Section 1 – Robert’s Rules of Order. The parliamentary procedure for the conduct of all district 6900 committee meetings that are defined in the District 6900 Resolution’s document shall be the Robert’s Rules of Order. (12/23/2019)
Section 2 – Vice Governor. The role of the Vice Governor is to replace the District Governor in the event of the temporary or permanent inability of the latter to serve. The immediate Past District Governor shall serve as Vice Governor; provided, however, if said person is unable or unwilling to so serve in this position, he/she shall notify the Nominating Committee no later than December 1st of his/her year as District Governor. In such event, the Nominating Committee shall select a Vice Governor from the four immediate Past District Governors, which selection shall be approved at the District Conference. (12/23/2019)
Section 3 – Council on Resolutions and Legislation. District 6900 will make the selection of our representative by Nominating Committee Procedure as per the (see latest RI MOP) RI Bylaws Article 8 Section 8.050.1.
The representative and the alternate representative should be selected by a nominating procedure. The nominating committee procedure, including any challenges and a resulting election, shall be conducted and completed in the year two years preceding the council. The nominating committee procedure shall be based on the nominating committee procedure for district governors set forth in section 13.020 to the extent it is not in conflict with this section. A candidate for representative shall not be eligible to serve on the committee.
See 8.020. Qualifications of Voting Members of the Council (12/22/2019)
Section 1 – Resolutions Committee. The Resolutions Committee shall be responsible for compiling, circulating, and presenting all resolutions to be presented at district meetings, and in conjunction with the district administrator, for maintaining a record of all enacted resolutions in a permanent file in the district office. This committee shall consist of a District Parliamentarian chosen and appointed for an indefinite term by the District Governor, plus the Immediate Past District Governor and the District Governor Elect. (12/23/2019)
Section 2 – Planning & Advisory Committee. A District Planning and Advisory Committee shall exist to assist the District Governor and future district leadership to more effectively plan and consistently lead the district. The committee will meet as a minimum, semiannually. The governor will determine the date, time and location of the meeting. The following will be compiled reviewed, evaluated, documented, maintained and published by the committee:
The committee will consist of the following eleven members with the District Secretary and District Administrator as ex-officio non-voting members. No appointed member of the committee shall serve more than two consecutive terms:
Section 3 – Strategic Planning Committee. A District Strategic Planning Committee shall exist for future District leadership to review, analyze and interpret current membership, service, fund-raising, public image, leadership, and other trends in order to provide continuity in the planning and administration of the needs of the District. The Committee will meet not less than semi-annually. The committee will consist of the DGND, DGN, DGE, DG and IPDG. The DGN will chair the committee and will determine/announce the date, time and location of the meetings. The Strategic Planning Committee Chair will present an update of the work of the Committee at least once a year to the District Planning and Advisory Committee. (12/23/2019)
Section 4 – Nominating Committee. A District 6900 Nominating Committee shall exist for the purpose of selecting a District Governor Nominee Designate to serve as District Governor in the third Rotary year following the annual convening of the Committee as determined by the current District Governor.
The Committee shall consist of all District 6900 Past District Governors who are an Active or Honorary member of a District 6900 Rotary Club and attending in person the annual convening of the Committee, the District Governor, District Governor Elect and District Governor Nominee. The DG DGE and DGN shall only vote should there be a tie vote of the Past District Governors. The District Governor shall chair the committee and the most immediate past district governor active in a D6900 Rotary Club shall be Vice-Chair.
The Committee shall be charged with the duty of seeking and proposing the best available candidate for District Governor Nominee. At least three (3) months prior to the annual convening of the Committee in November, the District Governor shall inquire of each club in the District if the club has any qualified member it wishes to propose as a nominee for District Governor. This notice will include the Duties and Responsibilities of the District Governor position. The District Governor will forward the applications of all DGND candidates to the Committee members and will schedule the Committee meeting and invite all Candidate to appear before the Committee for an interview.
The nominating committee for governor shall not be limited in its selection to those names submitted by clubs in the district. The committee shall nominate the best qualified Rotarian who is available to serve as District Governor, provided they agree to serve as District Governor, meet the qualifications and agree to the Duties and Responsibilities of the District Governor set by the Council on Legislation and have the full support and backing of their Rotary Club.
