This is a web page - district3.gyro.ws file · Web viewDistrict III Gyro International Constitution and By-laws. June 22, 2015 Edition. Page 22 of 36

DISTRICT III GYRO INTERNATIONAL

A FRATERNITY OF FRIENDSHIP

CONSTITUTIONAND

BY-LAWS(As amended to June 22, 2015)

POWERPOISE

PURPOSE

Buffalo, Etobian, Kitchener-Waterloo, Peterborough, Port Colborne, Rochester, St. Catharines, Syracuse, Toronto

GYROGYRO

District III Gyro International Constitution and By-lawsJune 22, 2015 Edition

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A FRATERNITY OF FRIENDSHIP............................................................................................................1

SECTION A – INTRODUCTION................................................................................................................5

GYRO — WHAT IS IT?.............................................................................................................................5POWER — POISE — PURPOSE...............................................................................................................5THE ORIGINAL CONSTITUTION PREAMBLE.....................................................................................6

SECTION B – CONSTITUTION & BY-LAWS.........................................................................................7

ARTICLE I – NAME..................................................................................................................................7ARTICLE II – OBJECT..............................................................................................................................7ARTICLE III – MEMBERSHIP..................................................................................................................7ARTICLE IV – OFFICERS.........................................................................................................................7ARTICLE V – ELECTION OF OFFICERS...............................................................................................7ARTICLE VI – DUTIES OF OFFICERS...................................................................................................8

GOVERNOR..........................................................................................................................................8LIEUTENANT-GOVERNORS..............................................................................................................9SECRETARY-TREASURER.................................................................................................................9

ARTICLE VII – DISTRICT EXECUTIVE COUNCIL............................................................................10ARTICLE VIII – DISTRICT LEGISLATIVE COUNCIL.......................................................................10ARTICLE IX – FINANCES......................................................................................................................11ARTICLE X – DISTRICT CONVENTION AND INTERIM MEETING...............................................12ARTICLE XI – ORDER OF BUSINESS..................................................................................................12ARTICLE XII – AMENDMENTS............................................................................................................13ARTICLE XIII – SMALL CLUB FUND..................................................................................................13

CREATION OF FUND........................................................................................................................13PURPOSE OF FUND...........................................................................................................................13ADMINISTRATION OF FUND..........................................................................................................13USE OF THE FUND............................................................................................................................14PROMOTION OF THE FUND............................................................................................................14

SECTION C – SUMMARY OF APPROVED RESOLUTIONS.............................................................15

SECTION D – SPECIAL PROCEDURES & POLICIES........................................................................21

DUTIES OF THE GOVERNORS.............................................................................................................21DUTIES AND RESPONSIBILITIES...................................................................................................21ADMINISTRATIVE RESPONSIBILITIES........................................................................................22IMPORTANT ADMINISTRATIVE FUNCTIONS.............................................................................22

Communications................................................................................................................................................22Meetings.............................................................................................................................................................23Finances.............................................................................................................................................................24Ceremonial Responsibilities..............................................................................................................................24

ACHIEVEMENT AWARDS...............................................................................................................25DUTIES OF THE DISTRICT SECRETARY-TREASURER..............................................................25

Duties as Secretary.............................................................................................................................................25Duties as Treasurer............................................................................................................................................26

SECTION E - PROTOCOL TO BE FOLLOWED AT GYRO FUNCTIONS.......................................27

GENERAL.................................................................................................................................................27Flags......................................................................................................................................................27Anthems................................................................................................................................................27Toasts....................................................................................................................................................28Some Protocol Trivia............................................................................................................................28

TYPICAL PROTOCOL, TRADITION AND PROCEDURES................................................................29For the Awards Luncheon.....................................................................................................................29For the Governor’s Ball........................................................................................................................30

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Typical Seating for the Governor’s Ball...............................................................................................33Head Table.........................................................................................................................................................33Past International Presidents & Wives...............................................................................................................33Past District Governors & Wives......................................................................................................................33Special Side table...............................................................................................................................................33

SOME MISCELLANEOUS PROTOCOL AND PROCEDURAL REQUIREMENTS..................................................34Meetings................................................................................................................................................34General..................................................................................................................................................34

TYPICAL BUSINESS MEETING AGENDA..........................................................................................35GOVERNOR’S COCKTAIL PARTY......................................................................................................36

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SECTION A – INTRODUCTION

GYRO — WHAT IS IT?

Gyro came into being naturally and spontaneously . . . as the result of the desire of three college chums to perpetuate the friendships of college days. It was April 1912 that the three friends — Paul Schwan, Clarence H. Handerson and Edmund L. Kagy — meeting together as had been their custom, decided that the unity of their friendship, which had crystallized through four years of college association in Cleveland, was worthy of perpetuation. Not only of perpetuation, but to bring into this unity other friends whose joining together would strengthen them against the diversified demands of business and other interests, that all too often sever old friendships so completely that the old youthful friendly, heart-to-heart, and hand-to-hand contact cannot be retained. These three Gyro founders felt that nothing could be more satisfying than a friendship extending throughout life with the very real warmth and affection that usually characterizes the friendships of younger days. "Age has no terrors when the friendships of youth extend into the constantly advancing years with undiminished fervor."

Organized June 24 with constitution and laws, the name Gyro was selected in December 1912, an adaptation from the word Gyroscope. The Gyroscope is the visible symbol of Gyro.

In a Gyroscope wheel, both ends of its axis are mounted in a ring. When in rapid rotation, no matter at what angle the axis is placed, the Gyroscope will continue to point in the same direction, maintaining its poise and power. This balance is retained even though the axis is moved by some outside force while the Gyroscope is already in motion.

The Gyroscopic principle is controlled power, poise and balance. From this principle, come the Gyro key words of:

POWER — POISE — PURPOSE

POWER — Symbolizing the power of friendship in our human relationships.

POISE — Demonstrating the steadiness of friendship in times of trial.

PURPOSE — Keeping the balance wheel of friendship forever active in the daily lives of more men.

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DISTRICT III GYRO INTERNATIONALDISTRICT III GYRO INTERNATIONALCONSTITUTION & BY-LAWSCONSTITUTION & BY-LAWS

SECTION ASECTION AINTRODUCTIONINTRODUCTION


Gyro is a satisfying state of mind . . . achieved through friendship, evidenced by a constructive, coherent fellowship, strengthened by tolerance, goodwill and helpfulness.

Gyro carries with it no label of race, creed, political or other Club affiliation . . . it imposes no limitations. On the contrary, it broadens vision and extends social contacts.

Gyro stimulates personal achievement . . . it is the hallmark of an understanding personality joined in agreeable voluntary relationships with other men of kindred mind and purpose.

The word "Gyro" defines an international association . . . a local group . . . an individual associated with these groups . . .but back of this definition is a broad comprehensive spirit of friendship in its finest and most significant manifestation.

True friendship is unselfish and unselfishness is the way of life in happiness. Even though a Gyro may be satisfied with his own group, others should be aided to achieve similar groups, united in a common bond of intercity, interstate and international understanding.

Gyro fellowship is more individual — more personal than membership in a business or professional organization . . . it is not a lodge, not a substitute for a religious organization, but an exchange of interests — friendship is the only commodity without consideration of price or bargaining.

The missionary spirit of Gyro is conditioned only by the conviction that there is something every Gyro gains by sharing,

THE ORIGINAL CONSTITUTION PREAMBLE

WHEREAS, at the convention of the International Association of Gyro Clubs held in Toronto, Ontario on the 23rd day of February, 1922, certain territorial Districts were created for the administration of various Gyro Club activities, and authorized among other things to draft and operate under constitution; and

WHEREAS, the Gyro Clubs of Buffalo, New York, Toronto, Ontario, Hamilton, Ontario, Rochester, New York, Syracuse New York, New York, New York are the only existing Clubs within the territorial limits of one said Districts; and

WHEREAS, the duly accredited delegates of said name Clubs have met for the purpose of adopting a constitution for the government of the District in which said Clubs are located;

NOW, THEREFORE, be it resolved by the delegates so assembled that the following constitution be and hereby is adopted as and for the constitution of this District of Gyro Clubs.

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SECTION B – CONSTITUTION & BY-LAWS

ARTICLE I – NAME

The name of the District shall be District III – Gyro International.

ARTICLE II – OBJECT

The object of the District shall be to promote the principles and policies of Gyro as set down in the Constitution of Gyro International.

ARTICLE III – MEMBERSHIP

District III shall consist of all Gyro Clubs situated within the geographical boundaries authorized by the International Executive Council.

ARTICLE IV – OFFICERS

The officers of the District shall be governor, first lieutenant governor, second lieutenant governor, immediate past governor and secretary-treasurer.

ARTICLE V – ELECTION OF OFFICERS

1. There shall be a Nominating Committee consisting of the immediate past governor as chairman, the three preceding available past governors and the governor. The committee shall contact the President of each Club 120 days prior to the Annual District Convention requesting a proposed name for 2nd Lt. Governor and any other vacant position. It shall meet at the call of the chairman, or the governor, or two other members, not less than ninety days prior to the Annual District Convention to nominate for election one member of the District for each of the offices of governor, first lieutenant governor and second lieutenant governor.

2. The Chairman shall be entitled to vote, shall appoint alternate members to the Committee when required, and may conduct the meeting by mail, telephone, email, or facsimile ballot on the approval of at least three members of the Committee. Three members shall constitute a quorum.

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SECTION BSECTION BCONSTITUTIONCONSTITUTION


3. The nomination shall be decided by a simple majority vote or ballot, and the chairman shall confirm to all the members of the Committee, in writing, the result of the meeting. The Committee shall cause its nominations to be mailed to each Club President at least sixty days prior to the convention.

4. Any member Club may, by resolution passed by the Club or by its Board of Directors, recommend for each vacant District office any other member of the District in good standing, and such additional recommendations shall, if received by the chairman at least ninety days before the convention, be considered by the nominating committee.

5. Written consent of nominees shall be required and no nomination shall be valid unless the nominee shall have forwarded his consent in writing to the committee.

6. The nominations, together with any further nominations make from the floor on the call of the governor, shall be voted on by the Legislative Council at the Convention and election shall be decided by a simple majority of the votes represented at the meeting. Any nominations make from the floor will be accepted only if the nominee is present to indicate a willingness to stand for nomination.

7. In the event of a vacancy occurring in the office of lieutenant governor the District Executive Council may request the Nominating committee to proceed in the regular manner for nomination of a replacement, and may call a special meeting of the Legislative council to elect a replacement.

8. The governor shall recommend (2) a Secretary-Treasurer to hold office until his successor has been named and has accepted office.

ARTICLE VI – DUTIES OF OFFICERS

GOVERNOR

It shall be the duty of the governor to:

Preside at all meetings of the District Executive and Legislative Council;

Represent the District at all Gyro International Conventions and board of Governor meetings;

Visit each Club in the District at least once during his three year term, and during such visit, when practicable, meet with the Board of Directors of Executive Committee, and attend a meeting of the Club conducted in accordance with the regular agenda of the Club;

Supervise the administration of District affairs, discuss Gyro District and International matters with members of the District Executive Council, and keep them informed;

Delegate a portion of his duties to each lieutenant governor;

Delegate to a District officer the responsibility for External Extension;

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Appoint special committees as required, and committees required at the meetings of the Legislative council.

Establish and maintain a District III website. The Governor may delegate this duty to a Gyro approved by the Executive Council.

LIEUTENANT-GOVERNORS

It shall be the duty of the lieutenant governors to assist the governor in the performance of his duties. In the absence or inability of the governor to act, the first lieutenant governor shall act as his deputy and in the absence or inability to act of both the governor and the first lieutenant governor, the second lieutenant governor shall act as the deputy of the governor.

SECRETARY-TREASURER

It shall be the duty of the secretary-treasurer to:

Issue notice of each meeting of the Legislative Council to the President and secretary of each Club in the District, and the International secretary-treasurer, at lest sixty days prior to the meeting;

Keep records and minutes of all meeting of the District Executive Council and the Legislative Council, records of the District Convention, and such District records and books of account as may be established;

Collect all moneys payable to the District and deposit them in cheques bearing the signature of any two of the District officers;

Provide a personal bond for $2000.00, the cost of which shall be paid from District funds;

“Cause the books of account to be audited by a competent auditor, as of the close of the final day the Secretary-Treasurer is in office and arrange that copies of such audited statement of funds be mailed to the Secretary of each Club in the District and to the International Secretary-Treasurer.

In addition, however, the Secretary-Treasurer should present to the Legislative Council Meeting and unaudited statement of funds, receipts and disbursements as of a date no later than the last day of the month preceding the Convention. The audited statements and physical transfer of books, records and all other pertinent documents to be accomplished no later than 30 days after the date of the official installation in office;”

Keep the District officers informed of the condition of the District funds and account.

Ensure that all District III constitutional amendments and resolutions passed during his tenure be properly and chronologically documented in the records and minutes of the District III business meetings.

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Maintain a separate book containing District III’s original constitution, its amendments and resolutions and pass along an up-to-date record to the incoming Secretary Treasurer.

ARTICLE VII – DISTRICT EXECUTIVE COUNCIL

1. The District Executive Council shall consist of the governor, the lieutenant governors, the immediate past governor and the secretary-treasurer.

2. The District Executive Council shall meet at the call of the governor or two members of the Executive Council at a time and place suitable to a majority of all members of the Council. With the consent of a majority of all the members, the meeting may be conducted by mail, telephone, email or facsimile.

3. A majority of the members must be present to constitute a quorum and a majority of the votes present shall be required to pass on any motion of business. Members may vote by proxy.

