RURITAN NATIONAL REFERENCE INDEX MANUAL

(RNRIM)

Revised Edition

March 2019

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PREFACE

This manual contains quotes extracted from the Ruritan National Bylaws (RNB), Ruritan Club Bylaws (RCB), policies adopted by the Delegates to a National Convention and recorded in the Annual Convention Minutes (ACM), policies adopted by the National Board of Directors (NBOD) and recorded in the NBOD Minutes (BDM) and references to other official publications; National Convention Guidelines Handbook (NGCH), Handbook for National Officers Directors and Committees (HNODC), Guidelines for Candidates for the Ruritan National Board of Directors (GCRNBOD), Ruritan Awards Booklet (AB) and the Ruritan Club and District Officer Handbook (RC&DOH).

Paragraphs related to the Bylaws are referenced to the specific Article and Section from which they were extracted. Policies are referenced to a statement showing the date and document which records the adoption of the policy.

Requirements set forth in the Bylaws are directive in nature and must be followed. Policies adopted by the NBOD will be adhered to where and when possible, but depending on circumstances, can be suspended with the approval of the NBOD. Policies adopted by delegates to a national convention will be adhered to and may only be changed by delegates to another national convention.

A revision log is placed at the end of this document as an index of changes made to this document since the previous version.

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-A-

ACCOUNTS - RESERVE

The national treasurer or his/her designee will submit a summary of all reserve accounts at each NBOD meeting.

Rationale: To establish policy. (See BDM Aug 2009, motion no. 6)

ADVERTISING - PAID

Ruritan National will not participate in paid advertising in club or district activities. (See BDM Aug 1974)

ALCOHOLIC BEVERAGES

The NBOD hereby directs its officers and employees to:

• Discourage the use of any alcoholic beverage at all District and National Conventions.

• Have no alcoholic beverages served at any Ruritan National function, including meetings of the NBOD and committees. (See BDM Jan 1963 and BDM Aug 1973)

ANNIVERSARY - CLUB

(See RC&DOH and BDM Jan 1978)

ANNIVERSARY - RURITAN FOUNDERS’ DAY

(See RC&DOH)

AREAS - AWARDS ELIGIBILITY

All Ruritan clubs in areas will be eligible to participate in the following club awards programs: Blue Ribbon Award, Ruritan of the Year, Outstanding Club President Award, Club Membership Increase Award, Sponsoring Club Award, National Communication Award, and the Community Service Merit System.

Rationale: To develop area awards that parallel district awards. (See BDM Apr 1997, motion no. 5)

AREA - CONVERTED TO DISTRICT

Recommend an area shall become a district when it meets the following qualifications:

• The area shall have a minimum of 20 clubs chartered through September 30. • Charter list for all clubs shall have been received by the National Office before the area’s

convention, which shall be held after November 10. • Prior to the area convention all the clubs in the Area shall have paid all of their financial

obligations to Ruritan National. • The club delegates attending the area convention shall elect a district governor and other

Officers as described in Article IV, Section C of the National Bylaws. • The area shall become a district effective January 1 following. • The district governor and his cabinet shall assume their responsibilities as of January 1.

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The only expenses paid by Ruritan National to the National Convention for the first year shall be that of the district governor, ½ from area supervision, ½ from funds as provided for all district governors. (See BDM Mar 1970)

AREA - FINANCES

Area zone governors are reimbursed by Ruritan National for expenses incurred for:

• Club visits • Zone meetings • Area meetings

o Growth and Development Visits to prospective communities Organizational meetings Charter nights

• Training Schools: • Reimbursed for attendance at National Conventions the same as district governors. • Costs involved for refreshments and so forth when acting as host for persons or groups who

may be interested in Ruritan (Prior approval of Ruritan National) • Area Newsletter • To pay motel/hotel rate for lodging regardless of single or double rate (A receipt for this

should be attached with expense voucher) • Actual costs of meals up to $15.00 per day (not per diem) • Car mileage at 30 cents per mile, tolls for roads, bridges, and parking, bus, train, or plane fare

(A receipt must be attached) • Limousine and taxi fares including tips • Ruritan phone calls and postage • Appropriate tips

Expense Voucher

Expense vouchers should be submitted promptly.

Form to be provided by Ruritan National Office.

(See BDM Aug 1979, BDM May 2005, motion no. 11)

Expense vouchers submitted with line items which are dated more than 90 days prior to the submission date, are considered to have been submitted “late” and those line items will not be paid. The Executive Director may approve the late line items, at his discretion, if the total amount of late line items on the voucher is less than $250.00. The Executive Director must seek approval from the Executive Committee, to approve any “late” line items exceeding a total of $250.00. The Executive Committee may approve the late line items, at its discretion, if the total amount of late line items on the voucher is less than $750.00 and the approval would occur within the same fiscal year in which the expenses were incurred. The Executive Committee must seek Board Approval for any “late” line items totaling more than $750.00 or for those which would be approved in a different fiscal year from the one in which they were incurred.

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RATIONALE: To allow the Executive Director and Executive Committee to use their discretion in approving late line items on expense vouchers. The original policy was enacted after an officer submitted and expense voucher for an entire year of travel in the following fiscal year, adversely affecting the budget in that fiscal year. (See BDM Mar 2017, motion no. 1)

AREA - GROWTH RECOGNITION PROGRAM

(See AB)

AREA - ZONE GOVERNOR

• Publish An area zone governors’ handbook to contain the following information:

• “Purpose - This manual has been prepared to help area zone governors understand the requirements of his/her job.” It is expected that he/she will examine this material which consists of proven and established procedures, with the idea of improving the operation of his/her zone.

• The President of Ruritan National will assign a representative to each area to counsel and assist the area zone governor in directing continued growth and development within the zone.

• It is recognized that areas vary in size and composition. Each area is an integral part of Ruritan National. See BDM Aug 1979)

AREA - ZONE GOVERNOR AWARD - OUTSTANDING

• Area zone governors will be eligible for the Outstanding Zone Governor Award; however, the area must have a minimum of three (3) clubs for the area zone governor to be eligible.

• Rationale: To motivate greater leadership and to reward accomplishments. This action would also encourage membership and club growth. (See BDM Apr 1997, motion no. 6)

AREA ZONE GOVERNOR DUTIES

• The most important Ruritan official in an area is the area zone governor. His/her duties and responsibilities are varied. His/her concerns and leadership must not only be directed toward expansion in areas where Ruritan is unknown, but he/she must also provide the leadership and service to clubs in his/her area.

• The area zone governor is appointed by the National President-Elect prior to November 1 to serve a one-year term, beginning January 1. (See BDM Aug 1979)

• Responsibilities of area zone governors include: o Representing Ruritan National in the area. o Act as liaison official between clubs in the area and Ruritan National. o Act as host to individuals or groups who may become interested in promoting or supporting

the growth and development of Ruritan in the area. o Make official club visits. (Recommend first visit be January, February, or March) o Attend Board of Director meetings of each club. o Encourage clubs to increase membership. o Instruct new club officers. o Recommend use of new member kits. o Plan and conduct at least two (2) zone meetings to:

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1. Instruct new club officers. 2. Review club and zone activities. 3. Provide assistance to club officers and members during the year. 4. Prepare a zone directory including club meeting dates, names, addresses, and

telephone numbers of all club officers and the area zone governor and distribute to all clubs by January 1.

5. Promote Ruritan by means of news articles to be released to local newspapers and radio stations on a regular schedule.

6. Install club officers. 7. Coordinate and supervise the growth and development program in the zone. 8. Assist Ruritan National in collecting delinquent club dues and monthly reports.

(See BDM Aug 1997; see RNB; also see BDM Jan 2007, motion no. 8)

AREA ZONE GOVERNORS EXPENSES NATIONAL CONVENTION

(See caption - EXPENSES - AREA ZONE GOVERNORS TO NATIONAL CONVENTION)

ATTENDANCE CLUB

(See RCB)

ATTENDANCE - MILITARY MEMBERS

Exempt US Military personnel from attendance if out of the area on military duty.

Rationale: To prevent penalizing a club for having members who are in active duty in the United States Military. Clubs will not be penalized for the Blue Ribbon Award. (See BDM Aug 2004, motion no. 6)

ATTENDANCE - PERFECT

Ruritan National recommends that each club establish its own policy regarding perfect attendance tabs. (See BDM Mar 1966)

A member of Ruritan does not need to have “continuous attendance” year after year, to receive a perfect attendance tab, but would be credited with 100% attendance for each year. (See BDM Aug 1960; also see caption - PINS)

AUDIT

Each district and area shall have a financial audit each year. Financial guidelines will be furnished by Ruritan National yearly.

Rationale: To avoid financial risk to Ruritan National and its districts and areas. (See BDM August 2013, motion no. 1)

AUTOMOBILE TAG - RURITAN

Authorize Ruritan National to give an auto tag or auto tag size car magnet to each newly elected member of the NBOD and the immediate Past National President. (See BDM Jan 09, motion no. 4)

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AWARDS - AREA GROWTH RECOGNITION PROGRAM

(See AB)

AWARDS - BIRTHDAY FUND

(See AB)

AWARDS BOOKLET (AB)

Recommend the continuation of the publications of the Ruritan Awards Booklet (AB).

Rationale: To continue to have the guidelines for all Ruritan awards and recognitions published together in one booklet so as to be accessible and beneficial to districts, clubs, and members. This is a valuable Ruritan tool that provides information to enhance participation in the various awards and recognition programs. (See BDM Aug 1997, motion no. 5)

AWARDS - APPEALS OF

(See AB and RC&DOH)

AWARDS - COMMUNITY SERVICE MERIT SYSTEM

(See AB and BDM Apr 1999, motion no. 10; BDM Aug 1996, motion no. 16 and BDM Aug 1994)

Adopt a Community Service Merit System.

(See BDM Jan 1994; also see AB, and RC&DOH)

AWARDS - COMMUNITY SERVICE MERIT SYSTEM APPEALS

(See AB and RC&DOH)

AWARDS - DRM RECOGNITION

(See AB and caption – NATIONAL CONVENTION – DRM AWARD)

AWARDS - JUDGING OF

(See AB, HNODC, and RC&DOH)

AWARDS - NEW CLUB DEVELOPMENT

(See AB and BDM Aug 1998, motion no. 11)

AWARDS NEWSLETTERS ELECTRONIC

(See AB and BDM Aug 2007, motion 7)

AWARDS – OUTSTANDING CLUB SECRETARY

(See AB and BDM Aug 2015 motion no.1)

AWARDS - PERFECT ATTENDANCE 50 OR MORE YEARS

(See AB and BDM Apr. 2000, motion no. 3)

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AWARDS - PRESIDENTIAL AWARDS PROGRAM

Funds for presidential awards program shall be provided not to exceed $1,000 (one thousand dollars) and be included in the annual budget. (See BDM Apr 1996)

AWARDS - PROGRAM RURI-TEENS

(See Awards Booklet for Ruri-Teens)

AWARDS - QUALIFICATIONS

(See AB and RC&DOH; also see BDM Aug 1996, motion no. 18; BDM Apr 1997, motion no. 8)

AWARDS - RUDY YOUTH OF THE YEAR

(See BDM Aug 2007, motion no. 8)

AWARDS - SCOUT LEADER SERVICE

Approve Ruritan Scout Leader Service Award. (See BDM May 2005, Motion No. 5)

AWARDS - SPONSORING CLUB

(See AB, RC&DOH, and BDM Mar 1991)

AWARDS - WEB SITE

(See AB and BDM Aug 2002, motion no. 9)

AWARDS - WHO’S WHO

(See AB and BDM Apr 2010, motion no. 13)

-B-

BOY SCOUTS

Ruritan accept the invitation of the Boy Scouts of America to have a representative from Ruritan (Executive Director) serve on the community relationship committee. (See BDM Jan 1982)

NBOD endorse the program of Boy Scouts of America as a recommended youth program for Ruritan clubs. (See BDM Mar 1975)

BUDGET

To cap the total regular expense of the operating financial plan and the Line Items of #76, #78. (See BDM Aug 1995)

Any budget submitted in the future for adoption have comparative figures of proposed budget amount spent to date, and actual amount spent during the last two years for each account. (See BDM Aug 1978)

BUDGET ANALYSIS

Budget analysis to be presented to the NBOD on a quarterly basis. (See BDM Aug 1988)

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BUDGET - AWARDS AND PROGRAMS COST

(See caption – NATIONAL BOARD OF DIRECTORS – PROGRAMS & AWARDS – APPROVAL OF. (BDM Aug 2000, motion no. 3; and see AB)

BUDGET - CAPPING OF

Remove caps on Line Item 100 (President’s travel) and Line Item 101 (President-Elect’s travel). The EXCOM will closely monitor all travel expenses.

Rationale: Caps on travel line items need to be consistent. We don’t cap other travel lines. We can manage travel costs, better by closely monitoring all travel without capping a budgeted line item where we don’t know exact dollar level caps to apply. (See BDM Aug 2003, motion no. 17)

BUSINESS CARDS

Business cards be printed for each member of the NBOD. (See BDM Mar 1966)

BYLAWS - CLUBS - CHANGES

Any request by clubs for revision of their bylaws be submitted to Ruritan National in writing and be signed by the club president or secretary. (See BDM Mar 1985)

BYLAWS - CLUBS NEW

Recommend a change in the Club Officers handbook (Sponsoring Club), District Officers’ handbook (Duties of district governor) and area zone Governors’ Handbook (Duties of Area Zone Governor), to name an administrative advisor (without voting privileges) to serve on the Board of Directors of a new club for the first 12 months following charter night. This person would be appointed by the sponsoring club, district governor or area zone governor as appropriate. (See BDM Aug 1980)

BYLAWS - RURITAN NATIONAL

(See RNB)

BYLAWS - RURITAN NATIONAL ADMENDMENTS

Recommended amendments to the Ruritan National Bylaws shall require a two-thirds vote of NBOD members present and voting. Upon approval by the NBOD, amendment(s) will be referred to the delegates at the next National Convention for final approval/disapproval.

