Rotary International District 6760 Rules of Procedure

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1 Rotary International District 6760 Rules of Procedure Effective Date May18, 2012 Revised May 18, 2013 April 26, 2014 June 20, 2015 June 18, 2016

2 Rotary International District 6760 Rules of Procedure Foreword The purpose of these District 6760 Rules of Procedure (ROP) is to supplement the Constitutional Documents and Rotary Code of Policies (RCP) of Rotary International (RI), and to assist club and District leaders in conducting the affairs and activities of the District. Management is best when done in a consistent, structured manner. These Rules help provide continuity of direction and management of the District. These Rules are policies and procedures for the officers and committees of our Rotary District. They are intended to comply with RI's documents and policies and The Rotary Foundation Bylaws (TRFB), which are supreme. Applicable portions are incorporated by reference in these Rules, and are available in RI s Manual of Procedure (MOP) and the Governance Documents page of These Rules of Procedure provide specific policies and procedures which, while in conformity with RI documents and policies, are unique to District These Rules may only be changed as provided Section 15. [i]

3 Table of Contents Section 1 District Organization and Administration... 1 Section 2 Selection of District Governor-Nominee... 5 Section 3 Duties and Functions of District Governor-Nominee Designate, District Governor-Nominee, and District Governor-Elect... 7 Section 4 District Finance Committee, Club Dues, Fees, and Administration of Funds... 8 Section 5 Selection of the Representative to Council on Legislation and the Council on Resolutions, and the Member of Zone Director Nominating Committee Section 6 RI Convention Attendance and Reimbursement Section 7 Zone Institute Attendance and Reimbursement Section 8 District Meetings Section 9 Awards and Recognitions Section 10 Rotary District 6760 Manier Youth Services Group Section 11 Installation of the District Governor Section 12 Relationship of District Rules to RI Constitutional Documents Section 13 Statement of Conduct for Working with Youth, and Abuse and Harassment Prevention Section 14 Use and Protection of Rotary Marks Section 15 Resolutions and Amendments Section 16 Disposition of Assets Section 17 The Rotary Foundation's Grants & District 6760's Participation Index [ii]

4 ROTARY INTERNATIONAL DISTRICT 6760 RULES OF PROCEDURE (ROP) SECTION 1: DISTRICT ORGANIZATION AND ADMINISTRATION The organizational chart for District 6760 will be published in the annual District 6760 Directory and on the District website Filling all these positions is the responsibility of the District Governor (DG) except those of District Governor-Elect (DGE), District Governor-Nominee (DGN), District Governor-Nominee Designate (DGND), Chairperson of the College of Governors (COG), the District Finance Committee and the District Nominating Committee. This organizational chart is the basic structure for District 6760, but may be changed by the DG provided there is no conflict with Rotary International (RI) Constitutional Documents or District rules. 1.1 General The District Governor (DG) is the Officer of Rotary International in the District, functioning under the general control and supervision of the RI Board. (See the RI Manual of Procedure (MOP) for more about DG's status, qualifications, and duties.) The DG is an ex officio (nonvoting) member of all District committees. The DG is assisted by other Rotarians in the District, some of whom have duties prescribed by RI or District rules, and others to whom the DG may assign responsibilities or seek advice from as needed. The Chair of the COG will assign two Past District Governor (PDG) mentors to the District Governor- Nominee (DGN), Governor-Elect (DGE) and the DG. 1.2 College of Governors (COG) There shall be a College of Governors consisting of the DG, DGE, DGN, and PDGs, who are also members of clubs in this District. PDGs may be excused from membership upon request, or by removal from the COG by a two-thirds vote of all other members. The District Secretary, Treasurer, and District Governor-Nominee Designate (DGND), if one, shall be invited as ex officio (nonvoting) members to regular meetings. The Chair may invite other Rotarians as guests for specific purposes. The primary purpose of the COG is to be advisory to the DG, DGE, and DGN. This is especially important in providing continuity and evaluating District activities. In addition, the COG is responsible for specific duties as provided in this ROP. The COG shall be chaired by a PDG, elected by the College at a Winter meeting, for a three-year term. The Chair will assume office July 1 following election. A vacancy is to be filled by the COG at its discretion. The Chair will prepare agendas and may ask for assistance from PDGs. The College shall have regular meetings at least three times a year, usually held Fall, Winter and immediately preceding the District Conference in Spring. The Chair, in consultation with the DG, may call special meetings as deemed necessary, or if requested by four (4) members of the College. A minimum notice of one week shall be given for a called special meeting. One-fourth of COG membership shall be a quorum for a scheduled or special meeting. Scheduled is defined as notification of members at least two weeks in advance. The Chair will also schedule meetings and make arrangements for a venue. On-site expenses are to be charged to the District General Fund and paid by the Treasurer. 1.3 Leadership Academy (Section to be developed) 1.4 District Officers and Support Rotarians or Contracted Services These individuals will hold certain standard offices such as Secretary and Treasurer as well as those who may be appointed by the DG, such as Newsletter Editor and Chaplain. The District may also have an Administrative Assistant (AA). (See Sec ) The DGN and DGE serve as officers, but their duties are described elsewhere in these Rules. The Webmaster and other support persons will be incorporated in the organization chart as determined by the DG District Administrative Assistant (AA) District 6760 may have an AA for the purpose of maintaining an efficient operation of District business. The DG, with advice of the COG, is responsible for the selection and retention of the AA. The AA's compensation shall be proposed by the DG with advice from the Finance Committee and approved as a part of the annual budget. The AA shall have a job description which may be modified by the by DG with advice of the COG. Among other tasks the AA shall keep District records and papers and see that such records and papers are suitably and safely filed. [1]

