1 ARTICLE 101 DISTRICT OFFICERS - ELECTED 101.1 DISTRICT GOVERNOR, DG Qualifications for DG are set forth by the Constitution & By-laws of RI. The DG is: 101.1.1 The officer of RI in the district 101.1.2 Nominated from the clubs in the District as provided hereinafter in paragraph 104.5. 101.1.3 Elected by the International Convention of RI. 101.1.4 Responsible for the overall administration of the District. 101.1.5 Entitled to delegate duties, but the responsibility for their prompt and proper completion remains that of the DG. 101.1.6 Responsible to RI to carry out the duties as prescribed in RI s current Manual of Procedures, as well as those set forth in this District 6290 Manual of Procedures and those of the Board of Directors and/or the General Secretary of RI. 101.2 DISTRICT GOVERNOR ELECT, DGE The DGE is: 101.2.1 That Rotarian who shall begin the term of office of DG on the 1 st of July next occurring. The duties and responsibilities of the DGE are detailed in RI publications. 101.2.2 An ex-officio, non-voting member of all District Committees, and shall be a voting member of those committees covered specifically by this manual or appointed to by the DG. 101.2.3 Responsible to name appointees who will hold office and serve during the DGE s term as DG. 101.2.4 Unless expressly excluded, urged to attend meetings of district committees and cultivate the succession of leadership and service in all aspects of District activities. 101.2.5 Responsible for the Presidents-Elect Training Seminar (P.E.T.S.) and the District Assembly Colts during the DGE year. 101.2.6 Expected to attend a Rotary Zone Institute. 101.3 DISTRICT GOVERNOR NOMINEE DGN The DGN: 101.3.1 Is that Rotarian who shall begin the term of office of DG on the 1 st of July second occurring. 101.3.2 Shall assume duties and responsibilities as appointed by the DG. 101.3.3 Shall succeed to the office of DGE, and then to the office of DG. 101.3.4 Unless expressly excluded, the DGN is urged to attend meetings of District committees and develop an intimate familiarity with the operations of all District programs. 101.3.5 Is expected to attend a Rotary Zone meeting. 102 DISTRICT OFFICERS APPOINTED Officers of District 6290 who are appointed by the DG serve at the DG s pleasure. Appointments made by the DGE prior to assuming the DG office are in effect only during that DGE s term as DG unless otherwise noted in the description of the office. 102.1 DISTRICT SECRETARY, DS The DG may appoint a well-qualified Rotarian to serve as the DS. The term of office shall be one year. The Secretary may not have a total tenure exceeding three consecutive years. Any assistants to the DS are also appointed by the DG under the same conditions. The DS may assist the Governor in the following duties: 102.1.1 Handle correspondence. 102.1.2 Assist and act as recording secretary for such District meetings, institutions and assemblies as the DG deems appropriate. 102.1.3 Maintain a file of District records, except that the financial records are kept by the DT. 102.1.4 Prepare a directory including names, addresses and telephone numbers of the president and secretary of each club, all PDG s who have served this District or are now members of clubs in the District, committee chairpersons and committee members, officers of the District and any, address and telephone number would be helpful to the members of the District. Said directory is to be distributed to all persons who are required to be included therein not later than July 15 of the year of the Governor s administration.102.1.5 Include in the directory a listing of the clubs
2 in the District showing the day, time and place of their weekly meeting. 102.1.6 Prepare and provide to the DG and other District leaders, as appropriate, mailing lists that will facilitate communications with those persons listed in Section 102.1.4, plus any other persons who should receive timely information about District 6290. 102.1.7 Compile, publish and mail the monthly attendance report of the District to RI. 102.1.8 Compile, publish and mail the Governor s monthly newsletter to those persons listed in Section 102.1.4, plus any other persons that might benefit from receiving the monthly newsletter. 102.1.9 Keep a file of monthly termination notices, new member slips and change in record slips received from clubs in the district. 102.1.10 Some tasks of DS by necessity, may be performed prior to officially assuming office, I.E. district directory and mailing lists. 102.2 DISTRICT TREASURER, DT The DT shall be appointed by the DG for service during the administration of the DG. Experience has shown that service on the District Finance Committee is valuable with respect to serving as DT. A DT shall not serve for more than three consecutive years. The DT: 102.2.1 Shall maintain such records and accounts as may be necessary to show the receipts, expenditures and financial condition of the District. 102.2.2 Shall send notices each year to each club in the District for District dues using membership numbers on reports to the DG as of June 30 th last. 102.2.3 Shall be empowered to disburse District funds, in payment of budgeted and adequately substantiated expenses as defined by the District finance Committee and /or as outlined in the Procedures Manual. 