district 7600 procedures & guidelines...

ROTARY INTERNATIONAL

DISTRICT 7600

PROCEDURES & GUIDELINES MANUAL

OBJECTIVE OF DISTRICT 7600

To help individual Rotary Clubs advance the Object of Rotary and to enhance the services provided by the Rotary Clubs and

individual Rotarians at the local level.

District Boundaries

USA – VIRGINIA, that portion east of the western boundaries of Halifax, Charlotte, Appomattox, Buckingham, and Fluvanna Counties and south of

the northern boundaries of Fluvanna, Goochland, Hanover, New Kent, James City and York Counties and the counties of Northampton and Accomac,

excluding Tangier

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TABLE OF CONTENTS

Page TABLE OF CONTENTS 2 REVISION RECORD 4 SECTION 1 OBJECT AND PURPOSE 5 SECTION 2 ADMINISTRATION 5

2.1 District Activities & Participation 5 2.2 Organization & Procedure 6 2.3 Conflict of Procedures & Guidelines with R.I. Documents 6 2.4 Transfer of Information & Records 6 2.5 The District Fund 6 2.6 The District Reserve Fund 7 2.7 Promulgation 7 2.8 Insurance 7

SECTION 3 DISTRICT OFFICERS 8 3.1 District Officers 8 3.2 District Secretary 8 3.3 District Treasurer 8 3.4 District Trainer 9 3.5 District Legal Advisor 10 3.6. District Operations Group 10

SECTION 4 DISTRICT ASSISTANT GOVERNORS 10 4.1 Position of Assistant Governors 10 4.2 Appointment of Assistant Governors 10

4.3 Duties of Assistant Governors 11 4.4 Reimbursement of Expenses 12

SECTION 5 DISTRICT COMMITTEES 12 5.1 Standing District Committees 12 5.2 Committee Appointments 14 5.3 Committee Budgets and Expenses 14

5.4 Extension Committee 14 5.5 Finance Committee 14 5.6 Membership Development Committee 15 5.7 Programs 15 5.8 Public Image and Communications 19 5.9 District Conference Committee 21 5.10 Rotary International Convention Committee 21 5.11 Rotary Leadership Institute 21

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5.12 District Service 22 5.13 Rotary International Focus Area and Task Forces 26

5.14 Strategic Planning Committee 26 5.15 The Rotary Foundation Committee and Subcommittees 26

SECTION 6 COUNCIL OF ADVISORS AND COLLEGE OF GOVERNORS 29 6.1 Council of Advisors 29

6.2 College of Governors 29 SECTION 7 DISTRICT EXECUTIVE SECRETARY 29 SECTION 8 DISTRICT OFFICE 31 SECTION 9 DISTRICT EDUCATION AND TRAINING MEETINGS 32

9.1 District Team Training Seminar (DTTS) 32 9.2 President-Elect Training Seminar (PETS) 32 9.3 District Assembly 32 9.4 District Conference 32 9.5 Presidential Retreat 33

SECTION 10 ANNUAL FINANCIAL STATEMENT 33 SECTION 11 AMENDMENTS TO PROCEDURES AND GUIDELINES 33 MANUAL EXHIBIT A ASSISTANT GOVERNOR QUARTERLY REPORT 34-35

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REVISION RECORD

REVISION DATE EFFECTIVE REMARKS Initial Issue (-) April 6, 2002 Formalized Procedures & Guidelines

Revised April 26, 2008 Updated Standing Committees, Training Meetings, District Fund Accounts; added District Reserve Fund, District Trainer & Attorney, Operations Group and Assistant Governor Quarterly Report; revised review of financial records

Updated January 4, 2010 Updated section 2.8 regarding D&O/ELP insurance

provided by Rotary International

COPY SUBMITTED TO ROTARY INTERNATIONAL GENERAL SECRETARY EDWIN H. FUTA

APPROVED AT DISTRICT 7600 ASSEMBLY (April 26, 2008)

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DISTRICT 7600

PROCEDURES & GUIDELINES MANUAL

SECTION 1 OBJECT AND PURPOSE

The OBJECT and PURPOSE of this manual is:

a. To assist the District Governor in the following duties:

Furthering the Object of Rotary. Administering District affairs and supervising the operation of District

activities. Providing leadership and guidance to Clubs in the District. Preparing and administering the District budget and handling the District

Fund. Promoting and enhancing the image of Rotary within the District. Promoting cordial relations between the Clubs in the District and

between the Clubs and Rotary International (RI).

b. To assist the Clubs of the District and the District Governor in maintaining year-to-year continuity.

c. To enhance the office of the District Governor. Nothing in this Procedures &

Guidelines Manual is intended to permit delegation of responsibility by or for the District Governor. Similarly, no activity is authorized that dilutes the authority or responsibility of the District Governor.

d. To implement RI’s, The District Leadership Plan.

SECTION 2 ADMINISTRATION

2.1 District Activities & Participation

Participation in District level activities is open to all District Rotarians. The appointment of Past Presidents of Rotary Clubs and Past Officers of RI to District positions is encouraged.

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Those Rotarians in the District having the desire and willingness to serve are encouraged to make their interest known to the District Governor, the District Governor-Elect, and/or the District Governor-Nominee.

2.2 Organization & Procedure.

The District Governor is an Officer of RI functioning as the administrator of the District and is assisted by District Officers, Assistant Governors, Committees and the District Executive Secretary. The District Governor operates under the general control and supervision of the RI Board of Directors.

2.3 Conflict of Procedures & Guidelines with R.I. Documents.

Nothing in this Manual is intended to take precedence over the Constitution and By-Laws of RI or the procedures of RI as contained in the latest edition of the Manual of Procedure (MOP). In the event of any conflict between the provisions of this Procedures and Guidelines Manual and the governing documents of RI, the governing documents of RI will prevail.

This Manual is not intended to be all-inclusive or a stand-alone document but is intended to be implemented in conjunction with all RI procedures and policies.

2.4 Transfer of Information & Records

The District Governor shall supply the District Governor-Elect prior to the date of the International Assembly, in writing, full information as to the condition of the Clubs in the District with recommended action for strengthening the Clubs. At the end of each Rotary year, the District Governor shall transfer to the District Governor-Elect all continuing District records that are not housed in the District Office.

2.5 The District Fund

All funds of the District shall be deposited and maintained in the District Fund and shall be used solely for the payment of the administrative expenses of the District and the costs and expenses of authorized District programs and activities.

The District shall assess a mandatory District dues levy each year upon the Clubs. The assessment will be on a per capita/membership basis. The amount of such per capita dues shall be approved each year in connection with the adoption of the District budget. One half of the District dues assessment shall be paid by each Club on or before August 1, based upon Club membership as of July 1. The other half of such dues assessment shall be paid on or before February 1, based upon Club membership as of January 1. Other levies may be assessed for specific District activities as proposed and approved by the Rotary Clubs each year in connection with the adoption of the District budget.

