The RCAA Board with support from Committee Chairs and Committees reviewed the Club Policies. Many thanks for the great efforts to accomplish this Strategic Plan Goal. Also thank you to the work group that provided recommendations for the aspects of sharing non rotary information and solicitation.
Summary of Significant Changes to the Rotary Club of Ann Arbor Policy Manual
The Board recently completed a comprehensive review and update of the Club Policy Manual. The revisions were intended to modernize the manual, improve clarity, eliminate outdated or redundant provisions, strengthen governance practices, and better reflect how the Club operates today.
New Policy Administration Framework
A new introductory section was added establishing a formal process for creating, maintaining, revising, and communicating Club policies. This clarifies how policies are managed and ensures future updates can be handled consistently.
Additionally, policies containing procedural language were updated to remove the procedures. We will update these procedure documents as part of the Strategic Plan and provide links to the appropriate policies when these revisions are made.
Removal, Reordering, and Consolidation of Policies
Several older provisions were consolidated into broader governance and operational policies. The revised manual reduces duplication, updates outdated language, and provides references to supporting procedures where detailed operational guidance is maintained separately. We reordered several policies for better flow.
Updated Membership and Attendance Policies
Membership and attendance policies were rewritten to focus less on meeting attendance alone and more on overall member engagement through service projects, committees, Club events, district activities, and other Rotary participation. Membership eligibility language was also updated to better align with Rotary’s mission and values.
Strengthened Records Management
The previous Archival Policy was retained and supplemented by a new Records Retention Policy. Together, these policies establish standards for preserving Club records, historical materials, financial documents, governance records, and institutional knowledge.
Enhanced Financial Oversight
Several financial policies were modernized and consolidated:
Internal Financial Procedures were updated and linked to supporting procedure manuals.
Budget Administration policies were rewritten to clarify financial responsibilities, approvals, audits, and reporting requirements.
Policies regarding delinquent dues were updated to provide clearer expectations, payment procedures, and enforcement mechanisms.
Updated STRIVE Scholarship Administration
The STRIVE Scholarship Budgeting Policy was significantly expanded to address scholarship budgeting, fund reservation, deferrals, second-year support, eligibility requirements, and financial oversight.
Expanded Solicitation and Information-Sharing Rules
The solicitation policy now more clearly defines Club-sponsored and officially sanctioned activities, establishes standards for sharing non-Rotary information, formalizes use of the Rotary Shares Table, and provides an appeal process for disputed decisions.
Overall Impact
The revised manual places greater emphasis on transparency, accountability, institutional continuity, member engagement, and clear governance processes while preserving the Club’s core values and long-standing traditions.
Click here to view the revised Club Policy Manual (open to RCAA members with a Clubrunner account)
