ROTARY INTERNATIONAL DISTRICT 5240

District Conference

Annual Business Meeting

PDG Arnie Dowdy, Convener Rotarian Doug Hoffman, Parliamentarian

Pacifica High School 600 E. Gonzales Avenue

Oxnard, CA

April 9, 2011 4 – 6 pm

Immediately following District Assembly

Deepa Willingham, District Governor 10-11

RI District 5240

“OFFICIAL BUSINESS MEETING NOTIFICATION TO CLUBS” Date: February 7, 2011 To: Rotary District 5240 Club Presidents, Rotarians, Secretaries,

AG’s, GR’s and Governors Subject: Proposed resolutions to change the RI District 5240 Policy Manual

Dear leaders, Clubs are asked to review the attached proposed resolutions submitted by clubs in our district to change portions of the District Policy Manual (DPM). The DPM can be found under District Documents on the District Website at www.rotarydistrict5240. Enclosed you will find:

Chart showing the number of club electors available by club size. Document to certify individual Electors (Club Voting Delegate(s)). Summary of proposals to be presented. Full documentation of proposed resolutions submitted for consideration.

A separate report will be prepared by the Resolutions committee identifying the effect of these proposals. Still serving with the BEST,

Arnie Dowdy, PDG and Resolutions Chair Arnie Dowdy, PDG 03/04 District 5240 Resolutions Chair Tel: 805-489-4082 Email: rkneedg0304@charter.net

RI District 5240 Official Document for Electors

(Club Voting Delegate(s))

The total membership (exclusive of honorary members) of: The Rotary Club of _____________________________ on June 30, 2010 was *_________. .

The chart below shows the # of electors (club voting delegate(s)) allowed by club size per the 2010 RI Manual of Procedure (RI MOP) 15.050.1 Electors . Excerpts from same: Each Club in a district shall select, certify, and send to its annual district business meeting at least one elector (club voting delegate). Each elector must be present at the District Conference Annual Business meeting to vote. (Note: According to the RI MOP provisions for proxies are only allowed when granted prior approval by the Club President, Club Secretary, and District Govenor.)

Membership Electors Membership Electors 37 or less 1 113 to 136 5 38 to 62 2 137 to 162 6 63 to 87 3 163 to 187 7 88 to 112 4 188 to 212+ 8

From the information above the # of Electors would be: _______

Elector (Club Voting Delegate) Certification

(Note: Each Elector must bring this signed & dated document to the business meeting.)

Electors Name (Print): ___________________________________________

Electors Name (Signature): ___________________________________________

_________________________________ __________________________________________ Club President 10-11 - Date Club Secretary 10-11- Date

RI District 5240 Secretary Sharon Girod, hereby certifies this elector on this day,

RI District 5240 Secretary Initials ______

RI District 5240 Business Meeting Process & Outline

(Resolutions Committee members attending meeting are in bold print.)

Convener: Arnie Dowdy, District Resolutions Chair, PDG

Meeting Parliamentarian: Doug Hoffman, Rotarian

Committee Members: Jan Lindsay, PDG, Neal Steadman, Rotarian

Committee Counsel: Joe Strohman, Rotarian

District Secretary: Sharon Girod, Rotarian

Electors:

Procedures: Roberts Rules of Order and the RI MOP 15.050.2 Conference

Voting Procedures will be used at this meeting.

o RI MOP Excerpts from above relating to this business session: Every member in good standing of a club in a district present at

the district conference shall be entitled to vote on all matters submitted to a vote at such conference (by show of hands) except for:

The election of a member and alternate member of the nominating committee for director.

Change in composition and terms of reference of the nominating committee for governor or a Resolution that may affect the per capita levy on the clubs.

o Electors only will participate in secret ballots for the related items shown above.

o Secret Ballots will be color coded by resolution. o Ballots will be counted by the District Secretary and two (2) Sgt. At Arms.

Resolutions: Will be presented to all those in attendance at the business meeting by the Convener.

o Rotarians will be allowed to speak on each resolution pro and con for a

maximum of three (3) minutes per speaker. o Electors and/or members in good standing in attendance will then be

asked to vote as described in the above procedures.

Election: This item will be presented by the District Parliamentarian to the Electors to avoid the appearance of any impropriety due to the nature of the election.