102.2.4 Shall prepare a semi-annual and a final Treasurer s report for the DG, the District Finance Committee and the District Auditor showing receipts, disbursements, assets, liabilities and fund equity of District 6290. In addition, the semi-annual and final reports shall compare actual receipts and disbursements with budgeted amounts. 102.2.5 Shall be bonded for an amount deemed acceptable to the Finance committee, the premium for which shall be paid our of District funds. 102.2.6 Shall prepare such reports as are requested by the Finance Committee or the DG. 102.2.7 Shall be a member of the Finance Committee. 102.2.8 Shall report to the DG and the District Finance Committee any irregularities that come to his/her attention, including but not limited to, non-payment of District dues by any club, and items exceeding budgeted amounts. 102.2.9 Shall be responsible by July 10 th for turning over all DT records in an accurate, orderly and up-to-date condition to the District Auditor and the successor DT. 102.2.10 Shall be reimbursed for all out-of-packet expenses. 102.2.11 Shall report to the DG the filing status of all returns required of the District by any federal, state or provincial government. 102.2.12 In the event the DT cannot complete the term of office or is incapacitated, the DG shall appoint a successor. 102.3 DISTRICT AUDITOR, DA The DA shall be an accountant by profession and selected Chair of the incoming Finance Committee. The DA cannot be currently serving the District in any of the above offices or as a member of the District Finance Committee. The DA: 102.3.1 Shall perform an audit of the records of the DT for the immediately preceding Rotary year within ninety (90) days of the close of the year. 102.3.2 Shall perform an audit of the financial records of the District Conference. 102.3.2 Shall perform an audit of the financial records of any committees of the District 102.3.4 if directed by either the DG or the Finance Committee. 102.3.5 Shall be reimbursed for all out-of-pocket expenses and a fee for professional services may be paid if requested by the DA. 102.4 ASSISTANT GOVERNORS 102.4.1 The duties, activities and obligations shall be those set forth by Rotary District 6290 s Job Description for Assistant Governors. Assistant Governors are appointed by each incoming Dis-
3 trict Governor for renewable one-year terms. Assistant Governors should serve for no more than three consecutive years. 102.5 DISTRICT TRAINER, DT 1) Shall be appointed by the DG for service during the administration of the DG; 2) Shall be either a Past district Governor or a Past Assistant Governor; 3) Shall coordinate the efforts, along with the DG (both during that person s year as DGE and year as DG), to plan and implement the training of Assistant Governors; 4) shall coordinate the efforts, along with the DG, to plan and implement the training of Incoming Club Presidents at PETS; 5) Shall organize and plan the training for the District Assembly Colts. 102.6 DISTRICT ADMINISTRATIVE ASSISTANT, DAA The District may employ a DAA whose responsibility shall be to create and maintain current and historical records of the district for benefit of the DG and his/her administration for each passing year. 102.6.1 Detailed responsibilities in a job description, and compensation for the DAA shall be determined by an Evaluation Committee formed and functioning pursuant to paragraph 104.10. 103 DISTRICT ELECTORS 103.1 Each club in the district shall select, certify and send to the annual District conference one (1) elector for every twenty-five (25), or major fraction thereof, of its members, honorary members excepted. The computation shall be based upon the number of members of the club as of the last day of the month preceding the month in which the conference is held. Each club in the District shall be entitles to at least one elector providing it has no outstanding dues to RI or District 6290 for more than six months preceding that in which the conference is held. Each elector shall be a member of the club he/she is named to represent and when present at the District Conference shall be entitled to cast one vote. 104 DISTRICT COMMITTEES District Committees are formed to assist the Rotary Clubs of District 6290 in carrying out the far-reaching programs of RI and to enhance District administration. The DGE shall appoint committees to carry out the programs during his/her term as DG. Standing committees must be appointed. Unless otherwise restricted, the broad scope of district committees is subject to DG control. The DG may fill vacancies on committees,, replace members, arrange for alternates in the event of known absences, add members or appoint new committees as needed. Appointments for committee chairs should be asked by the appointing officer and then confirmed in writing. Committee member appointees should be notified at least in writing. Requesting an acceptance reply is a desirable practice. District Committees exist and function for the purpose of conducting official activities of the Rotary