Bylaws and Manual of Policy and Procedures (MOPP)

2.1.1.1 Purpose

The Membership Team promotes and provides assistance to clubs regarding membership growth and retention, including engagement of members.

2.1.1.2 Composition

Five or more interested members, preferably from clubs demonstrating growth experience, shall be appointed to serve on the team. The Team Leader is expected to serve a three-year term.

2.1.1.3 Responsibilities

(a) Works directly with Club membership committees and teams with special attention to those Clubs which are experiencing a decline in membership or which maintain a pattern of no growth;
(b) Encourages diversity of membership by age, gender, and ethnicity;
(c) Encourages innovation by Clubs;
(d) Provides information about membership recruitment and member engagement for use at District meetings (such as One Rotary Summits, Midterm, and other District events), and, when requested, presents such information and assists with facilitated discussion;
(e) Participates in Regional Leadership events;
(f) Provides membership information to Clubs by such means as email, social media, the District Newsletter, and online meetings;
(g) Develops District-wide membership initiatives.
(h) Submits a budget request for reasonable expenses for this team in accordance with section 2.4.8.

2.1.1 MOPP – Membership Team – 06-17-19

2.1.4.1 Purpose

The Awards and Recognition Team develops, promotes, and coordinates the District and RI Awards each year.

2.1.4.2 Composition

The Team Leader shall be appointed by the person who will be the District Governor when the term begins. The appointment should be for a three-year term. The Team Leader shall appoint two or more members to this team.

2.1.4.3 Responsibilities

• Reviews and changes the requirements for the District Awards program annually, as needed;
• Promotes and implements the District Awards program and assures that as many awards as possible are presented at the District Conference of Clubs;
• Assures that as many as possible of the annual RI awards are presented at the District Conference of Clubs or other time of the year as may be directed by Rotary International;
• Assures that as many as possible of the annual Rotary Foundation awards and District awards related to Foundation giving are presented at the annual District Foundation Celebration or other time of the year as may be directed by Rotary International;
• Works with the Alumni Team to nominate alumni for awards;
• Works with the District Governor to be aware of RI and TRF awards, to identify persons to nominate, and to submit nominations;
• Works with District Governor and future Governors to identify other awards that could be developed to recognize Rotarians or non-Rotarians in the District; and
• Submits a budget request for reasonable expenses for this team in accordance with section 2.4.8.

2.1.4 MOPP – Awards and Recognition – 03-04-19

2.1.5.1 Purpose

The Training Team supports the District Governor-elect and the District Governor in training of Club and District leaders. [Grant Management Seminars are planned and presented by the District Rotary Foundation Team. See 2.2.1.3(e) and 2.2.1.5(f).]

2.1.5.2 Composition

The Training Team Leader shall be appointed by the person who will be the District Governor-elect (DGE) when the training cycle for that person’s governor year begins. The Training Team Leader, in consultation with the person appointing that Team Leader, shall appoint members of the Team. The Training Team shall be responsible for training during a period of approximately 19 months which shall begin on the first day of the DGE’s term as DGE and end following the Midterm meeting in the year the DGE later serves as the District Governor.

2.1.5.3 Team Responsibilities

1. Works with the District Governor-elect on training events in the District related to:
   • Training Assistant Governors for the following year
   • PETS Part I and North Central PETS
   • District Leadership Team Training
   • District Training Assemblies
2. Works with the District Governor on training events in the District related to:
   • Any Foundation, Membership, or Public Image seminars
   • One Rotary Summits
   • The Midterm meeting
   • Other training events in the District, as appropriate
3. Is responsible for one or more of the following aspects under the direction of the meeting convener:
   • Program content
   • Conducting sessions
   • Identification of speakers and other volunteers
   • Preparing training leaders
   • Program evaluation
   • Logistics, including, but not limited to, facilities negotiations, training space set-up, and any meals and refreshments
   • Keeping costs within the Training Team budget established by the District Board of Directors
4. Submits a budget request for reasonable expenses for this team in accordance with section 2.4.8.

2.1.5 – MOPP -Training Team – 06-17-19

2.1.6.1 Purpose

The Vision Facilitation Team supports Club strategic planning and helps Clubs envision where they would like to be in three years.

