smartbook v. 2 - pilot international · dais seating map vii. district officers official visit...

SMARTBOOK v. 2.0

Council of Leaders – Las Vegas, Nevada

July 4 & 5, 2017

SMARTBOOK v. 2.0 Table of Contents

i. Pilot International Bylaws

ii. Pilot International Policies & Procedures

iii. Parliamentary Procedures

iv. Pilot International Month-at-a-Glance

v. District Manual

vi. District Convention

a. Convention Matrix

b. Dais Seating Map

vii. District Officers Official Visit Checklist

viii. Code of Ethics

“…To see no evil, hear no evil, speak no evil, think no evil of a

Pilot, but to be no more loyal to a Pilot in this respect than we

are to every other person, for the genius of Pilot is in its

kindness, and justice is the soul and substance of life.”

~ Pearl Sparks

SMARTBOOK v. 2.0

i. Pilot International

Bylaws

“…To see no evil, hear no evil, speak no evil, think no evil of a Pilot, but to be no more loyal to a Pilot in this respect than we are to every other

person, for the genius of Pilot is in its kindness, and justice is the soul and substance of life.”

~ Pearl Sparks

PI BYLAWS: AUGUST 2015 1

August 2015

BYLAWS OF

PILOT INTERNATIONAL Pilot International, Inc. is a charitable and educational organization whose purpose is to promote programs and activities that support the focus on brain-related disorders and disabilities through education, volunteerism, financial support and research. Clubs chartered by and functioning under the supervision of Pilot International will be nonprofit, nonpartisan, nonsectarian and nondiscriminatory.

ARTICLE I Name

This organization, incorporated as PILOT INTERNATIONAL, INC. may use the name “Pilot International”.

ARTICLE II Emblem, Motto, Colors

SECTION 1. The emblem of Pilot International will be the Pilot wheel. SECTION 2. The motto will be "True Course Ever." SECTION 3. The colors will be green and gold. SECTION 4. The emblems of Pilot International and its youth organization are registered trademarks. Any unauthorized use of these emblems is a violation of trademark law.

ARTICLE III Club Year

The Club year will be July 1 through June 30, or as dictated by government regulations in countries outside the United States.

ARTICLE IV Charter of Pilot Clubs

SECTION 1. Chartered Clubs. The Executive Committee of Pilot International will oversee the organization of new Clubs and grant charters. A minimum of 5 members will be required for a new Club.


SECTION 2. Charter. The Pilot International President and Secretary will sign charters. The effective date of the Club will be the date on the charter. The Pilot International President or representative will present the charter. SECTION 3. Revocation of Charter. The Executive Committee, with concurrence of the District Administrative Council, may revoke the charter of any Club that disbands, fails to meet regularly or fails to function. The Club will surrender the charter, pay indebtedness, return any properties of Pilot International and file forms for dissolving the corporation.

ARTICLE V Incorporation of Districts and Clubs

Districts and Clubs will be legally incorporated within one year where required. The appropriate officer(s) will file report(s) and pay fee(s) as required.

ARTICLE VI Membership

SECTION 1: International. An individual who supports the objectives of Pilot International is eligible to become a member upon payment of Pilot International Dues. SECTION 2: District. A Pilot International Member may also be a member of a District upon payment of District Dues. SECTION 3: Club. A Pilot International and District Member may also be a member of a Club upon payment of Club Dues.

ARTICLE VII Honorary Titles

SECTION 1: Emeritus. The title Emeritus may be conferred upon a charter member of a club or a member who has been a Pilot for fifteen (15) years if that member can no longer actively contribute to the club due to permanent, serious mental or physical disabilities. The title Emeritus may be granted by the executive board of a club. SECTION 2: Honorary Pilot. The title of Honorary Pilot may be conferred upon a non-Pilot in recognition of meritorious achievement at the Club level by a majority vote of the members of that Club; at the District level by a majority vote of the delegates at a District convention; at the International level by a majority vote of the delegates at an international convention.


ARTICLE VIII Dues and Fees

SECTION 1. International. a. Dues. Pilot International dues will be established by the voting body of the international convention. Dues will be paid annually to Headquarters by July 1. For new members, dues will be assessed based on the month a member enters the Club through the remainder of the current Club year. [Effective July 1, 2014] Pilot International Dues will be waived for (a) Fifty Year Members, (b) current students, including former Anchors, who are seeking higher education degrees and not paying club dues, (c) Scholarship recipients, at all levels of Pilot, who are not paying Club dues, (d) Emeritus Members, and (e) military personnel who are deployed from their home station. b. Fees. An Initiation Fee, as approved in the yearly Pilot International budget, will be paid by each new member with the exception of former Anchors, whose Initiation Fees will be waived. A reinstated member will pay a fee to Pilot International if a fee has been approved in the yearly Pilot International budget. SECTION 2. District. Each member will pay District dues as required by the District standing rules. SECTION 3. Club. Each member will pay Club dues as required by the Club standing rules.


PILOT CLUB: ARTICLE IX

Pilot Club Leadership Pilot Club officers will be President, President Elect, Secretary, and Treasurer. Additional officers may be elected and, at the option of the Club, the positions of Secretary and Treasurer may be combined. SECTION 1. President. The President will:

a. preside at Club and Executive Board meetings; b. serve without vote as an ex-officio member of the Divisions and Standing Committees; c. appoint and serve without vote as an ex-officio member of all Special Committees authorized by the Executive Board; d. serve as a member of the Budget Committee; e. countersign vouchers and Club checks; f. appoint a Club parliamentarian who retains full privileges of membership; g. authorize expenditures of unbudgeted amounts within the limits established in the Club Standing Rules; h. appoint an Audit Committee and ensure that the books are audited by August 31; and i. perform other duties as required.

SECTION 2. President Elect. The President Elect will:

a. preside in the absence of the President; b. coordinate Club programs; c. serve without vote as an ex-officio member of the Divisions; d. serve as a member of the Budget Committee; e. countersign vouchers, and countersign checks in the absence of the President; f. appoint division coordinators for the next year; g. appoint the Pilot International Representative for the next year; h. assign each member to a division for the next year; and i. perform other duties as required.

SECTION 3. Secretary. The Secretary will:

a. record and transcribe minutes of all Club and Board meetings; b. present a summary of Executive Board action to the Club; c. report changes in Members’ contact information within thirty (30) days to Pilot International Headquarters and the District Secretary; and d. perform other duties as required.

SECTION 4. Treasurer. The Treasurer will:

a. receive and deposit all Club funds; b. serve as a member of the Budget Committee;


c. pay all authorized bills; d. sign all checks issued; e. ensure that unbudgeted expenditures are approved by the Club members; f. give a financial report to the Executive Board and to the Club as required; g. file state/province/prefecture reports, and pay all fees; h. deliver books to the audit committee by July 31; and i. perform other duties as required.

SECTION 5. Terms. Terms of office will begin July 1. SECTION 6. Qualifications. A nominee for the office of President Elect will have served at least one year on the Executive Board or have had prior Board experience in another Pilot Club. SECTION 7. Nominations. At least three (3) but no more than five (5) Nominating Committee members and two (2) alternates will be elected by ballot no later than two months prior to District Convention. The Nominating Committee will elect a chairman. Any Club member may recommend nominees. The Nominating Committee will select one or more nominees for each office. SECTION 8. Election. Officers will be elected no later than one month prior to district convention. Nominations may be made from the floor with prior consent of the nominee. The nominating committee will verify their qualifications. If there is more than one nominee for any office, the election will be by ballot. A majority vote of votes cast will elect. SECTION 9. Vacancy in Office. If an incoming officer resigns between the report of the Nominating Committee and June 30, the Executive Board shall recommend a person for the office and the Club shall vote on this recommendation. Vacancies occurring after July 1 shall be filled within thirty (30) days of the vacancy. The following will apply:

a. President. A vacancy in the office of President will be filled by the President Elect. b. President Elect. The Executive Board shall recommend a person for the office of President Elect, and the Club shall vote on this recommendation. c. Other Offices. The President shall appoint, with the approval of the Executive Board, a person for vacancies in other offices.

ARTICLE X

Pilot Club: Executive Board The Executive Board, consisting of the Club officers, will meet as needed. A majority of the members will constitute a quorum. A summary of the Board actions will be reported to the Club. Special meetings of the Board may be called by the President or two (2) members. Each member will be notified of the time, place and purpose of the meeting. The Board will:

a. conduct all routine business of the Club; and


b. approve division plans and the Club budget.

ARTICLE XI Official Records

SECTION 1: Club Minutes. Club Minutes should be retained permanently. SECTION 2: Financial Records. Financial records should be retained for seven (7) years. SECTION 3. Transfer of Records. Unless otherwise specified, officers will deliver their records and materials relating to their duties to their successors immediately following the close of their term of office.

ARTICLE XII Club Financial Obligations

SECTION 1: District Conventions. Each Club will pay the registration fee for their Club delegates to attend District conventions and may pay other expenses per the Club’s Standing Rules. SECTION 2: International Convention. Each Club will pay the registration fee and transportation costs for at least one delegate to each international convention and may pay lodging expenses and per diem. In the event a delegate can not attend a convention, the Club will pay one registration fee to Pilot International.

ARTICLE XIII Pilot Club: Meetings - Regular, Special and Quorums

SECTION 1. Regular. The Club will hold at least six (6) meetings per year. The place, date and time will be determined by the members. SECTION 2. Special. Special meetings may be called by the President, by the Executive Board or by five members, provided all members are notified of the time, place, and the purpose(s) for the meeting at least one week in advance. SECTION 3. Quorums. Quorums will be set by the Club.

ARTICLE XIV Pilot Club Divisions

The endeavors of the Club may be divided into the Divisions of Pilot International as noted in Article XXX. Within the Divisions, Committees may be formed to carry out specific projects or responsibilities. The Executive Board and the Club Membership must approve all Plans of Work.


ARTICLE XV Committees: Standing and Special

SECTION 1. Budget Committee. The Budget Committee will consist of the incoming Treasurer (Chair) and Fundraising Coordinator along with the current President, President Elect and Treasurer. The committee will prepare the budget to be approved by the Executive Board and Club Membership. SECTION 2. Audit Committee. The Audit Committee shall review the financial records of the prior year by August 31 and provide a written report of the findings to the President and Immediate Past President. The Audit Committee will consist of two members appointed by the out-going President and will be made up of members who were not authorized to sign checks or disperse funds. SECTION 3. Special Committees. Special Committees may be appointed by the President with approval of the Executive Board.

ARTICLE XVI Pilot Club: Standing Rules

SECTION 1. Pilot International Bylaws. Standing rules will not conflict with the Pilot International Bylaws. SECTION 2. Amendments. Standing rules may be amended at any regular meeting by majority vote of eligible voters after the amendment has been presented at a previous Club business meeting for discussion.


