Board decisions

January 2014

Board minutes - January 2014

The third meeting of the 2013–14 RI Board of Directors was held on 20–23 January 2014 in Evanston, Illinois, USA. At this meeting, the Board reviewed 8 committee reports and recorded 35 decisions.

Club and District

The Board reorganized clubs in District 2230 (Belarus, Poland, Ukraine) into two districts, effective 1 July 2016, with new District 2231 comprising the national boundaries of Poland and District 2232 comprising the national boundaries of Belarus and Ukraine. The Board also reorganized clubs in Mexico, consolidating Districts 4180, 4190, and 4200 into two new districts: 4185 and 4195.

In an effort to improve the timeliness and quality of membership data, the Board made changes to policy regarding how clubs report this information, including requiring that clubs must report their new and terminated members within 30 days and by establishing that the club secretary is responsible for timely membership reporting to RI, effective 1 January 2015. These changes will further enable RI to simplify how it bills clubs for their per capita dues.

Programs

The Board agreed to revise the annual Rotary coordinator and Rotary public image coordinator training, beginning in 2014–15, to include only the new appointees, rather than the full team of coordinators.

International Meetings

The Board agreed to offer a worldwide rebate to those districts that reach a registration number for the São Paulo convention (registrants to be Rotarians and guests at 19 or older) before 31 March 2015 that exceeds 10 percent of the Rotarians in their respective districts, based on the 1 July 2014 semiannual report; with such rebate to be up to 10 percent of the districts collective registration fees payable to the district after the convention.

Administration and Finances

Noting the opportunity to promote the work of RI at a world's exhibition, the Board affirmed its support of RI's participation at Expo Milano 2015.

The Board  amended its recommended protocol for introducing, presenting, and seating all current past, and future officers of RI and its Foundation, committee members, and their spouses at all RI meetings, function, and receiving lines, and for listing in all RI publications to be as follows:

President (or president's representative)
Past presidents (in order of seniority)
President-elect
President-nominee
Vice-president
Treasurer
Director Executive committee chair
Other directors
Trustee chair
Trustee chair-elect
Trustee vice-chair
Other trustees
General secretary
Past directors (in order of seniority)
Directors-elect
Past trustees (in order of seniority)
Incoming trustees
Directors-nominee
Past general secretaries (in order of seniority)
President, immediate past president, vice-president, and honorary treasurer of RIBI
District governors
Past district governors (in order of seniority)
Rotary coordinators, Rotary public image coordinators, and regional Rotary Foundation coordinators and endowment/major gift advisers
District governors-elect
District governors-nominee

October 2013

Board minutes - October 2013

The second meeting of the 2013–14 RI Board of Directors was held on 28–31 October 2013 in Evanston, Illinois, USA. At this meeting, the Board reviewed 12 committee reports and recorded 52 decisions.

Club and District

Aside from districting changes made at this meeting, the Board confirmed that all other districting changes the Board made before the 2013 Council on Legislation are still in effect and advised that any district wishing to rescind previous Board decisions on this topic, must petition the Board via the Districting Committee.

In reviewing current membership trends, the Board agreed that membership is RI's second highest priority, behind polio eradication. The Board also added "membership development" to the suggested International Assembly program content list, beginning at the 2015 assembly. The membership pilot programs: Associate Membership, Corporate Membership, Innovation and Flexible Clubs, and Satellite Club Membership were extended for a second three-year pilot term, to conclude on 30 June 2017.

Noting that funding for district governors is one of the largest expenses for Rotary International and that resources are not sufficient to cover all of a district governor's expenses, the Board simplified the funding policy to make it easier to understand and to provide governors with more flexibility in how they use the funds available to them. The reporting process has also been simplified to make it easier for governors to account for their funding and receive final payment.

Programs and Awards

The Board received a report on the status of global polio eradication efforts from Dr. Hamid Jafari, director of the Global Polio Eradication Initiative at the World Health Organization.

