Rules of Procedure


		RULES OF PROCEDURE DISTRICT 6820 OF ROTARY INTERNATIONAL PURPOSE: These RULES OF PROCEDURE for District 6820 of Rotary International are adopted and shall be used to guide and assist The District Governor of District 6820, the Committees and Meetings of the District as they and each of them carry out the duties and responsibilities of the District in the Spirit of Rotary. These Rules are not intended to contradict or to take the place of the Rotary International Manual of Procedure and any other provision of the RI Manual of Procedure shall take precedence in the event of any conflict. Section: Rule of Procedure: 1. Officers of District 6820 The Officers of District 6820 shall include: (a) The District Governor (DG) (b) The District Governor Nominee (DGN) (c) The District Governor Nominee Designate (DGND) (d) The District Secretary (e) The District Treasurer 2. Organization of District 6820 2.1 The District Governor is an Officer of Rotary International who serves and functions in the District. He or she shall be assisted by other Rotarians from District 6820, some of whom shall have duties prescribed by the District to carry out district-instituted and/or approved activities and others to whom the District Governor may assign responsibilities or from whom the District Governor may seek advice. 2.2 The District Governor shall be fully qualified according to Rotary International and shall perform such duties and functions found in the RI Manual of Procedure or as otherwise required by Rotary International, in the best interest of District 6820. 2.2.1 The District Governor shall be selected by District 6820 at the District Conference and then elected by Rotary International at the International Convention, and, except in emergencies, shall have served as District Governor Nominee during the year immediately preceding his or her election as District Governor. 2.3 The District Governor Nominee shall serve during the year immediately prior to being nominated and elected as District Governor and shall assist the District Governor in the performance of his or her duties as District Governor, in full accord with the RI Manual of Procedure and these Rules of Procedure for District 6820. 2.3.1 The District Governor Nominee shall be elected at the District Conference which occurs no later than one year prior to the International Convention at which the Nominee will be officially elected as District Governor of District 6820. 2.3.2 The Nominating Committee of District 6820 shall seek out and propose qualified Rotarians to serve as District Governor. The procedures of Rotary International for such selections shall be the procedures of District 6820. The Rotary Clubs of District 6820 shall be invited to submit suggestions to the Nominating Committee by submitting the approved RI form: "SUGGESTIONS TO NOMINATING COMMITTEE FOR DISTRICT GOVERNOR.” Any Rotarian suggested or proposed for District Governor Nominee shall have completed the certification form before being considered by the Nominating Committee and before being presented to the District for selection and nomination as District Governor Nominee. 2.3.3 The District Governor shall issue an announcement prior to the District Conference inviting the Clubs of District 6820 to submit names of qualified candidates for consideration by the Nominating Committee. 2.3.4 Any Club submitting the name of a Rotarian for consideration must submit the name and all required documentation to the Chairman of the Nominating Committee no less than sixty (60) days prior to the first day of the District Conference. 2.3.5 Any Rotary Club of District 6820 submitting the name of a Rotarian must submit a Resolution of Endorsement on behalf of the person being recommended. Without the resolution, the name proposed may not be considered by the Nominating Committee. 2.3.6 The required Resolution shall make reference to and give details about the involvement of the candidate in Rotary, civic and business or professional activities. 2.3.7 Any Rotarian proposed by a Rotary Club of District 6820 must submit a statement, with the required resolution, indicating that he or she has studied the Rotary International Manual of Procedure detailing the status, qualifications and duties of the Office of the District Governor and must express his or her commitment and preparation and willingness to serve, if elected, and to meet the requirements set forth in the RI Manual of Procedure and these rules of Procedure of District 6820. 2.3.8 The Nominating Committee shall consider all proposed candidates. The Committee shall be encouraged to seek candidates in addition to those submitted by any Rotary Club of District 6820. 2.3.9 The report of the Nominating Committee shall be submitted to the District Governor no later than 30 days prior to the first day of the District Conference. The District Governor shall announce the name of the Rotarian selected by the Nominating Committee as follows: 2.3.9.1 First, to the Rotary Clubs that had submitted any name or names for consideration, by mail no later than twenty (20) days prior to the first day of the District Conference. 2.3.9.2 Next, to all Clubs in the District in the next Governor’s Newsletter. 2.3.9.3 At the District Conference, nominations may be made from the floor, upon compliance with all of the following conditions: 2.3.9.3.1 If the Club offering the name at the District Conference had submitted a candidate as specified in Article XII, Section 7-c of the By-Laws of Rotary International. 2.3.9.3.2 If the District Governor had been notified, in writing, on or before a date determined by the District Governor, but at least two weeks after the announcement of the nominating committee of the Rotary Club’s intent to propose a candidate at the District Conference. 