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Manual of Committees 2012-13

Kenny Harris, GovernorRotary District 6040

All District Leaders: Please review this tentative 2012-13 draft of the Manual of Committees for District 6040. I am interested in the manual as a whole and in particular, your committee responsibilities. Feel free to submit your suggestions or changes to me by fax 816-690-6811 or by email [email protected].

Service to Community (both locally and internationally), increasing and sustaining club membership and understanding the benefits of contributions to The Rotary Foundation will be the emphasis of our 2012-2013 Rotary year.

This Manual of Committees and the committee contacts are found on the Rotary 6040 Club Runner website (www.rotary6040.org).

….Rotary clubs are free to directly contact Rotary International’s Club and District Support staff at 1-847-866-3259 ([email protected]) with questions or any other club assistance.

….Many club leader questions often involve deadlines for submission of District 6040 Rotary applications and reports. You can go directly onto the District 6040 Club Runner website and under “Site Pages” scroll down to “File Cabinet for 2012-2013 Presidents” to find all these “Calendar of Activities” dates, the “Suggested Priorities for Rotary Year 2012-2013, plus a list of the District Governor’s “Official Visit” dates. In Rotary Friendship and Service,

Kenneth E (Kenny) Harris District Governor 2012-13

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mailto:[email protected]

http://www.rotary6040.org/

mailto:[email protected]

Table of Contents1.0 Club Support

1.1 Membership and Retention Committee1.2 Extension1.3 Public Relations (PR) Committee1.4 Communications1.5 Vocational Service1.6 District Conference1.7 Strategic Planning Committee: Club Long Range Planning 1.8 Strategic Planning Committee: District Long Range Planning1.9 Web Page Administrator

2.0 International Service2.1 Medical Missions for Disease Prevention and Treatment and Maternal and Child Health2.2 Water and Sanitation2.3 Shoes for Orphans Souls2.4 Basic Education and Literacy2.5 Rotary Friendship Exchange2.6 Economic and Community Development

3.0 Youth Activities3.1 Youth Exchange Subcommittee (Short & Long Term Exchanges)3.2 Rotaract and Interact3.3 Rotary Youth Leadership Award (RYLA) Committee3.4 Four Way Speech Test Contest3.5 Inter-Generational Resource Person

4.0 District Administration4.1 Secretary4.2 Treasurer4.3 District Trainer4.4 Assistant District Governor4.5 Nominating Committee4.6 History and Archives4.7 Finance Committee

5.0 Foundation Giving5.1 Annual Programs Fund5.2 Permanent Fund5.3 Polio Eradication5.4 Foundation Dinner

6.0 Foundation Programs6.1 District 6040 Scholarships6.2 Group Study Exchange: Outbound Selection6.3 World Peace Scholarships, no 6.46.4 Grants6.5 Future Vision Coordinator6.6 Foundation Alumni Committee6.7 Rotary Foundation Alumni Association of District 6040

7.0 Special Assignments7.1 Representatives to Show Me Rotary Council

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1.1 Membership and Retention Committee

Responsibility: To support clubs in the achievement of their membership recruitment, orientation, retention and extension goals. This is accomplished through the development, coordination and distribution of programs and resources designed to meet clubs’ specific membership challenges and opportunities. The membership committee is also responsible for assessing and reporting club and district-level membership statistics periodically, and providing them to the district membership team.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming District Governors in years two and three. The Chair may appoint members to this committee as they deem necessary, in collaboration with the District Governor.

Action Steps: Identify and understand the bullets within the Presidential Citation for 2012-2013

that involve membership. Develop and identify different membership plans and promote them to the clubs

as potential plans for them to adopt. Consider using the RI President’s theme for membership efforts in 2012-2013. Collaborate with and encourage club leadership to promote Interact, Rotaract, and

Rotary Youth Exchange. Develop a club program based on this theme that emphasizes membership. Focus on diversity in recruitment efforts: women, young professionals and Rotary

Alumni. Develop and identify resources for small clubs in small rural communities. Focus retention efforts on member engagement and recognition. Collaborate with and encourage club leadership to develop and utilize an exit

survey to receive feedback from those who leave Rotary. Use that feedback for recruitment and retention efforts.

Work closely with the District Governor, Deputy Governor, RI Club Support and the Assistant Governors to identify and encourage the formation of new Rotary clubs in the district.

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1.2 Extension Committee – Assigned to Membership

Responsibility: To work cooperatively with the District Governor, Deputy Governor, RI Club Support and the Membership committee to promote and encourage the formation of new Rotary clubs in the district.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming District Governors in years two and three.

Action Steps: Aggressively identify and pursue the expansion of the number of clubs in the

District Expand by one “city” club and one “rural” club Be responsive to the queries of clubs To become more familiar with new club formation process

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1.3 Public Relations (PR) Committee

Responsibility: To assist the clubs in obtaining media publicity for their service projects and other activities; to publicize the service activities of the District; and to promote and enhance the image of Rotary and the ideals of Rotary service through media reporting and public service announcements and other creative outlets; to train club PR chairs in effective PR programs. To assist with podcast coordination, Facebook and Twitter in securing interesting persons/topics.

Appointment of chair and term of office: The chair is appointed to a one year term by the incoming District Governor and may appoint members to this committee as they deem necessary, in collaboration with the District Governor.

Actions Steps: Develop a long-term marketing strategy . Advise the District Governor on

effective ways to promote a yearlong campaign for service in our communities. Promote Rotary’s emphasis on TOTAL Rotarian service and volunteer

accomplishments over the course of the year. Develop a plan to gather and report these accomplishments back to the district Rotarians quarterly.

Develop a plan to strengthen the District’s image within the clubs and within the communities they serve

Publicize and distribute district wide, the effects of Grants and Projects District 6040 clubs are participating in.

Develop and distribute a news release and tips to help clubs publicize their Service Day project in their communities.

Collaborate with the Membership Co-Chairs and Service Day Project Chair to present these ideas during the membership segment at the district’s Mega-Training, August 25, 2012 in Chillicothe, MO.

Consider ways to help clubs find another place in their communities where the Rotary logo and/or End Polio Now logo can be displayed

Encourage clubs to submit personal “stories” of their Service projects. Draft and submit an article to Rotarian magazine on these personal “stories” from

clubs that chose a project focusing on one of the areas of focus Collaborate with the Communications chair, webmaster and newsletter editor to

review the district newsletter/website and suggest format and content To work with the DG or designate (including other districts) to successfully attain

a Public Image Grant from TRF.

1.4 Communications Committee

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– Assigned to PR Committee

Responsibility: To produce, edit and publish the District Governor’s monthly newsletter and periodic news updates, to publish the Electronic District Directory, to improve clubs’ communication, and to maintain and enhance the District 6040 Club Runner Web site at http://www.rotary6040.org.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming District Governors in years two and three. The chair may appoint members to this committee as they deem necessary, in collaboration with the District Governor.