District and may have compelling reasons to operate a bank account separate from the General Account of the district. These committees, however, shall cooperate in the annual audit of District finances for the purpose of accounting to Rotarians, governmental agencies and other clientele for the funds entrusted to them. 104.1 PRESIDENT-ELECT TRAINING SEMINAR P.E.T.S. STANDING It is the responsibility of the DGE to convene and organize a comprehensive training session for club presidents-elect following the guidelines of RI. Budgetary needs must be discussed with the Finance Committee who will have control of District Funds related to P.E.T.S. 104.1.1 If P.E.T.S. is held in conjunction with other district(s), the DGE shall name two PDG s to serve with the DGN in rep resenting D-6290 on the Multi-District P.E.T.S. Planning Committee. 104.1.2 District representatives on the Multi-District P.E.T.S. Planning Committee should serve no more than four years and their terms should be staggered to allow for continuity of experi-
4 ence. 104.1.3 As deemed appropriate the Finance Committee may provide for reimbursing the travel expenses of District representatives to the Multi-District P.E.T.S. planning meetings prior to June 30. 104.1.4 For attendance at P.E.T.S., only the expenses of the DGE and DGN shall be reimbursable from District funds. 104.2 DISTRICT ASSEMBLY STANDING It is the responsibility of the DGE to convene and organize the District Assembly Colts following guidelines of RI for incoming club officers and directors, incoming District officers and committee members. Budgetary needs must be presented to the Finance Committee and an accounting made for the use of funds related to the District Assembly. 104.3 DISTRICT FINANCE STANDING The District Finance Committee shall consist of eight (8) members to include the most recent PDG and one other PDG living in the District, the DG, the DGE, the District Treasurer and three willqualified non PDG Rotarians from the District at-large who are appointed for staggering three year terms. Each year, the DG shall appoint one non-pdg member from the District to a three-year term to replace a retiring member from the District-at-large and a District Treasurer as provided in paragraph 102.2. The senior PDG on the committee shall serve as chairperson. 104.3.1 The district Finance Committee shall observe and enforce procedures stated herein and shall establish and enforce additional policies which are appropriate for the administration of District Funds and which do not contradict policies and procedures stated herein. 104.3.2 The District Finance Committee shall meet no later than October 30 th each year to review the DT s and DA s year-end reports and close the books for the Rotary year concluded June 30 just past. 104.3.3 No later than November 30, the DG shall provide copies of the year-end report to Club Presidents and later to the participants of the next occurring District Conference. 104.3.4 The District Finance Committee, including incoming appointees by the DGE to the committee, shall meet in January or February to review the DT s six-month report of income and expenditures as compared with the approved budget. The Committee may make adjustments to the budget as it deems necessary. 104.3.5 The DGE and the Finance Committee, as constituted above in 104.3.4, shall prepare a recommended budget for the year beginning the next July1. This recommended budget along with a balance sheet shall be presented and discussed at the P.E.T.S. for a vote of approval by incoming Club Presidents at the District Assembly Colts, or at the option of the District, at the District Conference by a majority of the electors present and voting. The budget shall then be presented to the District Conference or published in the DG s newsletter for the purpose of informing other Rotarians about District finances. 104.3.6 Each Rotary Club shall contribute an amount per member per year for District expenses. This amount shall be payable August 1 st based on club membership size on the previous June 30 th. 104.3.7 The annual per capita dues as of July 1, 1998 shall be US $20. 104.3.8 The following guidelines shall govern District Expenses: 104.3.8.1Reimbursable expenses for the DG include expenses both covered and not covered by his/her RI allotment, provided the DG assigns the RI allotment to the District Treasury, but subject to maximum amounts as determined by the Finance Committee, such as: A. Attendance of the DG and his/her spouse at one Rotary Zone Institute either Zone of which clubs of District 6290 are members. B. Other funds deemed necessary and proper to assist the DG to entertain visiting Rotary dignitaries and to perform other District functions as described in this manual or required by RI. C. Attendance of the District Governor and his/her spouse at the International Rotary Convention held in his/her Rotary year. 104.3.8.2 Reimbursable expenses for the DGE and the DGN include expenses not reimbursed directly to them by RI, but subject to maximum amounts as determined for each by the Finance Committee such as: A. Attendance of the DGE and his/her spouse at one Rotary Zone Institute for any Zone in which
