1. Introduction
2. District Governor
3. District Leadership Plan
4. District Committees
5. Nominating Committee for District Governor
6. Nominating Committee for District Representative to COL
7. Budget and Finance Committee
8. Fiscal Matters
9. Council of Governors
10. District Assembly and District Conference
11. President Elect Training Seminar
12. Records
13. District Awards and Recognitions
14. District Projects
15. Amendments

Appendix - Brief History of District 5030
Appendix - Governors of District 5030
Appendix - District Leadership Plan

The purpose of the District Policy Manual is to regulate District procedures, to provide an orderly and useful system of maintaining records of District actions, and to guide the District Governor and clubs of the District. This District Policy Manual was adopted at the Conference of District 5030 on April , 2003. The District Policy Manual incorporates by reference the Manual of Procedure (as published by Rotary International), and mandatory provisions of the Manual of Procedure take precedence over provisions of the District Policy Manual.

Section 2.l. The District Governor is an officer of Rotary International. The District Governor’s term of office begins on July 1st and continues for one year or until a successor has been elected or appointed. District 5030 selects the District Governor Nominee during the second year preceding the year of service as district governor. Candidates for district governor may be nominated by the clubs in the district. The District Nominating Committee selects the Nominee and the Nominee is elected at the Rotary International Convention.

Section 2.2. The District Governor shall appoint assistant governors (who should be past club presidents), the district secretary, the district treasurer, other officers, and chairpersons and members of district committees.

Section 2.3. The District Governor may delegate those duties as the District Governor deems to be in the best interests of the orderly conduct of the district. Notwithstanding such delegation, the District Governor remains responsible for the operation of the district. The District Governor may not delegate any of the duties of office for which the District Governor is personally responsible.

The District Policy Manual incorporates by reference the District Leadership Plan, as adopted or amended. The District Leadership Plan is a guide to operations. Provisions of the Manual of Procedure and the District Policy Manual take precedence over provisions of the District Leadership Plan

Section 4.1. Prior to assuming office, the District Governor shall appoint standing service committees to assist in the administration of the district. Standing service committees shall be organized under the Four Avenues of Service as follows:

(a) CLUB SERVICE
(1) Membership Development
(2) Public Relations
(3) Others as determined by the District Governor

(b) VOCATIONAL SERVICE
(1) Four-Way Test
(2) Others as determined by the District Governor

(c) COMMUNITY SERVICE
(1) Interact
(2) Rotaract
(3) Others as determined by the District Governor

(d) INTERNATIONAL SERVICE
(1) International Youth Exchange and subcommittees
(2) The Rotary Foundation and subcommittees
(3) World Community Service
(4) Others as determined by the District Governor

Section 4.2. Prior to assuming office, the District Governor also shall appoint standing staff committees to assist in the administration of the district. Standing staff committees shall include, but are not limited to, the following committees:

(1) Audit
(2) Awards and Resolutions
(3) Budget and Finance
(4) District Assembly
(5) District Conference
(6) Club Extension
(7) New Member Assembly
(8) Nominating Committee for District Governor
(9) Nominating Committee for Representative to the Council on Legislation
(10) Public Relations
(11) Rotary International Convention promotion

The District Governor may appoint other non-standing committees as the District Governor deems appropriate.

Section 4.3. The size of committees, except for the Nominating Committees and the Budget and Finance Committee, shall be determined by the District Governor.

Section 4.4. The membership of committees should be representative of the district as a whole and should give the maximum number of Rotarians the opportunity to serve at the district level. In general, no one should hold the same position for more than three years.

Section 4.5. The duties and goals of all committees shall be specified by the District Governor and these committees shall be governed by the District Policy Manual, the Manual Of Procedure, and the District Leadership Plan

The Nominating Committee for District Governor shall consist of seven persons all of whom shall be either Past District Governors or past club presidents who have not served as district governor. Four of the members of this committee may be four of the immediately preceding five district governors available to serve. Of the seven members of this committee, at least four shall be Past District Governors and at least two shall be past club presidents who have not served as district governor and who have relevant and meaningful experience in district matters. The chair person shall be a Past District Governor who has previously served on this committee and shall be named by the District Governor. The work of this committee shall be governed by the terms of the Manual of Procedure.