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2.6 The District Reserve Fund

The District Reserve Fund shall be used to provide funds for the operation of District 7600 in the event of a shortfall in income or an unforeseen need in the administration of the District and its Clubs. A Restricted District Reserve Fund shall be maintained at a minimum level of $50,000. The fund shall be administered by the District Treasurer and held, separately from other operational and charitable funds, in interest bearing deposit instruments. Funds held in the account above the minimum level shall be considered the Unrestricted District Reserve Fund and may be used by the District Governor for any legitimate operational District expense following consultation with the District Finance Committee. None of the Restricted District Reserve funds ($50,000, or higher if deemed necessary at some future time) shall be used to augment or support charitable events of the District, its Clubs, Rotary International, The Rotary Foundation or other outside organizations.

2.7 Promulgation

The District Governor shall ensure that a current copy of this Procedures & Guidelines Manual is distributed to all Club Presidents and Secretaries, District Officers, Assistant Governors, District Committee Chairpersons and Past District Governors. A copy of the current Procedures & Guidelines Manual shall also be maintained at the District Office and shall be posted on the District web site.

2.8 Insurance

The District and all Clubs shall participate in the mandatory liability insurance program provided by or through RI. Each Club shall be responsible for the payment of such assessment as is levied by RI each year for such liability insurance coverage.

The District shall procure and maintain property and casualty insurance, providing for replacement coverage for all District equipment and other personal property and shall maintain Workman’s Compensation insurance covering the District Executive Secretary. In addition, the District shall procure and maintain Director and Officers (D&O) insurance, as well as, Employment Practices Liability insurance (EPLI) for itself and the District Rotary Clubs to protect against adverse events. (Effective January 1, 2010 D&O and ELP Insurance is provided by Rotary International for the Districts and Clubs in the United States. An assessment is included in the RI dues for this insurance.) The District may, from time to time, procure other insurance as considered necessary by the District Governor.

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SECTION 3 DISTRICT OFFICERS, DISTRICT TRAINER and DISTRICT ATTORNEY

3.1 District Officers

In addition to the District Governor, District Governor-Elect, and District Governor-Nominee, the District shall have a District Secretary and a District Treasurer, both of whom shall be appointed by and serve at the pleasure of the District Governor. The District Secretary and the District Treasurer shall each serve for one-year terms, coincident with the Rotary year, provided that no individual should serve in either such position for more than 3 consecutive years. Preference shall be given to renewing the appointment of an individual serving as District Secretary or District Treasurer, subject to non-renewals for deficiencies in performance and the three-term maximum, in order to preserve experience and continuity in such positions. An effort shall be made to stagger the appointments of the District Secretary and District Treasurer so that both offices do not experience a change in officers in the same Rotary year, if possible.

3.2 District Secretary

The District Secretary shall perform such duties as are outlined by the District Governor including:

Preparing and distributing the minutes of all District Quarterly Planning Meetings and other District level meetings as assigned by the District Governor.

Advising the District Governor on District Office and the District Executive

Secretary matters.

Compiling and submitting a composite monthly club attendance and membership report.

Monitoring the development and timely distribution of the District Directory.

Coordinating with the Club Secretaries to ensure accuracy and timely

submissions of updates to the District and Club database (DaCdb).

Compiling the membership and attendance awards at the end of the Rotary year and providing same to the Awards Committee Chair.

3.3 District Treasurer

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The District Treasurer shall perform such duties as are outlined by the District Governor including:

Maintaining all District bank accounts and to receive and deposit monies to

and disburse monies from the District Fund and the District Reserve Fund. The Treasurer shall recommend to the District Governor the make-up of the bank accounts to be maintained by the District and the allocation of the District Fund among such accounts.

Managing the District financial books and accounts accurately reflecting all

receipts and disbursements from the District Fund and shall prepare, as a minimum, quarterly financial statements (Profit and Loss and Balance Sheet) for presentation at the District Quarterly Planning Meeting and at other District level meetings as requested by the District Governor.

Assisting the District Governor in preparing such other financial reports as the

District Governor may request from time to time, including all expense reports required to be submitted to RI to support the District Governor's expense reimbursement allocations.

Causing to be prepared by a qualified source not associated with the District, a

financial statement from the previous Rotary year, and presenting this statement for discussion and approval at the next District Conference.

Preparing and providing any financial reports to comply with existing tax laws

for the state of Virginia and the Federal Government. 3.4 District Trainer

The District Governor Elect shall appoint a District Trainer (or Trainers) to organize and execute the quick sequence of training events in preparation for the upcoming Rotary year. The District Trainer(s), along with any committee members so designated, shall be responsible for conducting the District Team Training Seminar (DTTS), the Presidents-Elect Training Seminar (PETS) and any associated pre-PETS training, and the District Assembly. These critical training events occur during the six months leading up to the District Governor-Elect’s term of office. The District Trainer(s) shall produce such training schedules and documents as necessary to prepare the District Leadership Team, the Club Presidents and the Club Officers and Board to be fully functional at the start of the new Rotary year. The District Trainer(s) shall be responsible to improve the training capability of the District. Service continues during the District Governor’s year and the District Trainer

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shall assume responsibility for any additional training events as assigned by the District Governor.

3.5 District Legal Advisor

Due to the litigious nature of today’s society, providing ‘Service Above Self’ may subject the District and its Rotary Clubs to the potential for adverse actions. The District Governor shall appoint a Rotarian to serve as District Legal Advisor and who can provide pro-bono counsel to assist the District Governor in assessing and responding to any adverse actions. Circumstances arise from time to time whereby the District and its Rotary Clubs may seek legal advice to pursue a service project or respond to an inquiry from the media. While the District Legal Advisor can not speak as an officer of Rotary (only the District Governor can do that), he/she can be available to render advice and counsel.

3.6 District Operations Group

The District Governor, District Governor-Elect, District Governor-Nominee and District Governor-Nominee (Designate) shall form the District Operations Group. The purpose of this group is to meet regularly to discuss District matters and policies in order to provide for an orderly transition of responsibility from one District Governor to the next. The District Governor-Elect shall serve as convening officer and set the agenda. The Immediate Past District Governor shall serve as a member of the group until a District Governor Nominee (Designate) has been identified.

SECTION 4 DISTRICT ASSISTANT GOVERNORS

4.1 Position of Assistant Governors

Except as provided herein, the District shall adhere, in all material respects, with the terms of RI’s The District Leadership Plan. The Assistant Governors shall assist the District Governor with the supervision and administrative work associated with the Clubs. Each Assistant Governor will be responsible for a designated number of Clubs within a geographic area of the District. The number of areas in the District and the number of Clubs within an area will be subject to periodic re-evaluation. To the extent possible, an effort will be made to divide the District into areas containing four Clubs each.