2.3.10 The Nominating Committee for District 6820 shall consist of six (6) elected Rotarians and the Immediate Past District Governor who shall serve as the Chairman of the Committee for his or her one year of service on the Committee. The six elected members shall serve a term of three years, staggered, and shall possess the following qualifications: 2.3.11 Each Committee Member shall have completed a term as District Governor or Club President by the time he or she is to serve on the Nominating Committee if elected as a member. 2.3. l2 Each Committee Member shall be a member (not Honorary) of a Rotary Club of District 6820. If any Committee member ceases to be a Rotarian, in good standing, during his or her term on the Nominating Committee, his or her term on the Nominating Committee shall cease immediately. The District Governor may, in his or her discretion, appoint another Rotarian to fill the vacancy created by any such resignation or termination of membership and the Rotarian so appointed shall serve only until the next District Conference at which time the vacancy on the Nominating Committee must be filled by election. 2.3.13 No Rotarian may serve on the Nominating Committee for more than three consecutive terms. After a lapse of one year, a Rotarian shall be again eligible for membership on the Nominating Committee. Any Rotarian serving on the Nominating Committee for any part of the calendar year shall be considered to “have served” for that calendar year and said time shall count as one of the three years of eligibility for service on the Nominating Committee. 2.3.14 Two members of the Nominating Committee shall be elected at the District Conference which occurs immediately prior to the Rotary year in which the committee is to serve, Voting shall be by the Rotarian electors present and voting. Each elector shall be allowed to vote for any two candidates meeting the qualifications for service on the Nominating Committee. The two (2) candidates receiving the highest number of votes shall be elected to the Committee. 2.4 The District Governor Nominee-Designate shall serve during the year immediately prior to being nominated and selected as District Governor Nominee and shall assist the District Governor in the performance of his or her duties as District Governor, in full accord with the RI Manual of Procedure. 2.4.1 The District Governor Nominee-Designate shall be proposed and selected in the same manner and according to the procedures set out in these Rules of Procedure for the nomination and selection of the District Governor Nominee. 2.4.2 The District Governor Nominee-Designate shall serve during the year prior to being proposed as District Governor Nominee and shall assist the District Governor in the perfomance of his or her duties as District Governor, in full accord with the RI Manual of Procedure and these Rules of Procedure for District 6820. 2.4.3 Additionally, the District Governor Nominee-Designate shall assist the District Governor 2.5 The District Secretary is appointed by the District Governor and shall serve for a 2.6 The District Secretary shall perform the following duties: a) Serve as custodian of all district owned Rotary decorations, badges or other properties. b) Compute the following: i) The Stacy Anderson Award which shall be awarded to the Club having the Highest Attendance Percentage of Members present at the District Conference. This Award shall be calculated by multiplying the percentage of members present by the distance of travel from the Club to the District Conference. ii) The Ottis L. Snipes, Jr. Award. This award shall be presented annually, at the District Conference, to the Rotary Club having the highest percentage increase in membership during the Rotary year just concluding. iii) The Attendance Award. This Award shall be presented annually at the District Conference to the Rotary Club having the Highest Average Attendance at regular Rotary meetings during the year just prior to the Conference. iv) Additional Awards. v) The Club Bulletin Award. This award shall be presented annually at the District Conference, to the Rotary Club having the best Club Bulletin during the year. This Award shall be determined by the winner from the previous year. vi) The Governors Trophy. c) Compile and maintain the list of attendees at District Meeting, that being: i) District Assembly ii) District Conference iii) P.E.T.S. iv) Others that may be approved by the District Governor and/or the District. d) Keep and compile the official minutes of all District Meetings, Forums, Assemblies or Conferences; Assist the District Governor in compiling and preparing reports for the District and receive and record all resolutions for or from all such meetings. e) Serve as Conference and Assembly Secretary as appointed by District Governor, unless another Rotarian is asked to perform such duties by the District Governor. f) Assist the District Governor in communications with all Rotary Clubs in District g) Perform such other duties as may be assigned by the District Governor. 2.7 The District Treasurer shall be a Rotarian and a CPA who is also a member of a Rotary Club of District 6820. The Rotarian appointed as Treasurer shall be selected by the District Governor to serve during the same year as the District Governor making the selection and appointment. 2.7.1 The District Treasurer shall be a Rotarian (not Honorary) in good standing with his or her Club. The Treasurer shall be bonded at the expense of the District. In compliance with the RI Manual of Procedure, the District Treasurer shall be a member of the District Finance Committee. 