Rotary International District 6600

Transcription

1 Rotary International District 00 Manual of Procedure March 01 1

2 Rotary International District 00 Manual of Procedure March 01 Table of Contents PURPOSE... ELECTED OFFICERS OF THE DISTRICT... DISTRICT GOVERNOR... DISTRICT GOVERNOR-ELECT... DISTRICT GOVERNOR NOMINEE... DISTRICT GOVERNOR NOMINEE DESIGNATE (PROPOSED GOVERNOR)... APPOINTED OFFICERS OF THE DISTRICT... DISTRICT SECRETARY-TREASURER... DISTRICT TREASURER... DISTRICT SECRETARY... DISTRICT COMMUNICATIONS OFFICER... ADMINISTRATION... ROTARY DISTRICT 00 FOUNDATION... ZONE MENTOR... PDG ADVISOR TO DISTRICT GOVERNOR... PDG ADVISORY COMMITTEE... DISTRICT ADVISORY COMMITTEE... ASSISTANT GOVERNORS... FINANCE COMMITTEE... ADDITIONAL PAID STAFF OF THE DISTRICT... REIMBURSEMENTS TO DISTRICT GOVERNOR AND DISTRICT GOVERNOR ELECT... LONG RANGE PLANNING (STRATEGIC) COMMITTEE... POLICIES AND PROCEDURES COMMITTEE... NOMINATING COMMITTEE FOR DISTRICT GOVERNOR NOMINEE-DESIGNATE (PROPOSED GOVERNOR)... ALL-OHIO P.E.T.S.... REPRESENTATIVE TO R.I. COUNCIL ON LEGISLATION... 1 REPRESENTATIVE TO R.I. DIRECTOR NOMINATING COMMITTEE... 1 ZONES & INSTITUTE... 1 OPERATING COMMITTEES OF THE DISTRICT... 1 INTERNATIONAL YOUTH EXCHANGE... 1 DISTRICT ROTARY FOUNDATION CHAIR (DRFC)... 1 THE ROTARY FOUNDATION COMMITTEES... 1 MEETINGS... 1 INTERNATIONAL ASSEMBLY... 1 INTERNATIONAL CONVENTION... 1 DISTRICT ASSEMBLY... 1 DISTRICT CONFERENCE... 1 "CHANGING OF THE GOVERNOR" MEETING... 1 WORLD COMMUNITY WORKSHOP... 1 GROUP STUDY EXCHANGE... 1 MESA - MEDICAL EQUIPMENT AND SUPPLIES ABROAD... 1 CONFLICT OF INTEREST... 1

3 CONFLICT RESOLUTION... 1 ROTARY DISTRICT 00 DATABASE... 1 ADDENDUM... 1 INDEX... 1

4 PURPOSE It is necessary for District 00 to have an established procedure to follow in order for there to be continuity from year to year in the operation of the district and strengthening of the Rotary International philosophy in this District. This recording of recommended procedures gives stability and provides uniformity in the conducting of the affairs of the District. The Manual of Procedure of Rotary International, herein after called R.I.MOP, 0 prescribes rules and regulations that are basic guidelines for the performance of Rotary action and is hereby recognized as the official reference for Rotary actions and responsibilities. This District 00 MOP expands upon the R.I.MOP where necessary and describes in detail items that are peculiar to this District. These rules and regulations have proven to be very helpful and successful to Governors and their committees as they plan for and fulfill their responsibilities to further extend the cause of Rotary. Changes to this Manual of Procedure shall be voted on by the Club President-Elects in attendance at the District Assembly and requires majority vote of those attending for approval. Note: Any place in this document where the pronoun of his, her, he or she might be used, the terms will be used interchangeably without suggesting gender. ELECTED OFFICERS OF THE DISTRICT District Governor The administration of clubs in the district is under the direct supervision of a Governor. The elected Governor is the only elected officer of Rotary International in the district. The basic responsibility for all district functions is in the hands of the District Governor during his term of office. Obviously, to meet this responsibility, the Governor must delegate and share the responsibility with many others and depend on key Rotarians for progress and success in the district. All required expenses of the Governor and his spouse are budgeted by the District. The District Governor will be restricted to the total disbursements as shown in his budget in which he was instrumental in constructing and in obtaining his President-Elects approval the previous year. This does not preclude line item transfers --- it only applies to the total. District Governor-Elect The District Governor-Elect shall become Governor following the expiration of the current Governor s term in office. It is mandatory the Governor-Elect attend the Governors-Elect Training Seminar at the zone level and the International Assembly. The expenses related to both of these meetings for the Governor-Elect and his spouse are budgeted by the District. District Governor Nominee The District Governor Nominee shall become Governor-Elect following the expiration of the current Governor- Elect s term of office. The Governor Nominee must attend the Governors Nominee Training Seminar at the zone level. The attendance by the Governor Nominee and his spouse is budgeted by the District. District Governor Nominee Designate (Proposed Governor) The District Governor Nominee Designate shall become Governor Nominee following the expiration of the current Governor Nominee s term in office. There are no required responsibilities except getting preliminary plans and committees together and to attend all district functions including the executive committee meetings. APPOINTED OFFICERS OF THE DISTRICT District Secretary-Treasurer The appointment of the Secretary and Treasurer is the responsibility of the Governor for his Governor year. He should do this by 1 October prior to the beginning of his Governor year so that his Secretary and Treasurer can attend the District Assembly and be an instructor for incoming Club Secretaries and Treasurers. This means they must study the R.I. MOP and District MOP in order to be prepared to lay the groundwork for a successful Rotary