4.2 Appointment of Assistant Governors.

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Assistant Governors shall be appointed by the District Governor for terms of 30 months, commencing in January of the year of their appointment and terminating at the conclusion of the second full Rotary year thereafter. To the extent possible, Assistant Governors shall be appointed such that the terms of one half of the number of Assistant Governors in the District will expire in any one Rotary year.

4.3 Duties of Assistant Governors. Assistant Governors shall:

Attend all District level training events scheduled during their term, including such preparatory events as the District Team Training Seminar, Presidents-Elect Training Seminar and District Assembly, as well as, such events scheduled by the District Governor during the Rotary year.

Encourage Area Fellowship Meetings within their respective Areas or in

combination with adjacent Areas. The purpose of these gatherings is to promote Rotary fellowship and synergy among Clubs to support each other’s projects. The Assistant Governor should assist the host Club President as necessary in organizing such meetings.

Develop a constructive and supportive relationship with each Club in their

Area. Work with the Presidents-Elect and other incoming Club officers of the Clubs

in their Area to assist them in their preparations and planning for the Rotary year for which they will serve. Meeting with the Presidents-Elect should be at least three times during the period between the conclusion of the District Team Training Seminar and July 1. Following each visit, the Assistant Governor shall complete and deliver to the District Governor a CONFIDENTIAL MEMO of ASSISTANT GOVERNOR VISIT for each Club, together with other documentation to be obtained from the clubs (e.g. Planning Guide for Effective Clubs, etc.). All such reports shall be delivered to the District Governor on or before the dates specified for such delivery each year.

The emphasis of the first visit shall be to initiate the Club leadership

preparation process for the following Rotary year and to deliver the President’s Training Manual, the Secretary’s Training Manual and various planning tools. The emphasis of the second visit shall be to check on the status of each Club's planning process and to deliver the Planning Guide for Effective Clubs, and the Club Officers and Directors Form. The third visit shall be attendance at a Club Assembly (club business meeting). At this time the Club shall present to the Assistant Governor a review of its plans and objectives for the coming Rotary year and deliver to him/her its completed Planning Guide for Effective Clubs.

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Assist the Club President(s) in preparing for the District Governor’s Official

Visit. The Assistant Governor shall apprise the District Governor of any special requests or needs of the Club(s) so that the District Governor can prepare for and customize his/her visits as specific needs of each Club dictate.

Assist the District Governor and District Governor-Elect in selection of

candidates for District leadership.

Participate in the District Quarterly Planning Meetings by preparing a quarterly Assistant Governor report (Exhibit A) or other documentation as required by the District Governor and reporting on the status of the area Rotary Clubs.

Attend and encourage maximum participation by all Rotarians in the District

Conference.

Visit with each Club a least quarterly to promote District goals, provide information about Area, District and RI activities and to become aware of Club needs and accomplishments that should be brought to the attention of the District Governor.

Encourage and assist clubs in preparing applications for District awards.

Prepare the Final Confidential Club Memo and submit to the District

Governor by the specified timeline. 4.4 Reimbursement of Expenses.

Assistant Governors may be paid an allotment to reimburse them for a portion of the expenses that they may incur in the performance of their duties. The timing and amount of any such payment shall be determined by the District Governor and may vary among the Assistant Governors, based upon the number of Clubs assigned, area geography, participation in District events and other factors.

SECTION 5 DISTRICT COMMITTEES

5.1 Standing District Committees.

The District shall maintain those committees as specified in the Rotary International Manual of Procedure as indicated by the asterisk (*) and any other of the following committees as required by the District Governor:.

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Extension* Finance* Membership Development* Programs (District level programs that are ongoing)*

Community Service Rotary Community Corps Rotary Fellowships Vocational Service Interact Rotaract Rotary Youth Leadership Awards Rotary Friendship Exchange Rotary Volunteers World Community Service Youth Exchange

Public Image and Communications Public Relations* Newsletter Web Site District Communications Officer

Conferences and Convention Committees District Conference* Rotary International Convention* Rotary Leadership Institute

District Service Awards Disaster Relief Legislative Nominating Committee Office Committee Youth Protection Officer

Rotary Focus Areas and Task Forces Strategic Planning The Rotary Foundation*

Alumni Annual Giving Paul Harris Society District Simplified Grants Matching Grants Group Study Exchange Permanent Fund Major Donors/Gifts Polio Plus Scholarships

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World Peace Fellowships Training*

* Denotes committees specified by Rotary International MOP. 5.2 Committee Appointments

The District Governor shall appoint the chairpersons for each committee, other than the District Governor Nominating Committee, the District Office Committee and the Legislative Committee. The District Governor and District Governor-Elect shall be ex-officio members on all committees, except the District Governor-Elect regarding the District Nominating Committee.

5.3 Committee Budgets and Expenses.

Committees requiring the expenditure of District funds to carry out their purposes shall prepare budgets showing planned expenditures and anticipated income, if any. District Committee budgets should be developed and submitted to the District Governor-Elect and the Finance Committee during the District Team Training Seminar. Budgeted expenses shall be reimbursed upon approval of the District Governor. Unbudgeted expenses shall require advance approval by the District Governor in order to be eligible for reimbursement. The District has obtained a state sales tax exemption that can be applied to certain purchases that support Rotary events. Many restrictions apply. A tax exemption certificate must be presented before paying for any qualified item and a District check or credit card must be used. For specific requirements, Committee Chairs must contact the District Treasurer.

5.4 Extension Committee.

The District Governor shall appoint an Extension Committee consisting of a Past District Governor and other committee members selected to geographically represent the District. The purpose of the Committee shall be to assist the Governor in the organization of new Clubs within the District, including the evaluation and development of a plan with respect to those areas of the District, which may support new Clubs.

5.5 Finance Committee.

The District Finance Committee shall be composed, at a minimum, of the District Governor for the year of such budget (i.e., the District Governor-Elect at the time of the budget preparation and approval), the Finance Chair, and the District Treasurer.

The Finance Committee shall:

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Commencing in January of the current Rotary year, assist the District Governor-Elect in the preparation of a draft budget for the next Rotary year, such that it may be presented to the Presidents-Elect for their comments at the Presidents-Elect Training Seminar and for their approval at the District Assembly. In connection with such budget, the Committee shall make a recommendation regarding the amount of the per capita dues to be levied.

Propose the finalized budget at the District Assembly for approval by three

quarters of the incoming Club Presidents present.

Provide a copy of the approved budget to the District Governor, District Governor-Elect, District Governor-Nominee, District Treasurer and Committee chairpersons at the District Quarterly Planning Meeting next following the District Assembly.

Review any budgetary discrepancies and assist the District Governor in

recommending any amendments to the budget, which may be required during the Rotary year.

5.6 Membership Development Committee.

The District Governor shall appoint a District Membership Chair. The Chairperson should identify committee members with a strong interest in promoting membership recruitment and retention and should be selected to geographically represent the district. The Membership Development Committee shall:

Work with the Clubs’ Membership Development Committee Chairpersons to promote membership growth and retention within the Clubs.