Action Steps: Initiate and maintain, in collaboration with the District Governor and his

designate, a district Facebook and Twitter page and regular YouTube posts. Develop an editorial calendar and template for the district newsletter, with an

emphasis on publicizing the Key Dates and Opportunities deadlines periodically. Collaborate with the website chair to promote the use of the website calendar. Collaborate with the PR chair to explore an upcoming club programs and events

section for the district newsletter. Consider making the online discussion forum operational. Initiate and maintain, in collaboration with the District Governor and his

designate, a weekly podcast.

1.5 Vocational Service Committee

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http://www.rotary6040.org/

Responsibility: To encourage and foster high ethical standards in business and the professions; to help recognize the worthiness of all useful occupations; and to dignify each Rotarian’s occupation as an opportunity to serve society.


Action Steps: Encourage and facilitate Club Cooperative Projects within the District. Encourage activities that meet the 2012-13 Presidential Citation criteria for

vocational service. Encourage clubs to give new members a copy of the Four Way test, and consider

developing a template for a wallet-sized card that clubs can use for this purpose Provide clubs with suggestions for organizing a vocational activity during

Vocational Service Month Consider collaboration with the Interact/Rotaract committee to develop and make

available career development projects for young people in the club’s community. Continue to offer and distribute club programs on Vocational Service. Promote and schedule the Four Way Speech Contest at the local High Schools

during January or February 2013.

1.6 District Conference Committee

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Responsibility: To plan, organize, and carry out the District Conference: April 26-27, 2012 in Blue Springs, MO (Adams Pointe Conference Center).

Appointment of chair and term of office: The chairs are appointed to a one year term by the incoming District Governor. The Chair may appoint members to this committee as they deem necessary, in collaboration with the District Governor.

Action Steps: Promote attendance of members who have not previously attended a district

conference. Focus content on the goals identified by clubs in their planning processes Focus the conference on celebrating the club’s and member accomplishments

during the year. Make sure participants have fun. Be aware of RI’s requirement of District Conference. Plan the District’s annual business meeting.

1.7 Strategic Planning Committee: Club Long Range Planning

Responsibility: To work with the District Facilitators to promote the club’s use of strategic planning. To develop a means of encouraging clubs to seek support for multi-year strategic planning to assist clubs in their effort in multi-year future planning.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming District Governors in years two and three. The chair may appoint members to this committee as they deem necessary, in collaboration with the District Governor

Action Steps: Promote importance of multi-year future planning with clubs. Train a team of individuals that can serve as facilitators for clubs seeking District

support of club strategic planning efforts. Develop a process that will provide guidance to facilitators and clubs during the

club’s multi-year planning experience. Monitor the national developments in the area of strategic planning to identify

ways to improve the district and club processes. Identify exemplary clubs who have successfully completed multi-year (strategic)

planning and encourage the distribution of their story.

1.8 Strategic Planning Committee: District Long Range Planning

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Responsibility: The Long-Range Planning committee annually reviews the long-range goals of the District and develops, refines and prepares a 3-5 year plan for review by club and district representatives. The committee is appointed annually and consists of seven members, four of whom are required, as follows: current District Governor, District Governor elect, and District Governor nominee and immediate past District Governor. Three additional members include: one active past District Governor and one club president who has served in that capacity within 2 years of being appointed to the long-range planning committee and one Rotary member who has joined Rotary within the past two years. Recent club president(s) are selected based on a combination of factors, including club size, location and achievements during the appointee’s year to ensure that the district’s geography and diversity are represented.

1.9 Web Page Consultant - Assigned to PR Committee

Responsibility: To work closely with the District Governor to maintain the district web page and district calendar that is informative, up-to-date, and helpful.

Appointment of chair and term of office: The chair is appointed to a one year term by the incoming District Governor, and may or may not be a Rotarian.

Action Steps: Become proficient with District 6040’s Club-Runner webpage. Be responsive district leaders to post articles and calendar items promptly. To solicit articles for timely insertion. Other duties as assigned.

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2.0 International Service Committee

Responsibility: To foster and encourage club and Rotarian involvement in international projects and activities. The committee is responsible for planning and conducting an annual International Service Workshop in August to promote projects, matching grant applications and participation in international mission trips.

Information note: Beginning in 2013, the Rotary Foundation resources will be channeled towards large multi-club projects in six focus areas: (1) Peace and conflict prevention/resolution, (2) Disease prevention and treatment, (3) Water and sanitation, (4) Maternal and child health, (5) Basic education and literacy, and (6) Economic and community development. District 6040 needs an individual or group of individuals to become knowledgeable about each one of these areas of focus. This individual and/or group of individuals would provide guidance to the District and clubs of the District in the future when District resources will be channeled towards projects in these areas.

The District Governor has identified five suggestions clubs could join together on international projects: 1) Literacy, 2) Shoes, 3) Microcredit and 4) Malawi (Africa) school scholarships.5) Thailand water wells

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by subsequent the incoming District Governors in years two and three. The chair may appoint members to this committee as they deem necessary, in collaboration with the District Governor.

Action Steps: Serve as the Rotary International point of contact for the district for information

and resources for clubs regarding the areas of focus above. Process the information available through the RI Website so it is accessible to

Clubs. Identify, develop and carry out a large, significant international project which this

District can be identified with world-wide. Encourage each club to have a service project. Clubs may choose from one of the

District identified and/or supported projects or be a club-developed project. Promote collaboration between District committees and clubs. Collaborate with the District Trainer, Grants Subcommittee Chair and other

committees to deliver an International Projects Workshop at the Mega-Training on August, 25 2012 in Chillicothe, MO.

Secure the participation in the workshop of at least five clubs that have not previously participated.

Working with the Newsletter Editor/Webmaster, ensure regular publication of club projects and opportunities through the district website and newsletter.

Communicate with the Grant Subcommittee so that projects and funding are linked.

Other duties as assigned.

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2.1 Medical Missions for Disease Prevention, Treatment and Maternal and Child Health

- Assigned to International Services Committee.

Responsibility: To provide information and support for Rotary clubs that wish to carry out local and international projects that help address disease prevention and treatment or maternal and child health. The Committee will participate in the International Service workshop at the Mega-Training, scheduled for August 25, 2012 in Chillicothe, MO.

Information note: Beginning in 2013, the Rotary Foundation resources will be channeled towards large multi-club projects in six focus areas: (1) Peace and conflict prevention/resolution, (2) Disease prevention and treatment, (3) Water and sanitation, (4) Maternal and child health, (5) Basic education and literacy, and (6) Economic and community development. District 6040 needs an individual or group of individuals to become knowledgeable about each one of these areas of focus. This individual and/or group of individuals would provide guidance to the District and clubs of the District in the future when District resources will be channeled towards projects in these areas.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the incoming District Governors in years two and three. The chair may appoint members to this committee as they deem necessary, in collaboration with the District Governor.

