administrative in nature and relate either to the functioning of the Board or to theorganization of Rotary International, orRotary Code of Policies
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b. have broad impact on the program of Rotary.
3. The Board shall take steps to further in the deliberations of the Council proposed legislation the
Board has offered.
4. The Board may establish a position or organize members of the Board to speak in the Council
on behalf of the Board, for or against pending legislation, when:a. items of proposed legislation are offered by the Board, andb. items are offered by others on matters which the Board considers to be of concern to theinterests of the organization.
The Board shall actively participate in the deliberation of the Council with respect to suchmatters.
5. Participation by Directors in the deliberations of the Council will be on behalf of the Board,rather than a reflection of individual views. Moreover,a. if the chair of the Council on Legislation feels that an item of proposed legislation from theBoard requires clarification, the president may designate a director to speak on behalf of
the Board;b. in the event a criticism of the Board is made during a session of the Council on Legislation,
the Board may reply to such criticism through a designated spokesperson;c. in the event the Board withdraws its proposal from consideration by the Council, an
explanation of the Board's reasons for such withdrawal may be provided by a designatedspokesperson.
6. With respect to proposed legislation offered by the Board at the instruction of a Council, theBoard shall make clear that it is offering such proposed legislation in compliance withsuch instruction.
7. Proposed enactments and proposed resolutions offered by the Board as emergency legislation
shall be limited to those matters which are clearly emergencies, and the Board shall provide to
the Council on Legislation information with respect to the need for such emergency legislation.
(May 2003 Mtg., Bd. Dec. 325)
Source: July 1999 Mtg., Bd. Dec. 9; Amended by May 2003 Mtg., Bd. Dec. 325

D. Criteria for Items Coming to the Board
The primary role of the Board of Directors is to determine policies for RI and to evaluate
their implementation by the general secretary, who shall be responsible to the Board for the
implementation of its policies and for management and administration.
The Board functions most effectively when it is able to devote its time and attention to policy andprogram matters at the association level, and is not called upon to devote considerable time toRotary Code of Policies
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matters of a routine, administrative character where authority has been delegated to the General
Secretary as the chief operating officer of the association. To enable the Board to focus only on
matters that require its attention, criteria exist to aid in determining items that may be included on a
Board meeting agenda.
1. Items submitted for consideration by the Board may emanate from the following sources:
a. Individual Rotary clubs (by memorial)b. Rotary District Conferencesc. Rotary institutes for present, past, and incoming officers of RI
d. Councils on Legislatione. RI committees
f. Trustees of The Rotary Foundation
g. General Council of RIBI
h. Current RI general officers, including the general secretary
i. Current RI officers
j. Past RI general officers
k. Any committee of the Board
Other than the above-named persons, individuals may not submit items for the agenda of Board
meetings.
2. The Board considers items on the basis of written presentations and background statements,
including, when appropriate, proposals and recommendations for action by the Board. Except
in cases where the president may determine that a personal presentation will be beneficial to
the Board's consideration of a matter, the Board does not receive groups or individuals who
may wish to appear personally before the Board.
3. Items on which the president, or the Executive Committee, or the general secretary is authorized
by the Board to act on behalf of the Board shall be reported to the Board.
4. Items included in the agenda for consideration at a meeting of the Board shall normally belimited to those that involve or relate to:a. duties and responsibilities placed on the Board by statute and that have not been delegatedby the Board;b. establishing new policy or modifying or terminating existing policy;
c. short-range and long-range planning for the international association;d. establishing a new program of RI, modifying an existing program, or terminating a program
previously established by the Board;e. authorizing an expenditure not provided for in the RI budget as adopted by the Board, or
modifying a budget appropriation as previously approved by the Board;
f. a change in RI policy, procedures or programs that would require action by a Council on
Legislation;g. programs and expenditures of The Rotary Foundation;h. internal audit matters.
5. All matters of an administrative nature that can properly be considered to fall within the duties
and responsibilities of the general secretary, shall be referred to the general secretary forRotary Code of Policies
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attention and, as needed, for decision, thus relieving the Board of the task of dealing with suchmatters and preserving to the Board the time at its meetings to consider and act on thosematters of a policy-making nature that by statute or otherwise require consideration by the
Board of Directors of the international association.
6. Program proposals from clubs or individuals requiring Board approval should be referred toappropriate advisory committees by the general secretary for consideration and report to theBoard. (November 2004 Mtg., Bd. Dec. 58)
Source: July 1999 Mtg., Bd. Dec. 9; Amended by November 2002 Mtg., Bd. Dec. 61; November 2004 Mtg., Bd. Dec. 58

E. Decisions Made by the Board of Directors
In the consideration of any subject, RI Directors may consider themselves as individuals until adecision is reached by the Board, after which time the decision is to be deemed, reported, anddiscussed as a decision of the entire Board. The vote and utterances of individual Directors inarriving at the decision shall remain confidential and shall not be made public. Staff attending theBoard meeting shall also be expected to maintain confidentiality as above. A director, however,
may have his vote recorded upon request, except when the vote has been taken by a secret ballot.
On any motion to provide for a secret ballot, a director may record his opposition to having suchsecret ballot.
All decisions, unless specified otherwise, take effect immediately upon the adjournment of themeeting at which they are made. (August 1999 Mtg., Bd. Dec. 43)
Source: July 1999 Mtg., Bd. Dec. 9

F. Consent Items at Board Meetings
At each meeting of the Board for which an advance memorandum is prepared and which includes alisting of items for consideration at the meeting, the Board may take action on one or more agenda
items by general consent, i.e., by agreeing to a draft decision without general discussion on an
item.
The purpose of consent items is to enable the Board to act expeditiously on matters on which there
is general agreement, making discussion of such items unnecessary.
The consent items procedure shall operate in the following manner:
1. Prior to each meeting, the general secretary or a designated member of the staff will develop
from the list of agenda items a suggested list of items that might be acted on by the Board byconsent. This list must be approved by the president and sent to Directors with the advancememorandum.
2. The list of consent items will be presented early in the Board meeting, at which time any
director may ask to have an item removed. If a director wishes to ask for clarification of an
item on the list, and if clarification can be provided without general discussion, the item neednot be removed from the consent list. Items removed from the list are assigned to theappropriate committee of the Board for discussion and recommendation to the Board.

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Items may be referred by the president to committees of the Board for discussion andrecommendation to the Board. For each item considered, the committees should prepare for
the Board a recommended draft decision.

4. Recommended drafts from the committees will be provided to the Board in advance of theBoard coming together for consideration of such drafts. A second list of consent items fromsuch recommended drafts will be prepared by the general secretary for consideration by the
Board. Any director may ask to have one or more of the recommended decisions removed
from the list for full discussion and decision by the Board.
5. On recommendation of the president or any other director, the Board may defer to a subsequentmeeting any item or items for which it is felt that the Board does not have sufficient time toconsider, or that additional information is needed by the Board before a decision can be taken.
(August 1999 Mtg., Bd. Dec. 43)
Source: July 1999 Mtg., Bd. Dec. 9

G. Board Agenda Procedures
1. Recommendations from RI committees that are received by the general secretary less than 30days before a Board meeting shall not be considered by that meeting, unless the president,
taking into consideration the expressed views of the liaison director to that committee or any
other member of the Board, determines that the subject matter is too urgent to wait until thenext meeting of the Board.
2. Approximately 45 days before the beginning of a Board meeting, the president shall meet withthe general secretary to review all items suggested to be considered by the Board at thatmeeting.
3. All advance memorandum items presented for RI Board consideration which have any
financial impact on capital or operating budgets of Rotary International must be submitted to
the Finance Division through the Chief Financial Officer no later than 30 days prior to theBoard meeting for analysis of that impact. (see section 67.030.6.)
4. The general secretary shall establish a deadline for the submission of items for considerationby the Board at a particular meeting. Not less than 21 days before the beginning of a Board
meeting, the general secretary shall see that the entire advance memorandum, in the form
approved by the Board, is e-mailed to each director, or sent by hard copy or CD uponrequest, except for those few items which for good reason could not be prepared earlier andwill be provided later.
5. The president shall refer all items for the Board’s consideration to the Administration,
Programs, or Executive Committee of the Board, or the RI Audit Committee for review,provided that the president may direct that an item be considered only by the full Board.
6. The committees shall recommend a draft decision for each item for the Board’s consideration.
If the recommendation of the committee is less than unanimous, the recommendation shallstate the vote of the committee.

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7. The Board’s meeting agenda shall be established by the president or a person designated by
the president. Agenda items may be suggested by individual directors, the general secretary,
and any group or individual listed under paragraph D.1. of Rotary Code section 28.005. A
director may place an item on the agenda during the course of a meeting. Every effort shallbe made to distribute such late item(s) to the Board a day before its consideration or, at therequest of any director, its consideration may be delayed until after a recess of at least onehour.
8. The president shall establish the order of consideration of agenda items, subject to revision by
the Board.
9. A Board meeting committee shall make every effort to finish its consideration of its assigned
items within the specified time period; items not considered by that time shall go to the full
Board without a committee recommendation.
10. A director’s primary responsibility is to his own committee. However, he is encouraged toattend other committee meetings when his interest or expertise on a particular subject would
assist the committee in its deliberations.
11. Unless there is a matter deserving extended consideration by all, or unless a director has some
information which was not available to the committee during its consideration of the matter,
Directors should normally be content with a brief discussion of items that have already been
fully considered by a committee of their peers.
12. The general secretary shall provide an action report on those Board decisions which require
implementation or follow-up, such report shall be provided at each meeting of the Board.
13. So that each director shall be informed of the items that will probably be discussed by the
Board in the near future, the advance memorandum shall also include a tentative agenda for the
next meeting of the Board. (June 2008 Mtg., Bd. Dec. 227)
Source: July 1999 Mtg., Bd. Dec. 9; Amended by August 1999 Mtg., Bd. Dec. 37; February 2000 Mtg., Bd. Dec. 275; June 2002 Mtg., Bd. Dec.
247; November 2002 Mtg., Bd. Dec. 61; November 2004 Mtg., Bd. Dec. 37; November 2005 Mtg., Bd. Dec. 41; July 2006 Mtg., Bd. Dec. 10; June2008 Mtg., Bd. Dec. 227

28.010. Selection Methods for Directors
The selection of a director should be conducted in a dignified, responsible manner in harmony
with the principles of Rotary. Activities in support of a Rotarian suggested to the nominating
committee for director in a zone as a candidate for director should be limited to the submissionof the official suggestion form, required photograph and biographical data by the proposing club.
If the nominating committee for director believes that efforts on behalf of a suggested candidatefor director exceed the scope of a dignified, responsible suggestion of the candidate, it is theprerogative of the committee to disregard the proposal of such suggested candidate. (June 1998
Mtg., Bd. Dec. 348)
Source: January 1966 Mtg., Bd. Dec. 85

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28.010.1. Declaration of Duties and Responsibilities of RI Directors
Each candidate for director, and conveners of director nominating committees, shall be
provided with a summary of the duties and responsibilities of Directors as set out in the
RI Bylaws and in the Rotary Code of Policies. The prescribed form used in suggesting
candidates for director shall include a signed declaration by the candidate that he or she
has read, understands, and is willing to comply with such duties and responsibilities as
they may be amended from time to time. (February 2002 Mtg., Bd. Dec. 164)
Source: June 2001 Mtg., Bd. Dec. 318; Amended by November 2001 Mtg., Bd. Dec. 53

28.010.2. No Eligible Past Governor Available to Serve on Nominating Committee
Where there is no past governor available for election in a district who meets thequalifications provided in RI Bylaws section 12.020.2., a past governor who is nototherwise ineligible for membership on the committee may serve if the current governor
certifies to the general secretary in writing that there are no past governors available forelection from that district who meet the qualifications of RI Bylaws section 12.020.2.
(November 2001 Mtg., Bd. Dec. 45)
Source: June 2001 Mtg., Bd. Dec. 313

28.010.3. Expenses of Nominating Committee for Director
The general secretary shall budget US$1,500 for each convener of a director nominating
committee, which may be used to offset costs of meeting room rental, coffee breaks, andone meal for the committee during its meeting, as well as for out-of-pocket postage,
copying, telephone and miscellaneous expenses incurred in making arrangements for thecommittee meeting, and which may be reimbursed upon submission of an expense reportform.
RI will not reimburse the expenses of nominating committee members other than theconvenor. Each district is encouraged to meet expenses of nominating committee
members. (November 2007 Mtg., Bd. Dec. 52)
Source: July 1998 Mtg., Bd. Dec. 16; November 2002 Mtg., Bd. Dec. 57; Amended by November 2007 Mtg., Bd. Dec. 52

28.010.4. Guidelines for the Functioning of the Nominating Committee for Director
A. Prior to the Meeting
1. The convener shall make the necessary arrangements for the committee to meet at thetime (which shall be between the fifteenth and thirtieth days of September) and place
decided by the Board of Directors of RI.
2. As soon as possible following the final date (1 September) for receipt by the convenerof forms from clubs submitting the names of suggested candidates for considerationby the nominating committee, the convener shall send to the other members of thecommittee copies of the suggestion forms filed with the convener.

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3.

There should be no other communication or exchange of information between
members of the committee regarding a suggested candidate, prior to the meeting of
the committee.

4.

Prior to the time of the meeting, members of the committee, in reviewing thequalifications of a suggested candidate, should consider only the information
provided in the official suggestion form. So that candidates may be considered on an
equal basis, the nominating committee, and the individual members of the committee,should not take into consideration supplementary brochures, circulars, statements,
etc., which may be attached to the official suggestion form or otherwise received by
the members of the committee.

5. Personal interviews of candidates are not required. However, if the majority of thecommittee determines that interviews should be offered to all candidates at theirexpense, they shall be so notified no later than two weeks before the scheduled
meeting of the nominating committee. If the committee decides to interview
candidates, it must take care that no candidate is disadvantaged because of an
inability to come for an interview.
B. The Meeting
1. After the convener has called the meeting to order and reviewed the responsibility of
the committee and the work at hand, the first order of business should be the selectionof a chair from among the members of the committee. It shall be the duty of thecommittee chair to ensure that the following criteria are carefully observed andadhered to by the committee.
2.

The committee should thoroughly review the qualifications of each candidate.
Committee members are encouraged to share their personal knowledge of candidates
with one another. The chair, or a committee member appointed by the chair, may
contact a candidate to ascertain correct information concerning the candidate's
qualifications.

3. The committee should consider, but is not limited to, the following criteria in selecting
its candidate:a. Is the candidate a good speaker and able to communicate well?
b. Has the candidate demonstrated good leadership ability and relate well to others?
c. Do family or work responsibilities prevent the candidate from giving the timenecessary to serving effectively as a member of the Board of Directors of RI?
d. Is the candidate in good health so as to serve ably as a RI director?
e. Has the candidate been active in Rotary beyond the district level and continued toserve Rotary at all levels?
f. Has the candidate demonstrated a broad knowledge of Rotary and a strong
commitment to the total program of Rotary?
g. If married, has the candidate's spouse been supportive of Rotary activities?
h. What ideas does the candidate have for changes and improvements in Rotary?

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A majority of the members of the committee shall constitute a quorum. The
transaction of all business shall be by majority vote, except that in selecting thecommittee's nominee for director, the nominees for director and alternate mustreceive at least the same number of votes as the number which constitutes no lessthan a 60 percent majority of the committee.

5. The committee should select an alternate candidate, in the event the candidate who isthe first choice of the committee subsequently is unable to serve. The name of thealternate candidate shall be kept confidential.
6. Prior to the adjournment of the meeting of the committee, the chair, on behalf of thecommittee, should contact by telephone the candidate selected by the committee todetermine that person's willingness and ability to serve as director of RI if nominatedand elected.
C. Subsequent to the Meeting1.

Immediately following the meeting of the committee, the chair shall notify bytelephone or fax all the candidates suggested by clubs for consideration by thecommittee of its selection of the candidate for nomination as director of RI.

2. As soon as possible following the adjournment of the meeting of the committee, thechair shall telephone or telefax to the general secretary the name and address andacceptance of the nominee. The chair shall later file with the general secretary of RI
the written report of the committee naming its selection of a candidate for nomination
as director of RI, including an indication that the named candidate has been contacted
by the committee and has indicated willingness and ability to serve as director of RI if
nominated and elected. The report should also state that, to the best of thecommittee's knowledge, the selected candidate has not violated RI's rules against
campaigning for office. In accordance with provisions of the Bylaws of RI, thewritten report of the nominating committee must be filed so as to be in the hands ofthe general secretary no later than ten days following the meeting of the committee.
3. The proposal forms for the candidate selected and the alternate selection shall betransmitted to the general secretary together with the committee's report of its
selection; and the proposal forms for the remainder of candidates proposed shall also
be transmitted to the general secretary to be destroyed not earlier than the second dayof December. The name of the alternate candidate shall otherwise be kept
confidential.
4. Members of the committee are not to discuss with anyone their deliberations within
the committee at any time or reveal the name of the nominee until after all candidates
have been notified. (February 2000 Mtg., Bd. Dec. 298)
Source: November 1999 Mtg., Bd. Dec. 142

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28.020. Directors-elect28.020.1. Director-elect Orientation
During the year before they begin their term of service on the Board, RI Directors shallreceive informative mailings from the Secretariat and receive an orientation at the World
Headquarters, supervised by the president-elect and general secretary. Directors-electshall also attend as observers the last meeting of the Board prior to taking office.
As part of the annual orientation for Directors-elect, information regarding the role andresponsibilities of the Board should be emphasized. The general secretary should include
information regarding the legal and fiduciary responsibilities of members of a non-profit
board, and update Directors as necessary throughout the year.
The Trustees of The Rotary Foundation are requested to consider giving the Directorselect an orientation on the Foundation and the operations of the Trustees during each
International Assembly. (November 2004 Mtg., Bd. Dec. 47)
Source: June 1987 Mtg., Bd. Dec. 334; November 1995 Mtg., Bd. Dec. 63; June 2001 Mtg., Bd. Dec. 318; Amended by November
2001 Mtg., Bd. Dec. 53; November 2004 Mtg., Bd. Dec. 47

28.020.2. Directors-elect on RI Committees
Incoming RI Directors should not serve on any RI standing committees during their year
as director-elect. However, the president for that year may waive this requirement as
appropriate. (June 1998 Mtg., Bd. Dec. 348)
Source: July 1991 Mtg., Bd. Dec. 13

28.030. Meetings
28.030.1. Location of Board Meeting
Board meetings shall normally be held at the World Headquarters or in the vicinity of thesite of the International Assembly or International Convention. (June 1998 Mtg., Bd.
Dec. 348)
Source: May 1989 Mtg., Bd. Dec. 363. See also May 2000 Mtg., Bd. Dec. 458; August 2000 Mtg., Bd. Dec. 43

28.030.2. Dates and Places of Board Meetings
The Board shall review and determine the dates and places of meetings of the Board
annually at its November meeting preceding the Rotary year in which the meetings will
be held. (February 2003 Mtg., Bd. Dec. 194)
Source: February 2000 Mtg., Bd. Dec. 267

28.030.3. Duration of Board Meeting
Each meeting of the Board shall be arranged for a week, two days to be devoted to Board
committee meetings and the remaining days to be devoted to the sessions of the Board.
Such schedule will provide further time for the consideration of the larger issues ofRotary. (June 1998 Mtg., Bd. Dec. 348)
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28.030.4. Voting by Mail Ballot
The use of the ballot-by-mail method of voting by the members of the Board should be
restricted to those cases of extreme urgency that do not involve the establishment of any
new policy, and that cannot be delayed until the next meeting of the Board. (June 2001
Mtg., Bd. Dec. 310)
Source: June 1933 Mtg., Bd. Dec. 27

28.030.5. Prior Review of Board Items By Committee
The Administration, Programs, and Executive Committee of the Board, and the RI Audit
Committee, shall consider all items referred to it by the president in accordance withsection 28.005. G. 5. and 6.
A Board committee shall make every effort to finish its consideration of its assigned
items within the specified time period. Items not considered by that time shall go to thefull Board without a committee recommendation.
After completing their committee work, Directors are encouraged to attend other Board
committee meetings as observers.
Unless there is a matter deserving extended consideration by all, or unless a director has
some information which such director is reasonably certain was not available to thecommittee during its consideration of the matter, Directors should normally be content
with a brief discussion of items that have already been fully considered by a committee of
their peers. (June 2008 Mtg., Bd. Dec. 227)
Source: January-February 1989 Mtg., Bd. Dec. 168; Amended by November 2002 Mtg., Bd. Dec. 61; June 2008 Mtg., Bd. Dec. 227

28.030.6. Deadlines for Board Consideration of Committee Recommendations
Recommendations from RI committees that are received by the general secretary lessthan thirty (30) days before a Board meeting shall not be considered by that meeting,unless the president, taking into consideration the expressed views of the liaison director
to that committee or any other member of the Board, determines that the subject matter is
too urgent to wait until the next Board meeting. (June 1998 Mtg., Bd. Dec. 348)
Source: January-February 1989 Mtg., Bd. Dec. 168

28.030.7. Open ForumIf possible, the president shall hold an open forum of the Board at each Board meeting when,in his opinion, there are any issues that merit informal discussion. (June 2001 Mtg., Bd.
Dec. 310)
Source: July 1988 Mtg., Bd. Dec. 19

28.030.8. Closed Sessions at Board Meetings
The Board shall have a closed session at each of its regular meetings, unless the Board
specifically decides not to have one at a particular meeting. All such sessions are to beRotary Code of Policies
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attended by all members of the Board and, when requested, the general secretary, whomay, with the permission of the Board, be accompanied by such senior staff persons as
the general secretary deems necessary for all or part of a session. (June 1998 Mtg., Bd.
Dec. 348)
Source: February-March 1987 Mtg., Bd. Dec. 254

28.030.9. Board Interaction with Staff
The following plan shall be followed in an effort to continue the good and productive
relationship between the Board, the general secretary and the staff.
If feasible, at each meeting in Evanston of the Executive Committee, time will be allotted
for an informal discussion of items of mutual interest between the committee and thegeneral secretary and those senior managers who report to the general secretary.
Once each year, if feasible, the president will arrange with the general secretary to holdan informal meeting in Evanston of the Board and the general secretary and all senior
managers, as defined by the general secretary, to discuss matters of mutual concern.
The president, in consultation with the general secretary, shall determine the items to be
discussed at each meeting, after each has conferred with all Directors and senior staff
respectively.
It is understood that other persons may be added to the meetings referred to above, as
appropriate, at the discretion of the president and the general secretary.
If feasible, Directors should consult the appropriate Senior Manager before bringing to
the Secretariat staff new assignments or requests for information or assistance. This
procedure will maintain staff priorities, responsibilities and accountability. However, thisprocedure is not necessary when a regular working relationship on a similar matter has
been previously established between a director and a staff member. A director may
continue to use the corporate services division to convey the new request to a senior
manager. (June 1998 Mtg., Bd. Dec. 348)
Source: March 1990 Mtg., Bd. Dec. 136

28.030.10. Post-Board Meeting Activities
The general secretary shall ensure that all decisions taken by the Board at its meetings are
distributed to Directors for confirmation prior to the adjournment of the meeting. The
general secretary shall provide printed minutes of Board meetings, within 60 days
following each meeting of the Board. Appendices to the minutes shall be filed only withthe official copy of the minutes only if the decision of the Board to which such appendix
relates specifically states that such appendix is to be filed only with the official copy ofthe minutes. (June 2007 Mtg., Bd. Dec. 226)
Source: February-March 1983 Mtg., Bd. Dec. 282; June 1998 Mtg., Bd. Dec. 404; November 1999 Mtg., Bd. Dec. 120; Amended
by June 2007 Mtg., Bd. Dec. 226

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28.030.11. Effective Date of Board Decisions
Board decisions shall become effective immediately upon adjournment of each Board
meeting, with the exception of the first meeting of the Board, decisions from which are
effective on or after 1 July. (February 1999 Mtg., Bd. Dec. 196)
Source: June 1998 Mtg., Bd. Dec. 404

28.030.12. Implementation of Board Decisions
The general secretary shall provide an action report on those Board decisions which
require implementation or follow-up, such report shall be provided at each meeting of theBoard. (February 1999 Mtg., Bd. Dec. 196)
Source: June 1998 Mtg., Bd. Dec. 405

28.030.13. Board “Highlights” on RI Web site
After each Board meeting, highlights of Board decisions that significantly affect RI policy
shall be included on the RI Web site. (February 1999 Mtg., Bd. Dec. 196)
Source: October 1998 Mtg., Bd. Dec. 83

28.030.14. Board Minutes on RI Web Site
Board minutes shall be placed on the RI Web site within 60 days of the meeting, except
for those appendices that are designated “to be filed only with the official copy of theminutes,” which shall be made available to Rotarians upon request, in accordance with RI
Bylaws section 5.020. Minutes posted prior to their approval by the Board shall containnotice that the minutes are in draft form only, subject to approval by the Board. (June2007 Mtg., Bd. Dec. 226)
Source: November 2006 Mtg., Bd. Dec. 70; Amended by June 2007 Mtg., Bd. Dec. 226

28.030.15. Parliamentary Procedures for Board Meetings
The Board has adopted the following parliamentary procedures for the conduct of its
meetings. The current edition of Robert’s Rules of Order Newly Revised shall be theBoard’s parliamentary authority on matters not addressed below:
Simplified Chart of Parliamentary Motions
MotionRequires Second
Adjourn
Yes
RecessYes
Close Debate
Yes
Defer
(or
Postpone
Definitely)
Yes
Refer to Committee
Yes
Amend the Amendment
Yes
Amend or Substitute
Yes
Withdraw (or Postpone
Indefinitely)
Yes

Debatable
No
No
No

Amendable
No
Yes
No

Vote
Majority
Majority
2/3

Yes
Yes
Yes
Yes

Yes
Yes
No
Yes

Majority
Majority
Majority
Majority

YesNo

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MotionMain Motion
Reconsider
Rescind175

Requires Second
Yes
Yes
Yes

Debatable
Yes
Yes
Yes

Amendable
Yes
No
Yes

Motions Dealing with the General Conduct of the Meeting
No Order of Precedence
Parliamentary Inquiry
No
No
No
Point of OrderNo
No
No
Withdraw or Modify aMotionNo
No
No
Divide the Motion
No
No
Yes
(November 2002 Mtg., Bd. Dec. 55)

Vote
Majority
Majority
Majority

None
None
Majority
Majority

Source: November 1999 Mtg., Bd. Dec. 137; November 2002 Mtg., Bd. Dec. 55

28.030.16. Provision of Laptop Computers, Computer Training and Electronic
Communication
Electronic communication systems will be provided to Directors as follows:a. one laptop computer shall be given to each Director upon request for use throughout
his two-year term of service, and to the President-nominee until he becomes President
b. the President may, at his discretion, receive a new laptop computer for use during his
year as President
c. one laptop computer shall be given to the aide to the President, aide to the Presidentelect, and aide to the President-nominee at the beginning of their terms of service, to be
used throughout their terms of service
d. in the event that a special language laptop must be purchased for use in a non-US
country, a local purchase authorization shall be granted up to the current price for new
laptop technology in the US, taking into consideration any additional local taxes
Training shall be provided to members of the Board at their request. Laptop computers
may be retained by such Rotary senior leaders to support the association’s activities.
Upon request and when feasible, Directors shall be furnished with published Rotarymanuals, learning aides or information that has been prepared for use by the Board, suchas advance memoranda, draft decisions, reports and similar information, in electronic
form. (November 2009 Mtg., Bd. Dec. 28)
Source: February 1995 Mtg., Bd. Dec. 145; February 1996 Mtg., Bd. Dec. 229; Amended by February 2000 Mtg., Bd. Dec. 351;
November 2009 Mtg., Bd. Dec. 28

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28.035. Appeals of Board Action
In accordance with section 5.030. of the RI bylaws, except when received within three months ofthe next regularly scheduled Council on Legislation, action by the Board shall be subject only toappeal through a ballot-by-mail submitted to the district representatives of the most recent Council
on Legislation as follows. (June 2008 Mtg., Bd. Dec. 239)
Source: June 2008 Mtg., Bd. Dec. 239

28.035.1. Multiple Appeals
Where there are multiple appeals of the same decision, the club whose appeal is received
first by any office of the Secretariat shall be considered the appellant and all subsequentappeals received shall be regarded as concurrences. (June 2008 Mtg., Bd. Dec. 239)
Source: June 2008 Mtg., Bd. Dec. 239

28.035.2. Withdrawal of Appeal or Concurrence
An appeal that is later withdrawn will be considered invalid. A concurrence that is later
withdrawn by a club will not count toward the number of concurrences required. If thewithdrawal of a concurrence results in there not being sufficient concurrences, the appeal
will be considered invalid. (June 2008 Mtg., Bd. Dec. 239)
Source: June 2008 Mtg., Bd. Dec. 239

28.035.3. Delivery of Appeal
Appeals and concurrences must be delivered in writing to the general secretary (or to oneof the Secretariat locations) and be received no later than the day of the deadline. (June2008 Mtg., Bd. Dec. 239)
Source: June 2008 Mtg., Bd. Dec. 239

28.035.4. Position Statements
Upon receipt of a valid appeal and concurrences, the appellant and RI Board will be
provided an opportunity to have a position statement sent out on their behalf. A deadline
for submitting such statements will be set by the General Secretary such as to allow theparties a reasonable amount of time to draft the position statements but also provide
sufficient time for the statements to be translated and copied for distribution. Statements
shall be limited to approximately 300 words. The first party to file an appeal shall begiven the first option to draft a statement in support of its appeal. If it declines, thisoption shall pass to the second club to file the appeal, if any, and so on. The President
may appoint a board member or committee to act on behalf of the Board to draft thestatement opposing the appeal. (June 2008 Mtg., Bd. Dec. 239)
Source: June 2008 Mtg., Bd. Dec. 239

28.035.5. Failure to Provide Position Statement
If the appellant fails to provide a statement by the deadline, the Board’s statement shallbe sent together with a statement indicating that both parties were given an opportunity toprovide position statements. (June 2008 Mtg., Bd. Dec. 239)
Source: June 2008 Mtg., Bd. Dec. 239

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28.035.6. Ballot
Upon receipt of the position statements, but in any event within 90 days of receipt of theappeal and concurrences, the general secretary shall prepare and mail a ballot inaccordance with RI bylaws 5.030. together with a notice that all ballots must be returnedto the general secretary at the world headquarters of the Secretariat within 45 days ofmailing. (June 2008 Mtg., Bd. Dec. 239)
Source: June 2008 Mtg., Bd. Dec. 239

28.035.7. Translation of Documents and Ballot
The general secretary shall provide translated versions of all position statements andballots in all the languages used by RI for essential club and district information. (June2008 Mtg., Bd. Dec. 239)
Source: June 2008 Mtg., Bd. Dec. 239

28.035.8. Voting Eligibility
The district council representatives eligible to vote pursuant to RI bylaws 5.030. shall be
determined as follows:a. Actual representatives who attended the immediate past Council on Legislation.
b. Alternate representatives of the immediate past Council on Legislation, if the district’s
actual representative no longer possesses the qualifications of voting members of theCouncil as set forth in the RI bylaws.
c. Where neither the representative not the alternate representative is qualified, thegovernor shall appoint a Rotarian in the district who meets the qualifications for aCouncil representative. (June 2008 Mtg., Bd. Dec. 239)
Source: June 2008 Mtg., Bd. Dec. 239

28.035.9. Posting Ballot Information
Notice of the appeal and the position statements shall be posted to the governor extranetsite to allow governors to notify RI in the event that a representative does not receive thenotice or is no longer available to represent the district. (June 2008 Mtg., Bd. Dec. 239)
Source: June 2008 Mtg., Bd. Dec. 239

28.035.10. Voting Rights
Each district is entitled to one vote. A majority of votes eligible to be cast is required tooverturn a board decision. (June 2008 Mtg., Bd. Dec. 239)
Source: June 2008 Mtg., Bd. Dec. 239

28.035.11. Balloting Committee
A balloting committee shall be appointed by the President to meet at a designated timeand place to examine and count the ballots. Scanned ballots may be considered in lieu of
the actual ballots. The balloting committee shall certify its report of the results to thegeneral secretary within five days thereafter. (June 2008 Mtg., Bd. Dec. 239)
Source: June 2008 Mtg., Bd. Dec. 239

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28.035.12. Appeals to the Council on Legislation
The procedure for appeals required to be submitted to the next regularly scheduled
meeting of the Council on Legislation shall be adopted by the Council for such purposes.
(June 2008 Mtg., Bd. Dec. 239)
Source: June 2008 Mtg., Bd. Dec. 239

28.035.13. Other Issues
Any issues not covered by the appeals process outlined above shall be decided by the
President. (June 2008 Mtg., Bd. Dec. 239)
Source: June 2008 Mtg., Bd. Dec. 239

28.040. Travel and Appearances
The general secretary is instructed to prepare and confirm appropriate arrangements to receiveand recognize the officers and members of the Board at any meetings, gatherings or receptions towhich they may be invited. Such arrangements include, but are not limited to, appropriateseating arrangements, translation service, assistance in conformity with local customs and similar
matters. Extreme care should be taken not to schedule events that may affect the time required
for the Board to transact its business.
General officers and incoming general officers shall be appropriately informed by the president
with respect to events they may be required or expected to attend, as well as those at which theirattendance would not be appropriate, with such information to be clearly provided to each such
person in order to avoid possible embarrassment. (June 2002 Mtg., Bd. Dec. 245)
Source: February-March 1983 Mtg., Bd. Dec. 221

28.040.1. Invitations to Speak
Travels and speaking engagements by members of the Board need not be specificallyapproved by the president but should not conflict with the president’s travel plans. To
avoid conflicts in speaking engagements, Board members shall keep the general secretary
informed of their travel plans and shall obtain from the general secretary information on
the president’s travel plans and those of other Board members. (June 1998 Mtg., Bd. Dec.
348)
Source: May-June 1967 Mtg., Bd. Dec. 76

28.040.2. Expenses for Club and District Visits
RI does not reimburse Directors or past Directors for unlimited travel and housing.
Therefore, when clubs and districts invite Directors to an event, such clubs and districts
should pay the reasonable travel and lodging expenses of the Directors. However, clubs
and districts should not otherwise be expected to contribute, or be asked by any person orgroup to contribute, to the personal or program expenses of Directors, but may contributeon a voluntary basis toward the operating costs of Rotary institutes. (June 1998 Mtg., Bd.
Dec. 348)
Source: March 1993 Mtg., Bd. Dec. 189

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28.040.3. Group Travel by Officers and Board of Directors
Whenever current or incoming Directors travel as a group, they shall travel in more than
one group, each group to be transported separately. Except when the president deems it
to be not practicable, he shall not be transported together with the president-elect or thevice-president. (August 1999 Mtg., Bd. Dec. 47)
Source: May 1978 Mtg., Bd. Dec. 10; August 1999 Mtg., Bd. Dec. 47

28.050. Spouse Training and Attendance at Rotary Meetings
Spouses of Directors must be informed of current developments in the international association,
including the operations of the Secretariat, and therefore, the general secretary is requested todevelop a program for directors’ spouses who attend Board meetings in Evanston which
includes, but is not limited to, instructional sessions, seminars, public service programs, andpresentations from senior managers and other relevant staff as determined by the generalsecretary regarding developments in Rotary programming, events, meetings and Secretariat
operations, which programs should constitute a substantial portion of the spouse’s activities atsuch meetings. Where such spouses do not attend such sessions, the general secretary isrequested to treat the travel expenses of such spouses as personal expenses. (June 2005 Mtg.,
Bd. Dec. 337)
Source: August 1999 Mtg., Bd. Dec. 52; Amended by June 2005 Mtg., Bd. Dec. 337

Cross References
57.150. Role of Official Participants and Spouses at the Internationl Convention
58.040.9. Responsibilities of Board of Directors at the International Assembly
58.040.10. Responsibilities of Spouses at International Assembly
59.030.1. Board of Directors Role at Council on Legislation
61.030.5. Role of the RI Board at Regional Conferences

28.060. Relationship Between Directors and Governors
Directors represent all clubs in the administration of Rotary. Governors are under the generalsupervision of only the Board. However, because of the director's place of residence andfamiliarity with the zone, a special relationship exists between the director and the governors of
districts in the zone from which the director has been nominated or the zone that alternates with
it. Consistent with the basic roles of RI officers, the special relationship between Directors andgovernors can enhance the program of Rotary. Individual Directors should advise the Board inmatters coming to the Board for which familiarity with the associated locale, its customs,
practices and individuals would be helpful. Directors and governors should exchange
information on district activities and Board action. Governors should consult informally withappropriate Directors about such matters as interpretation of Board action, serious district orinter-district problems or possible future formal communication to the Board. (June 1998 Mtg.,
Bd. Dec. 348)
Source: February 1981 Mtg., Bd. Dec. 267

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28.070. Relationship Between Directors and Trustees of The Rotary Foundation
28.070.1. Future RI General Officers Serving as Trustees
It is not appropriate for a future General Officer of Rotary International to serve at thesame time as a Trustee of The Rotary Foundation and, therefore, the Board has strongly
encouraged Trustees who have been declared by the RI president to be the RI presidentnominee or a director-nominee to resign from the TRF Board of Trustees effective
immediately following the president’s declaration. (February 2000 Mtg., Bd. Dec. 298)
Source: November 1999 Mtg., Bd. Dec. 136

28.070.2. Liaisons at Board and Trustees Meetings
The RI president may appoint a liaison director to Foundation Trustees’ meetings, such
liaison to participate either in person or by video-conference as determined by the trustee
chairman. The Board shall invite a liaison trustee, if appointed by the trustee chairman toattend Board meetings either in person or by video-conference as determined by the RI
president. (June 2009 Mtg., Bd. Dec. 236)
Source: June 2004 Mtg., Bd. Dec. 295; June 2009 Mtg., Bd. Dec. 236; Affirmed by November 2005 Mtg., Bd. Dec. 36

28.080. Conflict of Interest Policy
The RI Board has adopted a “Conflict of Interest Policy” for general officers as follows:
I. Statement of Policy
A. No member of the Board of Directors of Rotary International shall use his or her position, or theknowledge gained therefrom, in such a manner that a conflict between the interest of RotaryInternational and his or her personal interest arises.
B. Each Board member has a duty to place the interest of Rotary International foremost in any
dealings with the organization and has a continuing responsibility to comply with the requirements ofthis policy.
C. The conduct of personal business between a member of the Board or of a committee and RotaryInternational is prohibited.
D. Loans or indirect extensions of credit by Rotary International to a member of the Board or of
a committee are prohibited.
E. If a Board member has an interest in a proposed transaction with Rotary International in the formof any personal financial interest in the transaction or in any organization involved in the transaction,or holds a position of trustee, director, or officer in any such organization, he or she must make full
disclosure of such interest to the President (or in the case of the President, to the Executive
Committee Chairman) before any discussion or negotiation of such transaction. If a director isaware that another director has an undisclosed potential conflict of interest in a proposedtransaction with Rotary International he or she must inform the President (or if the other director
is the President, to the Executive Committee Chairman) as soon as possible.

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F. Any member of the Board or of a committee who is aware that he or she has a potential conflict ofinterest with respect to any matter coming before the Board or a committee shall not be present forany discussion of or vote in connection with the matter. The existence and nature of the potential
conflict of interest shall be recorded in the minutes of the meeting.
G. Each member of the Board must disclose any family or business relationship that he or she
has with another member of the Board, Trustee of The Rotary Foundation, key employees orhighest compensated independent contractors of Rotary International or The Rotary Foundation
as those individuals or firms are identified annually by the general secretary.
II. Disclosure
To implement this policy, Board members of Rotary International will submit annual reports on theattached form entitled “Potential Conflict of Interest Statement” and, if not previously disclosed, will
make disclosure of all potential conflicts of interest prior to any relevant Board or committee action.
These reports will be reviewed by the Executive Committee, which will attempt to resolve any actualor potential conflicts and, in the absence of resolution, refer the matter to the Board of Directors. A
potential conflict of interest will be deemed to exist upon an affirmative vote of a majority of thedirectors voting in the decision. The director with the potential conflict of interest shall not bepresent for the vote. (January 2010 Mtg., Bd. Dec. 117)
Source: June 1997 Mtg., Bd. Dec. 403; November 2007 Mtg., Bd. Dec. 53; Amended by June 2005 Mtg., Bd. Dec. 272; January 2010 Mtg.,
Bd. Dec. 117

28.090. Code of Ethics
1. Directors will adhere to applicable laws and regulations in the conduct of Rotary business aswell as in their personal lives. As a corporate business entity, Rotary International is subject tothe laws of the various jurisdictions in which it conducts business. The Board should adhere toapplicable law in order to protect the assets and mission of the association. In addition, in
conducting their private lives, directors should adhere to applicable law in order to preserve andprotect the positive image of Rotary.
2. Directors will adhere to the provisions of RI’s constitutional documents. Board members
have a legal obligation to follow the provisions of RI’s constitutional documents. Moreover,these documents embody the democratic will of Rotary’s membership as represented at thetriennial Council on Legislation. Through these documents the membership has establishedstandards expected of the Board. Adherence to their terms garners the trust of the membershipand assures that actions are taken consistent with members' expectations.
3. Directors will adhere to the provisions of the policies established by the Board as documented
in the Rotary Code of Policies. Over the years, the Board has established policies andprocedures, documented in the Rotary Code of Policies, to further the aims of the association as
well as to protect its mission. Many of these provisions are designed to assure good governanceand promote an ethical image. Adhering to these policies demonstrates a commitment to these
ideals while protecting the association.

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4. Directors will serve for the benefit of Rotarians and the purposes of RI. Directors will follow
the requirements of the Board’s Policy on Conflicts of Interest. Directors have a duty of loyalty
to RI. They should put the interests of the association first. The Board has adopted a Conflictsof Interest Policy that is designed to preclude even the appearance of any impropriety as to Board
action. This assures continued confidence by Rotarians in their Board.
5. Directors will not utilize their office for personal prestige and/or benefit. With the authority
inherent in an office of importance comes access to special privileges not available to otherRotarians. Taking advantage of such privilege distracts from critical responsibilities and calls
into question the commitment to the Objects of Rotary.
6. Directors will exercise due care in the diligent performance of their obligations to theassociation. By law, directors have a duty of care to the association. Directors should performtheir responsibilities with such care, including reasonable inquiry, as ordinarily prudent persons
in like positions would use under similar circumstances. Directors should inform themselves,prior to making a business decision, of all material information reasonably available to them.
7. Directors will take actions based on an essential fairness to all concerned. Directors are often
faced with decisions that will significantly impact various Rotarian groups and individuals. So
as to maintain the confidence of Rotarians that the Board acts fairly and in the best interests of
the association, Directors, in a manner consistent with the 4-Way Test, should weigh thepotential impact of their decisions and treat equally all persons who will be affected.
8. Directors will promote transparency of important financial information. Directors are thestewards of the association acting on behalf of Rotary clubs and Rotarians. Rotarians have aright to access accurate information regarding the financial condition of the association.
Transparency in financial operations encourages ethical behavior.
9. Directors will prohibit and restrict the disclosure, communication, and utilization ofconfidential and proprietary information. In fulfilling their responsibilities as members of theBoard, directors necessarily have access to confidential and proprietary information. As part oftheir duty of loyalty, directors should utilize this information only for intended purposes, neverfor personal ones, and take precautions against accidental disclosure.
10. Directors will comply with expense reimbursement policies. The Board has adopted apolicy on the procedures for reimbursement of Rotary related expenditures. Following theseprocedures ensures compliance with applicable laws and precludes the appearance ofimpropriety.
11. Directors will interact with RI and TRF staff in a professional and respectful manner andshall understand and abide by Rotary International’s non-harassment policy. Directors come into
regular contact with RI and TRF staff. Maintaining a professional and harassment free work
environment is essential for staff to successfully perform their responsibilities in providing
service to Rotarians. Moreover, harassment in the workplace can put the assets of theorganization at risk. The General Secretary has developed a policy for prevention of harassmentin the workplace. What constitutes acceptable interaction may vary among the different cultures
represented on the Board and in the Secretariat. The harassment policy provides guidance on
what is proper interaction with staff. Board members should be familiar with and adhere to thepolicy so as to avoid even unintentional improper interaction.

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12. Directors will adhere to this Code of Ethics, encourage other board members to do so as welland report any suspected or potential violations to the General Secretary or the President. The
efficacy of this Code of Ethics is dependent on compliance of the Board. By self-monitoring andencouraging other Board members to comply with the Policy, the Board can assure that the goalsof the Policy will be accomplished. (June 2005 Mtg., Bd. Dec. 272)
Source: June 2005 Mtg., Bd. Dec. 272

28.090.1. Implementation
The Code of Ethics shall be distributed to and reviewed with directors-elect as part oftheir orientation session. It will also be provided to directors at least annually. Eachdirector will annually acknowledge that he has read the Code and understands and willcomply with his responsibilities hereunder.
The Code of Ethics will be made available to all Rotarians upon request and will be
published on RI’s Web site. Additionally, the Code will be published in RI’s annual
report, or alternatively, the annual report may refer readers to the version published on
RI’s Web site. (June 2005 Mtg., Bd. Dec. 272)
Source: June 2005 Mtg., Bd. Dec. 272

28.090.2. Interpretation and Enforcement
When made aware of a potential or alleged violation of the Code of Ethics, the General
Secretary and the President will provide available details to the Executive Committee.
The Executive Committee will then obtain all relevant information and take such action
as it deems appropriate, including providing counsel to the alleged violator and providing
recommendations to the Board for corrective action. Only the Board may takedisciplinary action against a director, consistent with RI’s constitution and bylaws and the
Rotary Code of Policies. (June 2005 Mtg., Bd. Dec. 272)
Source: June 2005 Mtg., Bd. Dec. 272

28.100. Indemnification of RI Directors and Officers
The Board has adopted the following statement pursuant to its authority under Article 23 of the
RI Bylaws:
Rotary International shall indemnify all of its present and former directors and officers to the full
extent permitted by the Illinois General Not for Profit Corporation Act of 1986, or any successor
legislation adopted by the State of Illinois of the United States of America, the relevant
indemnification provisions of which act are hereby incorporated herein by reference. In
addition, Rotary International may, upon approval of the directors, indemnify any committee
member or agent of Rotary International to the full extent permitted under the said General Not
for Profit Corporation Act. Rotary International shall also cause to be purchased insurance forsuch indemnification of its officers and directors to the full extent determined from time to timeby the directors of Rotary International. (March 2005 Mtg., Bd. Dec. 178)
Source: March 1997 Mtg., Bd. Dec. 206

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Cross Reference
71.050. Liability Coverage for RI Directors and Officers
28.110. Information Provided to the Board
The general secretary will provide to each RI Board member at the first meeting of the new RI
Board of Directors the following:a. A summary of the key management positions and incumbents within the Secretariat including
the general secretary, assistant general secretary, general managers, Foundation general manager,
chief legal counsel and at least one level below each of these key personnel, such summary toinclude the reporting characteristics of the positions (who they report to and who reports directly
to them)b. An executive summary of employee compensation and benefitsc. A summary of strategic goals and objectives and performance measures established for eachgeneral manager and/or department for the ensuing year
d. A summary of the strategic goals and objectives for the general secretary for the ensuing year
e. The terms and provisions of the general secretary’s employment contract and any pertinentaddendums on request (June 2007 Mtg., Bd. Dec. 267)
Source: June 2007 Mtg., Bd. Dec. 267

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Article 29. Other Current and Past Officers Of RI
29.010. President-elect29.020. President-nominee
29.030. Vice-President
29.040. Treasurer
29.050. Past Presidents
29.060. Definition of Past Officer of RI
29.070. Improper Conduct by Current or Past Officers
29.080. Guidelines for Aides to RI Officers

29.010. President-elect29.010.1. Duties
The president-elect of RI:1) should work closely and harmoniously with the president and president-nominee tomaintain the stability and continuity of the leadership of the president;
2) should be prepared to accept assignments from the president, including participationin as many Rotary institutes as feasible;3) has the responsibility to devote appropriate time and effort in preparing himself for his
year of leadership of the organization;4) moves into the president-elect’s office at the World Headquarters;5) shall be provided with appropriate financial and staff support;
6) shall be responsible for the direction, planning and supervision of all aspects of theInternational Assembly, including the assembly budget;7) shall assist in the preparation of the RI budget for the year he or she is president;8) shall serve as an ex-officio voting member of the Finance Committee of RI;9) meets with general secretary to begin the process of formal planning of his or her term
as president and begins work with members of the staff to carry out this planning;10) attends all Board meetings;11) begins planning his convention;a) meets with the general secretary to determine staff who are to assist withconvention planning;b) determines committee meeting dates for convention planning;Rotary Code of Policies
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186c) may include in the International Assembly program specific directives for thegovernors-elect to promote the convention in their year as governors.
12) By careful appointment of a moderator, ensures that incoming district governors areproperly instructed at the International Assembly.
13) excuses governor-elect attendance at the International Assembly.
14) discusses with the Board which committees should continue to be appointed in his or
her year of office. (June 2006 Mtg., Bd. Dec. 269)
Source: November 1997 Mtg., Bd. Dec. 107. Amended by May 2000 Mtg., Bd. Dec. 412; November 2001 Mtg., Bd. Dec. 91; June
2002 Mtg., Bd. Dec. 245; May 2003 Mtg., Bd. Dec. 325; June 2005 Mtg., Bd. Dec. 284; June 2006 Mtg., Dec. 269. See also
October 1993 Mtg., Bd., Dec. 48

29.010.2. Attendance at Institutes
The president-elect is encouraged to participate in some institutes each year in order toenhance knowledge and experience of the world of Rotary, and to provide opportunities
for Rotary leaders at the zone level to gain greater knowledge and insight into the current
and future directions of Rotary. It is, however, recognized that, given the president-elect’s
many duties and commitments, the president-elect may only be able to attend portions ofinstitutes. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1996 Mtg., Bd. Dec. 290

29.010.3. Advance Committee Meetings
To prepare for the ensuing year, to effect a smooth transition from one president toanother and to enhance the continuity of one Rotary year with the next, the presidentelect may schedule committees which are to function during the next Rotary year to meet
up to three months in advance of that year, which will allow for advance planning of thenext year’s program of emphasis. Such meetings should not interfere in any way with thecurrent year’s programs and meetings. The expenses of such meetings shall be charged
to the succeeding fiscal year’s budget. (June 1998 Mtg., Bd. Dec. 348)
Source: July 1991 Mtg., Bd. Dec. 12; November 1997 Mtg., Bd. Dec. 109

29.010.4. President-elect’s Travel Expenses
In all instances where payment is authorized for the expenses of the president-elect andspouse and the president-elect has no spouse, payment shall be authorized for an adultmember of the president-elect’s family at the discretion of the president-elect. (May 2003
Mtg., Bd. Dec. 325)
Source: April 1991 Mtg., Bd. Dec. 10

29.010.5. Appointments to Rotary Foundation Trustees
The president-elect shall submit to the RI Board for approval no later than at its
November meeting each year the names of the individuals he intends to appoint as RotaryFoundation Trustees, such appointments, as approved by the Board, to be formallyRotary Code of Policies
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ratified by the president and the Board at the Board’s first meeting of the next Rotary
year. (July 2002 Mtg., Bd. Dec. 8)
Source: June 2001 Mtg., Bd. Decs. 309; Amended by July 2002 Mtg., Bd. Dec. 8

29.010.6. Appointment of Vice-President and Treasurer
Prior to appointing the vice-president and Treasurer for the ensuing year, the presidentelect shall consult privately with individual Directors regarding the selection. The vicepresident and Treasurer of the Board shall be selected from those individuals currently
serving as first-year directors. (February 2002 Mtg., Bd. Dec.164)
Source: November 2001 Mtg., Bd. Dec. 52

Cross References
19.040.1. Governor-elect Attendance at International Assembly
27.050. RI Theme and Program Emphasis

29.020. President-nominee
29.020.1. Office Space
The president-nominee shall be provided with office space at Secretariat Headquarters,
the International Assembly, and International Convention (February 2004 Mtg., Bd. Dec.
189)
Source: July 1997 Mtg., Bd. Dec. 25; Amended by February 2004 Mtg., Bd. Dec. 189

29.020.2. Secretarial Support
Secretarial support shall be provided to the president-nominee, once he or she is officiallydeclared president-nominee, and that such support shall be provided by existing staff at
the Secretariat, to be determined by the general secretary. (June 1998 Mtg., Bd. Dec.
348)
Source: July 1997 Mtg., Bd. Dec. 25

29.020.3. President-nominee Expenses
The expenses of the president-nominee of RI incident to his attendance at the final
meeting of the Board, the International Assembly and the convention will be paid by RI.
(June 1998 Mtg., Bd. Dec. 348)
Source: January 1961 Mtg., Bd. Dec. 179

29.020.4. Orientation at International Assembly
One or two past presidents as selected by the president shall provide the presidentnominee with orientation at the International Assembly regarding the authority andresponsibility of the president. (November 2001 Mtg., Bd. Dec. 45)
Source: June 2001 Mtg., Bd. Dec. 317

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29.030. Vice-President
The vice-president shall:1) perform such assignments as may be requested by the president;2) keep informed of major aspects of the office of president in preparation to assume the office;3) assume chairmanship of the Board at any time by request of the president or in the event thepresident is unable for any reason to serve;4) assist the president in Board meetings as directed by the president;
5) inform the president about the vice-president’s whereabouts at all times including how thevice-president can be reached;6) serve at the International Convention in such roles as may be determined by the president.
(June 1998 Mtg., Bd. Dec. 348)
Source: October-November 1981 Mtg., Bd. Dec. 72

29.040. Treasurer
29.040.1. Meetings with the General Secretary and Senior Financial Managers
The general secretary is requested to continue to arrange regular meetings between the
Treasurer, the general secretary and senior financial managers at the World Headquarters
at least three times a year, perhaps incident to the meetings of the Board. (June 1998
Mtg., Bd. Dec. 348)
Source: March 1993 Mtg., Bd. Dec. 156

29.040.2. Reports from the General Secretary
The general secretary shall keep the Treasurer informed on a monthly basis of thefinancial condition of RI and advise the Treasurer concerning those financial matterswhich require special attention. (June 1998 Mtg., Bd. Dec. 348)
Source: May-June 1976 Mtg., Bd. Dec. 221

29.040.3. Preparing Five-Year Budget Forecast
The Treasurer shall cooperate in the preparation of a five-year budgetary forecast ofincome and expenditures. The general secretary shall be prepared to recommend
responses to budget trends and indicated fiscal actions for consideration by the FinanceCommittee and the Board.
The Treasurer and the Finance Committee are expected to advise the Board on the basisof the five-year budgetary forecast goals and of alternative actions for achieving suchgoals. (June 1998 Mtg., Bd. Dec. 348)
Source: May-June 1976 Mtg., Bd. Dec. 221

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29.040.4. Convention Report
The Treasurer shall provide a report to the convention, noting that a) the auditor’s reportcannot be made until after the close of the RI fiscal year; b) a copy of the auditor’s
condensed report will be sent to each club; and c) additional copies will be available
through the Secretariat. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1954 Mtg., Bd. Dec. 129

29.040.5. Ex Officio Member of the Executive Committee of the Board
The Treasurer in each year shall be named as an ex officio member of the Executive
Committee of the Board. (July 1998 Mtg., Bd. Dec. 20)
Source: June 1976 Mtg., Bd. Dec. 221

29.040.6. Reports to the Board
The Treasurer shall report on the status of finances at all Board meetings. (August 2000
Mtg., Bd. Dec. 43)
Source: October-November 1980 Mtg., Bd. Dec. 248; May 2000 Mtg., Bd. Dec. 445

29.050. Past Presidents
All past presidents are encouraged to continue their active interest in Rotary. All possible
courtesy and respect shall be extended to past presidents in connection with their attendance at
the International Assembly and the International Convention in each year. (June 1998 Mtg., Bd.
Dec. 348)
Source: May 1973 Mtg., Bd. Dec. 25

29.060. Definition of Past Officer of RI
Terms such as “past president,” “past director,” and “past governor” identify those who have
served full terms in those offices except where the RI Board has, on the merits of individual
cases, decided that something less than a full term may be deemed to have been a full term for
purposes of these definitions and for purposes of qualifying to hold higher office in RI underprovisions of the RI Bylaws. (November 2002 Mtg., Bd. Dec. 45)
Source: April-May 1978 Mtg., Bd. Dec. 327

29.070. Improper Conduct by Current or Past Officers
If an allegation of wrong-doing or claim of improper conduct is received by any officer, memberof the Board or the general secretary against any current or past officer, it must be referred to thepresident who will follow these procedures:
1) the president will acknowledge receipt of the allegation to the individual making thecomplaint, within 30 days of receipt;

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1902) the president will refer the allegation to the Executive Committee, if appropriate, forinvestigation of any wrong-doing or improper conduct. Every effort will be made to conduct
such an investigation in confidence;3) such investigation should include an interview of both the individual making the allegationand the individual who is the subject of the allegation;4) the Executive Committee will determine if the allegation is valid and, if so, will recommend
to the Board through the president a course of action for final action by the Board;5) the final outcome of the investigation will be communicated by the president to both parties
at the end of the investigation. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1996 Mtg., Bd. Dec. 155

29.080. Guidelines for Aides to RI Officers
The RI Board has adopted “Guidelines for Aides to RI Officers.” RI presidents, Directors, orFoundation Trustees may develop guidelines that are specific to their special travel needs andthat vary from these guidelines.
The duties will vary depending on the duration of the stay and the type of activities planned. The
overall responsibility is to be sure that the officer is comfortable, arrives on time for all events,and enjoys the visit.
The following guidelines are to be followed by the aide(s):1. Before arrival, the aide’s responsibilities are to:a. Send information to the officer giving details about himself/herself, such as address,
telephone and fax numbers, and name of spouse and photos, if possible;
b. Inform officer of any special dress obligations (formal wear, etc.) during the time of thevisit; ask for any specific requests from officer;
c. Send the officer, or confirm that event organizers have sent, complete program for theentire time of the visit, including information on all presentations or speeches the officer
will be expected to make and any other commitments, visits or activities in which he/shewill be expected to participate, as well as general background on the host club(s) and/or
district(s);d. Have information on hand as to medical help (hospital, doctor, dentist) for emergencies;e. Inquire about any special accommodation needs or preferences the officer may have (typeof beds, smoking/non-smoking, etc.) and any dietary restrictions or allergies;
f. Check hotel arrangements
1) Pre-register officer (and spouse, if appropriate);
2) Have key to deliver to the officer personally;
3) Check room to make sure that it is ready for occupancy;
4) Check billing instructions, so there are no problems with checkout. Be sure that
arrangements for payment are clear. If the officer is expected to pay directly, besure the officer is aware of this prior to check-in. Review the hotel bill on behalfof the officer;

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g. If there are registration materials and/or badges for the event, secure that material inadvance and check to be sure names are spelled correctly and that all necessary material
and information is included in the materials.
2. During the officer’s stay, the aide’s responsibilities are to:a. Meet the officer at the airport (or other point of arrival), assist with baggage as needed andprovide transportation, as needed, throughout the visit;b. Be sure the officer knows how to contact you at all times during his/her stay;c. Be sure the officer knows the exact time he/she is to be picked up for any activity;
d. Escort the officer and his/her spouse to each activity and stay with them at the activity. If
possible, know the seating arrangements in advance and have your seats as close to themas possible;
e. Introduce the officer to other participants and provide as many opportunities as possible
for the officer to interact with other Rotarians and guests. However, it may also benecessary to be available to help move the officer through a crowd or prevent one personfrom monopolizing the officer;
f. Be attentive to any need of officer and spouse during the activity; be protective andhelpful, but not overbearing or intrusive;g. Handle any gifts or literature the officer may receive. If possible, make sure a businesscard is attached to these items. If necessary, send gifts to the officer's home or officefollowing the event. Please also send a list of the gifts received with the complete nameand address of the giver;h. Keep the event organizer(s) informed about any needs or desires of the officer;
i. Do not plan any activities other than those already planned by the coordinator of the event,unless specifically asked to do so by the officer;
j. Be ready for the unexpected; to the extent possible, anticipate situations; do not be afraid
to ask officer what her/his wishes are;k. Be prepared to carry out various "ad hoc" responsibilities. For example, you may becalled upon to serve as "photographer" for those wishing to have photos taken with theofficer.
3. Following the event, the aide’s responsibilities are to:a. Provide (or arrange) transportation back to the airport (or other point of departure) for theofficer and spouse, including assistance with baggage;b. If needed, ship large gifts or mementos to the officer. (February 2004 Mtg., Bd. Dec.
159)
Source: October 2003 Mtg., Bd. Dec. 60

29.080.1. Guidelines for the Selection of Aides to RI Officers
The RI Board has adopted “Guidelines for the Selection of Aides to RI Officers.” RI
presidents, Directors, or Foundation Trustees may develop guidelines that are specific totheir special travel needs and that vary from these guidelines.
The role of the aide to the RI president or other RI officer is to provide assistance andinformation to the officer before, during and after the visit of the officer. The selection ofRotary Code of Policies
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the aide should be based on the ability of the individual(s) to fulfill the responsibilities of
the assignment. Please take the following guidelines into consideration when appointing a
Rotarian to serve as the aide to a visiting RI officer.
The aide must
1. be a knowledgeable and experienced Rotarian, preferably a past district governor or
past director, with an understanding of Rotary protocol, and be well-versed in hostclub/district activities and information;
2. be available to the officer throughout the visit/event;3. have the stamina to maintain the demanding schedule of the event;
4. be well organized, punctual and patient;
5. be fluent in the language of the officer and able to provide interpretation if the officer
is not conversant in the language used in the host area;
6. provide/arrange transportation for the officer, if needed;
7. be fully informed on the officer's schedule and needs;
8. be able to carry out all duties outlined in the "Guidelines for Aides to RotaryInternational Officer."
If the officer is bringing a spouse/partner, the spouse/partner of the aide should also be
available for the entire event and willing to serve as aide to the officer's spouse/partner.
(February 2004 Mtg., Bd. Dec. 159)
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Article 30. RI Committees
30.010.
30.020.
30.030.
30.040.
30.050.
30.060.
30.065.
30.070.
30.075.
30.080.
30.090.
30.100.
30.110.
30.120.

Purpose of Committees
Types of Committees
Meetings of Committees
Committee Appointments
Liaison Directors to Committees
Executive CommitteeStanding Board Committees
Finance Committee
Operations Review Committee
Audit Committee
Annual and Ad Hoc Committees
Committee Reports
Committee Finances
Resource Groups

30.010. Purpose of Committees
There should be a variety of resource groups, committees, work groups and similar actionoriented groups to address particular needs, obtain certain information, carry out specific tasks,
or implement a definite Board policy within a set time. (November 2007 Mtg., Bd. Dec. 32)
Source: October 1993 Mtg., Bd. Dec. 48; Amended by November 2007 Mtg., Bd. Dec. 32

30.010.1. Advisory Role of Committees
Committees are, by their nature, solely advisory to the RI Board with no administrative
function, except as their prescribed terms of reference may otherwise provide. RI
committee and resource group chairs and members shall not approach other organizations
on behalf of Rotary International to seek cooperative relationships or funding. RI
committee and resource group chairs and members shall not organize or conduct regional
or international meetings on behalf of Rotary International without written authorizationfrom the president. ( November 2007 Mtg., Bd. Dec. 32)
Source: January 1975 Mtg., Bd. Dec. 61; March 2005 Mtg., Bd. Dec. 206; Amended by November 2007 Mtg., Bd. Dec. 32

30.020. Types of Committees
Following are three types of RI committees:
30.020.1. Standing Committees
A "Standing Committee" is a committee mandated in section 16.010. of the RI Bylaws.
30.020.2. Ad Hoc Committees
An "Ad Hoc Committee" is a non-mandatory committee established by the RI Board thatshall continue in existence until its tasks are completed.

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30.020.3. Special Committees
A "Special Committee" is a non-mandatory committee that shall continue in existence
until the end of each Rotary year in which it is appointed. (November1999 Mtg., Bd.
Dec. 160)
Source: November 1999 Mtg., Bd. Dec. 160

30.030. Meetings of Committees
Except as may be otherwise provided for in the RI Bylaws, or by specific action of the Board such as in a committee’s terms of reference - each committee of RI shall meet at such times andplace as may be authorized and designated by the President, with due regard to the amountappropriated for contemplated meetings of the committee. (May 2003 Mtg., Bd. Dec. 325)
Source: May-June 1947 Mtg., Bd. Dec. 269; Amended by May 2003 Mtg., Bd. Dec. 325

30.030.1. Frequency and Length of Meetings
The frequency and length of committee meetings should be established annually by thepresident and the Board in consideration of available funds and the committees’
responsibilities. (June 1998 Mtg., Bd. Dec. 348)
Source: October-November 1981 Mtg., Bd. Dec. 84

30.030.2. Venues for Committee Meetings
Meetings of RI committees shall normally be held at the World Headquarters. However,the president may authorize a committee to hold a meeting elsewhere. (May 2003 Mtg.,
Bd. Dec. 325)
Source: January 1946 Mtg., Bd. Dec. 77; Amended by May 2003 Mtg., Bd. Dec. 325

30.030.3. Meetings by Correspondence
When a committee meets by correspondence, the report of such committee must be
circulated to the entire committee, including the liaison director, if there is one. A
majority of members must agree to the report before such report is forwarded to theBoard for consideration. (November 2005 Mtg., Bd. Dec. 38)
Source: June 2005 Mtg., Bd. Dec. 286

Cross References
27.010.5. Meetings and Visits on Date of Meeting of the Nominating Committee for President

30.040. Committee Appointments
30.040.1. President’s Appointments
All appointments shall be made by the president, with the exception of appointments
made by others pursuant to the constitutional documents of RI, the Foundation Bylaws,
or decisions of the Board. In addition, all volunteer appointments, regardless of theRotary Code of Policies
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person making the appointment, should be made only after consultation with thepresident. When naming past RI officers to serve in volunteer positions, the president
shall consult with the Directors in the areas from which such appointments are made.
The president and members of the Board are strongly encouraged to consult with eachother on such appointments and to offer advice and assistance whenever possible.
(March 2005 Mtg., Bd. Dec. 178)
Source: November 1976 Mtg., Bd. Dec. 108; June 1995 Mtg., Bd. Dec. 220

30.040.2. President-elect’s Appointments
The RI president-elect shall make appointments which become effective during thepresident-elect’s presidency. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1995 Mtg., Bd. Dec. 220

30.040.3. Multi-Year Appointments
For appointments which become effective in one Rotary year and continue into one ormore subsequent years, the president should consult with the successor(s) before making
such appointments. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1995 Mtg., Bd. Dec. 220

30.040.4. Recommendations for Appointments
It is appropriate for the president and the president-elect to solicit and consider suitableappointees recommended by current, past, and incoming RI general officers, as well as byothers. The following procedures and timetable should be followed for presidential
appointments:a. the president-elect should solicit recommendations at the earliest possible time forindividuals to be considered for appointments to serve during the year he/she ispresident;b. the deadline for submission of such recommendations should be 31 August of the year
prior to the year in which the appointments are effective;c. the president-elect is requested to prepare a list of all names suggested for appointment
and to send a list for each zone to the appropriate director for that zone for review atleast 30 days in advance of the October/November Board meeting;d. each director will respond within fourteen days of receipt of the list, providing to thepresident-elect, on a confidential basis, his/her advice concerning those individuals who
in his/her opinion are inappropriate to receive an appointment for the following year
and information, when known, on the skills and experiences of the individuals listed;
e. in order to comply with RI Bylaws sections 16.010. and 16.020., the president-electshall submit the proposed committee structure for the following year to the Board forreview at its October/November meeting. (June 2007 Mtg., Bd. Dec. 226)
Source: June 1995 Mtg., Bd. Dec. 220; August 1999 Mtg., Bd. Dec. 44; November 1999 Mtg., Dec. 208; Amended by June 2007
Mtg., Bd. Dec. 226

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30.040.5. Terms of Appointment
RI committees (other than standing) shall have six members who shall serve staggered
three-year terms, with exceptions to be determined by the president. (March 2005 Mtg.,
Bd. Dec. 178)
Source: November 2004 Mtg., Bd. Dec. 45

30.040.6. Internationality and Diversity of Committee Appointments
The president is encouraged to make appointments that reflect the internationality ofRotary insofar as they are consistent with the purpose of the appointments. RI presidents
should consider diversity in terms of age, gender, ethnicity, and geographic area inmaking the following appointments: RI committee members, RI committee chairs, RI
training leaders, Rotary Foundation Trustees. (February 2004 Mtg., Bd. Dec. 159)
Source: June 1995 Mtg., Bd. Dec. 220; October 2003 Mtg., Bd. Dec. 112

30.040.7. Consideration of Expertise or Skills
The president is requested to consider appointing to RI committees Rotarians withspecialty or technical skills, whether they have served as a governor, and to ensure thatall presidential appointments take into account the professional expertise or skills that areneeded for each of the assignments. (May 2003 Mtg., Bd. Dec. 325)
Source: August 1999 Mtg., Bd. Dec. 91

30.040.8. Appointments of Rotarians with Financial Obligations to RI
Any Rotarian who has been notified by the general secretary that he or she has a financial
obligation to RI or TRF in excess of US$100 that has been outstanding for more than 90
daysa) shall be ineligible for any Rotary appointments or assignments that require theapproval of the Board until these obligations have been met to the satisfaction of thegeneral secretary;b) shall be ineligible to have any payments made on their behalf by RI or TRF or toreceive reimbursement for expenses incurred on RI or TRF business until such financial
obligation has been repaid.
It is recommended that those Rotarians who have an outstanding financial obligation to
RI in excess of US$100 for more than 90 days, not receive any RI presidential
appointments or assignments, or any Rotary Foundation appointments or assignments,
until all outstanding financial obligations have been resolved to the satisfaction of theBoard. It is also recommended that a Rotarian who has outstanding financial obligations
in excess of US$100 for more than 180 days be removed from any current appointment
or assignment by the responsible appointer. (June 2009 Mtg., Bd. Dec. 277)
Source: June 2002 Mtg., Bd. Dec. 296; February 2004 Mtg., Bd. Dec. 218. Amended by November 2002 Mtg., Bd. Dec. 168; May
2003 Mtg., Bd. Dec. 422; June 2005 Mtg., Bd. Dec. 336; June 2007 Mtg., Bd. Dec. 226; June 2009 Mtg., Bd. Dec. 277

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30.040.9. Notification to Directors of Appointments
Each director shall be provided with a list of Rotarians appointed to any committee orother assignment in his or her zone. (May 2003 Mtg., Bd. Dec. 325)
Source: July 1997 Mtg., Bd. Dec 72

30.040.10. Appointments of Governor with Outstanding Financial Reports
Upon receiving notice that a governor has failed to submit the annual statement andreport required by RI bylaws 15.060.4., the general secretary shall notify the governor
that unless the statement and report are received by the general secretary within 90 days,
the governor shall be ineligible for future RI and TRF appointments and assignments
until the statement and report are submitted. The general secretary shall notify the RI
president and chairman of the Trustees of those governors who are not in compliancewith the above requirement. (November 2004 Mtg., Bd. Dec. 58)
Source: May 2003 Mtg., Bd. Dec. 336; Amended by November 2004 Mtg., Bd. Dec. 58

30.050. Liaison Directors to Committees
The president’s appointment of a Board member to serve as liaison director to a particular RI
committee provides a necessary channel of communication between the Board and thecommittees. Thus, when the president deems it advisable, the liaison director should attend theappropriate committee meetings. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1968 Mtg., Bd. Dec. 96. Amended by May-June 1983 Mtg., Bd. Dec. 321

30.050.1. Involvement in Meetings
There shall be only one liaison director assigned to a particular committee. Whenauthorized by the president, the liaison director shall attend the meeting of the committee
strictly in the capacity of a liaison and generally, as an observer. While the director may
respond to requests for information, the director shall not debate any matter before thecommittee or participate in forming of decisions. The liaison director shall ensure thatthe deliberations and recommendations of the committee fully comply with thecommittee’s terms of reference.
No meetings to which a liaison director is assigned shall be held when a Board meeting isbeing held. Dates of such committee meetings shall not be changed without the approvalof the president and in consultation with the liaison director. (June 1998 Mtg., Bd. Dec.
348)
Source: January 1968 Mtg., Bd. Dec. 96. Amended by May-June 1983 Mtg., Bd. Dec. 321. See also November 1996 Mtg., Bd. Dec.
66

30.050.2. Committee Reports
Liaison Directors shall present the committee report to the Board. The liaison director
may be expected to communicate the committee’s thinking and deliberations as containedin the formal written report or as otherwise known in the capacity as liaison director.
(June 1998 Mtg., Bd. Dec. 348)
Source: January 1968 Mtg., Bd. Dec. 96. Amended by May-June 1983 Mtg., Bd. Dec. 321

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30.050.3. Liaison Directors’ Expenses
Appropriation shall be made in the annual RI budget to cover all expenses of the liaison
director in traveling to and from the committee meetings. (June 1998 Mtg., Bd. Dec.
348)
Source: January 1968 Mtg., Bd. Dec. 96. Amended by May-June 1983 Mtg., Bd. Dec. 321

30.050.4. Liaison Directors’ Letter of Appointment
It is recommended to the president that when a liaison director is appointed to a committee,
the letter of appointment includes in full the text of the Rotary Code of Policies Section
30.050., a copy of which shall also be sent to the chair of the committee. (February 1999
Mtg., Bd. Dec. 196)
Source: June 1998 Mtg., Bd. Dec. 407

30.050.5. Director and Trustee Liaisons to Committees
The RI president and the chairman of the Trustees should consider appointing both aliaison director and a liaison trustee to all committees of mutual interest to RotaryInternational and The Rotary Foundation. The general secretary shall ensure that theliaison director and trustee receive all meeting materials and committee reports and be
given an opportunity to submit comments whether or not they attend the meeting. The
chairman of the Trustees shall consider on a case-by-case basis the benefit and expense of
having the liaison trustee actually attend the meeting of the various committees. (May2003 Mtg., Bd. Dec. 324)
Source: February 2003 Mtg., Bd. Dec. 201

30.060. Executive Committee
30.060.1. Meetings of the Executive Committee
To give the Board more time to consider matters of major importance in the advancementof the program of RI and the successful administration of RI, the Executive Committee isauthorized and directed to meet in advance of each regular meeting of the Board toconsider and make decisions on behalf of the Board on all items on the agenda within theterms of reference of the Executive Committee. (June 2004 Mtg., Bd. Dec. 236)
Source: May-June 1947 Mtg., Bd. Dec. 270; Amended by June 2004 Mtg., Bd. Dec. 236

30.060.2. Membership on Executive Committee
At the first meeting of the Board in each year, the Board shall establish the number ofmembers of the Executive Committee if one is to be appointed for such year inaccordance with the RI Bylaws. The president, the president-elect, the vice-president,
and the Treasurer shall be appointed members of the executive committee. The balanceof the executive committee, including its chair, shall be appointed by the Board throughelection by secret ballot utilizing the single transferable ballot system. Thereafter, theBoard shall conduct a separate secret ballot utilizing the single transferable ballot system
to elect the chair of the committee from among the newly elected members of thecommittee. Any member of the Board may nominate a director or Directors forRotary Code of Policies
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membership on the committee. The president, president-elect, the vice-president and theTreasurer shall not be appointed as chair.
Consideration should be given to including on the Executive Committee one or moremembers of the Board who served on the committee in the preceding year. (November
2001 Mtg., Bd. Dec. 52)
Source: January 1968 Mtg., Bd. Dec. 95; Amended by November 2001 Mtg., Bd. Dec. 52

30.060.3. Memorials to the Board
As part of the operating procedures for the Board, the Executive Committee shallconsider all memorials to the Board together with suggested responses and refer to theBoard those deemed necessary for Board attention. Memorials to the Board (andresponses wherever possible) shall be provided to all Board members. Any director may
request that a memorial to the Board be considered by the full Board. (June 2009 Mtg.,
Bd. Dec. 217)
Source: October-November 1986 Mtg., Bd. Dec. 108; July 2003 Mtg., Bd. Dec. 7; Amended by June 2009 Mtg., Bd. Dec. 217

30.060.4. Decisions on Behalf of Board
The Executive Committee shall make decisions on behalf of the Board between meetingsof the Board in matters where the policy of RI has been established. (June 1998 Mtg.,
Bd. Dec. 348)
Source: July 1997 Mtg., Bd. Dec. 3

30.060.5. Terms of Reference for the Executive Committee
The Board, in accordance with the RI Bylaws, has prescribed the following terms ofreference under which the Executive Committee shall function:a) Make decisions on behalf of the Board where the policy of the Board or of RI has been
established or where an emergency exists, or as otherwise may be determined by the
Board;b) Make decisions when necessary relative to expenditures for which appropriations
have been made by the Board and make emergency appropriations necessary to
implement action taken by the Board;c)Make appropriations, from funds not otherwise appropriated, of such additionalamounts as may be recognizable as emergency requirements;d) Explore matters requiring the attention of the Board and offer recommendations
thereon to the Board and, when appropriate, refer a Board agenda item to theappropriate Board committee when the matter is outside the terms of reference of the
Executive Committee;e)Review reports of committees and, when necessary, take action upon matters
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200f) evaluate the performance of the general secretary at least annually and report its
findings to the board as prescribed by the General Secretary Evaluation Policy and as
further described herein;
The following steps will be taken in the evaluation process:1. Forty-five (45) days prior to the end of the term of the current RI Board of
Directors, the general secretary will present to the RI president and chair of the
Executive Committee a summary of the strategic goals and objectives that were
established for the year and an analysis of the progress that has been made on each of
the goals and objectives detailed in the submittal.
2. Upon receipt of the submittal from the general secretary, the chair of the Executive
Committee will provide a copy of the General Secretary Evaluation Policy and thestrategic goals and objectives transmittal from the general secretary to all members of
the Executive Committee and to the chair of The Rotary Foundation. The chair of the
Executive Committee will request that all performance evaluations be completed andreturned to the chair no later than 14 days prior to the final meeting of the Executive
Committee.
3. Upon receipt of the completed performance evaluations, the Executive Committee
chair will draft a letter to the general secretary summarizing the evaluations. This
performance evaluation letter will be reviewed by the Executive Committee in closed
session at its June meeting. Following the Executive Committee’s review, the letter
will be signed by the president and Executive Committee chair and delivered to thegeneral secretary at the time of his review.
4. The Executive Committee will also review and evaluate the compensation of thegeneral secretary and will recommend any adjustments that may be appropriate to the
RI Board of Directors. Any adjustments or modification to compensation or benefits
for the general secretary must be approved by the RI Board of Directors.
5. No later than 30 June, the president, president-elect, Executive Committee chair,and incoming (proposed or appointed) Executive Committee chair shall meet with thegeneral secretary to discuss the performance evaluation letter.
6. Following this meeting, any conclusions, directions, notes of progress andimprovement, or any other related issue concerning the performance evaluation will
be documented in a confidential memorandum to file signed by the chair of the
Executive Committee and the president of RI and placed in the permanent generalsecretary personnel file retained in the Human Resources office.
Subsequent Year procedures
7. Thirty (30) days prior to the commencement of the new term of the incoming
Board of Directors, the general secretary will present to the president-elect and thechairman of the Executive Committee (proposed or appointed) a summary of thestrategic goals and objectives established for the prior year, the summary of progress,
and the strategic goals and objectives proposed for the ensuing year.

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8. The president-elect and/or chair of the Executive Committee should provide a
copy of the strategic goals and objectives for prior and ensuing year to members of
the RI Board and The Rotary Foundation chair.
g) Act as a personnel committee for the Board in all matters relating to the staff and theirorganization within the Secretariat of RI and as such to
1. counsel the general secretary in the appointment or dismissal by him of all generalmanagers, provided that the general secretary shall also consult the chairman of
the Foundation Trustees if such action applies to any general manager assigned towork full time for The Rotary Foundation of RI;
2. determine, on the recommendation of the general secretary, the salary range of all
general managers.
3. review annually compensation paid to “disqualified persons” of RI to determine
whether such compensation is reasonable under the circumstances. Disqualified
persons include any person, with respect to any transaction, who is in a position to
exercise substantial influence over the affairs of the organization within five years
prior to the date of the transaction. Disqualified persons include officers andcertain senior staff.
4.

review and approve the level of proposed cost of living adjustments,
compensation, and benefit improvements for the employees of the Secretariat.
(November 2008 Mtg., Bd. Dec. 48)

Source: July 1999 Mtg., Bd. Dec. 3; November 2004 Mtg., Bd. Dec. 58. Amended by August 1999 Mtg., Bd. Dec. 45; August 1999
Mtg., Bd. Dec. 49; July 2004 Mtg., Bd. Dec. 3; June 2006 Mtg., Bd. Dec. 283; June 2007 Mtg., Bd. Dec. 267; November 2007 Mtg.,
Bd. Dec. 46; November 2008 Mtg., Bd. Dec. 48

Cross References
29.070. Improper Conduct by Current or Past Officers
57.030. International Convention Dates
61.030.5. Role of Executive Committee at Regional Conferences

30.065. Standing Board Committees
30.065.1. Establishment and Terms of Reference for Standing Board Committees
The Board has established the Administration Committee and Programs Committee as
standing committees of the Board, the members of which are to be appointed annually by
the president. Standing Board committee members shall be members of the Board otherthan the president, president-elect, vice-president, and treasurer. The terms of reference
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Administration: This committee shall consist of five to seven members of the Board,
appointed at the discretion of the president, and shall act in an advisory capacity to the full
Board. This committee shall consider such matters of an administrative or legal nature as arereferred to the committee by the president or the Board.
Programs: This committee shall consist of five to seven members of the Board,
appointed at the discretion of the president, and shall act in an advisory capacity to thefull Board. This committee shall consider such matters involving RI programs,international meetings, and membership issues as are referred to the committee by thepresident or the Board. (June 2007 Mtg., Bd. Dec. 226)
Source: August 1999 Mtg., Bd. Dec. 56; Amended by May 2000 Mtg., Bd. Dec. 397; August 2000 Mtg., Bd. Dec. 92; July 2004
Mtg., Bd. Dec. 13; November 2004 Mtg., Bd. Dec. 45; June 2005 Mtg., Bd. Dec. 340; November 2005 Mtg., Bd. Dec. 120; June2007 Mtg., Bd. Dec. 226

30.070. Finance Committee
30.070.1. Finance Committee Responsibilities
It is the responsibility of the RI finance committee to counsel the Board on all finances of
RI, including recommending and monitoring the annual budget and the five-year
financial forecast, reviewing books of account and accounting methods, recommending
investment policies and monitoring the performance of investment managers, and review,prior to publication, any RI literature (or reprints thereof) relating to the committee’swork. (June 1998 Mtg., Bd. Dec. 348)
Source: July 1997 Mtg., Bd. Dec. 5

30.070.2. Meetings of the Finance Committee
The Finance Committee shall hold two meetings in each Rotary year, once in the firstpart of the year for up to three days, and a second meeting, for up to four days, when thecommittee develops the budget it will recommend for the ensuing year. It is
recommended that Board meetings be arranged to provide for the report of the firstmeeting of the Finance Committee each year to be brought to the attention of the Board
annually at its second meeting. (November 2004 Mtg., Bd. Dec. 58)
Source: October 1988 Mtg., Bd. Dec. 69; May-June 1980 Mtg., Bd. Dec. 467; Amended by November 2004 Mtg., Bd. Dec. 58

30.070.3. Attendance of Incoming Members of Finance Committee at Meetings
The general secretary shall include funds in budgets, as required, for new FinanceCommittee members to observe the meeting immediately prior to their joining thecommittee. (February 2007 Mtg., Bd. Dec. 139)
Source: November 2006 Mtg., Bd. Dec. 119

30.070.4. President-elect’s Attendance at Meetings
The president-elect of RI shall serve as an ex-officio voting member of the RI FinanceCommittee. (June 1998 Mtg., Bd. Dec. 348
Source: May 1972 Mtg., Bd. Dec. 217; November 1997 Mtg., Bd. Dec. 107

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30.070.5. Foundation Finance Committee Chair Attendance at RI Finance Committee
The chair of the Foundation finance committee shall attend, or appoint another memberof the finance committee to attend, the semiannual RI Finance Committee meetings.
(February 2006 Mtg., Bd. Dec. 137)
Source: June 2004 Mtg., Bd. Dec. 295

30.070.6. Treasurer-elect Attendance at RI Finance Committee
The treasurer-elect shall be invited to attend the meeting of the RI Finance Committee
when it reviews the budget for the following Rotary year. (June 2007 Mtg., Bd. Dec.
226)
Source: May 2000 Mtg., Bd. Dec. 449

30.070.7. RI Finance Committee Review of Cost Allocation to The Rotary Foundation
The RI Finance committee is requested to review at its first meeting each year the actualand budgeted RI cost allocation to The Rotary Foundation for consistency andcompliance with the approved methodology. (February 2006 Mtg., Bd. Dec. 137)
Source: June 2004 Mtg., Bd. Dec. 295

30.070.8.
Communication Between RI and Rotary Foundation Finance-Related
Committees
The general secretary shall take steps to ensure that all relevant financial information isshared by the RI Finance Committee and the Finance Committee of The RotaryFoundation. (June 1998 Mtg., Bd. Dec. 348)
Source: January-February 1989 Mtg., Bd. Dec. 260

30.075. Operations Review Committee
The terms of reference for the Operations Review Committee shall be as follows:
Reporting Responsibilities
The Operations Review Committee reports to the Board of Directors. Following each meeting of
the committee, the chair of the committee (or a member of the committee designated by thechair) shall report in person to the Board of Directors at the Board’s next available meeting. A
written report summarizing the committee’s deliberations and stating the committee’s
recommendations taken at each meeting regarding financial or operational matters shall be
provided to each member of the Board of Directors and the general secretary within sixty days
following the conclusion of such meeting. If applicable, any of the committee’s deliberations
and recommendations taken at each meeting regarding confidential personnel or operational
matters shall be presented orally to the Board at the Board’s next available meeting, with thegeneral secretary present when required.
The Operations Review Committee maintains lines of communication with the president,
president-elect, general secretary, management, the independent (external) auditor and theinternal auditor (including the authority to conduct private meetings with the internal auditor).

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The chair of the committee (or a member of the committee designated by the chair) shall attend
each meeting of the RI Audit Committee, as liaison to the committee.
Qualifications for Membership
Each member of the committee shall be experienced in either management, leadershipdevelopment, or financial management.
No member of the committee shall be a past president or a current member of the Board of
Directors or The Rotary Foundation Trustees. Furthermore, no member of the committee shall be:a) a member of any other standing committee of Rotary International, as identified in section
16.010. of the RI Bylaws;b) a member of any standing committee of The Rotary Foundation;c) nominated as a general officer of RI;d) appointed to serve as a TRF Trustee.
The term of any member of the committee shall cease immediately upon meeting any of thecriteria listed in a) through d) above.
Notwithstanding the foregoing, a member of the committee may serve as a president’s
representative to a district conference, serve as a representative to a Council on Legislation, serve
on a non-standing RI committee or RI resource group, and serve in or on any club-, district-, orzone-level position or committee.
Responsibilities
I. Effectiveness and Efficiency of Operations• Monitors the effectiveness and efficiency of operations, including management structure,
work practices and productivity measures.
• Monitors the effectiveness, efficiency and implementation of all internal systems.
• Performs other oversight functions as requested by the Board, including those related to
RI’s responsibilities as the corporate member of The Rotary Foundation.
II. Compliance with Applicable Laws and Regulations• Monitors compliance with the code of conduct and conflict-of-interest policy of theorganization and the Board of Directors.
• Reviews any legal matters that could have a significant effect on the organization’s financial
statements.
• Reviews the status or findings of any examinations by regulatory agencies.
• Monitors the expected effects of new tax laws and other regulations on the organization.
Continuing Effect
These terms of reference shall remain in effect unless amended with specific reference to thedecision adopting these terms of reference in May 2000.

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Meeting Dates
The Committee should set its meeting dates at least 90 days in advance of the meeting so as toensure the availability of RI’s chief financial officer. (November 2008 Mtg., Bd. Dec. 38)
Source: May 2000 Mtg., Bd. Dec. 395. Amended by November 2001 Mtg., Bd. Dec. 143; February 2002 Mtg., Bd. Dec. 168; February 2003
Mtg., Bd. Dec. 218; June 2005 Mtg., Bd. Dec. 340; June 2006 Mtg., Bd. Dec. 279; February 2007 Mtg., Bd. Dec. 139; June 2007 Mtg., Bd. Dec.
226; November 2007 Mtg., Bd. Dec. 32; November 2008 Mtg., Bd. Dec. 38

30.080. Audit Committee
This committee shall consist of six members, including three members of the Board and three
non-director Rotarians, appointed by the president on behalf of the Board. All members of thecommittee shall be independent and shall be financially literate. At least one member shall havefinancial expertise ─ one who has financial knowledge and ability sufficient to understand,analyze, and reasonably assess generally accepted accounting principles (GAAP) and thefinancial statements of Rotary International, the competency of the independent (external) audit
firm, and Rotary International’s internal controls and procedures for financial reporting. The
three non-director members shall each be appointed for staggered six-year terms, with the initial
three non-director members appointed for two, four, and six year terms respectively.
This committee shall act in an advisory capacity to the full Board. This committee shall consider
RI financial reports, the external audit, the system of internal control, internal audit, andoperational matters connected therewith as are referred to the committee by the president or the
Board, or that otherwise come to the attention of the committee.
This committee shall meet from one to three times per year for two to three days at such times
and places and upon such notice as may be determined by the president, the Board, or thechairman of the committee and, if deemed necessary by the president or the chairman of thecommittee, additional times during the year at such times and places and upon such notice as
may be determined by the president or the chairman of the committee. One member of the RI
Operations Review Committee shall attend each committee meeting as liaison to the committee.
The TRF Finance Committee Chair or designate shall be invited to attend the RI Audit
Committee meetings as liaison. The RI Audit Committee chairman or designate shall be invited
to attend the TRF Finance Committee meetings as liaison. (June 2009 Mtg., Bd. Dec. 217)
Source: May 2000 Mtg., Bd. Dec. 397; Amended by August 2000 Mtg., Bd. Dec. 92; July 2004 Mtg., Bd. Dec. 13; November 2004 Mtg., Bd.
Dec. 45; June 2005 Mtg., Bd. Dec. 340; November 2005 Mtg., Bd. Dec. 120; November 2007 Mtg., Bd. Dec. 32; January 2008 Mtg., Bd. Dec.
210; April 2008 Trustees Mtg., Dec. 106; June 2009 Mtg., Bd. Dec. 217

30.090. Annual and Ad Hoc Committees
Reserved

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30.100. Committee Reports
With the guidance of the committee’s chair and assistance of the staff (except in preparing thereports of the RI Audit Committee and the Operations Review Committee), each RI committee
shall prepare and include, as part of the committee’s minutes or report, its specificrecommendations to the Board (or to the general secretary), with a brief rationale for each
recommendation. Such recommendations should be arranged in order of priority. (June 2007
Mtg., Bd. Dec. 226)
Source: June 1987 Mtg., Bd. Dec. 342; Amended by June 2005 Mtg., Bd. Dec. 340; June 2007 Mtg., Bd. Dec. 226

30.110. Committee Finances
The general secretary is requested to inform each RI committee, in advance of its meeting, of thecurrent RI budget for the particular committee. When submitting recommendations to the Board,
all RI committees shall include a summary statement detailing the total costs and other financial
implications of their recommendations. (June 1998 Mtg., Bd. Dec. 348)
Source: January-February 1989 Mtg., Bd. Dec. 171

30.120. Resource Groups
The Board has adopted the following description of a RI resource group:
A resource group is an action group of Rotarians, appointed by the president, that carries out
specific activities to help clubs and districts achieve their operational and service objectives.
There are two categories of resource groups:a) a service resource group to help clubs and districts address issues and concerns such as
literacy, hunger, children at risk, and the environment;b) an operational resource group to help clubs and districts operate more effectively in areas
such as membership development and retention, training, and public relations;
The duties of resource groups are as follows:
1. provide information
2. offer specific and practical ideas
3. make presentations at club and district meetings
4. conduct workshops and seminars
5. facilitate the activities of the relevant Rotarian Action Group
6. report to the RI president on resource group activities. (November 2007 Mtg., Bd. Dec. 32)
Source: August 1999 Mtg., Bd. Dec. 65; Amended by November 2006 Mtg., Dec. 75; November 2007 Mtg., Bd. Dec. 32Rotary Code of Policies
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Article 31. RI General Secretary
31.010. Chief Operating Officer of RI
31.020. Authority to Act on Behalf of Board
31.030. General Secretary Authority to Act on Behalf of Board on Matters Relating to Clubs
31.040. General Secretary Authority to Act on Behalf of Board on Matters Relating toConvention and Council on Legislation
31.050. General Secretary Authority to Act on Behalf of Board on Matters Relating to Districts
31.060. General Secretary Authority to Act on Behalf of Board on Matters Relating to Finance
31.070. General Secretary Authority to Act on Behalf of Board on Matters Relating to General
Administration
31.080. General Secretary Authority to Act on Behalf of Board on Matters Relating to Rotary
Literature, Documents and Translation
31.090. General Secretary Authority to Act on Behalf of Board on Matters Relating to Programs
31.100. Additional Responsibilities
31.110. Travel and Transportation

31.010. Chief Operating Officer of RI
The general secretary is the chief operating officer of RI and The Rotary Foundation and is
responsible for the day-to-day management of RI under the direction and control of the Boardand the Foundation Trustees as outlined in the constitutional documents of RI and The RotaryFoundation. As the chief operating officer, the general secretary shall implement the policies of
RI, its Board of Directors, and its Foundation Trustees. (November 2004 Mtg., Bd. Dec. 58)
Source: March 1994 Mtg., Bd. Dec. 124; Amended by November 2004 Mtg., Bd. Dec. 58. Affirmed by June 1999 Mtg., Bd. Dec. 293

31.010.1. Supervision of Secretariat
The general secretary shall provide general supervision of all operations of theSecretariat, including but not limited to those functions related to finance, programs,
communication, planning, The Rotary Foundation, and administrative matters. (June1998 Mtg., Bd. Dec. 348)
Source: March 1994 Mtg., Bd. Dec. 124. Affirmed by June 1999 Mtg., Bd. Dec. 293

31.010.2. Long-Range Planning and Policy Formation
The general secretary shall assist the Board and the Foundation Trustees in long-range
planning and policy formation. (June 1998 Mtg., Bd. Dec. 348)
Source: March 1994 Mtg., Bd. Dec. 124

31.010.3. Execution of Legal Documents
The General Manager of the division substantially involved in the contract, or the generalsecretary, shall execute all legal documents and contracts on behalf of the association and
its Foundation. Changes to contracts must be approved by the general secretary or the
General Manager. (February 2003 Mtg., Bd. Dec. 194)
Source:293

March 1994 Mtg., Bd. Dec. 124; Amended by November 2002 Mtg., Bd. Dec.87. Affirmed by June 1999 Mtg., Bd. Dec.