Provide information on membership development and assist Clubs that may be experiencing a zero growth or loss in membership.

Conduct membership development training and education programs within the

District. 5.7 Programs

In any given Rotary year, there are numerous Rotary International programs that may be supported by the District and its Rotary Clubs. The District Governor-Elect, during the District Team Training Seminar, shall assign chair persons to the various programs and shall enumerate, in conjunction with the Committee Chair, the goals and objectives to pursue for the coming year. The District Governor-Elect shall require the Committee Chairs to submit a budget consistent with the agreed upon goals and objectives.

5.7.1 Community Service

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5.7.2 Vocational Service 5.7.3 World Community Service

The Avenues of Service Committees shall:

Serve as liaison between the District Governor and the Clubs’ Directors assigned to each respective Avenue of Service.

Promote Club activity in each Avenue of Service by assisting the Clubs in

establishing and carrying out programs and projects established and promoted by RI and the District Governor.

5.7.4 Rotary Community Corps

A Rotary Community Corps (RCC) is a group of non-Rotarian men and women who share Rotarians’ commitment to service and to creating a better world for all. Under the guidance of a sponsoring Rotary Club, dedicated RCC members put their own skills to work to improve the quality of life right in their own neighborhood, village, or city. RCC’s can be anywhere community members and Rotarians are able to work together. RCC’s enact change in their own neighborhood by developing projects in response to the specific needs of their community, increasing their likelihood of success (built-in community support).

The RCC Committee shall:

Promote the RCC philosophy and requirements throughout the District. Identify within the District the various RCC that are operational and share

their success stories. 5.7.5 Rotary Fellowships

Rotary Fellowships are groups that bring together members from different countries and cultures to enjoy a shared interest. Fellowships keep members active in Rotary, sustaining their interest and further inspiring commitment.

The Fellowship Committee shall:

Promote Rotary Fellowships throughout the District. Locate Club members who belong to a current Fellowship.

Publish articles in monthly newsletter as appropriate.

5.7.6 Interact

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Interact Clubs are organized under the guidelines of RI for the purpose of providing an opportunity for young people, ages 14-18, to work together on programs dedicated to service and international understanding. The Interact Committee shall: Provide articles for the District newsletter and/or develop and distribute a

District Interact newsletter.

Promote the organization of new Interact Clubs

Administer the Interact program in the District.

Convene an annual Interact Conference to promote Interactor fellowship and the sharing of good ideas for service projects.

5.7.7 Rotaract

Rotaract Clubs are organized under the guidelines of RI for the purpose of providing an opportunity for young men and women to acquire the knowledge and skills that will assist them in personal development, to address the physical and social needs of their communities, and to promote better relations between all people worldwide through a framework of friendship and service.

The Rotaract Committee shall: Provide articles for the District newsletter and/or develop and distribute a

District Rotaract newsletter.

Encourage attendance and participation at the District Conference and at the RI Convention.

Conduct Rotaract promotion and extension activities throughout the District.

Support the annual Rotary Youth Leadership Awards program by providing

Rotactors to serve as mentors/team leaders during the event. 5.7.8 Rotary Youth Leadership Awards (RYLA):

Officially adopted by RI in 1971, RYLA is a world-wide youth-related vocational service program that varies between Districts based on RI general guidelines. In District 7600, RYLA is an on-site three day group oriented leadership training program designed to encourage and foster leadership skills of select high school juniors and seniors.

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The RYLA Committee shall: Develop, administer and arrange for the on-site program at a facility capable

of housing, feeding and training RYLA students for a three day conference.

Publicize and market RYLA to sponsoring Clubs; assist with selection of attendees and inform same of RYLA activities and requirements.

Collect RYLA monies from sponsoring Clubs for deposit into the District

operating account.. Upon specific approval of the District Governor, a separate account may be maintained under the authority of the RYLA Chair for disbursements according to expenses. In a timely manner after the conclusion of RYLA, a full accounting of revenue and expense shall be made to the District Treasurer.

Supervise RYLA on-site conference

5.7.9 Rotary Friendship Exchange

The Rotary Friendship Exchange chair person will be responsible for coordinating a District Exchange with another District within Rotary. Initial dialogue could come from a request from a club or area that is interested in an exchange to a certain part of the world. Coordination would then commence between the two districts with the RFE chair leading a committee to conduct the exchange.

Clubs may also coordinate exchanges on their own, but the RFE can help with this or make it more of a District project.

5.7.10 Rotary Volunteers

All Rotarians are volunteers who contribute their time and skills to help improve the quality of life for those in need. Rotarians use their wide range of experience and talent to develop, administer, and do service projects in their communities, the United States or in the World.

The Rotary Volunteers Committee shall:

Increase awareness among Rotarians of volunteer opportunities in their communities, and other communities.

Facilitate Rotarian participation in service projects that foster understanding,

fellowship, and goodwill.

Provide Volunteer program services to RI, and Rotary Foundation to enhance their effectiveness.

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Help clubs realize the benefits of using volunteers in their service projects,

and identifying members with special skills and talents.

Encourage members to develop projects, and volunteer through education at meetings and making them aware of projects across the world highlighted in the Rotarian.

5.7.11 Youth Exchange Committee

The D7600 Rotary Youth Exchange Program involves a long-term exchange (usually for one academic year) but may also consider a short-term exchange ranging from a week to several months. The District program conforms to the RI and US State Department regulations and is supported through an agreement with Eastern States Student Exchange organization (ESSEX). The District shall maintain its membership ESSEX. The Committee Chairperson shall be the primary liaison with ESSEX. All exchanges shall be administered through ESSEX to assure proper compliance with immigration and youth protection laws and procedures, and to coordinate exchange matches.

The Youth Exchange Committee shall be composed of the Chairperson and four subcommittees: outbound, inbound, activities and short-term. Each committee chair shall have members representing various parts of the District. The YE Committee shall:

Arrange for and administer Youth outbound and inbound exchanges. Publicize and market YE to sponsoring Clubs.

Conduct a series of orientations to sponsoring Clubs and host families

regarding the qualifications and requirements of the program.

Provide for an agenda of joint activities whereby the various exchange students can enjoy fellowship and develop an appreciation of the region.

The Youth Protection Chair works closely with the Youth Exchange Committee but reports directly to the District Governor. The Club contacts (one from each hosting Club) act as local representatives for both the Youth Exchange and Youth Protection Programs. Consideration should be given to include the Youth Exchange students in the District Conference and District Assembly to promote the program.

5.8 Public Image and Communications

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5.8.1 Public Relations Committee

The Public Relations Committee shall: Be responsible for coordinating the various media communications within the

District, to RI, and to the public. Develop a consciousness of public relations by the Clubs with an

understanding that the total impact made in a community forms the basis of Rotary public relations.