clubs of District 6290 are located. B. Attendance of the DGE and his/her spouse at the International Assembly. C. Administrative expenses of the DGE in preparing for the term as DG and for developing future District leadership through the DGN. D. Attendance of the DGN and his/her spouse at a rotary Zone Foundation Seminar for either Zone in which clubs of District 6290 are located. 104.3.8.3 Reimbursable expenses for other district officials, subject to Finance Committee guidelines include: out-of-pocket expenses, postage, printing, telephone, travel meals, lodging, etc., for the District officers, committee chairpersons, and committee members. 104.3.8.4 Expenses incurred by the DG, DGE, DGN or by any of their programs for the District, shall be charged against the budget of the year in which they occur. 104.3.8.5 The allotment from dues monies for official District and RI programs such as, but not limited to, Rotary Youth Exchange, Rotary Youth Leadership, Group Study Exchange, District Conference, Club Extension, Rotary Foundation are all subject to maximum amounts and substantiation as set forth by the Finance Committee. 104.3.8.6 Transportation costs for the DG, or a designate, to attend functions discretionally to the DG will come out of the DG s travel budget. Expenses for lodging and meals for attending said events will be at the expense of the individual club inviting the District official. 104.4 DISTRICT EXTENSION STANDING The Extension Committee is charged with the responsibility of forming new Rotary Clubs within the District. 104.5 NOMINATING STANDING The District Nominating Committee shall consist of the most recent two PDG s and one at least four years out of office chosen by the DG and four Rotarians who are not past, current, or nominated DG s. The DG shall appoint two non-governor Rotarians to the committee for a term of two years to replace the non-governor members whose terms are expiring each year. No members of this committee shall be from the same Rotary Club. Care should be taken to insure that committee members are available either in person or by telephone for the committee meeting as called for in 104.5.2 following. The DG may appoint substitutes for members who cannot attend, provided they satisfy the qualifications for the seat they occupy. The District Nominating Committee election procedure is as follows: 104.5.1 November 1 until January 15, clubs may submit names of qualified candidates for the office of DG whose term of office begins on July 1 st third following. Submission shall be in the form of a resolution adopted at a regular club meeting, and certified by the Secretary or Club President. The resolution must certify that the Rotarian whose name is proposed meets the qualifications listed for a SG in the Bylaws of RI. The Club and the Candidates must additionally certify that the Candidate intends to spend the majority of his/her time within the District for the three-year period immediately following the term of office as Governor. 104.5.2January 16 through February 15, the Nominating Committee shall meet and make its selection of the Rotarian whose name, except as provided in 104.5.4, shall be submitted 104.5.3RI as the DGN to be elected and serve as DG beginning July1st third following. In making the selection, the Committee shall not be limited in its selection to those names submitted by clubs. Not later than February 25, the DG shall advise each Club President of the name of the Rotarian selected by the Nominating Committee. 104.5.4Not later than March 25, any club who had previously submitted a candidate in a timely manner, and whose candidate was not the selection of the Nominating Committee, may resubmit that candidate s name as a challenging candidate. In the event the DG shall follow the By-laws of RI with respect to notifying clubs of a challenge. When there is/are candidate(s) in addition to those of the Nominating Committee, a written ballot shall be prepared, and those credentialed ELEC- TORS present at the next District Conference shall cast their ballots for the candidate of their choice, The candidate receiving the most votes on the first and only ballot shall be declared the DGN for the term in question. Subsequent ballots shall occur only in the event of a tie for the most votes. Then those persons tied shall be the only persons on the ballots. 5
6 104.5.5 If by March 25 there has been no resubmission of the names of candidates, then the DG shall declare the nominations closed and the candidate of the Nominating Committee shall be elected by acclamation of all present at the next District Conference. 104.5.6 If, for any cause whatsoever, no nomination continues effective at the time of the District Conference, then proposals for nomination for the office of DG shall be made from the floor of the conference by ELECTORS from clubs in the District 104.5.7 Original submissions and any re-submission of the name of candidates must be made to the DG at his/her published date. 104.5.8 After the District Conference, the chair of the Nominating Committee shall provide to the General Secretary of RI, the nomination information that is required, including the DG s certification, and noting carefully the DG year for which the nomination has been conducted. 