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DISTRICT 9690 REGULATIONS
District Regulations to print (WORD)
1. DISTRICT ADMINISTRATION FUND [2002]
The Rotary District 9690 Administration Fund shall be comprised of per capita levy contributions made by the Rotary clubs of the District, surplus funds from District 9690 activities and donations by individuals or organisations. The Fund shall be subject to the following conditions:
1.1 The custodian of the fund shall be the Governor for the time being of District 9690.
1.2 The fund shall be kept in a bank account styled “Rotary District Administration Fund"
and shall be operated by the District Governor or the District Treasurer or such other District officer or officers as may be appointed by the District Governor.
1.3 Payments from this account shall he made only as authorised by the District Governor or, in the event of the death or incapacity of the District Governor or other emergency, by the District Administration and Finance Committee.
1.4 A District Administration and Finance Committee shall be appointed by the District Governor to:
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1.4.1 Review and study the necessary expenses of District.
1.4.2 Prepare and present an Annual District Budget to the incoming Presidents at the Presidents Elect Training Seminar, or at least one month before the District Assembly, which ever occurs first, for the Rotary year in which they will serve as presidents, taking into consideration in the preparation of such estimates, the cost of authorised District activities, the full and necessary expenditure to be incurred by the District Governor in his term of office and the necessity of maintaining a reserve equal to at least half of the budgeted expenditure.
1.4.3 It is recommended that the Committee comprise:- The Immediate Past District Governor, District Governor, District Governor Elect, District Treasurer, Three Club Representatives, District Governor Nominee, District Secretary/Administration Officer, District Governor Elect’s Treasurer, District Governor Nominee’s Treasurer. |
1.5 The per capita levy is mandatory on all clubs of the District. The Board of RI shall suspend the services of RI to any club that has failed for more than six months to pay this levy.
1.6 The amount of the levy shall be decided by the approval of three-quarters of the incoming presidents present at a District Assembly.
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1.6.1 A pro-rated per capita levy shall be payable by clubs in the district in respect of new members on the same basis as pro-rated per capita dues are payable to RI. (2006) |
1.7 On vacating office, the District Governor shall submit an audited account of the Fund to his successor, for the year ended June 30 last, together with income and expenditure and accumulation accounts with full particulars of all assets of the District and copies of such accounts shall be forwarded to all clubs not later than September 30 of each year and copies shall be sent to the General Secretary of Rotary International.
1.8 Committee Bank Accounts
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1.8.1 Whenever a committee of District 9690 operates a bank account it shall be,
1.8.1.1 known as the Rotary District 9690 Administration Fund Committee Account;
1.8.1.2 held at the same bank and branch as the District Administration Account;
1.8.1.3 have the District Governor and District Treasurer as additional signatories and require two signatures on each cheque;
1.8.1.4 required to have the bank forward an additional statement each month to the District Treasurer. |
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1.8.2 Guidelines for the financial operation and administration of these committees should include that,
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1.8.2.1 the budget for the following Rotary year be submitted to the District Finance and Administration Committee prior to February 28 each year;
1.8.2.2 an audited statement of income and expenditure shall be forwarded to the District Treasurer by July 31 each year.
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1.8.3 It shall be the responsibility of the chairperson of each such committee to ensure compliance with this regulation.
1.8.4 Should a District committee operating a separate bank account fail to comply with this regulation, then it shall forfeit its permission to operate that account and the balance of the account shall be transferred to the control of the District Treasurer. Not before 30th June next the District Governor may, for good reason and on the assurance that future audited statements will be supplied within the time constraints, give permission for the said committee to resume operation of its separate account.
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2. DISTRICT ASSETS (2002)
2.1 A register of District assets shall be compiled and maintained by the District Secretary/Administration Officer and shall be updated in each Rotary year.
2.2 The register shall list all District assets, wherever they may be and will detail information as to:
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2.2.1 description of asset;
2.2.2 any identifying and/or serial model/number;
2.2.3 date of purchase;
2.2.4 purchase cost;
2.2.5 depreciated value;
2.2.6 estimated useful life;
2.2.7 the Rotarian having custody of the asset ;
2.2.8 his/her address and contact number;
2.2.9 any useful information. |
2.3 The District Secretary/Administration Officer shall issue copies of a standardised asset reporting form to District Officers and each District Chairman (Club, Vocational, Community, International and Youth Service) not later than July 31 in each year and it shall be the responsibility of each District chairman to ensure that all of his/her committees who hold or may hold District assets will complete an asset reporting form for lodgement with the District Secretary/Administration Officer not later than September 30 in each year.