4. It shall be the duty of the District Executive Council;

To call the annual and such other meetings of the Legislative Council as it shall deem necessary, and to designate the time and place of the meetings;

Call a meeting of the Legislative Council when requested to do so by twenty per cent or more of the Clubs in the District.

Prepare a budget for the funds necessary to operate the District for the term of office of the council and to forward a copy of the budget to the President of each Club within sixty days of the beginning of its term of office;

Administer the normal operating affairs of the District.

ARTICLE VIII – DISTRICT LEGISLATIVE COUNCIL

1. The Legislative Council shall consist of the Presidents of all Clubs in the District in good standing.

2. A Club may authorize another member to represent the Club in the place of the President, but in such case the Club shall provide the District secretary-treasurer with a written credential signed by the President or secretary – naming and authorizing the delegate.

3. If a Club is unable to be represented by one of its members it may authorize the delegate from another member Club as a proxy to represent it at the meeting. In such case a written proxy form signed by the President or secretary must be forwarded to the District Secretary-Treasurer.

4. Members of the District Executive Council and other members of the District shall be entitled to participate in all discussions of the Legislative Council and to

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speak for or against any motion before the Council, but shall not have a right to vote unless delegated by their respective Clubs.

5. Each Club shall be entitled to five votes plus an additional vote for each ten of its members or major fraction thereof. The membership of the Clubs shall be taken as reported and certified by the Club secretaries or Presidents, or, if not reported, as shown in District or International records not more than sixty days prior to the meeting.

6. A quorum shall consist of delegates holding a minimum of sixty percent of the total votes of all Clubs in the District.

7. The Legislative Council shall meet once in each year at the District Convention. The District Executive Council may call such other meetings as may be necessary and shall be obliged to do so at the request of twenty per cent of more of the Clubs.

8. All Clubs shall be given written notice of the time and place of each meeting of the Legislative Council, at least sixty days in advance of the meeting.

9. The Legislative Council shall;

Elect the governor and lieutenant governors at the Annual District Convention;

Shall make decisions concerning the conduct of the affairs of the District not contrary to the provisions of this Constitution or to the Constitution of Gyro International;

May be a sixty per cent majority of the votes present at a meeting, revoke, repeal or countermand any act or decision of the governor or the District Executive Council;

Make recommendations to the Executive Council in respect to the administration of the affairs of the District, and to the governor in respect to any legislative action of the International board of Governors and Executive Council.

ARTICLE IX – FINANCES

1. The annual District fees shall be determined by a resolution confirmed by 60% of the votes represented at a meeting of the Legislative Council. The fee shall be paid for the total membership (exclusive of honorary members) of each Club as shown by the records of Gyro International as of March 1st. Honorary membership shall be limited to members with at least 50 years of active service in Gyro.

2. It shall be the responsibility of the Executive Council, unless authorized otherwise by a majority vote of the Legislative Council, to maintain a balance in District funds as at the date of the closing of the District books in each year, in an amount of not less than one-half of the total dues paid to the District after the closing of the books for the preceding year.

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3. The books of the District shall be closed as of the fifteenth or the last day of the month preceding the Convention.

4. The amount of annual DIII dues per Gyro may be changed by a vote of the membership in accordance with Article XII.

ARTICLE X – DISTRICT CONVENTION AND INTERIM MEETING

1. The Annual District Convention shall normally be held in September or October of each year, but may be held in another month if approval is given by the Legislative Council.

2. The date and place of the convention shall be set by the host Club but in the event that no Club volunteers to sponsor the convention, the Executive Council shall set the date and make the arrangements.

3. If circumstances prevent the holding of a Convention, the Executive Council shall call a meeting of the Legislative Council in its place.

4. An Interim Meeting shall be held annually between January 1st and April 30th of each year at a location designated by the Governor.

ARTICLE XI – ORDER OF BUSINESS

1. The order of business at meetings of the Legislative Council shall be as follows, but may be altered for a meeting with the approval of the Legislative Council at the meeting:

a. Roll call of Clubs, alphabetically;

b. Announcements of committees for credentials, rules and resolutions;

c. Report of Credentials Committees;

d. Reading and adoption of minutes of the last Legislative Council Meeting;

e. Reports of District Officers;

f. Report of Rules committee;

g. Reports of Clubs;

h. Report of Resolutions Committee;

i. Business arising from the minutes of the previous meeting;

j. Other business;

k. Report of the Nominating Committee (annual meeting);

l. Election of District officers (annual meeting);

m. Installation of District officers;

n. Adjournment.

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ARTICLE XII – AMENDMENTS

1. Amendments to this constitution may only be made by resolution adopted by a majority of sixty per cent of the votes represented at a meeting of the Legislative Council.

2. Particulars of any proposed amendment must be given in the notice calling the meeting of the Legislative Council.

ARTICLE XIII – SMALL CLUB FUND

CREATION OF FUND

1. There shall be a Fund in District III known as the Small Club Fund (The Fund).

2. The Fund shall be composed of money donated by Gyros in District III or such other persons, firms or organizations approved by the Board of Trustees. The donations may be either inter vivos or by way of testamentary devise, legacy or bequest.

3. Funds may also be transferred into the Fund from other Gyro District III accounts with appropriate District approval.

PURPOSE OF FUND

The purpose of the Fund shall be to promote and expand the concepts, membership and welfare of Gyro, and without restricting the generality of the foregoing, to encourage membership in and expansion of Gyro by assisting endangered Clubs or to fund special events designed to encourage new membership.

ADMINISTRATION OF FUND

1. The Fund shall be administered by a Board of Trustees comprised of the existing District Secretary Treasurer, the existing Governor and the immediate past Governor with the Secretary Treasurer acting as Chairman.

2. All monies donated to the Fund shall be deposited in a separate bank account to be known as the “Small Club Fund Account”, and invested in accordance with the rules and regulations of District III.

3. The Secretary Treasurer as Chairman shall be authorized to act on behalf of the Board of Trustees unless he determines a need for consultation with the other Board members or one of the other Board members calls for a Board meeting at which meeting decisions will be determined by majority vote.

4. The Board of Trustees shall serve without remuneration.

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USE OF THE FUND

Any Gyro member in District III, subject to the rules and restrictions indicated herein, may apply for a grant reimbursement from the Fund to assist in the costs associated with inviting a guest or guests to a Gyro event.

RULES AND RESTRICTIONS1. Gyro members in clubs having a current membership of less the 50 members shall

be eligible to use the Fund.

2. The amount of guest reimbursement shall be the lesser of the cost of the Gyro event or $50 per person or $100 per couple.

3. The Fund may not be used for a guest reimbursement more than twice for the same guest.

4. Guests to Gyro events shall be reimbursed on a “first come, first served” basis.

5. The total number of guest imbursements per year shall not exceed $1000 unless based on demand the Board of Trustees determines new maximum amount should be established.

