ROTARY DISTRICT 9600 STANDING PROCEDURES NOTE: This revised Standing Procedures adopted for the District incorporates the previous Standing Procedures that have been re-ordered into a logical sequence and have been amended and consolidated as required to suit the creation of Rotary International District 9600 Limited, the requirements of the Australian Securities and Investments Commission associated with the creation of the Company and contemporary business practices. Includes amendments made at the General Meeting on 27 May 2012. 1. STANDING PROCEDURES A Introduction The Constitution of Rotary International District 9600 Limited (referred to herein as the District") provides in Rule 2 for Standing Procedures, as follows: To the extent that there is any inconsistency between a provision in any of the documents referred to in Rule 2 and other provisions in any of them or between a provision in any of those documents and a provision in any other document referred to in any of them: (1) a specific provision takes precedence over a general provision; and (2) otherwise, to the extent necessary to resolve the inconsistency but subject always to the requirements of the Act, the following order of precedence applies: a) the Rotary International Constitution: b) the Rotary International By-laws; c) the Standard Rotary Club Constitution; d) the Rotary Code of Polices; e) the Rotary International Manual of Procedure; f) these Rules: g) the Standing Procedures: and h) the District Leadership Plan. These Standing Procedures are the By-laws of the District. B Creating and Amending Standing Procedures The District Constitution is silent on the procedure for establishing Standing Procedures As a guide, the Model Rules for a Queensland Incorporated Association provide for the creation of By-laws - which are the equivalent to the following Standing Procedures; and, in the absence of any previouswritten arrangement, the District's Standing Procedures are established by the Board of Directors. as follows: (1) The Board may make, amend or repeal Standing Procedures, not inconsistent with the District's Constitution, for the good order, business conduct and management of the Company (2) The Board shall notify Members of Standing Procedures as they are created or changed. (3) A Standing Procedure may be set aside or amended by Members at a general meeting of the Company. C Guide for Standing Procedures Where, in the absence of other competent advice, the Board requires guidance for the establishment of a Standing Procedure for the conduct of its affairs, then the Model Rules for an Incorporated Association in Queensland shall be the primary reference document to assist in having Standing Procedures consistent with the constitutions and By-laws of the Members - who are mainly Incorporated Associations in Queensland.
2 DISTRICT CONFERENCE 1 (1) The Annual District Conference is to be held in a place nominated by the District Governor for the year in which the conference will be held in accordance with the requirements of Rotary International. (2) The District Conference levy will be set annually by the District Governor for the year in which the conference will be held and included in the District Budget for approval at the District Assembly. 3 DISTRICT COMMITTEES A General District Committees exist to assist the District Governor fulfil the District Goals. District Committees exist to assist the District Governor facilitate and implement appropriate Rotary International programs and other activities for the advancement of Rotary International within the District, all in accordance with the procedures prescribed by Rotary International. District Committees facilitate their work and activities through Rotary Clubs. The District Governor is ex-officio a member of each District Committee. The work of District Committees is described in the DISTRICT COMMITTEE MANUAL available through the Downloads of the Rotary International website at www.rotary.org (Ref 249-EN), and as follows: (1) Committees must have continuity of leadership. Except where otherwise provided herein - initially, the District Governor appoints a minimum of three members to each District Committee - at least one to serve one year, one to serve two years, and one to serve three years. Thereafter, each succeeding year the District Governor in office shall appoint at least one Rotarian for a period of three years. Each year, the District Governor shall confirm all committee appointments to be effective from 01 July of that year and shall appoint one member of each committee to serve as chairman. (2) The minimum recommended qualification for appointment to a District Committee is membership [other than honorary] in good standing in a District Club. It is recommended that a chairman be a Past Governor, a Past Assistant Governor, or an effective past District Committee member who has had previous experience as a member of the District Committee. (3) Each Committee generates a business plan - including a risk management plan - for its programs and activities for the prior-approval of the Board of Directors. Plans shall be reviewed and approved prior to the commencement of each Rotary year. (4) Committees are under the control of the District Governor, managed by the Chairman appointed by the District Governor and have any funds relating to its activities controlled and managed by the Board of Directors. (5) Each committee shall meet as appropriate, and report to the Board of Directors in July, October, January and April on its activities in the format prescribed by the District Governor. Each committee will report through the Board of Directors to the District Assembly in May on its activities that year. District Committees shall report successful activities to Rotary International for possible inclusion in Rotary International publications and on the Rotary International Website. B Nominating Committee for District Governor (1) The committee shall comprise: The District Governor, (Category 1). The District Governor Elect, (Category 2). The Immediate Past District Governor (Category 3), who shall be Chairman. A Rotarian who has held the office of Assistant Governor (or prior equivalent) or who has served as Chairman of one of the District Committees established by these Standing Procedures for a full term during the five years prior to nomination to this committee (Category 4). Three Rotarians who have held office for a full term as President of a District 9600 club during the five years prior to nomination to this committee (Category 5). 1 As amended at General Meeting on 27 May 2012 2