Encourage Rotarians in their personal, business and professional contacts to

seek opportunities to make the mission and accomplishments of Rotary better known.

Establish relationships with newspaper editors, radio and television station

managers and others in the field of communication.

Devise and execute a unified public relations program involving both internal and external communications, placing emphasis upon informing the public about Rotary – its history, objectives, and scope with special emphasis upon programs and activities of the Clubs.

Utilize all opportunities to increase community understanding of the Rotary Avenues of Service. Take advantage of events including Area meetings, District Conferences and Assemblies, regional conferences, International Assemblies and Conventions, The Rotary Foundation Scholarship Awards, the annual observance of Rotary’s founding, the District Governor’s official visits, etc.

5.8.2 District Newsletter Committee

The District Newsletter Committee shall be comprised of a Newsletter Editor appointed by the District Governor and such other Committee members as the District Governor and the Newsletter Editor shall determine to be appropriate to assist in the preparation of the monthly Governor's newsletters as mandated by the MOP. The Committee shall solicit articles and pictures from the Clubs, other District Committees and individual Rotarians. Each monthly newsletter shall contain a Governor’s Message, an attendance report as required pursuant to the MOP and such other articles and information as the District Governor and the Newsletter Committee shall deem appropriate.

5.8.3 District Web Site Committee

The District Web Site Committee shall be comprised of a District Web Master appointed by the District Governor and such other Committee members as the

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District Governor and the Web Master shall deem appropriate. The Committee shall be responsible for maintaining the proper registration and licensing for the District Web Site and, in consultation with the District Governor, shall post and maintain appropriate District information and other Rotary content.

5.8.4 District Communications Officer (DCO)

The District Communications Officer shall support and assist the District officers, staff, committee chairs, and clubs with utilization of the District database to include helping to set up events, committees, and personalized emails.

5.9 District Conference Committee.

The composition of the Conference Committee shall be wholly within the discretion of the District Governor, provided, however, that the District Treasurer shall be a member of the Conference Committee and shall serve as its treasurer.

The duties of the Conference Committee are to assist the District Governor in the planning, administration and execution of the District Conference according to the

guidelines of RI. The Conference shall comply with such requirements as may be established by RI from time to time with respect to duration and number of hours of Rotary information/education sessions. The individual(s) appointed by the President of RI to be his/her representative to the District Conference will be extended the same courtesies as the President and will be scheduled to speak the prescribed number of times. An aide who is experienced and knowledgeable about Rotary and the District (preferably a Rotarian with current or past District leadership service) shall be appointed to assist the President's Representative and his/her Rotary partner throughout the Conference. The District Conference Committee shall make a financial report regarding the net income/loss generated by the District Conference following the conclusion of such Conference.

5.10 Rotary International Convention Committee

The District Governor-Elect shall be responsible for promoting attendance at the upcoming Rotary International Convention. Every Rotarian should strive to attend an International Convention to appreciate the worldwide impact of Rotary. Sufficient promotional materials are available through RI for presentation and distribution to the District during the course of the Rotary year. Where feasible, the District Governor-Elect shall endeavor to organize a District fellowship event at the site of the RI Convention.

The District Governor-Elect also is responsible to promote the Zone 33/34 “Southland Breakfast” which is a traditional event hosted by the Rotary Director for Zone 33/34 at the convention. Responsibilities may also include the distribution of tickets and collection of funds from attending Rotarians.

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5.11 Rotary Leadership Institute

The Rotary Leadership Institute (RLI) is a series of fast-paced, interactive, one-day courses offered to refine a Rotarian's leadership skills and increase their base of knowledge in Rotary. Courses are fun, topical, interactive, and geared toward busy business and professional persons who want to be more effective leaders in their vocation and club and more knowledgeable Rotarians. Rotary Clubs are encouraged to select at least two candidates for RLI annually. Students return to their club with enthusiasm, new contacts, fresh ideas, an increased understanding of their potential as Rotarians, and valuable skills impacting their potential leadership in the club.

The District Chair is appointed by the District Governor with the approval of the Zone 33 RLI Chairperson. The District Chair shall promote RLI during the Rotary year and encourage potential Rotary Club leaders to attend a RLI event nearest to them.

Furthermore, the District Chair shall work with the District Governor to schedule and coordinate any RLI events located within the District. The District RLI Chair may appoint a committee to assist in arranging and coordinating any scheduled events within the District.

5.12 District Service

5.12.1 Awards Committee

The purpose of the District Awards Committee is to ensure that the endeavors of individual clubs and their members are recognized to promote value added to the purpose of Rotary.

The Committee shall be composed of: (1) a Chair appointed by the District Governor; (2) the District Governor; (3) the District Governor-Nominee; (4) the District Rotary Foundation Committee Chair; (5) and an effort to have at least one member from the following general geographic locations: greater Richmond, South Hampton Roads, Virginia Peninsula, and Southside Virginia.

The Chairperson is responsible for; (1) keeping the District Governor and Clubs informed of Rotary International awards opportunities and encouraging participation in same; (2) promoting the annual District Awards Program; (3) maintaining the Awards portion of the District Web Site; (4) announcing and holding Committee meetings to refine awards criteria, evaluate awards recommendations, and submit awards recommendations to the District Governor or Past District Governor (PDG) as appropriate; and (5) procuring award patches, plaques, engraving, and other material required for awards presentations.

The Committee will meet at the discretion of the District Governor and on call of the Committee Chair. The annual meeting of the Committee will take place to

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consider recommendations for awards from Clubs from the Rotary year just completed. The meeting will occur after all of the membership and Rotary Foundation data have been finalized, usually late July to early August of the next Rotary year. The Awards Criteria for each award can be found on the District 7600 Web Site (www.rotary7600.org). Club submissions must meet the established Awards Criteria. Since the Committee normally meets after the completion of the Rotary year under consideration, the District Governor and District Governor-Nominee respectively will have become the immediate PDG and the District Governor-Elect.

The results of the annual meeting will be kept confidential by Committee members until announced by the IPDG at the District Conference. However, close coordination with the District Conference Committee (see Paragraph 5.9) is required to assure that appropriate time is given for recognition of all awards recipients.

Awards recommendations from clubs will be retained for three years, after which the files will be destroyed. Clubs may pick up copies of their past submissions at the District Office, if desired.

5.12.2 Disaster Relief Committee

The District Governor shall appoint the Chair of this committee. The committee shall meet at least yearly and shall be responsible for planning and coordinating the district’s response to disasters in District 7600 and elsewhere. The District Governor, District Treasurer, and District Public Relations Chairperson shall serve as ex officio members of this committee. The District Treasurer shall establish a restricted disaster relief fund for deposit of monies collected.

5.12.3 Legislative Committee

The Legislative Committee shall:

Be chaired by the District’s elected Representative to the Council on

Legislation and include the alternate elected Representative to the Council on Legislation and another Past District Governor, as appointed by the District Governor after consultation with the Committee Chairperson. The Chairperson shall appoint a secretary for each meeting of the Committee.

