Rotary Ddistrict 5110 Policy Manual

District Policy Manual

ROTARY DISTRICT 5110 POLICY MANUAL

Revised April 2011

POLICY MANUAL -- DISTRICT 5110

ROTARY INTERNATIONAL

District Policy Manual Rev 2011

ARTICLE I -- FOREWORD

ARTICLE II -- POLICY PROCESS

ARTICLE III -- DISTRICT ORGANIZATION

ARTICLE IV -- PER CAPITA ASSESSMENTS

ARTICLE V -- RESOLUTIONS COMMITTEE

ARTICLE VI -- NOMINATING COMMITTEE

ARTICLE VII -- DISTRICT GOVERNOR NOMINEE, NOMINATION AND ELECTION PROCEDURE

ARTICLE VIII DISTRICT ELECTRONIC COMMUNICATIONS COMMITTEE

ARTICLE IX -- FINANCE COMMITTEE

ARTICLE X -- FUNDS MANAGEMENT

ARTICLE XI -- FOUNDATION COMMITTEE

ARTICLE XII -- WORLD COMMUNITY SERVICE COMMITTEE

ARTICLE XIII-- ARCHIVES COMMITTEE

ARTICLE XIV -- DISTRICT LEADERSHIP ACADEMY

ARTICLE XV -- INTERACT COMMITTEE

ARTICLE XVI -- ROTARACT COMMITTEE

ARTICLE XVII -- DISTRICT CONFERENCE, DISTRICT ASSEMBLY

ARTICLE XVIII -- ARTICLE XVIII – DISTRICT ACTIVITY RESOURCE COMMITTEE

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(All Sections given ARTICLE numbers as per Resolution No. 1, adopted at the May 2004 District Conference and revised by Resolution No. 4 adopted at the May 2005 District Conference.)

ARTICLE I -- FOREWORD

1. Existing policies governing administration of District 5110 are stated in the District Policy Manual, first adopted in 1974 as a supplement to the Rotary International Manual of Procedure.

2. Resolution Number 1 adopted at the May 1999 District Conference made changes throughout the Policy Manual as necessary to:

incorporate changes in keeping with Article XIII, Section 13.010 of the Rotary International Bylaws which provide for election of the District Governor Nominee to District Governor Elect one year prior to taking office as District Governor; and

to ensure neutral gender references in the policy manual terminology.

3. At its March, 1994 meeting, the RI Board of Directors made the following decision:

The Board requests the General Secretary to advise all Governors, in the manner he/she deems most appropriate, that while the Board recognizes that district bylaws can be helpful in the efficient administration of districts, they must at all times be in harmony with and cannot supersede the constitutional documents of RI and, as such, are only advisory to the Governor in his/her capacity as the Officer of Rotary International in his/her district.

ARTICLE II -- POLICY PROCESS

1. In order to regulate District Procedures and to provide an orderly and useful system of maintaining records of District actions and resolutions, this District 5110 Policy Manual is established and shall be used as a guide for District Governors, District Committees and Clubs of the District.

2. Modifications or additions to the District policies in this Manual shall be by Resolutions adopted at the Annual District Conference.

a. Resolutions proposing a District Policy may be initiated by any Rotary Club in the District, acting at a regular meeting thereof; by the District Governor; District Governor Elect; District Governor Nominee; any Past District Governor; any Club President; any Club Secretary; any Club President-Elect; any Club Secretary-Elect; the District Advisory Committee; or the District Resolutions Committee (acting as a committee).

b. Resolutions initiated as provided above, except for resolutions initiated by the District Governor or by the District Resolutions Committee, shall be delivered to the District Governor not less than 45 days prior to the opening day of the District Conference at which such resolutions shall be considered. Resolutions received by the District Governor, along with resolutions initiated by the District Governor, shall be delivered to each member of the District Resolutions Committee not less than 40 days prior to the opening day of the District Conference at which such resolutions shall be considered.

c. Rotary Clubs will follow the procedures of RI Bylaws ARTICLE 7 when proposing Resolutions or Enactments for consideration by the RI Council on Legislation and will include a statement of purpose and effect, not to exceed 300 words, identifying the issue or problem that the legislation seeks to address and explaining how the proposal addresses or resolves such problem or issue. (Per Resolution No.1, adopted at the April 2011 District Conference.)




d. Resolutions received by the District Resolutions Committee, along with resolutions initiated by the Committee shall be forwarded to each Rotary Club President in the District, and to the District Governor, District Governor Elect, District Governor Nominee, and to each Past District Governor of District 5110, not less than 30 days prior to the opening of the District Conference at which such resolutions shall be considered.

e. At a time and place during the Annual District Conference designated by the District Governor, each resolution proposing a District policy received by the District Resolutions Committee shall be presented by its Chair with its recommendation for Conference action.

f. Votes shall be cast at the Annual District Conference in accordance with Article XV, Section 15.050 of the By-Laws of Rotary International.

3. Reference to “Manual of Procedure” indicates Manual of Procedure, Rotary International pamphlet 035-EN (1992), and subsequent issues.

ARTICLE III -- DISTRICT ORGANIZATION

1. The District office shall be at such location as the District Governor shall deem appropriate. The official files of the District shall be kept at this office. The District Governor shall pass the official files, together with any District owned properties, to the successor District Governor not later than 15 days after the close of the sitting District Governor’s term of office.

2. The District Governor shall, prior to assuming office on July 1, appoint Standing Committees as follows to assist in the administration of the District:

a. District Membership Development

b. District Training Committee

c. District Extension Committee

d. District Finance Committee

e. District Youth Exchange Committee

f. District Elections Committee

g. District Rotaract Committee

h. District Interact Committee

i. District RYLA Committee

j. District Public Relations Committee

k. District Conference Committee

l. The Rotary Foundation Committee

m. RI Convention Committee

n. District Resolutions Committee

o. District Nomination Committee




p. District Archives Committee

q. World Community Service Committee

r. District Leadership Academy Dean and Instructors

s. District Electronic Communication Committee (Per Resolution No.1, adopted at the May 2008 District Conference)

t. District Activity Resource Committee (DART). (Per Resolution 5 adopted at the May 2010 District Conference.)

3. The District shall incorporate the District’s Youth Exchange Program as a 501(c)3 non profit, tax exempt Corporation in accordance with Rotary International and US Department of State requirements. The Chair of the Youth Exchange Corporation shall be the District Governor. The Corporation shall be governed and administrated by its Corporation Board approved Bylaws. (Per Resolution No. 2, adopted at the May 2007 District Conference.)

