Opening a Satellite Club PDG Anthony J Cotton MBA D1180 Membership & Recruitment Chair 2014-15 Opening a Satellite Club is a very satisfying project. It expands your Rotary horizons. It re-invigorates your club and its members. It enables your club to extend Rotary membership to new sections of society. It shows to the outside world that your club is dynamic, relevant, diverse and ready to take on the challenges of modern society. Page 1
Our Satellite club is full of interesting and fun people. We are already planning our future events programme -Satellite club chair 1. ThemainethosofasatelliteClubshouldbe havingfunwhilsthelpingothers 2. Themainmessageforprospectivemembersis: Givewhattimeyoucanafford, meetlotsoflike@mindedfriends,haveagreattimesocialisingandhelpingothersin thecommunity. 3. TheSatelliteisentirelyself@governingincludingelectionandinductionofmembers 4. TheSatellitemembersareresponsibleforpaymentoftheirduestothesponsor club,whichwillforwardthoseduestoribianddistrict. 5. Thesponsorclubisabletocountthemembersofthesatelliteclubinits membershipnumbersandwillremittoribithesemi@annualdues. 6. Therearenopreconditionsregardingwhocanjoinotherthantheyareadult personswhowillsubscribetoandaredescribedbytheribistandardclub ConstitutionandBylaws 7. Therearenopreconditionsregardinglocation,contentortimingofmeetings,dress codeorprojects. 8. OnceaChairman,Secretary,TreasurerandCouncilareelected,theyare responsibleforthegeneralrunninganddevelopmentoftheclub,with lighttouch guidancefrommembersofthesponsorclub. 9. Thesatellitemightcompriseoflocalbusinesspeople,Rotariantransferees,Rotarian andotherspouses,women,localyoungadultswishing tomakeadifference, homebuilders,etc.,whomightnototherwisehavetheopportunityofjoining Rotary. 10.TheSatelliteisaseparateentityfromtheSponsor.Ithasitsownofficers,council andmembers.themembersofasatellitehavenojurisdictionovermanagementof thesponsor. 11.OncetheSatelliteclubmembershipreaches20,itispresumeditwillseekfull membershipofriandpayduesdirectlytoribi. Page 2
How to set up a Satellite Club Basic principles 1. Decide on a suitable location a) Suitable locations are: Owner managed pub, restaurant or local village hall b) Ideally, with access to a private room, or quiet area for club meetings 2. Enlist the support of your own club or another local sponsor club and enthuse its members 3. Find one, preferably two Rotarians who will distribute leaflets and advise on a venue 4. Send Application for Satellite Club form to DG 5. Decide on a project start date and two following fortnightly dates 6. Meet/liaise with venue owner 7. Prepare an A5 leaflet using appendix v as a template, print 500-1,000 leaflets. 8. Hold information meeting with, possibly, two, three or more prospective members. Enthuse these people, giving sales presentation on the benefits of joining Rotary, show videos, get these new people signed up (take no money at this stage) 9. Present Rotary magazines/sales material to attendees and advise on content of next meeting. Ask these people to bring along a friend or relative/spouse to the next meeting 10. At next meeting welcome additional attendees, give further sales presentation, decide on the format of first small project, start assessing who the first Officers of the club might be, get further members signed up 11. Throughout the process, continue to distribute leaflets, place posters around community notice boards, contact community resource groups, do leaflet drops around local businesses. 12. When Satellite club numbers reach ten members, arrange the Satellite Inauguration. Invite DG and any civic dignitaries, complete any outstanding Rotary Proposal Forms, collect subscriptions (Around 35.00 per year, plus 15 joining fee) and agree format of Inauguration Meeting. ***This process should take no longer than thirteen weeks*** Page3
