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Home > Administrative ProcedureAdministrative Procedure Rotary International District 6310 (Most recently amended at Owosso District Conference on April 26, 2002) ARTICLE I - OBJECT AND PURPOSE Section 1. The intent of this Statement of "Administrative Procedure" is to help the Governor fulfill the duties as the administrative officer of Rotary International in District 6310. Section 2. Nothing herein shall be construed to supersede or countermand any provision of Rotary International nor shall its use dilute the authority or responsibility of the District Governor as prescribed in the constitutional documents of Rotary International and the "Manual of Procedure" (MOP) of Rotary International. ARTICLE II - ELECTION OF DISTRICT GOVERNOR Section 1. Qualifications. To qualify as a nominee to become Governor of District 6310, a candidate must meet the qualifications prescribed in the MOP and must have held membership for five consecutive years or more in one or more Rotary Club(s) of District 6310. Section 2. Duties. The duties of the District Governor are detailed in the MOP. Section 3. Nomination. By October 1st prior to the District Conference at which the election will be held, the Governor shall invite the clubs to submit their suggestions for Governor nominee, in the form of a resolution adopted by the club and certified by the club secretary. Those suggestions shall be considered that reach the Nominating Committee not later than December 1st. The Nominating Committee shall not be limited to those names submitted by the clubs, but shall nominate the best-qualified Rotarian who is available to serve as governor. Section 4. Election. Election of the District Governor nominee shall be conducted in conformance with the Constitution and Bylaws of RI. The selection of the nominee shall be made by the District within the Rotary year immediately preceding the Rotary year in which such nominee will be elected at the annual RI Convention and, thus, two years preceding the Rotary year in which such nominee will be trained at the International Assembly. If the Nominating Committee selects a candidate, the procedures on announcing the nominee shall be as prescribed by RI. If the Nominating Committee cannot agree on a single candidate or if its selection is properly challenged, an election shall be held at the District Conference to select the nominee. Section 5. Incapacity of Governor. In the event of incapacity of the District Governor, the most recent past district governor available shall be empowered to act in the Governor's stead until a replacement District Governor has been named by Rotary International. ARTICLE III - ADMINISTRATION OF DISTRICT PROGRAM Section 1. The District Governor shall have the powers and duties as specified in the MOP, and such additional powers and duties that may be deemed proper and necessary by the Governor, and those authorized by the electors at a District 6310 Conference, provided that such powers and duties are not in conflict with provisions of Rotary International. Section 2. The District Governor shall appoint for the Governor's term of office a secretary and a treasurer, who shall be from different clubs, to assist in managerial, recording and fiscal matters. It is advisable that no one serve in either the position of the secretary or treasurer for more than five consecutive years. a. The secretary shall perform those duties prescribed in the MOP. b. The treasurer shall: (1) have custody of all money belonging to the District. (2) arrange for its safe-keeping in accredited banking institutions. (3) make payments from the District funds only as provided by the budget, by action of the District Conference, or upon prior authorization from the District Governor. (4) keep appropriate and accurate records of receipts and expenditures of District funds in accordance with the approved budget. (5) make reports on the fiscal status of the District to the District Governor and Finance Committee as needed or requested, and to the District Conference. (6) in cooperation with and approval of the District Governor and the Finance Committee draft a budget for the ensuing year in conformance with Article IV, Section 1, c, 4. (7) develop policies for the proper handling of funds, which shall be listed as policies of this administrative procedure. Disbursements from District accounts shall require the signatures of the Governor and the Treasurer or another member of the Finance Committee, should either the Governor or the Treasurer be unavailable. Section 3. Committees. a. Establishment. To assist the District Governor in administering the affairs of the District, committees shall be established as required by Rotary International and by this statement of "Administrative Procedure". Others may be established as suggested by Rotary International, as instituted by the District Governor on the Governor?s own initiative, or upon authorization by a majority vote of the elector-delegates of the clubs at a District Conference. Committees shall be either Standing Committees or Ad Hoc Committees. b. Standing Committees. Standing Committees are those whose functions are continuous from year to year. Members may be appointed to serve terms of more than one year, but not to exceed three years. The norm for membership on any one committee shall be a maximum six (6) years without a year off the committee. The District Governor shall make appointments of all members except those who are members by virtue of elective office. c. Ad Hoc Committees. Ad Hoc Committees are those deemed advisable and necessary to carry out a single, non-continuous function. An Ad Hoc committee may be authorized by Rotary International or by the District