2.1.6.2 Composition

The Team Leader shall be appointed by the person who will be the District Governor when the term for that Team Leader begins. The appointment should be for a three-year term. The Team Leader shall recruit five or more members to this team. The team is composed of Rotarians who have specialized knowledge, skills and experience in facilitating workshops and focus groups, or who are trained in such skills. Members are recruited by the Team Leader.

2.1.6.3 Responsibilities

1. Conducts planning sessions designed to:
   • Result in the creation of more effective Clubs
   • Assure leadership continuity
   • Build Club member consensus on Club direction
   • Enhance membership growth or at least membership sustainability
2. Trains facilitators yearly in the Vision Facilitation process
3. Promotes Vision Facilitation at district meetings and events; (d)Keeps a database of Club participation in vision facilitation; and
4. Submits a budget request for reasonable expenses for this team and any subcommittees in accordance with section 2.4.8.

2.1.6 MOPP – Club Vision Facilitation Team – 06-17-19

2.1.7.1 Purpose

The purpose of the Youth Protection Team is to implement and administer the District’s Youth Protection policies and train the Clubs and the members of the Clubs about youth protection. The District is committed to creating and maintaining the safest possible environment for all participants in Rotary activities. It is the duty of all Rotarians, spouses or partners of Rotarians, and any other volunteers to safeguard to the best of their ability the welfare of and to prevent the abuse of or neglect of youth with whom they come into contact in Rotary Youth activities.

2.1.7.2 Composition

The Team Leader shall be appointed by the person who will be the District Governor when the Team Leader’s term begins. The appointment should be for a three-year term. The Team Leader shall appoint at least five members to this team.

The professions of team members should include relevant fields such as educators, social workers, law enforcement, medical, and legal, although persons not in such professions may serve on this team.

2.1.7.3 Responsibilities

1. Meets as needed, but at least annually;
2. Reviews the District Youth Protection Policy at least annually;
3. Convenes quickly to address any concerns or allegations of abuse or neglect in Rotary Youth activities;
4. At least annually, preferably in April of each year, provides information to Clubs about Youth Protection.
5. Develops policies and procedures for certifying Clubs;
6. Maintains records of background checks;
7. Reports all criminal allegations involving any Rotary Youth activity to Rotary International within 72 hours; and
8. Submits a budget request for reasonable expenses for this team in accordance with section 2.4.8.

2.1.7 MOPP – Youth Protection Team — 10-21-19

2.1.3.1 Purpose

The Alumni Team encourages alumni of Rotary International programs to stay connected to Rotary and to become members of a Rotary Club.

2.1.3.2 Composition

The Team Leader shall be an alumnus of programs of Rotary International and shall be appointed by the person who will be the District Governor when the Team Leader’s three-year term begins. In addition to the Team Leader, the Team shall consist of at least two other persons, preferable alumni of Rotary programs, as appointed by the Team Leader. Rotary Alumni include any person who has successfully participated in at least one of these programs:

• Grants to University Teachers
• Group Study Exchange
• Interact
• New Generations Service Exchange
• Rotaract
• Rotary Peace Fellows
• Rotary Ambassadorial Scholarships and Global Scholarships
• Rotary Volunteers
• Rotary Youth Exchange
• RYLA (Rotary Youth Leadership Awards)
• Vocational Training Team

2.1.3.3 Responsibilities

1. In accordance with the laws within the United States and other countries, maintain a complete, accurate, and updated list to the extent possible of present and past Rotaractors and of the participants of the programs listed in 2.1.3.2 above.
2. Works with the Membership Team to encourage alumni to join Rotary and Rotaract clubs;
3. Hosts social events for alumni from time to time;
4. Provides reports to the Membership Team Leader for inclusion in the Membership Team, reports to the Board of Directors and the District Governor, and;
5. Submits a budget request for reasonable expenses for this team in accordance with section 2.4.8.

2.1.3 MOPP – Alumni Team – 10-21-19

2.1.8  Assistant Governor Team Leader and Assistant Governors

2.1.8.1  Purpose

Assistant Governors support the work of the District Governor by interacting with and being a resource for the Clubs in their respective area.