Rationale: Establish policy. (See BDM Apr 2010, motion no. 02)

-C-

CAMPAIGNING - NATIONAL CONVENTION

Campaigning by future candidates for Ruritan National offices (i.e., handing out literature/brochures) will not occur until after election results are announced on Saturday of the current National Convention. This policy will become one of the Standing Rules of the Ruritan National Convention.

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Rationale: Clarification and more specificity in the Standing Rules of the National Convention governing campaigning by candidates for National Offices. (See NCGH; also see BDM Aug. 2001, motion no. 8)

Ruritan National directs its officers to discourage campaigning for a National Office at NBOD, Summer Governors’ Conferences and other training meetings. (See NCGH; also see BDM Aug 1990)

CANDIDATES - NATIONAL OFFICE MAGAZINE

A candidate for National Office, and National Foundation may have his/her biographical information printed in the fall issue of the RURITAN magazine if the envelope containing the information is postmarked by July 1. Effective January 1997. (See BDM Aug 1996, motion no. 13)

CANDIDATES - NATIONAL OFFICE - TRAINING.

Offer a one day orientation to all candidates aspiring for a national office, to be held at the summer District Leaders Conference and to offer a condensed version at the National Convention, annually.

Rationale: To introduce candidates to the office responsibilities, the current issues facing Ruritan, and the fiscal responsibilities of the NBOD. (See NCGH and GCRNBOD; also see BDM, Mar 2003, motion no. 16)

CERTIFICATES

Present the outgoing Past National President with certificate of recognition for committed and dedicated service as Past National President.

Rationale: To recognize the Past National Presidents for committed and dedicated service. (See BDM Aug. 2001, motion no. 4)

A certificate of appreciation will be made available for clubs or districts to purchase for presentation to a person of high community involvement. These certificates are to be signed by the current National President.

Rationale: For greater exposure of Ruritan in communities and districts. (See BDM Apr 1996)

The policy in RNRIM regarding NBOD action March 1978 shall be complied with including the signing of the club community service certificates. Recommend that both the district governor and the National President sign community service certificates.

Rationale: Since club community service awards are national awards, they should also carry the signature of the National President. Currently they are being signed only by the district governor. See BDM Aug 1999, motion no. 19)

Ruritan National provide anniversary certificates to assigned directors for 25, 50, and 75 year old clubs. (See BDM Mar 1993)

To develop for sale a Ruritan gift certificate to be handled through Ruritan Supply. (See BDM Mar 1993)

The National secretary and national treasurer will to be presented certificates at the end of their service. (See BDM Sep 1985)

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A Certificate of Appreciation will be presented to retiring non-NBOD members who have served on the publication, and budget and finance committees. The 8” x 10” certificate is to be signed by the National President and presented at the National Convention. (See BDM Mar 1981)

The President of Ruritan National will sign certificates of appreciation to district governors, national directors, and club community service certificates and that the Executive Director, on behalf of the NBOD be authorized to sign certificates of appreciation to other administrative officers. The Corporate Seal will be used only on legal documents. (See BDM Mar 1978)

CHARTER NIGHT AGENDA

(See RC&DOH)

CHARTERS

Authorize the EXCOM to void charters which had been issued but never accepted. To be done annually in December. (See BDM Aug 1987)

The president and secretary were delegated the authority to issue charters, same to be reported at the next meeting of the NBOD. (See BDM Feb 1937)

The secretary will be instructed to have each charter numbered and names of clubs now organized be engrossed on charters. (See BDM Mar 1932)

CHILD ABUSE AND PROTECTION POLICY

To adopt a Child Abuse and Protection policy.

Rationale: As we try to get more youth in Ruritan, we need a guide when working with them. (See BDM May 2005, motion no. 3)

CLUBS - CHANGING NAME

The Executive Director be given authority to allow clubs to change their names. (See BDM Mar 1983)

CLUBS - DISBANDED

Executive Director be given authority retroactive to January 1, 1982, to determine disbanded club status of a club and be responsible for reporting to the NBOD at the January pre-convention meeting, the names of clubs to be dropped. (See BDM Mar 1982)

CLUBS - DISBANDING/DISSOLUTION CHECKLIST

A Ruritan club disbanding/dissolution checklist was approved.

Rationale: To have a system in place to utilize with regards to the disbanding/dissolution of clubs. (See BDM August 2013, motion no. 9A)

CLUBS - DUTIES OF OFFICERS

(See RCB and RC&DOH)

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CLUBS - PROVISIONAL

To authorize provisional chartering of a new adult Ruritan Club with a minimum of 10 but less than 16 members. A provisional new club will forward to Ruritan National the Ruritan Club charter application form containing the provisional membership list, the names of the temporary officers, along with the $50 charter fee. The provisional charter application will remain open for 90 days. If, after 90 days, the required number of 16 members has not been met, the provisional charter will be revoked, and the $50 charter fee will be returned.

Rationale: It is a great tool and aide in establishing new clubs. (See BDM Jan 2014, motion no. 4)

CLUBS - MEETING PROCEDURES

(See RCB and RC&DOH)

CLUBS - NEW KIT

A desk flag set be included in each new club kit. (See BDM Mar 1969)

CLUBS - NEW OFFICIAL RECOGNITION OF

A new club is officially recognized and added to the list of clubs upon receipt of the Charter Application and $50 charter fee. Once the Charter application and $50 charter fee is sent to National, the club can start recruiting members. The members’ names will be added to the charter at the charter night meeting. Each newly chartered club shall close its charter list within 90 days of the charter meeting and the secretary of the new club shall immediately forward to Ruritan National the completed charter list.

Rationale: This will establish written policy for Ruritan National. (See BDM Aug 2007, motion no. 13)

CLUBS - OWNERSHIP OF PROPERTY

Any individual Ruritan Club may purchase or own any property they deem necessary to achieve the objectives of Ruritan. Ruritan National will not assume the responsibility for dispersing of the property in the event the club disbands. (See BDM Mar 1980)

CLUBS - REBATES

To adopt motion 10/08/13 as a continuing policy. The motion read as follows: “Continue the $4 rebate per member for Regular Ruritan clubs that have a 20% or greater net increase in membership. (Effective start dates January 2011 through January 2012 at that time to be reviewed for continuation). The rebate qualifying period goes from January 1st to December 31st. The membership increase must be maintained until the end of the first quarter of the following year.”

Rationale: To give clubs an incentive and reason to increase membership and maintain this growth by recruiting members during the whole year. (See BDM Jan 2014, motion no.5)

CLUBS - RESPONSIBILITIES OF OFFICERS

(See RC&DOH)

CLUBS - TRANSFER OF

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Any Ruritan club wishing to be transferred to another District will submit an application to their district governor, who will meet with the other district governor concerned, and the two district governors will make their recommendations to the NBOD for proper disposition of the club concerned. (See BDM Aug 1958)

CLUBS - YEARLY SCHEDULE

(See RC&DOH)

COLORS - RURITAN

• Official road signs shall be red, white and dark blue. • Ruritan pins shall be gold and dark blue. • Flags and banners that represent Ruritan shall conform to a shade of gold. Letters on

flags and banners shall be dark blue. • Emblems or other symbols not previously mentioned but identify Ruritan shall conform

to colors of dark blue, white and gold or a combination of any two (2) of the three (3) colors. (See BDM Apr 1998, motion no. 23)

COMMITTEES - BOARD ADVISORY (BAC)

(See HNODC; also see BDM Aug 2008, Motion no 7, BDM Jan 2012, motion no. 4)

COMMITTEES - CLUB

(See RCB and RC&DOH)

COMMITTEES - LOCATION OF MEETINGS

(See caption - NATIONAL BOARD OF DIRECTORS - COMMITTEES)

COMMITTEES - MEMBERSHIP

(See RC&DOH)

COMMITTEES - MINUTES

(See caption -MINUTES – NATIONAL STANDING COMMITTEES)

COMMITTEES - NOMINATING

(See HNODC and NCGH)

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COMMITTEES - NBOD

• Advancement (See HNODC) • Budget and Finance (See HNODC) • Bylaws (See HNODC) • Executive (See HNODC) • Growth, Development, and Member Retention (See HNODC) • Leadership Development (See HNODC; BDM Jan 1996; BDM April 1999, motion no. 7) • Publications (See HNODC) • Publicity and Public Relations (See HNODC and BDM Aug 1985) • Youth Activities (See HNODC and BDM Mar 1995)

COMMITTEES - NATIONAL CONVENTION PROGRAM

(See RNB, HNODC, NCGH and BDM Aug1979)

COMMITTEES - SPECIAL

At the time of appointment of special committees, the president should specify the time the committee’s initial report is to be given and that all the initial reports are to be treated as unfinished business. (See BDM Aug 1980)

COMMUNITY SERVICE REPORTS GUIDES FOR PREPARATION

(See RC&DOH)

CONFIDENTIALITY POLICY

It is the policy of Ruritan National that any unauthorized disclosure or distribution by any means including electronic transmission or copying of Ruritan National’s confidential information, or that of its employees, volunteers, donors or donees, is prohibited. Employees are expected to keep confidential all information which they receive in the course of their employment except to the extent necessary in carrying out their official duties.

Any information that an employee, volunteer or board member learns as a result of providing services to Ruritan National that is not otherwise publicly available, whether about Ruritan National, its donors or donees, co-workers or colleagues, constitutes confidential information.

Ruritan National values the protection of confidential information. During the course of service for Ruritan National an employee or volunteer may learn confidential information, such as financial, personal, or medical matters affecting the lives of other employees or volunteers, or those served by Ruritan National, or those affecting the business operations of Ruritan National.

No employee or volunteer shall disclose or use any information that is available solely as a result of the volunteer’s or employee’s affiliation with Ruritan National to any person not authorized to receive such information without the expressed authorization of Ruritan National or to use to the disadvantage of Ruritan National any such confidential information.

Employees, volunteers and board members should never disclose confidential information to anyone who is not employed by Ruritan National and should only disclose confidential information to those employed by or providing services to Ruritan National if there is a business need for

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another to know such information to assist in fulfilling the Ruritan National’s mission or to render emergency assistance.

Any employee who discloses confidential information learned from his/her work for Ruritan National will be subject to disciplinary action including possible termination. Unauthorized disclosure by volunteers and board members will subject the volunteer/board member to comparable sanctions. Employees who improperly use or disclose trade secrets or other confidential information will be subject to disciplinary action, up to and including termination of employment and legal action, even if they do not actually benefit from the disclosed information.

Rationale: This policy was developed to reduce risk to Ruritan National. (See BDM Apr 2010, motion no. 04)

CONFLICT OF INTEREST POLICY

Ruritan Members should be aware that conflicts of interest can arise through various relationships including, but not limited to, family relationships, economic relationships and personal or intimate relationships. Conflict of Interest is created when:

• A director, officer, trustee, or employee, is a party to a contract, or involved in a transaction with Ruritan National for goods or services

• A director, officer, trustee, or employee, has a material financial interest in a transaction between Ruritan National and an entity in which the director, officer, trustee, employee, or a family member has an interest or relationship.

• A director, officer, trustee, employee, (or a family member of the foregoing) is engaged in some capacity or has a material financial interest in a business or enterprise that competes with Ruritan National

A conflict of interest arises when a director, officer, trustee, or staff member has a personal interest that conflicts with the interests of Ruritan National or arises in situations where a director, officer, trustee, or staff member has divided loyalties (also known as a “duality of interest”).

A conflict arising out of a personal interest can occur in situations that result in inappropriate financial gain to persons in authority at Ruritan National and can lead to financial penalties and violations of IRS regulations. Situations or transactions arising out of a conflict of interest also can result in either inappropriate financial gain or the appearance of a lack of integrity in Ruritan National decision-making process.

Other situations may create the appearance of a conflict, or present a duality of interests, with a person who has influence over the activities or finances of Ruritan National.

Typically persons who are affected by a conflict of interest policy are Ruritan National's directors, officers, trustees, and senior staff. In some cases a major donor could also be in a conflict situation. Ruritan National takes a broad view of conflicts and directors, officers, trustees, and staff, are urged to think of how a situation/transaction would appear to outside parties when identifying conflicts or possible conflicts of interest.

A person who must consider whether he/she has a conflict includes any person serving as a director, officer, trustee, employee, or a major donor to Ruritan National or anyone else who is in a position of control over Ruritan National or who has a personal interest that is in conflict with the interests of Ruritan National.

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Staff should disclose to their supervisor/Executive Director and board members should disclose to the President of the Board as soon as they become aware that a conflict, potential conflict or appearance of a conflict exists.

Board and staff are urged to disclose conflicts as they arise as well as to disclose those situations that are evolving that may result in a conflict of interest. Advance disclosure must occur so that a determination may be made as to the appropriate plan of action to manage the conflict.

Employees should avoid situations in which they may be called upon to negotiate or do business with an organization in which the employee (or close relative of the employee or other person with whom the employee has a close personal relationship) has substantial ownership or other interest.

Because of the potential for a conflict of interest, all employees considering or having employment, performing services or consulting work outside Ruritan National must have prior written approval from the Chief Professional Officer and may not accept fees for service when representing Ruritan National.

In the event it is not entirely clear that a Conflict of Interest exists, the individual with the potential conflict shall disclose the circumstances to his or her supervisor or the President who shall determine, in cooperation with the Executive Committee, whether there exists a Conflict of Interest that is subject to this policy.

All such circumstances should be disclosed to the board or staff, as appropriate, and a decision made as to what course of action the organization and/or individuals should take so that the best interests of Ruritan National are not compromised by the personal interests of stakeholders in the nonprofit.

After identifying the issue, matter or transaction with respect to which a conflict exists, a director/officer with a conflict shall withdraw from any further involvement in that issue, matter or transaction unless a majority of the disinterested directors/officers shall determine that the conflict is (i) immaterial or not adverse to the interests of Ruritan National or (ii) the benefits of allowing the person with the conflict to participate in the discussion or consideration, but not the final decision, outweigh the dangers; in which case the person may participate in the discussion, study or consideration of the issue, matter or transaction, but not the final discussion or decision.

The minutes of the Board of Directors of Ruritan National at which the disclosure of any conflict of interest is made shall reflect that the disclosure was made and whether the member with the conflict withdrew, after making full disclosure of the matter in question and the conflict, and was not present for the final discussion of the matter and any vote thereon. Rationale: This policy was developed to reduce risk to Ruritan National. (See BDM April 2010, motion no. 3)

COPYRIGHTED

The name Ruritan is copyrighted, and that rights possessed by the organization are protected. (BDM Jan 1939)

CORPORATE SEAL

The Corporate Seal is to be used only on legal documents.(See BDM Mar 1978

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CREDIT CARDS

Ruritan National is authorized to enter into an agreement with card partner providing that Ruritan members may apply for credit cards through card partner; that such agreement be for a period of not less than three years and that Ruritan National shall receive $50 for each credit card issued to a Ruritan member and an amount equal to 30 basis points for all charges on active accounts.

Rationale: Provide the opportunity for Ruritan members to receive Ruritan credit cards and for Ruritan National to have a source of income. (See BDM Aug 2009, Motion no. 5)

-D-

DEBATE

(See caption – NATIONAL BOARD OF DIRECTORS – DEBATE – NATIONAL CONVENTION STANDING RULES, RULE NO. 4)

DECEASED - DISTRICT AND NATIONAL OFFICERS FLOWER POLICY

If appropriate, flowers will be sent to the funeral of past national presidents, current NBOD, foundation trustees, district governors, and national staff.

Rationale: Establish policy to follow. (See BDM Aug 1995)

DECEASED - DISTRICT AND NATIONAL OFFICERS PUBLICITY POLICY

For all articles regarding deceased members submitted for publication in the Ruritan Magazine and Newsletters:

• Current NBOD members, current trustees, and past national presidents will have an article with a photograph.

• Past NBOD, past trustees and current district governors will only have an article, no photograph.

Rationale: Establish policy to follow. (See BDM Aug 1995)

DESK FLAG SET

(See caption – CLUBS – NEW KIT)

DISASTER RELIEF PROGRAM OPERATION WE CARE

Transfer OWC program to Ruritan National Foundation Trustee.

Rationale: To place responsibility and authority for this program with the Ruritan National Foundation Trustees where it can be more effectively and efficiently administered along with other Ruritan philanthropic programs. (See BDM Jan 2003, motion 4, also see National Foundation Trustee Policy Manual)

DISTRICT - CLUB VISITS

(See RC&DOH)

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DISTRICT - CONVENTIONS ATTENDANCE BY NATIONAL REPRESENTATIVE & SCHEDULING

The President’s representative at District Conventions is charged with the responsibility of installing of district officers. (See BDM Mar 1973)

The President of Ruritan National has the necessary authority to designate any member of the NBOD or former President of Ruritan National, as the official representative of Ruritan National at District Conventions. (See BDM Mar 1960)

DISTRICT - FINANCES

(See RC&DOH)

DISTRICT - FOUNDATION PROMOTION CHAIR

That the District Foundation promotion chair be elected at the District Convention or be appointed by the district governor. (See BDM Jan 1984)

DISTRICT - GOVERNOR DUTIES

(See RC&DOH)

DISTRICT - GOVERNOR TRAINING

(See caption - TRAINING - DISTRICT GOVERNORS’ AND LT. GOVERNORS’ SUMMER CONFERENCE)

DISTRICT - GROWTH, DEVELOPMENT & MEMBER RETENTION CHAIR

The district growth, development, & member retention chair will be elected at the District Convention or be appointed by the district governor. (See BDM Jan 1984)

DISTRICT - JOINT CABINET MEETING

The National Director assigned to a district shall assist the district governor in conducting the cabinet meeting which is held between the District Convention and the National Convention. (See BDM Aug 1970)

DISTRICT - JOINT CABINET MEETING AGENDA

(See RC&DOH)

DISTRICT - LEADERSHIP DEVELOPMENT COORDINATOR (LDC)

(See caption – LEADERSHIP DEVELOPMENT COORDINATOR)

DISTRICT - LT. GOVERNOR - DUTIES

(See RC&DOH)

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DISTRICT - MEMBERSHIP CHAIR

Add district membership chair to district cabinets to promote membership in existing clubs and work with club membership committee. The district governor may appoint the district membership chair, and chair may be a member of the district cabinet. (See BDM Jan 1988 and BDM Aug 1988 and RC&DOH)

DISTRICT - MEETINGS AGENDA

(See RC&DOH)

DISTRICT - NAMING OF

The President of Ruritan National and the Executive Director give names to different districts after consulting with District Governors. (See BDM Jan 1950)

DISTRICTS - OFFICER CHAIRS

(See RC&DOH)

DISTRICTS - RURITAN NATIONAL

(See RNB and RC&DOH)

DUES - CLUBS

(See RCB)

DUES - CLUBS - DELINQUENT

The National Office will send a letter to any club with dues in arrears of more than 180 days. Offer a payment plan of 12 months. If no response, send notice to assigned National Director.

Rationale: Collection plan for delinquent dues. (See BDM Aug 2006, motion no. 8)

DUES - DISTRICTS

(See RNB)

DUES - NATIONAL

Any proposed change in the dues structure be recommended by the Budget and Finance Committee. (See BDM Aug 1985)

DUES - REFUND TO AREAS

Implement area dues rebate policy for growth consistent with districts. (See BDM Mar 2013, motion no. 12, also RNB)

Rationale: Growth incentive and consistency.

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DUES - REFUND TO DISTRICTS

Ruritan National to withhold the dues refund to any district until the district financial statement is received.

Rationale: Ruritan National has been required to file extension with IRS due to districts not submitting financial statements in a timely manner as requested. (See BDM Jan 1999)

DUES - RURI-TEEN AND COLLEGE MEMBERS

Eliminate the $15 dues for Ruri-teen and college members in favor of a club yearly affiliation fee of $100 for Ruri-teen clubs and $150 for college clubs. All past due fees be waived (one time only) with the payment of the club affiliation fee. Allow clubs to pay the affiliation fee (postmarked January 10th) with club fundraisers. The affiliation fee is in addition to the charter fee for new clubs organized. After January 11th, the affiliation fee and charter fee are due when the application is received by Ruritan National.

Rationale: To make this program more accessible to a large group of schools. There are many school systems where the people in that system cannot afford to pay dues. This would make our program more accessible to those schools. (See BDM Aug 2007, motion no. 18)

-E-

ELECTIONS - CLUBS

(See RCB)

ELECTIONS - DISTRICT

(See RNB)

ELECTIONS - NATIONAL

There be no electioneering while polls are open at National Convention. (See BDM Apr 1987)

Ballots can be counted, if necessary, by members of the credentials committee.

Rationale: The chair of the credentials committee has no appointment powers. (See BDM Apr 1999, motion no. 15)

The delegates attending the National Convention shall be seated in a large “delegate only” seating area, without district markers, at the National Convention business meetings. (See BDM May 2018)

The NBOD interpret ballot as referred to in the Bylaws, Article VI, Section 1. A & B to mean ballot vote, and ballot as a sheet of paper or the like on which a voter marks his choice. The method of secret voting by means of printed or written ballot or by means of voting machines. (See BDM Aug 1982)

EMBLEM - RURITAN

The use of the Ruritan emblem is authorized on checks. (See BDM Apr 1987)

The Ruritan name and emblem is a registered trademark and the sole property of Ruritan National. Any use or reproduction thereof in commerce is expressly prohibited without written permission of the NBOD. (See BDM Jan 1969)

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EMPLOYMENT - HANDICAPPED POLICY

The following policy from the President’s Committee on Employment of the Handicapped is hereby adopted and incorporated in the Ruritan Program:

National Policy for a Barrier-Free Environment

In the United States today it is estimated that one out of ten persons has limited mobility due to a temporary or a permanent physical handicap. Improved medical techniques and an expanding population of older persons is increasing this number every year, yet the physical environment of our nation’s communities continues to be designed to accommodate the able-bodied, thereby increasing the isolation and dependence of disabled persons. To break this pattern requires an act of national commitment.

Therefore, it shall be national policy to recognize the inherent right of all citizens to the full development of their economic, social and physical disability, through the free use of the man-made environment.

The adoption and implementation of this policy requires the mobilization of the resources of the private and public sectors to integrate handicapped people into their communities. (See BDM Aug 1974)

ETHICS POLICY

Ruritan National's policy is to uphold the highest legal, ethical, and moral standards.

Ruritan National believes strongly that its members must uphold the highest standards of ethical, professional behavior.

We recognize that the chief function of Ruritan National at all times is to serve the best interests of our stakeholders, constituents, members and clubs.

All paid personnel, volunteer personnel, board members, officers, trustees and volunteers are expected to serve with respect, concern, courtesy, and responsiveness in carrying out the organization’s mission.

The paid and volunteer staff of the organization respect the structure, authority and responsibilities of the board of directors. We are committed to providing the board with facts and advice as a basis for policy decisions, and we are further committed to upholding and implementing policies adopted by the board.

All paid personnel, volunteer personnel, board members, officers, trustees and volunteers must demonstrate the highest standards of personal integrity, truthfulness, honesty, and fortitude in carrying out all the functions of the organization.

Ruritan National will comply with all applicable laws and regulations and expects its board members, officers, trustees, employees and volunteers to conduct business in accordance with the letter and spirit of all relevant laws.

The paid personnel, volunteer personnel, board members, officers, trustees, and volunteers of the organization will treat with respect and consideration all persons, regardless of race, religion, gender, age, sexual orientation or national origin.

Respect for and the commitment to protect confidential or otherwise privileged information is an important value.

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All personnel will strive for personal and professional excellence and encourage the professional development of others.

Rationale: This is to develop policy to reduce risk to Ruritan National. (See BDM Apr 2010, motion no. 05)

EXCOM - DUTIES

(See RNB and HNODC)

EXCOM - REPORTS

A written EXCOM report be presented to NBOD at all future meetings. (See BDM Aug 1971)

EXECUTIVE DIRECTOR

Change the official title of the position of Executive Secretary to Executive Director. (See BDM Aug 1993)

Approve the revised job description of the Executive Director. (See BDM Aug 1993 and HNODC)

EXECUTIVE DIRECTOR - EMPLOYMENT AGREEMENT

That the Board delegates to the EXCOM the authority to negotiate and approve the Executive Director’s employment agreement, with the understanding that the NBOD be informed of the general terms of the agreement and that individual board members shall have the opportunity to review the agreement in the presence of the President or Executive Director or the Corporate Attorney.

Rationale: In response to corporate attorney’s recommendation. (See BDM Apr 1996)

EXECUTIVE DIRECTOR - JOB DESCRIPTION

(See HNODC and see BDM Jan 2002, motion no. 2)

EXECUTIVE DIRECTOR - PERFORMANCE OF

The EXCOM will evaluate the performance of the Executive Director annually and report the evaluation to the NBOD.” (See BDM Aug 2000, motion no. 7)

EXECUTIVE DIRECTOR - PIN

Purchase an “Executive Director” pin to be worn by the Executive Director of Ruritan National. (See BDM Jan 1987)

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EXPENSE - VOUCHERS

Expense vouchers should be submitted promptly. Expense vouchers submitted with line items which are dated more than 90 days prior to the submission date, are considered to have been submitted “late” and those line items will not be paid. The Executive Director may approve the late line items, at his discretion, if the total amount of late line items on the voucher is less than $250.00. The Executive Director must seek approval from the Executive Committee, to approve any “late” line items exceeding a total of $250.00. The Executive Committee may approve the late line items, at its discretion, if the total amount of late line items on the voucher is less than $750.00 and the approval would occur within the same fiscal year in which the expenses were incurred. The Executive Committee must seek Board Approval for any “late” line items totaling more than $750.00 or for those which would be approved in a different fiscal year from the one in which they were incurred.

Rationale: To allow the Executive Director and Executive Committee to use their discretion in approving late line items on expense vouchers. The original policy was enacted after an officer submitted and expense voucher for an entire year of travel in the following fiscal year, adversely affecting the budget in that fiscal year. (See BDM Mar 2017, motion no. 1)

EXPENSES - AREA ZONE GOVERNORS NATIONAL CONVENTION AND SUMMER LEADERSHIP CONFERENCE

Ruritan National will reimburse area zone governors for the National Convention in the same manner as district governors. Ruritan National will reimburse area zone governors for the Summer Leadership Conference in the same manner as district governors.

Rationale: To be consistent with reimbursement to district governors. (See BDM Aug 2013, motion numbers 4 & 5)

EXPENSES - EXCOM

Executive Committee members other than the President and President-Elect can be assigned to specific functions and activities by the National President, which could be outside of their assigned Districts, and the expenses would be allocated to account 123 (Director’s Travel). The Executive Director should be informed of each trip prior to its occurrence (for budget reasons).

Rationale: This policy should only apply to the secretary, treasurer and immediate past president. The President and President-Elect have individual line item expense accounts. (See BDM Apr 1998, motion no. 23)

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EXPENSES - MILEAGE – MEALS

Increase travel cost reimbursement by 10 cents per mile. Increase will raise travel reimbursement rate from 20 cents per mile to 30 cents per mile. Will apply to all National Board, Committee and staff personnel. Travel costs will be reviewed and adjusted (if necessary) annually.

Rationale: Need to increase travel allowances to more accurately reflect the true cost of travel. (See BDM May 2005, motion no. 11)

That meal allowance for staff be actual cost up to $25.00 per day (not per diem) and that reimbursable meal for non-staff actual cost up to $15.00 per (not per diem).

Rationale: Review and update of previous policy. (See BDM Mar 1986; BDM Aug 1995, and BDM Apr 1998)

EXPENSES - REIMBURSEMENT DISTRICT GOVERNORS (INCOMING AND OUTGOING) NATIONAL CONVENTION

One half of the authorized expenses of outgoing and incoming district governors who attend the Ruritan National Convention are reimbursable providing:

• The incoming district governor attends the District Governors' Training meeting at the National Convention.

• If the incoming district governor served as Lt. Governor prior to being elected governor, he/she must have attended the lt. governors' training conference, unless otherwise excused by the National President.