104.6 ROTARY FOUNDATION - STANDING It is recommended by the Trustees of the Rotary Foundation of RI that the Chair of the District Rotary Foundation Committee be a PDG who supports enthusiastically the goals of the Rotary Foundation. District 6290 supports this recommendation. It is the responsibility of the Chair to coordinate the work of the various Rotary Foundation Sub-Committees; serve as the liaison between the Secretariat of RI, the Trustees of the Rotary Foundation and t the clubs of District 6290 and to assist the DG in the promotion of the objectives and activities of the Rotary Foundation. The following Sub-committees shall be appointed by the DG for three years after consulting with the Chair of the Rotary Foundation Committee. 104.6.1 Information, whose responsibilities shall include, but not be limited to, creating and conducting an effective publicity campaign for the Rotary Foundation in an effort to broaden the knowledge of and interest in the objectives and programs of the Rotary Foundation. 104.6.2 Group Study Exchange, whose responsibilities include, but not be limited to, encouraging clubs to seek and present highly qualified candidates for the GSE Team; select the GSE Team; contact districts outside the United States of America or Canada to arrange an exchange; and, to coordinate the visit of an inbound GSE Team. Matching Grants, whose responsibilities shall include, but Availability of Matching Grants from the Rotary Foundation and assisting them in securing those special grants. 104.6.4 Foundation Alumni, whose responsibilities shall include, but not be limited to, obtaining and keeping current a list of names and addresses of past recipients of Rotary Foundation Scholarships, Group Study Exchange team members, both Rotarian and non-rotarian, currently residing in the District; encourage those persons to be speakers or panelists at Club or District meetings; and to encourage clubs to request Foundation Alumni to be speakers at club meetings and encouraging their membership in a Rotary Club 104.6.5 Scholarship whose responsibility shall include, but not be limited to, contacting student personnel officers of colleges, universities and technical schools in the District to advise them of the Foundation s awards program and to obtain their cooperation in publicizing this program among the student body; to encourage the clubs of District 6290 to seek out highly-qualified applicants; to assist clubs in orientation of applicants about the objectives of the Rotary Foundation; to conduct the awards interviews and make the decision as to awardee(s) for the year; and to assist the awardee(s) in achieving a worthwhile and memorable year of study. 104.6.5.1 COMMITTEE SELECTION Committee members shall be Rotarians or past participants in such programs as recommended each year by the Committee Chair for approval and appointment. The Committee Chair must be a PDG and shall also \be appointed by the DG each year. All appointments shall be subject to the Terms of Service as defined hereafter in 104.6.5.3 104.6.5.2 COMMITTEE COMPOSITION The committee shall consist of 13 members and the Chair. The 13 members shall be the DGE, six PDG s and six members-at-large from the District s membership. Rotarians from clubs with the highest non-restricted donations per capita basis to the Rotary foundation as reported for the previous year shall be given priority in appointments. Only one member from
7 a club can serve as a member-at-large. The Governor as ex-officio member may take part in the District selection process, and the DGN may be seated in the absence of any committee member. 104.6.5.3 TERMS OF SERVICE A. The term of service for members-at-large shall be three years. B. PDG s including the Chair, shall serve at the pleasure of the Governor for a term of at least three years. If necessary, the PDG may appoint other District Rotarians to fill the PDG quota of six to maintain a Committee of thirteen. 104.6.5.4 COMMITTEE CHAIR RESPONSIBILITIES The responsibilities of the Committee Chair shall include, but not be limited to, the following: 104.6.5.4.1 Organize the Committee to fulfill the responsibilities of the Committee as required in 104.6.5. 104.6.5.4.2 Recommend each year committee member names to the DGE for appointment and service in the ensuing year. 104.6.5.4.3 Conduct Committee meetings and the final District interview for choosing the winning candidates. The Chair may interact in the interviewing process but shall not have a vote in the selection of the winner. This non-vote requirement is to allow the Chair to concentrate solely on the process to insure that a comprehensive interview is conducted with each candidate. 104.6.5.4.4 Establish with Committee approval the methods used in selecting the winners with due attention to insure a fair selection process that is immune to any Committee or Member biases not to be limited to, advising the clubs in the District. 