RI District 5240

*Brief Outline of proposed Resolutions & Election

Resolution – #1 Rotary Club of Goleta Noontime - change composition of the Resolutions Committee.

All present: Vote by acclamation or division of the house. Resolution - #2 Rotary Club of Goleta Noontime – elimination of the District position of “Group Representative”, amendment to District Nominating Committee, amendment to and related house keeping changes.

Voting Delegates only. Vote by: Secret Ballot. Resolution – #3 Rotary Club of Carpinteria Morning – change timing of DGND nomination and election within the District’s Rotary Year.

Voting Delegates only. Vote by: Secret Ballot.

Resolution – #4 Rotary Club of China Lake – Addition of a new District Award. All present: Vote by acclamation or division of the house. *Full documentation on each item above follows in the subsequent pages. Special Notes: Club Presidents: Please read and review all documents submitted in their entirety with your board of directors and/or club members (depending on your club policies and procedures) and share the collective thoughts on each item with your Elector(s). Electors: Are then allowed to vote their own will following discussion of each item presented at meeting.

Item #1 – Resolution

Change in composition of Resolutions Committee

Submitted by the: RC of Goleta Noontime

That the following changes be made to Resolutions Committee, Section 11. of the District Policy Manual by amendment to paragraph #1: Section 11. Resolutions Committee

I. Makeup.

a. This committee shall consist of three members, at least one of whom shall be a PDG of District 5240, provided however that no PDG shall serve more than three consecutive years on this Committee. One member shall have served a~; a Delegate to the Rotary International Council on Legislation. A Rotarian appointed by the DG shall serve in an advisory capacity as Committee Counsel.

b. Prior to assuming office on July 1. each succeeding DGE shall appoint one new member to serve a three-year term. c. The DG will fill vacancies on the Committee through appointments for the unexpired original term of office. d. The DGE shall appoint one member of the Committee to be Chair during that Governor's year in office.

This item presented by Convener. Vote: All vote

Discussion of Item #1: Resolutions Committee

Reasons for Recommended Changes:

The requirement to have one person on the committee that has served as a delegate to the RI Council on Legislation has become unattainable because we only have three Rotarians in the District who meet the

requirement. It is recommended that the requirement be stricken from the policy.

Item #2 – Resolution

Elimination of the District Position of “Group Representative” and related house keeping changes

Submitted by the: RC of Goleta Noontime

Please note, by request of DG Deepa Willingham, and due to effects of Resolution #2, statements pro and con are contained in the Discussion of Item #2.

Item #2

That the following changes be made to the District Policy Manual: Grouping of Clubs and Appointments of District Leadership Staff, Section 4. by amendment to paragraph #1 and deletion of paragraph #2., changes be made to District Nominating Committee, Section 9. by amendment of Paragraph 2. a. and 5.a. and deletion of paragraphs 3. and 4., changes be made to Organization of District 5240, Section 2. Section 4. Grouping of Clubs and Appointments of District Leadership Staff. 1. Prior to assuming the office of DG, the DGE shall apportion the clubs in the District into

administrative Groups found feasible for the geography of the district. The DGE shall appoint one Rotarian Past Club President from each Group to serve as the Assistant Governor for Representative to that Group during his / her term of office. Each Assistant Governor Group Representative shall act as a liaison between the DG, the Assistant Governor, and the Rotary Clubs of the Group which he/she is appointed to administer. It shall be the Assistant Governor's Group Representative's responsibility to assist, with friendly counsel as appropriate, the Club Presidents in the administration of their clubs' programs and to help to achieve the goals of the clubs, the District, and RI. The Assistant Governor Group Representative shall report to the Assistant Governor and to the DG, as appropriate, the progress and well being of the clubs within the Group. The specific functions and responsibilities of an Assistant Governor a Group Representative are as delineated in the District Leadership Plan (DLP).

2. The DGE shall, prior to assuming office, apportion the Groups into clusters and select a Rotarian Past Club President from among those past presidents of club(s) in each such cluster still resident in such cluster's geographic area to serve as an Assistant Governor during his / her term of office. The Assistant Governor shall act as a liaison between the DG, Group Representatives, and the Clubs in his / her cluster. The specific functions and responsibilities of an Assistant Governor are as delineated in the District Leadership Plan.

