Highlights from the 2008-09 Board of Directors meetings
June 2009 Board Meeting Highlights
Board minutes - June 2009
Club and district matters
The Board regrouped clubs in District 3270 into two new districts effective 1 July 2010: District 3271 (Pakistan—provinces of Sindh and Baluchistan) and District 3272 (Pakistan—provinces of Punjab NWFP including capital area of Islamabad, and the country of Afghanistan). The Board agreed that the Rotary clubs in Kosovo and former Yugoslav Republic of Macedonia (in District 2481) shall be non-districted, effective 1 July 2011.
The Board adopted a new membership slogan for use in enhancing RI’s focus on membership growth and retention: “Each Rotarian: Reach One, Keep One.”
RI administration and finances
In discussing RI’s strategic plan, the Board agreed to adopt a quantifiable global membership goal in support of the association’s priority to expand membership globally, and asked the Membership Development and Retention Committee to consider membership benchmarks for review at the Board’s November 2009 meeting.
In preparation for the 2010 Council on Legislation, the Board requested conveners of Rotary institutes to schedule a separate half-day session for Council representatives and alternates to discuss the operation and procedures of the Council. The substance of Council proposals are to be discussed in institute plenary sessions.
The Board designated the conveners, dates, and meeting places for RI director nominating committees that will meet in September 2009 to select directors-nominee for election at the 2010 RI (Montreal) Convention. Directors will be selected from 2009-10 zones 4, 6A, 10A, 13, 22, 26, 29, and 30.
The Board amended its policy regarding the reimbursement of spouse expenses as follows: Any spouse whose attendance at a meeting, event or other activity is fully or partially funded by RI shall fulfill the duties and obligations for that meeting, event or activity as established 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 these duties and responsibilities will not be reimbursed for their expenses and shall return to RI all amounts paid to them or on their behalf by RI in connection with the travel.
RI programs, communications and awards
The Board extended the duration of the “New Generations Exchange” part of the Youth Exchange program to up to three months.
The Board amended its policy regarding international travel by youth to prohibit individual Rotarians, clubs, or districts from undertaking an alternative youth exchange program structure that circumvents current RI youth protection policies. These policies will now apply to all minors attending the International Assembly, RI Convention host organizing committee activities, and to all official RI and TRF meetings.
Rotarian Action Groups must now first seek authorization from the RI Board before requesting cooperation of districts, clubs, or Rotarians for any purpose. The Board also placed a moratorium on reviewing new Rotarian Action Groups applications until its January 2010 meeting.
The Board noted that RI has received cash and District Designated Funds of US$81.8 million toward the total challenge of raising US$200 million to match US$355 million in polio eradication challenge grants received from the Bill & Melinda Gates Foundation.
International meetings
The Board tentatively selected São Paulo, Brazil as the site for the 2015 RI Convention.
January 2009 Board Meeting Highlights
Board minutes - January 2009
The third meeting of the 2008-09 RI Board of Directors was held on 27–30 January 2009 in Evanston, Illinois, USA. At this meeting the Board reviewed reports from 17 committees and recorded 84 decisions.
Club and district matters
The Board considered many redistricting proposals, ultimately approving four new districts and the consolidation of three districts into two. The Board advised several districts to meet the minimum size of 30 clubs and 1,000 Rotarians by 31 December 2010, or the Board will take action to consolidate. To help in this effort, the Board requested the president to appoint regional advisory committees to work with clubs and districts on long-term districting and membership strategies.
In addressing membership issues, the Board adopted a set of guiding principles to support the association’s long-term membership strategy. As a component of these principles, and to convey the idea that membership is the responsibility of each Rotarian, the Board agreed to the use of a new membership slogan: “Each One Reach One,” pending legal review by the general secretary.
RI administration and finances
The Board took a number of steps to reduce costs for the association, ultimately resulting in a positive 2008-09 budget variance of US$107,200.
The Board agreed to provide travel insurance for all Rotarians and their spouses when traveling at the president’s request on Rotary-funded business.
RI programs, communications, and awards
The Board noted that RI has received cash and commitments of US$73 million towards the total challenge of raising US$200 million to match US$355 million in challenge grants received from the Bill & Melinda Gates Foundation.
To increase awareness of Rotaract, Interact, RYLA, and Youth Exchange, the Board encouraged governors-elect to consider including information on these programs at their PETS, and also encouraged district RYLA committee chairs to invite governors and governors-elect to RYLA events to help bring greater awareness to the RYLA program.
The Board took steps to enhance youth protection at district-organized events by revising the approval process for multidistrict Interact meetings, by also agreeing that clubs and districts should require parents to provide travel insurance for their children when traveling outside their local community, and by establishing new youth protection policies and procedures that clubs and districts must develop, maintain, and comply with when traveling with youth.
Noting the significant challenges of obtaining a universal travel insurance policy for all Youth Exchange students, the Board agreed that each host district should be responsible for determining an insurance provider and coverage amount for its students. The Board also established that Youth Exchange shall be represented by three program types: Long-Term Exchange, Short-Term Exchange, and New Generations Exchange.
To support cross-promotion and enhance the Rotary experience for youth and young adults, the Board encouraged district Interact, Rotaract, RYLA, and Youth Exchange chairs to conduct joint activities. The Board also encouraged Interact clubs to participate in Model UN programs.
