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Policies and Procedures |
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Finance Committee
The District Finance Committee shall consist of the District Governor, the immediate Past District Governor, the District Governor-elect, the District Treasurer, District Treasurer-elect, Finance Committee Chair and three members-at-large. The members-at-large shall serve rotating three-year terms such that the term of one of the members expires each year. The District Governor shall appoint Rotarians as members-at-large to fill positions becoming vacant upon his/her accession to office. No two members-at-large shall be members of the same club.
1. Finance Committee Chair:
a. The District Governor shall appoint the chairperson from among the members-at-large who has served a minimum of one year on the committee. The Finance Chair shall be a three-year term, with the appointment to be made by the District Governor of the year that is designated for a new Chair. This should be accomplished in cooperation with the District Governor-elect and the District Governor-nominee.
b. If the appointment of the Finance Committee Chair causes a vacancy in the members-at large, the District Governor shall appoint a member-at-large to fill that vacancy. The term of service will expire at the end of the term of the position is being filled.
c. If the Committee Chair should resign before completing his/her term, the sitting Governor may appoint a chair to complete the Rotary year, and the following Rotary year would then become the designated year for a new three-year term.
2. The District Finance Committee shall prepare a recommended budget for the year beginning the next July 1 using standardized-detail budget categories. A report containing budgeted amounts and actual expenditures for the preceding three years shall be provided to the Finance Committee for the purpose of preparing the budget. The Finance Chair shall have the responsibility of maintaining district financial records and transferring those files to his/her successor. The recommended budget shall be distributed to the presidents-elect and posted on the District website at least four weeks prior to the District Assembly. Adoption shall be by approval of three-fourths of those presidents-elect in attendance at the District Assembly.
3. The District Finance Committee shall oversee the administration of the District funds, and shall be the only authority to approve disbursements not authorized by the budget or by existing resolutions.
4. The District Finance Committee shall prepare a yearly statement and report of the District finances covering the year ended June 30. The required content of the report is covered in the Manual of Procedure. The report and the review referred to in Section 4 below shall be mailed to all club presidents before October 31 and will be presented for discussion at the next District Conference.
5 The District Finance Committee shall arrange for a review of the records of the District Treasurer as of June 30. Such review is to be completed in time to meet RI’s reporting deadline. This review will be directed by a committee appointed by the Finance Committee and will be in a format acceptable to Rotary International. A qualified accountant will be appointed as Chair of the Review Committee and will sign the appropriate documentation.
6. The District Governor and the District Treasurer will be signatories on the bank account(s) of the District fund(s). Both signatures will be required for any withdrawal. The bank account shall be held in the name of the District.
7. Where funds are raised for specific programs (RYLA, Interact Conference, etc.) a budget of income and expenses shall be prepared and submitted to the District Governor and the Finance Committee for approval and these figures will be included in the annual budget prepared by the Finance Committee. (See number 1. above)
8. When funds for specific programs are kept in separate bank accounts, the chair of the responsible committees and the District Treasurer will be signatories on the bank account. Both signatures will be required for any withdrawal. The bank account shall be held in the name of the District.
The following guidelines apply to budgeted income, expenditures, disbursements and reimbursable expenses:
1. Expenditures shall be guided by the annual budget approved by the incoming club presidents at the District Assembly. This budget shall allow for such expenditures as:
a. Expenditures for the District Governor, to include the expenses for the governor and spouse to attend the Rotary Zone Institute and training session, and expenses incurred in carrying out those duties associated with the office of District Governor;
b. Expenditures for the Governor-Elect, to include the expenses for the Governor-Elect and spouse for attending the Rotary Zone Institute and training sessions, the International Convention, and expenses incurred in preparing for being governor and for carrying out those assignments made by the Governor. Reimbursements paid to the governor-elect within their budgeted allocation shall be administered as follows:
1) 80% of the budget available to the governor-elect will be mailed the individual serving in this capacity in the first week of July
2) prior to the disbursement of the remaining budgeted funds, there must be received:
a) expense reports and receipts documenting the use of the initial 80%;
b) expense reports and receipts documenting the use of the remaining 20%;
3) expense reports must be submitted no later than 31 July following the governor-elect's year of service, with proper documentation, in order to receive further reimbursement of up to the remaining 20% of the budget amount;
c. Expenditures for the Governor-Nominee, to include the expenses for the Governor-Nominee and spouse for attending the Rotary Zone Institute and training sessions, expenses incurred in preparing for being governor and for carrying out those assignments made by the Governor. Reimbursements paid to the governor-nominee within their budgeted allocation shall be administered as follows:
1) 80% of the budget available to the governor-nominee will be mailed the individual serving in this capacity in the first week of July
2) prior to the disbursement of the remaining budgeted funds, there must be received:
a) expense reports and receipts documenting the use of the initial 80%;
b) expense reports and receipts documenting the use of the remaining 20%;
3) expense reports must be submitted no later than 31 July following the governor-nominee's year of service, with proper documentation, in order to receive further reimbursement of up to the remaining 20% of the budget amount;
d. Expenditures for the Council on Legislation Delegate and the Alternate to include the expenses for the Delegate and Alternate for attending the training session at the Rotary Zone Institute, when required, and other expenses not covered by RI.
e. Reimbursement for eligible expenses incurred by any District 6190 Rotarian, which are called for in the approved budget for the current Rotary year, shall be paid upon the receipt of all required supporting documents. Any Rotarian incurring such expense(s) shall submit all required supporting documents, to the District Governor, who shall forward the supporting documents to the District Treasurer for payment.
f. Miscellaneous expenses, including the cost of bonding all of those who have signatory authority on any District accounts and his/her expenses in collecting and disbursing District funds.
2. All funds that are reimbursed by RI to any individual, that have already been paid by District 6190, will be immediately due and payable to District 6190.
3. The annual District per-capita levy and Club Dues will be payable by District 6190 Rotary Clubs. This amount shall be payable in two equal installments due by August 1 and February 1 of each Rotary year, based on the club membership as of the previous June 30, as reported to RI. In accordance with the bylaws of Rotary International, any club in debt to either Rotary International, or to District 6190, shall not have voting privileges at the district conference nor be eligible to propose a candidate for District Governor Nominee.
a. Each club shall be billed for registration fees to pay for the current club president and the current club Rotary Foundation chairperson or their representative(s) to attend the District Rotary Foundation Seminar for the year in which they serve.
b. Each club shall be billed for registration fees to pay for the current club president and the current club Membership chairperson or their representative(s) to attend the District Membership Development Seminar for the year in which they serve.
c. Each club shall be billed for registration fees to pay for the club president-elect and the club secretary-elect or their representative(s) to attend the District Assembly for the year in which they serve.
d. Each club shall be billed for registration fees to pay for the club president-elect or representative to attend the PETS for the year in which they serve.
4. The District Finance Committee will maintain a minimum reserve balance. The amount will be approved each year at the District assembly.
5. All authorized travel by personal vehicle will be paid for actual mileage at the current RI rate.
6. Allowed costs for authorized travel to the Rotary Zone Institute and the International Convention will be round trip coach plane fare or mileage, whichever is more feasible, hotel rooms for nights during the scheduled event, and a reasonable amount for food.
Effective Date: This procedure will be effective at the time it is approved.
Adopted: At the District Conference in Monroe, LA April 14, 2007
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