4. The District Governor may, at his/her discretion and in accordance with personal administrative techniques, appoint the following non-standing committees during his/her term as Governor where deemed necessary or desirable to enhance the effectiveness of district administration:

a. Assistant Governors (Per Resolution No. 3, adopted at the May 2004 District Conference.)

b. District Advisory Council as defined in the RICOP, Section 19.090. (Revised by Resolution #3 adopted at the May 2010 District Conference.)

c. Community Service Committee

d. Vocational Service Committee

e. Club Service Committee

f. Club Bulletin Committee

g. Such other committees as the District Governor may deem advisable or appropriate or as requested by Rotary International.

h. Governor’s Area Representatives may be appointed to assist the District Governor and Assistant Governor’s in those instances where the area covered by the Assistant Governor is far reaching. (Per Resolution No. 3, adopted at the May 2004 District Conference and Resolution No 1, adopted at the May 2008 District Conference.)

5. Each incoming District Governor should distribute committee appointments among the Clubs of the District to the maximum feasible extent and, where practicable, avoid reappointing individuals to committees on which they have served for six consecutive preceding years. (Per Resolution No. 2, adopted at the May 1987 District Conference.)

6. The District Governor shall be responsible for supplying the District Governor-elect, as soon as possible following his or her election prior to the International Assembly, full information as to the condition of clubs with recommended action for strengthening clubs. (Per Resolution No. 2, adopted at the April 2011 District Conference.)

7. Information received by the District Governor regarding Rotary International or District processes or procedures that involve the eligibility of Past District Governors for appointment to Rotary




International or District committees, task forces or other representative positions shall be forwarded by the District Governor directly to each Past District Governor in the District as well as each Rotary Club. (Per Resolution No. 4, adopted at the May 2003 District Conference.).

8. It is recommended that each District Governor, at the conclusion of his/her term of office, do the following three things: (Per Resolution No. 5, adopted at the May 2004 District Conference.)

Bring the corporate journal up to date for his/her administration.

Turn the corporate journal over to the successor District Governor.

Turn over to the archives one copy of the corporate journal prepared by him/her for his/her year as District Governor. (Per Resolution No. 3, adopted at the May 1992 District Conference.).

9. The corporate journal will include, as a minimum, the following Resolution items: (Per No. 5, adopted at the May 2004 District Conference and Resolution No. 1 adopted at the May 2006 District Conference.)

a. A copy of the report of the District Governor to Rotary International required by Rotary International RCP 17.050.1. (Per Resolution No. 2, adopted at the April 2011 District Conference.)

b. A copy of the report of the District Conference to Rotary International required by RI By Laws Article 15.040.5.

c. A report of the District Assembly listing location of the Assembly, host club(s), clubs represented, members attending and a copy of the Agenda.

d. The District Financial Report for the Rotary Year to include the reports for the District General Fund, the District Reserve Fund, District Conference, World Community Service Committee, Youth Exchange Committee, Rotary Youth Leadership Award Committee and any other special funds that may exist or have been created during the fiscal year..

e. The District Directory and Policy Manual.

f. Report of new clubs established or clubs terminated.

g. Report of any change in district boundaries. (Per Resolution No. 1, adopted at the May 2008 District Conference.)

h. A summary of new and significant developments in the District from the viewpoint of the District Governor.

10. Experience shows that the process of transmitting files and journals from one District Governor to the next and to the archives may be disrupted by competing year-end pressures. It is, therefore, recommended that the District Archives Committee remind the District Governor of this responsibility as the end of his/her term approaches and provide such guidelines as necessary. It also is recommended that the incoming District Governor be responsible for picking up the District Journal and files from the outgoing District Governor.




ARTICLE IV -- PER CAPITA ASSESSMENTS

The purposes of the funds raised by the per capita assessments are as follows:

1. To meet the expenses of the District Governor for travel, postage, lodging, telephone, telegraph, stationery, printing, secretarial work, and other administrative expenses beyond the monies allocated to the District Governor for such purposes by Rotary International, but not to exceed an amount set forth in the budget.

2. To meet the expenses of conducting District affairs such as, but not limited to, District Conference, District Assembly, District Institutes, and special District functions.

3. To pay for lunch for all Rotarians attending the District Assembly. (Adopted by Resolution at the May 1997 District Conference)

4. To pay for transportation, meals and lodging for the District Governor Elect to attend the International Convention following the International Assembly attended by that District Governor Elect, the amount of money to be determined as set forth in the budget, and as approved by the Finance Committee each year.

5. To permit the District Governor to use discretion in disbursing District Funds as may be deemed advisable for:

a. Providing gifts for visiting dignitaries.

b. Travel to such affairs as Zone meetings or similar affairs whereby the District Governor may learn techniques of value to the District.

6. Other expenses which the District Governor may feel are in the best interest of the District and approved by the Finance Committee. (Revised by Resolution #4 adopted at the May 2010 District Conference.)

ARTICLE V -- RESOLUTIONS COMMITTEE

The Resolutions Committee shall consist of at least five (5) members who shall be appointed by the District Governor, at least two of whom shall be Past District Governors, one of the Past District Governors to be the Chair.

DUTIES:

1. To keep the resolutions of District 5110 in conformity with the changes in the Constitution and By-Laws of Rotary International.

2. To receive, edit, publish and distribute to all member Clubs of District 5110, Rotary International, any resolutions submitted by a Club, the District Governor, the District Governor Elect, the District Governor Nominee, any Past District Governor, a Club President, a Club Secretary, or a Club President or Club Secretary-elect, and proposed for adoption by the District at the District Conference.




3. To prepare, publish, and distribute to all member Clubs of District 5110, Rotary International, any new resolution or proposed amendment to existing resolutions it may deem necessary to maintain the administration of the District in conformity with the District’s interests, provided that such resolutions must be in strict conformity with the Constitution and By-Laws of Rotary International and consistent with existing conditions of District 5110.

4. To distribute to all member Clubs of District 5110, Rotary International, at least one month prior to the District Conference, all proposed resolutions, other than those of a congratulatory or commendatory nature, and to refer to the succeeding District Resolutions Committee all resolutions proposed by any member Club which are received too late for the achievement of such distribution within the month preceding the District Conference.

5. Upon District passage of the proposed Resolutions, forward one copy of each Resolution to the Chair, Archives Committee, for insertion in the permanent Archives of the District. (Per Resolution No. 3, adopted at the April 2011 District Conference.)

6. To perform such other duties related to District legislation as may appear necessary either to the Committee or the District Governor.

7. To render an oral report annually to the District Conference.

ARTICLE VI -- NOMINATING COMMITTEE

1. The District Nominating Committee shall consist of seven (7) persons who are members in good standing of Rotary Clubs in District 5110 and who reside within the boundaries of the District, three of whom shall be the last three (3) Past District Governors of this District. The other four members of the committee shall be persons who have served as Assistant Governor or Rotary Club President in District 5110, to be selected as set forth in section 2 of this Article VI. The chair of the Nominating Committee shall be the Past District Governor whose term as District Governor was served prior in time to the other members thereof.