• The outgoing district governor has submitted financial reports (R-35) to the Ruritan National Office by November 10.

• The incoming district governor has submitted budget report (R-36) to Ruritan National by February 10.

Expense vouchers should be submitted promptly. Expense vouchers submitted with line items which are dated more than 90 days prior to the submission date, are considered to have been submitted “late” and those line items will not be paid. The Executive Director may approve the late line items, at his discretion, if the total amount of late line items on the voucher is less than $250.00. The Executive Director must seek approval from the Executive Committee, to approve any “late” line items exceeding a total of $250.00. The Executive Committee may approve the late line items, at its discretion, if the total amount of late line items on the voucher is less than $750.00 and the approval would occur within the same fiscal year in which the expenses were incurred. The Executive Committee must seek Board Approval for any “late” line items totaling more than $750.00 or for those which would be approved in a different fiscal year from the one in which they were incurred.

Rationale: To allow the Executive Director and Executive Committee to use their discretion in approving late line items on expense vouchers. The original policy was enacted after an officer submitted and expense voucher for an entire year of travel in the following fiscal year, adversely affecting the budget in that fiscal year. (See BDM Mar 2017, motion no. 1)

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EXPENSES - REIMBURSEMENT LODGING

To pay motel/hotel rate for lodging regardless of single or double rate. (See BDM Aug 1990)

Reimbursement for lodging from Ruritan National to those persons eligible for one night only prior to a meeting, unless because of distance traveled, an additional nights lodging is required. (See BDM Mar 1980)

EXPENSES - REIMBURSEMENT NBOD

All officers and directors who are members of the NBOD shall be paid all expenses to the convention at which they retire. All newly elected officers and directors will not receive any expenses for the convention at which they are elected unless it is otherwise provided for. (See BDM Jan 1965)

EXPENSES - PRESIDENT-ELECT

If the President-Elect is assigned to a district, then the expenses associated with servicing that district would be included in line 123 Directors Travel.

Rationale: Provide additional resources for the President-Elect to travel within budgeted limits due to expanded responsibilities. (See BDM Aug 2007, motion no. 5)

EXPENSES - TRAVEL - NBOD

Move that the national treasurer or his/her designee submit a report at each NBOD meeting of the travel expenses paid to each Board member for the year to date.

Rationale: To establish policy. (See BDM Aug 2009, motion no. 7)

-F -

FEES /DUES - CLUBS – DISTRICTS -RURITAN NATIONAL

(See RNB and RCB)

FINANCIAL ACTIVITY - 990 REPORT

Ruritan National include all district financial activity as part of its 990 report to IRS. In order to do this the district would continue to submit the annual financial report to Ruritan National. (See BDM Aug 1975; also see RC&NOH regarding 990 Reports concerning Clubs)

FISCAL YEAR - RURITAN NATIONAL

Change the Ruritan National Fiscal year from “January 1 – December 31” to “October 1 – September 30”.

Rationale: Insuring long-term financial strength. (See BDM Aug 2003, motion no. 2)

FLAG - AMERICAN

(See captions - DESK FLAG SET, and PLEDGE ALLEGIANCE TO THE AMERICAN FLAG)

FLAG - RURTIAN

(See caption - NATIONAL CONVENTION - FLAG CEREMONY)

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FLAGS - STATE

(See caption - NATIONAL CONVENTION - FLAG CEREMONY)

FORMS - REPORTS

The development and use of report forms continues to be the responsibility of the National Office. The National Office critically reviews all existing forms as related to their authorization, usefulness, and effectiveness; deleting any forms not needed, and that restraint be used in the development of additional forms. (See BDM Mar 1975)

Making a periodic review of all report forms and making recommendations for improvement to the National Office. This is added as a duty of the publication and handbook committee. (See BDM Mar 1975)

FOUNDATION - NATIONAL - PURPOSE - ESTABLISHMENT OF

A Ruritan National Foundation be established, and that the proposal be submitted to the Bylaws Committee to provide the wording. (See BDM Aug 1967)

The purpose of the Ruritan National Foundation is to manage and maintain a trust for the encouragement, promotion and financing of the charitable, educational and benevolent principals and activities of Ruritan Clubs and of Ruritan National. (See BDM Aug 1967; also see RNB and HNODC)

FOUNDATION - POLICY MANUAL

(See Foundation Policy Manual for details related to responsibilities, etc.)

FREEDOM’S FOUNDATION

Ruritan continue to participate in youth leadership conference with Freedom’s Foundation and we expand to two (2) sessions. (See BDM Apr 1987)

FUND RAISING

The budget and finance committee be authorized to enter into agreements and contracts with commercial contractors for fund raisers without obligating any Ruritan National funds. (See BDM Mar 1989 and Apr 1998)

FUNDS - NATIONAL CONVENTION

(See Caption NATIONAL CONVENTION – FUNDS)

FUNDS - OWED TO RURITAN NATIONAL BY CLUBS

In March, June, September, and December, Ruritan National will send a statement to clubs which owe money to Ruritan Nation. Upon receipt of the quarterly statement of funds owed by clubs in a specific district, the district Governor will take appropriate action concerning the clubs in question. The district governor will forward a written report to Ruritan National within 45 days of receipt of the quarterly statement explaining what action was taken to collect delinquent accounts from each identified club. The district governor will forward a copy of the report to the assigned National Representative. (See BDM Mar 1970; BDM Jan 1990, and BDM Aug 1999, motion no. 15)

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-G-

GEOGRAPHICAL LOCATIONS OF DISTRICTS & AREAS

To establish an Official listing of Geographical locations of districts & areas.

Rationale: To establish a formal listing and to more clearly identify the geographical boundaries of districts & areas. (See BDM Aug 2004, motion no. 1)

GIFT CERTIFICATE

To develop for sale a Ruritan gift certificate to be handled through Ruritan Supply. (See BDM Mar 1993)

GIFTS - PRESENTED TO NATIONAL PRESIDENT

Present the outgoing National President with a lapel pin with the President’s option to buy the President’s ring. To become effective immediately.

Rationale: To continue to present the outgoing President with the traditional lapel pin and to give him/her the option to purchase the ring. (See BDM Apr. 2001, motion no. 15)

Awards to National President at Installation banquet to be gong and gavel, and to the Past National President a pin and plaque. (See BDM Apr 1996)

GIFTS -PRESENTED TO RURITAN NATIONAL

A committee composed of the president, treasurer and executive director is empowered to designate where gifts to Ruritan National would be used and to determine where undesignated gifts to Ruritan National will be used. (See BDM Mar 1966)

GROWTH DEVELOPMENT AND MEMBERSHIP RETENTION (GDMR)

Expansion terminology be changed to GDMR which shall apply throughout Ruritan National. That the GDMR committee be responsible for club growth (new members in existing clubs) as well as new clubs. (See BDM Jan 2012 Motion no. 7)

GDMR COMMITTEE - AREAS - SUPERVISION AND STRENGTHENING OF SMALL RURITAN AREAS

• Organization of clubs in new areas and establishment of zones: • It shall continue to be the policy of Ruritan National, working through the GDMR

committee, that when a club is organized in a new area, plans shall include organization of at least two (2) more clubs nearby within a short period of time.

• The representative of Ruritan National serving the area and organizing the clubs shall recommend an area zone governor as soon as three (3) or four (4) clubs have been formed, and shall instruct him in his duties as well as follow up on his work in the months following.

• Such zones not in existing districts shall be designated as “area zones”. Area zone governors serving such independent zones shall be designated as “area zone governor.”

• New areas not in districts and areas designated as independent areas by the NBOD: • As soon as three (3) such zones have been established, or 10 or more clubs have been

organized, in an area not in a district, the representative of Ruritan National working in the area shall hold a meeting of the zone leaders to set up an “area cabinet”, which shall function

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similarly to the cabinet in a district. He shall recommend one (1) of the area zone governors to serve as area governor of the cabinet. This should be considered a training program for a future district.

• It shall be the primary responsibility of the representative of Ruritan National assigned to the area by the GDMR committee to organize new clubs; but, when working in the areas and as time permits, he shall also do other work necessary to build up the area to become a strong Ruritan district in the near future.

• The GDMR committee of Ruritan National, through the Executive Director shall assume the responsibility of serving these areas until they become reasonable compact districts of 20 or more clubs. All expenses of said supervision shall be paid out of GDMR funds.

• The $0.50 per member shall remain in the general fund until such time as an area cabinet is formed and functioning. The area zone governor’s expenses in the meantime shall be submitted to the National Office for payment. Districts with less than 20 clubs and other districts designated by the NBOD: • The same organizational assistance as for independent areas may be given to districts

with less than 20 clubs. • Districts with 20 or more active clubs, but which are too widely scattered, may also be

made the responsibility of Ruritan National to build up into one or more reasonably compact districts, upon action of the NBOD.

• Limitation of funds and personnel: o The above responsibilities of Ruritan National shall be assumed only within the

limits of allocated funds and available personnel. (See BDM Jul 1964 and BDM APR 1997, motion no. 14)

GDMR COMMITTEE - DUTIES OF

(See HNODC)

GDMR COMMITTEE - DISTRICT/AREA GROWTH & DEVELOPMENT TRACKING REPORT

A district/area GDMR tracking report was developed, which includes “Club Building Activity” and a “Site Master Prospect File.”

Rationale: To adopt a tracking report that provides an on-going summary of activity related to District/Area GDMR, as well as National responsibilities for districts/areas as assigned by the National President. (See BDM May 2006, motion no. 2)

GDMR COMMITTEE - DISTRICT GROWTH RECOGNITION PROGRAM

A District Growth Recognition Program was approved based on percentage of growth in three (3) categories---small districts (500 members or less), medium districts (501 to 1,000 members), and large districts (1,001 members and up). The winning district in each category will be recognized by the National President at the National Convention with a 3’ H x 5’ L District Banner (to be developed by the GD&R committee with National Office input) that can be displayed at the district/other functions, and two (2) 12” H x 24” L vehicle magnetic signs (also, to be developed by the GD&R committee with input from the National Office) that can be displayed by the district governor as he/she travels the district. The banner will be accepted by the outgoing district governor, and the vehicle magnetic signs will be accepted by the incoming district governor

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(simultaneously). In the event, one/both district governors are not present at the convention any representative of the district can accept the banner/signs.

Rationale: To promote growth and retention of members by providing “friendly competition” between Districts for the largest percentage of growth in their category. (See BDM May 2006, motion no. 3)

GDMR COMMITTEE - New Club Development Awards

(See caption – AWARDS – NEW CLUB DEVELOPMENT)

GDMR COMMITTEE - PAID CLUB BUILDERS PROGRAM

A “Paid Club Builders Program” was approved as follows:

• Establish a club builder program using experienced Ruritan volunteers. • Travel and incentives will only be available for organizing adult Ruritan clubs.

Qualification of volunteers will be determined by the current National President and the Executive Director.

• President and Executive Director will determine if the area targeted for growth is suitable. • There may be multiple organizers in multiple areas cultivating new clubs at one time. • This program is not available to current national or district officers, directors, trustees or

staff. • Travel extending beyond one work week requires new approvals by the President and

Executive Director. • The club builder will provide progress and demographic reports to the President and

Executive Director as directed. TRAVEL AND OTHER EXPENSES • Actual cost up to $30 per day for meals if receipts are provided. • 30 cents a mile for travel using personal vehicle. • Actual cost of hotel or motel using Choice Hotels partnership if receipt is provided. • Tolls for roads, bridges, and parking if receipts are provided. • Club building related phone calls if copy of current phone bill with calls highlighted is

provided. • Postage if mailing list and copy of mail piece is provided (mailing should be pre-approved

by the Current National President and the Executive Director. • Stipend of $15 per while traveling for miscellaneous expenses. INCENTIVES • $100 upon receipt of charter application with at least 16 names. • $150 upon receipt of first quarter dues paid. • $500 at the club’s one (1) year anniversary date if all dues paid and club remains above 16

members. • $250 at the club’s two (2) year anniversary date if all dues paid and clubs remains above

16 members. Rationale: To have a program in place to assist the building of new clubs. (See BDM Aug 2013, motion no. 2)

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GDMR COMMITTEE - RETENTION CUP – AWARDS

(See caption – AWARDS – RETENTION CUP)

GDMR COMMITTEE SPONSORING CLUB

(See caption - AWARDS - PROGRAM QUALIFICATIONS FOR)

-H-

HANDBOOKS - AVAILABILITY OF

That the Ruritan Club and District Officers’ Handbook be made available at no charge upon written request of individual club officers as long as the supply lasts. (See BDM Jan 1994)

HANDBOOKS - RURITAN CLUB AND DISTRICT OFFICERS

The present Club Officers, Zone Officers, and District Officers Handbooks will be combined in one booklet to be called the Ruritan Club and District Officers’ Handbook.

Rationale: There is much duplication of information in the three booklets. One booklet will provide a total picture of the Ruritan National Organization, the duties and responsibilities of club and district officers and resource information needed. Additionally, printing one booklet will be a reduction in printing cost. (See BDM Aug 2007, motion no. 16)

HANDBOOKS - RURITAN MEMBER

Ruritan National to approve the development of a new publication “Ruritan Member Handbook”. Effective: January 1, 2000.

Rationale: To provide an informative publication to new and prospective members and to promote Ruritan membership. (See BDM Aug 1999, motion no. 4)

HARASSMENT POLICY

It is Ruritan’s internal policy to maintain an environment for all employees that is free of discrimination and harassment. Any form of harassment of Ruritan employees, whether such harassment is lawful or unlawful is prohibited. It is never justifiable to harass an employee because of the employee’s race, color, sex, sexual orientation, weight, religion, national origin, age, disability, or any other attribute. Harassment is counterproductive and does not serve the principles on which Ruritan operates: We respect the dignity and worth of each employee. We believe that each employee should be free to develop fully his or her potential, neither hindered by artificial barriers nor aided by factors that are not related to merit.