2.1.8.2  Composition

The Assistant Governor Team Leader and Assistant Governors are selected in accordance with Sections 4.08 and 4.09.01 of the District Bylaws. Together they constitute the Assistant Governor Team.

2.1.8.3  Responsibilities of the Assistant Governor Team Leader

• Is a resource for both the Assistant Governors and the District Governor;
• Collaborates with the District Governor-elect and the District Training Team Leader to train Assistant Governors in preparation for the next Rotary year;
• Collaborates with the District Governor-elect, the District Training Team Leader, and the District Administrator to identify materials to be provided to Assistant Governors in conjunction with training.
• Attends the Assistant Governor Training Seminar, the Mid-term Seminar, PETS Part I, the District Team Training Seminar, the Presidents Elect Training Seminar, the District Training Assembly, and other training as directed by the District Governor;
• Assists the District Governor with communication and coordination with the Assistant Governors;
• Answers routine questions and inquiries from Assistant Governors and assists with referrals for more complex questions;
• Communicate with Assistant Governors concerning problems, successes, and activities that are occurring in each of their areas via personal communication;
• Reviews monthly reports from Assistant Governors and submits a monthly summary report with metrics and significant issues and successes to the District Governor;
• In conjunction with the District Governor, prepares a summary report to deliver to the Board of Directors at its periodic meetings.
• Carries out other duties as assigned by the District Governor.

2.1.8.4  Responsibilities of an Assistant Governor 

• Attends the Assistant Governor Training Seminar, the Mid-term Seminar/PETS Part I, the District Team Training Seminar, the Presidents Elect Training Seminar, the District Training Assembly, and others as directed by the District Governor;
• Attends and actively promotes District meetings and arranges for any area meetings as directed by the District Governor;
• Meets with and assists the incoming Club Presidents and Club leaders in his or her assigned area before the beginning of the Rotary year in order to discuss and review the Club’s goals and objectives;
• Visits each Club in his or her assigned area at least quarterly and meets with the Club Presidents and other Club leaders to review with them the business of the Club and the objectives of the District and Rotary International;
• Assists in the preparation of the District Governors’ official visit to the Club;
• Submits a monthly report to the Assistant Governor Team Leader in a format developed by the Assistant Governor Team Leader and the District Governor.
• Monitors the progress of each assigned Club and communicates with the District Governor, generally via the Assistant Governor Team Leader, regarding the progress or problems that may have developed, including progress with the Club’s short- and long-range plans, In accordance with Rotary International policy, completes an evaluation of clubs in his/her area after the final visit and submits online to Rotary International;
• Assists District Leadership in identifying and suggesting potential leaders from within the Clubs: and
• Performs those additional duties that the District Governor or Assistant Governor Team Leader assigns.

2.1.8 MOPP – AG and AGTL – 03-04-19

2.1.9.1 Purpose

Club Size Representatives are a voice for the Clubs of the size of the Clubs of which they are members.

2.1.9.2 Composition

Club Size Representatives are appointed and serve in accordance with Article 3.03 of the District Bylaws.

2.1.9.3 Responsibilities of Club Size Representatives

1. Serve on the District Board of Directors.
2. Provide input to the Board, the District Governor, and Rotarians selected to be future District Governors on all matters that impact the Club size they represent.
3. Are a voice for the Club size they represent.

2.1.9 MOPP – Club Size Representatives – 02-18-20

2.1.10  Diversity, Equity, Inclusion, and Belonging Team

 2.1.10.1  Purpose 

The Diversity, Equity, Inclusion, and Belonging (DEIB) Team shall support Rotary International’s and this District’s commitment to DEIB and shall promote DEIB within the District by providing information and resources to Clubs and to District leadership and teams.

2.1.10.2 Composition

The Team Leader shall be appointed by the person who will be the District Governor when the Team Leader’s term begins. The appointment should be for a three-year term. The Team Leader shall appoint two or more, but no more than four other members to this team.