Appendix i: FAQs: Rotary satellite Clubs Does%this%new%policy%replace%the%Satellite%club%pilot%project?% No.ThesatelliteclubpilotprojectisdifferentthanthenewSatelliteclubpolicy.Thepilot continuesthrough2014andistestingmultiplemeetingtimesand/orplacesforonerotary club. Can%a%club%switch%from%the%pilot%project%to%become%a%new%Satellite%club?% Clubsinthepilotprojectareencouragedtoremaininthepilotthroughitsendin2014. However,anexistingpilotclubcanasktoberemovedfromthepilotprojecttobetter accommodatetheirmembers needsandinterests. What s%the%purpose%of%the%new%satellite%club%policy?% ThenewSatelliteclubpolicyprovidesanewwaytocreateRotaryclubs.ASatelliteclub functionsasashort@term,transitionalsteponthepathtobecomingafull,independent Rotaryclub. How%does%a%club%apply%to%have%a%Satellite%club?% AnapplicationissenttoClubandDistrictSupportviathesponsorclubpresident. Is%there%a%minimum%or%maximum%number%of%members%of%a%Satellite%club?% ThereisnominimumnumberneededtostartaSatelliteclub.Thereisalsonomaximum numberofmembers. How%are%Satellite%clubs%named? Satelliteclubsarenamed:RotarySatelliteClubof[SponsorClubName][Additional Qualifier],State/Province,Country.Example:RotarySatelliteClubofBangkokNorth Evening,Thailand. Can%a%Satellite%club%transfer%to%a%different%sponsor%club? No.ThesponsorandSatelliteclubarepermanentlylinked.TheSatelliteclubwouldneed tobeterminatedandthememberswouldhavetostartanewsatelliteclubwiththenew sponsorclub. Can%a%Satellite%club%be%an%E@club? Yes.Youwouldnameyourclub:RotarySatelliteE@Clubof[SponsorClubName][Additional QualifierWordingtoDistinguishyourClub],State/Province,Country.Example:Rotary SatelliteE@ClubofBangkokNorthEvening,Thailand. If%the%sponsor%club%is%terminated,%does%the%Satellite%club%need%to%close%as%well? Yes,satelliteclubsareterminatedwiththesponsorclub. Can%Satellite%clubs%create%a%separate%board%with%a%different%set%of%officers%than%the% sponsor%club?% Satelliteclubssetuptheirownboardandhavetheirownofficers.However,insteadofa president,asatelliteclubhasachair. Page4
If%there%are%two%boards,%how%are%any%disagreements%handled?% Theboardofthesponsorclubhasthefinalauthoritywhentherearedisagreements. Does%the%leadership%of%the%Satellite%club%have%a%position%on%the%Board%of%the%main%club? Thisisnotrequired,butishighlyrecommended. Are%Satellite%club%members%Rotarians?% Yes,theyareRotariansandmembersofthesponsorclub. Do%Satellite%club%members%pay%RI%dues?% Yes,theyareRotariansandsopaythesameRotaryduesasotherRotarians. Can%a%Satellite%club%have%a%separate%dues%structure%and%bylaws?% Yes.TheSatelliteclubdeterminesitsduesstructureandbylawsincollaborationwithits sponsorclub. Who%decides%on%the%Satellite%club s%meeting%place%and%time? TheSatelliteclub. Will%the%Satellite%need%to%set%goals%as%well?%Will%they%be%able%to%use%Rotary%Club%Central% for%this%purpose?% Allclubs,includingSatelliteclubs,arestronglyencouragedtosetgoalstoachievesuccess. RotaryClubCentralcannotaccommodateSatelliteclubgoalsatthistime. Does%someone%who%has%only%served%as%the%chair%(president)%of%a%Satellite%club%meet%the% qualifications%for%a%dgn? No,butthedistrictcanaskRotary spresidenttowaivethisrequirement. If%an%existing%weak%club%becomes%a%Satellite%club,%what%are%the%criteria%to%revert%back%to% autonomous%club%status? SatelliteclubsareanewwaytostartaRotaryclub.WhenaSatelliteclubisready,itmay applytorotaryforregularclubstatus. How%does%a%Satellite%club%apply%to%become%a%new,%independent%club?% TheSatelliteclubworkswiththesponsorclubanddistrictgovernortocompleteRotary s newclubapplication. How%long%can%a%Satellite%club%exist?% Satelliteclubsareintendedasatemporarysteponthewaytobecomingafull, independentrotaryclub.however,thereisnotimelimitontheseclubs. Could%Rotaract%clubs%be%converted%into%Satellite%clubs%as%a%transition%to%becoming%a%full% Rotary%club? SomeorallofthemembersofaRotaractclubmayformorjoinaSatelliteclub. Page5