5 year and instruct Club Secretaries and Treasurers in the proper fulfillment of their responsibilities. Note: It has been the practice to limit the Secretary and Treasurer term to not more than five () years. In an effort to provide for staggered terms for these two positions, it is recommended the Secretary assigned in 0-1 be for three () years and the Treasurer be for a term of not more than five () years. Future secretaries will assume a term of not more than () years in office. District Treasurer Club dues and all other funds coming into the District office shall be given to the District Treasurer for depositing in a bank(s) selected by the Treasurer and the District Governor. The District Treasurer may set-up a petty cash fund of $00 that he may pay for small items that do not exceed $0. He must receive a cash register receipt or written bill for each expenditure that will identify how the money was used. When total cash expenditures approach $00, he should then submit a copy of the District "Request for Check" to the District Governor for approval. When this approval is received, the Treasurer will reimburse up to $00 to the petty cash fund for future need. The Treasurer is responsible to meet all District financial obligations on a timely basis. The Treasurer shall keep the District Governor apprised of the District financial condition on a monthly basis. All checks payable to the Treasurer or his family shall be countersigned. All checks over $, also must be countersigned by the District Governor or a person selected by the District Governor to be an additional signatory. For the protection of District 00 and the Treasurer, the District shall maintain a surety bond for $0, for the Treasurer. In the event of any one line item in the budget is exhausted during the Rotary year, the District Governor shall have the authority to transfer money from other line items not needed by that District function or committee for use in the line item exhausted. The District Treasurer will present a financial report at each Executive Committee meeting and to the District Governor, District Governor Elect, District Governor Nominee, and members of the Finance Committee on a timely basis covering income, checks written, investments, and interest income on investments compared to the approved budget. The responsibilities of the District Treasurer includes but may not be limited to: 1. Invest all surplus funds so they will earn interest.. Identify special funds that are escrow funds as identified by previous or future resolutions.. Make a financial report to the District Assembly and all clubs.. Arrange for a comprehensive review of District financials at the end of each Rotary year, to be completed by September 0 immediately following the year-end and a copy submitted to Rotary International.. Counsel host clubs of our District Conference and District Assembly concerning their assistance and financial obligations.. Assist in promoting the District Conference and District Assembly and other district functions.. Such other assignments as the Governor may specify.. The Treasurer will transfer all District financial records to his replacement immediately upon the end of his term and will work with the outside accountants doing the review as required. It is recommended the records be stored in electronic format.

6 District Secretary It shall be the duty of the secretary to keep the records of membership; record the attendance at meetings; send out notices of meetings of the district, board and committees; record and preserve the minutes of such meetings. 1. Maintain and suggest improvements to the Manual of Procedure of District 00.. Process district monthly attendance.. Coordinate correspondence and related matters as directed by the District Governor.. Advise the host clubs (normally the Governor s home club) of our district conference and the district assembly of their duties and any financial assistance that may be anticipated.. Assist in promoting the district conference and district assembly and other district functions.. As directed by the District Governor, set up and arrange meetings for the PDG Council, Executive Committee, Assistant Governors, seminars, etc. Plan and arrange for related meal service, equipment and/or other facilities.. Prepare agendas, ballots, appropriate data and minutes for PDG Advisory Committee (previously PDG Council), District Assembly, District Conference, District Advisory Committee (previously Executive Committee) and other meetings as directed by the District Governor.. Assist District Governor with inter-district communications.. Edit and publish district communications to club presidents and secretaries dealing with RI legislation, RI board directives, structural features of the district and other areas of information the District Governor may deem advisable.. Assist in promoting On-To-Convention program.. Maintain the district files and records. It is preferred the storage be in electronic format. 1. Such other assignments as the District Governor may specify. 1. The Secretary will transfer all District records in proper format and in good order immediately upon the end of his term to the incoming Secretary. District Communications Officer The District Communications Officer (DCO) shall be appointed by the District Governor to serve for one year. The position is responsible for the management and security of the District 00 website and associated database. He will be responsible for updating the Manual of Procedure language for changes in the database system and its security. This individual should be computer literate and understand website and database management needs. There is a training course for the database sponsored by the database consulting company. For continuity, it is recommended that this individual serve for multiple years with reappointment by each District Governor involved. It is also recommended there be additional trained individuals working with the DCO. ADMINISTRATION Rotary District 00 Foundation The Rotary District 00 Foundation is a 01 (c) () Corporation. The Board of Trustees shall consist of eleven () trustees consisting of: District Governor, the two immediate Past District Governors, District Governor Elect, District Governor Nominee, District Governor Nominee Designate, four trustees selected by the District Governor and the District Secretary. Refer to the Articles of Incorporation and the Code of Regulations for additional details. Zone Mentor Zones and have established a program of assigning a PDG from another district in the zone to act as an outside mentor to the District Governor. The District Governor should use this outside source as a method to strengthen our district.