2. This section sets forth the procedure for selecting the four members of the nominating committee who are not Past District Governors; qualifications of the candidates; limitations on their terms of service; and designation of areas from which members are elected. The provisions of this section do not apply to Past District Governors serving on the committee.

a. The district shall be divided into four (4) areas with approximately equal numbers of Rotarians, each of which shall elect one member of the nominating committee. Initially, the areas are designated as follows:

i. Area One: Benton, Linn, Jefferson, Crook and Deschutes counties;

ii. Area Two: Lincoln and Lane counties;

iii. Area Three: Jackson and Siskiyou counties;

iv. Area Four: Douglas, Coos, Curry, Josephine, Klamath and Lake Counties.

To maintain approximate equality of numbers of Rotarians among the areas, the areas may be changed from time to time by resolution duly submitted and adopted at a District Conference, such resolution to be voted upon only by certified electors at the conference.




b. The elections committee shall compile, by area, short biographical sketches of Leadership Academy graduates who are eligible and willing to serve on the nominating committee. No less than thirty days prior to the opening day of the District Conference at which the election for members of the Nominating Committee will occur, names and biographical information on all eligible and willing candidates shall be emailed to area clubs and the District Governor.

c. Eligible candidates shall be individuals who have served as Assistant Governor or as Rotary Club President within the seven year period prior to the year in which the nominating committee will meet and have graduated from the District Leadership Academy.”

d. If only one eligible and willing candidate is available from an area, the District Governor shall certify that candidate as a member of the nominating committee. If more than one candidate is available from an area, the member of the nominating committee shall be determined by an election at the District Conference in the Rotary year prior to the member’s term of service on the committee. Voting shall be by the certified electors from the area that has more than one candidate. Balloting shall be by the single transferable ballot system. The candidate receiving a majority of the votes shall be elected. The voting shall take into account the second and subsequent choices where necessary. Each club shall have the number of votes as determined under Section 15.050.1 of the Bylaws of Rotary International. All votes from a club with more than one vote shall be cast for the same candidate.

e. An individual selected for the nominating committee pursuant to this Article shall serve a one-year term. No such individual may serve more than three (3) one-year terms

f. No member, alternate member, or candidate for membership on a nominating committee, whether elected or not, and any candidate who is elected and subsequently resigns from such committee, shall be eligible to be nominated for District Governor in the year in which the committee serves.

3. Vacancies on the Nominating Committee for Governor shall be filled as provided in this section.

a. A vacancy on the committee is created by a member’s death, resignation, incapacity, or failure to meet the eligibility requirements set forth in this Article VI.

b. A vacancy created by the failure of a Past District Governor to serve shall be filled by the District Governor who shall appoint the next eligible Past District Governor of District 5110, in order of that Governor’s year of service as District Governor, the most recent first. If there is no Past District Governor available to serve, the District Governor may appoint any eligible Past Assistant Governor to fill the vacancy.

c. A vacancy created by the failure of a person selected for the Nominating Committee pursuant to section 2 of this Article VI to serve shall be filled as follows:

i. In the case of an individual who had been elected to the committee by balloting at the District Conference, the District Governor shall appoint the runner-up in that election to fill the vacancy. If the runner-up, for any reason, is unable to serve, the District Governor shall appoint any other eligible person from the area represented by the vacant position.

ii. In the case of an individual selected for the committee other than by balloting at the District Conference, the District Governor shall appoint any other eligible person from the area represented by the vacant position. (As modified by Resolution No.3 with Amendments




adopted at the May 2007 District Conference and Resolution No. 2, adopted at the May 2008 District Conference.)

ARTICLE VII -- DISTRICT GOVERNOR NOMINEE, NOMINATION AND ELECTION PROCEDURE

1. On or before October 15 of the Rotary Year immediately preceding the calendar year the District Governor Nominee will be elected at the RI Convention as District Governor Elect, the President of any Club wishing to place the name of one of its members in nomination for District Governor Nominee Designate shall file with all members of the Nominating Committee, the District Governor, the District Governor Elect and the District Governor Nominee a Resolution of the Club, adopted at a regular meeting of the Club, and properly certified by the Club secretary, naming such candidate and certifying that the candidate meets the qualifications for District Governor Nominee as provided in Rotary International By-Laws Article 15.070 together with supplemental information limited to a picture of the candidate and biographic sketch of his/her personal and Rotary background. The District Governor shall, not later than September 15, issue, or cause to be issued in the name of the Nominating Committee, an announcement inviting any club which desires to do so to suggest a candidate for District Governor Nominee Designate and will furnish the names and mailing addresses to which suggestions shall be sent. (Per Resolution No. 3, adopted at the May 2008 District Conference.)

2. Before the end of November, the chair will call a meeting of the Nominating Committee to choose a proposed candidate for District Governor Nominee Designate. In making the selection the Nominating Committee shall not be limited in its selection to those names submitted by the Clubs in The District. The Chair of the Nominating Committee shall notify the District Governor of the candidate selected within 24 hours of the adjournment of the nominating committee. The name and club of the nominee selected by the Nominating Committee together with a statement of his/her qualifications shall be published within 72 hours from the receipt of the notice from the chair of the Nominating Committee. Publication of the announcement consists of a written notice by the governor by letter, e-mail, December Governor’s Monthly letter or fax to the clubs in the district. (Per Resolution No. 10, adopted at the May 2004 District Conference and Resolution No. 3, adopted at the May 2008 District Conference and modified by Resolution No. 5 at the April 2011 District Conference).

3. If the nominating committee cannot agree upon a candidate, the District Governor Nominee Designate shall be elected from among those candidates suggested to the Nominating Committee in a ballot by mail as provided in Article 13, Section 13.040 of the By-Laws of Rotary International. (Per Resolution No. 3, adopted at the May 2008 District Conference.)

4. Not withstanding any nomination made by the District Nominating Committee, any club in the district may propose a challenging candidate for District Governor Nominee Designate whose name had previously been duly submitted to the Nominating Committee. To do so the club must file with the District Governor not more than 14 days following the publication of the Nominating Committee’s selection by the District Governor a Resolution of the Club, adopted at a regular meeting thereof, naming the challenging candidate. If a challenge is proposed, the District Governor shall inform all clubs and inquire whether any club wishes to concur with the challenge. To do so, a club must file with the District Governor, on or before a date set by him/her, a




resolution of the club, adopted in accordance with the club bylaws at a regular meeting thereof, concurring with the challenge. Only challenges which have been concurred with by at least 10 percent of the clubs in the district shall be valid. (Per Resolution No.3, adopted at the May 2008 District Conference and modified by Resolution No. 5 at the April 2011 District Conference).

5. If, by the 14th day after the District Governor publishes the name of the Governor-nominee, no such challenging nomination has been received by the District Governor, the District Governor shall declare the candidate of the Nominating Committee to be the District Governor Nominee Designate and within 15 days thereafter shall notify all of the clubs in the district.

