Rotary International Clubmeeting
The RIC (Rotary International Club meeting) is a factual association of Rotary clubs.
The foundation of the RIC was discussed and decided upon by the Rotary clubs of Rotselaar (B), Nieuwkoop (NL), Leipzig (D), High Suffolk (UK), and Le Vésinet (F) during their first joint Annual General Meeting (hereafter called AGM) on the 5th of June 2004 in Rotselaar.
These five clubs are the founding members.
The objective of the RIC is to organise a joint meeting of all member clubs at least once a year on a rotating basis.
The RIC is an apotheosis based on good mutual and permanent contacts (more than once a year) between the member clubs. The RIC does not replace however any bilateral contacts of the clubs concerned.
The most important objective of this meeting is:
- the motto “fun and friendship”
- to reinforce the international contacts between the clubs concerned;
- to inform each other about the characteristics of the geographical region in which they are located;
- to be a forum for official contacts for as many active club members possible;
- to exchange information between the clubs;
- to create long lasting friendships between the members of the different clubs
- to find and support a joint social project;
- to realise all of this with superior quality and within an acceptable budget.
Since the date of the foundation of the association, the RIC includes the clubs mentioned in art. 2 above, as stated in the original charter of the foundation.
Any other Rotary club can only become a member via a proposition of one of the member clubs.
It is important to base the RIC-membership on a solid footing of qualitative joint relations. Failing this, the original spirit and underlying reasons for its existence will lose their vigour.
Therefore, a potential new member club:
- shall be an official contact club of one of the RIC-members, who will serve as its godfather;
- shall originate from a country in which there is not yet a RIC-member;
- has participated as a visitor in at least one RIC-meeting and this with at least 5 of its delegated club members;
- has the ability to use English as the common language, in order to function within the association;
- will be granted membership by official unanimous vote during an AGM of the RIC-members.
The annual RIC-meeting will be held during the summer, preferably in June. The organizing club will be officially appointed or accepted during an AGM the prior year. This will, if necessary, be done by voting (decision by simple majority of votes) after member clubs received the various proposals and possibilities.
The RIC Flag will travel every year with the organising club
The organising club will appoint a president – called RIC-President- of the organizing committee. The RIC-Officers (i.e. contact persons during the pre-RIC-year) will be appointed by their own club. All consultation and communication will go through these persons. The international committee will take up its appointment during the AGM one year prior to the next RIC-meeting.
The AGM of the RIC-group will be held during the annual RIC-meeting.
The agenda of this meeting will be prepared by the RIC-President and sent to the members at least 3 weeks prior to the meeting.
Proposals of agenda-points need to be communicated to the RIC-President at least 2 months prior to the RIC-meeting.
The AGM is the official decision-making body of the association.
Decisions will be taken at the AGM by simple majority of votes present and represented (50 % plus one); except for changes in the RIC-rules and the acceptance of a new RIC-member club (see Art. 4) for which in either case a unanimous agreement applies.
Each club has one vote.
A club, which is not represented at the AGM, can give written power of attorney to a member club that is present
The minutes of this AGM will be made by the organising club. The first draft will be sent out to all clubs within 2 months after the AGM. All clubs will be asked to make their remarks to these minutes. The final version will be sent out again to all clubs at least 2 months prior to the following AGM. The minutes will be approved formally during this next AGM.
The organising Rotary club is allowed to invite on their own initiative another Rotary club as participant/visitor of the RIC.
A club which is a candidate member of the association (and which possesses the basic qualifications per Art.4) can, at request of their godfather-RIC-member and with the consent of the organising club, be allowed to participate in a RIC-meeting.
A candidate member is not considered a visitor as meant in the first paragraph of Art.9 above.
Each club has the right to resign from the association during an AGM.
A RIC-club, which has without clear motives not participated in the meeting for 2 years in a row, will be considered demissionary during the AGM of the third year.
The financial contributions in accordance with the investment philosophy of Art. 11 can at that stage no longer be reclaimed by the demissionary club.
Each year a social RIC-project will be decided upon and jointly supported by all RIC-members.
Such project will preferably be put forward by the organising club for next years RIC at the current RIC to the other members and at any event at least 3 months prior to the RIC, such that sufficient consultation among the members can take place.
The project can be a local social project or an international project, which in principal may qualify for a matching grant.
It can be an existing or a new project for the club. With agreement from the follow on club, the follow- on club can at his discretion continue a project for more than one year.
In case a RIC-club is opposed to the proposed project, it will make this officially known, including the necessary motives, to all member clubs at least 2 months prior to the RIC-meeting.
Consensus will be formalised during the AGM in accordance with Art. 8.
The project will be presented during the AGM in the RIC-language by a representative of the project.
Each club will – if possible – donate an equal sum (€ 1000) to the project.
This way each club invests a few years after which they will receive during the year in which they are RIC-organiser an amount equal to the sum of their contributions during the preceding years and this for a project of their choice (and accepted by the other members).
Clubs, which join later, and clubs who (sometimes) are not able to contribute the full amount (€ 1000) will (following this investment philosophy) receive an amount equal to their investment.
Every club will make sure that the donated money is effectively transferred to the organising club at least within 3 weeks after the RIC. This organising club will send out a short written report (at least 3 weeks before the next RIC) containing information about the results and effects of the donation, the things realised, the financial details, …
This report will shortly be presented (as a separate point of the agenda) during the next AGM and will be an attachment to the minutes of this AGM.
The presidents of the member- clubs
RC Rotselaar RC High Suffolk
RC Nieuwkoop RC Le Vésinet
First signed : Leipzig, June 11, 2005
First amendments : Le Vesinet, June 2, 2007