kentuky ohio west virginia distrit pilot international

KENTUCKY-OHIO-WEST VIRGINIA DISTRICT

PILOT INTERNATIONAL

Policies & Procedures Manual

June, 2016

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Development

Official Meetings

Club Officer Training

Strategic Planning

Finances

Budgets

Chart of District Accounts

Meeting Revenue and Expenses

Meeting Site and Contract Guidelines

Membership

Nominees for District Office

District Publications

District Awards

District Records

District Physical Assets

Duties of the Governor

Duties of the Governor-Elect

Duties of the District Secretary

District Secretarial Policies

Duties of the District Treasurer

Duties of District Chaplain

Duties of District Coordinators

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LEGEND:

PI (Pilot International)

PIFF (Pilot International Founders’ Fund)

ECR (Executive Committee Representative)

District (Kentucky-Ohio-West Virginia District)

DAC (District Administrative Council)

CONTENTS

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DEVELOPMENT

The DAC shall develop and use written policies in order to provide specific direction for the successful and

efficient functioning of the District and to serve as a source of information and guidance for Kentucky, Ohio,

and West Virginia Pilots. As changes in organizational needs, conditions, purposes, and objectives occur, poli-

cy revisions, deletions, and additions will be recommended and/or made.

Revisions

The DAC will be responsible for the policies and their annual review, and will develop and coordinate any

revisions or new policies.

Access

Necessary updates to the District Policies & Procedures Manual will be provided to the incoming president of

each Club by the end of the Pilot year. Any Pilot may purchase the manual for a nominal fee.

OFFICIAL MEETINGS

District Meetings

Hosting Responsibilities

The DAC shall schedule future District Conventions and Fall Workshops at District Convention or by contact

with individual clubs; If a meeting is held, a representative from the Fall Workshop host Club shall come

prepared with tentative dates and location.

If two or more Clubs work together to host a Convention or Fall Workshop, one Club will assume responsibil-

ity for being the Host Club.

Fall Workshop

This shall be a District-wide, one-day meeting held annually on a weekend during September or October.

The host schedule for 2016-2019 is:

2016—Greater Kanawha Valley

2017—Greater Toledo

2018—Greater Stark County

2019—Cambridge

District Convention

This shall be a District-wide meeting held annually during a weekend (Friday through Sunday) in April or the

first weekend in May. The date of this meeting may be changed at the discretion of the DAC; however, it

must be held no later than 45 days prior to PI Convention.

The host schedule for 2017-2018 is:

2017—St. Albans and Charleston

2018—Springfield

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DAC Meetings

Official meetings of the DAC will be called and scheduled by the Governor. Meeting times as shown may be

changed at the discretion of the Governor and the DAC.

Initial Meeting

Incoming DAC with ECR

At a time convenient for all participants during the District Convention at which the DAC is elected.

Planning Meeting at PI Convention

Workshop Prep/Mid-Year Meeting (combined)

Mid-Year/Convention On-Site Meeting (combined)

District Convention Meeting

Friday afternoon, prior to District Convention

CLUB OFFICER TRAINING

The DAC is responsible for providing Club Officer Training at the District Convention or at Fall Council.

The DAC will meet with incoming Club Presidents and Presidents-Elect at the District Convention. This

meeting will be conducted at the direction of PI.

STRATEGIC PLANNING

The DAC will develop and review a Strategic Plan for meeting its responsibilities, and will assist the District in

developing such a plan for District matters. The DAC is responsible for reviewing and updating this plan on a

regular basis.

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FINANCES

Incorporation Fee Information

A copy of the incorporation forms will be maintained by the District Secretary as electronic files. Information

regarding incorporation is available in the District Treasurer’s Manual.

Federal

KY-OH-WV District, PI, #31-1019305

State

The required forms will be maintained in the Treasurer’s files with a copy to the Governor.