DISTRICT: ARTICLE XVII

District Leadership The District Administrative Council of a non-regional District will be: Governor, Governor Elect, one or more Lt. Governors (optional), Secretary and Treasurer. The District Administrative Council of a regional District will be: Governor, Governor Elect, Secretary and Treasurer. The Regional Lt. Governors and the District Administrative Council will make up the District Executive Council. The work of the District officers will be under the general supervision of the Pilot International Executive Committee. Officers will attend meetings of the District Administrative Council and/or District Executive Council, the District convention and other District meetings. All officers serve under the supervision of the Governor. SECTION 1. Structure. Districts may elect to operate with or without regions. SECTION 2. Governor. The Governor will oversee the work of the District and will:

a. serve as a member of the International Administrative Council; b. represent Pilot International in the District; c. attend the Council of Leaders, meetings of the International Administrative Council and the international convention; d. ensure that Clubs receive the assistance they need through visits and other means; e. sign contracts on the District’s behalf; f. preside at all District meetings; g. counter sign all vouchers and checks issued against District funds; h. appoint committees as required; i. appoint an Audit Committee and insure the treasurer's records are audited by August 31; j. send to Clubs/Delegates by electronic or postal mail all convention business material at least thirty (30) days prior to the first day of District Convention; k. perform duties relating to the District convention as outlined in the "District Convention Manual"; l. deliver the files of the District to successor by August 15; and

m. perform other duties as required. SECTION 3. Governor Elect: The Governor Elect will:

a. make appointments by December 1 for the following year including, but not limited to, Parliamentarian, Pilot International Representative, and Division Coordinators; b. attend the Council of Leaders and international convention; c. assist Clubs by visits and other means as assigned; d. preside in the absence of the Governor; e. countersign vouchers and countersign checks in the absence of the Governor; and

f. perform other duties as required.


SECTION 4. Lt. Governor: Lt. Governors will:

a. attend the Council of Leaders and international convention; b. assist Clubs by visits and other means as assigned; c. supervise the Clubs of the region and preside at regional meetings in regional Districts; and d. perform other duties as required.

SECTION 5. Secretary: The Secretary will:

a. record, transcribe and distribute the minutes of the meetings of the District Administrative Council, District Executive Committee, and all District meetings as required; b. distribute copies of District minutes to the District’s Executive Committee Representative; c. attend Council of Leaders and international convention; and d. perform other duties as required.


a. receive and deposit all District funds within two weeks of receipt; b. pay all authorized bills within two weeks of receipt of approved voucher; c. sign all checks issued; d. furnish required financial reports of District funds to all Clubs and to the District’s Executive Committee Representative as required; e. provide a copy of the District and Convention budgets to all attendees at District Convention; f. file reports and keep incorporation of the District in effect; g. deliver the District books to the Audit Committee by July 31; h. attend Council of Leaders and international convention; and i. perform other duties as required.

SECTION 7. Terms. a. The Governor Elect, Lt. Governors, Secretary and Treasurer will be elected for one-year terms. The Secretary and Treasurer may serve two (2) consecutive terms. Exceptions in the term of office for Lt. Governor, Secretary and/or Treasurer may be granted by the Executive Committee. b. The Regional Lt. Governors may serve two (2) consecutive terms. In non-regional Districts, Lt. Governors are elected for specific offices and may serve only one term, unless the District elects to have multiple, equal Lt. Governors, in which case a Pilot may only serve two consecutive terms as Lt. Governor. c. Terms of office will begin on July 1. d. An officer who has served more than six (6) months in office will have served a full term. An officer who has served less than one (1) term will be eligible for re-election.


SECTION 8. Qualifications. All nominees will be dues paying members of a Club and have the following qualifications:

a. A nominee for a District office will have served as President of a Pilot Club. A nominee for Governor Elect of a regional District will have served as a Regional Lt. Governor b. A Pilot will not serve as a District officer, International officer and/or a Club President at the same time.

SECTION 9. Nominations. The District Administrative council will appoint, by November 1, a nominating committee of three (3) to five (5) members or one (1) member from each region in regional Districts. No two (2) will be members of the same Club. The chairman will be designated by the Governor. The committee will verify and present at least one (1) qualified nominee for each elected District office to the District Convention body. A Club may submit nominees from any Club to the nominating committee. In regional Districts, nominations for Regional Lt. Governor will be made only by Clubs from that region. Postmark deadline for nominations is 60 days prior to the first day of District Convention. The nominating committee will send to the Governor the names and qualifications of nominees for District office no less than forty-five (45) days prior to the first day of District Convention. The Governor will send by electronic or postal mail to the Clubs, District Officers and Past Governors (if applicable) the names and qualifications of nominees for District office no less than thirty (30) days prior to the first day of District Convention. SECTION 10. Solicitation of Votes. No candidate for an elective office may campaign or solicit votes. No candidate for an elective office may have someone else campaign or solicit votes for them. A candidate may be disqualified if campaigning or solicitation for votes occurs. SECTION 11. Election. Election of officers will be held at the District convention. Unopposed nominees will be declared elected by acclamation by the Governor. All opposed nominees' names will appear on the ballot. Election will be by a majority of ballots cast. If a runoff is necessary, the names of the two (2) nominees receiving the highest number of votes for each office will be placed on the ballot. The voting body will be the Club delegates and District officers and, if the District chooses, may also include the past governors from that District. In regional Districts, Lt. Governors will be elected by all delegates who are members of clubs within the region, including club delegates, members of DAC/DEC and past governors, if past governors are given the right to vote by the district. When a convention cannot be held, election of District officers will be by a postal mail vote and the results announced to the Clubs. SECTION 12. Vacancy In Office. If a District Administrative Council or District Executive


Council member becomes unable to perform their duties for three (3) consecutive months or is absent from any two (2) required meetings, except in an emergency, the office will be forfeited.

a. Governor. A vacancy in the office of Governor will be filled by the Governor Elect. If the Governor Elect chooses to not fill the vacancy, the vacancy will be filled by a postal mail vote of the Clubs from up to two (2) nominees submitted by the District Administrative Council. The nominee receiving the majority of the total number of votes cast will become Governor. b. Governor Elect.

1. Non-Regional Districts. A vacancy in the office of Governor Elect will be filled by advance of the Lt. Governor, or appointment by the Governor with the approval of the District Administrative Council if there is no Lt. Governor or if there is more than one (1) Lt. Governor. 2. Regional Districts. A vacancy in the office of Governor Elect will be filled by appointment of a current or past Lt. Governor by the Governor with approval of the District Administrative Council.

c. Other Offices. Vacancies in other elected offices will be filled by appointment of the Governor

with the approval of the District Administrative Council.

ARTICLE XVIII District: District Administrative Council and District Executive Council

The District Administrative and District Executive Councils will:

a. evaluate all clubs in their District and prepare a plan to provide assistance to the Clubs; b. propose amendments to the District standing rules; c. make recommendations for consideration by the voting body at District convention, including the District budget; d. approve appointments made by the Governor; e. plan and oversee all District meetings; f. determine the dates and sites for District convention and other District meetings; g. approve minutes of District meetings; and h. perform other duties as required.

ARTICLE XIX

Official Records SECTION 1: District Minutes. Minutes of all District meetings should be retained permanently. SECTION 2: Financial Records. Financial records should be retained for seven (7) years.


SECTION 3. Transfer of Records. Unless otherwise specified, officers will deliver their records and materials relating to their duties to their successors immediately following the close of their term of office.

ARTICLE XX District: Conventions and Other Meetings

SECTION 1. Conventions - Representation and Business. a. District Convention. A convention will be held in each District annually, at least forty-five (45) days before the Pilot international convention with the exception of the COED District Convention which will be held no later than in conjunction with the PI Annual Convention and Leadership Conference. The call to a District meeting will be issued by the Governor to every Club in the District at least sixty (60) days prior to the meeting. Other meetings may be held as determined by vote of the District. Delegates will attend all business meetings and official functions and report to the Club. b. Business. Clubs will submit any recommendations in writing for the convention business to the District Governor at least sixty (60) days prior to the District convention. In consultation with the District Parliamentarian, the DAC/DEC will determine if the proposals are legal and not in conflict with Pilot International Bylaws. The budget and recommendations for consideration at the convention will be sent by electronic or postal mail to each Club in the District, the District officers, and past Governors (if they are delegates) at least thirty (30) days prior to the first day of the convention. c. Club Representation. Each Club should be represented and is entitled to three (3) delegates and two (2) alternates. The delegates will be the President, President Elect, and one delegate and two alternates elected by the Club. A Pilot Club may be excused from representation at the District convention by the District Administrative Council. d. Voting Body. The voting body will be the Club delegates and District officers and, if the District chooses, may also include the past governors from that District. The voting body for a region will be the delegates from the Clubs in that region. Only delegates may introduce motions or vote, but any Pilot may speak to a motion.

ARTICLE XXI District Divisions

The endeavors of the District may be divided into the Divisions of Pilot International as noted in Article XXX. Within the Divisions, Committees may be formed to carry out specific projects or responsibilities.


ARTICLE XXII Committees: Standing and Special

SECTION 1. Audit Committee. The Audit Committee shall review the financial records of the prior year by August 31 and provide a written report of the findings to the Governor and Immediate Past Governor. The committee shall be composed of Pilots with financial expertise. SECTION 2. Special. Special Committees may be appointed by the Governor with approval of the DAC/DEC or established by the District’s Standing Rules.

ARTICLE XXIII District: Standing Rules

SECTION 1. Pilot International Bylaws. Standing rules will not conflict with the Pilot International Bylaws. SECTION 2. Amendment. Standing rules may be amended at any meeting by majority vote of eligible voters.


PILOT INTERNATIONAL: ARTICLE XXIV

PI: International Administrative Council The International Administrative Council, consisting of the Executive Committee and the District Governors, will be installed at the international convention. SECTION 1. Duties of the International Administrative Council. The Council will: a. establish the boundaries of Districts. Changes may be made in the boundaries of established Districts with the approval of two-thirds (2/3) of the Clubs in the District(s); b. approve the District organization; c. direct the operations of the District and the Clubs of Pilot International; d. approve convention sites recommended by the Executive Committee; and e. consider and recommend action to the convention body concerning proposed amendments to the Pilot International Bylaws. SECTION 2. Meetings of the International Administrative Council. The International Administrative Council will meet prior to the Pilot International Convention. Special meetings may be held at the call of the President or of the Executive Committee.

ARTICLE XXV Pilot International Leadership

The officers of Pilot International will be: President, President Elect, Vice President, Secretary, Treasurer and four (4) Directors. SECTION 1. President. The President is the chief executive officer, exercising general supervision of the organization and will:

a. preside at business sessions of the international convention, meetings of the International Administrative Council, and the Executive Committee; b. report on the work and state of the organization at the international convention and during the year as needed; c. be authorized to call special meetings of Pilot international, the International Administration Council and the Executive Committee; d. appoint special committees authorized by the Executive Committee or the International Administrative Council, and make appointments to fill vacancies. Serve without vote as a member of all committees appointed; e. fill vacancies of international coordinators; f. appoint, with the approval of the Executive Committee, persons to fill vacancies on the Executive Committee, in accordance with the bylaws; g. serve as Chair of the Board of Trustees and preside at all Foundation meetings; and h. perform other duties as required.


SECTION 2: President Elect. The President Elect will:

a. preside in the absence of the President; b. make appointments for the following year including, but not limited to, Parliamentarian, Division Coordinators, Convention Chair, and special committees, and serve without vote on these committees; c. serve as Vice Chair of the Board of Trustees; and d. perform other duties as required.

SECTION 3: Vice President. The Vice President will discharge the duties assigned and serve as Secretary/Treasurer of the Board of Trustees. SECTION 4. Secretary. The Secretary will:

a. record minutes of the meetings of the Executive Committee, International Administrative Council and convention meetings; and b. perform other duties as required.


a. assure expenditures are made in accordance with the approved budget or special authorization by the Executive Committee; b. serve as Chair of the Budget Committee and furnish the International Administrative Council the proposed annual budget and the audit report; and c. perform other duties as required.

