Highlights from the 2010-11 Board of Directors meetings
May 2011 Board Meeting Highlights
Board minutes - May 2011
The 2010–11 RI Board of Directors held its fourth and final meeting on 12–18 May 2011 in Evanston, Illinois, USA. The 2011–12 RI Board held its first meeting on 27 May 2011 in Baton Rouge, LA, USA. At these meetings the Board reviewed reports from 12 committees and recorded 108 decisions.
Club and District Matters
The Board considered many districting issues and took several decisions consolidating or splitting districts, including the following:
Effective 1 July 2012:
- District 2030 (Italy) is reorganized into new Districts 2031 and 2032
- District 3400 (Indonesia) is reorganized into new Districts 3410 and 3420;
- Districts 4320, 4340, 4350, and 4360 (Chile) are reorganized into new Districts 4325, 4345, and 4355;
- Districts 5190, 5260, 5280, and 5300 (USA) are reorganized into new Districts 5190, 5280, and 5300;
- Districts 7350 and 7370 (USA) are reorganized into new District 7360;
Effective 1 July 2013:
- District 3280 (Bangladesh) is reorganized into new Districts 3281 and 3282;
- Districts 7250 and 7260 (USA) are reorganized into new District 7255;
- District 9200 (Eritrea, Ethiopia, Kenya, Tanzania, and Uganda) is reorganized into new Districts 9211 and 9212;
- Districts 9680, 9690, and 9750 (Australia) are reorganized into new Districts 9675 and 9685;
Effective 1 July 2014:
- District 3660 (Korea) is reorganized into new Districts 3661 and 3662
The Board developed new policy to authorize the general secretary to provide additional support to districts that face membership challenges due to unique geographic, language, cultural, economic, social, political, or other factors. An “additionally-supported” district status allows the Board to create or maintain a district that does not meet the minimum numbers of clubs or members as designated in the RI Bylaws. The additional support will be extended for a period of up to three years.
Acknowledging that the term “memorial to the Board” (a request for administrative action by the Board) is not well understood among Rotarians, the Board changed the name of this procedure to “petitions to the Board” and encouraged clubs and districts to submit such petitions to the general secretary rather than submitting them as proposed resolutions to the Council on Legislation. The Board will consider such petitions at the next meeting after the petition is received by the Secretariat.
RI Administration and Finances
As part of the transition process to a new RI general secretary, the Board approved creation of the position deputy general secretary and, in consultation with General Secretary Ed Futa, selected RI Financial Services General Manager Peter DeBerge for that position, effective 1 July 2011.
To help facilitate Rotary club and district efforts in enhancing RI’s public image, the Board amended its policy on the use of RI’s marks to allow the use of the “Rotary” name without an immediate identifier of the club or district when naming community projects. Such project sponsors must submit and application to the general secretary and must enter into a license agreement with RI.
Noting that the Rotary International General Surplus Fund has remained above Rotary’s funding goals over the past three years, the Board, in accordance with the RI Bylaws and by a three quarters vote of all directors, authorized the expenditure of general surplus funds in 2011–12 in an amount not to exceed US$3,500,000 to fund additional district public relations grants and major branding, communication, and social networking initiatives.
The Board designated the dates and meeting places for RI director nominating committees that will meet in September 2011 to select directors-nominee for election at the 2012 RI (Bangkok) Convention. Directors will be selected from Zones 1, 5, 9, 14, 23, 25, 28, and 31.
RI Programs, Communications, and Awards
The Board allocated US$2 million over the next three years to implement a comprehensive public relations strategy that will highlight RI’s role in polio eradication.
The Board rescinded its policy on Multidistrict Administrative Groups. While each group may continue serving their national audiences, once a group’s certification expires, it will no longer be considered a Rotary Entity and will be required to change its name and cease using the Rotary marks.
The Board updated the Rotary Community Corps purpose, goals, guidelines, and bylaws to ensure that the program remains vibrant and relevant to Rotary clubs today.
In discussing ways to better facilitate communication and networking among Rotarians, the Board agreed to appoint a Social Network Committee to study and develop the concept for an online Rotary Social Network.
The Board established key messages on vocational service as follows:
Rotarians, clubs, and districts should implement the following strategies in their support of Vocational Service:
- Strengthen the emphasis on vocation and classification in new member recruitment and induction.
- Identify means of emphasizing vocation in club activities.
- Create a stronger emphasis on business networking with integrity in Rotary at the club and district level.
- Focus more attention on business networking with integrity as a means of attracting and mentoring the new generation.