In reviewing New Generations matters, the Board agreed to encourage clubs to recruit more young professionals and Rotary Foundation and New Generations program alumni into their membership, and further encouraged new clubs to focus on recruiting New Generations participants.

The Board chose 125 recipients for the 2013–14 Service Above Self Award. The award recipients' names will be published on the RI website on 1 July 2014 and in the August 2014 edition of The Rotarian.

The Board agreed to recognize the following new Rotary Fellowships:
• Beers Rotarians Enjoy Worldwide Fellowship
• Rotarian E-Club Fellowship
• Rotary Means Business Fellowship of Rotarians

Administration and Finances

The Board elected Sushil Gupta, Paul Netzel, Sakuji Tanaka, and Young Suk Yoon to be trustees of The Rotary Foundation, beginning 1 July 2014.

The Board accepted the audited financial statements and report on Rotary International's financial results for 2012–13. An annual report will be published in accordance with the RI Bylaws.

"July" 2013 Board Meeting Highlights

Board minutes - July 2013

The 2012–13 RI Board of Directors held its fourth and final meeting on 17–21 June 2013 in Cascais, Portugal. The Board also held a brief meeting in April just before the Council on Legislation. The 2013–14 RI Board held its first meeting on 28 June 2013 in Lisbon, Portugal. At these meetings the Board reviewed reports from 13 committees and recorded 93 decisions.

RI Administration and Finances

The Board welcomed the appointment of Anne L. Matthews as 2013–14 RI vice president, Andy Smallwood as 2013–14 treasurer, and Ann-Britt Åsebol as its executive committee chairman.

On President Burton’s recommendation, the Board established the 2013–14 RI committees and approved their terms of reference. The Board agreed that Zones 2, 8, 11, 15, 19, 21A, 24, and 33 shall select committees in 2013–14 to nominate RI directors for election at the 2015 RI convention in São Paulo, Brazil.

The Board confirmed the 2013–14 RI budget with revenues of US$98,797,000, the use of $9,585,000 in general surplus funds, $301,000 in convention reserves, and $108,647,000 in expenses, resulting in an excess of revenues, general surplus funds and convention reserve over expenditures of $36,000. It further approved The Rotary Foundation’s 2013–14 budget of $90,513,000 for Foundation programs that are funded with unrestricted Annual Programs Fund contributions.

June 2013 Board Meeting Highlights

Board minutes - June 2013

The 2012–13 RI Board of Directors held its fourth and final meeting on 17–21 June 2013 in Cascais, Portugal. The Board also held a brief meeting in April just before the Council on Legislation.

Club and District Matters

The Board increased RI extension into China by placing Guangdong Province into District 3450. The Board reorganized clubs in District 2980 (India) into new Districts 2981 and 2982, effective 1 July 2015.

Noting that the 2013 Council did not adopt legislation to allow flexibility in meeting frequency, which effectively ended the Meeting Frequency pilot project, the Board approved the establishment of a transition plan for those clubs in the pilot to return to the standard club model.

RI Administration and Finances

The Board adopted the 2013–14 RI budget, reflecting revenues of US$98,797,000, the use of $9,585,000 in general surplus funds, $301,000 in convention reserves, and $108,647,000 in expenses, resulting in an excess of revenues, general surplus funds, and convention reserve over expenditures of $36,000. As approved by the RI Bylaws and by a three-quarters vote of all directors, the Board also approved an additional $2 million in unallocated general surplus funds for operational and other strategic initiatives in 2013–14.

The Board approved a 2012–13 budget variance of US$3 million for program award expenditures from unrestricted contributions in the Annual Fund (WF) for 2012–13 matching grants, contingent upon approval by the Trustees. The Trustees approved this variance at their June meeting.

The Board designated conveners and meeting places for RI director nominating committees that will meet in September 2013 to select directors-nominee for election at the 2014 RI (Sydney) Convention. Directors will be selected from Zones 4, 6B, 10B, 13, 22, 26, 29, and 30.