The Board amended its policies regarding the Rotary World Magazine Press to require certification of magazines every four years and to require the magazines to publish a minimum of six times per year.
International meetings
The Board agreed to reduce the 2010 International Assembly and the training leaders seminar to five days each, and authorized the general secretary to transition to a five-day assembly program, preceded by a four-day training leaders seminar in future years. The Board further agreed that the training for Future Vision pilot districts shall be held two days immediately before the 2010 International Assembly.
November 2008 Board Meeting Highlights
Board minutes - November 2008
The second meeting of the 2008-09 RI Board of Directors was held on 3–6 November 2008 in Evanston, Illinois, USA. At this meeting the Board reviewed reports from 15 committees and recorded 102 decisions.
Club and district matters
Noting the momentum gained from the 2007-08 and 2008-09 presidential membership conferences and the conferences’ important role in supporting the RI Strategic Plan, the Board reaffirmed its support for such conferences in the future.
The Board amended the RI statement on diversity to include the following statement:
A club that reflects its community with regard to professional and business classification, gender, age, religion, and ethnicity is a club with the key to its future.
In an effort to increase Rotary’s visibility on the Internet, the Board recommended that every Rotary club have some form of Internet presence, either through their own Web sites, on social networking sites, blogs, or other Web-related mediums.
The Board will not consider any modifications 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.
The Board encouraged governors to form intercountry committees between African countries and other Rotary countries outside the continent, and further encouraged governors to include information on Reach Out to Africa in their newsletters and Web sites.
RI administration and finances
The Board approved President-elect Kenny’s selection of four distinguished Rotarians to serve as Rotary Foundation Trustees to begin serving 1 July 2009. They are: Gustavo C. Gross, from the Rotary Club of El Rímac, Lima, Peru; Lynn A. Hammond, from the Rotary Club of Loveland, CO, USA; Ashok M. Mahajan, from the Rotary Club of Mulund Mah., India; and Wilfrid J. Wilkinson, from the Rotary Club of Trenton, ON, Canada.
The Board restored the investment earnings reserve to its maximum level. The reserve covers operating expenses during periods when investment earnings drop below budget. Additionally, the RI Finance Committee identified several cost-cutting measurers for consideration when preparing the budget for fiscal year 2009-10.
The Board accepted the audited statements and report on RI’s financial results for 2007-08. The results will be published in the annual report.
RI programs, communications, and awards
The Board agreed to continue RI’s cooperative relationships with the Dollywood Foundation, Goodwill Industries International, the International Reading Association, United Nations Population Fund, and the United States Agency for International Development.
The Board established roles and responsibilities for the district Rotary Fellowships chair. Their main role will be to encourage participation in Rotary Fellowships through presentations at club meetings and district conferences, and by publicizing fellowship events via district newsletters, Web sites, and other electronic communications.
The Board recognized the new Rotarian Action Group for Diabetes.
To highlight RI’s commitment to high ethical standards, the Board requested the general secretary to create a publication promoting vocational service to focus on The Four Way Test, the Declaration of Rotarians in Businesses and Professions, strategies for promoting high ethical standards in the workplace, and vocational service project ideas and examples. The publication will be distributed at PETS.
Noting that the RI Strategic Plan directs Rotary clubs and districts to the Four Avenues of Service as a guide for possible service projects, and that the Foundation’s Future Vision Plan has its six areas of focus, the Board decided to eliminate the Menu of Service Opportunities, which had been in place since 1999.
The Board selected 145 recipients for the 2008-09 Service Above Self award, which recognizes exemplary humanitarian service provided on a continual bases by Rotarians who might otherwise go unrecognized. The names of the recipients will be announced at the end of the Rotary year. The Board further amended its policy to allow for only one award recipient per district.
US$2 million has been allocated for public relations grants in 2009-10. The grants enable placement of television and radio public service announcements, billboards, banners, print ads, and newspaper supplements in local communities. Grant applications will be available to governors-elect in January 2009.
International meetings
The Board reviewed and approved plans for the 2010 RI (Montreal) Convention, including its logo, and theme, preliminary program, registration fees, and budget. It looked with favor on the 2015 convention being held in either Houston, Texas or Phoenix, Arizona, USA, or in São Paulo, Brazil. The Board also amended its policy on interpretation at RI conventions to require that all conventions provide simultaneous interpretation in French, Japanese, Korean, Portuguese, Spanish, and any additional language that is appropriate for the host country.
July 2008 Board Meeting Highlights
Board minutes - July 2008
The Board welcomed the appointment of Monty J. Audenart as 2008-09 RI vice-president, Bernard L. Rosen as 2008-09 treasurer, and elected Paul A. Netzel as chair of its executive committee.
The Board formally ratified President Lee’s appointment of Doh Bae, William B. Boyd, John F. Germ, and Samuel A. Okudzeto as Rotary Foundation trustees.
On recommendation of President Lee, the Board established the 2008-09 RI committees and resource groups, and approved their terms of reference.
The Board agreed that newly revised zones 4, 6, 10, 13, 17, 22, 26, 29, and 30 shall select committees in 2008-09 to nominate RI directors for election at the 2010 RI convention.
The Board confirmed the 2008-09 RI budget with revenues of US$86.4 million and expenses of US$86.2 million.
The Board approved The Rotary Foundation’s 2008-09 budget of US$87.8 million for all Foundation programs, with expenditures coming from unrestricted Annual Programs Fund contributions.