5 1.4.2 District Secretary The DG shall appoint an active Rotarian to serve as Secretary for one year to compile minutes and records of specified meetings. The Secretary may serve successive terms. Unless assigned to the AA, the Secretary shall take minutes of the COG and District business meetings and distribute them as appropriate. The Secretary shall assist the DG in other ways, including as secretary of the District Conference. Records created by the Secretary shall be transferred to the AA for safekeeping at least annually, and/or upon termination of office District Treasurer The DG shall appoint an active Rotarian to serve as Treasurer and to have custody of the District's general and other assigned funds. The Treasurer may serve successive terms and has responsibilities as follows: a. Deposit of Funds District funds shall be deposited in a bank account which clearly indicates the account is the property of the District, and not the property of any Rotarian. The account shall be known as "The RI District 6760 Fund." The Treasurer and a PDG member of the Finance Committee, appointed by the DG, shall each have single signatory authority on the bank account(s) of the District's general fund. b. Disbursement of Funds Unless specifically authorized in the ROP, or by the Finance Committee, the Treasurer shall only disburse funds for items that are included in the current fiscal year budget and are supported by appropriate documentation. c. Club Dues and Fees The Treasurer shall send a dues invoice to the president and secretary of each club in the District. The dues are per capita, based on each club's membership as of July 1. Such invoices shall be due and payable on July 1. The Treasurer shall report delinquencies to the DG. d. Regulatory Reporting The Treasurer shall file all required financial and tax forms required of the District in a timely manner and provide a copy of all such forms to the DG and Chair of Finance Committee. e. Accounting The Treasurer shall prepare, or cause to be prepared, financial statements of the general, Manier Youth Services (see Sec ), and District Conference funds (see Sec ). Statements will be on an annual basis for each Rotary, or fiscal year, as appropriate, and interim as requested. Statements based on the Rotary year shall be presented to the COG at its Fall meeting, and at the following Finance Committee meeting and District Conference. Fiscal year statements will be presented at the next COG and Finance Committee following their preparation. The annual statements shall be independently reviewed and a written report of the review made to the COG. f. Relationship to Manier Youth Services Funds The Treasurer also has custody of Manier Youth Services Funds. (See Sec. 10) g. Bonding The Treasurer shall obtain bond, at the expense of the District, sufficient to cover the expected maximum amount of the funds. Documents evidencing such bond shall be presented to the Finance Committee at its annual budget meeting Assistant Governor (AG) a. An AG is the DG's representative to assist club presidents and officers. Each AG will have responsibility for specific clubs, as determined by the DG, and will assist the DG and clubs as the DG directs. AG appointments are made by the DG for the term coinciding with that of the DG. AGs should serve no longer than three consecutive years, but may be eligible for reappointment after a two-year lapse in service. PDGs may not serve as AGs. An AG should have served as a club president, have three years membership in good standing in the District, a willingness to accept the responsibilities of AG, demonstrated outstanding performance at the District level, and have potential for future leadership in the District. [2]

6 b. All AGs must provide the support specified in Rotary Code of Policies (RCP) 17 to their assigned clubs District Trainer The DGE shall appoint a Trainer. The Trainer serves as Chair of the Training Committee and will be responsible for training requested by the DG or DGE including the following programs: District team training seminar PETS (District 6760 is a member of Mid-South PETS, a multi-district organization, which provides training of presidents-elect as well as for AGs through the Assistant Governors Institute (AGI). Therefore, the Trainer is not responsible for this training if such arrangement continues.) District Assembly (club leadership seminar) District Parliamentarian The DGE shall appoint as Parliamentarian an active Rotarian who is familiar with the RI Constitutional Documents and D6760 s ROP. It is the Parliamentarian's responsibility to maintain accuracy and currency of District rules, and to assure that there is no conflict with RI Constitutional Documents and Policies. The Parliamentarian must be familiar with parliamentary procedure, and is expected to chair the business meeting at the annual District Conference. This is a continuing position Webmaster The DGE shall appoint as Webmaster a person who has the requisite skills to manage a website for the District. (See This is a continuing position. 1.5 District Committees (Appointed by the District Governor) District committees are charged with carrying out the goals of the District as formulated by the DG with the advice of the COG and AGs. Committees shall be appointed to address ongoing administrative functions such as the following: Training Membership Development Extension Manier Youth Services Group Interact Rotaract Rotary Youth Leadership Awards (RYLA) Rotary Youth Exchange (RYE) Four-Way Speech Contest Ongoing District-level RI programs Rotary Community Corps Rotary Friendship Exchange Global Networking Groups (Fellowships) Public Image District Conference The Rotary Foundation RI Convention Promotion Additional District committees are appointed only when they serve a specific function as identified by the DG. Committees not meeting these criteria should not be appointed Committees' Structure Each year the DG shall appoint at least one active Rotarian for a period of three years to fill the vacancies, and one member of each committee to serve as chairperson. The DG shall be an ex officio (nonvoting) member of all committees. [3]