RI Programs, Communications, and Meetings

The Board amended New Generations Service Exchange policy by increasing the eligible age of participants from 21 to 30, and by setting the minimum age to the age of majority in the host country, but not younger than 18.

The Board agreed to enter into a service partnership, as a two-year pilot initiative, with the Thunderbird School of Global Management, located in Glendale, Arizona, USA.

The Board recognized the Alzheimer’s/Dementia Rotarian Action Group.

January 2013 Board Meeting Highlights

Board minutes - January 2013

The third meeting of the 2012–13 RI Board of Directors was held on 20–23 January 2013 in La Jolla, California, USA. At this meeting the Board reviewed 8 committee reports and recorded 53 decisions.

Club and District Matters

The Board considered numerous districting issues and agreed that four districts in Argentina will be consolidated into two districts effective 1 July 2014; and, effective 1 July 2015, six districts in England will be consolidated into three districts, and one district in Denmark/Lithuania will split into two new districts. Other districts that are under the minimum membership requirements will be asked to provide and update and plan for membership growth to the Board at its June 2013 meeting.

Programs, Communications, and Awards

Noting the opportunity to promote the work of RI at a world’s exhibition, the Board authorized the general secretary to finalize an agreement with Expo Milano for RI’s participation in the 2015 world’s exhibition in Milan, Italy.

The Board approved development of a new member sponsor recognition pin that will be distributed to sponsors from RI Headquarters. This new recognition pin replaces the current “Each Rotarian: Reach One, Keep One” recognition pin program.

The Board recognized the Rotarian Action Group Against Child Slavery and the Rotarians for Hearing Rotarian Action Group.

International Meetings

The Board approved an International RYLA to meet on 26–29 May 2014 in conjunction with the Sydney convention.

Administration and Finances

Recognizing that polio eradication is RI’s top priority, the Board authorized a 2013–14 expenditure of US$5 million from general surplus funds to The Rotary Foundation for polio eradication efforts.

October 2012 Board Meeting Highlights

Board minutes - October 2012

The second meeting of the 2012-13 RI Board of Directors was held on 29 October – 1 November 2012, in Evanston, Illinois, USA. At this meeting the Board reviewed 20 committee reports and recorded 103 decisions.

Club and District Matters

The new minimum number of charter members required for a new club shall be 20 unless there are special and sufficient reasons for the Board to waive this requirement. Previously, the minimum number of charter members was set at 25.

Three-year regional membership plans were adopted for Australia, New Zealand and Pacific Islands, Indonesia, Middle East, Philippines, and Taiwan.

The Rotary Rose Parade Float Committee (RRPFC), which builds a display float in the annual Tournament of Roses Parade in Pasadena, CA, USA, was given permission to contact district governors in the United States and Canada to solicit donations and other support for the project. The Board encourages Rotarians in charge of district conferences, PETS, and Rotary institutes to consider allowing the RRPFC to display promotional materials at those meetings.

Programs, Communications, and Awards

The Board renewed Rotary’s service partnership with Goodwill Industries International for one more year, and renewed relationships with the International Reading Association, the Global FoodBanking Network, and Youth Service America as service partners for three additional years.

The Board approved a transition plan for New Generations Exchanges to become New Generations Service Exchanges, effective 1 July 2013, to align the program with the Fifth Avenue of Service. The general secretary will develop resources for New Generations Service chairs to facilitate these exchanges and promote the opportunity to the general public as well as to the district Rotaract, RYLA, Rotary Friendship Exchange, International Service, Vocational Service, and Community Service chairs.

To promote vocational service, incoming district governors will now receive the Vocational Service Update newsletter and the Rotary Code of Conduct . Clubs are asked to share the Code of Conduct at new member orientation and share examples of replicable vocational service projects through Rotary Showcase.

One hundred forty-three recipients of the 2012-13 RI Service Above Self Award were chosen by the Board. Names of recipients will be published on 1 July 2013, or after presentations of the awards have been made.

