Step 1: Share Rotary

 Inform the potential new member about Rotary. Invite them as a guest without implying they may be considered for membership. See if they have an interest in our club…and if you think they would be a good fit for the club.

• Take care to not inform the prospective member that you plan to propose them for membership.  At this point, you are both simply “dating” and deciding if you even want to move forward.  Invite them to meetings so the club and candidate can get to know one another.

Step 2: Board Pre-Approval 

• While you are “dating” the proposed member, complete Membership Proposal A and send it to the Membership Chair, Club President and Secretary. The proposal will be reviewed by the Board within 15 days.
• It can seem odd, at first, to submit the proposal before confirming the prospective member’s interest in joining the club.  It’s important to follow this step as it protects everyone from discomfort -or worse- should the Board not approve the candidate.  Should this be the case, please talk to the Membership Chair for next steps.

The name of a prospective member, proposed by an active member of the club, shall be submitted to the Board in writing, through the club Secretary. A transferring or former member of another club may be proposed to active membership by the former club. The proposal shall be kept confidential except as otherwise provided in this procedure.

 

The Board shall ensure that the proposal meets all the classification and membership requirements of the standard Rotary club constitution.

 

The Board shall approve or disapprove the proposal within fifteen (15) days of its submission, and shall notify the proposer, through the club Secretary, of its decision.

 

– Article 13, Sections 1-3: Bylaws of the Rotary Club of SW Pacific County Peninsula, WA 

Step 3:  Talk to the Candidate About Joining 

• Once the Board approves your pre-approval application, you may to invite the candidate to join.
• It’s important the they know what they are getting into!  Are they prepared for the requirements and expectations of members?  It’s time to have an open and honest dialogue. The Treasurer will provide you with a pro-rated dues amount and Expectations of Membership is a useful tool to share with the candidate during your discussion.

If the decision of the Board is favorable, the prospective member shall be informed of the purposes of Rotary and of the privileges and responsibilities of membership, following which the prospective member shall be requested to sign the membership proposal form and to permit his or her name and proposed classification to be published to the club. 

– Article 13, Section 4: Bylaws of the Rotary Club of SW Pacific County Peninsula, WA

Step 4:  The Candidate Applies 

• When you think they are ready, invite the candidate to fill out the Application Form. Please use the online form; fill it out together!

1. Log into dacdb.com  
2. Click “My Club” then, in the blue bar, New Member FORM

• If this is not practical, a copy of the form is attached, or  you can email to the proposed member a link to the pdf application: https://beachrotary.org/wp-content/uploads/2019/03/Candidate-Information.pdf
• Request a check, to “Peninsula Rotary,” for the application fee ($50) and pro-rated dues ($190/year; July 1 – June 30; contact the Club Treasurer for assistance). 

Step 5:  The Club Weighs In 

• The candidate’s name is not presented to the entire club until after they decide to apply for membership.  This protects the candidate from misunderstandings–and excited fellow Rotarians–should the candidate choose not to apply.
• Now that the candidate has “thrown their hat in the ring” the President, by email, gives the club notice of the Board’s approval of the candidate, reminding members they have 7 days to voice any concerns.  If none are raised, and/or objections are satisfied, you can move on to the next step. If concerns are raised, they will be considered by the Board who will then make a final decision.  If favorable, move to step 6.  If not, work with the Membership Chair on next steps.

If any objection is filed, the Board shall vote on this matter at the next regular meeting. If approved despite the objection, the proposed member shall be invited to join the club, and becomes a Rotarian upon acceptance and payment of initial invoice.

 

 – Article 10, Section 5: Bylaws of the Rotary Club of SW Pacific County Peninsula, WA

Step 6:  Welcome!

• The Membership Committee will handle the new membership process from this point on. However, it is important for you, as the member’s sponsor, to stay engaged with the proposed new member, help him/her to integrate smoothly into the club, sign-up for committees, etc., AT LEAST until the new member has been assigned, and is comfortable with, a mentor. Until this happens you are their primary link to success as a Rotarian.
• Your last formal duty as a sponsor is to arrange an information session for your sponsee.  This will include yourself, the new member, the Membership Chair and the new member’s Mentor. Once you are certain your sponsee is comfortable with their mentor, you can step back. 
• Note that during the Club Induction Ceremony, you might be asked to stand with the new member and say a few words. Talk to the Club President if you have questions.
  
• Following the election, the President shall arrange for the new member’s induction, membership card, and new member Rotary literature. In addition, the President or Secretary will report the new member information to RI and the President will assign a member to assist with the new member’s assimilation to the club as well as assign the new member to a club project or function. 
• Note that our club has reassigned the provision of a membership card and literature to the club Secretary, and Mentor appointment to the Membership Chair.  The Mentor is responsible for helping the new member select the club projects and/or functions they wish to serve, and is encouraged to do so as quickly as possible. 

Congratulations on giving the gift of Rotary to a colleague!