2.7.2 The District Treasurer shall perform the following duties: a) Receive and account for all district funds and keep the same in a single bank account which shall clearly indicate that the funds are the property of Rotary District 6820. b) Be responsible for the invoicing and the collection of all per capita dues from all Clubs in District 6820 as prescribed in these Rules of Procedure under “District Dues.” c) Be responsible for and make the proper payment, by check, of all bills approved by the District Governor. d) Ensure that all checks written in payment of any District 6820 approved obligations be signed by one of the following: i) The District Governor ii) The District Treasurer or any other member of the finance committee. e) Immediately after receiving the financial records and accounts from the previous District Treasurer to prepare a Statement of Income and Expenditures and verify that account balances are as shown. This Statement of Income and Expenditures shall be given to the District Governor, the immediate Past District Governor, the immediate Past District Treasurer and disseminated to the individual clubs of District 6820 by October 1 of the next fiscal year. The fiscal year shall be from July 1 to June 30. f) The previous District Treasurer shall make no disbursements after June 30 of his fiscal year and should make a good faith effort to have his accounts balanced and the District and District Foundations records and funds under the responsibility of the incoming District Treasurer by July 15 of the next fiscal year. g) An interim Statement of Income and Expenditures shall also be accomplished by March 31 of the District Treasurer’s year to be given to the individual clubs at the annual District Assembly. This Statement should be compared to that year’s budget which was approved by the previous District Assembly. This Statement should also include a statement of funds available. h) The preceding paragraphs of 2.7.2 also applies to the financial records and accounts of the Rotary District 6820 Medical and Educational Foundation, Inc. 2.8 District Finance Committee 2.8.1 The District Finance Committee shall consist of three members, with staggered terms, who shall serve with the District Treasurer. The District Governor shall appoint one Rotarian in good standing with a member Rotary Club of District 6820 who shall serve for a period of three years. At all times, the three members of the Finance Committee shall consist of two Past District Governors, one other Rotarian. and the District Treasurer. At no time may any Rotary Club have two members on the Finance Committee. 2.8.2 The District Finance Committee, cooperating with the District Governor, the District Governor Nominee, and the District Governor Nominee Designate, and the incoming District Treasurer and the new appointee to the Finance Committee for the upcoming year shall prepare a budget of district expenditures which shall be submitted to the Clubs of the District at least four (4) weeks prior to the District Assembly and approved at a meeting of the incoming Club Presidents at such District Assembly. Any request for contributions for district funds should be made only after the approval of three-fourths of the incoming Club Presidents present and voting. The funds shall be held in a single bank account in the name of Rotary District 6820. A statement of income, disbursements, and account balance shall be submitted quarterly to the District Governor. (It is suggested that it should be shared with each club in the district). “The District Governor must supply an audited annual statement of district finances to each club in the district within three months of the completion of his year of service as governor. This audited annual statement shall also be presented, discussed (if need be) and formerly adopted by the following district conference.” 2.9 District Dues 2.9.1 District dues shall be $25.00 per year based on the individual Club’s membership as of June 30 and shall be payable annually by each Club to the District Treasurer by August 1. These dues are payable in advance for the fiscal year of July 1 to June 30. The dues of the district can only be changed by vote at a District Assembly by three-fourths of the Electors present and voting. 2.10 Convention Attendance and Reimbursements. 2.10.1 The District Governor Nominee and his or her spouse are expected, at the. expense of the District, to attend The Zone Institute, The International Assembly (to the extent not covered by RI) and the Rotary International Convention the year he or she serves as District Governor Nominee. 2.10.2 The District Governor and his or her spouse are expected, at the expense of the District, to attend The Zone Institute the year he or she serves as District Governor. 2.10.3 The expenses, not covered by Rotary International, for the District’s Representative to the Council on Legislation, shall be paid for by the District. 2.11 District Meetings, Assemblies and Conferences: 2.11.1 District 6820 shall organize, under the leadership of the District Governor or District Governor Nominee, according to the Rules of Procedure of Rotary International, the. following meetings annually: a) The president-elect Training Seminar (P.E.T.S.) b) The District Assembly c) The District Conference 2.11.2 The District Conference shall be at a time and place set by the District Governor and the presidents of the majority of the clubs in the district. The date selected shall not be the same as that of the District Assembly, the International Assembly, the Rotary International Convention, nor the Council on Legislation. 2.11.3 The PETS and the District Assembly shall be held at a place and time set by the District Governor nominee~ PETS shall be held within one month of the International Assembly at a time different from that of the District Assembly. The District Assembly will be held annually during the period between March 1st and July 1st, and not to be in conflict with the RI convention. 2.11.4 The Rules of Procedure for all District Conferences, Assemblies or Meetings shall be decided by the Chairman in accordance with Article XVI, Section 6 of the By-Laws of Rotary International. 