104.6.5.4.5 Insure that all requirements of the Rotary Foundation are met. 104.6.5.4.6 Fill vacancies on a one-time basis to insure an adequate number of participants (preferably 10 or more) at the interviews. 104.6.5.5 COMMITTEE MEMBER RESPONSIBILITIES The responsibilities of the Committee members shall include, but not be limited to, the following: 104.6.5.5.1 Shall not serve in any capacity in selecting a Club s sponsored candidate. 104.6.5.5.2 Attend all Committee meetings and serve in assigned capacities to assist Cubs in providing excellent candidates for the scholarships awarded. 104.6.6 Annual Giving, whose responsibilities shall include, but not be limited to, increasing the level of annual contributions to the Rotary Foundation by both clubs and individual Rotarians or non-rotarians; and to encourage all Rotarians in District 6290 to become Paul Harris Fellows or Paul Harris Sustaining Members. 104.6.7 Permanent Fund Giving, whose responsibilities shall include but not be limited to, increasing the level of giving to the Endowment Fund which supports the long range goals of the Foundation. 104.7 DISTRICT CONFERENCE STANDING The annual District Conference furthers the programs of Rotary through fellowships, inspirational addresses and the discussion of and voting upon matters relating to the affairs of clubs. The DG, the District Conference Committee and Rotary Club Presidents should strive to obtain the largest possible attendance at the District Conference. Special emphasis should be places on attendance of new Rotarians, Club Presidents-elect, Club Secretaries and Committee members. 104.7.1 The DG, in accordance with recommendations of RI, shall appoint a District Conference Chair. The DG and the Conference Chair may then appoint as many others to the District Conference Committee as they desire. 104.7.2 The District Conference Committee shall strive to conduct the Annual Conference of the District in a manner that is financially self-supporting and attracts the participation of as many member Rotarians as possible.
8 104.8 INTERNATIONAL YOUTH EXCHANGE - STANDING To further the Rotary goal of world understanding and peace, District 6290 participates in Youth Exchange. District 6290 may join in a multi-district effort to more efficiently further the program of International Youth Exchange. 104.8.1 The DG shall appoint chairs and committee members as necessary to address both short-term and long-term International Youth Exchange programs. 104.8.2 The Chair of each committee shall petition the District Finance Committee for the necessary funds to fulfill their mission. An annual or more frequent if requested, accounting of all receipts and disbursements of the committee shall be made to the Finance Committee and/or the DG at the request of either. 104.8.3 Because it has proven in the past that experience pays great dividends on both of these committees, the DG should not feel compelled to change the membership of the committees upon taking office. 104.9 ROTARY YOUTH LEADERSHIP CONFERENCE-STANDING To encourage the young people of District 6290 to develop leadership skills, District 6290 sup ports training seminars in the field of leadership. District 6290 may join in a multi-district Rotary effort to more efficiently further the program of Youth Leadership. 104.9.1 The DG shall appoint a chair and such committee members as necessary to fulfill the opportunities of the District. The Chair of the Committee shall petition the District finance Committee for the necessary funds to fulfill the mission. 104.9.3 An annual, or more frequent if requested, accounting of all receipts and disbursements of the committee shall be made to the Finance Committee and/or the DG at the request of either. 104.9.4 This Committee is directed to take into consideration the annual costs of holding the Leadership Conference when selecting a site for the conference. Further, the committee must make the conference schedule available to all young people of District 6290 that fit the age and academic qualifications that are likely to result in a meaningful experience. 104.10 EVALUATION COMMITTEE An Evaluation Committee shall exist for the purpose of renting office space for the district and of hiring, evaluating, and if necessary terminating the services of a District Administrative Assistant, DAA as defined in 102.6. 104.10.1 The DG shall be the chair of the Evaluation Committee. Additional members of this committee shall consist of the DGE, the DT, the most recent PDG living in the district, and one additional PDG, appointed by the DGF, who shall have attended at least three of the past five district conferences, and who serves actively in the district committee system and/or other major district assignments. 104.10.2 At a minimum, the committee shall meet each year prior at the fall meeting of the District Finance Committee to pro vide an annual review to the DAA, and to review the status, including the budget of the district office. 104.10.3 Subject to the limitations of budget imposed by the Finance Committee, the Evaluation Committee shall represent the district in all matters of contract and understanding with the DAA and any landlord from whom the district may rent office space or hire services. 104.10.4 By concurrent resolutions of the Evaluation Committee and the Finance Committee, the DG, on behalf of the District, may enter into an employment contract not exceeding one year with the DAA and into a rental agreement not exceeding one year for a district office. Previously numbered paragraph 104.10 shall be re-numbered to 104.11 104.11 OTHER COMMITTEES The DG may appoint other committees deemed necessary to assist him/her in furthering the Object of Rotary. 105 DISTRICT RESOLUTIONS