Voting shall be by a prepared secret ballot and a majority of the committee shall be required for selection of the candidate. If a Candidate is from the home or current club of a Past District Governor present at the meeting, that Past District Governor will recuse themselves from voting. Each vote of the Committee shall be tallied by the Chair and Vice-Chair jointly and the results of each ballot announced immediately to the Committee. If there are more than two (2) Candidates and no Candidate receives a majority vote on the first ballot, the name of the Candidate will the least number of votes will be removed from the second. Ballot. If a tie occurs, the tie will be broken by a vote of the DG, DGE and DGN whose three (3) votes will be collected at the same time as the second ballot votes are collected and placed in a sealed envelope The envelope would only be opened in the event of a tie on the second ballot. All ballots shall be clearly labeled and certified by the Chair and Vice-Chair and preserved in a secure District office file and destroyed after the selected candidate is formally elected at the Rotary International Convention.
The District Governor shall publish the name and the club of the District Governor Nominee Designate to the clubs of the District after the Committee adjourns stating “nothing in this proclamation shall be construed as forbidding nominations from the floor of the District Conference. A club intending to nominate a candidate from the floor at the District Conference shall, no later than 60 days before the Conference, be required to notify the District Governor in writing of the name of the Candidate and submit all documentation required as though the Candidate had been initially submitted for consideration by the Committee. If, in accordance with this paragraph, the District Governor receives no nominations from the clubs, then the District Governor Nominee Designate selected by the Committee shall be presented by Resolution as the District Governor Nominee at the District Conference. (3/11/2023)
Section 5 – Finance Committee. A District Finance Committee shall safeguard the assets of the district fund by reviewing and studying the amount of per capita levy and necessary expenses of district administration meet quarterly and prepare an annual report on the status of the district’s finances, to be presented at the district assembly.
The Finance Committee shall consist of ten (10) members, the District Governor, the District Governor Elect, the District Governor Nominee, the Foundation Director, the District Conference Chair, the most immediate Past District Governor active in a D6900 Rotary Club, the District Treasurer and three appointed members (see latest RI MOP) the governor shall appoint one member to serve one year, one to serve two years, and one to serve three years; and thereafter, each succeeding year the governor in office shall appoint one Rotarian for a period of three years to fill the vacancy). The District Secretary and District Administrator are ex-officio non-voting members of the Committee. The most immediate Past District Governor active in a District 6900 Rotary Club shall chair the committee. No appointed member of this committee shall serve more than three consecutive years.
Cooperating with the Governor Elect, this committee shall prepare a budget of district expenditures that shall be submitted to the clubs at least four weeks prior to the district assembly and approved at a meeting of the incoming club presidents at the district assembly. The amount of any per capita levy on clubs for a district fund should be decided in accordance with the RI Bylaws. (RCP 17.060)
The District Fund shall be financed by all clubs in the district by way of per capita levy on the members of these clubs. The amount of the levy shall be decided by either:
The per capita levy is mandatory on all clubs in the district. The district treasurer shall serve as a member of the committee and keep proper records of income and expenditure of the fund. The funds shall be held in a bank account in the name of the district and operated upon by the governor jointly with another member of the Finance Committee who shall preferably be the treasurer when available. It is highly encouraged that the district fund account be held with a banking institution that has locations throughout the district. By having a permanent district banking account only signatures would need to be changed on an annual basis. A majority vote of the Finance Committee is required for a change of banking institution. The Finance Committee may authorize the treasurer to place operating funds in an interest-earning account such as a money market account to better utilize the funds. Any change to the authorization shall be approved by the finance committee.
Annual Statement and Report of District Finances
The outgoing governor shall arrange for timely filing of the district federal tax return and for an annual statement and report of the district finances that has been independently reviewed by a district audit committee. A copy of this annual statement and report of district finances must be provided to each club in the district within three (3) months of completion of the governor’s year in office. The annual statement and report shall be presented at the next district conference to which all clubs are entitled to send a representative and for which a 30-day notice has been given that the statement and report of district finances shall be presented for discussion and adoption.
NOTE: For District Audit Committee selection requirements and Annual Statement and Report of District Finances details required see: Latest Copy of RI MOP, RI BYLAWS PAGE 225 & 226 Article 15 Districts 15.060.4. District Statement and Report of District Finances. (3/11/2023)
Section 1 – Budget. Operation of a District Fund: (see latest RI MOP), “Cooperating with the Governor Elect, the district finance committee shall prepare a budget which shall be submitted to the clubs at least four weeks prior to the district assembly and approved by the incoming club presidents at the district assembly”.
Practice and practicality suggest that actually the primary responsibility for preparation of the district operating budget falls in the purview of the Governor Elect, with the assistance and approval of the finance committee; then is submitted to the incoming club presidents as required.