Kentucky: $5/year, due June 30. Contact: Sue Trautwein, Pilot Club of Owensboro

Ohio: $25/every 5 years, due June 30. Contact: Jackie Barley, Pilot Club of Akron

West Virginia: $25/year, due June 30. Contact: Sandy Hoff, Pilot Club of Jackson County

IRS Form #990Postcard will be filed online (November) following the end of the Fiscal year. Anchor District

activities will be included. Clubs in the District will also file this form if: 1) Their gross receipts are over

$25,000; or, 2) they currently receive Form #990E from the IRS.

Liability Bond Information

Each Pilot District is required to bond each District Officer who has signatory authority within the District.

District Audit Information

An internal Audit Committee will be appointed by the Governor each year, per PI guidelines, for the purpose

of auditing District financial records for compliance with PI Bylaws, District Standing Rules, and other District

operational policies. The report of this committee is to be completed by August 31.

Members of this committee may all be from the same Club; however, they may not be from a DAC

PI Bylaws

Current District Standing Rules

Current District Budget

Treasurer’s Quarterly and Year-End Reports

Monthly Ledger

Bank Statements

Copies of Cancelled Checks

Approved Expense Vouchers with Receipts

Bank Deposit Receipts (identified)

Expenses

All expense vouchers, with supporting documentation, must be signed by the Governor or Governor-Elect

and submitted to the District Treasurer within thirty (30) days of incurring the expense. Exceptions to this pol-

icy will be at the discretion of the Governor and the District Treasurer. The District Treasurer will pay all

vouchers within fifteen (15) days of submission. Any disputed reimbursement request will be reviewed and

decided upon by the DAC.

Travel

Travel for the DAC will be in accordance with established PI guidelines. Whenever it is feasible, DAC

members will travel together.

Hotel Accommodations

The District Budget provides for rooms to be used by DAC members during District and PI Conventions. If a

DAC member chooses not to stay in the room provided, the District will pay only one-half of the room charge.

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Postage and Telephone Calls

Postage and expenses for telephone calls are line items in the annual approved District Budget. The

Governor, Governor-Elect, Secretary, and Treasurer have defined expenses that must be met. The postage

and telephone allocation will be reviewed each year.

Visits to Assist Clubs

Expense vouchers for Visits to Assist Clubs will be submitted to PI within thirty (30) days of making the visit.

Expenses will be reimbursed subject to current PI guidelines and limitations. Reports of Visits to Assist Clubs

must be submitted to the Governor and the ECR within the same thirty (30) day period.

BUDGETS The District Budget for the upcoming Pilot Year will be prepared by the DAC and submitted for approval to

the membership at District Convention. It will include District Operating, Fall Workshop, District Convention,

and website expenses.

CHART OF DISTRICT ACCOUNTS

Balance Sheet Accounts

I: Assets

a. Cash: Cash held in commercial bank checking and/or money market account

II: Liabilities

a. Reserve Future PI Presidents Account: variable amount to increase annually. Money to be held for ex-

penses incurred upon election of a District member to PI Presidency.

Operating Budget Revenue and Expenses

I: Revenue

a. Dues: Annual dues paid by current and new Club members, KY-OH-WV District Members

b. Interest income: Interest earned on checking account, money market account, and CDs

c. Other: Income generated from sources other than the above (fundraisers, donations, etc.)

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II: Expenses

A. PI Convention Governor’s expenses reimbursed by PI)

DAC (Governor-Elect, Secretary, Treasurer)

Registration

Travel

Accommodations and tips for Governor-Elect only

PIFF Representative: Registration

B. Mid-Year/Planning DAC Meetings

DAC

Travel

Accommodations

Meals (on an ad hoc basis, receipts required)

Website expenses

C. District Convention

DAC Officers

Registration

Travel

Accommodations

Meals not included in registration (on an ad hoc basis, receipts required)

ECR

Registration

Accommodations

Meals

PIFF Representative

Registration

D. Miscellaneous

District Chaplaincy: sympathy cards/notes and postage for mailing same

Corporate Filing Fee: annual/periodic incorporation fees paid to Kentucky, Ohio, and West Virginia as

required. (See Finances section.)