7 PDG Advisor to District Governor This PDG will be selected by the District Governor Nominee during his District Governor Nominee year to help in preparation for the District Governor Nominee's District Governor year. He will chair the District PDG Advisory Committee during the DG year. PDG Advisory Committee An advisory council of past governors is required by the RI MOP. This council will be composed of all past district governors who are members of Rotary clubs within the district. The council should be called and directed by the Governor at least twice each year; (a) as the Governor-Elect, shortly following the end of the international assembly to inform the current and past governors about the news of Rotary International and to receive information on the district; and (b) as Governor to discuss the concerns of the district. The chair of the committee shall be the Governor's advisor. See page of the RI MOP. The authority and/or responsibility of the Governor shall in no way be impaired or impeded by the advice or actions of this council. District Advisory Committee This committee is composed of all District Officers, Past District Governors, Assistant Governors, and all District Committee Chairs and others at the invitation of the District Governor. This committee shall meet a minimum of three () times each year at the discretion of the District Governor. Assistant Governors The position as an Assistant Governor presents an unlimited opportunity for the dedicated Rotarian to help extend the influence of Rotary. An Assistant Governor has the chance to work closely with the District Governor and be his emissary to several specifically assigned clubs. The Assistant Governor can assist immeasurably to develop the intimate liaison so necessary between the Governor and his clubs. He is offered a chance to assist in building better Rotary clubs and better understanding between clubs. Serving as an Assistant Governor is unique since it is a profoundly important District assignment with serious responsibilities, yet with no real authority. It is a job for diplomats. A representative must display outstanding Rotary leadership. He must devote time and develop plans to help club officers do a better job while remaining discreetly in the background. The glory to be won is little but the rewards to be earned are many. The reward will be the satisfaction of finding a little bit of you in other clubs and in the District. A representative has the opportunity to work with District officers and become familiar with the intricacies of its operation. The office of Assistant Governor might well serve as the training ground for other District offices. The Assistant Governor must operate quietly and diplomatically and he must act as a friendly counselor to presidents and officers of the clubs of his assignment. He must readily furnish information and recommendations from his extensive knowledge of Rotary customs and procedures to improve the overall workings of his clubs. He should be conversant with the content of the Club President's Workbook and the standard club constitution and bylaws. With discretion, he must be able to pass along the good features of certain clubs to other clubs who need assistance. The Assistant Governor is a natural source of organization for meetings of the presidents of the clubs in his assignment are for attendance contests, group projects such as World Community Projects and other inter-club activities. At the request of the Governor, he freely disseminates information about the District and international programs. See pages and of the RI MOP for the duties of the Assistant Governor. Finance Committee The finance Committee shall consist of the Immediate Past District Governor (who will be the chair of the committee), District Governor, District Governor Elect, District Governor Nominee, District Secretary and the District Treasurer. The District Governor Elect in conference with the committee shall determine the budget for his