Review and assist Clubs in the District with respect to any legislation to be

proposed by any such Club for consideration by the Council on Legislation of RI, including advice regarding proper formatting of any such proposals and the manner and timing of submission of such proposals. The Committee shall inform the Rotarians in the District about the proposals submitted to the Council on Legislation and shall solicit the input of the Clubs with respect to such proposals. The Committee shall also give advice to the voting delegates

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attending the RI Convention with respect to any legislative matters to be voted upon at such meeting.

5.12.4 District Governor Nominating Committee.

The Nominating Committee for District Governor-Nominee will be composed of the Immediate Past District Governor, as Chairperson, and at least, two past Presidents who have served within the immediately preceding two Rotary years, two Past District Governors (in addition to the Chairman) and two past Assistant Governors. If a Committee member shall belong to the same Club as any candidate for nomination, then such member shall resign from the Committee and the Chairperson shall appoint a replacement Committee member. Committee membership shall be determined by the Chairperson of the Committee, after consultation with the District Governor, and shall be announced at the same time the Clubs are informed of the Rotarian selected by the Committee.

The District Governor shall invite each Club to submit applications for District Governor-Nominee by September 1. Similar invitations should also be made to all Past District Governors and current Assistant Governors. The invitation letters shall contain pertinent references to the MOP. Deliberations will be for District Governor for the year beginning on the first day of the third Rotary year following the selection. Applications for District Governor-Nominee shall be mailed directly to the Committee Chairperson, to be received no later than November 1. An extension may be granted in the discretion of the Committee Chairperson.

The Committee may also consider any other Rotarian in the District whom they consider to be well qualified to serve as District Governor. In assessing candidates proposed by the Clubs or by the Committee for nomination, due consideration shall be given to prior service as Assistant Governor or other District leadership position.

The Committee shall meet as often as necessary to properly evaluate the applications received. It shall be the duty of the Chairperson and each Committee member to become personally acquainted, as much as possible, with each applicant. The Committee shall interview all applicants. The Committee shall notify the District Governor of its choice as early in November as possible. Promptly following the report by the Committee of its nominee, the District Governor shall notify, in writing, the President and Secretary of each Club, all Past District Governors, all current Assistant Governors, and each candidate of the selection of the Committee. The District Governor shall advise all concerned of the deadline for the assertion of any challenges in accordance with the MOP.

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If a challenge is received within the specified time period, the District Governor shall notify all Clubs of such challenge. The notice shall include the name and qualifications of each challenger and state that the final determination of the nominee shall be determined by a ballot-by-mail.

If no challenge is received, the District Governor shall, within 15 days of the challenge deadline date, declare the candidate selected by the Committee to be the District Governor-Nominee Designate. The declaration shall be mailed to the President and Secretary of each Club, all Past District Governors, all current Assistant Governors and each candidate.

5.12.5 District Office Committee.

The District Office Committee shall be comprised of the District Governor, the District Governor-Elect, the immediate Past District Governor, District Secretary, District Treasurer and the Chair of the Finance Committee. The immediate Past District Governor shall serve as the Chairperson.

The Committee shall meet on an as needed basis and shall be responsible for identifying office space, equipment and service needs and shall assist in the assessment and negotiation of any purchase contracts or leases with respect thereto. The Committee shall develop a long-range plan with respect to District office space needs and equipment replacement.

The Committee Chair shall also assist the District Governor in conducting performance evaluations of the District Executive Secretary and shall advise the District Governor with respect to compensation adjustments and benefits of the Executive Secretary.

5.12.6 Youth Protection Officer

The District Governor shall appoint a District Youth Protection Officer who shall be responsible for ensuring that the District follows all procedures and requirements associated with the protection of any youth participating in programs associated with Rotary (e.g. Youth Exchange, Interact, Literacy, etc.). The Youth Protection Officer shall assemble a committee that represents geographical areas of the District. The Youth Protection Officer shall: Conduct required training and work with Clubs to inform all Rotarians of their

obligations under both district policy and local laws. Review, collect, and maintain all records pertaining to the administration of

the Youth Protection Program.

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Serve as liaison to an external firm contracted to provide background checks.

Advise the District youth program communities about ongoing developments in legislation, education and training.

Ensure proper handling of all allegations, according to local laws and District

policy, and protection of the interests of all involved. 5.13 Rotary International Focus Areas and Task Forces (as required)

The District Governor shall appoint a Rotary Resource Area Coordinator whose job is to help coordinate the efforts of the District as it pertains to the designated RI focus areas and to serve as a clearinghouse for various program updates that are sent from RI to the District. As required, this individual will also provide reports on District focus area activities to RI.

5.13.1 Water Management (See World Community Service) 5.13.2 Health & Hunger (See World Community Service) 5.13.3 Literacy (See Vocational Service) 5.13.4 Family (See Membership Development)

The District Governor may also appoint District Task Forces (as required) to plan, coordinate and conduct such activities that may be scheduled and may require additional resources beyond the normal District events, e.g. Yorktown Celebration, RI Presidential Visit.

5.14 Strategic Planning Committee

The District Governor shall appoint a Strategic Planning Committee comprised of a Chairperson and members representing geographical areas of the District., at least one of which shall be a Past District Governor. The committee shall meet at least twice annually and be charged with developing/updating a District Strategic Plan.

5.15 The Rotary Foundation Committee and Subcommittees

The District Rotary Foundation Committee (DRFC) shall be comprised of a group of experienced and dedicated Rotarians who shall assist the District Governor in carrying out Foundation business in the District and serve as the liaison between The Rotary Foundation (TRF) and the Clubs. The DRFC shall consist of a Chairperson and subcommittee Chairpersons appointed by the District Governor following consultation with the Committee Chairperson.

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To be effective, the DRFC must have continuity of leadership. Therefore, the DRFC Chairperson shall be appointed for a three-year term, subject to removal for cause. The District Governor scheduled for each year of the DRFC Chair’s term shall participate in the selection process.

Selection of the DRFC Chairperson should take place and be reported to TRF no later than 1 March of the year in which he/she takes office. A DRFC Chair may be reappointed for an additional three-year term with the approval of the District Governors scheduled for each year of the additional term. This post should be filled, if possible, by a Past District Governor. The current District Governor cannot serve as the DRFC chair.

The DRFC Chairperson shall oversee (in conjunction and consultation with the District Governor) the development and coordination of all District-level Foundation activities. The Chairperson shall be a member of all DRFC subcommittees and should be familiar with the responsibilities of such subcommittee.

In addition to the District Governor’s leadership, the DRFC Chairperson receives instruction, support, and guidance from the Regional Rotary Foundation Coordinator (RRFC), who coordinates the Annual Programs Fund Strategic Adviser, Major Gift Adviser, and Rotary Foundation Alumni Coordinator.