7 1.5.2 Committees' Purpose, Qualifications, Duties and Responsibilities, and Training The purpose, additional qualifications, duties and responsibilities, and additional training requirements for all District committees, except Manier Youth Services, are found in the RI Manual of Procedures (MOP), Rotary Code of Policies (RCP), The Rotary Foundation Code of Policies (TRFC), and manuals specifically prepared for each committee. Manier Youth Services policies are in Section 10 of these Rules Relations to RI, The Rotary Foundation or Presidential Appointees District committees should work with relevant RI and Rotary Foundation committees or task forces, as well as Rotarians appointed by the RI President or Chairman of The Rotary Foundation Trustees, to facilitate action at the District or club levels related to specific RI or Rotary Foundation programs or activities Reporting Requirements District committees shall report to the DG on the status of their activities on a regular basis. District committees shall report significant activities to RI for possible inclusion in RI publications and on District 6760 Leadership Management and Development Committee District 6760 and its clubs should be led by Rotarians with appropriate knowledge of and experience in Rotary, a commitment to fulfilling the duties of their position, and to the application of "Service Above Self" in the performance of those duties. Ensuring Rotarians with the above leadership qualities are present and available for service in D6760 is the responsibility of the District Leadership Management and Development Committee (LMDC). The LMDC will be chaired by the Immediate Past District Governor (IPDG) with other members being the DG, DGE, DGN, 2nd most immediate PDG, dean of Rotary Grad School, and chair of Nominating Committee, a total of seven. The LMDC is responsible for the identification, education, experience, performance record and encouragement of potential District leaders. Identification: By virtue of their current and/or recent District leadership positions, members of the LMDC have direct knowledge of many Rotarians who exhibit qualities of leadership and potential for development. The Committee should use this knowledge to prepare and maintain a dynamic list of such Rotarians. This Identified Leaders List (ILL) would include data such as name, date of membership, club(s), positions/offices held and dates, training completed, etc. The ILL should be used to help actively manage the education, experience and encouragement of the District's future leaders. Education: Knowledge of Rotary commensurate with the Rotary leadership position undertaken is critical to successful, effective leadership. In addition to maintaining the education record of those on the ILL, the LMDC will monitor their Rotary education and encourage them to complete the formal training considered necessary to be successful in their Rotary leadership role. The formal training may include the following: Club Leadership Training (District Assembly) Presidents-Elect Training (PETS) Rotary Leadership Institute (RLI) -- all three sections Assistant Governors Institute (AGI) District Leadership Training District 6760 Rotary Grad School Zone Emerging Rotary Leaders Seminar (see below) Experience: Many, if not most, Rotarians on the ILL will have served as club president. If a Rotarian on the ILL has not been club president, the LMDC should encourage the Rotarian to do it. Service as club president is invaluable to serving at District level, and in fact is required before one may serve as AG or DG. The LMDC should ensure, to the extent possible, each Rotarian on the ILL has a District level responsibility. Ideally, the responsibility would be progressive from year to year; but when not possible, continued involvement is very important. The ILL should [4]

8 serve as the primary resource for District leadership assignments. Certainly everyone (excluding DG, DGE, DGN, PDGs) in a District leadership role, i.e. AGs, committee members, and chairs, should be on the ILL. Performance record: Education and experience give Rotarians the tools they need to be successful leaders. The ability to use the tools and obtain satisfactory, even superlative, results varies from person to person. Performance in only one year can be unreliable; however, over time it is a good predictor. Maintaining a record of Rotary education and experience is an important role of the LMDC. Encouragement: The LMDC's actions ensuring the progressive education and experience of those on the ILL provide ongoing encouragement. Additionally, as appropriate, they should be asked to attend District functions outside their specific area of responsibility. Routinely, some should be asked to attend College of Governors meetings. The LMDC will select attendee(s) to attend the Zone Emerging Rotary Leaders Seminar. Selection should be made in July to allow adequate time for those selected to arrange their schedules. The criteria used for selection should include amount, variety and level of Rotary experience, formal Rotary education completed, and overall record of performance. Those who attend should be asked to attend the subsequent COG meeting in October. 1.7 Approval of District Programs and Projects District programs, projects and endorsements, all of which must be under the control of the District, must be approved at a District business meeting. Such approval may be in effect no more than three years; following which, it may be renewed for successive periods of up to three years as considered appropriate. SECTION 2: SELECTION OF DISTRICT GOVERNOR-NOMINEE 2.1 Definitions The designation of DGND, DGN, DGE, and DG is based upon the term of service as follows: a. District Governor-Nominee Designate (DGND) --Person selected in accordance with these Rules who will serve as follows: b. District Governor-Nominee (DGN) --The above person for the Rotary year beginning July 1 following selection c. District Governor-Elect (DGE) --The above person for the Rotary year beginning July 1 following election at the RI Convention d. District Governor (DG) --The above person becomes Governor on July 1 following attendance at Governors-Elect Training Seminar (GETS) and International Assembly. 2.2 Nominating Committee Procedure for Selection of Governor-Nominee The Nominating Committee procedure prescribed in RI Bylaws (RIB) is adopted by this District Composition of Nominating Committee The Nominating Committee shall consist of nine (9) members serving staggered, two-year terms. The nine (9) members shall be the IPDG, DG, DGE, and DGN plus five (5) elected members. The five elected members shall be three (3) PDGs and two (2) past club presidents who are not PDGs. The Chair will be selected by the DG from the PDG members. Past club president members from the same club as a candidate for DGND will be replaced by alternates elected at the District Conference, or appointment by the DG if no alternates have been selected. PDGs from the same club as the nominee will be replaced by an alternate selected by the Chair of the COG. No elected member shall serve more than one consecutive two-year term. Alternates shall serve a one-year term. a. Not more than one member from each club shall serve on the Committee. [5]