9 105.1 District resolutions may be proposed by a club or by the DG. These resolutions are resented at the District Conference provided the proposed resolution has been submitted in writing sixty (60) days prior to the District Conference. The DG shall submit all of the proposed resolutions to each club in the District at least thirty (30) days prior to the opening of the District Conference. He/she shall then submit them to the Rotarians present at the District Conference for full and open discussion, and then call upon the credentialed electors of the District present at the District Conference for voting. No amendment may be introduced during the conference which would greatly change the intent or purpose of the resolution as determined by the proposer of the resolution. A simple majority shall be required to pass any non-emergency resolution. 105.2 If, in the opinion of the DG, an emergency exists which requires the enactment of a District resolution for conducting business of the District, such proposed resolution may be submitted to the clubs for a mail ballot. In which case, the DG shall mail to the secretary of each club a ballot detailing the proposed resolution and stipulating a return date thirty (30) days from the time of mailing the ballot. Each club shall have the same number of votes as they would have electors if the matter had come up for a vote at the District Conference. That number shall be based on the membership count as of the last day of the month preceding the mailing of the ballot. A two-thirds majority of the votes cast shall be required to enact an emergency resolution. 105.3 Conference resolutions of a courtesy nature thanking the President s Representative, the meeting place, the conference committee members, the District Governor, etc., do not require sixty (60) days notice. 105.4 Conference resolutions of an annual goal-setting nature presented by the DGE, e.g., Foundation Giving, membership, program emphasis do not require sixty (60) days notice. 106 DISTRICT FILES 106.1 To better serve the many Rotary Clubs of District 6290, the DG is directed to maintain a file on each club in the District. The club file shall contain, at a minimum, copies of the Memo of Official Visit, Summary of Club Plans and Objectives and follow-up letter to the Club President. 106.2 The DG shall add his required contents to those of his four immediate predecessors. The club file need not have historical data contained therein older than five years. Except, if any club shall have been rated as poor or critical, then that file shall show a ten year history until the last three DG s rate the club good or excellent. Thereafter, the file may show a five-year history. The files of any DG s that rate a club poor or critical shall be a permanent part of that club s file. 106.3 Each year these files shall be turned over to the DGE not later than January 15. 107 DISTRICT PROPERTY 107.1 From time to time the District purchases property for more than a single use. That property usually is of an audio/visual nature, but may be items of décor for use at seminars, assemblies, conferences or by individual clubs for whatever purpose. The DG shall provide every club with a listing of such property, and its location, and the person to contact to arrange to borrow the property. The DG shall provide each club with the list before September 1 st of his/her year of administration. 107.2 Each year the list of these properties shall be turned over to the DGE not later than July 15 th. 108 TRANSITION 108.1 It is appropriate and recommended to give the DGE a worthy introduction and a high profile at the year end District Conference, providing opportunities for promotion of new initiatives and the District Conference ensuing year.
10 109 PROCEDURES MANUAL CHANGES 109.1 Changes to this District Procedures Manual may be made by amendment enacted at the District Conference. Such amendments may be proposed by any club in this District or by the DG. Such proposed amendments must be submitted to the DG not less than sixty (60) days prior to the opening day of the District Conference. The DG must then submit copies of the proposed amendment to the President of each club in the District not less than thirty (30) days prior to the opening day of the District Conference. Such proposed amendments shall be presented to the Rotarians present at the District Conference for full and open discussion, and then be voted upon by the credentialed electors present at the Conference. A simple majority shall be required to pass an amendment to the Procedure Manual. Any amendments passed shall become effective on the first occurring July 1 st after the day of the vote.