8 term as District Governor. It is incumbent upon this committee to make certain disbursements remain within the total budget as approved. The Finance Committee is responsible for budget review and counsels with the Governor through his year. The Finance Committee's work-up is for the following year's Governor and should be prepared with his presence and wishes. In order to clearly understand the budget of the current year's Governor, it is recommended that the Finance Committee review the R.I. budget of funds supplied by R.I. to the District Governor to determine how these funds supply the needs of the Governor to meet his responsibilities to strengthen Rotary in this District. Then review the District budget for the current year to see how the District budget meets the Governor's additional needs to accomplish an outstanding Rotary year. Based on the above knowledge and communication with the incoming District Governor for the following year, the Finance Committee can formulate the budget for the following Rotary year. This must be done per R.I. MOP and submitted to the clubs of the District at least four weeks prior to District Assembly. The budget must be approved by three-fourths of the incoming presidents present at the District Assembly. In order that the clubs of the District and potential District Governors may better understand the financial cost of the Governorship, it is suggested that the Governor report to the District clubs the expense he has incurred and the payments he has received from R.I. If this is done in the December and June letters it would be very informative. These expenses could then be added to the District 00 actual yearly expense to get a total picture of the cost of being Governor. Additional Paid Staff of the District In the event the District Governor or District Governor Elect feels they need additional paid staff to effectively conduct official Rotary District 00 business; he will prepare a written job description to include the duration of the proposed position and planned compensation budget to be presented to the next Finance Committee meeting for approval. The District Advisory Committee (previously the Executive Committee) will be advised of this action at their next scheduled meeting. Reimbursements to District Governor and District Governor Elect This policy is to encourage persons to seek the position of District Governor District 00 will reimburse the DG and the DGE a maximum of $,000 per fiscal year cumulative for expenses not covered by RI or by the other "normal" policies/budgets of the District. That is, the $,000 is the last resort; expenses should first be applied to RI as appropriate, then for "normal" expenses paid by the District (see the next paragraph on the RI Convention for an example of "normal" District expenses). The $,000 is not a per diem. It is a maximum reimbursable amount for incurred and properly supported last resort expenses. In some cases it may not be fully used. District 00's policy of reimbursing a DG for up to $,000 for one Rotary International Convention, and any other similar policies (per the MOP), would remain in effect and any reasonable excess over the $,000 would be applied to the $,000. The intent of the $,000 is not meant to cover any expenses for a second Rotary International Convention or any other similar event as specified in the MOP. Any unused portion of the DGE's $,000 would carry over to the subsequent fiscal year and be added to the individual's additional DG allowance of $,000 for the second year. Allowing this carryover, for a potential total reimbursement of $,000, gives recognition to the fact that previously unreimbursed expenses are usually higher in the DG year as opposed to the DGE year. Mileage would be reimbursable to the DGE and DG within the $,000 (and $,000) limitations. Mileage will be reimbursed at the IRS standard business rate in effect when the mileage was incurred.

9 Some expense requests related to the year just ended would actually be made in the subsequent fiscal year (and would be a District expense of that subsequent fiscal year) but would apply to the previous fiscal year's $,000 limitation. It would be expected that the DG and DGE would make every effort to submit expenses by June 0 of each year and that any balance for that fiscal year must be submitted no later than August 1. This allows for a normal processing time and for the reconciliation and final reports submitted to RI by the DG. Any unused portion of the DG's potential reimbursement would expire August 1 following completion of his year as DG All expense reimbursement requests related to this $,000/$,000 policy will be a separate request (i.e., separate from "normal" expenses as discussed above) submitted to the District Treasurer for reimbursement. Proper documentation/details must be provided with the request (dates, amounts, receipts, mileage, etc.). Long Range Planning (Strategic) Committee The Long Range Planning (Strategic) Committee shall be a standing District Committee with the purpose of Providing long term direction for the district along with building a shared district vision by optimizing district resources and setting goals and objectives plus any other matter that may come before the committee for the betterment of District 00. The membership of the committee will consist of eleven () members, consisting of the current District Governor, District Governor Elect, District Governor Nominee the two () most immediate Past District Governors, District Trainer, District Secretary, District Treasurer, a Past District Governor to be named by the Governor and two () other Rotarians appointed by the District Governor who shall be non-voting members. This committee will meet at least one time every year and will then make a report of their findings to the District Advisory Committee. Policies and Procedures Committee District 00 shall have a standing District Policies and Procedures Committee to review policies, procedures and guidelines in response to the changing programs and requirements of Rotary International and the District. Membership of the committee will consist of five () members, consisting of the current District Governor, District Governor-Elect, Immediate Past District Governor, the next most immediate Past District Governor, who is the Chair of the committee, and a Past District Governor appointed by the District Governor. This committee will review the District Policies and Procedures and make recommendations, if any, to the Presidents-Elect at the District Assembly. Nominating Committee for District Governor Nominee-Designate (Proposed Governor) The nominating committee is charged with the responsibility of selecting the Rotarian that will be Governor in the third future Rotary year. NOTE: Since District 00 has been selecting this person approximately two () months earlier than normally permitted by the RI Bylaws, he will be referred to as the proposed governor for the year of. As soon as practical, after July 1 of the year selected ( months prior to taking office) the Committee Chairman will announce to the district, the decision of the committee and the person will then become the District Governor Nominee-Designate. At this time, the District Secretary will submit the District Governor selection form to Rotary International. This procedure combines previous procedures and adds additional ones, which are deemed desirable and necessary for the selection of future District Governors and for the betterment of the district. Those aspiring to be District Governor should thoroughly read the R.I. Manual of Procedure, the R.I. by-laws, and this District Manual of Procedure covering the responsibilities of the District Governor prior to their club nominating them. This is also the prerequisite for those members of the nominating committee. The District 00 procedure must always meet the requirements of the R.I. MOP. The voting members of the Nominating Committee shall not include Past District Governors or representatives of Clubs who served on the committee the previous year. The immediate past Chairman of the Nominating Committee shall serve as a non-voting Ex-Officio member to give continuity to the selection process. The current governor and

