ROTARY CLUB OF APPLETON Handbook

Welcome to Rotary
Four Way Test
Rotary Code of Ethics For Business People
Meeting Format
Tradition
Policy
Structure
Rotary Foundation
Appleton Rotary Foundation
 
 

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?
 

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 Paper Valley Hotel in downtown Appleton.  A lunch buffet begins about 11:45 a.m. and the meeting is called to order at 12:30 p.m. to allow time for invocation, songs, announcements, good news and special presentations before the speaker is introduced at 1:00 p.m. The meeting adjourns promptly at 1:15 p.m.

    INVOCATION - Each Tuesday a clergy 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.  There are times, however, when the “Good News” may be of a somewhat self-serving nature, commercial or business related.  At the President’s discretion, the bearer of such news may be asked to make a “donation” to the “Good News Fund”.  It’s all in a good will gesture and helps fund special club projects determined by the Board of Directors.

    ADDRESSING OUR PRESIDENT - It is proper to address our club President as President Kris or President Bob, not simply Kris 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 is paid and the President is aware of the guest’s presence.  The host Rotarian will be asked to introduce his or her guest.  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 1:15 p.m. closing.  If you have an 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.
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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 Paul Harris World Foundation.  A fund established by the late Charles Heeter allows our club annually to award Charles and Patricia 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 also made in the name of the recipient to RI.

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 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 his or her consideration.

    ANNUAL PRESIDENTIAL ROAST - No Rotarian should miss the good-natured roasting of the incoming club President.  At the first or second meeting of July, the stunt 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 60% 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.  You not only become more a part of Rotary and its tradition of service, but also have an opportunity to interact with club members.

    GUSTO - All Rotary members and those who simply wish to maintain contact with our club receive a weekly newsletter. Your 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.  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 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.
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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 60% meeting attendance and to stay for at least 60% of a meeting.  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 Southern Africa, 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 60% 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.

    CHARITABLE REQUESTS - Many of our club members are involved in a wide variety of community activities and serve non-profit groups that may be in need of funding.  The club’s Board of Directors reviews all charitable requests.  Club members are reminded that the club meeting is not the forum for solicitation for charitable causes. If a club member is involved in a major capital drive or fund-raiser and wishes to announce it to the membership, it first must be discussed with the club President.  With approval by the Board of Directors, brochures or pledge cards may be placed at tables.  Make your announcement short and to the point, again, only after giving proper notice to the club.

1. The Appleton Rotary Club presently limits its charitable giving to scholarships, children with disabilities and the Southern Africa Medical Project.

2. Each year the Board of Directors will determine if current projects will continue and/or if new initiatives will be undertaken for the next fiscal year.

3. Requests for charitable contributions to the Appleton Rotary Club and its Board will be referred to the Rotary committee of jurisdiction.  That committee will consider the request and make a recommendation to the Board whether to or not to support the project as a part of that committee’s regular activities.

4. Appleton Rotary will communicate its position, informing local organizations that might request a charitable contribution that a decision on their request will be made as part of the regular budget process.

5. The Appleton Rotary Club will establish a Local Community Service Fund.

6. The Appleton Rotary Club 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.

7. 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.

8. 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.

    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.
 

THE ROTARY FOUNDATION

The Rotary Foundation (of Rotary International) is a non-profit corporation providing worldwide humanitarian grants to needy people and worthwhile projects.  Voluntary contributions from Rotary clubs, Rotarians, and others support the Rotary Foundation.  The activities of the Rotary Foundation include Scholarships (graduate and undergraduate) for Foreign Study, University Teacher Grants, Group Study Exchanges,  Health, Hunger and Humanity Grants, Disaster Relief, the highly successful Polio Plus Program and the Sharing Around (the World) Medical Project..

The Appleton Rotary Club has a long history of philanthropic work dating back to 1924 when it used the excess proceeds of the district conference sponsored by the club to fund school loans for local students attending Lawrence College.  Through the years that fund grew, until 1956 when it was converted into a formal 501c3 foundation and was named the Appleton Rotary Foundation.

    In l941, Rotarian William J. Roemer established a trust in the name of his wife, Helen Thom Roemer, to support the work of the Orthopedic Committee of the Appleton Rotary Club and named the Appleton Rotary Club the trustee of that trust.  Today that committee is called the Children with Disabilities Committee.

