Rotary Club of Naperville Policies and Procedures
Author: Sun Kwok, President 2011-2012
Contributors: Bob Estvander President, 2010-2011
These policies and procedures have been adopted by the Board of Directors as of May 16, 2012.
Additions or revisions to policy may be proposed to the Board of Directors for review at a regular board meeting, and will be voted for
approval at the following months board meeting. This is to give everyone sufficient time
to fully review the proposed change.
INDEX OF POLICIES
New Member Process
Leave of Absence
The 85 Rule
Rotarians transferring from other clubs
Guest Introductions Etiquette and Policy
Programs / Guest Speakers
Rotarian of the Week
Vocational Service / New Generations
Paul Harris Awards
The Rotary Club of Naperville accepts new members by invitation only. All new members must be proposed for membership by a Rotary Club of Naperville Rotarian or the Membership Committee. Once proposed, the membership committee will submit the prospective member to the board of directors for approval. After Board approval, the membership committee will submit the prospective member to the general membership for comment.
Note: Proposed members are not “approved” by all club members. Even if one or more members object to a new member, the Board can still approve admission of the new member into the club. See the New Member Process below which outlines the process for approval of a new member.
- Prospective members will be proposed by a Rotarian or membership committee by providing the membership committee with a Proposed Member form.
- Once received, the membership committee will email the board of directors for approval and individual directors will respond back yea or nay.
- If approved by the board of directors, the membership committee will then email the general membership for comment.
Red Badge Program
A new member is issued a temporary “Red Badge” when he/she joins the club and must earn their permanent blue badge by:
- Achieving perfect attendance for one month (one meeting can be a make-up);
- Being a Greeter for four meetings;
- Volunteering to be assigned to one or more of the existing Club Committees and
- Attending one of the regular Board Meetings held on the third Wednesday of the month.
The Rotary Club of Naperville is a membership organization and there are member dues necessary to cover the cost meals, the clubs operation and district and Rotary International dues. In addition, we are a 100% Paul Harris Fellowship club, so all new members are automatically provided $500/points by the club to cover half of the cost of their Paul Harris Fellowship, with the remaining $500 billed to new members for the first five years of their membership.
Membership dues are due on January 1st and July 1st and are typically invoiced 30-45 days before their due date. Your membership in the Rotary Club of Naperville may be terminated if we do not receive your dues payment by March 31st or August 31st.
As of January 2017, club dues for each 6 month period are as follows:
$475 Standard Member
$525 New Member (less than 5 years)
In addition, members may wish to contribute to the Rotary Foundation through the Every Rotarian Every Year (EREY) initiative, which will add another $50 per period.
New Member Process
1) The sponsor invites the candidate to several lunches and a "guest badge" is obtained from Erin. Currently the club is covering the cost of lunch for prospective members. During the lunch the sponsor will be asked to introduce his/her guest to Club members. To avoid future potential embarrassment, the sponsor should not introduce the guest as a future new member of the Club since membership in the Club is not assured.
2) The sponsor should inform her/his guest about Rotary in general terms, noting the emphasis placed on attendance at the Thursday meetings and mentioning the annual membership cost (annual dues + PH pay back + fines).
3) After the potential new member has attended at least two meetings with the sponsor and the sponsor has determined that the person is interested in becoming a member of the Club, the sponsor completes a New Member Proposal form and gives/faxes it to the Membership Committee chair. The New Member Proposal Form is available on the Club's internet site in the member area. The form can also be obtained from Erin. When completing the form, the sponsor should include any community or charitable organization activities that the proposed new member has had.
4) The Membership Chair may call the sponsor to ask for more information so he/she can formally propose the person for membership in the Club at the next Board meeting or by e-mailing pertinent information to members of the Board.
5) If the Board believes that the candidate would be a positive addition to the Club, the Board conditionally approves the candidate for membership. This can be done at a Board meeting or via a vote utilizing e-mail.
6) After receiving conditional approval from the Board, the Membership Chair sends an e-mail to all Club members to notify them that the person has been proposed for membership in the Club and asking for any input members might have.
7) If no Club member provides negative input within one week, the candidate is automatically approved for membership and the Membership Chair informs the sponsor of this fact. If negative comments are received, the Membership Committee conducts an information gathering investigation. This investigation may include inviting the member(s) who provided negative feedback to a Board meeting to state the reasons for the negative input. The Board then votes to accept or reject the proposed new member. The sponsor will be informed either way.
