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ROTARY INTERNATIONAL DISTRICT 9800 STANDING RESOLUTIONS at 1st April 2001 Being Resolutions passed at Annual District Conferences since the inception of District 9800 in 1978, which are current in the Administration of the Affairs in the District. Where applicable Resolutions are shown as amended by stated subsequent Resolutions up to and including the District Conference of 2001 District Resolution No. 6 of 1983
DISTRICT EXECUTIVE &
FINANCE District Resolution No. 7 of 1983
NOMINATION OF DISTRICT GOVERNOR District Resolution No. 8 of 1983 CIRCULATION
OF PROPOSED CONFERENCE RESOLUTIONS
EXPENSES
OF G.S.E. TEAMS AND ROTARY FOUNDATION SCHOLARS AT DISTRICT CONFERENCES
District Resolution No. 7 of 1986 DUTIES AND FUNCTIONS OF RESOL UTION COMMITTE
District Resolution No. 8 of 1990 INFORMATION
FORUM TO DISCUSS ANY PROPOSALS
District Resolution No. 9 of 1993 TREES FOR SURVIVAL - CLUB ENVIRONMENT COMMITTEES
District Resolution No. 7 of 2000 GENDER NEUTRALITY OF DISTRICT STANDING ORDERS
District Resolution No. 8 of 2000 FINANCE REQUIREMENTS AND GUIDELINES FOR DISTRICT COMMITTEES & OFFICIAL DISTRICT EVENTS
District Resolution No.1 of 2001 DELEGATES TO COUNCIL ON LEGISLATION
District Resolution No. 2 of 2001 CHILDREN'S PROGRAM AT DISTRICT CONFERENCE (As
amended by Resolutions Numbered 8 and 9 of 1991, Number 10 of 1992,
Number 10 of 1993, Numbers 1 and 2 of 1997, and Number 1 of 1999.)
DISTRICT
EXECUTIVE &
FINANCE
WHEREAS
it is desired to revise and consolidate the District Resolutions
to District Finance and the District Finance Committee and its powers
and procedures. IT
IS RESOLVED
THAT - 1.
The name of the committee shall be the District Executive. 2.
The District Governor Elect shall appoint a person to act as
District Treasurer Elect and as District Treasurer the year thereafter,
and shall also appoint a different person as District Secretary Elect
and as District Secretary the year thereafter. 3.
The District Governor shall be the Chairman of the District
Executive. 4.
The membership of the District Executive shall be nine (9) in
number comprising the District Governor, the Immediate Past District
Governor, the District Governor Elect, the District Secretary, the
District Treasurer, the Immediate Past District Treasurer, the District
Treasurer Elect, the District Secretary Elect, and a Representative of
the Assistant District Governors, chosen by them from their own ranks. 5.
No person shall be a member of the District Executive for more
than one (1) year in the same position, except by approval of the Club
Presidents for the year of office in which it is proposed that this rule
be varied. 6.
The District Governor with assistance and advice from the
District Executive shall be responsible for the efficient collection,
receipt, disbursement, and administration of all monies within the
central District organization, including its Committees.
In its administration of the District finances, the Committee
shall operate to facilitate the programs and policies of the District
Governor and to administer the funds of the District to the benefit of
its member clubs. 7.
Specifically and without limiting the generality of the
responsibility of the Committee, it will ensure that the following
policies and procedures are implemented: (a)
The Executive Committee shall cause to be kept such books and
records as shall enable it to present, at the end of each year, a
Statement (or Statements) of receipts and payments covering the
activities of the District and all District Committees for the year, and
a Statement of Balances held by the District Committees at the end of
that year. (b)
The books and records of the Executive Committee shall be audited
each year by the appointed District Auditor, and all books and records
of District Committees, Assemblies, Institutes, Seminars, Forums,
Changeover Nights, Receptions and other District Functions, shall also
be audited by, or to the satisfaction of, the District Auditor. (c)
The Executive Committee shall monitor throughout the year the
financial transactions of the District and its Committees and shall
present to the District Governor periodic reports as to performance
against budget estimates and the status and dispersal of funds. (d)
The District Governor Elect shall, in consultation with the
District Executive, draw up a budget for the following year for
presentation to Clubs at least four weeks before the District Assembly,
together with a recommendation as to the funds required for the next
year. (e)
In the preparation of the annual budget, provision shall be made
for - i)
such expenses, as are agreed upon, associated with the office of
District Governor, to the extent that they are not recouped from Rotary
International; ii)
such other operating expenses as are required for District
purposes and as agreed upon; iii)
such amount as is agreed upon for District Conference purposes; iv)
expenses of such programs as Student Exchange, World Community
Service, RYLA, Group Study Exchange, Rotary Foundation, Interact and
Rotaract; v)
payment of an equal share of the Travel Equalization Fund that
equalizes the travel expenses of the District Governor, the District
Governor Elect, and the District Governor Nominee, to the annual
Regional Institute; vi)
payment of economy air fare and reasonable associated expenses
incurred by the representative of the District in attending Council on
Legislation meetings in the event of such payment not being made by the
Board of Directors of Rotary International; vii)
payment out of District Funds each year of the economy air fare
and reasonable associated expenses of the District Governor, the
District Governor Elect and the District Governor Nominee to attend the
annual meeting of the Australian Regional Rotary Institute; viii)
the purchase of a Past District Governor's jewel each year. (f)
All monies received on behalf of the District shall be promptly
banked in such banks as are decided upon and any investment of funds,
other than with a bank, shall be in such investments as the Executive
Committee shall determine. (g)
At the start of each year the Executive Committee shall advise
each District Committee of the way in which its budget will be funded,
and of the times during the year that the Committee shall present to the
Executive Committee a Statement of Receipts and Payments of the
Committee to a specified date. (h)
The Executive Committee shall make such arrangements as are
necessary to ensure that sufficient funds are available to the District
Governor, and to District Committees as from 1st July each
year. 8.
All surplus of Income over Expenditure from all District
Conferences, Assemblies, Institutes, Seminars, Forums, Changeover
Nights, Receptions and other District Functions shall be forwarded to
the Executive Committee, and any loss on such activities shall be borne
from District funds, except as provided for in sub-clause 15 of this
Resolution. 9.
The maximum amount of surplus funds that shall be held as a
Reserve Fund by the District at the end of any, year shall be the actual
expenditure of the District, exclusive of income producing committee
expenditure, for the year preceding the budgetary period under
consideration. 10.
All District bank accounts shall be operated in the name of
"Rotary International District 9800” and on a basis of requiring
two signatures for validation of withdrawals and cheques.
Authorized signatories shall be determined by each responsible
committee but the number of authorized signatories shall exceed two.
The District Governor and District Treasurer shall be authorized
signatories to all District bank account 11.
The District Governor Elect shall nominate a qualified Auditor
for appointment by the assembled Presidents Elect at the District
Assembly. As the Honorary
Auditor of the District for the financial year, the District Auditor
shall be required to audit the financial transactions of the District
including its Committees in accordance with the requirements of Clause 4
Section (b) of this Resolution and report to the District Governor. 12.
The District Governor shall submit the audited statement of
accounts to his successor and shall send a copy thereof to Rotary
International in accordance with provisions of the Manual of Procedure. 13.
A copy of the audited financial accounts for all District
accounts pertaining to his year of office shall be sent by the Immediate
Past District Governor to all Clubs in the District by not later than 31st
December in the year in which he completes his year of office as
Governor. 14.
The District Treasurer is authorized to subsidize the cost of
non-paying guests at all official District functions by drawing cheques
on the general District account. The
decision on which events are to be recognized as District "Official
District functions" and which guests are to be approved as
"non-paying”, can only be made by the current District Governor,
except in the case of the D.G. Changeover dinner, when both the District
Governor and the District Governor Elect will have authority to nominate
non-paying guests including family and friends. 15.
All Clubs, which are requested by the District Governor Elect to
host an Official District function, shall produce a fully-prepared
budget which is to be approved by the District Executive prior to the
admittance fee being set. In
the event that the function results in a “profit” being made, such
“profit” shall be forwarded to the District Treasurer and used at
the discretion of the District Executive.
In the event that the function results in a 'loss'', then the
Host Club is entitled to submit a claim to the District Executive for
reimbursement, but such claim will only be considered favorably if (a)
the original budget and admission fee has been approved by the District
Executive, and (b) the loss was brought about by factors beyond the
control of the Host Club. DISTRICT
RESOLUTION No. 7 of 1983
(As
amended by Resolution Number 10 of 1991, Number 11 of 1992 and Number 4
of 1994) NOMINATION
OF DISTRICT GOVERNOR
WHEREAS
it is desirable that the Resolution of the District Conference
held at Lorne on 18th-22nd April 1953, setting out
the terms of reference relating to the Nominating Committee for District
Governor and the amendments thereto made at subsequent District
Conferences be consolidated and amended. IT
IS RESOLVED
that the terms of reference for the Nominating Committee shall
be: 1.
The Nominating Committee shall consist of - (a)
the District Governor as Chairperson (b)
the two most recent Past District Governors available (c)
the current District Governor Elect (d)
three Past Presidents of Rotary Clubs in District 9800, not being
Honorary Members or Past District Governors, elected by the Clubs in the
District A
Past President elected under Section 1 (d) above shall not serve on the
Committee for two successive years. 2.
The District Governor shall call for nominations for the
Committee under Section 1 (d) to reach him by a date not later than the
21st August in each year. 3.
If more than the requisite nominations are received under Section
1 (d) the District Governor shall arrange for a ballot by mail to be
conducted not later than the 14th day of September in each
year. 4.
The District Governor shall advise Clubs by the 21st
day of September in each year of the constitution of the Nominating
Committee. The Nominating
Committee shall serve until the conclusion of the next District
Conference. 5.
The District Governor shall invite any Club in the District which
desires to do so to submit, not later than the 24th day of
September in each year, the name of one Rotarian for nomination for
District Governor for consideration by the Nominating Committee. 6.
A meeting of the Nominating Committee shall be held not later
than the 7th day of October in each year at a time and place
determined by the District Governor. At
this meeting, the Committee shall select a nominee for the office of
District Governor having in mind its responsibility to bring about
nomination of the most capable person available for the highest office
in the District. In making
its selection, the Nominating Committee shall not be limited to those
names submitted by the Clubs. When
calling the meeting of the Nominating Committee the District Governor
shall inform members of the Committee of the names of the Rotarians
suggested for consideration, their Clubs, and Classifications together
with a general background of their service in Rotary. Five
members of the Nominating Committee shall form a quorum, and in
selection of the Committee's nominee for District Governor, the votes of
at least four of the Committee shall be cast in favor of such nominee.
If for any cause whatsoever the nominee selected by the
Nominating Committee at its meeting is unable to serve, the Committee
shall select another nominee for the District Governor either in a
ballot by mail or by telegraph or at an emergency meeting of the
Committee. 7.
The report of the Nominating Committee shall be mailed by the
District Governor to member Clubs in the District within 7 days of the
meeting or any adjournment thereof. 8.
(a)
Notwithstanding any nomination made by the Nominating Committee
for District Governor, any Club in the District may propose a candidate
for District Governor Nominee whose name had previously been duly
suggested to the Nominating Committee by filing with the District
Governor on or before the 1st day of November in each year a
resolution of the Club adopted at a regular meeting thereof naming such
a candidate. (b)
If on the 1st day of November no such nomination has
been received by the District Governor, he shall declare the nominee of
the Nominating Committee to be the District Governor Nominee. (c)
If on the 1st day of November any such nomination has
been received from any Club in the District and the said nomination
continues effective until the 15th day of November, then the
District Governor or his appointed Returning Officer shall not later
than the 18th day of November notify all Clubs of the name
and qualifications of each such nominee, and that all candidates for
District Governor nominated shall be balloted upon at the next
succeeding District Conference. (d)
If on the 18th day of November (referred to in
subsection (c) no nominations from member clubs shall continue effective
then the District Governor shall declare the nominee of the Nominating
Committee to be the District Governor Nominee. (e)
The ballot referred to in sub-section (c) hereof shall be
conducted at the said District Conference under the provisions of
Section 7 of Article XII of the By-Laws of Rotary International. (f)
The name of the nominee shall be certified by the District
Governor to the Secretary of Rotary International and the District
Governor shall at once notify the Club which has proposed the successful
candidate, and the successful candidate, of his nomination. 9.
The District Governor shall present to the District Conference
the name of the nominee duly selected for the office of District
Governor. DISTRICT
RESOLUTION No. 8 of 1983 (As
amended by Resolutions Number 7 of 1988, Numbers 11 & 12 of 1991,
Numbers 9 & 12 of 1992 and Number 3 of 1994) ROTARY
DISTRICT 9800 RELIEF INSTITUTION FUND
WHEREAS
it is desired to amend the Resolution relating to the District
Fund for the purpose of aligning it with the existing Trust Deed. IT
IS RESOLVED
that all previous disaster plans and all previous disaster funds
as have operated in District 980 and former District 280 be amalgamated
into a single plan and a single fund for Rotary District action in the
event of a disaster in accordance with the following procedure. 1.
A fund will be established and operated in District 9800 to be
known as the Rotary District 9800 Relief Institution. 2.
This Fund will be established and operated under an appropriate
Trust Deed and shall be recipient of all monies held by the District and
allocated for use in the event of a disaster within Australia. 3.
The Fund should be allowed to accumulate to an amount of
$30,000.00, not inclusive of interest earned or the voluntary donations
of individual Rotarians or other benefactors. 4.
Contributions to the Fund may be made from any District operating
surplus at the end of each financial year by a decision of the District
Governor. 5.
Individual Rotarians or other benefactors may contribute in such
manner, as they deem fit. 6.
(a)
The Fund shall be under the general direction of the Rotary Clubs
of the District who for this shall be known as the District 9800 Relief
Institution and furthermore the Fund shall be administered by the
District Governor (as Trustee). (b)
The District Governor shall appoint an investigation Committee
comprising the District Governor Elect (as Chairman), the Chairman of
the District Community Service Committee, and one other Rotarian to
submit a full report to the Trustee on the disaster for which assistance
is being considered. 7.
The Trustee may make disbursements of not more than $100,000.00
to an appeal after a disaster in Australia.
No further donation to a particular disaster may be made without
the approval of the majority of the Presidents of Clubs making up the
District 9800 Relief Institution. 8.
The Fund shall be solely for the purpose of making payments in
the name of Rotary to alleviate distress following disasters within
Australia. 9.
The Fund shall be invested in a financial institution as is
appropriate for the lodgment of Trust Funds and which is recommended by
the District Executive. 10.
The Trustee shall work in concert with those appointed to the
task of Public Relations within the District control organization so
that the Clubs may be advised of the nature and objects of the
Institution and to record the attitudes and capacities of each Club and
that furthermore, a roster may be prepared of serving or retired
Rotarians who would be available on call for physical, professional or
administrative service during any disaster. 11.
The Trustee shall prepare a financial report on the state of the
Fund and such report shall be published and distributed each year as a
part of the District financial report. DISTRICT
RESOLUTION No. 9 of 1983
CIRCULATION
OF PROPOSED CONFERENCE RESOLUTIONS
WHEREAS
it is considered desirable that Clubs in the District have the
opportunity for discussion of Resolutions to be placed before District
Conferences with the object of electors being able to ascertain the view
of the Club prior to formulating their own opinion. IT
IS RESOLVED
that as from the 1983 District Conference, all Resolutions to be
considered by the Club voting Delegates assembled at Conference be
circulated to each Club Secretary at least forty-five days before the
opening date of the District 9800 Conference, to enable Club discussion
and full consideration by Club voting Delegates, save minor amendments
and except for such Resolution arising out of Conference discussion or
as accepted by the Conference at the time. DISTRICT
RESOLUTION No.6 of 1985
EXPENSES
OF G.S.E. TEAMS AND ROTARY FOUNDATION SCHOLARS AT DISTRICT CONFERENCES WHEREAS
it is desired to make provision in District funds to bear the
costs of attendance at future District Conferences of participants in
Rotary Foundation programs. IT
IS RESOLVED
that the expenses of travel and accommodation for members of
Group Study Exchange Teams (including Leaders) and for Rotary Foundation
Scholars who are invited by the District Governor to attend a District
Conference be borne by District Funds. DISTRICT
RESOLUTION No. 7 of 1986
(As
amended by Resolution Number 2 of 1999) DUTIES
AND FUNCTIONS OF RESOLUTIONS COMMITTEE
WHEREAS
the duties and function of the Resolutions Committee for the
District require to be defined. IT
IS RESOLVED that the Past District Governor who is elected to represent
the District at each Rotary International Council on Legislation shall
hold the office of District Resolutions and Manual of Procedures Adviser
until the election of the representative for the following Council.
The duties of the P.D.G. Representative are spelt out in the
Manual of Procedure, but in addition, he/she has the following District
responsibilities: 1.
To assist Rotarians to understand the meaning and effect of the
Constitution and ByLaws of Rotary International and of Rotary Clubs,
and the Resolutions from time to time adopted by the District 9800
Conference. 2.
To receive from the District Governor or from Clubs of the
District proposed Resolutions and Enactments prior to submission to the
District Conference and to assist in the drafting of Resolutions or
Enactments, and recommend to the District Governor such amendments as
are considered by the Committee to be appropriate and to correct errors
or inconsistencies. 3.
To consider proposed Regulations and Enactments coming before the
Council on Legislation and to provide a source of information and advice
to Clubs and Rotarians regarding the effect of such Resolutions and
Enactments on the Constitution and ByLaws of Rotary International and
Rotary Clubs. 4.
To give advice to the District Executive on the impact, if any,
that District Resolutions already approved may have on the operations of
the Executive. It
is to be noted that whilst this Resolution refers to one person, ie.
the P.D.G. elected to represent the District at a Council on
Legislation, the District Governor of the day has the right to appoint
others to work with that person if such additional appointments are
considered to be appropriate. DISTRICT
RESOLUTION No.8 of 1990
INFORMATION
FORUM TO DISCUSS ANY PROPOSALS FOR REDISTRICTING WHEREAS
it is considered that all Clubs in District 9800 be fully
acquainted with the details of any redistricting proposal and to be
given adequate opportunity to consider any such proposal. IT
IS RESOLVED
that, in addition to the procedure for redistricting laid down in
the Manual of Procedure, it is recommended to the District Governor of
the time being that he call an Information Forum of all Clubs in the
District to discuss any proposal for redistricting prior to receiving
advice from the Club of their attitude to the proposal. DISTRICT
RESOLUTION No.9 of 1993
TREES
FOR SURVIVAL -
CLUB ENVIRONMENT COMMITTEES WHEREAS
continuation of the "Planet Earth” program with emphasis
on “Trees for Survival" is recommended by the District Governor,
in support of and to strengthen the recommendation to Rotary
International. IT
IS RESOLVED
that it is recommended that all Clubs in District 9800 form an
Environment Committee either as an independent committee with it's own
Director or alternatively under the jurisdiction of the Community
Service Director for at least the period 1993 to 1996. DISTRICT
RESOLUTION No.11 of 1993
WHEREAS
the established practice for the District Conference to be hosted
by the Club of the District Governor may in some instances create
reluctance for a Club to nominate an eminently suitable candidate for
the position of District Governor. IT
IS RESOLVED
that the District Governor Elect shall invite Clubs in the
District, including his own Club, to host District Functions including
the District Conference, District Assembly, Presidents Elect Training
Seminar, District Governor’s Changeover Night and others occurring
during his year of office as District Governor.
When selecting a Club as Host consideration to be given to
participation within the previous five years and where possible
preference given to a Club who has not hosted the event under
consideration those five years.
DISTRICT RESOLUTION No.7 OF 2000GENDER NEUTRALITY OF DISTRICT STANDING RESOLUTIONS WHEREAS
over the years, District9800 has passed a number of Standing
Resolutions to provide guidelines in the administration of the District.
It is appropriate that District Standing Resolutions have gender
neutrality in their wording.
DISTRICT RESOLUTION No 8 of 2000FINANCE REQUIREMENTS AND GUIDELINES FOR DISTRICT COMMITTEES & OFFICIAL DISTRICT EVENTS WHERAS it is considered desirable to formalise the requirements and guidelines for District Committees and Clubs organising Official District events. IT IS RESOLVED THAT- Overview Introduction
This document aims to assist District Committees, and Clubs
organising Official District Events, by outlining requirements and
guidelines for District Finances. In this section Following is a list of topics in this section:
1. Definitions
1.1 District Finance Requirements :
1.2 District Finance Guidlines: 2. District Finance Requirements:
2.1 Introduction : 2.2 Responsibilities:
2.3 Bank Accounts
2.4 Official District Functions
2.4.1 All Clubs requested by the District Governor or
District Governor Nominee to host an
2.4.2 If a function makes a "profit", the
"profit" shall be forwarded promptly to the District
2.4.3 If a function makes a "loss", then the
Host Club is entitled to submit a claim to the District
(a) the original budget and admission fee have been
approved by the District (b) the loss was brought about by factors beyond the control of the Host Club. 2.5 Non-Paying Guests at Official District Functions
2.5.1 The District Treasurer is authorised to
subsidise the cost of non-paying guests at all
2.5.2 The current District Governor must deceide which
events are to be recognised as
2.5.3 DG Changeover Dinner: Both the District
Governor and District Governor Nominee 2.6 Reserve Funds
2.6.1 The maximum amount of surplus funds that shall
be held as a reserve fund at the end 3. District Finance Guidelines 3.1 District Committees Funded by District
Introduction
These guidelines are intended to assist District Committees
(excluding MUNA,
Funding
Funding allocations provided by District are intended to cover primarily
the
Special Projects (including seminars and workshops) should generally be
funded
Budgets
Budget requests from District Committees must be submitted to the
District
Bank Accounts
District Committees funded by District should not open their own bank
accounts
Submission of
Customary expense claims should be submitted promptly to the
District
Seminars and Seminars and
Workshops should generally be planned as self-funded
Budgets must be submitted and reviewed in advance with the District
Governor or
Refundable Advances may be requested from District to cover the cost of Surpluses or losses incurred: refer to "Official District Functions"
Financial reports - a Statement of receipts and expenses should be
submitted 3.2 District Committees-Self Funded (MUNA, RYLA, RYPEN, Youth Exchange
Introduction
MUNA, RYLA, RYPEN, and Youth exchange are ongoing District Primary Funding Registration Fees for Program Participants Bank Interest Profits from functions, excursion, or sales of souvenirs etc.
Secondary
Funding Refundable loans or
non-refundable grants from District 9800
Budgets
Annual budgets must be submitted to the District Governor Nominee and
Bank Accounts
Refer to District Finance Requirements. The District Committee
Signatories Customary Expenses Administration expenses for Committee (stationary, phone, fax, postage) Training Programs and Workshops District Selection Programs, briefings and debriefings
MUNA:
Youth Exchange Program:
=> Approved attendance at the Annual National Youth
Exchange
Finance
Reporting
Financial Statements of Committee income & expenses, and balances
For Incorporated District Committees, refer to the revelent Victorian
Assets
Any assets required for use by the District Committee (e.g. fax
machines)
Reserves
Surplus funds from the Operations of these District Committees may, with
Donations of surplus funds may be made to approved Rotary Trust Funds
Audits
Arrange annual audit of Committee accounts and submit audit reports to 3.3 Official District Events Organised by Clubs
Introduction
These guidelines are intended to assist Clubs organising Official
District
Funding
The District Budget may include some allocations for DG Changeover and
Official District Functions: Non-paying guests, approved by the District P.E.T.S. is now totally funded by the District Budget. All other Event costs should be paid for out of Registration Fees for the Event
Budgets
Must be prepared and reviewed in advance with the District Governor or
District
Bank Accounts
Temporary Bank Accounts may be established to assist with the managing
District
Refundable
These may be requested from District to cover (for example)
Booking Fees and
Surpluses or
Refer to District Finance requirements "Official District
Functions"
Finance Reports A
detailed statement of receipts and expenses should be submitted District Expenses
DELEGATES TO COUNCIL ON LEGISLATION WHEREAS the Manual of Proceedure stipulates, in some detail, the qualification of representatives to the Council, and the method of election thereof, it does not contain any restriction on the number of times a particular Rotarian can represent his/her District at the Council. IT IS RESOLVED that no one Rotarian can be elected to represent District9800 at the Council on Legislation on any more than two occasions, these not necessarily being consective.
CHILDREN'S PROGRAM AT DISTRICT CONFERENCE
IT IS RESOLVED that Clubs organising future District Conferences be encouraged to provide an interesting program for children to attract the interest and support of Rotarians considering bringing their families to future conferences.
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