    In l984, the club, along with the Appleton Arts Alliance, established a scholarship fund for active artists in the area to fund the furthering of their careers.

    In l986, Rotarian Chuck Heeter established the Chuck Heeter Fund to fund future Paul Harris recipients within the club and the community.

    In 1997, the club established the Paul and Elaine Groth World Service Fund in honor of Paul, one of our most outstanding Rotarians, and his wife, Elaine. Both died tragically in an auto accident.

    In 2000, the club established the Community Service Fund to fund direct charitable dollars to support local community needs.

With this long history of philanthropic endeavors, it is not surprising that the total funds have grown to significant proportions.  As of December 31, 1998, the total funds managed for philanthropic purposes exceeded $1.2 million.  The Board of Directors of the Appleton Rotary Foundation manages these funds, an independent organization made up of eight Rotarians determined by the Board of Directors of the Appleton Rotary Club.

In 1998, the Foundation Board reviewed the entire philanthropic work of the club and with the cooperation of the club’s Board of Directors and the various committees, made significant improvements to the overall management of the funds.  Where possible, it consolidated all invested funds into one investment, allocating shares to the various funds.  It established two standing committees, the Investment Committee which is responsible for the management of  the
entire investment portfolio and the Grants Review Committee, which oversees the granting process to ensure compliance with the fiduciary responsibilities of the funds.  In addition, the board approved an investment policy that includes guidelines for asset allocation, concentration levels and spending limits.

Within the Rotary club’s committee structure there is a committee with assignments related to activities that each of these funds support.  It is the committee’s responsibility to carry out the necessary work such as determining the needs, identifying the recipients and communicating the good work of the committee and the fund.

These five funds constitute the actual endowment type funds of the Appleton Rotary Foundation.
Funds currently in the Foundation include:

    SCHOLARSHIP FUND - Began in 1924 as a club funding from excess funds of a district conference.  The formal Appleton Rotary Foundation was founded in l956.  The distribution from this fund provides college scholarships for one or more seniors from the five Appleton high schools.

    CHARLES HEETER FUND - Established in l986 by Charles Heeter, this fund awards Charles and Patricia Heeter Outstanding Community Leadership Awards Paul Harris to Appleton Rotarians and other persons who have made significant contributions to the community.  A $1,000 donation is made in the recipients name to Rotary International to support worldwide projects of Rotary International.

    ROTARY ARTS SCHOLARSHIP FUND - Was founded in l984, the distribution from this fund is awarded as a scholarship to a working artist for further study in the artist’s field of endeavor.

    PAUL AND ELAINE GROTH WORLD SERVICE FUND - Began in l997 to help fund World Service projects that are organized, funded, promoted and endorsed by the Appleton Rotary Club.

    COMMUNITY SERVICE FUND – Established in 2000, this fund was created to provide a method for the Appleton Rotary Club to address community charitable requests.

Also included in the Foundation are the funds associated with the Southern Africa Medical Project.  These funds are considered pass through funds since they are designed for full use in support of that project.

    SHARING AROUND (THE WORLD) MEDICAL PROJECT (SAMP) - Originated in l993, helps in the collection and shipping of reusable medical supplies/blankets/computers to the district in Southern Africa.  In l991, a Rotary Group Study Exchange arrived in Appleton from Rotary District 9250.  The GSE team included two medical doctors from Zimbabwe who discussed the shortage in their country of the simplest medical supplies and equipment.  Members of our club organized a campaign to gather excess and unused medical supplies throughout District 6220.  The supplies are delivered to a central point in Appleton for packing into shipping units to transport to South Africa.  This most successful project has been a major fund raising project of our club, with funds we raise matched by Rotary International.  Today the SAMP is a District 6220 project with guidance from our club.

Also under management by the Foundation is the Helen Thom Roemer Trust, which is a separate trust and because of its legal structure, cannot be co-mingled with the funds of the Foundation.  Because of its size, it desires the same management commitment being provided by the other funds.

    HELEN THOM ROEMER TRUST - Was founded in l941, the distribution from this trust goes to projects that service the needs of physically and mentally handicapped children of the Appleton area.

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