SECTION 6. Directors. A Director will perform assigned duties. SECTION 7. Terms.

a. The President Elect becomes President at the close of the term. b. The Vice President, Secretary, Treasurer and Directors will be elected for a term of one year, or until their successors assume office. c. The Secretary, Treasurer and the Directors may serve two (2) consecutive terms. d. Terms of office begin at the close of international convention. e. An officer elected or appointed to a one-year term who has served more than six (6) months will have served one (1) term. An officer who has served less than one (1) term may seek reelection. f. If a member of the Executive Committee is unable to perform duties of the office for a period of three (3) successive months, or is absent from two (2) of the required meetings, except in an emergency, the member will forfeit the office.15


SECTION 8. Qualifications. A nominee will:

a. be a dues paying member of a Pilot Club; b. have served as a District Governor; c. have served at least two (2) years on the Executive Committee if a candidate for Vice President or President Elect. d. have fulfilled the commitments and obligations of any office to which appointed or elected;

and e. not serve as an International officer, District officer and/or a Club President at the same time.

ARTICLE XXVI

PI: Nominations, Election, Vacancy in Office SECTION 1. Nominations. The Executive Committee will appoint by November 1, a Nominating Committee of three (3) to five (5) members. No two (2) will be members of the same District. The chairman will be designated by the Executive Committee. The committee will verify and present at least one (1) qualified nominee for each elected international office. A Club may submit nominees to the Nominating Committee. Nominations may be made beginning in January. Each nominee will submit a completed qualification form to Pilot International Headquarters with an electronic or postmark deadline of at least seventy (70) days prior to the first day of international convention. Pilot International will send, either by electronic or postal mail, a copy of the qualification forms to each Pilot Club, the International Administrative Council and Past International President at least thirty (30) days prior to the first day of convention. SECTION 2. Solicitation of Votes. No candidate for an elective office may campaign or solicit votes. No candidate for an elective office may have someone else campaign or solicit votes for them. A candidate may be disqualified if campaigning or solicitation for votes occurs. SECTION 3. Election. Election of officers will be held at the international convention.

a. Unopposed nominees will be declared elected by acclamation by the Chair. All opposed nominees’ names will appear on the ballot. b. Election will be by a majority of ballots cast. If a runoff is necessary, the names of the two (2) nominees receiving the highest number of votes for each office will be placed on the ballot. c. The voting body will be the delegates from the Clubs, the International Administrative Council and Past Pilot International Presidents. d. When a convention cannot be held, election will be by postal mail and the results announced to the Clubs.

SECTION 4. Vacancy in Office.

a. President. A vacancy in the office of President will be filled by the President Elect assuming the duties of President. b. President Elect. If a vacancy occurs in the office of President Elect, the vacancy will be filled by a postal mail vote of the Clubs from up to two (2) nominees submitted by the


Executive Committee. The nominee receiving the majority of the total number of votes cast will become President Elect. c. Other Offices. Vacancies in other offices will be filled for the unexpired term by appointment of the President with the approval of the Executive Committee.

ARTICLE XXVII

PI: Executive Committee The Executive Committee will be the elected officers: President, President Elect, Vice President, Secretary, Treasurer, and four (4) Directors and is the governing body of Pilot International. In addition, the Executive Director serves without vote. SECTION 1. Responsibilities. The Executive Committee will administer the affairs of Pilot International, including the business, property, funds and investments. The Executive Committee will not incur indebtedness in excess of the estimated income of Pilot International for the current fiscal year, exclusive of restricted funds. SECTION 2: Duties.

a. attend meetings of the Executive Committee, International Administrative Council and International Convention.

b. conduct business by alternative voting methods; c. meet prior to and following the International Administrative Council meeting at the international convention and at least one other time during the year. Special meetings may be called by the President or five (5) members of the Committee; d. approve applications for the organization of new Clubs and direct extension work; e. employ an Executive Director (chief operating officer) and define the duties and fix compensation for the position; f. consider convention sites and make recommendations to the International Administrative

Council, set dates, approve the plans, budget and minutes of the convention; g. make Executive Committee visits as assigned; and h. perform other duties of their offices.

ARTICLE XXVIII

PI: Finances SECTION 1. Fiscal Year. The fiscal year of Pilot International will be from July 1 through June 30. SECTION 2. Depositories. The Executive Committee will designate depositories for the investment of Pilot International funds. SECTION 3. Accounting. A proposed line item budget recommended by the Executive Committee shall be mailed, either by electronic or postal mail, to the International Administrative Council, Pilot Clubs and Past International Presidents, at least thirty (30) days prior to the first day of the annual convention. A line item budget shall be adopted by the voting body at the annual convention. A financial statement and a copy of the adopted line item budget will be provided annually to the


International Administrative Council, Pilot Clubs and Past International Presidents within sixty (60) days of the close of convention. SECTION 4. Disbursements. Checks will require two (2) signatures as authorized by the Executive Committee. The Executive Director will authorize disbursements in accordance with the approved budget or special authorization of the Executive Committee. SECTION 5. Annual Audit. The financial records of Pilot International will be audited annually by a certified public accountant.

ARTICLE XXIX PI: Conventions and Other Meetings

SECTION 1. International Conventions. a. Convention Title: The annual convention held by the organization shall be called and/or referred to as the Pilot International Annual Convention and Leadership Conference. b. Registration Fees. The annual convention will be open to any member upon payment of a registration fee. The convention committee with the approval of the Executive Committee will set the registration fees. c. Club Representation. Each Club should be represented and is entitled to one delegate and one alternate. A Pilot Club may be excused from representation at the international convention by the District Administrative Council. The Club President will be the delegate and the President Elect will be the alternate. If either the President or President Elect is unable to attend, the Club will elect a Club delegate from among the members of their Club. Delegates will attend all business meetings and official functions and report to the Club. d. Voting Body. The voting body will be the delegates from the Clubs, the International Administrative Council and Past Pilot International Presidents. Only delegates may introduce motions or vote, but any Pilot may speak to a motion.

ARTICLE XXX PI: Divisions of Activity and Special Committees

SECTION 1. Divisions of Activity. The program of Pilot International will be accomplished through the divisions of activity and the international division coordinators will serve as liaison to the District division coordinators. District division coordinators will serve as liaison to Club division coordinators.

a. Membership. Responsible for activities related to recruiting, reclaiming and retaining members; organization of new clubs; new member orientation; and any other activities related to membership.


b. Fund Raising. Responsible for activities that generate funds to finance Club operations, projects, and youth activities. Profits from fund raisers for designated service projects must be spent for that purpose.

c. Projects. Responsible for activities related to community service and improvement; safety; education; patriotism; international relations; Pilot International endorsed projects; assistance to people who are aged, needy or have disabilities; and any other projects. The Executive Committee must approve any national or international project sponsored by a Club.

d. Anchor. Responsible for all activities related to Anchor. e. Leadership Development. Responsible for activities related to training of members and leadership development.

ARTICLE XXXI

Special Committees SECTION 1. Budget Committee. This committee will consist of Treasurer (Chair), President, President Elect and Vice President. The Executive Director and Director of Operations will serve without vote. SECTION 2. Convention Committee. This committee will assist the President in planning the international convention and submit the plans for approval to the Executive Committee. SECTION 3. Grants Committee. This committee will consist of the Chair, who will serve as a Trustee of the Pilot International Foundation, and three members to be appointed by the President with approval by the Executive Committee. The Committee will review applications received and submit a recommendation to the Executive Committee on which Grants should be funded in a ranked order. SECTION 4. Scholarship Committee. This committee will consist of the Chair, who will serve as a Trustee of the Pilot International Foundation, and three members to be appointed by the President with approval by the Executive Committee. The Committee will review applications received and submit a recommendation to the Executive Committee on which Scholarships should be funded in a ranked order.


OTHER:

ARTICLE XXXII Anchor Organization

Anchor Clubs may be sponsored or co-sponsored by a District, Pilot Club(s) or a Pilot member in accordance with the policies established by the Executive Committee of Pilot International and the bylaws governing these organizations. Anchor Club is a service organization for students. Membership criteria will be established by the sponsoring Pilot Club, in accordance with applicable law. Annual Pilot International dues for Anchor clubs will be established by the voting body at the international convention.

ARTICLE XXXIII Compass Organization

A Compass Club is a community-based organization for young adults, ages 18-26 (ages 22-28 for international young adults), which will provide opportunities to participate in community service projects, develop leadership skills, and advance personal and professional goals. Compass Clubs will be governed by the bylaws of Pilot International. Compass Clubs may be established by Pilot International in accordance with policies established by the Executive Committee of Pilot International and the bylaws governing these organizations.

ARTICLE XXXIV

Administrative Operations SECTION 1. The Executive Director of Pilot International shall be employed by and report to the Executive Committee. SECTION 2. The Executive Director shall be responsible for the day to day management of Pilot International Headquarters. SECTION 3. The Headquarters of Pilot International will be located in Macon, Georgia.

ARTICLE XXXV Official Records

SECTION 1. The membership rosters will be maintained by Pilot International Headquarters and will not be used for commercial or political purposes. SECTION 2. Pilot International minutes are permanent records and will be retained permanently. Financial records will be retained for seven (7) years. Other records should be retained for at least five (5) years. All records will be retained at Pilot International Headquarters.


ARTICLE XXXVI Alternative Voting

A vote by postal mail may be authorized by the Executive Committee who will prescribe the appropriate procedure. The following matters may be included: (1) election of officers; (2) amendments to bylaws; and (3) matters of policy or principle, or such other questions as may be authorized. The vote required for adoption is the same as prescribed in these bylaws.

ARTICLE XXXVII

Electronic Meetings

The Executive Committee, International Administrative Council and all Pilot International committees and subcommittees shall be authorized to meet by telephone conference or through other electronic communications media so long as all the members can simultaneously hear each other and participate during the meeting.

ARTICLE XXXVIII Parliamentary Authority

The current edition of ROBERTS RULES OF ORDER, NEWLY REVISED will govern Pilot where they apply and are not inconsistent with these bylaws and any special rules of order which Pilot International may adopt.

ARTICLE XXXIX

Amendments SECTION 1. These bylaws may be amended by a two-thirds (2/3) vote at any international convention with the following requirements. The proposed amendment will have been:

a. presented by a Club, a District, a District Administrative/Executive Council, the Executive Committee, or the International Administrative Council;

b. mailed, either by electronic or postal mail, to the Secretary of Pilot International and to the

Executive Director of Pilot International postmarked no later than sixty (60) days prior to the first day of the Convention; and

c. mailed, either by electronic or postal mail, to each Pilot Club, the International

Administrative Council, and Past International Presidents at least thirty (30) days prior to the first day of the Convention.

SECTION 2. Amendments to the bylaws will be effective at the close of the international convention unless a later date is stipulated by the voting body.