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31.010.4. Cooperation With President
The general secretary shall work in close cooperation with the president in carrying out
the responsibilities of the general secretary’s office. (June 1998 Mtg., Bd. Dec. 348)
Source: March 1994 Mtg., Bd. Dec. 124. Affirmed by June 1999 Mtg., Bd. Dec. 293

31.010.5. General Secretary Employment Tenure
The maximum length of the initial employment contract for a general secretary shall bethree years. However, the employment contract for a general secretary who has served aterm of at least three years may be extended by up to five years. (June 2005 Mtg., Bd.
Dec. 279)
Source: June 1997 Mtg., Bd. Dec. 405; Amended by June 2005 Mtg., Bd. Dec. 279

31.010.6. Procedures For Selection/Resignation/Termination of General Secretary
The Board of Directors of Rotary International shall be the sole body which is authorized to
employ, review, terminate or accept the resignation of the general secretary. Pursuant to its
authority under the RI Constitution, RI Bylaws, and laws of the State of Illinois, the Board
has adopted the following “Procedures for the Selection/Termination of the generalsecretary.” These steps must be handled sequentially.
Selection
1. One year prior to expiration of the contract, the general secretary will notify the
Executive Committee of the Board in writing as to whether or not he/she wishes torenew the contract as general secretary.
a. If a renewal is desired, the Executive Committee shall review the performance ofthe general secretary, including past performance reviews. The Executive
Committee shall then report to the full Board who will decide whether to extend
the contract. Before reaching a decision, the Board also may decide to open theposition to a search;b. If the Board agrees to extend the contract with the general secretary, the Executive
Committee shall negotiate the new agreement as directed by the Board.
2. If the general secretary decides not to seek renewal of the contract, or if the Board
does not extend the contract or desires to consider other candidates, the Executive
Committee shall serve as a Search Committee. A member of The Rotary Foundation
Board of Trustees may be invited to serve as a member of the Search Committee.
a. Human Resources will provide a job description to the committee for review andrevision;b.

Candidates will be solicited through an advertisement in the Rotary World
Magazine Press. Major newspapers and other media may also be used. The
committee will review the copy. An internal posting also will be made withcopies to all RI international offices;

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c. Resumes will be sent to and collected by Human Resources. All resumes will be
forwarded to the Executive Committee along with an analysis andrecommendation of each candidate;d. The Executive Committee will determine which candidates will be interviewed.
Such candidates’ expenses associated with the interview process will be covered
pursuant to the RI Travel Policy;
e. Working with the committee chair, Human Resources will schedule interviews
with no fewer than three candidates. Each candidate will be sent an employment
application to complete prior to the interview;f. The Executive Committee shall review the candidates’ resumes, interview thecandidates, and through its chair, present no fewer than three candidates to theBoard. These three or more candidates shall be invited to appear before the full
Board. The chair of the Executive Committee shall chair the interview process infull Board session;g. The full Board elects a new general secretary prior to 31 March pursuant to RI
Bylaws 6.030. The Executive Committee or a sub-group of the Executive
Committee, plus other Directors as determined by the Executive Committee, shallform a committee to negotiate the contract. The General Counsel will work with
the Executive Committee to engage a U.S. labor attorney to assist the committee
in its negotiations with the new general secretary. After negotiation, the contract
shall be shared with the full Board.
h. The contract must be signed by 30 April and becomes effective the following 1 July.
Resignation
In the event that the general secretary tenders his/her resignation from office, the letter ofresignation shall be addressed and forwarded to all members of the Executive Committee of
the Board. The Executive Committee shall then forward such resignation letter to themembers of the Board. The Board shall direct the Executive Committee pertaining to such
resignation. The Executive Committee shall represent the Board in all matters pertaining to
the resignation, and report its actions to the Board.
Termination(Illinois is an “at-will” state in which an employee can be terminated or resign without
reason or notice. However, employment contracts may define procedures for terminationby either party.)
1. Any member of the Board can make a written recommendation to the Executive
Committee Chair to terminate employment of the General Secretary. The Chair must
pass the recommendation(s) to the Executive Committee.
2. The Executive Committee may or may not invite the writer to meet with it.

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If the Executive Committee decides not to act upon the recommendation for
termination, it will inform the member of the Board of its decision in writing.

4. If the Executive Committee decides to seek termination, it shall, in accordance withprocedures outlined in RI bylaws section 5.040., invite the General Secretary toappear before the full Board. If the Board subsequently concurs by majority vote toterminate employment, the President will inform the General Secretary in writing.
5. The Executive Committee shall finalize any details regarding termination and reportback to the Board. (May 2003 Mtg., Bd. Dec. 325)
Source: August 1999 Mtg., Bd. Dec. 46; Amended by May 2003 Mtg., Bd. Dec. 325

Cross References
30.060.5. Executive Committee Performance Evaluation of General Secretary

31.020. Authority to Act on Behalf of Board
The general secretary, as the chief operating officer of RI, is authorized by the Board to makedecisions on behalf of the Board when necessary. All such decisions shall be reported to theBoard for ratification at each meeting. (November 2004 Mtg., Bd. Dec. 58)
Source: January 1933 Mtg., Dec. VI(a); Amended by November 2004 Mtg., Bd. Dec. 58. Affirmed by June 1999 Mtg., Bd. Dec. 293. See also
November 1997 Mtg., Bd. Dec. 108

31.030. General Secretary Authority to Act on Behalf of Board on Matters Relating to Clubs
31.030.1. Waiver or Remittance of Charter Fee
The general secretary, acting on behalf of the Board, may waive or remit any part or allof the charter fee of any provisional club. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1937 Mtg., Bd. Dec. 129; June 1977 Mtg., Bd. Dec. 19

31.030.2. Submission of Club Semiannual Reports
The general secretary may send to clubs semiannual report forms or, at the generalsecretary’s discretion, withhold such report from clubs which, because of emergency
conditions, are so situated that there is a certainty or reasonable probability that the reportforms will not or cannot be received by the officers of the club or clubs concerned.
The general secretary may excuse clubs from submitting semiannual reports when, in thegeneral secretary’s judgment, the recommendation of the governor and othercircumstances in the case warrant such action. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1938 Mtg., Bd. Dec. 170; January 1940 Mtg., Dec. of Exec. Comm. E-20

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31.030.3. Ballots for Directors-Nominee
The general secretary may extend the time specified in RI Bylaws 12.030. for theselection of Directors-nominee if, in the general secretary’s opinion, such is necessary toensure that original ballots are received by clubs and returned to the general secretary inadequate time. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1990 Mtg., Bd. Dec. 80(2)31.030.4. Excusing Club Indebtedness
In duly justified cases, the general secretary may excuse clubs from payment of a portionof their indebtedness to RI. In duly justified cases, the general secretary may excuse
clubs from payment of all indebtedness to RI when, in the general secretary’s judgment,
the recommendation of the governor and other circumstances in the case warrant suchaction. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1933 Mtg., Bd. Dec. 19; January 1938 Mtg., Bd. Dec. 170; July 1977 Mtg., Bd. Dec. 19

31.030.5. Club Termination and Reinstatementa) The general secretary may delay, for a specified period, the termination ofmembership in RI of clubs which have failed to function pending the outcome of efforts
to reorganize.
b) The general secretary may terminate membership in RI of clubs where it is obviousthat further effort to rehabilitate the club is futile.
c) The general secretary may terminate the membership of any club that fails to pay its
dues or other financial obligations to RI or approved contributions to the district fund,pursuant to RI bylaws section 3.030.1.
d) The general secretary may cancel club charters in an emergency.
e) The general secretary may reinstate the membership of any former club whose
membership in RI was terminated because the club did not meet its financial obligations
to RI, if such obligation has been met or satisfactory arrangements for payment have been
made.
f) the general secretary may terminate clubs for failure to function according to thecriteria established in section 2.010.1. of this Code. (June 2004 Mtg., Bd. Dec. 283)
Source: July 1933 Mtg., Bd. Dec. 52; January 1954 Mtg., Bd. Dec. 100; March 1983 Mtg., Bd. Dec. 244; July 2003 Mtg., Bd. Dec.
17; June 2004 Mtg., Bd. Dec. 283

31.030.6. Amendments to Club Constitutions
The general secretary may approve amendments to club constitutions in the following
circumstances:• when such amendments tend to bring the document into closer harmony with theStandard Rotary Club Constitution. (June 1998 Mtg., Bd. Dec. 348)
Source: October 1922 Mtg., Bd. Dec. 2(b)Rotary Code of Policies
June 2010212• where necessary to comply with local laws when such amendments are in accordancewith general principles previously agreed to by the Board. (June 1998 Mtg., Bd. Dec.
348)
Source: January 1961 Mtg., Bd. Dec. 117• to amend Article 3 of the constitutions of such clubs to amend their locality inaccordance with the provisions of RI Bylaws 2.020. (November 2001 Mtg., Bd. Dec.
45)
Source: February 1978 Mtg., Bd. Dec. 246; Amended by November 2001 Mtg., Bd. Dec. 45

31.030.7. Changes in Club Names and Locality
The general secretary may approve changes in a club's name and/or locality. (November
2001 Mtg., Bd. Dec. 45)
Source: October 1922 Mtg., Bd. Dec.(b); Amended by November 2001 Mtg., Bd. Dec. 45

31.030.8. Suspension of Meetings
The general secretary may authorize clubs in predominantly Muslim communities tosuspend meetings during the month of Ramadan. (June 1998 Mtg., Bd. Dec. 348)
Source: May 1954 Mtg., Bd. Dec. 205

31.030.9. Incorporation
The general secretary may pass upon all applications from clubs for incorporation which
are in conformity with the general provisions for articles of incorporation as adopted by
the Board. (June 1998 Mtg., Bd. Dec. 348)
Source: July 1940 Mtg., Bd. Dec. 36

31.030.10. Magazine Subscription Requirements
The general secretary shall implement a system of warnings to clubs that do not fulfill
their magazine subscription requirements. The general secretary may act on behalf of theBoard to excuse clubs from complying with the provisions of RI’s constitutional
documents that requires all Rotarians to subscribe to a Rotary World Magazine Press
publication (either The Rotarian or an approved and prescribed certified regionalmagazine). (January 2009 Bd. Mtg., Dec. 132)
Source: November 1980 Mtg., Bd. Dec. 204(d); November 1983 Mtg., Bd. Dec. 148; June 1998 Mtg., Bd. Dec. 386; Amended by
October 2003 Mtg., Bd. Dec. 141; January 2009 Bd. Mtg., Dec. 132

31.030.11. Furnishing Club Officer Mailing Lists
Except where the distribution of membership lists is otherwise addressed by a section ofthis Code, including Section 35.010., the general secretary may furnish mailing lists ofclub officers to various agencies and organizations, provided that: a) the purposes forwhich such lists may be provided must be clearly identified by the general secretary as
being for the benefit of Rotary programs; and b) the recipients agree to use the lists only

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for the purpose provided and not to provide such lists to any third party or to use them forany commercial purpose. (February 2001 Mtg., Bd. Dec. 219)
Source: June 1984 Mtg., Bd. Dec. 401. Affirmed by February 1998 Mtg., Bd. Dec. 235; Amended by February 2001 Mtg., Bd. Dec.
219

31.030.12. Merger of Rotary Clubs
The general secretary may act on behalf of the Board to approve applications for themerger of clubs submitted pursuant to RI Bylaws section 2.050. (March 2005 Mtg., Bd.
Dec. 178)
Source: November 2004 Mtg., Bd. Dec. 136

31.030.13. Suspension of Services to Clubs for Non-payment of District DuesThe general secretary is authorized to suspend the services of RI to a Rotary club uponcertification by a district governor that the Rotary club in question is more than six
months in arrears of district per capita dues. The general secretary shall reportsuspensions of services to Rotary clubs at each Board meeting. (March 2005 Mtg., Bd.
Dec. 178)
Source: November 2004 Mtg., Bd. Dec. 137

31.030.14. Extension Matters
The general secretary shall have the responsibility for acting on behalf of the Board inadmitting Rotary clubs to membership in RI. (November 2004 Mtg., Bd. Dec. 58)
Source: November 1979 Mtg., Bd. Dec. 220

31.030.15. Use of Name “Rotary”
The general secretary may act on behalf of the Board in authorizing Rotary clubs to use
the name "Rotary" in incorporating club or district foundation activities. (June 2007
Mtg., Bd. Dec. 226)
Source: May-June 1964 Mtg., Bd. Dec. 220

31.030.16. Amendment to Constitution for Fundraising
The general secretary is authorized to act on behalf of the board to consider anapplication from a club seeking to amend its constitution to provide authorization for theclub to raise funds, where such constitutional provision is required by law. (June 2007
Mtg., Bd. Dec. 226)
Source: January 1958 Mtg., Bd. Dec. 112

Cross References
2.010.1. Club Failure to Function
17.060.1. Status of Clubs with Services Suspended
33.020. Use of Name “Rotary”
50.010.2. Special Public Relations Problems

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31.040. General Secretary Authority to Act on Behalf of Board on Matters Relating toConvention and Council on Legislation
31.040.1. Selection of Council Representative in Ballot-By-Mail
The general secretary may act on requests from districts to select the representative andthe alternate to the Council on Legislation in a ballot-by-mail in accordance with theprovisions of RI Bylaws 8.070. (June 1998 Mtg., Bd. Dec. 348)
Source: July 1958 Mtg., Bd. Dec. 36

31.040.2. Approval of Convention Contracts
In consultation with the chair of the convention committee when appointed, the generalsecretary may act for the Board in approving all contracts not to exceed 5% of the total
convention budget as may be necessary or desirable. (November 2001 Mtg., Bd. Dec. 45)
Source: July 1996 Mtg., Bd. Dec. 8; Amended by July 2001 Mtg., Bd. Dec. 18

31.040.3. Examining Proposed Legislation
The general secretary may advise proposers of enactments of any defects noted in the textof their respective proposals, pursuant to the provisions of RI Bylaws 7.050., on theadvice of the Constitution and Bylaws Committee. (June 2007 Mtg., Bd. Dec. 226)
Source: May-June 1963 Mtg., Bd. Dec. 190; Amended by March 2005 Mtg., Bd. Dec. 178; June 2007 Mtg., Bd. Dec. 226

Cross References
57.020. Host Organization Committee
57.040. Convention Guidelines
57.050. Convention Site Selection
57.060.4. Attendance of Spouses of Deceased Past RI Presidents
58.020. Scheduling of International Assembly
59.020.4. Financial Impact Statement at Council
60.050.1. Institute Site and Date Approval
61.030.5. Role of the General Secretary at Regional Conferences
61.030.7. Duties of the General Secretary at Regional Conferences

31.050. General Secretary Authority to Act on Behalf of Board on Matters Relating to Districts
31.050.1. Selection of Governor-Nominee in Ballot-By-Mail
The general secretary may authorize a district to select its nominee for governor in aballot-by-mail, in accordance with RI Bylaws 13.040. (June 1998 Mtg., Bd. Dec. 348)
Source: July 1938 Mtg., Bd. Dec. 17; January 1954 Mtg., Bd. Dec. 100

31.050.2. Joint District Conferences
The general secretary may act on behalf of the Board to authorize governors to hold theirconferences conjointly. (November 2004 Mtg., Bd. Dec. 58)
Source: July 1938 Mtg., Dec. 23; Amended by January 1954 Mtg., Bd. Dec. 100; November 2004 Mtg., Bd. Dec. 58

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31.050.3. District Conferences in Conflict with International Convention Dates
The general secretary may act on behalf of the Board to authorize governors to holddistrict conferences within eight days prior to the opening day of the International
Convention or within eight days after the closing day of the International Convention on
an exceptional basis. (March 2005 Mtg., Bd. Dec. 178)
Source: November 2004 Mtg., Bd. Dec. 33

31.050.4. Incorporation of Districts
The general secretary is authorized to act on behalf of the Board on all matters relating toincorporation of districts, including reviewing and accepting any application forincorporation. In the event of unusual circumstances requiring further statements ofpolicy, the general secretary shall refer the issue to the Executive Committee. (March
2005 Mtg., Bd. Dec. 199)
Source: March 2005 Mtg., Bd. Dec. 199

31.050.5. Extension of Time to Select Governor-Nominee
The general secretary may extend the time specified in RI Bylaws 13.010. for theselection of a district governor-nominee if, in the general secretary’s opinion, there is agood and sufficient reason to do so. (February 2007 Mtg., Bd. Dec. 154)
Source: February 2007 Mtg., Bd. Dec. 154

31.050.6. Multidistrict Service Activities and Projects
The general secretary, acting on behalf of the board, is authorized to approve multidistrict
service activities and projects (June 2007 Mtg., Bd. Dec. 226)
Source: February-March 1987 Mtg., Bd. Dec. 272

31.050.7. Modification of District Boundary Descriptions
The general secretary is authorized, acting on behalf of the Board, to approve all district
boundary description changes where the district boundaries remain the same.
The general secretary shall be authorized to act on behalf of the Board to approve a minor
district boundary modification, affecting the transfer of a single club, or an area
containing no Rotary club, from one district to a neighboring district, provided that the
districts involved are in the same zone. (June 2007 Mtg., Bd. Dec. 226)
Source: August 1999 Mtg., Bd. Dec. 80; February 2007 Mtg., Bd. Dec. 189

31.060. General Secretary Authority to Act on Behalf of Board on Matters Relating to Finance
31.060.1. Revision of RI Budget Appropriations
With the approval of the president and the treasurer and when circumstances require, thegeneral secretary may revise the appropriations for subdivisions of the following items,
provided such revisions do not increase the total appropriated for any of these items:

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Board meetings, travel, International Assembly, International Convention and president's
Office. When circumstances require, the general secretary also may revise the details forthe item and Secretariat international offices provided such revisions do not increase thetotal appropriated for such item. (June 1998 Mtg., Bd. Dec. 348)
Source: May 1944 Mtg., Bd. Dec. 244; July 1977 Mtg., Bd. Dec. 19; November 1982 Mtg., Bd. Dec. 87; July 1996 Mtg., Bd. Dec. 8.
See also February 1998 Mtg., Bd. Dec. 235.

31.060.2. Safeguarding RI Funds and Financial Obligations
In emergency situations and after prior consultation with the treasurer and/or the chair of
the finance committee whenever feasible, the general secretary may make arrangements
to safeguard the funds and financial obligations of RI. (June 1998 Mtg., Bd. Dec. 348)
Source: July 1976 Mtg., Bd. Dec. 78. Affirmed by February 1998 Mtg., Bd. Dec. 235.

31.060.3. Fiscal Agent Systems
When a country’s financial conditions warrant, the Board may direct the generalsecretary to establish a fiscal agent system with attendant bank accounts, and provide
periodic reports to the Finance Committee and the Board. When so directed, the generalsecretary shall have the authority to appoint and remove the fiscal agent. The generalsecretary is requested to consult with the director resident in the zone on proposed
appointments. (November 2002 Mtg., Bd. Dec. 172)
Source: January 1948 Mtg., Bd. Dec. 114; Amended by July 1976 Mtg., Bd. Dec. 79; July 1981 Mtg., Bd. Dec. 54; November 1986
Mtg., Bd. Dec. 113; November 2002 Mtg., Bd. Dec. 172

31.060.4. Officer and Committee Member Expense Statements
The general secretary may authorize payment of all normal final expense statements ofofficers and committee members even when they slightly exceed the budget
appropriations made for them, provided such excess amounts are not, in the opinion of
the general secretary, unreasonably excessive. When the general secretary determinesthat the amounts are excessive, the general secretary is instructed to withhold payment
and bring the matter to the attention of the Executive Committee or Board. (June 1998
Mtg., Bd. Dec. 348)
Source: June 1932 Mtg., Bd. Dec. XIV (a) 4. Affirmed by February 1998 Mtg., Bd. Dec. 235.

31.060.5. Adjustment of Advertising Rates for The Rotarian
The general secretary may adjust advertising rates of The Rotarian to ensure thecontinued profitability of the magazine. (June 1998 Mtg., Bd. Dec. 348)
Source: February 1989 Mtg., Bd. Dec. 227

31.060.6. RI Travel Service
The general secretary may make any changes required in the relationship of RI staff withthe approved travel agency staff to improve service levels and economies in the RI Travel
Service. (February 1999 Mtg., Bd. Dec. 196)
Source: June 1994 Mtg., Bd. Dec. 288. Amended by February 1999 Mtg., Bd. Dec. 196

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31.060.7. Changing the Payment and Receipt of Money to US Dollars
The general secretary may approve any requests for changing the payment and receipt ofmoney from the local currency to US dollars. (August 1999 Mtg., Bd. Dec. 43)
Source: June 1999 Mtg., Bd. Dec. 338

31.060.8. Increases in Governors’ Budgetsa) The general secretary may authorize increases in governors' budgets, when, in thegeneral secretary’s opinion, all or part of such increase requested by the governor isjustified and reasonable.
b) the general secretary is authorized to increase the budgets of governors to provide forreimbursement of additional expenses requested by governors in advance of such
expenses being incurred, for additional visits to weak clubs, and activities related toInteract and other Rotary programs, and to such extent as the general secretary considers
warranted in the circumstances, with such adjustments to be charged to the reserve forrevisions in the budgets of the district governors. (November 2005 Mtg., Bd. Dec. 38)
Source: January 1967 Mtg., Bd. Dec. 192; January 1968 Mtg., Bd. Dec. 178. See also July 1996 Mtg., Bd. Dec. 8

31.060.9. Revising Governors’ Budgets
The general secretary is authorized to make revisions in the appropriations for governors
as may be necessary due to districting or changes in the number of clubs in any district.
The general secretary shall be authorized to make decisions on behalf of the Board
relative to increases in governors’ budgets, when, in the opinion of the general secretary,
all or part of such increase requested by the governor is justified and reasonable.
The general secretary shall be authorized to make decisions on behalf of the Board
relative to reimbursement of governors for expenses incurred in excess of their budgets,
when, in the opinion of the general secretary, all or part of such reimbursement as may berequested by a governor is justified and reasonable. (June 2007 Mtg., Bd. Dec. 226)
Source: April-May 1948 Mtg., Bd. Dec. 212; January 1967 Mtg., Bd. Dec. 192

31.060.10. Extension of Deadline for Receipt of Expense Reports from Governors
The general secretary, acting on behalf of the Board, upon receipt of a petition explaining
extenuating circumstances, may extend the deadline for receipt of expense reports from
district governors documenting the use of budget allocations to no later than 30
September. (June 2007 Mtg., Bd. Dec. 226)
Source: May 2003 Mtg., Bd. Dec. 409; Amended by June 2006 Mtg., Bd. Dec. 270

31.060.11. Disbursement of Budget to Governors
The general secretary is authorized to disburse less than 70% of the budget available togovernors if he considers this necessary to maintain appropriate controls and stewardshipover large total allocation amounts. (June 2007 Mtg., Bd. Dec. 226)
Source: June 1998 Mtg., Bd. Dec. 396; June 2005 Mtg., Bd. Dec. 329

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Cross References
27.080.3. Pre- and Post-Term Expenses of the President
66.040. Financial Emergencies
66.050. Contracts
66.070. Annual Report
66.090.2. Exchange Rates for Payment to RI
67.040. Authority to Exceed RI Budget
68.030.4. Schedule of Reimbursement to Governors
68.030.6. Procedure for Revising Governors’ Budgets

31.070. General Secretary Authority to Act on Behalf of Board on Matters Relating to General
Administration
31.070.1. Delegation of Duties to Senior Managers
As appropriate and with the approval of the president, the general secretary may delegate
in writing to a senior manager (division manager and above) all or any of the generalsecretary’s powers relating to the affixing of the corporate seal to certificates ofmembership in RI which have been duly approved by the Board, and to all otherdocuments requiring the seal which have been duly signed by the proper RI officer orofficers.
As advisable and necessary, the general secretary may delegate to a senior manager(division manager and above) any authority delegated to the general secretary by the
Board to make decisions on behalf of the Board in certain matters and certain
circumstances. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1938 Mtg., Bd. Dec. 266; May-June 1940 Mtg., Bd. Dec. 324; November 1983 Mtg., Bd. Dec. 82. Amended by
November 1986 Mtg., Bd. Dec. 113; July 1990 Mtg., Bd. Dec. 16

31.070.2. Emergency Committee Recommendations
Within existing policies, the general secretary may act with the president on emergency
recommendations of any committee, in the event the Board or Executive Committee is
not to meet within reasonable time after the committee meeting. (June 1998 Mtg., Bd.
Dec. 348)
Source: January 1946 Mtg., Bd. Dec. 156

31.070.3. Mediation and Arbitration Guidelines
The general secretary is authorized to act on behalf of the Board regarding the setting ofdates for mediation and/or arbitration pursuant to RI Bylaws section 24.020. and any
matters pertaining to the procedure for the mediation and arbitration of disputes that are
not otherwise addressed in RI Bylaws Article 24. (June 2008 Mtg., Bd. Dec. 227)
Source: January 2008 Mtg., Bd. Dec. 155

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31.070.4. Cost Sharing Ratio for RI Health Insurance Plan
The Board grants discretion to the general secretary to determine the cost sharing ratio forgroup health insurance. (January 2009 Mtg., Bd. Dec. 132)
November 2008 Mtg., Bd. Dec. 49

31.080. General Secretary Authority to Act on Behalf of Board on Matters Relating to Rotary
Literature, Documents and Translation
31.080.1. Responsibility for Official Directory
The general secretary shall exercise responsibility for the content and format of the RI
Official Directory. The general secretary also shall determine whether paid advertisingshould be included in the Official Directory. (February 2002 Mtg., Bd. Dec. 216)
Source: January 1954 Mtg., Bd. Dec. 141; January 1966 Mtg., Bd. Dec. 176; Amended by February 2002 Mtg., Bd. Dec. 216

31.080.2. Publication Production
Except where publication of a pamphlet has been authorized by specific decision of theBoard or the convention, the general secretary shall make the following decisions: whena new pamphlet shall be published, the language in which it shall be published, and when
the publication of any existing pamphlet shall be discontinued. (February 2002 Mtg., Bd.
Dec. 216)
Source: June 1938 Mtg., Bd. Dec. 308; May-June 1966 Mtg., Bd. Dec. 292; Amended by February 2002 Mtg., Bd. Dec. 216

31.080.3. Publications Priority List
The general secretary shall remove publications from or add publications to the priority
list in order to keep the list current and in harmony with the importance of RI programs.
(February 2002 Mtg., Bd. Dec. 216)
Source: March 1986 Mtg., Bd. Dec. 207. Amended by November 1986 Mtg., Bd. Dec. 113; February 2002 Mtg., Bd. Dec. 216

31.080.4. Ownership of Original Worka) The copyright to any original work of authorship created by a Rotarian, who is not an
employee of Rotary International, is owned by that Rotarian, unless agreed uponotherwise between such Rotarian and Rotary International.
b) Notwithstanding the above, the copyright to any original work of authorship createdby a Rotarian, who, although not an employee of Rotary International, has created thework as an agent of Rotary International, is owned by Rotary International. (November
1999 Mtg., Bd. Dec. 175)
Source: November 1999 Mtg., Bd. Dec. 175

31.080.5. Translations of Rotary Literature
The general secretary is authorized, on behalf of the Board, to approve translations ofRotary literature.

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The general secretary is authorized, where it appears necessary or advisable to modify
text in order to make a publication generally more useful to clubs within a district or agroup of districts, to approve the full text of any such changes, in English, prior to suchchanges being made. (June 2007 Mtg., Bd. Dec. 226)
Source: April 1930 Mtg., Bd. Dec. IV(p); January 1958 Mtg., Bd. Dec. 142; Amended by January 1974 Mtg., Bd. Dec. 149.
Reaffirmed by November 1997 Mtg., Bd. Dec. 108

Cross References
48.020.1. Role of General Secretary in Translation of RI Literature
48.020.2. Use of Rotarian Volunteers in Translating
49.040. Official Directory

31.090. General Secretary Authority to Act on Behalf of Board on Matters Relating to Programs
31.090.1. Rotaract Clubs
The general secretary may grant approval to hold leadership meetings for members ofRotaract clubs. (June 1998 Mtg., Bd. Dec. 348)
Source: February 1977 Mtg., Bd. Dec. 255

31.090.2. Club Policies Regarding Rotaract and Interact Clubs
The general secretary may grant authority to organize an Interact or Rotaract club outside
the locality of the sponsoring club when, in the general secretary’s opinion, such action is
warranted and in order. The general secretary may also approve requests to holdinternational Rotaract meetings. (November 2001 Mtg., Bd. Dec. 45)
Source: May-June 1965 Mtg., Bd. Dec. 272; October 1988 Mtg., Bd. Dec. 124; Amended by November 2001 Mtg., Bd. Dec. 45

31.090.3. INTEROTA Conference
The General Secretary is authorized to approve on the Board’s behalf requests to host thetriennial Rotaract conference known as INTEROTA. (June 2005 Mtg., Bd. Dec. 271)
Source: March 2005 Mtg., Bd. Dec. 217

31.090.4. Global Networking Groups
The general secretary may approve applications to incorporate global networking groups.
(June 2006 Mtg., Bd. Dec. 220)
Source: January 1976 Mtg., Bd. Dec. 161; Amended by June 2006 Mtg., Bd. Dec. 220

31.090.5. Service Above Self Award
The general secretary is authorized to deem ineligible any nomination of a Rotarian who
is prohibited from participating in the programmatic activities of Rotary International or
The Rotary Foundation at the time of selection.

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The general secretary is further authorized to rescind an individual’s Service Above Self
Award if requested by the nominator and in consultation with the director of the zone,
provided the award has not been presented or announced publicly and there are
extraordinary circumstances that warrant such action. The general secretary shall notify
the president whenever a Service Above Self Award is rescinded. (November 2008 Mtg.,
Bd. Dec. 66)
Source: June 2005 Mtg., Bd. Dec. 301; Amended by November 2008 Mtg., Bd. Dec. 66

31.090.6. Termination of Rotary Fellowships
The general secretary may, acting on behalf of the Board, terminate a Rotary Fellowship
when a group has not communicated with the general secretary for a one-year period, as
required by the Rotary Code of Policies, or in cases where the group has decided tovoluntarily disband. (June 2007 Mtg., Bd. Dec. 226)
Source: November 2005 Mtg., Bd. Dec. 78

31.090.7. Termination of Rotarian Action Groups
The general secretary may, acting on behalf of the Board, terminate a Rotarian Action
Group when a group has not communicated with the general secretary for a one-year
period, as required by the Rotary Code of Policies, or in cases where the group has
decided to voluntarily disband. (June 2007 Mtg., Bd. Dec. 226)
Source: November 2005 Mtg., Bd. Dec. 78

31.090.8.
Recognition and Termination of Rotaract Multidistrict Information
Organizations
The general secretary is authorized to recognize and terminate Rotaract Multidistrict
Information Organizations on behalf of the Board. (June 2007 Mtg., Bd. Dec. 226)
Source: November 2006 Mtg., Bd. Dec. 74

31.090.9. Participation in Rotaract Multidistrict Service Projects
The general secretary is authorized to approve, on behalf of the Board, Rotaract
Multidistrict Service Projects. (June 2007 Mtg., Bd. Dec. 226)
Source: March 1992 Mtg., Bd. Dec. 229

31.090.10. Use of Rotary Emblem by Rotary-Sponsored Programs
The general secretary is authorized to approve, on behalf of the Board, specific insignia
for Rotary-sponsored programs that incorporate the Rotary emblem for use by program
participants, provided that such actions meet the requirements of the RI Constitution(article 13) and Bylaws. (June 2007 Mtg., Bd. Dec. 226)
Source: March 1994 Mtg., Bd. Dec. 205

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31.090.11. Services and Suspension of Fellowships
The General Secretary may suspend services provided to a fellowship, with or without theconsent of the fellowship's officers or members, for failure to function in accordance with
RI policy. These services include use of the Rotary Marks, listing in the Official Directory,
program publications, and on the RI Web site, and provision of a booth at the International
Convention, on a space available basis. (June 2005 Mtg., Bd. Dec. 302)
Source: June 2004 Mtg., Bd. Dec. 257; Amended by June 2005 Mtg., Bd. Dec. 302

31.090.12. Services and Suspension of Rotarian Action Groups
The General Secretary may suspend services provided to a Rotarian Action Group, with orwithout the consent of the group's officers or members, for failure to function in accordancewith RI policy. These services include use of the Rotary Marks, listing in the Official
Directory, program publications, and on the RI Web site, and provision of a booth at theInternational Convention, on a space available basis. (June 2005 Mtg., Bd. Dec. 302)
Source: June 2005 Mtg., Bd. Dec. 302

31.090.13. Youth Exchange
The Board delegates authority to the general secretary toa. grant certification waivers to districts that meet Youth Exchange certification
requirements for outbound students only;b. certify specific countries within a multi-country district;c. grant provisional certification when new districts are created;d. grant provisional certification to a limited number of districts in exceptional
circumstances. (November 2007 Mtg., Bd. Dec. 32)
Source: June 2007 Mtg., Bd. Dec. 274

31.090.14. Multidistrict Youth Exchange
The general secretary is authorized, acting on behalf of the Board, to approveparticipation by districts in multidistrict youth exchange activities or projects.
The general secretary may remove a district from a multidistrict Youth Exchange activity
upon notice that they have failed to comply with the district certification program with orwithout the consent of the district governor. (November 2007 Mtg., Bd. Dec. 32)
Source: May 1979 Mtg., Bd. Dec. 355; November 2004 Mtg., Bd. Dec. 108; Amended by November 2001 Mtg., Bd. Dec. 45

Cross References
33.010.6. Use of the Rotary Emblem with Other Rotary Designs
41.080.20. Multidistrict Youth Exchange Program
42.010.6. Incorporation of Fellowships
42.010.16. Policy Compliance: Termination of Rotary Fellowships
42.020.18. Policy Compliance: Termination of Rotarian Action Groups

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31.100. Additional Responsibilities
31.100.1. Notifications to the RI President
The general secretary should keep the president informed about all significant activitiesof the Secretariat staff. The general secretary should consult with the president on all
matters of importance or on those in which the president has indicated a special interest.
(June 1998 Mtg., Bd. Dec. 348)
Source: November 1990 Mtg., Bd. Dec. 73; October 1993 Mtg., Bd. Dec. 48

31.100.2. Notifications to RI Directors
The general secretary should ensure that the Board receives advance notice of any
important matter that is being communicated to the governors or club presidents of theRotary world, particularly if it relates to a Board decision or policy. Insofar as possible,
the general secretary also should ensure that Directors are informed about major
developments in their zone(s) that are known to the Secretariat. (June 1998 Mtg., Bd.
Dec. 348)
Source: November 1990 Mtg., Bd. Dec. 73

31.100.3. Rotary Countries
The general secretary should maintain a list of the countries (sovereign, independent
states) and the geographical areas (autonomous areas, colonies, constituent members,
dependencies, protectorates, territories, etc. of some sovereign independent state) inwhich there are Rotary clubs. (June 1998 Mtg., Bd. Dec. 348)
Source: May 1993 Mtg., Bd. Dec. 239

31.110. Travel and Transportation
31.110.1. Automobile For General Secretary
The general secretary is to be provided with an automobile for use in functioning as
general secretary. Related expenses are reimbursable by RI on an annual basis. (June1998 Mtg., Bd. Dec. 348)
Source: January 1952 Mtg., Bd. Dec. 134

31.110.2. Travel By the General Secretary
Each incoming president should confer with the general secretary to discuss the generalsecretary’s possible travel to parts of the Rotary world which the general secretary has
not recently visited. Such visits should complement the travels of the president. The
visits of the general secretary are not to be of a social nature but are intended to give thegeneral secretary first-hand information regarding the activities, problems andaccomplishments of the clubs visited. (June 1998 Mtg., Bd. Dec. 348)
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Article 32. RI Secretariat
32.010. Nomenclature of Secretariat Central Office
32.020. Secretariat Services
32.030. Secretariat Staff Policies and Benefits
32.040. Staff Outside Involvement with Rotary
32.050. Secretariat International Offices
32.060. Secretariat Strategic Plan

32.010. Nomenclature of Secretariat Central Office
The central office of the Secretariat shall be known as the "World Headquarters of RotaryInternational.” (June 1998 Mtg., Bd. Dec. 348)
Source: November 1991 Mtg., Bd. Dec. 74

32.020. Secretariat Services
32.020.1. Administrative Service
Rotary International administrative service is to be provided to all governors and clubs
throughout the Rotary world as equitably as possible. This service should be performedby an internationalized staff at the Secretariat. As necessary the general secretary shallreport to the Board on the need for change in the Secretariat to permit the best possible
worldwide service. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1948 Mtg., Bd. Dec. 114

32.020.2. Deadlines for Receipt of Documents as Provided in Constitutional Documents
In relation to the receipt of various kinds of documents as specified in the constitutional
documents of RI by specified deadline dates, the general secretary shall accept as valid
all documents received on the first day on which his office is open for business after a
specified deadline date, if the office is not open for business during the actual day of thedeadline. (February 2003 Mtg., Bd. Dec. 194)
Source: February 1984 Mtg., Bd. Dec. 284

Cross References
49.030. Worldwide Directory of Rotarians

32.030. Secretariat Staff Policies and Benefits
32.030.1. Equal Opportunity Employment
The Board adopted the following statement of policy relating to equal opportunity
employment and affirmed that this has been, is and shall continue to be, the policy of RI
with respect to its employment practices.

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Rotary International is an equal opportunity employer, and, accordingly, in its
employment and personnel practices and procedures, does not discriminate because ofrace, color, religion, national origin, ancestry, sex, marital status, veteran status,
handicap, or age, and is in full compliance with Title VII of the Civil Rights Act of 1964,
the Age Discrimination in Employment Act of 1967, the Illinois Human Rights Act, theIllinois Fair Employment Practices Act of 1975 as amended, and all other applicable
federal, state and local laws.
The general secretary is responsible for implementing this policy. The general secretaryshall inform the Board thereon, from time to time but not less often than annually. (June1998 Mtg., Bd. Dec. 348)
Source: March 1990 Mtg., Bd. Dec. 194

32.030.2. Open Recruitment Policy
RI shall operate an open recruitment policy which requires the internal communication of
all vacancies and, in the event that such vacancy is not filled from staff, there shall be
public advertising of such vacancies regardless of other recruitment means being
employed. However, nothing in this decision shall limit the transfer, promotion or
posting of staff within a re-organization scheme or individual planned careerdevelopment program. (June 1998 Mtg., Bd. Dec. 348)
Source: July 1995 Mtg., Bd. Dec. 8

32.030.3. Employment Contracts for RI Staff
Any employment contracts or agreements must be entirely reviewed and specificallyapproved by the Board. Such authority is not delegated to the Executive Committee or toany officer. (June 1998 Mtg., Bd. Dec. 348)
Source: February 1996 Mtg., Bd. Dec. 238

32.030.4. Employee Assistance ProgramAn employee assistance program shall be maintained at RI expense. (June 1998 Mtg.,
Bd. Dec. 348)
Source: June 1990 Mtg., Bd. Dec. 305

32.030.5. Retirement Plan
The Rotarian non-staff member appointed by the president as Trustee of the RI
Retirement Trust should be a Rotarian who is not employed by RI; who is not necessarily
a member of the Board; who has no business relationship with RI; who possesses
experience and knowledge with retirement plans and, in particular, with retirement plansin the USA and subject to the provisions of ERISA; and who resides in relatively close
proximity to Evanston to facilitate participation in meetings of the Trustees. The term ofsuch trustee shall be three years from the time of appointment or reappointment. (June1998 Mtg., Bd. Dec. 348)
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32.030.6. Retiree Life Insurance Contribution
The amount to be paid by current and future retirees for life insurance shall be
increased as follows:a) effective 1 August1994: 25% of the cost of the actual premium.
b) effective 1 July 1996: 50% of the cost of the actual premium.
c) effective 1 July 1998: 75% of the cost of the actual premium.
d) effective 1 July 2000: 100% of the cost of the actual premium. (June 1998
Mtg., Bd. Dec. 348)
Source: June 1994 Mtg., Bd. Dec. 281

32.030.7. Staff Group Insurance Plan
Participation by World Headquarters staff in a health insurance plan shall be on a
voluntary basis provided the employee has health insurance coverage by some othersource. (June 1998 Mtg., Bd. Dec. 348)
Source: July 1989 Mtg., Bd. Dec. 46

32.030.8. Automobile Reimbursement Policy
For all those authorized to travel at the expense of RI, reimbursement for travel byautomobile shall be at the established current mileage rate, plus actual en route stopover
expenses. The total of such reimbursement shall not exceed the amount of round-trip airfare calculated in accordance with the established policy for reimbursement of airtransportation expense. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1984 Mtg., Bd. Dec. 403

32.030.9. Dental Insurance Plan for Staff
Dental insurance coverage shall be included as a part of the World Headquarters
employees’ health insurance program. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1981 Mtg., Bd. Dec. 455

32.030.10. Recognition Dinner for Staff
A recognition dinner for staff having been employed at RI for specified periods will beheld annually. An appropriate amount shall be included annually in the RI budget tocover the cost of such dinner. (June 1998 Mtg., Bd. Dec. 348)
Source: October 1983 Mtg. Dec. of Exec. Comm. E-13

32.030.11. Recognition for Outstanding Staff Community Service
The Board has established an annual recognition for Outstanding Staff Community
Service. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1997 Mtg., Bd. Dec. 304

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32.030.12. Staff Tuition Reimbursement ProgramAn employee tuition reimbursement program shall be maintained at RI expense. (June1998 Mtg., Bd. Dec. 348)
Source: November 1987 Mtg., Bd. Dec. 203

32.030.13. RI Support for Evanston
RI shall support appropriately all employees who, as citizens of the City of Evanston,participate actively in the political, cultural and civic life of the City of Evanston. On a
reasonable basis, the general secretary shall make available the facilities of One Rotary
Center that can be utilized by the citizens of the City of Evanston and the Chicago area topromote cultural, educational, or other civic activities that are consistent with the
purposes and programs or objectives of RI or its Foundation. (June 1998 Mtg., Bd. Dec.
348)
Source: June 1987 Mtg., Bd. Dec. 360

32.030.14. Employee Health Insurance Coverage
After a RI employee has been receiving long-term disability benefits for six months, thestaff member’s employment will be terminated and he or she will be responsible for all
benefit plan costs. Prior to termination, the staff member may elect to continue in the RI
group health plan for 18 months as a direct pay member provided by the US Consolidated
Omnibus Budget Reconciliation Act (COBRA) regulations. After 18 months as a direct
pay member under COBRA regulations, the person may convert to individual coverage at
individual rates. (June 1998 Mtg., Bd. Dec. 348)
Source: October 1989 Mtg., Bd. Dec. 114

32.030.15. Insurance
RI shall provide personal injury and property damage liability insurance for staff
members on Rotary business trips. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1979 Mtg., Bd. Dec. 248

32.030.16. 401(k) Match
There shall be an employer match of 3.5% of employee contributions to the RI 401(k)plan. (June 2008 Mtg., Bd. Dec. 227)
Source: June 1998 Mtg., Bd. Dec. 398; Amended by February 2007 Mtg., Bd. Dec. 214; June 2008 Mtg., Bd. Dec. 227

32.030.17. RI Meetings Staff
The general secretary shall ensure that staff arrangements within the meetings division
are adequate to allow for major meetings planning to be done on a continual rather thansequential basis, with appropriate time-lines to ensure the unhurried planning of these
events. The general secretary shall also develop work schedules and packages for staff
attending meetings, including details of the work to be done and the number of staff inattendance. (October. 1998 Mtg., Bd. Dec. 196)
Source: June 1998 Mtg., Bd. Dec. 417

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32.030.18. Employee Vacation Pay For Time Not Taken
The general secretary may authorize, under certain circumstances and where allowed by
local laws, employee vacation pay for time not taken. (August 1999 Mtg., Bd. Dec. 43)
Source: February 1999 Mtg., Bd. Dec. 271

32.030.19. Review of Compensation to General Secretary and General Managers
In order to assure compliance with United States income tax statutes, the Executive
Committee, in a manner consistent with United States Treasury Regulation Section
53.4958-6, or any successor regulations that may be in effect from time to time, shallreview the amounts paid to the general secretary and the senior staff of the Secretariat, so
as to assure that such payments are "reasonable," as that term is defined in the regulation.
This matter shall be reviewed annually at the Board’s final meeting of each year as partof the general review of the compensation to be paid to the general secretary and thesenior staff. (November 2001 Mtg., Bd. Dec. 45)
Source: June 2001 Mtg., Bd. Dec. 450

32.030.20. Use of the RI Boardroom
The use of the 18th floor Boardroom at One Rotary Center should be reserved for
Directors and Trustees meetings and official meetings of RI and Foundation committees
duly called by the president or trustee chairman. Meetings of the Board and Trustees
shall take precedence over all other requests. All computer and electronic equipment
shall remain set up in the Boardroom. The general secretary shall assign office services
to handle the scheduling of all meeting space except the 18th floor, which will bescheduled by the president’s office, which will ensure coordinated use of the space.
(October 2003 Mtg., Bd. Dec. 46)
Source: June 1998 Mtg., Bd. Dec. 408; Amended by October 2003 Mtg., Bd. Dec. 46

32.040. Staff Outside Involvement with Rotary
32.040.1. Rotary Club Membership and Reimbursement of Expenses
The RI Board of Directors encourages qualified RI staff members to become Rotarians.
With the prior approval of the general secretary, RI will reimburse to those staff
Rotarians who hold a position of discretionary authority at the supervisory level andabove, the cost of the annual dues charged by a Rotary club and all meals connected withattendance at regular club meetings, including makeup of attendance at meetings of otherclubs. In exceptional circumstances, the General Secretary may authorize reimbursementof additional expenses. (February 2007 Mtg., Bd. Dec. 139)
Source: November 1999 Mtg., Bd. Dec. 255

32.040.2. Attendance of Staff at Rotary Events
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All invitations for RI staff members to attend any Rotary institute, club or district
function or any other Rotary meeting or event shall be sent to the general secretary, whoshall determine whether such invitations should be accepted and which staff member(s)should attend which meeting or event. In making such determinations, the generalsecretary shall be satisfied that the requested attendance could enhance the work of thestaff member(s) assigned or that the meeting or event itself is of such significance that
staff representation could be considered complementary to the public relations, field
service or other program objectives or the association.
For Rotary institutes, RI normally will pay the expenses of only one staff member to suchinstitute, except for staff attending to conduct seminars or other events arranged by RI, or
when the attendance of additional staff is consistent with the achievement of any
authorized program activity for which funds have been appropriated and are available.
The expenses of other staff invited and assigned by the general secretary to an instituteshall be borne by that institute. Staff attendance at club or district functions shall be at noor minimal expense to RI.
Where practical, staff attendance at all club, district, regional/zone or other Rotary
meetings or events shall be combined with other official travel by such staff. (June 1998
Mtg., Bd. Dec. 348)
Source: July 1989 Mtg., Bd. Dec. 83

32.040.3. RI Staff Assignments to Meetings
The general secretary shall ensure that lists of all staff attending meetings and other functions
are discussed with the president prior to those lists being published. (February 1999 Mtg.,
Bd. Dec. 196)
Source: June 1998 Mtg., Bd. Dec. 418

Cross References
68.020.11. RI Staff Travel
32.050. Secretariat International Offices
32.050.1. Purpose of International Offices
The purpose of RI International Offices is to provide quality Secretariat services on atimely basis to Rotarians, clubs and districts in all areas of the Rotary world. (May 2000
Mtg., Bd. Dec. 376)
Source: May 2000 Mtg., Bd. Dec. 376

32.050.2. Establishment of Additional International Offices
Before implementation, proposals for any new International Offices shall be reviewed by
the Finance Committee for recommendation to the Board. (June 1998 Mtg., Bd. Dec.
348)
Source: January 1989 Mtg., Bd. Dec. 256

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32.050.3. Support From International Offices
The general secretary shall apply progressive management techniques to improve theoperation of all International Offices consistent with the resources available for suchoperations.
The general secretary also shall monitor the operation of the International Offices andmake necessary adjustments in the allocation of responsibilities assigned to the respective
International Offices so that the services provided to clubs and districts are rendered in
the most cost-effective manner possible.
Because a significant part of the work of international offices relates to The RotaryFoundation, TRF should be involved in all discussions and decisions regarding changes
and operational performance in international offices. (June 2001 Mtg., Bd. Dec. 310)
Source: July 1989 Mtg., Bd. Dec. 47; February 2001 Mtg., Bd. Dec. 276

32.050.4. Report on International Office Operations
The general secretary shall provide an annual detailed report on International Office
operations to the Board and The Rotary Foundation Trustees. (August 2000 Mtg., Bd.
Dec. 43)
Source: May 2000 Mtg., Bd. Dec. 376

32.050.5. Audit of International Offices
The Audit Services division shall conduct or oversee an audit or limited review of eachinternational office as necessary, based on a risk assessment approach supervised andauthorized by the general auditor, general secretary, and the RI Audit Committee. All
offices should be audited not less than once every seven years, with interim limited
reviews as necessary. (June 2007 Mtg., Bd. Dec. 226)
Source: February 2001 Mtg., Bd. Dec. 276; Amended by June 2006 Mtg., Bd. Dec. 277; June 2007 Mtg., Bd. Dec. 226

32.060. Secretariat Strategic Plan
32.060.1. Secretariat Strategic Plan
The Board has adopted a Secretariat Strategic Plan. (June 1998 Mtg., Bd. Dec. 348)
Source: February 1998 Mtg., Bd. Dec. 237

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Article 33. Rotary Marks

33.005. Definition of Rotary Marks
33.010. Use of Emblem
33.020. Use of Name
33.030. Use of Stationery
33.040. Program Emblems
33.050. Reproduction of the 4-Way Test
33.060. Rotary Mottos

33.005. Definition of Rotary Marks
The "Rotary Marks" are "ROTARY," "ROTARY CLUB," "ROTARY INTERNATIONAL,"(the ROTARY Emblem), "RI," "ROTARY INTERNATIONAL TRAVEL SERVICE," "RITS,""ROTARY.ORG,""ROTARIAN,""THE
ROTARIAN,""ROTARY
WORLD,"“INTERACTIVE,” "REVISTA ROTARIA," “ROTARY VIDEO MAGAZINE,” “RVM,”"SERVICE ABOVE SELF," "THEY PROFIT MOST WHO SERVE BEST," "INTERACT,""INTERACT CLUB," (the INTERACT Emblem), "ROTARACT," "ROTARACT CLUB,"(the ROTARACT Emblem), “INTEROTA,”(the RI Council on Legislation Logo),(theRotary International Assembly Logo), “PAUL HARRIS,” "PAUL HARRIS FELLOW," (thePAUL HARRIS FELLOW Logo), “PAUL HARRIS SOCIETY,” "POLIOPLUS,"(the
POLIOPLUS Logo), “END POLIO NOW,” "THE ROTARY FOUNDATION," “TRF,” "THEROTARY FOUNDATION OF ROTARY INTERNATIONAL,"(the TRF Logo),(the
ANNUAL PROGRAMS FUND Logo, "ANNUAL PROGRAMS FUND FOR SUPPORTTODAY,"(the PERMANENT FUND Logo), "THE PERMANENT FUND TO SECURETOMORROW," "ROTARY YOUTH EXCHANGE," (the ROTARY YOUTH EXCHANGE
Logo), “RYE,” "PRESERVE PLANET EARTH," (the PRESERVE PLANET EARTH Logo),"RYLA,"(the RYLA Logo ),(the Rotary Global Networking Groups Logo), “WORLDCOMMUNITY SERVICE,” “WCS,” (the WCS Logo), “ROTARY COMMUNITY CORPS,”“RCC,”(the RCC Logo), “HUMANITY IN MOTION,” “A GLOBAL NETWORK OFCOMMUNITY VOLUNTEERS,” (the Rotary Centennial Logo), (the Club Service Logo),(the Community Service Logo), , “GROUP STUDY EXCHANGE,” “GSE,”(the
Vocational Service Logo), , “PPH,” “INTERNATIONAL H2O COLLABORATION,” (theINTERNATIONAL H2O COLLABORATION Logo), (the Rotary Centers for International
Studies in Peace and Conflict Resolution Logo), the annual RI Convention logos, the RI
Presidential themes and theme logos, among numerous others. These marks are trademarks andservice marks owned by Rotary International and used by Rotary clubs, Rotary districts, andother Rotary Entities under guidelines promulgated by the Board, which is entrusted withauthority to maintain, preserve and otherwise protect the use of RI's intellectual property marks
under section 18.010 of the bylaws of the association. ( November 2009 Mtg., Bd. Dec. 28)
Source: May 2000 Mtg., Bd. Dec. 399; Amended by November 2006 Mtg., Bd. Dec. 35; January 2008 Mtg., Bd. Dec. 142; November 2009
Mtg., Bd. Dec. 28

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33.010. Use of Emblem
33.010.1. Rotary Emblem Specifications
The official emblem of RI is a gear wheel of six spokes or arms, 24 teeth or cogs and a
keyway; one tooth is placed on the center line of each arm and three in between thecenter lines of arms. The wheel is designed in accordance with the proportions given in
the table below. The two words “Rotary International” appear in depressed spaces in therim. With the wheel standing on edge, the word “Rotary” appears in the depression at the
top which occupies a space of about five teeth, and the word “International” appears in
the depression at the bottom which occupies the space of about nine and one-half (9 1/2)
teeth. On each side and between these two depressions are two other depressions without
lettering. The space between any two of these four depressions is about two units inaccordance with the proportions given below and the space between the depressions andeither edge of the rim is one and one-half (1 1/2) units. The arms are tapered and ellipticalin cross-section. When the wheel is standing on edge with the word “Rotary” at the top,
the center lines of two opposing arms form a vertical diameter of the wheel, and bisect
the keyway which has reached the highest point in its revolution. The sides of the teeth
are slightly convexed outward, so that the space left between teeth is approximately
mechanically correct. The proportions for the correct design are
Overall diameter 61 units
Center to base or root of teeth 26 units
Width of rim (inside edge to base of teeth) 8½ units
Hub diameter 12 units
Shaft diameter 7 units
Arms or Spokes
Width where they join the rim (sides projected) 5 units
Width at center of shaft (sides projected) 7 units
Vertical section of keyway
Width 1¾ units
Depth 7/8 units
Teeth or cogs
Width at base 4¼ units
Width at tip 2¼ units
Height 4½ units
Lettering
Width of depressed space 5½ units
Height of letters 4 units
It should be noted that in order to make the wheel more emblematic of service, a keyway
has been added to the above description. In a one-dimensional reproduction, the hub of
the gear wheel should be demarcated by a circle surrounding the keyway. If it is a threedimensional reproduction, the hub should be raised. And furthermore, the position of the
spokes has been established.
The Rotary emblem may be reproduced in any one color. If it is reproduced in more than
one color, it should be reproduced in its official colors of royal blue and gold. Gold canbe represented as a metallic color or as a yellow. The following specific PMS colors
should be used: PMS 286 Blue; PMS 871 Metallic Gold or PMS 123 C or PMS 115 U

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Gold (yellow). The Rotary colors should be worked into the emblem as follows: The
entire wheel should be of gold, with the four depressed spaces in the rim of royal blue.
The words "Rotary" and "International" in the depression should be of gold. If it is a
one-dimensional reproduction, the circle demarcating the hub should be of blue. The
shaft opening, keyway, and areas between the arms/spokes should be left blank, as should
the areas between the spokes. To allow for more clarity of the emblem against certain
backgrounds, an outline around the outer perimeter of the emblem may be added. In such
instances, the outline of the outer perimeter of the emblem should be of blue. (In a black
reproduction of the emblem, a black line around the outer perimeter is a necessary featureof the mark.) (November 2007 Mtg., Bd. Dec. 32)
Source: January 1924 Mtg., Bd. Dec. VIII-(a); COL 80-102, Art. I, Sec. 1; November 2000 Mtg., Bd. Dec. 133; June 2001 Mtg., Bd.
Dec. 380; Amended by November 2007 Mtg., Bd. Dec. 32

33.010.2. Authorized Use of the Rotary Emblem
The Use of the Rotary Emblem is authorizeda) On all stationery and printed matter issued by RI or member clubs thereofb) In the official Rotary flagc) On badges, banners, decorations and printed matter of Rotary conventions and allother official Rotary functions, and on furniture or furnishings (including rugs andcarpets) of RI or member clubsd) On road signs of member Rotary clube) As a lapel button to be worn by Rotarians
The following constitute improper usage:a) As a trademark or special brand of merchandiseb) When used in combination with any other emblem or name, except in accordance with
RI’s sponsorship and cooperative relationship policies and under the provisions of RI’s
licensing systemc) On business stationery or business cards of individual Rotariansd) When used for any commercial purposes
The following use of the emblem, while not authorized, is permissible: On articles for
personal use of or greetings from Rotarians and their families.
The following use is discouraged: On doors or windows of Rotarians' business premises.
(November 2007 Mtg., Bd. Dec. 32)
Source: COL 80-102, Art. I, Sec. 2; June 2001 Mtg., Bd. Dec. 381 Amended by November 2007 Mtg., Bd. Dec. 32. Affirmed by
February 2002 Mtg., Bd. Dec. 172

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33.010.3. Use of Name and Emblem on Personal Cards and Stationery
Rotarians are encouraged to use the Rotary name and emblem on personal cards andstationery. (June 2002 Mtg., Bd. Dec. 245)
Source: February 2002 Mtg., Bd. Dec. 172

33.010.4. Use of the Rotary Emblem or other Rotary Marks by Rotary Entities
When used by itself, the word “Rotary” or the Rotary Emblem normally refers to theentire organization, Rotary International. It also means the ideals and principles of theorganization. As a general rule, all club, district, multidistrict and other Rotary Entity
activities must include identifiers of the club, district, multidistrict group or other Rotary
Entity when using the Rotary Emblem or other Rotary Marks. Such identifier must be inclose proximity to and in equal prominence with the Rotary Emblem or other of theRotary Marks. The Rotary Marks must always be reproduced in their entirety. No
alterations, obstructions or modifications of the Rotary Marks are permitted. The Rotary
Marks may be reproduced in any one color, but if they are to be reproduced in more than
one color, they must be reproduced in their official colors: royal blue and gold (PMSBlue 286; PMS Metallic Gold 871 or PMS Yellow 123 C or 115 U) for the Rotary
Emblem, the TRF logo and the Interact emblem; red and gold (PMS Red 201; PMS
Metallic Gold 871 or PMS Yellow 123 C or 115 U) for the Rotaract emblem. Rotarians
planning any club, district, multidistrict or other Rotary Entity projects or programs thatare to include the Rotary Emblem or other Rotary Marks without a further qualifier, mustfirst seek Board approval. Rotarians coordinating existing projects and programs should
review and make necessary changes to the project or program names and materials,
consistent with this policy. (November 2007 Mtg., Bd. Dec. 32)
Source: May 2000 Mtg., Bd. Dec. 399; November 2000 Mtg., Bd. Dec. 133; Amended by November 2007 Mtg., Bd. Dec. 32

33.010.5. Permission to Use Rotary Marks
The Board has adopted the following regulations and conditions for use of the Rotary
Marks by those seeking to do so:1) All dies, stamps, mold, cuts or other impressions of the Rotary Marks shall conform
exactly to the description and specifications of the official emblems authorized andadopted by RI. The Rotary Marks shall not be mutilated in any way nor shall they haveanything superimposed upon them.
2) The Rotary Marks when printed in more than one color may be printed only in theofficial, Rotary colors; namely, royal blue and gold for the Rotary emblem, the TRF logo
and the Interact emblem; and red and gold for the Rotaract emblem.
3) The emblem shall not be manufactured or used in combination with any other emblem
or name except in accordance with RI’s sponsorship and cooperative relationship policies
and under the provisions of RI’s licensing system.
4) The Rotary emblem shall not be printed or used in any manner on the businessstationery or business cards of any person, firm, or corporation (except RI and themember clubs of RI which may make such use of the emblem).

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5) The Rotary emblem shall not be used by any person, firm or corporation as atrademark, nor shall the word "Rotary" be used as a trade name or brand or as descriptiveof any article of merchandise. (November 2007 Mtg., Bd. Dec. 32)
Source: January 1956 Mtg., Bd. Dec. 94; Amended by November 2000 Mtg., Bd. Dec. 133; Amended by November 2007 Mtg.,
Bd. Dec. 32

33.010.6. Use of the Rotary Emblem with Other Rotary Designs
The Rotary emblem can be incorporated in insignia which include names or otheremblems descriptive of a Rotary program, provided that the insignia are under the
exclusive control of the Board and that no such insignia will be used in a pin that caneasily be mistaken for the RI emblem lapel pin reserved for Rotarians.
The general secretary is authorized to approve, on behalf of the Board, specific insignia
for Rotary-sponsored programs that incorporate the Rotary emblem for use by program
participants, provided that such actions meet the requirements of the RI Constitution(article 13) and Bylaws. (June 2007 Mtg., Bd. Dec. 226)
Source: February 1984 Mtg., Bd. Dec. 332; March 1994 Mtg., Bd. Dec. 205; Amended by June 2007 Mtg., Bd. Dec. 226

33.010.7. Deviation from Official Emblem
No deviation from the official RI emblem shall be authorized. (June 1998 Mtg., Bd. Dec.
348)
Source: June 1950 Mtg., Bd. Dec. 190

33.010.8. Official Flag
The Official Flag of Rotary consists of a white field with the official emblem of theorganization emblazoned in the center of the flag. The entire wheel should be of gold,with the four depressed spaces in the rim of royal blue. The words "Rotary" and"International" in the depressions should be of gold. The hub and the keyway white.
A Rotary club displaying this flag as a club flag may use in large blue letters above thewheel the words "Rotary Club" and below the wheel the names of the city and State[state], or province, or country. (June 1998 Mtg., Bd. Dec. 348)
Source: COL 80-102, Art. I, Sec. 4

33.010.9. Official Colors
The official colors of RI are royal blue and gold. (Note: Gold can be represented as ametallic color or as a yellow. The following specific PMS colors are used when printing
the Rotary International Emblem and the TRF logo: PMS 286 Blue; PMS 871 Metallic
Gold; PMS 123 C or 115 U Gold [yellow].) (November 2007 Mtg., Bd. Dec. 32)
Source: COL 80-102, Art. I, Sec. 3; Amended by November 2000 Mtg., Bd. Dec. 133; November 2007 Mtg., Bd. Dec. 32

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33.010.10. Commercialization of the RI Name and Emblem
Sponsorship and cooperative relationships are not commercialization of the RI emblem andother Rotary Marks. The second sentence of RI Bylaws section 18.020. is sequential to thefirst, and hence would not prohibit,a) for sponsorship purposes, the use of the RI emblem and other Rotary Marks with the markof another organization;b) for cooperative relationship purposes, the use of the RI emblem and other Rotary Marks
with the mark of another organization.
Each sponsorship relationship should terminate with the completion of the sponsored event.
Any contract with a sponsor or cooperating organization of RI or TRF must contain
restrictive language in concert with current Board policy regarding the use of the Rotary
Marks. (Aug 2000 Mtg., Bd. Dec. 64)
Source: November 1995 Mtg., Bd. Dec. 74; February 1996 Mtg., Bd. Dec. 194. Affirmed by October 1998 Mtg., Bd. Dec. 85; Amended by
Aug 2000 Mtg., Bd. Dec. 64

33.010.11. RI and TRF Guidelines for Use of the Rotary Marks by Sponsors andCooperating Organizations
1. For the limited use granted herein, Rotary International (hereinafter "RI") (or The
Rotary Foundation (hereinafter "TRF")) [strike out whichever does not apply] recognizes
that [name of sponsor or cooperating organization] (hereinafter "Sponsor") may use theRotary Marks, as defined below, in the following manner(s) and subject to the following
provisions.
2. Sponsor recognizes that RI is the owner of numerous trademarks and service marks
throughout the world, including, but not limited to, "Rotary," the Rotary emblem, "RotaryInternational," "RI," "Rotary Club," "The Rotarian," "The Rotary Foundation," the RotaryFoundation logo, "Rotarian," "Rotaract," "Rotaract Club," the Rotaract emblem,"Interact," "Interact Club," the Interact emblem, "Interactive," "Paul Harris Fellow," theimage of Paul Harris, "PolioPlus," the PolioPlus logo, the convention logo, thePresidential Theme logo, " Service Above Self," "They Profit Most Who Serve Best," theRotary Centers for Peace and Conflict Resolution logo (the "Rotary Marks").
3. Nothing in the limited use granted herein will constitute an assignment or license of
any of the Rotary Marks by RI to Sponsor.
4. Sponsor recognizes that RI (or TRF) retains control over where recognition materials areallowed to be displayed in the various venues of RI authorized meetings, RI or TRF events or
publicly displayed otherwise in connection with the sponsorship, partnership or alliance.
5. Sponsor recognizes that RI (or TRF) reserves the right to pre-approve publications andother media in which Sponsor wishes to advertise using the Rotary Marks, and to approve
all uses of the Rotary Marks in any materials connected with the sponsorship or
partnership in any and all media, including, but not limited to, for publicity andRotary Code of Policies
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promotional purposes. Sponsor further recognizes that each use contemplated herein will
be subject to a pre-publication review and approval process by Rotary or Rotary’s legal
counsel. RI retains the sole right to specific denial or authorization of such use or, in thecase of alteration (of copy or layout), to be mutually agreed upon by the parties.
6. Sponsor agrees that any use of its logo in any advertisement or promotional materials
directly related to a sponsored Rotary event or project (including, but not limited to,recognition materials such as banners or signs) must be of equal or lesser unit size to the
Rotary emblem (or other Rotary Marks, at the sole discretion of RI (or TRF)), unless the
Rotary emblem or other Rotary Mark is part of a repetitive background screen. RI allows
for overwriting of the Rotary emblem or other Rotary Mark (watermarked, printed,
screened or embossed), provided the Rotary emblem or other Rotary Mark is nototherwise partially covered and/or obstructed. RI agrees that in cases where the sponsor
might wish to highlight its role in sponsoring a Rotary event or project in conjunction
with its regular advertising, the Rotary emblem may be smaller than the sponsor’s logo.
7. Sponsor recognizes that, without altering the provisions set out in paragraph 6, above,
the Rotary Marks may not be altered, modified or obstructed but must be reproduced intheir entirety. There should be no overlap between Sponsor's logo and the Rotary emblem
or other Rotary Mark; the two images should be clearly spaced so as to be two separate
and distinct images.
8. The Rotary Marks may be reproduced in any one color, but if they are to be
reproduced in more than one color, they must be reproduced in their official colors (royalblue and gold (PMS Blue 286; PMS Metallic Gold 871 or PMS Yellow 123 C or 115 U)
for the Rotary emblem and the TRF logo; information available on other Marks, asnecessary).
9. Sponsor recognizes that the Rotary Marks may only be reproduced by a vendor
authorized to do so. Whenever, possible, reproductions of the Rotary Marks should bedone by an officially licensed vendor. If the desired goods are not reasonably available
from a RI licensee, a release must be obtained from the RI Licensing Section. (January
2008 Mtg., Bd. Dec. 142)
Source: October 1998 Mtg., Bd. Dec. 86; Amended by August 2000 Mtg., Bd. Dec. 64; November 2000 Mtg., Bd. Dec. 133;
November 2001 Mtg., Bd. Dec. 71; June 2002 Mtg., Bd. Dec. 245; November 2006 Mtg., Bd. Dec. 35; November 2007 Mtg., Bd.
Dec. 32; January 2008 Mtg., Bd. Dec. 142

33.010.12. RI Emblem or Name Restriction
It is improper for the Rotary Marks to be used on a pamphlet, on a Web site, or in any
other promotional materials issued by anyone other than RI or another Rotary Entity,
except in accordance with RI’s sponsorship and cooperative relationship policies andunder the provisions of RI’s licensing system. (November 2007 Mtg., Bd. Dec. 32)
Source: June. 1930 Mtg., Bd. Dec. I; Amended by May 2003 Mtg., Bd. Dec. 324; November 2007 Mtg., Bd. Dec. 32

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Cross References
11.040.6.

Guidelines for Rotary Clubs, Rotary Districts and Other Rotary Entities forSponsorship or Cooperative Relationship Purposes
33.020.3. Use of Rotary Marks by RI Officers in Publications
33.020.4. Use of Rotary Marks on Web sites of RI Officers
34.010. General RI Licensing Principles
35.010.2. Criteria for Cooperation with Other Organizations
36.010. Guidelines for Sponsorship of RI Meetings, Events, Projects and Programs
51.010.5. Use of Emblem in Magazine Advertising
52.020.1. Guidelines for Rotary Club, District, and other Rotary Entity Electronic Publications

33.020. Use of Name
33.020.1. Use of Name for Political Means
Clubs shall not use the Rotary name for the purpose of furthering political campaigns.
Any use of Rotary fellowship to gain political advantage is foreign to the spirit of Rotary.
(June 1998 Mtg., Bd. Dec. 348)
Source: February-March 1983 Mtg., Bd. Dec. 289

33.020.2. Use of Rotary Marks in Connection with Buildings and Other Permanent
Structures
The use of the Rotary Marks without the further identifying language of the Rotary club,
Rotary district or other Rotary Entity involved in connection with any project implies
financial or moral RI obligation in connection with such project. Therefore, to avoid any
future RI involvement, either directly or by implication, any Rotary club, Rotary districtor other Rotary Entity which contemplates the construction or acquisition of a building orother permanent structure:a) should ensure that neither the name of such venture nor any legal documents inconnection therewith reference either the name, “Rotary," without the further identifying
language of the Rotary club, Rotary district or other Rotary Entity involved or the name,"Rotary International."b) should not affix any of the Rotary Marks thereto in any permanent manner, such as
etching the Rotary name or emblem into the facade of a building or inlaying the Rotaryname or emblem into a floor. The Board will not require the removal of any Rotary
Marks which have been permanently affixed to a building prior to 2001 where theremoval of such would cause permanent and irreparable damage to the building, and/or
incur unreasonable costs to a Rotary club, Rotary district or other Rotary Entity.
(November 2001 Mtg., Bd. Dec. 68)
Source: July 1944 Mtg., Bd. Dec. 26; Amended by November 2001 Mtg., Bd. Dec. 68

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33.020.3. Use of Rotary Marks by RI Officers in Publications
Incoming, current, and past officers of RI and those Rotarians appointed by the president
or the Board to serve in various capacities are authorized to use the Rotary Marks inpublications, printed or electronic, in connection with their roles as RI leaders. In eachsuch instance, the use shall include a clear indication of the capacities in which they have
served and the years of such service to RI. Rotary senior leaders may publish and sell
books about their Rotary experiences without being licensed by RI, provided that all net
proceeds from the book sales are donated to TRF and the book publisher is either
licensed or released by RI to reproduce the Rotary marks, with the approval of thegeneral secretary. Each such publication shall include in a prominent location astatement that it is not an official publication of RI. (January 2010 Mtg., Bd. Dec. 107)
Source: October 2003 Mtg., Bd. Dec. 77; November 2009 Mtg., Bd. Dec. 48; Amended by January 2010 Mtg., Bd. Dec. 107

33.020.4. Use of Rotary Marks on Web sites of RI Officers
Incoming, current, and past officers of RI and those Rotarians appointed by the president
or the Board to serve in various capacities are authorized to use the Rotary Marks on Web
sites developed in connection with their roles as RI leaders. In each such instance, theuse shall include a clear indication of the capacities in which they have served and theyears of such service to RI. Every consideration shall be made to ensure that it is clearthat the Web site is that of the Rotarian and not a RI site, so as to avoid confusion among
Rotarians and potential liability for RI. If necessary, the general secretary may require a
disclaimer to be placed on such Web sites. Use of the Rotary Marks in domain names
should comply with Board policy set forth in section 52.020.1. (October 2003 Mtg., Bd.
Dec. 77)
Source: October 2003 Mtg., Bd. Dec. 77

33.020.5. Use of Name "Rotary" in Connection with Club or District Foundations
A Rotary club or group of clubs may use the name "Rotary" in connection with club or
district foundation activities, provided:
1. such use relates the activity to the club or clubs concerned and not to RI;
2. the word "international" is not used in connection with or in the name of a club or
district foundation activity;
3. the name of the club or district foundation activity begins with the name of the club or
the district designation;
4. the words "Rotary" and "foundation," when used in connection with a club or district
foundation activity, be separated in the name of the activity;
The general secretary may act in behalf of the Board in authorizing Rotary clubs to use
the name "Rotary" in incorporating club or district foundation activities in accordancewith the foregoing. For the purposes of this section the definition of “incorporate” is thesame as for incorporation of a club or district. (November 2008 Mtg., Bd. Dec. 104)
Source: May-June 1964 Mtg., Bd. Dec. 220; November 2008 Mtg., Bd. Dec. 104

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33.020.6. Use of Name “Rotary,” or other Rotary Marks by Rotary Entities
When used by itself, the word “Rotary” or the Rotary Emblem normally refers to theentire organization, Rotary International. It also means the ideals and principles of theorganization. As a general rule, all club, district, multidistrict and other Rotary Entity
activities must include identifiers of the club, district, multidistrict group or other Rotary
Entity when using the name “Rotary,” or other Rotary Marks. Such identifier must
immediately follow or precede “Rotary.” Such identifier must be in close proximity toand in equal prominence with the Rotary Emblem or other of the Rotary Marks. The
Rotary Marks must always be reproduced in their entirety. No abbreviations, prefixes or
suffixes such as “Rota” are permitted. No alterations, obstructions or modifications of
the Rotary Marks are permitted. The Rotary Marks may be reproduced in any one color,but if they are to be reproduced in more than one color, they must be reproduced in theirofficial colors: royal blue and gold (PMS Blue 286; PMS Metallic Gold 871 or PMS
Yellow 123 C or 115 U) for the Rotary Emblem, the TRF logo and the Interact emblem;
red and gold (PMS Red 201; PMS Metallic Gold 871 or PMS Yellow 123 C or 115 U)
for the Rotaract emblem. Rotarians planning any club, district, multidistrict or otherRotary Entity projects or programs that are to include the name “Rotary,” or other Rotary
Marks without a further qualifier, must first seek Board approval. Rotarians coordinating
existing projects and programs should review and make necessary changes to the projector program names and materials, consistent with this policy. (November 2007 Mtg., Bd.
Dec. 32)
Source: February 1996 Mtg., Bd. Dec. 198; May 2000 Mtg., Bd. Dec. 399; November 2000 Mtg., Bd. Dec. 133; Amended by May
2003 Mtg., Bd. Dec. 368; November 2007 Mtg., Bd. Dec. 32

33.020.7. Requests for Exception to Guidelines for Use of “Rotary” Name
When considering requests for exception to policy set forth in section 33.020.6., theBoard may consider:
1. the organizing group’s attempt to work with the general secretary to bring the name ofthe project or program into compliance with Board policy
2. the ease or difficulty with which the organizing group could bring its name into
compliance with Board policy
3. the length of time the organizing group has been using the non-compliant name, withgreater consideration given to projects or programs with a longer, demonstrated period ofuse
4. the merit of the project or program and the benefit it brings to the Rotary movement as
a whole5. whether the proposed non-compliant name in some other way accurately identifies theorganizing group involved
6. whether the proposed non-compliant name could create a likelihood of confusion with
Rotary International or with any other Rotary Entity or with a project or program ofRotary International or any other Rotary Entity

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7. whether the organizing group is a recognized Rotary Entity
8. whether the organizing group is otherwise compliant with Board policy
9. the degree to which the project or program or the name of the project or program
could expose RI to liability (November 2008 Mtg., Bd. Dec. 46)
Source: November 2008 Mtg., Bd. Dec. 46

33.020.8. Use of Word "Rotary" by Other Groups
Except as concerns provisional Rotary clubs, the use of the word "Rotary" by any groupin such manner as to indicate or imply status as a Rotary club or as an affiliate of a
Rotary club or of RI is not authorized and shall not be permitted. Therefore, the Board
instructs the general secretary to take such steps as may be practicable or necessary tostop any such unauthorized use of the word "Rotary." (June 1998 Mtg., Bd. Dec. 348)
Source: January 1948 Mtg., Bd. Dec. 108

33.020.9. Use of Name "Rotary " and Rotary Emblem by Former Rotarians
Except as concerns provisional Rotary clubs, the use of the word "Rotary" by any groupin such manner as to indicate or imply status as a Rotary club or as an affiliate of a
Rotary club or of RI is not authorized and shall not be permitted.
Inasmuch as the constitution and bylaws contain no provisions to cover the situation, it ismanifestly impossible for the Board to recognize an organization of involuntary past
Rotarians as a body having any connection with RI and particularly it is impossible for
the Board to permit or encourage the use of any name by an organization which would
indicate connection with RI which does not exist and cannot exist until such time as theconstitution and bylaws of RI are amended so as to provide for it.
Notwithstanding its sympathetic understanding and appreciation of the interest andmotives which may prompt former or involuntary past members of Rotary clubs toassociate themselves in fellowship groups or other groups, the Board instructs the generalsecretary to call the foregoing policies to the attention of any group of former or
involuntary past members of Rotary clubs, which may be making use of, or wish to use,
the name "Rotary, " “Rotarians,” and/or the Rotary emblem, advising that the group does
not have official status and that its use of the Rotary name and/or emblem is not
authorized and further, calling upon such group not to use or to discontinue immediately
use of the name "Rotary," “Rotarians,” and/or the Rotary emblem. (June 1998 Mtg., Bd.
Dec. 348)
Source: June 1925 Mtg., Item IV(k); January 1948 Mtg., Item 108; January 1950 Mtg., Item 81; June 1962 Mtg., Bd. Dec. 27; MayJune 1963 Mtg., Bd. Dec. 188

33.020.10. Use of Rotary Name and Emblem by Other Organizations
No matter how worthy may be the purposes of such organizations or groups or theambitions of such individuals, RI cannot permit them to appropriate the name or emblemof Rotary without thereby endangering the preservation of the name and insignia ofRotary Code of Policies
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Rotary for the exclusive use and benefit of Rotarians. RI does not seek to discourageorganizations or groups desiring to emulate the example of Rotary clubs but believes thatsuitable names and insignia can be devised by such organizations and groups without
infringing upon the terminology and insignia of Rotary, and all Rotarians are encouraged
to give their sympathetic assistance and encouragement to any group seeking to emulate
the example of Rotary. (June 1998 Mtg., Bd. Dec. 348)
Source: July 1939 Mtg., Bd. Dec. 26

33.020.11. National Designations for RI
No club or group of clubs should adopt and operate under any name other than that underwhich it or they are organized under the RI Constitution. Every district should use thename “Rotary International,” thereby indicating the universality of the ideals, principles
and objects of Rotary. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1934 Mtg., Bd. Dec. 201

33.020.12. Use of Name “Rotary” in Connection with Club Activities
Use of the word “Rotary” in connection with or in the name of an activity of a club orgroup of clubs must relate the activity directly to such club or group of clubs and neither
directly or indirectly to Rotary International. Use of the word “Rotary” is not authorizedin connection with or in the name of an activity that is not under full control of a Rotaryclub or group of Rotary clubs or in connection with or in the name of any organization,
the membership of which includes non-Rotarian individuals or organizations. (February
2000 Mtg., Bd. Dec. 298)
Source: March 1961 Mtg., Bd. Dec. 206. Affirmed by June 2001 Mtg., Bd. Dec. 383

33.020.13. Use of the Word “Rotarian” in Club Publications
Clubs shall not use the word “Rotarian” as part of the name of the local club publication.
(May 2003 Mtg., Bd. Dec. 324)
Source: COL 80-102

Cross References
16.030. Use of Name “Rotary” in Multidistrict Activities
52.020.1. Guidelines for Rotary Club, District, and other Rotary Entity Electronic Publications

33.030. Use of Stationery
33.030.1. Use of Official Stationery
All Rotary International business should be conducted on stationery bearing the name andemblem of the association. (June 1998 Mtg., Bd. Dec. 348)
Source: May 1919 Mtg., Bd. Dec. 3

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33.030.2. Use of Rotary Marks by RI Officers on Letterhead Stationery of RI and Other
Organizations, or for Commercial Purposes
The use of the RI letterhead is restricted to incoming, current and past officers of RI, or
those Rotarians appointed by the president or the Board to serve in various capacities,
with the understanding that, as to such capacities as may be listed, the years of service to
RI should be clearly indicated. RI letterhead may only be used for Rotary-related
business. No incoming, current, or past RI officer nor any Rotarian appointed by thepresident or the Board to serve in various capacities is authorized to use the Rotary Marksin conjunction with the trademarks or on the letterhead of any other organization or for
any commercial purpose. (October 2003 Mtg., Bd. Dec. 77)
Source: November 1982 Mtg., Bd. Dec. 180; May 2003 Mtg., Bd. Dec. 325; October 2003 Mtg., Bd. Dec. 77

33.040. Program Emblems
33.040.1. Use of Logo With RI or TRF Programs
The general secretary is, when reviewing future proposed logos for a program or activityof RI or its Foundation, to consider including the Rotary emblem in the logos if such canbe done without lessening RI’s legal trademark rights or creating a badge that could beunderstood to identify a non-Rotarian as a Rotarian. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1991 Mtg., Bd. Dec. 136

33.040.2. Rotary Program Logos and RI Emblem
The design of Rotary program logos that do not in some manner incorporate the RI
emblem weakens and impedes the communication to the public of the association of
Rotary with successful programs and projects. Therefore, all program logos currently inuse by RI and its Foundation, and all such logos deemed necessary in the future, should
include the Rotary emblem. The public relations value of incorporating the Rotary
emblem with program logos of RI and its Foundation outweighs the possible misidentification of a non-Rotarian as being a Rotarian. The general secretary is requested tore-emphasize to all licensed vendors of Rotary emblem merchandise that the creation oflapel pins which incorporate the design of the Rotary emblem with any Rotary program
logo is forbidden.. (June 1998 Mtg., Bd. Dec. 348)
Source: October 1993 Mtg., Bd. Dec. 103

33.040.3. Interact and Rotaract Marks
The Interact and Rotaract Marks are for the exclusive use of the Interact and Rotaract
clubs bearing those names and the members of those clubs:a. When displayed by individual club members, the Interact and Rotaract emblems may
be used without further information.
b. When the Interact and Rotaract emblem is used to represent an Interact or Rotaract
club, the name of the club should appear with the emblem. Such identifier must be inRotary Code of Policies
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close proximity to and in equal prominence with the Interact or Rotaract emblem.
“Interact,” “Rotaract,” the Interact emblem, and the Rotaract emblem must always be
reproduced in their entirety. No alterations, obstructions or modifications of“Interact,” “Rotaract,” the Interact emblem, or the Rotaract emblem are permitted.
No abbreviations, prefixes or suffixes such as “Rota” are permitted. The Interact
emblem and the Rotaract emblem may be reproduced in any one color, but if they are
to be reproduced in more than one color, they must be reproduced in their official
colors: for the Interact emblem, in royal blue and gold (PMS Blue 286; PMS Metallic
Gold 871 or PMS Yellow 123 C or 115 U), and for the Rotaract emblem, in red andgold (PMS Red 201; PMS Metallic Gold 871 or PMS Yellow 123 C or 115 U).
c. Where an Interact or Rotaract district exists, it may use the respective emblem but
only in conjunction with reference to the Interact and Rotaract district and its number.
No publication may bear the Interact or Rotaract emblem without the name of the club or
number of the district except those published by or under the authority of RotaryInternational for the use of Rotary, Interact or Rotaract clubs in establishing or carryingout the affairs of one of the sponsored clubs.
No other use of the Interact and Rotaract emblems is permitted by Rotary International
which has legal control of all the Rotary Marks. (January 2010 Mtg., Bd. Dec. 117)
Source: June 1990 Mtg., Bd. Dec. 295; Amended by January 2010 Mtg., Bd. Dec. 117

33.050. Reproduction of the 4-Way Test
All reproductions of The 4-Way Test should be in the following form:
THE 4-WAY TESTOf the things we think, say or do
1) Is it the TRUTH?
2) Is it FAIR to all concerned?
3) Will it build GOODWILL and BETTER FRIENDSHIPS?
4) Will it be BENEFICIAL to all concerned?
The sole purpose of the reproduction should be the development and maintenance of high ethicalstandards in human relations. Any reproduction should not be a direct part of any advertisement
intended to increase sales or profits. It may, however, be used in a letterhead or literature, if
done in a way to explain that a sincere attempt is being made to have all of the human relationsof the firm, organization or institution conducted along the lines of the 4-Way Test. (June 1998
Mtg., Bd. Dec. 348)
Source: January 1955 Mtg., Bd. Dec. 138. See also January 1943 Mtg., Bd. Dec. 142

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33.060. Rotary Mottos
Service Above Self and They Profit Most Who Serve Best are the official Rotary Mottos.
Service Above Self is the principal motto of Rotary. (June 2005 Mtg., Bd. Dec. 271)
Source: COL 50-11, COL 51-9, COL 89-145, COL 01-678, COL 04-271

Cross References
41.010 Interact
41.030.4. Use of RCC Name and Emblem
41.020. Rotaract
41.020.11. Rotaract MottoRotary Code of Policies
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Article 34. Licensing
34.010.
34.020.
34.030.
34.040.
34.050.
34.060.
34.070.

General RI Licensing Principles
Granting of an RI License
General Secretary’s Responsibilities
Use of Rotary Marks by Rotarians
Specific Limitations on Use of Rotary Marks
Advertising and Marketing Limitations
Miscellaneous Licensing Matters34.010. General RI Licensing Principles
Rotary International shall maintain a modern, effective multi-tier licensing system that will
provide high quality products and service to Rotarians worldwide, protect the integrity andauthorized use of its intellectual property, as well as increase royalty revenue for RI. (June 1998
Mtg., Bd. Dec. 348)
Source: October 1993 Mtg., Bd. Dec. 56; November 1996 Mtg., Bd. Dec. 69

34.010.1. Reproduction of the Rotary Marks
When produced by licensees, the Rotary Marks must conform to the description, color
and proportion specifications adopted by the Board. (November 2001 Mtg., Bd. Dec.
133)
Source: COL 80-102; January 1956 Mtg., Bd. Dec. 94; November 1996 Mtg., Bd. Dec. 69; Amended by November 2000 Mtg., Bd.
Dec. 13334.010.2. Prohibition Against Altering Rotary Marks
Note: “Rotary Marks” are any emblems or names registered and owned by RotaryInternational. (See Section 33.005.)
The Rotary Marks should not be altered, modified or obstructed in any way, or
reproduced other than in their complete form. The general secretary should strictly
enforce the prohibition of licensing products that alter, modify or obstruct the Rotary
Marks, including situations where the general secretary becomes aware of products that
do not reproduce the Marks in their entirety. (June 1998 Mtg., Bd. Dec. 348)
Source: April 1929 Mtg., Bd. Dec. IV. q; January 1956 Mtg., Bd. Dec. 94; June 1996 Mtg., Bd. Dec. 297; November 1996 Mtg., Bd.
Dec. 69

34.010.3. Lapel Pins
RI licenses lapel pins that alter the RI emblem in the following approved manner: A
precious stone at the hub and/or designations of office or membership categories may be
added only for use by club members and only when specifically authorized and listed as
licensed products in the license agreement. Such alterations shall be made so as not to
deface the Rotary emblem or detract from its essential dignity. (June 1998 Mtg., Bd. Dec.
348)
Source: May 1962 Mtg., Bd. Dec. 183; November 1996 Mtg., Bd. Dec. 69

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34.010.4. Watches and Clocks
RI may license watches and clocks containing the Rotary emblem as the entire face of thewatch or clock, provided that the keyway is accurately reproduced thereon, even though
the watch or clock hands may cause minor obstructions of the emblem from time to time,and even if the hands originate from the center of the emblem, provided that the emblem,
including the keyway, is otherwise reproduced in its entirety. (June 1998 Mtg., Bd. Dec.
348)
Source: November 1996 Mtg., Bd. Dec. 69

34.010.5. Limitation on RI Merchandise Solicitation
Individuals or companies who are not licensed to sell merchandise bearing the Rotary
Marks may not solicit districts, clubs or Rotarians to purchase merchandise bearing theRotary Marks. Only vendors properly licensed by Rotary International may solicit
districts, clubs or Rotarians to purchase merchandise bearing the Rotary Marks.
On occasion, Rotarians will need to produce customized merchandise bearing the Rotary
Marks for a specific event or purpose. All Rotarians should always first seek out licensed
Rotary vendors for such customized merchandise. In the event that such customized
merchandise is not reasonably available from a RI Licensee at a competitive price, RI
shall issue a one-time release to a non-licensed vendor, provided that those goods are
subject to the equivalent review and pre-approval process as Licensed Products. In eachcase, the non-licensed vendor must obtain the specific approval of RI to use any of theRotary Marks. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1995 Mtg., Bd. Dec. 239; November 1996 Mtg., Bd. Dec. 69; February 1998 Mtg., Bd. Dec. 252

34.010.6. Control of Piracy of RI's Intellectual Property
Rotary International will continue to enhance its efforts to control piracy of the Rotary
Marks. (June 1998 Mtg., Bd. Dec. 348)
Source: October 1993 Mtg., Bd. Dec. 56; November 1995 Mtg., Bd. Dec. 78; November 1996 Mtg., Bd. Dec. 69

34.010.7. Registration of Rotary Marks
The general secretary shall monitor and protect RI's intellectual property according toestablished policy. As often as practicable, the general secretary shall make efforts toregister the Rotary Marks as trademarks and service marks in countries in which RI has apresence. (May 2003 Mtg., Bd. Dec. 324)
Source: November 1995 Mtg., Bd. Dec. 78; February 2003 Mtg., Bd. Dec. 225

Cross References
34.040.1. Districts and Clubs Purchasing Merchandise Bearing the Rotary Marks
70.040. Revenues from Publications

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34.020. Granting of an RI License
34.020.1. Licensee Types and Royalty Rates
Type 1
An entity which manufactures and/or sells merchandise bearing Rotary Marks only toother RI licensees or to Rotary International, and which is not interested in marketing
licensed merchandise directly to the Rotarian Market or to the general public. A Type 1
licensee pays RI a 2% royalty on total gross sales, makes a one-time application fee of
US$100, makes annual royalty payments and has no annual minimum royalty payment
obligation.
Type 3
An entity which supplies fundraising programs/products. A Type 3 licensee pays RI a
5% royalty on total gross sales to the Rotarian Market, and a 2% royalty on total grosssales to other RI licensees. A Type 3 licensee makes a one-time application fee of
US$1000, makes semiannual royalty payments and has an annual minimum royalty
payment obligation of US$1000.
Type 4A
An entity which manufactures and/or sells an unlimited portfolio of merchandise bearing
Rotary Marks and other goods to the Rotarian Market, other RI licensees and/or thegeneral public. A Type 4A licensee pays RI a 10% royalty on total gross sales to the
Rotarian Market and to the general public, and a 2% royalty on total gross sales to other
RI licensees. A Type 4A licensee makes a one-time application fee of US$1000, makes
semiannual royalty payments and has an annual minimum royalty payment obligation of
US$1000.
Type 4B
An entity which manufactures and/or sells a limited portfolio of merchandise bearing
Rotary Marks and other goods, not to exceed five products, to the Rotarian Market, other
RI licensees and/or the general public. A Type 4B licensee pays RI a 10% royalty on
total gross sales to the Rotarian Market and to the general public, and a 2% royalty on
total gross sales to other RI licensees. A Type 4B licensee makes a reduced one-time
application fee of US$250, makes semiannual royalty payments and has a reduced annual
minimum royalty payment obligation of US$250.
Type 4C
A Rotary Entity that manufactures and/or sells a limited portfolio of merchandise bearing
Rotary Marks and other goods, not to exceed five products, to the Rotarian Market, other
RI licensees and/or the general public and donates 100% of the proceeds (as defined in
the license agreement) from the sale of said merchandise to The Rotary Foundation or its
Associate Foundations. A Type 4C licensee pays RI a reduced 1% royalty on total grosssales to the Rotarian Market, to the general public and/or to other RI licensees. A Type4C licensee makes a reduced one-time application fee of US$250, makes semiannual
royalty payments and has no annual minimum royalty payment obligation. Any royalty
fees received by Rotary International from this license type shall be transferred to The
Rotary Foundation Annual Programs Fund.

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249(See Section 70.020.3. for additional policies regarding sales promoting the PolioPlus
Campaign.)
Type 5A large international entity with brand name recognition which manufactures and/or sells
merchandise bearing Rotary Marks through retail outlets worldwide. A Type 5 licensee
pays RI a 10% royalty on total gross sales to the Rotarian Market and the general public,
and a 2% royalty on total gross sales to other RI licensees. A Type 5 licensee makes a
one-time application fee of US$2000, makes semiannual royalty payments and has anannual minimum royalty payment obligation of US$2000. (June 2009 Mtg., Bd. Dec.
232)
Source: February 1995 Mtg., Bd. Dec. 168; July 1995 Mtg., Bd. Dec. 25; February 1996 Mtg., Bd. Dec. 196; November 1996 Mtg.,
Bd. Dec. 69; Amended by June 2005 Mtg., Bd. Dec. 297; February 2007 Mtg., Bd. Dec. 157; June 2009 Mtg., Bd. Dec. 232

34.020.2. Criteria for Granting a RI License
The criteria which RI considers when granting/denying a RI license include, but are notlimited to the following:
1. specifically approved merchandise (samples)
2. RI specific catalog
3. ready stock in a warehouse
4. fax and/or regular order number
5. customer service component
6. credit to clubs and governors
7. acceptance of credit cards
8. quality control by RI
9. merchandise guarantee by the licensee to the buyer
10. willingness to display and sell merchandise at RI meetings
11. financial stability
12. experience in the business13. import/export capability
14. willingness to network with other licensees
The meeting of any or all of these standards does not guarantee a license from RI. RImaintains, in its sole discretion, the right to grant or deny any license application. (June1998 Mtg., Bd. Dec. 348)
Source: November 1996 Mtg., Bd. Dec. 69

34.020.3. Selection of Licensees Under RI's Licensing System
In granting licenses, RI will give preference to those entities which can support theoverall goals of modernizing RI's licensing system. RI will use appropriate marketing
techniques to encourage companies which can comply with RI licensing requirements toobtain licenses from RI. (June 1998 Mtg., Bd. Dec. 348)
Source: October 1993 Mtg., Bd. Dec. 56; November 1996 Mtg., Bd. Dec. 69

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34.030. General Secretary's Responsibilities
34.030.1. Assurance of Supplies to Rotarians
The general secretary should maintain appropriate sources of merchandise for clubs,
districts and Rotarians. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1996 Mtg., Bd. Dec. 296; November 1996 Mtg., Bd. Dec. 69

34.030.2. Licensing Budgets and Targets
The General Secretary shall set and monitor annual licensing targets and budgets, andmake related regular reports to the Board. (June 1998 Mtg., Bd. Dec. 348)
Source: October 1993 Mtg., Bd. Dec. 56; November 1996 Mtg., Bd. Dec. 69

34.030.3. Enforcement of Licensing Agreements
The general secretary shall enforce the minimum requirements of the RI licensing
agreement, including royalty payments and reporting requirements. However, thegeneral secretary shall allow licensees who have not been fulfilling requirements anopportunity to reconcile for past years before terminating such licenses. Where
appropriate, the general secretary shall decline to enter into new agreements withlicensees who are not in compliance with their existing agreements. (June 1998 Mtg., Bd.
Dec. 348)
Source: October 1993 Mtg., Bd. Dec. 56; June 1996 Mtg., Bd. Dec. 296; November 1996 Mtg., Bd. Dec. 69

34.030.4. Termination of Licensees For Non-Compliance with Agreements
The general secretary shall take all necessary action when dealing with licensees who
have not complied with their agreement with RI, including, where appropriate,
termination of existing agreements. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1996 Mtg., Bd. Dec. 296 ; November 1996 Mtg., Bd. Dec. 69. See also October 1993 Mtg., Bd. Dec. 56

34.030.5. Audits of Licensees
As necessary, the Secretariat staff is urged to vigorously pursue audits and the paymentof unpaid royalties. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1995 Mtg., Bd. Dec. 246; November 1996 Mtg., Bd. Dec. 69

34.030.6. Licensee Presence at International Meetings
Where appropriate, the general secretary shall decline to enter into agreements withlicensees for space at the International Assembly, International Convention and otherrelevant meetings, where such licensees are not in compliance with their agreements.
(June 1998 Mtg., Bd. Dec. 348)
Source: June 1996 Mtg., Bd. Dec. 296; November 1996 Mtg., Bd. Dec. 69

34.030.7. Education of Rotarians Regarding RI's Licensing System
The general secretary shall publish in each Official Directory the name and relevant
information of all current licensees who are up-to-date with their royalty payments at thetime such publication goes to print.