9 b. An individual must be an active member of a club in good standing in this District at the time of election and throughout service on the Committee. c. After having served a two-year term and after a lapse of one year, the Rotarian is eligible again for membership. d. An alternate is not considered to "have served" unless he/she attends a Committee meeting in place of a principal. e. Chair of the Committee will be appointed by the DG from PDGs on the Committee Election of Members of the Nominating Committee The two (2) past club president members of the Committee shall be elected at the District Conference which occurs immediately prior to the Rotary year in which the Committee member s two-year term begins. The PDGs will be selected by the COG. a. Election of Past Presidents to Nominating Committee Past president nominations shall be made from the floor at the Conference, or received in writing by the DG at least thirty (30) days prior to the Conference. b. Procedure for Voting Voting shall be by electors. The past presidents with the highest number of votes shall be declared elected and shall serve on the Committee. (See RIB 16 for information on conference voting.) c. Ties In the event of a tie, selection will be made by giving preference to the tied candidate(s) whose last Nominating Committee service has been the most distant. If this action does not break the tie, preference will be given to the longest term of Rotary membership. 2.3 Nomination of Candidates for District Governor-Nominee As specified in RIB 14, the DG shall invite clubs to submit their suggestions for nominations for governor. The suggestions will be considered by the Nominating Committee so long as they reach the Committee by the date established and announced by the DG. Such invitation to the clubs shall be made at least two months before the deadline. The deadline should be no later than December 15. Additionally, the Governor-Nominee Data Form with all appropriate information, signatures, and a photograph shall also be submitted. One copy of the club resolution and data form must be forwarded to the chairperson of the Nominating Committee, and one copy to the DG. 2.4 Nominating Committee's Interview and Selection of the District Governor-Nominee a. Committee Procedures The Committee Chair will notify the candidates of the time and place for the interviews. b. Committee's Selection of District Governor (See RIB 14) A minimum of six (6) affirmative votes are required to select the DGND. In making its selection, the Committee shall not be limited in its selection to those names proposed by clubs. If a majority of the Committee agrees no candidate proposed by the clubs is suitable, it may seek its own well-qualified candidate. In the event the Committee selects a Rotarian who was not proposed, the Committee Chair shall notify the president of the Rotarian's club before submitting the Rotarian's name to the District. 2.5 Timetable for Selection of DGN As soon as possible after the deadline for club suggestions, the Nominating Committee will make its selection and the chair will immediately notify the DG and the candidates' clubs of its decision. The DG will publish it to the clubs of the District within 72 [6]

10 hours from receipt of notice from the Chair of the Committee. Pending receipt of a challenge(s) (see RIB 14), the DG shall declare the candidate to be the Governor-Nominee Designate (DGND) and notify all clubs within 15 days after the challenge deadline. SECTION 3: DUTIES AND FUNCTIONS OF DISTRICT GOVERNOR-NOMINEE DESIGNATE, DISTRICT GOVERNOR-NOMINEE, AND DISTRICT GOVERNOR-ELECT 3.1 District Governor-Nominee Designate -- Duties and Functions It is expected that the DGND will participate in all District meetings and will work with all officers and committees of District 6760 to continue learning about Rotary. 3.2 District Governor-Nominee -- Duties and Functions The DGN should begin to prepare for the role of DG by participating as an observer or a presenter, if asked, in the following activities at the District level: PETS, District Assembly, Conference, and each meeting of the COG. The DGE will involve the DGN in as much District planning and administration as appropriate and for which the DGE has responsibility. Additionally, the DGN should review the District's organization, begin analyzing the District's strengths and weaknesses, and selecting a site for District Conference. The DGN is expected to attend the Zone Institute as well as the preceding two days of Governor-Nominee training (GNATS), and will be reimbursed, including spouse's expenses, up to the amount established in the District budget. The DGN will automatically become the DGE on July 1 of the year prior to becoming the DG. a. DGE Not Able to Serve If for any reason the DGE cannot serve, the DGN, if possible, will replace the DGE if the International Assembly has not been held. If these events should occur, the Nominating Committee, through the DG, will solicit nominations for DGN and fill the position as soon as practical and in accordance with rules for selection. A ballotby-mail ( ) process may be required to satisfy RI Bylaws (RIB). If the DGN is unable to advance, or if the DGE position becomes vacant after International Assembly, the COG shall recommend a replacement to the RI President-Elect. b. DGN and DGND Positions Open in January If for any reason, both the DGN and DGND positions are open in January (the month that the Nominating Committee will normally meet), the Nominating Committee will select persons for both positions at that time. To comply with RI Bylaws (RIB), it may be necessary to use a ballot-by-mail ( ) process. 3.3 District Governor-Elect -- Duties and Functions The DGE must use all available opportunities to learn, plan, organize, and publicize various District and international programs to be an effective and efficient governor of D6760 and in its clubs. a. Attendance of the DGE at the International Assembly and GETS The DGE is required to attend the Governor-Elect Training Seminar (GETS) and International Assembly, and is also expected to attend the annual Zone Institute as DGE, and DG. The required GETS is conducted in conjunction with the Zone Institute. If married, the spouse's attendance is expected, and highly desirable at the Zone Institutes. Expenses of Zone attendance will be reimbursed, including spouse's expenses, up to the amount in the District budget. Expenses of International Assembly are paid by RI. b. District Committee Chair Assignments The DGE must have all committee chair assignments for the following Rotary year completed and reported as required by RI. Committee member assignments should be completed before PETS. Distribution of the D6760 directory should be made as soon as possible, but not later than May 31. [7]

