Rotary Club of Appleton Handbook

CLUB # 2656 FOUNDED APRIL 1, 1917

(*Referred to in this manual as The Appleton Rotary Club)

Welcome to Rotary! What follows is a handbook for new and long-standing members alike. In it you will find information on club etiquette, traditions, policies and club structure. It is presented with the hope that each of you will read it and have a better understanding of our rich heritage and how we operate.

Your club President and Board of Directors believe it will be a valuable resource for each of us, as we grow in the Rotary ideal of "Service Above Self".

Rotary is a "service club". You may serve your club through the "Four Avenues of Service" recognized by Rotary:

1. Club Service—through active participation in the committee structure of the club and through regular attendance.
2. Vocational Service—through maintenance of the highest ethical standards in your business or profession.
3. Community Service—through the activities you undertake as an individual or in conjunction with others, which demonstrates a concern for the people of the community. Other "service clubs" frequently require their members to dedicate hours to worthwhile service projects, e.g. selling items, sponsoring events, etc. The philosophy of the Appleton Rotary Club has been and is to encourage members to participate as individuals in the community service organizations of their choice.
4. International Service—through your efforts to promote peace and goodwill among all people. Rotary International is, as the name suggests, an organization that brings together people from 161 countries. Under the auspices of local clubs and through Rotary International service projects are carried on around the world.

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THE FOUR WAY TEST

1. Is it the TRUTH?
2. Is it FAIR to all concerned?
3. Will it build GOOD WILL and BETTER FRIENDSHIPS?
4. Will it be BENEFICIAL to all concerned?

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ROTARY CODE OF ETHICS FOR BUSINESS PEOPLE

(Adopted by the Sixth Annual Convention of the International Association of Rotary Clubs in San Francisco, July 19-23, 1915.)

My business standards shall have in them a note of sympathy for our common humanity. My business dealings, ambitions and relations, shall always cause me to take into consideration my highest duties as a member of society. In every position in business life, in every responsibility that comes before me, my chief thought shall be to fill that responsibility and discharge that duty so when I have ended each of them, I shall have lifted the level of human ideals and achievements a little lighter than I found them. In view of them, it is my duty as a Rotarian,

FIRST: To consider my vocation worthy, and as affording me distinct opportunity to serve society.

SECOND: To improve myself, increase my efficiency and enlarge my service, and by so doing attest my faith in the fundamental principle of Rotary, that he profits most who serves best.

THIRD: To realize that I am a businessman and ambitious to succeed; but that I am first an ethical man, and wish no success that is not founded on the highest justice and morality.

FOURTH: To hold that the exchange of my goods, my service, and my ideas for profit is legitimate and ethical, provided that all parties in the exchange are benefited thereby.

FIFTH: To use my best endeavors to elevate the standards of the vocation in which I am engaged, and so to conduct my affairs that others in my vocation may find it wise, profitable, and conducive to happiness to emulate my example.

SIXTH: To conduct my business in such a manner that I may give a perfect service equal to or even better than my competitor, and when doubt to give added service beyond the strict measure of debt or obligation.

SEVENTH: To understand that one of the greatest assets of a professional or of a businessman is his friends and that any advantage gained by reason of friendship is eminently ethical and proper.

EIGHTH: To hold that true friends demand nothing of one another and that any abuse of the confidences of friendship for profit is foreign to the spirit of Rotary, and in violation of its Code of Ethics.

NINTH: To consider no personal success legitimate or ethical which is secured by taking unfair advantage of certain opportunities in the social order that are absolutely denied others, nor will I take advantage of opportunities to achieve material success that others will not take because of the questionable morality involved.

TENTH: To be not more obligated to a Brother Rotarian than I am to every other man in human society; because the genius of Rotary is not in its completion, but in its cooperation; for provincialism can never have a place in an institution like Rotary, and Rotarians assert that Human Rights are not confined to Rotary Clubs, but are as deep and as broad as the race itself; and for these high purposed does Rotary exist to educate all men and all institutions.