Action Steps: Review recent club participation in this area Participate as a presenter at the International Projects Workshop scheduled for

August 25, 2012. This will require collaboration with the Chair of the International Service, the District Trainer, and other committees.

Coordinate promotion to clubs for projects in this area. Serve as the Rotary International point of contact for the district for information

and resources to clubs interested in projects in this these areas.

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2.2 Water and Sanitation - Assigned to International Service

Responsibility: To provide information and support for Rotary clubs that wish to carry out local and international projects that help provide access to clean, safe water and that help in reducing illnesses caused by unsafe water supplies. The committee will also participate in the development and implementation of the International Service Workshop at the Mega-Training scheduled for August 25, 2012 in Chillicothe, MO.

Information note: Beginning in 2013, the Rotary Foundation resources will be channeled towards large multi-club projects in six focus areas: (1) Peace and conflict prevention/resolution, (2) Disease prevention and treatment, (3) Water and sanitation, (4) Maternal and child health, (5) Basic education and literacy, and (6) Economic and community development. District 6040 needs an individual or group of individuals to become knowledgeable about each one of these areas of focus. This individual and/or group of individuals would provide guidance to the District and clubs of the District in the future when it District resources will be channeled towards projects in these areas.



and resources for clubs regarding water facts, projects and opportunities. This entails receiving monthly information from the RI Water Resources Action Group

Process the information available through the RI Water Resources Groups and the RI website so that it is accessible to clubs.

Adapt this information, as appropriate, for inclusion in the district newsletter. Consider a monthly item –a “Water Factoid” - or some other information byte that keeps water top of mind with our Rotarian members.

Participate as a presenter at the International Projects Workshop scheduled for August 25, 2012. This will require collaboration with the Chair of the International Service Committee and other committees to develop this workshop.

Consider developing a water projects awareness presentation and identifying Rotarians in the district who have participated in water projects, and who might be open to deliver the presentation to 2 or 3 clubs over the course of the Rotary year

Assist at least one water project in the district to secure matching grant funding by June 30, 2013.

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2.3 Shoes for Orphan Souls – Assigned to International Service

Responsibility: To plan, coordinate, promote and implement a drive throughout the District to collect new shoes for distribution to needy children around the world. In the last eight years, District 6040 Rotarians and non-Rotarian groups such as the Girl Scouts, churches, and RYLA students, have collected more than 878,000 pairs of new shoes for distribution by Buckner Orphan Care International of Dallas, Texas, to orphanages in Russia, Romania, Kenya, Guatemala and several other countries. In addition, Rotary clubs have distributed shoes to needy children here at home in Missouri.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming Governors in years two and three. The chair may appoint members to this committee as they deem necessary, in collaboration with the District Governor.

Action Steps: Review the last year’s club participation in the Shoes for Orphan Souls initiative Survey clubs on their commitment to the 2013-14 initiative. Promote the multi-year impact of the Shoes initiative. Participate as a presenter at the International Projects Workshop on August 25,

2012. This will require some collaboration with the Chair of the International Service Committee and the District Trainer, who will help determine the format and content for that workshop.

Coordinate promotion to clubs for any Shoes-related travel missions with the International Service Committee/Health and Hunger Task Force

Consider options for dates and venues for conducting the Shoes roll call and review with the District Governor.

Develop a template for clubs to use in attracting local community partners to assist in shoe collection efforts...

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2.4 Basic Education and Literacy – Assigned to International Service

Responsibility: To provide information and support for Rotary clubs that wish to carry out local and RI international education and literacy projects. To become fully aware of this RI’s area of focus and become knowledgeable of the RI opportunities available for clubs and district. Your committee will participate in the development and implementation of the International Service Workshop held on August 25, 2012.

Information note: Beginning in 2013, the Rotary Foundation resources will be channeled towards large multi-club projects in six focus areas: (1) Peace and conflict prevention/resolution, (2) Disease prevention and treatment, (3) Water and sanitation, (4) Maternal and child health, (5) Basic education and literacy, and (6) Economic and community development. District 6040 needs an individual or group of individuals to become knowledgeable about each one of these areas of focus. This individual and/or group of individuals would provide guidance to the District and clubs of the District in the future when it District resources will be channeled towards projects in these areas.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming Governors in years two and three. The chair may appoint members to this committee as they deem necessary, in collaboration with the District Governor. Action Step:

Serve as the Rotary International point of contact for the district for information and resources for clubs regarding basic education and literacy facts, projects and opportunities. This entails researching sources of information and staying informed about developments in this area of focus.

Create a listing of all current projects, both international and local, conducted by clubs in the district and post on the website.

Identify and promote ways that clubs can collaborate on current international projects in this area.

Identify ways that other clubs can conduct projects similar to successful local club projects that are underway and or planned.

Assist at least one new literacy project within the district to become implemented by June 30, 2013.

Promote a club Literacy award to be given in January of each year (in advance of March - Rotary Literacy month) that will allow clubs to recognize a company or organization in their community that has a strong and effective literacy program. This would entail suggesting a promotion, selection and review process that clubs can use, as well as providing a certificate of appreciation template.

Work with the Newsletter Editor/Webmaster to ensure regular publication of club projects and opportunities through the district website, newsletter, social media and podcasts.

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2.5 Friendship Exchange Committee- Assigned to International Service

Responsibility: To promote, encourage, and organize friendship exchanges between Rotarians in District 6040 and Rotarians in other Districts around the world. Rotary Friendship Exchange is an official program of RI through which Rotarians and their families carry out reciprocal visits and home stays with Rotarians and their families in other countries, to advance international understanding, goodwill and peace through people-to-people interaction. Exchanges may be made on a district-to-district or club-to-club basis.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming District Governors in years two and three. The Chair may appoint additional members to this committee as they deem necessary, in collaboration with the District Governor.

Action Steps: Work closely with RI to develop a program that builds on prior experiences of

district Rotarians and the experience of the pilot project. Develop a relationship with a district and country that will serve both as an

attraction to district Rotarians and that has a need for support on service projects. Attract district Rotarians as an opportunity to be involved. To impress upon individuals that the travel costs of the Rotarians will be self-

funded and expectations to later become home hosts. Collect information, documentation, photos, videos and contact information to

promote possible service projects by clubs within the district. Prepare a list of possible projects to share with the DG, along with the names of

individuals that will present programs to attract clubs to the projects. Seek out and develop contacts for future year friendship exchanges.