One example of unlawful conduct is sexual harassment. Generally, sexual harassment occurs when: (1) submission to the sexual advances of a supervisor or senior volunteer leader is a term or condition of hire, continued employment, pay, or promotion; and (2) non-submission affects the worker’s or applicant’s hire, continued employment, pay, or opportunity for promotion. Sexual harassment also occurs where supervisors, co-workers, or Ruritan volunteers make unwelcome advances, abusive physical contacts, or repeated comments or gestures of a sexual nature which create a hostile or intimidating working environment, or which interfere with the employee’s work performance.

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Sexual harassment is outrageous conduct of the kind that most people would never consider. Our policy is, therefore, not intended to discourage invitations to social activities including meals, appropriate compliments on personal appearance, or other innocent activities that contribute to healthy working relationships, good morale, efficiency, teamwork, and unity.

On the other hand, certain conduct and comments of a sexual nature that may not amount to unlawful sexual harassment are inappropriate in the workplace. All employees and volunteers are expected to use good judgment and to avoid even the appearance of sexual impropriety in all of their dealings with Ruritan employees. Supervisors department heads, and senior volunteers especially must exhibit the highest degree of personal integrity at all times, refraining from any behavior that might be harmful to Ruritan employees or to Ruritan as a whole.

Ruritan will not tolerate any form of employee harassment. Employees must not tolerate it either. If an employee believes that he or she is being harassed, he or she should immediately report the matter as prescribed in the Ruritan National Employee Policy Manual. If the employee should feel uncomfortable reporting the problem to the Executive Director, or if the objectionable conduct continues after having been reported it to the Executive Director, the employee should report it to the National President at once. Ruritan’s commitment to its employees is to investigate each complaint of harassment and to take appropriate action in light of the investigation.

Ruritan prohibits retaliation against an employee who complains of harassment. This operating instruction applies to all employees of Ruritan National and to all officers, directors, trustees, district cabinet members and other volunteer leaders of Ruritan National and its Foundation, districts, zones, and clubs.

Rationale: To educate Ruritan leaders regarding their responsibilities concerning treatment of employees. Helps protect Ruritan National by showing due diligence. (See BDM Apr 1997, motion no. 25)

HISTORY OF RURITAN BOOK

The following outline be approved for a History of Ruritan and that the publication committee be given the authority to proceed with the publication of this history. The history to be sold as a Ruritan supply item at a price to cover cost and handling. Outline as follows:

Book I. - To contain nine chapters as follows:

• Ruritan - Birth of an idea (conception of Ruritan to first National at Franklin in 1930) • Ruritan - The idea develops (February 1930, to first Convention in Suffolk) • Ruritan becomes National (1932 Convention to Sunbury Club organization in 1935.

Virginia’s growth to first club outside state) • Ruritan National grows (1936-1946) • Ruritan covers the South (1947-1953) • Ruritan looks at itself (1954-1960) • Ruritan matures (1961-1965) • Ruritan expands - Project Three (1966-1968) • Ruritan services continues

Book II. - Presidents of Ruritan National Book III. -The Executive Office Book IV. -Ruritan National Foundation

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Appendix - To contain listing of all clubs with charter number, name change if any, date chartered, and date dropped, if applicable; Schedule of National Conventions and cities; National Officers and Directors and years served; and Ruritan growth from the Executive Director Reports for years in which Ruritan expanded into new states. (See BDM Aug 1977)

HOLLAND MEMORIAL

Only three flags, the United States, the Ruritan, and the State Flag of the sitting Ruritan National President be placed on the site.

Rationale: To have a policy regarding which flags will be placed at the site. (See BDM Jan 2002, motion no. 3)

HOLLAND MEMORIAL TRUSTEES

Three trustees, consisting of the Executive Director of Ruritan National, the National Representative assigned to the Holland district, and a member of the Holland Club will provide supervision and care of the Holland Memorial and grounds to include the expenditures of funds approved by the NBOD. A member of the Holland Club will be appointed trustee by the Executive Director. (See BDM Aug 2000, motion no. 7)

HOLLAND - MOTHER RURITAN CLUB SPECIAL TABS

The members of the Mother Ruritan Club at Holland be allowed to wear special tabs on their Ruritan buttons indicating they are members of the Mother Ruritan Club. (See BDM Mar 1959)

-I-

INCORPORATION OF RURITAN NATIONAL

Ruritan National was incorporated on July 7, 1930.

INITIATION OF A NEW MEMBER

(See RC&DOH)

INITIATION OR REGISTRATION FEE WAIVED FOR FORMER MEMBERS OR TRANSFERRING MEMBERS.

(BDM August 2014, Motion 11)

INSTALLATION - CLUB OFFICERS

(See RC&DOH)

INSTALLATION NATIONAL FOUNDATION TRUSTEES

(See NCGH; also see captions - OATH OFFICE – NATIONAL FOUNDATION PRESIDENT & OATH OF OFFICE NATIONAL FOUNDATION TRUSTEE.)

INSTALLATION - NATIONAL OFFICERS & DIRECTORS

(See NCGH; also see Caption – OATH OF OFFICE)

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INTERNAL REVENUE SERVICE

990 REPORT REQUIREMENTS

Ruritan National will include all district financial activity as part of its 990 Report to IRS. In order to do this, the District would continue to submit the annual financial report to Ruritan National, but in addition would submit an interim report for January 1 through March 31. This report would be submitted to the National Office by May 1. This report is necessary because Ruritan National and the districts have different fiscal years. (See BDM Aug 1975; also see RC&DOH regarding 990 Report requirements for Clubs)

-J-

-K-

-L-

LEADERSHIP DEVELOPMENT COORDINATOR (LDC)

Establish a District LDC position appointed by the district governor. Effective: January 1, 2000. Rationale: In order for the leadership development programs to be carried out effectively. (See BDM Aug 1999, motion no. 5)

LEAVE OF ABSENCE - MEMBERS

(See RCB)

LITERATURE - OFFICIAL STATEMENT

The following statement to be used on all literature including business cards and stationery: “America’s Leading Community Service Organization.” To be printed as current supply is exhausted. (See BDM Aug 1991)

-M-

MAGAZINE

To publish four (4) issues of the Ruritan magazine annually, and to publish a special handbook issue document as determined by the Executive Director.

Rationale: To provide a logistical deadline structure that the office staff can meet and allow staff publication of documents with more quality. Also disseminate national convention news to every member as soon as possible after each year’s convention. (See BDM Apr 1996)

MAGAZINE - CANDIDATES FOR NATIONAL OFFICE

(See caption - CANDIDATES FOR NATIONAL OFFICE - MAGAZINE)

MAGAZINE - OUTGOING PRESIDENT

To allocate no more than ¼ page of the first issue of the magazine following the National Convention to the outgoing President if requested. (See BDM Mar 1993)

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MAIL

All mail received be stamped the day received by the National Office. Monies cannot be counted until the day received. When any questions about awards or recognition arise, the date will be determined by any two of the following in writing: the club secretary; the club president, the zone governor, the lt. governor, or the district governor. (See ACM Jan 1990; also see caption POSTMARKS)

MAILING LIST

The National Foundation be authorized to use the mailing list of Ruritan National. Any sale or use of the mailing list by an outside vendor or organization must be approved by the NBOD. (See BDM Aug 1988)

Rationale: To provide to the National Foundation, at cost, a list of the membership of the member clubs of Ruritan National on February 1 each year. (See BDM Aug 1988; caption - MEMBERSHIP RELEASE OF NAMES)

MASCOT

Rudy Ruritan, a brown teddy bear, is the Ruritan mascot. (See BDM Apr 1988; also see caption – RUDY BEAR)

MEETINGS - CLUBS

(See RCB; also see RC&DOH)

MEMBERS - NEW - PROCEDURES FOR RECEIVING

(See RC&DOH)

MEMBERSHIP - ASSOCIATE

Establish an incentive program to rebate 10% of associate member dues to the sponsoring Ruritan Club for new members and renewal of current associate Members.

Rationale: To reward the club for recruiting new Ruritan members. To make the addition of associate members financially beneficial for the Ruritan club. (See BDM May 2005, motion no. 17)

MEMBERSHIP - ASSOCIATE - DUES DISTRIBUTION OF

A club may collect the entire $44 dues from an associate member but will pay the associate member’s dues to Ruritan National on a quarterly basis ($10 per quarter).

Rationale: With the new computer system of billing, this will work out better with the club statement that goes out to the clubs concerning dues owed to Ruritan National. (See BDM Apr 2009, motion no. 7)

MEMBERSHIP - ASSOCIATE - PIN

To create a unique pin to present to associate members.

Rationale: To appropriately recognize this new type of membership. By doing so we may retain the special significance and unique importance of the regular pin used by regular members. (See BDM Aug 2004, motion no. 9)

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To establish a new type of membership named “associate member.”

Rationale: To continue contact and support with members that would otherwise be dropped from the rolls of Ruritan, and provide businesses an opportunity to associate with the Ruritan Organization. (See BDM May 2004, motion no. 8)

MEMBERSHIP - CARDS

The present Ruritan membership card be replaced with a plastic card that would be issued to members only one time. Replacement cards could be secured from Ruritan supply at a reasonable cost. (See BDM Mar 1981)

MEMBERSHIP - CLUB

(See RCB and RNB)

MEMBERSHIP - COMMITTEE - CLUB

Each club be encouraged to appoint a Membership Committee. (See BDM Aug 1983 & RC&DOH)

MEMBERSHIP - HONORARY

(See RC&DOH, RCB, & RNB)

MEMBERSHIP - INVITATION

(See caption - MEMBERSHIP INVITATION FORM)

MEMBERSHIP - RELEASE OF NAMES

The names of Ruritan members will only be released as authorized by the NBOD as deemed necessary to conduct the business of Ruritan National. Effective January 1, 1997 labels for candidates will not be distributed from home office. (See BDM Apr 1996)

MEMORIAL SERVICE - CLUBS

(See RC&DOH)

MINUTES - NBOD

All retiring NBOD members continue to receive all approved minutes for one (1) year, if requested. (See BDM Mar 1993)

To defer final approval of the NBOD minutes to the next official board meeting. A draft copy will be mailed to each board member for review prior to the next scheduled board meeting.

Rationale: To allow sufficient time for adequate review of the minutes prior to final approval. (See BDM Jan 2002, motion no. 6)

Each new member of the NBOD will be given copies of the minutes of the NBOD for the past two (2) years when elected. (See BDM Jan 1963)

A draft copy of the NBOD meeting minutes will be given to the NBOD members only. Copies will be made available to other members only after they have been approved. At the end of each

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board meeting, committee chairs will provide summary comments as needed to non-NBOD members to provide interim information while awaiting final approval of the minutes.

Rationale: To minimize the possibility of Ruritan members being misinformed. (See BDM May 2004, motion no. 29)

MINUTES - NATIONAL STANDING COMMITTEES

To have minutes of all committee meetings sent to each NBOD member “immediately” after the committee meeting. (See BDM Mar 1983)

MISSION STATEMENT

The mission statement:

“Ruritan is a National Organization dedicated to improving communities and building a better America through Fellowship, Goodwill, and Community Service.” (See BDM Mar 1991)

All Ruritan publications use the slogan in this order: Fellowship, Goodwill, and Community Service. (See BDM Aug 1983)

-N-

NAME TAGS

To adopt a color standard for name tags for NBOD, Foundation Trustees, Past NBOD, Past National Trustees, Ruritan Training Team Members, and membership service of 25 years and 50 years.

• Name tags for NBOD shall be blue. • Name tags for National Foundation Trustees shall be green. • Name tags for Past NBOD and Past National Foundation Trustees shall be yellow. • Name tags for Ruritan National team members shall be burgundy. • The colors blue, green, yellow, burgundy, gold, and silver are restricted to the name tags

listed and are not for sale through Ruritan supply. • Name tags for members who have completed 25 or more years of service shall be silver. • Name tags for members who have completed 50 or more years of service shall be gold. • Name tags for members with 25 of more years of service shall be available for clubs and

districts to purchase through the Ruritan supply. • Name tags for members with 50 or more years of service shall be free upon written request

through the National office. Rationale: To adopt a policy that districts and clubs know colors that National officers utilize for name tags. (See BDM Apr 1997, motion no. 4)

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NATIONAL BOARD OF DIRECTORS (NBOD) - BUSINESS TO COME BEFORE BOARD

The NBOD should be informed of agenda items at least 10 days prior to each NBOD meeting. However, the NBOD may discuss items that are not on the agenda, but no action may be taken on such items—with the exception of items referred to the NBOD by the EXCOM. In accordance with the Bylaws, the EXCOM may need to refer items to the NBOD for consideration even though the items have not been referred to the NBOD 10 days prior to the NBOD meeting.

Rationale: For clarification of the policy and to allow the EXCOM to take action on issues that require action before the next NBOD meeting. (See BDM Apr 1996)

NBOD - COMMITTEE APPOINTMENTS NAMING OF CHAIR

That after annual election results of new directors are known, the incoming National President in consultation with the incoming National President-Elect will assign the new directors to NBOD committees, giving consideration to directors’ stated preference, as well as, giving consideration to their background and experience.

The senior board member of each committee will assume the position as chair unless the senior member chooses not to serve as chair. The president will then consult with the members of that particular committee and thereafter the president shall name a committee chair.

Rationale: To provide a clear policy for committee and chair assignments. (See BDM Apr 1996 and HNODC)

NBOD - COMMITTEES - STANDING (See BDM Apr 1996 and HNODC)

NBOD - EFFECTIVE USE OF

• A NBOD member should accept the responsibility of office by serving Ruritan to the best of their ability.

• If the NBOD member does not have the time or commitment and the will to be a true servant of Ruritan, that person should not have accepted the honor.

• A NBOD member should have thorough knowledge of Club, District and National Bylaws. • A NBOD member should be familiar with National policies. • A NBOD member is assigned to one or more Ruritan district/area, is a member of the

district cabinet, and is expected to attend district cabinet meetings. • A NBOD member should work closely with the District/Area Governor regarding problem

clubs. • The National Office will notify NBOD member on a quarterly basis of any clubs in the

assigned district/area which are below charter strength, not reproting, or have delinquent debt, with instructions to take appropriate actions. A NBOD member will be responsible for monitoring clubs in the assigned district/area which are below charter strength, not reporting, or have delinquent debt. Quarterly written reports will be forwarded to the National President explaining what action was taken with reference to clubs below charter strength, clubs not reporting, or clubs with delinquent debt.