- Emphasize the connection between the Four Way Test and the Declaration of Rotarians in Businesses and Professions and their importance to the values of Rotary.
International Meetings
Noting that the use of e-learning, webinars, and other online collaboration tools can improve the efficiency and lower the costs of training that RI provides to its governors-elect, the Board agreed to reduce the length of the International Assembly by one day, beginning in 2013.
January 2011 Board Meeting Highlights
Board minutes - January 2011
The third meeting of the 2010-11 RI Board of Directors was held on 23–28 January 2011 in San Diego, California, USA. At this meeting the Board reviewed reports from 12 committees and recorded 62 decisions.
Club and District Matters
The Board reorganized the clubs in District 9100 (14 countries in West Africa) into two new districts, 9101 and 9102, effective 1 July 2013.
RI Administration and Finances
The Board concluded its search for a new RI general secretary and elected attorney and former U.S. government official John Hewko for a three-year term, beginning 1 July 2011. More information about the new general secretary can be found at rotary.org.
The Board elected Antonio Hallage, Jackson San-Lien Hsieh, John Kenny, and Ian H. S. Riseley each to serve four-year terms as Rotary Foundation trustees, beginning 1 July 2011 until 30 June 2015.
In discussing the financial relationship between RI and its Foundation, the Board agreed to eliminate all Foundation costs paid to RI associated with public relations, broadcast media, and the International Assembly, beginning in 2011–12. As a result, RI will need to decrease its 2011–12 expenses by US$2.6 million to maintain a balanced budget.
RI Programs, Communications, and Awards
The Board agreed to eliminate RI Resource Groups in future years. The Rotary Public Image Resource Group will transition to Rotary public image coordinators (RPICs). Under this plan, there will be 41 RPICs serving in the same geographical areas as the Rotary coordinators and the regional Rotary Foundation coordinators. The main function of this new RI position is to coordinate a unified but regionally-based approach to RI’s public image and awareness efforts.
The Board agreed that Rotaract club presidents must submit updated membership lists to RI each year no later than 30 September and 31 March through its online reporting tool, Member Access, and include the names, e-mail addresses, and gender of each Rotaractor in the club. Rotaract clubs that fail to submit updated contact lists to RI in a two-year period will be terminated. Rotary clubs are also now encouraged to appoint Rotarian mentors to the Rotaractors in the Rotaract clubs they sponsor.
The Board recognized the Food Plant Solutions Rotarian Action Group and the Rotarians’ International Fellowship of Authors and Writers.
International Meetings
Beginning at the 2012 Bangkok Convention, the Board agreed to offer a preconvention-only registration option at the international convention, subject to review each year, which will allow participants to attend preconvention events without registering for the convention itself.
November 2010 Board Meeting Highlights
Board minutes - November 2010
The second meeting of the 2010–11 RI Board of Directors was held on 30 October–6 November 2010, in Evanston, Illinois, USA. At this meeting the Board reviewed reports from 14 committees and recorded 84 decisions.
Club and District Matters
The Board established three new pilot projects aimed at boosting membership in RI. They are: an associate member pilot project that will allow potential members to become associated and acquainted with a Rotary club, its members, programs, and projects for a certain length of time before becoming a full member; a corporate member pilot project that will allow a corporation or company in a club’s area to become a member of the club; and an innovative and flexible Rotary club pilot project that will allow clubs to self-determine their operations to better accommodate their membership and community needs. These pilot projects will operate from 1 July 2011 through 30 June 2014. The Board also established a satellite club pilot project that will allow a Rotary club to conduct multiple club meetings a week, each meeting taking place at a different location, on a different day, and/or at a different time.
The Board took action to balance district membership by encouraging large districts to split into two or three new districts and by agreeing to merge smaller districts that do not meet minimum size requirements by specific dates set by the Board, with the ultimate goal of there being no district with fewer than 33 clubs or 1,200 members or more than 100 clubs and 4,000 members. The Board encouraged district leaders to work with the RI directors and Rotary coordinators to meet this redistricting objective.
Joint district conferences may now be scheduled without prior Board approval. The restriction against scheduling district conferences within eight days of an international convention was removed. Conference must not occur at the same time as the international convention, however.
RI Administration and Finances
Discussing the RI Strategic Plan, the Board agreed to review at its January 2011 meeting legislation for possible submission to the 2013 Council that would amend long-standing club meeting and membership qualification requirements. It agreed to transform RI programs to a “resource and support” model aimed at better helping clubs and districts in their service projects. In an effort to enhance awareness of RI’s public image, the Board agreed to increase annual funding for district public relations grants from US$2 million to $4 million, beginning in 2011–12. The Board amended RI’s Strategic Plan by replacing the vision statement with a “core essence” statement as follows:
Core Essence:
A worldwide network of inspired individuals who translate their passions into relevant social causes to change lives in communities.