SMARTBOOK v. 2.0

ii. Pilot International

Policies & Procedures



~ Pearl Sparks

PILOT INTERNATIONAL POLICIES 100-600 Series ALPHABETIZED

PI POLICIES

TABLE OF CONTENTS POLICY POLICY

NUMBER PAGE

A

Administration in Absence Policy 102 1 Anchor Charter Presentation – New Club (same as 301c) 411 1 Anchor Club Dues – Collection 404 1 Anchor Club District – Establishment 405 2 Anchor Clubs – Establishment and Operation 401 2 Anchor Club – Number to Charter 401.a 2 Anchor Leadership Grants 406 2 Anchor PI Coordinators at International Convention 408 2 Anchor/Youth Awards Programs 403 2 Approved Expenses Paid By District for District Officers 305 3 Approved Expenses – Paid by PI for District Officers 301 4 Authorized Anchor Representatives – International Convention 407 5

C

Certificates of Appreciation 602 6 Club Bulletins/Newsletters 503 6 Club Charter – Revocation 317 6 Club Charter – Surrender 316 7 Club Liability Insurance Policy 309 7 Club Manuals – Distribution 325 7 Club Records Policy 339 8 Club Visits – In Case of Emergency 329 8 Club/District Websites 331 8 Conflict of Interest Policy 120 10

D

Disbanded Clubs – Disposition of Property 318 10 Disposition of Funds – Disbanded Districts 320 11 District Bulletins/Newsletters 502 11 District Charter – Surrender 321 11 District Convention Information 335 11 District Nominating/Election Procedures – Bylaw Art. XVII, Section 9 312 11 District Manuals – Distribution 324 13 District Records Policy 340 13 Dues – Assessed 307 14

E

Executive Committee – Board Travel Policy 162 14 Executive Committee – Business Cards 161 14 Executive Committee – Closed Sessions 104 14 Executive Committee – Expenses 154 14 Executive Committee – Meeting Agendas/Support Materials 150 14 Executive Committee/IAC – Minutes 152 14

Executive Committee – Orientation Meeting- Training 108 15 Executive Committee – Passports 163 15 Executive Committee – Photos at Headquarters 119 15 Executive Committee Representative – Assignments 109 16 Executive Committee – Self Evaluations 112 16 Expenses of District Operations Not Paid by PI 304 16 F Founders Fund - Memorials & Remembrances 115 16 G General Communications Policy 504 17

I

Informational Literature 551 19 Insurance – District Officers 308 20 Insurance – Group Accident Medical Blanket Coverage 110 20 International Administrative Council – Meeting Agenda/Materials 151 20 IRS Form 990 323 20 L Lt. Governors (Non-Regional) – Changing Number 311a 21 Lt. Governors (Regional District) – Changing Number 311b 21

M

Members – 50 Years of Service (Awards) 604 22 Mergers 328 22 Money Solicitations From Pilots 322 22

N

New Club Formation – Reimbursement of Expenses 303 22 New Pilot Club – Number to Charter 336 22 New Pilot Club – Organization 338 22 NGO – PI Representative & Alternate to United Nations 117 23 NGO – Responsibilities of PI Representative/Alternate to United Nations 118 23 Nominations for International Office – PI Appointees 107 23 Nominees for International Office – Qualifications 155 23 Nominating PI Officers – Procedures 105 23 Non-Discriminatory Policy 116 25

O

Official Correspondence to Districts/Clubs 330 25 Organization Policy – Development, Coordination, Review 101 25

P

Past International Presidents – Special Courtesies 601 26 Past International President’s Pin 114 26 Payment of Pilot International Invoices 342 26 Pilot Awards Program 603 27 Pilot District – Establishment 313 27 Pilot Emblem/Logotypes 555 27 Pilot International Bylaws Amendment Review Committee 165 28 Pilot International Committees – Reporting 153 28 Pilot International Directory 326 28

Pilot International District – Dissolution 319 29 Pilot International President – Congratulatory Messages 158 29 PILOT LOG 501 29 Press Releases 550 31

R

Record Retention/Destruction Policy (Files at HQ) 164 31 Religion and Politics 327 32

S

Safe Harbor Disaster Relief 333 32 Service Club Leaders Conference 113 33 Strategic/Organization Planning 103 33

T

Travel Expenses 300 33 Travel Expenses – Anchor (same as 300) 410 34 Travel – Pilots/Anchors By Car to Conventions (same as 301d) 412 34 TV/Radio/Tapes and PSAs – Use of 552 34 U Use of Titles 556 35

W

Whistleblower Protection Policy 121 35

1

A Administration in Absence Policy (102) In the absence of policy, the Executive Director or Chief Operating Officer in consultation with the President and President Elect will be empowered to act. Anchor Charter Presentation – New Club (411) Transportation and moderate-rate hotel/motel (single room) will be paid for the PI President, Governor, or other PI Official (approved by the President) to present the charter to a new Pilot Club or new Anchor Club. Cost of charter dinner will be paid by the club. Such representation should be cost-effective. (1/13) Anchor Club Dues – Collection (404)

September 1 Headquarters sends international electronic dues invoice in Anchor club mailing copying Pilot Club President, District Governor, District Treasurer, District Anchor Coordinator and Executive Committee Representative assigned to that District.

November 1 Deadline for payment of Anchor Club dues to Pilot International.

(International Clubs per agreement with Headquarters)

December 1 Headquarters Anchor Specialist notifies Anchor Clubs that dues have not been paid (if applicable) with a copy to the sponsoring Pilot Club, District Governor, District Treasurer, District Anchor Coordinator and Executive Committee Representative assigned to that District.

Sample electronic copy sent to Governor, the District Anchor Coordinator, and assigned Executive Committee Representative with a list of their clubs receiving this letter. The sponsoring Pilot Club follows up with the Anchor Club.

January 15 -- Co-signed letter from Headquarters Anchor Specialist and Pilot

International Treasurer is sent to the Pilot District Governor, and the District Anchor Coordinator to follow up with the Anchor Club. (Electronically copying the assigned ECR and District Treasurer).

February 15 -- Headquarters Anchor Specialist sends notification via certified mail to the Anchor Club and sponsoring Pilot Club that the Anchor Club may lose its Charter for non-payment of dues if dues are not paid during the current school year. Sample electronic copies are sent to the Pilot District Governor, District Treasurer, assigned ECR and District Anchor Coordinator, with a list of the Anchor Clubs in their District receiving this letter.

April 15 -- Headquarters Anchor Specialist sends letter by certified mail to the Anchor Club stating that the Charter must be returned because dues for the current school year have not been paid. Copies of this letter are sent electronically to the sponsoring Pilot Club, school administrator, Pilot District Governor, District Anchor Coordinator, District Treasurer, assigned ECR and Pilot International Coordinator by first class mail.

2

Anchor Club District Establishment (405) Any Pilot DAC/DEC may vote to become an Anchor District without limitation of total members or Anchor Clubs unless denoted otherwise in the District Standing Rules. A proposed Anchor District must be voted on by the DAC unless denoted otherwise in the District Standing Rules. The new Anchor District will be included in the Pilot District Standing Rules and this will ensure the support of the Pilot District, the District leaders, and sponsoring Pilot Clubs. A proposed Anchor District budget must be approved by the Pilot DAC/DEC. The services provided to the Anchor Clubs must be balanced with the cost of Anchor District dues. Audits are required at the end of each year. Proposed Anchor District Standing Rules must be developed with consultation of the DAC/DEC and adopted by the Anchor Membership. Anchor Clubs – Establishment and Operations (401) The establishment and operation of Anchor Clubs shall be governed by procedures detailed in the following Pilot International publications:

Anchor Club Manual for Pilot Clubs Handbook for Anchor Clubs Handbook for Elementary and Junior High School Anchor Clubs Anchor District Meeting Manual

The Headquarters staff will be responsible for maintaining the above electronic publications in compliance with the current policies, programs, and philosophies of Pilot International. Anchor Club – Number to Charter (401.a) Ten Anchor Club dues-paying members are required to charter a new Anchor Club. Anchor Leadership Grants (406) Anchor Districts may submit requests to Pilot International annually for leadership and service grants up to $500 as permitted by PI budget. This grant may be used for leadership programs at Anchor District conventions, Pilot International Anchor Summit, attendance to Freedoms Foundation or other similar leadership or service programs. Anchor PI Coordinators at International Convention (408) The current and incoming Pilot International Anchor Coordinators may be asked to make presentations at the international convention. The (2) Pilot International Anchor Coordinators will be offered a discounted registration fee if they wish to attend the Pilot International Annual Convention and Leadership Conference and assist with the implementation of scheduled Anchor activities under the direction of the Pilot International Anchor Specialist. Anchor/Youth Awards Program (403) Pilot International will maintain an Anchor Awards Program designed to recognize Anchor Clubs for outstanding achievement. The basic program will be adopted by the Executive Committee of Pilot International.

3

The Club and District Manuals will include information regarding the current awards available to Anchor Clubs. In September, Anchor Club Presidents, District Governors, Sponsoring Pilot Club Presidents and Executive Committee Members will receive electronic information on the awards available. Approved Expenses Paid By District for District Officers (305) Expenses for Pilot are kept at a minimum. A Pilot/Anchor eligible to receive reimbursement of expenses paid by Pilot International, district, and/or a club will only be paid approved expenses from one source - Pilot International, the district, or the club. Expense reimbursement forms should be submitted for payment within 30 days following such travel. Final expense reports should be submitted prior to the end of the fiscal year. 1. Approved Expenses Paid by the District and Included in the District Budget: a. Governor Elect and Lt. Governor(s) to attend the Council of Leaders

and the Pilot International Annual Convention and Leadership Conference. Registration fee to be sent with completed Pilot International Annual Convention and Leadership Conference registration form.

b. District Officers to attend District Fall Council/Workshop (if held). For District Governor, Governor Elect, Lt. Governor(s), Treasurer and Secretary: receipted expenses for transportation, hotel double occupancy, registration fee. Districts may determine whether or not to budget reimbursement for meal expenses not included in the registration fee. (1/13)

c. District Officers to attend District Convention For District Governor, Governor Elect, Lt. Governor(s), Treasurer, and Secretary: registration fee. Districts may determine whether or not to budget reimbursement for meal expenses not to exceed an approved daily allowance. (1/13) Hotel should be complimented; however, the district pays for hotel (one-half double convention rate) for a District Officer not in complimentary room. If someone other than a District Officer shares a complimentary room, that person reimburses the District, the hotel rate for the space occupied. District also pays the transportation expenses for the District Governor, Governor Elect, Lt. Governor(s), Treasurer and Secretary. If traveling by car, mileage is paid at 75% of the current IRS rate. District will also reimburse for parking and tolls. If travelling by train, bus or plane, use most economical fare available. Cancelled ticket, stub or receipt should be attached to the expense report.

d. Stationery Letterheads (to include electronic) and envelopes for official correspondence for the District Treasurer, District Secretary and District Appointees. (1/13)

e. Postage Postage for District Officers and District Appointees to carry on the activities of the District and for mailing district bulletins and district convention minutes. Official correspondence for the district relates to: district meetings, conventions, budget, bulletins, greetings, welcome to new Pilots, notes of sympathy, etc. Cost for mailing district files/records to the Governor.

f. Photocopying or Printing Photocopying or printing bulletins of District Appointees, district convention minutes, and district bulletins.

4

g. Miscellaneous Filing cabinets, file folders, etc. for the preservation of district records. Purchases are approved in advance by DAC. h. Bond for District Treasurer 2. Submitting Expense Reports to the District. a. Expense reports with receipts attached should be sent to the District Governor within 30 days after expenses are incurred.

b. Expense reports are verified and approved by the Governor and Governor Elect and forwarded to the District Treasurer who issues the checks. The Governor countersigns checks. The Governor Elect may sign the checks for the Governor or the Treasurer in the event of an emergency.

c. Checks are issued in accordance with the District Budget and District Standing Rules. Approved Expenses – Paid by PI for District Officers (301) Expenses for Pilot activities are kept at a minimum. A Pilot eligible to receive reimbursement of expenses paid by Pilot International, a district, and/or a club will only be paid approved receipted expenses from one source - Pilot International, the district or the club when received within 30 days of the expense. Final district expense reports are due before the end of the fiscal year. a. Transportation for Authorized Activities in the district: Approved transportation will be paid as follows: Plane (most economical fare available), bus, train, or mileage rate set by Pilot International Executive Committee. Cancelled ticket, stubs or receipt should be attached to the expense report covering such trip. (If traveling by car, travel reimbursement will be no more than the most economical mode of travel – plane or ground transportation.) b. Visits to Clubs:

The club visits of an official nature are made in accordance with itineraries planned and approved by the club, the District Administrative Council, and assigned Executive Committee Representative. It is preferred that these visits take place before December 31.