11 c. Selection of AGs AGs for the following Rotary year must be selected in a timely manner. It is the DGE's responsibility to see that AGs, continuing and incoming, attend District team training, AGI, PETS, and District Assembly. d. District Team Leadership Training The DGE, in consultation with the DG and Trainer, is entirely responsible for organizing the District team leadership training seminar. e. Organizing Presidents-Elect Training (PETS) The DGE, in consultation with the DG, is entirely responsible for organizing PETS, either as a District or multi-district event. f. Organizing District Assembly (Club Leadership Training) The DGE, in consultation with the DG and District Trainer, is entirely responsible for organizing the District Assembly. SECTION 4: FINANCE COMMITTEE, CLUB DUES, FEES, AND ADMINISTRATION OF FUNDS (SEE ALSO SEC ) 4. Finance Committee a. Purpose The Finance Committee shall review and study the necessary expenses of District administration, and prepare an annual report on the status of the District s finances to the COG and the District Conference, and otherwise administer and oversee all funds. b. Structure The Committee shall consist of nine (9) members, serving staggered, two-year terms. The nine members shall be the IPDG, DG, DGE, and DGN plus five elected members. The five elected members shall be three (3) PDGs and two (2) past club presidents who are not PDGs. The Treasurer shall serve as an ex officio (nonvoting) member of the Committee. The Chair shall be selected by the DGE from the PDG members. Elected PDG members may not serve concurrently on the Nominating Committee. c. Additional Qualifications of Committee Members Preference to those with previous financial service to their clubs Preference to those with accounting/finance as a component of their vocations d. Selection of Members Past president members of the Committee shall be elected at the District Conference which occurs immediately prior to the Rotary year in which the Committee member s two-year term begins. The PDGs will be selected by the COG. After serving a two-year term, and after a lapse of one year, the member is eligible to serve again. e. Election of Past Presidents to Finance Committee Past president nominations shall be made from the floor of the District Conference, or received in writing by the DG at least thirty (30) days prior to the beginning of the Conference. f. Procedure for Voting Voting shall be by electors. The past presidents with the highest number of votes shall be declared elected, and shall serve on the Committee. (See RIB 16 for information on conference voting.) g. Ties In the event of a tie, selection will be made by giving preference to the tied candidate(s) whose last Finance Committee service has been the most distant. If this action does not break the tie, preference will be given to the longest term of Rotary membership. [8]

12 h. Vacancies The Chair of COG shall appoint from the COG a person to fill an elected PDG vacancy. Vacancy of IPDG or DGN shall filled by the DG by appointment of a PDG to the Committee. Past president vacancies will be filled by alternates elected at the District Conference. Past president alternates will serve until the next District Conference, and PDGs until next meeting of COG. 4.1 Annual Dues and Fees The following dues and fees are payable to the District from its clubs: a. Dues Each club is required to pay dues at the per capita rate approved in the budget. Total dues are based on the club's active membership as of July 1. Allocation of these dues will be to the general fund, and Manier Youth Services. b. Fees Each club will be assessed annually for the fee determined by Mid-South PETS, and approved by the DGE, to cover the administrative cost of the PETS. Each club will be assessed since attendance by the club's president-elect is mandatory. c. Due Date of Dues and Fees District dues and PETS fee are due July 1, and if delinquent on Dec. 31, will be reported to RI for appropriate action. (RIB 3) 4.2 Authorized Use of Funds General Fund General Fund expenses provide for such ongoing operation of the District as follows: a. Expenses of the District Conference The net cost of the District Conference is the greatest annual expenditure for the District. A carefully prepared budget which prudently estimates its revenues and expenses is critical to ensuring the net cost does not exceed the budgeted amount. Each DG MUST assume that the amount budgeted for the District Conference is the maximum amount available from the District; and the Conference Committee along with the DG must prepare and administer the Conference budget accordingly. Great care should be taken in negotiating a contract for the District Conference venue. Blocks of rooms and meals need to be carefully estimated as the cost of such must be paid by attendees (except for special guests) and not guaranteed or paid from District funds. A financial accounting of all funds received and disbursed will be provided to the District Treasurer by the Conference treasurer within two months after the Conference. Charitable contributions shall not be made from the Conference budget. b. Expenses of AG Training, PETS, District Assemblies or other similar District meetings Only travel expenses eligible for reimbursement are those of AGs, administrators, and faculty as appropriate. Club representatives to assemblies and PETS should be reimbursed by their respective clubs. c. Gift for Outgoing District Governor A lapel pin for the outgoing DG, and a gift for the DG's spouse from the clubs of D6760, not to exceed the budgeted amount. d. RI Convention and Zone Institute Attendance Expenses Reimburse and defray cost of attending RI Convention (Sec. 6) and Zone Institute (Sec. 7). e. Meet expenses of District committees and officers as authorized by the DG. [9]