2.11.5 The Order of Business at the meetings or conferences of the District shall be as follows: a) As shown on the agenda of the meeting. b) New business shall be in order when and as specified. c) Upon a vote of two-thirds of the electors present and voting, the Rules of Procedure for any District Conference, Assembly or other meeting may be suspended. The reason for this suspension must be permitted by the Rotary International Manual of Procedure. 2.11.6 Resolutions may be offered in writing for consideration at any District Conference, Assembly or other official meeting. To be considered all resolutions must be: a) Typewritten b) Delivered to the Chairman of the meeting no later than the evening before the day of the meeting when the Resolution is to be presented for consideration and voting by the delegates or electors present and voting. 2.12 The District Conference 2.12.1 The District Conference is a fellowship oriented event to promote the program of Rotary and fellowship among the Rotarians of District 6820. 2.12.3 Speakers at the District Conference shall be assigned to deliver speeches or papers or to lead discussions. The Agenda of the Meeting shall be adhered to with reference to time allotted and the topics to be addressed. 2.12.4 No person, except assigned speakers, shall be allowed to: a) Speak more than twice on any one subject. b) Speak more than two (2) minutes on any one subject. c) EXCEPTION: With the unanimous consent of the delegates or electors attending the meeting, persons may speak more than twice and/or more than two (2) minutes. 2.12.5 Each Club in District 6820 shall send delegates or electors to the District Conference in accordance with Article XII, Section 5-b of the By Laws of Rotary International. a) The electors shall, after receiving the report, of the Nominating Committee select the District Governor Nominee and the District Governor Nominee-Designate. b) Only electors duly appointed and present shall vote for the District Governor Nominee and the District Governor Nominee-Designate and the District Representative to the Council on Legislation. c) Any elector present shall have the right to demand a poll upon any question presented for decision. There shall be no absentee or proxy voting. 2.12.6 Every member of any Club in District 6820, except Honorary Members, is entitled to vote on all questions and matters properly presented at the District Conference except when, the vote is taken to elect the District Governor Nominee and the District Governor Nominee-Designate and the Representatives to the Council on Legislation. In those instances, only the Club electors shall vote. a) To vote, the Rotarian must be in good standing with his or her Club in District b) To vote, the Rotarian must be registered at the District Conference. 2.13 The District Assembly 2.13.1 The District Assembly shall be held after March 1st and prior to July 1st of each year for the purpose of training new officers and directors. 2.13.2 The District Assembly shall be considered the Official Annual Business Meeting of District 6820. 2.13.3 Attendance at the District Assembly shall be required of: a) The incoming Club President for each Club in District 6820. b) The incoming Club Secretary for each Club in District 6820. 2.13.4 Attendance at the District Assembly is encouraged in relation to: a) The Clubs’ Chairs of the Four Avenues of Service as described by Rotary International b) The Clubs’ Incoming Directors. 2. 13.5 The District Governor Nominee shall propose to the District Governor, for approval: a) A committee to develop the District Assembly. b) A program for the District Assembly. 2.13.6 The District Assembly shall provide to the Club Leaders in attendance: a) Rotary instruction on administrative duties. b) Rotary Information c) Inspiration and motivation d) Coordination of District programs and activities. 2.13.7 The Club Presidents-elect attending the District Assembly shall be the Rotarians to vote on all matters presented for decision at the District Assembly. 2.13.8 Between the time that one District Assembly is officially adjourned and the next District Assembly is officially opened for business, in separate calendar years, when the District Governor may determine that a matter is of sufficient importance to be voted on by the District, he or she shall communicate filly, in writing, by U.S. Mail, Postage Prepaid, to each Club President and to each Club Secretary, pertaining to the matters that he or she feels needs to be voted on by the Presidents of the Clubs of District 6820. A uniform ballot, with the question clearly stated, and the place for voting clearly indicated, shall be sent to each Club President. Voting may be by return U.S. Mail, Postage Prepaid, from the Club Presidents to the District Governor. When any vote is taken by this measure or by this method, a favorable three-fifths vote of all clubs in District 6820 shall be required for any measure to be considered as having been adopted. The vote of all Clubs shall be reported in the next issue of the District Governor’s Newsletter, along with the question voted on and the results of the vote taken. 2.13.9 Club Presidents-Elect and Incoming Club Secretaries are required to attend the District Assembly and the following rules shall apply to them and to their Clubs: a) Their expense, if possible, shall be paid by their Clubs. b) Prior to being elected as Club President or Club Secretary, they should have pledged themselves to attend the District Assembly. 2.14 The Presidents-Elect Training Seminar (P.E.T.S.) 2.14.1 The Presidents-Elect Training Seminar (P.E.T.S.) shall be a motivational and instructional training meeting for the incoming presidents of the Rotary Clubs of District 6820. 2.14.2 The Presidents-Elect are required to attend the P.E.T.S. 2.14.3 The expense incurred in attending P.E.T.S. by the President-Elect of each Club shall, if at all possible, be paid by his or her local Rotary Club. 2.14.4 Any required expense for out of district speakers at the P.E.T.S. for District 6820 shall be paid by the district. 2.15 District 6820 Representative to Council on Legislation. 