ELEVENTH: Finally, believing in the universality of the Golden Rule, all things whatsoever ye would that men should do unto you, do ye even so unto them, we contend that Society best holds together when equal opportunity is accorded all men in the natural resources of this planet.

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MEETING FORMAT

The Appleton Rotary Club seeks to act as a unified service organization respecting individual members as persons. Certain guidelines help to set the tone for our interactions. ·

• TUESDAY LUNCHEON - Your club meets each Tuesday noon at the Radisson Paper Valley Hotel in downtown Appleton. A lunch buffet begins about 11:45 a.m. and the meeting is called to order at approximately 12:20 p.m. to allow time for invocation, songs, announcements, good news and special presentations. The speaker is introduced at about 12:45 p.m. and the meeting adjourns at approximately 1:15 p.m. ·
• INVOCATION - Each Tuesday a member of the club provides a moment of reflection and/or meditation. Those short statements attempt to be sensitive to the broad base of beliefs and cultural backgrounds of our club members. It also is an opportunity for each of us to simply give thanks for what we have and what we share. ·
• SINGING AT MEETINGS - While laughter often is considered "the best medicine", singing is an elixir of mind and soul. Talented members weekly work to relax and refresh with creative opportunities for song. All voices blend in song and bring us closer as participants in a long standing club tradition. ·
• GOOD NEWS - It is an opportunity for each of us to share events in our lives with others. "Good News" is intended to be for announcements on a personal nature. Any business related or activity related announcements should be placed on the table or bulletin board established for that purpose. ·
• ADDRESSING OUR PRESIDENT - It is proper to address our club President as President Bill, not simply Bill or the leader's nick name when addressing the person at a weekly meeting, board meeting, Rotary gathering or other official Rotary function. ·
• ROTATE TABLES - We learn more of our Rotary members and are able to share the fellowship of Rotary by making an effort each week to sit at a different table where we have the opportunity to share ideas, concepts and conversations with the many members and guests. ·
• GUESTS - Guests of members and visiting Rotarians are always welcome at club meetings. Guests are to be "signed in" by the host Rotarian at the registration table so that a meal fee (currently $9.00) is paid and the President is aware of the guest's presence. When introducing a guest at the meeting it is not proper to announce that the guest will soon be a Rotarian as there are procedures that must be followed in order for membership to be granted. (see policy on membership) Rotarians seated with the guest at table are expected to introduce themselves to the guest and make the guest feel welcome. ·
• ANNOUNCEMENTS AT MEETINGS - Club meetings are carefully planned to maintain the traditional closing time. If you have a Rotary related announcement you wish to make at a meeting, members are asked to call our administrative assistant before the meeting so the item is added to the President's agenda. Items members wish to have brought up at a board meeting may be discussed initially with the club President, but also should be relayed to the administrative assistant. The administrative assistant's telephone number is published weekly in the Gusto. ·
• LEAVING MEETINGS EARLY - Meeting attendance is an opportunity to socialize and to become informed. A good deal of effort goes into planning events and speakers that will be of interest to members. There are times when schedules demand that members leave a meeting early. It is expected that Rotarians personally excuse themselves to the President and the speaker before leaving. There also are appropriate times when a Rotarian may leave: immediately after eating and before the President has rung the bell calling the meeting to order or after singing, introductions and announcements. A blue box at the exit door has been a long-standing tradition of the club. Those who leave early are expected to deposit $1 in the box. Funds are designated within the budget for special purpose projects determined by the Board of Directors. ·
• GREETERS - New members are regularly assigned to be greeters helping the new member to become better acquainted with fellow Rotarians. Greeters are expected to be at the meeting before noon and welcome members and assist guests when necessary. Be sure to extend a hand of welcome to a greeter so we all may become better acquainted.