10 the governor elect may sit on the committee as non-voting members but shall receive all correspondence of the committee. The District Governor Elect shall appoint this Nominating Committee on or about 1 January prior to his assuming the position of District Governor. The committee shall be composed of four current club presidents, one from a club of 0 members or more, one from a club of - members, one from a club of 0- members, and one from a club less than 0 members, plus three Past District Governors, which includes the immediate PDG who shall be designated the Chairman. The District Governor Elect shall issue, or cause to be issued, in the name of the Nominating Committee, an announcement inviting any club which desires to do so, to submit its suggestion for nomination for District Governor to the Chairman of the Nominating Committee or a person designated by the chairman of the Nominating Committee. The announcement will be mailed to the President of each Rotary Club of District 00 and shall be issued not later than 1 February of the Rotary year. The announcement shall include the address to which suggestions shall be sent. In order to receive consideration, such suggestions must reach the Chairman of the Nominating Committee or the Designee on or before midnight of the 1st day of April. The suggestions shall be submitted on the prescribed nominating form which includes a Resolution of Nomination from the sponsoring club as adopted by the District Advisory Committee (previously the Executive committee) from recommendations from the Past District Governors Advisory Committee. RI by-laws, states: --- the Governor Nominating Committee for District Governor shall not be limited in its selection to those names submitted by clubs in the District---". District 00 recognizes this official position of the RI MOP by-laws as significant when no qualified applicants have applied through the procedure outlined in this resolution. It is the duty of the Nominating Committee to encourage clubs to submit qualified individuals who are experienced and willing to serve. In the absence of such club submitted applicants, the Nominating Committee must search for a qualified Rotarian and ask his club to submit his name to the committee. This action by the Nominating Committee should only occur after 1 April when no applications have been received or after the interview date when the committee has decided no applicant is qualified. The Chairman shall cause to be sent to each member of the Nominating Committee, including the non-voting members, by 1 April, the name(s) of the applicant(s) submitted by the clubs and a copy of the nomination form(s), together with the time and place of the meeting of the Nominating Committee. The meeting date of the Nominating Committee shall be scheduled by the District Governor for his year. It shall be the 1st Saturday on or after May or an alternative date set by the Chairman to interview the candidates. The Chairman will advise the DG at the earliest possible moment if an appointed member will not be available. The District Governor shall then select an appropriate substitute based on the criteria of paragraph 1 above. Such substitute shall have agreed to be present at the meeting of the Nominating Committee before the Governor gives his name to the Committee Chairman. It is the Chairman's responsibility to make certain all seven voting members are present. However, if on the day scheduled for the meeting, one or more members fail to appear, the remaining members shall proceed to select a nominee and in the event of a tie vote, the ex-officio member shall cast the deciding vote. The District Governor Elect shall be the official District Greeter and shall review the financial requirements of being District Governor based on the District budget for the current year. This will include all training seminars which DGE S must attend and the ones which also include the partner. In this review, an outline of expenses paid by R.I. and probable out-of pocket expense of the Governor year shall be included. Under the current District policy, there should be no out-of pocket expense except for various raffles, auction bids, etc. that the Governor participates in.

11 The By-Laws of Rotary International requires that a Governor at the time of taking office must have been a Rotarian for seven or more years. The Chairman of the Nominating Committee, on behalf of the Nominating Committee, shall submit to the District Governor the name of both the prime and alternate choices of the Nominating Committee the same day as the selection is made. The alternate is determined just in case the prime choice will be unable to serve as Governor and the name shall remain confidential to all outside of the Nominating Committee. The District Governor shall consider it his duty to advise all candidates immediately upon his receipt of the Nominating Committee's decision. This preferably should be done by phone the same day as advised. If this cannot be done by phone, a certified letter should be sent to the candidates not so contacted. Do not leave a message on the answering machine. The Governor shall then publish to the clubs of the District the name and club of the Nominee. Notwithstanding any nomination made by the District Nominating Committee, any club in the District may propose a candidate for District Governor Nominee whose name had previously been duly suggested to the Nominating Committee. To do so, the club must file with the District Governor on or before a date determined by him, a resolution of the club, adopted at a regular meeting thereof, naming such candidate. That date shall be at least two weeks after publication of the Nominating Committee for District Governor of its selection for District Governor Nominee. NOTE: In the event the Governor Elect (prior to International Assembly Training) or the Governor Nominee for any valid reason cannot take office on the designated date, the successor will be asked to move up one year while the one being replaced will drop back one year. Only one postponement will be permitted. If a second delay is necessary, that candidate will no longer be considered for governor until appearing before and selected by the nominating committee at a future date. District Conference Advisory Committee The District Conference Advisory Committee shall consist of the current District Governor, the District Governor Elect, the District Governor Nominee, the District Treasurer, the two most immediate Past District Governors, another representative of the district who should be experienced in housing and contracts and a representative of the District Governors home club. All-Ohio P.E.T.S. The Presidents-Elect Training Seminars (PETS) are informative programs that are planned and conducted by the district trainer under the direction and supervision of the Governor-Elect. It is mandatory that all incoming club presidents attend all PETS seminars and further recommended the Governor, Governor-Elect, Assistant Governors and District Trainer attend. The expenses for these meetings are in the District budget. Currently, District 00 participates in the multi-district All-Ohio PETS. This currently is a one and one-half (1½) day meeting normally held in Columbus during March. In addition, one or more Pre-PETS meetings shall be held at a location in the District as determined by the Governor-Elect. At the first Pre-PETS, meeting all incoming club presidents will be provided copies of the president s workbook and other publications from Rotary International and the District. It is expected they will familiarize themselves with the contents of this material prior to All-Ohio PETS in March. The All-Ohio PETS Steering Committee is composed of members of all five () Districts within Ohio. District 00 representation on this committee includes the Governor, Governor-Elect, Governor Nominee, the two most recent immediate Past Governors one of which will serve as District 00 Committee Chairman. The Governor Nominee Designate may attend the committee meetings without voice.