Section 9. District Nominating Committee -Selection of DGND

1. The Nominating procedure for DGND shall be as described in the Rotary International Bylaws, the

Rotary Code of Policies and as provided herein.

2. Composition of the Nominating Committee.

a. The District Nominating Committee shall include the two (2) most recent available PDGs. In the

event that either cannot serve, the DG will appoint an available PDG as a replacement. The more senior of

the two in terms of service as DG shall be the Chair. Also eligible to serve will be twelve (12) six (6)

Assistant Governors (AGs) and six (6) Group Representatives (GRs) who are serving in their offices

during the current Rotary Year.

(1) Any AG unable to serve shall not be replaced.

(2) Executive Assistant Governors are not eligible to be members of the District

Nominating Committee.

3. During the odd numbered years the odd numbered GRs shall serve. (Groups 1,3,5,7,9,11).

4. During the even numbered years the even numbered GRs shall serve. (Groups 2,4,6,8,10,12)

5. Any GR unable to serve shall defer to the available partner GR as fo11ov/s. (l 2,3 4,56,78, 9

10, 11 12). If neither is available, he/she shall not be replaced.

(Intervening text not show)

5. The sponsoring club shall have the responsibility for: a. If by regular surface mail, preparing and mailing 16 15 copies of all application documents which will include two original 3" X 4" minimum to 5" X 7" maximum, black and white, head and shoulders photos of the candidate; and the candidate's completed Statement of Service form. The other photos may be Xerox-type reproductions. Section 2. Organization of District 5240 (*Revised 10-10-08) 1. The District office shall be at such location in the District as the District Governor (DG) shall

determine. The official files of the District shall be kept at the District office. 2. The District Governor-Elect (DGE) shall, prior to assuming office on July 1 appoint, at a minimum,

the following district staff to serve during his / her term of office: a. Assistant Governors b. Awards Chair c. Chief Operating Officer d. District Assembly Chair(s) ed. District Conference Chair f. District Grants Committee Chair g. District Education Chair h District Trainer Education and Training Director i. District Historian j. District Parliamentarian k. District Personnel Director l, District Rotary Foundation Chair m. District Secretary n. District Treasurer on. Executive Assistant Governor(s) o. Group Representatives

o. p. Scholarships Chair 3. The DGE shall also, prior to assuming office on July 1, appoint Chairs of the following standing committees to assist in the administration of the District: a. Ambassadorial Scholarship Committee b. Avenues of Service Committees c. Communications Committee d. District Leadership Plan Committee g. Education Committee h. Finance Committee i. Financial Oversight Committee j. Group Study Exchange Committee k. Interact Committee 1. Marketing Committee m. New Generations Committee n. Past Governors' Advisory Committee (Council of Governors), as required o. Peace and Conflict Resolution Scholarship Committee p. Paul Harris Society Committee q. Membership Committee r. Mid-Term Seminars Committee s. Newsletter Committee t. Nominating Committee, as required u. Potential Rotary Leadership Seminar (PRLS) Committee v. Resolutions Committee w. Rotaract Committee x. Rotary Youth Leadership Awards (RYLA) Committee

This item presented by Convener. Vote: Electors only in Secret Ballot

Discussion of Item #2 Elimination of the District Position of “Group Representative”

Reasons for Recommended Changes:

>The creation of the position Group Representative has added a layer a bureaucracy between the Clubs in District 5240 and the District Governor.

>The surveys and studies done by the leadership of District 5240 have shown that many clubs do not know their Group Representative and/or their Assistant Governor.

>If there is often just one person representing the District, why maintain the level of bureaucracy and expense to the District of having 6 or 7 additional positions to fill.

>Our District is the only one out of 534 Districts to have both an Assistant Governor and Group Representative position. The elimination of the Group Representative is actually combining the positions of Assistant Governor and Group Representatives which was the District practice prior to the 1999-2000 Rotary year. The creation of a District COO will provide the AG and the Clubs a District Leader to provide assistance and troubleshooting prior to seeking the input of the District Governor. This will fulfill the reason separate AG and GR positions were created in the first place while eliminating 6 District positions.

