Club Attendance Procedure

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Monthly Attendance Report to District Governor

One of the secretary's duties is to record attendance at each weekly meeting and calculate the monthly percentage of attendance report sent to the district governor within 15 days of the last meeting of each month. The attendance re­quirements, including how to make up an absence, are included in Section 3 of the Club Secretary Manual and in the Standard Rotary Club Constitution (Chapter 7).

You may want to involve your fellow club administration committee mem­bers in educating club members about the attendance requirement and how to make up a missed meeting. You may also ask for their help with tracking attendance.

Active Members Credited with Attendance

Do include active club members present at weekly club meeting, members credited with make-ups, and members excused by the board for a reason which it considers to be good and suffcient.

Do not include members whose combined age and years of membership (in one or more clubs) is 85 years or more and the member has notifed the club secretary in writing of the member's desire to be excused from attendance; the board must approve the request before the member is excluded from attendance figures.

Do not include current officers of RI or visitors to your club.

Make-ups. You may give attendance credit to a member who misses a club meeting if, within 14 days before or after the missed meeting, the member meets one of the following conditions:

• Attends at least 60 percent of the regular meeting of another Rotary club or a provisional Rotary club
• Is present at the usual time and place of another club's regular meeting and that club is not meeting
• Is serving on Rotary business as an RI committee offi cer or member, a Rotary Foundation trustee, or district governor's special representative in the formation of a new club, or in the employ of Rotary International
• Attends or travels with reasonable directness to or from any of the following meetings:
  • RI Convention
  • District conference
  • Council on Legislation
  • District assembly
  • International Assembly
  • Any district committee meeting held by direction of district governor or RI Board of Directors
  • Rotary institute
  • Regularly announced intercity meeting of Rotary clubs
  • RI committee meeting
  • Any meeting held by direction/ approval of RI Board of Directors
  • Multizone conference  
• Participates directly and actively in a service project sponsored by the district, RI, or The Rotary Foundation in a remote area where a make-up opportunity isn't possible
• Attends a regular meeting of any of the following: Rotaract club, Interact club, Rotary Community Corps, a provisional Rotaract or Interact club or Rotary Community Corps or a meeting of a Rotary Fellowship
• Attends and participates in a club service project or club-sponsored com­munity event or meeting authorized by the board
• Attends a board meeting or, if authorized by the board, a meeting of a ser­vice committee to which the member is assigned
• Participates through a club Web site in an interactive activity requiring an average of 30 minutes of participation

Canceled meetings. When calculating the club's monthly attendance report, you can omit a regular club meeting that is canceled for one of the following reasons:

• Legal holiday, including a commonly recognized holiday
• Death of a club member
• Epidemic or disaster affecting the entire community
• Armed conflict in the community that endangers the lives of club members

Additionally, the board may cancel up to four meetings per Rotary year for causes not otherwise specified, provided that the club does not fail to meet for more than three consecutive meetings. Don't include these canceled meetings when calculating attendance.

* NOTE: This information is copied from the 2007 edition of the Club Secretary's Manual (229-EN), downloaded from the Rotary International website and modified with the changes listed at the front of the manual. It is intended for use by club secretary's holding office in 2008-09, 2009-10, and 2010-11. The information contained in this publication is based on the Standard Rotary Club Constitution, the Recommended Rotary Club Bylaws, the Constitution of Rotary International, the Bylaws of Rotary International, and the Rotary Code of Policies. Changes to these documents, by the 2007 Council on Legislation or the RI Board of Directors, override policy as stated in this publication. It contains the 2007 club constitution and bylaws.