12 Representative to R.I. Council on Legislation In the Rotary year two years preceding each council, the clubs in the district select a Rotarian and an alternate to represent them at the council. These selections will be made at the District Conference by vote. The R.I. Council on Legislation is the legislative body of R.I. It currently meets every three years. The R.I. MOP outlines the duties and responsibilities of the Representative. Travel expenses are paid by R.I. Representative to R.I. Director Nominating Committee This committee meets every four years to select the Director to represent Zone. The member elected must be a PDG and shall have attended at least two Zone Institutes and one convention in the three years prior to serving on the committee. Zones & Institute The District Governor, the District Governor-Elect, the District Governor Nominee and spouses, The Foundation Chair, the District Trainer and the Immediate Past District Governor (for trainer training) are expected to attend this institute. It normally occurs in the fall of the year and is a meeting called by the R.I. Director who represents these zones. It is a meeting to assist the current Governors and the immediate future Governors in preparing for their year. The budget should cover the expenses for these officers (except for the DGND). All PDG's and spouses of Zones and are invited to attend at no expense to Rotary or the District. OPERATING COMMITTEES OF THE DISTRICT It is recommended the Governor appoint District Chairmen to all of the committees shown in the R.I. MOP, page and district committees should be named as appropriate. Where possible the committee chair should be a PDG or at least a past club president. International Youth Exchange This program is a very important program. The chairman of this program must be a very dedicated Rotarian wishing to help high school students ages 1 to 1 or 1 (depending on the host country) to the experience of a year in a foreign country or to host a foreign student by a District 00 club. This program requires an excellent District committee to work with the Chairman. Each club that sponsors or hosts a student must have a very responsible and dedicated chairman for youth exchange. The Rotary Youth Exchange is an outstanding program and the student being hosted should experience either three or four host families during the student's year in our District. The District budgets funds to help finance this program each year, however; the total monies required are many times this. The District Chairman and committee in consultation with the District Governor-Elect determine what the cost should be to the outgoing students and incoming students. This money must be paid in the case of outgoing students immediately upon the District approving to support the request to be an exchange student. In the case of the incoming student, they are told by letter soon after being advised they will be hosted by a club in District 00, the amount of money they must pay the District upon arrival. All exchanges are worked out through the Ohio-Erie or multi district organizations. The Ohio-Erie Rotary group is composed of Districts in Michigan, Ohio, Kentucky, and Tennessee. The Ohio-Erie District must comply with the multi-district activities specified in R.I.MOP. The group has been in effect since 1 and District 00 has been a member since 1. The United States Government also has rules that the Executive Secretary of Ohio-Erie must comply with. This project should be handled like other District projects and the monies identified by a special fund. District Rotary Foundation Chair (DRFC) The Rotary Foundation Code of Policies states: the District Foundation Committee Chair shall be appointed for a three-year term. 1