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2.6 Economic and Community Development- Assigned to the International Service Committee

Responsibility: To provide information and support for Rotary clubs that wish to carry out local and international economic and community development projects. To become fully aware of RI’s area of focus with the same name and become knowledgeable of the opportunities available for clubs. Your committee would participate in the International Service Workshop held on August 25, 2012.

Information note: Beginning in 2013, the Rotary Foundation resources will be channeled towards large multi-club projects in six focus areas: (1) Peace and conflict prevention/resolution, (2) Disease prevention and treatment, (3) Water and sanitation, (4) Maternal and child health, (5) Basic education and literacy, and (6) Economic and community development. District 6040 needs an individual or group of individuals to become knowledgeable about each one of these areas of focus. This individual and/or group of individuals would provide guidance to the District and clubs of the District in the future.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming District Governors in years two and three. The chair may appoint members as deemed necessary, in collaboration with the District Governor. Action Step:

Serve as the Rotary International point of contact for the district for information and resources for clubs regarding economic and community development facts, projects and opportunities. This entails researching sources of information and staying informed about developments in this area of focus.

Create a listing of all current projects, both international and local, conducted by clubs in the district.

Identify and promote ways that clubs can collaborate on current international projects in this area.

Identify ways that other clubs can conduct projects similar to successful local projects that are underway.

Assist at least one economic and community development project in the district to become implemented by June 30, 2013

Identify locally based economic and community development programs then provide clubs with the knowledge to act on this information.

Use district website, newsletter, social media and podcasts to distribute this knowledge.

Collaborate with the District Trainer, Grants subcommittee chair and other committees to deliver an International Projects Workshop on August 25, 2012.

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Work with newsletter editor/Webmaster to ensure regular publications of club projects and opportunities through the district website, newsletter, social media and podcasts.

3.0 Youth Activities –New Generations Committee

Responsibility: To provide information, support and encourage district Rotary clubs to participate in any Rotary youth program. The Committee is responsible for knowing and enforcing all RI requirements regarding youth safety.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year and this is reaffirmed by the subsequent incoming District Governors in years two and three. The chair may appoint members to this committee as they deem necessary, in collaboration with the District Governor.


and resources for clubs regarding all New Generations avenue of service. Process and distribute information from RI regarding New Generations. Encourage every club to promote and participate in Interact, Rotaract, and Rotary

Youth Exchange in their communities. Collaborate with the District Trainers to deliver a New Generations workshop at

the Mega-Training on August 25, 2012 in Chillicothe, Mo. Identify and support those clubs who have not previously hosted a Youth

Exchange Student. Identify and support those clubs who have not attempted to sponsor an Interact or

Rotaract club in their communities.

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3.1 Rotary Youth Exchange (Short & Long Term)- Assigned to the Youth Activities –New Generations

Responsibility: To promote and coordinate international exchanges for youth 15 to 19 years old for a year of high school study in a foreign District (long-term exchange) or for a three-week summer cultural exchange (short-term exchange). The subcommittee educates and encourages District Rotarians and clubs to host inbound exchange students and sponsor outbound students; plans and implements various activities for the exchange students; monitors the students’ progress and well-being; and develops policies relating to the Rotary Youth Exchange (RYE) program.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and is reaffirmed by the subsequent incoming Governors in years two and three. The chair may appoint members to this committee as they deem necessary, in collaboration with the District Governor.

Action Steps: Work with clubs and High Schools in providing details on Long Term Exchanges

for 2013-14 school year. Serve as the Rotary International point of contact for the district for information

and resources for clubs regarding Youth Service facts, projects and opportunities. This entails receiving monthly information from the RI Youth Service Resources Action Group

Develop a biography (1 paragraph) on each Youth Exchange student, inbound and outbound, in District 6040. Feature the students in the August district newsletter, webpage, Facebook, YouTube and podcasts.

Cross-reference the location of Youth Exchange students with the locations of Interact clubs in the district.

Creating a videotape of Youth Exchange students and their host families for use in promoting the Youth Exchange program among clubs in the district on YouTube and social media.

Having youth exchange students attend an Interact Club meeting to talk about their experiences, as geography and logistics permit.

Generate interest in Youth Exchange hosting in 1-2 areas of the district that have either never hosted a student or have not hosted in more than 5 years.

Investigate short-term Youth Exchange collaboration with targeted schools in specific communities.

Investigate 1-2 other communities that may have schools with similar affinities for language and cultural education.

SCRYE mentor for committee (South Central Rotary Youth Exchange). Develop and maintain a committee of sufficient size to spread out committee

work and to train future committee leaders/members.

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Provide/develop a RYE presentation for clubs and inform clubs of your availability to provide programs.

Challenge every club to locate at least one student for a school year of High School study outside the USA.

Other duties as assigned.3.2 Rotaract & Interact Subcommittee

– Assigned to Youth Activities – New Generations

Responsibility: To educate District Rotarians about the Rotaract and Interact programs, to assist and encourage clubs to form new Rotaract and Interact clubs, and to monitor and support existing clubs. Rotaract is a university-based or community-based club for young adults 18 to 30, formed to stimulate high ethical standards, to develop leadership and responsible citizenship through community service, and to promote international understanding and peace. Interact is a high school-based or community-based club for youth 14 to 18, formed to provide them with opportunities to work together in a world fellowship dedicated to service and international understanding.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming Governors in years two and three. The chair may appoint members to this committee as they deem necessary, in collaboration with the District Governor.

Action Steps: Identify the locations of Interact clubs in the district and informally assess their

current strengths and challenges • Collaborate with RYLA , the Four Way Test Speech Contest and Youth Exchange committee chairs to determine whether Interact students have been involved in these related activities.

Cross-promote these above related youth activities in all district Interact clubs, especially those that do not have a history of cross-participation.

Identify high schools that have strong participation in RYLA, Youth Exchange, and The Four Way Test Speech Contest and consider whether they are possible candidates for a new Interact club, if one does not already exist.

Review the status of Rotaract clubs in the district and evaluate the impact of recruiting younger members into Rotary Clubs on Rotaract club formation and member recruitment.

Emphasize recruitment of freshmen and sophomores to Interact Clubs to ensure continuity of clubs.

Collaborate with the Interact, the Four Way Test Speech Contest and Youth Exchange committee chairs to determine whether the students involved in these activities have been involved in RYLA

Using District Newsletter, website, Facebook, YouTube and podcasts, inform high school students of Interact opportunity. Likewise use this media to inform possible Rotaract members.

Create a videotape of Rotaract and of Interact clubs for use in promoting these two programs among clubs and on YouTube.

Create a Rotaract club in every Rotary community where possible.