ECR Honorarium: up to maximum provided for in approved District Budget (to be presented at Dis-

trict Convention)

Growth Team: printing, postage, and other miscellaneous expenses

Past Governor’s brooch: As shown on PI website (to be presented at District Convention)

Postage/telephone expenses: actual expenses (receipts required)

Printing/Supplies: actual expenses for copying, labels, etc. (receipts required)

Auditing Expenses: actual expenses for postage, telephoning, etc. (receipts required)

Travel for Governor or designee to new Club charter presentations

Unanticipated necessary expenses

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MEETING REVENUE AND EXPENSES

(Fall Workshop and District Convention)

Revenue

Registrations

Late registration fees

Extra meal tickets

Raffles and other DAC-approved fundraisers

Expenses

(For District Convention, incoming/outgoing Governors will share planning and budgeted funds for audio-

visual, speakers, entertainment, decorations, etc. District funds will not be used for “personalized” items.)

A. Meals and other food: actual expenses, including tax and gratuities

B. Overhead

Registration supplies: folders and envelopes, name badges, ribbons, labels

Printing/photocopying: program, scripts/W4W, certificates, and other necessary items

Postage/telephone reimbursement: to Convention Chairs for mailing of registration packets and

conduction of convention business

Audio/visuals: microphones, overhead projectors, televisions, etc.

Speakers/entertainment: professional fees

Gifts, awards, and other tokens of appreciation

Paid registrations (See Finance section.)

Inspirational service: program printing, flowers, music, etc.

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DISTRICT MEETING SITE AND CONTRACT GUIDELINES

Basic guidelines for determining site locations and executing hotel contracts for District Convention may be

found in the District Convention Manual available on the PI website. Clubs hosting District Convention are

required to include all of the listed items in contract negotiations with prospective hotel/meeting venues.

Any deviations or omissions must be reported to the DAC when presenting the site for approval.

PAST OFFICERS’ BREAKFAST A separate breakfast shall be held on Saturday for only current and Past District Officers at the expense of

the attendees. Governor chooses Host and provides up-to-date list of invitees names/addresses for mailing

and responses. Host plans agenda. Invitees will be notified of time, place, cost, etc. prior to Convention.

CONVENTION REGISTRATION NOTICE

The following will appear on all registration forms for District Meetings:

Registration fee refunds will be considered by the DAC in cases of illness or other unavoidable

circumstances. Request giving reason(s) must be sent in writing to the District Treasurer. An

administration fee of $15 will be charged on registration cancellations after the cut-off date.

ABSENCE FROM CONVENTION

The DAC will review all requests from Clubs for absence from District Convention. Requesting Club must

provide written notification to Governor of desire to be absent at least 15 days prior to the involved

Convention. Granting of excused absence will be solely at the discretion of the DAC, who will consider:

Financial hardship

Membership number

Availability of members to attend

Record of attendance at prior Conventions (District and PI)

Extenuating circumstances

Absent Clubs will be billed one full registration fee Payment of this fee will be required unless: 1) undue fi-

nancial hardship exists, or, 2) Club is less than one-year-old.

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REQUIREMENTS FOR MEMBERSHIP/TYPES OF MEMBERSHIP

Membership in Pilot Clubs in the KY-OH-WV District will be in accordance with Pilot International policies.

NOMINEES FOR DISTRICT OFFICE All nominees for District Office will be formally introduced at District Convention.

Each nominee must have served as President of a Pilot Club.

Each nominee will prepare a written Vision Statement for oral presentation at District Convention. This

statement shall be submitted for approval to the Governor and the Nominating Committee no later than

April 1. Guidelines for the Vision Statement will be mailed to each nominee after the final report of the

Nominating Committee is made. In addition to adhering to PI guidelines, nominees will adhere to the Pilot

charter principle of nonpartisanship and will refrain for using such phrases as “If elected, I…” or “I promise…”

Deviation from the written Vision Statement during oral presentation at the District Convention may result

in disqualification of the nominee.