6. The Gyro member seeking reimbursement for an invited guest or guests shall provide the Secretary Treasurer within 60 days of the event, via email, regular mail or otherwise, evidence of his expenditure of funds. Such evidence shall include the name or names and address(es) of the guest(s) and, for example, a cancelled check or a statement from the club treasurer or other club officer that the funds have been spent.

7. The Secretary Treasurer shall issue a reimbursement check to the requesting member within 14 days of receiving an acceptable request for reimbursement.

REPLENISHMENT OF THE FUNDShould the Fund at any time fall below a balance of $500, the Secretary Treasurer is hereby authorized to transfer $2 per member of all incoming club dues until the Fund reaches a balance which exceeds $1,000.

PROMOTION OF THE FUND

The District Executive Council shall provide guidance in the promotion of the Fund and the collection of monies for the Small Club Fund Account, and in particular, in the establishment of incentives to encourage and procedures for making, contributions to the Fund, and establishment of awards, certificates of appreciation or other forms of recognitions with respect to contributions made to the Fund.

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SECTION C – SUMMARY OF APPROVED RESOLUTIONS

April 8, 1995 – Interim Convention

Under New Business, it was recommended that the Governor recommend, at the International Annual Convention in Chicago, that the charter of the Hamilton Club be withdrawn. Hamilton has not paid District or International dues since 1991. PDG Bob Galbraith is trying to collect the $840 in International dues and the $650 in District dues that Hamilton is in arrears before their charter is withdrawn. This motion was moved by Bruce Poll, seconded by Bob Galbraith and passed.

November 8, 1997 – Annual Convention

Bruce Poll made a motion that the $2,000.00 be made available for next year’s Annual Convention. Motion carried.


Port Colborne Golf Tournament. $400 from District to supplement. Motion by Robert Galbraith. Seconded by John Wise. Vote was taken and passed.

$2,000 to host Club of District Annual Convention to be used only for Hospitality Suite. Motion by Wayne Kozar. Second by Robert Styles. Vote was taken and passed.

Advancement of $750 to Forest City Club against District Annual Convention in 1999. Motion by Wayne Kozar. Second by Don Chambers. Vote was taken and passed.

September 19, 1998 – Annual Convention

The reimbursement policy was debated. Bruce Poll changed the policy with a motion stating the 1st Lt. Governor and his wife will be reimbursed for expenses to the International Interim Meeting, and not reimbursed for the International meeting.Motion was seconded and passed by a majority vote.

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SECTION CSECTION CSUMMARY OF APPROVED RESOLUTIONSSUMMARY OF APPROVED RESOLUTIONS



Old Business – Bob Galbraith made a presentation on the up-coming District Annual Convention hosted by the Forest City Gyro Club. He also made a motion to receive the balance of the hospitality room allowance, $1,250, seconded by Tim Miskolczi. Carried.

Motion of Port Colborne Club to receive District Golf Tournament prize money of $400 by Tim Miskolczi, seconded by Ab Nightingale. Carried.


Motion by Peter Brady seconded by J. Rae, “Peterborough Gyro Club to receive $2,000 hospitality room allowance for the 2000 Annual Convention”. Carried.

After a lengthy discussion Bruce Poll made a motion, seconded by Dana Davidson “A website for District III be developed as proposed by Bob Murray at an estimated cost of $25/$50 Cdn per month, on a 1-year trial period”. Carried.

March 18, 2000 – Interim Convention

Dave Luke proposed that a Treasurer’s Advisory Board be set up for the purpose of auditing the books and keeping expenditures under control Dave also suggested that two signatures be required on all cheques. All this would lighten the load of the Secretary-Treasurer. The possible board members would be Dave Luke, John Bradford and past or present officers. Moved by Roger Jeffries, seconded by Mike McNally to set up the board and report back to the District III Annual Convention, the effectiveness of the board. Carried.

It was moved by Bill Maw and seconded by Tait Hopkins that $400 be allocated to the District III Golf Tournament for prizes. Carried.

2000 International Annual Convention

A one time $5.00 increase (installment to balance the budget) in dues was voted on and carried. This payment to International is due in January 2001.

October 14, 2000 – Annual Convention

Wayne Kozar talked about the importance of the web site and the cost of keeping it going would be worthwhile. A letter from Bob Murray was read asking for updates on Club activities and other Club information. A discussion about the web site followed. The cost to continue the web site would be $260. It was moved by Gary Bridle seconded by Bruce Poll to continue the web site at the above-mentioned cost. Carried.

Dave Luke spoke on the Treasury Advisory Board and said that the Board would not be necessary. John Bradford had produced a Financial Budgeting form to assist in helping the Secretary-Treasurer with his job. It was moved by Dave Luke seconded

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by Bruce Poll that this form and an in-house financial review by one of our own be used to assist in keeping the finances in check. Carried.

It was moved by Tait Hopkins seconded by Jim Wyrobeck that $300 be allocated the District III Golf Tournament for prizes. Carried.

It was moved by Ron Damiani seconded by Bud Davis that Bob Murray continue as membership chair. Carried.

It was moved by Bob Galbraith that the cost of registration and accommodation for the International Rep. at the District III Annual Convention be paid by District III when finances allow. The motion was discussed. Larry Braun stated that International paid for travel, meals and lodging to and from visitations. A seconder on the motion was asked for, no seconder came forward – the motion failed. It was then moved by Bob Copeland second by Jim Wyrobeck that the subject on the cost of the international Rep be tabled to the Interim Convention.

Wayne Kozar stated that the International dues increase would be brought forward at the International Interim Convention as a permanent increase. It was moved by Don Farmer seconded by Bud Davis that Don Baxter be allowed to make a yes or no vote on the subject of dues increase. Carried.

November 3, 2001– Annual Convention

Nominating Committee Chairman Wayne Kozar nominated Mike Read as new Secretary-Treasurer. Unanimous approval followed.

Don Heath gave a 2002 convention report. The convention will be held in Buffalo at the Four Points Sheraton Hotel-September 19-22. HOLLYWOOD REVIEW 2002.

After considerable debate, it was decided to insure host convention Clubs from potential financial ruin for canceled conventions, due to extraordinary events. The District would reimburse the Club for its loss. No details were decided on. Don Heath proposed this resolution, with reference made to the events of September 11th.

March 23, 2002 – Interim Convention

Motion from Brian Smith. Be it resolved that any monies to be paid by District to a Club hosting an Annual Convention shall be decided on an annual basis taking all circumstances into account, including the financial requirements of the Club and the availability of the District funds. Any District funds given shall be prepaid out of profits of the Annual Convention, if any. Seconded by Wayne Kozar. Discussion on motion – Roger Jeffries – St. Catharines did make a profit on the Annual Convention and intend to repay the advance from District. Mike McNally – Buffalo Club has negotiated with hotel and requirement for guarantee has been removed from contract. Motion carried.

Motion: District to sponsor golf tournament with $300. Passed

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Motion: by Peter Brady seconded by Dana Davidson: Peterborough and Scarborough will jointly host the Interim Convention meeting for 2003 at a Toronto location to be determined. Carried.


Motion – Tom Lennox – “Gerald Kelly to become District Governor, Philip Dougherty to become 1st Lt. Governor, Aulis Laine to become 2nd Lt. Governor, Ab Nightingale to become Immediate Past District Governor” – seconded Tait Hopkins – carried.

Gerry Kelly introduced Roger Brandt as new District Secretary Treasurer

District Interim event will be hosted by Scarborough April 12, 2003

District annual meeting will be hosted by Rochester October 31, 2003


During the evening of April 1, 2005 a group of Club Presidents and Vice-Presidents met to discuss the formation of a Presidents’ Council. After considerable discussion it was agreed to support and pursue the concept on a semi-annual basis for two years commencing with the 2005 Convention. The host Club of the Convention /Interim Meeting will chair the Council Meeting. By this time the organization of the Council should be organized. The attached motion titled “The Presidents’ Council was presented by Robert Baines (Toronto) and seconded by Tim Miskolczi at the Interim Meeting. Motion passed.

The District Membership / Executive Group on April 1 discussed several topics with Protocol being one of them. Mike McNally and Dana Davidson are to look into matters pertaining to protocol and report. Motion seconded and carried.

Mike Read was nominated for 1st Lt. Governor - seconded and elected unanimously.

Dick Parnell was nominated for 2nd Lt. Governor - seconded and elected unanimously.

Aulis Laine to be transferred to Past District Governor at the Fall Convention was moved, seconded and carried.

Ross Clarkson to be moved to Governor at the Fall Convention was moved, seconded and carried.

Scott Clarkson to be appointed District Secretary-Treasurer

Brian Smith presented a Discussion Paper Relating to Creation of the Small Club Fund. The Constitution will be amended to create this Fund. Mike Read moved to amend the proposed wording “senior governor” to “second past governor” and to accept the rest of “Article 13” as written as circulated. Motion seconded and carried.

District III Expense Policy

The acceptance of the Expense Policy was moved by Wayne Kozar, seconded and carried.

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Proposed 2006 Convention (St. Catharines) to be held at White Oaks in Niagara on the Lake. Ross Clarkson gave a description of the organization and financing of the convention. A request for the usual donations was made. It was moved that the convention be run as described, seconded and carried unanimously.

Proposed 2007 Convention (St. Catharines) Ross Clarkson, the Convention Co-Chair, gave a progress report on the preparations. It was moved that the convention be run as described, seconded and carried unanimously.

The proposed 2008 Convention is to be hosted by Peterborough. It was moved that the convention be run as described, seconded and carried unanimously.


The following amendments to the Gyro District III Constitution and Bylaws were proposed by Brian Smith (St. Catharines):

BE IT RESOLVED THAT:

1. There shall be added to Article VI – Duties of Officers, the following:

Governor: To establish and maintain a District III Website. The Governor may delegate this duty to a Gyro approved by the Executive Council.

Secretary-Treasurer: - Ensure that all District III constitutional amendments and resolutions passed during his tenure be properly and chronologically documented in the records and minutes of the District III business meetings.

- Maintain a separate book containing District III’s original constitution, its amendments and resolutions and pass along an up-to-date record to the incoming Secretary Treasurer.

2. Article IX, Paragraph 1 - Finances, shall be amended from:

“The annual District fees shall be $10.00 per capita, payable by the Clubs on or before April 1st in each year.”

to

“The annual District fees shall be determined by a resolution confirmed by 60% of the votes represented at a meeting of the Legislative Council.”

3. Article VII, Paragraph 2 – District Executive Council, shall be amended from:

“With the consent of a majority of all the members, the meeting may be conducted by mail, telephone or telegraph.”

to

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“With the consent of a majority of all the members, the meeting may be conducted by mail, telephone, email or facsimile.”

4. Article V, Paragraph 2 – Election of Officers, shall be amended from:

“The chairman shall be entitled to vote, shall appoint alternate members to the Committee when required, and may conduct the meeting by mail, telephone or telegraph ballot”

to

“The Chairman shall be entitled to vote, shall appoint alternate members to the Committee when required, and may conduct the meeting by mail, telephone, email, or facsimile ballot”

Moved by Bruce Soden (Syracuse). Seconded by Gerry Kelly (Buffalo). Motion carried.

Ab Nightingale (Toronto) moved that Roman Numerals should be used in all cases to denote District III. Motion carried unanimously.

Buffalo Bills Football September 24, 2006: Gerry Kelly (Buffalo) proposed and Bruce Sedon (Syracuse) moved that District III provide the seed money of $2700 for this event and that District III be refunded out of the proceeds as the tickets are sold. Jack Cavagnaro (Buffalo) seconded the motion. Motion carried.

Mike Read (Toronto) motioned that approval of a $5 per annum per person increase in District III dues, starting in the 2006 / 2007 year be taken back to the clubs for discussion and approval, and further that pending such approval the increase gain final approval at the 2006 Convention. Seconded by Mike McNally (Buffalo). Motion carried.

Nominating Committee:

o PDG Aulis Laine (London) motioned for staying of the presentation of 2nd Lt. Governor candidate until the fall Convention. Seconded by Wayne Kozar (Port Colborne). Motion carried.

o Tom Lennox (Rochester) motioned the succession of the District Executive occur at the fall Convention. Seconded by Aulis Laine (London). Motion carried.

June 22, 2015 – Annual Convention

Motion: by Gerry Kelly seconded by Mike McNally to revise Article XIII Small Club Fund to better reflect its proper use. Carried.

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SECTION D – SPECIAL PROCEDURES & POLICIES

DUTIES OF THE GOVERNORS

He shall, as defined by Chapter 2, of the By-Laws of Gyro International, administer the power and authority granted to the District.

He shall, as defined by Chapter 4, of the By-Laws of Gyro International, serve as a member of the Board of Governors.

DUTIES AND RESPONSIBILITIES

1. The Governor shall, after his Installation, complete the District Officers Form (page 1, this section) and forward to the appropriate people. He shall also insure that he has current up-to-date lists of Officers from all Clubs in his District and Gyro International.

2. Represents the District on the International board of Governors, and must attend the Board of Governors meetings at least twice each year.

3. Chairs all District meetings including annual and interim conventions, as well as District meetings of the advisory committee and/or executive committee.

4. Enforces the Constitution, By-Laws and Resolutions of both International and District.

5. Appoints, advises and instructs the District Secretary-Treasurer in his duties.

6. Appoints and advises District Standing Committees.

7. Formally reports to the District and International Conventions.

8. Transmits to the International Secretary-Treasurer, at or prior to each session of an International Convention, a statement certifying the standing of all Clubs in the District.

9. Causes the District Bulletin to be published.

10. Chief ceremonial officer of the District.

11. As Chief executive/administrative officer of the District, he must provide executive leadership throughout the District.

12. The District Governor should be familiar with the proper Protocol to be followed at Gyro functions (se Protocol to be followed at Gyro functions, Section B).

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SECTION DSECTION DSPECIAL PROCEDURES AND POLICIESSPECIAL PROCEDURES AND POLICIES


ADMINISTRATIVE RESPONSIBILITIES

The administrative responsibilities of the Governor’s office are not nearly as visible as the ceremonial responsibilities, however they are far more important.

In some Districts, due to their size, the Governor is assisted in his duties by a 1 st and in some cases a 2nd Lt. Governor. It shall be the duty of the 1st Lt. Governor, in the absence of the Governor, to in every way act on his behalf. Likewise, if both the Governor and the 1st Lt. Governor are not present, the 2nd Lt. Governor will perform the Governor’s duties.

The Governor and the 1st Lt. Governor shall each attempt to visit each Club within the District at least once during their two year term in office. If the District has a 2nd Lt. Governor, then each will visit each Club at least once during their three year term in office. In any case, each Club shall receive an official visitation annually.

The Governor should have a basic knowledge of each of the Clubs in his District and should get to know the executive of each Club during his term in office.

The 1st Lt. Governor, or 2nd Lt. Governor, if there is one, should be the Chairman of the Club’s Bulletin Judging committee. He should choose two members from the District to be on the committee and announce who they are ASAP so that Club bulletins may be sent to them.

All the Current Governors should read all Club Bulletins to keep abreast of what is going on in the District.

All the Current Governors should have copies of the International and their District’s constitution/bylaws and be familiar with them.

The 1st Lt. Governor should decide on and appoint a Secretary-Treasurer for next year when he is Governor and keep him informed of what is going on in the District. He should have his appointee travel with him to visit as many Clubs as possible. The appointee should definitely attend the District Interim Meeting and Convention with the 1st Lt. Governor prior to him becoming Governor.

The Gyro organization does not give the District Officers the right to interfere in Club affairs. However, offers of cooperation and assistance are appreciated.

The Governor will be aided immensely in his duties if he has access to a secretary, word processing equipment, a photocopier and a fax machine.

IMPORTANT ADMINISTRATIVE FUNCTIONS

Communications

One of the most important functions the Governor must do is to communicate with his Executive and they with him. All his correspondence should be copied to the other members of his Executive and theirs to him. All District Officers should know what each other are doing.

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The Governor should provide at least four District bulletins for circulation throughout the District, to other District Governors and to the International Office. This keeps everyone aware of important dates and events, significant happenings within the District and allows the Governor to express his own views.

Six to eight weeks before a Club Installation, the Governor who is doing the Installation, should send a letter to the Club President, along with a “Pre-Visitation Form”, confirming that he will be doing the installation and request the opportunity to meet the incoming executive prior to the installation. The purpose of the meeting is to discuss the objectives of International and the District and to obtain and provide information regarding the District and Club relations, problems, membership, etc.

After the installation, the Installing Officer should send a letter congratulating the new Club President and thanking him for the Club’s hospitality. He should also complete the “Visitation Form” on the Club and send it to International headquarters ASAP.

If the Governor did not do the installation he also should congratulate the new Club President, in writing, informing him of his responsibilities to the District and including a copy of the District By-Laws.

The Governor should write thank you letters to all International representatives that attend District functions.

The Governor should provide written reports for presentation to the board of Governors at International conventions and Interim meetings.

The Governor should solicit proxies for the International convention as well as proxies for the District Interim and Convention Business Meetings.

The Governor should maintain a current list of each Club’s Executive, and a schedule of significant District events. This should be updated regularly and circulated to the District Officers and Club Presidents as often as necessary.

Meetings

The Governor will chair District meetings including the Convention and Interim meetings as well as any District Executive Council meetings. Effective meetings start with an agenda which is circulated in advance and end with minutes which concisely summarize the business of the meeting.

Upon being elected governor, he should have a meeting with his new executive, during the Convention, outlining his goals and objectives while Governor. These should be clearly understood by the other Officers and all should know their duties and what is expected of them. It is suggested that at this meeting the outgoing Governor and his Secretary-Treasurer pass on all pertinent information to the new executive.

Know the basic rules of order and procedure which should be in you By-Laws. Also have a copy of Robert’s Rules if you get stuck.

All of the Current District Governors must attend the District Interim meeting and the District Convention.

The Governor should organize the prepare delegate’s information packages for both Interim and Convention Meetings.

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The Governor should organize the District Interim Meeting, both the business meeting and the social activities. His wife should host the ladies luncheon.

The Governor should co-ordinate all Club visitations.

The governor should ensure that all awards and trophies are available for presentation at the District Interim Meeting and Convention.

Finances

The Governor and his Secretary-Treasurer are responsible for developing and living within an annual budget. They should carefully consider the budget in terms of the maximum benefit to the District and the member Clubs. The incoming Governor should present for approval a tentative budget for his upcoming year, at the Convention business Meeting.

Ceremonial Responsibilities

The ceremonial function tends to be the “fun” part of the job and is certainly the part you will be known and noticed for by most Gyros.

The Governor is the number one man and his wife a very important consort. You will obtain greater coverage at functions if you and your wife split, she going one way and you another, but both representing the Governor’s Office.

Remembering names is an important attribute. Name tags are necessary and should be worn at all Gyro functions. Do not be embarrassed to have to glance at them. You cannot be expected to remember all names, all the time. It will help to have your Gyroscope directory with you s well as Club rosters if they are available.

You will be required to do some public speaking. Preparation is important, as is the development of a delivery style which represents you. Some important public speaking tips are the following:

1. Check the time allotted to you with the master of ceremonies. Respect your audience and him.

2. Speak into the microphone and maintain eye contact with you audience. You might find it more effective to use a hand-held microphone to accomplish this.

3. Be to the point and on the topic in your remarks.

4. Humour helps. Anecdotes, vignettes and a lighthearted approach will be effective. If you not good at telling jokes, DON’T.

5. Recognize people in the audience where appropriate, using names as much as possible. Use analogies and report on your own experiences. Both of these will personalize your message.

6. Watch out for alcohol. No one respects a speaker who doesn’t respect himself.

7. Treat the Fraternity and your audience with dignity and respect.

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8. When speaking of the Fraternity, have a basic knowledge of its history and philosophy.

9. When speaking to a Club, learn a bit of its history. In particular, its charter date, charter members in attendance, Past Governors or International Presidents, etc. or any significant contributions to Gyro.

10. Note your key topics in point form to avoid forgetting important matters. A small card, etc, held in one hand will be a real asset. If you plan to read your prepared speech, make sure you have eye contact with your audience quite often.

11. During formal proceedings such as installations, remember the Officers’ names and their positions. Remember the charge you are giving to the individual. Recite it clearly and slowly, make it significant. This is an occasion the individual should be proud of and hopefully will always remember.

ACHIEVEMENT AWARDS

Gyro International offers several awards to recognize special achievement by an individual Gyro, or group of Gyros, who have, by his or their extraordinary efforts, brought honour, recognition, special leadership or increased membership, for the good of the order and the benefit of this organization. These awards are outlined in detail under “Section D, International” of this manual.

If a member of your District should qualify for one of these awards, it is suggested that you obtain the appropriate application form, from Gyro Headquarters and upon having the form completed, forwarding it to Gyro International.

Service to Gyro and to fellow gyro members needs to be recognized. The use of awards is most beneficial to that end. It certainly is not recommended that the board of Governors and the Executive Council be flooded with nominations. However it is very important to the life of Gyro and strong membership that exceptional service by a Gyro or group of Gyros be recognized.

DUTIES OF THE DISTRICT SECRETARY-TREASURER

The office of Secretary-Treasurer is filled by a Gyro selected by the District Governor and is usually a member of the Governor’s own Club. This is done for convenience but need not be the rule.

In some Districts, the Secretary-Treasurer has served for several consecutive years.

The Secretary-Treasurer is installed into Office along with the other District Officers.

Duties as Secretary

Record and distribute to all District Officers and Club Presidents minutes of all District Meetings.

Maintain a file of all past minutes which, in turn, he shall deliver to his successor.

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Maintain the District’s Constitution and By-Laws and make copies available to all Clubs within the District. Also provide any revision to the International Secretary-Treasurer.

Maintain membership rosters for each Club within the District.

Assist the District Governor in the preparation and distribution of the District’s newsletter.

Duties as Treasurer

Be responsible for keeping all financial records and the safekeeping of the District’s treasury.

Transfer the District’s treasury and all financial records pertaining to it to his successor.

Invoice and collect all District membership dues.

Make payments for all authorized expenditures in a timely manner.

Provide a written report of all financial transactions made at all official District meetings.

Assist the incoming Governor in the preparation of his annual budget.

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SECTION E - Protocol To Be Followed At Gyro Functions

GENERAL

As there are strict rules governing the flying of national flags, singing anthems and making toasts, the following are the guidelines set out by Gyro International that we in the fraternity should abide by.

Flags

1. The national flag of the country we are in at the time has a place of dominance or precedence.

2. When TWO FLAGS are displayed, it is placed on the RIGHT of a reviewing stand, building, head table, cenotaph, monument, spar, etc.

3. The front of a building or head table must be defined before we know which is the right and which is the left. This is usually obvious in the case of a building. In the case of a head table, it looks to the FRONT; therefore the dominant flag is on the RIGHT of those sitting at the head table, even if the flags are behind them. Obviously, it follows that the dominant flag is to the LEFT of those FACING the head table, reviewing stand, building, cenotaph, monument, spar, etc.

4. If there are THREE flags displayed, the dominant flag is in the CENTRE of the display.

Anthems

1. Although it is felt by some that it is polite to sing the visiting country's anthem first, it is improper.

2. Proper Protocol dictates that all official functions begin with the singing of the HOST COUNTRY'S ANTHEM. If citizens of both countries are present (Canada and the United States), the VISITING country's anthem may be sung after. If no one is present from the other country, only the HOST'S anthem is required to be sung.

3. The HOST country's anthem may also be sung or played at the end of functions if required.

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SECTION ESECTION EProtocol To Be FollowedProtocol To Be Followed

At Gyro FunctionsAt Gyro Functions


Toasts

1. Regarding Toasts, they should be given by senior persons in the organization if there are no government representatives in attendance. In order of seniority this would be:

a. the senior reigning International Officer in attendance

b. the senior Past International President

c. the senior reigning District Officer

d. the senior Past District Governor.

2. In Canada, the protocol in the LOYAL TOAST (Toast to Her Majesty The Queen) is the following procedure:

a. The host rises and asks for the gathering's attention so they may join in a toast to the Queen. Once guests have risen, the host raises his/her glass and simply says: "THE QUEEN" without any other words or music. The guests respond by repeating "THE QUEEN" and drink the toast.

b. After the toast to the Queen, the person proposing the toast to the American President asks the guests to join in a toast to the President of The United States of America. The host raises his/her glass and simply says "THE PRESIDENT". The guests respond by repeating "THE PRESIDENT" and drink the toast.

3. In the United States the procedure is reversed. The toast to the President first and then the toast to the Queen.

4. A toast to the Office of the President of the United States is NOT CORRECT.

5. Any beverage may be used for a toast, except cocktails. Wine or water is preferred.

6. If there is no one present from another country, only a toast to your own Head of State is necessary.

Some Protocol Trivia

1. Note that the host country is first in both Anthems and Toasts.

2. There are a few older British members in Canada who think it absolutely proper to say "God Bless Her"! after the toast. Research shows that this was the protocol of the day during Queen Victoria's reign! However, this is no longer an acceptable procedure!

3. Foreign officers always drank gin and tonic for their toasts.

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TYPICAL PROTOCOL, TRADITION AND PROCEDURES

For the Awards Luncheon (Times for each Activity may vary to suit the Host Club’s Plans)

The Awards Luncheon is normally held at noon on the Saturday following the District Business meeting. The program for this luncheon usually includes the following:

1. The lunch usually runs between 12:15 PM and 2:15 PM.

2. There is no formal seating plan.

3. The dress is casual but many men still wear jackets and ties.

4. If Clubs are presenting skits, this is when they get their chance to show their stuff.

5. Clubs often have special entertainment such as singers, dancers, pipers, guest speaker etc.

6. We don’t usually have a head table but there is no problem if the Governor would like to have one. If there is a head table it is usually limited to the Governor, the MC, the Host Club Convention Chair and one other couple such as a guest speaker or a VIP of choice. However, this is not cast in stone and the Governor may, within certain limits, set it up as he pleases.

7. This is the time we usually present all but the top Gyro awards which are presented at the Governor’s Ball. The Awards are presented by the District Governor and include:

Best Bulletin

Award of Merit

Best Skit

Man mile award (this award may cease to exist)

Winners of any Golf Awards (If golf is included in the program)

8. This is a fun lunch with many jokes being told, items auctioned off, 50/50 Draws etc.

9. The Governor also takes this opportunity to thank his Secretary-Treasurer and present him with his Secretary-Treasurer pin.

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For the Governor’s Ball (Times for each Activity may vary to suit the Host Club’s Plans)

The Governor’s Ball is the big social event of the convention and usually starts at 6:30 PM on the Saturday. The dress for this Ball is black tie for the men and semi-formal dresses for the ladies. The program is usually as follows:

1. No Later than 4:30 PM

a. Stand up lectern & mike by side table & at end of head table, mobile

b. On Tables:

Table numbers

Centrepieces

2. 5:30 PM or so

a. Cash Bar opens (Drinks $ x.xx)

b. Have list of where people sit and tell them as they come in.

c. Minimum of one host club Gyro & spouse at each table. Highlight name.

This is to encourage members to get to know Gyros from other Clubs. By sitting with your own club members, one loses a lot of the spirit of Gyro and your visitors go away disappointed that they did not meet new people.

3. 6:20 PM - Bar closes

4. 6:30 PM BANQUET

a. Head table piped in by “name of piper”

(“Host Club Gyro” to assemble line-up Usually the MC)

b. Thank the Piper, pay the Piper

(Cash only –no cheques - and give him his wee dram of Scotch

(Host Club Gyro usually the MC)

c. Call to Order & Announcements

– Host Club President

d. National anthems

O Canada - “Determine who?”

Star Spangled Banner - “Determine who?”

e. Invocation - “Determine who?”

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f. Toasts

To the Queen - “Determine who?”

(See page 1 for how to select the proper person and sit him near the front – preferably a Canadian)

To the President - “Determine who?”

(See page 1 for how to select the proper person and sit him near the front – preferably an American)

To the Gyrettes - Gyro who is good with words

Response by Gyrettes - Gyrette who is good with words

g. Moment of Silence for Gyros Past – MC

h. Welcome – MC

i. Dinner

j. Introduce Head Table – MC

k. Special introductions (full names men & ladies) – MC

Any Current International Officers not at the head table

Past International Presidents & wives

Past District Governors & wives

l. International Representative introduced – MC

m. Greetings from International – International Rep

n. Installation of District Officers – International Rep

Past Governor

Governor

1st Lt. Governor

2nd Lt. Governor

Secretary –Treasurer

o. Outgoing Governor’s Remarks followed by:

Presentation of Past Governors Pin by Incoming Governor

p. Incoming Governor’s Remarks followed by:

Presentation to Outgoing Governor and wife by Incoming Governor and wife

Presentation of special awards such as

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Warren Schram Award

Ed Steinbacher Award

Honour Key

Gyro of the Year

Other Special Awards

q. Farewell and closing announcements – MC

1. 9:30 PM DANCE OR EVENING ENTERTAINMENT IN BALL ROOM.

2. 9:30 PM to 12:00 PM - Cash Bar Open in Ball Room

3. 10:30 PM - Hospitality Room Opens

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Typical Seating for the Governor’s Ball

Head Table

MC and wife

Governor and wife

1st Lt. Governor and wife

International Representative and wife

2nd Lt. Governor and wife

3rd Lt. Governor and wife

Incoming 3rd Lt. Governor and wife

The order of seating may change depending on the location of the podium.

The MC should be seated the closest to the podium.

Past International Presidents & Wives

Separate table close to Head Table.

Past District Governors & Wives

No Special Table but know who they are and where they are

So they can be properly introduced as discussed above

Special Side table

(Close to Head Table)

Convention Chairman and wife

Host Club President and wife

Host Club Gyrette President and Husband

Immediate Past District Governor

Visiting Governors

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Some Miscellaneous Protocol And Procedural Requirements

Meetings

1. Ensure the national flags are in place before the meeting begins. These can be either pole mounted flags set up behind the head table or small flags set on each end of the head table.

2. Ensure the Host Club and District Banners are prominently displayed on the podium or on the wall behind the podium.

3. The Chair must acknowledge the presence of any:

a. International Representatives

b. PIP’s

c. PDG’s

d. Special guests (who may be in the audience or at the head table).

4. Ensure there are sufficient chairs to seat everyone coming to the meeting.

5. Open the room at least 15 minutes before the scheduled meeting time. (30 minutes better)

General

1. Ensure you have arranged for location and facilities for the PDG breakfast.

2. Ensure you have arranged with the Governor for location and facilities for Governor’s cocktail party. The Governor and First Lady host a Cocktail Party at District lll Conventions for all past and present Governors and is to be held from 5 to 6 PM on the Saturday prior to the Governor’s Ball.

3. Ensure you have arranged with the Governor for location and facilities for Governor’s transition meeting with incoming executive.

4. Ensure you have arranged for location and facilities for the traditional Sunday Morning Moosemilk Breakfast. This is the final meeting place for the departing Gyros and Gyrettes before they hit the road. This usually consists of a full breakfast with bacon and eggs etc. You want to have them leave satisfied so they don’t need to stop somewhere else shortly after for a good breakfast. Most of them like to linger over their coffee for a while to visit and prepare for the long road ahead. The host club must have as many Gyros and Gyrettes as possible attend to greet and then bid farewell to all.

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TYPICAL BUSINESS MEETING AGENDA

Invocation..............................................................................Secretary Treasurer

Tribute to Departed Gyros.....................................................Governor

Welcome / Opening Remarks...............................................Governor

Greetings from International..................................................International Rep

Credentials and Roll Call of Clubs........................................Secretary Treasurer

Committees and Rules...........................................................Immediate Past Governor

Minutes of Interim Meeting March 23, 2002.........................Secretary Treasurer

Minutes of Past Governors Meeting......................................Immediate Past Governor

Business Arising from Club Reports.....................................Secretary Treasurer

Business Arising from 2nd. Lt. Governors Report................2nd Lt. Governor

Business Arising from 1st Lt. Governor's Report..................1st Lt. Governor

Business arising from Governor's Report..............................Governor

Business Arising from Immediate Past Governors Report....Immediate Past Governor

Business Arising out of Secretary Treasurer's Report...........Secretary Treasurer

International Report...............................................................International Rep

Nominating Committee..........................................................Immediate Past Governor

Historian.................................................................................District Historian

Old Business..........................................................................Governor

New Business.........................................................................Governor

Membership...........................................................................Governor

District Events........................................................................Governor

Future Conventions................................................................Governor

Resolutions.........................................................................Select someone well in advance

For the Good of Gyro.............................................................Governor

Adjournment..........................................................................Governor

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GOVERNOR’S COCKTAIL PARTY

1. The Governor is responsible for the Governor's cocktail party on Saturday evening.

2. Don't forget the written invitations. Invite all Past District Governors, Current District Officers, Past International Presidents, the Incoming 3rd Lt. Governor and the President of the host club.

3. This is a mixed event.

4. Runs between 5:00 PM and 6:00 PM. Don’t be any longer since it is important to get down to the Governor’s Ball by 6:15 latest to visit with others and to get ready for the march into the dining room.

5. Arrange with the Host Club for a special room or suite for this activity if you are not going to use your own room.

6. The Governor and his Gyrette must arrange and pay for all food, drinks and related accessories.

Prepared by A. J. Nightingale

Past International President Gyro International and PDG District III

April 1, 2016

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Documents

This is a web page - district3.gyro.ws file · Web viewDistrict III Gyro International Constitution and By-laws. June 22, 2015 Edition. Page 22 of 36