13 f. Finance development of Rotary within the District as determined by the DG Rotary District 6760 Manier Youth Services Group Structure and operation of the Manier Youth Services Group is described below in Sec. 10. SECTION 5: SELECTION OF THE REPRESENTATIVE TO COUNCIL ON LEGISLATION AND THE COUNCIL ON RESOLUTIONS, AND THE MEMBER OF ZONE DIRECTOR NOMINATING COMMITTEE 5.1 Representative to the Council on Legislation and the Council on Resolutions A District representative to the Council on Legislation and the Council on Resolutions is elected two years in advance of the Council on Legislation s meeting. Provisions governing the nomination and election of the District representative and alternate are prescribed in RIB Member of Zone Director Nominating Committee Every four years a PDG from D6760 is elected to serve on the Zone Director Nominating Committee. Provisions governing the nomination and election of the PDG and alternate are prescribed in RIB 13. SECTION 6: RI CONVENTION ATTENDANCE AND REIMBURSEMENT 6.1 District Officials to Attend Both the DG and DGE are encouraged to attend the RI Convention in each year of their service. A budgetary allocation will be made for each individual and spouse to assist in the expenses of attending only one convention. Usually the DG will receive the allocation; but if the DGE also attends and does not plan to attend as DG, the allocation in the following Rotary year may be paid. 6.2 Substitute Officials As there is no appropriate substitute for the DG or DGE at the RI Convention, no one else will be reimbursed for attending. 6.3 Reimbursement The DG, or DGE shall be reimbursed for attending one RI Convention subject to the following conditions: In an amount to be specified in the annual District budget based on distance and anticipated cost of attending. Reimbursement shall be made by the Treasurer after receipt of documents supporting the amount requested are received. Reimbursement will be limited to the amount budgeted, and is not subject to the extra 20% allowed for most other budget categories. SECTION 7: ZONE INSTITUTE ATTENDANCE AND REIMBURSEMENT 7.1 District Officials to Attend The DG, DGE, and DGN are expected to attend. Also, it is desirable that PDGs participate for continuing education. 7.2 Reimbursement The designated officials shall be reimbursed for attending the Institute subject to the following conditions: a. The DG, DGE, DGN, and spouses in the amount to be specified in the annual District budget based on distance and anticipated cost of attending. Reimbursement may not exceed the amount budgeted. b. PDGs and spouses will be reimbursed for the actual advance registration fee upon submission of documentation of attendance for a minimum of two full days, limited to the amount budgeted. c. Reimbursement shall be made by the Treasurer upon receiving appropriate documentation. [10]

14 SECTION 8: DISTRICT MEETINGS 8.1 Training To prepare incoming leaders for their responsibilities, the District holds the following sequence of training events: District Leadership Team Training Seminar Presidents-Elect Training Seminar (PETS or Multi-District PETS) District Assembly District Membership Seminar District Rotary Foundation Seminar The purpose, participants, convener, timeframe and other information about these programs is contained in the RI MOP and related training manuals. 8.2 District Conference A Conference of District or multi-district Rotarians is held annually at such time and place as determined by the DG. The dates of the District Conference shall not conflict with the Rotary Institute, International Assembly, or RI Convention. (RIB ) The DG, with assistance from the District or multi-district Conference Committee, is responsible for planning, organizing, and convening the Conference. The purpose, requirements, recommendations and other information about the District Conference are in the RI MOP and related manual. 8.3 New Club Charter Events The DG shall inform the COG and all club presidents of the chartering of new clubs so they may participate in such activities as necessary and appropriate. SECTION 9: Awards and Recognitions 9.1 General This Section lists the annual D6760 and Rotary Foundation awards to be given at District Conference (except for certain Foundation awards listed below in Sec. 9.2.d), and the basis for these awards. (Categories are listed in Sec. 9.2.) Club size, as indicated and where appropriate, will determine the award category. The AA and Awards Chair shall divide the clubs equally into appropriate categories and compute the winners using the criteria below. The Jan. 1 membership, will be the basis for size determination (January Attendance Report). Some award winners will be subjectively selected by the DG, the Awards Committee, or others whose assistance is requested by the DG. Some awards will be determined by calculation. Certain Rotary Foundation awards require approval of the nominees by The Rotary Foundation Board of Trustees. The Chair of the Awards Committee, in consultation with the DG, will obtain the trophies, certificates, or plaques to be given in recognition of these awards. 9.2 Awards and/or Recognitions Categories a. Determined and/or Nominated by the DG (or others as in Sec. 9.2.a.5. below) 1. Three Club of the Year Awards--one each for small, medium, and large club 2. Rotarian of the Year 3. Most Improved Club 4. Governor's Award 5. RI Awards and recognitions (see for information on qualifications and procedures). These are optional awards. a) Avenues of Service Citation b) The Presidential Citation c) RI Service Above Self Award d) Significant Achievement Award [11]

15 e) RI Vocational Service Leadership Award f) Several Membership Development, Retention, and Extension awards 6. Other awards as determined by the DG b. Determined by Calculation Awards below are to be determined from the monthly attendance reports, July-March. 1. Best Club Attendance 2. Best Membership Growth (number) 3. Best Membership Growth (percentage) c. Determined by the Awards Committee Based on Club Submissions 1. Avenues of Service, one for each avenue. 2. Best Bulletin, one each for small, medium, and large club 3. Best New Project 4. Best Continuation Project 5. Three Outstanding Achievement Awards: small club, the Roy Shackleford Outstanding Achievement Award medium club, the James L. Bomar, Jr. Outstanding Achievement Award large club, the Gus White Outstanding Achievement Award d. The Rotary Foundation's Service Awards (See for nominations, eligibility, etc.) e. District Conference Attendance Awards 1. General The King Rogers Attendance Awards are given to encourage attendance at Conferences and recognize outstanding achievement. 2. Awards One attendance award each, to a large and to a small club, will be presented. The categories shall be based on the number of members on the attendance report for the last meeting in January preceding the District Conference. The award shall be procured by the Awards Chair at the expense of the District. 3. Basis for Award The winners shall be the large and small club with the highest score computed by determining the percentage of active membership of the club attending the Conference and adding to this figure bonus points for the number of miles from the club's city to the Conference city. The bonus points for mileage shall be: 20 miles or less points miles...15 points miles...30 points miles...40 points 176 or more miles...50 points The number of road miles shall be taken from official State of Tennessee maps. SECTION 10: ROTARY DISTRICT 6760 MANIER YOUTH SERVICES GROUP 10.1 General In honor of Will R. Manier, Jr. past president of Rotary International ( ) and past president of Nashville Rotary Club ( ), D6760 has awarded scholarships in his name since To fund the scholarships, an annual per capita assessment of [12]