• A NBOD member will emphasize growth and development in the assigned District/area and encourage organizing new clubs.

• A NBOD member may be assigned to represent the National President at a district or area meeting or function.

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• When a NBOD member is assigned by the National President to represent Ruritan National at a District Convention, Ruritan National may provide the NBOD member with a script that should be followed closely.

• A NBOD member should always use tact and diplomacy as a representative of Ruritan National.

Rationale: To rescind old policy and to provide a more current list of responsibilities for NBOD members. (See BDM Aug 1999, motion no. 16)

NBOD - CORRESPONDENCE FORWARDING OF

No questionnaires or circular letters will be sent by a member of the NBOD that would in any way affect other members of the NBOD or National policy without the approval of the NBOD. (See BDM Aug 1965 and BDM Mar 1975)

Rationale: To rescind old policy and to provide a more current list of responsibilities for NBOD members. (See BDM Aug 1999, motion no. 16)

NBOD - LENGTH OF MEETINGS AND NUMBER OF MEETINGS

The number of regular NBOD meetings each year shall be limited to two full meetings and a brief meeting at the National Convention. The length of each NBOD Meeting shall be determined by the National President in accordance with the amount of business to be transacted. (See BDM Jul 1961)

NBOD - MEETINGS - ATTENDANCE OF OTHER RURITANS

Meetings of the NBOD are open to any Ruritan member, except when the NBOD votes to hold an Executive, or closed session. (See BDM Jul 1962)

NBOD - MEETINGS SITE

The spring and summer NBOD meetings to be held at the Ruritan National Office. (See BDM Aug 1982)

NBOD - MINUTES

(See caption – MINUTES – NBOD)

NBOD - NAME TAGS

(See caption – NAME TAGS)

NBOD - PARLIAMENTARIAN

Each year at the August NBOD meeting, the National President-Elect shall appoint a NBOD Parliamentarian for the following Ruritan calendar year to include the National Convention meeting of the NBOD. The Parliamentarian may or may not be a Ruritan member and shall be approved by the NBOD no later than the January NBOD meeting.

Rationale: To give flexibility to the President-Elect, with approval of the NBOD, in the appointment of a parliamentarian for NBOD meetings. (See BDM Mar 2015, motion no. 1A)

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NBOD - PROGRAMS & AWARDS APPROVED

The NBOD annually review the cost of all NBOD approved programs and awards based on (1) – is it meeting its objectives? (2) – is it meeting its projected budget cost? (See BDM Aug 2000, motion no. 3)

NBOD - RESPONSIBILITIES

(See RNB; also see HNODC)

NBOD - SIZE OF

(See RNB; also see HNODC)

NBOD - VOTING

That the NBOD use paper ballot voting for all votes except those votes related to administrative or procedural issues. (See BDM Mar 2013, motion no. 1)

Rationale: This has been a preferential method of voting by the NBOD over the past five years.

NATIONAL CONVENTION - AIDES

(See NCGH; also see HNODC)

NATIONAL CONVENTION - AWARDS

(See NCGH and AB)

NATIONAL CONVENTION - CAMPAIGN PARAPHERNALIA

(See BDM Aug 1999, motion no. 12; also see NCGH)

NATIONAL CONVENTION - CANCELLATIONS & NO SHOWS

(See NCGH; also see BDM Apr 2008, motion no. 7)

NATIONAL CONVENTION - CANDIDATES FOR NATIONAL OFFICE

(See NCGH; GCRNBOD; also see caption – CANDIDATES - NATIONAL)

NATIONAL CONVENTION - CAUCUS BY DISTRICTS

(See NCGH; also see BDM Apr 1998, motion no. 2)

NATIONAL CONVENTION -COMMITTEES AND DUTIES

(See NCGH and HNODC)

NATIONAL CONVENTION - CREDENTIALS COMMITTEE

(See NCGH, RNB, and HNODC)

NATIONAL CONVENTION - CREDENTIALS COMMITTEE - MAKE UP

(See NCGH; BDM Apr 2001, motion no. 9)

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NATIONAL CONVENTION -DELEGATES - REGISTRATION FEE

(See NCGH; also see BDM Mar 1982)

NATIONAL CONVENTION - DELEGATES SEATING

(See NCGH; also see caption – ELECTIONS NATIONAL)

NATIONAL CONVENTION - DELEGATES-AT-LARGE

(See RNB and NCGH; also see BDM Mar 1989)

NATIONAL CONVENTION - DRM AWARD

(See NCGH and AB; also see BDM Jan 2000 and BDM Aug 2000, motion no. 7)

NATIONAL CONVENTION - ELECTION PROCEDURES

(See NCGH and HNODC; also see caption ELECTIONS - NATIONAL)

NATIONAL CONVENTION - EXPENSES AREA ZONE GOVERNORS

(See NCGH; also see caption – EXPENSES AREA ZONE GOVERNORS TO NATIONAL CONVENTION)

NATIONAL CONVENTION - EXPENSES DISTRICT GOVERNORS (INCOMING AND OUTGOING)

(See NCGH; also see BDM Apr 2002, motion no. 12)

NATIONAL CONVENTION - FLAG CEREMONY

(See NCGH; also see BDM Aug 1996)

NATIONAL CONVENTION - FUNDS

It will be the policy of Ruritan National that each annual convention stand on its own, making sure that the budgeted receipts and income are sufficient to cover budgeted convention expenses. Any surplus from a National Convention shall be deposited in the National Convention reserve account.

Rationale: Establish policy. (See BDM Apr 2009, motion no. 4)

NATIONAL CONVENTION - GUESTS OF NATIONAL PRESIDENT AND PRESIDENT-ELECT

(See NCGH; also see BDM Mar 1994)

NATIONAL CONVENTION - GUIDELINES (NCGH)

A National Convention Guidelines booklet was approved.

(See NCGH; also see BDM May 2004, motion no. 16)

NATIONAL CONVENTION - HOST DISTRICT

(See NCGH; BDM Aug 2003, motion 9)

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NATIONAL CONVENTION - LODGING RATE

(See NCGH; also see BDM Aug 1990, also see NCGH)

NATIONAL CONVENTION - MINUTES - APPROVAL OF

(See NCGH; also see BDM Aug 2000, motion no. 7)

NATIONAL CONVENTION - NECROLOGY

(See NCGH; also see ACM Jan 1948)

NATIONAL CONVENTION - NOMINATING COMMITTEE

(See NCGH and HNODC)

NATIONAL CONVENTION - ORGANIST

(See NCGH; also see BDM Jul 1961)

NATIONAL CONVENTION - PARLIAMENTARIAN

The Parliamentarian appointed for the Ruritan National convention is to be certified by the American Institute of Parliamentarians or registered by the National Association of Parliamentarians and shall not be a Ruritan member.

Rationale: A certified / registered Parliamentarian enhances convention business sessions and, if not a Ruritan Member, will preclude any possible conflicts in interpreting parliamentary procedures and Robert’s Rules of Order. (See NCGH; also see BDM Mar 2017, motion no. 3)

NATIONAL CONVENTION - PROGRAM CHAIR - DUTIES OF

(See NCGH and BDM May 2004, motion no. 18)

NATIONAL CONVENTION - PROGRAM COMMITTEE

(See NCGH, RNB, and HNODC)

NATIONAL CONVENTION - PUBLICITY COMMITTEE

(See NCGH and HNODC)

NATIONAL CONVENTION - RECEPTION & FELLOWSHIP COMMITTEE

(See NCGH and HNODC)

NATIONAL CONVENTION -REIMBURSEMENT - NBOD

(See NCGH; also see caption - EXPENSES - REIMBURSEMENT - NBOD)

NATIONAL CONVENTION - REIMBURSEMENT POLICY - PROGRAM CHAIR

$500 of the final reimbursement of the National Convention Program chair will not be paid until his/her duties are completed. (See NCGH; also see BDM Mar 1990)

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NATIONAL CONVENTION - RESERVE ACCOUNT That Ruritan National establish contingency fund know as National Convention reserve account, the purpose of which shall be to cover any situation in which expenses at an annual convention exceed the revenue received at such convention. Any surplus from an annual convention that is the amount by which revenue exceeds expenses shall be deposited in the National Convention reserve account. In the event funds in the National Convention reserve account reach $200,000 then any funds in excess of $200,000 shall be transferred to the general operating fund or as otherwise directed by the NBOD.

Rationale: Establish National Convention Reserve Account. (See BDM Apr 2009, motion no. 5)

NATIONAL CONVENTION - SEATING BY DISTRICTS

The delegates attending the National Convention shall be seated in a large “delegate only” seating area, without district markers, at the National Convention business meetings. (See NCGH; also see BDM May 2018) and caption – ELECTIONS – NATIONAL)

NATIONAL CONVENTION - SERGEANT-AT-ARMS

(See NCGH and HNODC)

NATIONAL CONVENTION - SERGEANT-AT-ARMS - EXPENSES

(See NCGH and HNODC; also see BDM Aug 1997, motion no. 10)

NATIONAL CONVENTION - SITE CHECK-LIST & REQUEST FOR PROPOSAL (RFP

(See NCGH; also see BDM Jan 2007, motion no. 9, and BDM Aug 1982)

NATIONAL CONVENTION - SITES

(See NCGH)

NATIONAL CONVENTION - SONG LEADER

(See NCGH)

NATIONAL CONVENTION - STANDING RULES

(See NCGH)

NATIONAL CONVENTION - TIME LIMIT SATURDAY NIGHT BANQUET

(See NCGH)

NATIONAL CONVENTION - TIME LINE FOR PLANNING

(See NCGH)

NATIONAL CONVENTION - WALK-INS

(See NCGH)

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NATIONAL CONVENTION - WORKSHOP COMMITTEE

(See NCGH)

NATIONAL CONVENTION - WORKSHOP - POTENTIAL CANDIDATES

(See NCGH)

NATIONAL CONVENTION -WORKSHOPS - STANDARDIZED PROCEDURE FOR PLANNING AND IMPLEMENTING

(See NCGH)

NATIONAL PROJECT

A Ruritan “National Project” is an initiative that is approved by the NBOD as worthy of participation and support by all Ruritan clubs. Participation by clubs and members in such an initiative would be strictly voluntary and would not be mandated by Ruritan National. This recognizes that our communities remain the number one priority of the clubs.

Rationale: To clarify the definition of a National Project. (See BDM Aug 1995)

NEW CLUB KIT

(See caption - CLUBS - NEW MEMBER KIT)

Ruritan National will provide new member kits with Ruritan pins to new Ruritan clubs based on the number of members that sign the charter:

• Sufficient new member kits with pins shall be included in the charter kit based on the number of names that appear on the charter application, plus (5) five extra.

• Remainder of new member kits and pins shall be forwarded after the charter is closed, first quarterly dues are paid, and charter list is received.

Rationale: The above recommendation clarifies the new member kit program for newly chartered Ruritan clubs. (See BDM Aug 1995)

-O-

OATH OF OFFICE - NATIONAL FOUNDATION PRESIDENT

Installation officer will ask the newly elected National Foundation President to raise his/her right hand and repeat the following Oath after him/her:

“I hereby promise that I will to the best of my ability, carry out the duties and responsibilities of my office as President of the Ruritan National Foundation. With the help of God and my fellow Ruritans, I will make every effort to promote and administer the funds entrusted in my care.”

Rationale: An oath is needed. (See BDM Aug 1995)

OATH OF OFFICE - NATIONAL FOUNDATION TRUSTEE

Installation officer will ask the newly elected National Foundation Trustee to raise his/her right hand at which time he/she will administer the following Oath:

“Do you promise that you will to the best of your ability, carry out the duties and responsibilities of your office as a Trustee of the Ruritan National Foundation and with the help of God and your

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fellow Ruritans, you will make every effort to promote and administer the funds entrusted in your care?”

ANSWER: Trustee will answer, “I will.” (See BDM Aug 1983 and Jan 1984)

OATH OF OFFICE - NATIONAL DIRECTORS

Installation officer will ask all newly elected National Directors to raise their right hands at which time he/she will administer the following Oath:

“As Directors of Ruritan National do you promise that you will, to the best of your ability, with the help of God and your fellow Ruritans, carry out the duties and responsibilities of your office, uphold the Bylaws of Ruritan National and continually strive to establish those policies which will give greater meaning to the objectives of Ruritan?”

ANSWER: Directors as a group will answer, “I will.” (See BDM Aug 1983 and Jan 1984)

OATH OF OFFICE - NATIONAL TREASURER, SECRETARY, AND PRESIDENT-ELECT

Installation officer will ask the newly elected National Treasurer, Secretary, and President-Elect to raise their right hands at which time he/she will administer the following Oath: “(Say name) as Treasurer, (Say name) as Secretary, and (Say name) as Vice President, do each of you promise that you will to the best of your ability, with the help of God and your fellow Ruritans, carry out the duties and responsibilities of your offices, uphold the Bylaws of Ruritan National and continually strive to establish those policies which will give greater meaning to the objectives of Ruritan?”

ANSWER: Treasurer, Secretary, and President-Elect will answer, “I will.” (See BDM Aug 1983 and BDM Jan 1984)

OATH OF OFFICE - NATIONAL PRESIDENT Installation officer will ask the newly elected National President to raise his right and repeat the following oath after him/her:

“I hereby promise that l will, to the best of my ability carry out the duties and responsibilities of my office, and will uphold the Bylaws of Ruritan National, and will, with the help of God and my fellow Ruritans, make every effort to promote Fellowship, Goodwill and Community Service throughout America.” (See BDM Aug 1983)

OBJECTIVES - CLUBS (See RC&DOH)

OBJECTIVES - RURITAN NATIONAL (See RNB)

OFFICE - RESTRICTION TO HOLDING National officers, national directors, district governors, Lt. Governors, and zone governors are discouraged from holding another Ruritan office while serving in the above capacities.