2.15.1 A District Representative and an alternate shall be elected at the District Conference to represent District 6820 at the Council on Legislation. 2.15.2 The Qualifications for District Representative to the Council on Legislation and/or the alternate are: a) The Representative and/or Alternate must have been an officer of Rotary International. b) The Representative and/or Alternate must be a member, not Honorary, in good standing of a Rotary Club in District 6820. c) The Representative and/or Alternate must have expressed a readiness and willingness to serve in the best interest of District 6820 d) The Representative and/or Alternate must have agreed to solicit from the Clubs of District 6820 their desires and opinions concerning proposed legislation. 2.15.3 Nominations for Representative and one Alternate may be made from the floor of the District Conference if the following conditions are met: a) The Nominating Club is a member of District 6820. b) The Nominee shall have met the qualifications set out above. c) The nomination must be in writing and signed by the president and secretary of said club and presented to the District Governor for presentation to the electors at the District Conference. 2.16 District Committees: 2.16.1 The District Governor shall appoint the following committees to assist in administering the business and affairs of District 6820. The duties of these committees shall be as outlined in these by laws, or as described by the RI Manual of Procedure, or as outlined by the District Governor, but never in contradiction with any Rule of Procedure of RI. a) Rotary information Committee b) Rotary Foundation Committee c) Youth Exchange Committee d) Group Study Exchange Committee e) Rotary Extension Committee f) Rotary Public Relations Committee g) Finance Committee h) Awards Committee i) Rotary Medical and Educational Foundation Committee j) And such other committees, either standing or special, the District Governor deems necessary. 2.16.2 The life of each Committee shall coincide with the Rotary year. No later than the last day of the Rotary year, the current committee chair and/or officers shall transfer all records and furnishings to the incoming committee chairs or officers. The District Governor and the District Governor Nominee and the District Governor Nominee-Designate and the District Secretary shall be ex-officio members of all committees of the District 6820. ROTARY INFORMATION COMMITTEE 2.16.3 The Rotary Information Committee is designed to increase each Rotarian’s knowledge of the four avenues of service and their implementation. It shall emphasize the need for more Rotary education and information and shall call the attention of the Clubs to the availability of help from the District and the Secretariat of Rotary International. 2.16.3.1 The Rotary Information Committee shall consist of three (3) members with staggered terms. Each outgoing District Governor shall be appointed for a three year term and he or she shall be the chairman of this Committee for the first year of said term. 2.16.3.2 The Chair of the Rotary Information Committee shall, with the assistance of the Committee, try to give particular assistance to the Clubs which have communication, membership or attendance problems. 2.16.3.3 Any vacancy on the Rotary Information Committee may be filled by appointment made by the District Governor of any Rotarian in good standing and said appointee shall serve the remaining term of the person he or she was appointed to replace. ROTARY FOUNDATION COMMITTEE 2.16.4 The Rotary Foundation Committee shall encourage the Rotary Clubs of District 6820 to support the programs, projects and activities of the Rotary Foundation of Rotary International through personal involvement and financial contributions. 2.16.4.1 The Rotary Foundation Committee shall consist of three (3) members serving staggered terms. Each year the District Governor shall appoint one Rotarian iii good standing for a three year term of this Committee. 2.16.4.2 The District Governor shall appoint the Chair of the Rotary Foundation Committee. No Rotarian may serve as Chair for more than three (3) consecutive years. Any Rotarian who has not served on this committee for three (3) years may be re-appointed to the committee for another three (3) year term. No member of this Committee may serve for more than six (6) consecutive years. 2. 16.4.3 The Rotary Foundation Committee shall recommend the scholarship candidate(s) from District 6820 to the Trustees of the Rotary Foundation (of RI) for the scholarship grant(s) available from and through RI. 2.16.4.4 The District Rotary Foundation Committee shall recommend a sponsoring Rotarian counselor for each Rotary Foundation scholar sponsored by the District. Also, this committee shall recommend Host Rotarian Sponsors for scholars assigned to study in District 820. YOUTH EXCHANGE COMMITTEE 2.16.5 The District Youth Exchange Committee shall consist of three (3) members serving on staggered terms. Each year the District Governor shall appoint one Rotarian to a three (3) year term on this Committee. The Chairman of the Committee will be named by the District Governor. 2.16.5.1 The District Youth Exchange Committee shall endorse and encourage Rotary International’s recognition that international youth exchange as a worthwhile activity in the advancement of international understanding and goodwill. GROUP STUDY EXCHANGE COMMITTEE 2.16.6 The Group Study Exchange Committee provides for the exchange of study groups between paired Districts in different countries. 2.16.6.1 The Group Study Exchange Committee shall consist of the Immediate Past District Governor who shall serve as Chair and two (2) other Rotarians appointed by the District Governor. 2.16.6.2 The Group Study Exchange Committee, along with the District Governor, the District Governor Nominee and the District Governor Nominee-Designate and the Group Leader shall be responsible for both the selection and preparation of the GSE Team from District 6820 and the host arrangements for the visiting GSE Team from the paired district. 