Appendix ii: Relevant Extracts from RIBI Standard Club Constitution & Bylaws Article 2 arotaryclubthatmeetsthroughelectroniccommunications. apotentialclubwhosemembersshallalsobemembersofthisclub.rotaryinternational. TheadministrativeandterritorialunitofRotaryInternationalinGreatBritainandIreland. Thetwelve@monthperiodwhichbeginson1July. Name (select one) ThenameofthisorganisationshallbeRotaryClubof (MemberofRotaryInternational) or ThenameofthisorganisationshallbeRotaryE@Clubof (MemberofRotaryInternational) a)thenameofasatelliteofthisclub(whenapplicable)shallberotarysatelliteclubof (AsatelliteofRotaryClubof) Article 3 Locality of the Club (select one) Thelocalityofthisclubisasfollows: or Thelocalityofthise@clubis(worldwide)or(asdefinedbytheclubcouncil) andcan befoundontheworldwidewebatwww. Article 6 Meetings Section 1 - Regular Meetings. a) Day&Time@Thisclubshallholdaregularmeetingonceeachweekonthedayandat thetimeprovidedintheby-laws.. b) ChangeofMeeting@Forgoodcause,theCouncilmaychangearegularmeetingtoany dayduringtheperiodcommencingwiththedayfollowingtheprecedingregularmeeting andendingwiththedayprecedingthenextregularmeeting,ortoadifferenthourofthe regularday,ortoadifferentplace. Page6
. c) Cancellation@TheCouncilmaycancelaregularmeetingifitfallsonalegal 20 holiday includingacommonlyrecognisedholiday,orincaseofthedeathofaclubmember,orof anepidemicorofadisasteraffectingthewholecommunity,orofanarmedconflictinthe communitywhichendangersthelivesoftheclubmembers.thecouncilmaycancelnot morethanfourregularmeetingsinayearforcausesnototherwisespecifiedherein providedthatthisclubdoesnotfailtomeetformorethanthreeconsecutivemeetings.. Section 3 - Satellite Club Meeting (When Applicable). Ifprovidedinthebylaws,asatellite clubshallholdregularweeklymeetingsataplaceandatatimeanddaydecidedbyits members.theday,timeandplaceofthemeetingmaybechangedinasimilarwaytothat providedfortheclub sregularmeetingsinsection1(b)ofthisarticle.asatelliteclub meetingmaybecancelledforanyofthereasonsenumeratedinsection1(c)ofthisarticle. Votingproceduresshallbeasprovidedinthebylaws. Article 7 Membership Section 1 - Qualifications Aclubshallbecomposedofactivememberseachofwhomshallbeanadultpersonofgood characterandgoodbusiness,professionaland/orcommunityreputation,. engagedasaproprietor,partner,corporateofficer,ormanagerofanyworthyand recognisedbusinessorprofession;or. holdinganyimportantpositioninanyworthyandrecognisedbusinessorprofessionorany branchoragencythereofandhaveexecutivecapacitywithdiscretionaryauthority;or. havingretiredfromanypositionlistedinsub@subsection1or2ofthissection;or. beingacommunityleaderwhohasdemonstratedthroughpersonalinvolvementin communityaffairsacommitmenttoserviceandtheobjectofrotary;or. havingthestatusofrotaryfoundationalumnusasdefinedbytheriboard;or. ***havinginterruptedemploymentorhavingneverworkedinordertocareforchildrenor toassistthespouseintheirwork***. Section 5 @Satellite Club Membership. Membersofasatelliteclubshallalsobemembersof thesponsorclubuntilsuchtimeasthesatelliteclubshallbeadmittedintomembershipof RIasaRotaryclub.. Section 6 - Dual Membership Nopersonshallsimultaneouslyholdactivemembershipinthisandanotherclub.Noperson shallsimultaneouslybeamemberandanhonorarymemberinthisclubotherthana satelliteofthisclub.nopersonshallsimultaneouslyholdactivemembershipinthisclub andmembershipinarotaractclub. Section 6 @Governance of a Satellite Club of This Club (When Applicable). Asatelliteclubshallbelocatedinthesamelocalityasthesponsorcluborinthesurroundingarea.. (a) Satellite Club Oversight. Thesponsorclubshallprovidesuchgeneraloversightand supportofasatelliteclubasisdeemedappropriatebythesponsorclub scouncil.. (b) Satellite Club Council. Fortheday@to@daygovernanceofasatelliteclub,itshallhaveits ownannuallyelectedcouncildrawnfromitsmembersandcomprisingtheofficersofthe satelliteclubandfourtosixothermembersastheby-laws shallprovide.thehighest officerofthesatelliteclubshallbethechairmanandotherofficersshallbeimmediatepast Page7
