Rotary Attendance Rules

Why make such a big deal out of meeting attendance?
The attendance rules may at times seem unnecessarily rigid, but being present at club meetings is one of the basic obligations a member accepts on joining a Rotary club. The constitutional rules emphasize that Rotary is a participatory organization that highly values regular attendance. When a member is absent the entire club loses the personal association with that member, and the member loses touch with the activities of the club. Attendance is the “glue” that holds the club together and provides the basic framework for service. It is a vital part of the operation and success of every Rotary club.

What are the basic Rotary rules for meeting attendance?
Except for members specifically granted an attendance exemption by the Board of Directors (see below), all Active members are expected to:

• Attend or make up at least 50% of club regular meetings in each half of the year.
  Attend at least 25% of this club’s regular meetings in each half of the year.
• If a member fails to attend as required in (a) and (b) above, the member’s membership shall be subject to termination unless the Board consents to such non-attendance for good cause.
  Unless excused by the Board for good and sufficient reason, each member who fails to attend or make up four consecutive regular meetings shall be informed by the Board that the member’s non-attendance may be considered a request to terminate membership in this club. Thereafter, the Board, by a majority vote, may terminate the member’s membership.

What happens if I miss a weekly meeting?
As you can see from the above, Rotary rules strongly encourage you to make up for missed meetings of this club by attending another club’s weekly meeting. You will be given credit for a makeup if, within 14 days before or after the missed meeting, you:

• Attend a regular meeting of another Rotary club
• Attend a Trenton Rotary Club event held in lieu of a regular meeting;
• Attend a regular meeting of a Rotaract or Interact club;
• Attend a Board meeting of Trenton Rotary Club, Trenton Rotary Foundation
• Attend a convention, meeting or fellowship activity of R.I. and certain other international events, a Rotary district conference, a Rotary district assembly, a Rotary district training/workshop, any district committee meeting held by direction of the District Governor.

Where can I make up a meeting?
You can make up at another Rotary Club meeting anywhere in the world.

To find a meeting:
Clubs near the Trenton Rotary club can be found on the District website
Rotary International Club Finder. You can now make up online by attending an “e” meeting. Look for the E-Meeting Drop Down on the Club Finder page.

When visiting other clubs, obtain a makeup card when you check in, fill it out, and return it to the Club Secretary. PLEASE NOTE: Credit for make-ups is not automatic. In all cases, to receive credit, you must inform the Club Secretary by submitting a makeup card, or email message, or some form of written notification, stating the club or event attended and the date, and the date of the missed meeting for which you want the makeup to apply.

Are there provisions in the rules for excused absences or attendance exemptions?

Yes. A member’s absence may be excused if:
A. the absence complies with the conditions and under circumstances approved by the Board. The Board may excuse a member’s absence for reasons which it considers to be good and sufficient; or
B. the member is eligible for an attendance exemption under the so-called Rule of 85. For this to apply, the aggregate of the member’s years of age and years of membership in one or more Rotary clubs is 85 years or more, and the member has submitted a written request to the Board, and the Board has approved the request.

Can I get credit for attending a meeting or a makeup if I have to leave the meeting early?

Yes. A member can be counted as attending either a regular or makeup meeting if he or she is present for at least 60% of the meeting, or is present and is called away unexpectedly and subsequently produces evidence to the satisfaction of the Board that such action was reasonable.

Can I be excused for missing a meeting if I am ill?

Yes, but only for a protracted illness. Remember, you have two weeks after a missed meeting to attend another club’s meeting to make up. So, to be excused due to illness, the illness must extend for at least a week or 10 days. If you are ill for a longer period of time, it is possible for the Board to grant an excused absence. See 5(a) above.

If I am traveling out of the country, are there special attendance rules that apply?

Yes, in certain circumstances, although they are not too common. If you are planning an extended trip abroad, and think you may have problems making up, you may want to see the Club Secretary for any special attendance rules that may apply.

If I am on jury duty and am unable to attend a regular club meeting, do I have to make up?

Yes. There is no provision for granting attendance credit to a member who is absent from a club meeting because of jury duty.

Who do I pay for the make-up meeting?

Pay the club that you visit for the meal.