8) The Membership Chair schedules an orientation session for the new member that includes the sponsor and up to two members of the Membership Committee.
9) Finally, the new member is formally inducted into the Club by the Club President at a Thursday luncheon meeting.
Leave of Absence Policy
Members of the Rotary Club of Naperville may request a leave of absence at any time, for personal, work, or medical reasons. All leave of absences must be approved by the Rotary Board of Directors,
Note: Members must be in good standing with all dues paid up to date.
There is a maximum one year leave of absence allowed for personal or work reasons. Unlimited medical leave of absences are allowed.
While on leave of absence, a member must pay their dues at a reduced rate of $150 per period (sufficient to cover the club, district and Rotary International portion of your dues) plus $50 if you are still paying back your Paul Harris Fellowship. A member may continue to attend meetings and events whenever possible, and is responsible for paying for their lunch or event cost, at $20 per meal.
A member may return from a leave of absence at any time and pay a prorated dues amount sufficient to carry them to the next billing period.
The 85 Rule
The 85 Rule is a special category of membership for the Rotary Club of Naperville. When a Rotarians age plus the number of years they have been in Rotary totals up to 85, they may decide to opt to be an 85er. For example, if you are 65 years old and have been in Rotary for 20 years, this totals 85 and you are eligible for this type of membership.
In most cases, if you regularly attend Rotary meetings, then you should continue your regular membership.
However, if you are unable to attend regularly, because of health reasons or because you spend the winter in warmer climates, or for any other reason, but still want to be a part of the Naperville Rotary, thanks to your long membership in Rotary, you can do this through the 85 Rule.
An 85 Rule member pays $150 per period for membership, to cover club, district, and RI dues. Meals are not included in this membership, to reflect the fact that 85 members do not regularly attend meetings. Meals are charged at $20 per regular luncheon when you attend.
The Rotary Club of Naperville may from time to time extend an Honorary membership to a member of the public or existing Rotarian, to honor them for their service to the community and / or the Rotary Club of Naperville. Honorary Rotarians are recognized as full Rotarians at the Rotary Club of Naperville only, are NOT recognized by Rotary International, and do not pay club, district, or RI dues. Rotarians may attend all Rotary Club of Naperville meetings, events, and functions, but must pay for their participation if there are any fees associated with these events (ie, the cost of lunch, etc). A Rotarian who has been a member for at least 20 years and is experiencing some kind of medical or other hardship may be offered an Honorary Rotarian status with the approval of the club board of directors.
Rotarians Transferring from other Clubs
Any Rotarian wishing to transfer to the Rotary Club of Naperville must be a member in good standing with their prior club and must be sponsored by a member of the Rotary Club of Naperville.
The meeting agenda generally follows the schedule below, although the President may change the agenda from time to time in order to accommodate things such as the needs of guest speakers, announcements, a large number of guests, etc.
12:15 President's Welcome
Pledge of Allegiance
12:45 Introduction of Guests and Visiting Rotarians
Induction of New Members
12:55 Sergeant at Arms & Rotarymercials
1:00 Program / Guest Speaker
1:25 Be Here Pot
1:30 Four Way Test
Guest Introduction Etiquette and Policy
Our Rotary Club often hosts many guests at our luncheons. In the interests of time, and protecting our members from being captive to extensive marketing or campaigning by our guests, it is important to follow the guest introduction process below.
Guest Introduction Process
- Please state the Guest’s Name and Business
- Please state any community organizations or affiliations the guest has
- If they are a candidate for office you may mention that.
- A candidate for office may not address the Rotary Club in any form, including Rotarymercials
- Do not give the microphone to the guest at any time. If a guest wishes to address the club they should seek the approval of the sergeant in advance for the Rotarymercial segment. We will not be a captive audience to promotions of any kind, and the sergeant shall be the gatekeeper and decision maker for these types of announcements.
- Do not mention the number of times a guest has visited or that they are in process of becoming a Rotarian. You may say that they are “visiting again”. A person may not always be approved for membership and this could be potentially embarrassing for them. If a person has been approved and is being inducted at that meeting, you may mention that.