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3.3 Rotary Youth Leadership Academy (RYLA) Committee- Assigned to Youth Activities – New Generations

Responsibility: To organize, promote, and operate a summer leadership camp for high school students who are entering or have completed their sophomore years and who demonstrate leadership skills and a commitment to service.

Appointment of chair and term of office: The chair is appointed to a four year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming District Governors in years two, three and four. This person will be one of two from District 6040 to serve a staggered four year term on the Multi-District RYLA executive committee.

Action Steps: Identifying 1 or 2 clubs that have sponsored students to the previous RYLA camp

to assess needs and opportunities for post-camp follow up Discuss with the Interact, Four Way Test Speech Contest, High School

Scholarships and Youth Exchange committee chairs to determine whether the students involved in these activities have been involved in RYLA and develop contact list with e-address.

Identify high schools that have strong participation in Interact, Youth Exchange, Four Way Test Speech Contest and High School Scholarships and consider whether they have possible candidates for the 2011 RYLA camp if they do not already participate

Ask RYLA alums to attend an Interact Club meeting including talk to their School Principal about their experiences, as geography and logistics permit

Identify at least one club by August 1, 2012 that has not sponsored a student to RYLA and assist them in sponsoring a possible candidate

Review the current qualifications and terms of RYLA representatives with the District Governor and recommend guidelines for future district representatives to the RYLA Board

Using District Newsletter, website, Facebook, Twitter, YouTube and podcasts, inform high school students of RYLA opportunity.

Contact and encourage every district Rotary Club to sponsor at least one student participant in RYLA camp each year.

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3.4 Four-Way Speech Test Contest

Responsibility: To stimulate and encourage good citizenship and leadership in the youth in our communities by promoting and organizing a district-wide speech contest based on the Four Way Test.


Action Steps: Contact the RYLA, Interact and High School Scholarship committees to

determine whether the students and clubs involved in these activities may be potential Speech Contest applicants

Target a candidate field of at least 10 contestants for the 2013 contest Contact and encourage every district Rotary club to work with local High Schools

to sponsor a Four Way speech contest. This contest would be conducted as the club Rotary program by not later than February 15, 2013. That club Winning Selection Four Way Speech Contest Application should be submitted to the district chair by March 1, 2013.

By October 31, 2012 work with clubs and High Schools in providing details on Four Way Speech Contest for 2012-2013 school year. Encourage clubs to contact Speech and Forensic high school teachers.

Conduct a district Four Way speech contest (tentative date Saturday, March 16, 2013).

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3.5 Inter-Generational Resource Person- Assigned to Youth Activities – New Generations

Responsibility: To provide information and support for the District and Rotary clubs seeking a greater understanding of the intergenerational differences and the implications for District and Club actions. This individuals needs to become informed about what is being written and said about the intergenerational differences. This person will provide support and guidance to the District Governor. This person will need to work closely with individuals within the District that are working to improve Rotary so that a different perspective can be incorporated into the actions of both at the club and district level.

Information note: Beginning in 2013 the Rotary Foundation resources will be channeled towards large multi-club projects in six focus areas: (1) Peace and conflict prevention/ resolution, (2) Disease prevention and treatment, (3) Water and sanitation, (4) Maternal and child health, (5) Basic education and literacy, and (6) Economic and community development. District 6040 needs an individual or group of individuals to become knowledgeable about each one of these areas of focus. This individual and/or group of individuals would provide guidance to the District and clubs of the District in the future when it District resources will be channeled towards projects in these areas.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming District Governors in years two and three. The Chair may appoint additional members to this committee as they deem necessary, in collaboration with the District Governor. Action Step:

Become knowledgeable about the inter-generational topic. To develop a brief program that informs Rotarians of intergenerational issues. To provide information and guidance to the District Executive Officers.

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4.0 District AdministrationResponsibilities: To support and prepare the clubs and club leaders to be as successful as they choose to be.

4.1 Secretary

Responsibility: To keep the President and fellow Rotarians knowledgeable of events to come and past minutes. Will serve as custodian of district-owned Rotary decorations, badges and other property. The district secretary is appointed by the District Governor for a term to coincide with that of the governor.

Appointment of secretary and term of office: The District Secretary is appointed to a one year term by the incoming District Governor.

Action Steps: Orders pin for the outgoing governor and delivers to the immediate

past governor for formal presentation to the outgoing governor Obtains attendance awards Computes conference attendance points and determines winners Reminds and assists the immediate past governor, or personal

friend of the outgoing governor, in the matter of procuring a suitable gift for the outgoing governor

Assists and advises the credentials committee Assists and advises the election committee in preparation of

election ballots Records the proceedings of finance committee meetings and

meetings of the college of governors Obtains appropriate and timely memorials as defined in Section

3.12 Ensures that contact information for club presidents and club

secretaries is reported to Rotary International Confirms that all dues have been paid to Rotary International and

District 6040 Confirms that club monthly attendance reports are received by

the 15th day of each month

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4.2 Treasurer

Responsibility: The district treasurer has custody of the district general fund and all other district funds. It is the responsibility of the district treasurer to see that Internal Revenue Form 990 is completed and filed on a timely basis of each year. The Treasurer is charged on a timely basis with the responsibility of maintaining the accounting records of the district and to maintain a system of controls that safeguards the assets of the district.

Appointment of chair and term of office: The chair is appointed to a one year term by the incoming District Governor.

Action Steps: Assist District Governor in preparation of and timely distribution of Annual

Budget Record receipts and disbursements promptly Review the documentation and pay all expenses of the district Maintain the accounting records for the district Provide District Governor Executive Officers with efficient periodic reports of

the financial situation of the district Serve as a member of the financial committee Adhere to the financial policy manual Provide constructive input for improvement of the financial policies manual Receives reimbursements in behalf of District Governor or reimbursable

expenses of District Governor. Assists District Governor in preparation of year end District Governor

expense report. Records receipts and disbursements promptly.

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4.3 District Trainer

Responsibility: The district trainer coordinates the training for meetings and for training meetings and functions as necessary. The trainer may utilize a committee. The trainer is responsible for supporting the governor and governor-elect in training club and district leaders. The trainer upon request of the District Governor, may support the Rotaract Chair, Deputy District Governor in training club and District Leaders each year.


Action Steps: Work and collaborate with incoming District Governor in preparation for the

Show Me Rotary Leadership Orientation held in March of every year. Work with the Governor, Deputy Governor and Committee Chairs to identify

the training needs in the district. Provide direction and guidance in the area of training. Plan and carry out any club or district leadership training, as requested. Collaborate with the District Governor and other committee chair and sub-

chairs to coordinate the Mega-Training Workshop. This workshop will include Foundation Programs, Membership retention and recruitment, International Service education opportunities, New Generations opportunities, Club Leadership “Team-Building”, Social Media for “Dummies” workshop, and other training seminars as requested by the District Governor and club requests.