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The general secretary also shall promote the purchase of merchandise bearing the Rotary
Marks from official licensees through: the Rotary World newsletter; the Rotary World
Magazine Press; mailings to all clubs as part of RI's regular mailings; mailings to all
incoming governors; and training at the International Assembly and PETS. (November
2006 Mtg., Bd. Dec. 35)
Source: June 1995 Mtg., Bd. Dec. 242; November 1996 Mtg., Bd. Dec. 69; Amended by June 1997 Mtg., Bd. Dec. 317; November
2006 Mtg., Bd. Dec. 35

34.040. Use of the Rotary Marks by Rotarians
34.040.1. Districts and Clubs Purchasing Merchandise Bearing the Rotary Marks
All districts and clubs are encouraged to purchase merchandise bearing the Rotary Marks
only from authorized licensees of RI. If the desired merchandise is not available from alicensee, specific approval must be sought from RI for the use of any Rotary Marks.
(June 1998 Mtg., Bd. Dec. 348)
Source: November 1994 Mtg., Bd. Dec. 65; June 1995 Mtg., Bd. Dec. 239; November 1996 Mtg., Bd. Dec. 69

34.040.2. Event Specific Uses of the Rotary Marks
Clubs and districts may sell merchandise bearing the Rotary Marks without a license
when they are promoting club or district projects. Merchandise sold in conjunction withsuch special projects must include, in addition to one of the Rotary Marks, the club or
district name, and reference the fundraising project and its duration or date. (June 1998
Mtg., Bd. Dec. 348)
Source: October 1993 Mtg., Bd. Dec. 56 ; November 1996 Mtg., Bd. Dec. 69

34.040.3. Use of the Rotary Emblem in Programs and Projects
All program logos currently used by RI and its Foundation, and all such logos deemednecessary in the future, should include the Rotary emblem. The RI emblem may beincorporated into insignia which include the names and other emblems descriptive of a
Rotary program, provided that the insignia are under the exclusive control of the Board.
(June 1998 Mtg., Bd. Dec. 348)
Source:Dec. 69

March 1984 Mtg., Bd. Dec. 332; October 1993 Mtg., Bd. Dec. 103; March 1994, Bd. Dec. 205; November 1996 Mtg., Bd.

34.040.4. Rotary Fellowships
Rotary Fellowships need not be licensed by RI for the sale of merchandise at RI
mandated meetings so long as the fellowship meets the following requirements:a) The products sold by the fellowship shall either carry the fellowship logo, or be eventspecific.
b) The fellowship shall submit a list of items and descriptions to the general secretary forreview in time to allow production for the convention.

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252c) The fellowship shall agree to purchase its goods from Official Licensees wheneverreasonably available, or otherwise to get specific RI authorization, in accordance with
Board policy.
d) Consistent with Board policy, the fellowship shall ensure that revenue gained fromsuch sales will be to promote the activities of the fellowships and not be generated from a
motive of profit. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1995 Mtg., Bd. Dec. 79; November 1996 Mtg., Bd. Dec. 69; Amended by June 2001 Mtg., Bd. Dec. 394

34.040.5. Use of Distinctive Regalia to Indicate Position in Rotary
The use by Rotarians of distinctive badges, jewels, ribbons, etc., indicative of official
position in Rotary is not in harmony with an organization of business and professional
people and community leaders. Accordingly, the use of such regalia is disapproved
except in those countries where local custom dictates otherwise, with the understandingthat the simple and temporary nameplates and ribbon badges used at Rotary conventions
and conferences are not included in this disapproval. (June 2007 Mtg., Bd. Dec. 226)
Source: April 1929 Mtg., Bd. Dec. IV(q); Amended by January 1956 Mtg., Bd. Dec. 98, June 2007 Mtg., Bd. Dec. 226

34.040.6. Books by Rotary Senior Leaders
Rotary senior leaders may publish and sell books about their Rotary experiences without
being licensed by RI, provided that all net proceeds from the book sales are donated to
TRF and the book publisher is either licensed or released by RI to reproduce the Rotary
Marks, with the approval of the general secretary. Each such publication shall include ina prominent location a statement that it is not an official publication of RI. (January2010 Mtg., Bd. Dec. 107)
Source: November 2009 Mtg., Bd. Dec. 48 Amended by January 2010 Mtg., Bd. Dec. 107

Cross References
34.010.5. Limitation on RI Merchandise Solicitation
57.140.6. Display and Sale of Commercial Items

34.050. Specific Limitations on Use of Rotary Marks
34.050.1. Accurate Reproduction of the Rotary Marks on Merchandise
Merchandise bearing the Rotary emblem and other Rotary Marks may be licensed orotherwise authorized regardless of size and in any medium, provided the Rotary emblem
or other of the Rotary Marks can be accurately reproduced including, but not limited to,silk screening, embroidery, engraving, laser engraving, casting, printing, stamping, etc.
(November 2001 Mtg., Bd. Dec. 70)
Source: November 2001 Mtg., Bd. Dec. 70

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253

34.050.2. Lapel Pins
Lapel pins may not incorporate the design of the Rotary emblem with any Rotary
program. Lapel pins may be licensed regardless of size, as long as the RI emblem iscorrectly reproduced. (June 1998 Mtg., Bd. Dec. 348)
Source: March 1984 Mtg., Bd. Dec. 332; October 1993 Mtg., Bd. Dec. 103; March 1994 Mtg., Bd. Dec. 205; June 1996 Mtg., Bd.
Dec. 298; November 1996 Mtg., Bd. Dec. 69

34.050.3. Business Stationery and Business Cards of Rotarians
The Rotary emblem may not be included on the business stationery or business cards ofindividual Rotarians. (June 1998 Mtg., Bd. Dec. 348)
Source: COL 80-102; November 1996 Mtg., Bd. Dec. 69

34.050.4. Use of the Name "Rotary" in Describing a Specific Product
When used by itself, the word “Rotary” normally refers to the entire organization, RotaryInternational. It also means the ideals and principles of the organization. Use of theword “Rotary,” by itself, is limited to those uses approved in the constitutional
documents or as authorized by the Board. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1928 Mtg. , November 1996 Mtg., Bd. Dec. 69. See also February 1996 Mtg., Bd. Dec. 198

34.050.5. Prohibition Against “Rotary” as a Brand Name
Except as permitted under RI’s licensing procedures, none of the Rotary Marks may be
used as trademarks or special brands of merchandise. (June 1998 Mtg., Bd. Dec. 348)
Source: COL 80-102; January 1956 Mtg. Bd. Dec. 94; November 1996 Mtg., Bd. Dec. 69

34.050.6. A Genuine Rotary Tartan
The tartan designed by the Rotary Club of Glasgow (Scotland) may be sold as A Genuine
Rotary Tartan consistent with the principles governing RI's licensing system. The
general secretary is authorized to enter into non-exclusive licensing agreements to
manufacture, use, sell or market A Genuine Rotary Tartan consistent with RI's licensing
practices. (June 1998 Mtg., Bd. Dec. 348)
Source: February 1995 Mtg., Bd. Dec. 153; November 1996 Mtg., Bd. Dec. 69

34.050.7. The Rotary Orchid
The orchid developed by the Singapore Botanic Gardens as “Dendrobrium RotaryInternational” shall be referred to, marketed, and sold as the “Rotary Orchid.” (June 1998
Mtg., Bd. Dec. 348)
Source: November 1997 Mtg., Bd. Dec. 135

34.050.8. The Rotary Marks in Combination with the Mark of Another Company orOrganization
Except as specifically allowed under RI’s licensing system and under the provisions of
RI’s sponsorship and cooperative relationship policies, the use of the Rotary Marks in
combination with any other name or emblem for any commercial purpose is notRotary Code of Policies
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recognized by RI. None of the Rotary Marks may be combined with or incorporated into
the logo or insignia of another organization or for any program not under the exclusive
control of RI, no matter how worthy. (November 2007 Mtg., Bd. Dec. 32)
Source: July 1939 Mtg., Bd. Dec. 26; November 1995 Mtg., Bd. Dec. 74; Amended by November 2007 Mtg., Bd. Dec. 32. See
also March 1994 Mtg., Bd. Dec. 205; March 1984 Mtg., Bd. Dec. 332; November 1996 Mtg., Bd. Dec. 69

34.050.9. Use of the Rotary Marks for Endorsement Purposes
It is not within the scope of RI or its member clubs to endorse programs or activities ofany other organization. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1955 Mtg., Bd. Dec. 87; November 1996 Mtg., Bd. Dec. 69

34.050.10. Licensing of Software
RI does not authorize any further licensing of software or other materials based on RI
and/or TRF materials. (June 1998 Mtg., Bd. Dec. 348)
Source: March 1997 Mtg., Bd. Dec. 234. See also June 1996 Mtg., Bd. Dec. 299; November 1996 Mtg., Bd. Dec. 69

34.050.11. Licensing of “Paul Harris” Items
Licensees are not authorized to sell recognition items using the likeness of Paul Harris or
the terms “Paul Harris Fellow,” “Rotary Foundation Sustaining Member” or“Benefactor.” (June 1998 Mtg., Bd. Dec. 348)
Source: November 1996 Mtg., Bd. Dec. 69

34.050.12. Licensing of Services
RI does not license services. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1996 Mtg., Bd. Dec. 69

34.050.13. Licensing of Alcoholic Beverages
RI does not license alcoholic beverages. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1996 Mtg., Bd. Dec. 69

Cross References
11.040.6.

Guidelines for Rotary Clubs, Rotary Districts and Other Rotary Entities forSponsorship or Cooperative Relationship Purposes
33.010.2. Authorized Use of the Rotary Emblem
33.010.5. Permit to Use Rotary Marks
33.010.10 Commercialization of the RI Name and Emblem
33.010.11. RI and TRF Guidelines for Use of the Rotary Marks by Sponsors and Cooperating
Organizations
34.010. General RI Licensing Principles
35.010.2. Criteria for Cooperation with Other Organizations
36.010. Guidelines for Sponsorship of RI Meetings, Events, Projects and Programs

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255

34.060. Advertising and Marketing Limitations
34.060.1. Advertising of Customized Merchandise
Vendors who seek to customize merchandise that is in competition with merchandiseprovided by official licensees must apply for a license from RI when seeking to sell suchmerchandise through advertising in the Rotary World Magazine Press. Alternatively,
vendors seeking to advertise in the Rotary World Magazine Press to sell goods which
may be customized and which may compete with officially licensed products shall be
required to use the following disclaimer in any of their advertising: “Not licensed toreproduce the Rotary Marks,” or other such disclaimer as the general secretary finds
appropriate. The general secretary reserves the right to determine which advertisements
shall require a disclaimer. (June 2004 Mtg., Bd. Dec. 236)
Source: November 1994 Mtg., Bd. Dec. 65; June 2004 Mtg., Bd. Dec. 236

Cross References
51.010.7. RI Cause-Related Marketing Policy

34.070. Miscellaneous Licensing Matters34.070.1. Telephone Cards
In accordance with overall RI policy, RI does not license, or permit the Rotary Marks to
be used on, telephone cards. (May 2003 Mtg., Bd. Dec. 324)
Source: November 1995 Mtg., Bd. Dec. 80; February 1996 Mtg., Bd. Dec. 158; Amended by May 2003 Mtg., Bd. Dec. 324

34.070.2. Affinity Cards
In accordance with overall RI policy, RI does not license the use of the Rotary Marks on
affinity cards.
The use of the Rotary Marks in any affinity card program by RI is prohibited without theprior approval of the general secretary. Only the general secretary is authorized to solicit
proposals on behalf of the Board.
Prior to approval by the general secretary, all RI affinity card proposals must conform to
the following guidelines:
a. RI approval of all means of solicitation including providing Rotarians the opportunity
to request that they not be solicited for an affinity credit cardb. The affinity credit card interest rates must be competitivec.

After subtracting all expenses incurred by RI related to the affinity credit card
program, all revenue received by RI from the program, except for revenue noted inpoint (d) below, shall be distributed to The Rotary Foundation

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256

The US$75,000 amounts received for each 20,000 cards issued through the
MasterCard sponsorship agreement shall be allocated to the RI convention budget

e. RI pre-publication review and approval of any use of the Rotary name and emblem
including the card design and all promotional materials associated with the program
f. Restrictions on use of RI’s mailing list including that such a list must not be sold,
rented or otherwise used by others without the permission of RI. (May 2003 Mtg.,
Bd. Dec. 416)
Source: June 1995 Mtg., Bd. Dec. 240; May 2000 Mtg., Bd. Dec. 400; Amended by May 2003 Mtg., Bd. Dec. 324; May 2003 Mtg.,
Bd. Dec. 416

34.070.3. Use of Rotary Name and Emblem on Vehicle License Plates
A Rotary club or district may collaborate with a government monopoly to offer a vehicle
license plate bearing the Rotary name and emblem as a public relations and charitable
fundraising mechanism, such project to be exempt from a licensing royalty obligation,
provided the project meets the following criteria:
1) the plate must be issued by a government monopoly;2) no commercial venture may be involved;3) all governors within the designated area(s) must approve of the project;4) the plate must meet all RI specifications regarding the reproduction of its intellectual
property and a prototype of the plate must be submitted to the general secretary for
approval; and5) a revenue sharing formula should be developed, under the guidance of the generalsecretary, to ensure that the revenue from any fundraising aspect of such project shall
benefit the clubs in the designated area(s) and The Rotary Foundation, subject to theapproval of the governors in the designated area(s) and the general secretary. (November
2000 Mtg., Bd. Dec. 131)
Source: November 2000 Mtg., Bd. Dec. 131

34.070.4. Use of Rotary Marks on Postage Stamps, Postmarks and Related Postal
Items
A Rotary club or district may collaborate with a government monopoly to offer a
postage stamp, postal cancellation mark (postmark), or related postal item bearing theRotary name and emblem as a public relations effort and, where appropriate, as acharitable fundraising mechanism. Such projects shall be exempt from a licensing
royalty obligation, provided the project meets the following criteria:
1) the postage stamp, postmark, or related postal item must be issued by a government
monopoly;Rotary Code of Policies
June 2010257

2) no commercial venture may be involved;3) all governors within the designated area(s) must approve of the project;4) the postal item must meet all RI specifications regarding the reproduction of its
intellectual property and a prototype of the postal item and any promotional materials,
such as the first day cover, must be submitted to the general secretary for review andapproval;
5) a revenue sharing formula should be developed, under the guidance of the generalsecretary, to ensure that the revenue from any fundraising aspect of such project shall
benefit the clubs in the designated area(s) and The Rotary Foundation, subject to theapproval of the governors in the designated area(s) and the general secretary.
(November 2001 Mtg., Bd. Dec. 69)
Source: November 2001 Mtg., Bd. Dec. 69

34.070.5. Information Cards
RI does not approve Information Cards for Rotary clubs, Rotary districts or other Rotary
Entities or as licensed products (as defined in the RI license agreement) to be sold by RI
licensees, whether or not they bear the Rotary Marks. (February 1999 Mtg., Bd. Dec. 196)
Source: October 1998 Mtg., Bd. Dec. 89. Affirmed by August 1999 Mtg., Bd. Dec. 60

34.070.6. Other Symbolic Representations of Rotary
No statue, icon or other permanent symbolic representation purporting to express orinterpret the spirit of Rotary shall be adopted, accepted, authorized or recognized. Only
the established official emblem of Rotary International shall be recognized. All otherefforts to express the spirit of Rotary in symbolism should be and are discouraged. (June1998 Mtg., Bd. Dec. 348)
Source: June 1921 Mtg., Bd. Dec. 5

Cross References
9.030.2. Telephone Cards
9.030.3. Affinity Cards
36.030.3. Inner WheelRotary Code of Policies
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258

Article 35. Joint RI and TRF Policy on Relationships with Other Organizations
35.010. General Guidelines
35.020. Types of Cooperation
35.030. Invitations to Attend Meetings of Other Organizations

35.010. General Guidelines
The mission of Rotary International, a worldwide association of Rotary clubs, is to provide
service to others, to promote high ethical standards, and to advance world understanding,goodwill, and peace through its fellowship of business, professional, and community leaders.
The mission of The Rotary Foundation is to enable Rotarians to advance world understanding,goodwill, and peace through the improvement of health, the support of education, and thealleviation of poverty. This support should ensure Rotary’s continuing relevance, help enhance
the quality of life and human dignity, and encourage high ethical standards in all vocations, aswell as further international understanding and peace. To accomplish this, it is sometimes
appropriate for Rotary International and The Rotary Foundation to cooperate with otherorganizations that have a shared vision and common goals. All such cooperation with nonRotary organizations shall be in accordance with the procedures and criteria that follow. (June2008 Mtg., Bd. Dec. 227)
Source: October 1998 Mtg., Bd. Dec. 145; Amended by February 2007 Mtg., Bd. Dec. 158; June 2007 Mtg., Bd. Dec. 228

35.010.1. Oversight of Cooperative Relationships
1. Authority of president and Trustee chairman. Recognizing that the president is theprincipal person to speak on behalf of RI and that the Trustee chairman is the highest
officer of TRF, the president and the Trustee chairman shall be the principal
representatives in establishing and maintaining cooperative relationships between RI andTRF and other organizations. No officer or individual shall contact or solicit any otherorganization on behalf of RI or TRF without the prior written consent of the president, in
consultation with the Trustee chairman. In addition, the general secretary maintains a“no contact list” of individuals, foundations, corporations, governments and other entities
with which Rotary International or its Foundation is working to develop relationships andobtain funding at an international level. No representative of any Rotary Entity otherthan Rotary International or its Foundation shall contact or solicit any organizations on
the “no contact list” for the purpose of obtaining funds or cooperation for their projects
without prior written consent of the president in consultation with the Trustee chairman.
This should not be construed as prohibiting clubs, districts and multidistrict groups fromdeveloping cooperative relationships with local organizations on behalf of their own
projects.
Notwithstanding the foregoing, cooperative relationships between RI and TRF and otherorganizations shall be established as specified in section 35.010. of the Rotary Code of
Policies and section 1.060. of The Rotary Foundation Code of Policies.
2. Role of the General Secretary. The general secretary shall support the president andthe Trustee chairman in the establishment and maintenance of cooperative relationships
with other organizations. Specifically, the general secretary shall designate one or more

Rotary Code of Policies
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members of the Secretariat staff to provide such assistance. In providing such assistance,
the general secretary or his designee shall accompany authorized representatives when
visiting other organizations. The general secretary shall also coordinate the activities ofrepresentatives to other organizations. The general secretary shall provide an annual
report, including a summary and duration of RI’s and TRF’s commitments, to the Boardand the Trustees at their October/November meetings on the status of all existing andproposed agreements or formal cooperation with other organizations. In addition, thegeneral secretary shall provide an update at each meeting of the Board and the Trustees
with respect to new commitments and changes to existing commitments. (February 2007
Mtg., Bd. Dec. 158)
Source: February 2007 Mtg., Bd. Dec. 158

35.010.2. Criteria for Cooperation
1. The Board and the Trustees seek to enter into cooperating relationships with otherorganizations for the purpose of enhancing the ability of RI and TRF to provide quality
humanitarian service. RI and TRF shall pursue and be receptive to appropriate
cooperative relationships with reputable organizations where such relationships meet one
or more of the following criteria:
a. enhance without detracting from Rotary’s Structured Programs or programs of TRF
b. provide financial assistance for the programs of RI or TRF
c. provide additional service opportunities of interest to Rotarians or support current service
initiatives of Rotary clubs and districtsd. enhance the public image of Rotarye. attract potential members and assist in retaining current members
f. would promote a common program or goalg. where Rotary’s intended goal or objective could be better served by the participationand eventual assumption of the activity by another organization
2. Criteria for evaluation: In the evaluation of any proposed relationship, the following
factors shall be considered by the appropriate approving authority:a. the financial impact on RI or TRF, including both revenue and expensesb. the effect on the autonomy of clubs, and the operation of districtsc. the reputation and financial health of the other organization and any associatedorganizations or relationships, as evidenced by annual audited accounts to be provided toRId. the willingness of the proposed organization to make full and continuing financial andoperational disclosuree. the effect on any existing program of RI or TRF
f. the duration of the proposed relationshipg. the potential for RI to obtain public recognitionh. compliance with existing RI and TRF policyi. potential conflicts of interest
j. size, scope and status of the proposed organization, including compatibility with RI’s
structure of autonomous Rotary clubs and geographic areas where each organization
operatesRotary Code of Policies
June 2010260

k. record of service
l. risk of legal liability
m. level of participation expected of clubs, districts, RI, TRF and individual Rotarians
n. number of Rotarians, clubs and districts likely to participate or benefit
o. noninterference with TRF’s ability to raise funds
p. proper recognition of RI, TRF, and the other organization
3. Rotary International and The Rotary Foundation shall not form cooperative
relationships thata. Conflict with Rotary’s ethical and humanitarian values
b. Undermine internationally recognized standards for human rights
c. Support the use of addictive or harmful products including but not limited to alcohol(when inappropriate in a specific cultural context), tobacco, gambling, and weapons orother armaments
d. Promote a particular political or religious viewpoint
e. Involve abortion
f. Unfairly discriminate based on race, ethnicity, gender, language, religion, political orother opinion, national or social origin, property, or birth or other statusg. Weaken the autonomy, independence, reputation, or financial integrity of RotaryInternational or The Rotary Foundation
h. Reduce the effectiveness of Rotary’s structured programs or humanitarian service
efforts
4. Any cooperative relationship must comply with pertinent national governments'
existing rules concerning not-for-profit organizations.
5. Cooperative relationships shall not be legal partnerships.
6. All uses of the Rotary Marks for the purpose of cooperative relationships, in materials
promoting cooperative relationships, either produced by the cooperating organization or
by RI or TRF, in any media, must be governed by the "RI and TRF Guidelines for Use of
the Rotary Marks by Sponsors and Cooperating Organizations." A copy of these
Guidelines must be attached to and incorporated in any memorandum of understanding
between RI or TRF and any other organization.
7. Individual Rotarians shall not directly or indirectly benefit from cooperative
relationships with other organizations.
8. The general secretary and the Board or Foundation Trustees are responsible foradministering these guidelines and making the final decision on questions of acceptance.
No officer of Rotary International or The Rotary Foundation shall enter into any
agreement on behalf of the organization unless approved by the appropriate authority andany non-approved agreement shall be null and void. (January 2009 Mtg., Bd. Dec. 132)
Source: August 2000 Mtg., Bd. Dec. 64; Amended by November 2001 Mtg., Bd. Dec. 71; February 2002 Mtg., Bd. Dec. 212;
February 2002 Mtg., Bd. Dec 213; June 2002 Mtg., Bd. Dec. 257; October 2003 Mtg., Bd. Dec. 50; June 2007 Mtg., Bd. Dec. 280;
November 2007 Mtg., Bd. Dec. 70; January 2009 Mtg., Bd. Dec. 132

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261

35.010.3.
Required Provisions in Memoranda of Understanding with Other
Organizations
The following are the minimum provisions that should be included in any Memorandumof Understanding:
1. Statement of purpose
2. The specific commitments made by all parties to the agreement including financial,personnel and other resources
3. Statement on joint action
4. Criteria for review and approval of public statements on Web sites, publications andall other written materials
5. Language on exchange of information
6. Requirements for periodic reporting
7. Length of agreement
8. Provisions for amending, renewing, or terminating the agreement
9. Provisions relating to the use of Rotary Marks, including approval of all documentsthat use the Marks
10. Signatures of the leadership of both organizations
Given that the nature of every agreement may be slightly different, other provisions may
also be necessary, such as indemnification, dispute resolution, and financial risk. (June2007 Mtg., Bd. Dec. 279)
Source: February 2002 Mtg., Bd. Dec. 213; Amended by February 2007 Mtg., Bd. Dec. 158; June 2007 Mtg., Bd. Dec. 279

35.010.4. Services Provided to Other Organizations by RI or TRF
Other organizations that have entered into memoranda of understanding with RI or TRF
are eligible for the following:a. discounted rental of booth space at the RI convention and attendance at plenary andgroup discussion sessions
b. promotion of joint activities through fact sheets, stories in the Rotary World Magazine
Press, and on the RI Web sitec. information about organization shared with relevant group of Rotarians at the district
and zone level by RI or TRF
d. additional cost-neutral services as approved by the general secretarye. additional services with costs as approved by the Board or Trustees
RI and TRF will not provide the following to other organizations:a. membership data, including lists of Rotary clubs, officers, or Rotarians
b. donor datac. an endorsement of the other organization or its programsd. support of fundraising initiatives of such other organizations
e. guarantees or commitments on behalf of individual Rotary clubs or districts toparticipate or support the other organization or its programs (February 2007 Mtg., Bd.
Dec. 158)
Source: February 2007 Mtg., Bd. Dec. 158

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35.010.5. Representatives to Other Organizations
The president, in consultation with the Trustee chairman as appropriate, may appoint anexperienced Rotarian to act as a representative to organizations with which RI or TRF
have cooperative relationships. Representatives shall serve for the term of therelationship or a maximum of three years, renewable for a further three years.
Representatives will act as liaison between the cooperative organization, the president,
the Trustee chairman and the general secretary, attending meetings as requested,monitoring progress on the relationship and communicating with the cooperatingorganization on policy, programs and activities of RI and TRF relevant to the cooperative
relationship. Representatives shall receive initial orientation and ongoing briefings asnecessary to fulfill their responsibilities. Expenses shall be reimbursed to the extent ofapproved budgeted amounts and in accordance with RI policy. The president, in
consultation with the Trustee chairman as appropriate, may remove a representative at
any time. (February 2007 Mtg., Bd. Dec. 158)
Source: February 2007 Mtg., Bd. Dec. 158

35.010.6. Use of RI Officers’ Titles
No current or past officer of RI shall use or permit the publication of his or her title assuch officer in connection with an official position or membership in any otherorganization, except with the consent of the RI Board. No current or past officer of TRF
shall use or permit the publication of his or her title as such officer in connection with an
official position or membership in any other organization, except with the consent of theTrustees. (February 2007 Mtg., Bd. Dec. 158)
Source: COL 80-102; February 2007 Mtg., Bd. Dec. 158. Amended by May 2003 Mtg., Bd. Dec. 325

Cross References
33.010.11. RI and TRF Guidelines for Use of the Rotary Marks by Sponsors and Cooperating
Organizations
36.010. Guidelines for Sponsorship of RI Meetings, Events, Projects and Programs

35.020. Types of Cooperation
Both the geographic and cultural distribution of Rotary clubs, and the vast scope of their service
activities and interests create a need for different types of cooperative relationships. As long as
the criteria outlined in 35.010. of the Rotary Code of Policies and 1.060. of The RotaryFoundation Code of Policies are met, eligible organizations need not be of a minimum or
maximum size, or serve a minimum number of countries or regions where there are Rotary clubs.
Cooperation shall not exceed three years without the express consent of the RI Board and/or TRF
Trustees, as appropriate.
Following are types of cooperation and approvals required for each:
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Information is shared with groups of Rotarians who would have interest in the activities of theorganization.
a) May target a single country or geographic areab) May include information about projects of the other organization that seek funding as long as
the primary emphasis of collaboration is not fundraisingc) Does not include memoranda of understanding or additional services from RI
2. Service Opportunities—approved by the Board of Directors and/or The RotaryFoundation Trustees, as appropriate
Cooperation with the other organization, including cooperation with organizations withwhich The Rotary Foundation has strategically partnered to further its mission, will
provide service opportunities, expertise and non-financial resources for interested Rotary
clubs. Information is shared with groups of Rotarians who would have an interest in theactivities of the organization. A memorandum of understanding is drafted to outline scopeof cooperation between RI and the other organization, with a focus on local
implementation. Clubs and districts are encouraged to cooperate with the organization,and staff support is provided to facilitate cooperative activities.
a) May target a single country or geographic areab) May include information about projects of the other organization that seek funding as long as
the primary emphasis of collaboration is not fundraisingc) May include invitations to attend RI meetings as speakers at the discretion of the president
3. Funding—approved by the Board of Directors and/or The Rotary Foundation Trustees, as
appropriate
Other organization provides funds for Rotary club service activities through RI or TRF. It is
anticipated that such funds will be received, invested and disbursed by The Rotary Foundation.
A memorandum of understanding is required.
a) May target a single country or geographic areab) May include a commitment by participating Rotary clubs to provide matching funds, in-kind
support, or volunteer hours in order to obtain funds from the other organization, so long as
autonomy of individual clubs is not disruptedc) May include the development of a special program outside of current RI and TRF programs
that would exist for the duration of the agreement
Any funding proposal must:
1) Have potential for club involvement
2) Address one of the following issues:a. improvement of healthb. support of educationc. alleviation of poverty3) Meet one or more of the criteria provided for in section 35.010.2., point 1
4) Comply with section 35.010.2., point 3

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The general secretary shall review the reputation, financial health, and acceptability of the otherorganization and its expectations of Rotary, to include the division of costs. The generalsecretary will share this information with the RI president and Trustee chair who will determine
whether to study the feasibility of the proposed relationship.
If the president and chair agree to proceed, the general secretary will conduct a feasibility study
that includes, but is not limited to, the following:1) Consideration of the criteria in section 35.010.2., point 2
2) Consideration of the following additional criteria:a) capacity of clubs/districts in the region to be servedb) interest of clubs/districts and initial commitmentc) capacity and interest of NGOs and governments in the region to be served, if necessaryd) potential support from Rotary clubs outside the region to be servede) requirements/restrictions of the other organizationf) staffing and resource requirements and capabilities of both organizationsg) ability to ensure adequate stewardship, reporting, and transparency for the relationshiph) expected resultsi) impact of socio-economic and cultural issues
The feasibility study will be presented to the RI Board and Rotary Foundation Trustees for theirconsideration at their earliest possible meetings.
4. Corporate Project
A corporate project is defined as a project undertaken by Rotary International and its Foundation,
and approved by the Council on Legislation, in which all clubs worldwide are encouraged toparticipate. As outlined in section 40.040.1. of the Rotary Code of Policies and section 11.030.
of The Rotary Foundation Code of Policies, no new corporate projects will be considered until
the PolioPlus program is completed. (June 2008 Mtg., Bd. Dec. 225)
Source: February 2007 Mtg., Bd. Dec. 158; Amended by June 2007 Mtg., Bd. Dec. 226; June 2007 Mtg., Bd. Dec. 277; June 2008 Mtg., Bd.
Dec. 225

35.020.1. Amendment of Guidelines
To ensure a unified approach by RI and TRF to contacts and cooperative relationships
with other organizations, this amendment and subsequent amendments to the guidelines
for relationships with other organizations as set forth in sections 35.010. through 35.030.
of the Rotary Code of Policies and section 1.060. of The Rotary Foundation Code of
Policies shall be effective only upon approval by both the Board of Directors of RotaryInternational and the Trustees of The Rotary Foundation. Such guidelines shall be
included in both the Rotary Code of Policies and The Rotary Foundation Code of
Policies. (February 2007 Mtg., Bd. Dec. 158)
Source: February 2007 Mtg., Bd. Dec. 158

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35.030. Invitations to Attend Meetings of Other Organizations
The general secretary shall respond to invitations for RI or TRF to attend meetings of otherorganizations in the following manner:
1) Evaluate the meetings in terms of both potential program information and Rotary visibility;2) Identify Rotarians -- such as general officers, members of RI resource groups andcommittees, as well as other Rotary leaders -- who both live in or near the meeting city and who
are knowledgeable about Rotary activities relating to the subject of the meeting and to include
this information in the data base being developed for the president, president-elect, president
nominee, TRF chairman, and TRF chairman-elect;
3) Following consultation with the president and/or TRF chairman (as appropriate), invite theselected Rotarians to attend the meeting and to:a. act as observers, collecting and recording information pertinent to Rotary, unless invited in a
specific capacity as a speaker, panelist or to collect an award on behalf of RI or TRF asotherwise instructed;
b. make written reports, after the meeting, to the president or TRF chairman, who through thegeneral secretary will relay them to relevant committee or resource group chairs;c. be reimbursed for expenses, if any, in connection with their attendance at meetings as outlinedin the invitation letter. (June 2007 Mtg., Bd. Dec. 280)
Source: October 1993 Mtg., Bd. Dec. 98; Amended by February 2007 Mtg., Bd. Dec. 158; June 2007 Mtg., Bd. Dec. 280

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Article 36. RI Guidelines for Sponsorship and Cooperation
36.010. Guidelines for Sponsorship of RI Meetings, Events, Projects and Programs
36.020. Cooperation with United Nations
36.030. Cooperation with Other Organizations and Groups

36.010. Guidelines for Sponsorship of RI Meetings, Events, Projects and Programs
The Board, acknowledging that RI meetings, events, projects and programs are supported in partthrough sponsorships by business entities and governmental agencies, has adopted the following
terms for acceptance of sponsorship of RI meetings, events, projects and programs:
1. Sponsorships are considered to be short-term, event-specific relationships with anotherorganization which benefit RI, TRF, Rotary club(s), Rotary district(s) and other Rotary Entities
in image-enhancing, promotional, monetary or other ways. Each sponsorship relationship should
terminate with the completion of the sponsored event.
2. Sponsorships for any RI meeting, event, project or program, either by RI or by a localorganizing entity, should be in furtherance of the Object of Rotary.
3. Cultural and legal variances in business practices among nations should be identified andhonored whenever possible in matters of RI meeting, event, project and program sponsorship. In
realization that business practices are not universal, ethical guidelines appropriate to a given
culture should be developed, published, and applied by those responsible for the solicitation
and/or acceptance of RI meetings, events, projects or programs-related sponsorship.
4. Any sponsorships must comply with pertinent national governments' existing rules
concerning not-for-profit organizations.
5. Any sponsorship revenue or donations-in-kind (the value thereof, see paragraph 7, below)
received will be subject to the terms of any agreement between RI and any local organizing
entity.
6. Sponsorships that would appear in revenue projections for RI meetings, events, projects orprograms of necessity shall be guaranteed in writing by the intended sponsor. Moreover, such
written intent shall clearly state what, if anything, the sponsor expects in return for its assistance.
7. Donations-in-kind shall be considered as sponsorship to the extent of their lowest reasonable
fair market financial value.
8. Recognition for sponsorships shall occur--primarily during the actual meeting, event, projector program--in the form of published attribution and acknowledgment of thanks, verbal
expression of gratitude, signage anywhere within meeting facilities, and to the extent that theplanning committee for that meeting, event, project or program finds acceptable. In no instance,
shall a sponsor name be included in the name, title or logo of any meeting, event, project orprogram. Sponsors of specific events or projects of Rotary may be identified in the following
manner “[Rotary event or project name] presented by [sponsor’s name]”.

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9. All sponsorship proposals, whether obtained by RI or by a local organizing entity, shallrequire the approval of the general secretary in consultation with the president. Such approvalshall include but not be limited to the following aspects of each sponsorship proposal:a) appropriateness of the sponsor;b) nature of the sponsorship plan;c) extent of the sponsorship relationship;d) share of the sponsorship revenue between RI and any local organizing entity;e) nature of the sponsorship recognition.
10. “Official Sponsorship Designations”: Review applications and bids for companies that will be
designated “official.” For example, an “official” air carrier, and where appropriate, an “official”
rental car company and other services, may receive a similar designation. Competitive firms aresought for the designations, and proposals are obtained and analyzed by the general secretary. For
the air carrier, the general secretary considers not only the fare proposed but also the capacity of thecarrier, the complimentary tickets and freight offered to RI.
The selection of “official” service firms should be:a) recommended by the general secretary’s staff assigned to convention activities;b) approved by the president who will preside over the convention.
11. “Exclusive Sponsorship Categories”: Unless permission from RI is sought and obtained inadvance of any solicitation on the part of a local organizing entity, RI reserves exclusive rights tosolicit and accept sponsorships with airline companies and banking/financial institutions, due to
RI’s long term agreements and relationships with such entities.
12. Each RI sponsorship relationship should terminate with the completion of the sponsoredmeeting, event, project or program.
13. Membership lists, except by Board authorization, must not be used for sponsorship purposes
and must stay within the control of RI. However, any determination to allow access tomembership lists must respect the individual rights of Rotarians, including relevant legal
restrictions.
14. All uses of the Rotary Marks for the sponsorship purposes contemplated herein must be
governed by the "RI and TRF Guidelines for Use of the Rotary Marks by Sponsors andCooperating Organizations." A copy of these Guidelines must be attached to and incorporated inany contract entered into between RI or any local organizing entity and any Sponsor.
15. Individual Rotarians shall not benefit from sponsorships. (November 2008 Mtg., Bd. Dec.
81)
Source: October 1998 Mtg., Bd. Dec. 86; November 2008 Mtg., Bd. Dec. 81. Amended by February 1999 Mtg., Bd. Dec. 237; August 2000
Mtg., Bd. Dec. 64; November 2001 Mtg., Bd. Dec. 71; February 2002 Mtg., Bd. Dec. 213

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Cross References
11.040.6.

Guidelines for Rotary Clubs, Rotary Districts and Other Rotary Entities forSponsorship or Cooperative Relationship Purposes
33.010.11. RI and TRF Guidelines for Use of the Rotary Marks by Sponsors and Cooperating
Organizations
35.010.2. Criteria for Cooperation
66.010.1. Contributions to and Support For Other Organizations

36.020. Cooperation with United Nations
Rotary International holds the highest (Category 1) consultative status with the Economic andSocial Council of the United Nations.
36.020.1. Rotary and The United Nations
Rotarians are encouraged to acquaint themselves with the activities of the United Nations
directed to the advancement of world peace. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1952 Mtg., Bd. Dec. 98; June 1982 Mtg., Bd. Dec. 393

36.020.2. Membership in UN and its Agencies
RI shall not take membership in any of the organizations related to the United Nations or
its specialized agencies. (June 1998 Mtg., Bd. Dec. 348)
Source: July 1948 Mtg., Bd. Dec. 28

36.020.3. Support For RI Principal and Alternate Representatives to UN
RI principal and alternate representatives to the three UN offices should have the best
possible orientation and support which should include, at a minimum, basic tools such as
business cards and stationery. RI shall provide annual reimbursement of their allowable
expenses upon receipt of appropriate invoices. (June 2007 Mtg., Bd. Dec. 278)
Source: November 1990 Mtg., Bd. Dec. 138; Amended by June 2007 Mtg., Bd. Dec. 278

36.020.4. Orientation For RI Representative to UN
The official RI representative should receive extensive and continuing orientation andguidance by visits to RI world headquarters in Evanston and participation in suchmeetings as the International Assembly and/or convention, when invited by the president,
and should work in cooperation with the staff person responsible for the UN relations(including non-government organizations) in Evanston to establish operational
procedures, reporting mechanisms and identification of opportunities for RI to advanceits programs and increase its visibility at the UN and its agencies as a world-class service
organization which, in turn, will enhance Rotary’s image with governments, world
leaders, and the general public. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1992 Mtg., Bd. Dec. 350; March 1993 Mtg., Bd. Dec. 196

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36.020.5. Terms of Reference for RI Representatives to UN
Principal representatives shall be experienced Rotarians who have interest and expertisein the organization(s) to which they are assigned and who shall live in proximity to theseorganizations’ offices.
At the request of the president, principal representatives shall serve for at least three years
and shall receive initial and ongoing orientation and training as to their responsibilities;
the operations of their assigned organization(s) or agency(ies) and the policies, programs
and activities of RI and its Foundation.
Principal representatives shall provide regular reports to the general secretary regarding
attendance at meetings, achievement of RI program and public relations objectives, andopportunities for enhancing RI visibility through their assigned organization(s) or
agency(ies) and contacts with other Non-Governmental Organizations (NGOs).
Representatives shall monitor their assigned organization(s) or agency(ies) and otherNGOs, relaying to RI those matters which relate to RI’s missions and activities.
Representatives shall not have the authority to make or change RI policy and programs,
but should communicate established policy, programs and activities as reflected in
official Rotary material or as developed and approved by the Board, the president or thegeneral secretary.
Within the framework of an approved budget, representatives shall conduct activities tofurther communication between RI and their assigned organization(s) or agency(ies).
These activities must be authorized by the president and coordinated by the generalsecretary. (June 1998 Mtg., Bd. Dec. 348)
Source: March 1994 Mtg., Bd. Dec. 201

36.020.6. Alternate RI Representatives
Alternative representatives shall be experienced Rotarians who have interest in andexpertise about the organization to which they are assigned and who live in proximity tothat organization’s offices.
At the request of the president, alternative representatives may be appointed in both New
York and Geneva for terms of at least three years on a staggered basis consistent with theappointment of principal representatives, and shall receive initial and ongoing orientationand training as to their responsibilities.
If asked to serve, alternate representatives may receive direction from the principal
representatives and should provide regular reports to them regarding attendance atmeetings, achievement of RI program and public relations objectives, and opportunities
for enhancing RI visibility through the UN system and contacts with other NGOs.
Alternate representatives shall not have the authority to make or change RI policy andprograms, but should communicate established policy, programs and activities asreflected in official Rotary material or as developed and approved by the Board, thepresident, or the general secretary. (February 1999 Mtg., Bd. Dec. 196)
Source: March 1994 Mtg., Bd. Dec. 201. Amended by October 1998 Mtg., Dec. 140

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36.020.7. Volunteer Representatives to UN
The president shall appoint suitable volunteer representatives to UN agencies in otherlocations. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1991 Mtg., Bd. Dec. 140

36.020.8. Publicity for Cooperation With UN
The general secretary shall arrange for periodic publication of articles in the Rotary
World Magazine Press on the UN, its agencies, and the work of RI’s UN representatives.
(November 2002 Mtg., Bd. Dec. 145)
Source: November 1990 Mtg., Bd. Dec. 138

36.020.9. Club Cooperation With UN
All clubs should explore every opportunity for cooperation with local units of the United
Nations Associations and at local offices of the United Nations and affiliated agencies,
provided that such does not contravene RI’s Constitution and Bylaws. (June 1998 Mtg.,
Bd. Dec. 348)
Source: November 1991 Mtg., Bd. Dec. 140

36.030. Cooperation with Other Organizations and Groups
36.030.1. RI Representatives to the United Nations and Other Organizations
The system of RI representatives to the United Nations community and to nongovernmental organizations includes the following organizations:
1) United Nations Headquarters, New York
2) United Nations Office, Geneva, Switzerland
3) United Nations Office, Vienna, Austria4) Council of Europe (COE), Strasbourg, France5) UN Educational, Scientific, and Cultural Organization (UNESCO), Paris, France6) UN Human Settlements Programme (UN-HABITAT), Nairobi, Kenya
7) UN Environment Programme (UNEP), Nairobi, Kenya
8) UN Food and Agricultural Organization (FAO), Rome, Italy
9) UN World Food Program (WFP), Rome, Italy
10) World Bank, Washington, D.C.
11) Organization of American States (OAS), Washington, D.C.
12) Organization of African Unity (AU), Addis Ababa, Ethiopia13) International Organization of the Francophonie (IOF), Paris, France14) UN Economic Commission for Europe (ECE), Geneva, Switzerland
15) UN Economic Commission for Latin America and the Caribbean (ECLAC),
Santiago, Chile
16) UN Economic and Social Commission for Western Asia (ESCWA), Beirut, Lebanon17) UN Economic and Social Commission for Asia and the Pacific (ESCAP), Bangkok,
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18) UN Economic Commission for Africa (ECA), Addid Ababa, Ethiopia
19) UN International Fund for Agricultural Development, Rome, Italy
The president should consider appointing qualified Rotarians to serve as representatives
to these organizations in accordance with the guidelines established by the Board. RI
representatives to other organizations should have the best possible orientation andsupport which should include, at a minimum, basic tools such as business cards andstationery. RI shall provide annual reimbursement of their allowable expenses uponreceipt of appropriate invoices. (January 2008 Mtg., Bd. Dec. 142)
Source: March 1997 Mtg., Bd. Dec. 243; June 2007 Mtg., Bd. Dec. 278; Amended by November 2007 Mtg., Bd. Dec. 118;
January 2008 Mtg., Bd. Dec. 142

36.030.2. Council of Europe
In its consultative status with the Council on Europe, Rotary International is not to beinterpreted as endorsing a particular regional structure or plan, but rather as pursuing its
goal of advancing international understanding, goodwill and peace.
As appropriate, the president shall appoint a past governor or higher ranking Rotarian toserve as RI representative to the Council of Europe, reporting through either the UN
liaison advisory committee, an equivalent committee or the general secretary. (June 1998
Mtg., Bd. Dec. 348)
Source: November 1992 Mtg., Bd. Dec. 97

36.030.3. Inner Wheel
Although RI and Inner Wheel share some of the same service goals, they are separateorganizations and have no official affiliation. RI’s policy concerning “Relationships with
Other Organizations” (See section 35.010.) clarifies and governs the relationship between
RI and Inner Wheel.
The general secretary shall maintain an agreement with International Inner Wheel
concerning its emblem, consistent with RI’s obligation to protect and preserve the RI
emblem. (August 2000 Mtg., Bd. Dec. 43)
Source: July 1991 Mtg., Bd. Dec. 54; May 2000 Mtg., Bd. Dec. 410

36.030.4. PROBUS Clubs
Rotary clubs may, at no cost to RI, organize and support PROBUS clubs as a worthwhile
community service activity. PROBUS is not a program of Rotary International. As
appropriate, the general secretary shall share information about PROBUS clubs with
Rotary clubs through existing RI publications. The general secretary shall refer clubs
interested in sponsoring PROBUS clubs to the PROBUS center in their area. (June 1998
Mtg., Bd. Dec. 348)
Source: May 1989 Mtg., Bd. Dec. 326; March 1992 Mtg., Bd. Dec. 221; March 1994 Mtg., Bd. Dec. 171; November 1996 Mtg., Dec.
103

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36.030.5. Groups of Former Rotarians
Groups of former Rotarians organized to promote acquaintance and fellowship and tofurther their individual active interest in service to others are looked upon with favor. No
objection will be offered to the establishment of any such group provided it is organized
and functions as follows:a. The organization of a group of former Rotarians shall be undertaken by the interested
former Rotarians concerned.
b. The group shall determine the method of ascertaining the eligibility and qualificationsof its members and shall not include in its membership members of clubs or those whohave never been Rotarians.
c. Members of the group may identify themselves as “former Rotarians” or “pastRotarians” individually and in the name of the group.
d. The group shall not use the words “Rotary,” “Rotary club,” “Rotarian” (except asestablished above) or “Rotary International” in its name or publications, nor shall suchgroup or its individual members use the Rotary emblem or any modification of theemblem or any other similar emblem.
e. There shall be no direct or indirect implication that the group is an affiliated club of RI
or in any other way officially a part of or recognized by RI.
f. The purposes of the group shall be to develop acquaintance and fellowship among its
members and to provide opportunities for participation in service activities, and its
program and activities shall be consistent with such purposes.
g. The group shall not take corporate action or give corporate expression of opinion onpolitical subjects or on the organization, administration and functioning of RI or its
member clubs.
h. The group may not circularize Rotary clubs or Rotarians on any matter whatsoever.
i. Members of the group do not inherently have the right to attend Rotary club meetings
or RI meetings and do not otherwise by right have access to RI or its officers or to Rotary
clubs and their officers or to RI publications, including the Official Directory.
j. RI shall not provide financial assistance to any group of former Rotarians, nor shallsuch group seek financial assistance from RI or its member clubs.
k. A meeting of the group shall not be the basis for attendance credit for Rotarians.
l. Former Rotarians are encouraged to organize in groups in accordance with theforegoing procedure and conditions, provided that such encouragement does notconstitute sponsorship or official recognition of any such group. (June 1998 Mtg., Bd.
Dec. 348)
Source: May 1965 Mtg., Bd. Dec. 247

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36.030.6. Rotaserv and Rotatio
Governors are urged to encourage clubs in their districts to allow former Rotaserv andRotatio clubs to become Rotary clubs if appropriate. (February 2002 Mtg., Bd. Dec. 164)
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Article 37. Territorial, Regional and Sectional Groupings
37.010. Territorial Units-RIBI
37.020. Limitations on Administrative Units
37.030. Intercountry Committees Guidelines

37.010. Territorial Units-RIBI
37.010.1. Relationship Between RI and RIBI
RI fully recognizes and respects the integrity of the resolution of the 1927 Convention
that authorizes RIBI to operate as the sole territorial unit form of administration within
RI, and will continue to do so unless requested by the General Council of RIBI or amajority of the member clubs of Great Britain and Ireland to dissolve or modify the
territorial unit of RIBI.
37.010.2. Description of RIBI in the Official Directory
The Official Directory of RI shall contain an explanatory note to give a clear andadequate description of the unique territorial unit of RIBI and its status as a distinctive
and historical administrative structure of Rotary International.
37.010.3. RIBI Officers’ Attendance at International Assembly and Convention
The annual invitational list of official RI participants in the International Assembly andInternational Convention would not include the officers of RIBI in view of the fact thatsuch expenses are fully reimbursed by RIBI. These officers shall be invited to theInternational Assembly and Convention and participate in the same capacity as the chairsof committees of RI, who are invited at no expense to RI. (June 1998 Mtg., Bd. Dec.
348)
Source: November 1984 Mtg., Bd. Dec. 60; Affirmed by March 1992 Mtg., Bd. Dec. 92

37.020. Limitations on Administrative Units
It is not in the best interest of RI to consider any future or additional form of administrative
structure or specific geographic areas of the world that would be parallel to or similar to the RIBI
territorial unit. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1984, Mtg. Bd. Dec. 60

37.030. Intercountry Committees Guidelines
Intercountry committees promote contact between districts and clubs in two or more countries
and increase fellowship and intercultural understanding among the people of various nations.
Rotarians are encouraged to create new intercountry committees to foster stronger ties between
Rotarians, clubs, and districts from different countries and establish networks across borders,continents, and oceans. Intercountry committees should be promoted at RI, district and clubmeetings. (June 2007 Mtg., Bd. Dec. 281)
Source: June 2007 Mtg., Bd. Dec. 281

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37.030.1. Mission of Intercountry Committees
The mission of an intercountry committee is to build a force that will encourage
Rotarians to visit each other’s countries and homes, to strengthen friendships and projects
so formed by encouraging clubs and districts to connect with clubs and districts in othercountries, and to contribute to world peace.
Recommended activities:• sponsor new Rotary clubs• develop a sister or twin club network between participating countries• conduct Friendship Exchanges between the two countries• initiate or carry out World Community Service projects• initiate or carry out Vocational Service projects (June 2007 Mtg., Bd. Dec. 281)
Source: June 2007 Mtg., Bd. Dec. 281

37.030.2. Establishing an Intercountry Committee
Intercountry committees should involve districts in two or more countries and act only inan advisory capacity to the governors. Qualified Rotarians in each interested country
should form a planning committee to establish an intercountry committee. The
responsibilities of the planning committee include inviting district governors from each
district in the country to participate, identifying potential projects, and organizing aplanning meeting. After the planning committee has completed these tasks, a national
section should be developed in each participating country with the approval of thenational coordinator and at least one district governor. The name of an intercountry
committee shall be taken from the names of the participating countries. (June 2007 Mtg.,
Bd. Dec. 281)
Source: June 1970 Mtg., Bd. Dec. 192; June 1994 Mtg., Bd. Dec. 248; Amended by June 2007 Mtg., Bd. Dec. 281

37.030.3. National Sections
An intercountry committee is comprised of the national sections that represent the
districts in each participating country. National sections coordinate the activities andprojects of the intercountry committee within one country. National sections areautonomous and representatives from each shall meet during a general assembly to beheld once a year, alternating from country to country. Leadership of the intercountry
committee should rotate among the national section chairs on an annual basis. National
sections must abide by the rules governing organizations in their country and should haveofficers including a chair, secretary, and treasurer. The chair of national sections should
serve for three years.
While only districts may form and join intercountry committees, individual Rotarians,
their spouses, Rotaractors, and Rotary clubs may participate in their activities. (June2007 Mtg., Bd. Dec. 281)
Source: June 1994 Mtg., Bd. Dec. 248; Amended by June 2007 Mtg., Bd. Dec. 281

37.030.4. National Section Chair
The national section chair must be a Rotarian, preferably a past district governor, andshould be selected by the governor or group of governors representing the districts

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located in that country. In an advisory role to participating districts, the national section
chair should assist the governor(s) in supervising and promoting the activity and projectsof the committee, including the arrangement of contacts between clubs and districts in thepartner countries. The national section chair appointment term should be three years toensure continuity in the work of the intercountry committees. (June 2007 Mtg., Bd. Dec.
281)
Source: June 2007 Mtg., Bd. Dec. 281

37.030.5. National Coordinator
In countries that participate in more than one intercountry committee, a national
coordinator should be appointed to oversee these activities and the individual national
section chairs. The national coordinator collects reports from each national section chairin the country to forward the executive council each year. The national coordinator must
be a Rotarian, preferably a past district governor, and should be selected by the governor
or group of governors representing the districts located in that country. The national
coordinator appointment term should be three years to ensure continuity in the work of
the intercountry committees. (June 2007 Mtg., Bd. Dec. 281)
Source: June 1994 Mtg., Bd. Dec. 248; Amended by June 2007 Mtg., Bd. Dec. 281

37.030.6. Relationships with Districts
Intercountry committees shall function under the direction and with the close cooperationof the respective governors. Districts participating in intercountry committees should
appoint a Rotarian to serve as the district liaison to the national section chair. (June 2007
Mtg., Bd. Dec. 281)
Source: June 2007 Mtg., Bd. Dec. 281

37.030.7. FinancesIntercountry committees shall function without financial support from RotaryInternational. Modest fees may be collected from participating districts to cover
operating costs of the intercountry committee. Participating districts should fund thecosts of national sections and intercountry committee activities in their district. (June2007 Mtg., Bd. Dec. 281)
Source: January 1938 Mtg., Bd. Dec. 105; Amended by June 2007 Mtg., Bd. Dec. 281

37.030.8. Executive Council
An executive council is comprised of national coordinators representing each country thatparticipates in intercountry committees. The president, two vice-presidents, secretary andtreasurer of the executive council should be elected by the national coordinator members.
The president of the executive councils serves a three year term. The president of theexecutive council serves as the liaison between intercountry committees and RotaryInternational and should submit an annual report to RI in July each year that provides
contact information for national coordinators, a list of participating districts in eachnational section, and a summary of major projects and activities. (June 2007 Mtg., Bd.
Dec. 281)
Source: June 2007 Mtg., Bd. Dec. 281

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37.030.9. Relationship with Rotary International
The organization and functioning of intercountry committees is the independent activityof individual districts and is not a part of the program of RI. However, intercountry
committees undertaking ongoing service activities, such as a World Community Service
project, which extend more than one year in length should comply with RI’s policy for
multidistrict service activities. Clubs and districts are encouraged to use establishedintercountry committee relationships to enhance their participation in Rotary Foundation
programs, especially in the development of Matching Grants.
Activities of and information about intercountry committees will be published on the RI
Web site and in the Rotary World Magazine Press. (June 2007 Mtg., Bd. Dec. 281)
Source: January 1938 Mtg., Bd. Dec. 105; Amended by June 2007 Mtg., Bd. Dec. 281

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CHAPTER V
PROGRAMS

Articles
40. General Provisions
41. Structured Programs of RI
42. Global Networking Groups
43. RI Awards

Article 40. General Provisions
40.010.
40.020.
40.030.
40.040.
40.050.
40.060.
40.070.
40.080.

Program Terminology
Program Evaluations
New RI Structured Programs
RI Projects
Development of Service Projects
New Generations
Family and Community
World Understanding and Peace Day

40.010. Program Terminology
The following terminology and definitions shall be used for RI Programs:
Special Program of RI - PolioPlus is a special program of Rotary International and has
highest priority over all other programs until the certification of eradication is achieved.
Structured Programs – organized activities recommended by the RI Board for clubs anddistricts that include a recommended framework and guidelines;
Global Networking Groups – groups of individual Rotarians organized to focus on shared
topics of interest on an international basis.
The following are recognized as Structured Programs:
Interact
Rotaract
Rotary Community Corps
Rotary Friendship Exchange
Rotary Volunteers
Rotary Youth Leadership Awards
World Community Service
Youth Exchange (November 2008 Mtg., Bd. Dec. 58)
Source: August 1999 Mtg., Bd. Dec. 61; May 2000 Mtg., Bd. Dec. 406; June 2005 Mtg., Bd. Dec. 302; Amended by June 2001 Mtg., Bd. Dec.
394; November 2008 Mtg., Bd. Dec. 58

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40.020. Program Evaluations
All Rotary structured programs should be evaluated on a regular basis by the general secretary.
(November 2008 Mtg., Bd. Dec. 58)
Source: March 1993 Mtg., Bd. Dec. 187; August 1999 Mtg., Bd. Dec. 61; Amended by November 2008 Mtg., Bd. Dec. 58. Affirmed by May
2000 Mtg., Bd. Dec. 404

40.020.1. Plan for Evaluation of RI Structured Programs
Evaluation Cycle: Continuous
Evaluation Criteria: Surveys drafted for the evaluation of RI structured programs candraw from the following as appropriate:a) number of clubs and districts (and individual Rotarians, if appropriate) participating in
the program on a country, regional and worldwide basis;b) involvement of cooperating non-Rotary organizations;c) amount of funds expended at the club and district levels to participate in a program, toinclude restricted Rotary Foundation contributions, District Designated Fund (DDF)
allocationsd) the cost to Rotary International to support the program (including staff)e) the appropriateness and effectiveness of RI policies and procedures to support clubs
and districts participating in the programf) the value and effectiveness of promotional and informational materials produced by RI
for the programg) identification of the RI programs and/or Rotary Foundation programs that are mostimportant to clubs and districts and are achieving the highest participation levelsh) Rotarians' perception of the program's relevance to their communities' needsi) reporting of public relations opportunities - how and if news of Rotary club and district
projects was shared with the public through the mediaj) membership development opportunities: Were new members recruited as a result of
non-Rotarian participation in a program?
k) identification of local challenges to the successful implementation of a program(November 2008 Mtg., Bd. Dec. 58)
Source: May 2000 Mtg., Bd. Dec. 404; Amended by November 2008 Mtg., Bd. Dec. 58

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40.030. New RI Structured Programs
As a general guideline, the Board shall adopt a new RI structured program only when:a) an existing program of similar cost has been eliminated or reduced;b) the president and president-elect have been able, as desired and appropriate, to consult one ormore RI committees to evaluate and develop program proposals;c) the president and president-elect agree on its need and commit themselves to fully supportingit;d) the general secretary has submitted a complete program prospectus which specifies the newprogram’s purpose and effect and indicates what is required to launch it successfully;e) there is sufficient time for adequate planning and preparation before the new program’s
implementation;f) there is sufficient staff and financial support for the first few years of the program;g) it is adopted initially as a three-year pilot program, after which the general secretary shallsubmit a detailed evaluation of the program to the Board, which shall then decide whether tomake it a regular RI program. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1992 Mtg., Bd. Dec. 337; August 1999 Mtg., Bd. Dec. 61

40.030.1. Feasibility Study for New Structured Programs
Before any new structured program is adopted by the Board, the needs and desires of theRotary world and the financial and staff feasibility for that proposed program should firstbe assessed by the Board. Other considerations should be the contribution of the program
to fulfilling the objective of Rotary, the duties added by the program to the job of thegovernor, its relationship to established RI programs, possibilities for adaptation of the
program in various parts of the Rotary world, the degree to which it involves personalparticipation by club members and plans for its future expansion, consolidation, or
termination. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1969 Mtg., Bd. Dec. 142; March 1993 Mtg., Bd. Dec. 187; August 1999 Mtg., Bd. Dec. 61

40.040. RI Projects
The purpose of Rotary is most effectively expressed through the activities of individual clubs andRotarians covering the various avenues of Rotary service, determined by each club in
consideration of its own abilities and resources and the interests of its members and particularneeds and opportunities for service. However, from time to time, it is appropriate for RI, as an
association of clubs, to promulgate programs or projects which help to advance the Object ofRotary and which would benefit from the collective effort of those clubs and individual
Rotarians who wish to participate. (June 1998 Mtg., Bd. Dec. 348)
Source: May 1979 Mtg., Bd. Dec. 345

40.040.1. New RI Projects
Until the PolioPlus program has been successfully completed, no other International
program will be considered. (June 1998 Mtg., Bd. Dec. 348)
Source: July 1997 Mtg., Bd. Dec. 36

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40.050. Development of Service Projects
Rotary clubs and districts should consider the following when developing service projects:a) The Four Avenues of Serviceb) The presidential citation program and emphasesc) The RI Strategic Plan and specific service areas identified by the Boardd) The mission of The Rotary Foundation, and its associated areas of focuse) Community needs assessments (November 2008 Mtg., Bd. Dec. 58)
Source: November 2008 Mtg., Bd. Dec. 58

40.060. New Generations
It is the responsibility of each Rotarian to prepare the New Generations - all young people up to
the age of 30 - by improving their life skills to ensure a better future, while recognizing thediversity of their needs. All clubs and districts are encouraged to undertake projects that support
the fundamental needs of the New Generations: health, human values, education, and selfdevelopment. (June 1998 Mtg., Bd. Dec. 348)
Source: February 1996 Mtg., Bd. Dec. 219

40.060.1. New Generations Month
The month of September is designated as “New Generations Month” to focus upon all
Rotary activities that support the development of young people up to the age of 30.
Clubs are encouraged to use the slogan “Every Rotarian an Example to Youth” in clubbulletins and publicity materials during New Generations Month. (June 1998 Mtg., Bd.
Dec. 348)
Source: November 1979 Mtg., Bd. Dec. 180. Amended by February 1996 Mtg., Bd. Dec. 219

40.060.2. New Generations Conferences
At the community level, clubs should provide a forum for the New Generations to sharewith leaders of the community their concerns; express their hopes, dreams and ambitions;and seek solutions to problems that can beset them and the communities in which theylive. (June 1998 Mtg., Bd. Dec. 348)
Source: February 1996 Mtg., Bd. Dec. 219

40.060.3. Conferences and Meetings on Youth Issues
Rotarians are encouraged to conduct district-level conferences for Interactors, New
Generations conferences for young people, and meetings for Rotarians and other adults
focusing on youth issues. (January 2010 Mtg., Bd. Dec. 140)
Source: January 2010 Mtg., Bd. Dec. 140

Cross References
41.080.6. Types of Youth Exchanges: New Generations Exchange ProgramRotary Code of Policies
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40.070. Family and Community
Rotarians, clubs and districts worldwide are encouraged to demonstrate their commitment tofamily and community through projects, activities and events in celebration of “Family Month”
during the month of December each year. (July 2003 Mtg., Bd. Dec. 20)
Source: Novemb7r 1995 Mtg., Bd. Dec. 94. Amended by November 1999 Mtg., Bd. Dec. 172; July 2003 Mtg., Bd. Dec. 20

40.080. World Understanding and Peace Day
The anniversary of the first Rotary club meeting, 23 February, is observed as World
Understanding and Peace Day. On that day, each club should give special recognition andemphasis to Rotary’s commitment to international understanding, friendship and peace. (June1998 Mtg., Bd. Dec. 348)
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Article 41. Structured Programs of RI

41.010. Interact
41.020. Rotaract
41.030. Rotary Community Corps (RCC)
41.040. Rotary Friendship Exchange
41.050. Rotary Volunteers
41.060. Rotary Youth Leadership Awards
41.070. World Community Service (WCS)
41.080. Youth Exchange

41.010. Interact
This is a structured program of Rotary International, adopted by the Board in June 1962.
Note: The Board regularly reviews and, as necessary, amends the Interact “Statement of
Policy,” “Standard Interact Club Constitution” and “Standard Interact Club Bylaws.”
The "Interact Statement of Policy" is as follows:
1.

The Interact program was developed and created by and is an activity of RotaryInternational, and the authority for the establishment and enforcement of constitutional
provisions, organizational requirements and standards of procedure, and for the protection
and preservation of the Interact name and emblem is retained by Rotary International.

2.

An Interact club is a Rotary club sponsored organization of young people whose purpose isto provide opportunity for them to work together in a world fellowship dedicated to service
and international understanding and leadership development skills.

3.

An Interact club is organized, sponsored and supervised by a Rotary club or clubs and isestablished following the endorsement of the governor and upon certification andrecognition by Rotary International; it can be created and sustained in no other way, and its
continued existence depends upon the continued sponsorship of its sponsor Rotary club andcontinued recognition by Rotary International.

4.

Each Interact club shall be strongly encouraged to mention after its own name “sponsoredby the Rotary club of (name).”5.

Within the framework established by Rotary International, the sponsor Rotary club isresponsible for organizing the Interact club and for providing it with guidance and counsel
thereafter and has complete control and supervision over all activities, policies, andprograms of the Interact club.

6.

Where the Interact club is school-connected, control and supervision by the sponsor Rotaryclub shall be exercised in full cooperation with the school authorities, with theunderstanding that such clubs are subject to the same regulations and policies established by
the school authorities for all student organizations and extracurricular activities of theschool.

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7.

All Interact club activities, projects, and programs shall at all times be conducted inharmony with the policies of Rotary International; continued sponsorship of an Interact club
by a Rotary club and recognition of it by RI are contingent thereon.

8.

Rotary clubs and Interact clubs should meet jointly at least annually for the purpose of
discussing plans and objectives for the upcoming year.

9.

There shall be a “Standard Interact Club Constitution” prescribed by Rotary Internationaland subject to amendment only by the Board of Directors of Rotary International. As aprerequisite of its organization and certification, each Interact club shall adopt the “Standard
Interact Club Constitution” and shall automatically adopt all amendments thereto
subsequently made by the Board of Directors of Rotary International.

10. Each Interact club shall adopt by-laws not inconsistent with the “Standard Interact Club
Constitution” and with policy established by Rotary International. Such by-laws shall be
subject to the approval of the sponsor Rotary club.
11. Each Interact club shall be sponsored by the Rotary club whose locality embraces the areaof residence of the school(s) from which the Interact members are drawn, unless written
authority is granted by the general secretary on behalf of the Board to organize an Interact
club outside the locality of the sponsor Rotary club Interact clubs shall not be sponsored by
Rotary clubs outside the boundaries of the district in which they are located.
12. An Interact club may be organized and sponsored jointly by more than one Rotary clubunder the following conditions:a) The governor must give his approval, stating in writing that, in his considered judgment,
the best interests of the district, the Rotary clubs concerned and the Interact program
would be served by the proposed joint sponsorship.
b) A substantial percentage of the members of the proposed Interact club must be drawn
from within the locality of each sponsor Rotary club.
c) The circumstances must be such that the organization of separate Interact clubs, eachsponsored by a single Rotary club, would create or result in an artificial division of whatis essentially a single body of students within the school or community.
d) A joint Interact committee must be created with effective representation from each of
the sponsor Rotary clubs.
13. Each member of an Interact club, by his acceptance of membership, agrees to accept and toadhere to the provisions of the constitution and by-laws of his Interact club.
14. Membership in an Interact club shall be evidenced by Interact membership identification
cards that include the name of the sponsor Rotary club supplied to Interact clubs throughsponsor Rotary clubs by Rotary International.

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15. The Interact name and emblem, as used in or applied to the Interact program, are theproperty of Rotary International and shall be preserved for the exclusive use of those
involved in the Interact program, including duly established Interact clubs and theirmembers in good standing.
16. An Interact club member shall be entitled to use and display the Interact name and emblem
in an appropriate and dignified manner during the period of his membership in an Interact
club and he shall relinquish such entitlement upon termination of his membership in his
Interact club or upon the termination of his Interact club.
17. An Interact club may be terminated (a) by Rotary International, with or without the consent,
approval or concurrence of the sponsor Rotary club, for failure to function in accordancewith its constitution or for other cause, (b) by its sponsor Rotary club, or (c) by the Interact
club itself upon its own determination.
18. Upon termination of an Interact club, all rights and privileges relating to the name andemblem shall be relinquished by the club and by its members individually and collectively.
19. As a matter of policy, the Board does not recognize the right of any individual ororganization except RI to circularize Interact clubs for any commercial or other purpose.
20. Governors are requested to appoint district Interact committees, composed of Rotarians andInteractors to assist the governor in publicizing the Interact program, promoting theorganization of new Interact clubs, and administering the program of Interact within the
district. Where feasible and practicable in the appointment of district Interact committees,
there should be provision for continuity of membership by appointing one or more members
for a second term. Rotary district Interact committees in carrying out their duties should
regularly consult with members of Interact clubs.
21. Interact organization beyond the club levela) If, within a district of Rotary International, there are five or more Interact clubs, anInteract district may be established, the boundaries of the district to be coterminous with
the Rotary International district embracing the respective sponsor Rotary clubs. The
clubs in such Interact district may elect an Interact representative from among theirmembership. The method of election shall be determined by the district Interact
committee. The district Interact representative will be guided and counseled by the
Rotary governor and the district Interact committee, or other appropriate district
committee, shall give counsel to and provide encouragement and inspiration to theInteract clubs of the district, particularly with respect to broadening and deepening the
program of Interact within the district, and shall help focus their attention on thepotential and achievements of the program in behalf of international understanding.
b) If an Interact district has been established, there may be, with approval of the governor,a district organization which will provide, in addition to the district representative, for a
district secretary and two or more assistants, each responsible for a certain number ofclubs and such other responsibilities as may be assigned by the district representative.

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22. Interact meetings beyond the club levela) District Interact conferences may be held, under the guidance of the district Interact
committee, with one or more members of this committee present. The district Interact
representative shall assist the district committee in arranging these meetings and, where
possible, shall preside at such meetings.
b) The purpose of a district Interact conference is to provide training, encouragement,
enlightenment, and inspiration to the Interact clubs with respect to school andCommunity Service and to focus attention on the worldwide potential and achievementsof Interact in behalf of international understanding.
c) No meeting of members of Interact clubs beyond the club level shall have any
legislative authority nor shall be so organized or conducted as to give the appearance of
having such authority. Nevertheless, such a meeting may include the opportunity forexpression of ideas which might be of value as advisory observations to those who are
involved at the district or other levels with the administration of Interact.
d) No expenses of district Interact meetings or district Interact representatives shall be paidby Rotary International. The cost of such meetings shall be minimal and within thefinancial means of those participating.
23. Financing the cost of the Interact programa) All district Interact activities shall be financed by the Interact clubs in the district.
b) No part of the expenses of district Interact representatives, district Interact conferences,meetings of Interact clubs, or groups of Interact clubs shall be paid by RotaryInternational.
c) Costs involved in arranging any meetings of Interact clubs or groups of Interact clubs
should be kept as low as possible consistent with effective meetings and a meaningfulprogram.
d) It is the responsibility of the Interact club to raise the funds necessary to carry out the
program of the club.
e) Rotary clubs sponsoring Interact clubs should not contribute more than occasional orincidental financial assistance to such Interact clubs.
f) Interact clubs should not make general solicitations for financial assistance from Rotary
clubs or from other Interact clubs.
g) Interact clubs should not solicit financial assistance from individuals, businesses ororganizations in their respective communities without giving something of value inreturn.

Rotary Code of Policies
June 2010287h) Any dues or assessments on the membership of any Interact club should be nominal andshould be only for the purpose of covering the cost of administering the club; funds for
activities and projects undertaken by Interact clubs should be raised by such clubs apartfrom such dues or assessments.
i) Sponsor Rotary clubs should establish financial guidelines for Interact clubs to ensurethat all funds are managed in a responsible and transparent manner, consistent with laws
and banking regulations in the country. This should include providing oversight for an
adult signatory on all accounts, and plans for disbursement of funds should the Interact
club disband or be terminated. Additionally, these guidelines should include financial
stewardship plans for all monies collected to support service projects.
24. Multidistrict Interact Meetings
Meetings of Interact club members from more than one district, particularly from districts inmore than one country, are recommended wherever feasible. Such meetings are to be held
under the guidance of the host governor and the district Interact committee, with one ormore members of the committee present and in conjunction with the host district Interact
representative and Interact club presidents. Such meetings are subject to RI youth
protection policies outlined in the Rotary Code of Policies and the advance approval of thegovernors of the districts involved. Invitations to governors to hold multidistrict Interact
meetings must be accompanied bya) information including the date, location, purpose, program and participants of the
proposed meetingb) a copy of the anticipated meeting budget with assurance that the sponsors are in aposition to and will assume complete responsibility for contractual and financial
obligations inherent in the meetingc) plans for adult supervision of Interactors and details about appropriate sleeping
accommodationsd) assurance that the planning and implementation of the proposed meeting will be carriedout under the direct supervision of Rotarians
The host club or district must maintain liability insurance for multidistrict Interact meetings
with coverage and limits appropriate for the geographic location. Evidence of suchcoverage must be provided to RI or the governor of any participating district upon request.
25. Travel Insurance for Interactors
Clubs and districts inviting members of Interact clubs to participate in the programs or
activities of such clubs or districts outside of their local community should, whenInteractors are traveling 150 miles away from home residence or out of the home country,
require the parents or legal guardians of each Interactor to provide travel insurance for theInteractor, which includes such coverages as medical (when traveling outside homecountry), emergency medical evacuation, repatriation of remains, and legal liability, inamounts satisfactory to the club or district organizing the event, with coverage from thetime of the Interactors departure from home until the return home.

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26. As a matter of principle, Interact clubs are not authorized to assume membership in or
merge with other organizations regardless of the purpose of such organizations. (January2010 Mtg., Bd. Dec. 140)
Source: May 1966 Mtg., Bd. Dec. 285. Amended by May 1967 Mtg., Bd. Dec. 251; May 1967 Mtg., Bd. Dec. 252; May 1967 Mtg., Bd. Dec.
253; May 1967 Mtg., Bd. Dec. 254; May 1967 Mtg., Bd. Dec. 255; July 1967 Mtg., Bd. Dec. 58; January 1968 Mtg., Bd. Dec. 154; January 1970
Mtg., Bd. Dec. 131; January 1971 Mtg., Bd. Dec. 106; January 1971 Mtg., Bd. Dec. 107; January 1973 Mtg., Bd. Dec. 172; January 1973 Mtg.,
Bd. Dec. 176; January 1975 Mtg., Bd. Dec. 102; July 1976 Mtg., Bd. Dec. 52; January 1976 Mtg., Bd. Dec. 171; January 1976 Mtg., Bd.
Dec.173, January 1976 Mtg., Bd. Dec.174; January 1976 Mtg., Bd. Dec. 178; July 1976 Mtg., Bd. Dec. 52; February 1981 Mtg., Bd. Dec. 304;
October-November 1981 Mtg., Bd. Dec. 87; November 2001 Mtg., Bd. Dec. 45; November 2004 Mtg., Bd. Dec. 59; November 2007 Mtg., Bd.
Dec. 67; January 2009 Mtg., Bd. Dec. 153; January 2009 Mtg., Bd. Dec. 155; January 2010 Mtg., Bd. Dec. 140

41.010.1. Key Messages for the Interact Program
Rotary clubs and districts should implement the following strategies in their support ofInteract:a)Promote Interact to maintain the growth and continuity of the program. Usepublications, video, the Internet, club presentations, and other methods. District
Interact chairs and representatives should create a district Interact newsletter.
b) Establish strong relationships between Interact clubs and their sponsor Rotary clubs.
Assign Rotary club members as mentors for Interactors. Invite Interactors to attend
meetings of the sponsor Rotary club and include them in service projects, such aspolio eradication efforts. Suggest that Rotary clubs appoint an Interact committee.
c) Share information about Rotary with Interactors to develop a lifelong interest in
Rotary. Distribute Rotary publications such as the Governor’s Monthly Letter,
Rotary Leader, and THE ROTARIAN or regional magazine to Interact clubs.
d) Work with Interactors aging out of the Interact program or relocating, to find new
potential Rotaract or Interact clubs.
f) Consult with Interact clubs to develop a district-wide service project for all Interact
clubs.
g) Ask Interactors to give presentations on their club’s projects at Rotary club anddistrict meetings.
h) Recognize Rotarians who are involved in Interact at the club and district level.
(January 2010 Mtg., Bd. Dec. 139)
Source: January 2010 Mtg., Bd. Dec. 139

41.010.2. RI Secretariat Service to Interact Clubs
The general secretary certifies organization of new Interact clubs, produces program
publications, distributes annual communications all Interact clubs, sponsor Rotary clubs,
district Interact representatives, and district Interact committee chairs, promotes WorldInteract Week, and supports youth protection initiatives. (January 2010 Mtg., Bd. Dec.
140)
Source: January 2010 Mtg., Bd. Dec. 140

41.010.3. RI Certification of Interact Clubs
The general secretary processes certification of Interact clubs. The signatures of the
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certification. It is recommended, but not mandated, that there be a minimum of 15 members
for a new Interact club to be chartered. (January 2010 Mtg., Bd. Dec. 140)
Source: October 1998 Mtg., Bd. Dec. 91; January 2010 Mtg., Bd. Dec. 140

41.010.4. Interact Club Designations in Official Directory
The symbol (I) for Interact shall be included in the listings of clubs in the “Rotary
Districts” section of the Official Directory and shall designate clubs which sponsor one ormore Interact clubs. (June 1998 Mtg., Bd. Dec. 348)
Source: October-November 1982 Mtg., Bd. Dec. 153

41.010.5. World Interact Week
The week that includes 5 November shall be designated World Interact Week. (June1999 Mtg., Bd. Dec. 299
Source: February 1999 Mtg., Bd. Dec. 221

Cross References
33.040.3. Interact and Rotaract Marks
40.060.3. Conferences and Meetings on Youth Issues

41.020. Rotaract
This is a structured program of Rotary International, adopted by the Board in 1968.
Note: The Board regularly reviews and amends, as necessary, the “Rotaract Statement of
Policy” which is as follows:
Rotaract Statement of Policy
1. The Rotaract program was created by and is an activity of Rotary International, who holds
authority for the establishment of constitutional provisions, organizational requirements, andstandards of procedure, as well as the protection of the Rotaract name and emblem.
2. A Rotaract club is a Rotary club-sponsored organization of young men and women between
the ages of 18 and 30 whose purpose is to provide an opportunity for young men and women
to enhance the knowledge and skills that will assist them in personal development, to address
the physical and social needs of their communities, and to promote better relations between
all people worldwide through a framework of friendship and service, and whose goals are:a) To develop professional and leadership skills;b) To emphasize respect for the rights of others, and to promote ethical standards and the
dignity of all useful occupations;c) To provide opportunities for young people to address the needs and concerns of thecommunity and our world;

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290d) To provide opportunities for working in cooperation with sponsoring Rotary clubs;e) To motivate young people for eventual membership in Rotary.
3.

Rotaract club programming shall consist of professional development, leadershipdevelopment, and service program development as outlined in the “Standard Rotaract Club
Constitution.”

4. A Rotaract club is organized, sponsored, and counseled by a Rotary club or clubs and isestablished following the endorsement of the governor upon certification by RotaryInternational; its existence depends upon the continued sponsorship of its sponsoring Rotaryclub and continued recognition by Rotary International.
5. It is recommended, but not mandated, that new Rotaract clubs have a minimum of 15 charter
members.
6. Within the framework established by Rotary International, the sponsoring Rotary club isresponsible for organizing the Rotaract club and providing it with guidance thereafter.
7. Rotary clubs which sponsor Rotaract clubs are encouraged to invite Rotaractors on at least aquarterly basis to their regularly scheduled meetings, project planning meetings, and special
events, and are encouraged to review Rotary club membership potential within their Rotaract
clubs on a periodic basis.
8. Rotaract clubs are encouraged to invite their sponsoring Rotary club to Rotaract clubmeetings, project planning meetings, and special events on at least a quarterly basis.
9. Rotaract clubs are encouraged to develop lists of their club members who might hold a Rotary
classification as well as maintain lists of current and past club members indicating theirinterest in Rotary service projects, both lists to be shared with their sponsoring Rotaryclub(s).
10. Where the Rotaract club is university-based, control and counsel by the sponsoring Rotaryclub shall be exercised in full cooperation with the university authorities, with theunderstanding that such a club is subject to the same regulations and policies established by
the authorities for all student organizations and extracurricular activities of the university (orother institution of higher education.)
11. All Rotaract club activities, projects and programs shall be conducted in harmony with thepolicies of Rotary International.
12. There shall be a standard Rotaract club constitution prescribed by Rotary International andsubject to amendment only by the Board of Directors of Rotary International. As aprerequisite of its organization and certification, each Rotaract club shall adopt the “Standard
Rotaract Club Constitution” and all amendments.
13. Each Rotaract club shall adopt bylaws not inconsistent with the “Standard Rotaract Club
Constitution” and with policy established by Rotary International. Such bylaws shall be
subject to the approval of the sponsoring Rotary club.

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14. A Rotaract club may be organized and sponsored jointly by more than one Rotary club under
the following conditions:a) The governor must give his approval, stating in writing that, in his considered judgment,
the best interests of the district, the Rotary clubs concerned and the Rotaract program
would be served by the proposed joint sponsorship.
b) The circumstances must be such that the organization of separate Rotaract clubs, eachsponsored by a single Rotary club, would create an artificial division of what isessentially a single body of young adults within the community or university.
c) A joint Rotaract committee must be created with effective representation from each of thesponsoring Rotary clubs.
15. Each member of a Rotaract club, agrees to accept and to adhere to the provisions of theconstitution and bylaws of his club.
16.

Membership in a Rotaract club shall be evidenced by Rotaract club membership
identification cards supplied to Rotaract clubs by Rotary International.

17. The Rotaract name and emblem are the property of Rotary International and shall bepreserved for the exclusive use of those involved in the Rotaract program. When displayed
by individual club members, the emblems may be used without further information. Whenthe emblem is used to represent a club, the name of the club should appear with the emblem.
Where a Rotary district exists, it may use the respective emblem but only in conjunction withreference to the district and its number.
18. A Rotaract club member shall be entitled to use and display the Rotaract name and emblem
in an appropriate and dignified manner during the period of his membership in a Rotaract
club. He shall relinquish such entitlement upon termination of his membership in his Rotaract
club or upon the termination of his Rotaract club.
19. A Rotaract club may be terminated:a) By Rotary International, with or without the consent, approval or concurrence of thesponsoring Rotary club, for failure to function in accordance with its constitution, or forother cause.
b) By its sponsoring Rotary club, after consultation with the governor and the District
Rotaract Representative, orc) By the Rotaract club itself upon its own determination.
20. Upon termination of a Rotaract club, all rights and privileges relating to the name andemblem shall be relinquished by the club and by its members individually and collectively.
The Rotaract club shall relinquish all financial assets to the sponsoring Rotary club.
21. As a matter of policy, the Board does not recognize the right of any individual ororganization except RI to circularize Rotaract clubs for any commercial purpose, except in
the case of Rotaractors who are responsible for organizing Rotaract club, district andmultidistrict meetings.

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22. Governors are requested to appoint district Rotaract committees, composed of Rotarians fromvarious parts of the district, to assist the governor in publicizing the Rotaract program,promoting the organization of new Rotaract clubs, and administering the program of Rotaract
within the district. Where feasible and practicable in the appointment of district Rotaract
committees, there should be provision for continuity of membership by appointing one ormore members for a second term.
23. Governors should appoint one joint district Rotaract committee composed of equal numbersof Rotarians and Rotaractors. The district Rotaract committee chair (a Rotarian) and the
district Rotaract representative (a Rotaractor) should serve as co-chairs of this committee.
24. District Rotaract organization and meetings beyond the club level:a) A district with two or more Rotaract clubs must elect a district Rotaract representativefrom among their membership. The method of election shall be determined by the
Rotaract membership. As a qualification for election to district Rotaract representative, aperson must have served as a Rotaract club president or as a member of the Rotaract
district committee for one year.
b) In a district with one Rotaract club, the district Rotaract representative shall be the mostrecent, available past Rotaract club president.
c) The district Rotaract representative will be guided and counseled by the Rotary governor
and should work with the district Rotaract committee and other appropriate Rotary
district committees.
d) The district Rotaract representative in conjunction with other district leaders, should:
1) Develop and distribute a district Rotaract newsletter;
2) Plan, arrange, and hold a district Rotaract conference;3) Encourage attendance and participation at the Rotary district conference;4) Conduct Rotaract promotion and extension activities throughout the district;5) Serve as Rotaract information liaison to the RI Secretariat for the district;6) Plan and implement service activities (if approved by three-fourths of the Rotaract
clubs in the district);
7) Provide advice and support to Rotaract clubs in implementing their projects;8) Help coordinate Rotary/Rotaract activities in the district;9) Coordinate public relations activities for Rotaract at the district level;10) Plan and implement a training session for Rotaract club officers in the district.

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293e) The purpose of the district-wide meeting of Rotaract clubs is to promote community
service projects, increase international understanding and enhance professional
development in a context of friendship and camaraderie.
f) No meeting of members of Rotaract clubs beyond the club level shall have any legislative
authority nor shall be so organized as to give the appearance of having such authority.
Nevertheless, such a meeting may include ideas which might be of value as advisory
observations to those involved at the district or other levels of Rotaract administration.
g) At a district Rotaract meeting, a three-fourths majority of the Rotaract clubs in a district
may vote to undertake a district service project and to establish a district Rotaract service
fund to raise funds for this project. Contributions to such a fund must be voluntary. Sucha project and service fund must be approved by the governor, and specific plans andinstructions for the administration of the district project and use of the fund must also
have the approval of the governor and three-fourths of the Rotaract clubs in the district.
The governor must appoint a district fund committee to be responsible for collecting andadministering the district fund, such committee to be composed of Rotaractors from the
district and at least one Rotarian from the district Rotaract committee. The district
service fund must be kept in a bank account which clearly indicates that the fund is theproperty of the district Rotaract organization and not the personal property of any
individual Rotaractor or Rotaract club.
h) All district Rotaract activities shall be financed by the Rotaract clubs in the district. No
expenses of district Rotaract club meetings shall be paid by Rotary International. The costof such meetings shall be minimal and within the financial means of those participating.
25. Rotaract activities beyond the district levela) Rotaract Multidistrict Service Projects. Rotaract-sponsored service projects involving
clubs in two or more districts may be implemented provided that such projects
1) are, in nature and scope, within the capability of the clubs and Rotaractors in the
districts to undertake successfully without interfering with or detracting from thescope and effectiveness of club activities in furthering the program of Rotaract at theclub level;2)

shall not be undertaken initially unless each District Rotaract Representative
concerned has agreed to such a joint project and then, only after approval of twothirds of the clubs in each district;3) shall be undertaken with the approval of the governors concerned;4) shall be under the direct supervision of the District Rotaract Representatives
concerned; the custody of all funds contributed or collected for such projects shall be
the responsibility of the district representatives concerned, through a committee ofRotaractors from within the districts involved, who may be appointed to assist in
administering any such project and related funds;Rotary Code of Policies
June 20102945) shall be undertaken only after the District Rotaract Representatives have jointly
secured in advance the authorization of the general secretary, acting on behalf of theBoard, to undertake the project;6) shall involve the participation by Rotaract clubs and/or individual Rotaractors on a
voluntary basis, clearly presented as such; the cost of participation by a club or
individual Rotaractor, if any, should be kept to a minimum, and not be implicitly or
directly made an obligation in the form of a per capita tax, or assessment orotherwise;b) Rotaract Multidistrict Information Organizations. Districts may develop a multidistrict
organization for the purpose of disseminating information and facilitating communication
between Rotaract clubs in the districts concerned, provided that
1) there is no objection by the governors of each of the districts concerned;2) authorization is secured from the general secretary, acting on behalf of the RI Boardof Directors, to develop and maintain such an organization;3) the organization complies with RI policy or is subject to termination of its status by
the general secretary on behalf of the RI Board of Directors;
4) Rotaract representatives of the districts concerned comprise the membership of suchorganizations. Each District Rotaract Representative may appoint a member for
his/her district organization, as needed, to carry out the activities of the multidistrict
organization;5) funds needed to implement the organization’s activities (i.e. production anddistribution of regional club directories and newsletters, dissemination of Rotaract
program information, general correspondence) shall be obtained on a voluntary basis
only;6) the organization has no decision making or legislative powers, except for decisions
concerning the activities of the organization, for which each member (District
Rotaract Representative) shall have one vote.
c) Rotaract Multidistrict Meetings
1) Rotaract worldwide meetings shall require the approval of the host governor(s) and RI
director for the region, and shall also require approval of the RI Board of Directors.
Proposals for such meetings shall be submitted by the host District Rotaract
Representative and the proposal shall describe date, location, facilities, participants,
program, budget and include proof of adequate liability insurance;2) Rotaract multidistrict meetings (not at a worldwide level), shall require that the hostDistrict Rotaract Representative provide a copy of the meeting proposal which
describes date, location, facilities, participants, program budget and includes proof of
adequate liability insurance to the governors concerned, and the approval of the host

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governor. The District Rotaract Representative shall inform the RI director(s) for theregion(s) and the general secretary of the event;3) Rotaract exchange teams are encouraged when undertaken in accordance with theguidelines established by the RI Board;4) as part of the official program of the annual RI Convention, a special Rotaract forum
one day prior to the commencement of the convention shall be arranged andimplemented by RI, to include discussion of issues identified by the RI Rotaract
committee as important to Rotaractors;5) the Rotaract pre-convention forum may be used as an opportunity to informally gauge
Rotaract opinion on policy or program matters, with each district represented having
one vote. Any recommendations made at the pre-convention meeting shall be
forwarded to the RI Rotaract committee for its review and consideration.
26. Leadership Traininga) All incoming Rotaract club officers shall be provided with Rotaract club officers
leadership training at the district level, such training to include a one to two-day
leadership training seminar facilitated by the district Rotaract committee chair and the
district Rotaract representative for all incoming Rotaract club officers, directors, andcommittee chairs to be paid for by the sponsoring Rotary clubs, or where circumstances
dictate, by a mutually agreed-upon financial arrangement involving the sponsoring
Rotary clubs, Rotary district, and the Rotaract participants.
b) Rotary districts shall provide leadership training of district Rotaract committees on amultidistrict basis.
27. Financing the cost of the Rotaract program:a) Rotaract program financial policy includes the following:1)

Rotary International shall provide for Rotaract activities at the international
convention and shall provide program materials to district Rotaract chairs,
representatives, and Rotaract clubs.

2) No part of the expenses of meetings of Rotaract clubs or groups of Rotaract clubs
shall be paid by Rotary International, with the exception of the annual Rotaract PreConvention Meeting.
3) Any fees, dues or assessments on the membership of any Rotaract club shall be
nominal and shall be only for the purpose of covering the cost of administering theclub; funds for activities and projects undertaken by Rotaract clubs shall be raised bysuch clubs apart from such fees, dues or assessments and shall be placed into aseparate account. A thorough audit by a qualified person shall be made once eachyear of all the club’s financial transactions.