6. If by the deadline, a valid challenging nomination has been the District Governor shall notify within seven days following the deadline, all clubs of the name and qualifications of each challenging candidate and the names of the challenging and concurring clubs and that all candidates for District Governor Nominee shall be balloted upon at the District Conference if the challenge remains effective up to the date set by the District Governor, the balloting to be by electors only using written ballots and utilizing the single transferable ballot method if there are more than two candidates. The validation and counting of ballots shall be conducted consistent with the provisions of Article 13.020.13 of the Bylaws of Rotary International.

7. If, no valid challenging nomination following the 15 day period is received, then the District Governor shall declare the candidate selected by the Nominating Committee to be the District Governor Nominee and within 15 days thereafter shall so notify all clubs in the district. (Per Resolution No. 1 adopted at the May 1994 District Conference and Resolution 3 adopted at the May 2008 District Conference)(Previous paragraph 5 modified and expanded into paragraphs 5,6, and 7 for clarity by Resolution No. 5 adopted at the April 2011 District Conference.)

ARTICLE VIII -- DISTRICT ELECTRONIC COMMUNICATIONS COMMITTEE (Per Resolution No. 3 adopted at the May 2005 District Conference)

1. The District Electronic Communications Committee shall consist of at least five (5) members appointed by the District Governor, at least two of whom shall be Past District Governors. Preferably, appointees will be experienced in using technology in all aspects of District Management and one or more of the appointees will be knowledgeable in developing and managing Websites. Terms of service will be for three years with no limit on reappointments.

2. In consultation with the District Governor appointed Chair of the Committee, the District Governor will appoint a District Webmaster. If the appointed District Webmaster is not a member of the District Electronic Communications Committee, they will serve in an advisory capacity to the Electronic Communications Committee.

3. Principal duties of this committee shall be to:

a. Implement, administer and evaluate the effectiveness of the Electronic Communications system in the District;

b. Oversee the District budget allowance for the Committee;

c. Provide assistance and support for the various entities in the District that use the system;




d. Authorize the establishment of subordinate sites of the District 5110 Website;

e. Develop ongoing strategies as needed for improving the District electronics communications;

f. Negotiate as required to secure Web hosting services and other necessary maintenance assistance;

g. Conduct workshops and training sessions on Electronic Communications for all clubs and committees in the District at the annual District Assembly and at other times as required; and

h. Ensure that Electronic Communications within the District are in compliance with the Guidelines and Policies for Electronic Communications set forth by Rotary International in the RI Code of Policies Article 52.020 and 52.030 and District 5110 Supplemental Guidelines and Policies for Electronic Communications as set forth in paragraphs below.

District 5110 Supplemental Guidelines and Policies for Electronic Communications

1. District 5110 shall establish and maintain a District 5110 Web Site for the purpose of providing an Internet presence for District 5110 on the World Wide Web and providing a means for rapid and efficient communications among and between Rotary entities in the District.

2. All District 5110 web sites are to be developed and maintained as separate entities and not as a sub-entity of an individual Rotarian’s personal or business web site or any other non-Rotary entity. Ownership of all District Committee Web Sites will remain with the District and ownership of each District Rotary Club Web Site will remain with the specific Rotary Club.

3. Purchase and/or registration of a domain name by any district level entity will require approval of the District Electronic Communications Committee prior to their acquisition. All Websites within the District linked to the District 5110 Website will have domain names readily identifiable as a Rotary entity.

4. Each club is strongly encouraged to appoint an Internet Communications Officer(ICO) whose responsibility shall be to serve as the communications contact between the club and the District.

5. District 5110 has adopted the Portable Document Format(PDF) standard as adopted by Rotary International for electronic document transmission via Email or for download from the Internet.

6. The District 5110 Web Site will provide links to the Rotary International Web Site, each District 5110 Committee Web Site and each District 5110 Club Site that is in compliance with District 5110 and Rotary International Guidelines and Policies for Electronic Communications.

7. To facilitate communications and provide information between and for Rotarians in the District, the District 5110 Web Site will provide, among other things:

a. An interactive District Calendar of activities.

b. A security protected District Directory.

c. Information on District Clubs’ leadership, contact points and meeting times and places.

d. A means to collect registrations for District events.




e. A means for disseminating District Newsletters, Membership information, and other District information.

f. A means for document and image storage and retrieval.

ARTICLE IX -- FINANCE COMMITTEE (Adopted by Resolution at the May 1998 District Conference and Resolution No.4 at the May 2008 District Conference.)

1. The District Finance Committee shall consist of the three (3) most recent Past District Governors of District 5110 who are members of Rotary Clubs in District 5110 and who still reside within the boundaries of the District. The Past District Governor on this Committee who is the most senior Past District Governor in consecutive days of service on this Committee will become the Immediate Past Chair thereof and the Past District Governor on this Committee who is the second most senior in consecutive days of service will become the Chair of the Committee.

2. In the event that any Past District Governor on the Finance Committee dies, becomes unable or unwilling to serve, ceases to be a resident of the District, or ceases to be a member in good standing of a Rotary Club within District 5110, his/her position on the Committee shall be declared vacant and the District Governor shall appoint a Past District Governor of District 5110 who is a member of a Rotary Club in District 5110 and who still resides within the boundaries of the District, to complete the term of that member.

3. The District Governor shall appoint a Rotarian from the District, preferably a Certified Public Accountant, to be District Treasurer, who shall also serve as an Ex-Officio non-voting member of the District Finance Committee.

4. The District Governor, District Governor-Elect, District Governor Nominee and Incoming District Treasurer (when identified), shall be Ex-Officio non-voting members of the District Finance Committee.

DUTIES:

The District Finance Committee shall:

1. Prepare long-range financial plans and surveys in concert with the DGE and others that will be useful to the committee in establishing income and expense projections. (Per Resolution No. 4, adopted at the May 2008 District Conference)

2. Receive the District Governor’s end of year financial report within 75 days after the close of the fiscal year and arrange for an independent review by a qualified accountant to ensure compliance with District 5110 policies and the approved budget for the year, consulting with the immediate past District Finance Committee Chair, as necessary. This examination and review shall constitute the review required by Rotary International By Laws Article 15.060.4 (Revised by Resolution No. 1 adopted at May 2005 District Conference and modified by Resolution No. 5 adopted at May 2006 District Conference.)




3. Assure that the District Governor’s end of year financial report and review required by paragraph 1 above includes, but is not limited to details of: (Revised by Resolution No. 1 adopted at May 2005 District Conference.)

a. all sources of the district’s funds (RI, The Rotary Foundation, district and club)

b. all funds received by or on behalf of the district from fundraising activities

c. grants received from The Rotary Foundation or funds of The Rotary Foundation designated by the district for use;

d. all financial transactions of district committees;

e. all financial transactions of the governor by or on behalf of the district;

f. all expenditures of the district’s funds; and

g. all funds received by the governor from RI.