The District shall select its representative to the Council on Legislation by the nominating committee procedure in accordance with the provisions of the Manual of Procedure. The Nominating Committee for District Representative to the Council on Legislation shall consist of seven persons all of whom shall be either Past District Governors or past club presidents who have not served as district governor. Of the seven members of this committee, at least four shall be Past District Governors and at least two shall be past club presidents who have not served as district governor and who have relevant and meaningful experience in district matters. The chair person shall be a Past District Governor and shall be named by the District Governor. The chair person should be a former representative to the Council on Legislation. No person on this committee may be nominated as the representative or alternate.

Section 7.1 The Budget and Finance Committee shall consist of:

• The District Governor
• The District Governor Nominee
• The District Treasurer
• The incoming District Treasurer

Two Past District Governors who are members of clubs in District 5030, appointed by the District Governor. These two appointees shall serve for two years, preferably staggered.

Section 7.2 The District Governor shall chair the Budget and Finance Committee except when the committee is considering the budget for the following year in which case the committee shall be chaired by the District Governor Elect.

Section 8.1. The District Budget and Finance Committee shall prepare the budget. They shall develop the budget based on previous district experience and requests from the District Governor Elect and the various district committees. They shall include recommended changes to the annual per capita levy. The dues to be paid by the clubs to the District shall be only in the form of a per capita levy.

Section 8.2. The budget shall include reasonable expense allowances not reimbursed by Rotary International for:

(1) The District Governor and the District Governor Elect and their spouses to attend the Rotary International Convention.

(2) The District Governor Elect and spouse to attend the International Assembly.

(3) The District Governor, the District Governor Elect, the District Governor Nominee and their spouses to attend the Zone Institute and other recognized Rotary training seminars.

(4) The District Representative to the Council on Legislation and spouse to attend the Council meeting.

(5) The District Governor, Assistant District Governors, the District Governor Elect and the District Governor Nominee to attend the President Elect Training Seminar.

(6) The District Governor and District Governor Elect and their spouses to attend the District Conference.

(7) The cost of required business cards, stationery, and postage for the Assistant District Governors, the District Governor Elect and the District Governor Nominee.

Section 8.3. The proposed budget, together with a statement of actual income and expense for the prior fiscal year and the current fiscal year to date, shall be distributed to the incoming presidents of all clubs at least 30 days prior to the District Assembly. At the District Assembly, the budget shall be adopted by vote of incoming presidents present. Subsequent adjustments to the budget shall be made in accordance with Section 8.5.1 and 8.5.2.

Section 8.4. The District Treasurer shall maintain custody of district funds, collect the district per capita levy, and disburse funds when approved by the District Governor. The District Treasurer shall be bonded.

Section 8.4.1. The annual per capita levy shall be payable by the clubs upon billing by the District Treasurer. The membership basis for such levy shall be the membership reported to Rotary International on the club’s July 1 semi annual report.

Section 8.5.l. The District Governor shall administer the funds of the district in accordance with the approved budget. The District Governor is empowered to reallocate spending between budget categories.

Section 8.5.2. The District Governor is hereby required to notify all club presidents in the District and all members of the Budget and Finance Committee at the earliest date when it is reasonably expected that the budget total for the year may be exceeded.

Section 8.6. At the end of each Rotary year, the District Treasurer shall prepare a statement of net assets and a statement of income and expense for the year. The audit committee shall audit the financial statements in accordance with requirements of the Manual of Procedure. Such audit need not be an audit conducted in accordance with generally accepted auditing standards as practiced by certified public accountants in the United States. The District Governor shall distribute copies of the financial statements and audit report to all club presidents no later than September 30, either in the monthly newsletter or by separate mail.

Section 9.1. The Council shall be composed of all Past District Governors who are members of clubs in this district. The Council advises the District Governor on policy matters affecting the district and lends assistance as requested by the District Governor.

Section 9.2. The Council annually shall elect a chairperson to serve as presiding officer at meetings of the Council.

Section 9.3. The District Governor Elect should call a meeting of the Council shortly after the International Assembly to present new information form Rotary International and to present plans for the coming year.

