Establishing Clubs Beyond Regional Boundaries

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Preface

While it is preferred that new clubs are started by their Home Region (the Region where the club is geographically located), opportunities for growth and extension can arise beyond Regional borders. In such cases, a Sponsor Region (the Region supporting the club’s establishment) may take the lead. Ideally, the Sponsor Region should collaborate with the Home Region from the outset to explore the possibility of starting the new club together. This cooperative approach helps maintain good relations and avoids the perception of “stepping into another Region’s territory.”

However, this ideal scenario can require significant effort to establish the necessary connections and maintain ongoing communication, potentially hindering the establishment of the club. To balance the desire for growth, with the practicalities of cross-regional collaboration, the following process has been created. It ensures clear communication, effective mentorship, and a smooth transition to the Home Region when the time is right, facilitating the Extension Beyond Borders (EBB) initiative within YMI.

Purpose and Scope

This procedure outlines the agreed process for establishing clubs beyond regional boundaries, enabling growth while respecting regional dynamics.

1. Establishing a New Club

  • Any Region (referred to as the Sponsor Region) may establish a club in any location, including within the geographical boundaries of another Region (referred to as the Home Region) using the standard procedures for chartering a new club.
  • IHQ will process and record the new club following the standard procedures, registering the club under the Sponsor Region.

2. Notification to Home Region

  • As soon as practicable after receipt of the application, IHQ will notify the Home Region of the new club.
  • This notification will include:
    • Club Name and Location
    • Charter Date
    • Club President’s Contact Details
    • Sponsor Regional Director’s Contact Details

3. Mentorship and Support by Sponsor Region

  • The Sponsor Region is responsible for mentoring and supporting the new club for at least 12 months following its charter date.
  • This mentorship includes leadership training, administrative support, and integration into the Sponsor Region’s activities and events.
  • During this period, the club is encouraged to engage with the Home Region, particularly in local events and collaborative projects.

4. Transfer to Home Region

  • After 12 months, the new club will be considered for transfer to the Home Region.
  • IHQ will reach out to the Home Region to confirm their readiness and willingness to welcome the club.
  • If the Home Region is ready, IHQ will proceed with the transfer.
  • If the Home Region feels it is not the right time, they may request to postpone the transfer. In this case, the club must continue to be supported and administered by the Sponsor Region until the Home Region feels ready.

5. Considerations for Postponing Transfer

The Home Region may choose to postpone the transfer if:

  • The club has not yet established strong local connections.
  • The Home Region feels that additional support is needed for the club’s growth and stability.
  • The Home Region requires more time to integrate the club.
  • The club itself expresses a preference to remain under the mentorship of the Sponsor Region.

6. Administration and Membership Rights

  • During the first 12 months (Mentorship Period):
    • The club will report to and be administered by the Sponsor Region.
    • The club will have membership rights as afforded to them by the relevant constitutional provisions of the Sponsor Region, including any voting privileges and representation defined therein.
  • Upon Transfer to Home Region:
    • The club will automatically come under the administration of the Home Region.
    • The club will have membership rights as afforded to them by the relevant constitutional provisions of the Home Region, including any voting privileges and representation defined therein.
    • The Home Region will assume all responsibilities, including membership dues collection and administrative oversight.

7. No Retrospective Adjustments

  • There will be no retrospective adjustments to financial contributions or Regional reporting.

8. Long-Term Mentorship and Support

  • If the Home Region postpones the transfer, the club must continue under the mentorship and administration of the Sponsor Region.
  • There is no fixed timeframe for the mentorship period, and reassessment is at the discretion of the Home Region.

9. Communication and Documentation

  • IHQ will handle all communication and documentation related to the notification, mentorship period, and potential transfer process.
  • This streamlined communication approach reduces the administrative burden on the Regions and ensures consistency.

Reviewed 28 February 2025