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4) It is the responsibility of the Rotaract club to raise the funds necessary to carry out the
program of the club.
5) Rotary clubs and Rotary district conferences inviting members or Rotaract clubs toparticipate in the programs of such clubs and conferences should subscribe to
sufficient trip, accident and liability insurance to protect the Rotary club or district
conference against any possible legal or moral obligation and liability.
6) Rotaract clubs should not make general solicitations for financial assistance from
Rotary clubs or from other Rotaract clubs.
7) Contributions to fund district Rotaract service projects must be voluntary and cannot
be made enforceable upon the individual Rotaractor or Rotaract club.
28. As a matter of principle, Rotaract clubs are not authorized to assume membership in or
merge with other organizations regardless of the purpose of such organizations. (June 2009
Mtg., Bd. Dec. 217)
Source: January 1968 Mtg., Bd. Dec. 150; Amended by January 1969 Mtg., Bd. Dec. 155; January 1971 Mtg., Bd. Dec. 106; January 1971
Mtg., Bd. Dec.164; January 1973 Mtg., Bd. Dec. 172; January 1973 Mtg., Bd. Dec.176; January 1976 Mtg., Bd. Dec. 171; January 1976 Mtg.,
Bd. Dec. 174; February 1981 Mtg., Bd. Dec. 307; May 1988 Mtg., Bd. Dec. 387; May 1988 Mtg., Bd. Dec. 388; May 1988 Mtg., Bd. Dec. 391;
May 1988 Mtg., Bd. Dec. 392; May 1988 Mtg., Bd. Dec. 393; May 1988 Mtg., Bd. Dec. 396; May 1988 Mtg., Bd. Dec. 398; May 1988 Mtg., Bd.
Dec. 399; May 1988 Mtg., Bd. Dec. 402; June 1990 Mtg., Bd. Dec. 295; March 1992 Mtg., Bd. Dec. 229; March 1992 Mtg., Bd. Dec. 236,
October 1998 Mtg., Bd. Dec. 92; February 2004 Mtg., Bd. Dec. 182; June 2004 Mtg., Bd. Dec. 236; November 2006 Mtg., Bd. Dec. 74;
November 2007 Mtg., Bd. Dec. 65; June 2009 Mtg., Bd. Dec. 217

41.020.1. Purpose of the Program
The purpose of Rotaract is to provide an opportunity for young men and women toenhance the knowledge and skills that will assist them in personal development, toaddress the physical and social needs of their communities and to promote better relations
among all people worldwide through a framework of friendship and service. (June 1998
Mtg., Bd. Dec. 348)
Source: May 1988 Mtg., Bd. Dec. 387

41.020.2. Involvement of Governor
The governor’s endorsement is required as a prerequisite to certification of a new
Rotaract club. All communications relating to the status of Rotaract clubs are to bebrought to the attention of the governor by the sponsoring Rotary clubs and/or the RI
Secretariat. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1975 Mtg., Bd. Dec. 102

41.020.3. Rotaract Training
All incoming governors-elect are encouraged to provide adequate training to theirincoming Rotaract club presidents and, where appropriate, include such training as part ofthe program of the Rotary district assembly. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1996 Mtg., Bd. Dec. 88; Affirmed by February 2003 Mtg., Bd. Dec. 231

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41.020.4. Composition of Rotaract Clubs
Rotaract clubs are composed of young adults between the ages of 18 and 30 inclusive
who are residing, employed or studying within the vicinity of the sponsoring Rotary club.
On 30 June of the Rotaract year in which a member becomes 30 years old, his or her
Rotaract membership will end. It is recommended, but not mandated, that new Rotaract
clubs have a minimum of 15 charter members. (February 1999 Mtg., Bd. Dec. 196)
Source: May 1991 Mtg., Bd. Dec. 375; October 1998 Mtg., Bd. Dec. 92

41.020.5. Foundation Scholars as Guest Rotaract Club Members
All Rotary Foundation Scholars who are within the age guidelines adopted by the Boardfor the Rotaract program shall be eligible for guest Rotaract club membership during theperiod of their study in another country. (June 1998 Mtg., Bd. Dec. 348)
Source: March 1992 Mtg., Bd. Dec. 235

41.020.6. Membership Continuity
To the extent possible, a balance in age should be maintained at all times to promote
continuity in the membership of a Rotaract club. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1968 Mtg., Bd. Dec. 150

41.020.7. Rotaractors at Conventions
There shall be provision for full participation by registered Rotaractors at theinternational conventions, including opportunities for attendance at all plenary, ticketed
and discussion group sessions.
As a part of the official program of the convention, there should be a Rotaract
preconvention meeting prior to the commencement of the convention, to be arranged andimplemented by RI and to include discussion of issues identified by the RI Rotaract
committee as important to Rotaractors. The preconvention meeting should be conductedin accordance with RI policy regarding convention operations and procedures. The
general secretary should ensure that Rotaractors have opportunities to participate in thedevelopment of the Rotaract preconvention meeting program. The preconvention
meeting should include a separate district Rotaract representative training session. Suchtraining session should focus on the roles and responsibilities of district Rotaract
representatives. Governors are encouraged to defray all or part of the costs associatedwith the attendance of district Rotaract representatives-elect at the annual Rotaract
preconvention meeting. (March 2005 Mtg., Bd. Dec. 214)
Source: May 1988 Mtg., Bd. Dec. 391; March 1997 Mtg., Bd. Dec. 238; November 2000 Mtg., Bd. Dec. 136; November 2002 Mtg.,
Bd. Dec. 112; Amended by November 1996 Mtg., Bd. Dec. 96; March 2005 Mtg., Bd. Dec. 214

41.020.8. Name of the Sponsoring Rotary Club
Rotaract clubs are strongly encouraged to mention after their own names “Sponsored by
the Rotary Club of (name).” Space shall be reserved on the Rotaract membership
identification cards so that the name of the sponsoring Rotary club can be included.
(June 1998 Mtg., Bd. Dec. 348)
Source: February 1981 Mtg., Bd. Dec. 304

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41.020.9. Rotary/Rotaract Relations
Clubs that sponsor Rotaract clubs are encouraged to invite Rotaractors on at least aquarterly basis to their regularly scheduled meetings, project planning meetings and special
events. Rotaract clubs should be invited by their sponsoring Rotary clubs to participate in
the official visit of the district governor to the Rotary club. It is recommended that at least
once a month, each sponsoring Rotary club designate one or more of its members to attend
the meetings of its Rotaract club. Rotaract clubs are encouraged to cooperate with theirsponsoring Rotary clubs in carrying out community programs and projects. Sponsoring
Rotary clubs are encouraged to do the same with their Rotaract clubs. Members of Rotary
clubs are encouraged to invite qualified Rotaractors and past Rotaractors into membershipof their clubs or consider sponsoring a new Rotary club. However, membership in both a
Rotary club and a Rotaract club simultaneously is not permitted under the RI Bylaws.
(January 2008 Mtg., Bd. Dec. 142)
Source: October-November 1977 Mtg., Bd. Dec. 150; May 1988 Mtg., Bd. Dec. 399; April 1991 Mtg., Bd. Dec. 300; October 1998
Mtg., Bd. Dec. 92; August 1999 Mtg., Bd. 63; February 2000 Mtg., Bd. Dec. 306; Amended by November 2001 Mtg., Bd. Dec. 45;
February 2004 Mtg., Bd. Dec. 182; June 2004 Mtg., Bd. Dec. 236; November 2007 Mtg., Bd. Dec. 65 Affirmed by May 2000 Mtg.,
Bd. Dec. 409.

41.020.10. Relationship With Other Organizations
As a matter of principle, Rotaract clubs are not authorized to assume membership in or
merge with other organizations regardless of the purpose of such organizations. (June1998 Mtg., Bd. Dec. 348)
Source: January 1973 Mtg., Bd. Dec. 176

41.020.11. Rotaract Motto“Fellowship Through Service” shall be the motto for appropriate use by Rotaract clubs
and their members. (June 1998 Mtg., Bd. Dec. 348)
Source: October 1977 Mtg., Bd. Dec. 155

41.020.12. World Rotaract Week
Rotary and Rotaract clubs are encouraged to observe the week including 13 March as
World Rotaract Week, to involve Rotary and Rotaract clubs around the world in acommon activity of international scope and visibility as determined by the president.
(June 1998 Mtg., Bd. Dec. 348)
Source: May 1991 Mtg., Bd. Dec. 375; March 1992 Mtg., Bd. Dec. 233; November 1992 Mtg., Bd. Dec. 92

41.020.13. Recognition of District Rotaract Representatives
District Rotaract Representatives should be given annual recognition in the form of acertificate signed by the president. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1994 Mtg., Bd. Dec. 72

41.020.14. Rotaract Finances
Following is a delineation of financial responsibility for the Rotaract program:
1) Individual Rotaractors shall pay annual membership fees to their Rotaract club tocover the cost of club administration.

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2) All sponsoring Rotary clubs must pay a certification fee of US$50 for new Rotaract
clubs.
3) Sponsoring Rotary clubs shall pay for the attendance of their Rotaract club officers,
directors and committee chairs at district-level leadership training meetings (or, whencircumstances dictate, these meetings shall be paid for through mutually agreed uponfinancial arrangements involving the sponsoring Rotary clubs, the Rotary district and the
Rotaract participants).
4) Rotary districts shall pay for the attendance of their districts’ Rotaract representatives
at district-level or multidistrict leadership training meetings.
5) Rotary International shall provide for Rotaract activities at the International
Convention (similar to the pre-convention World Community Service meeting) and shallprovide program materials to district Rotaract chairs and representatives. (February 2001
Mtg., Bd. Dec. 202)
Source: May 1988 Mtg., Bd. Dec. 402; October 1998 Mtg., Bd. Dec. 92. Amended by November 2000 Mtg., Bd. Dec. 136

41.020.15. RI Representation at Regional Meetings
When appointed by the president, a current or past officer and a staff person should
attend regional Rotaract meetings on a periodic basis, at a cost not to exceed US$10,000
annually. (June 1998 Mtg., Bd. Dec. 348)
Source: July 1996 Mtg., Bd. Dec. 25

41.020.16. INTEROTA Meetings
Rotaractors, prior to offering to host an INTEROTA meeting, must fully comply with
Rotaract multidistrict policy as established by the Board. INTEROTA is not an official
RI meeting, but RI will provide support to INTEROTA through approval of its programcontent and by ensuring representation of RI leadership at this event. (June 1998 Mtg.,
Bd. Dec. 348)
Source: March 1997 Mtg., Bd. Dec. 238. Affirmed by February 2000 Mtg., Bd. Dec. 306

41.020.17. Make-up Attendance at Rotary Clubs
Rotaractors should be allowed to make-up Rotaract club attendance at meetings of Rotary
clubs at the discretion of the individual Rotary club.
Rotary clubs that sponsor Rotaract clubs are encouraged to invite to their regularlyscheduled meetings individual Rotaractors desiring to make up absences from theirregularly scheduled Rotaract club meetings. (November 2000 Mtg., Bd. Dec. 111)
Source: August 2000 Mtg., Bd. Dec. 72

41.020.18. RI Secretariat Support for Rotaract
The General Secretary shall provide the following services to the Rotaract program:Rotary Code of Policies
June 20103001) Provide full services to all District Rotaract Representatives including the production
and distribution of District Rotaract Representative program packets at the beginning ofeach Rotary year.
2) Maintain an accurate list of the names, addresses and telephone numbers of all District
Rotaract Representatives and distribute this list to all Representatives worldwide on anannual basis.
3) Serve as the international contact for all District Rotaract Representatives to respond totheir requests for information and materials and to facilitate communication between
Rotaract districts.
4) Provide each District Rotaract Representative with a free subscription to a Rotary
World Magazine Press magazine.
5) Produce a computer-generated list of the names and addresses of all Rotaract clubpresidents and mail it to all District Rotaract Representatives on an annual basis. The list
also should be made available to Rotaract clubs, upon request, for a fee.
6) Publish a column on the Rotaract program in The Rotarian on a regularly scheduled
basis, and send these columns to regional magazines as mandatory material.
7) Produce Rotaract News in all official Rotary languages for distribution directly to all
Rotaract club presidents, Rotary club sponsors of Rotaract clubs, District Rotaract
Representatives, Rotary district Rotaract chairs and governors.
8) Provide RI staff support at all Rotaract activities held in conjunction with the RI
convention.
9) Produce and make available directly to Rotaractors a selection of quality publications
on the Rotaract program and a selection of existing Rotary program publications for theiruse in developing effective programs.
10) Provide the "Worldwide Rotaract Directory" on an annual basis to all Rotaract clubs.
11) Provide Rotaract training materials on CD-ROM for district Rotaract representatives.
(May 2003 Mtg., Bd. Dec. 324)
Source: June 1988 Mtg., Bd. Dec. 389; October 1998 Mtg., Bd. Dec. 93; February 2003 Mtg., Bd. Dec. 232

41.020.19. Rotaract Newsletter
The Rotaract Newsletter shall be published on a biannual basis and will be distributed to
all Rotaract clubs, District Rotaract Chairs, District Rotaract Representatives, sponsoring
Rotary clubs, all district governors, Multidistrict Information Organizations and RI
international offices. (June 2002 Mtg., Bd. Dec. 245)
Source: June 1997 Mtg., Bd. Dec. 325; Amended by February 2002 Mtg., Bd. Dec. 177

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41.020.20. Rotaract Club Designations in Official Directory
In the Official Directory, the symbol (R) for Rotaract shall be included in the listings ofclubs in the “Rotary Districts” section and shall designate Rotary clubs which sponsor
one or more Rotaract clubs. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1982 Mtg., Bd. Dec. 153

41.020.21. Composition, Selection and Qualifications of RI Rotaract Committee
The RI Rotaract Committee is a standing committee of RI, with six Rotarians and aminimum of three Rotaract members. Ideally, membership should be composed of thesame number of Rotaractors and Rotarians with representation from the following
geographic areas based on the prevalence of Rotaract membership in these areas:
South Asia (Zones 5 & 6)
Europe (Zones 10B, 11-18)
Latin America (Zones 19-21)
East Asia and Pacific (Zones 1-4, 7-9)
US/Canada/Caribbean (Zones 22-34)
Africa (Zone 10A)
If there are not enough members to allow for one member from each area, committee
members should represent the first four regions as there are a higher number of Rotaract
clubs in these regions.
Recommendations for potential committee members should be sought from the current
RI Rotaract Committee and the chairs of each Rotaract Multidistrict Information
Organization. RI presidents are requested to consider the Rotaract experience forpotential members of the committee. (November 2007 Mtg., Bd. Dec. 65)
Source: November 2007 Mtg., Bd. Dec. 65

Cross References
31.090.1. General Secretary Authority regarding Rotaract
33.040.3. Interact and Rotaract Marks

41.030. Rotary Community Corps (RCC)This is a structured program of Rotary International, formerly known as the Rotary Village
Corps, adopted by the Board in 1986.
41.030.1. Purpose
The purpose of the Rotary Community Corps Program is to improve community living
and enhance the enjoyment of life by encouraging community members to contribute tothese goals by acting in the spirit of service to the community and their fellow humanbeings. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1986 Mtg., Bd. Dec. 180, Exhibit 21

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41.030.2. Goals
The goals of the RCC Program are:1) To encourage individuals to take responsibility for the improvement of their village,neighborhood or community;
2) To recognize the dignity and value of all useful occupations;3) To mobilize self-help activities and collective work to improve the quality of life;4) To encourage the development of human potential to its fullest, within the context ofthe local culture and community. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1986 Mtg., Bd. Dec. 180, 21

41.030.3. Membership
The membership of each corps shall consist of a minimum of ten adults with goodcharacter and leadership potential. Membership shall be open to individuals who areresiding, employed or studying in or near the corps’ village or community. (June 1998
Mtg., Bd. Dec. 348)
Source: January 1986 Mtg., Bd. Dec. 180, Exhibit 21. Amended by November 1991 Mtg., Bd. Dec. 124

41.030.4. RCC Emblem
The Board regularly reviews and amends, where necessary, an official emblem for the
Rotary Community Corps Program.. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1986 Mtg., Bd. Dec. E-22

41.030.5. Leadership Training Meetings
Governors are requested to hold leadership camps or meetings for RCC leaders at no
expense to RI, to train them in leadership techniques, public speaking, communication,planning and implementing RCC projects, and other needs to foster the goals of the RCC
Program. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1986 Mtg., Bd. Dec. E-24

41.030.6. RCC at the Club Level
Governors and governors-elect, particularly those from developing countries, should
communicate the value of the RCC Program to club leaders at the district conference,
district assembly, presidents-elect training seminar and other Rotary meetings asappropriate, to provide them with constructive ideas and materials on how to initiate RCC
projects within their communities. All clubs that sponsor RCCs are to report on progresswithin a three-month period of the certification of each corps, on a form provided by the
RI Secretariat. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1986 Mtg., Bd. Dec. E-26; April 1991 Mtg., Bd. Dec. 279

41.030.7. RCC Funding
Clubs are encouraged to assist RCCs in establishing community revolving loan funds,
which clubs may wish to administer directly to ensure good management. Revolving
loans may be provided by a philanthropic association of local Rotarians to individuals orRotary Code of Policies
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303

groups in needy communities in their areas for the development of micro-enterprises.
However, such associations are strongly encouraged to undertake this activity incompliance with all applicable local and national rules. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1991 Mtg., Bd. Dec. 123; June 1992 Mtg., Bd. Dec. 340

Cross References
21.020. RCC District Committee

41.040. Rotary Friendship ExchangeThis is a structured program of Rotary International, adopted by the Board in 1988.
Note: The Board regularly reviews and, as necessary, amends the “Rotary Friendship Exchange
Guidelines,” which are as follows:
The general secretary is requested to:a) make available to all clubs worldwide a set of standardized Rotary Friendship Exchange
program materials;b) provide annually all district Rotary Friendship Exchange chairs with Rotary Friendship
Exchange program materials and the district Rotary Friendship Exchange chair’s list on the same
basis as the pilot program;c) include information about the Rotary Friendship Exchange program in all appropriate
publications;d) include information about the Rotary Friendship Exchange program in all appropriate Rotary
periodicals including the Rotary World and the Rotary World Magazine Press. (November 2002
Mtg., Bd. Dec. 145)
Source: July 1988 Mtg., Bd. Dec. 48

41.050. Rotary Volunteers
This is a structured program of Rotary International adopted by the Board in 1989.
41.050.1. Purpose
The purpose of the Rotary Volunteers program shall be to create a greater awarenessamong Rotarians of the volunteer opportunities available within their own and othercommunities requiring special expertise or skills not available within the community inwhich the need is required, and to increase and facilitate Rotarian participation in all
types of volunteer activities. (June 1998 Mtg., Bd. Dec. 348)
Source: January-February 1989 Mtg., Bd. Dec. 211

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41.050.2. Goals
The goals of the Rotary Volunteers program shall be:
1. To increase awareness among all Rotarians of how they can significantly contribute to
the successful completion of Rotary service projects in their own and other communities
by volunteering their vocational skills in areas where such skills are needed.
2. To increase the awareness among clubs and districts of the benefits of utilizing
Rotarian volunteers from their own or other communities to assist in carrying out theirlocal service projects.
3. To assist clubs and districts in identifying those Rotarian volunteers possessing
expertise and skills unavailable locally, who can help in the completion of such projects.
4. To assist Rotarians in identifying volunteer opportunities within Rotary-sponsoredservice projects, as well as worthy projects of other organizations.
5. To provide Rotarian leaders at the club, district and international levels withappropriate materials to promote volunteerism among the membership.
6. To assist those areas of the world that require expertise in raising their basic standardof living in such areas as increased education, better health care, increased agricultural
productivity, improved sanitation, provision of potable water, eradication of disease,
expansion of commerce, introduction of higher levels of technology, so that economic
disparities among people worldwide are reduced, thus fostering understanding,fellowship and goodwill between Rotarians and the communities in which they live
through contacts and friendships initiated through volunteer activities. (June 1998 Mtg.,
Bd. Dec. 348)
Source: January-February 1989 Mtg., Bd. Dec. 211

41.050.3. Participants
Rotarians and spouses with Rotarians, as well as Rotaractors, Foundation alumni andnon-Rotarians (where Rotarians are not immediately available) may participate in the
Volunteers program. A limit of up to 1% of the total number of Rotarians in the district
may serve as registered Rotary Volunteers. It is recommended that registrants of theRotary Volunteers program be a minimum of 25 years of age. (November 2001 Mtg., Bd.
Dec. 45)
Source: January- February 1989 Mtg., Bd. Dec. 213; May 1991 Mtg., Bd. Dec. 364; November 1996 Mtg., Bd. Dec. 97

41.060. Rotary Youth Leadership Awards
This is a structured program of Rotary International, adopted by the Board in 1971.
The RYLA program is a tool for the leadership development of Interactors, Rotaractors, andRotarians, as well as for youth in general. (June 2001 Mtg., Bd. Dec. 310)
Source: February 2001 Mtg., Bd. Dec. 227

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41.060.1. Purpose
The Board has adopted a Rotary Youth Leadership Awards program to offer Rotarians a
special opportunity to personally participate in developing qualities of leadership, good
citizenship, and personal development in the young people of their communities. RYLA
programs are conducted at the club, district, or multidistrict level. (June 2001 Mtg., Bd.
Dec. 310)
Source: April 1971 Mtg., Bd. Dec. 256; May-June 1982 Mtg., Bd. Dec. 395; Amended by November 1995 Mtg., Bd. Dec. 95; July
1998 Mtg., Bd. Dec. 37

41.060.2. Objectives
The objectives of a Rotary Youth Leadership Awards program have been identified asfollows:
1) to demonstrate further Rotary respect and concern for youth;2) to encourage and assist selected youth leaders and potential leaders in responsible andeffective voluntary youth leadership by providing them with a training experience;3) to encourage continued and stronger leadership of youth by youth;4) to publicly recognize the high qualities of many young people who are rendering
service to their communities as youth leaders.
Consideration should be given to the extent to which this purpose can be achieved by the
district through whatever type of program is developed. (June 2001 Mtg., Bd. Dec. 310)
Source: May-June 1982 Mtg., Bd. Dec. 395

41.060.3. Core Curriculum
All RYLA programs should include a core curriculum which includes the following
topics:1) The fundamentals of leadership
2) The ethics of positive leadership
3) The importance of communication skills in effective leadership
4) Problem solving and conflict management
5) What is Rotary and what does it do for the local community
6) Building self confidence and self esteem7) The elements of community and global citizenshipwhile reflecting issues of local relevance and be carried out in a manner appropriate to
local customs. (June 2001 Mtg., Bd. Dec. 310)
Source: February 1996 Mtg., Bd. Dec. 218

41.060.4. Publicizing RYLA Programs
The general secretary shall make Rotarians aware, through RI’s RYLA publications, that
RYLA programs can be targeted to limited age groups such as 14-18 year olds and 19-30
year olds in order to address varying needs and maturity levels. The general secretaryshall also emphasize the different types of RYLA events, through RI’s RYLA

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publications, highlighting the strength in the diversity of RYLA events at theinternational, multidistrict, district, multi-club and club levels. Clubs and districts areencouraged to consider inviting economically and socially disadvantaged youth withleadership potential to participate in their RYLA programs. (February 1999 Mtg., Bd.
Dec. 196)
Source: July 1998 Mtg., Bd. Dec. 37

41.060.5. Activities for Rotarians Involved in RYLA
Rotarians involved in RYLA are encouraged to:a. make contact with each other, share information, and visit each others' RYLA events;b. organize RYLA events at the multidistrict and/or international levels;c. place information about their RYLA events on the internet, including key training
materials;
d. invite RYLA participants who may not have easy access to leadership development
opportunities, including candidates from other organizations;e. provide continuity to the participants of their RYLA events by including them in thedevelopment of future RYLA events and encouraging them to become involved inmentoring. (June 2001 Mtg., Bd. Dec. 310)
Source: February 2001 Mtg., Bd. Dec. 227

41.060.6. RYLA Seminars and Programs
RYLA seminars should be established to facilitate the exchange of information between
Rotarians involved in RYLA, possibly at the zone level. In addition, governors andDirectors are encouraged to include RYLA in the programs of the district assembly, thedistrict conference, and Rotary institutes. (June 2001 Mtg., Bd. Dec. 310)
Source: February 2001 Mtg., Bd. Dec. 227

41.060.7. Annual International RYLA Event
An international RYLA event shall be an ancillary meeting at each International
Convention. (May 2003 Mtg., Bd. Dec. 324)
Source: February 2003 Mtg., Bd. Dec. 239

41.060.8. RYLA Planning Workshops
The Board encourages development of multidistrict, regional, or zone-level RYLA
planning workshops to share information about successful RYLA programming among
district RYLA chairs, district RYLA committee members, and other Rotarians interested
in RYLA. (May 2003 Mtg., Bd. Dec. 324)
Source: February 2003 Mtg., Bd. Dec. 238

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41.070. World Community Service (WCS)This is a structured program of Rotary International, adopted by the Board in 1967.
The WCS Program consists of activities within international service through which Rotarians
conduct projects to improve lives and meet human needs, and thus promote international
understanding and good will by means of materials and technical and professional assistance.
(June 1998 Mtg., Bd. Dec. 348)
Source: June 1985 Mtg., Bd. Dec. 364

41.070.1. Goals of WCS
Following are the goals of the WCS Program:
1) Improve the quality of life of those in need through international Rotary service.
2) Encourage cooperation between clubs and districts in different countries in their efforts
to carry out international service projects.
3) Provide an effective framework for the exchange of information on project needs andoffers of assistance.
4) Increase awareness among Rotarians of international development and cultural issues,and the importance of implementing projects which help people to help themselves.
5) Provide WCS Program services to participants in related RI and Foundation programsand emphases.
6) Educate Rotarians about funding opportunities for their WCS projects through The
Rotary Foundation and other sources.
7) Communicate successful WCS experiences to other Rotarians.
8) Foster international understanding, good will and peace. (June 1998 Mtg., Bd. Dec.
348)
Source: June 1994 Mtg., Bd. Dec. 252

41.070.2. WCS Initiatives
WCS Program initiatives include:
1) promotion of increased knowledge of Rotary’s international service objectives
through WCS opportunities and activities;
2) promotion and use of ProjectLINK;
3) promotion of cooperation between the International Service and Rotary Foundationcommittees at district and club levels, as appropriate;Rotary Code of Policies
June 20103084) expansion of intercountry committees as vehicles for International Service, including
WCS activities;5) promotion of support for disaster relief projects;6) promotion of 23 February, “World Understanding and Peace” day;7) promotion of projects involving donated goods and services;8) commendation of International Projects Advisory Committees (IPACs) aims andachievements in areas where these provide a useful framework for WCS activities;9) personal involvement by Rotarians in WCS activities, including international
volunteer service. (November 2007 Mtg., Bd. Dec. 72)
Source: November 1985 Mtg., Bd. Dec. 84. Amended by February 1986 Mtg., Bd. Dec. 182; November 2007 Mtg., Bd. Dec. 72

41.070.3. WCS Cooperation With Other Organizations
It is appropriate for governors, their representatives and clubs to work in cooperation withother organizations whose purposes and activities are consistent with those of Rotary,when such cooperative activities and projects serve to enhance significantly the
implementation of WCS. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1986 Mtg., Bd. Dec. 281

41.070.4. WCS Network Strategy
The Board has adopted a “WCS Network Strategy” the three goals of which are as
follows:
1) To help Rotary clubs initiate/develop viable, new WCS service projects annually thatmaximize the use of RI/Rotary Foundation/external resources and benefit from theguidance of experienced Rotarians.
2) Assist Rotary clubs that encounter difficulties with projects in progress.
3)

Begin to develop and expand a bank of World Community Service expertise(including both information and human resources) that can be easily accessed by
Rotary clubs worldwide. (February 1999 Mtg., Bd. Dec. 196)

Source: June 1998 Mtg., Bd. Dec. 353

41.070.5. Withdrawal of WCS Project Postings on the RI Web Site
The general secretary may withdraw a WCS project posting, with or without the consent
of the host club or district, for failure to function in accordance with RI or RotaryFoundation policy.
To maintain an active WCS project listing on the RI Web site, a club or district must
1) Function in accordance with its purpose and in accordance with RI policy

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2) Function in accordance with stewardship policies set by The Rotary Foundation
Trustees, when applicable3) Respond to inquiries from potential donors and the general secretary4) Submit a completed Status Report to RI after the project has been registered for one
year. (November 2007 Mtg., Bd. Dec. 72)
Source: November 2007 Mtg., Bd. Dec. 72

Cross References
21.030. WCS District Committee

41.080. Youth Exchange
Youth Exchange is a structured program of Rotary International, adopted by the Board in 1974.
The Rotary Youth Exchange program provides young people with the opportunity to meet
individuals from other countries, experience new cultures and to learn first hand about all aspectsof life in another country. Host clubs, host families, and entire communities are enriched byextended, friendly contact with someone from a different culture. The program instills in young
people the concept of international understanding and goodwill.
The Board of Directors of Rotary International has established policies to assist clubs anddistricts in implementing Youth Exchange activities effectively and responsibly. These policies
pertain to all types of exchanges, including Long-term, Short-term, and New Generations
exchanges unless otherwise indicated.
Note: The Board regularly reviews and amends, where necessary, these policies.
Any other provisions consistent with these policies and which are deemed necessary or
convenient for the operation of an exchange program may be adopted by the clubs or districts
concerned.
By mutual consent of the parties concerned, any of the volunteer responsibilities indicated below
may be assigned to someone other than the party specified. (January 2009 Mtg., Bd. Dec. 152)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; January 2009 Mtg., Bd. Dec. 152

41.080.1. District Governor Authority
Each governor has the responsibility for the supervision and control of the YouthExchange program within the district. The district Youth Exchange officers, orcommittees, are under the supervision of their respective governors and should report tothem.

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Governors are encouraged to use the period between their nomination and assuming
office to learn as much as possible about the Youth Exchange program in the district andthe qualifications and skills of those who administer it. (January 2009 Mtg., Bd. Dec.
152)
Source: October-November 1977 Mtg., Bd. Dec. 159; Amended by May 1979 Mtg., Bd. Dec. 355; March 1997 Mtg., Bd. Dec. 275

41.080.2. District Certification Program
The general secretary shall administer and maintain a district certification program. Allclub and district Youth Exchange programs shall comply with RI youth protection
policies and other requirements set forth by the general secretary in order to be certified.
In order to participate in the Youth Exchange program a district must be certified by thegeneral secretary.
The certification process requires all district Youth Exchange programs to provide RI
with evidence that they have adopted the certification requirements in their Long-term,
Short-term and New Generations exchange programs (including any tours or camps).
The general secretary may grant waivers to districts that have implemented alternative
policy and alternative procedures that meet the intent of RI policy in instances when RI
policy or certification requirements are contrary to local law and customs. If local
circumstances are such that a district cannot meet any of the requirements, districts must
provide the general secretary evidence of the specific circumstances that prohibit
compliance and a written explanation of alternative procedures that maintain the intent of
the policy or requirements. The general secretary will evaluate and determine whether
the alternatives posited by districts meet the intent of the policy, and may bring matters to
the Board should circumstances warrant.
Other certification policies include:
A. Certification of Districts for Sending Students Only
In circumstances where districts may only wish to send Youth Exchange students without
serving as hosts for inbound students, the general secretary may waive certification
requirements related to hosting inbound students in these districts.
B. Certification of Multi-country Districts
In circumstances in multi-country districts where not all countries within the district wish
to participate in the Youth Exchange program, the general secretary may waive
certification requirements for non-participating countries in these districts.
C. Certification and Multidistrict Youth Exchange Activities
The general secretary may remove a district from a multidistrict Youth Exchange activity
upon notice that they have failed to comply with the district certification program with orwithout the consent of the district governor. (January 2009 Mtg., Bd. Dec. 152)
Source: November 2004 Mtg., Bd. Dec. 108; Amended by November 2006 Mtg., Bd. Dec. 72; February 2007 Mtg., Bd. Dec. 163;
June 2007 Mtg., Bd. Dec. 274; November 2007 Mtg., Bd. Dec. 32; January 2009 Mtg., Bd. Dec. 152

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41.080.3. Incorporation
Districts must establish a corporation or similar formal legal entity that includes the
district Youth Exchange program. This requirement may be met by incorporating the
district Youth Exchange program, a group of programs that includes Youth Exchange, orthe district as a whole in accordance with Rotary Code of Policies 17.020.
Districts may also meet this requirement by affiliation with an incorporated multidistrict
Youth Exchange program for the districts’ activities that are conducted within the scopeof the multidistrict program. (January 2009 Mtg., Bd. Dec. 152)
Source: February 2007 Mtg., Bd. Dec. 163

41.080.4. General Liability Insurance
Districts must secure general liability insurance for the district Youth Exchange programwith coverage and limits appropriate for their geographic location. Clubs and districts arestrongly encouraged to consult legal counsel regarding liability issues before undertaking
Youth Exchange activities.
Youth Exchange programs in districts located entirely within the United States meet thisrequirement through participation in the U.S. Rotary Club and District General Liability
Insurance Program.
The general secretary is authorized to grant an exception to the general liability insurance
requirement for a period of not longer than five years to districts where it has been
demonstrated that such insurance is not available. (January 2009 Mtg., Bd. Dec. 152)
Source: February 2007 Mtg., Bd. Dec. 163; June 2008 Mtg., Bd. Dec. 253; Amended by January 2009 Mtg., Bd. Dec. 152

41.080.5. Reporting to Rotary International
Districts must provide to RI a copy of the Guarantee Form of the standard YouthExchange applications for each inbound student hosted by the district prior to thebeginning of an exchange.
All serious incidents, including but not limited to, accidents, death, early returns, andcrimes, and any allegations of abuse or harassment shall be reported by the district to RI
within 72 hours of the time a district officer learns of the incident. Districts must identify
a person within the district who will be responsible for reporting to RI. (January 2009
Mtg., Bd. Dec. 152)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by February 2007 Mtg., Bd. Dec. 163

41.080.6. Types of Exchanges
The Youth Exchange program includes three distinct program types:
A. Long-term Exchange Program
These exchanges are open to students aged 15 to 19 years old. Long-term exchanges
should be for one academic year but may be extended to include part or all of the holiday
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this time the student lives with more than one family in the host country and is required
to attend school in the host country.
Students must have more than one host family; three successive host families ispreferable.
Parents of outbound students shall not be required to host inbound students. However,parents of outbound students may volunteer to host or may be asked to assist in finding
suitable host families.
The sending and host club must select an individual Rotarian counselor for each student
to be in regular contact with the student and to serve as a liaison between the student andthe club, the student’s parents or guardians, host family and community at large. The
club counselor must not be a member of the student’s host family and must be trained in
responding to any problems or concerns which may arise during the exchange, including
the prevention of physical, sexual and emotional abuse.
The host club should provide for all educational expenses, arrange an appropriate
academic program, and provide a program of orientation and continued contacts tofamiliarize the student with the host community.
The host club or district should provide a modest monthly allowance for the student in an
amount to be jointly determined by the parties concerned. Where meals eaten at school
are not otherwise provided for, the monthly allowance should be sufficient to include thecost of such meals.
The sending and host club or district should require, at a minimum, quarterly reports fromthe students. This report should include information on their current hosts, feelings,
concerns, ideas and suggestions regarding their exchange experience thus far. The
designated Youth Exchange officer should review the reports carefully and, whennecessary, take action to respond to any irregularities reported by the students.
B. Short-term Exchange Program
These exchanges are open to students aged 15 to 19 years old, and vary from several days
to several weeks. They often take place when school is not in session and usually do notinclude an academic program. Short-term exchanges generally involve a homestay
experience with a family in the host country, but may be organized as international youth
camps or tours that bring together students from many countries.
It is recognized that many successful exchanges are made for less than a full academic
year and that in the interest of international understanding and goodwill, not all programs
need be reciprocal.
For Short-term exchange homestay programs, one family is usually sufficient.
The sending and host club must select an individual Rotarian counselor for each student
to be in regular contact with the student and to serve as a liaison between the student andthe club, the student’s parents or guardians, host family and community at large. The

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club counselor must not be a member of the student’s host family and must be trained in
responding to any problems or concerns which may arise during the exchange, including
the prevention of physical, sexual and emotional abuse.
The host club should also provide a program of orientation and continued contact tofamiliarize the student with the host community.
C. New Generations Exchange Program
Young adults aged 18 to 25 years old may participate in a New Generations exchange
which lasts between three weeks and three months. These exchanges may be organized
for individuals or groups and may include a vocational element.
The schedule of activity for the visitors shall be people-to-people contact related toRotary activities, for goodwill and understanding and for better cultural education andexposure.
The host district may home host participants and provide local transportation. (June 2009
Mtg., Bd. Dec. 241)
Source: March 1997 Mtg., Bd. Dec. 235; March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99;
November 2004 Mtg. Bd. Dec. 108; June 2006 Mtg., Bd. Dec. 248; November 2007 Mtg., Bd. Dec. 64; January 2009 Mtg., Bd. Dec.
152; June 2009 Mtg., Bd. Dec. 241

41.080.7. Eligibility
Participants in the Long-term and Short-term programs should be between the ages of 15
and 19 at the beginning of the exchange and participants in the New Generations
Exchange program should be between the ages of 18 and 25 at the beginning of theexchange unless the laws and regulations of a specific country deem otherwise, or adifferent age range is mutually agreed upon by the participating clubs or districts.
Youth Exchange welcomes any young people, including sons and daughters of Rotarians,
who meet the requirements of the program and who are recommended and sponsored bya Rotarian, a club, or a district. They should be above average in their schoolwork,
preferably in the upper third of their school class. (January 2009 Mtg., Bd. Dec. 152)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; January 2009 Mtg., Bd. Dec. 152

41.080.8. Application
Candidates of ages acceptable to both sending and host districts and according to the laws
and regulations of both countries must submit a written application and must undergo aselection process including personal interviews with the applicant and the applicant’s
parents or legal guardians at the club level and at the district level.
Clubs and districts are encouraged to use the standard Youth Exchange applications
which can be obtained from the Secretariat. (January 2009 Mtg., Bd. Dec. 152)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; November 2004 Mtg. Bd. Dec. 108;January 2009 Mtg., Bd. Dec. 152

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41.080.9. Selection and Placement
Selection procedures should occur in a similarly thorough manner for all exchange
programs: Long-term, Short-term, and New Generations exchanges.
The sending district is responsible for ensuring that each student is accepted and hosted
by a club in a partner district. Districts are urged to utilize agreements with theirexchange partners to establish Short-term, Long-term, and New Generations exchange
activities to ensure that all expectations of the exchange relationship are met, such as
certification of exchange partners, logistics, and student selection and orientation.
All individuals involved in the exchange, including students and their parents or legal
guardians, host family members and Rotarian counselors, must agree in writing to all therequirements of the program as determined by the sending and host clubs or districts.
Student travel itineraries must be agreed upon by the students’ parents or legal guardians
and the host club or district. (January 2009 Mtg., Bd. Dec. 152)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; November 2004 Mtg. Bd. Dec. 108;January 2009 Mtg., Bd. Dec. 152

41.080.10. Student Travel Insurance
Host clubs, districts, and multidistrict Youth Exchange groups should determine theminimum level of insurance adequate for the exchange length and local conditions inwhich the student will live and travel during the exchange.
The parents or legal guardians of each student shall provide travel insurance, including
medical and dental coverage for accidental injury and illness, death benefits (including
repatriation of remains), disability/dismemberment benefit (also known as capital
benefits), emergency medical evacuation, emergency visitation expenses (fortransportation of parent or guardian to student’s location), 24-hour emergency assistanceservices, and legal liability (covering the student for any of his or her acts or omissions inconnection with the Youth Exchange program), with respect to each student in amounts
satisfactory to the host club or district in consultation with the sending club or district,with coverage from the time of the student’s departure from home until the student’s
return home. At the option of the parents or legal guardians, such insurance may also
include cancellation expenses, loss of property, loss of money, or kidnap, and ransom.
Evidence of coverage and level and limits of coverage of all insurance with a responsible
insurance company or companies satisfactory to the host district prior to the beginning of
the exchange shall be submitted to, received by, and accepted by the host district prior to
the student’s departure from home.
Participation in extreme sports, such as hang gliding, rock climbing, and bungee jumping,is discouraged. If students are allowed to participate in extreme sports, these activities
should be undertaken with the host districts’ and parents’ written permission, andadequate insurance should be required. (January 2009 Mtg., Bd. Dec. 152)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by June 2004 Mtg., Bd. Dec. 260; March 2005 Mtg., Bd. Dec. 218; November
2007 Mtg., Bd. Dec. 64; January 2009 Mtg., Bd. Dec. 152

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41.080.11. Preparation
The parents or legal guardians of the student are responsible for providing appropriate
clothing and round-trip transportation to and from the host district.
Parents or guardians of outbound students shall be provided itemized invoices outlining
how funds paid to participate in Youth Exchange are used. Copies of these invoices
should also be provided to the sending Rotary club.
The student and the prospective host family should communicate with each other before
the student leaves home.
The host and sending club or districts must provide students with a list of individuals tocontact in the case of a problem or emergency. This list must include the name andcontact information for the student’s Rotarian counselor, host club president, host district
chair, host governor, sending district chair, sending governor, sending club president andtwo non-Rotarian resource persons (one male and one female). This list must also
include local resources for medical, dental and mental health care and law enforcement
professionals. Where available, this list should also include local resources, suicide
prevention hotlines, rape crisis hotlines, and local child protection agencies. (November
2009 Mtg., Bd. Dec. 56)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2004 Mtg., Bd. Dec. 108; January 2009 Mtg., Bd. Dec. 152;
November 2009 Mtg., Bd. Dec. 56

41.080.12. Orientation
The sending club or district must organize a mandatory orientation for students and theirparents or legal guardians prior to departure. This orientation must inform theparticipants about the rules, procedures and expectations associated with the YouthExchange program and should include a briefing about the local Rotary club and its
activities.
The sending club or district must provide abuse prevention and awareness training forboth students and parents or legal guardians.
The host club or district must also provide an orientation program for inbound students.
This must include guidance for students should they encounter any aspects of neglect,
physical, sexual, or emotional abuse, and contact information for local resources and their
appointed counselors.
Because local laws and customs in one country may differ greatly from those in others,orientation for students must include information on local laws and customs, which may
apply to young people. (January 2009 Mtg., Bd. Dec. 152)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; November 2004 Mtg. Bd. Dec. 108; June
2005 Mtg., Bd. Dec. 271; January 2009 Mtg., Bd. Dec. 152

41.080.13. Student Responsibilities
Students should display comportment at all times reflecting credit on self, the homecountry, and Rotary and should respect each other and act responsibly, befitting their rolein the program.

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Students should strive to adapt to the way of life, including language acquisition, of thehost country and host family members should assist students to ease that transition.
Students should not under any circumstances be permitted to operate or drive a motorized
vehicle of any kind during the exchange, nor to own a motorized vehicle in the hostcountry.
Students should undertake no travel outside the immediate area of the community inwhich the host club is located without the consent of the students’ parents or legal
guardians and of the participating clubs or districts.
Students should accept the supervision and authority of the host family and the host clubor district during the exchange. (January 2009 Mtg., Bd. Dec. 152)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; November 2004 Mtg. Bd. Dec. 108;January 2009 Mtg., Bd. Dec. 152

41.080.14. Student Debriefing
Due to the likely effects of reverse culture shock, following their return, students andtheir parents or legal guardians should be encouraged to attend a debriefing meeting forthe purpose of assisting them to transition to their home, school, and community
environment. (January 2009 Mtg., Bd. Dec. 152)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2007 Mtg., Bd. Dec. 64; January 2009 Mtg., Bd. Dec. 152

41.080.15. Volunteer Selection and Screening
Careful selection of all individuals involved in Youth Exchange should be of paramountconcern and be done with the utmost care and consideration.
All adults (Rotarian and non-Rotarians) involved in the program, including but notlimited to committee members, host families, club counselors, and others, must be
interviewed to determine suitability to work with youth, complete and sign a YouthVolunteer Agreement, and agree to undergo background checks, including law
enforcement public record checks and a reference check.
The host club or district must conscientiously screen and select host families on the basisof a written application, background checks for all adults in the home, including law
enforcement public record checks and reference checks, personal interview, and home
visits.
Any participant who does not comply with the requirements of the program should be
removed from participation in the program. In the case of adult volunteers (both Rotarianand non-Rotarian), those who have not complied with program requirements will bepermanently removed from involvement with youth in a Rotary context. (January 2009
Mtg., Bd. Dec. 152)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2004 Mtg. Bd. Dec. 108; February 2007 Mtg., Bd. Dec. 163;
November 2007 Mtg., Bd. Dec. 64; June 2006 Mtg., Bd. Dec. 248; January 2009 Mtg., Bd. Dec. 152

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41.080.16. Volunteer Training
All adults (Rotarian and non-Rotarians) involved in the program, including but notlimited to committee members, host families, club counselors, and others, must receive
training that includes information on program administration and rules and abuse andharassment awareness and prevention. (January 2009 Mtg., Bd. Dec. 152)
Source: February 2007 Mtg., Bd. Dec. 163; Amended by January 2009 Mtg., Bd. Dec. 152

41.080.17. Host Family Rules and Expectations
The host family should provide room and board for the student and exercise appropriate
supervisory and parental responsibility to ensure the student’s well-being. (January 2009
Mtg., Bd. Dec. 152)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by January 2009 Mtg., Bd. Dec. 152

41.080.18. Early Returns
Any participant who does not comply with the requirements of the program should be
removed from participation in the program. In the case of students, the host and sending
clubs and districts, host families and the student’s parents or legal guardians, must be
fully informed prior to the student being sent home. Such decision requires theagreement of the host and sending districts. The student should be returned home at theearliest practical time by a route agreed upon between the parents or legal guardians andthe sending district. In the event of an impasse, districts may appoint an independent
Rotarian to serve as a mediator. (January 2009 Mtg., Bd. Dec. 152)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by January 2009 Mtg., Bd. Dec. 152

41.080.19. Youth Exchange Alumni
Districts and clubs are encouraged to establish Youth Exchange alumni groups. (January
2009 Mtg., Bd. Dec. 152)
Source: October 1998 Mtg., Bd. Dec. 97

41.080.20. Multidistrict Youth Exchange Program
It is recognized that there may be instances where two or more districts wish to cooperatein jointly undertaking Youth Exchange. The Board has no objection to such cooperative
effort, provided any activity or project is not undertaken unless two-thirds of the clubs ineach such district have first approved participation. Furthermore, the governors of therespective districts shall secure in advance specific authorization of the general secretaryacting on behalf of the Board.
Each governor has the responsibility for the supervision and control of the YouthExchange Program within the district. Multidistrict activities shall be administered by acommittee composed of current district Youth Exchange chairs and other officers
appointed by the respective governors of participating districts. Such a multidistrict
committee is responsible for reporting in writing not less often than annually on its workand finances to all governors in the participating districts. (January 2009 Mtg., Bd. Dec.
152)
Source: May 1979 Mtg., Bd. Dec. 355; Amended by November 2001 Mtg., Bd. Dec. 45; January 2009 Mtg., Bd. Dec. 152

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41.080.21. International Travel by YouthNo individual Rotarian, club, or district shall undertake an alternative program structure
to send minors abroad that circumvents RI youth protection policies, the foregoing YouthExchange policy, or the immigration and travel policies of any nation or government.
No individual Rotarian, club, or district shall assist or cooperate in sending a young
person abroad on an international travel activity unless careful plans are made in advancecovering every aspect of the proposed trip, including approval from the district youth
protection officer and district Youth Exchange chair. In districts without a youth
protection officer, the district governor and the district Youth Exchange committee chairmust approve the arrangements.
No club should provide an identification card, letter of introduction, request for assistanceor other credential or document intended to identify or introduce a young person to a clubor clubs in another country, unless complete mutual agreement has been reached inadvance with respect to the hospitality or assistance to be provided by the host club.
No club is obliged to provide hospitality or assistance to any young person from anothercountry, despite any documented or claimed sponsorship of a Rotary club, unless the hostclub has specifically agreed in advance to provide such hospitality or assistance. (June2009 Mtg., Bd. Dec. 242)
Source: May 1979 Mtg., Bd. Dec. 355; Amended by January 2009 Mtg., Bd. Dec. 152; June 2009 Mtg., Bd. Dec. 242

41.080.22. Involvement by Persons With Disabilities
The Board encourages the involvement of people with disabilities in Youth Exchange
programs and other youth projects where and when this is possible and agreed upon
between the sending and host clubs or districts.
The Board recommends that governors appoint one member of their district YouthExchange committee to be responsible for encouraging and aiding in the participation ofpeople with disabilities in Long-term, Short-term, and New Generations exchanges.
(January 2009 Mtg., Bd. Dec. 152)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by January 2009 Mtg., Bd. Dec. 152

41.080.23. Paid Wages for Youth Exchange Students
Employment regulations in various countries make it impractical for clubs and districts toengage in any international exchange programs in which participants are paid wages.
However, individual Rotarians may provide support to other organizations that areproperly equipped to undertake this type of the international exchange of youth.
(January 2009 Mtg., Bd. Dec. 152)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by January 2009 Mtg., Bd. Dec. 152

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41.080.24. Youth Exchange Committee
The president should appoint annually a Youth Exchange committee to advise the Boardon all aspects of the Youth Exchange program and to develop program content for theannual Youth Exchange Officers preconvention meeting. (January 2009 Mtg., Bd. Dec.
152)
Source: June 2001 Mtg., Bd. Dec. 393

41.080.25. District Youth Exchange Committee Chair and Multidistrict Officer List
The general secretary shall publish annually a list of all Youth Exchange officers or
district Youth Exchange committee chairs serving one district, more than one district, or
all the districts in one country. This list is to include district specific notes relating toalternative policy which has been reviewed by the general secretary and determined tomeet the intent of RI policy. This list will exclude districts that have not met districtcertification requirements. This list shall be revised and distributed annually to governors
and to those who are included in the list. (June 2009 Mtg., Bd. Dec. 217)
Source: May 1979 Mtg., Bd. Dec. 355; March 1997 Mtg., Bd. Dec. 275; November 2004 Mtg. Bd. Dec. 108; June 2009 Mtg., Bd.
Dec. 217

41.080.26. Youth Exchange Officers Preconvention Meeting
The annual Youth Exchange officers preconvention meeting, as part of the official
convention program, should be conducted in accordance with RI policy regarding
convention operations and procedures. The general secretary is requested to provide staff
support for such meeting. (January 2009 Mtg., Bd. Dec. 152)
Source: June 1976 Mtg., Bd. Dec. 50; November 1978 Mtg., Bd. Dec. 150; November 1990 Mtg., Bd. Dec. 91

41.080.27. Officer and Staff Attendance at Youth Exchange Regional Meetings
A current or past RI officer selected by the president and a staff person should attend
regional meetings of Youth Exchange officers on a periodic basis. (January 2009 Mtg.,
Bd. Dec. 152)
Source: November 1994 Mtg., Bd. Dec. 75; Amended by November 2004 Mtg., Bd. Dec. 108

Cross References
2.110. Youth Protection
17.020. Incorporation of Districts
21.040.1. Youth Exchange Committees and Officers
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Article 42. Global Networking Groups
42.010. Rotary Fellowships
42.020. Rotarian Action Groups
42.030. Incorporation Guidelines For Global Networking Groups

42.010. Rotary Fellowships
42.010.1. Terms of Fellowships
A Rotary fellowship is a group of Rotarians who unite themselves to pursue a vocationalor recreational activity. The primary purpose of a fellowship shall be to further
friendship and fellowship for those who share a common interest. Fellowship activities
must be conducted independently of RI, but must be in harmony with RI policy,
including the use of the Rotary Marks. Fellowships may not be used to promote religious
beliefs, political issues, or other organizations. Recognition of a fellowship by RI in noway implies legal, financial or other obligation or responsibility on the part of RI, or any
district or club. A fellowship may not act on behalf of RI, or represent or imply that it
has authority to act on behalf of RI. A fellowship is not an agency of RI. Fellowships
must be self-sustaining financially, administratively, and otherwise. Fellowships may notexist or function in any country in violation of the laws of such country. Individual
Rotary Fellowships are not covered by RI insurance and are encouraged to assess theirown risk and secure coverage as appropriate. (June 2005 Mtg., Bd. Dec. 302)
Source: January 1966 Mtg., Bd. Dec. 168; November 1999 Mtg., Bd. Dec. 172; Amended by June 2001 Mtg., Bd. Dec. 394; May
2003 Mtg., Bd. Dec. 381; March 2005 Mtg., Bd. Dec. 205; June 2005 Mtg., Bd. Dec. 302

42.010.2. Organization and MembershipA fellowship shall have a governing document (charter, constitution, bylaws or similar
document) which must be consistent with RI policy. All governing documents, andamendments thereto, must be reviewed by the fellowships committee, if practicable, andapproved by the general secretary. A fellowship shall be organized with at least three
officers, one of whom shall be the chair (president or other administrative head) andserve as a non-voting member-at-large of the RI fellowships committee. The chair must
be an active Rotarian. A fellowship's membership shall be open to all Rotarians andspouses of Rotarians. Fellowships are encouraged to open their memberships toRotaractors. Only Rotarians, spouses of Rotarians, and Rotaractors may be members of
fellowships. (June 2005 Mtg., Bd. Dec. 302)
Source: March 1994 Mtg., Bd. Dec. 169; May 2003 Mtg., Bd. Dec. 381; Amended by October 2003 Mtg., Bd. Dec. 85; March 2005
Mtg., Bd. Dec. 205; June 2005 Mtg., Bd. Dec. 302

42.010.3. Criteria for Recognition as a Rotary FellowshipAll fellowships are subject to approval by the Board for recognition. The Board shall notrecognize fellowships formed to promote, participate or be involved in religious orpolitical activities, deal with subjects that negatively affect health or safety, or are not inaccord with the Object of Rotary or the overall policy and program of RotaryInternational. Applications for new fellowships shall be reviewed by the fellowships
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committee and the general secretary shall be forwarded to the Board. All applications
shall be reviewed by the Board, regardless of such recommendations.
To be recognized as a fellowship, a fellowship must:
1) Be a group of Rotarians representing at least three countries who share a common
interest in a specific worthwhile activity which advances the Object of Rotary. The
Board may reduce or waive the number of countries represented
2) Be organized in accordance with RI policy
3) Not duplicate the purposes of an existing fellowship, unless approved by the Board.
Groups that are denied recognition may not reapply for a period of two years from thedate of such denial. (June 2005 Mtg., Bd. Dec. 302)
Source: November 1997 Mtg., Bd. Dec. 141; August 1999 Mtg., Bd. Dec. 66; November 2002 Mtg., Bd. Dec. 101; May 2003 Mtg.,
Bd. Dec. 381; March 2005 Mtg., Bd. Dec. 205; Amended by June 2005 Mtg., Bd. Dec. 302. See also November 1996 Mtg., Bd.
Dec. 10642.010.4. Termination of Recognition
The Board may terminate a fellowship's recognition by RI, with or without the consent of
the fellowship's officers or members, for failure to function in accordance with RI policy.
Failure to respond to communications from the general secretary for a one-year period
may result in termination of recognition of the fellowship.
To maintain its status as a fellowship, a fellowship must
1) Function in accordance with its recognized purpose and in accordance with RI policy
2) Publish a newsletter (which may be distributed solely by electronic means) for
members of the fellowship in good standing, at least once during each Rotary year, andfile the newsletter and other important fellowship communications and documents withthe general secretary3) Hold an annual forum by way of a newsletter, annual meeting, or other activity
appropriate to the fellowship, through which fellowship members in good standing caninteract
4) Respond to inquiries from members, potential members, and the general secretary5) Submit an annual report of activities, including cost of membership dues and afinancial statement showing revenues and expenditures during the past Rotary year, and astatement of funds on hand at the time of the report to its members with a copy to thegeneral secretary by 1 October in each year. (November 2006 Mtg., Bd. Dec. 35)
Source: November 1989 Mtg., Bd. Dec. 96; October 2003 Mtg., Bd. Dec. 85; Amended by May 2003 Mtg., Bd. Dec. 381; November
2004 Mtg., Bd. Dec. 58; March 2005 Mtg., Bd. Dec. 205; June 2005 Mtg., Bd. Dec. 302; November 2006 Mtg., Bd. Dec. 35

42.010.5. Services and Suspension
The General Secretary may suspend services provided to a fellowship, with or without theconsent of the fellowship's officers or members, for failure to function in accordance with
RI policy. These services include use of the Rotary Marks, listing in the Official Directory,
program publications, and on the RI Web site, and provision of a booth at the International
Convention, on a space available basis. (June 2005 Mtg., Bd. Dec. 302)
Source: June 2004 Mtg., Bd. Dec. 257; Amended by June 2005 Mtg., Bd. Dec. 302

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42.010.6. Incorporation of Fellowships
Fellowships are encouraged to incorporate. The advisability of incorporation is a matterthe members should determine in light of the fellowship's activities. Applications forincorporation must be submitted to and approved by the general secretary. The articles ofincorporation, or equivalent corporate document, of a fellowship must include astatement to the effect that the fellowship is not an activity or agency of RI. (June 2005
Mtg., Bd. Dec. 302)
Source: January 1976 Mtg., Bd. Dec. 161; Amended by May 2003 Mtg., Bd. Dec. 381; March 2005 Mtg., Bd. Dec. 205; June 2005
Mtg., Bd. Dec. 302

42.010.7. Fellowships at RI Conventions
An annual joint meeting of all fellowships should be held immediately preceding or
during the convention. An annual general meeting of each fellowship should be held
immediately preceding or during the convention. Fellowships are encouraged to arrange
pre- and post-Convention activities in connection with the convention each year. The
convention committee should assist in organizing such convention-related events andpublicizing fellowship activities at the convention. Space should be provided at theInternational Convention for fellowship groups to meet, where possible, at no cost to thefellowships. (November 2004 Mtg., Bd. Dec. 58)
Source: January 1970 Mtg., Bd. Dec. 129; January 1973 Mtg., Bd. Dec. 168; June 2004 Mtg., Bd. Dec. 257; Amended by May 2003
Mtg., Bd. Dec. 381

42.010.8. Fellowship Information in the Official Directory
The name, address and Web site of each fellowship, and the name, contact informationand classification of the chair of each fellowship, shall be listed in the Official Directoryeach year, provided that such information is submitted by the date set by the generalsecretary. No further descriptive information shall be included. (May 2003 Mtg., Bd.
Dec. 381)
Source: January 1986 Mtg., Bd. Dec. 193; Amended by May 2003 Mtg., Bd. Dec. 381

42.010.9. Promotion of Fellowships
Clubs and districts are encouraged to promote fellowships, especially during June, Rotary
Fellowships Month. Governors are encouraged to promote fellowship activities inmonthly letters and to report at the district assembly or district conference on progress in
fellowship activities for the year. Fellowships are encouraged to hold recognition days toincrease interest in their activities and in Rotary in general, and to maintain Web sites that
promote their activities and inform their members. (May 2003 Mtg., Bd. Dec. 381)
Source: January 1970 Mtg., Bd. Dec. 129; Amended by May 2003 Mtg., Bd. Dec. 381

42.010.10. Rotary Fellowships Logo
An official logo for the Rotary Fellowships Program has been adopted by the Board. The
general secretary shall include the logo on appropriate publications, and make the logo
available on the RI Web site for downloading. (May 2003 Mtg., Bd. Dec. 381)
Source: June 1998 Mtg., Bd. Dec. 354; Amended by June 2001 Mtg., Bd. Dec. 394; November 2002 Mtg., Bd. Dec. 102; May 2003
Mtg., Bd. Dec. 381

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42.010.11. Statement in Publications
Fellowship newsletters, publications, brochures, and Web sites must prominently display
the statement “This fellowship is not an agency of, or controlled by, Rotary International”
or similar language approved by the general secretary. Following is an approved
example of how such language may be incorporated into a statement describing thefellowship.
“The International Golfing Fellowship of Rotarians is a group of Rotarians dedicated topromoting golfing as an opportunity for fellowship. This fellowship operates inaccordance with Rotary International policy, but is not an agency of, or controlled by,
Rotary International.” (June 2005 Mtg., Bd. Dec. 302)
Source: May 2003 Mtg., Bd. Dec. 381; Amended by June 2005 Mtg., Bd. Dec. 302

42.010.12. Agreements with Other Parties
Any agreement between a fellowship and other parties must clearly state that the
fellowship is not an agency of, or controlled by Rotary International, an Illinois
corporation, and that Rotary International is not liable for the activities of the fellowship.
Any such agreement must also clearly state that Rotary International is not a party to theagreement, and that Rotary International is not liable for the performance of, or any
obligation under, the agreement.
A fellowship may not enter into cooperative relationships with other organizations onbehalf of RI. (June 2005 Mtg., Bd. Dec. 302)
Source: March 2005 Mtg., Bd. Dec. 205; June 2005 Mtg., Bd. Dec. 302

42.010.13. Fellowship Dues
Fellowship dues must be of a reasonable amount and limited to that necessary to coveradministrative costs. Each fellowship shall disclose how dues are used in their governing
documents, and on their membership application materials. (June 2005 Mtg., Bd. Dec.
302)
Source: June 2004 Mtg., Bd. Dec. 257; Amended by June 2005 Mtg., Bd. Dec. 302

42.010.14. Fellowships and Other Organizations
In order to ensure coordination and cooperation with Rotary entities that may be involved
in similar activities and avoid conflicts of interest, Rotary Fellowships approaching otherorganizations for funds in excess of US$25,000 or other cooperative relationships shallnotify the general secretary in advance of any applications. This provision also applies tofunds that will be disbursed to a third party organization working with the group. (June2005 Mtg., Bd. Dec. 302)
Source: June 2004 Mtg., Bd. Dec. 258; Amended by March 2005 Mtg., Bd. Dec. 205; June 2005 Mtg., Bd. Dec. 302

42.010.15. Fellowship Circularization Policy
A Rotary Fellowship desiring to request the cooperation of districts, clubs or Rotarians
outside of its own membership in connection with any matter whatsoever, by any means,including telemarketing, shall first submit its purpose and plans to the governor orgovernors of the involved area and secure his, her, or their approval.

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A Rotary Fellowship(s) engaging in these types of activities must comply with RI policy
for use of the Rotary Marks, including use of proper identification and qualifying
language regarding the Rotary Fellowship(s).
No Rotary Fellowship shall solicit financial assistance or participation in commercial
ventures from any Rotary district or club or from individual Rotarians other than its own
members unless and until it first secures authorization from the Board. No Rotary
Fellowship shall solicit funds on Web sites, with the exception of membership dues.
Even within the limits described above, it is not permissible for a Rotarian to circularize
other fellowship members on matters affecting his or her individual business interests.
(November 2007 Mtg., Bd. Dec. 32)
Source: March 2005 Mtg., Bd. Dec. 205; Amended by June 2005 Mtg., Bd. Dec. 302; November 2005 Mtg., Bd. Dec. 38; November
2007 Mtg., Bd. Dec. 32

42.010.16. Policy Compliance
Fellowships that are not in compliance with RI policy are subject to termination of theirfellowship status.
The general secretary may, acting on behalf of the Board, terminate a Rotary Fellowship
when a group has not communicated with the general secretary for a one-year period, as
required by the Rotary Code of Policies, or in cases where the group has decided tovoluntarily disband. Disbanded fellowships should donate any remaining funds to The
Rotary Foundation. (June 2008 Mtg., Bd. Dec. 227)
Source: June 2005 Mtg., Bd. Dec. 302; November 2005 Mtg., Bd. Dec. 78; January 2008 Mtg., Bd. Dec. 164

42.020. Rotarian Action Groups
42.020.1. Terms of Rotarian Action Groups
A Rotarian Action Group is a voluntary association of Rotarians who unite themselves forthe purpose of conducting international service projects that advance the Object of Rotary.
Rotarian Action Group activities must be in harmony with RI policy, including the use of
the Rotary Marks. Rotarian Action Groups may not be used to promote religious beliefs,
political issues, or other non-Rotary organizations. Recognition of a Rotarian Action
Group by RI in no way implies legal, financial or other obligation or responsibility on thepart of RI, or any district or club. A Rotarian Action Group may not act on behalf of RI, or
represent or imply that it has authority to act on behalf of RI. A Rotarian Action Group is
not an agency of RI. Rotarian Action Groups must be self-sustaining financially,administratively, and otherwise. Rotarian Action Groups may not exist or function in any
country in violation of the laws of such country.
Individual Rotarian Action Groups are not covered by RI insurance and are encouraged toassess their own risk and secure coverage as appropriate, including directors’ and officers’
insurance. (November 2006 Mtg., Dec. 75)
Source: June 2005 Mtg., Bd. Dec. 302; Amended by November 2006 Mtg., Dec. 75

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42.020.2. Organization and Membership
A Rotarian Action Group shall have a governing document (charter, constitution, bylaws
or similar document) which must be consistent with RI policy. Rotarian Action Groups
must adopt the standard bylaws approved by the RI Board. The governing documents,
including such bylaws, may include other provisions not inconsistent with the standard
bylaws and RI policy. All governing documents and amendments thereto must be
approved by the RI Board. A Rotarian Action Group shall be organized with at least
three officers, one of whom shall be the chair (president or other administrative head).
Each officer must be an active Rotarian. A group's membership shall be open to all
Rotarians and spouses of Rotarians. Groups are encouraged to open their memberships toRotaractors. Only Rotarians, spouses of Rotarians, and Rotaractors may be members.
(November 2006 Mtg., Dec. 75)
Source: June 2005 Mtg., Bd. Dec. 302; Amended by November 2006 Mtg., Dec. 75

42.020.3. Criteria for Recognition as a Rotarian Action GroupAll Rotarian Action Groups are subject to approval by the Board for recognition. The
Board shall not recognize Rotarian Action Groups formed to promote, participate or be
involved in religious or political activities, deal with subjects that negatively affect healthor safety, or are not in accord with the Object of Rotary or the overall policy and programof Rotary International.
To apply to become a Rotarian Action Group, the group must
1) Consist of Rotarians representing at least three countries who share a common interestin a specific worthwhile service activity which advances the Object of Rotary. The
Board may reduce or waive the number of countries represented
2) Complete an application, including an action plan that outlines how the group plans toaccomplish its service goals, what types of projects it intends to promote or conduct, andthe expertise its founding members have in the subject
3) Be organized in accordance with RI policy4) Complement the service activities of Rotarians, clubs and districts in advancing the
Object of Rotary and not conflict with the purposes of an existing Rotarian Action Group,
RI Program or Rotary Foundation program, unless approved by the Board
Within a two year period, the Rotarian Action Group must have undertaken an international
service project and achieved a membership of 100 individuals representing at least 10
countries and three zones. Until these criteria are met, groups will be considered
provisional. Provisional groups shall have all the rights and responsibilities of Rotarian
Action Groups. Provisional groups that do not achieve these threshold levels within two
years of official recognition will be terminated, unless granted a waiver or extension by theboard.
Groups shall be reviewed on a triennial basis to determine whether they are maintaining
the criteria for recognition.

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Groups that are denied recognition or terminated may not reapply for a period of two
years from the date of such denial. (January 2009 Mtg., Bd. Dec. 132)
Source: June 2005 Mtg., Bd. Dec. 302; Amended by November 2006 Mtg., Dec. 75; November 2007 Mtg., Bd. Dec. 69; January
2009 Mtg., Bd. Dec. 132

42.020.4. Termination of Recognition
The Board may terminate a group’s recognition by RI, with or without the consent of thegroup's officers or members, for failure to function in accordance with RI policy. Failure
to respond to communications from the general secretary for a one-year period may resultin termination of recognition of the group.
To maintain its status as a Rotarian Action Group, a group must:
1) Function in accordance with its recognized purpose and in accordance with RI policy,
including continuation of the membership requirements specified in 42.020.3.
2) Regularly undertake an international service project3) Publish a newsletter (which may be distributed solely by electronic means) for
members of the Rotarian Action Group in good standing, at least once during each Rotary
year, and file the newsletter and other important communications and documents with thegeneral secretary4) Hold an annual forum by way of a newsletter, annual meeting, or other activity
appropriate to the Rotarian Action Group, through which group members in goodstanding can interact
5) Respond to inquiries from members, potential members, and the general secretary6) Submit an annual report of activities, including summary of service projects
completed, cost of membership dues and a financial statement showing revenues andexpenditures during the previous Rotary year, and a statement of funds on hand at thetime of the report, to its members with a copy to the General Secretary by 1 October ineach year
Without limiting the vision of a particular Rotarian Action Group to strategically plan its
long term program of international service, it is expected that each group will, over the
medium term (three years), strive to achieve the following expectations:
•
•
•
•
•
•

Expand its individual membership base
Increase the number of districts in which projects are undertaken
Increase the number of countries in which projects are undertaken
Enhance the quality and sustainability of its program through leadership development
and a best practices model
Strengthen the leadership and governance of the Rotarian Action Group
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•
•
•

327

Provide for sustainable and accountable financial resources
Demonstrate the involvement of clubs and districts in the program of the action group
Provide quantitative and qualitative reports to its members and to RI on the programof the Rotarian Action Group
Attend and maintain an information booth at the International Convention.
(November 2007 Mtg., Dec. 69)

Source: June 2005 Mtg., Bd. Dec. 302; Amended by November 2006 Mtg., Dec. 75; November 2007 Mtg., Bd. Dec. 69

42.020.5. Independent Review of Financial Statements
Rotarian Action Groups with annual gross receipts or expenditures of more than
US$25,000 or equivalent are required to provide an annual financial statement and reportthat has been independently reviewed by a qualified accountant or by an action groupaudit committee, as may be decided by the members at their annual general meeting.
This report is to be provided to the membership within three months of the completion of
the action group’s fiscal year, and a copy is to be supplied to the general secretary by 1
October in each year.
If an audit committee approach is selected, the committee musta) Be composed of at least three members who are not current officersb) Be composed of active Rotariansc) Have at least one member who is a past governord) Have at least one member with accounting and audit experiencee) Be selected by the action group at its annual meeting in accordance with theprocedures established by the Rotarian Action Group. (November 2007 Mtg., Dec. 69)
Source: June 2005 Mtg., Bd. Dec. 302; Amended by November 2006 Mtg., Dec. 75; November 2007 Mtg., Dec. 69

42.020.6. Services and Suspension
The General Secretary may suspend services provided to a Rotarian Action Group, with orwithout the consent of the group's officers or members, for failure to function in accordancewith RI policy. These services include use of the Rotary Marks, listing in the Official
Directory, program publications, and on the RI Web site, and provision of a booth at theInternational Convention, on a space available basis. (June 2005 Mtg., Bd. Dec. 302)
Source: June 2005 Mtg., Bd. Dec. 302

42.020.7. Incorporation of Rotarian Action Groups
Rotarian Action Groups are encouraged to incorporate. The advisability of incorporation
is a matter the members should determine in light of their activities. Applications forincorporation must be submitted to the general secretary. The articles of incorporation,or equivalent corporate document, of a Rotarian Action Group must include a statement
to the effect that the group is not an activity or agency of RI and must be in accordancewith RI policy. (November 2006 Mtg., Dec. 75)
Source: June 2005 Mtg., Bd. Dec. 302; Amended by November 2006 Mtg., Dec. 75

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42.020.8. Rotarian Action Groups at RI Conventions
An annual general meeting of each Rotarian Action Group should be held immediately
preceding or during the convention. Space should be provided at the International
Convention for Rotarian Action Groups to meet, where possible, at no cost to the
Rotarian Action Groups. (June 2005 Mtg., Bd. Dec. 302)
Source: June 2005 Mtg., Bd. Dec. 302

42.020.9. Rotarian Action Group Information in the Official Directory
The name, address and Web site of each Rotarian Action Group, and the name, contact
information and classification of the chair of each group, shall be listed in the Official
Directory each year, provided that such information is submitted by the date set by thegeneral secretary. No further descriptive information shall be included. (June 2005 Mtg.,
Bd. Dec. 302)
Source: June 2005 Mtg., Bd. Dec. 302

42.020.10. Promotion of Rotarian Action Groups
Rotarian Action Groups are encouraged to maintain Web sites that promote theiractivities and inform their members. Groups in formation that have not yet received
recognition from the Board may organize a Web site to seek potential members, as longas the Web site clearly states that the group is not a Rotarian Action Group, and does not
use the Rotary Marks. Groups in formation that are denied recognition must disable
these Web sites upon notification of the Board’s decision. (November 2006 Mtg., Dec.
75)
Source: June 2005 Mtg., Bd. Dec. 302; Amended by November 2006 Mtg., Dec. 75

42.020.11. Statement in Publications
Rotarian Action Groups’ newsletters, publications, brochures, and Web sites must
prominently display the statement “This Rotarian Action Group is not an agency of, or
controlled by, Rotary International” or similar language approved by the generalsecretary. Following is an approved example of how such language may be incorporated
into a statement describing a Rotarian Action Group.
“The Rotarian Action Group for Urban Concerns is a group of Rotarians whose purpose
is to mobilize Rotarians and provide global leadership to address issues such as crime,
unemployment, substance abuse, and homelessness. This Rotarian Action Group
operates in accordance with Rotary International policy, but is not an agency of, or
controlled by, Rotary International.” (June 2005 Mtg., Bd. Dec. 302)
Source: June 2005 Mtg., Bd. Dec. 302

42.020.12. Agreements with Other Parties
Any agreement between a Rotarian Action Group and other parties must clearly state that
the Rotarian Action Group is not an agency of, or controlled by Rotary International, an
Illinois corporation, and that Rotary International is not liable for the activities of theRotarian Action Group. Any such agreement must also clearly state that RotaryInternational is not a party to the agreement, and that Rotary International is not liable forRotary Code of Policies
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the performance of, or any obligation under, the agreement. The Rotarian Action Groupshall provide a copy of any such agreement to the general secretary. (November 2006
Mtg., Dec. 75)
Source: June 2005 Mtg., Bd. Dec. 302; Amended by November 2006 Mtg., Dec. 75

42.020.13. Rotarian Action Group Dues
Rotarian Action Group dues must be of a reasonable amount and limited to that necessary
to cover administrative costs. Each Rotarian Action Group shall disclose how dues areused in their governing documents, and on their membership application materials.
Rotarian Action Groups shall prepare and circulate a statement of income and expenses
annually to their members as provided in 42.020.4. (June 2005 Mtg., Bd. Dec. 302)
Source: June 2005 Mtg., Bd. Dec. 302

42.020.14. Rotarian Action Group Service Activities
Rotarian Action Groups are encouraged to work through the existing structure of Rotary
clubs and districts to promote and support their service projects. Rotarian Action Groups
may list projects on their Web sites seeking financial support with notification to thegeneral secretary. (February 2007 Mtg., Bd. Dec. 160)
Source: June 2005 Mtg., Bd. Dec. 302; Amended by February 2007 Mtg., Bd. Dec. 160

42.020.15. Relationship between Rotarian Action Groups and Resource Groups
If appointed, resource groups are asked to facilitate the activities of the relevant Rotarian
Action Group. (November 2007 Mtg., Bd. Dec. 69)
Source: November 2007 Mtg., Bd. Dec. 69

42.020.16. Rotarian Action Groups and Other Organizations
1. In order to ensure coordination and cooperation with Rotary entities that may be
involved in similar activities and avoid conflicts of interest, Rotarian Action Groups
approaching other organizations for funds in excess of US$25,000, or other cooperative
relationships, shall notify, and provide a copy to, the general secretary in advance of any
formal applications. This provision also applies to funds that will be disbursed to a third
party organization working with the group.
2. Notwithstanding point 1. above, Rotarian Action Groups may not contact or solicit
any organizations on the “no contact list,” as defined in Article 35.010.1., for the purposeof obtaining funds or cooperation for their projects without the express written consent of
the RI president in consultation with the Trustee Chairman. (February 2007 Mtg., Bd.
Dec. 159)
Source: June 2005 Mtg., Bd. Dec. 302; February 2007 Mtg., Bd. Dec. 159; Amended by November 2006 Mtg., Dec. 75

42.020.17. Rotarian Action Group Circularization Policy
A Rotarian Action Group desiring to request the cooperation of districts, clubs or
Rotarians for any purpose including, but not limited to, the solicitation of financial
assistance or participation in commercial ventures shall first secure authorization from

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the Board. No Rotarian Action Group shall solicit funds on Web sites, with the exceptionof membership dues.
A Rotarian Action Group engaging in these types of activities must comply with RI
policy for use of the Rotary Marks, including use of proper identification and qualifying
language regarding the Rotarian Action Group. Even within the limits described above,it is not permissible for a Rotarian to circularize on matters affecting his or her individual
business interests including members of other Rotarian Action Groups. (June 2009 Mtg.,
Bd. Dec. 246)
Source: June 2005 Mtg., Bd. Dec. 302; Amended by November 2005 Mtg., Bd. Dec. 38; November 2007 Mtg., Bd. Dec. 32; June2009 Mtg., Bd. Dec. 246

42.020.18. Policy Compliance
Rotarian Action Groups that are not in compliance with RI policy are subject totermination of their status.
The general secretary may, acting on behalf of the Board, terminate a Rotarian Action
Group when a group has not communicated with the general secretary for a one-year
period, as required by the Rotary Code of Policies, or in cases where the group has
decided to voluntarily disband. (November 2005 Mtg., Bd. Dec. 78)
Source: June 2005 Mtg., Bd. Dec. 302; November 2005 Mtg., Bd. Dec. 78

42.030. Incorporation Guidelines For Global Networking Groups
The following recommended guidelines apply to all Global Networking Groups that choose toincorporate:
1. The name of the incorporated Global Networking Group shall be the same as the nameapproved by the RI Board
2. The corporation shall be a not-for-profit entity, and it shall pay no dividend and no part of its
money, property or other assets shall be distributed to its members, directors, or officers
3. Where any provision of the corporate documents of the incorporated Global Networking Groupis not in conformity with the constitution, bylaws, or policies of RI, the terms of the constitution,
bylaws, or policies of RI shall prevail at all times
4. All members of the Global Networking Group shall be members of the incorporated entity
5. The initial membership of the Global Networking Group shall be the members of the Global
Networking Group as of the time of the incorporation. The addition or removal of a member froma Global Networking Group pursuant to the Global Networking Group’s governing document shallimmediately and automatically result in a corresponding change in the membership of thecorporation
6. Only Rotarians, spouses of Rotarians, and Rotaractors may be members of the incorporated
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7. The Global Networking Group corporation shall immediately and automatically cease
operations and begin dissolution upon directive of the RI Board or upon the approval of themembers of the corporation. The chair shall provide the Board notice of a decision by the Global
Networking Group to dissolve the corporation, and shall provide a final report upon the completionof the dissolution process
8. The board of directors and officers of the Global Networking Group corporation shall be limited
to Rotarians, spouses of Rotarians or Rotaractors who are members of the Global Networking
Group
9. The number and terms of the directors shall be as required by local law and as provided for by
the incorporated Global Networking Group’s corporate documents
10. There shall be at least three officers of the Global Networking Group, one of whom shall be
the chair (president or other administrative head). The chair must be an active Rotarian. The
current chair shall be the highest officer of the incorporated Global Networking Group and shallserve as chair of the board of directors. The Global Networking Group may elect such otherofficers as required by local law and as provided for in its corporate documents
11. The chair shall report annually to the members on the status of the Global Networking Group
incorporation
12. The Global Networking Group is not an activity or agency of RI. (February 2006 Mtg., Bd.
Dec. 137)
Source: November 2005 Mtg., Bd. Dec. 76

Cross References
31.090.4. General Secretary Authority to Incorporate Global Networking GroupsRotary Code of Policies
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Article 43. RI Awards
43.010. Presidential Citation
43.020. “Four Avenues of Service Citation”
43.030. Service Above Self Award
43.040. Significant Achievement Awards Program
43.050. RI Award of Honor
43.060. RI Membership Development and Extension Award
43.070. Best Cooperative Projects Award
43.080. Membership Development Initiatives Recognition Program
43.090. Recognition for Smaller Club Member Growth43.100. Club Builder Award

43.010. Presidential Citation
The RI president is encouraged to favorably consider the presidential citation each year.
(February 1999 Mtg., Bd. Dec. 196)
Source: June 1998 Mtg., Bd. Dec. 347

43.020. “Four Avenues of Service Citation”
The “Four Avenues of Service Citation for Individual Rotarians” has been established as a way
to recognize the grass-roots efforts of individual Rotarians.
The following are not eligible for this award:
Present, past or incoming RI President
Present, past, or incoming RI directors
Present, past,or incoming general secretary
Present, incoming or immediate past governors
Current club presidents
Present, past, or incoming president, immediate past president, vice-president, or honorary
treasurer of RIBI. (May 2003 Mtg., Bd. Dec. 324)
Source: July 1997 Mtg., Bd. Dec. 52; Amended by June 1998 Mtg., Bd. Dec. 347; June 2001 Mtg., Bd. Dec. 389

43.030. Service Above Self Award
The purpose of this award is to recognize exemplary humanitarian service in any form and at any
level by those who might otherwise go unrecognized. Candidates shall be considered based
solely on the humanitarian Rotary services they have rendered. Personal financial contributions
to Rotary, its Foundation or any individual project are not relevant considerations for this award.
Names of the winners of the award shall be included on the RI Web site.
Eligibility
Any active Rotarian in good standing may be nominated, except the following:Rotary Code of Policies
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District Governor
District Governor-electImmediate Past District Governor
RI Director
RI Director-electPast RI Director
RI President
RI President-electPast RI President
Foundation Trustee
Incoming Foundation Trustee
Past Foundation Trustee
It is not possible to nominate one’s self for the award. In addition, nominees must not be thespouse, lineal descendant (child or grandchild), a spouse of a lineal descendant or an ancestor(parent or grandparent) of the nominator. An individual may only receive the award once.
Criteria
Nominees must be Rotarians in good standing. They must have demonstrated exemplary
humanitarian service, in any form and at any level, with an emphasis on personal volunteer
efforts and active involvement in helping others through Rotary. The award will not be given
solely in recognition of one’s performance in an elected or appointed Rotary assignment.
Nominees’ service through Rotary must be on a continuing basis.
Only current or immediate past district governors, and current and past RI directors may submit
nominations. Any eligible nominator may nominate no more than three candidates for the award
in any given year.
RI’s current special representatives to non-districted Rotary clubs may also nominate amaximum of three Rotarians per year belonging to the clubs they serve.
Up to 150 recipients will be selected each year. It is possible that there will be fewer than 150
recipients selected. No more than one recipient will be selected from a given district each year.
Nominations must be limited to the space provided on the prescribed form and must include aclear description of the nominee’s service rendered through Rotary. Additional information will
not be considered by the selection committee.
The award shall consist of a lapel pin and plaque. (November 2009 Mtg., Bd. Dec. 58)
Source: March 1992 Mtg., Bd. Dec. 184; Amended by February 1995 Mtg., Bd. Dec. 171; February 1996 Mtg., Bd. Dec. 217; June 1998 Mtg.,
Bd. Dec. 347; October 1998 Mtg., Bd. Dec. 68; November 1999 Mtg., Bd. Dec. 131; June 2001 Mtg., Bd. Dec. 389; November 2001 Mtg., Bd.
Dec. 72; February 2002 Mtg., Bd. Dec. 176; February 2003 Mtg., Bd. Dec. 228; November 2004 Mtg., Bd. Dec. 107; November 2006 Mtg., Bd.
Dec. 77; February 2007 Mtg., Bd. Dec. 204; November 2008 Mtg., Bd. Dec. 66; November 2009 Mtg., Bd. Dec. 58

Cross References
31.090.5. GS Authority to Rescind Service Above Self Award

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43.040. Significant Achievement Awards Program
The significant achievement awards program shall be a presidential recognition program,effective 1 July 1991. The citation program is designed to give district recognition to club
activity that addresses a significant problem or need. It is the purpose of the award to encourage
new projects on the part of every club and to promote an increased awareness of the importanceof exemplary club efforts. The criteria for selection of significant achievement awards are foundon the Significant Achievement Awards Nomination Form that has been approved for use by the
RI Board. (June 1998 Mtg., Bd. Dec. 348)
Source: July 1991 Mtg., Bd. Dec. 22

43.050. RI Award of Honor
The RI Award of Honor may be granted to deserving individuals including heads of state. Up tofive awards may be granted each Rotary year by the president. The president shall report to theBoard the name of the individual to whom he plans to grant an award at least 14 days prior to
granting the award. If a director voices any objection within seven days of notification,
consideration of such award shall be delayed until the next Board meeting. (June 2005 Mtg., Bd.
Dec. 300)
Source: November 1996 Mtg., Bd. Dec. 53. Amended by February 1999 Mtg., Bd. Dec. 189; June 2001 Mtg., Bd. Dec. 387; May 2003 Mtg.,
Bd. Dec. 325; June 2005 Mtg., Bd. Dec. 300. See also July 1990 Mtg., Bd. Dec. 4

43.060. RI Membership Development and Extension Award
The Board has established an annual award known as the “RI Membership Development
Extension Award.” (June 1998 Mtg., Bd. Dec. 348)
Source: June 1997 Mtg., Bd. Dec. 303. See also March 1997 Mtg., Bd. Dec. 266. Affirmed by July 2002 Mtg., Bd. Dec. 30

43.070. Best Cooperative Projects Award
Purpose:The purpose of the External Relations’ Best Cooperative Projects Award is to recognize
outstanding club service projects done in cooperation with other organizations. For example, atthe local level clubs cooperate with a health clinic to provide free vaccinations. Examples for thenational level include cooperating with the Boy Scouts of America and examples at theinternational level include working with international organizations such as UNICEF. Those
projects done in cooperation with the United Nations (UN), its agencies, and/or otherinternational humanitarian organizations will be given priority. The award honors clubs thathave generated increased awareness and understanding of Rotary by working with otherorganizations.
Selection Process:
The method of selection is to be determined by the district governor. Governors may choose toappoint a special committee to select nominees and nominations are to be submitted by the
district governor to Rotary International. Each district can submit up to five nominations.

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Criteria:
Projects requiring active involvement will be given priority. For example, projects that involved
club members and other groups in building a school or well, participating in a tutoring/mentoring
program, or personally distributing food on a weekly basis to the needy are active projects.
Projects that only required fundraising activity will not be considered.
Clubs should be able to provide the following:
1. Cohesive report of project summary and objectives outlining significant grassroots efforts
between the Rotary club and the other organization(s)2. Goals of all contributing organizations to the project
3. Funds required/raised for the project
4. Contact information for other participating organizations
5. Positive results of the cooperation
Clubs may submit only one entry per year. Multi-club projects will also be accepted; each club(depending on level of involvement) would be recognized.
Submissions must be received by the district governor by 15 March and are due at RI World
Headquarters no later than 15 April. Each club can submit only one project to the district
governor, but up to five can be nominated per district.
All nominations must include a completed Nomination Form.
Award information:
The RI President and district governor will sign the award. District governors will be sent theofficial award certificates to present to those clubs who have demonstrated the best efforts tocooperate with other organizations. The district governor will also receive the awards for theother organization(s).
It is recommended that the award be presented during a district-wide event and to also invite
representatives from the other contributing groups. To generate further interest in Rotary andfuture cooperative projects, districts might choose to invite other community organizations toattend the award presentation and invite local media to promote Rotary and the otherorganization(s).
Each club selected will receive an award, as will the cooperating organization(s). Therefore, theother organization(s) will also be recognized.
Internal Information:
External Relations staff will confirm the final award winners provided they meet the criteria.
Publicity:
Information about the award will be posted on the Rotary portal, PR Tips, and other Rotary
publications. (June 2004 Mtg., Bd. Dec. 236)
Source: February 2004 Mtg., Bd. Dec. 212

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43.080. Membership Development Initiatives Recognition Program
The Board has established the Membership Development Initiatives Recognition program as
follows:
1. Up to three clubs per district will be recognized by the governor on an annual basis fordeveloping a proactive, creative, long-term strategy for each of the three main supporting
activities of membership development and retention:a. promotion of member retention;b. identification and recruitment of qualified members;c. organization of new Rotary clubs.
2. To be considered for recognition, clubs must submit a one-page, detailed explanation of theirproactive initiative or strategy to their district governor by 15 April;
3. District governors should forward the names of clubs recommended for recognition and theclubs’ initiative or strategy to RI by 15 May;
4. A certificate signed by the RI president will be awarded to each club. (March 2005 Mtg., Bd.
Dec. 233)
Source: March 2005 Mtg., Bd. Dec. 233

43.090. Recognition for Smaller Club Member Growth
The Board has adopted the “Recognition for Smaller Club Member Growth” program. (June2007 Mtg., Bd. Dec. 226)
Source: February 2007 Mtg., Bd. Dec. 198

43.100. Club Builder Award
The purpose of this award is to recognize Rotarians who have made a significant impact insupporting and strengthening their Rotary clubs. District governors may nominate one candidate
for this award from their districts each year.
Eligibility
Candidates must1) be active Rotarians in good standing, with at least ten years of membership2) have served as club president3) be members of a Rotary club with a minimum of 30 members in the three years prior to
submission of the nomination
Current, past, and incoming Rotary International officers are ineligible for this award.
Criteria
Candidates must have achieved the following:
1. personally recruited at least five members who are still active Rotarians at the time ofnomination;

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2. participated in Rotary training in their club;
3. participated in at least one meaningful club-level vocational service project;
4. ttended at least two district meetings in the three years prior to submission of the nomination.
Selection Procedure
Eligible candidates must be recommended by three past club presidents of their own club (or of
their prior club if they are members of a new club that has been in existence for less than three
years). District governors should form a selection committee of three past governors to select the
district nominee. The district governor may endorse one candidate and must submit the name of
the recipient to Rotary International by 1 November.
Award information
Recipients shall receive a certificate signed by the president of Rotary International. Thiscertificate will be sent to the governor in January and should be presented to the winner during
the district conference by the president’s representative. After the award has been
made, the name of the winner should be published in the zone level newsletter and/or governor’smonthly letter. (January 2010 Mtg., Bd. Dec. 147)
Source: January 2010 Mtg., Bd. Dec. 147

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CHAPTER VI
COMMUNICATIONSArticles
48. Official Language and Translation
49. Membership Communications
50. Public Relations and Information
51. Publications
52. Audio/Visual/Electronic Communications
53. Other Communications

Article 48. Official Language and Translation
48.010. RI Official Language
48.020. Translation of Rotary Literature

48.010. RI Official Language
English is the only official language of RI and all official documents, including club charters,
shall be issued in English. A charter issued to a Rotary club in a non-English-speaking country,
where practicable, shall be accompanied by a translation of the charter in the language of thecountry in which the club is located. Such translation shall not bear the seal of RI or thesignature of its officials. (June 1998 Mtg., Bd. Dec. 348)
Source: May 1954 Mtg., Bd. Dec. 206; January 1973 Mtg., Bd. Dec. 109. Affirmed by June 1998 Mtg., Bd. Dec. 387; November 1999 Mtg.,
Bd. Dec. 224

48.010.1. Standard Common Second Language
The Board has elected not to adopt an advocacy position in the promotion of a standard
common second language. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1960 Mtg. Bd. Dec. E-16; November 1996 Mtg., Bd. Dec. 148

48.020. Translation of Rotary Literature
The policy of RI concerning publication of Rotary literature in languages other than English, theofficial language of RI, is:1) RI will provide translated versions of essential club and district information in Japanese,
Portuguese, Spanish, French, German, Korean, Italian, Swedish and Hindi.
2) All RI publications shall be revised in English and other languages on a staggered, triennial
basis, with those publications affected most by the Council on Legislation to be revised after theCouncil. The general secretary will be authorized to make exceptions to this policy, as
necessary. Recent changes in Board policy will be shared with club and district leaders via the
RI Web site and the Rotary World;

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3) A district or group of districts in which the Rotarians speak a language(s) other than thoselisted above may, on a voluntary basis, translate, print and distribute essential club information to
the clubs in their district(s). Publications translated by volunteers shall not be considered official
RI translations.
The Board has approved a plan for a project for translation of publications by volunteers andrecommends that language groups other than those listed above participate in the ongoingTranslation Project under which RI reimburses for the printing and distribution of publicationstranslated by volunteers. (January 2008 Mtg., Bd. Dec. 142)
Source: November 1999 Mtg., Bd. Dec. 224; February 2000 Mtg., Bd. Dec. 346; Amended by November 2007 Mtg., Bd. Dec. 117. See also
April 2000 Trustees Mtg., Dec. 135

48.020.1. Role of General Secretary in Translations of Rotary Literature
The translation and printing of Rotary literature shall be under the direct supervision of
the general secretary, who is authorized to approve translations on behalf of the Board
and, to modify the text of translations of Rotary literature, where it appears necessary oradvisable to make publications generally more useful to clubs. The distribution of Rotary
literature to clubs shall be made by the Secretariat. (June 2002 Mtg., Bd. Dec. 245)
Source: April 1930 Mtg., Bd. Dec. IV(p); January 1958 Mtg., Bd. Dec. 142; November 1997 Mtg., Bd. Dec. 108

48.020.2. Use of Rotarian Volunteers in Translating
The general secretary shall develop a database of Rotarians who are able to interpret andtranslate into many languages. In selecting Rotarians to interpret /translate, the generalsecretary shall ensure that they first provide a sample of their work. (June 1998 Mtg., Bd.
Dec. 348)
Source: November 1997 Mtg., Bd. Dec. 185

48.020.3. Translation of Regional Magazines
Regional magazines shall take financial responsibility for translation of materials into
their language from the English text provided by The Rotarian magazine at no cost to RI.
(June 1998 Mtg., Bd. Dec. 348)
Source: October-November 1986 Mtg., Bd. Dec. 188

48.020.4. Translation of World Community Service Program Materials
All publications necessary to the achievement of a greater awareness and effective
participation by clubs in Rotary World Community Service activities shall be madeavailable (through translation and other appropriate adaptation) in as many languages as
possible at RI expense. (June 1998 Mtg., Bd. Dec. 348)
Source: October-November 1985 Mtg., Bd. Dec. 93

48.020.5. Translation of Constitutional Documents of Rotary International
A note shall be included in all editions of the Manual of Procedure in languages otherthan English preceding the section that includes the constitutional documents, to indicate:a) that in the event of any question arising regarding the meaning or interpretation of any
provision of the constitutional documents, the English-language text of these documents

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is the official text; b) that each governor has a copy of the English-language edition of theManual of Procedure, including the constitutional documents; and c) that a copy of theconstitutional documents in English may be obtained by ordering an English-language
edition of the Manual of Procedure. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1976 Mtg., Bd. Dec. 80

48.020.6. Translation of Name “Rotary Club of”
A club may use the language of the country in which it is located to designate the nameof the club so long as the name in translation reflects accurately the designation as given
in English. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1955 Mtg., Bd. Dec. E-6

Cross References
31.080.5. General Secretary Authority regarding Translations of Rotary Literature
58.050.3 Simultaneous Interpretation/Language Support During Plenary Sessions
61.030.15. Simultaneous Interpretation at Regional Conferences
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Article 49. Membership Communications

49.010.
49.020.
49.030.
49.040.
49.050.
49.060.
49.070.

Official Notices
Board Minutes
Worldwide Directory
Official Directory
Manual of Procedure
Constitutional Documents
Codification of Policies

49.010. Official Notices
Official notices shall be sent to clubs and districts, whenever feasible, through the Rotary World.
Such notification will satisfy the requirements of the RI Bylaws. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1994 Mtg., Bd. Dec. 116

49.020. Board Minutes
The minutes of Board meetings shall be distributed to:a) Current Board membersb) Immediate past members of the Boardc) Incoming members of the Boardd) President’s officee) General Secretary for use as he or she may deem necessary in the offices of the Secretariatf) Officers of RIBIg) Members of the RI finance committeeh) Members of the RI constitution and bylaws committeei) Past presidents, directors, and general secretaries of RI
Those who are authorized to receive copies are expected to treat the minutes as confidential
information. The minutes are not for reproduction or distribution to other than those authorized
to receive copies. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1984 Mtg., Bd. Dec. E-12

49.020.1. Confidentiality of Board Minutes and Reports
Any and all reports to a Board meeting or to a RI committee meeting, as well as
discussions during those meetings and notes taken during those meetings, containproprietary and confidential information. The privileged relationship between any
attorney engaged by RI must remain between the attorney and RI, and thus information
emerging from this relationship is to be provided only to RI Directors. (May 2003 Mtg.,
Bd. Dec. 325)
Source: November 1997 Mtg., Bd. Dec. 104; May 2003 Mtg., Bd. Dec. 325

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49.030. Worldwide Directory
The Board has emphatically denied approval of the publication of a directory containing theaddresses and classifications of all Rotarians of the world. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1916 Mtg., Bd. Dec.; October 1916 Mtg., Bd. Dec. Item No. 33; Dec. 1916 Mtg., Bd. Dec. 17-e; November 1928 Mtg., Bd.
Dec. IV-(f)49.040. Official Directory
The content and format of the Official Directory is a responsibility of the general secretary. (June1998 Mtg., Bd. Dec. 348)
Source: January 1954 Mtg., Bd. Dec. 141

49.040.1. Official Directory, Distribution of
One copy of the Official Directory shall be distributed gratis to the secretary of each club,with additional copies to be available for purchase in any quantity by the club. (June1998 Mtg., Bd. Dec. 348)
Source: April 1971 Mtg., Bd. Dec. 286

49.040.2. Contact Information in Official Directory
The General Secretary shall include in the Official Directory the business and home
telephone numbers and email addresses, if available, of all persons whose names appear
in the Official Directory. (May 2003 Mtg., Bd. Dec. 325)
Source: March 1984 Mtg., Bd. Dec. 324; Amended by May 2003 Mtg., Bd. Dec. 325

49.040.3. List of Official Rotary Licensees in the Official Directory
The general secretary shall publish in each Official Directory the name and relevant
information of all current licensees who are up-to-date with their royalty payments at thetime such publication goes to print. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1997 Mtg., Bd. Dec. 317

49.040.4. Mailing Addresses for President and President-elect in the Official Directory
The general secretary shall ensure that in each edition of the annual Official Directory, as
well as in all other publications from the Secretariat that list addresses (fax and phone
numbers, etc.), the only address given for the president and president-elect is the World
Headquarters in Evanston. (June 1998 Mtg., Bd. Dec. 348)
Source: July 1997 Mtg., Bd. Dec. 24

Cross References
11.030.1. Approval for Clubs to Solicit Cooperation, Financial Aid, or Participation
11.030.6. Use of Official Directories for Commercial Purposes or Circularization
11.050. Club Membership Lists
41.010.11. Interact Club Designations in Official Directory
41.020.20. Rotaract Club Designations in Official Directory

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49.050. Manual of Procedure
49.050.1. Manual of Procedure
The English edition of the Manual of Procedure shall be revised and published within six
months of the adjournment of the Council. The editions in other languages shall berevised and published as soon thereafter as possible. (November 1999 Mtg., Bd. Dec.
201)
Source: October-November 1977 Mtg., Bd. Dec. 177. Amended by February 1999 Mtg., Bd. Dec. 208; November 1999
Mtg., Bd. Dec. 201

49.050.2. Manual of Procedure on RI Web site
The Manual of Procedure shall be available on the Internet. (May 2003 Mtg., Bd. Dec. 325)
Source: October 1998 Mtg., Bd. Dec. 84; Amended by May 2003 Mtg., Bd. Dec. 325

49.060. Constitutional Documents
The revised English edition of the constitutional documents should be mailed to all districts
within two months of adjournment of the Council. Adopted enactments should be reproduced
exactly as adopted by the Council and only modified as necessary to give full effect to all
adopted enactments. (November 2007 Mtg., Bd. Dec. 32)
Source: February 1999 Mtg., Bd. Dec. 208; June 2007 Mtg., Bd. Dec. 255

49.070. Codification of Policies
The Rotary Code of Policies will result in a highly useful reference manual, in subject order, of
all policy decisions still in force that were made by Conventions, Councils on Legislation, theBoard, the Trustees and to a limited extent, the general secretary. All general and permanentpolicies of the Board shall be incorporated into the Code.
The Code will be maintained and kept up to date by the general secretary in one format in bothan electronic edition at the Secretariat and a loose-leaf paper edition. The general secretary, atthe conclusion of each Board meeting, shall review the decisions passed at that meeting andprepare a report listing those decisions taken by the Board that should be added to the Code.
This report shall be submitted to the Executive Committee of the Board at its next meeting. The
general secretary shall update the Rotary Code of Policies after each Board meeting for
distribution in loose-leaf form to the Board and appropriate RI staff, and publication on the RI
Web site. The general secretary shall also prepare an annual edition of the Code in compact disk
(CD) form that shall be delivered gratis to each trustee, past director, governor and governorelect who requests a copy, and shall be offered as a sale item in CD form to any other interested
Rotarian or club.
Effective 1 July 2004, any section or subsection of the Code that is based on a Board decision
more than 30 years old, and that has not been subsequently amended, shall be automaticallyrescinded effective 1 July of that year unless formally retained by specific action of the Board.
Decisions in the Code that will be rescinded pursuant to the above policy shall be reported to theBoard at its June meeting of each year.