Rationale: Clarifies a more enforceable policy. Existing policy is often violated and not being adhered to. (See BDM Apr 1999, motion no. 16)

OFFICERS & DIRECTORS - RURITAN NATIONAL (See RNB)

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OFFICERS & DIRECTORS - RURITAN NATIONAL DUTIES AND/OR RESPONSIBILITIES (See RNB and HNODC)

OFFICERS & DIRECTORS - RURITAN NATIONAL & FOUNDATION TRUSTEES - QUALIFICATIONS, NOMINATIONS AND ELECTION OF (See RNB and HNODC)

OFFICIAL STATEMENT ON LITERATURE The following statement to be used as appropriate: “America’s Leading Community Service Organization.”

Rationale: To allow flexibility of statements on literature. (See BDM Apr 1997, motion no. 18)

OPERATION WE CARE PROGRAM (See National Foundation Policy Manual)

ORGANIZING A RURITAN CLUB (See RC&DOH)

-P-

PARLIAMENTARIAN (See Caption NBOD – PARLIAMENTARIAN also see Caption NATIONAL CONVENTION - PARLIAMENTARIAN)

PARLIAMENTARY PROCEDURE (See RNB, HNODC, RC&DOH, and RCB)

PARTNERSHIPS

That the Ruritan National Executive Director be allowed to enter into partnerships with other non-profit organizations to further the cause of Ruritan provided the cost to do so is minimal.

Rationale: To allow the Executive Director to proceed with the partnerships that support Long Range Plan Resource Goal 2.2. (See BDM Aug 1996, motion no. 31)

PARTNERSHIPS - AMERICAN PUBLISHERS HEARST MAGAZINE PROGRAM Partnership with American Publishers Hearst Magazine program approved.

Rationale: To increase non dues income. (See BDM Aug 2007, motion no. 4)

PARTNERSHIPS - CHILDREACH Review and approve attached proposal for a National Partnership from Childreach.

Rationale: To allow clubs to sponsor needy children and families in emerging countries through a nationally endorsed partnership with Childreach. (See BDM Aug 1996, motion no. 14)

PARTNERSHIPS - Kindergartners Count Approved agreement for a national Partnership with Kindergartners Count. (See BDM Aug 2005, motion no. 05)

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PARTNERSHIPS - LIBERTY DAY FOUNDATION

That Ruritan National enters into partnership with the Liberty Day Foundation to endorse and promote the establishment of a National Liberty Day and the teaching of the Declaration of Independence and the Constitution to school children.

Rationale: To foster the Ruritan National partnership program. (See BDM Aug 2001, motion no. 11)

PARTNERSHIPS - LIFE LINE HEALTH SCREENING PROGRAM Partnership with Life Line Health Screening Program approved.

Rationale: To increase non dues income. (See BDM Aug 2007, motion no. 4)

PARTNERSHIPS - LIFE LOCK IDENTITY THEFT PROGRAM Approved partnership with Life Lock Identity theft.

Rationale: To increase non dues income. (See BDM Aug 2007, motion no. 4)

PARTNERSHIPS - PREVENTION THROUGH SERVICE ALLIANCE That Ruritan join the Prevention through Service Alliance and approve the proposed resolution regarding prevention of drug use by youth.

Rationale: To develop a national position on youth and drugs. To express the values of Ruritan National and call clubs and communities to action regarding a significant issue. (See BDM Aug 1997, motion no. 18)

PARTNERSHIPS - VIRGINIA HUNTERS FOR THE HUNGRY

To authorize Executive Director to develop a partnership with the Virginia Hunters for the Hungry.

Rationale: To establish mutually beneficial relationship with an organization that shares a common goal. (See BDM Aug 1996, motion no. 25)

PINS A perfect attendance consecutive years tab be approved. (This tab will be red and read: “P. A. Consecutive YRS” with the number of years underneath). (See BDM Aug 1972)

That the Executive Director be authorized to purchase a Ruritan pin for the President of Ruritan National, same to be worn by him during his term of office, at the end of which the pin would be passed along to his successor in office. (See BDM Apr 1955)

That attachment to Ruritan pin, showing number of years of perfect attendance of member be adopted. (See BDM Jun 1948)

To replace both present President’s and President-Elect’s lapel pins with pins with stones in them. President’s pin stone to be white and President-Elect’s pin stone to be royal blue. To become effective immediately.

Rationale: New pins are needed. (See BDM Apr 2001, motion no. 16)

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PLAQUE - RURITAN FOUNDERS Ruritan National approved the design concept for a Ruritan Founders’ plaque recognizing and honoring the founders of Ruritan.

Rationale: To honor both Ruritan founders: J.J. Gwaltney and T.V. Downing. (See BDM Apr 1999, motion no. 14)

PLEDGE ALLEGIANCE TO THE AMERICAN FLAG

That at the close of each club meeting, the group pledge allegiance to the American flag. (See ACM Jan 1953)

PLEDGE – OFFICIAL RURITAN PLEDGE "We are Ruritans. We are dedicated to improving communities and building a better America. By showing Goodwill toward others, we are improving the attitudes of many. Through Fellowship, we are gaining friendships that last a lifetime. Through Community Service, sharing and caring for those around us, we are striving to reach our common goals together. May God Bless the Ruritans!" RATIONALE: To have an official pledge that can be used at Ruritan functions such as Youth Camp. (See BDM Aug 2018, Motion no. 5)

POLICY OR BYLAW CHANGES Any policy and/or Bylaws changes are to come through proper channels before the NBOD or EXCOM will refer action to appropriate committees for further action. A member can initiate action via the club, the club via the zone, the zone via the district, and the district to the NBOD. (See BDM Mar 1980)

POLITICS That paid political ads not be permitted in Ruritan Magazine. (See BDM Jan 1957)

This organization and its member clubs shall be non-sectarian and non-partisan, and shall take no action endorsing or condemning any candidate or measure which is to be submitted to the vote of the people. (See RNB)

POSTMARKS Ruritan officials and the Ruritan office will recognize and accept postmarks as the date of receipt for satisfying official due dates imposed on Ruritan members, clubs, zones, and districts to the maximum extent allowed by law. (See ACM Jan 1990)

PROGRAMS - FOLLOWUP SYSTEM Follow-up system on programs: That time limits be included in any original action approved by the NBOD, if desirable and appropriate. (See BDM Mar 1977)

PROPERTY - CLUB OWNERSHIP Any individual Ruritan Club may purchase or own any property they deem necessary to achieve the objectives of Ruritan. Ruritan National will not assume the responsibility for dispersing of the property in the event the club disbands. (See BDM Mar 1980 and RCB)

PROTOCOL (See RC&DOH)

PUBLIC RELATIONS WITH OTHER ORGANIZATIONS

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It shall be the policy of Ruritan National that good public relations with all other organizations be maintained. However, because of limited funds, expenses of National officers to be paid by Ruritan National for attending functions of other organizations, should be limited to those groups with which Ruritan National now has, or expects to soon have close working relationships and from which Ruritan tends to benefit directly, or indirectly. Decision as to which such function the President or other National Officers shall attend must be left to the discretion of the president or other officers, except in cases where the NBOD, or EXCOM may make the determination as to participation. (See BDM Mar 1962)

PUBLICATIONS - CODE FILE A code file number (with a revision date) be given to every publication (booklet, brochure, or form) with the code/date to be assigned by the home office after approval by the publications committee.

Rationale: To provide a monitoring system for creating, reviewing, and updating publications. (See BDM Apr 2007, motion no. 16)

PUBLICATIONS - DUTIES (See HNODC)

PUBLICIZING OF FUTURE NATIONAL CONVENTIONS AND/OR FOUNDATION FELLOWSHIP WEEKENDS

That future National Conventions and/or Foundation Fellowship weekends not be publicized by Ruritan National until the current National Convention and/or Fellowship Weekend is held.

Rationale: So as not to infringe on the immediate upcoming event. (See BDM Aug 2012, motion no. 8)

PUBLICITY & PUBLIC RELATIONS COMMITTEE - DUTIES (See HNODC)

-Q-

QUALIFICATIONS - CLUB OFFICERS That the only qualification for club officers is that they be Ruritan members in good standing. (See RCB; also see BDM Aug 1983)

QUESTIONNAIRES - CIRCULAR LETTERS No questionnaires or circular letters would be sent by a member of the NBOD that would in any way affect other members of the NBOD of National policy without the approval of the NBOD. (See BDM Aug 1965; BDM Mar 1975; Also see caption NATIONAL BOARD OF DIRECTORS FORWARDING OF CORRESPONDENCE)

-R-

RECOGNITION - MEMBERSHIP - 50 YEAR NAME TAG Ruritan National present each Ruritan member with 50 or more years of membership a 50 year name tag upon request from club, effective January 1, 1996, without cost. (See BDM Mar 1995)

RECOGNITION PROGRAM - MEMBERS

(See AB)

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REFERENCE INDEX MANUAL - POLICY BOOK (See caption - RURITAN NATIONAL REFERENCE INDEX MANUAL)

REFUNDS - DISTRICTS

(See RNB)

REPORTS - NBOD The members of the NBOD of Ruritan National are requested to send a report to the President of Ruritan National, quarterly, showing the progress on the Ruritan programs in their assigned districts (such as club GDMR club improvement, etc.). (See BDM Mar 1960 and BDM Mar 1995)

REPORTS - NATIONAL TREASURER That a summary of treasurer’s report be included in minutes of NBOD meeting and itemized reports on receipts and disbursements be included in minutes after same are audited, at least once a year. (See BDM Sep 1956)

REPORTS R-48

The R-48 reports are due quarterly for those assigned to the districts. These reports are to be mailed to the National Office and they will forward them to the President. The other form will be used for everything else done outside of the director’s assigned district. (See BDM Mar 1982)

Amend above to become effective with the next purchase of NCR paper stock (to be ordered in summer 1991 for incorporation in 1992 secretary’s Handbook).

Add a sheet of cover stock to each book for the secretary to move month to month behind monthly report. (See BDM Mar 1990)

ROAD SIGNS -RURITAN

Districts be encouraged to purchase a road sign for new clubs within their boundaries.

(See BDM Jul 1985; Also see caption -COLORS - RURITAN)

RUDY BEAR That Ruritan National conduct a “bear drop” at National Conventions. (See BDM Mar 1994)

Local Ruritan clubs to purchase Rudy Ruritan mascots and to provide them to Law Enforcement officers. The Law Enforcement officers would give these bears to children who were involved in traumatic situations. The National Office is strongly encouraged to set price of Rudy Ruritan bear as reasonably as possible. They are also reminded of the importance of purchasing a high quality bear which would not be a hazard to the recipients. (See BDM Apr 1988)

RURITAN FOREVER

That a Ruritan Forever plaque and a Ruritan Forever pin be presented to all living future Ruritan Forever Award recipients. A Ruritan Forever plaque with pin attached will be presented to an appropriate family member to memorialize deceased Ruritan Forever recipients.

Rationale: Currently plaques are given in memory of deceased Ruritan Forever members and certificates in honor of living Ruritan Forever members. It is felt a plaque is more appropriate for

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all recipients because of the significance of this most prestigious award. (See BDM Aug 2008, motion no. 10)

To approve a perpetual life plan (Ruritan Forever) and allow final design and implementation by the GD&R committee. To become effective immediately.

Rationale: To honor Ruritan members in perpetuity by establishing an endowment fund that will provide dues income during and after the lifetime of a participant. (See BDM Aug 2001, motion no. 13)

“RURITAN IS...” CARDS

That “Ruritan is...” cards be developed for use in the recruitment of new members. (See BDM Mar 1994)

RURITAN NATIONAL REFERENCE INDEX MANUAL (RNRIM) The National Secretary, as the official historian, is responsible for maintaining the Ruritan National Reference Index Manual (RNRIM), the Handbook for National Officers, Directors, and Committees, and the National Convention Guidelines Handbook. (See BDM Aug 2014)

RURITAN OF THE YEAR The criteria for the Ruritan of the Year Program to read “District and National officers are not eligible.”

Club member Ruritan of the Year, be selected in each club in September. Certificate or plaque available from Ruritan Supply.

District winner(s) application be selected from the club winners, and the club member application submitted to district governor by October 1. Award, plaque, supplied by Ruritan National, paid by district.

National winner to be selected from the district winners. District winner application to be submitted to Ruritan National. Award, plaque, and lodging at the National Convention to be provided by Ruritan National. (See BDM Jan 1984; also see AB)

RURITAN OF THE YEAR - REGISTRATION FEE - DISTRICT AND NATIONAL CONVENTION

Clubs should pay the registration fee for club’s “Ruritan of the Year” to the District Convention. Districts should pay the registration fee for the district’s “Ruritan of the Year” to the National Convention.

Rationale: Give recognition to those Ruritan members who have earned an award for outstanding club work and service. (See BDM Apr 1999, motion no. 12; also see AB)

RURITAN PROSPECT LIST (See RC&DOH)

RURITAN WEEK The week in which the 21st of May falls be designated as Ruritan week and that the Sunday at the beginning of that week be designated as Ruritan Sunday. (See BDM Aug 1969)

RURI-TEEN CLUBS

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To formally establish Ruri-teen clubs. (See BDM Apr 1998, motion no. 1a)

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RURI-TEEN CLUBS - CO-LEADER Require all Ruri-teen clubs to have an adult Ruritan member in good standing as their co-leader.

Rationale: This will help provide the positive mentorship needed to keep Ruri-teen clubs active and assist in the future growth of Ruri-teen and adult clubs. (See BDM Aug 2013, motion no. 12)

RURI-TEEN CLUBS - INVOICE DATE

Ruri-teen clubs will be invoiced on October 1 each year. Invoice will be due by December 31 each year. Copies of invoices will be sent to Ruri-Teen clubs, sponsor clubs, district governors, and assigned national representative. If affiliated fee has not been paid by December 31, the Ruri-teen clubs becomes unaffiliated.