2.1.10 MOPP –  DEIB Approved at District Board Meeting 07 May 2024

The Community and International Service Representative (CISR) is responsible for reporting to the District Governor and the Board of Directors on the work of the following teams:

• Youth Service and Next Generation (2.2.3)
• Youth Protection (2.2.4)
• Literacy (2.2.5)
• Vocational Service, including STRIVE and Ethics (2.2.6)
• The District International Service Chair (2.2.7)
• Fast for Hope (2.2.8)
• Cultural and Friendship Exchanges (2.2.9)

See Appendix E for Team Leader Report to the District Board of Directors (for all Teams)

2.2.2. MOPP – CISR and reports to BOD – 02-18-20

A. Interact Team

2.2.4.A1 Purpose.

The Interact Team is responsible for encouraging Clubs to consider organizing, sponsoring and supervising an Interact (high school) club for the purpose of providing a vehicle for young people to work together in a world fellowship dedicated to both local community and international service and world understanding. Clubs should be encouraged to collaborate with local School Districts when providing this opportunity for local high school students.

2.2.4.A2 Composition.

The Team Leader shall be appointed by the person who will be the District Governor when the term begins. The appointment should be for a three-year term. The Team Leader shall appoint two or more members to this team. At least one team member must be a representative from a School District.

B. Rotaract Team

2.2.4. B.1 Purpose.

The Rotaract Team shall promote and support Rotaract Clubs in the District.

2.2.4. B.2 Composition

The Team Leader shall be a Rotarian appointed by the person who will be the District Governor when the term begins. The appointment should be for a three-year term. The Team Leader shall appoint one other member to this team. Other team members shall be representatives from each Rotaract Club in this district, as appointed by the president of each of those clubs.

2.2.4. B.3 Responsibilities

1. Promote and support Rotaract Clubs in the District.
2. Assist Clubs in organizing Rotaract clubs in their communities;
3. Promote the merits of organizing Rotaract clubs;
4. Submit a budget request for reasonable expenses for this team and any Rotaract work groups in accordance with section 2.4.8.

C. Rotary Youth Exchange

Through the separate legal entity known as the North Star Rotary Youth Exchange Foundation, a Minnesota chartered tax-exempt IRC Section 501(c)(4) corporation, oversight to the District’s Rotary youth exchange program will be provided. As presently governed, the chairperson of the North Star Rotary Youth Exchange Foundation’s separate board of directors is appointed alternately by the District Governors of the two districts annually. The North Star Rotary Youth Exchange Foundation Board shall submit budget requests to the District 5960 Finance Team pursuant to 2.4.8.

D. Rotary Youth Leadership Award (“RYLA”) Executive Team

2.2.4. D.1 Purpose

The RYLA Executive Team shall promote, sponsor, and help conduct a leadership training program – Camp RYLA – aimed at developing the leadership qualities of high school students in the District.

2.2.4. D.2 Composition

• The Executive Team shall be composed of Rotarians who have expertise in developing and implementing training programs, particularly programs focused at youth and knowledge of leadership concepts.
• The team shall be chaired by a member of the Rotary Club of St. Paul, and a majority of the team members shall be from that Rotary club. The DG shall appoint the other members.
• The Executive Team will support the RYLA Program and Operations workgroup.
• The RYLA Planning and Operations work group shall consist of members of the Executive Team, as well as additional volunteer Rotarians from the district and operations volunteers from the community at large. All Rotarians and volunteers that take part in the day-to-day operations at the camp shall be vetted through the District Youth Protection Policies. The operations volunteers commonly perform adult supervision and mentoring of the participants throughout the camp and may be, former Rotarians, Rotaractors, former RYLArians, and referred people of high moral character. The operations volunteers are adults generally younger than Rotarians (e.g. 20s and 30s) that are treated with the respect of future Rotarians.

2.2.4. D.3 Funding of Camp RYLA

Funding is from the Rotary Club of St. Paul and the District. Participant fees shall be paid by sponsoring Rotary clubs.

2.2.4. D.4 Responsibilities

The Executive Team

1. Develops and conducts an annual youth leadership training program, Camp RYLA.
2. Provides information about Camp RYLA to clubs in the district in order that the clubs can promote the program to high schools in their communities.
3. Identifies points of contact for Club RYLA coordinators.
4. Identifies potential volunteers for camp planning and operations.
5. Identifies possible speakers and media publicity for the camp.
6. Encourages all district Rotarians to participate in the Ethical Discussion and picnic with the RYLArians that takes place at the Camp.
7. The RYLA Planning and Operations Workgroup.
   • Develops the program and camp schedule.
   • Assigns tasks to volunteers in the implementation of the program.
   • Oversees activities at the camp.
8. Submits a budget request for reasonable expenses this team and any RYLA work groups in accordance with section 2.4.8.