13 Along with other duties, the District Rotary Foundation Chair (DRFC) will be responsible for the operation of the Foundation Administrative Coordinator (FAC) program. These duties will consist of but not necessarily limited to: Working with the Presidents Elect on the appointment or re-appointment of the club FAC s; Maintaining a current database of the club FAC s on the district administrative site; Providing at least two () training sessions for the club FAC s each Rotary year (one at the District Assembly and one at the annual Foundation Seminar); Distribution of information and updates from The Rotary Foundation to the FAC s in a timely manner and providing administrative support to the FAC s as required. The club responsibilities will be: Make the FAC appointment for a minimum of three years; encouraged to provide a successor and to send their appointees to all available training on an annual basis; to register their FAC on line on the District Web site upon taking office; and to make certain the FAC learns the multiple administrative requirements of The Rotary Foundation at the club level such as proper forms usage, fund differences, grant writing, points transfer and the donation process and project selection. The Rotary Foundation Committees The governor shall, well before taking office, appoint all members of the district Rotary Foundation committee (DRFC). The DRFC consists of a chair and seven subcommittee chairs. Where possible, the DRFC chair and subcommittee chairs should be past governors and should serve staggered three-year terms to provide continuity and to avoid total turnover of the committee membership each year. The six subcommittees are: Annual Giving: For the purpose of encouraging and soliciting contributions for The Foundation from clubs and individual Rotarians, with emphasis on Paul Harris Fellows, Paul Harris Sustaining Members and The Paul Harris Society. It is incumbent for this committee to continually promote Every Rotarian/Every Year (EREY). Planned Giving (Major Donors): For the purpose of encouraging and soliciting contributions for The Foundation from clubs and individual Rotarians with emphasis on endowment-type giving through wills, trusts, insurance etc. Scholarship Awards: For the purpose of encouraging clubs to submit candidates for the scholarship awards competition in the district and to screen, interview and select scholarship recipients and alternates for any of the many available scholarships. Alumni and Counselors: For the purpose of finding and assigning counselors for both incoming and outgoing award recipients, following RI guidelines and recommendations and for the purpose of collecting and maintaining addresses and contact with all award recipients living within District 00. Matching Grants: For the purpose of identifying and facilitating applications for Matching Grants as authorized by the District Governor and The Rotary Foundation. Group Study Exchange: For the purpose of coordinating the GSE Team Program by selecting a team from District 00 for their visit to a foreign land. This committee also has the responsibility for the itinerary of the incoming GSE Team by selecting host clubs and monitoring the activities of the Team during their visit. The District Rotary Foundation Chair (DRFCh), in consultation with the district governor, governor-elect and governor-nominee, decides how the district will use its District Designated Funds (DDF). The DRFCh has the responsibility for identifying and distributing District Designated Funds (DDF) and District Simplified Grants (DSG) and must maintain accurate records of the use of both. The DRFC chair, on behalf of the DRF Committee, authorizes the use of DDF and District Simplified Grants (DSG). MEETINGS International Assembly The District Governor Elect and spouse shall attend the International Assembly at the location and for the period specified by R.I. All sessions shall be attended. Failure to do so by the DGE has caused R.I. in the past to cancel the DGE transportation, housing, meals and preventing that person from assuming the duties of District Governor. The DGE pays for spouse and other miscellaneous costs but can be reimbursed by the District. District Governors and PDG's pay all their own expenses unless invited to be instructors. 1

14 International Convention The District Governor may choose to attend the Rotary International Convention in his year as Governor or the preceding year as Governor-Elect. The District has established the policy of paying up to $ for the regular airfare, hotel accommodations, registration and a daily allowance for attendance as outlined. District Assembly This meeting is held annually to train incoming officers of the clubs in District 00. The incoming and repeat presidents, vice-presidents, secretaries, chairpersons of the Avenues of Service, and board members should attend this one-day seminar. All Rotarians are invited to attend. NOTE: The incoming club president is required to attend. The District Assembly should be held after the DGE has attended the International Assembly and before the District Conference. The District Assembly is outlined in the R.I. MOP and in the R.I. by-laws. Attendance is free for all District Rotarians as the costs are in the District budget. This assembly is very important in setting the goals for the up-coming Rotary year and in training the incoming officers. The District Governor and DGE should use the finest teamwork to assure a most successful seminar. District Conference The District Conference is held at the location approved at the previous conference as recommended by the District Conference Committee. This committee will be appointed by the District Governor which should include the District Conference Advisory Committee and other Rotarians with experience and expertise in specific areas of holding a district conference and in cooperation with the DGE. This is the culmination of a year s work and dedication and lays the groundwork for the next Governor's leadership year. The conference requires much planning, dedication, and financial responsibility to be sure the conference finishes in the "black" financially. Previous conference committees can be very helpful if they are asked to share their experience. All matters requiring a vote at the conference shall be by club electors. Each club is entitled to one vote for each twenty-five members or major fraction thereof. A certificate is sent to each club president which must be filled out completely and presented to the Conference Voting Committee. Unless the required certificate is registered at the conference prior to the plenary business session, the club will not be permitted to be represented and permitted to vote. No proxies are permitted. Rotary International covers the requirements of the conference in the R.I. MOP and the by-laws. Every club should be represented. Conferences are a wonderful way for new members to learn more about Rotary and to meet long time Rotarians who can share with them their wonderful Rotary experiences in their travels or at home. The housing on the night of the PDG Advisory Committee meeting will be compensated to the PDG's at the discretion of the Governor and the budget of the Conference. "Changing of the Governor" Meeting This meeting is held at a location and time agreed to by the outgoing Governor and the incoming Governor normally in the home area of the incoming Governor. It is a time to celebrate the accomplishments of the past year and preparation and plans for the new District Governor. Invitations are usually sent to all PDG's and both the new and old committee chairmen. World Community Workshop The World Community Workshop is held at Defiance College and offers sophomore, junior, and senior year high school students unusual and high quality information on World Affairs. The program concentrates on a different world area each year. The Rotary Club of Defiance is responsible for the program and will set registration fees to cover the entire cost of the workshop. If receipts exceed costs, the balance will be held in a Defiance College District fund account for this workshop to help in funding the next workshop. The District should continue its annual budgeting of this project in an amount not to exceed $,00.00 but any carry-over balance will not exceed $, The committee in charge should continue to develop the program to get more students to attend. This should also be the objective of each club in the District. The workshop committee will each June, or as soon as possible, report to the District Treasurer a full report on the years workshop expenses and income. 1