Benefits include: Reduced number of District positions to fill, Increased awareness by the clubs, Closer connection between AG and their clubs and Reduction of District costs

Further, the hard work of District Rotarians on the visioning project and the governance committee has provided information that support the need to reduce the level of bureaucracy in the District. Feedback from the clubs has been provided that show a few Assistant Governors never visit the clubs in their groups and rely on the Group Representative to represent the District.

The District has Chairs and Committees to help our Clubs be successful and have the necessary tools. The District needs to make sure those positions are filled with strong leaders and the elimination of the GR position will allow the District to use our valuable volunteer resources more effectively.

Discussion of Item #2:

District Nominating Committee

Reasons for Recommended Changes:

These changes are housekeeping tasks required with the elimination of the Group Representative position. These changes do not change the number voting members of the DGND Selection Committee. These changes do reduce the confusion of who is eligible to participate on the DGND Selection Committee. This change maintains that each club has a voice on the DGND Selection Committee through the representation of each Group's Assistant Governor. Discussion of item #2:

Organization of District

Reasons for Recommended Changes:

The primary change is the housekeeping task of eliminating the GR position.

These changes are housekeeping by adding the position of COO, making the correction to the Education and Training Director title approved at the October 2008 General Business Meeting and adding the Marketing Committee to the organization section.

Discussion of item #2:

Reasons against Recommended Changes:

The suggested change to District #5240 By-laws of doing away with Group Reps could be counter productive to the goals of the District for the following reasons:

Training:

The Group Rep position is an opportunity for a good past-president to get their feet wet in a District job where they get the opportunity to guide current presidents in solving their problems. As a Group Rep you are presented with problems that you may not have faced as a club president. You are forced to view those issues from the point of view of the club president and to help the club presidents come up with solutions. From the District’s point of view this is an opportunity to watch the Group Rep develop a different type of management technique under pressure. These management techniques will be the ones that he or she will need in order to fulfill higher District functions in the future. The success that a Group Rep has in that position may well encourage them to consider other District responsibilities and it would bolster the District’s confidence in entrusting him or her with higher responsibility.

Function: The current role of a Group Rep is one of collaboration with their club presidents. They provide a forum in which a club president can air their problems and feelings with people that directly understand. Our Group 4 has a rule that whatever is discussed in our Group meetings — Stays in our Group meetings. The role of Asst. Governor is seen differently. Their function is mandated by RI as well as the Governor. They will be grading the presidents on their performance and the presidents know that. They will be more reticent about discussing their management problems with an Asst. Governor.

Financial Impact:

In these days of Internet communication and email it is hard to see any real cost savings created by elimination of a half dozen positions. It will be necessary to create more Asst. Governors to cover the Groups.

Redundancy: Rotary is a volunteer organization and it can’t depend on everyone who volunteers for a position to do the job as completely as may be necessary. There is a need for some duplication of effort to ensure that the needs of the clubs get met by the District and its staff. There have been poor Asst. Governors as well as poor Group Leaders. It is the hope of every Governor that one position will step in or up to make sure that the continuity of connection remains intact. In eliminating Group Leaders you reduce duplication but it may be at the risk of communication. The argument that the Group Leader reduces communication between the club presidents and the Asst. Governors may be valid but only when the Asst. Governor makes no effort to visit either the Group or the clubs. Our current Asst. Governor has visited our Group Meeting twice this year already. Why should there be any expectation that an Asst. Governor will make any more effort in a Group Leaderless world than they would currently? Election of District Governors: Reference is made in the pro argument to the current method of electing District Governors. I agree that the current method is highly undemocratic and should be reviewed. Currently it appears that the method is weighted heavily toward the smaller clubs. It would also appear that less than 50% of the District membership is directly represented in these decisions. The appointed nature of the electors would not change and leaving the number of electors the same or lowering it would only exacerbate that situation. Conclusion: I can see no real upside for the District over time. A hands–on managerial type District Governor that focuses on the internal running of the District may have no need for Group Leaders. But, that hasn’t been the history of our District Governors. Many Governors have had an outside focus with strong International leanings. In this situation they would need to depend on their District staff, and Group Leaders would play an integral role in their success. No matter how you feel about this rule change, it is critically important for all club presidents to make sure that their club is represented at this year’s business meeting. When District By-laws changes of this type are made your club’s voice needs to be heard.