Section 10.1 The purpose of the District Assembly is to train club officers, directors, and committee chairpersons, but all Rotarians are encouraged to attend. The District Governor Elect shall organize and conduct the District Assembly with the cooperation and consultation of the District Governor.

Section 10.2. The site for the District Conference shall be proposed by the district governor whose term of office coincides with such District Conference. The home club of the District Governor normally serves as host club for the District Conference. The site must be agreed upon by a majority of the presidents whose term of office coincides with such District Conference.

Section 10.3 Every Rotary club in the district should be represented at the District Conference and the District Assembly by as many members as possible. Club officers, directors, and committee chairpersons are expected to attend the District Assembly and/or the District Conference as a condition for acceptance of the office held.

Section 10.4 Voting at the District Assembly and at the District Conference shall be by a majority vote of the Rotarians present unless otherwise specified in the Manual Of Procedure.

Section 10.5 Special meetings or assemblies may be called by the District Governor. At least thirty days advance notice of such meetings shall be given to each club.

The president-elect of each club shall attend the President Elect Training Seminar in its entirety and each club shall budget funds for this purpose.

Section 12.l. The District Governor shall maintain proper files and shall transfer such files to the successor district governor. The District Governor shall also transfer files received from the predecessor district governor. Files not retained by the District Governor should be held in archive.

Section 12.2 Such files shall include:
(1) Semi-annual reports by the District Governor to Rotary International
(2) The report of the District Conference to Rotary International
(3) The report of the District Assembly to Rotary International
(4) The financial statements of the District
(5) The District Directory
(6) The District Policy Manual
(7) The District Leadership Plan
(7) Reports of clubs established and clubs terminated.
(8) Rotary Foundation reports
(9) Copies of each club’s Goals and Objectives report and a copy of
the District Governor’s report of each club visitation
(10) Summary of significant developments in the district
(11) A set of the District Governor’s newsletters
(12) A set of monthly membership and attendance reports
(13) Files on weak clubs and the reason for such evaluation

The District Governor may establish various awards such as club attendance, bulletin, club project, conference attendance, membership growth, etc. to promote specific District goals. These awards, and the guidelines by which they shall be awarded, shall be published in the District Governor’s monthly newsletter in time for these awards to be presented at the District Conference.

Section 14.1 A project may be designated as a District Project only if such designation is adopted by resolution at a District Conference.

Section 14.2 To establish a District Project, it must first be proposed by a resolution adopted by any club at a regular meeting and then submitted to the District Governor at least 45 days prior to the opening date of the District Conference.

Section 14.3 The District Governor shall forward all resolutions for District Projects timely received in accordance with Section 13.2 to the President of each club and to all Past District Governors at least 30 days prior to the opening date of the District Conference. Resolutions shall be presented at the business meeting at the District Conference for action by the conference.

Section 14.4 The designation as a District Project allows the lead club or clubs to directly solicit other clubs in the district for support, and such designation permits the formation of a district level project committee. The District Governor will support the project, although district funds are not to be used.

Section 14.5 The designation of District Project status automatically ceases on
the fourth June 30th following adoption as a District Project. This will normally allow District Project status for approximately three years.

Section 14.6 A District Project may reapply for District Project status at the District Conference just prior to the expiration of its life in accordance with the procedures of Sections 13.2 and 13.3.

Section 14.7 In addition to the above provisions, any project of a club in this district which is funded as a Health, Hunger and Humanities (3-H) Grant of The Rotary Foundation shall also be considered a District Project and shall be a District Project for the period of funding from The Rotary Foundation.

Section 15.1 Amendments to the District Policy Manual shall be made by resolution passed by a majority vote of Rotarians in attendance at the business meeting held at the District Conference.

Section 15.2 Amendments may be proposed by a resolution adopted by any club at a regular meeting or by a resolution adopted at a meeting of the Council of Governors, provided such resolution is submitted to the District Governor at least 45 days prior to the opening date of the District Conference.

Section 15.3 The District Governor shall forward all resolutions timely received in accordance with Section 14.2 to the President of each club and to all Past District Governors at least 30 days prior to the opening date of the District Conference. Resolutions shall be presented at the business meeting at the District Conference for action by the conference.