Reimbursement for club visits will be based on the annual approved Pilot International budget which includes the allotment for club visits. District Leadership is encouraged to use technology, and club visits may be made via Skype or teleconference to the board/members. As District Leadership may visit multiple clubs in a single trip, the number of clubs visited should be included on the Travel Reimbursement Form. The total reimbursed will not exceed the allotment per club multiplied by the number of clubs visited. A district may request that its unused funds be applied to travel reimbursement requests that are in excess of the per club allotment. Examples of this would be club visits requiring air travel or long distance travel. The request must be signed by the District Governor and include minutes where the District Administrative Council authorized the request and a copy of the original reimbursement request. The request must be made after all clubs visits have been made and reimbursements paid.

5

The approved District Travel Reimbursement Form and the District Report for Club Visits & Communications should be completed and submitted to Pilot International Headquarters within 30 days of the visit. The District Report for Club Visits & Communications form should also be shared with the Governor and ECR. (Revised August, 2016)

c. Presentation of Charter to New Pilot Club or New Anchor Club: Transportation and single room lodging (up to $100) will be paid for the PI President or other PI Official approved by the President to present the charter to a new Pilot Club or Anchor Club. Cost of the charter dinner will be paid by the Club. d. Pilots/Anchors Traveling Together by Car to Conventions: When two or more Pilots/Anchors (who are eligible to receive reimbursement for transportation from any source) travel together by car, approved transportation expenses are paid to the person providing transportation. e. Governor (Member of International Administrative Council) to Attend Pilot International Annual Convention & Leadership Conference Workshop: Provided the Governor attends the Council of Leaders, pre-convention and post-convention meetings of the International Administrative Council, and the Convention, Pilot International pays the following expenses: Transportation: Round-trip transportation. Travel reimbursement will be no more than the most economical mode of travel – plane or ground transportation. Mileage rate will not exceed an amount determined by Executive Committee. Reimbursable mileage will be prorated based on number of travelers and only that portion applicable to the International Administrative Council will be reimbursed. Registration fee: Paid in full. (Includes meals covered in registration fee.) Hotel: The District shall include the one-half double bedroom rate with the district officers’ registration forms & list the second person in the room. f. Accident Travel Insurance Coverage for Governors, Governors Elect, Lt. Governors, Secretaries and Treasurers Pilot International's blanket travel accident medical reimbursement coverage is $2,500 with $50 deductible payable by the officer. This coverage pays for medical expenses that occur as the result of an accident while a District Officer is involved in official business authorized and approved by Pilot International. Tidwell & Hilburn Insurance (Tel.478-743-9318) and Pilot Headquarters should be notified at once of an accident necessitating medical expenses that would be covered under this insurance. Authorized Anchor Representatives – International Convention (407) Each Pilot District is entitled to one authorized Anchor representative at the annual convention. Pilot DAC/DEC may select one Anchor representative with their own set criteria. Suggested example: they may select the incoming Anchor District President OR the incoming President of the Outstanding Anchor Club of the Year. In Pilot Districts without an organized Anchor District, the representative could be the incoming President of the Outstanding Anchor Club of the year or this opportunity is offered to the next

6

officer in line. This is an investment in the Anchor Program, and is meant to strengthen its clubs and districts. For the Representative, Pilot International Pays: • Registration fee • Transportation (Not exceeding $250) Procedures: The Governor will notify the Anchor Specialist at Pilot Headquarters who the Anchor representative will be. All information regarding Anchor representatives must be received no later than May 1st in order to receive the financial benefits described above. Any request after May 1st will not be considered due to budgetary deadlines. The District Anchor Coordinator or sponsoring representative sees that the registration form is completed and electronically submitted to PI Headquarters. A convention acknowledgement packet will be mailed from Pilot Headquarters. The compensated Anchor representatives must attend and participate in all Anchor meetings by signing in at each session to receive reimbursement for travel.

C Certificates of Appreciation (602) The President of Pilot International may authorize and issue a Certificate of Appreciation on behalf of the Executive Committee to thank and commend Pilots for special assignments for Pilot International. Such certificates will be designed at Headquarters. The President will draft the letter to accompany the certificate. The letter and certificate will be mailed from Headquarters unless the President prefers to mail from her/his hometown post office. Club Bulletins/Newsletters (503) Newsletters are optional and are not required. Newsletter Content Newsletter content varies from club to club, but often includes club business, a listing of project activities, announcements, a schedule of upcoming events, member news, district activities and information from Pilot International. Ongoing and one time hands-on service projects should be listed. Dissemination Each club member, as well as the District Governor and District Council Representative, should receive a copy of each newsletter/bulletin. Club Charter – Revocation (Charter (Bylaw Article IV, Section 3) (317) Should the DAC/DEC recommend to the Executive Committee that a Pilot Club is not operating within the Bylaws, policies, or principles of Pilot International, the DAC/DEC may refer the matter to the Executive Committee. Upon review, if the Executive Committee concurs that the matter warrants revocation of the club's charter, the Executive Committee will recommend this action be taken by the International Administrative Council.

7

If dues are not paid within 90 days of the due date, the Club's Charter may be revoked. Club Charter – Surrender (316) Upon receipt of written notice of a club's intent to surrender its charter, the Executive Director will contact the District Governor. Headquarters will send a letter from the PI President acknowledging the club’s decision to disband. Pilot International Headquarters will contact the club with instructions regarding the disposition of the Club Charter and Banner. Pilot International Headquarters will also instruct the Pilot club to file a legal form to dissolve the corporation where required. (Revised 6/16) Note: Where possible, clubs are encouraged to share their Charter and Banner with local museums, etc. to preserve the history. Should a club bell still exist, it is recommended that it be passed on to the District Governor or Pilot International Headquarters for issuance to another club. (Revised 6/16) Disposition of funds: (1) payment of all local obligations; (2) payment of district obligations; (3) Payment of obligations to Pilot International. Any funds remaining after all indebtedness has been paid should be given to a charitable cause in the community, to an affiliated Anchor Club(s) for a service project, to the district or be sent to the Pilot International Founders Fund. Funds may be distributed only to be used for purposes that are consistent with the Club's charter and bylaws. No funds may be distributed to members. A member of the disbanding club should keep the following records for 7 years – any tax returns (990 or 990EZ), bank statements, club treasurer’s reports. Minutes of the club meeting where members voted to disband should be sent to PI Headquarters to be placed in the club’s permanent file. Members of a disbanded club should not thereafter use in any manner the name, the insignia or other identifying emblems of membership in Pilot International. A disbanding Pilot Club should secure a new sponsoring Pilot Club for their Anchor Club(s) in the surrounding area if possible. Once that club has agreed to become the new sponsor, they should notify Headquarters of their intent in writing with copies mailed to the Pilot District Governor, PI Anchor Coordinator, and District Anchor Coordinator. If the disbanding Pilot Club is unable to secure a new sponsoring Pilot Club, the Pilot District Governor should contact Headquarters within 30 days of the Pilot Club's disbanding. The Governor should inform the membership department of the status in finding a new sponsor and obtain any relevant information* regarding the Anchor Club(s). If Headquarters does not hear from the Pilot District Governor within 45 days, the membership department should contact the Governor and discuss the options the district has and give to the Governor any relevant information* concerning the Anchor Club(s). The Anchor Club can be sponsored by: x A Pilot Club (even if it is not in the same town) x A Pilot District x A Pilot Member x And as a last resort, an Anchor Club can be sponsored by the Executive Committee of Pilot International A Pilot from the disbanding Pilot Club who continues to pay their international membership dues should be asked to be a liaison between a Pilot Club (if not in the same town), district or Pilot International. (1/13) * Relevant information includes address(es), phone and fax numbers of the school(s), status of dues, membership total(s), adviser's name(s), address(es), phone and fax number(s).

8

Club Liability Insurance Policy (309) Pilot International will provide liability insurance coverage for all entities of Pilot International. (1/13) Pilot club members will be charged an annual premium based on the total annual premium charged to Pilot International. Club Manuals – Distribution (325) Pilot International will publish a "Club Manual" containing pertinent information and guidelines regarding club operations. The Headquarters staff will review this publication annually and will make any revisions necessary to maintain compliance with current bylaws and policies, programs, or philosophies of the Executive Committee and Pilot International. Club Records Policy (339) The following Club records are permanent and should be kept indefinitely.

1 . Minutes of Club Meetings

2. Any Votes-by-Mail (when authorized per PI Bylaw Article XXXV) and records of votes cast Club Treasurer’s files should be kept for seven (7) years. This includes bank statements, club treasurer’s report, and any tax returns (990. 990N or 990 EZ), etc.

The Notification of Change in Membership Information Forms (filed by the Club Secretary) should be kept for two (2) years.

Any other records may be discarded at the discretion of the Executive Board.

The outgoing officer shall pass the files on to the incoming officer and each current officer is the custodian of the Club files for that office.

The files should be kept on a revolving basis and the current custodian is responsible for removing the records to be discarded during that term of office.

Club Visits – In Case of Emergency (329) In case of an emergency, the Governor may request that a member of the Executive Committee or the Immediate Past Governor of the District conduct, on behalf of the assigned member of the DAC/DEC, a visit of an official nature to a club.

Club/District Websites (331) The following are policies regarding a number of areas relating to PI/District/Club websites. Links: Pilot International will allow all Pilot and Anchor Clubs and Districts to link to the PI website. PI will link to other related organizations, agencies, and etc. where it is deemed relevant and beneficial for us to do so. PI will seek to obtain links which do not carry a cost. PI will evaluate any requests for commercial links on a one by one basis. PI assumes no responsibility, nor liability, for the content or accuracy of the sites to which it is linked, including Pilot and Anchor Clubs and Districts.

9

Logos, Emblems, Trademarks: The same policies that guide the use of PI logos remain in effect in this medium. Contact Information @ www.pilotinternational.org: The website directory for Pilot International will include a listing of the International Administrative Council, Staff and Pilot Districts, as well as a listing of Pilot and Anchor Clubs with e-mail addresses when available. Club Websites: To maintain the quality of PI's image globally, Pilot and Anchor Clubs and Districts are required to maintain a minimum standard on their websites. Pilot or Anchor Clubs or Districts, including those already having websites, will be required to go through an approval process, in order to ensure that minimum standards are met. Before the website is released onto the internet, the site must meet the minimum quality standards listed below. The Club must submit a review request to Headquarters. Within 30 days of receipt of the request, a response will be issued to the Club or District for approval to put the site on the internet. Sites which have not gone through the approval process will not be able to link to the PI site. Pilot International prefers that clubs and districts maintain a high standard and consistency in the sites. However, all sites must minimally have: 1. Pilot International logo 2. Pilot International contact information: address, telephone, fax, website address, e-mail address 3. Pilot or Anchor Club name 4. City, State, and Country of the club's location 5. Contact information or a way in which interested parties can notify the club 6. A list of community service projects 7. A statement requiring adherence to copyright regulations 8. A statement requiring adherence to no profanity, libel or slander, offensive or discriminatory messages, pornography, or illegal activity (see sample policy which can be streamlined for the clubs) 9. A disclaimer of the club's liability for content or interaction on the site Should PI become aware that this minimum standard is not being met, or that inappropriate activity is occurring on a club's website, PI staff will contact that club's leadership. Any club using another developer for its site, voluntary or paid, should obtain from the developer a written agreement that the content of the site belongs to the Pilot or Anchor Club or District, and that in the event the individual or company is no longer to provide this service, all code for the site reverts to the ownership of the Pilot or Anchor Club or District.