Rationale: This will put invoicing more in line with current fiscal year and school year. It will provide an easier way to track invoicing of Ruri-teen clubs. If invoice is not paid then there is still six (6) months before the end of the school year in which money can be collected and there will be two (2) NBOD meetings to deal with the situation. (See BDM Aug 2013, motion no. 14)

RURI-TEEN CLUBS - MEMBERSHIP DRIVE Create a Ruri-teen membership drive during the month of September each year.

Rationale: Establishes a set time for Ruri-teen clubs to rebuild and adjust their membership list. With this being done in the same month each year, it will reduce the change of sharp increases and decreases in membership. (See BDM Aug 2013, motion no. 13)

RURI-TEEN CLUBS - SPONSOR Require all Ruri-teen sponsors and youth leaders to complete leadership training designed specifically for their positions.

Rationale: This will help provide the positive mentorship needed to keep Ruri-teen clubs active and assist in the future growth of the club. (See BDM Aug 2013, motion no. 11)

RURI-TEEN CLUBS - SPONSORING OF

Any club sponsoring a Ruri-teen club will receive a $100 award at the one-year anniversary. This will do away with the present sponsorship award of Ruri-teen clubs listed in the Awards Booklet.

Rationale: When the board accepts the affiliation fee, National would be giving back more money to Ruri-teen clubs than they would be taking in. (See BDM Aug 2007, motion no. 19; also see AB)

RURI-TEEN CLUBS AND COLLEGE CLUBS - DISSEMINATI0N OF INFORMATION When possible, all information disseminated to Ruri-teen and college clubs be forwarded electronically (provide two (2) copies of the Ruritan National Magazine to each school library of club adult leader if not a school).

Rationale: To reduce cost to Ruritan National. (See BDM Aug 2007, motion no. 20)

RURI-TEEN MEMBERS - DUES (See caption - DUES – RURI-TEEN and COLLEGE CLUB)

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-S-

SERVICE CLUB LEADERSHIP CONFERENCES That the President and/or President-Elect and/or a designee selected by the President and designated members of the Ruritan National staff be expensed to attend Service Club Leadership Conferences (SCLC). The list of names attending the SCLC will be presented to NBOD. Upon returning from the SCLC, either the President or President-Elect will prepare a report detailing what they learned at the SCLC that could, in their opinion, have an impact on the day-to-day operations of Ruritan National.

Rationale: Currently there is no recorded policy that addresses who is authorized to attend SCLC and there should be. There should also be oversight concerning costs versus benefits. (See BDM May 2004, motion no. 17)

SONG - "AMERICA” That the song “America” be adopted as Ruritan National’s song.

STANDARD PROCEDURES - CLUBS (See RC&DOH)

STANDARD PROCEDURES - DISTRICTS (See RC&DOH)

STANDARD PROCEDURES - RURITAN NATIONAL (See HNODC)

STANDARD PROCEDURES - ZONES (See RC&DOH)

STATISTICS - ADULT & RURI-TEEN MEMBERS

Separate Ruri-teen statistics from adult statistics.

Rationale: Not including Ruri-teen is a benefit because if a Ruri-teen club is disbanded, it will not result in a big membership loss to the district. (See BDM Apr 2007, motion no. 18)

SYMPATHY CARDS To instruct the Ruritan National office to send a sympathy card to the family of any deceased Ruritan member listed on club monthly reports and/or to the family of any deceased Ruritan member or honorary member in which notification is made to the Ruritan National office by a Ruritan club or member.

Rationale: To establish a policy regarding sympathy cards. (See BDM Apr 1997, motion no. 3)

-T-

TAX DEDUCTIONS - ADVERTISEMENTS Individual donations to local clubs are not tax deductible. An individual acting on behalf of his business can deduct donations provided they are defined as advertising. This is an IRS interpretation that has been upheld in various courts. (See BDM Aug 1984)

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TRAINING - CANDIDATES - NATIONAL OFFICE (For details see caption “CANDIDATES NATIONAL OFFICE—TRAINING) (See GCRNBOD; also see BDM Mar 2003, motion no. 16)

TRAINING - DEADLINE FOR CLUB OFFICERS Deadline for club officers’ training is March 1, certify training by cabinet officer and make certificates available to district governor if he/she desires to recognize clubs with 100% attendance of officers at training school. (See BDM Aug 1985)

TRAINING - DISTRICT OFFICERS The Leadership Development committee (LDC) will create and maintain up to date training modules for district and club officer training including and outline of minimum standard information/training. The district lt. governor shall be responsible for the logistics, obtaining a location for training, ordering refreshments, notifying all cabinet members of the upcoming training. The District Leadership Development Coordinator (DLDC) shall be responsible for coordinating the planning, promoting, conducting and evaluating all leadership development activities for his/her district. The DLDC in cooperation with the district governor may appoint a district leadership team (DLT) consisting of qualified persons.

The DLT should include but is not limited to persons certified under previous Ruritan National trainer certification process.

Rationale: To update the current district officers training process to include the DLDC and the DLT. (See BDM Apr 2002, motion no. 11)

That district officers’ training format (agenda) must be restructured utilizing group discussion, role playing, brainstorming, etc. Format to include, but not limited to:

• Time for zone governor training • General practices • Officer’s responsibilities and growth, development and retention.

(See BDM Aug 1993)

The spring district officers’ training be eliminated, and encourage each assigned NBOD member or officer to provide informal training as a part of their normal duties. (See BDM Aug 1991)

TRAINING - LEADERSHIP TRAINING COMMITTEE (See HNODC)

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TRAINING - LT. GOVERNORS’ CONFERENCE A lt. governors' training conference can be held each year. Dates and contents of the program will be under the direction of the National President-Elect. Current lt. governors will be reimbursed for authorized expenses. The conference will be open to any other interested Ruritans, but attendance will be at his/her expense.

Lt. governors who are elected district governors will be reimbursed for attending the National Convention providing that they:

• Attend the district governors' training meeting at the National Convention. • Attended the lt. governors' conference, unless excused by the National President.

Rationale: To clarify intended purpose of the summer conference. (See BDM Aug 2012, motion no.5)

TRAINING - LT. GOVERNORS’ WORKSHOP AT THE NATIONAL CONVENTION

A workshop for lt. governors be held at National Convention. (See NGC and BDM Mar 1986)

TRAINING - NATIONAL OFFICERS AND DIRECTORS (See HNODC)

TRAINING -REIMBURSEMENT - DISTRICT OFFICERS District officer training meal reimbursement be actual cost not to exceed $7.50 per cabinet member attending. (See BDM Aug 1988; also see caption -TRAINING - DISTRICT OFFICERS)

TRAINING - "TRAIN THE TRAINER” Approved the “Train the Trainer” educational materials to be used by LDC’s in all districts for officer training. Rationale: To provide consistent training materials in all districts for all Ruritans. (See BDM Aug 2008, motion no. 18)

-U-

-V-

VACANY IN THE OFFICE OF NATIONAL PRESIDENT In the event of a vacancy in the office of national president, the policy set forth below be adhered to:

• That the immediate past national president scheduled to vacate their membership on the NBOD remain, as a member of the NBOD and EXCOM for one (1) additional year.

• Further move that the past national president scheduled to vacate their membership on the Board Advisory Committee remain as a member of the Board Advisory Committee for one (1) additional year.

Rationale: To provide for a policy in the event of the death of a National President. (See BDM Jan 2014, Motion no. 2)

VISITS BY DISTRICT CABINET OFFICERS TO CLUBS (See RC&DOH)

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-W-

WHISTLEBLOWER PROTECTION POLICY Ruritan National's Code of Ethics and Conduct (“Code”) requires directors, officers, and employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. Employees and representatives of Ruritan National are required to practice honesty and integrity in the discharge of their duty, and to comply with all applicable laws and regulations.

It is the responsibility of all directors, officers and employees to comply with the Code and to report violations or suspected violations in accordance with this Whistleblower Policy.

No director, officer, or employee who in good faith reports a violation of the Code shall suffer harassment, retaliation, or adverse employment consequence. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment. This Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns within Ruritan National prior to seeking resolution outside Ruritan National.

It is the intent of Ruritan National to adhere to all laws and regulations that apply to the organization and the underlying purpose of this policy is to support the organization’s goal of legal compliance. The support of all employees is necessary to achieving compliance with various laws and regulations. An employee is protected from retaliation only if the employee brings the alleged unlawful activity, policy, or practice to the attention of Ruritan National and provides Ruritan National with a reasonable opportunity to investigate and correct the alleged unlawful activity. The protection described below is only available to employees that comply with this requirement.

Ruritan National will not retaliate against an employee who in good faith, has made a protest or raised a complaint against some practice of Ruritan National or of another individual or entity with whom Ruritan National has a business relationship, on the basis of a reasonable belief that the practice is in violation of law, or a clear mandate of public policy.

Ruritan National will not retaliate against employees who disclose or threaten to disclose any activity, policy, or practice of Ruritan National that the employee reasonably believes is in violation of a law, rule, or regulation mandated pursuant to law or is in violation of a clear mandate or public policy concerning the health, safety, welfare, or protection of the environment.

The Code addresses Ruritan National's open door policy and suggests that employees share their questions, concerns, suggestions or complaints with someone who can address them properly. In most cases, an employee’s immediate supervisor is in the best position to address an area of concern. If the employee is not comfortable speaking with their immediate supervisor or is not satisfied with the supervisor’s response, then the employee is encouraged to speak with anyone in management that they are comfortable in approaching. Supervisors and managers are required to report suspected violations of the Code of Conduct to the Executive Director of Ruritan National, who has specific and exclusive responsibility to investigate all reported violations. For suspected fraud, or when you are not satisfied or uncomfortable with following Ruritan National's open door policy, individuals should contact the Executive Director of Ruritan National directly.

Ruritan National's Executive Director is responsible for investigating and resolving all reported complaints and allegations concerning violations of the Code and, at his discretion, shall advise senior management and/or the Executive Committee. The Executive Director has direct access to the Executive Committee of the Board of Directors.

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The Budget and Finance Committee of the Board of Directors shall address all reported concerns or complaints regarding corporate accounting practices, internal controls or auditing. The Executive Director or Executive Committee shall immediately notify the Budget and Finance Committee of any such complaint and work with the committee until the matter is resolved.

Anyone filing a complaint concerning a violation or suspected violation of the Code must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation of the Code. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.

Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation and appropriate corrective action will be taken if warranted by the investigation.

Rationale: This policy was developed to reduce risk to Ruritan National. (See BDM Apr 2010, motion no. 6)

WORKSHOPS - NATIONAL CONVENTION (See NCGH)

-X-

-Y-

YOUTH ACTIVITIES COMMITTEE (YAC) (See HNODC; also see BDM Mar 1995)

YOUTH ADVISORY COMMITTEE

Form a Youth Advisory Committee consisting of two (2) Ruri-Teen and/or Ruritan Youth members appointed for up to two (2) years.

Rational: To involve youth members and enhance the youth mission. Youth Committee staff member will request recommendations for the Youth Advisory Committee in January to be received by February 15th. Youth Committee will review and recommend candidates to the National President for appointment at the spring board meeting. Youth Advisory Committee will serve as advising youth members to the Youth Committee via electronic communication. Members of the Youth Advisory Committee may be requested to attend the Youth Camp. (BDM Mar 2016, Motion no. 7)

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YOUTH LEADERSHIP CONFERENCE Make the YAC Leadership Conference an annual event.

Rationale: To give the YAC a head-start in planning this event. Even before the current year’s event is over planning needs to start regarding next year’s event. (See BDM Aug 2007, motion no. 19)

The Annual Youth Conference site selection is the choice of the Youth Activities Committee. If the YAC chooses to move the site, they will do the proper research along with the Executive Director making sure the move is in the best interest of the youth and Ruritan National before bringing the new site selection to the National Board of Directors. (See BDM Aug 2017, Motion no. 8)

YOUTH PROGRAM Invite youth age 19 and under to become members. If possible, a minimum of two youth should be brought in at the time the program is initiated. Youth dues will be set by the NBOD (currently $15.00 per year, of which $3.75 will be paid quarterly to Ruritan National). Initiation fee is the same as active members.

• Give formal installation and lapel pin to new members. • Indicate on the appropriate report that the club is participating in the Ruritan youth program

when the new member is reported. • Assign youth to an appropriate community service committee. • To foster a spirit of Fellowship, Goodwill and Community Service, treat the youth member

as an active member. • Encourage youth who leave the community/club to attend college, etc. to consider

transferring membership status to associate member, to another club or urge them to start a Ruri-teen college club.

Rationale: To include all youth who are interested in Ruritan membership, and to encourage Ruritan membership in families. (See BDM Aug 2008, motion no. 19, also see BDM Apr 2009)

YOUTH PROGRAM - MISSION STATEMENT To develop a program that, through proper coordination, will provide Ruritan clubs throughout America the opportunity to work with and help serve the needs of young people in their communities.

Rationale: To provide a concise definition of what the youth program is expected to accomplish. (See BDM Aug 1995)

-Z-

-END-

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Revision Log

NATIONAL CONVENTION – SEATING BY DELEGATES AND

ELECTIONS - NATIONAL 18 05 04a – Delegate seating at the Ruritan National Convention

(1) MOTION: Move to provide a large “delegate only” seating area, without district markers, at the National Convention business meetings. Standing Rules of the Ruritan National Convention, Rule 2: Delegate Seating: will read: “The delegates attending the National Convention shall be seated in a location, designated by the Sergeant-at-Arms, in the business meetings. Only the president’s district will be assigned special seating.

(2) RATIONALE: District markers are damaged and a risk for people to trip and fall. Replacing them will be expensive. All voting is now done by secret ballot, we no longer poll the districts for votes as we once did. It will eliminate the difficulty of determining how large a seating area to leave and the confusion of where each district stops or starts.

INITIATION OF A NEW MEMBER

(added missing note for August 2014 motion eliminating the fee)

INITIATION OR REGISTRATION FEE WAIVED FOR FORMER MEMBERS AND TRANSFERRING MEMBERS.

(BDM August 2014, Motion 11)