Section 15.4 On an emergency basis, and when the above time schedule cannot be met, amendments to the District Policy Manual may be submitted at the District Conference for action, provided 2/3 of the club presidents present at the conference concur such action is necessary for the effective administration of the district. The actual vote on the resolution shall require a majority vote to pass.

Territorial jurisdictions of districts are determined by Rotary International. As of the date of the adoption of this District Policy Manual, District 5030 includes all of King County, a portion of Pierce County which is assigned as the territorial limits of the Rotary Club of Enumclaw and Snohomish County south of
SW 152nd Street.

District 5030 was renumbered from District 503 on July 1, 1991, when a zero was added to the existing numbers of all Rotary districts.

District 503 was created on July 1, 1973, from a realignment of clubs in District 502 and 504. Upon formation, the district had 36 clubs and 2,651 members located in King County, part of Snohomish County, the state of Alaska, and the Yukon Territory of Canada. It was an international district, and it was one of the largest territorial districts in Rotary International.

On July 1, 1987, Alaska and the Yukon Territory formed District 501, with District 503 retaining the clubs in King and Snohomish counties.

Districts were first created in 1915, and this area became District 15. Numbers were changed over the years: in 1918, it became District 22: in 1922, it became District 1; in 1937, it became District 102; in 1938, it became District 101; in 1949, it became District 151; in 1955, it became District 152; in 1956, it became District 502.

Rotary has been active in the present assigned area since the establishment of the Rotary Club of Seattle on June 15, 1909, as Rotary Club #4.

In 1914, the first district conference of Rotary International was held in Tacoma. The Rotary International Convention has been held twice in Seattle: in June, 1932, with 5,182 registrants, and in June 1954, with 8,015 registrants.

1973-74 E. L. “Andy” Andrews, Burien-White Center, Ocean Shores
1974-75 Amos J. “Joe” Alter, Juneau, Juneau
1975-76 Donald Hahn, Olympia, Olympia
1976-77 Robert D. Ladd, Seattle #4, Bellevue
1977-78 Virgil E. “Virg” Knight, Spenard, Anchorage
1978-79 Carl E. Haarstad, Burien-White Center, Whitehorse
1979-80 Rev. John G. Schaeffer, Renton, Midway
1980-81 Ben Cashman, Lake City, Victoria, B.C.
1981-82 Kelly Waller, Seattle #4, Sitka
1982-83 Edgar S. Philleo, Fairbanks, Fairbanks
1983-84 Carl S. Swenson, Ballard, Rosario
1984-85 Robert W. Graham, Seattle #4, Ocean Shores
1985-86 William R. Wood, Fairbanks, Anchorage
1986-87 John A. Henry, Shoreline, Whistler, B.C.
1987-88 Thomas A. Boyles, Redmond, Vancouver, B.C.
1988-89 R.G. “Bud” Williams, North Seattle, Blaine
1989-90 Walter R. Weber, University, Seattle
1990-91 Gene E. Tonnemaker, Burien-White Center, Couer d’ Alene
1991-92 E. Milton “Milt” Scott, Lynnwood, Blaine
1992-93 Ronald W. Dunlap, Bellevue, Vancouver, B.C.
1993-94 James E. Givan, Bellevue Breakfast, Bellevue
1994-95 George C. Brent, Edmonds, Portland
1995-96 John A. Rasmussen, North Seattle, Harrison, B.C.
1996-97 Richard F. “Dick” Clarke, Bellevue Breakfast, Wenatchee
1997-98 Stan Dickison, Edmonds, Whistler, B.C.
1998-99 Jim Hathaway, University, Victoria, B.C.
1999-00 Duane Ruud, West Seattle, Princess Dawn
2000-01 John Nelson, Mercer Island, Vancouver, B.C.
2001-02 Bob Wilson, Lynnwood, Whistler, B.C.
2002-03 Rosemay B. Aragon, University, Victoria, B.C.
2003-04 John J. Gardiner, Vashon Island, Portland, OR
2004-05 Kathy Johnson, Issaquah, Vancouver, B.C.