The Nominating Committee Chair is responsible for monitoring the nominees’ Vision Statements as they are

presented to:

International: The proposed candidate’s name will be submitted to the Executive Committee. Upon approv-

al, the name of the proposed candidate will be presented to the Convention body and a majority vote of the

delegates will constitute approval.

District: The proposed candidate’s name will be submitted to the DAC/Executive Council. Upon approval, the

name of the proposed candidate will be presented to the Convention body and a majority vote of the dele-

gates will constitute approval.

DISTRICT PUBLICATIONS

The Governor’s Bulletin is the official publication of the District. At least bi-monthly, a Governor’s Bulletin

will be posted on the District website (www.pilotkow.org) and e-mailed to:

All District Clubs via the current president or other delegated member

District Members

Members of the DAC

District ECR

Past KY-OH-WV District Governors

Current PI District Governors

Publication dates and deadlines will be determined by the Governor.

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DISTRICT AWARDS

The District Awards Jury is responsible for ensuring that all trophies, certificates, and other materials for the

listed awards are on-hand for presentation at the District Convention. A list of the winner(s) for each award is

to be given to the District Secretary and the Governor one week before the start of Convention.

JURIED AWARDS A 3-member District Awards Jury appointed by the incoming Governor will be announced at District

Convention, and it’s Chair will be designated. The jury will present the following awards:

THE DO MORE, CARE MORE, BE MORE AWARDS

The Club(s) and individual(s) who best personify the spirit of the current Do More, Care More, Be More Pilot

International focus will be recognized at District Convention with a certificate. Number of awards presented

and recipients will be determined by the Awards Committee. Awards will be presented based on the follow-

ing categories:

1. Service Hours: Will honor the Pilot(s) and the Club(s) who provide exceptional service to their communi-

ty, either individually or as a Club. The criteria will encompass the number of hours, as well as the nature

of the service provided, and will focus on the following core areas: Brain Safety/ BrainMinders, Youth De-

velopment, Caregiver Support, One-to-One Volunteering.

2. Community Involvement: Will honor the Club(s) whose reach truly extends into their community and

supports community organizations that assist individuals, families, or other organizations. The criteria will

encompass the number of members involved, the scope of the Club’s intention, and the effect of the

Club’s contribution to the organization’s success.

3. Individual Growth in Pilot: Will honor individual(s) who have grown either personally or professionally

through their association in Pilot. This may include such things as gaining leadership experience by serv-

ing on a committee or as a Club officer, discovering hidden talents by working on a Club project or as a

District Appointee, or extending oneself by mentoring another Pilot or assisting a Pilot or a Club to take

on a project heretofore thought out of reach.

NON-JURIED AWARDS

Pilot International Founders’ Fund Awards

PI Founders’ Fund awards are based on criteria established by the Pilot International Founders’ Fund Awards

Program. Recipients will be announced at District Convention by the District PFF rep and certificates will be

distributed to each Club's president or other delegate in their convention folders.

Newsletter Awards

The District Publications Specialist shall present at least one and up to three awards for outstanding Club

newsletters. These awards will be announced at District Convention and will consist of a certificate signed by

the Publications Specialist and the current Governor.

Governor’s Awards (optional at the Governor’s discretion)

These will be announced at District Convention and consist of a certificate signed by the current Governor.

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DISTRICT RECORDS

Each DAC member is responsible for purging those District Records in her/his care annually, based on the

guidelines below. Permanent records are to be maintained by the District Secretary in electronic form on the

District hard drive.