Upon notification by TRF of the forthcoming Rotary year funding levels, the DRFC Chairperson shall call the DRFC into session to allocate and distribute SHARE District Designated Funds. The SHARE allocation process will also include the DG, DGE, DGN and the Immediate Past DG (IPDG). Consideration could be given to inviting to any deliberations, the previous Rotary year top three per capita and total Annual Giving Fund Club representatives.

DRFC Chairperson responsibilities shall include:

Assisting the District Governor to ensure the success of Foundation programs

and Foundation fundraising within the District, with special emphasis on the goals established by the District Governor and by the TRF Trustees.

Organizing a District Rotary Foundation Seminar for Club Presidents,

Presidents-Elect, Club Foundation committees, and other Rotarians in the District.

Assisting the District Governor Elect in obtaining from each Club for the

upcoming Rotary year The Rotary Foundation Fund Development Club Goal Report Form {EN-(906)}.

Coordinating with the Clubs a review of all Club Recognition Summaries

(CRSs). Assisting in any corrections necessary. Recognizing the numbers of Bequest Society members and Major Donors within each Club.

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Being responsive to Club inquiries and to coordinate with the Foundation Staff, as necessary, to clarify policies and information issues.

Coordinating DRFC subcommittee endeavors. Ensuring that DRFC

subcommittees fulfill their respective responsibilities.

Encouraging strong levels of financial support for Foundation Programs through Annual Giving and gifts to the Permanent Fund, with special emphasis upon the goals established by the District Governor and the Trustees of The Rotary Foundation.

Encouraging Every Rotarian Every Year (EREY) contributions to the Annual Giving Fund.

Encouraging fulfillment of pledges to the Sustaining Member obligations. Promoting active participation in The Rotary Foundation Month (November).

DRFC members should be familiarize themselves with all aspects of The

Rotary Foundation, monitor and respond as necessary to all communications from the staff and Trustees of the Rotary Foundation.

DRFC members are expected to attend the Zone 33 Rotary Foundation

Seminar conducted by the RRFC and participate in the district team training seminar and other district training meetings.

The DRFC shall have at least eight subcommittees as set forth below. Each subcommittee should consist of at least three members. The DRFC Chairperson may combine or subdivide some subcommittees as determined to be reasonable or necessary. Consideration should be given to further dividing the basic eight DRFC’s into smaller elements. Examples: Group Study Exchange into outgoing and inbound. Grants into District Simplified Grants and Matching Grants.

Annual Giving Permanent Fund Scholarships Group Study Exchange Grants Alumni PolioPlus Rotary Peace Fellowships

The DRFC and each of its constituent subcommittees shall comply with the guidelines and procedures promulgated by The Rotary Foundation Board of Trustees as set forth in The District Rotary Foundation Committee Manual {300-EN-(507)} and other official Foundation publications.

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Area Rotary Foundation Advocates may also be appointed annually by the District Rotary Foundation Committee Chair (DRFCC) with the consent of the District Governor. The role of the Foundation Advocate is to be a link between key District Foundation Committee members (DRFC, Annual Giving, Permanent Fund, Major Gifts, PHS, Grants, GSE, Scholars, PolioPlus, and Awards) and the clubs in their area. They are a resource for promoting the Foundation and its programs as well as an advocate for financially supporting the Foundation.

SECTION 6 COUNCIL OF ADVISORS AND COLLEGE OF GOVERNORS

6.1 Council of Advisors.

The District Council of Advisors shall consist of the District Governor, District Governor-Elect, District Governor-Nominee, Immediate Past District Governor, Assistant Governors, Committee Chairpersons, District Secretary and District Treasurer. The District Executive Secretary shall be an ex officio member. The primary function of the Council of Advisors is to plan, assess and discuss District and Club activities and issues and to make recommendations as required. The secondary function is to promulgate new information and ideas.

The Council of Advisors shall meet in a forum called the District Quarterly Planning Meeting (DQPM) not less frequently than quarterly at a location and on such dates as are reasonably convenient to its members. The District Governor shall preside over the quarterly meetings.

All Past District Governors are encouraged to attend and participate in the Council of Advisors meetings.

6.2 College of Governors.

The purpose of the College of Governors is to make greater use of the knowledge and experience of Past District Governors. Although advice and consent will be sought, the authority and/or responsibility of the District Governor shall not be impaired or impeded by the actions of the Past District Governors.

The District Governor will schedule not less than two dedicated College of Governors meetings per year. Ideally, one meeting shall occur in consonance with the District Conference and the other, approximately six months later. At such meetings, the District Governor will report on the status of the District with respect to membership, finances, The Rotary Foundation and any other germane issues. The District Governor-Elect and District Governor-Nominee will also be invited to make appropriate reports.

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SECTION 7

DISTRICT EXECUTIVE SECRETARY The District shall engage a permanent part-time Executive Secretary as a salaried employee of the District, who shall serve under the supervision of the District Governor. The compensation and benefits of the Executive Secretary shall be provided for in the District budget and paid from the District Fund. The duties and responsibilities of the Executive Secretary shall include:

To maintain the District Office in good order to enable the District Governor to conduct District business meetings upon short notice.

To be responsible for coordinating with the building landlord to maintain or

repair any portion of the fixed property as necessary to keep the District Office in good order.

To maintain custody of significant District 7600 records, including available

records of the Districts that directly preceded District 7600.

To maintain custody of all District resolutions, Conference programs and summaries of Conference proceedings, Legislative actions of RI, one copy of each Governor’s Monthly Newsletter and one copy of each Governor’s District Directory.

To maintain files, storage cabinets, and other facilities for proper storage of

current records, historical records and proceedings.

To maintain the inventory and custody of District properties, such as flags, banners, easels, library publications, and audio-visual equipment, and coordinate loans and returns of District items to/from individuals for Committee, Club or individual Rotarian usage.

To be responsible for the safekeeping and operation of the District's office

equipment, such as the computer suite, copier, FAX machine and telephone system located at the District office.

To assemble, at the direction of the District Governor, and maintain custody

of a customized suite of District property to be used during off-site District events, such as District Team Training, District Assembly, etc.

To be responsible, at the direction of the District Governor, for preparing and

distributing official District reports and correspondence.

To assist the District Secretary in obtaining Club monthly attendance reports.

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To serve as District Conference Secretary if so required by the District

Governor.

To maintain an accurate listing of Presidents, Secretaries and Club Chairpersons, as directed, as well as Club meeting times and locations.

To maintain current information on the district database (DaCdb) to include

District officers, District committee chairs, and District events; to process registrations by Rotarians for District events; to generate reports from the database as requested by the District Governor or the appointed events chair; and to work with the District Communications Officer (DCO) on matters regarding the database.

To operate a District suspense file of events, milestones, actions and

responsible staff officer that need to be accomplished during the course of the Rotary year and to advise the District Governor of upcoming activities.