Short Video ideas for Clubs and meeting formats from District 6220 Governor Joe Jones can be seen below:

 

Subscribe to all of DG Jones' videos on YouTube by here.

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TRADITION

When an organization has existed more than three-quarters of a century, as has your Appleton Rotary Club, it becomes rich in tradition. We have been fortunate to have members whose contributions over the many years have created a legacy.

• ROTARY SPOUSES - There is no official association of spouses in Rotary International. In every Rotary club the spouses have an opportunity to take an important interest in the work of Rotarians and in many instances, to share with their spouse member the activities of our club.
• PAUL HARRIS FELLOWSHIPS - Paul Harris organized the first Rotary Club in Chicago, Illinois on Feb. 23, l905. He also established a unique foundation to fund world service called the Paul Harris Fellowship. Rotarians have an opportunity for singular recognition as a Paul Harris Fellow by making a $1,000 donation to the Rotary International Foundation. The Appleton Rotary Club recognizes Paul Harris Fellowships in a unique way. A fund established by the late Charles Heeter allows our club annually to award Charles and Adele Heeter Outstanding Community Leadership Awards to club members and citizens of Appleton who demonstrate extra ordinary community service and live the Rotary Creed. A $1,000 donation is made in the recipient's name to Rotary International. Rotarians also may make a donation themselves or in the name of a spouse or family member and establish a Paul Harris Fellowship. Rotarians already Paul Harris Fellows may add gem stones to their Paul Harris pin by giving an additional $1,000 to the fund up to $10,000.
• ROTARIAN OF THE YEAR – Annually in the month of June, our Rotary President announces the Rotarian of the Year. A Rotarian who has served the club far beyond normal club activity is awarded this distinction by the President. Any club member may submit a nomination to the President for the Recognition Committee to review for consideration. A plaque in addition to a Paul Harris Fellowship is given to the recipient.
• ANNUAL PRESIDENTIAL ROAST - No Rotarian should miss the good-natured roasting of the incoming club President. At the last meeting in June, the stunts committee brings to the members the results of exhaustive investigative work. The background, foibles and activity of the incoming President are painfully laid before the club. We, the club members, voted for the person. After the roast, there should be no doubt as to just who our leader presumes to be.
• VISITATION COMMITTEE - A group of members attempts to keep track of ill or hospitalized Rotarians. The committee will notify members at the weekly meeting, circulate a card or visit the member. If you have information for the committee, contact a committee member or the administrative assistant.
• INTERNATIONAL CONFERENCE - It is an honor to be elected Rotary President. Only those who have held the position know the dedication and hours required being an effective President. Our club annually pays expenses for the incoming President to attend the international conference. That trip expands the horizons of club opportunity, service and recognizes the efforts to be expended in the coming year on behalf of the club.
• THE BLUE DOT - Ever wonder why some club member's nametag has a large blue dot affixed? That's a new member who has not yet had the opportunity to give a "thumbnail". The 5-minute talk is our opportunity to learn more about new members. When you see the blue dot, do your part to make the new member welcome. Over the years, thumbnails have become some of the best lunchtime programs.
• COMMITTEE INVOLVEMENT - Rotarians are expected to maintain a minimum of 50% meeting attendance. That can be achieved by make-ups at neighboring clubs, clubs throughout the world, participating in or attending a committee meeting or a Rotary Board meeting. But committee involvement serves more than one purpose. One more fully appreciates Rotary by bringing his or her talents to share in one of the many club committees. New members are encouraged to participate on at least 2 committees. Your Rotary Mentor will review the various committees and help you find a committee where your talents and interest lie.
• GUSTO - Each week Rotary members and those who simply wish to maintain contact with our club receive a weekly newsletter. The Gusto is a window to club programs, attendance records, club member roster, telephone numbers, review of the past week's meeting, guests, special announcements, recognitions, birthdays and communications from our President. The Gusto contains only Rotary related information. Should you wish to have something in the Gusto contact our administrative assistant at the weekly meeting or by the Wednesday following the meeting.
• HOLIDAY PARTY - An annual holiday party has become a time honored event generally the Tuesday before Christmas. Rotary spouses, children, especially those college students home for the holidays, and guests arrive early that day to celebrate the diverse customs represented at that time of year. A special program always has been prepared.
• BIRTHDAY RECOGNITION - The first meeting of each month Rotarians celebrating a birthday are asked by the club President to stand and be recognized with applause and song. Also, those celebrating birthdays are encouraged to donate to the Rotary Foundation an amount in dollars equal to the years celebrated.
• WEBSITE – www.appletonrotary.org has been established to provide on line access to our organization
• MENTORING PROGRAM – The Mentoring Committee assigns a Mentor to each new Rotarian as soon as possible after initiation into the club.