The Board clarified that Rotary coordinators are vital in achieving the goals and objectives of the RI Strategic Plan for 2010–13; that they are resource persons for the district governors, not supervisors or managers for the clubs and districts in their regions; and that they are to support the work of the governors and obtain approval of the governors before working with clubs in their respective districts. Rotary coordinators have the same rank and status as the regional Rotary Foundation coordinators and the two should work cooperatively on an equal basis.
The Board, subject to the review and recommendation by the Audit Committee at its November meeting, accepted the audited statements and report on RI’s financial results for 2009-10. The results will be published in the annual report.
RI Programs, Communications, and Awards
The Board received a progress report on Rotary’s US$200 Million Challenge and was advised that as of 22 October, US$149,222,000 had been raised.
The Board agreed to expand the recent Council on Legislation decision that allowed North American Rotarians to choose between a digital or print version of The Rotarian magazine to also include all international subscribers of the magazine. The Board further requested the general secretary to immediately process requests from qualified Rotarians for joint subscriptions to the magazine (therefore rescinding its June 2010 decision that requested this be done by 1 July 2011).
New Guidelines for Rotarian Action Groups were approved to clarify their purpose, governance, administration, use of the Rotary Marks, fundraising, and dues collection.
The Board agreed to appoint a Youth Exchange Committee to serve through 30 June 2011.
In a cost cutting measure, the Board discontinued holding the annual international RYLA event at the international convention, effective 30 June 2011.
In an effort to provide opportunities for young people in developing countries to participate in Youth Exchange, the Board encourages those districts participating only in outbound exchanges to become certified, and for certified districts to consider providing financial assistance to students from developing countries, when possible, to offset the expenses of the exchange to the students’ parents or guardians. In discussing student travel insurance issues, the Board agreed to encourage districts to establish and participate in a voluntary global student travel insurance program at no cost to RI.
The Board agreed to recognize the Italian Culture Worldwide Rotarian Fellowship.
The Board selected 132 recipients for the 2010-11 Service Above Self award, which recognizes exemplary humanitarian service provided on a continual basis by Rotarians who might otherwise go unrecognized. The names of the recipients will be announced at the end of the Rotary year.
To increase Rotary’s visibility and enhance its public image, the Board agreed to budget up to US$1 million in 2011–12 for targeted public relations efforts.
International Meetings
The Board accepted the proposal from districts 3330, 3340, 3350, and 3360, to host the RI convention on 6–9 May 2012 in Bangkok, Thailand.
July 2010 Board Meeting Highlights
Board minutes - July 2010
The 2010-11 RI Board held its first meeting on 25-26 June 2010 in Montreal, Canada.
Club and District Matters
To encourage participation in multidistrict PETs, the Board authorized districts that have not attended such seminars within the previous five years to initiate or join an existing multidistrict PETS for a single year without first obtaining the consent of two-thirds of the clubs involved (as required policy) provided the incoming governors responsible for planning the proposed multidistrict PETS unanimously agree.
The Board amended its policy regarding club voting strength in district elections to require the governor to notify clubs in the district at least 15 days before the balloting regarding the number of votes to which the club is entitled.
Recognizing that governors have extensive responsibilities in managing and administering the clubs in their districts, the Board broadened their expense categories eligible for reimbursement from RI. Current governors will be provided details via email.
RI Administration and Finances
The Board welcomed the appointment of Thomas M. Thorfinnson as 2010-11 RI vice president, K.R. Ravindran as 2010-11 treasurer, and elected John Blount as chair of its executive committee. The Board confirmed its election of Stephen R. Brown, Dong Kurn Lee, Anne L. Matthews, and Kazuhiko Ozawa as Rotary Foundation trustees.
On recommendation of President Klinginsmith, the Board established the 2010-11 RI committees and resource group, and approved their terms of reference. The Board agreed that zones 1, 5, 9, 14, 18, 23, 25, 28, and 31 shall select committees in 2010-11 to nominate RI directors for election at the 2012 RI convention.
The Board confirmed the 2010-11 RI budget with revenues of US$84,938,000 and expenses of US$84,054,000, and further approved The Rotary Foundation’s 2010-11 budget of US$93,157,000 million for Foundation programs that are funded with unrestricted Annual Programs Fund contributions.