2.16.6.3 The District Governor may, at any time, ask any Rotarian to assist this Committee. ROTARY EXTENSION COMMITTEE 2.16.7 The District Rotary Extension Committee is charged with the task of researching the possibility of forming new Rotary Clubs in District 6820. 2.16.7.1 The Rotary Extension Committee shall consist of three (3) members to be known as Extension Counselors, serving staggered terms. The District Governor shall appoint the Chair of this Committee. 2.16.7.2 Each year, the District Governor shall appoint one Rotarian to serve a three year term. Only Rotarians enthusiastic about Rotary and able to communicate their enthusiasm should be appointed to this special committee. 2.16.7.3 If the District Rotary Extension Committee recommends that a new Rotary Club be formed in District 6820, the District Governor may be requested to appoint a Special Representative in the area where the Club is to be formed. This Special Representative shall be a member of the Sponsoring Rotary Club and shall assist in the promotion and guidance of the new Rotary Club. PUBLIC RELATIONS COMMITTEE 2.16.8 The Public Relations Committee shall pursue good publicity, favorable public relations and a positive image for Rotary in District 6820. In making appointments to this Committee, the District Governor should give preference to Rotarians experienced in these areas. 2.16.8.1 The Public Relations Committee shall consist of three (3) members serving staggered terms. Each year the District Governor shall appoint one Rotarian to serve a term of. three (3) years. A Rotarian may be appointed to a second term on this Committee, but no Rotarian shall serve for more than six years without a break in service on this Committee. 2.16.8.2 The District Governor shall appoint the Chairman of this Committee. The same Rotarian may serve a maximum of three years as Chairman if so appointed by successive District Governors. 2.16.8.3 No news releases shall be released without the concurrence of the District Governor. AWARDS COMMITTEE 2.16.9 The District 6820 Awards Committee will each year determine if there is a Rotarian who exemplifies Rotary or has made a significant contribution to District 6820. If such a selection is made, recognition shall be made at the District Conference. 2.16.9.1 The District 6820 Awards Committee shall consist of the District Governor, the District Governor Nominee, the District Governor Nominee-Designate and two (2) Past District Governors. The current District Governor shall serve as Chairman of this Committee. 2.16.9.2 Any recognition of any outstanding Rotarian shall be a part of the agenda at the District Conference and shall convey the appreciation of District 6820 for service rendered by the Rotarian selected. It shall not be necessary for this award to be given each year, and, in fact, it should not be, generally. Unanimous approval of the members of the Committee is necessary for this award to be given. 2.17 College of Governors 2. 17.1 Membership: The College of Governors shall be composed of the District Governor, the District Governor Nominee, the District Governor Nominee-Designate and all Past District Governors residing within the boundaries of District 6820, who remain active in Rotary and in good standing with a Rotary Club of District 6820. 2.17.2 The Past District Governor (PDG) shall serve as the Vice President of the College of Governors during the year that he or she is Past District Governor (PDG) and shall succeed to the Office of President of the College of Governors the next calendar year. In the event that any Past District Governor declines to serve as Vice President, he or she shall not succeed to the Office of President for the next year. Also, in the event that any Past District Governor shall decline to serve as Vice President of the College of Governors, the District Governor shall appoint another Past District Governor who is a member of the College of Governors and who is in good standing as a Rotarian in a Club of District 6820 to the vacant position of Vice President. The District Secretary shall be an ex-officio member of the College of Governors and provide the same services for the College that he or she provides for the District. All officers shall serve for one year to coincide with the terms of the District Governor. 2.17.3 The College of Governors shall exist for the purpose of expressing concern, care and special attention to the programs and endeavors of Rotary International throughout District 6820 as planned and proposed by the District Governor. The College of Governors shall assist the District Governor in any way that he or she deems necessary and shall be available to the District Governor for support and counsel in the administration of the business and affairs of District 6820. 2.17.4 The College of Governors shall meet at the District Conference and upon the call of the District Governor or the president of the College of Governors. The meeting to be held and in conjunction with the District Conference shall be held immediately after the College of Governors breakfast and the District Governor and the District Governor Nominee-Designate shall be asked to attend. The District Governor nominee shall be requested to present any specific request or proposals for the College of Governors to perform in the coming year. 2.17.5 The Administrative Expenses for the College of Governors shall be included in and shall be a part of the budget for the District Secretary. Other expenses which are incurred by the College of Governors while furthering the purposes and objective of District 6820 and the District Governor shall be considered committee expenses in the budget. 