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The general secretary is requested to ensure that all suggested Board decisions make reference to any
provisions of the Rotary Code of Policies that are affected by the suggested Board decision, suchsuggested decisions to be drafted so they may be added to the Code without modification. The
general secretary shall have the authority to revise the numbering, arrangement, headings, andcross-references contained in the Rotary Code of Policies as may be required from time to time.
The general secretary is requested to place a statement in future editions of the Manual of Procedurethat the white pages are for purposes of explanation and serve as guidelines in interpreting RI policy
as found in the constitutional documents of RI and the Rotary Code of Policies.
The Rotary Code of Policies shall be issued only in English at this time.
The general and permanent policies of The Rotary Foundation shall be placed in a separate
volume of the Rotary Code of Policies known as "The Rotary Foundation Code of Policies."(October 2003 Mtg., Bd. Dec. 41)
Source: March 1993 Mtg., Bd. Dec. 150; June 1998 Mtg., Bd. Dec. 348; October 1998 Mtg., Bd. Dec. 83; February 1999 Mtg., Bd. Decs. 196,
197, June 1999 Mtg., Bd. Decs. 297, 298; February 2000 Mtg., Bd. Dec. 299; May 2003 Mtg., Bd. Dec. 325

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Article 50. Public Relations and Information

50.010. Purpose of RI Public Relations
50.020. Public Relations for General Officers
50.030. Public Relations Guidelines for Pro Bono Relationships with Corporate Entities

50.010. Purpose of RI Public Relations
The purpose of Rotary’s public relations program is to foster understanding, appreciation, andsupport for the programs and Object of Rotary. The program should promote awareness among
all Rotarians that good publicity, favorable public relations and a positive image are desirable
and essential goals for Rotary if it is to achieve that purpose and broaden Rotary’s service tohumanity. (June 1998 Mtg., Bd. Dec. 348)
Source: May-June 1958 Mtg., Bd. Dec. 202; October-November 1983 Mtg., Bd. Dec. 124

50.010.1. Responsibility of General Secretary for Public Relations
The general secretary shall:
1) Present, explain, and promote Rotary to the public;2) Assist the President and the Board in planning and executing an effective public
relations program within the Board-approved budget;
3) Provide motivation, tools, and guidance to Rotary districts and clubs for developing
and implementing effective public relations programs. (May 2003 Mtg., Bd. Dec. 325)
Source: October-November 1983 Mtg., Bd. Dec. 124; Amended by May 2003 Mtg., Bd. Dec. 325

50.010.2. Special Public Relations Problems
The general secretary shall assist governors and clubs in dealing with any attitudes orconditions that may actually or potentially harm Rotary’s reputation or limit its
effectiveness. The general secretary shall also advise the president and Board and shallrefer to them problems that may require their consideration and action. (June 1998 Mtg.,
Bd. Dec. 348)
Source: October-November 1982 Mtg., Bd. Dec. 146

50.010.3. Responsibility of Rotarians and Staff
RI officers, Rotary clubs, Rotarians and staff shall observe established policies of RI andavoid any public act, utterance, correspondence or published statement which might havea tendency to cause misunderstanding, create ill will, or reflect negatively on RI or its
staff, or which might directly or indirectly attribute to RI or its member clubs an attitude,
point of view, or policy to which it has not subscribed. (May 2003 Mtg., Bd. Dec. 325)
Source: November 1964 Mtg., Bd. Dec. 89; Amended by November 1997 Mtg., Bd. Dec. 105; May 2003 Mtg., Bd. Dec. 325

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50.020. Public Relations for General Officers
Although the Board is the policy-making body of RI and the president has primary responsibility
to act as the official spokesperson for RI, the general public may expect that individual membersof the Board, as well as governors, as officers of RI, are spokespersons for RI. Therefore, every
member of the Board and every governor is expected to keep themselves fully informed withrespect to RI policies so that they may competently explain such polices if they are called upon
to do so. (May 2003 Mtg., Bd. Dec. 325)
Source: February 1981 Mtg., Bd. Dec. 318; Amended by May 2003 Mtg., Bd. Dec. 325

50.030. Public Relations Guidelines for Pro Bono Relationships with Corporate Entities
In order to support the organizational mission of RI and TRF by further enhancing the public
image of RI/TRF through approved pro bono relationships with corporate entities, the Board has
set forth the following public relations guidelines to effectively manage a pro bono relationshipwith a corporate entity to safeguard the integrity and reputation of RI/TRF, while allowing public
relations opportunities for all parties to the agreement.
Definition Of Pro Bono Public Relations RelationshipPro bono relationships do not involve compensation. Predetermined “out-of-pocket” costs areagreed to in advance of securing pro bono assistance. A pro bono public relations relationshipinvolves a private communications agency supplying promotional work without compensation.
In turn, RI/TRF agrees to publicize the pro bono relationship as appropriate in RI/TRF’s sole
discretion.
Establishment of Relationship
When an appropriate corporate entity that may provide pro bono public relations services to RI
has been identified, such entity shall be referred to the General Secretary for immediate review toensure that RI/TRF’s credibility remain intact, and that current Rotary publicity initiatives will
be enhanced. The review will include, but not be limited to, the following elements:
1) Shared mission/interest: A review of the corporation’s policies and positions on issues relevant
to RI/TRF will be assessed to ensure that no conflict of interest exists with the Object ofRotary.
2) Background search: An extensive news search of the corporation and back review of annual
reports will be researched to study current and past media placements.
Upon completion of the satisfactory review, the General Secretary will negotiate a pro bono
agreement with the corporate entity. Terms of the agreement will include, but not be limited to,the following:
1) Message development: Standing key messages exist within RI/TRF. Altering or adapting
these messages must gain approval by the general secretary to deter the release of
misinformation to the general public and RI membership.
2) RI Spokespeople: The general secretary in consultation with the RI president and/or Trustee
chairman, will designate appropriate RI/TRF spokespeople for all events and interviews, a
RI/TRF spokesperson must be incorporated into all media interviews, either live or byRotary Code of Policies
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telephone.

347

RI will approve all media interviews related to the pro bono relationship.

3) Editorial Review: RI/TRF staff retains full editorial review of all material released by the
corporate entity. This activity will ensure the release of factual information to the media,
general public and membership audiences of the corporate entity and RI/TRF. These
Guidelines do not authorize corporate entity to reproduce any of the ROTARY Marks for any
purpose without the prior written, express consent of RI/TRF except as expressly set forth
herein.
4)Media placement: All press releases, media advisories and media placements must be
reviewed by RI to ensure accuracy and proper RI/TRF mention and copies of the media
placements provided to RI.

5) Placement in RI/TRF publications: Efforts will be made to ensure proper recognition of the
pro bono services donated by the corporate entity in Rotary publications including but notlimited to: The Rotarian, Rotary World, and the RI Web site.
6) Photo credit/video credit: All material provided by RI/TRF must be credited to RotaryInternational and include appropriate copyright information, if owned by RI. Appropriate
copyright notice would be : " 2000 Rotary International.”
7)

RI/TRF name and logo requirements: "ROTARY," "ROTARY INTERNATIONAL,""ROTARY INTERNATIONAL and Design" (the Rotary Emblem), "THE ROTARYFOUNDATION," "THE ROTARY FOUNDATION OF ROTARY INTERNATIONAL and
Design" (the Rotary Foundation Logo), "TRF," among numerous other marks (collectively
referred to as the "ROTARY Marks"), are the intellectual property of RI and/or TRF. Usage of
the RI/TRF name and logos will adhere to guidelines of any current versions of the guidelines
concerning reproduction of the ROTARY Marks or guidelines concerning use of the ROTARY
Marks by other organizations as amended from time to time and/or any other relevant policies,
guidelines, and/or decisions governing use of the ROTARY Marks, circularization, solicitation,
and/or sponsorship, as promulgated by the RI Board of Directors.

Once final, the agreement will be submitted for appropriate review consistent with the RI
contract review policy.
Maintenance
The general secretary, through the Public Relations Division, will provide continued monitoringof the pro bono public relations services to ensure that all elements of the approved contract are
maintained to RI’s satisfaction. Adjustments to or additions to key messages and media
placement activities will need prior approval from the general secretary. The general secretary
will update the Board of Directors on a quarterly basis on the results of the agreement. RI/TRF
retains the right to terminate the agreement at any time. (May 2003 Mtg., Bd. Dec. 325)
Source: May 2000 Mtg., Bd. Dec. 441; Amended by November 2000 Mtg., Bd. Dec. 108; May 2003 Mtg., Bd. Dec. 325

Cross References
57.120. RI Convention Public Relations
61.030.14. Regional Conference PublicityRotary Code of Policies
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348

Article 51. Publications
51.010.
51.020.
51.030.
51.040.
51.050.
51.060.
51.070.

Official Magazine
Rotary Regional Magazines
Publication Distribution Costs
Guidelines for New Publications
Publications Market Research and Finances
Use of Recycled Paper in Publications
Rotary World

51.010. Official Magazine
51.010.1. Board Authority to Publish a Magazine
The Board has authorized a publication containing articles and news matters of generalinterest to clubs and individual Rotarians. (June 1998 Mtg., Bd. Dec. 348)
Source: Ballot By Mail No. 6, 1910-1911

51.010.2. Official Magazine To Be Named “The Rotarian”
The official magazine of RI shall be named The Rotarian. (June 1998 Mtg., Bd.
Dec. 348)
Source: August 1912 Mtg.

51.010.3. Goals of the Official Magazine
The Rotarian utilizes its broad policy directive to delineate and work to achieve thefollowing goals:
1) To provide a channel of communication to disseminate and support the theme andphilosophy of the president and special programs approved by the Board.
2) To promote and report on the major meetings of RI (the international convention, theInternational Assembly, and regional conferences) and the various official Rotary weeks
and months.
3 ) To serve as an educational and program resource tool for clubs and district leaders.
4) To help build service by motivating and inspiring Rotarians through reportage ofoutstanding examples of activity in the four Avenues of Service by clubs and Rotarians
around the world.
5) To help build international fellowship by providing Rotarians with regular andeffective contact with the wide world of Rotary which lies beyond their individual clubs
and by informing Rotarians of the accomplishments of their fellow Rotarians.
6) To provide a forum in which the views and concerns of Rotarians--both on Rotary andnon-Rotary topics of significance--can serve to challenge, develop, and strengthen theirbeliefs in Rotary. In addition, to broaden the horizons of Rotarians and other readers by

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focusing attention upon the problems of the cultural, ethical, and moral framework within
which Rotary works and serves, with the understanding that there will be no comments
published, no matter by whom submitted, which might reasonably be expected by theeditors to be offensive to the citizens of any nationality or be adverse to the best interestsof any country.
7) To help strengthen the fabric of society by treating family-life topics, including helpful
art-of-living resources, which are of interest to the official magazine's prime audience,
Rotarians and their families.
8) To provide comprehensive and effective leadership in maintaining a network of
Rotary communication around the world through cooperation with Rotary regionalmagazines, district publications, and club bulletins.
9) To illuminate and enhance the image of RI by publishing a high-quality magazine
which informs and educates non-Rotarians about Rotary ideals and activities.
10) To generate reader interest by producing a magazine which is attractive, lively,
topical, and relevant to Rotarians and their lives--and, therefore, in a position to compete
successfully with the many demands upon readers' time. (June 1998 Mtg., Bd. Dec. 348)
Source: February 1977 Mtg., Bd. Dec. 272; May 1986 Mtg., Bd. Dec. 288

51.010.4. Content of the The Rotarian Magazine devoted to The Rotary Foundation
The general secretary shall ensure that in each edition of the magazine, a minimum offour pages shall be devoted to The Rotary Foundation, exclusive of the November(Foundation Month) issue. (November 2002 Mtg., Bd. Dec. 55)
Source: July 2002 Mtg., Bd. Dec. 12

51.010.5. Official Magazine Advertising Policy
The Board has adopted the following:
ADVERTISING POLICY OF THE OFFICIAL MAGAZINEI) General Policya. The magazine shall actively solicit high-grade advertising from reputable advertisersof worthy goods and services.
b. Cautious judgment be exercised in the acceptance of advertising, to the end that there
will be in the magazine no advertising which is offensive to good morals or decency,
or that promises something different form what the advertiser will deliver.
c. The Board, the general secretary acting on its behalf, is responsible for administering
this policy and making the final decision on questions of advertising acceptance.
d. It is recognized that Rotarians are of necessity in competition with each other in theirbusiness and professional interests and that such competition should not be the basis
for rejection of legitimate advertising.

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e. RI does not endorse any advertiser and does not assume financial responsibility or
obligation in connection with advertised goods and services.
II) Standard for Acceptancea. The value of goods or services offered must be reasonably stated and product, service,
copy, and illustration must be acceptable by the standards of aesthetics and good taste
one would expect in a prestige magazine.
b. The decision on the acceptability of advertising for any commodity or service can be
influenced by the opinions of recognized trade or professional groups and credit
agencies.
III) Free Advertisinga) Free advertising space shall be available only to RI.
IV) Use of Rotary Emblem, Personal Rotary Affiliation, Rotary Club Supplies
a. The general regulations of RI concerning use of the Rotary emblem also apply toadvertising.
b. Mention of an advertiser's personal Rotary affiliation shall not be permitted in suchadvertising.
c. When the advertisement of a dealer in club supplies is received, it must be determinedthat the products being distributed are made by franchised manufacturers. In the caseof a manufacturer's advertisement, it must be determined that such person is
manufacturing under a license granted by RI.
d.

The Board shall develop and periodically review categories of acceptable andunacceptable advertising to guide the general secretary in administering this policy.

e. Vendors who seek to customize merchandise that is in competition with merchandiseprovided by official licensees must apply for a license from RI when seeking to sellsuch merchandise through advertising in the Rotary World Magazine Press.
Alternatively, vendors seeking to advertise in the Rotary World Magazine Press tosell goods which may be customized and which may compete with officially licensed
products shall be required to use the following disclaimer in any of their advertising,“Not licensed to reproduce the Rotary Marks,” or other such disclaimer as the generalsecretary finds appropriate. The general secretary reserves the right to determine
which advertisements shall require a disclaimer.
Customized, competing goods are any goods that directly compete with goods offeredby Rotary International’s officially licensed vendors (“Licensed Products”). A
complete list of Licensed Products is available on RI’s Web site, www.rotary.org.
The general secretary reserves the right to determine which goods compete with
Licensed Products.

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June 2010351

V) Unacceptable Advertisinga) Each case is to be decided on its merits. The following types of advertising are notacceptable:
1) Fraudulent or misleading advertising; false, unwarranted or exaggerated claims;
vulgar, suggestive or offensive copy; and "bait" advertising where the reader isdenied a fair opportunity to purchase the products or services advertised on theterms indicated2)

Advertising which attacks competitors unfairly or disparages their products,
services or methods3) Supports the use of addictive or harmful products and activities including but notlimited to tobacco, weapons or other armaments, or medical advertising ofproducts containing habit forming or dangerous drugs; contraceptive devices;
medical advertising which, in the opinion of the publisher, would be offensive toreaders and adjacent advertisers
4) Advertising by clubs which solicits donations from other clubs or Rotarians, or isotherwise contrary to RI’s solicitation and/or circularization policies
5) Advertising for raffles or lotteries that may be contrary to law
6) Advertising that targets Rotarians or Rotary Entities for donations, while notprohibiting open calls for donations
7) Conflicts with Rotary’s ethical and humanitarian values or is otherwise not inaccord with the Object of Rotary8) Undermines internationally recognized standards for human rights
9)

Unfairly discriminates based on race, ethnicity, gender, language, religion,
political or other opinion, national or social origin, property, or birth or otherstatus10) Promotes a particular political or religious viewpoint
11) Advertising by clubs or Rotarians offering to act as intermediaries for otherRotarians in making business contacts12) Advertising which too closely resembles the magazine's editorial content. (Anyadvertisement which, in the opinion of the publisher, may be mistaken for
editorial content will be labeled "advertisement.")
13) Weaken the autonomy, independence, reputation, or financial integrity of RotaryInternational or The Rotary Foundation

Rotary Code of Policies
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14) Advertising from organizations that seek donations from Rotarians for their own
humanitarian and educational programs. (January 2008 Mtg., Bd. Dec. 203)
Source: October-November 1980 Mtg., Bd. Dec. 203; November 1994 Mtg., Bd. Dec. 65; October 2003 Mtg., Bd. Dec. 49; June
2004 Mtg., Bd. Dec. 236; Amended by May 2003 Mtg., Bd. Dec. 325; January 2008 Mtg., Bd. Dec. 203

51.010.6. Advertising Content of The Rotarian
The advertising content of The Rotarian should not exceed 35% of pages on anannual basis. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1979 Mtg., Bd. Dec. 238

51.010.7. RI Cause-Related Marketing Policy
The Board has approved the following cause-related marketing policy:
RI CAUSE RELATED MARKETING POLICYA) An advertiser may say that proceeds from any product, service, program or activity
advertised will be contributed to a specific activity or project of a Rotary club, Rotary
district, or to RI or the Rotary Foundation of RI. The subject of an advertisement may be
identified as being sponsored by a Rotary club or Rotary district, or other Rotary related
entity, implying where the proceeds will be directed.
B) An advertiser cannot say that proceeds from any product, service, program, or activity
advertised will be contributed to any specific or general project, activity, movement ororganization other than those specifically allowed in paragraph 1, above.
C) An advertiser specifying the contribution of any portion of its proceeds as set out inparagraph 1 above must, upon request by RI:i) provide a written report certified and verified by a certified public or charteredaccountant reflecting both the relevant gross annual sales for the relevant year anditemizing the advertised contributions;ii) keep accurate records of its relevant sales and permit RI, upon reasonable notice andduring normal business hours, to inspect and audit said books from time to time for the
purpose of verifying the accuracy of contributions and reports made under theseparagraphs. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1996 Mtg., Bd. Dec. 73

51.010.8. Distribution of The Rotarian to Non-Rotarians
All clubs are encouraged to distribute copies of either The Rotarian or the appropriate
regional magazine to local libraries (including countries where English is the second
language), school libraries and the editors of local news papers. (June 1998 Mtg., Bd.
Dec. 348)
Source: November 1990 Mtg., Bd. Dec. 131

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51.010.9. Subscription Price for The Rotarian
The annual subscription price for The Rotarian shall be US$12. The subscription fee forinternational subscribers shall be US$24 annually. The mandatory magazine subscription
rate for Canadian Rotarians is US$16 annually. (January 2009 Mtg., Bd. Dec. 132)
Source: February 2001 Mtg., Bd. Dec. 274; January 2008 Mtg., Bd. Dec. 200; November 2008 Mtg., Bd. Dec. 109; January 2009
Mtg., Bd. Dec. 132

51.010.10. Gratis Subscription to the Official Magazine for Surviving Spouse of a Past
RI General Officer
The general secretary shall ensure that the surviving spouse of a past general officer shallcontinue to receive The Rotarian magazine for their lifetime, or until such time as he or
she requests that the subscription be cancelled. (November 2000 Mtg., Bd. Dec. 111)
Source: August 2000 Mtg., Bd. Dec. 45

51.010.11. Gratis Subscription to the Official Magazine for Governors-electEach governor-elect in the districts outside North America shall receive a gratis
subscription to the official magazine commencing six months prior to his or her assuming
office as governor whether or not they are a current subscriber to the official magazine.
(May 2003 Mtg., Bd. Dec. 325)
Source: January 1976 Mtg., Bd. Dec. E-14; Amended by May 2003 Mtg., Bd. Dec. 325

51.010.12. Canadian Supplement to The Rotarian
The general secretary shall manage, publish, and circulate an eight-page quarterly
supplement for Canadian subscribers to The Rotarian called “Rotary Canada” to focus on
activities of Canadian Rotarians.
The director from Canada or the most recent director from Canada in Zone 22 (24) isrequested to annually appoint a five person Canadian editorial advisory committee torepresent Canadian Rotarians on the content of the supplement.
The general secretary is requested to invite the chair of the Canadian Supplement
Editorial Advisory Committee to meetings of the regional magazine editors. (January
2009 Mtg., Bd. Dec. 132)
Source: November 2008 Mtg., Bd. Dec. 109; January 2009 Mtg., Bd. Dec. 132

Cross References
31.030.10. Magazine Subscription Requirements
31.060.5. Adjustment of Advertising Rates for The Rotarian
70.040. Publications RevenuesRotary Code of Policies
June 2010354

51.020. Rotary Regional Magazines
The Rotarian magazine and the certified regional magazines shall be recognized collectively as
the “Rotary World Magazine Press.” The RI Bylaws provide that each member of a clubsubscribe to a Rotary World Magazine Press publication. (January 2009 Mtg., Bd. Dec. 132)
Source: November 2002 Mtg., Bd. Dec. 145; Amended by January 2009 Mtg., Bd. Dec. 132

51.020.1. Rotary Regional Magazine, Definition
The Board has adopted the following definition of Rotary regional magazines:
A Rotary regional magazine exists to advance the Object of Rotary in all its aspects. A
Rotary publication that meets the following criteria may be recognized as a Rotary
regional magazine (including both the print and any electronic versions):
1) The magazine serves an area of more than one district or country.
2) All aspects of the publication of the magazine are under the direct supervision of an
editorial board consisting of at least six members, including a current governor ordesignate, a current incoming governor or designate, the magazine’s editor in chief, andthree past RI officers (preferably media professionals or members with communications
experience).
3) Recognizing the right of the editor of a Rotary regional magazine to enjoy editorial
freedom within the basic framework of RI policy, the editor accepts reasonable editorial
and management supervision by the editorial board.
4) The editorial content of the magazine is in harmony with RI policy, and at least 50
percent of the editorial content covers Rotary or Rotary-related subjects.
5) In addition to local or regional news, the magazine carries information about RI andconsiders for publication such topics and specific text as the RI president may request.
6) The magazine is published at least six times a year and shall be a minimum of twentyfour (24) pages per issue.
7) The overall appearance of the magazine is attractive and in keeping with the dignity
and nature of Rotary, and adheres to the RI Board guidelines for reproduction of theRotary Marks.
8) The magazine’s circulation reaches a majority of the Rotarians in the area it serves, inorder to maintain the magazine’s purpose and economic viability.
9) The magazine is adequately financed without financial responsibility by RI.
10) The magazine adheres to RI’s reporting requirements.

Rotary Code of Policies
June 201035511) The magazine has entered into an agreement with RI for the publication anddistribution of a magazine using the Rotary Marks and circularizing the membership.
(January 2009 Mtg., Bd. Dec. 193)
Source: June 1977 Mtg., Bd. Dec. 60; Amended by February 2002 Mtg., Bd. Dec. 217; May 2003 Mtg., Bd. Dec. 325; November
2004 Mtg., Bd. Dec. 140; November 2005 Mtg., Bd. Dec. 109; January 2009 Mtg., Bd. Dec. 193

51.020.2. Statement of Policy Establishing the Relationship between the Rotary World
Magazine Press and RI
1. In order to be certified by the Board for its region, an “approved” regional magazine(both the print and any electronic versions) must assume responsibility for serving as thebasic means of communication between RI and club members/ subscribers in the region
in replacing The Rotarian.
2. The regional magazine editors are responsible for the conduct of their respective
magazines within the context of these guidelines.
3. The monthly mandatory material supplied by RI, or regionally prepared material
conveying the same general theme and information, must be used by the certified RIlicensed Rotary regional magazines and may include the following:a) One cover per year (the new president in July);b) President’s biography and the annual theme in July;c) Monthly messages from the president;d) Summary of Board decisions;e) Reports of the Council on Legislation;f) Official calls to the RI Convention and promotional materials, including a major
article by the RI Convention committee chair or the host club executive committee chair;g) Report on the RI Convention and International Assembly;h) Selected material from the Member Notes section of The Rotarian;i) Introduction of the Board and president-nominee;j) Feature articles in support of Rotary’s designated months;k) Feature article on The Rotary Foundation as it appears in the November issue of The
Rotarian;l) Announcements of RI programs, activities, and meetings of special emphasis(including programs of The Rotary Foundation of RI, the 3-H program, PolioPlus, peaceRotary Code of Policies
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356

forums, and special grants/volunteers); special allowance for articles of specific interestin certain areas; similarly, non-use of certain portions of articles that have no application
to individual regions;m) Any special news or information that, in the opinion of the Board or president, or thegeneral secretary acting on behalf of the Board, should be communicated to eachindividual Rotarian through his or her chosen Rotary magazine;n) Quarterly promotional and educational advertisements and articles about theimportance of protecting the Rotary Marks and RI’s licensing system, such ads andarticles to focus on: the Board’s guidelines for use of the Rotary Marks, the importance ofpreserving the integrity of RI’s intellectual property, the simplicity and benefits of RI’s
licensing system, and projects and programs of local Rotary Entities making correct useof the Rotary Marks under the Board’s guidelines.
o) Regional magazine editors have the authority to substitute “local” articles of similar
themes, upon approval by RI;
4. Certified RI-licensed regional magazines are required to devote a minimum of six (6)pages per issue to mandatory material from The Rotarian and regional sources, as shown inparagraph 3 above;
5. Before a new magazine may be considered for certification, it must follow theprocedures to become an “approved and prescribed” regional magazine, including, but
not limited to, completion of a two-year pilot program. Except for exempt language
groups, as determined by RI, during the first year, subscriptions to the magazine shall bea second subscription in addition to the required subscription to The Rotarian. During
the second year, members may choose between the two magazines to meet the magazine
subscription requirement;
6. Only certified Rotary regional magazines shall receive RI support and services or RIsupplied materials. Operation of a publication using the Rotary Marks or circularizing
the membership without the authorization of RI is not permitted;
7. The Rotarian and the regional magazines shall continue to exchange quality editorial
material and photographs to effectively emphasize the internationality of the magazines;
8. RI will provide, if and when possible, translated mandatory material for magazinesthat request it or vital advance manuscripts to compensate time for translation;
9. RI will provide, when possible, mandatory material, such as the president’s message,for publication in the designated month simultaneously with The Rotarian;
10. Rotary regional magazines shall adhere to all RI Board guidelines for reproduction
and use of the Rotary Marks;

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11. A RI-sponsored Rotary World Magazine Press Editors Seminar shall be scheduled
every two years in either the host city of the upcoming convention of that Rotary year or in
Evanston, as determined by RI. Regional zone editors meetings in the alternate year shallbe encouraged, at no cost to RI;
12. The magazine shall adhere to RI’s reporting requirements;
13. The magazine will enter into an agreement with RI for the publication anddistribution of a magazine using the Rotary Marks and circularizing the membership.
(November 2005 Mtg., Bd. Dec. 109)
Source: October 1988 Mtg., Bd. Dec. 127; November 2001 Mtg., Bd. Dec. 43; Amended by November 2004 Mtg., Bd. Dec. 140;
November 2004 Mtg., Bd. Dec.142; November 2004 Mtg., Bd. Dec. 144; November 2005 Mtg., Bd. Dec. 38; November 2005 Mtg.,
Bd. Dec. 109

51.020.3. Rotary World Magazine Press Editors Seminara) The Rotary World Magazine Press Editors Seminar will be conducted every two years
at World Headquarters in Evanston or the site of the following year’s RI Convention.
Regional zone editors meetings in the alternate year shall be encouraged, at no cost to RI;b) The Rotary World Magazine Press Editors Seminar will be conducted as a three-day
meeting;c) Rotary World Magazine Press editors will be encouraged to attend the International
Assembly and participate as observers, at no cost to RI;d) RI will provide financial support for the Rotary World Magazine Press Editors
Seminar, including airfare and per diem expenses for participating editors. (November
2004 Mtg., Bd. Dec. 140)
Source: January-February 1986 Mtg., Bd. Dec. 209; October 1988 Mtg., Bd. Dec. 127; Amended by November 2002 Mtg., Bd. Dec.
145; November 2004 Mtg., Bd. Dec. 140

51.020.4. Revista Rotaria
1. A Spanish-language regional magazine, to be known as Revista Rotaria, shall beestablished, to be published in Venezuela but servicing Bolivia, Costa Rica, Dominican
Republic, Ecuador, El Salvador, Guatemala, Honduras, Nicaragua, Panama, Paraguay,
Uruguay, and Venezuela;
2. All Rotarians in the above mentioned countries will be required to subscribe to theregional magazine in accordance with RI Bylaws;
3. An executive committee shall be appointed by the president toa) act as a designated committee on behalf of the governors in the above mentioned
countriesb) administer Revista Rotaria - its general policies and editorial policies, editorial
development, financial procedures - and serve as liaison with the Board and thegeneral secretaryRotary Code of Policies
June 2010358c) select and supervise the magazine editor with the paramount purpose and objectiveof serving all the above mentioned countries equally and fairlyd) collaborate with a special association to be formed by the Rotary Club of Torbes(San Cristobal), Venezuela, the group which established and continues to publish
the regional magazine in Venezuela at no expense to RI
4. The above mentioned executive committee, appointed by the president, shall consistofa) at least one, but no more than two, of the current or most immediate past RI
directors from the above countriesb) four other members from the Rotary districts in the above mentioned countries asfollows:
one representative from Central America or Dominican Republic
one representative from Ecuador or Venezuela
one representative from Bolivia
one representative from Paraguay or Uruguay
these representatives are1) to serve three year terms on a rotating basis established by the president to ensure
continuity of leadership2) to be from any of the above mentioned countries other than the ones from which
the current or most immediate past RI directors (in point 4.a) comec) chair of the special association mentioned in point 3.d5. The president shall appoint a qualified Rotarian fiscal agent in Venezuela to receive,
disperse, monitor and account for the required magazine subscription monies which shall,subject to review every two years, be collected by the RI secretariat;
6. This project is to be conducted at no cost to RI except assistance with editorial
materials development, and costs associated with the collection of subscription monies
for the specified period. (June 2008 Mtg., Bd. Dec. 227)
Source: April 1991 Mtg., Bd. Dec. 296; Amended by February 2000 Mtg., Bd. Dec. 345; June 2008 Mtg., Bd. Dec. 227. See also
November 1995 Mtg., Bd. Dec. 111

51.020.5. Specific Rotary Regional Magazines
Note: As of 2005 there are Rotary Regional Magazines in the following languages:
1. Arabic, English and French (Rotary [Egypt])
2. Bulgarian (Rotary Bulgaria)

Rotary Code of Policies
June 2010359

3. Chinese (The Rotarian Monthly [Taiwan])
4. Czech (Rotary Good News [Czech Republic])
5. Danish, Finnish, Icelandic, Norwegian, Swedish (Rotary Norden [Scandinavia])
6. Dutch (Rotarian [The Netherlands])
7. English (Philippine Rotary; Rotary Magazine [Great Britain and Ireland]; Rotary
Africa; Rotary Down Under [Australia])
8. English and Hindi (Rotary News/Rotary Samachar [India])
9. French (Le Rotarien [France])
10. Dutch, French and German (Rotary Contact [Belgium])
11. German (Rotary Magazin [Germany]); Rotary Suisse Liechtenstein (Switzerland)
12. German, French, Italian, and Romansch (Rotary: Der Schweitzer Rotarier; Le
Rotarien Suisse; Il Rotariano Svizzero; Il Rotarian Svizzer)
13. Hebrew (Rotary Israel)
14. Italian (Realta Nuova; Rotary [Italy])
15. Japanese and English (The Rotary-No-Tomo [Japan])
16. Korean (The Rotary Korea)
17. Polish (Glos Rotary [Poland]
18. Portuguese (Brasil Rotario; Portugal Rotario)
19. Spanish (Colombia Rotaria; El Rotario de Chile; El Rotario Peruano [Peru];
Revista Rotaria [Venezuela]; Espana Rotaria [Spain]; Rotarismo En Mexico; Vida
Rotaria [Argentina])
20. Thai (The Thai Rotarian)
21. Turkish and English (Rotary Dergisi [Turkey]). (June 2008 Mtg., Bd. Dec. 227)
Source: November 2002 Mtg., Bd. Dec. 145; February 2004 Mtg., Bd. Dec. 159; November 2005 Mtg., Bd. Dec. 109; February
2006 Mtg., Bd. Dec. 137; Amended by June 2008 Mtg., Bd. Dec. 227

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51.020.6. Supervision of Rotary Regional Magazines
All regional magazines are requested to establish editorial boards, as set forth in Rotary
Code section 51.020.1, pt. 2. Members will serve for a period of at least one year, and theeditorial board must meet at least once a year. (November 2005 Mtg., Bd. Dec. 109)
Source: July 1998 Mtg., Bd. Dec. 43; November 2005 Mtg., Bd. Dec. 109

51.020.7. Certification of Rotary Regional Magazines
Each Rotary regional magazine must be certified every four years to ensure that it meets
RI specifications as outlined in the Manual of Procedure and Rotary Code section
51.020.8. Certification status will be evaluated by the Communications Committee andrecommended to and granted by the Board. The general secretary shall conduct random
reviews of all certified regional magazines to determine their adherence to prescribededitorial guidelines. Beginning in July 2005, each certified regional magazine must enter
into an agreement with RI for publication of a magazine using the Rotary Marks andcircularizing the membership. Operation of such a publication without the authorizationof RI is not permitted. (January 2009 Mtg., Bd. Dec. 193)
Source: July 1998 Mtg., Bd. Dec. 43; June 2004 Mtg., Bd. Dec. 284; November 2004 Mtg., Bd. Dec. 58; Amended by November
2004 Mtg., Bd. Dec. 140; November 2005 Mtg., Bd. Dec. 109; January 2009 Mtg., Bd. Dec. 193

51.020.8. Guidelines for Rotary Regional Magazine Certification
The Board has approved the following guidelines for Rotary regional magazine
certification:a) Qualifications
1) Only regional magazines that have been approved for their country(ies) by the RI
Board are eligible to be certified as part of the Rotary World Magazine Press by entering
into a license agreement with RI.
2) To become certified, regional magazines must be directly supervised by an editorial
board consisting of at least six members, including a current governor or designate, acurrent incoming governor or designate, the magazine’s editor in chief, and three past RI
officers (preferably media professionals or members with communications experience).
Members will serve for a period of at least one year, and the editorial board must meet atleast once a year.
3) To become certified and maintain their certified status, regional magazines (both theprint and any electronic versions) must consistently publish the mandatory Rotary content
as supplied by RI and specified in Rotary Code section 51.020.2. Editorial content mustreflect that the regional magazine serves all Rotary countries or districts within its
territory, and is published in the primary, officially recognized language.
i) The editors and editorial boards of regional magazines shall ensure adherence to RI
policy on political and religious matters and strive to promote the Rotary principle ofwelcoming men and women of all races, nations, religious faiths, vocations, and politicalpersuasions to membership.

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ii) Regional magazines shall not express an editorial opinion on any pending
controversial public measure.
iii) Regional magazines shall not endorse, recommend, or otherwise express an editorial
opinion about any candidate for public office or Rotary office, or publish any letter,speech, or other content supporting or otherwise commenting on any such candidate.
iv) Regional magazines shall not express an editorial opinion on international politicalaffairs or publish any letter, speech, or other content on such affairs.
4) Certification will be granted to only one regional magazine per country, and existing
approved and prescribed regional magazines that qualify will be given preference.
5) The Communications Committee will determine if magazines meet the requirements
for certification and will make recommendations to the RI Board when the process iscomplete. Following Board approval, all regional magazines must enter into an agreementwith RI delineating the nature of the relationship and setting forth the guidelines for
publishing a certified Rotary regional magazine. Once the agreement is signed, theregional magazines may announce or publish news of their certified status.
6) Re-certification is required every four years. In special circumstances, theCommunications Committee will consider granting reasonable extensions for thesubmission of certification applications. In the event of unusual circumstances that callinto question the viability of a certified regional magazine, its editor, or its editorial board
and occur before the re-certification date, the Board, on recommendation of theCommunications Committee, can suspend or terminate the certification, under the termsof the agreement between the Rotary regional magazine and RI, until that magazine canassure RI that it is in compliance with all certification requirements.
7) Only certified regional magazines will qualify for assistance and support from RI on
addressing issues of non-payment by clubs of their subscriptions.
8) Any magazine not achieving certified status and seeking to enter into an agreementwith RI by 31 December 2005 shall no longer be authorized to operate as a Rotary
regional magazine using the Rotary Marks or circularizing Rotarians.
9) Before a new magazine can be considered for certification, it must receive theapproval of the Board to enter into the two-year pilot program, which includes a two-year
agreement with RI to publish using the Rotary Marks and circularizing Rotarians.
10) RI shall audit one issue (chosen randomly) of every regional magazine at least once a
year, the specifics of which are to be determined at the sole discretion of RI. The resultsof the audit will be disclosed within 90 days of completion. Should any noncompliancewith RI guidelines be discovered, the regional magazine shall be given a reasonable
opportunity to remedy the problem by the publication of the next issue or the earliest
opportunity thereafter. The regional magazine shall be placed on probation until thenoncompliance is remedied to the full satisfaction of RI. Should the regional magazine
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termination, in accordance with the provisions of the agreement between the regionalmagazine and RI.
b) Procedures
1. Regional magazines must adhere to the order process established and maintained by
RI.
2. Regional magazines must comply with RI’s monthly report filing requirements.
3. Regional magazines must adhere to RI Board guidelines for reproduction and use of
the Rotary Marks.
4. Regional magazines must submit the following information to RI:i) A detailed content summary of each issue, plus at least three copies of each issue
immediately upon publication;ii) a list of editorial board members, including each member’s name, title (if any), andlength of term, and an annual schedule of editorial board meetings;iii) basic circulation information, including the number of paid and complimentarysubscriptions and the annual subscription cost;iv) verification that standard circulation requirements (two or more Rotary districts or atleast two Rotary countries) are being met;v) verification of publication frequency (at least six times per year);vi) a current magazine editorial calendar and a projection of any major changes orplanned improvements for the next four years (licensed period);vii) a report of advertising policy and rates;viii) a basic financial statement, signed by the regional magazine editor and approved by
the editorial board. The statement will verify that the regional magazine is financially
viable and in a position to maintain publication. If the editor and editorial board choose
to provide additional financial information regarding revenues and expenses, they may doso. However, the basic concern is obtaining reasonable assurance that the magazine isfinancially solvent and can continue publishing without serious monetary problems.
(January 2009 Mtg., Bd. Dec. 193)
Source: February 1999 Mtg., Bd. Dec. 259; Amended by February 2002 Mtg., Bd. Dec. 217; November 2004 Mtg., Bd. Dec. 140;
November 2005 Mtg., Bd. Dec. 109; January 2009 Mtg., Bd. Dec. 193

51.020.9. Provisional Status for Rotary Regional Magazines
If a Rotary regional magazine serves a specific language community located within only
one district but shows potential for growth to additional districts, it may apply for a twoyear provisional status with full benefits of certification, upon entering into an agreement

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with RI. Such provisional status shall begin on the date of first publication of theregional magazine. (February 2007 Mtg., Bd. Dec. 203)
Source: November 2002 Mtg., Bd. Dec. 145; Amended by November 2004 Mtg., Bd. Dec. 140; February 2007 Mtg., Bd. Dec. 203

51.020.10. Report of Exceptions to Subscription Requirement
The general secretary shall provide the RI Board with a status report on countries
exempted from magazine subscriptions every three years, in accordance with RI Bylaws
section 20.030.2. (June 2007 Mtg., Bd. Dec. 226)
Source: February 2007 Mtg., Bd. Dec. 205

Cross References
2.010.1. Rotary Clubs Failure to Function
19.020.5. Governors’ Responsibilities to Rotary World Magazine Press
31.030.10. Magazine Subscription Requirements
48.020.3. Translation of Regional Magazines
57.100. Regional Magazine Editors Attendance at Convention
60.020.1. Regional Magazine Editor
70.040. Publications: Collection of Revenues for Regional Magazines

51.030. Publication Distribution Costs
The general secretary shall ensure that all general mailings of RI and Foundation materials fromthe Secretariat are made as cost effectively as possible, utilizing the international offices to thebest extent possible, particularly for translation services and for group mailings. (June 1998
Mtg., Bd. Dec. 348)
Source: January-February 1989 Mtg., Bd. Dec. 231

51.040. Guidelines for New Publications
Any proposal for a new RI publication must be submitted to the Board through the generalsecretary. The general secretary shall be charged with the responsibility of developing
publications that will meet a real need and be cost effective. The following information should
be available for a new publication:
1. Purpose of publications (including the origin, such as Board decisions);
2. The audience to be reached;
3. The intended life-span of the publication;
4. Anticipated demand;
5. Consequences of not producing the publication;

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Practicality and appropriateness of format/medium as it relates to ease the production,
revision, etc.;

7. Coverage of other publications (redundancy);
8. Impact on inventories at the international offices;
9. Cost of the publication;
10. Comprehensive budget to carry the cost of the publication, if approved;
11. Feasibility of offering new publication by electronic methods. (February 2002 Mtg., Bd.
Dec. 216)
Source: March 1994 Mtg., Bd. Dec. 198; Amended by February 2002 Mtg., Bd. Dec. 216

51.050. Publications Market Research and Finances
1. The general secretary shall require that all publications, audiovisuals, or other items produced
for sale by the secretariat shall be subjected to research analysis to determine their need,marketability, and profitability;
2. The general secretary shall ensure that any monies expended for the production, marketing anddistribution of new or revised items produced for sale by the Secretariat, shall be fully recovered
through the sale of such items, unless gratis distribution is specifically authorized;
3. All committees shall approach the recommendation of any new publications, audio-visuals orother items to be produced for sale by the Secretariat, with the objective of having all such items
be self sustaining during the life of the item. (June 1998 Mtg., Bd. Dec. 348)
Source: January-February 1989 Mtg., Bd. Dec. 233

51.060. Use of Recycled Paper in Publications
All RI publications will be produced on recycled paper, when feasible. Non-recycled paper may
be used in printing The Rotarian magazine. (October 2003 Mtg., Bd. Dec. 121)
Source: November 1990 Mtg., Bd. Dec. 124; October 2003 Mtg., Bd. Dec. 121

51.070. Rotary WorldThe Rotary World newspaper shall be published four times annually, in July, October, January,
and April, in nine languages. The general secretary, in addition to distributing one copy ofRotary World to the president of each club, shall mail a copy to current RI Directors andFoundation Trustees, Past Directors and Foundation Trustees, Incoming Directors and Trustees,
Governors, Incoming Governors, RI and Foundation international committee and resource groupmembers, regional Rotary Foundation coordinators, district RI and Foundation committee chairs,

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and Past Governors who request to receive the newspaper, and any others the general secretary
may add. The Rotary World shall contain at least one project profile concerning successful
humanitarian programs of RI and The Rotary Foundation in each issue. (November 2007 Mtg.,
Bd. Dec. 32)
Source: June 1994 Mtg., Bd. Dec. 277; July 1994 Mtg., Bd. Dec. 22; July 1995 Mtg., Bd. Dec. 39; Amended by February 2003 Mtg., Bd. Dec.
194; October 2003 Mtg., Bd. Dec. 120; November 2007 Mtg., Bd. Dec. 32

Cross References
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Article 52. Audio/Visual/Electronic Communications
52.010. Audiovisuals
52.020. Internet and Electronic Communications
52.030. Communications Technology

52.010. Audiovisuals
The continued use of audiovisual productions to communicate Rotary programs and activities is
encouraged. All audiovisual productions should be produced in more than one version so as toconform to the various cultural and language conditions represented in the Rotary world. The
general secretary shall provide the Board, on a continuing basis, reports on the purchase andutilization (as far as can be determined) of audiovisuals produced by RI. (June 1998 Mtg., Bd.
Dec. 348)
Source: June 1987 Mtg., Bd. Dec. 41

52.010.1. Video Coverage of RI Programs-Budget
Each new or pilot program, whether funded by RI or its Foundation, should include in its
budget funds to document the program on site, as the general secretary may recommend,
with professional video footage or still photography to give more international coverageand build up the RI photo library. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1990 Mtg., Bd. Dec. 176

52.010.2. Rotary Information on Video
The General Secretary shall produce videos on the programs and activities of RI and its
Foundation, as appropriate, such videos to be as international in content as possible.
(May 2003 Mtg., Bd. Dec. 325)
Source: March 1993 Mtg., Bd. Dec. 194; Amended by May 2003 Mtg., Bd. Dec. 325

52.020. Internet and Electronic Communications
52.020.1. Guidelines for Rotary Club, District, and other Rotary Entity Electronic
Publicationsa) A Rotary Entity’s Web site is a “publication,” just as a Rotary Entity’s newsletter is a“publication.” The primary purpose of any Rotary publication, printed or electronic, is toadvance the Object of Rotary.
b) Content and design of such publications should be under the direct supervision of the
publishing entity’s highest officer, whether it be the Rotary club president, governor, orFellowship chair, and must conform to current RI policies as set forth in the Manual ofProcedure. (Of particular note are those policies pertaining to Rotary Mark and Emblem
usage and those prohibiting circularization.) In particular, whenever the name “Rotary,”
the Rotary Emblem or other of the Rotary Marks are used, Rotary Entities should use thefurther identifier of the name of the Rotary Entity involved. When selecting a domainname that includes the word “Rotary,” Rotary Entities should also include further

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identifying language of the name of the Rotary Entity and not solely the word, “Rotary.”(See section 33.020.6.) (Proper naming examples are, “www.AnytownRotaryClub.org,”“www.rotarydistrict0000.org,”www.AnytownRotaryVillage.org,
and“www.Rotary[Insert Name of Rotary Entity Here].org.” Examples of generic, improper
naming examples that only use “Rotary” by itself or refer to RI and not a specific Rotary
Entity would be “www.rotaryvillage.org,” “www.rotarian.org,” “www.RIactivity.org”
and www.rotarywomen.org.) Rotary International accepts no responsibility for thecontent of any non-RI publication.
c) Rotary International maintains a site on the World Wide Web (www.rotary.org) toprovide Rotarians with timely and accurate information about the programs of RotaryInternational and The Rotary Foundation. Editors of Rotary publications in all media areencouraged to use this information in their respective Rotary organs, provided they
adhere to the copyright policies posted on the RI site. Furthermore Rotarians in charge ofclub, district, and other Rotary Entity Web sites shall, when feasible, include a link to the
RI Web site for the benefit of those wishing to learn more about Rotary.
d) Top Level Domain (“TLD”) and Domain Name Registration and Maintenance Policy
I. Purpose of Policy
The purpose of this policy is to define the TLD and domain name registration policy for
Rotary International. It should also serve as a guide to Secretariat Staff as various
departments take advantage of the Internet to promote Rotary International and its
programs and to Rotary Entities seeking to purchase domain names as they establish Web
sites to advance the Object of Rotary.
II. TLDs and Domain Names Reserved for the Exclusive Use of Rotary International and
The Rotary Foundation
A. TLDs and Domain Names
Rotary International reserves the following of the Rotary Marks for the exclusive use ofRotary International and The Rotary Foundation as TLDs or domain names (the below toinclude the plural, as well as the singular uses thereof):a) interactb) interactclubc) interactived) paulharrise) paulharrisfellowf) polioplusg) RIh) rotaracti) rotaractclubj) rotariank) rotaryl) rotaryclubm) rotaryfoundationn) rotaryinternational

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To the extent possible, each Rotary Mark should be maintained as a domain name (inconjunction with each major TLD such as .com, .org, .net, .info, .biz and others, as they
become available), a TLD or other major identifier of Rotary on the Internet.
B. Country Code Domains“ROTARY” should also be protected in conjunction with country code (“cc”) domains asmuch as possible based on the following order of priority:a. Any domain name and/or country mandated by the RI Board or TRF Trustees.
b. Countries in which RI has an international office.
c. Countries in which RI is scheduled to hold an upcoming Convention and/or the homecountries of elected and/or nominated RI presidents.
d. Countries in which there have historically been or in which RI is currently having
problems, either because of those who infringe RI’s marks or because otherindividuals, companies or organizations have filed numerous applications for same orsimilar marks requiring RI to file oppositions against these applications.
e. Countries in which RI has either a significant number of licensees or major licensees.
f. Countries in which RI has established a prominent presence, either because of large
numbers of Rotarians or countries in which RI and/or the programs of RI are very
active.
Rotarians, Rotary clubs, Rotary districts and other Rotary Entities are asked to support
this Policy and transfer ownership rights in any of the above designated TLDs and/or
domain names they may currently own to RI, at RI's request. Due to budget limitations,
cc level domain names featuring any of the Rotary Marks other than ROTARY are not inline for purchase at this time, but this is subject to change at any time at the discretion of
the general secretary.
C. Other TLDs and Domains
1. The general secretary shall determine whether there are any TLDs or domain names,
other than those set forth above, which it would be in RI's best interest to protect andmaintain for its exclusive use and/or benefit.
2. The general secretary shall determine whether and when the use of any of the Rotary
Marks in a TLD or domain name by a Rotary Entity does not comply with Board policy
or for an individual, company or organization not affiliated with RI constitutes
infringement and shall pursue the matter accordingly.
III. Registration and Maintenance of TLDs and Domain Names
The general secretary shall purchase TLDs and domain names meeting the current goals
of TLD and domain name protection, listing Rotary International as the owner. The

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Intellectual Property Section of the Legal Department shall handle the registration,
renewal and maintenance of TLDs and domain names for Rotary International and The
Rotary Foundation, with technical and substantive support from IS, Communications and
CDA, as necessary.
IV. Rotary Clubs, Rotary Districts and Other Rotary Entities
A. Rotary clubs, Rotary districts, other Rotary Entities and individual Rotarians should
be advised that RI reserves the right to request that TLDs and domain names featuring
any of the Rotary Marks be assigned to RI now and in the future, pursuant to this policy.
B. Rotary clubs, districts, other Rotary Entities and individual Rotarians are encouraged
to purchase domain names that comply with the RI Board policy concerning the use of
the Rotary Marks as outlined in the Rotary International Manual of Procedure and Rotary
Code of Policies. Rotary Entities are encouraged, before registering domain names, tocheck with their CDA representative to ensure their proposed domain name complies
with Board policy for use of the Rotary Marks.
C. The purchase and/or administration of any TLDs which may become available using
any of the Rotary Marks is reserved exclusively for RI.
D. The general secretary may require a disclaimer that limits RI’s liability to be placedon Web sites of Rotary Entities.
E. The general secretary reserves the right to take any necessary action against any
Rotary club, district or other Rotary Entity or individual Rotarian or group of Rotarians
whose actions are not consistent with RI Board policy concerning the use of the Rotary
Marks. (June 2007 Mtg., Bd. Dec. 226)
Source: November 1999 Mtg., Bd. Dec. 230; Amended by February 2003 Mtg., Bd. Dec. 225; October 2003 Mtg., Bd. Dec. 78;
November 2006 Mtg., Bd. Dec. 35; June 2007 Mtg., Bd. Dec. 226

52.020.2. RI’s Web site
The general secretary shall maintain the RI Web site at the www.rotary.org. address onbehalf of the Board. The Web site shall include information pertinent to the programs andactivities of Rotary International and The Rotary Foundation as well as applications toassist Rotary clubs and districts in doing their Rotary business online including such things
as membership updates, Foundation donations, purchasing of Rotary products, etc. The
general secretary shall provide or make accommodation for reasonable space (up to 10
pages each) for the president and the president-elect to communicate with the Rotary world
as an integrated part of RI’s Web site. The general secretary shall include RI’s Web site
address (http://www.rotary.org) on RI publications, literature and stationery, as isappropriate, as they are reproduced. (February 2002 Mtg., Bd. Dec. 216)
Source: July 1997 Mtg., Bd. Dec. 33; February 2002 Mtg., Bd. Dec. 216

52.020.3. The Rotarian and the Internet
The general secretary shall provide space on the RI World Wide Web site for material
from the Rotary World Magazine Press magazines. (November 2002 Mtg., Bd. Dec. 145)
Source: November 1995 Mtg., Bd. Dec. 110

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52.020.4. RI Web Language-based Communities
RI Web language communities will be developed and maintained in Japanese,
Portuguese, Spanish, French, German, Korean, Italian and Swedish.
RI Web language communities are the only official language Web sites of RotaryInternational. (February 2006 Mtg., Bd. Dec. 137)
Source: November 1999 Mtg., Bd. Dec. 226; May 2000 Mtg., Bd. Dec. 436. Affirmed by August 2000 Mtg., Bd. Dec. 85. Amended
by February 2001 Mtg., Bd. Dec. 275; November 2005 Mtg., Bd. Dec. 107; February 2006 Mtg., Bd. Dec. 137

Cross References
33.020.3. Use of Rotary Marks by RI Officers in Publications
33.020.4. Use of Rotary Marks on Web sites of RI Officers
33.020.5. Use of Name “Rotary,” or other Rotary Marks by Clubs and District Foundations
33.020.13. Use of the Word “Rotarian” in Club Publications

52.030. Communications Technology
The general secretary shall develop and implement the use of technology as a means of:providing more personalized and economical communications to and from clubs, districts andRotarians on the programs and administration of Rotary, and training incoming officers of RI
and its clubs. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1995 Mtg., Bd. Dec. 112

52.030.1. Development of Multimedia Products
The development of multimedia products to enhance communications between the
Secretariat and Rotarians, provide training to club officers and members, and promote
the programs of RI and its Foundation is encouraged. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1997 Mtg., Bd. Dec. 380

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Article 53. Other Communications
53.010. Rotary International Library
53.020. Rose Parade Float

53.010. Rotary International Library
There shall be an archives in One Rotary Center, which will include copies of as many books as
possible that have been published about Rotary. (May 2003 Mtg., Bd. Dec. 325)
Source: November 1990 Mtg., Bd. Dec. 183; Amended by May 2003 Mtg., Bd. Dec. 325

53.020. Rose Parade Float
The Board looks with favor on continually having a float in the Tournament of Roses parade,and has authorized the solicitation of clubs within Canada and the United States of America forvoluntary contributions to fund the construction and promotion (fund-raising and publicity) of
the float on the condition that the project shall be self-supporting, and all accounting and records
of contributions shall be handled by the Rotary Rose Parade Float Committee, Inc.
As an exception to its policy regarding the circularization of Rotary clubs, the general secretaryshall annually provide to the Rotary Rose Parade Float Committee, Inc. an electronic mailing listof Rotary club secretaries and RI district governors in the United States and Canada to be usedby that committee only for Rose Parade float fundraising purposes, provided that the committee
enters into an agreement with RI that includes:a. a provision allowing the committee to circularize Rotary clubs and districts up to three times
annually in connection with its Rose Parade float fundraising efforts;
b. a provision that the committee’s Rose Parade float and all of its promotional materials,
printed and electronic, must comply with Board policies regarding the use of the Rotary Marks,
including the provisions of RI’s licensing system;c. a provision that all communications with RI about this matter should be directed to thegeneral secretary;
d. a provision that all of the committee’s promotional materials, printed and electronic, must
contain the disclaimer, “This is not a project of Rotary International;”e. provisions addressing nondisclosure, confidentiality, appropriate insurance and indemnity as
deemed necessary by the general secretary;f. acknowledgment that the RI Board may cancel the agreement without cause provided it gives
notice on or before 31 January of any given year. (June 2009 Mtg., Bd. Dec. 217)
Source: January-February, 1989 Mtg., Bd. Dec. 235; January 2008 Mtg., Bd. Dec. 157; Amended by June 2009 Mtg., Bd. Dec. 217.
See also November 1997 Mtg., Bd. Dec. 150

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53.020.1. Solicitation for the Rotary Float in the Tournament of Roses Parade
The Rotary Float committee in California, USA shall ensure that any communication it
sends to Rotarians or clubs in the United Sates and Canada soliciting contributions to
help defray the costs of a float in the annual Tournament of Roses Parade shallprominently include this statement: “This is not a project of Rotary International” andshall not contain a picture or message from the president without his or her priorapproval. (June 1998 Mtg., Bd. Dec. 348)
Source: April 1991 Mtg., Bd. Dec. 304

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CHAPTER VII
MEETINGS
Articles57. International Convention
58. International Assembly
59. Council on Legislation
60. Institutes
61. Regional and Presidential Conferences
62. General Policies Relating to RI Meetings
Article 57. International Convention
57.010.
57.020.
57.030.
57.040.
57.050.
57.060.
57.070.
57.080.
57.090.
57.100.
57.110.
57.120.
57.130.
57.140.
57.150.
57.160.
57.170.
57.180.

PurposeHost Organization Committee
Dates
Guidelines
Site Selection
Attendance
Housing
Sergeants-at-Arms at the Convention
Group Air Travel
Regional Magazine Editors AttendanceInternational Convention Committee
Public Relations
Finances
Proceedings
Role of Official Participants and Spouses
Role of General Secretary
Post-Convention Activities
Miscellaneous International Convention Matters

57.010. Purpose
The primary purpose of the annual convention of Rotary International is to stimulate, inspire, andinform all Rotarians at an international level, as well as serve as a forum for advancing thestrategic goals of the association. Club presidents-elect and other incoming Rotary club andRotary International officers are especially encouraged to attend the convention so they will be
motivated to actively develop Rotary at the club and district levels. The annual convention also
is the annual business meeting of the association. Since the convention constitutes a worldwide
gathering of the Rotary family, the celebration of the fellowship of Rotary through social andentertainment features is appropriate to the extent such activities do not detract from the primary
purpose of the convention. The program includes pre-convention meetings, plenary sessions,workshops, forums, entertainment features and other meetings for this purpose. (November 2007
Mtg., Bd. Dec. 87)
Source: May 1991 Mtg., Bd. Dec. 342; Amended by November 2007 Mtg., Bd. Dec. 87

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57.020. Host Organization Committee
57.020.1. Definition of “Host Area”
The Board will define an area consisting of one or more districts, which shall beconsidered as the host area. The general secretary shall negotiate with the hostorganization concerning the definition of the host area. (November 2007 Mtg., Bd. Dec.
87)
Source: February 1981 Mtg., Bd. Dec. 292; May-June 1981 Mtg., Bd. Dec. 394; Amended by November 2007 Mtg., Bd. Dec. 87

57.020.2. Host Organization Advised of Guidelines
Before selection of a venue, the potential host organization shall be advised of Rotary
convention site guidelines and required to accept them in principle. (June 1998 Mtg., Bd.
Dec. 348)
Source: May-June 1977 Mtg., Bd. Dec. 362

57.020.3. Relationship of the Host Organization to RI
The host organization cooperates with the Board and the convention committee to assist
with the convention program and to provide hospitality for attendees. The generalsecretary, acting through the convention manager, serves as liaison between the hostorganization and the convention committee and Board. The general secretary, who is
responsible for the operational aspects of Convention management, fulfills these
responsibilities through the convention manager with the advice and cooperation of thehost organization.
The above statement shall be provided to all host organization committees for theirinformation and guidance in connection with plans for the convention.
The general secretary, in consultation with the current RI president, may hold a multi-day
meeting in Evanston for five or six host organization committee chairs and the two or
three convention committee chairs of future conventions on an as-needed basis. If thismeeting is held, the general secretary will be assisted by a previous host organizationcommittee chair, a previous convention committee chair, and any other persons selectedby the president.
The meeting, if required, should provide training for the most recently selected hostorganization committee chairs and an opportunity for the host organization committee
chairs and the convention committee chairs to acquire ideas from one another and tocoordinate their activities with the RI staff. The expense of this meeting if needed,
including the travel expenses, shall be paid by RI. (November 2007 Mtg., Bd. Dec. 87)
Source: February 1977 Mtg., Bd. Dec. 233; June 2007 Mtg., Bd. Dec. 289; Amended by November 2007 Mtg., Bd. Dec. 87

57.020.4. Host Organization's Duties
The host organization appoints a chair and selects an executive committee. The executive
committee acts for the host organization in making hospitality plans, appointing auxiliarycommittees, and coordinating their work. It also cooperates by providing advice andRotary Code of Policies
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assistance to the convention committee, the general secretary and the convention
manager. The chair of the host organization is the liaison between the host organization
and RI. (June 1998 Mtg., Bd. Dec. 348)
Source: February 1977 Mtg., Bd. Dec. 233

57.020.5. Host Organization and Convention Committee
The host organization shall be responsible to the convention committee, which willapprove and direct its actions as necessary. (June 1998 Mtg., Bd. Dec. 348)
Source: May-June 1977 Mtg., Bd. Dec. 362

57.020.6. Host Organization Chair's Qualifications
The host organization chair shoulda) be an experienced Rotarian, preferably a past district governor, appointed by the hostorganization area as evidenced in a written communication to the general secretary at least 30
months in advance of the conventionb) have adequate time and personal freedom to make a “full-time” commitment toserving as chairc) be able to work effectively and in cooperation with leaders from other countries andculturesd) be able to effectively serve as liaison between the HOC, the convention committee
and the RI general secretarye) be fully supported by the leaders in the host area and on the host organization.
An acting host organization committee chair shall be identified as part of the original
proposal until the host organization committee chair is selected via the process detailed in
the bid proposal. This shall go into effect for the 2015 Convention.
None of the chair’s responsibilities may be delegated. (November 2007 Mtg., Bd. Dec.
87)
Source: June 1992 Mtg., Bd. Dec. 292; June 2007 Mtg., Bd. Dec. 289; Amended by February 1999 Mtg., Bd. Dec. 238; November
2007 Mtg., Bd. Dec. 87

57.020.7. Host Organization's Responsibilities
Responsibilities of the host organization include:a) Convention attendance promotion in cooperation with RIb) Convention city decorationc) Convention logo design in cooperation with RI through 2014 Convention. Beginningwith 2015 Convention, primary responsibility for Convention logo design shifts to RI(see section 57.160.)d) House of Friendship in cooperation with RIe) Host Hospitality Nightf) Information booth during convention hoursg) Reception/Welcomeh) HOC cultural event (ticketed)i) HOC officej) HOC volunteerk) Publicity in cooperation with RI

Rotary Code of Policies
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The above responsibilities demonstrate that an important function of the host organization isto act as "host" to all who attend the convention. In fulfilling the responsibilities as hosts,
Rotarians of the host organization have the opportunity to provide service and hospitality thatreflect the unique ambiance of the convention city. It is this ambiance that demonstrates theinternationality of the convention and Rotary as a whole. (January 2009 Mtg., Bd. Dec. 164)
Source: February 1977 Mtg., Bd. Dec. 233; February 1999 Mtg., Bd. Dec. 238; Amended by November 2007 Mtg., Bd. Dec. 87;
November 2008 Mtg., Bd. Dec. 81; January 2009 Mtg., Bd. Dec. 164

57.020.8. Host Organization Budget and Financial Reports
The host organization will develop a balanced break even budget, reflecting all
anticipated host organization expenses and revenues, and will submit this budget to thepresident, Convention Committee, and the general secretary prior to the first meeting of
the Convention Committee for approval. This budget shall be submitted for review at
each Convention Committee meeting.
Each host organization committee is required to provide quarterly financial reports ofactual and projected revenues and expenses to RI as of 30 June, 30 September, 31
December, and 31 March during the twelve month period immediately prior to its
convention. The general secretary shall provide a standard report format for use by thehost organization committee which should be utilized to provide quarterly and final
reports.
The host organization shall submit within 30 days of the end of the convention aprovisional financial statement and then also submit a final financial statement within 180
days to the president, convention chair and the general secretary. If the final financial
statement shows that the host organization income exceeded its expenses, the hostorganization shall refund to RI any funds received from RI, up to the amount paid by RI
to the host organization, within 180 days of the end of the convention.
If the general secretary deems necessary, RI shall have the right, upon reasonable noticeand during normal business hours, to inspect and audit financial books from time to time
for the purpose of verifying the accuracy of payments and reports.
Due to extraordinary circumstances the host organization shows a loss in their final
financial statement and is unable to pay back the loan received from RI, then the generalsecretary may decide to forgive the loan amount.
The host organization shall determine in advance how surplus funds shall be allocatedafter the convention. (November 2009 Mtg., Bd. Dec. 104)
Source: June 2002 Mtg., Bd. Dec. 266; June 2006 Mtg., Bd. Dec. 253; Amended by November 2006 Mtg., Bd. Dec. 35; November
2007 Mtg., Bd. Dec. 87; November 2009 Mtg., Bd. Dec. 104

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57.020.9. Publicity for Convention
Host organizations should understand the importance of avoiding publicity outside of thehost area regarding any future convention until after that year’s convention. However, inorder to increase awareness of the following year’s convention, RI will provide a link tothat convention’s Web site and permit advance promotion activities at PETS, prior to thecompletion of the current year’s convention. (November 2008 Mtg., Bd. Dec. 71)
Source: November 2008 Mtg., Bd. Dec. 71

57.020.10. Host Organization Relationship With Convention Manager
The host organization is to provide advice and assistance to the convention manager.
Local Rotarians are citizens of the host country as well as business and professional
people, and community leaders, familiar with customs and practices of the host city andcountry. Therefore, only they can provide the degree of assistance that enables RI to
perform its Convention responsibilities with a working knowledge of the host city. The
host Rotarians offer local knowledge to assist the convention manager in fulfilling RI's
responsibilities for the planning and conduct of its Convention in the host city. (June2007 Mtg., Bd. Dec. 226)
Source: February 1977 Mtg., Bd. Dec. 233; Amended by June 2007 Mtg., Bd. Dec. 226

57.020.11. General Duties of Host Organization Committee
The Host Organization Committee must clearly understand its role in the planning andoperation of the convention. It must also accept its duty to cooperate with the RI
Convention Committee and convention manager to finalize plans for the convention.
The Host Organization Committee shall be required to annually submit a report on its
progress toward meeting Host Organization Committee responsibilities until one year
prior to its assigned convention, at which time the Host Organization Committee shall be
required to submit a monthly report on its progress. Depending upon the progress shownvia the annual submission of such a report, the general secretary may hold a training
meeting in the city of the Host Organization Committee on an as-needed basis.
(November 2007 Mtg., Bd. Dec. 87)
Source: November 1976 Mtg., Bd. Dec. 122; June 2007 Mtg., Bd. Dec. 289; Amended by November 2007 Mtg., Bd. Dec. 87

Cross References
71.070.1. Insurance for Host Organizations

57.030. Dates
If the Board, when determining the International Convention city, does not name the dates on
which the International Convention shall be held, the Executive Committee of the Board isauthorized to name the dates. The convention should not be held during the last half of June,effective 2015. (June 2007 Mtg., Bd. Dec. 252)
Source: January 1947 Mtg., Bd. Dec. 189; June 2007 Mtg., Bd. Dec. 252

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57.040. Guidelines
A manual for the general guidance of the convention committee has been approved and isrevised from time to time by the Board. Such manual includes Board policy governing
Conventions. The general secretary is requested to bring to the Board's attention any necessarychanges to the manual. Each Convention committee is likewise requested to include in its final
report any recommended changes to the manual. (June 1998 Mtg., Bd. Dec. 348)
Source: May 1991 Mtg., Bd. Dec. 342

57.040.1. Distribution of Manual for Conventions
The following shall receive revisions of the Manual for Conventions: president, presidentelect, president-nominee, when known, host organization chair, host area governor(s) at timeof acceptance, succeeding governors through the year of the convention, all convention
committee members, chief sergeant-at-arms and key deputies, general secretary, and the hostarea convention bureau/tourism office. (November 2007 Mtg., Bd. Dec. 87)
Source: February 1999 Mtg., Bd. Dec. 238; Amended by November 2007 Mtg., Bd. Dec. 87

57.050. Site Selection
57.050.1. Convention in Successively Different Locations
The international convention shall not be held in any one country for more than one
consecutive year. If possible, Conventions should be held successively in different partsof the world, with the qualification that cost factors be given careful consideration. The
eastern and western regions of the United States, as divided by the Mississippi River, areto be considered two distinct regions for this site selection purpose. (November 2007
Mtg., Bd. Dec. 87)
Source: January 1938 Mtg., Bd. Dec. 77; Conv. Res. 64-42; Amended by June 2007 Mtg., Bd. Dec. 289; November 2007 Mtg.,
Bd. Dec. 87

57.050.2. Accessibility of Convention Location
In determining the locations of RI meetings, care should be taken to ensure theaccessibility of such locations for all those eligible to attend. (June 1998 Mtg., Bd. Dec.
348)
Source: February 1981 Mtg., Bd. Dec. 273

57.050.3. Study of Potential Convention Sites
Continued study should be made of those cities currently or potentially capable of hosting
the RI Convention. Consideration should also be given to Convention costs which might
be absorbed by entities within such cities if the Board considers them as potential
Convention sites. Each year RI will solicit invitations and only those cities responding
by a predetermined deadline will be considered. There shall be no standing list of
potential host districts and/or cities. (November 2007 Mtg., Bd. Dec. 87)
Source: November 1976 Mtg., Bd. Dec. 122; October 1998 Mtg., Bd. Dec. 124; Amended by November 2007 Mtg., Bd. Dec. 87

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57.050.4. Convention Attendance and Financial Options
In selecting a Convention site, consideration shall be given to determining the maximum
number of persons to be accommodated in a particular city, as well as to the best
available financial options. (June 1998 Mtg., Bd. Dec. 348)
Source: February 1988 Mtg., Bd. Dec. 273

57.050.5. Minimum Standards For Convention
The Board will consider a proposal only if the general secretary has explicitly confirmedthat the city currently meets all of the requirements for holding a convention. If thegeneral secretary and/or Rotary senior leader involved in the site inspection reports that acity does not meet all of the critical site specification criteria as described in the current
Manual for Conventions and the Board proceeds to select that city, the Board shallprovide an explanation of how any deficiencies will be addressed in its respective Board
decision. The general secretary shall inform the Board of potential sites which varyslightly from the standards, or preferred criteria, when such variances would not inhibit
the full capability of a city to hold a convention. Should no city be certified by thegeneral secretary from among those submitting invitations, the Board will postpone any
selection until a city has been so certified or solicit proposals from another area of theRotary world. International conventions shall not be allocated to cities that do not havesufficient and proper facilities. (June 2007 Mtg., Bd. Dec. 289)
Source: June 1977 Mtg., Bd. Dec. 362; November 1991 Mtg., Bd. Dec. 98; October 1998 Mtg., Bd. Dec. 124; Amended by June2007 Mtg., Bd. Dec. 289

57.050.6. Support of Host Area
Preference will be given to those invitations which indicate that the host district area will
support the convention. Such support includes a resolution or other statement ofattendance pledged by the host organization. (November 2007 Mtg., Bd. Dec. 87)
Source: May-June 1981, Bd. Dec. 394; Amended by June 2002 Mtg., Bd. Dec. 266; Amended by November 2007 Mtg., Bd. Dec. 87

57.050.7. District Support for Convention
Before the Board accepts an invitation to host a Convention, any nearby districts mustsatisfactorily prove to the Board support for the convention. (June 1998 Mtg., Bd. Dec.
348)
Source: February 1988 Mtg., Bd. Dec. 273

57.050.8. Cost Control Measures in Convention Site Selection
To control Convention expenses, negotiations to reduce costs in the following areas may
be conducted before the selection of the convention city: housing, entertainment, official
meal functions, meeting places, other facilities and printing. The number of official
meals should be limited as much as possible. Any gratis items to be offered, including
complimentary hotel rooms for various officers, should be established. (June 1998 Mtg.,
Bd. Dec. 348)
Source: May-June 1977 Mtg., Bd. Dec. 362

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57.050.9. Funding of Convention Meeting Space
When considering districts’ invitations to hold conventions in their cities, RI will expect
the city to provide without expense to RI a suitable and convenient auditorium for theconvention’s general sessions and additional meeting places for other sessions. No
district of any city should have to pay rental or other expenses for convention venues for
RI’s use. Rather, the city shall furnish such facilities, or the city government, tourist
association, chamber of commerce, or a similar group of business people should provide
any necessary funds for such a meeting place. (November 2007 Mtg., Bd. Dec. 87)
Source: July 1932 Mtg., Bd. Dec. IX(f). Amended by January 1966 Mtg., Bd. Dec. 153; February 2004 Mtg., Bd. Dec. 190;
November 2007 Mtg., Bd. Dec. 87

57.050.10. Convention Cancellation
The general secretary shall continue to monitor factors which could interrupt
International Conventions and make contracts, wherever possible, in such a way as tominimize any liability to RI in the event of any interruption in plans for a Convention.
(June 1998 Mtg., Bd. Dec. 348)
Source: February-March 1987 Mtg., Bd. Dec. 264

57.050.11. Procedures for Selecting RI Convention Sites
The following procedures have been established for the selection of sites to hold RI’s
annual convention:
1. The general secretary shall maintain current information on cities around the world
reporting to have the facilities and services available to hold a RI Convention. (seesection 57.050.3.) This information will be provided to the Board on an annual basis toassist the Board in designating an area(s) of the world in which to hold a future RI
Convention. (9 years out)
2. Nine years before the year in which a RI Convention is to be held, the RI Board will
determine what geographic location(s) from which proposals to host the convention will
be solicited. (9 years out)
3. Based on the Board’s decision, the general secretary will send a letter to Rotary
District(s) in the designated geographic location(s) which have cities reported to have thefacilities and services needed to hold a convention, and have not hosted a convention
within the previous 20 years. The letter will specify the requirements for holding a
convention, and the obligations and responsibilities of the host district(s). Enclosed withthis letter will be a copy of “Rotary International Convention Site Specifications” and achecklist of host organization committee responsibilities. The proposals shall request a
reply letter indicating that the district governor(s) agrees, by signature of the bid, tocomply with that list of host organization committee responsibilities. It shall be notedthat the checklist is not exhaustive, and that if the host organization committee wishes todo anything above or beyond its defined responsibilities, the host organization committee
must inform and receive approval from RI before proceeding with that activity. The
letter will request these district(s) to submit proposals to RI within a six-month timeframe. (9 years out)Rotary Code of Policies
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4. Proposals for hosting conventions will be acknowledged in writing promptly uponreceipt. If, after review by the general secretary, there are cities that are obviously notsuitable, a letter will be sent to the districts(s) that made the proposal(s) expressing regret.
(8 years, 6 months out)
5. At the end of the six month time frame, the general secretary will review all proposals
received, and notify the Board of those cities which, through information submitted in the
proposals and through research conducted by the general secretary, have the preferredand critical criteria, in the way of facilities and services needed to hold a convention.
Proposals will require the endorsement of the governor of the district(s), and an official
representative of the government of the proposed city. Proposals will require the bidding
chair to serve as the acting host organization committee chair and an explanation of how
and when the host area will select its host organization committee chair no later than 5
years out. (8 years, 6 months out)
6. The Board will request the president to appoint a Rotary senior leader to join thegeneral secretary in conducting an inspection of the city(ies) under consideration by the
Board, and make recommendations, in cooperation with the general secretary, as to thesuitability of the city(ies) for holding a convention. The review and site visit process
should be completed within six months of the deadline for receipt of proposals. (8-7
years out)
7. The Board will then tentatively select one of the cities as the site to hold a convention
in a specified year, subject to the general secretary’s successful negotiation of an
appropriate block of hotel rooms, adequate space in which to hold all convention
activities, a thorough review of related tax implications relating to convention income
and expenses and any other agreements necessary to memorialize the proposal from thehost area, government (or related agency) as it relates to any financial arrangements. (7years out)
8. When negotiations for hotels, transportation, convention facilities, and financial
arrangements have been successfully completed and all tax implications considered, theGeneral Secretary will notify the Board. At that time, the Board will accept the proposal
from the district, and agree to hold a convention in the specified city in a specified year,
subject to the successful negotiation of all necessary arrangements by the General
Secretary. (6 years out) (November 2007 Mtg., Bd. Dec. 87)
Source: October 1998 Mtg., Bd. Dec. 124; Amended by June 2002 Mtg., Bd. Dec. 266; May 2003 Mtg., Bd. Dec. 325; February
2004 Mtg., Bd. Dec. 190; June 2007 Mtg., Bd. Dec. 289; November 2007 Mtg., Bd. Dec. 87

57.050.12. Convention Site Inspection by Rotary Senior Leadera) The president will set the dates for site visits for future conventions.
b) In accepting the president’s invitation to participate in a convention site visit, theRotary senior leader must commit to participation in the full trip, visiting all cities
included on the itinerary.

Rotary Code of Policies
June 2010382c) The Rotary senior leader will travel with the general secretary to all cities being
considered.
d) The site team will be required to submit a final report on its recommendations for a
future convention site within four weeks after completing all visits. (November 2007
Mtg., Bd. Dec. 87)
Source: July 1997 Mtg., Bd. Dec. 70. Amended by November 1999 Mtg., Bd. Dec. 197; June 2002 Mtg., Bd. Dec. 266; November
2007 Mtg., Bd. Dec. 87

57.050.13. Publicizing Site Selection
The general secretary shall ensure that all information published by the Secretariat about
the Board's selection of various sites for a RI Convention clearly distinguish between
those sites definitely decided upon and those sites that have been tentatively identified
and whose facilities are still being investigated. (February 1999 Mtg., Bd. Dec. 196)
Source: October 1998 Mtg., Bd. Dec. 124

57.050.14. Changing Location of Convention Site
Having selected a convention city, the general secretary will update future Boards on the
progress being made with several cities and districts scheduled to host conventions infuture years. The general secretary will alert the Board to any serious problems
encountered in convention planning.
In the event information is received which indicates that the location of a meeting which
has already been determined has become inaccessible, the Board shall consider changing
such location. (June 2002 Mtg., Bd. Dec. 266)
Source: October 1998 Mtg., Bd. Dec. 124; February 1981 Mtg., Bd. Dec. 273; Amended by June 2002 Mtg., Bd. Dec. 266

57.050.15. Proposals to Hold Conventions in Countries with Currency Restrictions
When it is proposed to hold a convention in a country where currency exchange
restrictions apply, such meetings will be used as an opportunity to negotiate withappropriate government officials in those countries where there is a substantial amount offunds of RI or the Rotary Foundation on deposit, and not available as a result of currency
restrictions concerning the release of such funds. (February 1999 Mtg., Bd. Dec. 196)
Source: May-June 1986 Mtg., Bd. Dec. 46

57.050.16. Future Conventions Bidding Workshop
RI shall hold a Convention Bidding and Hosting Workshop during the annual
International Convention. This workshop will train interested Rotarians on the primary
responsibilities of host organization committees, how to submit an effective proposal,
possible ways to secure government support for venue fees and public transportation, etc.
A sample checklist of host organization committee responsibilities will also be available
at this workshop. The general secretary, appointed past convention chair(s) and hostorganization committee chair(s) shall lead the workshop. Attendance at this workshop isRotary Code of Policies
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383

strongly encouraged of all bidders for the 2015 convention and beyond. (November 2007
Mtg., Bd. Dec. 87)
Source: June 2007 Mtg., Bd. Dec. 289; Amended by November 2007 Mtg., Bd. Dec. 87

Cross References
61.020. Regional Conference Site Selection Criteria

57.060. Attendance
57.060.1. Guidelines for Convention Registration
Registration at RI Conventions shall be limited to• Rotarians• Rotaractors• Interactors• Youth Exchange students• Foundation scholars• non-Rotarian Foundation alumni• Rotary club/district employees• RYLArians• Spouses of deceased Rotary senior leaders
Any other person who wishes to register for a RI Convention may do so as the paid guestof a qualified accompanying convention registrant. All convention registrants shall pay
the corresponding convention registration fees established by the Board. (November
2007 Mtg., Bd. Dec. 87)
Source: June 2006 Mtg., Bd. Dec. 251; Amended by November 2006 Mtg., Bd. Dec. 35; November 2007 Mtg., Bd. Dec. 87

57.060.2. Attendance of Rotary Foundation Program Alumni
Any alumni of Rotary's Foundation may register to attend RI conventions.
The official convention program will include an all-day (seven-hour) seminar for RotaryFoundation alumni to be held annually for three years as a pilot program, beginning at the2008 RI (Los Angeles) Convention on Saturday as a pre-convention event. (November
2006 Mtg., Bd. Dec. 35)
Source: November 1991 Mtg., Bd. Dec. 70; June 2006 Mtg., Bd. Dec. 218

57.060.3. Attendance of Incoming Club Presidents and Governors-ElectThe importance of the attendance of incoming club presidents and governors-elect should
be stressed at all times by the president through the Secretariat and by announcement.
(June 1998 Mtg., Bd. Dec. 348)
Source: May-June 1977 Mtg., Bd. Dec. 362

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57.060.4. Attendance of Spouses of Deceased Rotary Senior Leaders
Spouses of deceased Rotary Senior Leaders who are not Rotarians themselves shall beallowed to register independently for the conventions instead of as the guests ofRotarians. In addition, all spouses of deceased Rotary Senior Leaders, whether Rotarians
or not, should be accorded the same privileges at RI conventions that would have been
available to their former spouses. (June 2007 Mtg., Bd. Dec. 289)
Source: June 2007 Mtg., Bd. Dec. 289

57.060.5. One-day Registration Fees
RI shall only entertain requests to offer one-day registration fees where plenary hallcapacity permits. (June 2007 Mtg., Bd. Dec. 289)
Source: June 2007 Mtg., Bd. Dec. 289

57.060.6. Convention Registration and Exhibitor’s Policy
1. Paying RI licensed vendors, host business expo exhibitors, and organizations withwhich RI has a formal cooperative relationship will be provided up to six complimentary
House of Friendship access badges per booth for booth staff. Any additional badges will
be available for US$50 per badge if requested before the March pre-registration deadline.
All badges requested after the March pre-registration deadline shall be available on-site
for US$100 per badge.
RI projects and Global Networking Groups exhibitors that do not pay a booth rental fee
may obtain House of Friendship access badges for their booth staff for US$50 per badge
if requested before the March pre-registration deadline. All badges requested after the
March pre-registration deadline shall be issued on-site for US$100 per badge.
The Host Organization Committee (HOC) may obtain a reasonable quantity as
determined by the convention manager of complimentary House of Friendship accessbadges and set up wristbands for its volunteers, entertainers, and convention service
vendors to adequately support on-site HOC convention responsibilities, if requested
before the March pre-registration deadline. All badges requested after the March preregistration deadline shall be available on-site for US$100 per badge. RI shall provide
the wristbands, badge stock, which will include the Rotary emblem security sticker, andtemplate to be printed by the HOC. Any non-Rotarian exhibitor who wishes to attend aplenary session, workshop, or other official convention event may do so after registering
at the corresponding convention registration fee established by the Board.
Convention sponsors of US$10,000 or more will be provided up to six complimentaryfull-access convention badges for their representatives if requested before the March preregistration deadline. Requests for additional badges, and requests received after the
March pre-registration deadline shall be issued at the “Guest 19 Years and Over”
registration fee.
2. The general secretary may allow exceptions to the above policy as he deems
appropriate. (January 2010 Mtg., Bd. Dec. 117)
Source: June 2006 Mtg., Bd. Dec. 251; Amended by November 2009 Mtg., Bd. Dec. 69

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57.060.7. Badge Information
At all RI meetings, all name badges shall include the classification of Rotarians.
(November 2008 Mtg., Bd. Dec. 81)
Source: November 2008 Mtg., Bd. Dec. 81

Cross References
37.010.3. RIBI Officers’ Attendance at International Assembly and Convention
57.100. Regional Magazine Editors Attendance
61.020.3. Minimum Criteria For Holding Regional Conferences

57.070. Housing
57.070.1. Housing Distance From Convention Site
Wherever possible, an effort should be made to avoid housing Convention attendees at
distances requiring more than 45 minutes traveling time to reach the center of Convention
activity. (November 1999 Mtg., Bd. Dec. 197)
Source: May-June 1977 Mtg., Bd. Dec. 362. Amended by November 1999 Mtg., Bd. Dec. 197

57.070.2. Convention Housing/Registration
A computer record of International Convention registration information, particularly on
Convention attendees, shall be maintained at the Secretariat. (June 1998 Mtg., Bd. Dec.
348)
Source: February 1988 Mtg., Bd. Dec. 278

57.070.3. Registration/Housing Forms
Official Convention registration/housing forms shall be distributed one year in advance atthe preceding Convention, and ten months in advance by mail. Only properly completed
official convention forms bearing a Rotarian signature received by the published deadline
will be honored (except those forms received on line/electronically). Forms received
unsigned or past the deadline will be returned to registrants. Travel agents shall follow
RI Convention housing procedures. (November 2007 Mtg., Bd. Dec. 87)
Source: May-June 1976 Mtg., Bd. Dec. 278; January-February 1986 Mtg., Bd. Dec. 166. Amended by November 1999 Mtg., Bd.
Dec. 197; June 2002 Mtg., Bd. Dec. 266; November 2007 Mtg., Bd. Dec. 87

57.070.4. Hotel Guaranty Deposits
Official Convention housing forms shall state that hotel deposits will not be refunded if
cancellation is made after the hotel cancellation deadline. (November 1999 Mtg., Bd.
Dec. 197)
Source: November 1999 Mtg., Bd. Dec. 197

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57.080. Sergeants-at-Arms at the Convention
The role and responsibilities of the RI sergeant-at-arms leadership at the International
Convention are as follows:
I. Chief Sergeant-at-arms
The president for the year in which the convention will be held shall appoint the chief sergeantat-arms to serve as an officer of the convention, in accordance with the RI Bylaws. The chiefsergeant-at-arms shall be appointed concurrently with the Convention Committee and shallattend all official meetings of the Convention Committee. The chief sergeant-at-arms is selectedbased upon the following criteria:
Criteria for selection
1. Is a past officer of Rotary International
2. Has served in the sergeant-at-arms leadership at at least two previous Rotary International
events, including the International Assembly, International Convention, and Council on
Legislation
3. Has demonstrated excellent management and organizational skills
4. If married, has a supportive spouse willing to accompany the chief sergeant and serve at theevent
Responsibilities
1. Attends all meetings of the convention committee and any necessary site visits
2. Recommends the appointment of the sergeant-at-arms team, in consultation with therespective convention chair and subject to the approval of the president
3. Reports directly to the president on all matters related to the sergeants-at-arms. The
president, at his discretion, may delegate this responsibility to the convention chair. The
chief sergeant-at-arms will also work with the convention chair on all issues, as the chair is
responsible for all aspects of the convention, including the budget
4. In cooperation with the general secretary, ensures that security, emergency and first aid
procedures, crowd control, and general safety meets the needs of all convention participants
and staff
5. In cooperation with the general secretary, ensures that all Rotary equipment and rentals,
including vehicles, assigned to the SAA team are appropriately allocated and accounted for6. Monitors the exhibit halls to ensure that all activities taking place are in accordance with RI
policies and convention procedures as defined in the Convention Manual
7. Is responsible for various sergeants-at-arms functions, including:a) Training all sergeants-at-arms at a pre-convention briefing (one for local sergeants-atarms and one for international sergeants-at-arms) as the schedule and programming
permitsb) Organizing and assigning responsibilities to the assistant chief sergeants-at-arms anddeputy sergeants-at-armsc) Transportation of speakers and other invited guests to and from event sites, as neededd) Collection of tickets at various ticketed events upon request of banqueting staff liaisone) Collection of funds for ticketed events is not permittedf) Supervising the checking of badges at admission points in coordination with hired security
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387i) Claiming, logging, and storage of lost and found items as necessaryj) Evaluating overall performance of volunteer sergeants-at-arms and recognize extraordinary
service as applicablek) Supporting other areas of the convention and fellow sergeants-at-arms as primary
assignments allow
II. Assistant Chief Sergeants-at-Arms
Subject to the approval of the president, the chief sergeant-at-arms recommends to the president
and the convention chair eight assistant chief sergeants-at-arms. The chief sergeant-at-arms shallrecommend such appointments from the sergeants-at-arms candidates list. The assistant chiefsergeants-at-arms shall be selected according to the following criteria:
Criteria for selection
1. Is a past officer of Rotary International
2. Has served in the sergeant-at-arms leadership at at least two previous Rotary International
events, including the International Assembly, International Convention, and Council on
Legislation
3. Has excellent management and organizational skills
4. If married, has a supportive spouse willing to accompany the sergeant and serve at the event
Responsibilities
As assigned by the chief sergeant-at-arms
III. Deputy Sergeants-at-Arms
Subject to the approval of the president, the chief sergeant-at-arms shall recommend to thepresident and the convention chair twelve deputy sergeants-at-arms. The deputy sergeants-atarms shall be selected in accordance with the following criteria:
Criteria for selection
1. Is a past officer of Rotary International
2. Has served in the sergeant-at-arms leadership at at least two previous Rotary International
events, including the International Assembly, International Convention, and Council on
Legislation
3. Has excellent management and organizational skills
4. If married, has a supportive spouse willing to accompany the sergeant and serve at the event
Responsibilities
As assigned by the chief sergeant-at-arms. (November 2007 Mtg., Bd. Dec. 87)
Source: June 2001 Mtg., Bd. Dec. 405; Amended by May 2003 Mtg., Bd. Dec. 390; November 2007 Mtg., Bd. Dec. 80; November 2007 Mtg.,
Bd. Dec. 87

57.080.1. Duration of Sergeant-at-Arms Assignments at the International Convention
The duration of sergeants-at-arms leadership assignments should be consistent to ensure
appropriate sergeant-at-arms support throughout the convention. Assignments for thesergeant-at-arms leadership should follow these guidelines:

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Domestic
Chief
9 nights
Assistant Chief
8 nights
Deputy8 nights(May 2003 Mtg., Bd. Dec. 390)

388

International
11nights
10 nights
10 nights

Source: June 2001 Mtg., Bd. Dec. 405; Amended by May 2003 Mtg., Bd. Dec. 390

57.080.2. Costs of Sergeants-at-Arms at the International Convention
The expenses of sergeants-at-arms leadership at the International Convention should be
paid by RI in accordance with the RI Travel Policy. The International Convention
sergeants-at-arms budget shall include the expenses of:
One chief sergeant-at-arms
Ten assistant chief sergeants-at-arms
Ten deputy sergeants-at-arms
Expenses shall include transportation to and from the convention, accommodations,meals, registration fees and incidentals for the chief sergeant-at-arms and assistant chiefsergeants-at-arms, and their spouses while serving as sergeant-at-arms. Expenses for the
deputy sergeants-at-arms shall include accommodations, meals, incidentals andregistration fee. (November 2007 Mtg., Bd. Dec. 87)
Source: June 2001 Mtg., Bd. Dec. 405; Amended by November 2007 Mtg., Bd. Dec. 87

57.080.3. Sergeants-at-Arms Manual for Conventions
A manual for the general guidance of the convention sergeants-at-arms has been preparedand is revised from time to time by the Board. Such manual includes Board policy
governing sergeants-at-arms. The general secretary is requested to bring to the Board’s
attention any necessary changes to the manual. Each sergeants-at-arms committee islikewise requested to include in its final report any recommended changes to the manual.
(June 2001 Mtg., Bd. Dec. 405)
Source: June 2001 Mtg., Bd. Dec. 405

57.080.4. Sergeants-at-arms Leadership Requirements
The number of deputy sergeants-at-arms should be increased, at cost to RI, by a ratio of
one sergeant-at-arms per every 1000 attendees for all international conventions with a
pre-registered attendance number greater than 22,000 people up to a maximum of 13
additional sergeants-at-arms. (November 2007 Mtg., Bd. Dec. 86)
Source: November 2007 Mtg., Bd. Dec. 86

57.090. Group Air Travel
It is not practicable for RI to arrange for chartered air transport facilities for group travel by
Rotarians to the convention. In the best interests of all concerned, no attempt shall be undertaken
to make such arrangements. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1964 Mtg., Bd. Dec. 146

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57.100. Regional Magazine Editors Attendance
57.100.1. Registration Fee Waiver for Regional Editors
The registration fee for Rotary regional magazine editors attending International
Conventions shall be waived as these editors will attend as media instead of as regularconvention attendees. (June 2007 Mtg., Bd. Dec. 289)
Source: February-March 1985 Mtg., Bd. Dec. 246; Amended by June 2007 Mtg., Bd. Dec. 289

57.110. International Convention Committee
57.110.1. Appointment and Qualifications of Convention Committee
The president, in consultation with the president to serve during the year of theconvention, shall appoint the chair of the convention committee. The chair of theconvention committee shall be a past director. The chair shall have knowledge of andexperience in planning Rotary International Conventions. (February 2007 Mtg., Bd. Dec.
166)
Source: January 1966 Mtg., Bd. Dec. 90; May-June 1977 Mtg., Bd. Dec. 362; Amended by November 1999 Mtg., Bd. Dec. 197;
February 2007 Mtg., Bd. Dec. 166

57.110.2. Continuity of Convention Committee
The chair of a Convention Committee may attend meetings of the prior year's Convention
Committee as an observer. Such future chair shall attend the convention preceding theconvention for which such chair has been appointed to serve at Rotary International’s
expense; and meet with the president and host organization representatives several
months prior to the convention for which such chair has been appointed. (November 1999
Mtg., Bd. Dec. 197)
Source: November 1976 Mtg., Bd. Dec. 122; July 1991 Mtg., Bd. Dec. 39; Amended by November 1999 Mtg., Bd. Dec. 197