2.2.4. D.5 Camp Enterprise

Camp Enterprise is Rotary District 5950’s RYLA program and is managed and promoted by that district. Clubs from our district may send students to Camp Enterprise; however, our District and our RYLA Team have no responsibility with regard to Camp Enterprise.

2.2.4 MOPP Youth Service and Next Generations Teams 10-21-19

2.2.3 Rotary District 5960 Charitable Foundation, Inc. and LIFT

2.2.3.1 The Rotary District 5960 Charitable Foundation

The Rotary District 5960 Charitable Foundation, Inc. (Corporation) is a nonprofit corporation under Minnesota Statutes 317A and is a 501(c)(3) entity under the provisions of the Internal Revenue Code (Code). The specific purpose of the Corporation is to end extreme poverty in the Western Hemisphere and to pursue other purposes permitted by Section 501(c)(3) of the Code. It is governed by the Articles and Bylaws of the Corporation, both of which are appended to this Manual of Policies and Procedures. Its directors are elected pursuant to its Bylaws.

2.2.3.2  LIFT

LIFT is an acronym for Listen, Inquire, Facilitate, and Transform.

LIFT (formerly Fast for Hope) is a district-wide program funded by contributions from Clubs, Club members, and other sources. LIFT is focused on ending extreme poverty in the Western Hemisphere, and is managed and operated within the Rotary District 5960 Charitable Foundation Inc. (Corporation). Pursuant to Section 7.09 of the Bylaws of the Corporation, A report of the activities of the Corporation and a financial summary shall be made by the Board of Directors of the Foundation to the Board of Directors of Rotary District 5960 at least four times per fiscal year.

2.2.3 MOPP – Rotary District 5960 Charitable Foundation, Inc. and LIFT (formerly Fast for Hope) –  May 7, 2024.

2.2.6.1 Purpose

The Vocational Service Team fosters and supports ideals and applications of vocational service, including encouraging ethical behavior.

2.2.6.2 Composition

The Team Leader shall be appointed by the person who will be the District Governor when the Team Leader’s term of service begins. The appointment should be for a three-year term. The Team Leader shall appoint at least two other members to the Team.

2.2.6.3 Responsibilities

1. Promotes the ideals of vocational service, which include, but are not limited to:
   • Adherence to and promotion of the highest ethical standards in all vocations.
   • The worthiness to society of all useful vocations, not just those pursued by Rotarians or Rotaractors.
   • Using one’s personal vocational talents and resources in service of others.
2. Encourages Clubs to emphasize vocational service.
3. Supports Clubs in establishing and maintaining STRIVE (Students Taking a Renewed Interest in the Value of Education), a mentoring program for high school students who are at risk of dropping out of school or not graduating. Clubs should be encouraged to work collaboratively with local School Districts when providing this opportunity for local high school students.
4. Encourages Four Way Test projects at the Club level, including providing informational resources and networking opportunities for Clubs.
5. Submits a budget request for reasonable expenses of the Team in accordance with section 2.4.8.

2.2.6 MOPP – Vocational Service – 10-21-19

2.2.10.1 Purpose

The Rotary Friendship Exchange Team shall facilitate and coordinate international fellowship exchanges with Rotarians in other districts of the world. These exchanges will be funded by participants and Clubs at no cost to this District. Ideally, there will be one or two such exchanges every Rotary year. Friendship exchanges are organized around at least one of three themes: culture, service, and vocation.

2.2.10.2 Composition

The Team Leader shall be appointed by the person who will be the District Governor when the Team Leader’s term begins. The appointment should be for a three-year term. The Team Leader shall appoint two or more, but no more than four other members to this team.

2.2.10 MOPP – Group Cultural and Friendship Exchanges – 05-07-24

2.3.1 Public Image Team

2.3.1.1 Purpose

The Public Image Team promotes awareness of Rotary. For external audiences, the goal is to foster an understanding, appreciation, and support for the work and programs of Rotary, as well as to attract new members. For the internal audience of Rotarians and Rotaractors, the goal is to promote awareness that effective publicity, favorable public relations, and a positive image build support for Rotary, inspire potential donors, attract possible candidates for membership, and engage current members.