Retention Guidelines and Responsibilities

District Standing Rules mirror PI Bylaws:

Meeting minutes are kept permanently

Governor’s Bulletins are kept permanently

Financial records are kept for 7 years

All other records are kept in accordance with PI policy

Records/responsible person are defined as follows:

Records (in electronic form)/Secretary

Includes minutes of DAC meetings, District Convention, Fall Workshop/Council, other District meetings; Club

change in membership forms (2 years); Governor’s Bulletins, and District Directory.

Financial Records/Treasurer

Includes all approved budgets, dues reports, bank statements/checks, audit reports, IRS filings, and all

correspondence/records of a financial nature

Other Records/Governor

Any District records deemed of use/interest to future DAC members and the District’s membership.

DISTRICT PHYSICAL ASSETS

All District files, records, equipment, supplies, and pins are to be transferred to the new DAC annually, no

later than August 15. DAC members are responsible for the safekeeping of all such items in their possession.

Property List: the following items are transferred, at the close of each District Convention, to the Club

hosting the next Convention. They are to be maintained in good condition until the next District Convention.

Host Club for the next District Convention will be notified of property to be picked up following the current

District Convention.

Banners: 4—to be maintained/brought to District Convention by the appropriate officer or the host club

Flags: 5—Kentucky, Ohio, West Virginia, United States, District/Margie Ater. (The ECR’s state flag is to be

supplied by the ECR attending District Convention.)

Flagpoles: 6, in a single bundle (7x46”) Flagpole box: 1, (47x7x5”)

Flag stands: 6, boxed (each box: 8x8x2”)

Flag and Eagle: 1, boxed (22x5x15”) Bell and Gavel: 1 each

Walk Banner: 1, vinyl, 3x8” Welcome Sign: 1

Identifiers: box of plastic nametag holders, place cards, etc. (18x12x12”)

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DUTIES OF THE GOVERNOR

The Governor is a District Officer, a member of the DAC, and a member of the PI Board of Directors; and

serves according to the Bylaws, Policies, and Procedures established by PI and the District. The term of office

is one year, beginning July 1. The Governor:

Serves as the official representative of PI in the District , and acts under the general supervision of the PI

Executive Committee

Becomes familiar with the Bylaws, Policies, and Procedures established by PI; as well as the Standing

Rules, Policies, Procedures, and job duties as defined by the District

Serves as the liaison between the Clubs and PI

Makes Official Visits and prepares appropriate reports for assigned Clubs. Submits reports to PI and the

DAC within thirty (30) days of the visit

Supervises the District Convention

Serves as chief administrator for the District

Schedules DAC meetings; presides at all meetings at which District business is transacted

Takes responsibility for coordinating Division presentations at District Convention, with appointees and

Governor-Elect’s appointees; and appoints committees as needed

Answers/has answered all correspondence promptly and copies PI in accordance with PI policy

Prepares/has prepared and sends a monthly/bi-monthly Governor’s Bulletin to each District Club presi-

dent or appointed recipient, the DAC, the ECR, Past District Governors, PI District Governors, and District

members

Encourages Clubs to sponsor Anchor Clubs, and presents the charter to new Anchor Clubs as the

authorized PI representative; attends the District Anchor meeting

As incoming Governor, reviews and approves the Official Visit itineraries and forwards same to PI by

deadline (shortly after District Convention)

Supervises activities of DAC members

Notifies all District Clubs of the members of the Nominating Committee

Works closely with the District Growth Team in extension efforts. Approves plans for charter

presentations and presents the charter to new Clubs as the authorized PI representative

Reviews and purges District files in accordance with established District policy

Reviews District Clubs to determine need for “special assistance visits.” Submits requests for funding for

such visits to PI, if applicable

Issues/has issued the call to District Convention at least sixty (60) days prior

Ensures that all business to be addressed at District Convention is in the hands of Club presidents, to be

shared with Club delegates, at least thirty (30) days prior to Convention

Performs duties as outlined in the District Convention Manual

Takes responsibility for Division presentations at District Convention at which she/he becomes incoming