57.110.3. Duties of Convention Committee
The Convention Committee shall assist the president in planning and implementing the
program of the convention. This should be done in close association with the generalsecretary and the Host Organization, who are responsible to the Convention Committee.
The Convention Committee will advise, receive instructions from, and work with thepresident of the relevant year to include such president's desires and ideas in the program
format. The final authority will be the Board. The members of the Convention
Committee will be official participants of the convention. (November 2007 Mtg., Bd.
Dec. 87)
Source: May-June 1977 Mtg., Bd. Dec. 362; Amended by November 1999 Mtg., Bd. Dec. 197; July 2007 Mtg., Bd. Dec. 15;
November 2007 Mtg., Bd. Dec. 87

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57.110.4. Convention Host Organization Events
Although the host organization may plan various events considered appropriate at an
International Convention, details of these plans shall be provided to the International
Convention Committee which, subject to the review and authority of the Board, will
determine whether they shall take place. (June 1998 Mtg., Bd. Dec. 348)
Source: February 1988 Mtg., Bd. Dec. 275

57.110.5. Convention Committee Meeting at Prior Convention
As a standard practice for Conventions, the International Convention Committee shallhold a brief meeting following the convention held immediately prior to the convention
year for which they are planning. (June 1998 Mtg., Bd. Dec. 348)
Source: May-June 1986 Mtg., Bd. Dec. 45

57.120. Public Relations
57.120.1. Importance of Public Relations
The general secretary, in cooperation with Host Organization, shall endeavor to provide
qualified local public relations support, approximately three months before theconvention through the duration of the convention. (November 1999 Mtg., Bd. Dec. 197)
Source: May-June 1981 Mtg., Bd. Dec. 406; Amended by November 1999 Mtg., Bd. Dec. 197

57.120.2. Financing for Convention Publicity
Convention public relations activity should be financed within the RI annual budget.
(November 1999 Mtg., Bd. Dec. 197)
Source: October-November 1980 Mtg., Bd. Dec. 156; Amended by November 1999 Mtg., Bd. Dec. 197

57.120.3. Convention Press Bureau
The Convention provides a significant opportunity to publicize Rotary and provide
Rotarians attending the meeting with valuable encouragement and guidance for their cluband district public relations activities. The general secretary, depending on thecircumstances in each country hosting the convention, shall assign sufficient staff forpress work at each Convention. (November 1999 Mtg., Bd. Dec. 197)
Source: November 1987 Mtg., Bd. Dec. 153; Amended by November 1999 Mtg., Bd. Dec. 197

57.130. Finances
57.130.1. Convention Budget
The convention budget shall be prepared on realistic cost and revenue figures based on
anticipated attendance. The general secretary shall consider the suggestions of both the
RI Finance Committee and the International Convention Committee (including the HOC

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in such deliberations), but for budgeting purposes, the final determination of theestimated convention attendance shall be made by the general secretary with approval of
the RI Board. (January 2010 Mtg., Bd. Dec. 151)
Source: February 1988 Mtg., Bd. Dec. 318; January 2010 Mtg., Bd. Dec. 151; Amended by November 1999 Mtg., Bd. Dec. 197

57.130.2. Convention Expense Reserve Fund
There shall be, as an appropriated fund balance, a reserve fund for net convention loss ofa minimum of US$500,000, with the understanding that no convention budget should bedeliberately established so as to anticipate subvention by the reserve fund. Such reserve
fund is intended to reduce the impact of conventions on RI’s general administrative
reserve funds.
In the event that a convention’s revenues exceed expenses, the convention expense
reserve fund shall be increased by the excess amount. Amounts in this reserve fundexceeding US$500,000 may be used to reduce the cost of registration fees for theparticipants of future RI conventions. The reserve fund will be reduced by such amounts
utilized in this manner. (June 2008 Mtg., Bd. Dec. 290)
Source: November 1983 Mtg., Bd. Dec. 113; Amended by October 1985 Mtg., Bd. Dec. 109; March 2005 Mtg., Bd. Dec. 258; June2008 Mtg., Bd. Dec. 290

57.130.3. Board Review of Budget for Ensuing Convention
The general secretary shall report promptly to the Board any and all known or expectedsignificant variances in budgeted income and expense. (November 2007 Mtg., Bd. Dec.
87)
Source: February 1988 Mtg., Bd. Dec. 273; Amended by May 2003 Mtg., Bd. Dec. 325; November 2007 Mtg., Bd. Dec. 87

57.130.4. Convention to Be Self-Supporting
The Convention budget shall be balanced. Therefore the costs associated with theholding of the annual Rotary International Convention shall be covered by the revenue
collected from registration fees, booth rental, ticket sales, and other acceptable means ofrevenue. (November 1999 Mtg., Bd. Dec. 197)
Source: November 1999 Mtg., Bd. Dec. 197; Affirmed by March 2005 Mtg., Bd. Dec. 258

57.130.5. Convention Attendance Expenses Paid by RIa) The convention budget shall cover the expenses of the following persons attending
the convention of Rotary International:• President and spouse (to be funded by the current year convention budget)• General Secretary and spouse (to be funded by the current year convention
budget)• Sergeants-at-arms and spouses (includes chief and assistant chief SAAs) (to be
funded by the current year convention budget)• Following year convention chief sergeant-at-arms (to be funded by the following
year convention budget)• Deputy sergeants-at-arms (hotel, registration fee, and meals only)Rotary Code of Policies
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•
•

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Current year Convention Committee and spouses (to be funded by the current
year convention budget)
Secretariat staff as assigned by the general secretary to support the convention
activities
Any person assigned by the president or the Board to a place on the program of
the convention, but who is not included in the above, may have his/her expenses
paid by RI with the approval of the presidentb) The Rotary Foundation shall pay the expenses of the following persons attending theconvention of Rotary International:• Trustee chair and spouse• Trustee chair’s aide and spouse• Trustees and spouses• Incoming trustees and spouses• Trustee chair-elect’s aide and spouse• Secretariat staff as assigned by the general secretary to other Foundation functions
held in conjunction with the conventionc) RI shall pay the expenses of the following persons attending the convention of RotaryInternational from the appropriate budget:• President’s aide and spouse• President-elect and spouse• President-elect’s aide and spouse• President-nominee and spouse• President-nominee’s aide and spouse• Directors and spouses• Directors-elect and spouses• Past Presidents (non-trustee) and spouses• Secretariat staff as assigned by the general secretary to other organizational
functions held in conjunction with the convention• Current year’s President’s immediate family, provided that the expenses of no
more than 20 such members are paid by RI over a two-year period for the sameofficer serving first as president-elect and then as president at two consecutive
conventions• Following year’s President-elect’s immediate family, provided that the expenses
of no more than 20 such members are paid by RI over a two-year period for thesame officer serving first as president-elect and then as president at twoconsecutive conventions (November 2008 Mtg., Bd. Dec. 29)
Source: November 2007 Mtg., Bd. Dec. 87; Amended by November 2008 Mtg., Bd. Dec. 29

57.130.6. Convention Keynote Speaker Fees
Convention committees shall include in the convention budget funds to cover the cost of
keynote speaker fees, honorariums, and attendance expenses, subject to final approval of
the convention budget by the Board. (February 1999 Mtg., Bd. Dec. 196)
Source: June 1998 Mtg., Bd. Dec. 364

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57.130.7. Convention Expenses Not Covered in Convention Budget
The following convention expenses not covered in the Rotary International convention
budget shall be covered in the appropriate Rotary International or Rotary Foundationbudgets:a) International Instituteb) Production and distribution of the Convention Proceedingsc) Pre-convention events of The Rotary Foundation (expenses to be borne by the budgetof The Rotary Foundation)d) The convention balloting and credentialing processe) Press center and media relationsf) Youth Exchange preconvention meeting expensesg) Rotaract preconvention meeting expensesh) International RYLA event expenses
Preconvention expenses of the Convention Committee, all the expenses of theConvention Promotion Committee, and the preliminary administrative promotional
expenses incurred by RI shall be charged to the RI General Fund annually. (June 2008
Mtg., Bd. Dec. 227)
Source: November 1999 Mtg., Bd. Dec. 197; Amended by February 2007 Mtg., Bd. Dec. 139; November 2007 Mtg., Bd. Dec. 87;
January 2008 Mtg., Bd. Dec. 166. See also August 2000 Mtg., Bd. Dec. 89

57.140. Proceedings
57.140.1. Plenary Sessions
The format of the plenary sessions shall reflect the following recommendations:a) Substance of Plenary Sessions
All plenary sessions should be directed to achieve the purposes stated in 57.010.
Speakers should be knowledgeable regarding Rotary and speak on subjects related toRotary. Major speakers should be advised to relate their topics to Rotary, especially ifthey are non-Rotarians. Speakers should be secured as early as feasible, preferably one
year prior to the convention for promotional purposes.
b) Length of Speeches
All speeches at plenary sessions should be no longer than 25 minutes. This must beemphasized to speakers when they are invited to speak.
c) Scheduling of Opening and Closing Plenary Sessions
Consideration should be given to holding the first plenary session on the opening day,with the closing feature on the last evening of the convention. (November 2007 Mtg., Bd.
Dec. 87)
Source: May-June 1977 Mtg., Bd. Dec. 362; Amended by November 1999 Mtg., Bd. Dec. 197; November 2007 Mtg., Bd. Dec. 87

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57.140.2. Report of Balloting Arrangements Committee
The report of the balloting arrangements committee to the convention shall be insummary form. At the time of presentation, the chair of the committee shall announce
that copies of the detailed report will be available immediately following the plenary
session at which the summary report is given. (June 1998 Mtg., Bd. Dec. 348)
Source: May 1956 Mtg., Bd. Dec. 227

57.140.3. Convention Features and Entertainmenta) Publicity Value of Convention Speakers
In the selection of convention speakers, consideration should be given to their worldwide
publicity value as well as to the practicality of subject matter and its relationship to thework of clubs and RI’s aims. (November 1999 Mtg., Bd. Dec. 197)
Source: January 1973 Mtg., Bd. Dec. 169; Amended by November 1999 Mtg., Bd. Dec. 197b) Convention Keynote Speakers
Keynote speakers for RI Conventions should provide to convention registrants
informative and inspirational messages related to the object and programs of RotaryInternational. (June 2002 Mtg., Bd. Dec. 266)
Source: June 1998 Mtg., Bd. Dec. 364c) Workshop on The Rotary Foundation
A workshop on The Rotary Foundation shall be convened during the course of theInternational Convention. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1979 Mtg., Bd. Dec. 232d) Interact Workshop for Rotary Leaders
Future RI presidents and convention committees are requested to consider including an
intensive Interact workshop for Rotary leaders in convention programs. (June 2006 Mtg.,
Bd. Dec. 220)
Source: February 2006 Mtg., Bd. Dec. 165e) Topics on World Understanding and Peace
It is suggested that topics on world understanding and peace be included in the agenda of
the International Convention. (June 1998 Mtg., Bd. Dec. 348)
Source: February 1982 Mtg., Bd. Dec. 294f) Unofficial Affiliate Events
Unofficial Affiliate Events (UAEs) may be held in competition with host events.
The president shall not be expected to attend affiliate events due to considerable duties atConventions. The president may send a current director as a representative to any such
event. (June 2008 Mtg., Bd. Dec. 227)
Source: November 1990 Mtg., Bd. Dec. 88; Amended by January 2008 Mtg., Bd. Dec. 167; June 2008 Mtg., Bd. Dec. 227

Rotary Code of Policies
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See Section 42.010.
h) Workshops for Club Presidents-Elect and Membership
Each RI Convention shall offer a workshop for club presidents-elect and a workshop
regarding membership so that these benefits of attending an RI Convention can bepromoted early during the Rotary year. (June 2007 Mtg., Bd. Dec. 289)
Source: June 2007 Mtg., Bd. Dec. 289

57.140.4. Simultaneous Interpretation
While the official language of RI is English, the Convention Committee shall provide
simultaneous interpretation for five Rotary languages: French, Japanese, Korean,
Portuguese, and Spanish, and any additional languages that are appropriate for the hostcountry. The Convention Committee shall determine the initial interpretation languages
that should be included in the final budget recommendation. The Convention Committee
may also provide simultaneous interpretation if the registration numbers at the firstregistration deadline warrant adding such simultaneous interpretation and if space andbudgetary constraints allow RI to do so.
The provision of simultaneous interpretation and the translation of printed matter inlanguages at convention ancillary meetings shall be determined by the RI president,
based on recommendations from the general secretary in consultation with the convention
chair. These recommendations will be based upon the location of the convention and the
pre-registered attendance by language. Ancillary meetings are defined as official pre- or
post convention meetings but do not include the International Institute. (November 2008
Mtg., Bd. Dec. 83)
Source: November 2002 Mtg., Bd. Dec. 112; Amended by June 2007 Mtg., Bd. Dec. 289; November 2007 Mtg., Bd. Dec. 87;
November 2008 Mtg., Bd. Dec. 83

57.140.5. Convention Exhibit Space
Booth space is provided at the International Convention for the core groups as detailed
below:
a. Club and District Projects Exhibitions: A special booth or area will be provided to
exhibit exemplary projects, with the provisions that no requests for financial support beallowed and no sales of products or merchandise be allowed from these booths.
b. Global Networking Groups
See Sections 42.010. and 42.020.
c. Licensed Rotary Emblem Merchandise Vendors
d. Secretariat Services: Booth space will be allocated to the RI Secretariat for providing
resources and information on RI and TRF programs and emphases

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e. General Services: Appropriate display areas may be provided to those vendors orentities that have entered into an agreement and/or contract with RI requiring them toprovide a service to convention attendees, or specifically allowing them to make use of
exhibit space at the International Convention
f. Non-Rotary Organizations
See Section 57.140.7. (November 2007 Mtg., Bd. Dec. 87)
Source: November 1990 Mtg., Bd. Dec. 89; February 2004 Mtg., Bd. Dec. 190; Amended by November 1999 Mtg., Bd. Dec. 197;
November 2006 Mtg., Bd. Dec. 35; November 2007 Mtg., Bd. Dec. 87

57.140.6. Display and Sale of Commercial Items
Display and sale of commercial items at the convention shall be governed as follows:a) Subject to space availability, official licensees may display, sell and take orders forsuch merchandise covered by their respective licenses, under conditions specified by RI
and after payment of a rental fee for the space.
b) The host organization shall be permitted to sell souvenirs indigenous to the region of
the convention and convention logo merchandise during the dates of the event withoutobtaining a license from or owing a royalty to RI. All convention logo merchandise soldby the host organization or related affiliates must be obtained from a RI licensee. If aunique souvenir item is desired that is not reasonably available from a RI licensee, arelease must be obtained from RI for the unlicensed vendor to reproduce the convention
logo. Any variations from the approved Convention logo must be approved by the RI
president for the year of the convention on an individual basis. The host organization or
related affiliates may not sell RI emblem merchandise, except that which contains thatyear's Convention logo. Should the host organization or related affiliates desire to sell RI
emblem merchandise that does not include the convention logo, they must become a RI
licensee with all of the obligations attendant thereto, even if their intended sales are for
fundraising purposes related to the convention. Notwithstanding a valid License
Agreement with RI, at no time during the dates of the convention may the hostorganization sell any items featuring the RI Emblem other than those bearing the entire
Convention logo or those bearing a variation of the convention logo previously approvedby the RI president for the year of the convention.
c) In order to offer videos and/or DVDs of speakers at the international convention, thetaped speaker must be a Rotary senior leader and/or those speakers who have signed arelease form, and he/she must use library images and music to support his/her
presentation. Orders for the videos/DVD will be taken on site at the convention and thevideo/DVD will be shipped later, which allows the sale price to cover production andshipping costs. (January 2009 Mtg., Bd. Dec. 164)
Source: January-February 1986 Mtg., Bd. Dec. 166; November 2007 Mtg., Bd. Dec. 87; Amended by February 2002 Mtg., Bd. Dec.
174; June 2006 Trustees Mtg, Dec. 187; January 2009 Mtg., Bd. Dec. 164

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57.140.7. Guidelines for Non-Rotary Organizations Exhibiting at Convention
RI provides space at conventions for exhibiting Rotary service projects and fellowship
activities, and official licensee merchandise. As space permits, RI shall also makeavailable to other organizations the opportunity to exhibit at conventions, provided thata) RI and the other organization have mutually shared goals;b) the organization's program reflects at least one of the programs of RI or TRF;c) the organization is of sound reputation;d) the organization does not promote any political or religious cause or entity;e) the organization's exhibit will not involve fund-raising or on-site sales.
Preference shall be given to those organizations that have official relationships with RI,
and those that have a proven record of successful cooperation with Rotary clubs.
Organizations exhibiting at the RI Convention shall pay a rental fee for the spaceprovided of 50% of the rental fees charged to RI's licensed vendors of RI merchandise.
This policy shall be applied to RI presidential conferences, when space permits.
Organizations that have Board-approved cooperative relationships with RI, UN agencies
and other key international organizations with which RI has official status that havepurchased booth space will be provided up to six complimentary registration badges perbooth allowing full access to all convention events on the same basis as other paid
registrants. Representatives from these organizations who are Rotarians shall register forthe convention and pay the corresponding convention registration fees established by the
Board. (January 2009 Mtg., Bd. Dec. 132)
Source: June 2001 Mtg., Bd Dec. 404; November 2006 Mtg., Bd. Dec. 93; Amended by February 2004 Mtg., Bd. Dec. 190;
November 2007 Mtg., Bd. Dec. 87; January 2009 Mtg., Bd. Dec. 132

57.140.8. Materials Language Support
The convention program and transport guide shall be provided in English, French,
Japanese, Korean, Portuguese, and Spanish.
All other convention publications will be provided in English with additional languages
to be determined based upon the proposed audience. The program book may also beoffered in additional languages if the pre-registered attendance of the associated language
group is equal to or greater than 5% of the total pre-registered convention attendance andthe increased costs are within budgetary constraints.
Depending on the convention location and attendance by language, additional languages
for convention printed materials or publications will be determined by the RI president,
based on recommendations from the general secretary in consultation with the convention
chair. (November 2007 Mtg., Bd. Dec. 87)
Source: November 2002 Mtg., Bd. Dec. 112; Amended by November 2007 Mtg., Bd. Dec. 87

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57.140.9. Formal Introductions
Current and incoming members of the Board, with their spouses, shall be individually
introduced during the RI Convention. Past presidents, with their spouses, shall be
individually introduced during one of the plenary sessions of each RI Convention.
Current and incoming Trustees of The Rotary Foundation, with their spouses, shall be
individually introduced at one of the plenary sessions of each RI Convention. (February
2007 Mtg., Bd. Dec. 166)
Source: November 2005 Mtg., Bd. Dec. 94; Amended by February 2007 Mtg., Bd. Dec. 166

Cross References
34.040.2. Event Specific Uses of the Rotary Marks
34.050.1. Accurate Reproduction of the Rotary Marks on Merchandise
41.020.7. Rotaractors at Conventions
41.080.26. Youth Exchange Officers Preconvention Meeting57.150. Role of Official Participants and Spouses
In addition to their prescribed role as defined in the constitutional documents, the official
participants represent RI or its Foundation in their official capacity at assigned events; participate
in plenary sessions, workshops or forums and, as assigned, as speakers, moderators or panelists;
participate in pre-convention meetings such as the International Institute, Youth Exchange
Officers, Rotaract, the International RYLA, and any other approved pre-convention activities;
participate in RI luncheons, dinners and other social events; attend meetings which may be held
during the convention; and discharge such other responsibilities as the president, president-elect,trustee chair, or Board may assign.
Spouses of official participants at the convention shall participate in: plenary sessions of theconvention; formal luncheons and dinners; discussion workshops and forums regarding RI
programs and initiatives; and the International Institute. (November 2007 Mtg., Bd. Dec. 87)
Source: November 1994 Mtg., Bd. Dec. 97; Amended by February 2004 Mtg., Bd. Dec. 190; November 2007 Mtg., Bd. Dec. 87

57.150.1. Board Members as Club Delegates to Convention
As a matter of principle, a member of the Board should not serve as a club delegate in theInternational Convention and thus deprive the convention of additional, independent
thinking and contributions and also deprive other qualified Rotarians of the privilege ofserving in this capacity. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1959 Mtg., Bd. Dec. 94

57.160. Role of General Secretary for International Conventions
Prior to the appointment of the Convention Committee, the general secretary will act as the liaison
to the president and the RI Board in all matters concerning the convention and shall act as liaison
for the host organization and host city municipal officials. During this period, the general secretary
will act as the principal contact to the host organization.

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As soon as feasible after the Board has determined the city in which the convention is to be held,
the general secretary shall proceed to the city selected and negotiate contracts for RI with the close
cooperation of the host organization and the city administration or private parties, for a sufficient
hotel room block to guarantee accommodations for the probable attendance. The general secretaryshall meet with the board of directors of the host organization and carefully review with it all
convention organization plans.
In fulfilling responsibilities, the general secretary shall:
1. Act as secretary to the convention committee and promptly submit minutes of the meetings toappropriate interested parties prior to submission to the RI Board
2. In consultation with the convention committee chair, be responsible for development of theadvance memorandum and agenda for committee meetings
3. Provide regular reports on convention planning to convention committee and Rotary seniorleaders
4. Negotiate and execute all contracts in accordance with RI policy
5. Coordinate the site selection process
6. For Convention logos through the 2014 Convention, review and approve convention logo
submissions in accordance with RI policy; oversee use of convention logo on all printed andelectronic materials and merchandise. Beginning with the 2015 Convention, design a convention
logo in accordance with RI policy with the input and cooperation of the HOC; oversee use of
convention logo on all printed and electronic materials and merchandise (see section 57.020.7.)
7. Be responsible for all registration and housing functions connected with the convention
8. Provide at the preceding convention suitable space, materials, forms and supplies necessary for
pre-registration for the following convention
9. Be responsible for staffing the convention and pre-convention meetings, including but notlimited to the meetings managers and staff, Secretariat services, public relations function, program
coordination, ticket sales, future convention promotion booth and registration
10. If authorized and feasible, provide for on-site currency exchange
11. Provide a registration package to include convention program, badge, and other requiredmaterials
12. Monitor registrations by language preference in order to determine final languages to beinterpreted simultaneously. This same information will be used by the general secretary and theConvention Committee to determine which languages are used for the program and transportation
guide (Rotary Code of Policies section 57.140.4.)
13. Subject to policies of the Board, direction of the president and guidance of the convention
committee, be primarily responsible for the financial control of convention mattersa) Ensure that expenditures are within budget provisions, providing monthly variance reports andbringing to the attention of the president, the Board and the committee any overruns for appropriate
actionb) Collect all fees and other revenues and properly safeguard and account for themc) Make all purchases of goods and services, authorizing others to do so under appropriate
circumstances and appropriate controls. When purchasing goods or services locally the generalsecretary will work in close cooperation with the HOC as local relationships often offer costsavings to RId) Sell tickets to all official events and provide space to the HOC for host event ticket salese) Verify that all goods and services are delivered in accordance with contracts and agreements
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400f) Be solely responsible for making guarantees of obligations to vendorsg) Review applications and bids for companies that will be designated “official.” For example, an“official” air carrier, and where appropriate, an “official” rental car company and other services,may receive a similar designation. Competitive firms are sought for the designations, and proposals
are obtained and analyzed by the general secretary. For the air carrier, the general secretaryconsiders not only the fare proposed but also the capacity of the carrier, the complimentary tickets
and freight offered to RI
The selection of “official” service firms should be:1) Recommended by the general secretary’s staff assigned to convention activities
2) Approved by the president who will preside over the convention
All complimentary airline tickets, complimentary hotel rooms, and other concessions should be
used exclusively to benefit travel and accommodation related to the convention and replacecharges which would otherwise be charged to the convention budgeth) Review and approve sponsors in exclusive categories reserved by RI, including airline
companies and banking/financial institutions. Review any requests by the local organizing entity
for advance permission to solicit sponsors in any of RI’s exclusive sponsorship categories.
i) Provide continual oversight of the budget. It is anticipated that the general secretary will provide
the Board with final financial reports and statistics no later than the November Board meeting
14. Provide appropriate space in an easily accessible and prominent location for the following
convention booths: Rotary Global Networking Groups, Club and District Projects Exhibition,
Secretariat Services, General Services, Licensees, and Convention Promotion
15. The general secretary shall ensure that no groups or individuals associated with any
convention-related booth, other than those donations provided directly to The Rotary Foundation,
use the RI Convention as an avenue to solicit or raise funds for their own respective local fundraising projects
16. Open an office in the convention city approximately two weeks prior to the convention andhave staff available to work with the host organization, convention bureaus, suppliers, contractors
and others, regarding pre-convention arrangements
17. Produce and distribute an official convention program
18. Assign sufficient staff for the convention press bureau depending on circumstances specific toeach country
19. Provide space and necessary personnel to accommodate convention election procedures for
Rotary International
20. Provide housing, transportation, and appropriate amenities for guest speakers and performers
within the confines of the convention budget
21. As soon as practical, and prior to publication, submit a financial statement to the president andconvention committee for their review and comment
22. Provide the president, Board and the convention committee chair a final financial statementwith details of income and expenses (profit/loss) and necessary comments and explanation notes
23. Ensure that host organization Rotarians and host city suppliers recommended by the visitorsconvention bureau be included in the bidding process
24. Establish suitable offices for the host organization committee and other appropriate RI general
officers and staff at the convention site, including the president, president-elect, president-nominee,
and The Rotary Foundation chair
25. Maintain and provide to the convention committee a list of unofficial affiliate events to ensure
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26. Provide adequate space for the annual general meetings of Rotary Fellowships and Rotarian
Action Groups, preferably two meeting rooms with seating space for over 100 people (Rotary
Code of Policies 42.010.7 and 42.020.8)
27. Develop the initial attendance estimate based upon relevant historical information and in
consultation with the HOC
28. Provide the estimated registration attendance figure to the Convention Committee in its
advance memorandum
29. Present both the registration estimate and the convention budget to the Board for approval
30. Provide and distribute attractive, eco-friendly delegate bags
31. Ensure that protocol is followed per “Rotary International Protocol” (Rotary Code section
26.090.) (January 2010 Mtg., Bd. Dec. 151)
Source: June 2007 Mtg., Bd. Dec. 289; Amended by November 2007 Mtg., Bd. Dec. 87; January 2008 Mtg., Bd. Dec. 167; November 2008 Mtg.,
Bd. Dec. 81; January 2009 Mtg., Bd. Dec. 164; January 2010 Mtg., Bd. Dec. 151

57.170. Post-Convention Activities
57.170.1. Convention Chair's Report
The annual report of the convention committee chair shall be developed on the basis ofseparate critiques. Such separate critiques shall come from the convention committee
chair, the host organization committee chair, the convention sergeant-at-arms, theconvention manager, the chair of the RI Convention committee for the next convention
and, if feasible, the chair of the convention committee for two years hence. The critiques
shall be evaluated by the Board at its next meeting following receipt thereof. (June 1998
Mtg., Bd. Dec. 348)
Source: November 1976 Mtg., Bd. Dec. 122. Amended by May-June 1977 Mtg., Bd. Dec. 362

57.170.2. Convention Proceedings Book
The Convention Proceedings book shall contain a record of the proceedings of theconvention, the annual report of the general secretary, the annual report of the treasurer,
and the report of the Trustees of The Rotary Foundation. Gratis copies shall be sent only
to governors, governors-elect, present and past RI officers, and current RI committee
members. (February 2001 Mtg., Bd. Dec. 202)
Source: January 1964 Mtg., Bd. Dec. 137. Amended by May-June 1987 Mtg., Bd. Dec. 394. See also August 2000 Mtg., Bd. Dec.
89

57.180. Miscellaneous International Convention Matters
57.180.1. District Conference Within Convention Area
For the purposes of promotion and support within the districts hosting the immediately
ensuing Convention, district conferences in the host area shall be held no less than 90days prior to the convention and preferably in the first half of the Rotary year. (June 1998
Mtg., Bd. Dec. 348)
Source: March 1992 Mtg., Bd. Dec. 199

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57.180.2. Solicitation of Sponsors for RI Conventions
The RI Board has authorized the solicitation of sponsors for RI Conventions by both RI and
Host Organizations, subject to the approval, on a case by case basis, of the general secretary
in consultation with the RI president and in compliance with existing Board policy, the“Guidelines for Sponsorship of RI Meetings, Events, Projects and Programs” (Code 36.010.),the “RI and TRF Guidelines for Use of the Rotary Marks by Sponsors and Cooperating
Organizations” (Code 33.010.11), the “RI Emblem Use Guidelines for Rotary Clubs, Rotary
Districts and Other Rotary Entities for Sponsorship and Cooperative Relationship Purposes”(Code 11.040.6.) and the RI Manual for Conventions. (February 1999 Mtg., Bd. Dec. 196)
Source: October 1998 Mtg., Bd. Dec. 86

57.180.3. Convention Logo Restrictions
No convention logo shall contain the trademark of another entity. Only one official logo
shall be approved for each convention. Any variations from the approved convention
logo must be approved by the RI president for the year of the convention on an individual
basis. (January 2009 Mtg., Bd. Dec. 164)
Source: June 2007 Mtg., Bd. Dec. 289; Amended by November 2007 Mtg., Bd. Dec. 87; January 2009 Mtg., Bd. Dec. 164

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Article 58. International Assembly
58.010.
58.020.
58.030.
58.040.
58.050.
58.060.
58.070.
58.080.
58.090.

Guidelines and Minimum Standards
SchedulingInternational Assembly Committee
Attendance and Participants’ Responsibilities
Training, Programs and Sessions
Publications
Finances
Exhibit and Display Space at the International Assembly
Evaluation

58.010. Guidelines and Minimum Standards
The general secretary shall maintain a manual for the International Assembly based on current RI
policies and procedures for the International Assembly. The general secretary shall review theInternational Assembly manual annually and provide suggested revisions to the Board, if
required. It is understood that the general secretary may authorize variances from thesestandards in certain circumstances. (November 2007 Mtg., Bd. Dec. 32)
Source: November 1987 Mtg., Bd. Dec. 76; Amended by May 2000 Mtg., Bd. Dec. 412; June 2007 Mtg., Bd. Dec. 290

58.020. Scheduling
The general secretary is requested to book dates at least five years in advance for futureInternational Assemblies at a suitable venue. (June 1998 Mtg., Bd. Dec. 348)
Source: January-February 1989 Mtg., Bd. Dec. 193

58.030. International Assembly Committee
The president shall appoint an annual International Assembly Committee of members selected by
the president-elect to assist in planning and implementing the overall operations of theInternational Assembly. (May 2000 Mtg., Bd.. Dec. 412)
Source: November 1990 Mtg., Bd. Dec. 106; Amended by May 2000 mtg., Bd. Dec. 412

58.040. Attendance and Participants’ Responsibilities
58.040.1. Guidelines for Attendance
The International Assembly is a special purpose meeting. Therefore, attendance isrestricted to participants and their spouses. The president-elect is authorized to determine
whether persons other than participants and their spouses, for whom special requests are
made to attend the assembly, also may accompany designated participants. (June 2004
Mtg., Bd. Dec. 236)
Source: January 1975 Mtg., Bd. Dec. 96; Amended by May 2000 Mtg., Bd. Dec. 412; February 2004 Mtg., Bd. Dec. 189; June
2004 Mtg., Bd. Dec. 236. Affirmed by October 2003 Mtg., Bd. Dec. 61

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58.040.2. Delineation of General Responsibilities
The roles and responsibilities of the RI volunteer leadership for the International
Assembly are as follows:
A. International Assembly Moderator
Criteria for selection:
1. Is a former member of the Board of Directors of Rotary International and has served
as a RI training leader at an International Assembly;
2. Demonstrates knowledge of, and has experience with Rotary, The Rotary Foundation,
Rotary protocol, practices and procedures;
3. Demonstrates the leadership qualities needed to help lead and mold a multi-nationalgroup of training leaders into an effective leadership team;4.

If possible, has served as the assistant moderator during the immediate past
International Assembly.

Responsibilities:
1. Serves as vice-chair of the International Assembly Committee;
2. Assists in the development of the agenda and materials for the training leaders
seminar, based on the program of the International Assembly approved by thepresident-elect;
3.

Assists in the development of the instructional and informational programs andmaterials provided to the governors-elect at the International Assembly;

4. With the approval of the president-elect, selects two leaders’ seminar trainers;
5. Oversees all aspects of the training leaders’ seminar, in cooperation with the assistantmoderator and leaders’ seminar trainers, to ensure that each training leader performs
well as a motivator and communicator in promoting the program of the International
Assembly;
6. Evaluates each training leader’s capabilities during the training leaders’ seminar, andconfirms to the president-elect their ability to serve as facilitators during theInternational Assembly;
7.

Monitors each training leader’s performance during the International Assembly
through visits to the group discussion rooms;

8. Mentors training leaders as needed to enhance performance, or takes corrective action
as necessary;
9. Conducts daily information sessions for all training leaders;Rotary Code of Policies
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10. Informs the president-elect of any lack of cooperation of governors-elect;
11. Prepares an evaluation report on the overall program, including training leader
performance, after the International Assembly;
12. Provides orientation to the assistant moderator.
B. International Assembly Assistant Moderator
Criteria for selection:
1. Is a former member of the Board of Directors of Rotary International and has served
as a training leader at an International Assembly;
2. Demonstrates knowledge of, and has experience with Rotary, The Rotary Foundation,
Rotary protocol, practices and procedures;
3. Demonstrates the leadership qualities needed to help lead and mold a multi-nationalgroup of training leaders into an effective leadership team.
Responsibilities:
1. Assists the moderator in the development of the agenda and materials for the seminar,
based on the program of the International Assembly approved by the president-elect;
2. Cooperates with the moderator in carrying out the moderator’s responsibilities;
3. Assists the moderator in the evaluation of each training leader’s capabilities during thetraining leaders’ seminar;
4.

Monitors each training leader’s performance during the International Assembly
through visits to the group discussion rooms;

5.

Prepares an evaluation report on the overall program, including training leader
performance, after the International Assembly.

C. Sergeants-at-Arms
I. Chief Sergeant-at-Arms
Criteria for selection:
1. Is a past officer of Rotary International.
2. Has served as a sergeant-at-arms for at least two previous International Assemblies.
3. Has excellent management and organizational skills.
4. If married, has a supportive spouse willing to accompany the chief sergeant and serveat the event.

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5. Should have served as a RI training leader, RRFC, or similar position.
6. The president-elect should keep in mind the multilingual needs of the assembly when
making these appointments.
Responsibilities:
1. Shall be a member of the International Assembly committee.
2. Once appointed, the chief sergeant-at-arms shall report directly to the president-electon all matters related to the sergeants-at-arms. However, the president-elect, at his
discretion, may delegate this responsibility to the assembly moderator.
3. Liaise with staff to ensure the emergency and first-aid procedures, crowd control, andgeneral safety needs of all International Assembly participants and staff.
4. Ensure the required attendance at all functions, as determined by the moderator, in asmooth, effective and pleasant manner.
5. Maintain the security of all Rotary equipment and rentals assigned to the sergeants-atarms.
6. Liaise with the International Assembly first aid officer to ensure that appropriate firstaid assistance is provided to all International Assembly participants and staff.
7. Shall liaise with the RI staff and hotel staff as needed, to ensure safety, security andclimate-control services are operating at satisfactory levels.
8. Shall recommend to the president-elect six sergeants-at-arms for appointment.
9.

Evaluate overall performance of sergeants-at-arms and recognize extraordinary
service as applicable.

II. Sergeant-at-arms and Spouses
The sergeants-at-arms shall be chosen according to the following criteria.
Criteria for selection:
1. Is a past officer of Rotary International.
2. Has served as a sergeant-at-arms at a previous RI meeting, and is part of the current
rotation schedule in accordance with RI Board policy (section 58.040.03).
3. Has demonstrated excellent management and organizational skills.
4. If married, has a supportive spouse willing to accompany the sergeant and serve at theevent.

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5. Should have served as RI training leader, Regional Rotary Foundation Coordinator, or
similar position, if possible.
6. The president-elect should keep in mind the multilingual needs of the Assembly when
making these appointments.
Responsibilities:
1. Liaise with the RI staff to ensure the emergency and first-aid procedures, crowd
control, and general safety needs of all International Assembly participants and staff.
2. As assigned by the chief sergeant-at-arms
III. First Aid Officer
The first aid officer is a Rotarian volunteer serving to assist fellow Rotarians and theirspouses with first aid or first aid information at the Rotary International Assembly. The
first aid officer is selected by the president-elect after consultation with the chiefsergeant-at-arms and International Assembly moderator, and serves directly with thechief sergeant-at-arms.
Those appointed to be the first aid officer should be a past officer of RI and must be alicensed first aid officer in the state/province and country in which the International
Assembly is held.
It is the duty of the first aid officer to:
1. Coordinate with local hospitals, local pharmacies, local dentists, ambulance services,
medical stations and local physicians in the event of any medical needs resulting from
his/her first aid evaluations during the event, as appropriate and necessary.
2. Respond and coordinate any medical needs with the chief sergeant-at-arms, ensuring
the “Sergeant-at-Arms/RI First Aid Procedures” are followed. (November 2005 Mtg.,
Bd. Dec. 45)
Source: November 1994 Mtg., Bd. Dec. 91; Amended by May 2000 Mtg., Bd. Dec. 412; June 2001 Mtg., Bd. Dec. 405; May 2003
Mtg., Bd. Dec. 325; May 2003 Mtg., Bd. Dec. 390; February 2004 Mtg., Bd. Dec. 189; November 2005 Mtg., Bd. Dec. 45

58.040.3. Sergeants-at-Arms Appointment Rotation Schedule for International Assembly
The appointment of the sergeants-at-arms for the International Assembly shall be on arotation schedule with the following guideline:
The chief sergeant at the assembly shall have been one of the sergeants appointed toserve at the immediate past assembly. (May 2003 Mtg., Bd. Dec. 390)
Source: June 2001 Mtg., Bd. Dec. 405; Amended by May 2003 Mtg., Bd. Dec. 390

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58.040.4. Manual for Assembly Sergeants-at-Arms
A manual for the general guidance of the International Assembly sergeants-at-arms has
been prepared and is revised from time to time by the Board. Such manual includes
Board policy governing sergeants-at-arms. The general secretary is requested to bring to
the Board's attention any necessary changes to the manual. Each sergeants-at-arms
committee is likewise requested to include in its final report any recommended changes
to the manual. (June 2001 Mtg., Bd. Dec. 405)
Source: June 2001 Mtg., Bd. Dec. 405

58.040.5. Role of the Songleader and the Accompanist at the International Assembly
When invited by the president-elect, the songleader is present at every plenary session of
the International Assembly to provide fellowship and lead songs at the beginning of
every plenary. The songleader may also preside at some sessions additional events at therequest of the president-elect.
When invited by the president-elect, the accompanist is present at every plenary sessionof the International Assembly to provide background music before the plenary sessions
begin and accompaniment to the songleader. The accompanist also assists at other
International Assembly events when requested by the president-elect. (February 2004
Mtg., Bd. Dec. 189)
Source: May 2000 Mtg., Bd. Dec. 412; Amended by February 2004 Mtg., Bd. Dec. 189

58.040.6. Presiding Duties of President and President-electThe president and president-elect shall demonstrate their commitment to the importanceof the International Assembly by sharing the presiding functions at each plenary sessionof the International Assembly. However, the president-elect may appoint additionalpresiders for plenary sessions and major activities at the International Assembly. (May2000 Mtg., Bd. Dec. 412)
Source: November 1997 Mtg., Bd. Dec. 107; July 1991 Mtg., Bd. Dec. 40; August 1999 Mtg., Bd. Dec. 72; Amended by May 2000
Mtg., Bd. Dec. 412

58.040.7. President-elect as Chair
The president-elect shall be the chair of the International Assembly committee, or any
other committee or group assigned to plan, design, prepare or implement the International
Assembly. (May 2000 Mtg., Bd. Dec. 412)
Source: July 1991 Mtg., Bd. Dec. 40; Amended by May 2000 Mtg., Bd. Dec. 412. See also COL 98-120

58.040.8. Responsibilities of the Spouse of the President-electThe spouse of the president-elect shall be responsible for the spouse assembly programand shall serve as presider of such program. (May 2000 Mtg., Bd. Dec. 412)
Source: May 2000 Mtg., Bd. Dec. 412

58.040.9. Responsibilities of Board of Directors
The Board and its individual Directors shall have the following roles at the International
Assembly:Rotary Code of Policies
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a. To participate in plenary sessions and in other presentations as assigned, as speaker,
moderator or panelist;b. To serve as official hosts at functions attended by governors-elect;c. To become more knowledgeable about the training and education of governors-elect;
d. To help identify problems or trends in Rotary which may warrant the attention of theBoard;
e. To attend meetings of the Board which may be held during the assembly;
f. To discharge such other responsibilities as requested by the president, president-elector Board. (May 2000 Mtg., Bd. Dec. 412)
Source: November 1994 Mtg., Bd. Dec. 97; Amended by May 2000 Mtg., Bd. Dec. 412

58.040.10. Responsibilities of Spouses of Directors, Incoming Directors, Trustees of The
Rotary Foundation, Incoming Trustees, RIBI Vice President, RIBI Vice President-elect,
Past Presidents, and RI Training Leaders
The roles of spouses of the directors, incoming directors, trustees of The RotaryFoundation, incoming trustees of The Rotary Foundation, RIBI vice president, RIBI vicepresident-elect, past presidents and RI training leaders in preparing for and attending theInternational Assembly shall be to:a. Become familiar with historical and cultural traditions of other nationalities in
preparation for formal and informal exchanges with spouses of governors-elect;
b. Become familiar with background information on RI and its Foundation;c. Serve as hosts of spouses of governors-elect;
d. Participate in spouse plenary sessions, possibly as a speaker, moderator, panelist or
presenter, as recommended by the spouse of the president-elect, with the approval of thepresident-elect;e. Participate in small group/roundtable discussions as facilitators, as recommended by
the spouse of the president-elect, with the approval of the president-elect;
f. Encourage multi-cultural understanding activities among participants.
Spouses of the president, president-elect, and president-nominee shall serve as hosts ofthe spouse program, attending as many spouse sessions as possible and welcoming
spouses of governors-elect.
Spouses of the moderator and the assistant moderator are expected to prepare the training
leader spouses for their assembly related responsibilities. As part of this preparation,these spouses advise the president-elect’s spouse on program ideas, spouse activities andRotary Code of Policies
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other components related to the training of the governor-elect spouses. The spouse of themoderator will also lead training sessions for the training leader spouses during theTraining Leaders’ Seminar.
Spouses of governors-elect and spouses of other officers attending the International
Assembly must attend all plenary sessions and other assigned spouse activities andmeetings. Spouses of training leaders, if attending the International Assembly, arerequired to attend the Training Leader Seminar at the cost of RI. (June 2009 Mtg., Bd.
Dec. 276)
Source: November 1994 Mtg., Bd. Dec. 97; March 1997 Mtg., Bd. Dec. 251; Amended by May 2000 Mtg., Bd. Dec. 412; February
2004 Mtg., Bd. Dec. 189; June 2005 Mtg., Bd. Dec. 310; June 2009 Mtg., Bd. Dec. 276

58.040.11. Responsibilities of the Past Presidents at the International Assembly
The past presidents shall have the following roles at the International Assembly:a) To participate in plenary sessions and in other presentations as assigned, as speaker,
moderator or panelist as requested;b) To serve as official hosts at functions attended by governors-elect as requested;c) To help identify problems or trends in Rotary which may warrant the attention of theBoard;d) To discharge such other responsibilities as the president, president-elect or Board may
assign. (May 2000 Mtg., Bd. Dec. 412)
Source: May 2000 Mtg., Bd. Dec. 412

58.040.12. Role of the President-nominee at the International Assembly
The president-nominee shall participate in the International Assembly as requested by
the president-elect. He or she shall observe all aspects of the International Assembly to
prepare for the next year’s assembly. (May 2000 Mtg., Bd. Dec. 412)
Source: May 2000 Mtg., Bd. Dec. 412

58.040.13. Appointment of Assembly Moderator
The International Assembly moderator in any year shall be appointed by the presidentnominee who will be in charge of that year’s International Assembly. (May 2000 Mtg.,
Bd. Dec. 412)
Source: October 1998 Mtg., Bd. Dec. 104; Amended by May 2000 Mtg., Bd. Dec. 412

58.040.14. Selection of RI Training Leaders
RI training leaders are selected annually by the president-elect, in consultation with thepresident and moderator. Consideration is given to recommendations received from RI
leadership and an effort is made to select a team reflecting diversity and varied
geographical areas.
The following are necessary qualifications:
1. A past district governor (current member in good standing);Rotary Code of Policies
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3.
4.
5.
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Ability to understand, read, and speak English;
Fluency in the language assigned for the group discussion sessions;
Recent experience conducting leadership training for adults;
Recent experience training on Rotary topics at the club, district and/or zone-levels;
Physical health, stamina, and mental well being sufficient to fulfill the responsibilitiesof the assignment.

Preference is given to candidates with the following additional qualities:
1. Mastery of Rotary knowledge;
2. Abilities in leadership and motivational techniques;
3. Understanding of the role of a facilitator with demonstrated ability as an facilitator;
4. Effective communicator in front of a group. (March 2005 Mtg., Bd. Dec. 248)
Source: May 2000 Mtg., Bd. Dec. 412, November 2004 Mtg., Bd. Dec. 52; Amended by March 2005 Mtg., Bd. Dec. 248

58.040.15. Responsibilities of Rotary International Training Leaders
RI training leaders serve from 1 July to 30 June. The responsibilities of each training
leader includes:a) Reading and understanding all materials received, both prior to and during theInternational Assembly;b) Preparing thoroughly for all discussion groups during the International Assembly, using
the prescribed curriculum;c) Attending the full Leaders’ Seminar prior to the International Assemblyd) Serving as a training leader at the International Assembly;e) Attending all plenary sessions and other activities during the International Assembly;f) Providing advice and support to incoming governors and district trainers preparing fortheir district team training seminar, PETS, and district assemblies, if requested;g) Serving as a Rotary information resource to Rotary leaders at the club and district level;h) Serving as a GETS training team member, if requested;i) Conducting make-up training for governors-elect, as requested.
To prepare all training leaders to carry out these responsibilities, a Training Leaders
Seminar shall be held immediately prior to the commencement of governors-electtraining at the International Assembly. Attendance at this seminar is mandatory for all
Training Leaders. The seminar shall be conducted by the moderator, under the directionof the president-elect. (November 2009 Mtg., Bd. Dec. 87)
Source: June 1996 Mtg., Bd. Dec. 305; February 2004 Mtg., Bd. Dec. 189; Amended by May 2000 Mtg., Bd. Dec. 412; November
2004 Mtg., Bd. Dec. 52; November 2009 Mtg., Bd. Dec. 87

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58.040.16. Selection of Leaders’ Seminar Trainers
Leaders’ Seminar trainers are selected annually by the president-elect, in consultation
with the moderator. It is recommended that two trainers be selected to serve each year.
The following are necessary qualifications:
1. A past district governor (current member in good standing)
2. A recent past RI training leader
3. Ability to understand, read, and speak English
4. Recent experience conducting leadership training for adults
5. Recent experience training on Rotary topics at the club, district and/or zone-levels
6. Physical health, stamina, and mental well being sufficient to fulfill the reponsibilitiesof the assignment
7. Excellent presentation skills
Preference is given to candidates with the following additional qualities:
1. Mastery of Rotary knowledge
2. Abilities in leadership and motivational techniques
3. Understanding of the role of a facilitator with demonstrated ability as a facilitator
4. Effective communicator in front of a group. (June 2007 Mtg., Bd. Dec. 290)
Source: June 2007 Mtg., Bd. Dec. 290

58.040.17. Responsibilities of Leaders’ Seminar Trainers
The responsibilities of the leaders’ seminar trainers include:a) Reading and understanding all materials received, both prior to and during theLeaders’ Seminar;b) Consulting in the development of the materials for the train-the-trainer portion of the
Leaders’ Seminar program;c) Attending the full Leaders’ Seminar prior to the International Assembly;d) Educating training leaders regarding characteristics of adult learners and effective
facilitation techniques and motivating training leaders to succeed;e) In cooperation with the moderator, evaluating each training leader’s capabilities
during the Leaders’ Seminar to ensure their ability to serve during the International
Assembly;f) At the direction of the Moderator, coaching training leaders as needed to enhance
performance;g) Conducting daily information sessions for training leaders. (June 2007 Mtg., Bd. Dec.
290)
Source: June 2007 Mtg., Bd. Dec. 290

58.040.18. Role of the Presidential Aides at the International Assembly
Presidential Aides shall provide support to the president, president-elect, and presidentnominee, as assigned, at the International Assembly. (May 2000 Mtg., Bd. Dec. 412)
Source: May 2000 Mtg., Bd. Dec. 412

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58.040.19. Training for Governors Serving a Second Term
Past governors selected to serve a second term will receive training, related payment of
which will be paid according to the provisions in 58.070.2. (June 1998 Mtg., Bd. Dec.
348)
Source: May 1988 Mtg., Bd. Dec. 377

58.040.20. Spouse Discussion Session Leaders
Prior to conducting spouse discussion sessions, spouses who will lead such sessions
should receive appropriate orientation in facilitating the sessions. (June 1998 Mtg., Bd.
Dec. 348)
Source: June 1996 Mtg., Bd. Dec. 306(4)58.040.21. Role of the General Secretary
In fulfilling responsibilities for the International Assembly, the general secretary is
responsible for all logistical, programmatic and administrative duties related to theInternational Assembly, Leaders’ Seminar and approved adjunct meetings.
Responsibilities include, but are not limited to, the following:
General Administration:a) Acts as secretary to the International Assembly committeeb) Is responsible for the financial control of International Assembly mattersc) Assigns Secretariat staff, as appropriate, to provide support to the International
Assembly
Logistics:a) Negotiates and executes all contracts in accordance with RI policyb) Is responsible for all registration, housing, transportation and logistical arrangementsc) Develops specifications and conditions for exhibit space in the assembly venue andallocates space based on availabilityd) Produces and distributes all official communications and publications for the eventse) Establishes suitable offices for appropriate RI general officers and staff at theInternational Assembly site, including the President, President-elect, Trustee chairman,
and the President-nominee.
f) Is responsible for all official meal functions during the Leaders’ Seminar andInternational Assemblyg) Coordinates the transport of all materials to/from the assemblyTraining Program:a) At the direction of the president-elect, executes the program of the International
Assembly, including all plenary presentations, group discussion sessions and otherprogram elementsb) Supports the Leaders’ Seminar, immediately prior to the International Assemblyc) Assists the president-elect and moderator in the selection, training and support of RI
training leadersd) Assists the president-elect in the selection of speakers, invites and confirms all
speaker logistics, assists in the development of speech content and visuals to support theplenary sessions

Rotary Code of Policies
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curriculum for the international assembly, including materials for the training leaders andgovernors-elect. (February 2006 Mtg., Bd. Dec. 171)
Source: May 2000 Mtg., Bd. Dec. 412; Amended by November 2002 Mtg., Bd. Dec. 115; February 2004 Mtg., Bd. Dec. 189;
February 2006 Mtg., Bd. Dec. 171

58.040.22. Children at Assembly
The attendance of children at the International Assembly is strongly discouraged. Under
special circumstances, when the presence of children could be justified, a request for
permission may be made in writing, well in advance of the International Assembly, to thepresident-elect. Such permission may be granted at the sole discretion of the presidentelect. (February 2004 Mtg., Bd. Dec. 189)
Source: November 1990 Mtg., Bd. Dec. 105; Amended by May 2000 Mtg., Bd. Dec. 412; February 2004 Mtg., Bd. Dec. 189

58.040.23. Regional Magazine Editors
Rotary International regional magazine editors are recognized as official participants of
the International Assembly, at no cost to RI, with rights to be observers at plenary
sessions, appropriate luncheons and dinners, receptions, and other social occasions.
(February 2003 Mtg., Bd. Dec. 194)
Source: June 1995 Mtg., Bd. Dec. 274

Cross References
58.080. Exhibit and Display Space at the International Assembly

58.050. Training, Programs and Sessions
It is in the best interest of RI for all instruction and training for governors-elect to be accurate,current, and consistent with the total planning for the ensuing year. The International Assembly
should be planned and conducted as an exemplary model for all other training, instructional andmotivational assemblies, seminars, and workshops at the zone, district, multidistrict and clublevels.
Each segment of the assembly, including addresses, plenary sessions, discussion groups, andspecial events shall be designed to promote the smooth and orderly transition to the ensuing year.
The instructional and informational programs should have the approval of the president-elect asrecommended by the International Assembly moderator. (May 2000 Mtg., Bd. Dec. 412)
Source: July 1991 Mtg., Bd. Dec. 40; Amended by May 2000 Mtg., Bd. Dec. 412

58.050.1. Suggested Assembly Program Content
The Board has adopted a suggested International Assembly program content and has
agreed in principle that the International Assembly training topics should be addressed
within a six-day training agenda as follows:Rotary Code of Policies
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At least four days - Successful Service Projects; Sustaining and Growing Rotary’s
Membership Base (exchange of ideas within international groupings); Administration
Requirements of RI (Policies and Procedures Regarding the District’s Administrative andFinancial Reporting Requirements to RI; Board Guidelines for Use of Rotary Marks);
Presentation of Annual RI Theme; and Presidential Message.
At least one and one half days – The Rotary Foundation.
At least one half day – “Free time” for governors-elect and spouses to rest. (March 2005
Mtg., Bd. Dec. 178)
Source: June 1996 Mtg., Bd. Dec. 301; November 1999 Mtg., Bd. Dec. 213; Amended by March 2005 Mtg., Bd. Dec. 178

58.050.2. Duration of the International Assembly
The International Assembly should include at least six days of instruction, with
programming on Foundation matters to be a full one and one-half days of the total
International Assembly program. (February 2000 Mtg., Bd. Dec. 298)
Source: June 1996 Mtg., Bd. Dec. 301; June 1997 Mtg., Bd. Dec. 298; November 1999 Mtg., Bd. Dec. 213

58.050.3. Simultaneous Interpretation/Language Support
The International Assembly shall be conducted primarily in English with simultaneousinterpretation provided during plenary sessions in French, Italian, Japanese, Korean,
Portuguese, and Spanish. Discussion sessions at the International Assembly will be held
in English, French, Japanese, Korean, Portuguese, and Spanish. (June 2006 Mtg., Bd.
Dec. 254)
Source: November 1990 Mtg., Bd. Dec. 103; Amended by May 2000 Mtg., Bd. Dec. 412; June 2006 Mtg., Bd. Dec. 254

58.050.4. Spouses Program
The Board recommends that the International Assembly include an informative programfor spouses of governors-elect. The spouse program should be complementary to theprogram developed for governors-elect by featuring similar content, yet should be tailoredto address an audience with varying degrees of Rotary knowledge and experience. Topics
can be addressed in a variety of media:
Plenary Sessions
Small Group Discussion Sessions
Panel Presentations
Networking Activities(November 2008 Mtg., Bd. Dec. 82)
Source: August 1999 Mtg., Bd. Dec. 73; Amended by February 2004 Mtg., Bd. Dec. 189; November 2008 Mtg., Bd. Dec. 82

58.050.5. Participants in Discussion Groups
Participation in group discussion sessions is limited to training leaders, governors-elect,and assigned secretariat staff. No spouses or other personnel are to be admitted to thesessions without the express written consent of the president-elect. (February 2004 Mtg.,
Bd. Dec. 189)
Source: June 1996 Mtg., Bd. Dec. 306; Amended by May 2000, Bd. Dec. 412; February 2004 Mtg., Bd. Dec. 189

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58.050.6. Rotary Name and Emblem Training at the International AssemblyTraining on the use of the Rotary Marks, including ownership, reproduction and thelicensing thereof, for the governors-elect shall be conducted at each International
Assembly. (May 2000 Mtg., Bd. Dec. 412)
Source: June 1997 Mtg., Bd. Dec. 318; Amended by May 2000 Mtg., Bd. Dec. 412

58.050.7. Financial Training
The general secretary is requested to provide training regarding billing cycles, dues
payment, and termination procedures to the governors-elect at all International
Assemblies. (February 2004 Mtg., Bd. Dec. 159)
Source: July 1999 Mtg., Bd. Dec. 29; Amended by February 2004 Mtg., Bd. Dec. 159

58.050.8. Sexual Abuse and Harassment Prevention Training
A mandatory group discussion session on sexual abuse and harassment prevention in thecontext of Rotary youth programs shall be conducted at each International Assembly forgovernors-elect. (November 2004 Mtg., Bd. Dec. 108)
Source: November 2004 Mtg., Bd. Dec. 108

58.050.9. Vocational Service Training
Presidents-elect are encouraged to include vocational service, with a special emphasis on
ethics, as a training module at the International Assembly. (November 2008 Mtg., Bd.
Dec. 31)
Source: June 2008 Mtg., Bd. Dec. 255

58.050.10. Ancillary Meetings and Activities at the Assembly
The president and the chairman of the Trustees have the authority to convene meetings ofthe Directors and the Trustees respectively during the International Assembly. Other
meetings and events may be scheduled in conjunction with the International Assembly by
the president or the trustee chairman, provided that such meetings or events do notinterfere with the implementation of the assembly program, taking into account theutilization of staff and space assigned specifically to support the International Assemblyand fit within contracted space and services. When such meetings or events arescheduled, any additional staff or financial resources required for support shall not be
considered an International Assembly expense. (June 2007 Mtg., Bd. Dec. 290)
Source: May 2000 Mtg., Bd. Dec. 414; Amended by June 2007 Mtg., Bd. Dec. 290

58.050.11. Formal Introductions
Current and incoming members of the Board, with their spouses, shall be individually
introduced at one of the plenary sessions of the International Assembly.
Past presidents, with their spouses, shall be individually introduced during one of theplenary sessions of each International Assembly.

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Current and incoming Trustees of The Rotary Foundation, with their spouses, shall be
individually introduced at one of the plenary sessions of the International Assembly.
(February 2006 Mtg., Bd. Dec. 137)
Source: November 2005 Mtg., Bd. Dec. 94

Cross References
34.030.7. Education of Rotarians Regarding RI's Licensing System at International Assembly
58.060. Publications
58.060.1. Assembly Materials Provided to Governors-electAll assembly publications and materials shall be provided to the governors-elect at theInternational Assembly in English, French, Japanese, Korean, Spanish, and Portuguese.
Specific content-related materials will be provided to the governors-elect in Italian. All
publications must have the prior approval of the assembly moderator, and theconcurrence of the president-elect. (June 2006 Mtg., Bd. Dec. 254)
Source: July 1991 Mtg., Bd. Dec. 40; Amended by May 2000 Mtg., Bd. Dec. 412; June 2006 Mtg., Bd. Dec. 254

58.060.2. District Governor's Training Manual
The general secretary is instructed to distribute The District Governor's Training Manual
to incoming governors in sufficient time for adequate study, preparation and acquaintancewith such information. (June 1998 Mtg., Bd. Dec. 348)
Source: October-November 1977 Mtg., Bd. Dec. 146

58.070. Finances
58.070.1. International Assembly Attendance
RI shall pay the expenses of the majority of official participants to the International
Assembly defined below in accordance with the RI Travel Policy.
1. Official and paid participants for the International Assembly include:a) President and spouseb) Aide to the president and spousec) President-elect and spoused) Aide to the president-elect and spousee) President-nominee and spousef) Aide to the president-nominee and spouseg) Directors and spousesh) Directors-elect and spousesi) General Secretaryj) Past presidents of RI and spousesk) Trustees and incoming trustees and spousesRotary Code of Policies
June 2010418l) Aides to the trustee chairman and trustee chairman-elect and spousesm) Governors-elect and spousesn) Moderator and spouseo) Assistant moderator and spousep) Trainersq) Training leaders and spousesr) RI Districting Committees) Song leadert) First Aid Officeru) Accompanistv) Sergeants-at-arms and spouses (including Chief Sergeant-at-arms)w) Convention chair (following fiscal year)x) Secretariat staff as the general secretary in consultation with the president andpresident-elect deem necessaryy) Any person assigned by the president-elect to a place on the program of theAssembly, but who is not included in the above listz) Any person approved by the president-elect to attend the assembly in a supportingrole as an official participant, in lieu of a spouse.
2. Those participants officially authorized to attend the International Assembly as an
official participant at no cost to Rotary International or its Foundation include:a) Directors-nominee and spousesb) Officers and officers-nominee of the General Council of RIBI and spousesc) Chairs of the resource groups and committees of Rotary International and its
Foundation and spousesd) Past general secretaries and spousese) International Convention Host Organization chair and select Host Organization
members (Current fiscal year and following fiscal year)f) Regional magazine editorsg) Past general officers of RI as observersh) Current and past officers of RI as observersi) Any exhibit personnel for exhibits as approved by the president-elect for a space
the Assembly venuej) Any person assigned by the president-elect to a place on the program of theAssembly, but who is not included in the above list (June 2009 Mtg., Bd. Dec.
254)
Source: May-June Mtg. 1947, Bd. Dec. 285; Amended by May 2000 Mtg., Bd. Dec. 412; June 2007 Mtg., Bd. Dec. 290; November
2008 Mtg., Dec. 29; June 2009 Mtg., Bd. Dec. 254

58.070.2. Payment for International Assembly Attendance in Restricted Currency
Countries
Insofar as practicable, all expenses of governors-elect in attending the international
assembly from restricted currency countries shall be paid by RI from such funds. (June1998 Mtg., Bd. Dec. 348)
Source: January 1968 Mtg., Bd. Dec. 177

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58.070.3. Payment for Governors Serving a Second Term
A past governor who has been selected to serve a second term prior to the International
Assembly shall be invited, along with his or her spouse, to attend the International
Assembly at the expense of RI. A past governor who has been selected to fill a vacancy
in the office of governor which occurs between the International Assembly and 1
September shall receive, at RI’s expense, one to two days of intensive training at the most
cost effective location. A past governor who has been selected to serve temporarily or tocomplete a term of office as governor between 1 September and the remainder of theRotary year shall be provided strong support from Secretariat staff. (February 2004
Mtg., Bd. Dec. 189)
Source: May 1988 Mtg., Bd. Dec. 377; May 1988 Mtg., Bd. Dec. 377; Amended by February 2004 Mtg., Bd. Dec. 189. Affirmed by
July 1998 Mtg., Bd., Dec. 47

58.070.4. Reimbursement of Expenses for Spouses of Governors-elect
RI will pay all expenses of governors-elect spouses who choose to attend theInternational Assembly provided that the spouse attends all mandatory sessions unlessspecifically excused by the president-elect. (February 2004 Mtg., Bd. Dec. 189)
Source: August 1999 Mtg., Bd. Dec. 73; COL 98-222; Amended by May 2000 Mtg., Bd. Dec. 412; February 2004 Mtg., Bd. Dec.
189

58.070.5. Costs of Sergeants-At-Arms at the International Assembly
The expenses of sergeants-at-arms at the International Assembly should be paid by RI in
accordance with the RI Travel Policy.
The International Assembly Budget shall include the expenses of:a) One Chief Sergeant-at-arms and spouseb) Six Sergeants-at-arms and spouses
Expenses shall include transportation to and from the assembly, accommodations, meals,
and incidentals for the sergeants-at-arms and spouses while serving as sergeants-at-arms.
The assignment dates for the chief sergeant-at-arms should commence two days prior tothe major arrival day of the International Assembly. The assignment dates for thesergeants-at-arms should commence one day prior to the major arrival day of theInternational Assembly. (February 2004 Mtg., Bd. Dec. 189)
Source: May 1979 Mtg., Bd. Dec. 342; Amended by May 2000 Mtg., Bd. Dec. 412; June 2001 Mtg., Bd. Dec. 405; February 2004
Mtg., Bd. Dec. 189

58.070.6. Solicitation of Funds
The Rotary Foundation is the only entity permitted to solicit funds during an International
Assembly. (June 2007 Mtg., Bd. Dec. 290)
Source: November 1994 Mtg., Bd. Dec. 96; Amended by June 2007 Mtg., Bd. Dec. 290

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58.070.7. RI Reimbursement of Expenses of International Assembly Participants
The payment of the expenses of the designated official participants and others inattending the International Assembly is authorized only on the basis of attendance for theentire period of the assembly, unless specifically excused by the president-elect. (June2007 Mtg., Bd. Dec. 290)
Source: July 1998 Mtg., Bd. Dec. 47; Amended by May 2000 Mtg., Bd. Dec. 412; June 2007 Mtg., Bd. Dec. 290

58.070.8. Responsibility of the President-elect for the International Assembly Budget
The president-elect shall have responsibility for the budget for the International
Assembly in accordance with RI policy and as approved by the Board. Under the
direction of the president-elect, the general secretary shall authorize assembly
expenditures up to the budgetary limits established by the Board. Requests for any
additional funding for the International Assembly shall be submitted by the presidentelect to the Board for its approval. (May 2000 Mtg., Bd. Dec. 412)
Source: May 2000 Mtg., Bd. Dec. 412

58.070.9. Costs for First Aid Officer at International Assembly
The expenses of the first aid officer at the International Assembly shall be paid by RI in
accordance with the RI Travel Policy. The International Assembly budget shall include theexpenses of one first aid officer. Expenses shall include transportation to and from theassembly, accommodations, meals, and incidentals for the first aid officer. (February 2004
Mtg., Bd. Dec. 189)
Source: June 2001 Mtg., Bd. Dec. 405; Amended by February 2004 Mtg., Bd. Dec. 189

58.070.10. Observers at the International Assembly
The observers, official participants, who attend the International Assembly at no cost to
Rotary International or its Foundation shall be charged a registration fee to cover theadministrative expenses involved in their attendance, except the regional magazine
editors whose registration fee will be waived. (June 2007 Mtg., Bd. Dec. 290)
Source: June 2007 Mtg., Bd. Dec. 290

58.080. Exhibit and Display Space at the International Assembly
The general secretary will make available exhibit space at the assembly venue if the following
criteria are met:
1. The group seeking exhibit space is one of the four core groups outlined in Rotary Code of
Policies sections 58.080.1., 58.080.2., 58.080.3., and 58.080.4. or has been requested by thepresident-elect;
2. Space is available to accommodate the request for a display area;
3. The booth will provide governors-elect with Rotary resources, motivation, instruction, and/or
education;

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4. All materials to be provided through the booth will be in compliance with Rotary Code of
Policies section 58.060.1. (November 2002 Mtg., Bd. Dec. 115)
Source: November 2002 Mtg., Bd. Dec. 115

58.080.1. Licensed Merchandise Vendors
The Board looks with favor on permitting licensed suppliers of Rotary merchandise todisplay and sell such merchandise at the International Assembly. The general secretary isrequested to make the necessary arrangements whenever feasible. (June 1998 Mtg., Bd.
Dec. 348)
Source: October 1985 Mtg., Bd. Dec. 95

58.080.2. Secretariat Services Exhibitors
A booth space will be allocated to the RI Secretariat for providing resources, information,and support to incoming district governors. (November 2002 Mtg., Bd. Dec. 115)
Source: November 2002 Mtg., Bd. Dec. 115

58.080.3. Convention Promotion Exhibitors
An appropriate display area will be provided to the host organization of the next
convention to promote the convention and provide tourist and general information about
the convention city. (November 2002 Mtg., Bd. Dec. 115)
Source: November 2002 Mtg., Bd. Dec. 115

58.080.4. General Exhibitors
Appropriate display areas may be provided to those vendors or entities that have enteredinto an agreement and/or contract with RI requiring them to provide a service toincoming governors, or specifically allowing them to make use of exhibit space at theInternational Assembly. (November 2002 Mtg., Bd. Dec. 115)
Source: November 2002 Mtg., Bd. Dec. 115

58.090. Evaluation
58.090.1. Annual Evaluation of International Assembly
Governors-elect, their spouses, and other assembly participants shall be requested toevaluate, through questionnaires, the effectiveness of the assembly, both generally andfrom the standpoint of meeting their own needs. The summary of these evaluations will
be shared with the Board of Directors, the president nominee, and the subsequent
moderator. (February 2004 Mtg., Bd. Dec. 189)
Source: January 1973 Mtg., Bd. Dec. 152; February 2004 Mtg., Bd. Dec. 189

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Article 59. Council On Legislation

59.010.
59.020.
59.030.
59.040.
59.050.
59.055.
59.060.
59.070.
59.080.
59.090.
59.100.

Guidelines and Site Selection
Proposed Legislation
Participants
District Representatives
Credentials Committee
Sergeants-at-Arms
Proceedings and Functions
Finances
Post-Council Activities
Support Staff
Responsibilities of the General Secretary

59.010. Guidelines and Site Selection
59.010.1. Manual for the Council on Legislation
The Board shall approve and revise from time to time a manual for the Council on
Legislation. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1987 Mtg., Bd. Dec. 76

59.010.2. Hotel Facilities at Council
Arrangements shall be made for a single hotel adequate to house all participants.
Meeting and dining facilities should be located in the same accommodations. (May 2003
Mtg., Bd. Dec. 325)
Source: February 1984 Mtg., Bd. Dec. 210; Amended by May 2003 Mtg., Bd. Dec. 325

59.010.3. Date and Time of Council on Legislation
The Board shall determine the specific date and time of the meeting based upon various
factors, including the dates of the annual convention, major holidays and the availabilityof appropriate venues. (February 2003 Mtg., Bd. Dec. 221)
Source: February 2003 Mtg., Bd. Dec. 221

59.010.4. Site Selection
The general secretary shall seek to complete the entire process of site visits, site selection,and contract negotiation during the first year of the three-year Council cycle. The venue
should be contracted a minimum of 12 months prior to the commencement of theCouncil. (February 2003 Mtg., Bd. Dec. 221)
Source: February 2003 Mtg., Bd. Dec. 221

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59.020. Proposed Legislation
59.020.1. District Endorsed or Proposed Legislation
All districts should forward to the general secretary all legislation proposed or endorsed
at a district conference within 45 days of the conclusion of the conference. Districts
should also forward to the general secretary all legislation submitted through a ballot-bymail within 45 days of the date fixed by the governor for receipt of the ballots.
Clubs without a district may submit proposed legislation for endorsement to the district
that would represent the club as provided in RI Bylaws section 8.010.1. (November 2008
Mtg., Bd. Dec. 31)
Source: February 2006 Mtg., Bd. Dec. 144; June 2008 Mtg., Bd. Dec. 236

59.020.2. Constitution and Bylaws Committee
The Constitution and Bylaws Committee and general secretary should not devote undue
time and attention to any proposed legislation that involves fundamental and extensive
amendments to the constitutional documents until such time as the proposer has exerted
reasonable efforts to draft the proposed legislation so that it is not defective. (June 2007
Mtg., Bd. Dec. 226)
Source: February 1999 Mtg., Bd. Dec. 200. Amended by November 1999 Mtg., Bd. Dec. 201; June 2007 Mtg., Bd. Dec. 226

59.020.3. Club Review of Proposed Legislation
As part of the legislative process of RI, clubs are free to contact other clubs to discuss
proposed legislation. (June 1998 Mtg., Bd. Dec. 348)
Source: May-June 1976 Mtg., Bd. Dec. 238

59.020.4. Financial Impact Statement
The general secretary shall prepare a financial impact statement for all proposals that, inthe opinion of the general secretary, have a significant financial impact if the proposed
legislation is adopted. In drafting financial impact statements, the general secretaryshould consult with the Constitution and Bylaws Committee, including attending theCommittee’s meetings as appropriate, to ensure that financial impact statements are
written with a complete understanding of the proposed legislation. (November 2005
Mtg., Bd. Dec. 67)
Source: March 1993 Mtg., Bd. Dec. 148; June 1996 Mtg., Bd. Dec. 280; February 1999 Mtg., Bd. Dec. 202. Amended by
November 1999 Mtg., Bd. Dec 201; November 2005 Mtg., Bd. Dec. 67
Source: February 1995 Mtg., Bd. Dec. 164. Amended by February 1999 Mtg., Bd. Dec. 204; November 1999 Mtg., Bd. Dec 201

59.020.5. Statements of Support and Opposition
A club, a district conference, the general council or the conference of RIBI, the Council
on Legislation or the Board may provide a statement commenting on any item oflegislation (whether enactment or resolution) proposed to a Council on Legislation. Suchstatements, which may be in support of, in opposition to or as a comment on proposed
legislation, must be limited to one page, that is, one side of a sheet of normal businessRotary Code of Policies
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stationery. Such statements, if submitted to the general secretary no later than twomonths prior to the opening of the next Council, shall be transmitted by the generalsecretary to all members of that Council. Where statements of support or opposition are
substantially similar, the general secretary shall only transmit to Council members thefirst received. (January 2010 Mtg., Bd. Dec. 117)
Source: February 1995 Mtg., Bd. Dec. 164. Amended by February 1999 Mtg., Bd. Dec. 204; November 1999 Mtg., Bd. Dec 201;
November 2009 Mtg., Bd. Dec. 36

59.020.6. Board Consideration of Proposed Legislation from a Previous Council
With respect to proposed legislation offered by the Board at the instruction of a previous
Council, the Board shall take steps to make clear that it is offering such proposed
legislation in compliance with such instruction. (November 1999 Mtg., Bd. Dec. 201)
Source: January 1969 Mtg., Bd. Dec. 85. Amended by February 1999 Mtg., Bd. Dec. 205; November 1999 Mtg., Bd. Dec 201.

59.020.7. Board Consideration of Proposed Legislation from a RI Committee
Where applicable, the Board may choose to indicate that a proposal originated with a RI
committee.
For the purposes of 59.020.6 and 59.020.7., the Board may choose to have the legislation
presented by a member of the Constitution and Bylaws Committee, or a current or former
member of a committee involved in drafting the legislation. (November 1999 Mtg., Bd.
Dec. 201)
Source: February 1999 Mtg., Bd. Dec. 205; Amended by November 1999 Mtg., Bd. Dec 201

59.020.8. Board Council on Legislation Advisory Committee
The president shall annually appoint a committee of three to five members of the Board
to advise the Board on Council matters, including proposed legislation, roles andresponsibilities at the Council, and, in the year of the Council, statements of support andopposition for consideration by the Board. In addition, in the year of the Council, aRotarian experienced in Council matters may be designated by the president to assist theBoard with Council procedures and the Board’s role at the Council. (June 2001 Mtg., Bd.
Dec. 331)
Source: November 1999 Mtg., Bd. Dec. 201; Amended by November 2000 Mtg., Bd. Dec. 127; June 2001 Mtg., Bd. Dec. 331

59.020.9. Board Position on Items of Legislation
The Board should make its position known on items of legislation on which it has taken aposition. (February 2007 Mtg., Bd. Dec. 139
Source: February 2006 Mtg., Bd. Dec. 147

59.020.10. Extension of Board Meeting Preceding the Council
The June Board meeting in the year preceding the Council may be extended by one or
two full days, as necessary, for the following purposes:
1) To confer with the Council chair about the physical arrangements and the procedural
aspects of the Council

Rotary Code of Policies
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3) To consider the recommendations of the Constitution and Bylaws Committee and theLegislative Advisory Committee
4) To begin orientation and training before the Council with the Board Advisor. (June2007 Mtg., Bd. Dec. 226)
Source: November 1999 Mtg., Bd. Dec. 201; Amended by February 2006 Mtg., Bd. Dec. 148; June 2007 Mtg., Bd. Dec. 226

59.020.11. Publishing Proposed Legislation
English shall be the official language of the Council and all enactments and resolutions as
proposed and adopted shall be as written in the English language. The general secretaryshall print a booklet of proposed legislation in English. As feasible, legislation deemed
regular shall be published in English, French, Japanese, Korean, Portuguese, and Spanish,
as shall be those non-legislative publications distributed prior to the Council. In
preparing the booklet of proposed legislation for consideration at the Council, the generalsecretary shall include reference to the month and year in which action was taken to
propose such legislation.
The booklet should contain all duly proposed legislation except legislation that has been
deemed defective, and that the Board has directed not be transmitted to the Council inaccordance with RI Bylaws sections 7.037. and 7.050.
The financial impact, if any, of all legislation shall be contained in the booklet along withthe purpose and effect statement. (June 2009 Mtg., Bd. Dec. 217)
Source: January 1941 Mtg., Bd. Dec. 101; June 1958 Mtg., Bd. Dec. 38; Amended by February 1999 Mtg., Bd. Dec. 203; August
2000 Mtg., Bd. Dec. 50; November 2002 Mtg., Bd. Dec. 112; November 2004 Mtg., Bd. Dec. 58; November 2005 Mtg., Bd. Dec. 67;
June 2007 Mtg., Bd. Dec. 226; June 2009 Mtg., Bd. Dec. 217

59.020.12. Use of a District Committee to Assist in Reviewing Legislation
Governors are encouraged, in preparation for the next Council on Legislation, to appointa small committee of Rotarians, preferably with past Council experience, to prepare andreview legislation originating in the district and to assist and inform Rotarians about such
legislation. The district representative to the next Council should be appointed a memberof the committee as soon as elected. (November 1999 Mtg., Bd. Dec. 201)
Source: March 1997 Mtg., Bd. Dec. 220. Amended by November 1999 Mtg., Bd. Dec 201.

59.020.13. Technical Legislation
The Constitution and Bylaws Committee shall determine which pieces of legislation shallbe considered “technical legislation.” All “technical legislation” shall be placed in one
area of the legislation books produced for the Council. The Board shall request someother presenter, such as a member of the Constitution and Bylaws Committee, to move all
Board-proposed legislation deemed “technical” in nature. (March 2005 Mtg., Bd. Dec.
196)
Source: March 1997 Mtg., Bd. Dec. 224; November 1999 Mtg., Bd. Dec. 201; Amended by March 2005 Mtg., Bd. Dec. 196

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59.020.14. Council Matters on RI Web Site
The names and districts of all Council representatives shall be placed on the RI Web site.
In addition, the general secretary shall place Council instructional materials on the RI
Web site as appropriate. (November 1999 Mtg., Bd. Dec. 201)
Source: November 1999 Mtg., Bd. Dec. 201

59.020.15. Similar Legislation
Where there are substantially similar items of legislation, the Board – on the advice of theConstitution and Bylaws Committee – shall direct the general secretary to submit to theCouncil alternate legislation pursuant to RI bylaws section 7.050.1., and to note in thebook of proposed legislation that the items of legislation are substantially similar to thealternate legislation. (November 2005 Mtg., Bd. Dec. 38)
Source: June 2005 Mtg., Bd. Dec. 288

59.020.16. Résumés of Proposed Legislation
Résumés of proposed legislation, including the name, title, purpose and effect, andfinancial impact of the legislation, shall be prepared for all legislation to be transmitted to
the Council and shall be posted on the RI Web site prior to the Council. (November 2005
Mtg., Bd. Dec. 38)
Source: June 2005 Mtg., Bd. Dec. 288

59.030. Participants
59.030.1. Board of Directors
A director’s primary responsibility is as a member of the Board. See section 28.005.
(November 1999 Mtg., Bd. Dec. 201)
Source: January 1959 Mtg., Bd. Dec. 94

59.030.2. Directors-elect and Directors-nominee
Directors-elect and directors nominee shall be invited to the Council as observers withexpenses to be paid by RI. (November 2005 Mtg., Bd. Dec. 38)
Source: November 1999 Mtg., Bd. Dec. 201; Amended by June 2005 Mtg., Bd. Dec. 291

59.030.3. Council Officers and Members-at-Large
Council officers (chair, vice chair, and parliamentarian) and the members-at-large shallbe announced by the president-elect by January of the year prior to the Council.
(November 1999 Mtg., Bd. Dec. 201)
Source: November 1999 Mtg., Bd. Dec. 201

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59.040. District Representatives
59.040.1. Communications Concerning Qualifications of Representatives
The general secretary, through appropriate publications of RI and otherwise, shall call tothe attention of governors and clubs the stated duties and qualifications of arepresentative of clubs in the Council on Legislation, as provided in the RI Bylaws. The
importance of clubs electing the most qualified Rotarians as the representatives of suchclubs in the Council should be stressed. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1976 Mtg., Bd. Dec. 86

59.040.2. Selection of Representatives
Each district is encouraged to select as its representative to the Council the best-qualified
eligible Rotarian available for such service who is well-informed about current Rotary
policies, procedures and programs. While it is the right of the clubs in each district toelect whom they will, it is stressed that representatives to the Council should be electedon the basis of their ability to carry out the representatives’ defined duties and not on thebasis of their personal popularity within the district, and that the role of representative
should be viewed as a serious and responsible position and not simply a perquisite of
having served as governor. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1994 Mtg., Bd. Dec. 58. Amended by March 1997 Mtg., Bd. Dec. 222. See also February 1988 Mtg., Bd. Dec.
235; February 1987 Mtg., Bd. Dec. 259(b); October-November 1980 Mtg., Bd. Dec. 75; January 1972 Mtg., Bd. Dec. 85(b); MayJune 1967 Mtg., Bd. Dec. 32

59.040.3. Training of District Representatives
The District Representatives shall be trained at Rotary institutes. See section 60.050.
Cross References
31.040.1. Selection of Council Representative in Ballot-By-Mail

59.050. Credentials Committee
The president is requested to appoint members of the Council on Legislation Credentials
Committee at least six months prior to the scheduled convening of the Council and to appoint
only members of the Council as members of the Committee. There shall be a minimum of six
members of the Credentials Committee, in addition to a chair. There should be at least one
member of the Committee for each language for which simultaneous interpretation is provided at
the Council. (February 1999 Mtg., Bd. Dec. 201)
Source: February 1999 Mtg., Bd. Dec. 201. Amended by November 1999 Mtg., Bd. Dec. 201

59.055. Sergeants-at-Arms
There should be a minimum of ten sergeants-at-arms and two timekeepers at the Council, in
addition to the chief sergeant. There should be at least one sergeant for each language for which
simultaneous interpretation is provided at the Council. (November 2004 Mtg., Bd. Dec. 99)
Source: November 1999 Mtg., Bd. Dec. 201; Amended by November 2004 Mtg., Bd. Dec. 99

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59.055.1. Role of Sergeants-at-Arms at the Council on Legislation
The role and responsibilities of the RI sergeant-at-arms leadership for the Council on
Legislation are as follows:
I. Chief Sergeant-at-Arms
The president of RI shall appoint the chief sergeant-at-arms to serve at the Council. The
chief sergeant-at-arms shall be selected using the following criteria:
Criteria for selection:
1. Is a past officer of Rotary International
2. Has served in the sergeant-at-arms leadership at at least one previous Council on
Legislation.
3. Has demonstrated excellent management and organizational skills.
Responsibilities:
1. Shall report directly to the Council chair on all matters related to the sergeants-atarms.
2. Shall work with the Council chair and the appropriate staff to ensure the security,
emergency and first-aid procedures, crowd control, and general safety meets theneeds of all Council delegates and staff.
3. Shall have overall responsibility for various sergeant-at-arms functions, including:Training, organization, and assignment of responsibilities for sergeants-at-arms.
Control of seating sections.
Collection of tickets at various ticketed events upon request of the Council Chair.
Claiming, logging, and storage of lost and found items.
4. The chief sergeant-at-arms shall liaise with the Council chair on all sergeants-at-arms
issues, as the chair is responsible for all aspects of the Council, including the budget.
5. Shall evaluate the overall performance of sergeants-at-arms and recognize
extraordinary service as applicable.
II. Sergeants-at-Arms
Subject to the approval of the president, the chief sergeant-at-arms shall recommend to
the president and the Council chair a minimum of ten sergeants-at-arms and two
timekeepers. The sergeants-at-arms shall be selected according to the following criteria:
Criteria for selection:
1. Is a past officer of Rotary International
2. Has served as a sergeant-at-arms at a prior RI meeting
3. Has demonstrated excellent management and organizational skills
Responsibilities:
1. Place signs, seat assignments within Reserve Seat section

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2. Count votes during voting sessions as requested by the Council Chair
3. Control doors and vote counts during voting sessions
4. Additional duties as assigned by the Council Chair(November 2004 Mtg., Bd. Dec. 99)
Source: June 2001 Mtg., Bd. Dec. 405; Amended by February 2003 Mtg., Bd. Dec. 221; May 2003 Mtg., Bd. Dec. 390; November
2004 Mtg., Bd. Dec. 99

59.055.2. Sergeants-at-Arms Manual for Council on Legislation
A manual for the general guidance of the Council sergeants-at-arms has been preparedand is revised from time to time by the Board. Such manual includes Board policy
governing sergeants-at-arms. The general secretary is requested to bring to the Board's
attention any necessary changes to the manual. Each sergeants-at-arms committee islikewise requested to include in its final report any recommended changes to the manual.
(June 2001 Mtg., Bd. Dec. 405)
Source: June 2001 Mtg., Bd. Dec. 405

59.060. Proceedings and Functions
59.060.1. Scheduling Council Proceedings
To the extent possible, the days and hours of the meeting should be planned andmaintained so that representatives are not called upon to carry out their responsibilities
under conditions of excessive fatigue or other discomfort which might reduce theeffectiveness with which they represent the clubs in their respective districts. At aminimum, all Councils should be scheduled to allow for five full days to consider
proposed legislation. (June 1998 Mtg., Bd. Dec. 348)
Source: May-June 1982 Mtg., Bd. Dec. 21. Amended by November 1999 Mtg., Bd. Dec 201

59.060.2. Debate Procedures at Council
The Council chair and officials should arrange that matters of importance be given
adequate time for debate in the Council’s sessions. As feasible, debate should alternate
between those supporting and those opposing the motion before the Council. (June 1998
Mtg., Bd. Dec. 348)
Source: February-March 1987 Mtg., Bd. Dec. 257

59.060.3. Council on Legislation Rules of Procedure
The Rules of Procedure of the Council on Legislation shall be published in the Manual ofProcedure exactly as adopted by the previous Council, modified only as necessary to beconsistent with the changes to the constitutional documents made by the Council. If any
such modifications are necessary, a notation as to the necessary changes should be
included. The Rules of Procedure, as recommended by the Council Operations
Committee in accordance with RI bylaws section 8.130.1., shall be sent to members of
the Council two months prior to the Council. (November 2005 Mtg., Bd. Dec. 38)
Source: February 1999 Mtg., Bd. Dec. 207; June 2005 Mtg., Bd. Dec. 289

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59.060.4. Electronic Vote Counting at Council
The general secretary should implement electronic voting at all Councils where it can beobtained at a reasonable cost. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1996 Mtg., Bd. Dec. 279

59.060.5. Pre-Council Workshop
The Council leadership shall plan for a workshop for Council members on the afternoon
prior to the convening of the Council. (November 1999 Mtg., Bd. Dec. 201)
Source: June 1996 Mtg., Bd. Dec. 277; November 1999 Mtg., Bd. Dec. 201

59.060.6. Fellowship Activities During the Council
An informal arrival reception for members of the Council shall be held on the evening
prior to the convening of the Council. A fellowship dinner shall be held during theCouncil meeting—preferably on the evening of the second day of the Council.
(November 1999 Mtg., Bd. Dec. 201)
Source: June 1996 Mtg., Bd. Dec. 276

59.060.7. Simultaneous Interpretation/Language Support
The Council shall be conducted in English, with simultaneous interpretation provided
during plenary sessions in French, Japanese, Korean, Portuguese, and Spanish. The
general secretary, with the concurrence of the president, may choose other languages for
simultaneous interpretation. (February 2003 Mtg., Bd. Dec. 221)
Source: November 2002 Mtg., Bd. Dec. 112; February 2003 Mtg., Bd. Dec. 221

59.060.8. Assistance from Local Rotarians
The Council on Legislation does not operate with the assistance of a host organization. It
is recommended, however, that the Council chair and Council Operations Committee
review whether assistance could be rendered by Rotarians residing or working near thesite.
The chair may wish to review whether any ancillary activities (at no cost to RI) should beplanned for the Council. If such activities are planned, the chair may contact local
Rotarians to aid in various preparations for the Council, including, coordinating throughlocal governors:
1. The presence of Rotarians (particularly those with multi-lingual capabilities) at major
airports to welcome members of the Council and to direct them to relevant groundtransportation to the main venue
2. Assistance in providing local transportation and visits to RI’s World Headquarters
3. Coordination of a fellowship area at the main venue
4. Other activities that would contribute to the experience of the members of the Council

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In coordinating any efforts, particularly activities during the meeting, the Council chair
and Council Operations Committee should not plan for any events that could hinder the
progress of the Council’s deliberations. (February 2003 Mtg., Bd. Dec. 221)
Source: February 2003 Mtg., Bd. Dec. 221

59.070. Finances
The general secretary shall prepare a budget for each Council for review by the Board. In
preparing such budget, the general secretary shall take into consideration paid attendance andreimbursable expenses. (February 2003 Mtg., Bd. Dec. 221)
Source: February 2003 Mtg., Bd. Dec. 221

59.070.1. Expenses of Representatives
RI shall provide all representatives reimbursement for the following expenses:
1. Round-trip airfare
2. Room and meals
3. Inoculations up to a maximum of US$150
4. Necessary visa expenses
5. Representatives’ forced overnight or extended travel delay expenses of 10 hours or
more
The general secretary shall set the day and time for the major arrival date forrepresentatives. The general secretary shall take into consideration registration, any preCouncil workshop, and any other relevant factors when setting the date and time. The
general secretary has the discretion to apply these guidelines in a fair and reasonable
manner. (February 2003 Mtg., Bd. Dec. 221)
Source: November 1997 Mtg., Bd. Dec. 202; February 2003 Mtg., Bd. Dec. 221; Affirmed by November 1999 Mtg., Bd. Dec 198

59.070.2. Expenses of Non-voting Members
RI shall pay the travel, lodging and meal expenses in attending the Council for thefollowing members:(a) the president, president-elect, other directors, and the general secretary;(b) past presidents of RI, except those whose expenses are paid from The RotaryFoundation funds;(c) chair, vice-chair and parliamentarian of the Council;(d) Constitution and Bylaws Committee as members of the Council Operations
Committee;(e) trustee representative;(f) up to three members-at-large. (February 2003 Mtg., Bd. Dec. 221)
Source: February 2003 Mtg., Bd. Dec. 221

59.070.3. Expenses of Observers and Staff
RI shall pay the travel, lodging and meal expenses in attending the Council for thefollowing additional persons:Rotary Code of Policies
June 2010432(a) directors-elect (including president-nominee)(b) directors-nominee(c) sergeants-at-arms(d) timekeepers(e) member of the Constitution and Bylaws Committee whose term of office commenceson 1 July following the Council(f) aide to the president (if needed)(g) such members of the Secretariat staff as the general secretary may deem necessary
for service at the Council, within the provisions therefor in the budget. (June 2009 Mtg.,
Bd. Dec. 276)
Source: February 2003 Mtg., Bd. Dec. 221; Amended by November 2004 Mtg., Bd. Dec. 99; June 2005 Mtg., Bd. Dec. 291;
February 2007 Mtg., Bd. Dec. 139; June 2007 Mtg., Bd. Dec. 226; June 2008 Mtg., Bd. Dec. 227; June 2009 Mtg., Bd. Dec. 276

59.070.4. Expenses of Incoming Members of the Constitution and Bylaws Committee toAttend Council and Committee Meetings
RI shall pay the following travel, lodging and meal expenses related to the holding of theCouncil:(a) the incoming member of the Constitution and Bylaws Committee whose term ofoffice commences on 1 July in the year of the Council shall be invited to attend as anobserver at the last meeting of such committee prior to the 1 July appointment. Suchattendance will be at RI expense.
(b) the member of the Constitution and Bylaws Committee whose term of office shallcommence immediately following the year of the Council shall be invited to attend boththe pre- and post- Council Operations Committee meetings, and the Council as anobserver at RI expense. (November 1999 Mtg., Bd. Dec. 201)
Source: February 1988 Mtg., Bd. Dec. 236. Amended by November 1999 Mtg., Bd. Dec 201

59.070.5. Expenses of Sergeants-At-Arms at the Council on Legislation
The expenses of sergeants-at-arms at the Council on Legislation shall be paid by RI in
accordance with the RI Travel Policy.
The Council on Legislation sergeants-at-arms budget shall include the expenses of:a) one chief sergeant-at-arms;b) a minimum of ten sergeants-at-arms
While serving in the capacity as a sergeant-at-arms, covered expenses should be the sameas the representatives to the Council. (June 2008 Mtg., Bd. Dec. 227)
Source: June 2001 Mtg., Bd. Dec. 405; Amended by February 2003 Mtg., Bd. Dec. 221; November 2004 Mtg., Bd. Dec. 99

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59.080. Post-Council Activities
59.080.1. Club Review of Council Action
As part of the legislative process of RI, clubs are free to contact other clubs to discuss theaction of the Council on items of proposed legislation. (June 1998 Mtg., Bd. Dec. 348)
Source: May-June 1976 Mtg., Bd. Dec. 238

59.080.2. Post-Council Distribution of Documents
The revised English Constitutional Documents should be mailed to all districts within
two months of the adjournment of the Council. (November 1999 Mtg., Bd. Dec. 201)
Source: November 1999 Mtg., Bd. Dec. 201

Cross References
49.050.1. Manual of Procedure

59.090. Support Staff
In order to assure the effective functioning of the Council on Legislation, the general secretaryshould be afforded discretion in determining the number of staff to be present at the Council andin requisitioning adequate support equipment to be available for the use of staff at the Council.
(February 1999 Mtg., Bd. Dec, 206
Source: February 1999 Mtg., Bd. Dec. 206

59.100. Responsibilities of the General Secretary
The general secretary shall oversee various responsibilities as listed below.
A. With Respect to Meetings Logistics, the General Secretary shall
1. create the Council on Legislation budget
2. provide regular reports on planning to the Council Operations Committee and appropriate
Rotary senior leaders
3. coordinate the site selection process
4. negotiate and execute all contracts as pertains to budgetary guidelines, all in accordance with
RI policy
5. be responsible for all registration and housing functions connected with the Council on
Legislation
6. solicit bids from appropriate vendors including the following goods and services providers:venues, catering, electronic voting equipment, audio-visual, simultaneous interpretation, SI
technical equipment and services, entertainment, security, specialty items, sign and banner
printers, shipping, photography, transportation, office equipment and supplies and all similar
entities
7. be responsible for coordinating staff assignments for the Council

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8. make purchases of all goods and services as pertains to the Council
9. verify that all goods and services are delivered in accordance with contracts and agreements
including assurance that all meals charged to RI are for those served or guaranteed
10. be responsible for making guarantees of obligations to vendors as pertains to budgetaryguidelines
11. provide the chair, Council Operations Committee, president and Board with the details of
income and expenditures for the Council
12. oversee all on-site logistical aspects of the Council
13. create Council registration materials
14. attend Council Operations Committee meetings;
15. coordinate, if scheduled by the Council Operations Committee, scheduled tours of ORC
16. schedule and conduct all staff update meetings
17. liaise with sergeants-at-arms
18. prepare, distribute and compile post-Council survey information
B. With Respect to Council Operations and Legal Matters, the General Secretary shall
1. create and monitor portions of the Council budget consistent with outlined responsibilities
2. prepare and publish all items of legislation consistent with the RI constitutional documents
and Rotary Code of Policies
3. attend and take official minutes at all Council -related committee meetings
4. liaise with all voting and non-voting members regarding attendance, credentialing andalternate members
5. assist the Credentials Committee
6. work with the Constitution and Bylaws Committee to determine the status of proposed
legislation, and contact appropriate Rotarians concerning all issues pertaining to proposed
legislation
7. arrange for the translation of all materials into official Rotary languages
8. oversee the printing and distribution of all materials in official Rotary languages
9. manage statements of support and opposition
10. coordinate transmission of all legislation to the Council as provided for in the RI
constitutional documents, Rotary Code of Policies, and the direction of the RI Board
11. review financial impact statements
12. prepare and distribute the Report of Action of the Council
13. provide on-site support and guidance for the Council proceedings
14. negotiate and execute all contracts in accordance with RI policy
C. With respect to Travel Arrangements, the General Secretary shall
1. provide transportation cost estimates for all members of the Council for budgeting purposes
2. book and ticket all transportation for Council members consistent with the RITS travel policy
and/or the Rotary Code of Policies
3. provide appropriate Rotarians with updated arrival/departure listings for logistical use
4. manage forced overnights concerning travel to, from or during the Council
5. provide on-site travel support at the Council, including ticket changes and confirmations
6. advise appropriate Rotarians pertaining to obtaining visas and/or other official documentation
for all members

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D. With Respect to Financial Arrangements, the General Secretary shall
1. attend all relevant meetings for purposes of discussing and preparing financial impact
statements for all legislation
2. prepare financial impact statements for all legislation
3. provide daily reconciliation of hotel bills on-site
4. pay all associated invoices in a timely manner
5. verify and pay expense reports consistent with the Rotary Code of Policies(February 2003 Mtg., Bd. Dec. 221)
Source: February 2003 Mtg., Bd. Dec. 221

Cross References
31.040.3. Examining Proposed Legislation

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Article 60. Institutes
60.010.
60.020.
60.030.
60.040.
60.050.