2.3.1.2 Composition

The Team Leader shall be appointed by the person who will be the District Governor when the term of the Team Leader begins. The appointment should be for a three-year term. The Team Leader shall appoint two or more members to this team, seeking when available, Rotarians and Rotaractors who have media, public relations or marketing experience as a component of their vocation or profession or who have experience as a Club Public Image Chair.

2.3.1.3 Responsibilities

Maintains contact with District Governor and key District Team leaders to stay informed about District projects and activities that can be promoted, particularly those of interest to the general public; and

1. Uses and promotes current Rotary International Public Image material and resources (i.e. Rotary Brand Center, “Effective Public Relations: A Guide for Rotary Clubs”, Rotary News and content updates;
2. Encourages clubs to prioritize the promotion of Rotary’s Public Image;
3. Encourages clubs to make Public Image outreach a priority using both traditional and social media;
4. Creates guidelines for appropriate use and monitoring of Social Media;
5. Seeks opportunities to speak to individual clubs about Public Image including developing and updating content on the website to appeal to general public;
6. Promotes Rotary initiatives such as PolioPlus, grant successes, alumni activity, and awards to the District and Rotary community at events such as District Team Training, Midterm, NCPETS, and the District Conference;
7. Maintains and updates the District Public Image tab content on the District Website;
8. Promotes Rotary to external audiences such as media, community leaders, potential partner organizations, program beneficiaries and the general public;
9. Contacts media with newsworthy stories of District projects and events, and shares Club and District stories in social media;
10. Ensures key Club and District stories are highlighted in District level social media;
11. Serves as faculty for Rotary District Training events to share ideas and resources;
12. Updates and monitors District Social media policy, and informs Club Public Image chairs of new information;
13. Serves as a resource to Clubs and District Teams by providing overall direction regarding Public Image initiatives using Rotary International branding and messaging material; and
14. Submits a budget request for reasonable expenses for this team in accordance with section 2.4.8.

2.3 MOPP – Public Image – 10-21-19

2.3.3.1 Purpose

The Rotary International (RI) Convention Team promotes attendance at the annual RI Convention.

2.3.3.2 Composition

The Team Leader shall be appointed 18 months before the Rotary International Convention by the person who will be the District Governor the Rotary year when that Convention will be held. The Chairperson shall appoint at least two additional members to the Team. Those appointed should have attended at least one previous RI Convention and at least one of those appointed members should have skill and experience in marketing.

2.3.3. Responsibilities

1. Promotes attendance at the annual RI convention while attending Club and District meetings;
2. Serves as a local resource for Convention materials and information;
3. Creates content regarding the Convention for the District website;
4. Encourages attendance by use of email, social media, in-person conversations, and other appropriate ways;
5. Submits a budget request for reasonable expenses for this team in accordance with 2.4.8.

2.3.3. MOPP – RI Convention Promotion Team – 06-17-19

2.4.3.1 Composition

The Team Leader must be a Past District Governor and shall be appointed by the person who will be the District Governor when the term of the Team Leader begins. The appointment should be for a three-year term. The committee shall be composed of the Team Leader, the District Governor, one or two Past District Governors appointed by the Team Leader, and the immediate past and current Council on Legislation Representative and  Alternate.

2.4.3.2 Responsibilities

1. Entertains and prepares appropriate resolutions for action by the District at the Annual Resolutions, other than those prepared by the Team, must be received by the Team Leader and the District Governor at least 30 days before the Annual Meeting.
2. Every year reviews District Bylaws and Manual of Policies and Procedures provisions to ensure they reflect RI changes and District resolutions and amendments,
3. Advises and assists District Governors on nominations and elections and other matters involving RI’s constitutional documents;
4. Develops and keeps current District policies and procedures for approval by the Board of
5. Advises Clubs of changes of which they should be aware and, in particular, how they may impact the bylaws of individual Clubs.