Program / Guest Speaker Policy
The members of the Rotary Club of Naperville are a highly influential, affluent, and desirable audience for many businesses, charities, and other organizations. It is important that we present quality programs of interest to our members while at the same time protecting our members.
There are a limited number of available program spots (about 38) each year. Our programs should address a variety of topics and causes, and should be informational, fun, or entertaining. Programs should not be self-promoting, and in general provide useful, informative, educational, or entertainment value to our members.
In the case of non-profits and charities, in the interest of fairness, the limited number of speaking slots, and the necessity of having a balanced variety of programs, it is not possible to allow a significant number non-profits and charities to address the club each year. Allowed programs would consist of organizations that have received support from the Rotary Club of Naperville, Rotary District 6450, Rotary International, or their members.
Program Presenters may not request contributions or other monetary support during their presentations, although they can ask for volunteers, and bring flyers, brochures, and other items to place on the tables before the meeting begins. These items are not to be distributed during the meeting. The primary purpose of the materials distributed should be to provide information about the organization, and these materials may ask for donations and other support, but it should not be the sole purpose of the materials distributed.
Rotary Announcements are governed by the Club President. Any announcement during this phase of the meeting must be related to Rotary, either our club or others. Please try to give as much advance notice of any announcements as you can, so the President can adjust the meeting schedule to accommodate the time you need to speak. It is important to stay on schedule so that we do not unfairly infringe upon our guest speaker's time. There is no charge for Rotary Announcements.
Rotary Announcements are governed by the Sergeant at Arms. Any announcement can be made during this phase of the meeting but must be limited to no longer than 1 minute. It is important to keep within the time limit as we would otherwise unfairly infringe upon our guest speaker's time. Please try to give as much advance notice of any announcements as you can, so the Sergeant can adjust his schedule. If there is a large number of Rotarymercials, the Sergeant may ask you to present your Rotarymercial at another time.
There is a fee for these types of announcements:
Personal announcements - birthdays, anniversaries, celebrations, $10
Business, work, non-profit events, $20
Rotarian of the Week
The Rotarian of the Week is a Rotary Club of Naperville Rotarian whose Rotary or community service is highlighted in a given week, often because of some timely event or community recognition, service, award, or media exposure. The Rotarian of the Week is selected by the Club Service committee from nominations from the membership or the Club Service committee. Members may not nominate themselves.
COMMUNICATIONS POLICIES (Proposed 06/09/14)
Rotary Club email addresses are for club use only, to communicate club, district, and Rotary International items of interest. They are not to be used to promote our businesses, fundraising events that we are involved in, organizations that we are associated with, to promote family members' activites, and we are a non-political organization. If you do have a non-Rotary item or event of interest, our Sergeant will gladly accept your donation to the Scholarship fund for your Rotary commercial (rotarymercial).
It may be possible to have your event included in the Nairator club newsletter, if its inclusion is approved by the Club president and newsletter editor.
If you are unsure if your promotion of an event qualifies, then please email or call your Rotary president. All presidents of the past and future have made communication with their members their number one priority.
The Rotary Club of Naperville is governed by Club Bylaws 2011-03-23.
Board of Directors
The Board of Directors establishes policy and sets the direction of the club and oversees the clubs operation.
Club Service focuses on strengthening fellowship and ensuring the smooth functioning of Rotary clubs. Our Club service committee plans the summer picnic, holiday party, Rotarian of the Week, Business to Business Luncheons. There is also a Hearts and Flowers subcommittee that distributes good cheer to Rotarians in need of a pick me up.
Vocational Service involves club members serving others through their professions and aspiring to high ethical standards. Rotarians, as business leaders, share skills and expertise through their vocations, and they inspire others in the process.
Community Service is the opportunity Rotary clubs have to implement club projects and activities that improve life in the local community
International Service encompasses efforts to expand Rotary’s humanitarian reach around the world and to promote world understanding and peace. It includes everything from contributing to PolioPlus to helping Rotary Youth Exchange students adjust to their host countries.
The Avenue of New Generations recognizes the positive change implemented by youth and young adults involved in leadership development activities, community and international service projects, and exchange programs that enrich and foster world peace and cultural understanding.
Paul Harris Awards
When a service member dies in the line of duty The Rotary Club of Naperville awards a Paul Harris Fellowship for Service Above Self, per board approval.