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POLICY

• NEW MEMBERS - Membership in Rotary is based on a system of classifications to encourage a broad base of membership from many walks of life. Should you wish to submit a name for membership, obtain application forms from the club secretary or administrative assistant and return them filled out for submission to the club secretary who will pass it on to the classification and membership committees. The classification committee will review the application to determine if it meets an unfilled classification. The proposing member should know within 30 days if his or her candidate will be accepted for membership. It is common practice to bring your proposed member to three meetings and introduce the person to the club as your guest. DO NOT announce to the club that you are proposing the person for membership. The club President will meet with the prospective member and the secretary will inform you when the individual is ready for induction into the club. An induction ceremony will be held at a regular club meeting, and the proposing member will be asked to introduce the new member to our membership.
• ATTENDANCE - Rotarians are expected to maintain a minimum of 50% meeting attendance, stay for at least 60% of a meeting and attend at least 30% of our club's meetings in each half of the year. Make-up opportunities are available in a variety of ways: attending a Rotary meeting of another club anywhere in the world and turning in a meeting attendance card to the club secretary, participating in a club committee meeting, helping pack for SAMP, or attending a Rotary function. The make-up must be made two weeks prior to or two weeks following the regular meeting that was missed. If you know you will be attending a meeting of a club in another country, it is customary to exchange club flags. Appleton Rotary Club flags may be obtained from the administrative assistant. Upon your return, the flag of the club you visited should be presented to our club President. Our administrative assistant has a worldwide directory of Rotary clubs, locations, meeting days and times.
• ROTARY ATTENDANCE EXCUSED - There comes a time in each of our lives when we retire and no longer will hold an active member classification. Under special circumstances one may apply to the Board of Directors for "Attendance Excused" status. Dues are paid and the member pays separately for meals at meetings attended. The Attendance Excused status is available to members who have reached the sum of 85 (70 years of age, 15 years Rotary membership for example) or who have reached age 60, fully retired (not earning a living) and have 15 years active membership in Rotary. Information on membership status may be gained from the club secretary or the administrative assistant.
• LEAVE OF ABSENCE - There may be circumstances when a member may be unable to maintain 50% attendance, for example, maternity or paternity, prolonged illness, temporary job reassignment, significant new responsibilities, personal issues or conflicting job assignments. A club member seeking a leave of absence must contact the club President and discuss the request. If the President feels the request is reasonable, a letter will be sought outlining the reasons for the leave and be presented to the Board of Directors for action. A leave will last no longer than six months. A Rotarian will be eligible for one leave opportunity every three years. If a leave is granted, and the Rotarian returns earlier than six months, or the leave is less than six months, he or she is not eligible for another leave until three years has elapsed. Rotarians continue to pay dues during the leave.
• DUES AND MEALS - Each member will be billed quarterly, in advance, for meals and dues unless a "Leave of Absence" or "Attendance Excused" status has been granted by the Board of Directors. There are no refunds for meals not eaten.
• REIMBURSEMENT/TRANSFER OF DUES – Membership dues can be paid on an annual, semi-annual or quarterly basis. If a member resigns or is terminated for any reason, dues will not be reimbursed or transferred to another member.
• MEMBERSHIP ROSTER – Our membership roster is given to members for the purpose of providing a source of contact information and as a way to get to know other Rotarians in the Club. It is not to be used outside the Club for the purpose of sending unsolicited information to our membership. Also, our roster should not be given to non-members of the Club.
• SOLICITATIONS – Solicitations to purchase tickets to non-Rotary functions or raffle tickets not relating to Rotary may not be made at tables outside or during Rotary meetings since we do not want to imply that we endorse some projects/organizations and not others.
• NON-ROTARY ANNOUNCEMENTS – Non-Rotary related announcements should be placed on the bulletin board or nametag table rather than making an announcement from the podium.