16 $3 has been paid by the clubs of D6760. During the fifty plus years since the first scholarship was awarded, there have been substantial changes in the volume and complexity of scholarship availability and qualification which render this once significant award less meaningful. Providing support to more youth through more effective programs is now a better way to honor Will R. Manier, Jr. thus the formation of the Manier Youth Services Group. Additionally, clubs have paid $1 per capita to support D6760's Youth Exchange Program. These funds will also become part of the Manier Youth Services Group funds. The Manier Youth Services Group brings all D6760 youth programs together under one umbrella resulting in more coordination among the programs Structure The Manier Youth Services Group will be composed of the ongoing youth programs of D6760 including: Interact RYLA (Rotary Youth Leadership Awards) Rotary Youth Exchange (RYE) Rotaract Four-Way Test Speech Contest Four-Way Test Programs Each of the programs will be under the direction of a chair person appointed by the DG in consultation with the Manier Youth Services Group Chair. The program directors will report to the Manier Youth Services Group Chair, who is appointed by the DG Funding The programs of the Manier Youth Services Group (the Group) will receive funding based upon the amounts approved in each programs budget. The Group, DG, and DGE will meet prior to December 15 each year to prepare budgets for each program. The budgets will be presented at the District Finance Committee's January meeting for review and approval. The Group's budget will be included in the total budget of D6760 and approved as stated above at Sec. 4.i Accounting Disbursements will only be made to fund the budgeted amounts of the programs. The District Treasurer will make the disbursements as appropriate. Some programs, at present Youth Exchange and RYLA, maintain a checking account. For all programs that do have a separate bank account, the funds shall be in an account which clearly indicates the account is the property of the District/program, not the property of any Rotarian or club. Disbursements from such accounts shall be only for budgeted or approved expenses and supported by adequate documentation. Financial statements of programs with separate bank accounts are to be prepared as described above in Sec e Four-Way Test Speech Contest To promote awareness of Rotary's Four-Way Test and extend services to youth, D6760 conducts a Four-Way Test Speech Contest. The conduct and rules of the contest shall be determined by the Contest Committee. A minimum of $1,500 annually shall be budgeted for awards. These awards are prizes, and should be paid as soon as possible, preferably at the event Four-Way Test Programs To promote awareness of Rotary International s Four-Way Test and its use in the conduct of our personal and business lives D6760 encourages clubs to have, or sponsor, programs including reading related books to elementary school students, ethics in business and community programs, and including it in all Rotary club publications. If possible, Four-Way Test decals [13]

17 should also be included in all books and dictionaries distributed to community schools as well as in printed youth activity programs. SECTION 11: INSTALLATION OF THE DISTRICT GOVERNOR 11.1 Incoming Governor A current or past RI officer chosen by the DGE shall install the DGE as DG at a time and place to be determined by the DGE and DG. The DG's lapel pin and Home Club Banner will be presented at that time Outgoing Governor A PDG chosen by the outgoing DG will present a PDG lapel pin, plaque and other gifts to the outgoing DG and spouse at the program installing the incoming DG. (Sec. 11.1) Responsibility for obtaining the PDG pin, plaque and spouse's gift will be assigned by the DG. SECTION 12: RELATIONSHIP OF DISTRICT RULES TO RI CONSTITUTIONAL DOCUMENTS RI Documents Supreme Nothing in these Rules is intended to modify or conflict with RI Constitutional Documents or the Rotary Code of Policies (RCP); and if any such conflict occurs or is shown, RI current or future documents and policies will override provision of these Rules. SECTION 13: STATEMENT OF CONDUCT FOR WORKING WITH YOUTH, AND ABUSE AND HARASSMENT PREVENTION 13.1 Statement of Conduct for Working with Youth District 6760 strives to create and maintain a safe environment for all youth who participate in District activities. To the best of their ability, Rotarians, Rotarian spouses, partners and other volunteers will safeguard the children and young people with whom they come in contact and protect them from physical, sexual, and emotional abuse Abuse and Harassment Prevention District 6760 has a zero-tolerance policy toward abuse and harassment. All Rotarians and clubs of D6760 shall follow the Statement of Conduct for Working with Youth (Sec ) and the RI guidelines for abuse and harassment prevention established by the RI General Secretary. (See RI MOP p.7, RCP ) SECTION 14: USE AND PROTECTION OF ROTARY MARKS (Trademarks, Names, Logos) The District will follow the guidelines for proper use of Rotary trademarks, logos, emblem, names, etc. as found in the RI MOP and in the publication, Tell Rotary s Story: Voice and Visual Identity Guidelines (547A EN). SECTION 15: RESOLUTIONS AND AMENDMENTS 15.1 Actions Requiring Advance Notice All resolutions proposed to be adopted by the District that are amendments, additions or deletions to these procedures, or obligate any club in a financial way, or are to continue in effect after the end of the Rotary year, or are directed to the RI Board of Directors, shall be submitted in writing to the DG at least sixty (60) days in advance of the District Conference. The DG shall publish such proposed changes in the monthly newsletter or in a special bulletin at least thirty (30) days in advance of the District Conference at which they are to be considered. [14]