Item #3 – Resolution

Changes the date of the District Governor Nominee Designate process

Submitted by the: RC of Carpinteria Morning

That the following changes be made to District Nomination Committee – Selection of DGND, Section 9.of the District Policy Manual by amendment to paragraph #4., #5, #7, #8, #9 and #10 and related house keeping amendments to Presidents Elect Training Seminar (PETS) Attendees and Expenses, Section 13 and District Finances, Section 8. by amendment to subparagraph c.(5), addition of c.(5)(d) renumbering of subsequest paragraphs accordingly of the District Policy Manual. Item #3 does not appear to alter any changes, deletions or addition proposed in Item #2 etal. Section 9. District Nominating Committee – Selection (*Revised 10-10-08) 4. The DG, or the Chair of the Nominating Committee if so directed, shall before August February 1st, advise each club in the District that applications for the positions of DGND will be accepted through October April 1st and that Statement of Service forms, attached herewith in paragraph 11, will be available from the DG, the Chair, or the District website and advise each club of the date, time and location of the meeting of the Nominating Committee, Applications received by the DG shall be forwarded to the Chair of the Nominating Committee. 5. The sponsoring club shall have the responsibility for:

a. If by regular surface mail, preparing and mailing 15 copies of all application documents, which will include two original 3” X 4” minimum to 5” X 7” maximum, black and which, head and shoulders photo of the candidate; and the candidate’s completed Statement of Service form. The other photos may be Xerox-type reproductions.

b. If my e-mail, preparing the application documents, which will include two original 3” X 4” minimum to 5” X 7” maximum, black and which, head and shoulders photo of the candidate; then sending the completed application documents to the DG by October April 1st.

c. Assigning a club member to present the club’s candidate orally to the Nominating committee at the time of interview. Unless a member of the candidate’s home club presents the candidate, he / she will not be eligible to appear before the committee.

6. The Chair of the Nominating Committee shall have the following responsibilities: a. Before August February 1st, to make and promulgate arrangement for the Committee

meeting to be held after October April 1 and before October May 31 of each year. b. To send copies of all of the candidate applications and Statement of Service forms to

each member of the Nominating Committee no later than ten days prior to the convening of the committee meeting.

c. To preside of the meeting so as to: (1) Verify that each candidate meets the formal requirement for

nomination, in accordance with paragraphs 15.070 and 15.080 of the RI Bylaws.

(2) Clarify the specific duties of a DG. (3) Enable each candidate to reveal his or her intentions and

ambitions. (4) Allow an overall summary of each candidate’s qualifications

and suitability.

(5) Conduct the meeting of the Committee in a dignified, responsible manner in harmony with the principles of Rotary.

(6) Supervise the election of the DGND utilizing a secret ballot vote. A majority vote of the members assembled for the purpose is required to elect the DGND.

(7) Advise the DG immediately of the Committee decision prior to public announcement and the DG’s duty to inform RI.

(8) Verify the original copy of a sponsoring club’s nomination resolution, signed by the club president and the club secretary.

7. No one besides Committee members and the District Parliamentarian shall be permitted to be present during the deliberations of the Nominating Committee leading to the selection of the DGND. 8. No one besides the Committee members, the District Parliamentarian and the candidate shall be permitted to be present during each candidate’s interview by the Committee. 9. At all times during its deliberations to select a DGND, the Nominating Committee is precluded from considering and/or discussing or giving any weight whatsoever in its selection of the DGND to any of the following factors: a. Whether or not the candidate has been such a candidate in prior years. b. The location within the District of the club which nominated the candidate. c. The number of DGs or the recentness of service of any PDG from any of the clubs that have proposed a candidate for selection as DGND. d. The age, sex, religion, race, national origin or marital status of any candidate. 10. After the DGND has been selected and the Chair has notified the DG, the procedure to be followed shall be as prescribed in the Rotary International Bylaws. 11. In accordance with paragraph 4, above, the following Statement of Service is incorporated herein:

All linage in the following form has been deleted for reasons of space conservation.

