Rotary Club of Chippewa Falls
Policies and Procedures
Updated July 7, 2010
Attending International Convention
The Rotary International convention is held in different countries each year. It is a four-day event with morning and afternoon sessions. Our club will pay for the expenses of the incoming president to attend. Early registration fee is $300 if paid before December 1. Airfare, hotel, and registration costs are covered. This can be paid in advance or reimbursed when you return. Meals are not covered. The club will also pay for early registration for any club member who wishes to attend. This can be done with the club credit card. A Rotary logo polo shirt is appropriate wear as well as a sport coat. Always wear a Rotary pin or some Rotary symbol. Plan to bring four of our club flags to exchange with others there. Take a photo of the exchange and get the name of the person and club information. Bring the flags back. See “Flag Exchange”.
Rotary District 6250 Conference
This annual event is the wrap up party of the District Governor. It normally is on a Friday and Saturday ending with a banquet in the evening. There are inspirational and educational speakers. You could attend only Saturday if time is limited. As of 2010 there are no registration fees. It is a fun event and something a group of Rotarians from the club should attend each year. The club will reimburse for all members gas bills and up to $100 for meals. For current president or president elect the club will also pay for one or two night’s hotel room in order to participate in corporate portion of the conference.
District 6250 District Assembly
District Assembly is the training session for club officers. It is a one day event and should be attended by all incoming leaders of the club including the secretary and treasurer. New information and procedures are introduced. The club will reimburse meal and gas expenses.
PETS – President Elect Training Seminar
No person can serve as a president of a Rotary club unless they have attended PETS. RI now advises both the president elect and president elect nominee to attend. In the past it has been held on a Thursday and Friday. The club will prepay registration (includes breakfast and lunch), reimburse gas bills, and hotel room.
Guidelines for Awards
Awards are given to recognize members who have gone over and above normal club responsibilities. The executive committee has the best handle on who has done what for the club and selects the recipients each year. Prior year award winners often present the awards.
Relationship with Chippewa Rotary Foundation
Speaker Guidelines
See our web site for a comprehensive document
Youth Rotar Guidelines
See our web site for a comprehensive document
Criteria for giving Grants
Exchange of Rotary Club flags
A long tradition in Rotary is to exchange banners when visiting a different club. Our club has a supply and you are asked to take one with you when travelling. Get a photo if possible when at the other club and give your business card along with the banner. Bring back the banner from the other club and have the club web master scan it for our web site. Then you are free to keep the flag as a memento of your experience.
Payment of dues, fees, and meals
Arranging off-site meals
The Avalon gives our club very special rates on food and free meeting space. If they can rent their ballroom our meeting must be moved. We can go into the Rock Room or to an offsite location. When we go offsite we must notify Avalon a week in advance and also advise their front desk where we are going. This is in case somebody comes to visit the club.
New member procedures
Weekly Raffle
One way to make money for our projects is to raffle off something each week with a value of $10-15. Each member is asked to bring an item on their birthday. A bottle of wine, flowers, car wash coupons, etc is appropriate. Tickets are sold by the door for one dollar each or three for one dollar. The president draws and announces the winner.
Executive secretary and treasurer’s responsibilities
Happy and Sad dollars
The Happy and Sad Dollar is a very successful tradition in many Rotary Clubs. Pat Clifton will collect the money and monitor the time. The rules are a separate dollar for each topic and time is limited to 15 seconds per topic. The president can cut off the session if we are running short of time. Please try to have your dollars in hand so we do not take a lot of time making change.
Meeting room setup
Funding and procedures for inbound and outbound students