15 Group Study Exchange This District has been participating each year in a exchange with another overseas District. This has been handled by Rotary International in Evanston, Illinois, identifying the type of exchange group. The purpose of Group Study Exchange is covered very thoroughly by the R.I. MOP. The GSE Committee shall consist of three () Rotarians from different clubs in District 00, appointed for three () year terms on a staggered basis. After two years on the committee (one as inbound chairman and one as outbound chairman), that person becomes the chairman during his third year. After the three-year term, the member can be reappointed but will start at the bottom of the rotation. The District Governor, District Governor Elect, District Governor Nominee, Immediate Past District Governor, District Foundation Chairman and Immediate Past Team Leader shall comprise the balance of the committee. The committee is responsible to solicit and for selection of the Group Study Exchange Team Leader. The committee is also responsible for the solicitation and interviewing of Team Members. The Team Leader has the final say on selection of the team with input from the committee. All selections shall be in accordance with the regulations of the Group Study Exchange Program. The team leader is responsible for all training of the team and will coordinate travel and visits with RI and the receiving district. The travel expenses of the trip are paid by The Rotary Foundation. The expenses after arrival in the District are handled by the host clubs with some help by the District. Host clubs follow a schedule they have agreed upon. All expenses involving a group study exchange shall be handled through the Treasurer and a full accounting of this project should be made in the Treasurer's annual report. When possible, the team will attend the District Conference and other district and club meetings as the schedule permits. MESA - Medical Equipment and Supplies Abroad This organization was developed many years ago and now operates under the District 00 Foundation. It has a significant effect on various developing areas of the world. MESA operates on a Code of Regulations which will not be covered in this document. If a copy is desired, address the request to any of the MESA Officers or the MESA Director of Operations. Only two items are necessary to point out: 1. The annual meeting of MESA takes place at the District Conference. Technically, it is to occur on Saturday morning at am.. Every Rotarian in the District is automatically a member of MESA and has a vote at the annual meeting. CONFLICT OF INTEREST District 00 shall consistently operate with independence as required under the rules of the Internal Revenue Service as required for filing Form 0. CONFLICT RESOLUTION An Ad Hoc committee of three Past District Governors shall be seated when a conflict arises within the District between officers and or Clubs. After all other means of resolution of the issue has been exhausted, this committee of three shall convene to investigate and decide a course of action to resolve the issue. This committee will consist of Past Governors not involved with the issue. One each chosen by the parties to the conflict who will then appoint the third PDG. It is preferred those appointed would have experience with conflict resolution. This committee of three shall meet with or without the concerned parties as soon as practical to understand the conflict. They shall be the sole arbitrator and their decision shall be final. Upon giving their decision, the committee shall dissolve. 1

16 ROTARY DISTRICT 00 DATABASE The Rotary District 00 profiles are securely located within the Rotary District 00 database and are passwordprotected for all District Rotary members. Based upon security rights assigned to various levels of membership within the District 00 organization you can utilize this system to search for your fellow members and events within the District 00 organization. Several sections in this area are dependent on you to maintain. In order to qualify for the many privileges offered to all, it is imperative you keep your personal, professional and biographical information updated at all times. When updating your account information, you have the ability to control who can view your account profile: such as members, clubs, committees and other authorized users. Within the Rotary District 00 database is the ability to send s to members and/or committees. In order to stay in touch with your fellow members and receive the monthly District e-newsletter and various other communications from the Rotary District 00, it is imperative members maintain a current address in their member profile. Rotary District 00 sends a monthly e-newsletter to all members plus e-vites to appropriate committee meetings and special events taking place within the Rotary District. Additionally, we monitor targeted communications from various committees and clubs to members that have identified specific interest areas in their account profiles. The password-protected Rotary District 00 network directory containing member, club, committee profiles and contact information is provided by the District to qualified Rotary members solely for communications relating to Rotary District 00 and its activities. Use of member contact information for any other purpose including, but not limited to: commercial, religious, or political communications or reproducing and storing this data in a retrieval system by any means is strictly prohibited and is in direct violation of our copyright and constitutes misappropriation of property. All information viewed or retrieved is to be kept confidential at all times. At no time are mass mailings of any size to be sent without the express permission of the District Communications Officer (DCO). Failure to abide by any of the policies stated above will result in the denial of access to the Rotary District 00 database. Misuse of member data and these policies may also be referred to legal counsel for possible further legal action. 1