Governor. Requests for creation of an Ad Hoc committee may be made by majority action of a standing committee, or a District Assembly, or of the District Conference. Section 4. Assistant Governors. The District Governor shall implement, for the benefit of the district, the District Leadership Plan as has been approved and recommended by the RI Board of Directors. In conjunction with such implementation, the District Governor shall appoint a minimum of four Assistant Governors, and shall assign such duties and delegate such responsibilities to such Assistant Governors as are deemed appropriate by the District Governor. Assistant Governors must meet the minimum qualifications as established by the RI Board of Directors and the RI Bylaws, including having been a club president for a full term, and having three years of membership in a club in the District. Assistant Governors are appointed on an annual basis, with no Assistant Governor serving more than three one-year terms. It is recommended that no past governor serve as Assistant Governor. Section 5. The District Governor may appoint such additional administrative positions as may be deemed appropriate by the District Governor. ARTICLE IV - STANDING COMMITTEES Section 1. Finance Committee. a. The purposes of the Finance Committee are: (l) to assist the Governor in the handling of any and all money contributed by Rotarians or by clubs of the District. (2) upon invitation of the District Governor to assist in adequately planning, developing and administering the program of Rotary within the District. b. The members of the Finance Committee shall consist of: (1) the District Governor-Elect, who shall chair the committee. (2) the District Governor-Nominee. (3) a member-at-large, appointed by the Governor, who shall be a Rotarian with a financial background. (4) the District treasurer, ex officio. (5) the District Governor, ex officio. c. The powers and duties of this Committee shall include but not be limited to the following: (1) Act in an advisory capacity to the District Governor and assist in matters pertaining to District activities if and when desired and requested by the Governor. (2) Have charge of any property belonging to the District. (3) Monitor and oversee the handling of all money contributed to or disbursed on behalf of the District in the administration, development and extension of Rotary activities of the District, except any activity which is specifically reserved for the District Governor by Rotary International, or assigned specifically to the District Governor for designated purposes. (4) Cause to be prepared each year a budget for the ensuing year of July 1 to June 30. It shall include anticipated balances for the current year and projected income and expenditures for the ensuing year. Copies of the budget statement shall be submitted to the incoming Presidents at the Presidents-Elect Training Seminar. The budget statement shall stipulate the necessary per capita contribution needed and requested from each member club to cover expenditures and to maintain an adequate balance in the District fund. An amount not to exceed 25% of a proposed annual budget, exclusive of committed funds, shall be considered an adequate balance to carry forward into a fiscal year after all revenue and operational cost for the past year are accounted for. (5) Recommend to the District Assembly appropriate adoptive action on the submitted budget and the per capita levy required to support it. A three-fourths majority of the incoming Presidents present and voting on a motion to adopt the budget and the per capita levy shall be required for passage. (6) Recommend to the club electors at the District Conference the disposition of any uncommitted balance above an estimated 25% of the proposed budget, exclusive of committed funds, in any or a combination of the following ways: (a) reduce the per capita contribution expected from the member clubs to the District; (b) reduce or eliminate registration fees at the District Conference or District Assembly; (c) allocate an amount to one or more funds established by Rotary International, or to one or more projects sponsored by the District. A majority of the club electors present and voting on a motion to approve disposition of a balance shall be required for its passage. Section 2. Audit Committee. a. The Audit Committee shall consist of three Rotarians from different clubs who are Certified Public Accountants. Each year the Governor shall appoint one member for a three-year term. The senior member of the committee shall serve as Chair. b. Each year the treasurer shall prepare an annual statement of the District's finances which shall be audited by the Audit Committee in sufficient time to allow its mailing to the clubs within 90 days of the year's end. This committee-audited statement shall be presented and formally adopted at the following District Conference. Section 3. Nominating Committee. The District Governor shall appoint for the Governor's term of office a Nominating Committee consisting of the three most recent past governors of the district who are available to serve, the most recent of which shall serve as chairperson. The Nominating Committee shall select the Governor-Nominee as provided in the MOP. Section 4. The "Council of Governors" is comprised of all former Governors of District 6310, and past district governors of other Rotary districts known to be residing in District 6310, who are available for assistance to the current District Governor in implementing the program of Rotary. The Council meets at the call of the Governor to provide advice and assistance as requested. a. On the eve or opening day of the District Conference, the District Governor is authorized to hold a meal