2.4.3 MOPP – Rules and Legislation – revised May 7, 2024

2.4.1.2 Composition

The members shall come from the home club of the District Governor-elect who is to be installed as the District Governor, and other members as appointed by the District Governor-elect. The District Office Administrator assists this committee in an advisory role, and by electronic communications concerning the installation event.

2.4.1.3 Responsibilities

1. Promotes, organizes and runs the District Governor Installation, which is held during the last part of June each fiscal year for the purpose of installing the new District Governor and thanking the previous District Governor for his/her service; and
2. The Rotary Club of the District Governor- elect has responsibility for planning, conducting, and financing the District Governor Installation without any cost to the District.

2.4.1.4 District Office Involvement

The District Office is not in charge of planning Installation. However, the District Office shall be available to coordinate registration through the District website and the creation of nametags for the event. This service comes from a desire to ensure proper standards of timeliness, professionalism and consistency are met.

2.4.1.5 Recommended Use of Leftover Funds

If there are any profits at the end of the Installation event, the club(s) can keep the profits. It is recommended that the profit not be kept for the club’s general funds but donated to a program of The Rotary Foundation (such as The Annual Fund, Polio Plus or Peace Centers) in the name of the club.

2.4.1 MOPP – DG Installation – 12-10-18

2.4.5.1 Purpose

The District Office Team oversees the functioning of the District Office and shall supervise the paid employee(s) of the District.

2.4.5.2 Composition

The team shall be composed of the three most recent and available Past District Governors of this District who are members of District clubs). The team shall be chaired by the most senior Past District Governor, who is available to serve.

2.4.5.3 Responsibilities

1. Attends to all matters related to the District Office;
2. Oversees the paid employee(s) including annual review;
3. Establishes and oversees a budget for the District Office (see 2.4.8); and
4. Other matters as related to the effective functioning of the District Office.

2.4.5.4 District Office Administrator

The Board shall hire a District Office Administrator who shall maintain an electronic and printed copy of District Office Procedures. The District Office Administrator shall be a non-voting ex-officio member of the Board of Directors. The District Office Administrator shall be a non-voting ex-officio member of the Finance Committee. The District Office Administrator shall be responsible for the safekeeping of the District records and property and shall arrange for the accounting and the transfer of these to the incoming District Governor. The District Office Administrator shall assist District officers in areas working with Clubs and both District officers and Clubs in areas dealing with RI. The District Office Team shall negotiate a contract with the District Office Administrator for a term determined to be in the District’s best interests. Any contract shall require the approval of the Board of Directors.

2.4.5 MOPP – District Office Team – 02-18-20

2.4.7.1 Purpose

The Internal Audit Team provides an annual review of the book of accounts and completes Rotary International’s Annual Statement and Report of District Finances for the District 5960 Board of Directors.

2.4.7.2 Composition

The Internal Audit Team shall be composed of three members, one of whom one shall be a Past District Governor and one of whom shall have audit experience. All members of the team must be active Rotarians. The following persons are not allowed to serve on the Audit Team for the year in which they serve in these positions; Governor, Treasurer, Signatories of District bank accounts, and members of the District Finance Team. As provided in the District Bylaws, the members of the Internal Audit Team which will review the financial records for a given District Governor’s year shall be appointed by the person who will next succeed or has succeeded that District Governor.

2.4.7.3 Responsibilities

1. Reviews the books of accounts of the Rotary District Treasurer for the preceding year ending June 30th, in accordance with RI Bylaws 16.060.4;
2. For funds coming from The Rotary Foundation, the annual assessment of the District’s Financial Management Plan and its implementation in accordance with that plan and procedures required by The Rotary Foundation shall be used by the Internal Audit Team to account for those funds; and
3. Submits the Annual Statement and Report of District Finances to the District Governor by September 10 following the close of the Rotary year. The report shall be presented for discussion and adoption at the next district meeting to which all clubs are entitled to send a representative and for which 30 days’ notice has been given that the statement and report of district finances will be presented. The deadline for submission to Rotary International is June 30 of the year following the Rotary year being reviewed.

2.4.7 MOPP – Internal Audit Team – 02-18-20

Reasonable administrative expenses incurred by District teams in completing their prescribed duties or assignments are reimbursable from District funds when the expenses are included in the budget and are substantiated.