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4.4 Assistant District Governor

Responsibility: Assistant Governors are district appointees selected by the District Governor who are responsible for assisting the District Governor in the execution of certain tasks and duties; for acting as liaison between local Rotary Clubs, Rotaract Clubs, the District Governor, and Deputy District Governor; for interacting with other Assistant Governors, committee chair members and other district leaders and for helping promote Rotary and Rotary Foundation activities within the district. Each Assistant Governor covers from three to six clubs, and may or may not be assigned to their home club. The Assistant Governor is the official representative of the District Governor. The Assistant Governor shall attend all District functions, including PETS, District Leadership Workshops, Club Leadership Workshops and the District Conference.

Appointment and term of office: The assistant governor is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming District Governors in years two and three.

Duties: Support and be a “friend” to the Club Presidents. Meets with and assists the incoming Club Presidents (and Board) to discuss club

goals and to review the “Planning Guide for Effective Clubs”. This should be completed at PETS, or prior to June 1 with a copy sent to the District Governor.

Act as a consultant or advisor to the Club President – keep him/her focused on achieving their Club, District, International goals and priorities (ie: Membership, Foundation).

Give help and direction to the Club President in resolving problems that may arise (declining membership, lack of fellowship, etc.).

Attend club meetings at least once a quarter. Ask the Club President for a few minutes to make District announcements to inform the membership about upcoming events.

Periodically attend club Board meetings. At least quarterly update the deputy governor on progress within the assigned clubs,

including the attendance at local and district meetings, membership net growth and financial status.

Attend the Governor’s Club and board visit. Make the club President and Board aware of proper protocol regarding this visit.

Make the District Governor aware of all special events the Clubs have developed or are involved in.

Help the Club Presidents understand the requirements of the Presidential Citation. Assist with any paperwork that will allow them to be recognized for their work.

Promote and encourage club attendance and participation at District events and workshops.

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Assure the Club is current in submitting their SAR (Semi-Annual Reports) to the District Secretary and to Rotary International.

4.4 Assistant District Governors – Continued

Prepare the “Memo of Club Visit” after each club visit and submit to the Deputy District Governor.

Prepare and submit a final, official “Memo of Club Visit” report to the Governor by May 15, which the Governor must then send to RI in a timely manner.

Participates in meetings with district leaders and becomes knowledgeable about district and international activities.

Works with the District Governor, District Governor Elect and other district leaders to learn about and promote district goals.

Promotes attendance at PETS, the district assembly, the district conference, other leadership training meetings and other district meetings.

Identifies potential committee chairs, committee members, AG’s and persons for leadership roles in the District….INCLUDING YOURSELF.

Meets monthly via electronic conference with Deputy Governor.This is an important position. Attendance and participation at PETS and other District level meetings and Teleconferences is required. Yes, this is all volunteer; however, we ask that you don’t make the commitment if you can’t fulfill the obligation.

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4.5 Nominating Committee

Responsibility: To seek out two or more candidates from past presidents of clubs for the position of District Governor and to propose to District Rotarians the best candidate for District Governor Nominee.

The committee is made up of the five most recent past District Governors plus the DGE, DGN (as ex-officio members) who are willing and able to serve. There is a requirement that this committee adhere to the guidance contained in the Rotary International Manual of Procedure.

Appointment of chair and term of office: The immediate past District Governor serves as chair of this committee. The committee chair has one year term of office.

4.6 History/Archives Committee

Responsibility: To maintain and enhance the Rotary Library, located in the Park University Underground in Parkville, and to document a history of all clubs in District 6040.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming District Governors in years two and three. The Chair may appoint additional members to this committee, in collaboration with the District Governor.

Action Steps: Consider developing an electronic archive of resources based on club submissions

of best practices. Make the archive available to clubs through whatever means necessary and

efficient. Research and/or develop a process to secure all district financial information,

Grants processes and any critical information, in preparation for Future Vision. Working with the District Secretary, arrange for the Rotary library and museum to

store District 6040 property.

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4.7 Finance Committee

Responsibility: The District Finance Committee assists the District Governor in safeguarding the assets of the district. The committee works with the District Governor Elect to develop a proposed yearly budget each year.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming District Governors in years two and three. The Chair of this committee shall be the appointed district treasurer of the District Governor elect for the coming Rotary Year. The Chair may appoint additional members to this committee as they deem necessary, in collaboration with the District Governor.

Action Steps: Develop the budget in cooperation with the District Governor Elect Develops a financial policy that describes District policies for expense

reimbursement with the advice and consent of District Executive Officers. Works with the Treasurer to document internal controls for the district. Recommend a policy for reimbursing expenses incurred by discussion leaders and

presenters at PETS. Recommend a policy for reimbursing expenses incurred as assistant governors. Recommend a policy for reimbursing expenses incurred by the District Governor,

DGE and DGN in the performance of district, zone or international duties especially the case of travel expense to visit clubs.

Recommend a balance of cash that should be maintained at the end of each year to pass on to the next year.

Recommend a policy for investing cash balances.

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5.0 Foundation Giving Programs

Responsibility: To promote and encourage club and member participation in giving to the The Rotary Foundation. Educate members about benefits to their clubs and communities when they give to the Foundation.

Information note: Beginning in 2013, the Rotary Foundation resources will be channeled towards large multi-club projects in six focus areas: (1) Peace and conflict prevention/resolution, (2) Disease prevention and treatment, (3) Water and sanitation, (4) maternal and child health, (5) Basic education and literacy, and (6) economic and community development. District 6040 needs an individual or group of individuals to become knowledgeable about each one of these areas of focus. This individual and/or group of individuals would provide guidance to the District and Clubs of the district in the future when District resources will be channeled towards projects in these mentioned areas.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by subsequent incoming District Governors in years two and three. The chair may appoint members to this committee as they deem necessary, in collaboration with the District Governor.


and resources for clubs regarding the areas of focus mentioned above. Process the information available through the RI website so it is accessible and

understandable to Clubs. Encourage each club to participate in Foundation giving. Collaborate with the District Trainer, Grants Chair and other committees to

promote and educate the district on the benefits of giving to The Rotary Foundation.

Collaborate with the newsletter editor to ensure district Rotarians are kept informed on Foundation Goals.

Other duties as assigned.

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5.1 Annual Programs Fund (APF)- Assigned to Foundation Giving

Responsibility: To encourage and promote donations to the Annual Programs Fund. Contributions are sought through the Paul Harris Program and the EREY Sustaining Member Program.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming District Governors in years two and three. The Chair may appoint members to this committee as they deem necessary, in collaboration with the District Governor.