Commercial Activity Should PI or a Pilot or Anchor Club or District entertain commercial advertisements on their page, it should clearly be labeled as an advertisement. Any Pilot entity posting advertising on its site should obtain an agreement from the advertiser indemnifying Pilot against loss resulting from the advertisement, including, without limitation, losses caused by trademark, copyright, or libel or defamation. Any links to commercial sites should be part of the advertisement. PI, and all Clubs and Districts, will use the highest degree of judgment in determining the appropriateness of linking any site to a commercial entity;

10

keeping in mind any reflection this may have on PI as a non-profit, service club organization, with a charitable intent. Solicitation The policy regarding solicitation of other Pilots applies to websites and e-mail. No chain solicitations will be tolerated. The advent of such may result in the immediate termination of the website. Political Activity Neither PI, nor its club or district sites, will carry any endorsements for specific candidates for office at any level on their sites.

Conflict of Interest Policy (120) Pilot International, Inc. serves the community as a non-profit organization and as such operates in a role that calls for a high degree of community trust. Because Pilot International’s activities are subject to public scrutiny, conscientious efforts must be continually taken to maintain the confidence of the community, and to avoid circumstances which might lead to a harmful conflict of interest and lessened credibility in pursuing the mission of Pilot International. Therefore, it is the policy of Pilot International, Inc. that representatives of PI, including International Administrative Council members and employees, should not on behalf of PI, engage in any business or professional activity with persons or organizations outside PI, where that activity might result in personal benefit to the PI representative, and thereby result in a conflict of interest. A PI representative should not accept gifts, monies, entertainment of significant value, or other gratuities outside PI or otherwise deal preferentially with suppliers and others where personal gain accrues to the representative. International Administrative Council members and employees of PI shall exercise their best judgment for the benefit of PI and shall refrain from being influenced by personal considerations of any kind in the performance of their duties. International Administrative Council members shall avoid employment, investments, and personal interests which may work to the disadvantage of PI. This policy does not prohibit representatives of International Administrative Council members from engaging in business or personal relationships with others which are unrelated to PI. (Clarification to not exclude “networking” business relationships).

D Disbanded Clubs – Disposition of Property (318) 1. Whenever a club or District owning real property ceases to be a member of Pilot International whether voluntarily or by forfeiture, such club, prior to termination of membership will convey title to its real property to Pilot International and/or Pilot International Founders Fund. 2. Any personal property shall be delivered to Pilot Headquarters (e.g. Bell, gavel, pins, other logo material). Districts of Pilot International will hold and convey title to real property only in the district corporate name.

11

3. Any remaining funds held by the club shall be paid to Pilot International and or Pilot International Founders Fund. Disposition of Funds by Disbanded Districts (320) 1. Payment of all (1) District Convention, (2) District, and (3) Pilot International obligations shall be made. 2. A majority vote of delegates at District Convention will determine the disposition of remaining funds. Any funds remaining shall be given to a charitable cause or sent to Pilot International and/or Pilot International Founders Fund. 3. A copy of the final Treasurer's Report and Audit Committee Report will be forwarded to Pilot International Headquarters within ninety (90) days from the close of the District Convention. District Bulletins/Newsletters (502) Each District Governor is required to issue a bi-monthly district bulletin/newsletter. Additional issues are optional. In districts, the bulletin shall be known as the Governor's Bulletin. There are no restrictions as to the number of pages except as the cost relates to the amount approved in the district budget, but distribution should be carried out on the regular basis at set intervals. Standard format size shall be 8 1/2" X 11". A copy of each edition should be sent to each Pilot Club in the district; to members of the Pilot International Executive Committee; to other District Governors; Past International Presidents and to Pilot Headquarters District Charter - Surrender (321) The President of Pilot International and the Executive Director will be notified of the action taken at the close of the District Convention by the Executive Committee Representative. If dissolution is approved, the District will return the charter to Pilot International Headquarters within ninety (90) days, and file a legal form to dissolve the corporation where required. Members of a disbanded district shall not thereafter use in any manner the name, the insignia, or other identifying items of membership in Pilot International except as they may become members of Clubs Outside of Evolving Districts (COED) or dues-paying international members. District Convention Information (335) By December 1, the District Convention information including date and location, will be provided to the District Governor, ECR and Pilot International Headquarters by the District Governor Elect. District Nominating/Election Procedures – Bylaw Art. XVII, Sec. 9 (312) The District Administrative Council will appoint by November 1, a Nominating Committee of three (3) to five (5) members, or one (1) member from each region in Regional Districts; no two will be members of the same club. The Chair will have been designated by the Governor – no later than December 1 in the prior year as one of the Appointees. The Governor will announce the appointment of the committee, including the name, address and the club of each member of the Nominating Committee. The Governor is responsible for sending each member of the committee a copy of the following: Procedure for Nominating District Officers, Instructions for District

12

Nominating Committee, Qualifications for Nominees for District Offices, and Nomination of Candidate for District Office in Pilot International. Responsibilities of the Chair, the Committee, Governor and ECR A club may submit nominees from any club to the Nominating Committee. In Regional Districts, nominations for Regional Lt. Governors will be made only by clubs from that region. The committee is charged with the responsibility to secure and verify at least one qualified nominee for each elected office if nominations for each office have not been received from the clubs. There are no nominations from the convention floor. November – 60 days prior to convention: Candidates are nominated and accept nominations for district office. An acceptance is not complete until the Chair of the Nominating Committee, Governor, and ECR have received the nomination letter, completed Qualification Form, Vision Statement, and letter of acceptance postmarked by the due date. Clubs may nominate candidates for office, but if no candidate has accepted by February 1 at the latest, it is the Nominating Committee’s responsibility to search out and persuade qualified persons to stand for election. (Once a Pilot agrees to run, his/her club or another club must still make the official nomination and complete the nomination process. 60 to 45 days prior to convention: Nominating Committee verifies nominations by checking references listed by nominee and two other Pilots who have knowledge of the candidate’s qualifications. Nominee may be given opportunity to correct nomination form and/or vision statement if time permits. 45 days prior to convention: Nominating Committee notifies candidates of the status of their nomination. The Nominating Committee sends to the governor the names and qualifications of nominees for district office. 30 days prior to convention: Names and Qualifications of Nominees will be sent out by the Governor either electronically or by postal mail to Clubs, District Officers, ECR, and Past Governors (if applicable). Friday night – Committee members meet with Governor, ECR, Parliamentarian and sign report. Saturday Morning – Chairman reads report to the convention body. A member of the Nominating Committee may resign from the committee to accept nomination for a district office. As soon as a nomination is complete, the Chair sends the ECR a copy of the completed qualification form for each nominee and any necessary comments regarding qualifications. All such matters are held in confidence. The ECR will then review for accuracy and content the qualification form and Vision Statement as quickly as possible REPORT OF COMMITTEE 1. The Chair prepares the report in duplicate, listing the names of all qualified nominees. For Governor Elect--------Name(s), club, city, state/province/prefecture For Lt. Governor*---------Name(s), club, city, state/province/prefecture

13

For Secretary--------------Name(s), club, city, state/province/prefecture For Treasurer--------------Name(s), club, city, state/province/prefecture *If a District has more than one Lt. Governor, nominees will be designated as 1st Lt. Gov., 2nd Lt. Gov. etc. In Regional Districts, the names of all nominees for each REGION are shown on the report. 2. Each member of the committee signs the report, with the Chair signing last. 3. At the first business meeting, when called upon by the Governor, the Chair reads the report to the convention body. 4. After reading the report, the Chair gives it to the Governor, with a copy to the District Secretary. PREPARATION OF BALLOTS (February 2005) 1. The names of all nominees included on the Nominating Committee's Report will appear on the ballot EXCEPT any office that has only one nominee. 2. Nominees' names are listed alphabetically. DISTRICT GOVERNOR'S RESPONSIBILITY The District Governor is responsible for seeing that the committee fulfills the responsibilities as outlined. The Governor has no responsibility regarding the function of this committee and does not meet with them. District Manuals – Distribution (324) Pilot International will publish a "District Manual" containing pertinent information and guidelines regarding district operations. Headquarters staff will review this publication annually and will make any revisions necessary to maintain compliance with current bylaws and policies, programs, or philosophies of the Executive Committee and Pilot International. The “District Manual” will be made available on the PI website at no charge to the District. District Records Policy (340) The following District records are permanent and should be kept indefinitely.

1. Minutes of District Conventions, including the Audit Report

2. Minutes of Fall Council

3. Minutes of District Administrative Council Meetings

4. Any Votes-by-Mail (when authorized per PI Bylaw Article XXXV) and records of votes cast

5. Any tax returns (990, 990N or 990 EZ)

District Treasurer’s files should be kept for seven (7) years. This includes bank statements, and district treasurer’s report.

The Notification of Change in Membership Information Forms (filed by the Club Secretary) should be kept for two (2) years.

Any other records may be discarded at the discretion of the District Administrative Council.

14

The outgoing officer shall pass the files on to the incoming officer and each current officer is the custodian of the district files for that office.

The files should be kept on a revolving basis and the current custodian is responsible for removing the records to be discarded during that term of office. Dues – Assessed (307) For new and reinstated members, Pilot International dues will be assessed starting with the month the member joins the club through the remainder of the current club year.

E Executive Committee – Board Travel Policy (162) Whenever financially feasible and schedules permitting, the President, President Elect, and Executive Director, in any combination, will not travel together on behalf of Pilot International. (10/96) Executive Committee – Business Cards (161) Pilot International is responsible for supplying business cards to the Executive Committee. Executive Committee – Closed Sessions (104) Closed sessions of the Executive Committee may be held to consider personnel matters and or legal matters. The Executive Director or Chief Operating Officer may be included or excluded from discussion of performance, compensation, or dismissal of the Executive Director or Chief Operating Officer at the option of the Executive Committee. Minutes of closed sessions shall be taken separately from regular minutes. Executive Committee – Expenses (154) Pilot International will reimburse the Pilot International officers for travel expenses, per established policy; hotel expenses; meeting registration fees; and gratuities. The cost of other expenses directly related to the responsibilities of the officer also will be reimbursed by Pilot International including postage and long distance phone calls. Executive Committee – Meeting Agendas/Support Materials (150) Support materials shall be shared with the Executive Committee at least 3 days prior to the meeting. Executive Committee/IAC – Minutes (152) The Secretary of Pilot International shall prepare a written record of the action taken at all meetings of the International Administrative Council, and Executive Committee and distribute a draft to the EC within 21 days of the meeting's adjournment. The minutes shall be a brief, accurate record of all motions, resolutions, and decisions. Purpose: A clear, objective statement of actions taken. A reminder of future expected actions, assignments and dates. A historical background and official record. Contents The minutes shall include: 1. Place, date and time of meeting. 2. Listing by name and officer-title all attendees, participants, and those absent.

15

3. Notice of approval, corrections or amendments to minutes of the previous meeting. 4. Reports made by officers and committees (attached to minutes). 5. A record on the disposition of all reports to include one of the following: a. "was received for information purposes only" b. "was considered, but no action taken at this meeting" c. "was accepted with the following changes and amendments" d. "was adopted and the following actions will be taken based on the report" (list or reference each action or decision) 6. A verbatim copy of all motions made, the name of the maker of the motion and whether the motion was seconded, carried, defeated, tabled, etc. 7. A verbatim copy of any resolution adopted by the group. Corrections Any corrections to the first draft of the minutes by Executive Committee will be sent, within two weeks from the postmark date, to the Pilot International secretary with a copy to the Executive Director. Corrected minutes shall then be sent to the EC for final approval. Approval Once approved, the minutes are a part of the permanent official records of Pilot International. After approval of the written minutes, any electronic audio recordings of the proceedings shall be destroyed by the Secretary. The Secretary shall maintain electronic copies of the minutes for the Executive Committee, auditors and legal entities. Distribution Minutes of the International Administrative Council meetings shall be distributed to the International Administrative Council. Minutes of the Executive Committee meeting shall be distributed to the Executive Committee. Official minutes of Executive Committee and International Administrative Council will be available to any Pilot upon request with an enclosed self-addressed stamped 8 1/2 x 11 envelope. Executive Committee – Orientation Meeting – Training (108) An Executive Committee Orientation will be held annually with the agenda and topics to be determined as appropriate for that time. 108.5 The President Elect of Pilot International will conduct ECR training at the Orientation meeting. Executive Committee – Passports (163) The President, President Elect, and Vice-President will have valid passports. Upon election to one of these positions, if the board member does not have a passport, Pilot International will reimburse for its acquisition. (10/97)

Executive Committee – Photos at Headquarters (119) A picture of each Pilot International President will be placed in a memory book (photo album) and displayed in Headquarters. A picture of the current Executive Committee will be displayed at Headquarters.

16

A photo of the first International President and the current International President will be hung in the new Heritage Center. At the conclusion of each term, the President’s photo will be placed in the memory book/photo album. (1/07) Executive Committee Representatives – Assignments (109) The Incoming International President may assign an International Officer as Executive Committee Representative (ECR) to each District. These assignments will be announced before the close of the Pilot International Annual Convention and Leadership Conference. Executive Committee – Self Evaluations (112) The Executive Committee will conduct an annual self-evaluation. Expenses of District Operations Not Paid by PI (304) 1. Any part of the expense for: a. Governor Elect and Lt. Governor(s) to attend the Pilot International Annual Convention and Leadership Conference. b. Governor, Governor Elect, Lt. Governor(s), District Treasurer and District Secretary to attend the District Convention. c. Any District Officer to attend Fall Council, District Workshop or meeting of the District Administrative Council/District Executive Council. 2. Rental of computer/typewriter and related expenses, if provided. 3. Stenographic services, photocopying or printing, either for the Governor, Governor Elect, Lt. Governor(s) or within the district. 4. Expenses of greeting cards and postage, gifts, awards, etc. 5. Stationery. 6. Postage for District Secretary, District Treasurer, District Appointees.

F Founders Fund – Memorials & Remembrances (115) 1. A $100 memorial will be given to the Pilot International Founders Fund from the current Pilot International Budget for the following persons at the time of their death: a. International Administrative Council Members b. Past Presidents of Pilot International c. Headquarters staff

Immediate written notice will be sent to members of the International Administrative Council, Past International Presidents, and DAC/DEC of the home district of the officer.

17

2. The death of a Past International President or a current International Officer will require fast and appropriate action by the Executive Director. Acting on behalf of the Pilot International Executive Committee and in consultation with the President, the Executive Director will: a. Secure international representation at the funeral and advise the family of those in attendance. b. See that a tribute to the passing of the Pilot is included in the earliest issue of THE PILOT LOG following the death. This should include a photograph and biographical information showing service rendered Pilot International, district and clubs. c. In the event of the death of a Past International President, Headquarters will immediately

notify the EC, District Governors, and Past International Presidents via fax/e-mail. The EC in turn will be responsible to contact their Governors if they can only be reached by telephone.

3. A contribution ($50) will be sent to PI Founders Fund from the current Pilot International Budget for an Executive Committee Member or Headquarters staff member at the time of the death of an immediate family member (spouse, sibling, child). Exceptions are to be handled by the President and the Executive Director.

G General Communications Policy (504) PILOT INTERNATIONAL/VOLUNTEER/EMPLOYEE INTERNET AND COMMUNICATIONS POLICIES General Communications/Internet Statement – Volunteer/Employee All communications by employees and District or International leaders (hereafter referred to as “volunteers”) of Pilot International (PI) are the property of PI. In the use of any communications vehicle including, but not limited to, voice mail, fax, e-mail, written communications, or website postings, and etc.; there is no expectation of personal privacy. All communications equipment is to be primarily dedicated to the business uses of PI. Volunteers and employees should be mindful that any communication can be subpoenaed by legal or government request. In creating any communication, employees and volunteers should take great care in remembering that all communications reflect on PI's reputation. All volunteers and employees will sign a statement indicating receipt and compliance with the Internet and Communications Policies in their entirety. PI reserves the right to change this policy at any time. Monitoring of Communications/Privacy Expectations There should be no expectations of privacy in the use of any and all communications vehicles, of any type. PI reserves the right to monitor, access, retrieve, read, and disclose all communications at any time. Volunteers and employees should exercise good judgment in the use of all communications vehicles and assume that they may be reviewed/monitored at any time by PI. A standard of professional business conduct is expected in the use of PI communications equipment including voice mail, fax, e-mail, Facebook

18

and any other forms of social networking. An overall guide for communicating via PI equipment is that all communications, business or personal, sent or received, may be reviewed at any time by PI. Use of PI/PIF Communication Equipment Whereas the expectation is that all communications equipment is to be primarily dedicated to the business uses intended of PI; it is understood that with the easy use of e-mail communications and no cost to PI, employees may wish to send personal messages. Limited personal use will be permitted. However, employees should be cognizant that, just as too many personal phone calls may lead to a reprimand, excessive personal use of e-mail on PI time will not be tolerated. This policy also applies to internet surfing. As employees will have regular occasion to be on the internet posting information to our site; pulling e-mails from the site; and researching information for projects/proposals; it is also understood that excessive use of the internet for personal use, or use which results in poor job performance, may result in a reprimand or termination. The Following Uses of Internet and Communications Vehicles are Expressly Prohibited:

1. Creation or distribution of chain letters 2. Expressing personal views as representing those of Pilot 3. Job searches 4. Political causes or activities 5. Pools or gambling of any kind 6. Pornography, sexual comments, imagery, or content, and etc. 7. Sexual harassment

8. Solicitations or advertisements for non-PI purposes 9. Internet discussion groups or forums that do not pertain to Pilot International 10. Any messages or content that contain defamatory, libelous, offensive, harassing,

disruptive, derogatory; sexual, racial or ethnic slurs; or anything that would offend on the basis of race, gender, national origin, sexual orientation, religion, political beliefs, or disability

11. Uploading, downloading, or otherwise transmitting without PI authorization: Copyrighted materials Trademarked materials Patented materials Trade secrets Other confidential, private, or proprietary information or materials Illegal information or materials Sexually explicit materials

12. Using PI's systems to: Gain unauthorized access to remote computers or other systems and/or to damage, alter, or disrupt remote computers or systems in any way

13. Using - without authorization - someone else's code or password 14. Disclosing - without authorization - anyone's code or password, including the

employee's own 15. Enabling unauthorized third parties to have access to or

use, PI's systems 16. Jeopardizing the security of PI's systems

17. Anonymous messages 18. Illegal activities 19. Any other activities already prohibited by PI policies,

but not necessarily itemized in this policy

19

Information protection: All volunteers and employees are to consider this policy a warning:

1. regarding the ease of interception on the internet 2. regarding the ease of inadvertent forwarding of information on the internet 3. regarding transmitting confidential, proprietary, and sensitive information under

any circumstances 4. regarding sending any passwords or means of accessing the network in readable

form 5. regarding giving confidential information to other employees only on a need to

know basis 6. regarding giving confidential information to third parties without management's

written approval Viruses/tampering: All volunteers and employees are to follow the following procedures to prevent viruses and tampering:

1. Scan any files downloaded from the internet with virus detection software before installation and execution

2. Scan any computer discs received from non-association sources with virus detection software before PI installations and execution

3. Prohibit introduction of viruses, attempts to breach system security, or other malicious tampering with any of PI’s electronic systems

4. Employees must immediately report any viruses, tampering, or other system breaches to the system administrator

Uploading to PI's Website/Intranet

1. All copyrights and trademarks are to be cleared. 2. No "trade secrets" are to be published on the website 3. Appropriate notices and disclaimers are to be used.

Record Retention: Employees are to keep all communications, including electronic documents in paper format, according to the regular records retention practices of PI and applicable laws. Records that do not need to be maintained are to be regularly deleted by each employee to reduce space on the computer network. Consequences: Failure to follow the communications policies of PI may result in suspension of privileges in using communication vehicle(s), or other disciplinary action, up to and including termination. All employees and volunteers should be aware that failure to adhere to these policies may result in personal liability.

I Informational Literature (551) Information about Pilot International and its programs, including Anchor Clubs, shall be developed by Pilot Headquarters. Material such as brochures, media kits, and fact sheets shall be distributed to Pilots, clubs and districts through Pilot International Headquarters through templates or through mailings. Costs shall be held to a minimum to encourage use of the material, however, Pilot International shall recover the cost

20

of producing and printing through a regular schedule of charges. Where necessity mandates and budget permits, some manuals and other literature may be made available at no charge, except, in some instances, for mailing costs. Insurance – District Officers (308) 1. A blanket Group Accident Medical policy is renewed annually for travel to, in attendance and return to residence/business when involved in authorized Pilot International business for District Officers. Coverage: Blanket Accident Medical Reimbursement Death/Dismemberment 2. A Non-Profit Organization Liability Insurance policy is renewed annually for: Pilot International Board of Directors and staff. Coverage: $2,000,000 aggregate limit for each policy year, for civil claims made because of wrongful acts, etc. Insurance – Group Accident Medical Blanket Coverage (110) 1. A Group Accident Medical blanket coverage is renewed annually. This covers travel to/from and attendance at authorized Pilot International business for: Pilot International Administrative Council, Governors Elect, Lieutenant Governors, Secretaries, Treasurers and PI HQ Staff. Coverage: Blanket Accident Medical Reimbursement Death/Dismemberment 2. International Administrative Council. 3. An Employee Dishonesty blanket coverage is renewed annually for the Executive Director and staff. Coverage: $100,000 limit per occurrence International Administrative Council – Meeting Agenda/Materials (151) The agenda and materials for each meeting of the International Administrative Council shall be prepared by the Executive Director in consultation with the President. Members of the Executive Committee, District Governors and Executive Director shall be invited to submit items of business for inclusion on the agenda. Agenda items shall be sent to the President with a copy to the Executive Director. The President shall issue the call to the meeting, giving the meeting date, time and place and the deadline for receiving agenda items. An agenda and support materials shall be sent to members of the International Administrative Council at least 30 days prior to the meeting. (To bring in line with District and club policies) IRS Form 990 (323) The Club Manual will contain the most current rules and regulations from the Internal Revenue Service regarding the filing of IRS Form 990 by Pilot Clubs located in the United States. It will be the responsibility of the Executive Director to notify and inform United States Pilot Clubs of any changes in IRS rulings regarding Form 990 which may occur after distribution of the most current Club Manual.

