Policy Governance – Communications

The creation of policies requires defining the ends, creating the authorization for someone to action in pursuit of that end and setting the limitations for the person authorized to take action in pursuit of the end. In addition, the board of directors must define the relationship between the board and the person or committee responsible for acting.

For consideration, the following are a continuing set of examples of policies a board of directors might adopt. These examples are incomplete and intended for stimulating thinking about policies.

  1. It is the policy of the board of directors of the Rotary Club of Somewhere that this club will be active in all five avenues of service as described in Article 6 of our Club Constitution. Before the beginning of the Rotary year the president will appoint a chairman and members of this club to serve on a committee to implement activities and programs in each of the five avenues of service. No committees or chairs of committees may exceed the authorized activities or budgeted authorizations without additional authorizations from the board of directors. These chairpersons shall each report to the president of this club all activities and challenges prior to the monthly meeting of the board of directors.
  2. It is the policy of the board of directors of the Rotary Club of Somewhere that this club will annually provide financial support and participate in the programs of the Rotary Foundation. Before the beginning of the Rotary year the president will appoint a chairman and members of this club to serve on a committee to support the activities and programs of the Rotary Foundation. No committees or chairs of committees may exceed the authorized activities or budgeted authorizations without additional authorizations from the board of directors. The chair of this committee shall report to the president of this club all activities and challenges prior to the monthly meeting of the board of directors.
  3. It is the policy of the board of directors of the Rotary Club of Somewhere that this club will not have a weekly meeting once during each quarter and have a social event for all members and their partners on the day of the regular meeting. These social events will be intended to promote the first Object of Rotary, β€œThe development of acquaintance as an opportunity for service.” Before the beginning of the Rotary year the president will appoint a chairman and members of this club to serve on a committee to implement these social events. No committees or chairs of committees may exceed the authorized activities or budgeted authorizations without additional authorizations from the board of directors. The chair of this committee shall report to the chair for Club Service of this club the planning and execution of these activities prior to the monthly meeting of the board of directors.
  4. It is the policy of the board of directors of the Rotary Club of Somewhere that this club will provide financial support, participate in the programs of and encourage members to provide leadership to District 5300 of Rotary International. Before the beginning of the Rotary year the president will appoint a chairman and members of this club to serve on a committee to support the activities and programs of the Rotary District. No committees or chairs of committees may exceed the authorized activities or budgeted authorizations without additional authorizations from the board of directors. These chairpersons shall each report to the president of the respective chairs for each avenue of service all activities and challenges prior to the monthly meeting of the board of directors.
  5. It is the policy of the board of directors of the Rotary Club of Somewhere that this club will establish and pay a suitable stipend for the president-elect to attend the Rotary International Convention in the year prior to becoming the club president. The president-elect may not exceed the budgeted authorizations without additional authorizations from the board of directors. The expenditure will be a prepayment and charged to the year the president elect is president. The president-elect shall report to the membership of this club at a regular weekly meeting on the experience and discoveries from the convention.

You can see, as the policies are developed; that they all include an ends statement of what needs to be accomplished, an authorization for someone to act to accomplish those ends along with limits on what the authorized person or committee can do. It also charges the person or committee with keeping the board informed of the actions taken. Please keep in mind that these are only the partial examples of what policies should like.

The Personal Opinions, Motivations and Proddings of Rotarian Steve Garrett