3. NOMINATION OF DISTRICT GOVERNOR (2002)
3.1 The District Nominating Committee.
The District Nominating Committee shall be responsible for the selection of a Rotarian for the office of District Governor and shall conduct its affairs in accordance with the terms and conditions of the By-Laws of Rotary, International.
3.2 Membership of the District Nominating Committee.
The Nominating Committee shall compromise of the District Governor as Chairman and Convenor, the Immediate Past District Governor, the District Governor Elect together with members elected from the zones designated from time to time. If any other member of the committee is unable to act, then the District Governor will invite a suitably qualified Rotarian from the relevant zone to fill the vacancy as an ordinary member of the Nominating Committee.
3.3 Election of the Nominating Committee.
One member shall be elected at the District Conference from each of the designated zones. Each member of the committee must be a member of a Rotary club in the District and hold or have held the office of President of a Rotary club. Each club may nominate not more than one Rotarian for the zone in which it is placed. Nominations shall close at the office of the District Governor on a date not less than four weeks before the opening date of the District Conference.
All clubs shall be advised of the nominations received by a date not later than three weeks before the date of the election. If more than one nomination is received from any zone a ballot shall be held at which only the voting delegates from the clubs within the zone shall be eligible to vote.
3.4 Zones.
In determining the composition of the zones, the District Governor shall provide for the most equitable distribution of voting delegates based on club membership.
3.5 Duties of the Nominating Committee.
The Nominating Committee should actively promote interest in the office of District Governor. The Nominating Committee will maintain a list of prospective District Governors. This list should be reviewed every year and those Rotarians whose names are retained or added to the list should be approached personally to ascertain that Rotarian's current interest. The Nominating Committee should communicate with the Club President of each Rotarian on the list and advise him/her of the committees interest in that Rotarian as a prospective District Governor.
3.6 Procedure up to Selection by Nominating, Committee.
The procedure will be in accordance with the By-laws of Rotary International. The District Governor will distribute to clubs a statement of the status, qualifications and duties of a District Governor and will call for the proposal of Rotarians who are qualified and considered suitable for the office of District Governor.
Such proposals are to be received by the District. Governor, in writing and in the form required, by a date set by the District Governor.
Immediately after the date set, the District Governor will send to members of the Nominating Committee, a copy of each proposal, the names of those Rotarians, the Rotarian's club and the proposing club, if this is not the Rotarian's Club, together with brief details of his or her Rotary service. The Nominating Committee is not limited to the names proposed by clubs.
3.7 The District Governor shall arrange for a full briefing of all candidates and their partners.
3.8 Procedure to be followed by District Governor after Selection.
On receiving the advice of the Nominating Committee, the District Governor will take the following steps in accordance with the By-laws of Rotary International:
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3.8.1 The Governor should be satisfied that the candidate chosen is medically fit and prepared to accept the nomination.
3.8.2 The Governor will then advise each proposing club of the decision of the Nominating Committee and the date by which any challenging nomination, must be received by the District Governor.
3.8.3 If no challenging nomination is received by the date set or a challenging nomination is not endorsed by at least five clubs by the date set, the District Governor shall declare the candidate nominated by the Nominating Committee.
3.8.4 The District Governor will advise RI in the prescribed form |
3.9 Timing for Nomination Procedures.
The By-Laws of Rotary International as amended at the Council on Legislation in 2004 require that the final selection of the DGN must be made between 30 months and 24 months out from the commencement of the term of office.
Notification must be received in Evanston on or before 30 June each year.
- 1 April – District Governor calls for proposals from Clubs.
- 1 May – Date set by District Governor for receipt of proposals. Copies of candidates’ proposals forwarded to all members of the Nominating Committee. District Governor briefs all candidates.
- Mid May – Nominating Committee interviews the candidates and nominates their selection of a Rotarian for the office of District Governor.
The District Governor shall advise each proposing Club of the nomination and shall set the date by which challenging nominations must be received.
3.10 If after 15 days, a challenging nomination has not been received, the District Governor shall declare the candidate to be the District’s nominee and announce this to the candidate’s Club and all other Clubs within the District.
4. DISTRICT COMMITTEES (2002)
4. 1 Length of service on a District committee.
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4.1.1 No Rotarian should serve more than three years in succession on a particular District Committee.
4.1.2 A fourth year may be served as chairman of that committee and to preserve continuity.
4.1.3 New members should be appointed on a rotational basis. |
4.2 District Training.
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4.2.1 The District Governor shall appoint a Training Team consisting of the District Trainer, an Assistant District Trainer and one other member with appropriate vocational training experience.
4.2.2 The committee under the direction of the District Governor and the District Governor Elect, whichever is appropriate for the training event, shall undertake the duties as detailed in the Manual of Procedure and additional strategies as per the District Strategic Plan. |
4.3 District Committee Appointments (2003).
Wherever possible incoming District Governors should select a Rotarian for no more than one committee when appointing members to District responsibilities.
5. BUDGETS (2002)
5. 1 Each district committee and or sub-committee shall prepare a budget for their area of service and submit the proposed budget to the District Governor Elect by the 31st December of the year preceding the year in which the budget is to apply so as to allow the District Administration & Finance Committee to review and determine:
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5.1.1 whether the proposals meet district programs and
5.1.2 allocations of funds, if any, are to be included in the district budget for the ensuing financial year. |
6. STUDENT ASSISTANCE FUND –YEP (2002)
6.1 The District Youth Exchange Committee shall establish a fund to be known as the District 9690 YEP Students Assistance Fund, the purpose of which shall be to provide financial assistance to students selected to take part in the YEP Program but who are not able to meet the full financial costs of such activity.
6.2 In each instance of funds being solicited, the District YEP Committee shall make a recommendation to the District Governor who shall, together with the two past District Governors appointed by the Governor, determine the result of that recommendation.
7. DISTRICT YOUTH ACTIVITIES (2002)
7. 1 From time to time, District 9690 has adopted the following youth activities with the common condition that a committee be appointed to organise and conduct that activity. Further that any surplus funds derived from associated activities be set aside within the District Administration Fund for the specific purpose of the promotion, administration and development of that program. These activities and their conditions are:
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7.1.1 Youth Exchange. Age limits are 15 to 18 years with the students 18th birthday not occurring before the 1st January in the year of departure. This age limit may be extended by one year where such is in the best interests of the program.
7.1.2 Rotary Youth Leadership Awards (RYLA).
7.1.3 Rotary Recognition of Youth Award. Subject to suitable sponsorship being available.
7.1.4 Pacific Australia Cultural Exchange (PACE). Directed towards the encouragement and development of cultural links between Australia and the nations of the Pacific region. Age limits are 15 to 17 years of age (being both inclusive) at the time of selection.
7.1.5 Model United Nations Assembly (MUNA).
7.1.6 Rotary Youth Program of Enrichment (RYPEN).
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8. RISK MANAGEMENT (2002)
The District shall appoint a committee to maintain guidelines on sexual harassment, to help compliance with all relevant legislation
8.1 Child Protection.
The District shall appoint a committee to assist clubs to:
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8.1.1 comply with all relevant legislation,
8.1.2 maintain an up-to-date register of members, volunteers and hosts who have signed the Prohibited Persons Declaration (PPD).
Clubs shall promptly notify the District Governor of those members for whom a PPD is not held on the club's PPD register. The District shall have Child Protection Procedures, as agreed from time to time by the Presidents of the District.
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8.2 Public Liability/Personal Injury (2003).
The District shall establish a committee to be responsible for the advice and monitoring of a District Risk management Policy and procedures relative to public liability, personal injury to participants on Rotary projects and inclusive of damage to Rotary/Rotarian property associated with recognised projects.
8.3 Sexual Harassment
The document Sexual Harassment Policy and procedures be accepted as a management document for adoption by all District 9690 clubs and committees.
9. RESOLUTIONS & LEGISLATION (2002)
9.1 Annual Resolutions Session:
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9.1.1 All proposed District resolutions for consideration at the Annual Resolutions Session shall be in the hands of the Resolutions and Legislation Committee (to ensure the validity of the proposal) not less than twelve weeks before the opening date of the Annual Resolutions Session.
9.1.2 The District Governor shall have circulated such proposals to reach all clubs no later than eight weeks before the opening date of the Annual Resolutions Session.
9.1.3 Where the resolution concerns a District activity or project, it shall additionally be approved by at least two-thirds of the clubs in the District.
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9.2 Resolutions, Enactments and Memorials to RI:
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9.2.1 It is recommended that all proposed resolutions and enactments to be considered at any Council on Legislation and all proposed memorials to the Board of Rotary International, should be submitted to the District Resolutions and Legislation Committee, not less than twelve weeks before the opening date of the Annual Resolutions Session, at which the proposals will be considered.
9.2.2 While this resolution will not remove the right of a club to propose resolutions and enactments directly to the Council on Legislation or memorials directly to the Board of Rotary International, it is highly recommended that all such proposals be considered at an Annual Resolutions Session to determine the degree of support for the proposals.
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10. ROTARY ZONE INSTITUTES (2002)
10.1 This District shall reimburse the District Governor, District Governor Elect District Governor Nominee and their partners the following costs of attending the training and zone institutes, once each year:
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10.1.1 the actual expenditure incurred, up to the cost of the economy air fares.
10.1.2 three nights accommodation, breakfasts, lunches and dinners.
10.2 District funds shall be credited with any reimbursement under the travel equalisation plan and any funds received from Rotary International to cover the Governor Elects Training Seminar. |
10.3 The rate at which these reimbursements take place will be determined by using the formula adopted by Rotary International for travel expenses.
10.4 Further if the District Governor, District Governor Elect or District Governor Nominee use their own motor vehicle for travel to and from the Institute, they will be reimbursed at the kilometre rate adopted by Rotary International for use of personal vehicles, up to an amount that does not exceed the cost of an economy class air ticket.
11. COUNCIL ON LEGISLATION (2002)
11.1 The District shall select a Representative for the Council on Legislation using a selection committee, as per the current Manual of Procedure.
11.2 The selection committee shall comprise the District Governor and 4 Past District Governors duly elected at the District Conference 3 years preceding each Council on Legislation.
12. DISTRICT STRATEGIC PLAN (2002)
12.1 The District Governor and District Governor Elect are to implement the recommendations of the Strategic Plan in a timely fashion.
12.2 A Strategic Planning Committee be established to manage in conjunction with the District Governor the District Strategic Plan. The Committee will consist of a chairman who will be a Past District Governor and members who will consist of the District Governor, District Governor Elect, District Governor Nominee and at least three appointed Club Presidents. The committee will determine its terms of reference.
13. DISTRICT PROGRAMMES (2002)
13.1 Reaching Overseas with Medical Aid for Children (ROMAC)
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13.1.1 The District Governor shall appoint a committee to organise and coordinate the fund raising and housing of children and their guardians, when children are in District 9690 for medical aid. |
13.2 Australian Rotarians Corporate Alliance Program Limited (ARCAP)
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13.2.1 The District Governor shall provide where legally possible each Rotary Club access to the Articles of Association & any Memorandum of Understanding between Rotary and the Company, a Summary of the ACAP Business Plan, details of the basic commitments given to all the Alliance partners as and when available.
13.2.2 Also each six months, an Alliance Update and a copy of the report and semi-annual accounts of ACAP. |
14. DISTRICT RECOMMENDATIONS (2003)
Future conferences incorporate a business segment to provide a forum for the discussion of new ideas and changing policies. Items presented would be pertinent to the current Rotary year and of general interest to all attending Rotarians.
15. 06/07 – FINANCIAL STATEMENTS
Adopt the audited financial statements and balance sheet as presented for the Rotary year 2005/2006.
16. 06/07 - CLOSURE OF DISTRICT BANK ACCOUNTS (Regulation 1.8)
All financial accounts administered by the various District Committees and or sub-committees (except the Youth Exchange account) be closed on 30th June 2007 and the balance of funds in all such accounts be forwarded, by 31st July 2007, to the District Treasurer to be banked in the District’s Administration Fund Account.
17. 06/07 - DISTRICT INCORPORATION (New Regulation)
The draft Rules (Version 1 – 9th March 2007) and any subsequent amendments advised by RI for the incorporation of District 9690, in accordance with the Code of Policies of Rotary International Item 17.020, be adopted.
18. 06/07 - CLOSURE OF DISTRICT BANK ACCOUNTS (Regulation 1.8)
All district committees administering funds on behalf of the District Administration and Finance Committee shall submit to the District Treasurer, no later than two weeks after the end of each month, a copy of the Income and Expenditure accounts and Balance Sheet showing financial activity by the Committee for that month, even if there has been no activity in those accounts for that month.
19. 06/07 - DISTRICT ADMINISTRATION AND FINANCE COMMITTEE (Policy and Procedures)
The updated District Administration and Finance Committee - Policy and Procedures Draft 9 – 9th March 2007 that will replace the current Draft 8 – 4th March 2005, be adopted.
20. GROUP STUDY EXCHANGE (New Regulation)
No member of the District Group Study Exchange Committee, including any member who subsequently resigns from such Committee, shall be eligible to nominate for the position of Group Study Exchange Team Leader in the year in which such Committee operates.
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