4. Assure that the District Governor has filed any necessary end of year reports with the Internal Revenue Service.

5. Within three months after the end of the fiscal year, forward the end of year annual statement and report to all the Rotary Clubs in the District; present the reviewed annual statement and report to the following District Conference for discussion and adoption; and provide a copy to the District Governor for inclusion in his/her District Conference Report to Rotary International. (Revised by Resolution No. 1 adopted at May 2005 District Conference.)

6. Review the District Governor’s quarterly financial reports and provide the District Governor with such comments as may be appropriate.

7. Meet as necessary with the District Governor Elect to develop a proposed District General Fund budget for the following fiscal year.

8. Include within the proposed District General Fund budget a recommended amount for the per capita assessment deemed necessary to support the proposed budget.

9. Review, prior to commencement of the fiscal year, the proposed budgets for the World Community Service Committee, Youth Exchange Committee, and Rotary Youth Leadership Award Committee, and advise the District Governor regarding approval of those proposed budgets.

10. Submit the Proposed District General Fund Budget to the District Clubs six (6) weeks prior to the District Assembly for review by the Clubs and to the clubs via the presidents- elect at the first district meeting of all presidents-elect This submission to the District Clubs shall include the rationale and justification for any significant changes from the previous budget; e.g. a change in annual dues. District clubs shall submit recommendations for changes to the Proposed Budget, if any, to the Chair, District Finance Committee, copy to the District Governor and District Governor Elect, not later than three (3) weeks prior to the District Assembly. After review of any submitted recommendations for change, the District Finance Committee will make revisions of the Proposed Budget, as appropriate. The Chair, District Finance Committee, in cooperation with the District Governor Elect, shall present the Proposed District General Fund Budget to a meeting of the incoming Club Presidents at the District Assembly for final discussion and approval/disapproval.




This presentation will include a history of the budget construction, specifically to recite any recommendations for change, including the source and reasons, received after initial submission of the Proposed Budget by the District Finance Committee. In the event of disapproval, the District Finance Committee will continue review and/or revision of the Proposed Budget and prepare for presentation of the Proposed Budget at the next regular, or specially called, District Meeting of all clubs. (Revised by Resolution No. 5 adopted at the May 2005 District Conference and Resolution No. 4 adopted at the May 2008 District Conference.)

11. Evaluate expenditures from the District General Fund to assure they are within the spending plan in the budget approved by the incoming presidents at the District Assembly.

12. In cooperation with the District Governor, monitor maintenance of the District Reserve Fund and authorize movement of funds between the District General Fund and District Reserve Fund in accordance with the policies set forth under ARTICLE X (FUNDS MANAGEMENT) of this manual. The District Finance Committee will not authorize any action which would result in expenditures exceeding the District Reserve Fund.

13. In cooperation with the District Governor, monitor the income and authorize any expenditures of any special funds that have been established by the District as set forth under ARTICLE X (FUNDS MANAGEMENT) of this manual. The District Finance Committee will not authorize any action which would result in expenditures exceeding the funds available in the special account. (Per Resolution No. 7, adopted at the May 2004 District Conference and Resolution #4 adopted at the May 2010 District Conference.)

ARTICLE X -- FUNDS MANAGEMENT (Adopted by Resolution at the May 1997 District Conference)

1. All District funds shall be deposited in a bank account or accounts insured by the FDIC. Responsibility for the management of these funds will be as follows:

2. The District General Fund will support the annual operating budget of the District Governor as approved by the incoming presidents at the District Assembly and will be under the direct control of the District Governor subject to the policies set forth in ARTICLE IX (FINANCE COMMITTEE) of this policy manual.

3. The District Governor may, if desired, establish a separate account for support of the District Conference, such account to be under the direct control of the District Governor.

4. The District Reserve Fund will be established to provide for unforeseen budgetary and emergency requirements and for advance funds for necessary budgetary expenditures by the incoming District Governor. The fund will be maintained and controlled in accordance with the following guidelines:

a. The District Treasurer will deposit the Reserve Fund in a separate account from the District General Fund or use the methodology of fund accounting by separating the Reserve Fund on the balance sheet. (Revised by Resolution #2 adopted at the May 2010 District Conference.)




b. The Rotary year beginning balance of the District Reserve Fund will be not less than thirty per cent nor more than sixty percent of the District General Fund budgeted expenditures for the year. (Revised by Resolution #2 adopted at the May 2010 District Conference.)

c. Movement of funds from the Reserve Funds to the District General Fund will be authorized only by the District Finance Committee upon petition by the District Governor to:

i. cover necessary expenditures in excess of revenues in emergency and unforeseen circumstances, or

ii. advance budgetary expenditures by the incoming District Governor. (Revised by Resolution #2 adopted at the May 2010 District Conference.)

d. The goal is to maintain the District Reserve Fund between thirty and sixty percent of the District General fund budgeted expenditures at the beginning of the Rotary year. In the event the District Reserve Fund is predicted to be near or below the specified thirty percent minimum, the District Finance Committee will include budgetary plans for collection and movement of funds from the District General fund to the District Reserve Fund to bring it to a level deemed prudent by the District Finance Committee. At the end of the Rotary year, funds collected through the District General Fund for a specified purpose (i.e., by budget line item) of increasing the District Reserve Fund and other unexpended District General Funds will be transferred to the District Reserve Fund. District Reserve Funds in excess of the specified sixty percent maximum may be transferred to the District General Fund to reduce per capita dues, for a pro rata distribution to the District Clubs, or to improve designated District wide programs. (Revised by Resolution #2 adopted at the May 2010 District Conference.)

e. The District Finance Committee will not authorize any action which would result in expenditures exceeding the District Reserve Fund.

5. The Committee funds for World Community Service, Rotary Youth Leadership Award and any special funds created during the fiscal year will support the committee programs approved by the District Governor and will be managed as prescribed below.

6. All District 5110 committees which receive funds from sources other than the District Treasurer shall be subject to the following procedure:

a. The District Governor, with the advice of the Chair of each affected committee, shall appoint for each affected committee a Rotarian to serve as Treasurer of the committee. The positions of Treasurer shall be in addition to any other committee personnel provided for in this Policy Manual, and the persons appointed need not have any other responsibilities on the committees. The Treasurer of the committee shall be responsible for receiving and disbursing committee funds in furtherance of the purpose of the committee. All operating funds received by the committee or individual members of the committee for support of officially sanctioned District Rotary events shall be deposited in a bank account or accounts insured by the FDIC. At the discretion of the Committee Treasurer and Chair, committee reserve funds may be deposited in commercial low risk/money market investments, defined as being 90 days or less to maturity, or short-term U.S. Government Treasury bills or notes, defined as being three years or less to maturity. The account or accounts shall be in the name of Rotary International




District 5110 (insert committee name) Committee and shall use the Federal Tax Identification Number of District 5110.

b. Following the close of the fiscal year, the committee Treasurer shall provide an accounting to the immediate Past District Governor in sufficient detail to enable the Governor to include the committee financial activity in his/her annual report to the Internal Revenue Service, to the District Finance Committee and to the clubs as required by Article XV, Section 15.060.4, of the Bylaws of Rotary International. The financial records of each such committee shall be subject to the same audit rules as are District 5110 funds.