Governor. Coordinates said presentations with Governor and District Appointees

Ensures registration fees are paid for PIFF representative for District Convention

Presents to ECR no later than August 15: photo of the DAC; maps of Kentucky, Ohio, and West Virginia;

minutes of the most-recent DAC meeting; and a copy of the District budget

Obtains PI member analysis as close to Convention as possible, and prepares award certificates

Presents at PI Convention a “token of appreciation” to any District member on the PI Executive Board

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DUTIES OF THE GOVERNOR-ELECT

The Governor-Elect is a District Officer and a member of the DAC; and serves according to the Bylaws,

Policies, and Procedures established by PI and the District. The term of office is one year, beginning July 1.

The Governor-Elect:

Serves directly under the supervision of the Governor



Makes Official Visits and prepares appropriate reports for assigned Clubs. Submits reports to PI and the

DAC within thirty (30) days of the visit

Upon election, reviews District Policies and Procedures for any necessary updates and/or changes to be

brought to the DAC for approval at the DAC meeting prior to the District Convention, as well as any

time during the year

On a regular basis develops and updates long-range District Goals and Objectives; presents such plans

for approval by the DAC at the mid-year meeting and to the District membership at District Convention

Makes/has made required reports and sends correspondence promptly, copying PI in accordance with

PI policy

Reviews District Standing Rules prior to mid-year meeting to ensure they are in accordance with PI

Bylaws; suggests appropriate changes

Presides at District Convention meetings of Club Presidents-Elect with new Appointees and DAC

nominees

Appoints for the year in which she/he will be Governor any of the following desired (*=required by PI):

- District Audit Committee (see page 5)*

- District Division Coordinators (forward to PI by December 1 of Governor-Elect year)*

- District PIFF Representative*

- District Awards Jury*

- District Nominating Committee (prior to District Convention)*

- District Musician

- District Growth Team

- District Chaplain/Inspirational Leader

- District Parliamentarian

- District Youth Coordinator

- District Photographer

- District Webmaster (prior to District Convention)

- District Publications Specialist

With Governor, approves disbursements of District funds; serves as back-up signatory to Governor and

Treasurer

Performs duties as outlined by PI and assigned by Governor

Serves on Room Arrangements Committee at PI Convention

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DUTIES OF THE DISTRICT SECRETARY

The Secretary is a District Officer and a member of the DAC; and serves according to the Bylaws, Policies,

and Procedures established by PI and the District. The term of office is one year, beginning July 1. The

Secretary:




Takes minutes of all DAC and District Meetings and distributes same in accordance with PI policy;

copies ECR

Prepares correspondence as directed by Governor and/or DAC

Maintains list of District Clubs by charter date; current Club presidents; and District Appointees (in Dis-

trict Directory)

Maintains list of past District Governors and District members who have served as PI President in

District Convention program

Assists Governor in maintaining District membership records by recording changes reported on

“Notification of Change in Membership Information” forms by Club secretaries

Maintains Portalbuzz data according to PI guidelines for District involvement.

Takes responsibility for destroying ballots following District election at District Convention if necessary

As outgoing Secretary, sixty (60) days prior to PI Convention, forwards to PI Secretary and ECR any

recommendations approved by the District for action by ECR and/or PI Board of Directors, as well as

any proposed amendments to PI Bylaws approved by District for action at PI Convention

Prepares District Annual Convention Report for DAC files and ECR

As incoming Secretary, as soon as possible after July 1, visits Chase bank local office and updates

signature cards for current DAC. This requires name, address, phone, and SS# of each new DAC

member; and a copy of the Convention minutes showing their election. Note: NO OTHER PERSON CAN

DO THIS. The Secretary, not the Treasurer or the Governor is the keeper of these records. Once this is

completed, each new DAC member must visit his/her local Chase office and sign a signature card before

checks can be issued.

DISTRICT SECRETARIAL POLICIES

All Convention Reports are to be furnished to the District Secretary by Convention adjournment.