District Governor-Nominee Designate Applicant Statement of Service

In order for the District Nominating Committee to gain more background information on candidates for the position of District 5240 Governor-Nominee Designate, please answer or complete, as appropriate, the following:

(Name) (Club)

1. Years in Rotary _____ (Minimum seven years of membership at the time of taking office). 2. (Required) I served a full year as President of the Rotary Club of __________________________ in District ___________ during the year ____________________. (Note: If you have been President more than once, please name your last such service) 3. In the last three years, I have served in the following club-level positions: 4. In the last five years, I have served in the following District-level positions: 5. I have received the following Rotary awards and recognition: 6. In the last five years, I have attended the following a. District Assembly (Years) ________, ________, ________, _______, _______ b. District Conference (Years) ________, ________, ________, _______, _______ c. Mid Term Seminars (Years) ________, ________, ________, _______, _______ d. Rotary Foundation Seminars ________, ________, ________, _______, _______ e. Membership Seminars ________, ________, ________, _______, _______

f. PRLS (Graduate?) ________ g. Master PRLS (Graduate?) ________ 7. I am a Paul Harris Fellow ________ 8. My spouse/SO is a Paul Harris Fellow ________ 9. I am a Rotary Foundation Benefactor ________ 10. I am a Rotary Foundation Major Donor ________ (Level ____) 11. I am a Bequest Society member ________ (Level ____) 12. I am a Paul Harris Society Member ________ 13. My attendance percentage for the last three years is __________. 10 14. I have attended the following International Conventions: 15. As District 5240 Governor, the three main things on which I would concentrate are:

(If you need more space, use an attached sheet) 16. Please complete this sentence: "If I am elected District Governor-Nominee Designate, I will have sufficient time and other personal resources to fulfill the requirements as Governor of District 5240 because 17.In accordance with article 10.060.4 of the RI Bylaws, I certify that I have read, understand, accept, and agree to be bound by the provisions of the RI Bylaws. Section 13. Presidents-Elect Training Seminar (PETS) Attendees and Expenses 1. The District shall continue to associate itself with the Southern California Districts of RI for the purpose of conducting the PETS. 2. The District shall pay for the attendance of the DG, the DGE, the DGN, the DGND, Incoming Assistant Governors, the DGE’s EAG(s) and the District Education and Training Director. Each Rotary Club should pay the registration fee for its incoming Club President Section 8. District Finances c. Expenses, (5) Expenses of the DG, the DGE, and the DGN and the DGND are authorized as follows: (Intervening text not show) (d) DGND. When required to attend functions, or when requested to attend by the sitting DG, all the Rotary-oriented expenses (standard room accommodation’s) of the DGND and spouse inside the geographic limits of the District; as well as extra-District events such as PETS, Zone Institutes and International Conventions that have Rotary International required attendance and no reimbursement. Invitations by themselves do not constitute a requirement to attend. Expenses other than standard room, food, registration and direct round-trip coach travel are considered personal.

This item presented by Convener. Vote: Electors only in Secret Ballot

Discussion of Item #3:

Item #4 – Resolution

Addition of a new District Award

Submitted by the: RC of China Lake

That the following changes be made to Personal District Awards, Section 16 of the District Policy Manual by addition of paragraph #4. Section 16. Personal District Awards 4. District Leadership Award. Each outgoing DG, according to his / her respective standards, shall annually select and present the “District Leadership Award” to the Rotarian(s) whose District-level service exemplifies the leadership of others in pursuit of excellence.

This item presented by Convener. Vote: All vote

Discussion of Item #4: The strength and effectiveness of Rotary District 5240 is based on having strong leadership, a well developed training program which included the PRLS program, and our commitment to training club and district leaders prior to their taking office. This award was presented for the first time on PDG Robert “Jock” MacKenzie during the 2009-2010 Rotary Year. The PRLS Director, Bonnie Cameron, wanted to recognize the hard work Jock had done to help make Rotary District 5240 on the best Districts in Rotary. Through the development of education and training programs for our members, many hours teaching class3es and seminars and helping to nurture future leaders, Jock Mackenzie has exhibited “Service Above Self” and has provided extraordinary leadership in our District. This award will allow the outgoing DG to recognize a District Leader(s) who have helped make our District by providing leadership through service.