It should be the district’s goal to maintain a cash/cash equivalent reserve fund equal to 75% of the district operating expense budget and any surplus in the fund be evaluated at the end of the fiscal year by the finance committee.
Expenses of District Officers and Committee Chairs:
Documentation of expenses per IRS requirements is required before reimbursement.
It is expected that in the course of budget preparation, parties whose expenses or expenditures are to be provided for in the budget, (governor-elect, governor-nominee, RI Foundation Chair, GSE/VTT Chair, et al will be consulted and advised of the amount of expenditure provided for. Should it develop that category item expenses greater than 10% above what is budgeted are needed, advance approval by the governor with concurrence of the finance committee is required. If, at any time, an overall deficit is projected (revenues minus expenses), the district governor must go to the finance committee with a revised balanced budget for approval.
The governor’s allowance provided by RI shall be taken into the district operating budget as income and deposited into the district operating account when received from RI. Then all reimbursable expenses of the governor shall be paid to the governor by the district. Expenses that RI permits within the allowance will be accounted for by the treasurer, who will prepare the interim and the final reports required by RI for the governor,
When the District is paying for attendance at an event for a Rotarian, the Rotarian is expected to attend and participate. If the Rotarian does not attend and participate, he or she shall reimburse the District for funds received.
Assumptions used in preparation of the district fund budget and the district conference budget will be included with the proposed budgets and forwarded with them to the approving authority, which shall be the Finance Committee. (12/22/2019)
Section 2 – Dues. Article 15, RI Bylaws 15.060.1 provides for a District Fund and describes the process required to establish and maintain it. In July and January of each year the District Treasurer shall forward each Rotary Club an invoice for 50% of the per capita levy approved by the district assembly or the district conference, as the case may be, for that Rotary year. The amount of the invoice shall be based upon the number of active members as recorded at RI as of June 30 and December 31, respectively.
Reminders of per capita dues shall be sent to attention of the respective club treasurers, with copies to club presidents. District dues are payable July and January.
All payments are to be made to the District Treasurer, where their receipt will be logged in and checks deposited. The District Treasurer will follow up with clubs not responding with timely payment and will document each contact in a log until all collections are made. (12/22/2019)
Section 1 – District Conference. Time and place of the district conference shall be determined at least 18 months in advance in the manner dictated by Article 15.040.1 of the RI Bylaws. The person who shall be governor at the time of the conference shall select the site and time, subject to the approval of the majority of the clubs in the district.
The governor for the affected year shall appoint a conference chairperson and treasurer. The conference chairperson shall form and staff such committees as are appropriate to plan and execute the conference. The district conference shall have a balanced budget. At least nine months before the conference, the conference chairperson, with the assistance of the treasurer, and with the concurrence of the governor, shall prepare a balanced budget of conference income and expenses and shall submit it to the finance committee for approval. Documentation of expenses per IRS requirements is required before reimbursement.
The conference chair and treasurer shall review income and expense actuals and make projections monthly. Should it develop that category item expenses of more than 10% over what is budgeted are needed, advance approval by the governor with concurrence of the finance committee is required. If at any time, an overall deficit is projected (revenue minus expenses) the conference chairperson and the district governor must go to the finance committee with a revised balanced budget for approval.
In all matters relating to the District Conference, District 6900 shall adhere to the (see latest RI MOP) RI Bylaws Article 15, Districts 15.040 and 15.050 of the RI BYLAWS. Attention is especially called to the requirement of a Conference Report and its distribution (see below), and the use of conference voting electors in proportion to club membership as defined in RI Bylaws 15.050.1.
Conference Report – Section 15.040.5
The governor or acting chairman, along with the secretary, shall prepare and execute a written report of the conference proceedings within 30 days of the adjournment of said conference. They shall transmit three copies of such report to the general secretary and one copy thereof to the secretary of each of the clubs of the district. (12/22/2019)
Section 1 – The District Office. The day to day activities of the Executive Office Manager shall be under the direct supervision of the governor. To assure continuity, responsibility for decisions regarding staffing, salaries, location, administration, major purchases and general continuing oversight shall be vested in the District Planning and Advisory Committee.
All per capita dues, CART payments and other remittances shall be remitted to the District Treasurer where they shall be recorded and deposited appropriately. Copies of SARS’, Contracts, purchase orders and invoices shall be maintained at the District Office.
The district office manager shall support and assist the District Governor in duties as follows but not limited to:
Other responsibilities to the District include providing assistance to constituents with mailings, copying, labels, RI Contacts, and other requests as required by district and club officers.
Maintenance of District files to include but not be limited to:
Maintenance of District and Club Officer lists and club data reporting for: