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1. Hi Lucinda:

   Below is a synopsis of District 5100’s finance committee and expense categorization of governance expenses. Let me know if you have questions or need anything else.

   District 5100

   DISTRICT FINANCE COMMITTEE POLICY:
   The members of the District Finance Committee shall consist of those specified in the Rotary Constitution and By Laws, one of whom should be the District Treasurer. Of the three members specified, the Governor shall appoint one for a one-year term, the Governor-Elect shall appoint one for a one-year term and the Governor Nominee shall appoint one for a one- year term. Each of these appointees may be re-appointed for two successive terms. Each succeeding year, the new District Governor team shall each appoint or re-appoint members to replace the members whose terms expire at the end of the previous year. In addition, the Committee may include one or more Past District Governors. The District Governor Team shall give consideration to inclusion of Rotarians with an accounting or budgeting background.

   The District Governor shall designate a member of the Finance Committee to serve as Chair during that year.

   DUTIES OF THE FINANCE COMMITTEE
   A. Based upon the district funds on hand, the amount of money required for budget expenditures, adequate funds for carry-over, contingencies and emergencies, the finance committee shall recommend the amount of per capita assessment that should be requested from clubs.
   B. The financing of the district shall be provided by all the clubs in the District by way of a per capita levy on members of those clubs. The amount of the assessment shall be decided at the District Assembly by the approval of 3⁄4 of the Presidents Elect present.
   C. The District Finance Committee shall perform any special dues relating to District finances which the District Governor may find necessary for the proper financial administration of the District.

   AUDIT COMMITTEE POLICY:
   1. The District Audit Committee shall be responsible for arranging for the annual audit of District finances.
   2. The District Governor-Elect shall appoint an audit committee that shall:
   a) be composed of a minimum of three with a maximum of seven members;
   b) have all the members be active Rotarians;
   c) have at least one member who is a past governor and one person with audit experience;
   d) not allow the following to serve on the audit committee for the year in which they serve in these positions: Governor, Treasurer, signatories of District bank accounts, and members of the finance committee; and
   e) have the members selected by the District Governor-Elect in accordance with the procedures established by the District. Consideration will be given to individuals with expertise in finance. All members of the Audit Committee shall be independent non-staff directors, free from any relationship that would interfere with the exercise of his or her independent judgment.
   3. The Audit Committee Chair and committee members shall submit to a background check

   District 5100 Governor Team & Stipend Expense Policy (7/1/24):
   Rotary provides district governors with funding to help offset the cost of expenses incurred in the performance of their governor responsibilities as listed in the RI Bylaws and Rotary Code of Policies. The district finance committee reviews governor expense reports and decides expense eligibility for districts using the new model of governor funding. The list below has common eligible expenses. If there are other needs or items, please check with the District Finance committee Chair Prior to incurring the expense.
   Governance Team Eligible Expenses
   1. Hotel, meals, and transportation for Official Club Visits (DG only)
   Transportation includes automobile travel (mileage, parking, tolls), air travel, trains, and ferries. Meals when traveling out of town or at Club visits. Limited to one official visit per club (Stipend)
   2. Hotel, meals, transportation and registration fees:
   Governor-nominee training seminar – Governor Nominee Learning seminar(DGN only) (District Exp)
   Governor-elect training seminar – Governor Elect Learning seminar (DGE only) (District Exp)
   District Conference (Celebration) & District Conference (planning DG only) (DG, DGE, DGN) (District Exp) Assistant governor training (DGN, DGE) (District Exp)
   Rotary International Convention all expenses in accordance with the DG budget (District Exp)
   International Assembly expenses for visas, parking, tolls, driving to/from airport/host hotel, and meals while traveling (DGE & DGE Partner) Rotary International pays all other expenses (District Exp)
   President Elect Training Seminar PETS This Event will be a District expense for the DGE and DGN. Mileage will be reimbursed at the District rate for required travel from home to event
   3. Other expenses incurred as DGN, DGE, and DG: (Stipend)
   Mobile phone monthly charges with a 10% discount for personal use. 1 phone for Governor only. Postage, printing, copying, supplies (toner, paper, pens) Request should be sent to the District Office Governor jacket & tailoring (DGE only)
   Small gifts to clubs, AG’s, etc. (DGE only)
   4. Non-Eligible expenses and Items
   Expenses for anyone other than the governor, unless shown above
   Expenses for Partners of DG, DGE, DGN, DGND,
   Staff salaries
   Donations (monetary or using your funding to buy items for donation)
   Automobile maintenance or repairs
   Any expenses incurred after 30 June of your DG year
   Donation of any unused funds to The Rotary Foundation or to reduce or pay for club invoices Personal gifts from you to any Rotarian
   Meals when not traveling out of town
   Alcohol purchases are not eligible at any time for any event

   This Policy takes precedent over all previously approved expense policy

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2. Hi Lucinda:

   I received your question and am preparing to send you some information. Be back to you soon.

   Andy

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