(2) The procedure for the selection of Category 4 and Category 5 positions shall be as follows: a) The District Governor shall call for nominations of suitably qualified and consenting Rotarians from District clubs. There can only be one nomination in each Category from each club. A person may not nominate in both categories. Rotarians with the designation of Past District Governor are not eligible to stand for election in either Category. b) The District Governor shall circulate to all clubs the nominations received with a brief biography of each individual. If there are more than the required number of nominations in either one or both categories, the District Governor shall conduct a ballot-by-mail in accordance with current Rotary International Bylaws. The nominee(s) gaining the most votes will be elected to the committee. If there are insufficient nominations or a vacancy occurs, the District Governor shall appoint a qualified Rotarian to fill the vacancy(s). (3) General Procedures including timetable shall be as follows: a) No member of the District Governor Nominating Committee shall be eligible for nomination, that year, as District Governor-nominee. b) No member of the District Governor Nominating Committee in any category shall serve on the committee if a candidate for District Governor is from the same club, or is a relative of a candidate as defined by The Rotary Foundation. (4) In the circumstance of a vacancy occurring in any one of categories 1,2, or 3, the District Governor shall appoint the next most recent Past District Governor who is available, who has been a Governor in this District, and is still a Rotarian (not honorary) of this District. (5) The timetable leading to the selection of a District Governor-nominee shall be as follows: a) By the end of November, the District Governor shall call for nominations for the Nominating Committee for District Governor - Categories 4 and 5, as well as call for nominations for District Governor. b) By the end of January, nominations for the Nominating Committee for District Governor - Categories 4 and 5, and nominations for District Governor will close. c) By the end of February, if more than the required number of nominations is received in either or both Categories 4 and 5, the District Governor shall conduct and finalise a ballot-by-mail in accordance with current Rotary International By-laws. d) By the end of March, conduct interview of candidates for District Governor. 4 NOMINATING COMMITTEE FOR RI DIRECTOR. In accordance with Article 12.020.1 of the By-laws of Rotary International, the District supports the selection of members of the Nominating Committee for Director in Zone 8 from that section of the Zone from which the Director is to be elected. 5 DISTRICT RESOLUTIONS (1) District resolutions are considered and resolved by District Clubs in General Meetings of the District as provided in the District's Constitution. (2) Notices for District Clubs and the Board of Directors to submit resolutions for consideration at a General Meeting will be given by the Secretary in sufficient time to have proposed resolutions submitted to District Clubs together with the Notice of Meeting at least twenty-one days prior to the date of the General Meeting. (3) The preparation of all papers for the clubs relative to these resolutions shall be a charge against the District Fund. 6 FINANCE A Administration (1) The Board administers all District Funds. (2) The Board shall administer all District funds comprising: 3
a) Operating Fund for the general conduct of the Districts affairs and events; b) Disaster Fund for special events deemed by the Board to be "Disasters"; c) Insurance Fund; and d) such other special funds as determined by the Board of Directors to be appropriate from time to time or otherwise held in specifically designated Trusts. B Appointments The District Governor may appoint a Finance Advisory Committee of which the Treasurer is the Chairman. C Banking (1) The District Funds - including all grants from Rotary International to the District Governor and District programs - are lodged with an approved Bank in the name of the Company. (2) The accounts are operated on the approval of two of the District Governor, District Governor Elect, Secretary and Treasurer. (3) Disbursements from the District Funds can only be made with the approval of the Board. D Budget The Board, each year, will generate a budget for the following year for presentation to District Rotary Clubs - at least twenty-one days prior to the General Meeting conducted in conjunction with each District Assembly. The budget must include, for approval, the proposed District Dues for the year. E Annual Accounts The Board, each year, will generate a comprehensive set of financial reports for Members - at least twentyone days prior to the Annual General Meeting - to be considered and approved at each Annual General Meeting of the Company. F Funds and Accounts ( NOTE: This provision is equivalent to that for an Incorporated Association in