Action Steps: Develop strategies to ensure all clubs in the district participate in the Every

Rotarian Every Year (EREY) program. Encourage and educate clubs about the benefits of electronic giving. Make yourself, and your team of Rotarians, available to deliver presentations to

clubs for the purpose of educating the district about the Annual Programs Fund (APF) programs and funding options.

Help to identify and tell stories of member’s donations and why they give with articles in the district newsletter, YouTube, podcasts and district website.

Build the future bench strength of the Annual Programs Fund Subcommittee by identifying future leaders for this area.

Help clubs develop and reach APF goals with fun club contests, etc. Make sure every club that has not made a Foundation contribution has a program

on The Rotary Foundation.

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5.2 Permanent Fund Subcommittee- Assigned to Foundation Giving

Responsibility: To encourage and promote significant donations to the Permanent Fund (the endowment fund of The Rotary Foundation) through the Benefactor, Bequest Society, and Major Donor programs. Gifts are sought through immediate contributions, wills, estate planning, life insurance, trusts and gift planning.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming District Governors in years two and three. The Chair of this committee may appoint additional members to this committee, in collaboration with the District Governor.

Action Steps: Make yourself, and your team of Rotarians, available to deliver presentations to

clubs for the purpose of educating the District about the Permanent Fund. Help to identify a Benefactor or Bequest Society member for profiling in the

district newsletter, website, YouTube and podcasts. Build the future bench strength of the Permanent Fund Subcommittee by

identifying future leaders for this area

Overall Foundation Goals:

Develop a Foundation Speakers Bureau to distribute to Presidents and program chairs

Make personal contacts with clubs via visits by committee members and AG’s. Develop, produce and update a Rotary PowerPoint Program on the Permanent

Fund for delivery by your committee and the Foundation Speakers Bureau.

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5.3 Polio Eradication Subcommittee- Assigned to Foundation Giving

Responsibility: To motivate and encourage Rotarians and non-Rotarians to continue to support the global eradication effort against polio. In light of the Gates Challenge being met and exceeded, the efforts to completely eradicate Polio need to continue against this stubborn disease. The Polio Eradication Subcommittee will focus on creating education and awareness for the need to continue giving efforts and to help clubs and Rotarians to identify ways to raise contributions for polio eradication in our communities.


Action Steps: Educate clubs that the End Polio Now campaign is NOT over, even if the Gates

Challenge has been met and exceeded. Make yourself, and members of your committee, available to deliver presentations

to clubs for the purpose of educating and updating the district on Polio Eradication.

Use elements of the presentations as polio eradication “factoids” in the newsletter, YouTube, podcasts and on the website and/or provide them to club Presidents for periodic use in clubs

Help clubs identify easy, enjoyable ways to give themselves and foster giving in their communities.

Encourage 100 percent participation in giving. Request a goal of $20 per member.

5.4 Foundation Dinner Subcommittee

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- Assigned to Foundation Giving

Responsibility: To plan and promote the annual Foundation Dinner. The committee will handle all arrangements for the facility, meal and refreshments. They will coordinate the program with the Foundation Committee which includes entertainment, speakers, recognition of contributions to the Foundation, recognition of Foundation Alumni, and promotion of Foundation programs. The dinner is scheduled for the first Saturday in November.


Action Steps: Work with the Annual Programs, Permanent Fund and Polio Eradication

Subcommittee Chairs to ensure that information is available at the Foundation Dinner.

Provide Foundation Dinner program and registration information at the Club Leadership Seminar on August 25, 2012.

Follow up with Rotarians in attendance by December 8 to thank them for attending Foundation Dinner.

Make all arrangements for Foundation Dinner.

6.0 Foundation Programs Committee

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Responsibility: To promote and educate the clubs to participate in receiving the benefits of the Foundation Programs. With the roll out of Rotary International’s Future Vision, the implementation of these programs will be handled at the district level.

Information note: Beginning in 2013, the Rotary foundation resources will be channeled towards large multi-club projects if six focus areas: (1) Peace and conflict prevention/resolution, (2) Disease prevention and treatment, (3) Water and sanitation, (4) Maternal and child health, (5) Basic education and literacy, and (6) Economic and community development. This individual and/or group of individuals would provide guidance to the District and clubs of the district in the future when district resources will be channeled towards projects in the above mentioned areas of focus.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by subsequent District Governors in years two, and three. The chair may appoint members to this committee as they deem necessary, in collaboration with the District Governor.


and resources for clubs regarding the areas of focus mentioned above. Process the information available through the RI website so it is accessible and

understandable to the clubs. Encourage clubs to participate and receive the benefits of the Foundation

Programs. Collaborate with the District Grants Chair and other committees to promote and

educate the district on the benefits of receiving Foundation Program funds. Collaborate with the newsletter editor to ensure district Rotarians are kept

informed on Program opportunities. Other duties as assigned.

6.1 Scholarships Committee

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- Assigned to Foundation Programs

Responsibility: To review the Scholarship criteria and make recommendations to enhance and improve the Scholarship program for District 6040 scholars. To recruit, interview, and select scholarship recipients using this criteria. These scholarships are made possible through District Rotarians contributions to the Annual Programs Fund.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming District Governors in years two and three.

Action Steps: Ensure that the district promotes and offers at least 1 full-year scholarship. Ensure that clubs know that applications from all are welcome, but applications

from candidates studying in disciplines, related to the Presidential Citation emphases of decreasing child mortality, child hunger, health, water or literacy concerns are especially encouraged.

Consider adding members to the committee who can promote the scholarship locally and assist with candidate preparation

Consider using the Kirksville promotion and candidate preparation process as a model and train other committee members in other communities to use it.

6.2 Group Study Exchange: Outbound

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Responsibility: In accordance with Rotary international Foundation guidelines, the Outbound Selection committee must include seven voting members. Required members are as follows: Current District Governor, immediate past District Governor, District Governor elect, GSE Chair and three other Rotarians. Members of the District GSE Inbound Planning Committee are non-voting advisors to the committee. The district selection committee votes on all team leaders and team members; candidates are chosen by a majority vote. Any candidates selected in any different method or by a selection committee that does not contain the above members will be considered invalid.


Action Steps: Encourage the subcommittee to assist in identifying potential Group Study

Exchange (GSE) partner districts 2-3 years in advance, and develop a process for accomplishing this goal.

The outbound committee will establish a written set of guidelines for the outbound team including expectations for the team leader.

Implement a process for club hosting of the inbound GSE team for maximum member exposure to program team members.

Explore the possibility of including outbound GSE team members in part of the District Scholars LINC training in February.

Achieve more applications goal of leaders (3), team members (20). Consider setting up a revolving loan program to assist team members. Approach companies that trade in the foreign district. Preparing a DVD of GSE team’s program to make available to clubs. Recommend to District Governor Nominee (DGN) the steps necessary and funds

needed to continue GSE when TRF transitions under the Future Visions organizational structure.