2.17.6 There shall be an Executive Committee of the College of Governors for District 2.17.7 Between meetings of the College of Governors, the Executive Committee of the College of Governors may be consulted by the District Governor for advice and counsel pertaining to the business of District 6820 and Rotary International as it may relate to the District 6820. The actions of the College of Governors or of the Executive Committee of the College of Governors shall not in any way supersede directives of the District as voted upon at either the District Assembly or the District Conference. 2.17.8 Any action referred to the Executive Committee shall be communicated by the Chairman of the Executive Committee to all members of the College of Governors as promptly as possible after any action is taken, and in advance of any meetings of the Executive Committee wherever possible and expedient. 2.17.9 Governor’s Special Project. Each year, that the DGN has a tangible and effective project, that will be beneficial to the Rotary Clubs of District 6820 and the local communities of District 6820, which is approved by the Finance Committee and supported by the College of Governors, and budget item approved by the District Assembly then can be accomplished by the DGN in his year as District Governor. This project should be an educational or economic opportunity that will have an impact for a limited amount of money and a limited period of time. 3. ROTARY DISTRICT 6820 FOUNDATION, INC. 3. 1 The purpose of the Rotary District 6820 Foundation shall be to develop and support programs which enhance educational and economic progress in a way that moves central Mississippi (the District 6820 area) forward. In every appropriate way the District Foundation shall have the same purpose and relationship to central Mississippi as the Rotary Foundation has to the world. The District Foundation shall parallel (but not duplicate) the Rotary Foundation. Specifically: The District Foundation’s basic goal of moving central Mississippi forward parallels the Rotary Foundation’s basic goal of world peace. Projects will vary, but must support the basic goal. Projects must make a significant contribution to the basic goal, rather than be only of a charitable nature. The administrative and financial activities of the District Foundation, although generally in support of the Rotary goals of District 6820, shall be separate from the administrative and financial activities of District 6820. 3.2 A District Foundation board of trustees shall direct the operations of the DF. The composition of the board of trustees shall be a chairman, a secretary, a treasurer and six other trustees with the district governor serving as an ex-officio member for a total often members. The nine elected trustees shall serve staggered three-year terms with the terms of three trustees expiring each year. A nominating committee, composed of trustees appointed by the chairman, will present to the district assembly a slate of nominees to fill vacancies. Trustees with expiring terms may be re-nominated at the discretion of the nominating committee. The chairman, the secretary, and the treasurer shall be elected by and from the board of trustees. For support of long-range projects and for continuity, the chairman, the secretary, and the treasurer shall serve consecutive one-year terms not to exceed five years. 3.3 The chairman (or secretary or treasurer) of the District Foundation shall present financial statements annually to the District Assembly. Minimum requirements for such financial statements shall include a beginning and ending balance and an itemization of all income and expenses. The fiscal year of the District Foundation shall be July :1 through June 30. A projection of income and expenses shall be included in said financial statements for the period from the statement date (date of District Assembly) to the end of the current fiscal year. Year-end statements through June 30 shall be presented to the secretary of District 6820 at the close of each fiscal year. 3.4 The District Foundation shall operate as an endowment preserving the principle to perpetuate the finding of all future projects. Funding of projects with income earned will begin after a fund balance of $100,000 is established. Thereafter, no more than fifty percent of additional contributions may be used to find foundation projects. 3.5 The 6820 Foundation may accept funds for a designated special project within or outside of the District. The project may be approved by a simple majority vote of the Trustees. Funds received for said project shall be directed in their entirety to that project unless that project is completed prior to expending all of the funds. In the event that all funds so designated are not used, the use of the remaining funds shall be determined by the Trustees for the benefit of the 6820 Foundation and the Rotary Clubs of District 6820. All funds received shall be eligible for exempt tax treatment as provided for by the IRS in 501-C3 organizations. 4. AMENDMENTS TO THESE RULES OF PROCEDURE. 4.1 Any Rotary Club in District 6820 or any District 6820 Rotarian in good standing may propose amendments to the Rules of Procedure by submitting, in writing, the proposed amendment to the District Governor who shall appoint a Committee to consider the proposed amendment. 4.2 No proposed Amendment to these Rules may be presented to or voted upon. at the District Assembly, the Annual Business Meeting of District 6820, unless the Official Proposed 4.3 Each Club present at the District Assembly shall be allowed ONE (1) vote on any proposed amendment to these Rules of Procedure. 4.4 For Adoption or passage, any proposed amendment must be approved by a majority vote of the Clubs present and voting at the District Assembly. There shall be no proxy votes cast or counted at he District Assembly. 4.5 The results of any vote taken on proposed amendments, and a summary of the amendment, shall be published in the District Governor’s newsletter and shall be properly incorporated into the Rules of Procedure of District 6820. 