Queensland.) (1) The funds of the Company must be kept in an account in the name of the Company in a bank decided by the Board. (2) Records and accounts must be kept in the English language showing full and accurate particulars of the financial affairs of the Company (3) All amounts must be deposited in the financial institution account as soon as practicable after receipt (4) If an amount of $100 or now is paid by cheque. (5) Cheques, other than cheques for wages, allowances or petty cash recoupment, must be crossed not negotiable". (6) If a petty cash account is kept, it must be kept on the imprest system, and the Board must decide the amount of petty cash to be kept in the account. (7) All expenditure must be approved or ratified at a Board meeting. (8) The Board must, as soon as practicable after the end of each financial year, ensure a statement containing the following particulars is prepared a) The income and expenditure for the financial year just ended b) The Company's assets and liabilities at the dose of the year c) The mortgages, charges and securities affecting the property of the Company at the close of the year. G District Events and Committees All District projects, District events and District Committee activities are controlled and funded by the Board in accordance with the pre-agreed business plan. H Operating Fund The Operating Fund shall be the yearly account to function within the budget adopted by the District. 4
I Disaster Fund (1) Monies raised or received for disaster appeal purposes shall be held in a District Disaster fund. (2) Advice to the Board on the functioning of this fund is by the Disaster Fund Committee to comprise the three most recent Past District Governors who are still Rotarians within the District. The District Disaster Committee should meet at least annually while there are funds in hand. J District 9600 Insurance Fund (1) A District 9600 Insurance Fund be established for the purpose of assisting Rotary Clubs and/or Rotarians to meet any Public Liability excess that may become payable in the event of an insurance claim made by a Rotary Club or Rotarian pursuant to the terms of the District 9600 Insurance Policy. (2) Any assistance to Rotary Clubs and/or Rotarians under subsection (1) shat) be determined by the Board at its absolute discretion. (3) In arriving at a determination, the following matters are taken into account: a) The balance of the District 9600 Insurance Fund available to meet all claims approved in that financial year. b) The circumstances leading to the making of the claim. c) Such other matters as the Board thinks fit. d) A levy of $2.50 per Rotarian resident in Queensland shall be included in District levy notices for the July/December half-yearly period each year. 7 PUBLIC RELATIONS There shall be a District Public Relations Committee, as required by Rotary International, and which shall consist of 3 members with the power to co-opt additional members, if necessary. 8 THE ROTARY FOUNDATION (1) The Committee comprises the District Governor, District Rotary Foundation Committee Chair and the Chairs of each of the Subcommittees, is responsible for SHARE planning and the distribution of the District Designated Fund. (2) The Rotary Foundation Committee is responsible for the preparation and maintenance of a registry of District Designated Funds (DDF) movements on a rolling basis, and shall provide a reporting function regarding those commitments and available funds at any given time. (3) The cost of Scholarships funded by the District Designated Fund that are not annual shall be averaged over the appropriate years as advised by the Committee. 9 TROPHIES The Trophies Committee shall: (1) Approve the terms and conditions applicable to any District trophy. (2) Recommend, after consultation with the donor if available, to the District Conference any desirable changes to the terms and conditions applicable to any trophy. 10 ALLOCATING EXPENSES A District Governor All incomes and expenses associated with the District Governor's activities - including grants from Rotary International - are transmitted through the District's funds and accounts. 5
B District Officers The District Governor Elect, District Governor Nominee, Directors, Assistant Governors, Committee Chairmen and other authorised persons are entitled to recover previously agreed out of pocket expenses included in District administration and project budgets. Assistant Governors are entitled to receive the grants provided from year to year in the District Budget to assist in costs associated with the Office. C Regional Institute Travel Expenses for District Governor, District Governor Elect and District Governor Nominee The District Governor, District Governor Elect, District Governor Nominee and their partners, and any other District Officer [but not a partner] required to attend an activity associated with the Institute shall be paid all compulsory fees and charges and meet the cost of economy class return air fare and reasonable accommodation expenses as arranged by the Institute for the duration of the Institute and associated training periods. 