District 1285 Opening a Satellite Club 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. Thanks to: PDG Anthony J Cotton MBA D1180 Membership & Recruitment Chair 2014-17 Page 1
Our Satellite club is full of interesting and fun people. We are already planning our future events programme -Satellite club chair 1. The main ethos of a satellite Club should be having fun whilst helping others 2. The main message for prospective members is: Give what time you can afford, meet lots of like-minded friends, have a great time socialising and helping others in the community. 3. The Satellite is entirely self-governing including elections and induction of members 4. The Satellite members are responsible for payment of their dues to the sponsor club, which will forward those dues to RIBI and District. 5. The sponsor club is able to count the members of the satellite club within its membership numbers and will remit to RIBI the semi-annual dues. 6. There are no preconditions regarding who can join other than they are adult persons who have goodwill in their hearts and will subscribe to and are described by the RI/RIBI Standard Club Constitution and Bylaws, 2016 7. There are no preconditions regarding location, content or timing of meetings, dress code or projects. These items are under the control of club members 8. Once a Chairman, Secretary, Treasurer and Council are elected, they are responsible for the general running and development of the club, with light touch guidance from members of the sponsor club, when requested. 9. The satellite might comprise of local business people, Rotarian transferees, Rotarian and other spouses, women, local young adults wishing to make a difference, homebuilders, etc., who might not otherwise have the opportunity of joining Rotary. 10. The Satellite is a separate entity from the Sponsor. It has its own projects, officers and members. The members of a Satellite have no jurisdiction over management of the Sponsor. 11. Once the Satellite club membership reaches 20, it is presumed it will seek full membership of RI, as a fully Chartered Rotary Club and pay dues directly to RIBI. Page 2
How to set up a Satellite Club Basic principles 1. Decide on a suitable village/town (Population of minimum 2.500 (discuss with District Membership team). Identify an initial meeting venue - suitable locations are: a) Owner managed pub, restaurant, coffee shop or local village hall, b) Ideally, with access to a private room, or quiet area for club meetings. You can change venue if found not to be suitable. 2. Enlist the support of your own club or another local sponsor club and enthuse its members. Use the club database of contacts/visitors who have not joined to date 3. Find an enthusiastic Prime Mover who will drive your Satellite project forward; also a further two forward thinking Rotarians who will distribute leaflets and advise on a venue 4. Decide on a project start date and three following fortnightly dates 5. Send notification to DG and District Membership chair 6. Meet/liaise with venue owner (your first recruit?) 7. Make a list of prospective Rotarians who have attended your club, previous Rotarians, friends, family, business associates and neighbours who might be interested in new style Rotary 8. Prepare an A5 leaflet using appendix v as a template, print & distribute 1-2,000 leaflets to suitable streets / businesses in the locality 9. Hold information meeting with first group of interested potential members. Enthuse these people, giving sales presentation on the benefits of joining Rotary, show videos and get these new people to fill in form ext.06 (RIBI Charter Member Information) - take no money at this stage. Fine line between hard sell and getting members signed up. Limit established Rotarians at these meetings to two or three max. 10. Explain about local projects putting something back, Important: avoid any reference to the technicalities of Rotary administration NO committees NO attendance rules emphasise give what time you can afford to Rotary 11. Present Rotary magazines/sales material to attendees (with contact sticker) and advise on content of next meeting. Ask these people to bring along a friend or relative/spouse/neighbour to the next meeting. Every group is different: couples, single men & women, ex Rotaractors/Interactors, friends/visitors of Rotary. Page 3
12. 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 13. Throughout the process, continue to distribute leaflets, place posters around community notice boards, contact community resource groups, do leaflet drops around local businesses. 14. When Satellite club numbers approach ten members, club members elect the officers: Chairperson, Secretary and Treasurer. 15. The Treasurer should be empowered to open a bank account with a bank of their choice. Important: The name on the bank account should be: Rotary Club of geographic location qualifier for example Rotary Club of Worsley Bridgewater i.e. the intended name of the club post charter. 16. The subject of subs needs to be discussed by the new club. Subscriptions are made up of three elements: RIBI subscription; District Subscription & the Club s own subscription to support the running costs of the new club. District 1285 has agreed a subscription holiday from the date of the new members induction until the following 1st July. So in year 1 only the RIBI and club dues are payable - pro-rata for a partial year. If the inductees are transferring or former Rotarians, subscription advice should be sought from the District Treasurer Important note. Although subs are collected by the satellite club; RIBI & district will invoice the host club. A mechanism needs to be put in place to transfer funds from the satellite account to the host club to meet this commitment. 17. Start to arrange a party night to launch / inaugurate the Satellite Club. This might present a good opportunity to celebrate by inviting the DG; district Officers and members of the host/sponsoring club. 18. Post inauguration, new club and its officers should be incorporated into full district operations with updates in Directory and information on forthcoming District meetings etc. 19. It is important to stress that these new Rotarians must not be inundated with Rotary acronyms, bureaucracy and traditions. Over time, they will form their own traditions and ways to operate their club. They must be allowed to do this. Guidance should only be given when necessary. 20. The new satellite should be encouraged to continue to recruit. Some members will find that Rotary is not for them and may leave. When the member numbers approach 20, the Club can consider seeking a charter in its own right. ***Satellite formation should take no longer than thirteen weeks*** Page 4