chairman,chairman@elect,secretaryandtreasurer.thesatellitecouncilshallberesponsible fortheday@to@dayorganisationandmanagementofthesatelliteclubanditsactivitiesin accordancewithrotaryrules,requirements,policies,aimsandobjectivesunderthe guidanceofitssponsorclub.itshallhavenoauthoritywithin,orover,thesponsorclub.. (c) Satellite Club Reporting Procedure. Asatelliteclubshall,annually,submittothe presidentandcouncilofitssponsorclubareportonitsmembership,itsactivitiesand programmes,accompaniedbyafinancialstatementandauditedaccounts,forinclusionin thesponsorclub sreportsforitsannualgeneralmeetingandsuchotherreportsasmay, fromtimetotime,berequiredbythesponsorclub. Appendix iii: Specimen Satellite Club Inauguration Agenda 1. WelcomeandintroductionofdignitariesbySatelliteChair 2. Roll@callofclubswithGreetings 3. ObjectsofRotary:(ImmediatePastPresidentofSponsorClub) 4. ReadingofNoticetoDistrictGovernor:President,SponsorClub 5. ShortaddressbyDistrictSatelliteClubFormationOfficerandpresentationtoDG ofproposalformsforsatellitemembers 6. (Allstand)EachSatelliteMemberiscalledforward;oneatatime;totheDGto receivetheirrotarypinsandwelcomecertificate.(satellitemembersremain standinginlineuntillastmemberhasreceivedtheirpin) 7. StandardInductionceremony&DeclarationbyDGoftheformationofthe SatelliteClub(Allseated) 8. WelcometoRotary addressbydg 9. ThankstoDG,addressbyChairofSatelliteClubandtoasttotheSponsorClub 10.ReplybySponsorClubPresident 11.Futurediarydates(secretary) 12.CharityRaffle 13.LoyalToast ChairofsatelliteClub: RotaryFellowship&PeacetheWorldOver Page8
Appendix iv: Standard Induction Ceremony for new members of Satellite Club (Allstand) MembersofRotarySatelliteClubof (NameofSponsorClub),youhavebeenadmitted membersofthissatelliteclubbecauseyouhaveshowntobeworthyrepresentativesof yourvocations,insympathywithrotaryidealsandpreparedtomakethoseideals effectiveinbusiness,inthecommunityandinternationally. AssociatedwiththedistinctionofbeingaRotarianarecertainresponsibilities: 1. AsthebasisofRotaryisfellowship,regularattendanceisnecessary without regularcontactacquaintanceshipscannotdevelopintofriendship. 2. TheRotaryMotto: ServiceaboveSelf shouldbenoidlephrase,butshould representanattitudetolife,whichwehavetopracticeindifferentways, accordingtoourcapabilitiesandcircumstances. Wewelcomeyou,fellowRotarians,notonlytomembershipoftheSatelliteClubof (NameofSponsorclub),butalsointothegreaterfellowshipofRotarythroughoutthe world. FellowRotarians:IintroducetoyouthemembersoftheRotarySatelliteClubof (Name ofsponsorclub),andichargeyounottofailinyourdutytothemasthenewestmembers oftheinternationalfamilyofrotary TonyCottonSeptember2013 Page9
Appendix v: Suggested A5 Flyer Used in Successful Campaign (club inaugurated 10/03/2014 Will Charter July/August) Are you looking for something new to do? If so, be part of a new Rotary Club in Handbridge, where a friendly welcome awaits We are meeting at The Handbridge, 66 Handbridge, Chester CH4 7JF on Wednesday 15 th January 2014 between 7.00pm and 8.30pm. Being part of Rotary not only creates new friendships but gives great opportunities to Help Charities and Good Causes whether locally or overseas. EVERYONE WELCOME Need more info? contact Beryl on 01925 00000 Page10