11 GENERAL A District Assets All tangible assets of the District are the responsibility of the Secretary who shall maintain the Asset Register for the District. B Flags The District shall maintain and extend a collection of International flags. C District Communications with Members (1) The Board of Directors shall maintain a properly functioning, current and up-to-date web site as its prime means for communicating all its activities and programs to all its stakeholders. (2) A District Club may request a printed copy of any constitutional and corporate governance item. APPENDIX 'A' THE BONNE TENKATE MEMORIAL FUND The following are the Rules for the Administration of the Fund. 1 Definitions "the Fund" means "The Bonne Tenkate Memorial Fund". "the Committee" means the committee that will administer the Fund and comprise, in the District: Immediate Past District Governor [who is Chairman of the Fund, and may have a casting as well as a deliberative vote], District Governor, District Governor Elect, Chairman of Youth Exchange Committee, and District Treasurer. the District" means Rotary International District 9600 Limited as it exists from time to time. "General Meeting" means a General Meeting of Rotary International District 9600 Limited. "the Board" means the Board of Directors of Rotary International District 9600 Limited. "Youth Exchange Committee" means the committee appointed to administer the Rotary Youth Exchange Program in the District. "Financial Year" means the financial year of the District. "Relative" means child, stepchild, grandchild, brother, sister and the spouse of any such relation, 6
2 Objects The object of the Fund is to provide financial assistance to Youth Exchange students sponsored by the District. 3 Basis of Financial Assistance Financial assistance to selected students will be available each financial year and it will be known as a "Bonne Tenkate Grant". 4 Capital Account The initial capital of the Fund was the excess funds of District Youth Exchange Committee as at 30 June 1990. The capital of the Fund may be increased from time to time by application of District funds, donations, endowments or income earned. 5 Income Account The Fund's annual income shall be used to provide "Bonne Tenkate Grant(s)" in the succeeding financial year to which it is earned. Where such income is not used to provide assistance in that year, it shall be added to the Fund's Capital Account and not be available to assist students in subsequent years. 6 Relatives No relative of a Rotarian shall be eligible to receive financial assistance from the Fund. 7 Selection Procedures a) Guidelines for Funding Applications for students to receive a Bonne Tenkate Grant are incorporated in Appendix 'A' attached to these Standing Procedures for the Management of the District. b) A Rotary Club, or the parents/guardians or custodians of a student eligible for selection as an exchange student may, under the guidance of the nominating (or host) Rotary Club, apply to the Youth Exchange Committee for a Bonne Tenkate Grant. c) A written application is to be submitted to the Youth Exchange Committee in a form acceptable to the Committee and contain such information as the Committee may reasonably require. All applications shall be confidential. d) The Committee will review each application and, in due course, advise the Youth Exchange Committee and each applicant of its decision in writing. e) The terms and conditions for each Bonne Tenkate Grant given shall be determined by the Committee and no communications shall be entered into regarding decisions made by the Committee. 8 Management of Investments The Fund's Capital and Income Accounts shall be administered by the Board, and details thereof included in the annual audited financial statements of the District. 9 Alterations The contents of these Fund Rules shall be amended only by a resolution passed at a General Meeting of the District. 10 Winding Up Upon a General Meeting resolving that it is no longer practicable to carry on the Bonne Tenkate Memorial Fund for the purposes laid down in these Fund Rules, the Fund shall be wound up and the proceeds paid to another Rotary Organisation within the District which has as its objects the provision of assistance to Youth. 11 Guidelines for Funding Applications The following guidelines are the minimum requirements to be incorporated in a submission for funding from 'The Bonne Tenkate Memorial Fund". 7
a) The Chairman of the YEP Committee should seek applications through Rotary Clubs concurrent with the call for YEP Applications (in February each year). The call for applications for Bonne Tenkate Grants should be listed in the important dates in the District Directory. b) Rotary Clubs in D9600 are encouraged to seek worthy applicants. Applications for funding must be submitted, in the first instance, to the Chairman of the D9600 Youth Exchange Committee who will arrange interviews for applicants and their families. Short listed applicants will be invited to take part in the YEP Selection weekend. c) If the proposed Rotary Exchange Student is selected for exchange after completion of the District Youth Exchange selection process, then the funding submission, together with additional information including a letter of support, is to be forwarded by the Chairman of the District Youth Exchange Committee to the Chairman of the Board (who is also Chairman of The Bonne Tenkate Memorial Fund Committee) requesting The Bonne Tenkate Memorial Fund Committee meet in the month of June to consider the funding request, and, if successful, the amount agreed to be paid to the District Youth Exchange Committee as soon as possible after 30 June, 12 Funding requirements: Letter from Parent or Legal Guardian stating: Full name of proposed Rotary Exchange Student. The extent, if any, to which the family might be able to contribute towards the cost of the exchange be assessed by the chairman of YEP in conjunction with the sponsoring Rotary Club. What action is planned to assist funding needs, including providing assistance while on exchange. Letter from Principal of High School at which proposed Rotary Exchange Student is attending Year 12 to include: Academic record. Character reference. Degree of fund raising available, if any, with school support. Letter from nominating Rotary Club to include: How many students applied to the club in the current selection process. Why the student was selected. Whether the Club intends to provide financial support, and how much. *** *** *** 8