To purchase using the District credit card necessary office administrative

supplies, such as paper, pens, stationery, badges, etc, to ensure the efficient operation of the District Office. When purchasing said supplies, care should be taken to use the organization’s tax-free status where possible and to identify those specific items that qualify for the District Governor’s yearly allocation from RI.

To invoice according to the approved billing schedule and follow-up on dues

billings to the District Rotary Clubs.

To receive funds on behalf of District 7600 and make timely deposits in the District Fund account, and provide deposit documentation to the District Treasurer.

To assist the District Governor-Elect in planning for his or her year as District

Governor.

To assist the District Governor with other such duties assigned by the District Governor or his/her assigns.

SECTION 8 DISTRICT OFFICE

The District shall maintain a permanent District Office for the use of the District Executive Secretary, the District Governor and other District officers and committees, as appropriate. All official District records and files, other than those maintained by the District Governor at his/her

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personal office during his/her term shall be maintained at the District Office. The District Office shall be maintained at such location as may be determined from time to time by the District Office Committee.

SECTION 9 DISTRICT EDUCATION AND TRAINING MEETINGS

The District shall hold each Rotary year a District Team Training Seminar, a Presidents-Elect Training Seminar, a District Assembly, a District Conference and a Presidential Retreat. The District Governor may plan other meetings/seminars as considered appropriate, such as The Rotary Foundation Seminar, a District Leadership Training Seminar and a District Membership Seminar. 9.1 District Team Training Seminar (DTTS)

The training shall be held annually in January or February shortly after the District Governor-Elect returns from the Rotary International Assembly. The District Governor-Elect forms his/her leadership team to share the new Rotary theme and focus areas and to set goals and objectives for the year ahead. Expenses for this training will be covered by the District Fund.

9.2 Presidents-Elect Training Seminar (PETS)

PETS shall be held annually as soon as reasonably possible following the conclusion of the International Assembly, normally in the March timeframe. PETS may be conducted as a single district training event or as a multi-district event. The District Governor-Elect meets with his/her incoming Club Presidents to share the new Rotary theme and focus areas and the Rotary and District goals. With the aid of the Assistant Governors, the incoming Club Presidents start to develop their goals and objectives. The cost of PETS shall be provided by the Rotary Clubs or partially covered from the District Fund.

9.3 District Assembly

The District Assembly shall be held annually following PETS, normally in the month of April. Consideration should be given to allowing sufficient time following PETS for the Presidents-Elect to complete the organization of their leadership teams and the appointment of their Clubs' committee chairpersons. This is the opportunity for the District Governor-Elect to capitalize on the momentum of PETS to bring the Rotary and District message to the officers and board members of the district’s Rotary Clubs. The incoming District budget should be formally approved during the District Assembly as well as the development of the District’s Every Rotarian Every Year (EREY) Rotary Foundation pledge. The cost of the District Assembly shall be provided through

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registration fees and applicable lodging/meal costs to be paid by the Clubs or partially covered by the District Fund.

9.4 District Conference

The District Conference shall be held annually in the fall. The Conference duration will not be less than two days. Registration fees and meal income will cover expenses with an augmentation from the District Fund.

9.5 Presidential Retreat The District Governor may schedule a Presidential Retreat to take advantage of a mid-year meeting of the Rotary Club Presidents to assess progress towards District and Club goals. This off-site meeting is an excellent opportunity for the District Governor to re-energize the District Staff and focus on meeting membership and Rotary Foundation goals. The Presidential Retreat also provides the District Governor-Elect with a forum to conduct pre-PETS training for incoming Club Presidents.

SECTION 10 ANNUAL FINANCIAL STATEMENT

The District Governor, with the advice of the District Treasurer and Finance Committee, shall hire a Certified Public Accountant (CPA) or CPA firm located within the District to prepare Compiled Financial Statements of the District finances for the Rotary year. The District Treasurer shall submit all necessary financial reports and records to the CPA by August 1 and the CPA shall be requested to complete the financial statement by October 1. The financial statement shall be sent to the then current District Governor with copies to the Immediate Past District Governor, the District Finance Committee Chairperson, the District Treasurer and the District Office. The CPA shall not be a member of any District Committee. A copy of the District CPA Compiled Financial Statement shall be approved by the Club Presidents at the District Conference and submitted to R.I. in accordance with the MOP.

SECTION 11 AMENDMENTS TO PROCEDURES AND GUIDELINES MANUAL

This Manual shall be reviewed from time to time. Proposals for amendments may be submitted at any time by any Club in the District, by the District Governor or by any member of the Council of Advisors or the College of Governors. Any proposed amendment shall be referred to the District Operations Group (Section 3.6) for review for consistency with any applicable RI procedures or policies. The District Operations Group shall work with the Club or person making any such proposal to resolve any inconsistencies with RI policies or procedures. Any proposed amendments, which are consistent with RI mandated policies or procedures shall be voted upon

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by the District Operations Group. Any amendments regarding the District Fund (Section 2.5) and the District Reserve Fund (Section 2.6) shall be submitted to a vote by the Clubs at the next occurring District Conference or District Assembly or by ballot or by mail. Following each RI Council on Legislation, the District Governor will request the Legislative Committee to review this Manual for consistency with any changes in RI policies and procedures.

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EXHIBIT A

ASSISTANT GOVERNOR QUARTERLY REPORT

This report is completed by the Assistant Governor to keep the District Governor aware of important goals and activities in the Assistant Governor’s area (see next page).

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Membership

Membership at Start of Year (1

JUL XX)

Goal Membership (Net)

(30 JUN XX)

Enter Number of Members on OCT 1, 20XX

Enter Number of Members on JAN 1, 20XX

Enter Number of

Members on MAR 1, 20XX

Key Dates Event Club 1 Attendees

Club 2 Attendees

Club 3 Attendees

Club 4 Attendees Notes

Club 1 (replace with name) Add Area Officers Meeting

Club 2 Events Dist Governor Visit

Club 3 of Importance Membership Workshop

Club 4 to Club, Area Foundation Seminar

Rotary Foundation Pledge for Current Year

Last Year Actual

Oct 15, 20xx Status

Jan15, 20xx Status

Apr 15, 20xx Status and District District Conference

Club 1

Club 2

Club 3

Club 4KEYS TO SUCCESS Leadership Membership Foundation Community

Support Press Coverage Attendance COLOR CODE

Club 1 Club 1 Green: ON TRACK

Club 2 Club 2 Yellow: WORKING TO IMPROVE

Club 3 Club 3 Red: NEED FOLLOW-UP

Club 4 Club 4

Club 1 Club 1

Club 2 Club 2

Club 3 Club 3

Club 4 Club 4

Club President Home OfcClub 1

Club 2Club 3

Club 4

Top 3-4 Goals for next 90 Days

Top 3-4 Accomplishments for last 90 Days

Email

Contact Information

Misc Notes from Assistant Governor

Reserved for Governor's Personal Notes: