The Committees of District 5420

 

No District is run by one person. The Manual of Procedure (MOP) defines the role of the various committees. The committees are appointed by the District Governor. For a complete committee listing, of all committee members in District 5420, ,simply click the link below. In addition, for the function and purpose of each committee scroll below.

 

 

 

Advisory Committee

 

  • The DG will appoint members of the District Advisory Committee. It is recommended that the committee be composed of, but not limited to, five Past District Governors (hereafter referred to as PDG). The DGE and DGN will serve with the Committee in an ex-officio or invited guest capacity. The DG shall appoint the Chair of said committee. The Committee shall assume only that authority which is granted to it by the DG.
  • The Advisory Committee may, at the request of the DG, the DGE, or of the DGN, meet from time to time to provide advice concerning those issues and subjects as specifically requested.
  • The Advisory Committee will hold an annual meeting, at a place and a time to be determined by the DG, to advise the DGE and the DGN on matters and procedures which are specific to District 5420. These may include, but are not limited to District 5420 finances, the policies governing Youth Exchange Students, committee functions, managing major events such as PETS, assemblies and matters specific to District 5420’s MOP.

 

Conference Committee

 

  • The DG, DGE, and DGN may appoint members to the Conference Committee to plan their respective District Conferences and to promote the RI Convention. The DG has authority to plan and conduct the District Conference during their year with assistance from the Conference Committee and input from the R.I. President.
  • During the week of District Conference and or other District wide events, Rotary Clubs in District 5420 are strongly encouraged to suspend their regular Rotary Club meeting to encourage and promote attendance at these events.
  • Include in the Conference Schedule a Business meeting to allow Club elector(s) to participate in the Resolution Committee, Caucus selection and other Business needs.

 

Finance Committee

The DG shall appoint a committee of Rotarians who represent professions in the fields of law, banking or accounting. The committee chair must be a PDG or past District Officer. The chair need not be of the above named professions. The DGE and DGN shall be ex-officio members MOP (May 2014) District 5420 thereof and are expected to attend committee meetings. The DG shall retain authority to make final decisions on matters affecting District Finance.

The duties of the Finance Committee:

  • Review and recommend the budget as presented by the DGE for the fiscal year of that administration. The proposed budget will be presented by the DGE or their designee at the Presidents-elect Training Seminar (PETS). The Presidents-elect will approve or disapprove any per capita assessments based on that budget.
  • Aid the Presidents-elect in giving notice of the annual District per capita assessment to their clubs
  • Aid the DGE in the selection of a financial officer to manage the DG’s budgeted funds. This financial officer will co-sign all checks for the DG’s budgeted funds and prepare financial reports for the Finance Committee at least annually but upon request of the Finance Committee. The financial officer will be an ex-officio member of the Finance Committee.
  • District funds are derived from a per capita assessment paid by the clubs. These funds enable the DG to meet District expenses beyond the allocation of Rotary International and within the approved current budget. Transfer of funds at the discretion of the DG within the District budget is permissible.
  • The per capita assessment will be based on a proposed budget for the coming year prepared by the DGE. This proposed budget will be presented to the Club Presidents-elect with the proposed per capita assessment. When the per capita assessment is approved by the Club Presidents-elect, the DGE will notify the member clubs of such assessments prior to their fiscal year of service. These assessments will be based on RI official membership records and will be payable immediately upon the club being invoiced by the District. Assessments past due 30 days from the date of invoice will be deemed delinquent.
  • Clubs delinquent as of January 1 are subject to termination.
  • District funds are used to fund District programs, and pay expenses not reimbursed by Rotary International for the DG, the DGE and DGN and their partners. These expenses may include, but not limited to economy class airfare and basic registration, hotel and meal expenses for attendance at any events required of those officers by Rotary International.
  • District funds are to be used to pay other non-budgeted expenses which the DG may feel are in the best interest of the District and which receive prior approval by the Finance Committee.
  • The Finance Committee shall advance funds to the DGE and the DGN for initial operating expenses as requested. Such funds will be considered as part of the fiscal budget for the year in which the DGE or DGN serves as DG.
  • The DG and the Finance Committee will maintain a cash reserve representing an average of the past three years expenses for the purpose of funding expenses incurred by the DGE and the DGN prior to taking office.
  • Funds in excess of a full year’s cash reserve may be expended by suggestion of the DG with the approval of the Finance Committee for District innovation projects. Innovation projects must benefit the District broadly and have the potential for a lasting impact on the growth and prosperity of the District. Innovation projects may extend beyond the term of the DG.

Once determined successful, an innovation project may be incorporated into the District Budget and will not be eligible for continued funding through innovation monies. Funding for an innovation project may be granted provided:

The project has been submitted to the Finance Committee by the DG in writing and approved by a majority vote of the committee.

The DG awarding innovation monies agrees to submit at the end of the innovation project a written report outlining all expenses and receipts and a report suggesting whether the project was deemed successful and should be considered for continuation. MOP (May 2014) District 5420

Funds to operate the Youth Programs of District 5420 shall be deposited into the Youth Foundation Account. RYLA funds and Youth Exchange Funds shall be kept as dedicated line items and may not be comingled with other Youth Service Program funds.

Upon assuming office, the DG will distribute any Youth Service Funds to the Youth Service Committee to be deposited into the Youth Foundation Account.

At the end of each DG's year, the Youth Service Committee shall submit an itemized accounting of all expenditures from the Youth Foundation Account.

Membership and Extension Committee

The Membership and Extension Chair promotes membership growth. It is recommended that the Chair be a PDG or Past Assistant Governor. The committee shall consist of Rotarians. The duties of the Membership Committee are:

  1. Act as a resource guide on membership recruitment and retention.
  2. Provide resources and programs to stimulate membership growth in the clubs.
  3. Prepare and conduct membership development programs.
  4. Develop new clubs in the District through extension to underserved areas.
  5. Meet on a regular basis.

The Rotary Foundation Committee

The Chair of this committee must be a PDG or past District Officer. No Chair is to serve for more than three (3) years in succession unless approved by the DG, the DGE, and the DGN. The Committee will organize subcommittees as prescribed by Rotary International. The duties of these subcommittees will be established at the time of creation and shall meet the requirements as set forth in the current Rotary International Manual of Procedure.

The DGN & DGE automatically become members of their respective subcommittees. The DG is an ex-officio member of the committee. With the direct leadership of the DG, the foundation chair works with the committee to plan, coordinate, and evaluate all District Foundation activities. The members of each subcommittee should, insofar as possible, have experience in their subcommittee’s area of responsibility. Subcommittees shall be appointed to address the following ongoing administrative functions: 1) PolioPlus 2) Grants MOP (May 2014) District 5420 3) Fundraising 4) Stewardship (TRFC 7.020.)

Descriptions of the duties of the District Rotary Foundation chair and each of the subcommittees can be found in the District Rotary Foundation Committee Manual (300) and The Rotary Foundation Code of Policies.

Resolutions Committee

The Chair of the Resolutions Committee must be a PDG or Past District Officer. The duties of the Resolutions Committee:

  1. Ensure that the MOP of District 5420 is in conformity with the Rotary International Manual of Procedure.
  2. Encourage the club’s leadership to become familiar with the MOP and propose new resolutions.
  3. Receive, prepare, publish and distribute to all clubs any new resolutions or proposed amendments to existing documents that it may deem necessary or desirable for the administration of the District.
  4. At least thirty (30) days prior to the District Conference, any resolutions are to be distributed, through the Resolutions Committee to all Clubs and to the DG, the DGE and the DGN. It shall then be the responsibility of the Club President to distribute and discuss proposed changes in the MOP with the club membership. (Congratulatory or commendatory resolutions need not have such distribution and may be adopted by a majority vote of the electors.)
  5. Additional resolutions may be presented by clubs at District Conference which have not been distributed thirty (30) days prior to the District Conference. Those resolutions which receive a two-thirds majority vote of electors in attendance at the District Conference will be considered for adoption at the following year’s conference.
  6. Resolutions to the MOP may only be voted on at the District Conference and approved by a majority of the electors.

Nomination Committee

The Nomination Committee shall consist of three PDGs. The duties of the Nomination Committee:

Apportion District 5420 into five (5) caucus areas which are approximately equal in membership. The elector(s) as designated in Section M item 2 form the voting members of the caucus. Each area caucus shall select an alternate in the event the first representative cannot serve. Area caucuses will be held at a time and place set by the Nomination Committee to select the Selection Board members. The Chair for each area caucus will be appointed by the Nomination Committee. In the event an area is not represented at the caucus, the Nomination Committee will appoint an at-large Board Member.

Establish a Selection Board to be composed of the Nomination Committee and five (5) Rotarians, as chosen by the caucuses, who are serving or have served as club president and who are in good standing with Rotary International.

The Chair of the Nomination Committee and the DG will select a date no sooner than January 1 and no later than June 30 for the meeting of the Selection Board. Two months prior to that date, the Nomination Committee will extend an invitation to each club to propose a qualified candidate for DGN-nominee, District Representative (DR) and Alternate District Representative (ADR) to the RI Council on Legislation (the DR and ADR are only selected once every three years, two years prior to the next RI Council on Legislation).

No later than one week prior to that date, the president of a club wishing to place one of its members in nomination for DGN-nominee, DR, and ADR (when appropriate), shall file with the DG, a resolution of the club, adopted at a regular MOP (May 2014) District 5420 meeting of the club, naming such member as a candidate and certifying that the candidate meets the qualifications for DGN, DR, and ADR (when appropriate) as outlined in the Rotary International Manual of Procedure.

On the date selected and as established by the Rotary International Manual of Procedure, the Selection Board will meet to personally interview all Rotarians who are proposed for the position of DGN-nominee, DR, and ADR (when appropriate). On that date, the DG shall provide the names and materials submitted by the clubs nominating a candidate who has met the qualifications to serve as DGN-nominee, DR, and ADR (when appropriate) and certify each as a valid candidate. No member of the Selection Board shall be provided candidate materials in advance. Not less than three (3) area members and two (2) PDGs must be present to constitute a valid interview. If the Selection Board, after interviewing and deliberating on the nominated candidates, comes to the decision that none are viable, the Selection Board, may interview other candidates. The interviews must be held in person with the Selection Board.

  1. The decision of the Selection Board will be by majority vote. The candidate(s) selected shall be judged according to the following criteria and the best qualified candidate selected:

    • A member in good standing in his/her club and the District.

    • Has served, for the full-term, as a club President.

    • Is willing to attend for the full duration the Governors-elect Training Seminar and the International Assembly (DG candidate only)

    • Has the ability to fulfill the duties of the office including but not limited to visiting all clubs during his/her term of office, organizing new clubs, strengthening existing clubs, promoting membership, supporting the Rotary Foundation, promoting cordial relations among clubs, planning for and presiding at the District Conference, communicating with clubs, reporting promptly to RI as may be required by the president or the board, assuring that District nominations and elections are conducted in accordance with the RI constitution and policies and the District MOP, transferring District files to the governor-elect in a timely fashion, and performing such other duties as inherent to the office of DG. (DG candidate only)

    • Has a demonstrated understanding of Rotary and its programs including The Rotary Foundation, club organizational structure, District organizational structure, Rotary youth service organizational structure purposes and goals, and District committees.

    • Has been a Rotarian for at least 7 calendar years.

    • Is willing to attend the Council on Legislation as prescribed by Rotary International. (DR and ADR only)

  2. Within three days of the decision, the Chair of the Nomination Committee will notify the DG of the board's selection for DGN-nominee, DR and ADR (when appropriate). The DG will notify the selected candidate(s). Within one week of the selection, the Nomination Committee Chair will distribute to each club the name of the candidate(s) selected by the Selection Board, together with a statement of qualifications.

  3. Within fifteen days of the date of the Nomination Committee notification of the selection, any club which submitted the name of a qualified candidate other than the Selection Board's choice, may resubmit their candidate by resolution of the club. Then those candidates along with the Selection Board DGN-nominee and DR / ADR (when appropriate), will be placed on a special Rotary International mail ballot and submitted to all clubs. The candidate(s) receiving the majority vote of electors as outlined in M.2 shall be certified by the District Nomination Committee as the DGN-nominee and DR / ADR (when appropriate).

If a mail ballot is required, the procedure established by Rotary International Manual of Procedure will be utilized.

4. Campaigning for the office of DGN-nominee or DR and ADR by any candidate, committee, board or person supporting such candidate is strictly prohibited in the Rotary International Manual of Procedure. A candidate will be disqualified regardless of who is responsible for the campaigning.

Education and Training Committee

The DG shall appoint an Education and Training Committee to oversee the training programs and to assist newly elected officers as to the duties and responsibilities of their office. The Chair of the committee shall be a PDG or a past District officer. The committee will consist of an Education & Training Chair, aka District Trainer, appointed by the DGE, and other members as selected by the DGE. It is highly recommended that the District Trainer be a Rotarian who understands the operations of the District and the role of a District Trainer.

The committee shall:

  1. Work with the DG or DGE to plan the time and place for any District level training, such as PETS, Foundation, Membership, Assemblies, or other District level training meetings. PETS shall be conducted as soon as is practical after the International Assembly. Attendance by all Presidents-elect is mandated by the Rotary International Manual of Procedure. Presidents-nominee are encouraged to attend PETS.

  2. Work with officers including Presidents-nominee, Presidents-elect, Presidents, the DGN and the DGE to help them understand their responsibilities, duties, and roles as required by the Rotary International Manual of Procedure and the District 5420 MOP.

Communication Committee

In order to facilitate good communication and promote the image of Rotary in Utah, the DG shall organize a Communication Committee. Members of the committee include the Public Image coordinator, the Newsletter/Blog editor, the Social Media leader, the Web Team leader and others deemed necessary by the DG. The committee’s purpose is to educate and promote effective public image and communication programs throughout the District.

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