ARTICLE XI -- FOUNDATION COMMITTEE (Per Resolution No. 6, adopted at the May 2003 District Conference.)

1. The District Rotary Foundation Committee consists of a group of experienced and dedicated Rotarians who assist the District Governor in educating, motivating, and inspiring Rotarians to participate in Foundation programs and fundraising activities in the District. The District Rotary Foundation Chair plays a critical role in furthering The Rotary Foundation’s objective of world understanding and peace by reaching out to the clubs, sharing the Foundation’s important message, and helping to realize the Foundation’s goals. Under the District Governor’s leadership, the Chair works with the committee to plan, coordinate, and evaluate all district Foundation activities.

2. To be effective, the DRFC must have continuity of leadership; therefore, the DRFC chair will be appointed for a three-year term. The DRFC chair must have significant knowledge of, commitment to, and experience with Rotary Foundation activities. The District Foundation Committee consist of not less than eight (8) experienced Rotarians who have shown a commitment to the Foundation as demonstrated through program participation and financial contributions. Each member of the District Foundation Committee shall be a Sub-committee chair. No Sub-Committee chair shall serve as such for more than three years in succession. Sub-committees shall be as follows:

a. Scholarships: The Scholarships Sub-committee is responsible for promoting and district participation in the Ambassadorial Scholarships, Rotary Grants for University Teachers, and the Rotary Centers for International Studies in peace and conflict resolution. The sub-committee focuses on four basic elements of each program: Promotion and Selection, Orientation, Hosting Scholars, and Alumni Outreach. The committee should include at least three members with preference given to those with club-level experience with the scholarship programs. Continuity of membership on this committee should be at least two Rotary years. Where practical, the sub-committee should include members with the ability to assess an applicant’s foreign language skills during the interview. Members are selected by the District Governor cooperatively with the District Governor-Elect, who serve as members of the sub committee. For selection of the candidate for the Rotary World Peace Scholarship, committee members should also include the Immediate Past District Governor, The Rotary Foundation Committee Chair, and Rotarians or non-Rotarians with expertise in the fields of peace and conflict resolution, education, and/or civic or business leadership. (Per Resolution No. 8, adopted at the May 2004 District Conference.)




b. Group Study Exchange: The major responsibility of the GSE Sub-committee is to insure the success of the district’s participation in the program by assisting the Governor-Elect/Governor in applying for GSE awards and ensuring fulfillment of all program guidelines and requirements as stated in the Group Study Exchange Leaders’ Handbook (165-EN). In addition to the minimum recommended qualifications established in the District Leadership Plan for Sub-committees, preference should be given to those with club-level experience with the GSE program.

c. Grants: The Grants Sub-committee is responsible for informing the clubs and district committees of possibilities for obtaining support for Foundation Grants such as Matching Grants, Individual Grants, and Health Hunger and Humanity (3-B) grants. As of July 1, 2003, the Grants Sub committee will be responsible for reviewing and certifying the accuracy of all humanitarian grant applications before the applications are submitted to the Rotary Foundation for funding.

The Sub-Committee shall also be responsible for promoting, encouraging, educating and assisting clubs in the development of project proposals for district-sponsored grants (District Simplified Grants or DSG) The Sub-committee will select and approve District Simplified Grants. The committee will ensure that satisfactory progress and final reports are submitted to the Rotary Foundation. The Sub-committee also has the fiduciary responsibility in accounting for the use of all DSG monies. Failing to submit progress and final reports will prevent the district from receiving funding for subsequent DSG proposals.

In addition to the minimum recommended qualifications established in the District Leadership Plan, preference should be given to individuals who have been directly involved with the successful implementation of an international service project that was supported by a Foundation grant. Preference may also be giving to those who speak a second language with the ability to directly communicate with project partners and those with professional expertise in public health, international development or grant preparation.

d. Annual Giving: The Annual Giving Sub-committee is responsible for designing and implementing a comprehensive and effective district program to achieve the district’s Annual Programs Fund giving goal. These efforts will have the primary objectives of (1) promoting the Foundation many successes to Rotarians and others. (2) encouraging every Rotarian to make an annual contribution (3) educating Rotarians on the Foundations operations and (4) motivating Rotarians to participate in club and district-sponsored Foundation programs. In addition to the minimum recommended qualifications established in the District Leadership Plan, professional expertise in fundraising, sales, marketing, public relations or a financial field is highly recommended. The committee should have at least 3 members and in general, Sub-committee members should be appointed for three-year, overlapping terms to provide continuity in planning and leadership.

e. Foundation Information: The major responsibility of this Sub-committee is to design an educational network system that will build a greater awareness and understanding of the activities of the Rotary Foundation among Rotarians and keep them informed of new developments and success stories as they occur.




f. Alumni: The major responsibility of this Sub-committee is to develop and/or maintain a complete, accurate and updated district directory or database of Foundation program participants and alumni sponsored by the district and/or residing in the district and to advise the Rotary Foundation of any additions or changes to this database or directory. In addition to the minimum recommended qualifications established in the District Leadership Plan, preference should be given to individuals with club-level experience with the alumni program or district-level experience with the Scholarships or Group Study Exchange Sub-committees.

g. Permanent Fund: The Permanent Fund Sub-Committee is responsible for securing Benefactor commitments and Bequest Society members and soliciting major gifts from those capable individuals to build the Permanent Fund. In addition to the minimum recommended qualifications established in the District Leadership Plan, professional expertise in fundraising, sales, marketing, public relations or a financial field is highly recommended. This Sub-committee should have at least three members and should be appointed to three-year, overlapping terms to provide consistency in planning and leadership.

h. PolioPlus: The District PolioPlus Sub-committee is responsible for supporting Rotary’s commitment to polio eradication and encouraging participation in PolioPlus activities by all Rotarians. Preference should be given to individuals with club-level experience with the PolioPlus program, and professionals in a relevant field, such as public health, marketing or transportation. Appointments of at least three Rotarians should be for staggered three year terms will help ensure continuity.

3. Sub-committee Chair appointments should provide for continuity of membership and should include, insofar as possible, Rotarians with experience in the field of activity for the respective sub-committees. (Per Resolution from April 1993 District Conference.)