***Satellite Charter should occur within twenty six weeks*** As a Sponsor Club you will gain a lot of satisfaction from starting up a satellite club. The new members are invigorating and full of enthusiasm and energy. Allow them to develop. Allow the club to Fly. Try to arrange joint functions but don t bog them down with committees and old Rotary. Keep it light. Your club will grow overnight by 8-20 members. The new club will be called the Rotary Satellite Club of Page 5
Appendix i: FAQs: Rotary satellite Clubs What s the purpose of the new Satellite club policy? The new Satellite club policy provides a new way to create Rotary clubs. A Satellite club functions as a short-term, transitional step on the path to becoming a full, independent Rotary club. How does a club apply to have a Satellite club? A Letter of Intent is sent to the Membership Chair via the sponsor club president. Is there a minimum or maximum number of members of a Satellite club? There is no minimum number needed to start a Satellite club, but a good working number would be 8. There is also no maximum number of members. How are Satellite clubs named? In Rotary circles, satellite clubs are named: Rotary Satellite Club of [Sponsor Club Name] [Additional Qualifier], State/Province, Country. Example: Rotary Satellite Club of Bangkok North Evening, Thailand. However, for public and banking purposes, it might be prudent to use the naming convention for new clubs: [Club Name] [geographic Qualifier] ie. Liverpool St Vincents Rotary, Wrexham Glyndwr Rotary Can a Satellite club be an E-club? Yes. You would name your club as above naming convention. Under current RI rules, there is no differentiation between e-clubs and conventional clubs. The only difference is how the meet for some meetings. Can a Satellite club transfer to a different sponsor club? No. The sponsor and Satellite club are permanently linked. The Satellite club would need to be terminated and the members would have to start a new satellite club with the new sponsor club. If the sponsor club is terminated, does the Satellite club need to close as well? Yes, satellite clubs are terminated with the sponsor club. Can Satellite clubs create a separate Council with a different set of officers than the sponsor club? Satellite clubs appoint their own officers. However, instead of a president, a satellite club has a chair. If there are two councils, how are any disagreements handled? The board of the sponsor club has the final authority when there are disagreements. However the sponsor club should recognise and encourage the autonomy of the satellite. Does the leadership of the Satellite club have a position on the council of the main club? This is not required, but is recommended to aid communication and cooperation. Are Satellite club members Rotarians? Page 6
Yes, they are Rotarians and members of the sponsor club. Do Satellite club members pay RI/RIBI dues? Yes, Subscriptions for all Rotarians are made up of three elements: RIBI subscription; District Subscription & the Club s own subscription to support the running costs of the new club. District 1285 has agreed a subscription holiday for the first year of a new member s membership. So in year 1 only the RIBI and club dues are payable - pro-rata for a partial year. Important note. Although subs are collected by the satellite club; RIBI & district will invoice the host club. A mechanism needs to be put in place to transfer these funds from the satellite account to the host club. Can a Satellite club have a separate dues structure and bylaws? Yes. The Satellite club determines its dues structure and bylaws in collaboration with its sponsor club. Who decides on the Satellite club s meeting place and time? The Satellite club. Will the Satellite need to set goals as well? Will they be able to use Rotary Club Central for this purpose? All clubs, including Satellite clubs, are strongly encouraged to set goals to achieve success. Rotary Club Central cannot accommodate Satellite club goals at this time. Does someone who has only served as the chair (president) of a Satellite club meet the qualifications for a DGN? No. How does a Satellite club apply to become a new, independent club? The Satellite club works with the sponsor club and district governor to complete Rotary s new club application. As a transitional arrangement, the Satellite members might wish to apply for Provisional status. How long can a Satellite club exist? Satellite clubs are intended as a temporary step on the way to becoming a full, independent Rotary club. However, there is no time limit on these clubs but it is recommended that the satellite charters to a full club within a year. Could Rotaract clubs be converted into Satellite clubs as a transition to becoming a full Rotary club? Some or all of the members of a Rotaract club may form or join a Satellite club. Page 7
Appendix ii: Suggested Satellite Club Inauguration Agenda 1. Welcome and introduction of dignitaries by Satellite Chair 2. Roll-call of clubs with Greetings 3. Objects of Rotary: ( Immediate Past President of Sponsor Club) 4. Short address by District Satellite Club Formation Officer and presentation to DG of Proposal forms for Satellite members 5. (All stand) Each Satellite Member is called forward; one at a time; to the DG to receive their Rotary pins and Welcome Certificate. (Satellite members remain standing in line until last member has received their pin) 6. Standard Induction ceremony & Declaration by DG of the formation of the Satellite Club (All seated) 7. Welcome to Rotary address by DG 8. Thanks to DG, address by Chair of Satellite Club and toast to the Sponsor Club 9. Reply by Sponsor Club President 10. Future diary dates (secretary) 11. Final Toast Chair of satellite Club: Rotary Fellowship & Peace the World Over Page 8
Appendix iii: Standard Induction Ceremony for new members of Satellite Club (All stand) Members of Rotary Satellite Club of (Name of Sponsor Club), you have been admitted members of this Satellite Club because you have shown to be worthy representatives of your vocations, in sympathy with Rotary ideals and prepared to make those ideals effective in business, in the community and internationally. Associated with the distinction of being a Rotarian are certain responsibilities: 1. As the basis of Rotary is fellowship, regular attendance is necessary without regular contact acquaintanceships cannot develop into friendship. 2. The Rotary Motto: Service above Self should be no idle phrase, but should represent an attitude to life, which we have to practice in different ways, according to our capabilities and circumstances. We welcome you, fellow Rotarians, not only to membership of the Satellite Club of (Name of Sponsor club), but also into the greater fellowship of Rotary throughout the world. Fellow Rotarians: I introduce to you the members of the Rotary Satellite Club of (Name of Sponsor Club), and I charge you not to fail in your duty to them as the newest members of the International family of Rotary Page 9
Appendix iv: Suggested A5 Flyer Page 10