1995 EDITION 5. DISTRICT LEADERSHIP PLAN. 5.1 The office of Assistant District Governor is created. 5.2 All Assistant District Governors must have served a full term as a Club President in District 6820. The District may establish a nominating and screening procedure for Assistant District Governors, but the District Governor Nominee will make the final decision on appointments to serve during his term as District Governor. Assistant District Governors will serve no more than three consecutive years. 5.3 There will be one Assistant District Governor for each 6-8 Rotary clubs and, if possible, the Assistant District Governor will be a member of one of the Clubs in the area be or she serves. The District Governor Nominee will make the club assignments for the year he or she serves as District Governor. 5.4 Assistant District Governors will not be officers of Rotary International. 5.5 Assistant District Governors will have all of the authority permitted to be given them by Rotary International, by these Rules of Procedure, and by the District Governor. 5.6 The traditional District Governor’s official visit to the Clubs is revised, so that the Club Assembly portion of the visit will be conducted by the Assistant District Governor during the months of May and June of each year prior to the District Governor Nominee taking office as District Governor on July 1. A Club Assembly can be held during the month of July, if approved by the Club President-Elect and District Governor Nominee before July 1. 5.7 Adequate time should be reserved for the Club Assembly, which is encouraged to be held separate from the regular club meeting, but can be held either immediately before or immediately after the regular meeting, or on another day, as decided by the Club. 5.8 Preferably before conducting the Club Assembly, the Assistant District Governor will have received a completed Summary of Club Plans and Objectives, and Inventory from the Club. Copies of these will be forwarded to the District Governor after the Club Assembly. 5.9 The Assistant District Governor will complete the “Memo of Official Visit”, and submit it to the District Governor. The District Governor will review the memo, countersign it with any corrections or additional remarks, and forward it to Rotary International. 5.10 A letter from the Assistant District Governor to the Club President will be written after the Club Assembly, and by the District Governor after his or her official address is made to a Club. 5.11 Between July 1 and March 31 of each Rotary year, the District Governor will visit each club at a regular club meeting and deliver an address as the program. A club may change the day or time of its regular meeting to accommodate the schedule of the District Governor. A group of Clubs can hold one meeting and this will be deemed the District Governor’s official visit to all such clubs. The Assistant District Governor will help arrange such group meetings at the request of the District Governor. In all cases, the District Governor shall visit a club after the Assistant District Governor has conducted the club’s assembly and reported the same to the District Governor. 5.12 If time permits, the District Governor will meet with the President, President-Elect and Secretary immediately prior to his visit to the regular club meeting. This is a suggested minimum and the full board is welcome. The purpose of this meeting is for the exchange of information, attention to administrative matters, and the handling of any sensitive issues which should be brought to the attention of the District Governor or to the club leadership. This meeting should conclude prior to the regular meeting so that the District Governor can greet as many of the club members as possible. 5.13 The District Governor will write a follow-up letter to the Club President after the visit, and in all events shall report to Rotary International that the official visit has been made. 5.14 Assistant District Governors will receive intensive training conducted by the District Governor Nominee, with assistance from those persons requested by the District Governor Nominee. This training shall occur prior to P.E.T.S. Assistant District Governors are expected to attend their training sessions, P.E.T.S. immediately following, and the District Assembly, at District expense for them and their spouses. 5.15 Assistant District Governors are expected to provide general support and information for the clubs in their charge. They should help arrange for and attend the District Governor’s official visit to each of their clubs, and should visit or be in telephone contact with each of their clubs at least quarterly during the Rotary year. 5.16 The District Governor may delegate other duties and responsibilities to the Assistant District Governors; however, the District Governor may not delegate any duties and responsibilities required of him or her as an officer of Rotary International. 5.17 The Assistant District Governors shall conduct their duties at no expense to Rotary International; however, the District will reimburse Assistant District Governors their reasonable expenses for travel to their Clubs, telephone, supplies, postage and similar expenses, not to exceed the annual amounts which are budgeted for this purpose. 7. District Procedures 7.08 SHARE Fund Allocation In accordance with The Rotary Foundation Code of Policy, the District Rotary Foundation Committee (DRFC) comprised of the District Governor, the DRFC Chairman and the subcommittee chairs, is responsible for SHARE planning at the District level. Therefore, in order to establish an accurate record of income and expenditures, the DRFC shall adopt and maintain an accrual method of accounting for all District Designated Funds. Accordingly, the budgeted costs for all programs selected by the DRFC shall be allocated and reserved for the time period in which funds will be expended. March 21, 1998 Amendment