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CHARITABLE REQUESTS

1. The Club receives requests for charitable contributions from several different sources – locally, nationally and internationally.
2. All requests should be directed to the Board of Directors of the club who will determine the disposition of the request. Should there be interest in meeting the request, it will be forwarded to the committee of jurisdiction for a recommendation back to the Board before final approval.
3. The budgeting process provides funds for each committee to perform its mission effectively. However, it does not include in the committee budget funds for charitable contributions.
4. In response to the numerous local requests for charitable contributions, the Community Service Fund of the Appleton Rotary Foundation was established in May 2000 to provide funding for these local contributions. All local requests to the Rotary Club of Appleton are forwarded to the Community Service Committee, who review and determine a recommendation to the Board of Directors of the club. The Board then makes the final decision regarding approval or denial. If approved, the request is forwarded to the Appleton Rotary Foundation's Grants Review Committee, whose responsibility is to verify that the request meets the requirements of the Community Service Fund and that the fiduciary role of the Foundation is fulfilled. If denied, the Board notifies the requestor in writing of such decision.
5. The Rotary Club of Appleton will have one major fund raising event each year. Traditionally that event has been the Reverse Raffle with the ticket price admitting two individuals to the event.
6. Revenue generated from the annual fund raising event will be allocated to a current Rotary project or placed in the Appleton Rotary Foundation for investment and allocation as determined by the Board during the regular annual budget process.
7. Any operating gain accrued at the end of the fiscal year will be reinvested to be allocated during the subsequent budget cycle as part of the annual committee budget requests.

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POLITICAL ACTIVITY

The club is dedicated to the Rotary motto "Service Above Self". We encourage members to be active in politics and community causes. Rotary International has established guidelines, which this club follows. We are non-partisan and apolitical. The following guidelines apply:

1. Members are encouraged to develop programs designed to educate and inform the membership about issues and candidates. In the event a political program is planned, it must be scheduled with the program chairperson. The Rotary floor may not be used by an individual candidate to express his or her views without an opportunity for an expression of opposing viewpoints.
2. Rotary encourages elected officials who embrace the concept of "Service Above Self" to become active club members.
3. Club members may circulate nomination papers and wear campaign buttons.
4. When politicians are invited guests of a member, they are encouraged to visit and openly enjoy the fellowship. Obvious campaigning is discouraged. The Rotary host will introduce his or her guest and avoid any obvious reference to their guest's politics.
5. Fundraising, campaigning and recruitment of volunteers is not permitted at a club meeting.
6. Rotary may, from time to time, sponsor formal and informal debates in an effort to educate the membership. A debate or discussion only may occur if all sides of the issue are represented. Rotary International rules do not permit a club to take an official position on any candidate, party or issue. Members are asked to be sensitive to the fact that we live in a diverse society with many views and perspectives.

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STRUCTURE

Your Rotary club operates within a framework as established by Rotary International. The Appleton Rotary Club has its own by-laws existing within that framework. The club adheres to the by-laws. While committees are encouraged to operate freely in the programs approved by the Board of Directors, changes in committee operations or policy must be reviewed and approved by the Board of Directors.