4. Each Sub-Committee Chair will serve a three-year term, if possible.

5. Additional members of the Committee or Sub-committees may be appointed at the discretion of the District Governor. The duties of the Committee and the Sub-Committees shall be as set forth in the Rotary Foundation Manual and as directed by the District Governor. All committee members will be eligible for reappointment. Vacancies shall be filled by appointment by the District Governor and shall be for the remainder of the term of the member vacating membership.

(ARTICLE XII -- YOUTH EXCHANGE COMMITTEE deleted and subsequent Articles renumbered accordingly Per Resolution Number 2, May 2007 District Conference.)

ARTICLE XII -- WORLD COMMUNITY SERVICE COMMITTEE

1. The World Community Service Committee is responsible for (1) promoting world community service activities by encouraging, educating and assisting Clubs to identify world community service projects, developing contacts with Rotary Clubs in other countries and assisting Clubs in obtaining matching grants for world community service projects; (2) allocating District Designated Funds (SHARE funds obtained from contributions to The Rotary Foundation) or humanitarian purposes as a match to Club contributions for world community service projects; and (3) working with the Club




project sponsors in coordination with the Grants Subcommittee to review grant applications to verify that they are complete and comply with TRF rules before submission to TRF.

2. The World Community Service Committee shall be a standing committee consisting of Executive Committee and representatives of all Clubs in the District. The Executive Committee will consist of a Chair, Secretary, Treasurer and four members from Clubs in the District. The Governor shall appoint the Chair, who will, in consultation with the Governor, appoint the remaining members of the Executive Committee. In the interest of continuity of managing the world community service programs, care shall be taken to ensure appropriate representation of District Clubs, that large, medium and small size clubs are all represented, and that there is overlap of the committee members.

3. The executive committee is responsible for making interim decisions as necessary between Full Committee meetings. Full Committee meetings will be held quarterly in accordance with the schedule listed in the District Directory. Any Rotarian is welcome and encouraged to attend a WCS Committee meeting and any Rotary Club representative may present a proposed project to the Full Committee, however, on matters before the Full Committee, each Club is entitled to only one vote.

4. Reappointment of Committee members is permitted, but no member should serve more than six consecutive years. (Per Resolution No. 1, adopted at the May 1987 District Conference and modified by Resolution No. 7, adopted at the May 2006 District Conference.)

ARTICLE XIII -- ARCHIVES COMMITTEE (Per Resolution No. 9, adopted at the May 2004 District Conference.)

The Archives Committee shall consist of at least one (1) member, preferably but not necessarily, a Past District Governor, who shall be appointed by the District Governor. The purpose of the Committee is to gather and provide for safe storage of historical data and other memorabilia pertinent to the permanent recording of completed programs, activities and accomplishments of District 5110. The materials will include, but not be limited to, the annual District Governor journal materials as set forth in paragraph 7 of ARTICLE III (DISTRICT ORGANIZATION) in the Policy Manual. Additionally, other materials such as district membership data, special awards, letters, official papers, photographs or recorded material, deemed by the Committee to be of historical interest, will be gathered and placed in safe storage.

ARTICLE XIV -- DISTRICT LEADERSHIP ACADEMY (Per Resolution No. 1, adopted at the May 2003 District Conference and modified by Resolution No. 1 at the May 2007 District Conference)

1. The District Leadership Academy shall consist of a Dean appointed by the District Governor and six or more Academy Instructors who shall be recommended by the Dean for appointment by the District Governor.

2. The Academy Dean shall be a Past District Governor who has completed a term of service as an Academy Instructor; the Academy Instructors shall be Past District Governors or Past Presidents of Rotary Clubs in District 5110 or other qualified district leaders who are experienced in the field of




instruction they are appointed to in the Academy. Terms of service shall be one year with annual reappointments and no limitation on the number of reappointments.

3. Course work and materials, excepting RI printed materials, shall be available only on the District 5110 Leadership Academy Web site. The Course of Study shall consist of six or more individual courses based on the programs of Rotary International and the Rotary Foundation. (Revised by Resolution #7 adopted at the May 2010 District Conference).

4. Students admitted to the Leadership Academy shall be those Rotarians of District 5110 who have served as President of a Rotary Club in any District. Presidents, Presidents-Elect, Presidents-Nominee, Rotarians who have been appointed to a District Leadership Position, for example, the 5110 District Secretary, the 5110 District Treasurer, a District 5110 Assistant Governor, and/or any District 5110 Committee Chair or District Committee member, and other interested Rotarians who wish to be admitted to the Academy to become a resource for their Rotary Club. Past Presidents, Presidents-Elect and Presidents-Nominee may be nominated by their District 5110 Club, the District Governor of District 5110, a Past District Governor of District 5110, other District Officers/Leaders of District 5110 or former Academy graduates. Other selected Rotarians, as defined above, may be nominated by the District 5110 Governor who assumes office in July of the Rotary Year coinciding with the convening of the Academy Class. (Per Resolution #7 adopted at the May 2010 District Conference.)

5. Nominations of Current and Past Club Presidents, Presidents-Elect and Presidents-Nominee will be made during April, May, June and July preceding convening of the Academy Class. Nominations of other selected Rotarians will be made in the first week of August preceding convening of the Academy Class. The Academy Class Size shall be limited to 20 students, with exceptions to this size and nomination submission dates being made only by the Academy Dean. Priority for admission of students shall be granted in the following order: Past Presidents, Presidents, Presidents-Elect, Presidents-Nominee, Rotarians appointed to District positions, other nominated Rotarians.

6. All nominated students must have a personal Gmail account and be connected to the Internet. Students nominated shall review and accept the “Leadership Academy Program” and the Student Agreement of Understanding, as posted on the District 5110 website. A Certificate of Completion will be awarded only to those students who complete courses of study and related assignments in the Academy program, pass the final exams for each course and attend require meetings. (the Dean may excuse a participant from attending required meetings for good reason):

a. District TRF/WCS Seminar;

b. District Assembly Leadership Academy Seminar;

c. March meeting of the World Community Service Committee and;

d. Wrap-up Session and the Graduation Banquet and Recognition Ceremony at the District Conference. (Per Resolution #7 adopted at the May 2010 District Conference.)

7. The Leadership Academy shall be financially supported by the District General Fund to include, a Leadership Workshop, the final wrap-up session and luncheon, and the Graduation Banquet and Recognition Ceremony at the District Conference.




8. All students admitted to the District Leadership Academy shall be responsible for purchasing all course related curriculum materials from Rotary International per a list provided each year to each student.

9. The Academy Dean and the instructors for each course are responsible for developing the curriculum and creating course exams and assignments for all Academy courses.

10. The Academy Dean is responsible for securing and recommending instructors to the District Governor, recruiting students for the Academy, planning the leadership events at the District Assembly and District Conference, monitoring the overall program and keeping the District Governor informed of the Leadership Academy progress. (Per Resolution #7 adopted at the May 2010 District Conference.)