International InstituteParticipants at International Institutes
International Institute Program
International Institute Finances
Rotary Institutes

60.010. International Institute
An International Institute shall be held annually in conjunction with the International
Convention, provided that a suitable venue can be contracted. Those eligible to attend theinstitute are past, current, and incoming officers of RI (including reported governors-nominee)
and current RI committee members. Spouses and/or guests of those Rotarians eligible to attend
the institute shall be permitted to register on the same form as an eligible Rotarian. The
International Institute shall be conducted under the supervision and guidance of the president.
(June 2004 Mtg., Bd. Dec. 236)
Source: October-November 1977 Mtg., Bd. Dec. 148; October-November 1981 Mtg., Bd. Dec. 92; November 1995 Mtg., Bd. Dec. 143; August
2000 Mtg., Bd. Dec. 76; November 2002 Mtg., Bd. Dec. 113: Amended by July 2003 Mtg., Bd. Dec. 22; February 2004 Mtg., Bd. Dec. 195;
June 2004 Mtg., Bd. Dec. 236

60.010.1. Past Officers Reunion Meeting
Past officers may organize a reunion meeting in conjunction with the International
Assembly or the International Convention when an International Institute is not held.
Two e-mails shall be sent to all past RI officers on behalf of the organizers of the reunion
meeting. These unofficial events may be publicized on the RI Web site newsroom page.
(November 2008 Mtg., Bd. Dec. 31)
Source: November 2005 Mtg., Bd. Dec. 89; November 2008 Mtg., Bd. Dec. 31

60.020. Participants at International Institutes
60.020.1. Regional Magazine Editors
Rotary International regional magazine editors shall be recognized as official participantsof International Institutes, with rights to be observers at plenary sessions, appropriate
luncheons and dinners, receptions, and other social occasions. Other than registration
fees, which shall be waived, there will be no associated cost to RI. (June 1998 Mtg., Bd.
Dec. 348)
Source: June 1995 Mtg., Bd. Dec. 274

60.030. International Institute - Program
Reserved

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60.040. International Institute Finances
60.040.1. Self-Supporting Institute
The International Institute should be entirely self-supporting, that is, participants’ fees
should meet all costs including staff support. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1994 Mtg., Bd. Dec. 99

60.040.2. Support from Private and Corporate Sponsors
The International Institute should, with the permission of the president, solicit and/or
receive financial support from private or corporate sponsors. (June 1998 Mtg., Bd. Dec.
348)
Source: November 1994 Mtg., Bd. Dec. 99

60.050. Rotary Institutes
The Board of Directors of Rotary International has strongly affirmed the value of annual
informational meetings of past, current and incoming RI officers in RI zones.
The Board has adopted the following “Requirements for Rotary Institutes,” which the generalsecretary shall annually provide to institute conveners and chairs. The Board shall review theseguidelines on a triennial basis. (June 2007 Mtg., Bd. Dec. 226)
Source: April 1991 Mtg., Bd. Dec. 265; August 1999 Mtg., Bd. Dec. 43; Amended by March 1993 Mtg., Bd. Dec. 188; June 1996 Mtg., Bd. Dec.
290; June 2007 Mtg., Bd. Dec. 226

A. Definitions
Institute: An annual informational meeting, with no administrative responsibility or authority, ofall past, current and incoming RI officers in one or more zones (or sections of zones), as
authorized by the president.
Convener: A director or immediate past director appointed by the president to have charge of an
institute.
Foundation Representative: A current or incoming trustee appointed by the chair of the Foundation
Trustees, with the concurrence of the president, to assist an institute in promoting The RotaryFoundation. Such appointment shall take into consideration the most cost-effective measures.
Institute Chair: A past RI officer appointed by the convener to organize an institute. (June 1998
Mtg., Bd. Dec. 348)
Source: June 1996 Mtg., Bd. Dec. 290; Amended by November 1997 Mtg., Bd. Dec. 152

B. Purpose
The purpose of institutes is toRotary Code of Policies
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1. inform current and past RI officers accurately concerning the policies and programs of RI,
including those of its Foundation;
2.

promote support for these policies and programs, while also soliciting suggestions for
improvements and innovations;3. inform the Board of successful program developments at the zone level that the Board may wantto consider for further development;
4. inspire, motivate and inform governors for leadership;
5. provide a forum for learning, discussion and inspiration, which will engender fellowship and ateam spirit among all participants. (June 1998 Mtg., Bd. Dec. 348)
Source: April 1991 Mtg., Bd. Dec. 265; Amended by February 1995 Mtg., Bd. Dec. 183

C. Participants
Attendance at each institute shall be limited to past, current and incoming RI officers and theirguests, though
1. others may be invited by the conveners or may attend at the request of the president or thegeneral secretary;
2. host Rotarians and other local persons may assist the convener in administering the institute;
3. local Rotarians may be invited to attend as observers a special event at the institute, such as
an address by the president or president-elect;
4. the RI president and president-elect are encouraged to participate in some institutes each year
in order to enhance their knowledge and experience of the world of Rotary, and to provide
opportunities for Rotary leaders at the zone level to gain greater knowledge and insight into
the current and future directions of Rotary. In order to conserve institute and RI funds and toproject the current president’s theme, it is suggested that either the president or thepresident-elect attend each institute, but both should not attend together. It is, however,recognized that, given their many duties and commitments, the president or president-electmay only be able to attend portions of institutes;
5. the attendance of a representative of Rotary's Foundation is highly desirable in achieving theobjectives of The Rotary Foundation and updating the knowledge of past, present, andincoming officers, and toward this end,a. conveners are requested to consider providing lodging, meals and other local expenses forFoundation representatives and spouses from institute or other funds. The Foundation
will pay all transportation costs and will pay the above expenses should the institute not
pay them, provided that the convener inform the representative before the latter’s
departure for the institute that the institute will not bear such expenses;

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b. this representative, under the convener's guidance, should participate in any activity or
program at the institute for which such representative’s expertise would be valuable;c. conveners of institutes should provide in the institute agenda an opportunity for theFoundation representative to deliver a major address on the Foundation and to haveanother opportunity to update participants on Foundation programs, objectives, finances,and problems and to respond to participants' questions. (November 2000 Mtg., Bd. Dec.
114)
Source: April 1991 Mtg., Bd. Dec. 265; Amended by March 1993 Mtg., Bd. Dec. 188; May 1993 Mtg., Bd. Dec. 225; March 1994 Mtg., Bd. Dec.
164; February 1995 Mtg., Bd. Dec. 183; July 1995 Mtg., Bd. Dec. 32; June 1996 Mtg., Bd. Dec. 290; February 2000 Mtg., Bd. Dec. 298;
November 2000 Mtg., Bd. Dec. 114; April 1999 Trustees Mtg., Dec. 129

D. Organization
1.

The organization and program of each institute shall be directed by the convener(s)designated by the president and who are the president’s representative(s) to the institutes andwho remain responsible to the president for the conduct of the institutes;

2.

Those organizing the institute shall be appointed by the convener and shall prepare
arrangements and agenda for the convener’s approval;

3. The convener, while retaining complete control of the agenda, program, and finances of theinstitute, shall appoint aa.

chair, who is responsible for the arrangements for and organization of the institutemeeting;b. treasurer, who should be a past RI officer, responsible to the convener and the zone for the
preparation of the institute budget, use and disbursement of the funds;
4. The local governor shall have no other role than to assist the convener as requested;
5. In order to promote the best attendance and participation at reasonable expense, institutes
should not be planned for areas exceeding the equivalent of four zones. (June 1998 Mtg., Bd.
Dec. 348)
Source: April 1991 Mtg., Bd. Dec. 265; Amended by March 1993 Mtg., Bd. Dec. 188; March 1994 Mtg., Bd. Dec. 164; February 1995 Mtg., Bd.
Dec. 183; June 1996 Mtg., Bd. Dec. 290

E. Program
1. Institutes shall normally last two to three days, not counting the time for any separate sessions orseminars, and be held at times that are reasonably convenient for younger participants;
2. Past RI officers residing in the zone should be provided opportunities to participate in the programas speakers, panelists, discussion leaders, and members of the committees for the institute, as ameans of developing future leaders in Rotary at the zone and international levels;

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3. Conveners must not allow speeches and presentations to take up most of the program time atinstitutes but rather plan ample time (approximately 40-50 percent) for the exchange of views
among participants through panels, question and answer sessions, group discussions and the like;4. Conveners shall, when convenient, arrange an intercity meeting for institute participants and local
Rotarians;
5. Conveners may, as appropriate, avail themselves of the assistance of any RI and TRF staff
assigned to the institute by the general secretary for information and participation to support
pre-institute or institute programs. Where possible, the assignments should be made from theinternational office serving the zone.
6. In the year of the Council on Legislation, conveners are requested to:a. conduct a training session to last at least one-half day limited to representatives and alternatesand conducted by highly experienced Rotarians, to discuss the operation and procedures of
the Council, but not the substance of the proposals, with training materials to support suchtraining sessions provided by the general secretary;b. schedule a plenary session to discuss the substance of the selected proposals to be consideredat the next Council, for the purpose of allowing voting representatives the opportunity to hear
the views of Rotarians from their area of the world.
7. The Board recommends including an open forum of least one-hour during the institute programfor an exchange of ideas between the participants and Rotary senior leadership.
8. A director, or other representative of the Board, shall present the five-year forecast to eachRotary institute for discussion, pursuant to RI Bylaws section 17.060.4. (January 2010 Mtg.,
Bd. Dec. 159)
Source: April 1991 Mtg., Bd. Dec. 265; Amended by March 1992 Mtg., Bd. Dec. 212; March 1993 Mtg., Bd. Dec. 188; November 1999 Mtg., Bd. Dec.
201; June 1999 Mtg., Bd. Dec. 310; August 1999 Mtg., Bd. Dec. 43; October 2003 Mtg., Bd. Dec. 117; November 2004 Mtg., Bd. Dec. 58; March
2005 Mtg., Bd. Dec. 230; June 2005 Mtg., Bd. Dec. 292; November 2005 Mtg., Bd. Dec. 38; February 2007 Mtg., Bd. Dec. 196; June 2007
Mtg., Bd. Dec. 226; November 2008 Mtg., Bd. Dec. 31; June 2009 Mtg., Bd. Dec. 237; January 2010 Mtg., Bd. Dec. 159

F. Adjunct Meetings
1. GETS are considered mandatory adjunct meetings. Separate sessions or seminars shall, with thepermission of the convener, be held at (or near) the same time and location of the institutes.
Separate Rotary Foundation seminars are most useful and may, with the permission of theconvener, be held at (or near) the same time and location of the institutes, as well. But these musta. not interfere with, and should not duplicate, the main program of the institutes, which isprimarily for past RI officers;
b. therefore be also under the direction of the convener;c. not duplicate the program at the International Assembly;
d. be consistent with RI policy and information developed by RI;

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e. be promoted and financed as quite distinct from the institute itself.
2. However, any events coming before or after an institute - such as governors-elect training
seminars (GETS) or The Rotary Foundation, or recreational events - should be clearly describedas pre- (or post-) institute events, which may involve a different audience than those attending an
institute.
3.

Institute conveners are requested to work closely with regional Rotary Foundation
coordinators to ensure that their purpose and agenda are in compliance with Foundation
guidelines for the Regional Rotary Foundation Seminar held in conjunction with the Rotary
institute. (October 2003 Mtg., Bd. Dec. 117)

Source: April 1991 Mtg., Bd. Dec. 265; March 1992 Mtg., Bd. Dec. 212; Amended by March 1993 Mtg., Bd. Dec. 188; June 1996 Mtg., Bd.
Dec. 290; November 1996 Mtg., Bd. Dec. 82; June 1999 Mtg., Bd. Dec. 310; February 2000 Mtg., Bd. Dec. 298; October 2003 Mtg., Bd. Dec. 117

G. Finances
1. Each institute shall be financially self-supporting through registration fees and voluntary
donations (including goods and services) or sponsorships in accordance with RI Guidelines.
Funds raised for the institute shall only be spent on institute-related expenses;
2. Adjunct meetings shall also be self-supporting through registration fees;
3. Districts and clubs (and non-participating Rotarians) shall not be required to pay any instituteexpenses, except for the costs of their governor and incoming governor (and other future RI
officers at the discretion of districts and clubs), or as sponsors in accordance with RI
Guidelines;
4. The convener shall make every effort to contain costs bya. securing reasonably priced facilities and accommodations;b. minimizing the number and cost of social functions;c. minimizing the cost of speakers and any others invited from outside Rotary or the zone;
5. Rotary International provides adequate general liability (also known as public liability andthird-party liability) insurance coverage for each institute. Coverage is limited to policy
terms and excludes institute activities such as fireworks displays, motor racing events, anduse of airplanes and watercraft to name a few. Coverage terms and limitations may change
annually. Please contact RI Risk Management for additional information;
6. After all expenses have been paid, any surplus balance shall, in cooperation with the convener
and the treasurer of the next institute, be carried forward for the sole use of that and future
institutes. (October 2003 Mtg., Bd. Dec. 117)
Source: April 1991 Mtg., Bd. Dec. 265; Amended by March 1993 Mtg., Bd. Dec. 188; March 1994 Mtg., Bd. Dec. 164; February 1995 Mtg., Bd.
Dec. 183; June 1996 Mtg., Bd. Dec. 290; March 1997 Mtg., Bd. Dec. 202; June 2002 Mtg., Bd. Dec. 273; May 2003 Mtg., Bd. Dec. 361; October2003 Mtg., Bd. Dec. 117

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H. Reports
1. Each convener shall, within ninety days after the conclusion of an institute, send to thegeneral secretary of RI, the convener of the following institute, and to each governor withinthat zone(s) a complete financial statement, certified by the chair and treasurer of theinstitute, detailing all revenues and expenses of the institute. The financial statement shall
include any surplus balance received from the prior year’s institute and any surplus balance
carried forward to the following year’s institute. Failure to comply with the requirement to
distribute a complete financial statement, after having been notified by the general secretary,shall result in the convener being ineligible to receive any additional expense reimbursementsfrom RI, whether or not such expenses are associated with the institute, and ineligible toreceive any RI volunteer appointment or assignment, or any Rotary Foundation appointment
or assignment, until the completed financial statement is distributed in accordance with thispolicy. In the case of extraordinary circumstances, an extension not exceeding thirty days
may be granted by the president;
2. The general secretary shall distribute copies of the institute financial statements submitted byeach convener to the Board prior to its final meeting each year. The general secretary shallprovide a status report regarding past due institute financial reports to the treasurer and thechair of the RI Audit Committee in April of each year. (June 2007 Mtg., Bd. Dec. 226)
Source: March 1993 Mtg., Bd. Dec. 188; Amended by November 2000 Mtg., Bd. Dec. 175; June 2001 Mtg., Bd. Dec. 444; November 2001
Mtg., Bd. Dec. 45; November 2002 Mtg., Bd. Dec. 169; March 2005 Mtg., Bd. Dec. 230; June 2007 Mtg., Bd. Dec. 226

60.050.1. Institute Site and Date Approval
The president-elect and president-nominee are authorized by the Board to act on its
behalf to approve the sites and dates of future Rotary institutes. Conveners are required
to clear dates through the president’s office before committing to a time and location.
The general secretary shall advise all current and future conveners of Rotary institutes tomake every effort to ensure that the meeting does not conflict with any other institute in
the region or major religious holiday celebrated in that zone. (March 2005 Mtg., Bd.
Dec. 229)
Source: July 1998 Mtg., Bd. Dec. 27; July 1999 Mtg., Bd. Dec. 23; Amended by March 2005 Mtg., Bd. Dec. 229

60.050.2. Participation in Institutes in Adjacent Zones or Sections
Rotary leaders eligible to participate in Rotary institutes are encouraged to attend, at no
cost to RI, institutes organized in adjacent zones or sections within the same zone in order
to increase communication and the flow of Rotary information within and across zones.
(June 2002 Mtg., Bd. Dec. 245)
Source: February 2002 Mtg., Bd. Dec. 197

60.050.3. Financial Guarantee to Rotary Institute Conveners
No guarantee for conveners is appropriate or necessary. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1997 Mtg., Bd. Dec. 198

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60.050.4. Rotary Institute Finances
RI will reimburse the transportation expenses incurred by conveners for travel to theinstitute site on up to two occasions, if necessary, for preparation and planning purposes.
Conveners are encouraged to make these trips in conjunction with other Rotary travel,
whenever possible, for economic reasons.
RI will reimburse the transportation expenses incurred by conveners, and their spouses
when accompanying them, to attend Rotary institutes, in accordance with RI’s
established travel policy.
Rotary institutes are expected to cover all other expenses incurred by the conveners andtheir spouses attending their institute. Nevertheless, any such other expenses associatedwith the Rotary institute at which the director serves as convener that are not covered by
the institute budget, including spouse expenses when accompanied by proper businesspurpose documentation, shall be reimbursed to the extent of the director’s allocation
available pursuant to the “Policy for Expenses of General Officers” under section
68.040.1. of the Rotary Code of Policies.
An advance of US$1,000 may be made for each institute when requested by a convener,such advance to be refunded on completion of the institute.
Expenses of Directors and spouses for attending institutes other than those in which thedirector serves as convener will be reimbursed where such expenses are in furtherance ofthe business purposes of RI to the extent of the director’s allocation available pursuant to
the “Policy for Expenses of General Officers” under section 68.040.1. of the Rotary Codeof Policies. (February 2001 Mtg., Bd. Dec. 202)
Source: May 1989 Mtg., Bd. Dec. 362. Amended by February 1996 Mtg., Bd. Dec. 247; November 1999 Mtg., Bd. Dec. 251;
February 2001 Mtg., Bd. Dec. 202

60.050.5. TRF Presentation at Rotary Institutes
Conveners of Rotary institutes should provide, in addition to the Regional Foundation
Seminar, sufficient time in the institute program to allow for a presentation on The
Rotary Foundation as well as the opportunity for attendees to ask questions of the trustee
representative. (February 1999 Mtg., Bd. Dec. 196)
Source: June 1998 Mtg., Bd. Dec. 340. Affirmed by February 2006 Mtg., Bd. Dec.134

60.050.6. GETS Training at Rotary Institutes
It is the responsibility of all Rotary institute convenors to ensure that the program forzone-level training of governors-elect as adopted by the Board is fully implemented. Allconvenors must submit a report to Rotary International on the governor-elect training onan annual basis. (February 2000 Mtg., Bd. Dec. 298)
Source: November 1999 Mtg., Bd. Dec. 214

60.050.7. Recommended Convener Support for the GETS Training Team
It is recommended that presentation equipment and room charges for the training seminar
be included as part of the event budget and are provided at no cost to either RI or the
GETS training team.

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The GETS training team should be provided with the appropriate meeting space andequipment. The following logistical and equipment needs are recommended:a) Tables and chairs for participants set-up in a “U” shape (group size of no more than
25-30 governors-elect)b) Podium or table for training leaderc) LCD projector, laptop computer, or overhead projectord) Flipchart stand, paper, and markers (January 2008 Mtg., Bd. Dec. 174)
Source: November 2004 Mtg., Bd. Dec. 52; Amended by January 2008 Mtg., Bd. Dec. 174

60.050.8. Combined Rotary Institutes/Presidential Conferences/District Conferences
Rotary institutes, presidential conferences, and district conferences may be held inconjunction with each other or simultaneously at the same venue provided that:
1. separate budgets and separate registration fees are established and maintained for eachmeeting;
2. funds will be maintained separately for each meeting;
3. prior consent is obtained from the governor where the district conference will be heldand from the convener of the Rotary institute to be held. (February 2000 Mtg., Bd.
Dec. 298)
Source: November 1999 Mtg., Bd. Dec. 185

60.050.9. Responsibilities of Spouses of RI Directors and Incoming Directors, andTrustees and Incoming Trustees of The Rotary Foundation
The roles of spouses of directors and incoming directors, and trustees and incoming
trustees of The Rotary Foundation shall be toa. represent RI or its Foundation in their official capacity at assigned eventsb. attend and participate in plenary sessions, workshops, forums, and meetingsc. attend and participate in all spouse program events such as plenary sessions or
discussions, possibly as speakers, moderators, panelists, presenters or facilitators, atthe discretion of the convener
d. serve as hosts to other spouses of official participantse. attend and participate in official luncheons and dinnerf. attend official social events as representatives of RI or its Foundation (November
2009 Mtg., Bd. Dec. 44)
Source: November 2009 Mtg., Bd. Dec. 44

Cross References
19.040.5. Reimbursement of Expenses for Governors-Elect Attendance at GETS
71.010.1. Risk Management for Rotary Institutes

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Article 61. Regional and Presidential Conferences
61.010.
61.020.
61.030.
61.040.
61.050.

Purpose of Regional Conference
Regional Conference Standards
Regional Conference - Rules of Procedure
Regional Conference Finances
Presidential Conferences

61.010. Purpose of Regional Conference
Regional conferences are to be held under suitable circumstances consistent with the bylaws. The
purpose of such conferences is to develop and promote acquaintance and understanding andprovide a forum for the exchange of ideas. The conferences should provide opportunities for
Rotarians who do not reside in potential convention locations to attend RI meetings
economically. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1966 Mtg., Bd. Dec. 104

61.020. Regional Conference Standards
61.020.1. Timing of Regional Conferencesa) Regional conferences need not be scheduled in each year. The desirability of holding a
regional conference in any year shall be determined on the basis of the demand for suchconference from within the host area, the suitability of the conference in relation to other
RI activities and other circumstances relating to the holding of the conference.
b) Regional conferences may be held wherever they will advance the program of Rotary.
c) The Board shall authorize a regional conference no more often than every third year.
d) As a general policy, a regional conference should not be held more often than every
five years in any one area.
e) Regional conferences may not be held in the same area in which an International
Convention is scheduled within the prior or following two-year period. (June 1998 Mtg.,
Bd. Dec. 348)
Source: January 1967 Mtg., Bd. Dec. 122; January 1975 Mtg., Bd. Dec. 69; October-November 1981 Mtg., Bd. Dec. 88; November
1987 Mtg., Bd. Dec. 83

61.020.2. Scheduling of Regional Conferencesa) To provide adequate staff support, regional conferences should be scheduled between
15 September and 15 January, inclusive.

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446b) Regional conferences should be planned in light of local conditions such as weather
and holiday periods. (June 1998 Mtg., Bd. Dec. 348)
Source: May-June 1975 Mtg., Bd. Dec. 176; October-November 1981 Mtg., Bd. Dec. 88

61.020.3. Minimum Criteria For Holding Regional Conferencesa) Minimum Number of Rotarians in Primary Attendance Area
There shall be at least 10,000 Rotarians resident in the "primary attendance area." Theprimary attendance area is the area from which Rotarians can travel to the conference
economically. It is the area from which most attendees are expected to come. (June 1998
Mtg., Bd. Dec. 348)
Source: January 1966 Mtg., Bd. Dec. 104b) Rotarians' Inability to Attend Convention
Rotarians resident in the primary attendance area must not have had, or be expected tohave, the opportunity to travel reasonably economically to a Convention for a period ofseveral years. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1966 Mtg., Bd. Dec. 104c) Minimum Attendance Requirements at Conference
A minimum of 2,000 Rotarians shall be expected to attend the conference. (June 1998
Mtg., Bd. Dec. 348)
Source: January 1970 Mtg., Bd. Dec. 83d) Size of Meeting Space
Regional conferences should be held in cities which have facilities to accommodate no
fewer than 3,000 attendees, in order to facilitate a self-supporting conference. However,such proposed facilities should accommodate no more than 10,000 attendees, so as not toconflict with a major potential convention site. (June 1998 Mtg., Bd. Dec. 348)
Source: October-November 1981 Mtg., Bd. Dec. 88e) Funding of Meeting Space
RI will expect the city to provide without expense to RI a suitable and convenient
auditorium for the conference's general sessions and additional meeting places for othersessions. No clubs of any city should have to pay rental or other expenses for a
conference hall for RI's use. Rather, the city should furnish such facilities, or the city
government, tourist association, chamber of commerce, or a similar group of businesspeople should provide any necessary funds for such a meeting place. RI is not prohibitedfrom paying rental for a conference hall or assuming such other expenses as may benecessary in an emergency. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1966 Mtg., Bd. Dec. 104

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61.030. Regional Conference Rules of Procedure
61.030.1. Invitation From Host Club
Invitations to host regional conferences are encouraged from a group of clubs, a district
or a group of districts. In the case of district invitations, a majority of the clubs in the
district(s) must have authorized their governor(s) to issue such an invitation. (June 1998
Mtg., Bd. Dec. 348)
Source: November 1987 Mtg., Bd. Dec. 83

61.030.2. Special Justifications to Hold Conference
Regional conferences should be scheduled on the premise that such conferences are
special occurrences, rather than regular annual events. Therefore, invitations to holdregional conferences must include special justifications to hold such conferences. (June1998 Mtg., Bd. Dec. 348)
Source: October-November 1981 Mtg., Bd. Dec. 88

61.030.3. Deadline and Information Related to Invitation
Any club which desires to host a regional conference should provide the invitation to
hold such conference to the general secretary at least 36 months prior to the proposed
date of the conference. The invitation will include information on the following matters:1) the conference venue, its seating capacity and information concerning use of the hall
without charge to RI or any club; 2) the number and price of first-class and second-classhotel rooms; 3) a proposed month for the conference with justification. (June 1998 Mtg.,
Bd. Dec. 348)
Source: January 1975 Mtg., Bd. Dec. 69

61.030.4. Indication of Conference Support
Preference will be given to those invitations which indicate that the host club area will
support the conference. Such support includes a resolution or other statement that
registration from the host club area will equal the total number of Rotarians in the area asof January preceding the conference. The district conference or other appropriate
resolution reporting registration commitments must be provided to the general secretarynot less than 60 months before the meeting in order for the host club invitation tocontinue to be considered. If at any time, such registration commitment is withdrawn byaction of the club(s) or district conference(s) in the host area, the Board will decide
whether it is feasible to continue consideration of a particular conference site. (June 1998
Mtg., Bd. Dec. 348)
Source: February 1981 Mtg., Bd. Dec. 292. Amended by May-June 1981 Mtg., Bd. Dec. 394

61.030.5. Role of the Parties at a Regional Conference
The Executive Committee and the president, or the president, are authorized to act onbehalf of the Board in discharging any responsibilities placed upon the Board inconnection with the organization of a regional conference. Further, the Executive
Committee is authorized to alter the established procedure as necessary.

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The Board will make decisions as to the date and city in which the conference shall be
held; define an area, including the host club locality, to be considered as the host area;
issue the call to hold the conference preferably at least one year before the conference
date; appoint the regional conference committee and designate its chair. (November 2007
Mtg., Bd. Dec. 32)
Source: January 1966 Mtg., Bd. Dec. 104; February 1981 Mtg., Bd. Dec. 292; Amended by November 2001 Mtg., Bd. Dec. 45;
November 2007 Mtg., Bd. Dec. 32b) Role of President
1. The president shall be the chair (presiding officer) of the conference.
2.

The liaison director to each regional conference committee shall be either thepresident or a Board member.

3. The president, in consultation with the president to serve during the year of theconference, should appoint the chair of the regional conference committee. (June1998 Mtg., Bd. Dec. 348)
Source: January 1966 Mtg., Bd. Dec. 90; January 1966 Mtg., Bd. Dec. 104; January 1970 Mtg., Bd. Dec. 83. Amended by
November 1987 Mtg., Bd. Dec. 83c) Role of General Secretary
The general secretary shall be the secretary of the conference and the regional conference
committee, but may designate a Secretariat staff member to serve in the generalsecretary’s place. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1966 Mtg., Bd. Dec. 104d) Role of Attendees
The Rotarians at a regional conference do not constitute a legislative body. They cannot
take action which shall be binding upon RI or any club. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1966 Mtg., Bd. Dec. 104

61.030.6. Duties of Conference Committee
Regional conferences are official RI functions. Accordingly, the regional conference
committees and the general secretary shall exercise appropriate control of the conference
program content and expenses to achieve the purpose of the meeting within theconference guidelines established by the Board.
In appointing the regional conference committee, the Board shall consider the national
characteristics of the host area. The conference committee shall be responsible to theBoard for all phases of the conference not delegated to others, establish policies for the
conference and draft the conference program for Board approval. The conference
committee shall finalize the details of the approved program, including plenary sessions,discussion assemblies, entertainment features and all other matters not delegated toothers. The conference committee shall supervise and control the Host Club Executive
Committee.

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Approximately three months before the conference and for the duration of theconference, the RI regional conference committee, in cooperation with the generalsecretary, should endeavor to secure qualified local public relations support. The cost ofsuch support shall be part of a balanced RI conference budget. (June 1998 Mtg., Bd. Dec.
348)
Source: January 1966 Mtg., Bd. Dec. 104; January 1975 Mtg., Bd. Dec. 69; October-November 1981 Mtg., Bd. Dec. 88

61.030.7. Duties of General Secretary
The general secretary has primary responsibility for all operational functions, including
publicity, finances, selection and preparation of meeting places, attendance promotion,
registration and cooperation with the host club. The general secretary requires thecooperation of the host club in performing many such operational functions. The generalsecretary shall cooperate with the conference committee on the program and related
matters, and will have primary responsibility to the Board for conference management.
The general secretary shall negotiate with the host club or clubs concerning the definitionof the host area. The general secretary is requested to prepare manuals for the host club
executive committee, the RI regional conference committee and the regional conference
manager to describe their respective authority, responsibility and duties, including thoserelated to budgetary control. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1966 Mtg., Bd. Dec. 104; May-June 1981 Mtg., Bd. Dec. 394; October-November 1981 Mtg., Bd. Dec. 88

61.030.8. Duties of Conference Manager
The RI conference manager represents the general secretary and performs many of theoperational functions for which the general secretary has primary responsibility. The
conference manager assists the conference committee in all phases of its work, and serves
as liaison between the conference committee, the general secretary and the host club.
Further, the conference manager assists the host club in developing hospitality plans andis responsible for drafting the conference program book. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1966 Mtg., Bd. Dec. 104

61.030.9. Duties of Host Club
The host club is responsible for providing hospitality to visiting Rotarians and guests. All
hospitality arrangements are subject to approval of the conference committee. The hostclub shall appoint a local arrangements committee to be known as the Host Club
Executive Committee. This committee acts for the host club in making hospitality
arrangements, appointing and coordinating the work of any local subcommittees to planfor such matters as housing, entertainment, registration, reception, transportation,
Rotarians' guests, decorations, publicity, house of friendship, information and aconference news bureau. The host club cooperates with the general secretary inperforming many of the operational functions for which the general secretary has primary
responsibility. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1966 Mtg., Bd. Dec. 104

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61.030.10. Duties of Conference Chair
The chair of the conference committee shall open and preside over the conference.
Together with the conference secretary, the chair also shall certify to the accuracy of theconference proceedings. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1966 Mtg., Bd. Dec. 104

61.030.11. Duties of Conference Secretary
The secretary of the conference shall record the conference proceedings and, together
with the conference chair, certify to their accuracy. The secretary also shall assist thechair with the conduct of the conference. The secretary also shall serve as secretary to
the international conference committee, maintaining the minutes of such committee
meetings and carrying on such correspondence as may be required. (June 1998 Mtg., Bd.
Dec. 348)
Source: January 1966 Mtg., Bd. Dec. 104

61.030.12. Conference Program
The regional conference committee shall develop for approval of the Board the programof the conference. The program shall be arranged to include a complete presentation of
the fundamental principles, policies, and procedures of Rotary, and also a considerationof those problems specific to the host area. The program should avoid public discussionof controversial questions, but should still provide opportunities for Rotarians of different
opinions to confer in the spirit of Rotary. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1966 Mtg., Bd. Dec. 104

61.030.13. Special Interest Group Sessions
As a general means to promote participation, regional conference plenary sessions should
be reduced in favor of special interest group sessions. (June 1998 Mtg., Bd. Dec. 348)
Source: October-November 1981 Mtg., Bd. Dec. 88

61.030.14. Conference Publicity
The general secretary shall publicize the regional conference through Rotary publications
and by any other means to promote good attendance. Governors in the host area shall beurged to promote an interest in attending the conference. The regional conference
committee may take necessary action to secure adequate publicity for the conference
within the limits of the conference budget. No special effort shall be made to secureattendance from clubs not within the host area; however, Rotarians from any part of theworld will be welcomed at the conference. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1966 Mtg., Bd. Dec. 104

61.030.15. Simultaneous Interpretation/Language Support
The provision of simultaneous interpretation and printed matter in languages at regional
conferences shall be determined by the RI president, based on recommendations from theRotary Code of Policies
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general secretary in consultation with the conference chair. These recommendations will
be based upon the location of the conference and the pre-registered attendance bylanguage. (November 2002 Mtg., Bd. Dec. 112)
Source: January 1970 Mtg., Bd. Dec. 124; Amended by November 2002 Mtg., Bd. Dec. 112

61.030.16. Conference Entertainment
Entertainment should be typical of the host country or area, simple, and in good taste. It
need not necessarily be professional and it should be moderately priced. No
entertainment feature should conflict with the official conference program. (June 1998
Mtg., Bd. Dec. 348)
Source: January 1966 Mtg., Bd. Dec. 104; October-November 1981 Mtg., Bd. Dec. 88

61.040. Regional Conference Finances
61.040.1. Conference Registration Fee
The Board shall set the amount of the registration fee and establish the budget for the
conference. It shall make such appropriations as necessary from RI funds. The generalsecretary shall have primary responsibility to the Board for developing and supervising
the conference budget. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1966 Mtg., Bd. Dec. 104

61.040.2. Conference Registration Fee For Rotarians in the Host Area
Rotarians in the host area incur extraordinary costs in hosting a conference. Therefore,
the Board will establish a host area registration fee which may be approximately 25% lessthan the registration fee for other Rotarians. (June 1998 Mtg., Bd. Dec. 348)
Source: February 1981 Mtg., Bd. Dec. 292. Amended by May-June 1981 Mtg., Bd. Dec. 394

61.040.3. RI Funding
The Board will make appropriations for planning and holding regional conferences in thesame manner as for conventions. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1950 Mtg., Bd. Dec. 184; January 1966 Mtg., Bd. Dec. 104

61.040.4. Conferences to be Self-Supporting
Regional conferences should be self-supporting. (June 1998 Mtg., Bd. Dec. 348)
Source: October-November 1981 Mtg., Bd. Dec. 88

61.040.5. Submission of Budget
A proposed budget for a regional conference shall be submitted by the regional
conference committee for approval by the Board. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1970 Mtg., Bd. Dec. 83. Amended by May-June 1970 Mtg., Bd. Dec. 194

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61.050. Presidential Conferences
61.050.1. Responsibilities of the Parties
Each conference is organized around the following five basic areas: administration,budget, logistics, program development and promotion using the expertise of the RI
president, conference chair, conference committee, local host Rotarians and theSecretariat. Clearly defined responsibilities have been assigned to these individuals orgroups as listed below.
A. Responsibilities of the RI president in the year in which the conferences will be held.
The president will:
1. administrationa) designate conference sites in consultation with the general secretary, the zone
director and district leadership in order to reach those areas which are able tosupport and will benefit most from the program, at least eighteen months prior tothe conference dates.
b) consider and allow alternate conference formats (such as multiple one-day
programs or conference dinners in several geographical regions, i.e., four major
cities in Europe over a seven day period) to reach the greatest number ofRotarians at the lowest possible costs.
c) consider the dates of Rotary institutes and other RI meetings when schedulingconferences.
d) designate conference dates (in consultation with conference chair) at least fourteenmonths prior to the conference dates.
e) appoint the conference chair at least eighteen months prior to date (preferably acurrent or past general RI officer from the host country).
f) appoint the conference committee twelve months prior to the conference (giving
preference to current or past governors from various areas of the conference
region).
g) approve and amend the planning meeting minutes with recommendations on how
to operate and organize the meeting as tailored to the specifics of each locale.
h) appoint an experienced sergeant-at-arms from the geographic region of theconference to serve as the conference’s primary sergeant at no cost to RI.
2. budgeta. approve a budget, as recommended by the conference chair.
b. designate additional funds above what has been budgeted to be allocated toconferences, as necessary, after such additional funds are approved by the generalsecretary.
c. approve the conference registration fee.
d. approve donations of funds, goods and services as appropriate.
3. logistics
a. approve the conference hotel and other venues as appropriate.
4. program development
a. develop conference purpose and goals at the same time of the city selection.

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b. approve program content, topics and format of presentations.
c. approve speakers and other program leader names.
5. promotiona) approve a promotional strategy for the conference area.
B. Responsibilities of the Conference Chair. The Conference Chair will:
1. administrationa) meet in the conference city with appropriate RI staff no less than ten months prior
to the scheduled conference date, if required (for example, dinners in various
cities may not require such planning meetings as decided by the president,
Conference Chair and RI staff).
b) carefully review the advance memorandum, proposed program, inspect all hotels
and venues under consideration, and meet with additional vendors if necessaryduring the planning meeting.
c) appoint a local Rotarian to serve as chair of the local host Rotarians.
2. budgeta) in cooperation with the RI staff and chair of the host Rotarians, collect all vendor
proposals prior to the planning meeting so that an accurate budget can be
developed during the meeting.
b) in cooperation with the RI staff and chair of the host Rotarians, develop a
conservative and realistic attendance model (including guests, Rotaractors andFoundation alumni) on which to base the conference budget.
c) in cooperation with the RI staff and chair of the host Rotarians, develop a
recommended conference budget and a registration fee(s) during the planningmeeting for approval by the RI president. The conference budget should take into
consideration the economic situation of the target audience.
d) assist the conference committee and host organization in securing donations offunds, goods and services to the conference wherever possible for approval of thegeneral secretary and RI president.
e) designate additional funds to be allocated to the conference as necessary, after
such additional funds are approved by the RI president and general secretary.
3. logisticsa) recommend all conference venues for approval of the RI president, in consultation
with RI staff and chair of the host Rotarians, based on the inspection of properties,
location, accessibility, offered rates, and capacity.
b) select menus for all conference meals while maintaining the conference budget
parameters, and share such menus with the RI staff and chair of the hostRotarians.
4. program developmenta) develop a recommended conference program during the planning meeting basedon the RI president’s stated purpose and goals and in tandem with issues ofconcern to the conference area.

Rotary Code of Policies
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president at least four months prior to the conference, as allotted within the budget
guidelines.
c) develop recommended entertainment features, in consultation with the hostorganization, with the approval of the president and conference chair, and within
the budget guidelines.
d) consider that the primary program focus should be on discussion and active
participation.
5. promotiona) recommend a conference promotional strategy, in consultation with the conference
committee and RI staff, for the approval of the RI president.
b) recommend a conference promotional theme at the time of the planning meeting,
if appropriate.
c) coordinate the promotional activities of the conference committee.
d) develop non-traditional promotional programs utilizing Rotarian expertise inconjunction with the RI president and RI staff.
C. Responsibilities of the Conference Committee. The Conference Committee will:
1. budgeta) fund their own participation and attendance in the conference (in order that
conference expenses and correspondingly the conference registration fee may be
kept to a minimum.)b) assist the conference chair and local Rotarians in securing donations of funds,
goods and services to the conference wherever possible for approval of the RI
president.
2. logisticsa) assist the conference chair as requested within the parameters outlined in thesePresidential Conference Guidelines.
3. program developmenta) suggest potential speakers and program leaders to the conference chair for
approval of the RI president.
b) serve in any program leader role as assigned.
c) serve on-site as a program leader if there are late cancellations or no-shows.
4. promotiona) recognize that their primary purpose is to promote conference attendance.
b) provide attendance estimates from their target area to the conference chair by thetime of the planning meeting, if possible.
c) develop specific responsibilities for promoting conference attendance frommembership in their target area of the conference region.

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D. Responsibilities of the Local Host Rotarians. The Local Host Rotarians will:
1. administrationa) be appointed from membership in the local area by the local host Rotarian chair.
(The host chair is selected by the conference chair.)b) assist the host chair as directed.
2. budgeta) be advised that no conference funds will be allocated to their group for their use inpromoting, planning or facilitating the conference.
b) be advised that all revenues and expenses related to the conference are theresponsibility of Rotary International, excepting host organization activities andevents.
c) fund their own participation and attendance in the conference and planningmeeting (in order that conference expenses and correspondingly the conference
registration fee may be kept to a minimum.)d) assist the conference chair and committee in securing donations of funds, goods
and services to the conference wherever possible for approval of the RI president
and general secretary.
e) if necessary, recommend any additional expenditures above budgeted amounts forapproval by the RI president and general secretary.
3. logisticsa) attend the conference planning meeting as designated by the conference chair.
b) assist in recommending local venues as requested by the conference chair and RI
staff.
c) provide support based on their available resources in the areas of personnel,transportation, airport welcome, aides to Rotary senior leaders and other special
invited guests, office equipment, decoration, food/beverage, registrant gifts,
special event coordination, tours, homestay, home hospitality, entertainment andexpertise in consultation and cooperation with the conference chair and RI staff.
d) identify local Rotarians and other local resources who might be able to provide
goods and services as outlined above.
e) provide guidance in negotiations with local vendors, hotels, other venues asrequested by the conference chair and RI staff.
f) provide on-site support as identified by the conference chair and RI staff in thearea of registration, general information or other areas as identified.
4. program developmenta) assist in identifying local members who could serve on the welcome committee,
sergeant-at-arms and other conference committees as needed.
b) recommend entertainment or cultural programs.
5. promotiona) promote the meeting to local Rotary and Rotaract clubs in the conference city andenvirons.

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E. Responsibilities of the RI Secretariat Staff. The RI Secretariat Staff will:
1. administrationa) prepare Presidential Conference information kit, including site recommendations,for the president-nominee twenty (20) months prior to the estimated conferencedate.
2. budgeta) prepare a preliminary budget for discussion at the conference planning meeting.
b) prepare a final budget in consultation with the conference chair and chair of thehost Rotarians for inclusion in the conference planning meeting minutes.
c) budget for necessary staff to attend the planning meeting and necessary staff tocoordinate on-site activities during the conference in the areas of registration,
logistics and programd) oversee the budget probable actuals and communicate variances to the RI
president and conference chair.
e) Provide authorization for the allocation of funds to cover program expenditures,
pending receipt of appropriate documentation.
f) Work with the finance division to reconcile all conference expenditures.
g) Present any anticipated expenditures or requests for expenditures which are notincluded in the established budget to the RI president and general secretary for
approval prior to taking action on these items.
3. logisticsa) arrange the meeting location, sleeping rooms and meal functions as required forthe planning meeting and coordinate appropriate materials (Advance
Memorandum, supporting documents, etc.) for the conference chair, local hostRotarians and RI staff in the conference city at least ten months prior to theconference dates.
b) develop the planning meeting minutes, in consultation with the conference chair,for approval of the RI president.
c) review and evaluate proposals from venues, in consultation with the conference
chair.
d) serve as the primary point of contact with all venues, venue staff and vendors.
e) prior to the planning meeting, create Conference specifications based on therequirements of the draft program. Specifications will outline all requirements forfunction space, food and beverage, sleeping rooms, simultaneous interpretation,
audio visual, and transportation.
f) identify the most appropriate vendors/suppliers to meet RI needs, using
specifications.
g) Negotiate, sign, and coordinate all vendor/supplier contracts for meeting/hotel
space, meal functions, goods/services and all other program activities and eventsin consultation with the conference chair and chair of host Rotarians. The venue
is to be presented for the approval of the RI president prior to contracting that
respective venue.
h) develop appropriate registration procedures for pre-registration and on-site,
including the identification of acceptable currencies, confirmation procedures,ticket sales, etc.

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457i) coordinate all meeting logistics on-site in consultation with the conference chair.
j) provide registration and badge correction services on-site.
4. program developmenta) prepare invitation letters to the conference chair and conference committee
members.
b) prepare a preliminary program for discussion and development at the planningmeeting.
c) prepare and send the invitation/follow-up/confirmation letters and backgroundmaterials for conference speakers and other program leaders.
d) prepare a program book for conference registrants.
e) serve as on-site stage manager for the program.
f) transmit a conference report (as prepared by the conference findings committee) to
the RI Board, Trustees of The Rotary Foundation and the conference registrants.
5. promotiona) develop a conference promotional brochure, registration and housing forms, inconsultation with the conference chair, for approval of the RI president.
b) mail conference promotional materials to club presidents, governors and specified
others in the designated conference region no later than three months prior to theconference.
c) send conference promotional materials, program updates and other conference
information via electronic mail to the target audience, whenever possible.
d) post conference promotional materials to the RI Web site and FaxBack services atleast three months prior to the conference.
e) inform appropriate RI staff in charge of Rotary publications (Rotary World, The
Rotarian, etc.) regarding the details of the conference after the conference
planning meeting. (November 2001 Mtg., Bd. Dec. 54)
Source: February 1999 Mtg., Bd. Dec. 239; Amended by November 1999 Mtg., Bd. Dec. 172; November 2001 Mtg., Bd. Dec. 54

61.050.2. Sergeant-at-Arms at Presidential Conferences
An experienced sergeant-at-arms shall be selected from the geographic region of the
Presidential Conference who shall serve at no cost to RI. (November 1999 Mtg., Bd.
Dec. 172)
Source: August 1999 Mtg., Bd. Dec. 77

61.050.3. Public Relations Workshops at Presidential Conferences
Regionally-based public relations workshops may be held in conjunction withpresidential conferences. (November 2000 Mtg., Bd. Dec. 111)
Source: August 2000 Mtg., Bd. Dec. 88

61.050.4. Non-Rotary Organizations Exhibiting at Presidential Conferences
The “Guidelines for Non-Rotary Organizations Exhibiting at RI Conventions” shall apply
to presidential conferences when space permits. (November 2001 Mtg., Bd. Dec. 45)
Source: June 2001 Mtg., Bd Dec. 404

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61.050.5. Simultaneous Interpretation/Language Support
The provision of simultaneous interpretation and printed matter in languages atpresidential conferences shall be determined by the RI president, based onrecommendations from the general secretary in consultation with the conference chair.
These recommendations will be based upon the location of the conference and the preregistered attendance by language. (November 2002 Mtg., Bd. Dec. 112)
Source: November 2002 Mtg., Bd. Dec. 112

61.050.6. Conferences Budget
Presidential conferences shall be self-supporting. (May 2003 Mtg., Bd. Dec. 389)
Source: May 2003 Mtg., Bd. Dec. 389

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Article 62. General Policies of RI Meetings
62.010. Involvement of Local Rotarians in RI Meetings
62.020. Sergeants-at-Arms Leadership Candidate Book

62.010. Involvement of Local Rotarians in RI Meetings
The general secretary is requested to take advantage of the potential value of involving local
Rotarians in the preparation and conduct of international Rotary meetings whenever it meets theneeds of the meeting and contributes to good will between Rotarians from different areas. (June1998 Mtg., Bd. Dec. 348)
Source: May 1988 Mtg., Bd. Dec. 348

Cross References
11.040.6. RI Guidelines for Rotary Clubs, Districts and Other Rotary Entities for Sponsorship,or Cooperative Relationship Purposes
33.010.11. RI and TRF Guidelines for the Use of the Rotary Marks by Sponsors and Cooperating
Organizations
36.010. Guidelines for Sponsorship of RI Meetings, Events, Projects and Programs

62.020. Sergeants-at-Arms Leadership Candidate Book
The sergeants-at-arms Leadership Candidate Book contains a listing of those Rotarians with
sufficient experience as sergeants-at-arms at RI meetings to serve in the sergeants-at-arms
Leadership of the International Convention, International Assembly, and Council on Legislation
as developed by the Sergeants-at-arms Academy in 1997 and updated in 1999 and 2001. This list
should be updated on an annual basis as necessary. (June 2001 Mtg., Bd. Dec. 405)
Source: June 2001 Mtg., Bd. Dec. 405

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CHAPTER VIIIFINANCES

Articles
66. General Finance Provisions
67. Audits and Budgets
68. Expenses and Reimbursements
69. Investments
70. Revenues
71. Risk Management and Insurance

Article 66. General Finance Provisions
66.010. Financial Responsibility
66.020. One Rotary Center Real Estate Management Policy
66.030. Special Projects
66.040. Emergencies
66.050. Contracts
66.060. Purchasing Manual
66.070. Annual Report
66.080. Audited Financial Statements
66.090. Banking Procedures

66.010. Financial Responsibility
RI will assume the long-term financial stability, accountability, and preservation of the assets of
the association. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1996 Mtg., Bd. Dec. 61. See also February 1998 Mtg., Bd. Dec. 237

66.010.1. Contributions to and Support For Other Organizations
The funds of RI have been provided by its member clubs exclusively for its own purposes
and, therefore, contributions cannot be made for activities of other organizations. (June1998 Mtg., Bd. Dec. 348)
Source: January 1955 Mtg., Bd. Dec. 87

Cross References
30.070. RI Finance Committee
35.010. General Guidelines for Joint RI and TRF Relationships with Other Organizations

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66.020. One Rotary Center Real Estate Management Policy
The Board has adopted a “One Rotary Center Real Estate Management Policy.” (November
2001 Mtg., Bd. Dec. 45)
Source: June 2001 Mtg., Bd. Dec. 439; Amended by February 2002 Mtg., Bd. Dec. 229; June 2002 Mtg., Bd. Dec. 303.

66.030. Special Projects
The general secretary shall inform the president at the initiation of any project with a significant(more than US$1 million) long-term (more than one year) financial impact. (June 1998 Mtg.,
Bd. Dec. 348)
Source: July 1997 Mtg., Bd. Dec. 86

66.040. Emergencies
The general secretary is authorized to act on behalf of the Board in making arrangements inemergency situations, by doing whatever may appear necessary to safeguard the funds andfinancial obligations of RI. Such action shall only be undertaken after prior consultation with thetreasurer and/or the chair of the finance committee whenever feasible. (June 1998 Mtg., Bd. Dec.
348)
Source: January 1940 Mtg., Bd. Dec. E58. Amended by July 1976 Mtg., Bd. Dec. 78

66.050. Contracts
66.050.1. Policy on Contracts
The general secretary shall establish and maintain a policy for the review of contracts.
(November 2007 Mtg., Bd. Dec. 51)
Source: November 2007 Mtg., Bd. Dec. 51

66.050.2. Summary of Contracts Provided to the General Secretary
The general secretary shall receive from the Purchasing Department on a monthly basis asummary of information on all contracts executed in excess of US$50,000. All contracts
in excess of US$150,000 should be reported by the Purchasing Department to the generalsecretary upon execution. All contracts in excess of US$300,000 should be brought to
the general secretary’s attention by the Purchasing Department prior to execution.
(February 2003 Mtg., Bd. Dec. 194)
Source: February 1998 Mtg., Bd. Dec. 323; Amended by November 2002 Mtg., Bd. Dec.87

66.050.3. MIS Contract Review
The general secretary is requested to survey periodically the fees (rate) charged by othersoftware contractors to determine if the fees being paid by RI are in accordance withindustry standards and to take appropriate remedial actions. (June 1998 Mtg., Bd. Dec.
348)
Source: November 1996 Mtg., Bd. Dec. 160

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66.060. Purchasing Manual
The Board regularly reviews and amends, where necessary, the “RI Purchasing Practices andProcedures Manual.” (June 1998 Mtg., Bd. Dec. 348)
Source: November 1997 Mtg., Dec. 194; Amended by February 1998 Mtg., Dec. 323; November 2000 Mtg., Bd. Dec. 181; November 2002
Mtg., Bd. Dec. 87

66.070. Annual Report
The general secretary is requested to produce an annual report covering the accomplishments,
administration, programs and finances of RI, including its Foundation, in English, Spanish,Portuguese, Japanese, French, German, Italian, Korean, and Swedish. (May 2000 Mtg., Bd. Dec.
439)
Source: February 1988 Mtg., Bd. Dec. 280; Amended by May 2000 Mtg., Bd. Dec. 439

66.080. Audited Financial Statements
Audited financial statements shall be published in English and made available on the RI Web
site. Additional copies of the audited financial statements shall be available to all Rotarians uponrequest. Financial highlights shall be prepared and distributed each year through The Rotarianand other official regional Rotary magazines. (June 2001 Mtg., Bd. Dec. 310)
Source: November 1990 Mtg., Bd. Dec. 199; Amended by May 2000 Mtg., Bd. Dec. 439; June 2001 Mtg., Bd. Dec. 310

66.090. Banking Procedures
The Board regularly reviews and amends, where necessary, the “RI Resolution on Banking.”(November 2007 Mtg., Bd. Dec. 129)
Source: June 1997 Mtg., Bd. Dec. 401; Amended by August 1999 Mtg., Bd. Dec. 117; November 2007 Mtg., Bd. Dec. 129

66.090.1. Division of Interest
Interest earned on accounts in which funds of RI and TRF are commingled shall be prorated to RI and TRF in accordance with the proportionate balances in the accounts on thelast day of the month preceding the month in which interest earned is received. (May2003 Mtg., Bd. Dec. 325)
Source: January 1971 Mtg., Bd. Dec. 204; Amended by May 2003 Mtg., Bd. Dec. 325

66.090.2. Exchange Rates for Payments to RI
RI will establish the rates for conversion of payments to RI, from currencies other than
U.S. dollars, into U.S. dollars for each six-month period beginning 1 July and 1 January.
When the value of a currency fluctuates three percent or more in relation to the U.S.

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dollar from the prior month, the general secretary, acting for the Board, may adjust theexchange rates as he deems appropriate. (October 2003 Mtg., Bd. Dec. 133)
Source: February 1977 Mtg., Bd. Dec. 314; Amended by October 2003 Mtg., Bd. Dec. 133

Cross References
31.060. General Secretary’s Responsibility for Finance Matters

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Article 67. Audits and Budgets
67.010. Internal Audit System
67.020. Guidelines for Appointment and Evaluation of the Independent Auditor
67.030. Budget Review Process
67.040. Authority to Exceed RI Budget
67.050. Capital Expenditures

67.010. Internal Audit System
The Auditing Services Division Charter shall be as follows:
A. Policy Statement
It is the policy of Rotary International to maintain a comprehensive program of internal auditing
as an overall control measure and as a service to the senior leadership and management of theorganization.
B. Mission and Scope of Work
The mission of the auditing services division is to provide independent, objective assurance
services and may provide consulting services to help improve the operations of the Secretariat ofRotary International (hereinafter the “Secretariat”). The auditing services division helps the
Secretariat achieve the mission of Rotary International by bringing a systematic, disciplined
approach to evaluate and advise management on improving the effectiveness of control systems,
risk management, and/or governance processes.
The scope of work of the auditing services division is to assist in determining whether the
Secretariat’s governance, and rish management practices and internal control structure as
designed and represented by management, are adequate and functioning in a manner toreasonably assure that
1. Risks (strategic, financial, operational, compliance and other) are appropriately identified andmanaged
2. Interaction with the various internal governance and risk management groups occurs asneeded
3. Resources are acquired economically, used efficiently, and adequately protected
4.
Operations, programs, plans, and objectives are achieved effectively, efficiently,
economically, and safely
5. Significant financial, managerial, and operating information is accurate, reliable, and timely
6. The Secretariat and employees’ actions are in compliance with policies, standards,
procedures, and applicable laws and regulations
7. Quality and continuous improvement are considered in existing control processes
8. Significant legislative or regulatory issues are recognized and addressed appropriately
9. Opportunities for improving control, accountability, and image are identified
C. Responsibility
In general, all members of the Secretariat staff are responsible for the Secretariat's internal
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1. The general secretary is responsible for the establishment and maintenance of effective risk
management practices and a positive control environment by providing leadership, direction andoversight to the senior managers who control and manage the business operations of the Secretariat.
The general secretary also provides direction to the general auditor in carrying out Board policy
regarding the internal audit program.
2. Senior and operational managers are responsible for the design, implementation, and maintenanceof specific internal control practices and procedures within their areas of supervision. These
managers are also responsible for providing to the general auditor, upon request, full and unrestricted
access to all activities, records, and personnel.
3. The general auditor is responsible to senior leadership and management for the following:a. Evaluates and assesses the adequacy, efficiency, and effectiveness of the Secretariat's control
systems, risk management, and/or governance processes
b. Contributes to the organization's ongoing effectivenessc. Reports of significant issues related to the processes for controlling the activities of theSecretariat, including potential improvements to those processes
d. Information on the status and results of the annual audit plan and the sufficiency of auditing
services division resources
4. The auditing services division has responsibility toa. Annually develop a flexible audit plan taking into account any risks or control concerns
identified by senior management and leadership, as well as projected benefits and costs of eachplanned engagement
The plan is reviewed with the general secretary and RI Audit Committee for necessary revisions
and approval by no later than 30 June of each year. The approved plan shall be reviewed with
the Finance Committee of the Trustees of The Rotary Foundation and the RI Operations Review
Committee at the next scheduled meetings.
b. Implement the approved annual audit plan including any special tasks, projects, or consulting
engagements requested and/or approved by the general secretary, the RI Audit Committee,
and/or the RI Operations Review Committeec. As requested, assist in the investigation of significant suspected fraudulent activities within
the Secretariat and notify the general secretary, the RI Audit Committee, the Finance Committeeof the Trustees of The Rotary Foundation, and/or the RI Operations Review Committee of theresults
d. Consider the scope of work of the external auditors and other third parties, as appropriate, forthe purpose of providing optimal audit coverage to the Secretariat

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e. Receive, evaluate, and respond to requests from the president and the president-elect, theBoard of Directors acting collectively, the RI Audit Committee, the Trustees of The RotaryFoundation acting collectively, the Finance Committee acting as the Audit Committee of theTrustees of The Rotary Foundation, the RI Finance Committee, the RI Operations Review
Committee, and the general secretaryf. Review the audit charter annually with the general secretary and the RI Audit Committee fornecessary updates and revisions
D. Independence
To provide for the independence of the auditing services division, its personnel reportfunctionally to the RI Board through the RI Audit Committee and administratively to the generalsecretary. The general secretary shall counsel the RI Audit Committee chair regarding thepotential removal or replacement of the general auditor.
E. Authority
As necessary to accomplish its responsibilities, the auditing services division shall
1. Have access to all records, property, and personnel
2. Have access to the general secretary, the RI Audit Committee, and the RI Operations Review
Committee
3. Be provided with and allocate adequate resources, determine scopes of work, and apply thetechniques required to accomplish audit objectives
4. Obtain the necessary assistance of applicable Secretariat personnel where performing audits,investigations, or special projects, as well as other specialized services from within or outside theSecretariat
The auditing services division is not authorized to
1. Perform any operational duties for the Secretariat
2. Initiate or approve accounting transactions external to the auditing services division
3. Direct the activities of any Secretariat employee not employed by the auditing services
division, except to the extent such employees have been appropriately assigned to auditing teams
or to otherwise assist the internal auditors
F. Reports of the Auditing Services Division
The auditing services division will complete fair, factual, and balanced reports summarizing theactivities and observations of each audit and/or project. Individual audit reports shall detail theaudit objectives and scope; observations, conditions, and applicable recommendations; andmanagement responses and action plans. Executive summaries of audit reports may be preparedfor certain audiences. Special project and consulting engagement reports may deviate from thisformat depending upon the circumstances.
The general secretary and affected operational management should be given ample opportunity
to review the report prior to final distribution. This review should provide an opportunity tocorrect errors, omissions, misunderstandings, or other inaccuracies and provide suggestions. The
general secretary and management have no authority to change any aspect of the audit report. If
a difference of opinion exists, the general secretary or management may submit a formal
statement with the response in the audit report.

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At a minimum, audit report distribution should comply with the following guidelines:
1. Audit Reports
Final audit reports will include reportable observations, as defined by the auditing services
division, and will be distributed to the following:a. RI Audit Committee members
b. RI Operations Review Committee members
c. President and president-electd. General secretarye. All general managers and affected operational management
f. TRF Finance Committee (acting as the Audit Committee for TRF)
g. TRF Trustee Committee chair
h. External audit firm engagement partner and/or manager
2. Executive Summaries
Executive summaries of final audit reports will be distributed to the following:a. All other RI Directors
b. All other TRF Trustees
3. Other Observations for Improvement Opportunities
Final audit observations that are not considered reportable, as defined by the auditing services
division, will be reported in a separate communication to affected management as determined by
the general auditor.
4. Special Project and Consulting Engagement Reports
The general auditor will consult with the general secretary and/or RI Audit Committee chair todetermine distribution of individual reports on special projects and consulting engagements.
G. Standards of Audit Practice
The auditing services division will meet or exceed the International Standards for theProfessional Practice of Internal Auditing of the Institute of Internal Auditors. (November 2009
Mtg., Bd. Dec. 102)
Source: July 1997 Mtg., Bd. Dec. 87; February 2004 Mtg., Bd. Dec. 216. Affirmed by June 1998 Mtg., Bd. Dec. 402. Amended by June 1999
Mtg., Bd. Dec. 346; May 2003 Mtg., Bd. Dec. 325; November 2004 Mtg., Bd. Dec. 162; June 2007 Mtg., Bd. Dec. 226; November 2009 Mtg.,
Bd. Dec. 102

Cross References
30.070.2. Meetings of the Finance Committee

67.020. Guidelines for Appointment and Evaluation of the Independent Auditor
The RI Board of Directors is responsible for appointment and evaluation of the independent
auditor. The RI Audit Committee assists the Board in executing this responsibility byRotary Code of Policies
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•
•
•

468

defining and communicating performance expectations;monitoring and assessing performance;
making recommendations to the Board regarding services, fees and appointment; andoverseeing any competitive selection process.

The RI Audit Committee is to communicate with TRF Finance Committee (acting as the TRF
Audit Committee of the Trustees) and the Trustee Chairman regarding any appointment or
evaluation of the independent auditor.
The RI Audit Committee will monitor and evaluate the performance of the independent auditor
as outlined in the “Annual Performance Assessment” as defined in these guidelines. Each year,
the RI Audit Committee will document and communicate its assessment to the Board, TRF
Finance Committee, and the Trustee Chairman, and make recommendations to the Board asnecessary. Recommendations may include conducting a competitive selection based on serious
and/or ongoing performance deficiencies. The RI Audit Committee will solicit and consider
input from TRF Finance Committee and management.
In general, unless circumstances dictate otherwise, the RI Audit Committee, on behalf of the Board
and Trustees, will formally consider and conduct a comprehensive review for the selection of its
independent auditor based on competitive proposals at least once every seven (7) years. The RI
Audit Committee will solicit and consider input from TRF Finance Committee and management.
A. Annual Performance Assessment
The general secretary will distribute evaluation criteria and related materials for use inmonitoring and evaluating the performance of the independent auditor during the year. This
information will be distributed prior to the start of the significant audit services (e.g. typically inJanuary or February) to the following:••••

Members of the RI Audit Committee
Members of TRF Finance Committee (acting as the audit committee)
General Secretary
Other Secretariat Managers as deemed necessary

At the conclusion of the audit services (e.g. October), the general secretary will solicit evaluation
feedback from the noted Rotary leaders and managers. The evaluation and feedback will bereported to both TRF Finance Committee and the RI Audit Committee at their subsequentmeetings (typically, February). Evaluation criteria should remain fairly constant from year to year
to allow evaluation of performance trends over time. Examples of potential performance
evaluation criteria include, but are not limited to:
•
•
•
•
•
•
•
•

Audit plan expected and actual results
Quality of audit services
Timeliness of audit and deliverables
Audit fees (actual versus agreed)
Independence
Understanding of Rotary
Type, frequency and quality of information and communication
Availability and transparency

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TRF Finance Committee and the RI Audit Committee should discuss with the independent
auditor (in closed session if necessary):••••

Questions or concerns regarding performance of the independent auditor during the priorfiscal year and/or the overall relationship
Performance expectations
The proposed audit plan, scope, and fees for the next annual audit(s)Questions or concerns of the independent auditors

TRF Finance Committee Chairman shall communicate to the RI Audit Committee the results of its
deliberations. The results should be communicated via the general secretary (or general auditor)
for inclusion in the advance memorandum for the RI Audit Committee.
The RI Audit Committee will communicate the results of its deliberations regarding theindependent auditor’s performance and proposals to the Board through its meeting minutes/reportto the Board. The RI Audit Committee will make specific recommendations, if any, to the Board
concerning acceptance of the independent auditor’s proposal for the next fiscal year. The RI Audit
Committee may make other recommendations to the Board, including competitive bidding of these
services. If competitive bidding is recommended, the Trustee Chairman and TRF FinanceCommittee Chairman should be notified.
The RI Audit Committee’s deliberations will include consideration of the annual evaluation survey
results as well as information received from TRF Finance Committee. The RI Audit Committee
shall also share the results of its deliberations with TRF Finance Committee. Throughout the year,
the RI Audit Committee and TRF Finance Committee should have complete, direct, and open
access to the independent auditor. The general secretary will assist and facilitate this access.
Discussion of the independent auditor’s performance may be placed on the agenda of any RI Audit
Committee or TRF Finance Committee meeting. TRF Finance Committee should communicate
the results of any discussions to the RI Audit Committee. Similarly, the RI Audit Committee may
request input from TRF Finance Committee and/or share the results of any RI Audit Committee
deliberations.
If necessary, the independent auditor’s performance may be reviewed between regularly scheduledcommittee meetings. Either chairman of TRF Finance Committee or the RI Audit Committee ormanagement may initiate this review. The chairmen should confer to determine the best approachto conduct the review. The results of any review should be documented and communicated.
B. Competitive Selection
The RI Audit Committee will oversee the process of competitive selection of the independent
auditor. The RI Audit Committee will solicit and consider input from TRF Finance Committee
and management.
The general secretary will coordinate the competitive selection process in consultation with the RI
Audit Committee, TRF Finance Committee, and management. TRF general manager, or his
designee, will be included in correspondence with management, and will be invited to participate
in any management group involved in the selection process.

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Specific selection procedures will be defined in detail at the time the actual selection process
begins. Generally, the process should include the following:
1. Establish selection process procedures and timeline
2. Define service requirements
3. Select evaluation group(s) and communicate responsibilities
4. Establish audit firm evaluation criteria and scoring methodology
5. Research audit firms and develop audit firm selection universe
6. Prepare and distribute request for proposal package
7. Evaluate proposals based on established criteria
8. Select audit firm(s)9. Request/receive oral presentations from selected audit firms
10. Final evaluation and selection (June 2007 Mtg., Bd. Dec. 226)
Source: February 2007 Mtg., Bd. Dec. 208

67.020.1. External Audit Process
The RI Audit Committee, in coordination with the general secretary, shall implement the“Guidelines for Appointment and Evaluation of the Independent Auditor” to evaluate theaudit process annually and seek audit bids when appropriate. (June 2007 Mtg., Bd. Dec.
226)
Source: November 1999 Mtg., Bd. Dec. 253; Amended by November 2002 Mtg., Bd. Dec. 167; February 2007 Mtg., Bd. Dec. 208;
June 2007 Mtg., Bd. Dec. 226

67.030. Budget Review Process
Financial statements must be produced on a timely basis for adequate review by the Board. The
budget review process shall also include review of the original Board approved budget for theyear, and a budget variance review system. Such a system shall provide the president and thegeneral secretary with an explanation of any actual or anticipated variance along with anindication of appropriate corrective action taken or to be taken. (June 1998 Mtg., Bd. Dec. 348)
Source: May 1989 Mtg., Bd. Dec. 370

67.030.1. President-elect Responsibility for Budget Preparation
The president-elect of RI shall assist in the preparation of the RI budget for the year he or
she is president. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1997 Mtg., Bd. Dec. 107

67.030.2. General Secretary Responsibility for Budget Preparation and Implementationa) The general secretary has full responsibility to manage and control the RI budget
preparation process and the implementation of the approved budget and Board-authorizedvariancesb) The general secretary has full responsibility and authority to regularly review andmonitor, throughout the fiscal year, actual results at a detailed level against the approved
budget, and authorized variances approved by the Board

Rotary Code of Policies
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authority in the implementation of this policyh) The general secretary shall recognize the priority of integrating the budget processwith the Secretariat Strategic Plan and shall maintain accountability for budgets throughthe staff evaluation process. (February 2002 Mtg., Bd. Dec. 164)
Source: June 1998 Mtg., Bd. Dec. 393; November 2001 Mtg., Bd. Dec. 147

67.030.3. Chief Financial Officer Responsibility for Budget Preparation
The Chief Financial Officer has financial and operational authority over the budget
process and the utilization of funds at RI, under the direction of the general secretary.
(February 1999 Mtg., Bd. Dec. 196)
Source: June 1998 Mtg., Bd. Dec. 393

67.030.4. Manager Responsibility for Budget Preparation
The RI budget shall be monitored by line item at the cost center level, and manager
accountability shall be maintained at cost center level. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1997 Mtg., Bd. Dec. 208

67.030.5. Controller Authority over International Office Financial Matters
The controller shall have line reporting authority over the RI International Offices
regarding financial matters. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1997 Mtg., Bd. Dec. 208

67.030.6. Financial Impact of Board Agenda Items
Advance memorandum items presented for RI Board consideration which have any financial
impact on the capital or operating budgets of RI must be submitted to the Finance Division
through the Chief Financial Officer no later than 30 days prior to the Board meeting foranalysis of that impact. Those items presented after the 30-day deadline will be deferred to
the next meeting unless the president, in consultation with the Executive Committee, agrees
to their presentation at the current meeting. (February 1999 Mtg., Bd. Dec. 196)
Source: October 1998 Mtg., Bd. Dec. 170

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Cross References
29.040.3. Preparing Five-Year Budget Forecast
30.070.1. Finance Committee Responsibilities

67.040. Authority to Exceed RI Budget
The general secretary has the authority to pay the outstanding obligations of Rotary International,
even though in excess of the appropriated budget, for any fiscal year, provided that the generalsecretary and treasurer report to the president and the Board at each meeting any expected or
projected material deviation from the appropriated budget. (May 2003 Mtg., Bd. Dec. 325)
Source: April 1991 Mtg., Bd. Dec. 317; Amended by May 2003 Mtg., Bd. Dec. 325

67.050. Capital Expenditures
Note: The Board regularly reviews and amends, where necessary, the “RI Policy on Financing
Capital Expenditures and Projects,” which is as follows:
A. Purpose
The purpose of this policy is to identify those circumstances under which financing capitalprojects or equipment with debt or through capital leases is appropriate. The policy alsoestablishes limits for the level of permitted indebtedness and capital leases and stipulates theapprovals required to incur debt or enter into a capital lease.
B. Scope
This policy applies to the financing of Rotary International's capital expenditures andprojects.
C. Policy
1. The incurrence of debt will be considered under the following circumstances:a) If spending available cash on capital project(s) will impede the organization's ability
to attain or maintain RI's general surplus reserve policy, andb) The project being financed is expected to generate incremental income in future years
that can be used to offset future debt payments.
2. The entering into a capital lease will be considered under the following circumstances:a) The equipment being acquired is of a nature that technological advances will make theequipment obsolete over relatively short periods of time, andb) The effective lease rate is less than the expected rate of return on investments over theterm of the lease.

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3. The amount of permitted debt plus capital leases is subject to the following:a) Total debt and capital leases shall not exceed 15% of RI's fund balance.
b) Income available for debt service should be equal to or greater than two times theannual debt service (principle and interest) and lease payments. Income available fordebt service equals revenues less adjusted operating expenses. Adjusted operating
expense equals operating expenses less depreciation, amortization, interest expense,
and any extraordinary items.
D. Authority
The Board must approve any incurrence of debt. The general secretary may approve capitalleases in amounts not to exceed $100,000 in any fiscal year. Amounts in excess of $100,000
in any fiscal year must be approved by the Board. (June 2008 Mtg., Bd. Dec. 290)
Source: June 1996 Mtg., Bd. Dec. 341; Amended by June 2008 Mtg., Bd. Dec. 290

67.050.1. Threshold for Capital Items
The general secretary is authorized, after prior consultation with the treasurer or the chairof the RI Finance Committee, to adjust the capitalization threshold as appropriate. (June2007 Mtg., Bd. Dec. 315)
Source: June 2007 Mtg., Bd. Dec. 315

Cross References
29.010.3. Expenses of Advance Committee Meetings
30.050.3. Liaison Directors’ Expenses
30.110. Committee Finances
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Article 68. Expenses and Reimbursements
68.010.
68.020.
68.030.
68.040.
68.050.
68.060.
68.070.

Approval of Disbursements
TravelGovernors’ Expenses
General Officers’ Expenses
Officer Expenses
Rotary Foundation Apportionments
Miscellaneous Expenses

68.010. Approval of Disbursements
All disbursements generated by volunteers, including the office of president, shall be subject topost-disbursement approval by the Treasurer, or his/her designate. The Treasurer shall report to
the Board on all substantive expenditures that have not been made in accordance with theapproved budget or in compliance with the policies adopted from time to time by the Board.
(June 1998 Mtg., Bd. Dec. 348)
Source: March 1992 Mtg., Bd. Dec. 249

68.020. Travel
68.020.1. RI Travel Expenses
RI is committed to Rotarians worldwide to use their per capita dues and contributions
wisely by ensuring that those traveling at the expense of RI and its Foundation do so at
the least expensive available cost, consistent with good service and RI's travel policy. All
individuals traveling at RI expense are encouraged to conserve the funds of theorganization. (June 1998 Mtg., Bd. Dec. 348)
Source: March 1990 Mtg., Bd. Dec. 191; July 1996 Mtg., Bd. Dec. 35

68.020.2. Official RI Expense Statement
All Rotarians and staff must use the official RI Expense Statement for travel expense
reimbursements. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1997 Mtg., Bd. Dec. 211

68.020.3. Duties and Obligations
Any person whose attendance at a meeting, event or other activity is fully or partially
funded by RI, including Rotarians, their spouses and others, shall fulfill their duties andobligations for the meeting, event or activity as set forth in the RI constitutional
documents, the Rotary Code of Policies or official program for the meeting, event or
activity. Funded travelers who fail to fulfill their duties and responsibilities shall not be
reimbursed by RI for any expenses associated with the travel and shall return to RI allamounts paid to them or on their behalf by RI in connection with the travel. The generalsecretary shall report any failure to comply with the requirements of this policy to the RI
Audit Committee. (June 2009 Mtg., Bd. Dec. 276)
Source: June 2009 Mtg., Bd. Dec. 276

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68.020.4. Travel Operations Management Plan
The Board regularly reviews and amends, where necessary, the “RI Travel Management
Plan.” (June 1998 Mtg., Bd. Dec. 348)
Source: November 1996 Mtg., Bd. Dec. 159

68.020.5. External Airfare Audits
The general secretary is requested to implement a system of airfare audits by an external
fare audit expert at appropriate intervals, to provide assurances on an overall basis thatthe lowest available airfares are being attained. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1996 Mtg., Bd. Dec. 159; Amended by November 1999 Mtg., Bd. Dec. 248

68.020.6. Rotary International Travel Service (RITS) Travel Policy
The Board regularly reviews and amends, where necessary, the RI Travel Service (RITS)
Travel Policy. (June 2009 Mtg., Bd. Dec. 276)
Source: November 1995 Mtg., Bd. Dec. 154; Amended by June 2001 Mtg., Bd. Dec. 314; June 2001 Mtg., Bd. Dec. 315;
November 2002 Mtg., Bd. Dec. 65; May 2003 Mtg., Bd. Dec. 420; July 2004 Mtg., Dec. 16; March 2005 Mtg., Bd. Dec. 253;
November 2006 Mtg., Bd. Dec. 127; June 2007 Mtg., Bd. Dec. 256; June 2008 Mtg., Bd. Dec. 248; June 2009 Mtg., Bd. Dec. 276

68.020.7. Personal Travel
The main purpose of the RI travel service (RITS) is to provide the best possible services
to those who travel on Rotary-funded assignments. Non-funded travel arrangements are
the personal responsibility of the individual travelers. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1997 Mtg., Bd. Dec. 189 pt. 3b

68.020.8. RI Travel Service (RITS) Relationship with a General Contractor
RI travel service (RITS) will have a contractual relationship with one general contractor
agency--and through it with as many subordinate accredited international travel agencies
as are necessary. Such agency shall provide the best possible cost-effective service to allof the Rotary world in accord with the RI travel policy. (June 1998 Mtg., Bd. Dec. 348)
Source: March 1990 Mtg., Bd. Dec. 191

68.020.9. Exceptions to RITS Travel Policy
The purpose of the Rotary International Travel Service is to offer air routings and provide
associated travel services that facilitate the Rotary assignment of the proposed trip. As
such, it is expected the Rotary funded travelers will accept routings and fares that thetravel staff determine to be the most logical as per the written travel policy.
Exceptions to the policy may be applied for in writing to the general secretary. Examples
of exceptions that may not be applied for include:
1) the selection of specific airlines for frequent flyer benefits where Rotary has theopportunity to take advantage of lower fare or incentive programs on other airlines;

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2) the selection of specific airlines where Rotary needs to fulfill its contractual
commitments with its preferred airlines;3) the selection of full economy/coach class fares (for the benefit of personal first or
business class upgrades), where lower discount fares may be available; noting no change
to the current travel policy for those entitled to business class where business class is notavailable. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1997 Mtg., Bd. Dec. 189

68.020.10. Local Purchase Expense Reimbursement
Reimbursement to Rotarians for locally purchased airline tickets authorized by RITS is tobe processed upon submission of applicable receipts on an official Rotary International
expense statement to the Finance Department or to the appropriate Rotary international
office or fiscal agent. The submission of the required documentation may not occur prior
to the commencement of travel. (November 2006 Mtg., Bd. Dec. 35)
Source: November 1997 Mtg., Bd. Dec. 189; Amended by November 2006 Mtg., Bd. Dec. 35

68.020.11. RI Staff Travel
The Board has adopted a “RI Staff Travel Policy” that applies to all Rotary International
and Rotary Foundation employees who are authorized to travel on behalf of theorganization. Unless there are significant cost implications to changes in this policy, thegeneral secretary shall be authorized to revise the RI Staff Travel Policy as circumstances
require. (November 2002 Mtg., Bd. Dec. 55)
Source: May 2000 Mtg., Bd. Dec. 462; June 2002 Mtg., Bd. Dec. 255

68.020.12. Spouse Travel Reimbursements
The Board has adopted the RI Policy Regarding Spouse Travel Expense
Reimbursements. Under this policy, Rotary will reimburse Rotary spouse travel only if
the function of the travel serves a bona fide business purpose for Rotary International andthe amounts requested for reimbursement are substantiated by utilizing a RI “Documentof Reimbursable Activities of Spouse.” Rotarians and spouses who fail to fulfill theserequirements shall not be reimbursed by RI for any expenses associated with the traveland shall return to RI all amounts paid to them or on their behalf to RI in connection withthe travel. Persons who travel at RI expense may be subject to income taxes on the valueof the travel if the travel is not for a bona fide business purpose for RI. (June 2009 Mtg.,
Bd. Dec. 276)
Source: February 1998 Mtg., Bd. Dec. 313; May 2003 Mtg., Bd. Dec. 325; June 2009 Mtg., Bd. Dec. 276; Amended by November
2006 Mtg., Bd. Dec. 35

68.020.13. Master Account Billing Procedures
For all individuals traveling at RI expense, the general secretary shall limit the use of
master account billing procedures to the costs of the hotel room and tax only. All otherindividual business expenses will be reimbursed according to the standard reimbursement
procedures.

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However at the International Assembly, Council on Legislation and other official RI
meetings where meal plans are contracted to be paid by RI or its Foundation, the costs ofthat meal plan, applicable tax and service charges shall be charged to the master accountbilling. (June 2007 Mtg., Bd. Dec. 290)
Source: November 1999 Mtg., Bd. Dec. 251; Amended by June 2007 Mtg., Bd. Dec. 290

68.020.14. Meal Expense Reimbursement Limit
The Board recommends
1. a per diem meal expense reimbursement limit of US$50 per person for all those on RIfunded travel
2. that expenses for meals outside of One Rotary Center should not be claimed when RI
provides meal coupons. (January 2009 Mtg., Bd. Dec. 132)
Source: November 2008 Mtg., Bd. Dec. 50

Cross References
71.010.2. Risk Management for Travel Operations

68.030. Governors’ Expenses
68.030.1. Governors’ Estimated Allocation
At the beginning of each term of office the governor is provided with an estimatedallocation. These funds are used to carry out the policies of RI, and are intended tosubsidize the governor's reasonable and necessary expenses in carrying out his or her
duties and responsibilities within the district, including those mandated duties performed
during the term as district governor-elect, in accordance with the constitutional
documents and Board established policies. (June 2006 Mtg., Bd. Dec. 270)
Source: January-February 1989 Mtg., Bd. Dec. 248, App. D; Amended by October 2003 Mtg., Bd. Dec. 140; June 2006 Mtg., Bd.
Dec. 270

68.030.2. Summary of District Governor Budget Model Methodology and Procedures
The Board regularly reviews and amends, where necessary, the “RI Summary of District
Governor Budget Model Methodology and Procedures.” The method of calculating
governors’ allocations shall be clearly explained to all incoming governors at the time of
the International Assembly. (June 1998 Mtg., Bd. Dec. 348)
Source: See July 1997 Mtg., Bd. Dec. 84; August 1999 Mtg., Bd. Dec. 82

68.030.3. Governors’ Expenses Reimbursable by RI
The Board has adopted the following policy with regard to the payment of governors'
expenses reimbursable by RI:

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478a) The budget appropriation for governors shall be based on a schedule of rates so as toprovide equitable and adequate service to all clubs. To this end, the Board in adopting
the budget and making appropriations allocates funds on the basis of a relationship ofvarious activities. The Board is of the opinion that there should be no radical departurefrom the basis of such allocations within each district from year to year since this would
upset the general balance of these activities.
b) It is mandatory that a governor's expenses reimbursable by RI must not exceed thetotal amount of the governor's budget appropriation. If because of unusual circumstances
it appears to the governor that additional funds may be needed, he or she must submit arequest for an increased appropriation for approval by the Board prior to incurring any
such expenses. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1942 Mtg., Bd. Dec. 178

68.030.4. Schedule of Reimbursement to Governors
Reimbursements paid to governors, within their estimated allocation from RI, will be
disbursed in local currency when RI holds that currency. When RI does not hold thegovernor’s local currency, RI will select a reasonable, cost-effective alternate currency.
All disbursements are subject to random audit. Payment is either made directly to the
district governor or may be paid to the district fund. Reimbursements to governors shallbe administered as follows, and reviewed regularly:a) 70% of the budget available to governors will be mailed in the first week of July (thegeneral secretary is authorized to disburse less than 70% of the budget available togovernors if he considers this necessary to maintain appropriate controls and stewardshipover large total allocation amounts)b) prior to the disbursement of additional funds, there must be received
1. expense reports documenting the use of the initial 70%
2. expense reports documenting the use of up to the remaining 30%c) expense reports must be submitted no later than 31 July following the governor’s yearof service, with proper documentation, in order to receive further reimbursement of up to
the remaining 30% of the budget amountd) upon receipt of a petition explaining extenuating circumstances, the general secretary,acting on behalf of the Board, may extend the deadline noted in point c) above to no later
than 30 Septembere) governors must fully document the use of the initial 70% allocation advance andreturn any unsubstantiated or unused funds to RI no later than 30 September following
the governor’s year of service; governors with amounts not substantiated or repaid to RI
will be added to the List of Rotarians with Outstanding Obligations to RI and reported to
the RI Audit Committeef) reimbursement is capped at 100% of the District Budget Model amountRotary Code of Policies
June 2010479g) training on this policy is to be included as a part of the district governor training at theInternational Assembly. (June 2008 Mtg., Bd. Dec. 269)
Source: June 1998 Mtg., Bd. Dec. 396; June 2005 Mtg., Bd. Dec. 329. Amended by November 1999 Mtg., Bd. Dec. 203; February
2000 Mtg., Bd. Dec. 335; May 2000 Mtg., Bd. Dec. 398; June 2001 Mtg., Bd. Dec. 447; November 2001 Mtg., Bd. Dec. 55; May
2003 Mtg., Bd. Dec. 409; November 2005 Mtg., Bd. Dec. 38; June 2006 Mtg., Bd. Dec. 270; June 2007 Mtg., Bd. Dec. 226; June2007 Mtg., Bd. Dec. 318; November 2007 Mtg., Bd. Dec. 32; June 2008 Mtg., Bd. Dec. 269

68.030.5. Reimbursable Office Expenses
The Board has established a framework for governors’ reimbursable office expenses.
(November 1999 Mtg., Bd. Dec. 172)
Source: August 1999 Mtg., Bd. Dec. 82

68.030.6. Procedure for Revising Governors’ Budgets
For the purpose of establishing a procedure for the handling of revisions in appropriations
for governors, it is agreed that:a) in the general administration budget for each year, there shall be included in the total
amount appropriated for governors a reserve to provide for all revisions in theappropriations for individual districts;b) the general secretary is authorized to make such revisions in the appropriations forgovernors as may be necessary due to districting or changes in the number of clubs in any
district;c) the general secretary shall be authorized to make decisions on behalf of the Board
relative to increases in governors’ budgets, when, in the opinion of the general secretary,
all or part of such increase requested by the governor is justified and reasonable;d) the general secretary shall be authorized to make decisions on behalf of the Board
relative to reimbursement of governors for expenses incurred in excess of their budgets,
when, in the opinion of the general secretary, all or part of such reimbursement as may berequested by a governor is justified and reasonable; ande) all actions taken by the general secretary in accordance with these procedures shall bereported to the Board. (June 1998 Mtg., Bd. Dec. 348)
Source: April-May 1948 Mtg., Bd. Dec. 212; January 1967 Mtg., Bd. Dec. 192

68.030.7. Exchange Rate Fluctuations
Governor’s budgets will be recalculated to the extent the US exchange rate increases or
declines against local currency by three percent or more between the rate in effect 1 Julyand the rate at which the budget was originally prepared to offset the increase or decline.
The revised budget, reflected in US dollars, will then become final and not subject tofurther change due to subsequent exchange rate fluctuations. (June 2006 Mtg., Bd. Dec.
270)
Source: June 1987 Mtg., Bd. Dec. 410; Amended by June 2006 Mtg., Bd. Dec. 270

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68.030.8. Funding for Assistant Governor Training
All districts that have adopted the District Leadership Plan shall be eligible to receive anamount of up to 10% of the amount calculated by the model district allocation to train
and support assistant governors. The general secretary shall disburse the additional funds
approved by the Board for assistant governor training based on expense report
documentation that the funds are being used to train and support assistant governors.
(November 2002 Mtg., Bd. Dec. 138)
Source: November 1997 Mtg., Bd. Dec. 196; February 1999 Mtg., Bd. Dec. 216; Amended by Mtg. November 2000, Bd. Dec. 153;
November 2002 Mtg., Bd. Dec. 138

68.030.9. Additional Funding for Training of Club Presidents and Assistant Governors
Districts with multiple countries, multiple languages, large geographical distances, and/or
large numbers of clubs may warrant the allocation of additional financial resources fromRI. The RI Board may consider providing additional funding for such districts, upon
their request, to support the training of incoming club presidents and assistant governors.
Travel expenses of assistant governors are an eligible expense category forreimbursement to governors whose districts have been allocated special training subsidies
to support their clubs. (November 2007 Mtg., Bd. Dec. 32)
Source: June 2005 Mtg., Bd. Dec. 313; July 2007 Mtg., Bd. Dec. 17; November 2007 Mtg., Bd. Dec. 32

Cross References
18.030. Rotarians Involved in Extension
19.020.1. Governors’ Additional Meetings with Clubs
19.050. Vacancies in the Office of Governor or Governor-elect: Training
31.060.8. Increases in Governors’ Budgets
58.070.1 International Assembly Attendance
58.070.2. Payment for International Assembly Attendance in Restricted Currency Countries
58.070.3. Payment for Governors Serving a Second Term

68.040. General Officers’ Expenses
68.040.1. Policy for Expenses of General Officers
All reimbursements shall be for reasonable expenses in furtherance of the business purposesof RI. The general secretary shall ensure that RI maintains consistent enforcement of theexisting reimbursement policies, particularly with respect to documentation. This includes
monitoring so that no personal expenses are reimbursed. Persons who travel at RI expense
may be subject to income taxes on the value of the travel if the travel is not for a bona fidebusiness purpose of RI. The general secretary shall report any failure to comply with therequirements of this policy to the RI Audit Committee.