meeting to which the following shall be invited to attend with their spouses: the members of the Council of Governors, the Conference chair(s), the president(s) of the Conference host club(s), the representative of the President of Rotary International, the Governor-Elect, the Governor-Nominee and candidates for District Governor. The purpose of the meeting shall be to consider the programs of Rotary District 6310 and of Rotary International, to make recommendations for actions thereon, to engage in Rotary fellowship, to prepare for the District Conference, and to consider other matters that may seem to be relevant. The necessary expenses of this meeting shall be borne by the District. Section 5. Rotary Foundation Committee. The District Governor shall appoint a Rotary Foundation Committee and name its chair. The Committee shall function to achieve the aims of the Rotary Foundation of Rotary International as provided in the MOP. The chair shall report directly and frequently to the District Governor and to the District Conference. Section 6. Youth Exchange Committee. The District Governor shall appoint a Youth Exchange Committee and name its chair. Its function shall be to conduct all affairs of the Youth Exchange Program of the District as provided by the annual District budget and by approval of the District Governor. The chair shall report directly to the District Governor and keep the Governor informed of activities, needs, problems and successes of the program. The chair shall present to the Governor and to the District Conference an annual report of the number of youth participating, their activities and expenditures. Prior to the District Conference the chair shall submit to the Governor for the information of the Finance Committee a report of needs to be budgeted for a specified number of young people for the ensuing year. At the option of the District Governor, this committee may be split into two committees; one for short term exchanges and one for long term exchanges. Section 7. Youth Leadership Seminar Committee. The District Governor shall appoint a Youth Leadership Seminar Committee and name its chair. The Committee's function shall be to plan, provide and conduct a program of education for young people selected and financed by the clubs of the District. ARTICLE V - DISTRICT MEETINGS Section 1. The District Governor has the duty and responsibility for calling and conducting District meetings of Rotarians and their clubs as prescribed by the MOP. The Governor may also call meetings which the Governor deems necessary or advisable. Section 2. District Conference. The District Governor shall plan for a District Conference as prescribed by the MOP. The Conference is to be held in the spring of each year well before the Rotary International Convention. The time, host club(s) and place for holding the Conference shall be established by the District Governor as early in the administrative year as possible. a. The host club(s) is called upon to work in cooperation with and under the direction of the District Governor to make arrangements for the Conference, to prepare the program, to provide the facilities, to determine and budget the anticipated receipts and expenditures, and to make an accounting to the District Governor for consideration by the Finance Committee. The host club(s) shall be assured that no monetary loss shall be suffered by it because of expenditures deemed by the Finance Committee to be reasonable, just and necessary to the success of the Conference. b. Any excess of receipts of the District Conference shall be distributed by the Finance Committee, upon approval by the District Governor, in the following manner: an honorarium allotted the host club(s) and any remainder thereafter to be allocated as revenue to the general budget fund of the District for the current year. ARTICLE VI - VOTING Section 1. Each club in the District shall select, certify to the Governor, and authorize to attend the District Conference electors as provided in the MOP, or any duly called district meeting. Section 2. Each elector shall be entitled to cast one vote on each question coming before the District Conference, or any duly called district meeting, if present at the time of voting. Section 3. A simple majority of votes cast by the electors present and voting shall be required to approve or authorize any proposal brought before a District Conference, or any duly called district meeting, unless a greater majority shall be required by Rotary International or other provision of this statement of "Administrative Procedure". ARTICLE VII - ELECTION OF COL REPRESENTATIVE In the Rotary year two years preceding a Council on Legislation, an election shall be held at the District Conference to select a district representative and an alternate representative to the Council. The nomination of candidates by the clubs and the election shall be in accordance with the Rotary International Bylaws. ARTICLE VIII - AMENDMENTS The provisions of this statement of "Administrative Procedure" for Rotary District 6310 may be amended at any duly called district meeting by a majority vote of the qualified electors present and voting at the time such amendment or amendments are submitted to said meeting; provided, that such amendment or amendments are submitted in writing to all clubs in the District not later than thirty days prior to the date of the meeting. These Procedures may also be amended by written majority vote of all clubs after 30 days of written notice of the proposed amendment, and provided further, that nothing in this document or any proposed amendment thereto, shall conflict with the provisions of Rotary International. KNOWN REVISION HISTORY
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