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Rotary Code of Policies 210 January 2013 c. The Search Committee will determine which candidates will be interviewed. Such candidates’ expenses associated with the interview process will be covered pursuant to the RI Travel Policy; d. Working with the committee chair, the external search firm will schedule interviews with no fewer than five candidates; e. The Search Committee shall review the candidates’ resumes, interview the candidates, and through its chair, present no fewer than three candidates to the Board. These three or more candidates shall be invited to appear before the full Board. The chair of the Executive Committee shall chair the interview process in full Board session; f. The full Board elects a new general secretary prior to 31 March pursuant to RI Bylaws 6.030. The Executive Committee or a sub-group of the Executive Committee, plus other Directors as determined by the Executive Committee, shall form a committee to negotiate the contract. The General Counsel will work with the Executive Committee to engage a U.S. employment law attorney to assist the committee in its negotiations with the new general secretary. After negotiation, the contract shall be shared with the full Board. g. The contract must be signed by 30 April and becomes effective the following 1 July. Resignation In the event that the general secretary tenders his/her resignation from office, the letter of resignation shall be addressed and forwarded to all members of the Executive Committee of the Board. The Executive Committee shall then forward such resignation letter to the members of the Board. The Board shall direct the Executive Committee pertaining to such resignation. The Executive Committee shall represent the Board in all matters pertaining to the resignation, and report its actions to the Board. Termination (Illinois is an “at-will” state in which an employee can be terminated or resign without reason or notice. However, employment contracts may define procedures for termination by either party.) 1. Any member of the Board can make a written recommendation to the Executive Committee Chair to terminate employment of the General Secretary. The Chair must pass the recommendation(s) to the Executive Committee. 2. The Executive Committee may or may not invite the writer to meet with it. 3. If the Executive Committee decides not to act upon the recommendation for termination, it will inform the member of the Board of its decision in writing. 4. If the Executive Committee decides to seek termination, it shall, in accordance with procedures outlined in RI bylaws section 5.040., invite the General Secretary to
Rotary Code of Policies 211 January 2013 appear before the full Board. If the Board subsequently concurs by majority vote to terminate employment, the President will inform the General Secretary in writing. 5. The Executive Committee shall finalize any details regarding termination and report back to the Board. (January 2011 Mtg., Bd. Dec. 119) Source: August 1999 Mtg., Bd. Dec. 46; Amended by May 2003 Mtg., Bd. Dec. 325; January 2011 Mtg., Bd. Dec. 119 31.010.7. Deputy General Secretary The RI Board has created the position of deputy general secretary. (May 2011 Mtg., Bd. Dec. 198) Source: May 2011 Mtg., Bd. Dec. 198 Cross References 30.060.5. Terms of Reference for the Executive Committee: Performance Evaluation of General Secretary 31.020. Authority to Act on Behalf of Board The general secretary, as the chief operating officer of RI, is authorized by the Board to make decisions on behalf of the Board when necessary. All such decisions shall be reported to the Board for ratification at each meeting. (November 2004 Mtg., Bd. Dec. 58) Source: January 1933 Mtg., Dec. VI(a); Amended by November 2004 Mtg., Bd. Dec. 58. Affirmed by June 1999 Mtg., Bd. Dec. 293. See also November 1997 Mtg., Bd. Dec. 108 31.030. General Secretary Authority to Act on Behalf of Board on Matters Relating to Clubs 31.030.1. Waiver or Remittance of Charter Fee The general secretary, acting on behalf of the Board, may waive or remit any part or all of the charter fee of any provisional club. (June 1998 Mtg., Bd. Dec. 348) Source: January 1937 Mtg., Bd. Dec. 129; June 1977 Mtg., Bd. Dec. 19 31.030.2. Submission of Club Semiannual Reports The general secretary may send to clubs semiannual report forms or, at the general secretary’s discretion, withhold such report from clubs which, because of emergency conditions, are so situated that there is a certainty or reasonable probability that the report forms will not or cannot be received by the officers of the club or clubs concerned. The general secretary may excuse clubs from submitting semiannual reports when, in the general secretary’s judgment, the recommendation of the governor and other circumstances in the case warrant such action. (June 1998 Mtg., Bd. Dec. 348) Source: January 1938 Mtg., Bd. Dec. 170; January 1940 Mtg., Dec. of Exec. Comm. E-20
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