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A. Annual Expense Allocation (Not Taxable Reimbursement to the Recipient):
Directors (excluding the president and the president-elect) may be reimbursed for expenses of
up to US$20,000 each year. This amount is known as the annual expense allocation. The
president and the president-elect shall not receive the annual expense allocation. Any portionof the annual expense allocation not used by a director in the director’s first year on the
Board may be accrued and utilized in the second year. No portion of the annual expense
allocation may be used by a director following the completion of the director's second year
on the Board.
Expenses to be covered by this allocation include:
1. Office expenses associated with officer responsibilities including:a. Business cards
b. Stationeryc. Postage
d. Multicopyinge. Telephone and FAX costs
f. Office assistance (personnel)
g. Other overhead costs associated with maintaining office
2. Out-of-pocket expenses associated with director visits to clubs and other travels
reasonably associated with his position, including spouse expenses when accompanied byproper business purpose documentation:a. Transportation costsb. Hotelc. Meals and reasonable incidentals
3. Cost of director attendance at presidential conferences or other meetings convened by thepresident, including spouse expenses when accompanied by proper business purpose
documentation:
a. Registration fee
b. Transportationc. Hoteld. Meals and reasonable incidentals
4. Costs associated with the Rotary institute the director is responsible for convening nototherwise covered by RI budget (see Section E) or institute budget, including spouse
expenses when accompanied by proper business purpose documentation.
5. Cost of director attendance at not more than one institute where the director does notserve as convener, including spouse expenses when accompanied by proper businesspurpose documentation:

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a. Registrationb. Transportationc. Hoteld. Meals and reasonable incidentals
6. Miscellaneous Expenses
a. President’s jacket and tie for RI directors, president’s jacket and scarf for spouses of RI
directors
b. Directors pins
c. RI videos or publications
d. Airline upgrades
e. Vaccination and preventive medical costs associated with required RI travelf. Costs of establishing and maintaining a director Web site
7. Other reasonable Rotary business expenses not detailed above but within the officer’s
allocated amounts may be approved by the executive committee and reported to the Board atits next meeting. Any officers seeking reimbursements for business expenses beyond theauthorized allocation amounts shall seek the authorization of the Board. (June 2009 Mtg.,
Bd. Dec. 276)
Source: June 1997 Mtg., Bd. Dec. 393; Amended by June 1999 Mtg., Bd. Dec. 348; August 1999 Mtg., Bd. Dec. 48; August 1999
Mtg., Bd. Dec. 50; November 1999 Mtg., Bd. Dec. 251; July 2000 Mtg., Bd. Dec. 28; June 2002 Mtg., Bd. Dec. 293; November
2004 Mtg., Bd. Dec. 158; November 2004 Mtg., Bd. Dec. 160; November 2007 Mtg., Bd. Dec. 32; June 2008 Mtg., Bd. Dec. 232;
June 2009 Mtg., Bd. Dec. 235; June 2009 Mtg., Bd. Dec. 276

B. Other Reimbursable Expenses Over and Above the Annual Expense Allocation (Not
Taxable Reimbursement to the Recipient)
In addition to the above-mentioned reimbursable expenses, RI business related expenses
incurred by the president and president-elect while traveling on RI business and business
related expenses incurred by directors associated with meetings in which officer attendanceis mandatory (board meetings, International Assembly, International Convention and othermeetings as designated by the president) may be submitted on expense statements withproper documentation for reimbursement. Reimbursement for expenses associated withmandatory meetings shall be limited to:
1. Ground transportation
2. Airport taxes
3. Meals en route or not provided for group or otherwise charged to hotel master account
4. Laundry and reasonable incidentals
5. One airline club membership
6. Other customary and reasonable Rotary travel expenses associated with these meetings
7. All meals while on RI business8. Spouse expenses for this travel where authorized and where accompanied by proper
business purpose documentation (November 2004 Mtg., Bd. Dec. 158)
Source: June 1997 Mtg., Bd. Dec. 393; Amended by June 1999 Mtg., Bd. Dec. 348; June 2002 Mtg., Bd. Dec. 293; November 2004
Mtg., Bd. Dec. 158

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483

Other Reimbursable Expenses Over and Above the Annual Expense Allocation(Reported as Taxable to the Recipient)

Co-payments (deductible) required under officer travel medical insurance (November 2004
Mtg., Bd. Dec. 158)
Source: June 1997 Mtg., Bd. Dec. 393; Amended by June 2002 Mtg., Bd. Dec. 293; November 2004 Mtg., Bd. Dec. 158

D. Other Reimbursable Expenses for the President and the President-elect (Taxable
Reimbursement to the Recipient)
The president and president-elect are provided with the use of a condominium while in
Evanston (see Section G). However, they maintain their principal residence while in office
and also incur other extraordinary expenses while traveling on official RI business. The
president and president-elect shall be reimbursed to cover the following annual costs for theofficer and spouse:
1. Costs of maintaining their principal residences, limited to residence insurance,
property taxes, utilities, security, lawn care, periodic cleaning, automobile insurance andrelated vehicle taxes (not to exceed US$35,000)
2. Formalwear and luggage (not to exceed US$3,500)
3. Personal expenses incurred while traveling on RI business (not to exceed US$1,500)
4. Tax advice and preparation (not to exceed US$3,000)
5. Executive physicals (not to exceed US$1,000)
6. Co-payments (deductible) if covered under RI employee health insurance program(not to exceed US$6,000)
7. Co-payments (deductible) required under officer travel medical insurance (not toexceed US$6,000)
8. Cost of secondary health care coverage (not to exceed US$5,500)
9. Maintenance of club memberships (not to exceed US$750)
10. Employee portion of medical/dental insurance (not to exceed US$2,000)
11. Any taxes payable by the recipient with respect to the expenses reimbursed in thissection (not to exceed 46% of the above listed items) (February 2006 Mtg., Bd. Dec.
207)
Source: August 1999 Mtg., Bd. Dec. 54; Amended by June 2002 Mtg., Bd. Dec. 293; November 2004 Mtg., Bd. Dec. 158; June
2005 Mtg., Bd. Dec. 330; February 2006 Mtg., Bd. Dec. 207

E. Rotary Institutes
RI will reimburse the transportation expenses incurred by conveners for travel to theinstitute site on two occasions for planning purposes, and also the transportation expenses
incurred by conveners, and their spouses when accompanying them, to attend Rotary
institutes, in accordance with RI’s established travel policy. Rotary institutes are expectedto pay all other expenses incurred by the conveners and their spouses attending their
institute. Upon request, RI will advance US$1,000 to the convener to cover his costs—
such advance to be refunded on completion of the institute. (June 1999 Mtg., Bd. Dec.
348)
Source: February 1996 Mtg., Bd. Dec. 247; June 1999 Mtg., Bd. Dec. 348

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F. Items Not Reimbursable by RI
Any item not identified as reimbursable under this policy, shall not be reimbursable,
including, but not limited to:
1. Personal toiletries
2. Medical prescriptions or over the counter medications while traveling on RI business
3. Personal services (beauty salon, haircuts, health clubs)
4. Expenses of spouses except as otherwise allowed by this policy
5. Expenses of other family members, including children, except as allowed by Board
policy for the President and President-elect at the International Convention
6. Clothing (except for Presidents’ jacket, tie and accessories)
7. Luggage
8. Video rentals
9. Non-Rotary business-related entertainment
10. Personal telephone, fax and e-mail (June 2002 Mtg., Bd. Dec. 293)
Source: June 1997 Mtg., Bd. Dec. 393; Amended by June 1999 Mtg., Bd. Dec. 348; June 2002 Mtg., Bd. Dec. 293

G. Expenses of President and President-Elect While in Evanston, Use of Condominium
and Trips to their Permanent Residence
The president and president-elect are provided with the use of a condominium while in
Evanston. The president and president-elect shall be reimbursed for all meals forthemselves and their spouses while in Evanston, as well as grocery expenses.
The value of the condominium and the meal and grocery expenses of the president andpresident-elect while in Evanston and the transportation costs for trips to their permanent
residence may be taxable to them under United States tax law depending upon factors
unique to each president and president-elect. The general secretary shall retain an outside
tax consultant to meet annually with the president, president-elect and president-nominee
to evaluate the relevant factors and determine whether these items will be taxable. If it isdetermined that these values are taxable to the president and/or the president-elect, RI shall
reimburse any taxes payable. (June 2005 Mtg., Bd. Dec. 330)
Source: June 2002 Mtg., Bd. Dec. 293; Amended by November 2004 Mtg., Bd. Dec. 158; June 2005 Mtg., Bd. Dec. 330

H. Master Account
The general secretary shall limit the use of master account billing procedures to the costs of
the hotel room and tax only. All other business expenses will be reimbursed according to
the standard reimbursement procedures for RI directors. (November 2001 Mtg., Bd. Dec.
146)
Source: August 1999 Mtg., Bd. Dec. 48; Amended by November 2001 Mtg., Bd. Dec. 146

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I. Reimbursement Procedures
All requests for reimbursement of expenses or payment of credit card bills shall be
substantiated utilizing a RI expense statement form and must be approved by the chief
financial officer, subject to review by the general secretary and the RI treasurer. All
expenses in excess of US$75 must be substantiated with a receipt. (November 2002 Mtg.,
Bd. Dec. 177)
Source: November 2001 Mtg., Bd. Dec. 146; Amended by June 2002 Mtg., Bd. Dec. 293; November 2002 Mtg., Bd. Dec. 177

J. Advances
Advances are generally not provided to RI officers. Any advances that are approved shallbe provided within 30 days of when an expense is to be paid or incurred. All expenses thatare not substantiated, utilizing a RI expense statement form, within 60 days of when they
are paid or incurred should be placed on the officer’s personal account for collection. If
these funds are not collected within 120 days of when they were expended or incurred, theyshould be reported as taxable to the recipient on the relevant form, and the individual
should receive appropriate tax reporting statements which give notice that the payments aretaxable. Notification that the payments are taxable to the recipient shall not discharge theamount owed to RI by the recipient. (November 2004 Mtg., Bd. Dec. 158)
Source: November 1999 Mtg., Bd. Dec. 251; Amended by June 2002 Mtg., Bd. Dec. 293; November 2004 Mtg., Bd. Dec. 158

K. Rotary International Policy Statement Prohibiting Personal Use of RI-owned
Automobiles
The following policy governs the use by any individual of any RI-owned or leased
vehicle:1. Any individual provided with a RI-owned automobile shall use such vehicle for use inconnection with RI’s trade or business;
2. When the vehicle is not in use for RI trade or business, it is to be kept on RI’s businesspremises, unless it is temporarily located elsewhere, for example, for maintenance or
because of a mechanical failure;
3. No individual may use the vehicle for personal purposes, except for de minimus
personal use;
4. RI reasonably believes that, except for de minimus use, neither an employee, nor any
individual whose use would be taxable to the employee, may use the vehicle for any
personal purpose.
The general secretary will develop procedures and documentation for those using such RIowned vehicles to substantiate that the use of such vehicles meets the preceding conditions.
(August 1999 Mtg., Bd. Dec. 53)
Source: August 1999 Mtg., Bd. Dec. 53

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L. RI Corporate Credit Cards
The president, president-elect, and president-nominee shall be the only volunteers whoare issued RI corporate credit cards for use in paying for business expenses during theiryears in office. Upon request, the spouses of such volunteers shall also be issued
corporate credit cards for paying for business expenses. All credit card charges shall beplaced on the volunteer’s personal account for collection. However, any charge that is
substantiated by properly completing a RI expense statement form (and attachingnecessary documentary evidence, including all hotel bills and credit card receipts, and astatement of the business purpose of all expenses) within 60 days of the charge will be
removed from the volunteer’s personal account. Any charge that is not substantiatedwithin 60 days and that is not paid back to RI within 120 days of the charge should bereported as taxable to the volunteer on the appropriate tax reporting forms. Notificationthat a payment is taxable to the volunteer shall not discharge the amount owed to RI by
the volunteer. The general secretary shall notify the volunteer by letter when an amountowed has not been paid after 90 days of the charge. If unsubstantiated expenses are not
repaid within 120 days of the charge, the general secretary shall cancel the volunteer’s
credit card.
The executive committee shall review any expenditures made with the RI corporate credit
cards that are not provided for in the guidelines noted in the RI Policy on Reimbursable
Expenses for Directors for RI. Corporate cards used for personal items or in conflict withthe above procedures may be cancelled. (November 2004 Mtg., Bd. Dec. 158)
Source: November 2001 Mtg., Bd. Dec. 146; Amended by November 2002 Mtg., Bd. Dec. 177; November 2004 Mtg., Bd. Dec. 158

M. Acknowledgment of Obligations
Each director will annually acknowledge that he or she is familiar with and will abide by
the requirements of the RI travel policies. (June 2009 Mtg., Bd. Dec. 276)
Source: June 2009 Mtg., Bd. Dec. 276

N. Interpretation
The executive committee may make interim decisions as to the interpretation of thispolicy. Any interim decision made by the executive committee shall be reported to theBoard at its next meeting. The Board shall make all final decisions regarding theinterpretation of this policy. (June 2002 Mtg., Bd. Dec. 293)
Source: June 2002 Mtg., Bd. Dec. 293

68.040.2. Expenses for Officers’ Spouses
RI may pay the expenses of spouses accompanying directors to Board meetings, to be
determined annually by the Board. (November 2004 Mtg., Bd. Dec. 47)
Source: June 1987 Mtg., Bd. Dec. 409; Amended by November 2004 Mtg., Bd. Dec. 47

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68.040.3. Reimbursement of Rotary General Officers
All Rotary-related expenditures made by the president or president-elect should be madeusing funds from budgeted line items. RI shall reimburse all budgeted Rotary-related
business expenses incurred by the president, president-elect, or president-nominee. All
requests from the president, president-elect, president-nominee and Directors forreimbursement of expenses or payment of credit card bills must be substantiated byutilizing a RI expense statement form and must be approved by the chief financial officer
and are subject to review by the RI Treasurer. All expenses in excess of US$75 must be
substantiated with a receipt. (November 2004 Mtg., Bd. Dec. 58)
Source: November 2001 Mtg., Bd. Dec. 146; June 2002 Mtg. Bd. Dec. 294; Amended by June 2002 Mtg., Bd. Dec. 292; November
2002 Mtg., Bd. Dec. 177; November 2004 Mtg., Bd. Dec. 58

68.040.4. Disclosure of Payments to RI General Officers
Any payments provided to Rotary senior leaders, other than reasonable, documented
expenditures reimbursable pursuant to the expense reimbursement policy established by
the Board, shall be disclosed on an annual basis to Rotarians through publication in the
Rotary World Magazine Press, and as a separate line item for each officer in RI’s annual
report. (June 2006 Mtg., Bd. Dec. 220)
Source: June 2001 Mtg., Bd. Dec. 371; February 2003 Mtg., Bd. Dec. 287; Amended by November 2004 Mtg., Bd. Dec. 58; June
2006 Mtg., Bd. Dec. 220

68.040.5. RI Credit Card Program
The Board recommends that all Rotary senior leaders from countries with credit card
programs use Rotary credit cards to pay for all RI reimbursable expenses. (June 2009
Mtg., Bd. Dec. 217)
Source: November 2004 Mtg., Bd. Dec. 151

Cross References
27.080. President’s Finances
27.080.3. Pre - and Post-Term Expenses of the President
29.010.4. President-elect’s Travel Expenses
29.020.3. President-nominee Expenses

68.050. Officer Expenses
68.050.1. International Meetings
The Board shall determine each year whose expenses in attending the International
Assembly and International Convention shall be paid by RI. (February 2007 Mtg., Bd.
Dec. 139)
Source: July 1996 Mtg., Bd. Dec. 30; July 1996 Mtg., Bd. Dec. 31

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68.050.2. Expenses for Individuals Accompanying the President
It shall be at the discretion of the president as to who should accompany him or her at any
stage of his travels throughout the Rotary world and how the expenses of such persons
should be met. (June 1998 Mtg., Bd. Dec. 348)
Source: February 1995 Mtg., Bd. Dec. 140

68.050.3. Expenses for Club and District Visits
Clubs and districts are reminded that if they invite RI General Officers to an event, thoseclubs and districts should expect to pay the reasonable travel, lodging and meal expensesof these officers. (June 1998 Mtg., Bd. Dec. 348)
Source: March 1993 Mtg., Bd. Dec. 189; July 1991 Mtg., Bd. Dec. 2

68.050.4. Reimbursement to Present and Past RI Officers for Unbudgeted Expenses
The expenses of officers of RI in the performance of their duties are reimbursable by RI
to the extent of budget appropriations for such expenses. The expenses for past officers
as they may relate to RI committees or in other activities for which provision is made in
the RI budget are also reimbursable. No other payments to present or past officers will
be provided. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1954 Mtg., Bd. Dec. 159

Cross References
41.080.27. Officer and Staff Attendance at Youth Exchange Regional Meetings

68.060. Rotary Foundation Apportionments
68.060.1. Financial Impact of Foundation Activities
The general secretary is requested to provide an annual update of the financial impact ofFoundation activities (including the Permanent Fund initiative) incurred by RI, to ensureeach organization is charged its fair share of expenses. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1996 Mtg., Bd. Dec. 339

68.060.2. Joint Committee to Review Allocation of Costs Between RI and TRF
The RI president and the chairman of The Rotary Foundation Trustees shall each appoint
two members of their respective bodies each year to a joint committee of Directors andTrustees to review and recommend to the Board and Trustees any changes required to
RI’s methodology and allocation of costs to the Foundation. (June 2004 Mtg., Bd. Dec.
294)
Source: February 1998 Mtg., Bd. Dec. 314; Amended by June 2004 Mtg., Bd. Dec. 294

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68.060.3. Annual Allocation of TRF Costs
Budgeted allocations for future Rotary years shall be based on an analysis of actual
experience for the prior calendar year. All methods of allocation shall remain in effectuntil both the RI Board and the Foundation Trustees agree to make any change. (June2001 Mtg., Bd. Dec. 310)
Source: February 2001 Mtg., Bd. Dec. 276

68.060.4. Rotary Foundation Space Allocation
The cost of occupancy of One Rotary Center shall be the same cost per square foot for
both RI and TRF. The cost allocation shall be based on the percentage of space (bothdirect and indirect occupancy) occupied by RI and TRF. The base cost shall be the net
operating expense. (June 2001 Mtg., Bd. Dec. 310)
Source: February 2001 Mtg., Bd. Dec. 276

68.060.5. Allocation of International Office Costs
The Board shall review TRF allocations for all international offices on an annual basis.
Wherever possible, direct Foundation costs will be controlled in separate Foundation costcenters within the international offices’ budgets. (November 2004 Mtg., Bd. Dec. 58)
Source: May 2000 Mtg., Bd. Dec. 376; June 2004 Mtg., Bd. Dec. 294

68.060.6. Allocation of International Assembly Costs
The allocation of costs of the International Assembly shall be based on a percentage oftime used by the Foundation. (November 2004 Mtg., Bd. Dec. 58)
Source: June 2004 Mtg., Bd. Dec. 294

68.060.7. Allocation for Presidential Celebrations
The allocation for presidential celebrations shall be considered annually by the presidentelect and the trustee vice-chairman. (November 2004 Mtg., Bd. Dec. 58)
Source: June 2004 Mtg., Bd. Dec. 294

68.060.8. Information Systems Costs
The methodology for allocating information systems costs shall be based, where possible,
on specific project identification and actual project costs. Information systems projects
performed for the Foundation shall be agreed to by the general secretary, the TRF generalmanager, the RI chief information officer, the RI chief financial officer, and approved by
the trustee chairman. (November 2004 Mtg., Bd. Dec. 58)
Source: June 2004 Mtg., Bd. Dec. 294

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68.070. Miscellaneous Expenses
68.070.1. Club and District Finances
Financial support shall not be provided to districts or clubs that accept the invitation to be
involved in extension to new countries. Clubs in new countries shall be instructed andguided by the Secretariat to become financially self-sufficient as quickly as possible.
(June 1998 Mtg., Bd. Dec. 348)
Source: May 1991 Mtg., Bd. Dec. 357

68.070.2. Funding for the Paul P. Harris Memorial Building
Financial support shall be provided for the maintenance of the Paul P. Harris Memorial
Building in Wallingford, Vermont, USA, based upon documented expenses from District
7870, and not to exceed US$5,000 annually. (November 2007 Mtg., Bd. Dec. 32)
Source: March 1994 Mtg., Bd. Dec. 212; Amended by June 2007 Mtg., Bd. Dec. 271

68.070.3. Substantiation of Reimbursement of Reimbursable Expenses
All requests for reimbursement of business expenses shall be submitted on a RI expensestatement within 60 days of when the expenses were incurred. All expenses in excess of
US$75 must be substantiated with a receipt. Expense statements received after 60 days
will not be reimbursed unless authorized by the general secretary in exceptional cases
where circumstances warrant such action. (November 2004 Mtg., Bd. Dec. 159)
Source: February 1999 Mtg., Bd. Dec. 272; Amended by November 2004 Mtg., Bd. Dec. 159

Cross References
35.030. Invitations for RI to Attend Meetings of Other Organizations
36.020.3. Support for RI Representatives to UN
41.020.14. Rotaract Finances
41.020.15. RI Representation at Regional Rotaract Meetings
48.020. Translation Expenses
51.020.3. Financial Support for Rotary World Magazine Press Editors Seminar
51.040. Guidelines for New Publications
51.050. Publications Market Research and Finances
57.130. Convention Finances
58.070. International Assembly Finances
59.070. Council on Legislation Finances
60.020.1. Regional Magazine Editors’ Expenses at International Institute60.040. International Institute Finances
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Article 69. Investments
69.010. Investment Policy Statement – Rotary International General Surplus Fund
69.020. General Surplus Reserve Policy
69.030. Cash Management
69.040. Restricted Currencies
69.050. Fiscal Agents
69.060. Budgeted Investment Earnings and Investment Earnings Reserve69.010. Investment Policy Statement – Rotary International General Surplus Fund69.010.1. Objective
The primary objective of the General Surplus Fund, hereinafter referred to as “the Fund,”is to provide for the long-term financial security of RI. The Fund includes RotaryInternational’s (1) unrestricted cash, plus (2) marketable securities, plus (or minus) (3)any receivable (or payable) from (or to) The Rotary Foundation. (November 2002 Mtg.,
Bd. Dec. 183)
Source: November 1996, Mtg., Bd. Dec. 151 Amended by June 1998 Mtg., Bd. Dec. 391; August 2000 Mtg., Bd. Dec. 90; June
2002 Mtg., Bd. Dec. 302; November 2002 Mtg., Bd. Dec. 183

69.010.2. Delegation of Responsibilities
The Board of Directors of Rotary International is responsible for setting overall
investment policy, including the investment objectives and asset allocation strategy, andfor approving any changes to this Investment Policy Statement (IPS).
The RI Finance Committee is responsible for recommending investment policies and formonitoring the performance of investment managers. Because the Fund’s assets areinvested with The Rotary Foundation’s assets, the Chair of the RI Finance Committee
and a member of the RI Finance Committee appointed by the Chair will attend meetingsof The Rotary Foundation’s Investment Advisory Committee (IAC) when investment
matters affecting both organizations are discussed. As part of its responsibilities, the IAC
recommends the hiring and termination of investment managers.
The general secretary is responsible for the daily operation of and compliance with the
IPS on behalf of the Board of Directors. Such daily operations and compliance shall
include the implementation of the Board of Directors decisions, and termination andhiring of investment managers, with approval of the IAC.
The investment consultant is responsible for developing and recommending asset
allocation strategies, monitoring the Fund’s investments, researching and recommending
investment vehicles and managers to members of the RI Finance Committee and theinvestment staff, and providing timely investment reports to the RI Finance Committee
and the investment staff.

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The investment managers appointed to execute the policy will invest the Fund inaccordance with the Fund’s investment guidelines and the managers’ judgments
concerning relative investment values. (November 2009 Mtg., Bd. Dec. 98)
Source: November 1996 Mtg., Bd. Dec. 151; Amended by June 2001 Mtg., Bd. Dec. 430; May 2003 Mtg., Bd. Dec. 324; November
2009 Mtg., Bd. Dec. 98

69.010.3. Allocation of Assets
Over the long-term, the asset allocation policy will be the key determinant of the returns
generated by the Fund and the associated volatility of returns. Based on the Fund’s
objectives and circumstances, the Board has developed the following asset mix
guidelines:

U.S. Equities
Non-U.S. Equities
Total Equities
Fixed Income

Minimum
30%
20%
55%
35%

Percent of Total Fund
TargetMaximum
35%
40%
25%
30%
60%
65%
40%
45%

The Fund will be rebalanced any time an asset class exceeds the minimum or maximum
allocation specified above. Routine cash flows will be used to maintain the allocation as
close as practical to the target allocations. If routine cash flows are insufficient tomaintain the allocation within the permissible ranges as of any calendar quarter-end,balances will be transferred as necessary between asset classes to bring the allocationback within the permissible ranges. (January 2009 Mtg., Bd. Dec. 132)
Source: June 2001 Mtg., Bd. Dec. 430; Amended by May 2003 Mtg., Bd. Dec. 426; November 2008 Mtg., Bd. Dec. 113

69.010.4. Investment Manager Structure
To implement its asset allocation policy, the Board has developed the following
investment manager structure for the U.S. equity component of the Fund:
Segment of Market
broad market index fundenhanced index fundlarge cap growthlarge cap value
small cap growthsmall cap value% of Total
20%
20%
20%
20%
10%
10%

(June 2005 Mtg., Bd. Dec. 334)
Source: June 2001 Mtg., Bd. Dec. 430; Amended by June 2005 Mtg., Bd. Dec. 334

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69.010.5. Investment Guidelines
The Fund will invest in the U.S. Equity General Partnership II, the International Equity
General Partnership II, and the Fixed Income General Partnership II of the RotaryFoundation of Rotary International and Rotary International. There are separate manager
guidelines for each of these partnerships. (May 2003 Mtg., Bd. Dec. 426)
Source: May 2003 Mtg., Bd. Dec. 426

69.010.6. Investment Performance Objective
The investment objective of the General Fund is to achieve a rate of return consistent
with the target allocation table shown above (see section 69.010.3.). Over a three- to
five-year period, the rate of return earned by the Fund should exceed the annualized total
return of a custom index that comprises the following three indexes:• Wilshire 5000 Stock Index (45% weight)• M.S.C.I. All Country World Ex-U.S. Free Index (15% weight)• Lehman Brothers Aggregate Bond Index (40% weight)
For performance evaluation purposes, all rates of return will be examined on a net-of-fee
basis. (May 2003 Mtg., Bd. Dec. 325)
Source: November 1996 Mtg., Bd. Dec. 151; Amended by June 2001 Mtg., Bd. Dec. 430; May 2003 Mtg., Bd. Dec. 325

69.010.7. Diversification
The Fund is to be broadly diversified across several asset classes so as to limit the impactof large losses from any one asset class on the overall portfolio. (May 2003 Mtg., Bd.
Dec. 426)
Source: November 1996 Mtg., Bd. Dec. 151; Amended by May 2003 Mtg., Bd. Dec. 426

69.010.8. Liquidity Needs
The general secretary or his delegates shall arrange for cash withdrawals to meet theFund’s spending needs. The source of funds for these withdrawals will be based on
rebalancing and cost considerations. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1996 Mtg., Bd. Dec. 151

69.010.9. Proxy Voting
The Board of Directors of Rotary International has delegated investment management
responsibilities to various independent investment managers. The Board delegates thefull responsibility to vote proxies to these investment managers. The Board expects each
investment manager to vote all proxies prudently and in the interest of the Fund. (June1998 Mtg., Bd. Dec. 348)
Source: November 1996 Mtg., Bd. Dec. 151

69.010.10. Review of Investment Objectives
The achievement of investment objectives will be reviewed on an annual basis. This
review will focus on the continued feasibility of achieving the objectives and thecontinued appropriateness of the investment policy. It is not expected that the investment

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policy will change frequently; in particular, short-term changes in the financial markets
should generally not require an adjustment in the investment policy. (November 2001
Mtg., Bd. Dec. 45)
Source: November 1996 Mtg., Bd. Dec. 151; Amended by June 2001 Mtg., Bd. Dec. 430

69.010.11. Review of Investment Managers
The Board will review results of all managers at least semiannually. With a perspective
toward three-year and five-year time horizons, the Board will evaluate whether eachmanager has:
• Performed satisfactorily when compared with the specific objectives for its portfolio;• Produced results that compare favorably to other investment management
organizations managing similar portfolios;• Exceeded the returns of appropriate market indices;• Made portfolio management decisions that were reasonable and effective in view ofcapital market developments; and• Adhered to the relevant policies and objectives.
Among the events that the Board will examine closely in its review of investment
managers are:
• Poor results relative to objectives over a fairly short period of time (e.g., one year);• Poor absolute performance over a three-to-five year period;• The departure of one or more key investment professionals;• Violation of an investment guideline; and• Material changes in the manager’s organization, such as philosophical and personnel
changes, acquisitions or losses of major accounts, a change in ownership or control of
the investment management organization, etc.
The Board will evaluate investment managers and events in light of the current situationand other related factors. (November 2001 Mtg., Bd. Dec. 45)
Source: November 1996 Mtg., Bd. Dec. 151; Amended by June 2001 Mtg., Bd. Dec. 430

69.010.12. Reporting Requirements
Within six weeks after the end of each calendar quarter, staff and/or the Fund’sinvestment consultant will prepare a report containing information on the investment
performance of the Fund in total and for each manager.
Each active investment manager will be required to submit a quarterly report within six
weeks after the end of each calendar quarter containing the following information:a. Overview of financial markets with comments on economic and market factors whichhave impacted the performance of the portfolio manager’s decisions.
b. Review of investment performance (net of fees) for the quarter, fiscal year-to-date(June 30) and since-inception of the account with comments on any policy or strategy
changes which contributed either positively or negatively to that performance.

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Discussion of those factors which the manager believes are likely to impact
performance over the next 12 months, and what the manager’s strategy is likely to be
in response to those factors.

d. Where appropriate, the use of any derivative product during the quarter, including
information concerning the rationale behind the position and the size of thetransaction.
e. Comments on any material change in personnel, investment strategy or other pertinent
information potentially affecting performance.
f. List of the securities in the portfolio at the end of the quarter.
At the end of each calendar year, the investment manager will prepare a report regarding
their proxy voting activities for that year, and include the information in the December
quarterly report. (November 2001 Mtg., Bd. Dec. 45)
Source: November 1996 Mtg., Bd. Dec. 151; Amended by June 2001 Mtg., Bd. Dec. 430

69.010.13. Procedures for Immediate Termination of Investment Managers
The RI Board has established the following procedures to be followed whencircumstances warrant the immediate termination of an investment manager.
1. Rotary’s investment consultant and staff will inform the general secretary of any
adverse situation in which they recommend immediate termination of an investment
manager.
2. The general secretary will immediately notify the RI president and the Foundation
chairman of the situation and the recommendation to terminate the investment manager.
3. Upon direction of the RI president and the Foundation chairman, the general secretary
will instruct staff to inform the investment manager of Rotary’s decision to terminate therelationship.
4. Staff will phone the manager, and will send a written confirmation of the termination.
5. Staff will phone the custodian bank to inform them of the manager’s termination andinstruct the bank to no longer accept instructions from the manager. A written
confirmation of the termination will be sent to the custodian bank.
6. At the next RI Board and Trustee meetings, an item will be prepared advising theBoards of both Rotary International and The Rotary Foundation of the situation and thetermination of the manager. The RI Board will be asked to approve the action of the RI
president, while the Board of Trustees will be asked to approve the action of the chairmanof the Trustees. (May 2003 Mtg., Bd. Dec. 325)
Source: November 2001 Mtg., Bd. Dec. 139

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69.010.14. Investment Restrictions
The Fund may not invest in commodities or non-exchange traded real estate investment
trusts. (November 2001 Mtg., Bd. Dec. 45)
Source: June 2001 Mtg., Bd. Dec. 430

69.010.15. Status of RI Investments
The general secretary shall post to the directors’ secure Web site the status of RI
investments as soon as it becomes available. (January 2009 Mtg., Bd. Dec. 195)
Source: April 1991 Mtg., Bd. Dec. 312; Amended by January 2009 Mtg., Bd. Dec. 195

69.020. General Surplus Reserve Policy
Rotary International’s general surplus reserve policy is to maintain a reserve at an amount equal
to Board-designated funds, plus 85% of the highest level of annual expenses, during the mostrecent three-year period, excluding the self-financing expenditures of the annual convention and
the Council on Legislation. Board-designated funds are defined as the sum of the convention
expense reserve (see section 57.130.3), plus the investment earnings reserve (see section 69.060),
plus any other reserves so designated by the Board. These funds shall be so designated in RotaryInternational’s financial statements. (June 2008 Mtg., Bd. Dec. 290)
Source: June 2002 Mtg., Bd. Dec. 302; November 2002 Mtg., Bd. Dec. 183. Amended by May 2003 Mtg., Bd. Dec. 325; November 2004 Mtg.,
Bd. Dec. 155; June 2008 Mtg., Bd. Dec. 290

69.030. Cash Management
69.030.1. Investments from Cash Accounts
Cash deposits wherever held shall be invested in such a way as to develop the best rate of
return consistent with liquidity and safety. Temporary cash surplus funds held in the
U.S.A. shall be invested in short term investments of appropriate term and amount inaccordance with the quarterly cash flow statement when such investments will provide agreater return than ordinary savings accounts. The general secretary is instructed torequest from depositories of RI funds, wherever located, a monthly statement of accounts
held by RI. (June 2001 Mtg., Bd. Dec. 310)
Source: April-May 1978 Mtg., Bd. Dec. 374; June 2001 Mtg., Bd. Dec. 310

69.030.2. Foreign Currency Management Policy
RI has adopted a “Foreign Currency Management Policy” as follows:
1.0 Purpose
1.1 To mitigate foreign exchange exposure wherever possible in order to reduce theunexpected increases and decreases to earnings that are caused by significant
fluctuations in currency rates.

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2.0 Definition of Exposures
2.1 Transaction - transaction exposure is the exposure of balance sheet accounts such asaccounts receivable or accounts payable to a change in foreign exchange rates
between the time a transaction is booked and the time it is paid. An example oftransaction exposure is scholarship payments that are booked at the RI rate whencommitted, and then charged at the RI rate in effect when the payments are made.
2.2 Translation - exposure that arises due to the need to translate foreign financial
statements into U.S. dollars. Currency exchange rates from the prior quarter arecompared to those of the current quarter and the change in value is applied to thebalances held at quarter-end. Month-end non-U.S. investment balances and bankbalances are translated.
2.3 Economic exposure - anticipated - exposure of anticipated cash flows to unexpected
rate changes in the future. An example would be the transfer of funds between
the international offices and World Headquarters.
2.4 Internal exposure - an intra-company exposure resulting from the use of the RI
exchange rate instead of the actual exchange rate. Examples are dues paid in
local currency at the prior month’s RI rate but booked at the current month’s RI
rate, or program-related expenses paid in local currency and booked at thebudgeted RI rate, but paid at the prevailing market rate.
3.0 Goals
3.1 Minimize the need to enter into foreign exchange contracts by effectively managing
cash on a global basis.
3.2 Minimize the risk of loss rather than maximizing opportunities for gain that arise
from foreign exchange exposures.
3.3 Minimize the transaction costs associated with a foreign exchange risk management
program.
4.0 Responsibility
4.1 Centralized control and direction of foreign exchange activities are necessary toensure an efficient approach to controlling Rotary’s worldwide exposures invarious foreign currencies. Accordingly, overall responsibility for managementof Rotary’s exposures will reside in the Cash Management Department at World
Headquarters.
5.0 Authority to Hedge Foreign Currency Exposure
5.1 The Manager, Cash Management, acting in concert with either the Chief Financial
Officer or the Manager, Investment and Treasury Division, is authorized to enter
into contracts in accordance with this policy to hedge Rotary’s foreign currency
exposure.

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6.0 Policy
6.1 All local currency inflows will be netted against expected local currency outflows.
Any net excess currency will be transferred from the local bankaccount into another currency that is needed. Currency should be maintained inlocal bank accounts only if: (1) required to meet near-term local Foundation
program expenses or operational expenses of the international offices, or (2)currency restrictions prohibit the transfer of funds.
6.2 Due to the risks associated with using forecasted numbers, anticipated exposures
such as expected transfers from the international offices, will not be hedged 100%
unless hedged through the use of foreign currency options. In general, Rotary
will attempt to hedge up to 75% of an identified foreign exchange exposure, any
particular transaction, or a series of related transactions which have an impact on
the Statement of Activities, or cash flow.
6.3

Translation exposure may be hedged but only if the funds will not be utilized
locally and currency restrictions prohibit the transfer of funds.

6.4 Any action taken to protect against foreign exchange risk must be economicallyjustified.
6.5

Hedging techniques will be applied only to offset or eliminate an actual or
anticipated exposure and not to create a speculative exposure that did notpreviously exist.

6.6 Foreign exchange instruments that can be used to hedge Rotary’s currency exposure
include forward contracts, foreign currency options, and combinations thereof.
6.7 To control counter-party risk, Rotary can enter into foreign exchange contracts tohedge Rotary’s currency exposure only with financial institutions that have public
debt ratings of A or better from either Moody’s or Standard and Poor’s.
6.8 Financial instruments may be used to cover future periods of 1 to 365 days (12months). Any use of financial instruments beyond 12 months from the date of
execution of the financial instrument must have prior approval from the Chief
Financial Officer.
6.9 It is the responsibility of the Manager, Cash Management, to maintain exact recordsof all foreign exchange transactions. Further, it is his or her responsibility to
document all transactions and to inform all departments that have a requirement torecord or need to know of such transactions.
7.0 Procedures:
Global Cash Management:
7.1 Excess Pounds Sterling received from RIBI or the Rotary Foundation of the United
Kingdom will be transferred to World Headquarters at least quarterly.

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7.2 Excess Japanese Yen will be transferred to World Headquarters at least monthly.
7.3 Excess Korean Won will be transferred at least bi-monthly.
7.4 Excess Euros will be transferred to World Headquarters at least quarterly.
7.5 Excess Canadian Dollars will be transferred to World Headquarters at least quarterly.
7.6 Other local currency balances will be monitored on a regular basis. The CashManagement Department will instruct international offices and fiscal agents totransfer excess funds.
7.7 The above cash management procedures can be modified as needed.
Foreign Exchange hedging:
7.8 In executing this policy, the Manager, Investment and Treasury Division, and theManager, Cash Management, will analyze each exposure to be hedged and will
utilize their technical expertise and prudent judgment in determining thefollowing:• when to place the hedge• what percentage of the exposure to hedge• whether the entire desired hedge percentage should be placed at one time, orover a period of time
• what type of hedging vehicle to utilize• when to unwind the hedge, if appropriate• how far into the future the hedge should be placed
7.9 The appropriate hedging strategy will be based on:• time horizon until exposure is recognized• volatility of the currency• expectation of future exchange rates• acceptance range for currency fluctuations• Rotary’s aversion to risk
• reliability of the data used
• cost7.10 In contemplating the placement of a hedge, Treasury will review the accounting
treatment with the Controller Division prior to entering into a hedging contract.
This will assure that there are no unfavorable accounting impacts encounteredwith the hedge.
7.11 The Treasury Department may seek bids for any hedging contract where the U.S.
Dollar equivalent is less than $1,000,000. All contracts where the U.S. Dollar
equivalent is $1,000,000 or more must be competitively bid. In so doing, thelowest cost option for Rotary will be selected.

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7.12 On an ongoing basis, the Manager, Investment and Treasury Division and theManager, Cash Management, will continue to review Rotary’s business
operations with the goal of identifying foreign exchange exposures. From there, ahedging strategy, if appropriate, will be formulated.
GLOSSARY
Economic exposure - This exposure refers to potential real economic loss due to currency
rate fluctuations. It includes translation exposure and transaction exposures in a pureaccount sense, as defined by FASB #52, as well as exposures not highlighted in thefinancial statements. This would include commitments of Rotary not yet recognized astransactions under FASB #52. Also, economic exposure includes future anticipatedcashflows such as contributions and dues. Such exposures may be subjected to real
economic loss should foreign currency values decline. However, because these
exposures are projected, traditional accounting statements do not recognize their
existence. Hedges of economic exposure are typically recognized on accounting
statements and therefore may impact the Statement of Activity while not being offset byunderlying exposures.
Foreign exchange rates - the equivalent number of units of one currency per unit of adifferent currency. There are two ways to quote foreign exchange rates: the U.S. dollar
equivalent of a unit of the foreign currency, or the amount of the foreign currency per
U.S. dollar.
Hedging - refers to the reduction or elimination of risk through the use of forwards,
futures or options. Hedging may entail giving up some opportunity gain in order toreduce risk.
Hedging vehicles:• forward contracts - A forward contract is a contractual obligation to buy or sell a
specific amount of foreign currency at a specific price for delivery at a future date.
The forward contract price (rate) is determined by the interest rate differential
between the two currencies involved. Forward rates are quoted at a premium or
discount to the spot or current rate depending on the interest differential rate between
the currencies involved.
• options - A currency option is the right, but not the obligation, to buy or sell apredetermined amount of currency, at a specific exchange rate for a specific date. An
up-front fee, the premium, is paid for this right. A PUT is the right, but not the
obligation, to SELL a currency at a predetermined rate. A CALL is the right, but not
the obligation, to BUY a currency at a predetermined rate.
Spot rate - current market rate of currency.
Transaction exposure - arises whenever a company commits to pay or receive funds in acurrency other than its functional currency.

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Translation exposure - the risk that financial statements of overseas units will gain or lose
value because of exchange rate movements when translated into the currency of theparent company upon consolidation. (June 2009 Mtg., Bd. Dec. 272)
Source: June 1998 Mtg., Bd. Dec. 395; Amended by May 2003 Mtg., Bd. Dec. 325; November 2004 Mtg., Bd. Dec. 58; June 2009
Mtg., Bd. Dec. 272

69.040. Restricted Currencies
It is the policy of RI to minimize funds in countries where the transfer and investment of RI
funds are restricted. (June 1998 Mtg., Bd. Dec. 348)
Source: October 1985 Mtg., Bd. Dec. 112; February-March 1987 Mtg., Bd. Dec. 315

69.040.1. Protection of Deposits in Restricted Currency Countries
The general secretary should take appropriate action to protect the US$ value of deposits
in restricted currency countries. The general secretary shall expedite the transfer ofrestricted funds to RI's World Headquarters, and in the interim, utilize the funds for local
expenditures wherever possible. (June 1998 Mtg., Bd. Dec. 348)
Source: January-February 1989 Mtg., Bd. Dec. 265

69.040.2. TRF’s Use of RI Restricted Funds
RI restricted funds shall be used for Foundation programs in restricted currency
countries. In such cases, RI shall receive US$ credit for the use of such funds. (June1998 Mtg., Bd. Dec. 348)
Source: April 1991 Mtg., Bd. Dec. 314

Cross References
58.070.2. Payment for International Assembly Attendance in Restricted Currency Countries

69.050. Fiscal Agents
69.050.1. Audits of Fiscal Agents
Audits of RI fiscal agents shall be conducted by local public accounting firms. (June1998 Mtg., Bd. Dec. 348)
Source: March 1994 Mtg., Bd. Dec. 208

69.050. 2. Term of Appointment of Fiscal AgentsThe office of a fiscal agent shall be for a period of one Rotary year with the provision thatthe fiscal agent may be reappointed on an annual basis for a period not to exceed five
years, unless the Board for practical reasons specifically approves otherwise. The fiscal
agent shall countersign a copy of the letter of appointment specifying his term. (June1998 Mtg., Bd. Dec. 348)
Source: February 1980 Mtg., Bd. Dec. 310

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Cross References
31.060.3. Fiscal Agent Systems

69.060. Budgeted Investment Earnings and Investment Earnings Reserve
The investment rate of return assumption used for the budget and five-year financial forecast will
be determined annually based on the status of the investment earnings reserve and current
financial market conditions. The RI Board has established an investment earnings reserve. If in
any year investment earnings are less than budgeted investment earnings, any shortfall will befunded from the investment earnings reserve fund as a transfer of Board-designated funds. If in
any year investment earnings are greater than the budgeted investment earnings, that excess willbe transferred to the investment earnings reserve fund, subject to a maximum reserve of US$12
million. Any transfer from the investment earnings reserve is to provide for any shortfall ininvestment earnings and is not for the use of additional general operating expenses. (June 2009
Mtg., Bd. Dec. 271)
Source: June 2002 Mtg., Bd. Dec. 302; June 2004 Mtg., Bd. Dec. 298; Amended by November 2004 Mtg., Bd. Dec. 58; November 2007 Mtg.,
Bd. Dec. 121; June 2009 Mtg., Bd. Dec. 271

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Article 70. Revenues
70.010.
70.020.
70.030.
70.040.

Per Capita Dues
Licensing
Invoices
Publications

70.010. Per Capita Dues
There is no exception to the constitutional requirement for uniform per capita dues. All
payments to RI shall be at the current rate of exchange as determined by RI for each semiannual
period. (June 1998 Mtg., Bd. Dec. 348)
Source: April 1991 Mtg., Bd. Dec. 315

70.010.1. Standardized Membership Reporting and Billing
There shall be standardized reporting requirements for all RI International Offices and
RIBI. The general secretary shall implement standardized membership reporting andbilling for semiannual dues for all Rotary clubs. (February 1999 Mtg., Bd. Dec. 196)
Source: October 1998 Mtg., Bd. Dec. 130

70.010.2. Refunds or Prorating of Per Capita DuesThe general secretary may make from time to time such adjustments in and refunds of the
per capita dues and subscriptions paid by any club in cases where clubs have paid per
capita dues and subscriptions for members who have died, resigned, or have been
dropped from the rolls of the club without having paid any club dues for the period.
(May 2000 Mtg., Bd. Dec. 398)
Source: May-June 1935 Mtg., Bd. Dec. 321

70.010.3. Annual Budgeting for Dues Revenue
For all RI budgets, the anticipated dues revenue shall be based on the number of duespaying Rotarians at the time of the 1 January (six months prior to the budget year)
semiannual reports. (February 2003 Mtg., Bd. Dec. 194)
Source: November 2002 Mtg., Bd. Dec. 184

Cross References
9.020. Clubs in Arrears to RI
18.050.5. Minimum Number of Charter Members
18.050.14. Per Capita Dues for Newly Admitted Clubs

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70.020. Licensing(See also Article 34 “Licensing”)
70.020.1. Licensee Royalties
The Board strongly supports the protection of the Rotary name and emblem fromunauthorized commercial use. The general secretary is requested to take whatever steps
are necessary to ensure continual compliance with RI's licensing agreements, whichassure the maximum receipt of revenues to RI. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1990 Mtg., Bd. Dec. 194

70.020.2. Review of Policy on Royalties from Sale of RI-Emblem Merchandise
The general secretary will establish and monitor annual licensing targets and budgets, andmake regular reports to the Board on progress in this area. (June 1998 Mtg., Bd. Dec.
348)
Source: October 1993 Mtg., Bd. Dec. 93, pt. 1e; November 1996 Mtg., Bd. Dec. 69

70.020.3. Royalties on Rotary Emblem Merchandise to the PolioPlus FundAny royalty fees received by Rotary International for the sale of items that promote the
PolioPlus campaign will be transferred to the Foundation’s PolioPlus Fund. (June 1998
Mtg., Bd. Dec. 348)
Source: June 1987 Mtg., Bd. Dec. 49

70.020.4. Royalties on Rotary Emblem Merchandise to The Rotary Foundation Annual
Programs FundAny royalty fees received by Rotary International for the sale of items under the Type 4C
license will be transferred to the Foundation’s Annual Programs Fund. (February 2007
Mtg., Bd. Dec. 157)
Source: February 2007 Mtg., Bd. Dec. 157

Cross References
34.020. Granting of an RI License

70.030. Invoices
All RI invoices from World Headquarters will be billed only in US dollars. RI invoices billedfrom RI international offices will be billed in the currency of the club’s country. (June 1999
Mtg., Bd. Dec. 298)
Source: November 1990 Mtg., Bd. Dec. 196. Amended by June 1999 Mtg., Bd. Dec. 298

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505

70.040. Publications
70.040.1. Rates for Advertising in The Rotarian Magazine
The Board shall approve the advertising rates for The Rotarian magazine. (June 1998
Mtg., Bd. Dec. 348)
Source: October 1993 Mtg., Bd. Dec. 108

70.040.2. Collection of Subscription Moneys for Regional Magazines in India
The RI South Asia Office (Delhi) shall receive subscription moneys for the regionalmagazines in India, along with the semiannual per capita dues collection. Suchsubscription moneys shall be transmitted to the Rotary News Trust, with any costs
incurred for this activity to be reimbursed to Rotary International. (May 2003 Mtg., Bd.
Dec. 325)
Source: May 1993 Mtg., Bd. Dec. 263; Amended by May 2003 Mtg., Bd. Dec. 325

70.040.3. Collection of Revenues for Revista Rotaria Magazine
RI shall collect revenues for Revista Rotaria, subject to a review every two years. (June2008 Mtg., Bd. Dec. 227)
Source: November 1995 Mtg., Bd. Dec. 111; Amended by June 2008 Mtg., Bd. Dec. 227

70.040.4. Revenue Plan for RI Web Community
Rotary International will solicit advertising for its Web site. Such advertising will
include display advertisements (banner ads) as well as links to advertisers’ own Web sites
or online catalogs. Advertising policy, guidelines, and rates will be the same as thosealready established for advertising on the Web pages of The Rotarian magazine. Suchpolicy, guidelines, and rates will be adjusted from time to time, as appropriate.
Rotary International will solicit advertising from official licensees and will create a
special marketplace section for licensees on the RI Web site. This section will include
display advertising as well as links to the individual vendors’ sites and catalogs.
Guidelines and information for prospective licensees will also be part of this section.
Rotary International will solicit classified ads for an expanded version of the online
Emporium section of the magazine. Policy, guidelines, and rates will be the same as thoseestablished for the online Emporium section. Such policy, guidelines, and rates will be
adjusted from time to time, as appropriate.
Rotary International will create a portal for advertisers that will be accessed via a link on
the homepage. The portal will function as an online marketplace and include display
advertising and links to a variety of reputable online advertisers. The organization will
earn revenue based on the amount of purchases made by visitors to the portal via the RI
Web site. The general secretary will determine whether it is more cost-effective for theorganization to maintain the portal or to engage an outside firm to create and maintain the
portal.

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506

Rotary International will provide video and audio webcasting of selected Convention andconference speeches and other Rotary events and make them available to Rotarians either
live online or as archived material for download. These webcasts will be offered for saleat reasonable cost. The general secretary will determine whether it is more cost-effective
to engage an outside firm for this service or for staff to provide the service. (February
2001 Mtg., Bd. Dec. 202)
Source: November 2000 Mtg., Bd. Dec. 167

Cross References
51.010.5. Official Magazine Advertising PolicyRotary Code of Policies
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507

Article 71. Risk Management and Insurance
71.010. Risk Management
71.020. Umbrella Liability Coverage
71.030. Business Interruption
71.040. Accidental Death and Dismemberment
71.050. Liability Coverage for RI Directors and Officers
71.060. RI Travel Medical
71.070. RI Meetings and Programs
71.080. Club and District Liability Insurance

71.010. Risk Management
71.010.1. Risk Management Guidelines for Rotary Institutes
1. Before entering into any contracts or other formal agreements to secure meeting
accommodations and services, the convener should have legal or insurance counsel
review any sections referring to indemnification and liability for injury or damage to thepersons and property of others.
2. Any requests from a venue or service provider to provide indemnity from RI for ouracts should be carefully reviewed. One concern is RI’s responsibility for physicaldamage to buildings at the venue due to negligence on the part of RI or an instituteparticipant. RI’s liability could potentially result in a multi-million dollar expense if notaddressed. If possible, RI’s responsibility for such damage should be limited in thecontract to an amount not greater than $5 million and the venue’s insurer should agree toprovide a waiver of their subrogation rights. This is not unreasonable given that RI is
paying a fee for use of the venue and this fee indirectly funds the cost of their insurance.
3. Service providers should be required to provide evidence of the insurance coverage they
maintain and, ideally, this requirement should be specified in any contracts with them. This
practice is commonplace in the USA and is becoming more widely used outside the USA in
recent years.
4. Another potential source of catastrophic risk exposure is the area of transportation.
Whenever possible, institute organizers should have participants purchase transportation
services directly from the providers. If this is not possible for a particular institute, ensurethat there are formal contracts in place for all transportation service providers that include anindemnity provision and insurance requirements. In addition, insurance certificates should berequested and carefully reviewed.
5. Institute organizers should carefully review any required rules or operating procedures thatare required by venue management. These rules will often provide information on laws in
the country which may be pertinent to institute participants or may be a great resource for“best practices” in that particular facility for safety and risk management. It is in the bestinterests of Rotary for institute organizers to understand the venue’s rules and ensure that ourorganization does not introduce hazards in the course of our event. It should also be notedthat venues may be able to assess fines or other penalties to organizations violating theirrequirements.

Rotary Code of Policies
June 2010508

6. In the event that the institute plans to pay the expenses of institute speakers or otherparticipants residing outside the host country, the issue of travel medical and accident
insurance should be addressed. Many standard medical insurance plans do not fully
respond to costs incurred outside one’s home country, and it is rare for any plan toinclude medical evacuation and repatriation benefits. Evacuations can involve the needfor medical personnel while in transit and private aircraft or other specialized equipment,
which may cost tens of thousands of dollars. (June 2002 Mtg., Bd. Dec. 273)
Source: June 1997 Mtg., Bd. Dec. 329; Amended by June 2002 Mtg., Bd. Dec. 273

71.010.2. Risk Management for Travel Operations
Whenever general officers, incoming general officers and senior staff personnel of RI
travel as a group, by air or ground transportation, they shall travel in more than one
group, each group to be transported separately. The president and general secretary areauthorized to approve exceptions to this policy as appropriate after consideration of therisks involved to the organization. (June 1998 Mtg., Bd. Dec. 348)
Source: July 1978 Mtg., Bd. Dec. 10. Affirmed by November 1997 Mtg., Bd. Dec. 191

71.020. Umbrella Liability Coverage
The general secretary is requested to increase RI’s liability coverage under its umbrella insurance
policy from US$20 million to US$25 million. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1994 Mtg., Bd. Dec. 123

71.030. Business Interruption
RI’s business interruption/extra expense insurance limits shall be US$6 million. (June 1998
Mtg., Bd. Dec. 348)
Source: November 1996 Mtg., Bd. Dec. 152

71.040. Accidental Death and Dismemberment
RI’s accidental death and dismemberment benefit shall be as follows:
Class 1President, president-elect, their spouses $1,000,000
Class 2
Directors, Trustees, their spouses
Class 3
Committee members, employees(June 1998 Mtg., Bd. Dec. 348)

$500,000$300,000

Source: February 1996 Mtg., Bd. Dec. 160, App. A(3)Rotary Code of Policies
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509

71.050. Liability Coverage for RI Directors and Officers
The general secretary shall obtain liability insurance for general officers of RI. (June 2007 Mtg.,
Bd. Dec. 226)
Source: March 1983 Mtg., Bd. Dec. 222

Cross Reference
28.100. Indemnification of RI Directors and Officers

71.060. RI Travel Medical
71.060.1. Travel-Related Insurance Funded by RI
The Board has outlined RI’s strategy for travel accident insurance available to RI
travelers. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1997 Mtg. Bd. Dec. 191

71.060.2. International Assembly Travel Medical Insurance
RI shall obtain travel medical insurance coverage for those official participants in theInternational Assembly not otherwise insured by RI, The Rotary Foundation or RIBI.
(June 1998 Mtg., Bd. Dec. 348)
Source: November 1996 Mtg., Bd. Dec. 112

71.060.3. Travel Medical Insurance for RI Directors
The general secretary is authorized to obtain travel medical insurance for directors (andtheir spouses when accompanying them). (June 1998 Mtg., Bd. Dec. 348)
Source: May 1991 Mtg., Bd. Dec. 382

71.060.4. Payment of Travel Medical Insurance for Past RI Presidents
RI will provide travel medical insurance coverage for past presidents of RI who are notcurrent Trustees of The Rotary Foundation, similar to coverage provided for directors andincoming directors, when past presidents are traveling on Rotary business at RI expense.
(June 1998 Mtg., Bd. Dec. 348)
Source: June 1997 Mtg., Bd. Dec. 402

71.070. RI Meetings and Programs
71.070.1. Insurance for Host Organizations
RI shall purchase a separate Special Events Insurance policy to provide liability coveragefor major meetings held by RI. General liability insurance coverage shall be provided for
all future convention Host Organizations for their activities and events during the time of
the conventions, subject to the terms and conditions of a Special Events insurance policy,

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510

under the condition that RI has the opportunity to review and approve all contracts
executed by the Host Organizations and that full cooperation will be provided insubmitting detailed underwriting information to RI and its carriers. (June 1998 Mtg., Bd.
Dec. 348)
Source: November 1996 Mtg., Bd. Dec. 163

71.070.2. Insurance for Rotary Institutes
Rotary International provides adequate liability insurance coverage for each institute,under the condition that RI has the opportunity to review and approve all contracts
executed by the convener or his delegate, and that full cooperation will be provided insubmitting detailed underwriting information to RI and its insurance carriers on a timely
basis. (June 1998 Mtg., Bd. Dec. 348)
Source: March 1997 Mtg., Bd. Dec. 202, Appendix F, pt. G5

71.070.3. Recommended Insurance Minimums for Participants in the Youth Exchange
Program
The legal guardians of each exchangee shall be responsible for the payment of all medical
and accident costs. They shall provide health and accident insurance with respect to eachexchangee by way of an insurance policy which must be acceptable to the receiving
Rotary district or club.
As the receiving district or club must be in a position to arrange immediate andemergency medical attention when it is needed, they must be satisfied that the insurance
policy carried by the exchangee is with a responsible insurance company which willassure the provider of service complete and prompt payment for the service provided.
Such insurance shall provide not less than US$500,000 (or equivalent total) coverage for
medical expenses occasioned by illness or accident, and not less than US$10,000 (orequivalent) coverage for accidental death.
Irrespective of other benefits which it provides, the insurance shalli. provide coverage from the time of the exchangee’s departure from home until theexchangee’s return home;
ii. provide not less than US$10,000 for repatriation of the exchangee’s remains orcremation expenses in the hosting district in the event of the death of the exchangee;iii. provide coverage for the cost of reasonable transport and accommodation incurred byany one close relative or friend to travel to, travel with, remain with, or escort theexchangee as a result of serious injury, illness or death of the exchangee;
iv. guarantee payment directly to the provider of medical services by means of an
acceptable international medical assistance organization;

Rotary Code of Policies
June 2010511

v. provide coverage not less than US$50,000 for necessary emergency transport orevacuation of the exchangee in the event of severe illness or bodily injury;
vi. provide coverage for ongoing treatment for a specified time for illness or accidental
injury sustained during the period of coverage of the insurance policy;
vii. be worldwide and not limited to the hosting country. Coverage in the home country
may be excluded.
The general secretary is requested to provide information upon request relating to thepolicies offered which are available for purchase at the option of a Youth Exchange
student’s parents or legal guardian. (June 1998 Mtg., Bd. Dec. 348)
Source: March 1997 Mtg., Bd. Dec. 274; June 1997 Mtg., Bd. Dec. 323; November 1997 Mtg., Bd. Dec. 191

71.080. Club and District Liability Insurance
71.080.1. Maintenance of Liability Insurance
Each club shall maintain liability insurance for its activities as appropriate for its
geographic region. (November 2000 Mtg., Bd. Dec. 176)
Source: November 2000 Mtg., Bd. Dec. 176

71.080.2. Mandatory Participation in Liability Insurance Program for Clubs in the U.S.
1) RI will maintain a policy of general liability and directors and officers/employment
practices liability insurance, with limits deemed appropriate by the general secretary,
protecting RI and clubs and districts located in the U.S. and its territories andpossessions. Each club in these regions must participate in the program.
2) The general secretary shall have authority to negotiate participation in the program oneither a primary or an excess basis with clubs that have unique insurance risks,
including but not limited to clubs that possess all of the following risks:• Permanent, full-time employees;• Ownership of real property with substantial acreage;• Services provided to persons with physical and mental disabilities on this real
property.
3) Each club covered by this policy will be billed annually an amount sufficient to pay
for the insurance coverage and related administrative expenses. The amount billedeach club will be based on membership statistics stated in the semiannual reports.
The general secretary may vary the amount billed to clubs in different areas withinthese regions based on independent actuarial studies.

Rotary Code of Policies
June 2010

5124) The general secretary will develop appropriate policies and procedures for
implementing and administering the policy, including mechanisms forcommunicating with clubs and districts regarding their participation. (November
2009 Mtg., Bd. Dec. 99)
Source: November 2000 Mtg., Bd. Dec. 178; November 2002 Mtg., Bd. Dec. 178. Amended by February 2001 Mtg., Bd. Dec.
282; November 2009 Mtg., Bd. Dec. 99

Cross References
41.010.8. Travel Insurance for Interactors
41.080.4. Youth Exchange General Liability Insurance
End of Rotary Code of Policies
June 2010

Rotary Code of Policies
June 2010

Index-1Aadministration, RI, 131
advertising. See official magazine
affinity cards, 47, 255, 487
aides to RI officers
guidelines for, 190
selection of, 191
allocation of costs
annual, 489
joint committee to review, 488
RI Finance Committee review, 203
alumnias Rotary Volunteers, 304
attendance at convention, 383
guests at Rotary club meetings, 32
membership in Rotary clubs, 20
seminar at convention, 383
anniversary of Rotary
World Understanding and Peace Day, 282
Annual Programs Fund, 53
annual report, district finances, 79
annual report, RI, 462
payments to officers, 487
annual theme, 118, 150, 154anthem, 135
appeal of board action, 162, 176–78
arbitration guidelines, 143–44, 218
archives, RI, 371
assemblies. See also International Assemblyclub, 30
assistant governors, 108
expenses, 480
term, 108
attendance at club meetings, 28–32
leave of absence, 31
make-up credit, 31
reporting, 31
rules, 31
Audit Committee, RI, 205
auditsexternal airfare audits, 475
independent auditor, guidelines forappointment and evaluation of, 467
internal audit system, 464–67
awardsstaff award, 226awards, RI, 332–36, See also specific award
nameBbadgesclassification on, 385
to indicate position on, 252balloting procedures
convention, 394
directors-nominee, 138, 152ballots
disposition of, 152
extension of deadline, 211
banking, resolution on, 462
Best Cooperative Projects Award, 334
Board of Directors, RI, 160–84, See also
directors, RI
appeal of Board action, 162, 176–78
balloting procedures, 138
board meetings preceding COL, 424
club disputes, 25committees of, 166, 172, 201
Council on Legislation, 426
decisions, effective date of, 174
decisions, implementation of, 174
election procedure, 167–70
executive committee, 198–201
expenses, 480–87
general secretary authority to act on behalf of,
210–22indemnification, 183
information provided to, 184
International Assembly, 408, 409
liaisons to committees, 197–98
meetings, 171–75
meetings, liaison Trustee at, 180
meetings, parliamentary procedures for, 174
minutes of meetings, 173, 174
minutes of meetings, confidentiality of, 341
minutes of meetings, distribution of, 341
notifications to, 223
policies relating to, 160–67
president to act on behalf of, 151–53
regional conferences, 448
relationship to governors, 179
relationship to trustees, 180
selection of general secretary, 208
staff support, 173
travel and appearances, 179
books by Rotary senior leaders, 252
budget, RI
authority to exceed, 472
budget review process, 470
impact of Board items, 471
preparation, 470, 471

Rotary Code of Policies
June 2010
revision of appropriations, 215
business and professional relations among
Rotarians, 34

Ccampaigning, canvassing, and electioneering forelective office, 138, 149chambers of commerce, 39
charter fee, 95, 96
charters, club, 95
chief financial officer
responsibilities, 471
review of board agenda items, 166, 471
chief operating officer, RI, 207
circularization, 55–57"Official Directory", 57
club and district directories, 57
clubs, Rotary, 55
fellowships, 56
International Assembly, at, 419
lists of clubs, electronic, 57
multidistrict, 55
Rotary Fellowships, 323
telemarketing, 56
World Community Service activities, 57
classification
new clubs, 94
on badges, 385
principles, 18
retired persons, 19
surveys, 19
club builder award, 336
Club Leadership Development Seminar, 42
Club Leadership Plan, 84–86
clubs, Interact
charter membership, 288
designation in Official Directory, 289
emblem, 243
insurance, 287
marks, 243
multidistrict meetings, 287
RI Secretariat service, 288
World Interact Week, 289
clubs, Rotaract, 289–301
attendance make-up requirements, 299
designation in Official Directory, 301
district representatives, 298
emblem, 243
finances, 298
guest membership, 297
INTEROTA meetings, 299
leadership meetings, 220
marks, 243

Index-2

membership, 297
motto, 298
name, 297
new clubs, 296
newsletter, 300
other organizations, 298
purpose, 296
relations with Rotary clubs, 298
RI convention, 297
RI representative at regional meetings, 299
support from RI Secretariat, 299
training, 296
World Rotaract Week, 298
clubs, Rotary, 5–63
activities expenses, 89
amendments to club constitution, 211, 213
arrears to RI, 45–47
assembly, 30
association outside of RI, 8
attendance. See attendance at club meetings
autonomy, 33board of directors, 51
bylaws, 9circularization. See circularizationclub leadership plan, 84–86
club training plan, 42
constitution, 8delegate to International Convention, 44, 398
disputes, 53
dues. See per capita dues
failure to function, 5family and spouses, 25, 26
finances, 44–47
fines and assessments, 44
former Rotarians, 25
fundraising, 47
general secretary authority to act on behalf of
RI Board, 210–13
incorporation, 9–10, 212
indebtedness, 211
joint meetings with other service clubs, 58
joint projects, 58
law, compliance with, 10
lawsuits, 11
leadership development seminar, 42
legal and insurance counsel, 11
locality, 15–16, 212
meetings. See meetings, R.C.
membership. See membership in R.C.
membership in RI, 5–8
membership increase, 22
membership lists, 47, 57, 58, 62, 63, 96, 212,267

Rotary Code of Policies
June 2010
memorabilia, 54
merger of clubs, 7
mergers, 213
minimum standards, 6
name, 15, 212, 242
new clubs. See new clubs
nomenclature for clubs in Taiwan, 15
officers, 51–53
other organizations, 58–62
pilot projects, 14
politics, 11
pre-1922, 8
president, 51, 52, See also president, R.C.
president-elect, 52, 53
programs, 33–43
projects in non-Rotary countries, 40
promotion of RI objectives, 50
proposed legislation, 423
provisional club, 94
public relations, 48–50, 155
recognition for membership growth, 336
reinstatement, 46, 211
relationship with Rotarians and others, 54–63
relationships with other clubs, 54
resignation of, 7
Rotaract, 298
Secretariat, 54
service activities, 50
service projects, development of, 281
smaller clubs recognition program, 336
speakers, 29–30
sponsorship guidelines, 59
suspension, 12, 45, 89, 213
termination, 12, 45, 46, 211
training, 42translation of name, 340
Code of Ethics
directors, RI, 181
governors, 102
Code of Policies, Rotary, 1–4, 343–44
committees, district, 76–83, 111–14
Community Service, 113
district Rotary fellowships, 114
RCC, 111
rules and procedures committee, 111
World Community Service, 111
youth exchange, 112
Youth Exchange, 113
committees, RI, 193–206, See also specificcommittee namead hoc, 193
advisory role, 193
annual and ad hoc committees, 205

Index-3

appointments, 194–97
Board, 201
directors-elect not to serve, 171
executive committee, 198–201
finances of, 206
honorary members, 20
liaison directors, 197–98
meetings, 194
purpose, 193
reports, 206
resource groups, 206
scheduling, 149
special, 194
standing, 193
types, 193
communications, 338–72
audiovisuals, 366
Internet and electronic communications, 366–
70
multimedia products, 370
official notices, 341
technology, 370
Community Service, 35–39
chambers of commerce, 39
district committee, 113
promotion, 49
statement on, 1923, 35, 38
statement on, 1992, 37
computersfor directors, 175
conferences, presidential, 452–58
conferences, regional, 445–52
registration fees, 451
conflict of interest policy, directors, 180constitutional documents
Code of Policies as supplement to, 3
deadlines in, 224
definition, 2
mailing of, 343, 433
translation of, 339
contracts, 461
assembly, 413
convention, 214, 380
employment, 225
execution, 207
general secretary, 208
RITS, 475
sponsorship, 236
conveners
director nominating committee expenses, 168
Convention, 373–402
affiliate events, 394
alumni at, 383

Rotary Code of Policies
June 2010attendance, 383, 384, 383–84
attendance by RIBI officers, 274
bidding workshop, 382
chair's report, 401
committee, 389–90
contracts, 214, 380
Convention Proceedings, 401
dates, 377
entertainment, 394
exhibit space, 395, 397
exhibitors, 384
expenses, 393
fellowship activities, 395
finances, 390–93, 487
financial reports, 376
general secretary, role of, 398
group air travel, 388
guidelines, 378
host organization, 374–77
housing, 385
interpretation, 395
introductions, 398
logo, 402
Manual for Conventions, 378
materials language support, 397
official participants, role of, 398
past officers reunion meeting, 436
payment of family travel for RI president andpresident-elect, 158
plenary sessions, 393
post-convention activities, 401
proceedings, 393–98
public relations, 390
purpose, 373
regional magazine editors, 389
registration fees, 383, 384, 389, 397
registration guidelines, 383
reunion meeting, past officers, 436
Rotaract, 297
sale and display of commercial items, 396
sergeants-at-arms, 385–88
site selection, 378–83
speakers, 394
sponsors, 402
spouses of official participants, role of, 398
The Rotary Foundation workshop, 394
topics, 394
cooperation with other organizations
clubs, R.C., 58–62
joint RI and TRF policy, 258–65
services provided, 261
types of, 262
United Nations, 268–70

Index-4

Council of Europe, 271
Council on Legislation, 422–35
advisory committee, 424
credentials committee, 427
date and time, 422
facilities, 422
fellowship activities, 430
finances, 431–32
general secretary responsibilities, 433
guidelines, 422
language support, 430
legislation, 423–26
manual, 422
members-at-large, 426
officers, 426
participants, 426
post-council activities, 433
pre-council workshop, 430
proceedings, 429–31
proposed legislation, 214
representatives, 214, 427
résumés, 426
RI Board position on legislation, 424
rules of procedure, 429
sergeants-at-arms, 427
similar legislation, 426
site selection, 422
statements of support and opposition, 423
support staff, 433
technical legislation, 425
voting, 430
Web site, information on, 426
credit card program, RI, 255, 487

D
directors, RI. See also Board of Directors, RI
Code of Ethics, 181
computers, 175
conflicts of interest, 180
election of, 167–70
expenses, 178, 480–87
indemnification, 183
notifications to, 223
spouse training, 179
travel and appearances, 178
directors-elect, RI, 171
committees, 171orientation, 171
directors-nominee
ballots for selection of, 211
selection of, 152, 167–70
directory of Rotarians, 342
disaster relief

Rotary Code of Policies
June 2010
United Nations, 132
district, 64–129
activities expenses, 89
adjustments by RI board, 68
administration, 73–86
assemblies, 122–23
committees, 76–83, 111–14
Community Service activities, 38
conferences. See district conference
director visits, 178
districting procedures, 68
elections, 86–87
extension. See extension
fellowship activities, 110
finances, 87–89
general secretary authority to act on behalf ofBoard, 214–15
governor's budget, 477–80
incorporation, 71–73, 215
insurance, 159
meetings, 122–29
multidistrict activities, 64–67
multidistrict PETS, 125
name, 242
new member orientation, 110
officers, 97–109
organization, 73–86
programs and projects, 110
public relations, 90–91
publications, 90
publicity, 90–91
purpose, 68
record book, 101
records, 87
reports, 87
representative to Council on Legislation, 427
secretary, 109
seminars, 128
size, 68
district assembly, 122–23
district conference, 115–21
annual theme, 118
attendance, 108
displays, 118
duration, 115
joint, 121
location, 115, 214
minimum standards, 118participation, 116
president's representative, 118–21, 150
program, 116
purpose, 115
recommendations, 117

Index-5

requirements, 116
RI president attendance, 155role of governor, 117scheduling, 115, 116
within International Convention area, 401
District Governor's Training Manual, 417
District Leadership Plan, 73–86
district leadership seminar, 126–27
district membership seminar, 128–29
district team training seminar, 127–28
districting
regional advisory committees, 70
documents, deadlines for receipt of, 224
dream for the future, Rotary's, 132–34
dues. See per capita duesEelections, 137–42
announcement, 138
balloting procedures, 138
ballots for directors-nominee, 211
campaigning and canvassing, 138, 149
complaint procedures, 139–42
directors, 167–70
disposition of ballots, 152
disqualification of candidate by RI president,
151
district, 86–87
guidelines, 137–39
nominating committee for director, 152
official reports, 137
voluntary system of rotation, district-level, 86
voting strength, 87
electronic communications, 366–70
emblem, RI. See name and emblem
emphases, monthly, 33
Executive Committee of RI, 198–201
decisions on behalf of board, 199
memorials to the board, 199
terms of reference, 199
expenses, RI. See finances, RI
extension, 92–93
admission of clubs, general secretary
authority, 213committee, 93
district extension manual, 92
financial support, 490
governor's activities and expenses, 93
isolated communities, to, 92
list of Rotary countries, 223
non-districted clubs, 93
non-Rotary countries and geographical areas,
to, 92

Rotary Code of Policies
June 2010
president's authority, 151
Rotarian assistance, 93
Rotarian involvement, 93
special representative, 93
external audit, 470

Ffamily and community, programs, RI, 282
family members of Rotarians
club involvement, 25
committees, 27
Family Month, 282
Fellowships. See Rotary Fellowships
Finance Committee, RI, 202
communication with TRF finance committee,
203
Foundation finance committee chair,attendance at meetings of, 203
incoming members, attendance at meetingsof, 202
meetings, 202
president-elect, attendance at meetings of,202
responsibilities, 202
treasurer-elect, attendance at meetings of, 203
Finance Committee, TRF, 203
finances, RI, 460–512
allocation to TRF, 203
annual report, 462
audited statements, 462
audits. See auditsbanking procedures, 462
budgets. See budgets, RI
capital expenditures, 472, 473
cash management, 496–501
change of currency, 217
committee finances, 206
contracts, 461
disbursements, 474
exchange rates, 462
expense statements, 474
expenses and reimbursements, 474–90
expenses for liaison directors, 198
financial emergencies, 461
fiscal agents, 216, 501
five-year budget forecast, 188
general secretary authority to act on behalf ofBoard, 215–18
general surplus fund, 491–96
governors' expenses. See governor
International Assembly, 417
International Convention, 44, 390, 391, 393
International Institute, 437

Index-6

investments, 491–502
invoices, 504
licensing revenues, 504
management policy, 461
meal expenses, 477
officers’ expenses, 216, 480–88
Paul P. Harris Memorial Building, 490
per capita dues. See per capita duespresident, 157
publications revenue, 505
Purchasing Practices and Procedures Manual,462
regional conference, 451
reimbursements, 490
Resolution on Banking, 462
restricted currencies, 501
revenues, 503–6
Rotary Foundation apportionments, 488, 489
special projects, 461
spouse travel reimbursement, 476
standardized reporting requirements, 503
travel expenses, 474
financial statementfrom Rotary entity, 57
fiscal agents, RI, 216, 501
former Rotarians, 25, 272
disputes, 25
involuntary past Rotarians, 25
use of Rotary name and emblem, 241
Foundation Month, 349
Four Avenues of Service Citation, 332
Four-Way Test, 244
fundraisingclubs, 47
general secretary authority, 213G
general fund. See general surplus fundgeneral secretary, RI, 207–23
administration, authority to act on behalf ofBoard, 218–19
authority to act for Board, 210–22
automobile for, 223
budget preparation, 470
chief operating officer, 207
clubs, authority to act on behalf of Board,
210–13compensation, 200, 228
convention, authority to act on behalf ofBoard, 214convention, role of, 398
Council on Legislation, authority to act onbehalf of Board, 214

Rotary Code of Policies
June 2010
delegation of duties, 218
districts, authority to act on behalf of Board,
214–15
evaluation process, 200
execution of legal documents, 207
external audit, 470
finance matters, authority to act on behalf ofBoard, 215–18
licensing matters, 250–51
literature and translations, 219–20
policy formation, 207
president, RI, cooperation with, 208
programs, authority to act on behalf of Board,
220–22
publications, authority to act on behalf ofBoard, 219–20
regional conferences, 448, 449
reports to RI treasurer, 188
responsibility for Official Directory, 342
role at international assembly, 413
secretariat, supervision of, 207
selection, 208
tenure, 208
termination, 208translations, approval of, 219, 339
travel by, 223
general surplus fund, 491–96
investment policy, 491–96
reserve policy, 496
Global Networking Groups, 320–31
definition, 278
fellowships, 320–24
incorporation of, 220, 330–31
Rotarian action groups, 324–30
governor, 97–108
additional visits to clubs, 100
allocation, 97
assistant. See assistant governors
budget, 217, 477–80
club-level training, 101
code of ethics, 102
district records, 101
duties, 100–103
expenses, 89, 97, 477–80
expenses for extension, 93
monthly letter, 90
official visit, 83, 101
past, 109
qualifications, excuse from by president, 151
relationship with directors, 179
resignation upon relocation, 101
responsibilities, 100–103

Index-7role and responsibilities at district conference,
117
Rotaract involvement, 296
training manual, 417
vacancies, 108, 151
governor-electattendance at district conference, 108
attendance at GETS, 106
attendance at International Assembly, 105
expenses, 97
training, 104–8, 411, 413
vacancies, 108
governor-nominee
expenses, 97
responsibilities, 104
selection, 103–4, 214, 215
selection in new districts, 151
training, 108
governors-elect training seminars (GETS), 105–
7, 443attendance, 106
evaluation, 107
expenses, 106
spouse training, 107
training team, 106
guidelines for aides to RI officers, 190
guidelines regarding campaigning, canvassing
and electioneering, 138Hhonorary membership in R.C., 20

I
incorporation
district, 71–73, 215
fellowships, 322
Global Networking Groups, 220, 330–31
multidistrict activities, 65, 126
Rotarian action groups, 327
Rotary club, 9–10, 212
Youth Exchange, 311
indemnification
RI officers, 183
information cards, 257
Inner Wheel, 271
institutes. See International Institute; Rotary
institutes
insurance, 507–12
accidental death and dismemberment, 508
business interruption, 508
club and district liability, 511
cost sharing ratio, 219

Rotary Code of Policies
June 2010
directors and officers, 509
district liability coverage, 159
host organizations, 509
Interact clubs, 287
meetings and programs, 509
RI staff, 226, 227
risk management, 507–8
Rotary institutes, 510
travel medical, 509
umbrella liability coverage, 508
Youth Exchange, 311, 510
Interact. See clubs, Interact
Intercountry Committees, 274–77
International Assembly, 403–21
ancillary meetings and activities, 416
attendance, 105, 403, 414
attendance by RIBI officers, 274
Board of Directors role, 408
children, 414
committee, 403
duration, 415
evaluation, 421
exhibit space, 420
finances, 417, 418, 419, 487
financial training, 416
first aid officer, 420
group discussion sessions, 415
guidelines and standards, 403
interpretation, 415
introductions, 416
licensed vendors at, 421
moderator, 410
name and emblem training, 416
observers, 420
official participants’ expenses, 417, 420
past officers reunion meeting, 436
past presidents at, 410
president-elect, 420
program content, 414
publications, 417
registration fees, 420
responsibilities, 404
reunion meeting, past officers, 436role of general secretary, 413
role of president-nominee, 410
scheduling, 403
sergeants-at-arms, 407–8
sexual abuse prevention training, 416
songleader, 408
spouses at, 409, 413, 415
training leaders, 410
training programs, 414
International Institute, 436–37

Index-8international offices, RI, 229, 230
International Service, 39–40
World Understanding and Peace Day, 282
Internet policy, 366
INTEROTA, 220, 299
interpretation
Convention, 395
Council on Legislation, 430
International Assembly, 415
presidential conferences, 458
regional conferences, 450
investments, 491–502
cash management, 496–501
fiscal agents, 501
general surplus fund, 491–96
restricted currencies, 501
involuntary past Rotarians, 25

Jjoint RI and TRF policy on relationships withother organizations, 258–65

Llanguagecharters, 95
official, 338
Web sites, 370
leadership training. See training
legal matters
contracts, 207
documents, 207
licensing, 246–57
name and emblem, 246–57
legislation, 423–26, See also Council on
Legislation
booklet, 425
club review, 423
district proposals, 423
financial impact, 423
non-districted clubs, 423
RI Board position on, 424
statements of support and opposition, 423
technical, 425
licensing of Rotary Marks, 246–57, See alsoname and emblem
accuracy, 252
advertising and marketing limitations, 255
alcoholic beverages, 254
alteration of RI emblem, 246
audits, 250
compliance, 250
criteria, 249

Rotary Code of Policies
June 2010
enforcement, 250
fellowship merchandise, 251
general principles, 246
granting a license, 248, 249
lapel pins, 246, 253
limitations, 252
limitations on solicitations by non-licensees,
247
list of licensees in Official Directory, 250,
342
Paul Harris, 254
revenues, 504
Rotarians to purchase from licensees, 251
Rotary orchid, 253
Rotary tartan, 253
royalties, 504
selection of licensees, 249
services, 254
software, 254
targets and budgets, 250
telephone and affinity cards, 255
termination, 250
types and royalty rates, 248
watches and clocks, 247
listscharter membership, 94, 96
club members, 212club membership, 22, 47, 57, 58, 62, 267, 342
club names, furnished electronically, 57
district membership, 63
logo
convention, RI, 402Mmagazine, RI. See official magazine
Manual of Procedure, 343
marketing policy, 352
Marks
Rotary, 231–45
mediation and arbitration guidelines, 143–44,
218
meetings
district, 122–29
meetings, R.C., 28–32
conduct, 28
decorum, 28
guests, 31–32
informal, 32
location, 28
meals, 44
programs, 29
Ramadan, suspension of meetings during, 212
speakers, 29–30

Index-9meetings, RI, 373–459
duties and obligations of funded attendees,
474
general policies, 459
involvement of local Rotarians, 459
membership data, use of, 142
membership development, 21–22
recognition programs, 336
membership in other organizations by
R.C., 58
Rotarians, 18
membership in R.C., 17–23
business, place of, 17classification principles, 18
development, 21, 22
diversification, 17
former Rotarian, 19
gender, 18
growth, 21
honorary membership. See honorary
membership in R.C.
increase in, 22
letter of introduction, 20
membership card, 20
movement into new community, 19
other organizations, and, 18participation in other organizations, 18
personal only, 18
prospective member, 23
residence, location of, 17
retired persons, 19
Rotaractors, 21
termination, 22
TRF alumni, 20
young persons, 21
membership in RI, 5–8
membership lists, 58, 62, 63, 96, 212, 342
revisions to, 47
membership reports, quarterly, 70
membership slogan, 22
membership statistics, 143membership strategy, 22
memo of club visits form, 5memorials to the board, 199
mission, RI, 130, 258
mission, TRF, 258
monthly program emphases, 33, See also
specific program
mottos, RI, 245
multidistrict activities, 64–67
circularization, 55
incorporation, 126
multidistrict PETS guidelines, 125

Rotary Code of Policies
June 2010
multidistrict Youth Exchange, 317
general secretary authority, 222

Nname and emblem, 231–45
accuracy, 252
alteration, 246
authorized use of emblem, 233
business cards or stationery, 253
clubs, use by, 240
commercial use, 253, 254
commercialization, 236
convention logo, 402
deviation from official emblem, 235
districts, use by, 240
emblem specifications, 232
event-specific use by Rotarians, 251
exceptions to guidelines for use of Rotaryname, 240
Inner Wheel, 271
lapel pins, 253
license plates, 256
licensing, 246–57
logo, RI convention, 402
on pamphlets, 237
other symbolic representations, 257
permission to use emblem, 234
piracy, 247
postal use, 256
program emblems, 243
Rotary entities, use by, 240
sponsorship use, 59, 236
stationery, 242, 243
training at International Assembly, 416
use as brand name, 253
use by club or district foundations, 239
use by clubs and districts, 240
use by former Rotarians, 241
use by non-Rotary groups, 241
use by officers, 239
use by Rotarians, 251
use for political purposes, 238
use in club publications, 242
use in multidistrict activities, 66
use in Rotary programs and projects, 251
use of emblem, 232, 234
use of name, 213, 238
use of name on buildings, 238
use of name without qualifier, 253
use on Web sites, 239
use with club activities, 242
use with other Rotary emblems, 235, 243

Index-10

use with other trademarks prohibited, 253,
254
vehicle license plates, 256
new clubs, 94–96
attendance requirements, 95
charter fees, 95, 96
charter members, 94
charters, 95
classifications, 94
costs, 95
formation, 94
membership list, 94
name, 94
self-sufficiency, 490
sponsor club, 95
New Generations, 281
subcommittees, district, 113
New Generations Month, 281
new members
contributions to TRF, 24
education, 23
entry fee, 23
induction, 23
involvement, 23orientation, 110
nomenclature
secretariat, 224
Taiwan, 15
nominating committee
director, 167–70
president of RI, 145–49
non-districted clubs, 93
legislation from, 423
notices
official, 341

O
Object of Rotary, 50, 131
officers, districts, 97–109
officers, R.C.
annual recognition, 51
rotation, 51
officers, RI. See also specific officer
expense statements, 216
guidelines for aides to, 190
improper conduct, 189
past governors, 109
past president, 189
president-elect, 185
president-nominee, 187
public relations, 346
serving as Trustees, 180
treasurer, 188

Rotary Code of Policies
June 2010use of Rotary Marks, 239, 243
vice-president, 188
official colors, 234, 235, 240
Official Directory, RI, 342
content and format, 219
description of RIBI, 274
distribution, 342
fellowship information, 322
Interact club designations, 289
list of Rotary licensees, 250, 342
mailing addresses for RI president andpresident-elect, 342
prohibition regarding circularization, 57
Rotaract club designations, 301
telephone numbers, 342
official flag, 235
official language, 338
official magazine, 348–53
advertising content, 352
advertising policy, 349
advertising rates, 216
distribution to non-Rotarians, 352
electronic version, 369
Foundation content, 349
goals, 348
gratis subscription, 353
name, 348
origin, 348
public relations function, 49
recycled paper, 364
relationship with Rotary World Magazine
Press, 355
Rotary Canada as supplement to, 353
subscription price, 353
subscription requirements, 212
subscription requirements, report of
exceptions to, 363
supplement to, 353
official notices, 341
official visit, governor's, 83
Operations Review Committee, RI, 203
other organizations
and R.C., 58–62
invitations to attend meetings of, 265
joint RI and TRF policy, 258–65
name and emblem use, 59
representatives to, 262
services provided to, 261
sponsorship guidelines, 59

Ppast officers, RI
definition, 189

Index-11

governors, 109
past president, 189
reunion meeting, 436
past presidents, RI, 189role at International Assembly, 410
Paul Harris
licensing, 254
memorial building, 490
per capita dues, 503
annual budgeting for, 503
arrears, clubs in, 45–47
refunds, 503
termination of clubs for non-payment, 45
pilot projects, 14
politics
club and RI, 11
RI, 132
use of Rotary name, 238
president, R.C.
duties, 52
qualifications, 51
president, RI, 145–59
activities, 149–54
advisory committee, 159
aide, 150
annual theme, 150
appointments, 153
as representative of RI, 149
authority to act on behalf of Board, 151–53
chair of RI meetings, 150
convention committees, 154
declaration by candidates, 145delegation of powers, 150
district conference, 155
duties, 149–50, 153
expenses, 158
finances, 157–59
International Assembly, 408
liaision with TRF, 150
membership growth, role in, 154
nominating committee, 145–49
notifications to, 223
payments to, 157
president’s representatives, 150
program emphasis, 154, 155
promotion of RI activities, 149
regional conferences, 448
regulations for candidates, 145
review of governors, 149
selection, 148
spokesman for RI, 150
staff support, 156–57
travel, 155

Rotary Code of Policies
June 2010
travel expenses, 157, 158
president-elect, R.C.
Annual Programs Fund, 53
duties, 52, 53
training seminars (PETS). See presidentselect training seminars (PETS)
president-elect, RI, 185
advance committee meetings, 186appointments, 186
attendance at institutes, 186budget preparation, 470
chair of International Assembly, 150
duties, 185
finance committee meeting attendance, 202
International Assembly, 408, 420
payments to, 157
spouse’s duties, 408
travel expenses, 158, 186
Presidential Citation, 332
presidential conferences, 452–58
president-nominee, 187
President's Advisory Committee, 159
president's representative
to district conference, 118–21, 150
presidents-elect training seminars (PETS), 124–
26
multidistrict PETS, 125priorities and goals for RI Strategic Plan, 131
privacy statement, RI, 143
PROBUS Clubs, 271
programs, R.C., 33–43
Community Service, 35–39
International Service, 39–40
monthly emphases, 33
youth, 40
programs, RI, 278–336, See also specificprogram nameevaluation, 279
family and community, 282
general provisions, 278–82
general secretary authority, 220–22
new, 280
New Generations, 281
RI projects, 280
structured, 278, 283–319
terminology, 278
projects, RI, 280
prospective member, R.C.
invitation to club meetings, 23
protocol, 135–37
provisional clubs
formation, 94
name, 94

Index-12

public relations
clubs, 48–50, 155convention, 390
district, 90–91
RI, 345–47
publications, district, 90
publications, RI, 219, 348–65
advertising rates, 505
distribution costs, 363
general secretary authority, 219–20
guidelines for new publications, 363
market research and finances, 364
ownership, 219
revenue, 505–6
Rotary World newspaper, 364
use of recycled paper, 364
use of Rotary Marks, 239
purchasing practices and procedures, 462

R
receipt of documents, deadlines for, 224
recognition
smaller club membership growth program,
336
recycled paper
use of for publications, 364
regional conferences, 445–52
chair, 450
committee, 448
entertainment, 451
finances, 446, 451–52
general secretary, 448, 449
hosting, 449
manager, 449
minimum standards, 446
official languages, 450
program, 450
publicity, 450
purpose, 445
rules of procedure, 447
scheduling, 445
secretary, 450
standards, 445
timing, 445
regional magazines, Rotary, 354–63
certification, 360
collection of subscription moneys for, 505
definition, 354
editors seminar, 357
editors, attendance at International Assembly,
414
editors, attendance at International
Convention, 389

Rotary Code of Policies
June 2010
editors, attendance at International Institutes,
436
list of, 358
provisional status, 362
relationship with RI, 355
Revista Rotaria, 357, 505
supervision, 360
translation, 339
Regional RI membership coordinators. See
Rotary coordinators
registration fees
conferences, regional, 451
convention, RI, 383, 384, 389, 397
international assembly, observers, 420
relationships with other organizations
joint RI and TRF policy, 258–65
resignation
Rotary clubs, of, 7Resolution on Banking, 462
resource groups, RI, 206
restricted currencies, 501
countries, assembly attendance from, 418
countries, clubs in, 46
retired persons
membership in R.C., 19
revenues
invoices, 504
licensing, 504
per capita dues, 503
publications, 505
Web site, 505
Revista Rotaria, 357
collection of revenues for, 505
RI Award of Honor, 334
RI Membership Development Extension Award,
334
risk management, RI, 507–8, See also insurance,
RI
Rose Parade float, 371–72
Rotaract. See clubs, Rotaract
Rotarian Action Groups, 324–30
general secretary authority to suspend, 222
general secretary authority to terminate, 221
Rotarian, The. See official magazine
Rotary Canada, 353
Rotary Code of Policies, 1–4, 343–44
amendments, 3
annual supplements, 4authentication, 4citation, 1
definitions, 2
implementation of policies, 3
purpose, 1

Index-13

relationship with RI Constitutional
Documents, 3
repeal of policies, 3
revised editions, 4rules of construction, 1
severability, 3
Rotary Community Corps (RCC), 301–3
district subcommittee, 111
Rotary coordinators, 134–35
Rotary credit card program, 255, 487
Rotary entity
definition, 2financial statement from, 57
Rotary Fellowships, 320–24
activities during International Convention,
395
circularization policy, 56, 323
incorporation, 322
licensing of, 251logo, 322
meetings at Convention, 322
membership, 320
month, 322
Official Directory, 322
organization, 320
promotion of fellowships, 322
recognition, 320
Rotaractors, 320
suspension, 222, 321
termination, 221, 321
terms, 320
Rotary Foundation Trustees
appointment of, 186
attendance at RI board meetings, 180
council on legislation, attendance at, 431
relationship with directors, 180
resignation upon becoming RI officer, 180
Rotary Foundation, The
allocation of costs, 203, 489
alumni, 32
apportionments, 489
club programs, 29
contributions to, 24
Rotary Friendship Exchange, 303
Rotary institutes, 437–44
and presidential conferences, 444
attendance, 442
date, 442
finances, 442, 443
insurance, 510
RI president-elect participation, 186risk management, 507
site, 442

Rotary Code of Policies
June 2010
spouses of directors and trustees, 444
training, 106, 443
TRF presentation, 443
Rotary International (RI), 130–44
administration, 131
administrative units, 274
annual theme, 154anthem, 135
archives, 371
awards, 332–36
Board of Directors. See Board of Directors,
RI
budget. See budget, RI
Code of Policies, 1–4
convention. See Convention
dream for the future, Rotary’s, 132–34
finances, RI. See finances, RI
general secretary. See general secretary, RIInternational Assembly. See International
Assembly
library, 371
mailing of constitutional documents, 343
mission, 130
mottos, 245
Object of Rotary, 131
official language, 338
pilot projects, 14
politics, 11, 132
president. see president, RI
privacy statement, 143
programs. See programs, RI
public relations. See public relations
publications. See publications, RI
reinstatement of clubs, 46
religion, 132
representation at regional Rotaract meetings,
299
Rose Parade float, 371–72
secretariat, 224–30
strategic goals, 131
Strategic Plan, 161
trademarks, 246, 247, 251translation of Rotary literature, 338–40
travel policy, 475
travel service (RITS), 216, 475
vision statement, 131
Rotary International in Great Britain and Ireland(RIBI), 274
officer’s attendance at International Assembly
and Convention, 274
relationship with RI, 274
Rotary International Travel Service (RITS), 475
Rotary Marks, 231–45

Index-14

stationery, 243
use in publications, 239
use on Web sites, 239
Rotary senior leaders
books by, 252
Rotary senior leaders, definition of, 2
Rotary Volunteers, 303–4
Rotary World Magazine Pressannouncements in, 138
definition, 2
editors seminar, 357
regional magazines, list of, 358
relationship with RI, 355
Rotary World newspaper, 364
official notices in, 341
Rotary Youth Leadership Awards, 304–6
Rotary's dream for the future, 132–34
rotation
voluntary system of in district-level elections,86
rules of procedure
Council on Legislation, 429
RYLA. See Rotary Youth Leadership Awards

S
Secretariat, 224–30
boardroom, use of, 228
clubs, relationship with, 54
general secretary supervision of, 207
name, 224
Rotaract, support for, 299
services, 224
staff award, 226
staff involvement with Rotary, 228–29
Strategic Plan, 230
semiannual reports
submission of, 210
senior leaders, Rotary, 2sergeants-at-arms
convention, 385–88
Council on Legislation, 427–29
international assembly, 407–8
Service Above Self Award, 332
general secretary authority to rescind, 220service centers, RI. See international offices, RI
sexual abuse
prevention, 12, 416
Significant Achievement Awards program, 334
slogan, membership, 22
speakers
clubs, Rotary, 29–30
special months, 33
special representativeRotary Code of Policies
June 2010
extension, 93
sponsorshipguidelines, 59
name and emblem, 59
other organizations, guidelines for, 266–67
spouse(s)board meetings, expenses at, 486
club involvement, 25
convention, attendance of spouses of
deceased Rotary senior leaders at, 384
definition of, 2governor's-elect, expenses of, 419
informal groups, 26
international assembly, 105, 409, 415
magazine subscription for, 353
meetings, training and attendance at, 179
official participants, role of, 398
payment of expenses in place of, 158, 186
president-elect's, responsibilities of, 408
president's representative, role of, 120
recognition of, 26
Rotary institutes, 444
training at GETS, 107
travel expense policy, 476
staff, RI, 224–29
benefits, 225, 226, 227
involvement with Rotary, 228–29
president, support to, 156–57
vacation, 228
Statement on Diversity, 17
stationery
business, 253
use of, 242–43
use of emblem, 233, 234
use of Rotary Marks, 234
strategic goals, RI, 131
Strategic Plan, RI
Board review of, 161
priorities and goals, 131
Strategic Plan, secretariat, 230
structured programs, 283–319
definition, 278
subscriptions, official magazine
collection of moneys for, 505
excuse from, 212
exempted countries, report on, 363
gratis, 353
price, 353
refunds, 503
supplement to The Rotarian, 353
suspension of services to clubs, 45
district fund, 89
youth protection, 12

Index-15

T
telemarketing, 56
telephone cards, 47, 255
termination of club
failure to function, 211
financial obligations, 45, 211
termination of membership, RI
youth protection laws, 12
territorial, regional and sectional groupings,
274–77
theme, annual, 118, 150, 154training. See also specific meeting nameClub Leadership Development Seminar, 42
club-level, 42, 101
cycle, 84
district training, 107
evaluation of zone level training, 107
governor-elect, 104–8
Leaders' Seminar trainers, 412
Vocational Service, 416
training leaders, 410, 411
translation of Rotary literature, 338–40
constitutional documents, 339
general secretary, approval of, 219, 339
general secretary, role of, 219
name of Rotary club, 340
regional magazines, 339
use of volunteers, 339
WCS materials, 339
Web site, 370
travel, RI, 474
contractor, general, 475
duties and obligations of funded attendees,
474
exceptions to policy, 475
external airfare audits, 475
local purchase expense reimbursement, 476
master billing account procedures, 476
meal expenses, 477
personal travel, 475
RI Travel Management Plan, 475
RI Travel Service (RITS) Travel Policy, 475
spouse travel reimbursements, 476
staff travel, 476
youth, by, 13
treasurer, RI, 188convention report, 189
five-year budget forecast, 188meetings with RI staff, 188member of RI executive committee, 189
reports from the general secretary, 188
selection of, 187

Rotary Code of Policies
June 2010
Trustees, The Rotary Foundation. See RotaryFoundation Trustees

U
United Nations
cooperation with, 268–70
disaster relief, 132
RI representative to, 268–69

V
vendors
international assembly, at, 421
vice-president, RI
duties of, 188
selection of, 187
vision statement, RI, 131
Vocational Service
basic principles, 33
training at international assembly, 416
Vocational Service Month, 34
votingCouncil on Legislation, 430
district-level election, 87

W
Web site, RI, 369
board highlights, 174
council on legislation, 426
Manual of Procedure, 343
minutes of Board meeting on, 174revenue, 505
The Rotarian, 369
translation, 370
Web sites
guidelines, 366
use of Rotary Marks, 239
widow of Rotary senior leader
attendance at RI convention, 384
World Community Service (WCS), 307–9

Index-16

circularization, 57
committees, 111, 112
cooperation with other organizations, 308
goals, 307
initiatives, 307
translation of materials, 339
WCS network strategy, 308
World Headquarters, RI, 224–30
World Interact Week, 289
World Rotaract Week, 298
World Understanding and Peace Day, 282

Y
Youth Exchange, 309–19
alumni, 317
committees and officers, 113, 319
conduct, statement of, 12
disabilities, persons with, 318
district certification, 310
district governor supervision of, 113
eligibility, 313
general secretary authority to act on behalf
board, 222
incorporation, 311
insurance, 311, 314, 510
multidistrict, 317
orientation, 315
preconvention meeting, 319
sexual abuse prevention, 12
types of exchanges, 311–13
youth protection, 12–13
club suspension or termination, 12
sexual abuse prevention, 12
statement of conduct, 12
travel by youth, 13Zzones
establishment of districts within, 68