2.4.9 MOPP – Expenses – 02-18-20

2.4.10 Strategic and Action Planning

2.4.10.1 Strategic and Action Plans

The District shall have a Strategic Plan approved by the Board of Directors. The Strategic Plan shall be developed and updated by a Strategic and Action Planning Team.

A component of the Strategic Plan shall be a Three-Year Action Plan with goals which shall be reviewed and updated for the next three years in the last quarter of every Rotary year.

2.4.10.2 Composition of the Strategic and Action Planning Team

The Team Leader of the Strategic and Action Planning Team shall be appointed by the person who will be the District Governor when the Team Leader’s three-year term begins. There shall be at least two other members of the team, one being the Action Plan Champion, and the other(s) being appointed by the Team Leader. The Team shall utilize District Governor, the District Governor-elect, the District Governor Nominee, and the District Governor Nominee Designate as resource persons in performing its responsibilities.

2.4.10.3 Mission of the Strategic and Action Planning Team

The team shall be responsible for implementing the District’s Strategic Plan and Rotary International’s Action Plan by:

• Developing and updating the District’s Strategic Plan and Action Plan, which are approved by the Board of Directors.
• Providing guidance to District Teams and Clubs.
• Using resources such as District Vision Facilitation results, our Zone’s Regional Roadmap, and our District Roadmap (the latter being a tool suggested by our Zone) to help achieve District goals.

2.4.10 MOPP – Strategic and Action Planning Team – 05-07-24

2.4.8.1 – Deposits.

All funds of the District’s operating budget shall be deposited in a bank to be named by the Board. Funds shall not be deposited in stocks, bonds, money market funds, or any other investments.

2.4.8.2 – Payments.

All expenses shall be paid by checks signed by or electronic transfers initiated only by the District Administrator, Treasurer, or District Governor. Any check or electronic transfer of funds in the amount of more than $500 must be signed or authorized by two of the three of those persons. For situations where two signatures are required, if a second signer/authorizer is not available and the circumstances require immediate action, the Board may authorize another member of the Board to co-sign.

2.4.8.3 – Fiscal Year.

The fiscal year of the District shall be July 1 through June 30.

2.4.8.4 – Budget.

By January 10, the Finance Team shall remind all teams that budget requests will be due to the Finance Team by February 1 in order to be considered for the next fiscal year’s budget. Before the Board adopts a budget for the next fiscal year, the procedures in 2.4.6.3 shall be followed.

2.4.8.5 – Reimbursable Expenses.

Reasonable expenses incurred by teams in furtherance of their responsibilities are reimbursable from the district operating budget when the expenses are included in the budget and are substantiated.

2.4.8 MOPP – Budget – 06-17-19

The Board of Directors  (Board)  oversees  the business and finances  of the District, establishes and updates District policies and procedures  (see 3.04.04) , and approves a strategic (action) plan for the District.

Only active Rotarians or Rotaractors, as defined by RI, who are members of Clubs in the District are eligible to serve as Directors.

The Board shall be composed of

• The District Governor
• The District Governor-Elect
• The Immediate Past District Governor
• The Vice Governor
• The Assistant Governor Team Leader
• The District Rotary Foundation Team Leader
• The Membership Team Leader
• The Public Image Team Leader
• The District Treasurer
• Two At-Large Members appointed by the District Governor

If there are co-team leaders for a team, only one shall be designated by the District Governor to serve as a member of the Board. The designation of who will vote for an online action of the Board or at a particular Board meeting shall be made by the District Governor. 

Board meetings are generally open for any Rotary member or Rotaractor who is a member of a club in this district to attend; however, portions of Board meetings may be closed by a majority vote of those Board members present in order to consider personnel or matters that in their judgment merit confidentiality.

The District Governor shall serve as the Chairperson. 

The most immediate and available Past District Governor of District 5960 who is a member of the Board shall serve as the Vice Chairperson.

Rotary District 5960 – Voting and Reporting

RIB = Rotary International Bylaws       DB = District 5960 Bylaws
Meeting = in person or virtual; all clubs invited – number of notice days in parenthesis: Annual (30), Special (10), Legislation (21)
Responsible team and/or person is shown in italics in brackets.

District 5960 – Voting and Reporting 06 May 2024