District Convention minutes shall be provided to incoming and outgoing DAC, and to incoming ECR

immediately after her/his appointment at PI Convention. A current, complete roster of District Clubs, with

charter dates and data from membership reports, shall be maintained for each Pilot year. Said records shall

be forwarded to incoming District Secretary, who shall initiate new Pilot year records.

A record of deceased Pilots shall be maintained from District Convention to District Convention, forwarded

to incoming Secretary, and coordinated with District Chaplain records to ensure completeness and accura-

cy. Said Pilots shall be memorialized at District Convention. (See Duties of District Chaplain.)

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DUTIES OF THE DISTRICT TREASURER

The Treasurer is a District Officer and a member of the DAC; and serves according to the Bylaws, Policies,

and Procedures established by PI and the District. The term of office is one year, beginning July 1. The

Treasurer:


With approval of the Governor, handles District financial matters and performs other duties as

outlined in the District Organizational Plan



Receives and disburses all District funds, making deposits within two (2) weeks of receiving funds

Verifies all bills and expense reports; issues checks (approved by Governor and Governor-Elect) in

accordance with District budget and Standing Rules

If necessary, at end of the fiscal year, files IRS form 990N e-post card (http://epostcard.form 990.org)

via Internet by due date; sends copy of form, with appropriate state form, to Kentucky, Ohio, and West

Virginia Departments of Revenue, Governor, and immediate Past Governor

Serves on Planning Committee for District Convention

Maintains itemized list of money received from each District Club

Prepares budget worksheets and up-to-date financial reports as follows:

- District Convention and District Financial Reports for DAC meeting at PI Convention

- District Convention budget and District Budget for following year for mid-year DAC meeting

Provides the following for distribution to Clubs, DAC, ECR, and PI Treasurer:

- First and second quarter reports

- Third quarter report with record of Club District dues received

- Fourth quarter report/final annual report

- District Convention Budget Report (PI Treasurer and ECR only)

- District Annual Budget Report/Proposed Budget (PI Treasurer and ECR only)

Sends check to PIFF for donation in honor of ECR (presented at District Convention)

Prepares District Treasurer’s records for audit within thirty (30) days of fiscal year end (July 31)

Submits registrations with payment for DAC and ECR to District Convention Registration Chairperson

Works with District Convention Registration Committee to receive/disburse funds in accordance with

Convention budget

Brings general ledger, District checkbook, calculator, up-to-date financial reports to all DAC meetings

Forwards District and District Convention Financial Statements to incoming PI Treasurer two (2) weeks

prior to PI Convention

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DUTIES OF THE DISTRICT CHAPLAIN

The District Chaplain is appointed each year by the Governor-Elect, to serve during the following year.

District Chaplain responsibilities include:

Sending a letter on behalf of the Governor and all of the District Pilots extending sympathy upon

notification of the death of a Pilot or Pilot-related individual to:

- The next of kin and the individual’s Pilot Club, in the case of a Pilot’s death

- The Pilot affected, in the case of a Co-Pilot’s death or the death of a Pilot’s immediate family

member

Providing inspirational secular messages to be included in the Governor’s Bulletin

Presenting the invocation and benediction, and conducting a memorial service at District Convention

Other activities as requested by the Governor

DUTIES OF THE DISTRICT DIVISION COORDINATORS

Coordinators for District Operations/Membership, Fund Raising, and Projects Divisions will be appointed

each year by the Governor-Elect to serve during the following year. Responsibilities include:

Serving as a resource for advice and guidance to District Clubs

Assisting the DAC with presentations at Workshops/Councils and District Convention (upon request)

Contacting each Club at least twice during the Pilot Year, in person, or by mail, e-mail, or telephone to

collect success stories, offer advice and guidance, and collect Division statistics as requested by the DAC

Preparing an article(s) for the Governor’s Bulletin (upon request)

kentuky ohio west virginia distrit pilot international

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