ARTICLE XV -- INTERACT COMMITTEE (Adopted by Resolution at the May 1997 District Conference)

1. The Committee shall be composed of a minimum of three (3) Rotarians appointed by the District Governor. Appointments may be made for up to three years and extended for an additional three year period with the exception of the Chair who shall serve in that capacity for no longer than three (3) consecutive years. The Chair will be responsible to the District Governor for administration of the Interact program in accordance with Rotary International and District policies.

2. The Committee shall promote the formation of Interact Clubs within the territorial limits of the Clubs comprising District 5110. They shall publicize the Interact program and offer counsel and assistance to Rotary Clubs forming and/or sponsoring Interact Clubs.

3. The Committee will maintain a current inventory of all chartered and prospective Interact Clubs within the District, the sponsoring Rotary Club and the contact information for the assigned Rotarian Advisor(s).

4. When the number of Chartered Interact Clubs meets or exceeds Rotary International’s requirement, the Committee shall work in close liaison with the District Governor in establishing a District Interact Organization and provide for the election of a District Interact Representative (DIR).

5. The Committee will work in liaison with the District Governor to provide assistance to the District Interact Representative in arranging and conducting District Interact meetings and to arrange an annual Interact Conference. The committee shall further be responsible for providing Leadership Training to Interact Club Officers.

ARTICLE XVI -- ROTARACT COMMITTEE (Adopted by Resolution at the May 1997 District Conference)

1. The Committee shall be composed of a minimum of three (3) Rotarians appointed by the District Governor. Appointments may be made for up to three years and extended for an additional three year period with the exception of the Chair who shall serve in the capacity for no longer than




three (3) consecutive years. The Chair shall be responsible to the District Governor for administration of the Rotaract program in accord with Rotary International and District policies.

2. The Committee shall promote the formation of Rotaract Clubs within the District and shall provide counsel and assistance to Rotary Clubs forming and/or sponsoring Rotaract Clubs. The Committee shall publicize the Rotaract programs and increase communications among Rotaract Clubs.

3. The Committee will work in liaison with the District Governor to establish and maintain the District Rotaract Organization and for election of the District Rotaract Representative (DRR) and to assist the DRR in arranging and conducting district-wide meetings and an annual District Rotaract Conference.

ARTICLE XVII -- DISTRICT CONFERENCE Conference: (Per Resolution No. 2, adopted at the May 2004 District Conference.)

1. Immediately upon certification of the DGN for the Rotary Year in which the District Conference of that DGN will occur, the District Governor will invite Rotary Clubs of the District to submit proposals for hosting the District Conference in the Rotary Year of the DGN. (See Paragraph 5 of ARTICLE VII [DG Nominee Nomination and Election Procedure] in this DPM. Revised by Resolution 1A adopted at May 2010 District Conference)

2. The DGN may request specific clubs to submit proposals. Interested Rotary Clubs are encouraged to consult with the DGN, prior to submission of their proposals, regarding prospective dates and locations for the District Conference.

3. The location and dates of the District Conference for the Rotary Year of the most recently selected DGN shall be decided at the District Assembly up to three years in advance of the Conference for the given Rotary Year by a majority of those Clubs in attendance at the District Assembly present after reviewing the proposals submitted by Rotary Clubs of the District. Each Club shall be entitled to one vote by a representative of that Club. (Revised by Resolution No. 2 adopted at May 2005 District Conference. Revised by Resolution 1A adopted at May 2010 District Conference.)

4. In the event of delay of selection of the DGN as provided for in Paragraph 5 of ARTICLE VII (DG Nominee Nomination and Election Procedure) in this DPM or changes in the DPM and consequent delay of the DG invitation for proposals from Rotary Clubs in the District, the presentation of proposals and selection of location shall be delayed until the next regular gathering of District clubs as deemed appropriate by the DG. Next regular gathering might be pre-PETS, PETS or a District wide Committee meeting. (Revised by Resolution 1A adopted at May 2010 District Conference.)

Conference Voting: (Per Resolution No. 4 adopted at May 2006 District Conference.)

1. Qualifications of electors shall be as set forth in RI Bylaws Article 15.050.1.

2. The Chair of the Credentials Committee will coordinate with the Conference Registration Chair to provide for the identification of Club Electors as they register for the Conference and for Credential Committee members to assist in that part of Conference Registration.




Information note: RI By Laws 15.050.2 also requires that only electors vote on the decision as to the amount of the per capita levy. We do not vote on this at the Conference. RI By Laws 15.060.2(a) provides the alternative way of voting on the per capita levy (we use the District Assembly and the PEs.)

3. Ballots for the matters set forth in paragraph 4 below are to be given only to those Electors attending the Conference Business Meeting and identified by Registration provided Identification Badge or by roll call by the Credentials Committee Chair.

4. Voting for selection of a member and alternate member of the Nominating Committee for Director, election of the Representative and Alternate Representative to the Council on Legislation, and elections to determine the composition and terms of reference of the nominating committee for governor will be by certified electors only. (Per Resolution No. 4 adopted at May 2007 District Conference.)

5. Every member in good standing of a club in the District present at the District Conference shall be entitled to vote on all matters except those set forth in paragraph 4 above.

6. A club may designate a proxy for its absent elector(s). Such club must obtain the consent of the Governor for such proxy. The proxy may include a member of its own club or a member of any club in the district in which the club is located. The proxy designation must be certified by the president and secretary of such club.

7. The proxy shall be entitled to vote as proxy for the non-attending elector(s) represented, in addition to any other vote the proxy may have. (Per Resolution No. 4 adopted at April 2011 District Conference.)

Assembly:

1. The annual District Assembly will be held in March, April or May. The District Governor shall announce in his/her monthly letter the place and time for the District Assembly; the location to be convenient to all Clubs in the District so as to obtain maximum attendance for District 5110. (Per Resolution No. 4 adopted at April 2011 District Conference.)

ARTICLE XVIII – DISTRICT ACTIVITY RESOURCE COMMITTEE (Per Resolution 5 adopted at the May 2010 District Conference.)

1. The District Activity Resource Team, “DART” shall consist of 3-5 District 5110 Rotarians very knowledgeable in the following areas: Facilities and Event Planning, Finance and Budgeting, Event Promotion, Registration and District Training Requirements. These Rotarians are appointed annually (renewable up to a three (3) year term) by the District Governor after consultation with all of the following in office when the appoints are made: DGE, DGN and future DGN once certified. The committee shall act in an advisory role to the District Governor line and to the various Event Operating Committees.

2. This committee shall establish, document, implement and maintain defined processes, that effect maximum efficiency in the planning and implementation of district events. The District Activity




Resource Team will serve in an advisory capacity to District events, providing direction and support to each Event Operating Committee, resulting in high quality events that meet the expectations of the attendees and the DG / DGE / DGN(s) and other District Committee Chairs, while establishing the highest cost-value relationships possible.

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Rotary Ddistrict 5110 Policy Manual

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