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6.3 World Peace Scholarships- Assigned to Foundation Programs

Responsibility: To promote and inform District Rotarians of the World Peace Scholarship, to assist the clubs in recommending qualified candidates, and to select and support qualified candidates for the scholarship. Each year, up to 50 Rotary World Peace Scholars are selected on a world-competitive basis to study for two years to obtain a graduate degree in international relations, peace studies, and conflict resolution at one of seven Rotary Centers for International Studies.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming District Governors in years two and three. The Chair may appoint additional members to this committee if deemed necessary, in collaboration with the District Governor.

Action steps: Seek Rotary World Peace Scholar (RWPS) applicants from our district. Review some of the applications of successful Peace Scholar candidates from

other districts. Develop a working set of guidelines for candidate preparation and selection for

the district, based on that review Compare notes with the Ambassadorial Scholars process and identify practices

that can be shared Develop an “ideal candidate profile” based on the review, combined with the

current criteria outlined by RI Identify some of the sources of a candidate pool for Peace Scholars. These could

include: alumni associations of colleges and universities in the district; deans and/or directors of Master’s and PhD programs in selected, appropriate disciplines; global/international not-for-profit organizations such as an International Relations Council or other group with a global and philanthropic mission

Develop a short list of organizations for the committee to cultivate over the next few years

Cultivate a working relationship with 1-2 leaders within selected short list organizations that may be able to help identify qualified candidates for a World Peace Scholarship

Do Newsletter, webpage, YouTube and podcasts describing and recruiting for World Peace Scholar Applicants.

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6.4 Grants Subcommittee- Assigned to Foundation Programs

Responsibility: To encourage and support the clubs in undertaking local and international programs with the support of funding from the District’s District Designated Funds, which are derived from District Rotarians’ contributions to the Annual Programs Fund. The subcommittee provides information and programs to the clubs and assists the clubs in applying for grants, and then selects the grant recipients in coordination with the District Governor.


Action Steps: Provide information and education to the clubs regarding the Grants Readiness

process in preparation of Rotary International’s Future Vision. Continue to provide periodic reports on District simplified and Matching Grants

funding to the District Governor and Foundation Chair. Collaborate with the Communications Chair to ensure that District Simplified

Grants and Matching Grants application timelines are included on the newsletter editorial calendar and do webpage, YouTube and podcasts to stimulate timely grant applications.

Encourage a Matching Grant or District Simplified Grant application from at least one club that has not previously applied for a grant.

Work with the District leadership to provide information and advice to the clubs regarding the requirements and responsibilities of the Grant writing process..

6.5 Future Vision Coordinator

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- Assigned to Foundation Giving

Responsibility: To provide information and support for the District and Rotary clubs to prepare for 2013 when the Future Vision Pilot becomes the standard theme of operation within Rotary International. This individuals needs to follow closely the developments both at the District level within the 100 current pilot districts and at the international level. This person will provide support and guidance to the District Governor, DGE and DGN. This person will need to work closely with individuals within the District that are working with projects and activities within the realm of the future vision themes.

Information note: Beginning in 2013 the Rotary Foundation resources will be channeled towards large multi-club projects in six focus areas: (1) Peace and conflict prevention/ resolution, (2) Disease prevention and treatment, (3) Water and sanitation, (4) Maternal and child health, (5) Basic education and literacy, and (6) Economic and community development. District 6040 needs an individual or group of individuals to become knowledgeable about each one of these areas of focus. This individual and/or group of individuals would provide guidance to the District and clubs of the District in the future when it District resources will be channeled towards projects in these areas. The District Long Range Planning Committee should be in communication with this Future Vision Coordinator.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming District Governors in years two and three. The Chair may appoint additional members to this committee as they deem necessary, in collaboration with the District Governor. Action Step:

Become knowledgeable about the Future Vision initiative. Become knowledgeable about the success of the Future Vision pilot districts. To follow the developments and evolution of the initiative. Make yourself available, and members of your team, to make presentations

about the impact of the Future Vision initiative on existing District projects and activities

Work with the District Long Range Planning Committee.

6.6 Foundation Alumni Committee

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Responsibility: To maintain contact with and keep records of all incoming and outgoing Rotary scholars and Group Study Exchange team members and others who have participated in Foundation programs, to encourage clubs to invite alumni to present programs on the Foundation, to encourage alumni to become Rotarians or participate in Rotary activities, and to organize an annual alumni reunion.

Appointment of chair and term of office: The chair is appointed to a three year term by the incoming District Governor in the initial year, and this is reaffirmed by the subsequent incoming District Governors in years two and three. The Chair may appoint additional members to this committee if deemed necessary, in collaboration with the District Governor.

Action Steps: Work with the Foundation Programs chair to ensure a process for maintaining and

updating the Alumni database and implement “Phase Two” of building our alumni network.

Work with the Foundation Alumni Association of the District on common goals and activities.

Promote and implement an alumni event in the 2012-2013 Rotary year Engage at least one alumnus who has not previously participated in the event Work with the GSE Chair to recruit at least two new team members into Rotary. Identify 1 or 2 alumni who can provide a story or a moment for a district

publication, newsletter, webpage, YouTube and podcasts about the impact of the program on their lives.

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6.7 Rotary Foundation Alumni Association of District 6040- Assigned to Foundation Programs

Responsibility: To work cooperatively with the Foundation Alumni Committee to develop a culture where Foundations Alumni seek to join the Association. To adhere to the by-laws and constitution of the association and to create a culture where alumni seek to join the association and to participate in Rotary activities.

Appointment of chair and term of office: The President, Vice-President, Secretary and Treasurer shall be elected at the annual general meeting and shall serve until the next annual general meeting.

Action Steps: To establish and maintain a common bond of friendship and service among

Rotary Foundation alumni in District 6040. To provide a connection enabling District 6040 alumni to network with one

another and with Rotarians. To link the vocational interests of District 6040 alumni with similar interests of

Rotarians and other alumni. To provide opportunities for involvement in Rotary educational and humanitarian

service projects. To facilitate membership in Rotary clubs, including e-clubs. To offer assistance to inbound Rotary Foundation program participants. To offer assistance to newly selected Rotary Foundation program participants in

District 6040. To carry out other activities in support of the Association and/or Rotary. To provide information for district newsletter, webpage, YouTube, podcasts on

the Alumni Association.

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7.1 Representative to Show Me Rotary Council- Assigned to Special Assignments

Responsibility: To serve on the Show Me Council and assist in the development of the annual Show Me Rotary Leadership Training (PETS/SETS) conference. This requires a number of meetings during the course of each year.

Appointment of representative and term of position: The representative is appointed to a three year term by the current District Governor in the initial year and serves in this position for three years.

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