Noting that RI’s liaisons with the United Nations and other organizations are a vital part of Rotary’s public relations outreach, and provide increased recognition to Rotary as a distinguished, effective organization working toward common humanitarian goals, the Board expanded RI’s liaisons with the United Nations to include the European Union, League of Arab States, Commonwealth of Nations, and the Organization for Economic Cooperation and Development

The Board provided US$50,000 to the Paul and Jean Harris Home Foundation for maintenance and to develop a detailed business plan to restore Comely Bank—the Chicago home of Paul and Jean Harris. Upon approval of the business plan, RI may enter into a loan agreement with the Paul and Jean Harris Foundation for the interior reconstruction of Comely Bank.

International Meetings

The Board accepted the proposal from Districts 9680, 9690, and 9750 to host the 2014 RI Convention on 1-4 June 2014 in Sydney, New South Wales, Australia. It also agreed to hold the 2016 RI Convention in Seoul, South Korea, with the KINTEX exhibition and convention center as the primary venue. Honolulu, Hawaii, USA was tentatively selected as the site for the 2020 RI Convention.

Administration and Finance

The Board elected Monty J. Audenart, Noel A. Bajat, and Kalyan Banerjee to be trustees of The Rotary Foundation to serve four-year terms beginning 1 July 2013.

Key organizational initiatives for 2012-13 include improving the functionality of the rotary.org website, ensuring a successful global launch of Future Vision, executing measures recommended by the Committee to Strengthen Rotary’s Brand as approved by the Board and Trustees, implementing the Secretariat reorganization plan, and implementing the fundraising plan approved by the Trustees.

The Board considered 18 Council on Legislation resolutions that had been withdrawn from the Council and sent directly to the Board for reply. Three were referred to the Foundation Trustees for further consideration, and two were referred to committee.

The Board noted that a total of US$228,698,000 was received from districts, clubs, alumni, Rotaractors, Interactors, Rotary Fellowships, and individual Rotarians to End Polio Now, and thanked Past Trustee John Germ for his outstanding leadership in surpassing the goal of Rotary’s US$200 Million Challenge.

The Board accepted the audited financial statements and report on Rotary International’s financial results for 2011-12. An annual report will be published in accordance with the RI bylaws.

“July” 2012 Board Meeting Highlights

Board minutes - July 2012

The 2011–12 RI Board of Directors held its fourth and final meeting on 11–16 May 2012 in Pattaya, Thailand. The 2012–13 RI Board held its first meeting on 17 May 2012 in Pattaya, Thailand. At these meetings the Board reviewed reports from 13 committees and recorded 94 decisions.

RI Administration and Finances

The Board welcomed the appointment of Kenneth M. Schuppert as 2012–13 RI vice president, Elizabeth S. Demaray as 2012–13 treasurer, and elected Yash Pal Das as its executive committee chairman.

Following the resignation of Trustee Anne L. Matthews, the Board elected Stephanie Urchick to fulfill the remainder of Anne Mathews’ term as a Foundation trustee.

The Board established the following goals for 2012–13:

  1. Support the eradication of polio and promote humanitarian service in the six areas of focus;
  2. Advance peace through service;
  3. Strengthen Rotary clubs and membership;
  4. Enhance Rotary’s public image;
  5. Address regional issues and concerns as needed.

On President Tanaka’s recommendation, the Board established the 2012–13 RI committees and approved their terms of reference. The Board agreed that Zones 4, 6B, 10B, 13, 17, 22, 26, 29, and 30 shall select committees in 2012–13 to nominate RI directors for election at the 2014 RI convention in Sydney, Australia.

The Board confirmed the 2012–13 RI budget with revenues of US$95,511,000, the use of up to $12,110,000 from the general surplus fund, $583,000 from the convention reserve fund, and expenses of $106,522,000, resulting in an excess of approved funds over expenditures of $1,682,000. It further approved The Rotary Foundation’s 2012–13 budget of $80,572,000 for Foundation programs that are funded with unrestricted Annual Programs Fund contributions.