18 15.2 Complimentary/Memorial Resolutions Special resolutions purely of a complimentary nature or memorials to deceased Rotarians may be made at the District Conference and/or District Assembly upon call from the DG Robert's Rules of Order All deliberations of the District conducted at Conference, PETS, or Assembly shall be conducted in accordance with Robert's Rules of Order Conduct of Voting A Resolutions Committee of three (3) Rotarians shall be appointed by the DG to be responsible for the processing of resolutions and amendments for voting in accordance with RIB SECTION 16: DISPOSITION OF ASSETS In the event of discontinuance or termination of D6760, all net assets held at the District level will be transferred to The Rotary Foundation. SECTION 17: THE ROTARY FOUNDATION'S GRANTS & DISTRICT 6760's PARTICIPATION District 6760 Rules of Procedure supplements grant policies and procedures of The Rotary Foundation (TRF). These Rules outline the policies and procedures that District 6760 will implement to comply with TRF grant requirements including the District Qualification Memorandum of Understanding (D-MOU) with the Rotary Foundation. In a d d ition, each club of District 6760 must also implement policies and procedures to comply with the Club Qualification Memorandum of Understanding (MOU) with the District. District 6760 will train, support and help the clubs. There are references in these Rules to District Designated Funds (DDF). The sole source of DDF is contributions from Rotarians and Rotary clubs in District 6760; those contributions therefore determine the amounts available for District and global grants DISTRICT DESIGNATED FUNDS (DDF): Through TRF's SHARE process, contributions to TRF's Annual Programs Fund (APF), instead of being spent immediately, are invested. Three Rotary years after being contributed, one-half the funds are then made available to D6760 and its clubs; the other half goes to TRF's World Fund for use in matching global grants. The amount available to D6760 is accounted for in two separate grant fund accounts: District Grant Fund and Global Grant Fund. Each fund has restrictions as to how the funds may be used, which are described later is this document. The illustrative example below shows how SHARE works. Total APF 3 Yrs. Prior 300, , ,000 50% APF 150, , ,000 District Grant Fund: 75,000 87, ,000 Local Projects 45,000 55,000 70,000 Scholarships 30,000 International Projects 25,000 30,000 Governor Discretion 7,500 Global Grant Fund: 75,000 87, ,000 Polio Plus 25,000 20,000 15,000 Humanitarian Projects 10,000 50,000 40,000 Global Scholar Vocational Training Team 30,000-15,000 Balance + carryover 10,000 17,500 30,000 [15]

19 17. 2 Grant Funds and Uses a. District Grant Fund Club grant requests are combined into a District Spending Plan and submitted to TRF. This is the annual District Block Grant. The proceeds of this block grant constitute the District Grant Fund. The District will request up to the maximum amount allowed for the District block grant. To obtain the maximum block grant, combined club eligible grant proposals must be at least equal to the maximum. Clubs should submit their online grant applications to the District Grant Committee by April 1 prior to year of implementation. (See Sec b) Each club that is qualified, as outlined in TRF policies and this District Supplement, may submit an online grant application for inclusion in the District's Block Grant. The grant amount awarded will be dependent, among other factors, upon amounts available in the District Grant Fund and the total number and dollar amounts of grants for which all clubs have applied. b. Global Grant Fund Global Grant Funds are that portion of DDF not allocated to the annual District Block Grant described above, plus any such funds available in a prior Rotary year but not used, and plus any District Grant Funds not used in prior Rotary years. Global Grants are for international projects. They require an international partner and a host partner, either a Rotary club or District. The minimum dollar size of a project can be found in TRF policy. TRF will match DDF 100% and cash 50%. The use of DDF from the Global Grant Fund must be approved by the District Governor (DG) and District Rotary Foundation Chair (DRFC). Before applying for a global grant that will use DDF, clubs should determine the amount desired is available and is approved for use. The projects will be approved and funds allocated in the order received. In the event a global project is not expected to use DDF, it still must be approved by the DRFC and DG DDF Allocation Committee The allocation of DDF between District Grants and Global Grants will be determined by a Committee of the following Rotarians: DG, DGE, DGN, DRFC, Grants Chair, and club representatives from the prior year's three highest per capita and two highest giving clubs. The Committee will be chaired by the DRFC and will meet within the first two months of the Rotary year (July, August) District Grants a. District Grant Projects District grants are funded from the District Grant Fund (the annual District Block Grant noted in Sec a.). District grant projects are designed to support small, short-term local and international projects, scholarships, vocational training teams, and related travel that support the mission of The Rotary Foundation (TRF). The District grant may also include up to 3% of the grant amount for grant-related administrative expenses such as bank fees, software, and independent financial assessment. Please refer to TRF publications: A Guide to Global Grants (1000-EN) and Terms and Conditions for Rotary Foundation District Grants and Global Grants, which may be downloaded from for additional information about eligible and restricted uses of grant funds. [16]

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