21

L Lt. Governors (Non-Regional) – Changing Number (311a) The following ratio for electing one or more Lt. Governor(s) is to be used as a guideline: 21 - 36 clubs, one Lt. Governor 37 - 48 clubs, two Lt. Governors 49 - 60 clubs, three Lt. Governors The procedure for electing a Lt. Governor is as follows: 1. It is recommended that the district have at least 3 or more than the minimum required number of clubs (in the ratio above) to allow for attrition. 2. The Governor, with approval of the District Administrative Council, appoints a committee to compile the following information: a. Need for the office of Lt. Governor b. Expense to the district c. Necessary increase or resulting decrease in district dues 3. The District Administrative Council will study carefully the matter of adding or deleting a Lt. Governor, and if approved by them, the clubs in the district will be notified 30 days in advance that it will be presented for a vote at the next Fall Council or District Convention. The information provided to the clubs will include the report of the committee referred to in Item #2. 4. If the convention body votes in favor of adding or deleting a Lt. Governor, it becomes effective the following club year, with the Lt. Governor to be elected at the next District Convention. Nominations for the new office will be submitted to the District Nominating Committee. 5. Expenses of the Lt. Governor must be included in the district budget approved at the convention at which the officer is elected. 6. District Standing Rules will be amended, when necessary, as a result of the increase or decrease in the number of Lt. Governors. Lt. Governors (Regional District) – Changing Number (311b) 1. The Governor, with approval of the District Executive Council, appoints a committee to compile the following information: a. Need to increase / decrease the number of Lt. Governors b. Expense to the district c. Necessary increase or resulting decrease in district dues

2. The District Executive Council will study carefully the matter of adding or deleting a Lt. Governor,

and if approved by them, the clubs in the district will be notified 30 days in advance that it will be presented for a vote at the next Fall Council or District Convention. The information provided to the clubs will include the report of the committee referred to in item 311 a., #2.

3. If the convention body votes in favor of adding or deleting a Lt. Governor, it becomes effective the following club year.

22

4. District Standing Rules will be amended, when necessary, as a result of the increase or decrease in the number of Lt. Governors.

M Members – 50 Years of Service (Recognition) (604) Pilots who have been a member of Pilot International for a period of 50 years will be presented a special 50 year pin either at the District Fall Council, District Convention or a special club meeting. The 50-year pin will be accompanied by a letter and certificate from the International President and a press release. Mergers (328) Mergers require two or more clubs to give up their charters, dissolve the incorporation, and disband and charter a new club. Money Solicitations From Pilots (322) Any activities of Pilot International requiring money solicitations from Pilots must be approved by the Executive Committee.

N New Club Formation – Reimbursement of Expenses (revised 1/13) (303) Expenses for the formation of new clubs will only be reimbursed to the club or person(s) responsible for organizing the new club, with approved receipts, up to 50% of the dues paid to Pilot International. Eligible expenses include those costs incurred for organizing the club and those related to the new club’s setup or operation expenses. All organizing expenses MUST be submitted to PI Headquarters within thirty (30) days after the charter presentation to the new club. As indicated on the Notification of Intent to Organize a New Pilot Club form, new members of the Club will receive a complimentary New Member Guide from Pilot International. (effective July 1, 2013) New Pilot Club – Number to Charter (336) Five Pilot International dues-paying members are required to charter a new Pilot Club. In addition, Charter members may include existing Pilots with dual membership. New Pilot Club – Organization (338) Once the area for the new club has been selected, the Notification of Intent To Organize a New Pilot Club (found in the Club Manual) should be submitted to Pilot International Headquarters with a copy to the District Governor. The Executive Committee must “approve applications for the organization of new Clubs” (PI ARTICLE XXVII, SECTION 2. d.). When the form is received, PI Headquarters will share brochures, membership forms, etc. to assist in the organization of new club. The charter will be presented to the new club by the Pilot International President or a designee at the club’s charter event. In order for a charter to be issued for the new club, at least 5 completed membership forms for Pilots new to the organization, along with payment of initiation fees, dues, and insurance (when applicable) are

23

received at Headquarters. Pilot International will furnish the following to a new club upon receipt of the necessary forms and payments: New Member Folder for each member (to be mailed directly to new member from Headquarters beginning by July 1, 2013). Note: Policies 336 and 338 conflict with one another. NGO – PI Representative & Alternate to United Nations (117) Pilot International Executive Director will serve as the Representative and the incoming PI President will serve annually as the Alternate Pilot International Headquarters is to notify agency of representative's appointment. Fact Sheets Websites will be shared by Headquarters staff on the United Nations enabling the Representative and Alternate access to specific information on the structure, dues/fees, services received, fiscal/working year of agency, regular meetings, conferences, cost of meetings and conferences the representative might attend. NGO – Responsibilities of PI Representative/Alternate to United Nations (118) To promote Pilot International, its mission and programs. To attend meetings when possible and keep abreast of information made available. To participate in work, committees, etc. related to the United Nations, when possible. To give special attention to projects for possible Pilot Club service involvement. To submit a written annual report in June of each year to the Executive Committee, with a copy to Headquarters. To submit yearly an online Annual Review form through the Civil Society Organizations’ Network. To raise public awareness about key issues on the UN agenda. To disseminate information and promote humanitarian issues of global concern. Nominations for International Office – PI Appointees (107) By acceptance of nomination for Pilot International Office, nominees will automatically be relieved of their responsibility as an incoming PI Appointee. Nominees for International Office - Qualifications (155) Qualifications for Nominees for international offices will be mailed to each Pilot who accepts nomination for an international office as a part of the nominee information material. The content is to be reviewed and amended, from time to time, by the Executive Committee and will be included in the Pilot Club Manual and the Pilot District Manual. Nominating PI Officers – Procedures (105) The following procedure is the process for nominating qualified members for International Office. 1. Clubs vote to nominate a qualified member as a nominee for international office for the positions of Director, Treasurer, Secretary, Vice President, and President Elect. 2. Clubs send a letter of nomination to the proposed nominee with a copy emailed to Pilot International Headquarters at [email protected]

24

3. Upon receipt of the nomination letter, the proposed nominee sends a letter of acknowledgement (acceptance or refusal) to the nominating club with a copy emailed to Pilot International Headquarters at [email protected]. 4. When notification of nomination is received at Pilot International Headquarters, a copy of the following documents are emailed to the Nominee:

x Qualifications for Executive Committee x Qualification Form for Executive Committee x Nominee’s Certification & Pledge x Conflict of Interest Policy x Nominee Instructions

The cover letter which accompanies the referenced documents will advise the nominees that a nomination does not constitute qualification for office and/or a slot on the ballot. The letter will indicate that nominees are invited to attend Council of Leaders; although nominees may not actively participate in Council of Leaders and nominees are not required to attend Council of Leaders. The cover letter will also state that the nominee is required to complete all required forms and attest that the information provided is true and correct.

5. Clubs will be notified by mid-March of the number of nominees who have accepted nomination for each office. 6. Clubs may make additional nominations through the deadline date announced each year. 7. Each nominee will submit the completed forms referenced in Item 4 above, a photograph and a

video of the Statement of Purpose to Pilot International Headquarters at least 70 days prior to International Convention. Nominees will not make any statements requesting a vote in their Statement of Purpose. The Nominating Committee may strike any sentence requesting a vote from the Statement of Purpose.

Once qualification forms are received at Pilot International Headquarters, they will be reviewed and verified for adherence to the rules. If an error is found, the nominee will be contacted so that he/she will have an opportunity to correct the form before the deadline date and the nominees’ packets are forwarded to the Nominating Committee. 8. Nominees will not be requested to provide references. The Nominating Committee may contact

Pilot references at their discretion to verify that the information provided on the Qualification Form is accurate and that the nominee is qualified. Reference sources may be either District or Pilot International Officers with whom the nominee has worked.

9. A nominee will be notified regarding the status of their nomination before the slate of nominees for Pilot International Office is published and distributed. If a nominee should be disqualified, the nominating club will be notified that the nomination has been withdrawn. 10. As soon as nominees are approved, the Qualification Form, photograph, and the video of each

nominee’s Statement of Purpose will be posted on the Pilot International website (without contact information). At least 30 days prior to the International Convention, electronic copies of the nominees’ Qualification Form and Statement of Purpose will be sent to all Pilot Clubs, International Administrative Council, and Past International Presidents.

25

11. All nominees will sit in a reserved seating area of the conference room during the business session prior to the election. Each unopposed nominee will be introduced by name and nominated office to the members and delegates. The unopposed nominees will not be required to answer a question and will be declared elected by acclamation. Nominees who are opposed will be called to the podium on the day of the election to state their name and the office for which they are nominated. The opposed nominees will be given a question formulated by the Nominating Committee with assistance from the Pilot International Parliamentarian on a topic specific to the office for which they are nominated. The video of the nominee’s Statement of Purpose will then be shown to the convention body. At the conclusion of the video, the question shall be presented to the convention body by the Parliamentarian, and the nominee will present their answer. Nominees will not read their Statement of Purpose.

12. The Pilot International Nominating Committee will give a report at the International Convention. 13. Election of international officers is held at the International Convention. Officers begin their term at the close of the convention. Non-Discriminatory Policy (116) Pilot International affirms the policy of participation in all programs and employment without regard to race, religion, creed, color, gender, age, national origin, or disability. The International Administrative Council is committed to this policy of non-discrimination and urges each Pilot Club to uphold the code of ethics, purpose and mission of Pilot International by reflecting the common cause of friendship and service in all activities, including the consideration of prospective members, in a nondiscriminatory manner.

O Official Correspondence to Districts/Clubs (330) Official correspondence to Districts and Clubs should be limited to the International President, ECR to the District, and Headquarters. Organization Policy – Development, Coordination, Review (101) Pilot International will develop and use written policies: (1) to provide specific directions for the successful and efficient functioning of Pilot International; and (2) to serve as a source of information and guidance for Pilot members, officials and PI staff. As changes in organizational needs, conditions, purposes, and objectives occur, relevant policy revisions, deletions, and additions will be made and/or recommended. Development The Executive Committee will be responsible for ensuring that a periodic review and/or revision of all policies is completed at least every three (3) years. The Pilot International Policy Manual will be maintained at Pilot Headquarters. Coordination and Review

26

A revision or a new policy will be developed and coordinated as follows: 1. Initiated (in writing) by any member of the Executive Committee or International staff. 2. Referred to the Executive Director. 3. Reviewed by the Executive Director and employees for comments or concurrence in writing. 4. Presented to the Executive Committee for revision or adoption. If a proposed policy is not approved, the Executive Committee may refer it to the Executive Director for further action. The Executive Director will be responsible for ensuring that a periodic review and/or revision of all policies is completed at least every three years. A copy of Pilot International's EC/Staff Policy Manual will be provided at no cost to each member of the Executive Committee (paper copy or by email).

P Past International Presidents – Special Courtesies (601) In recognition of their service as Presidents of Pilot International, the following courtesies will be extended to the Past International Presidents: 1. Personal listing indicating year of service in the annual Pilot International Directory. 2. Personal listing indicating year of service in the printed program for the annual convention. 3. Personal introduction of those in attendance at the Pilot International Annual Convention and Leadership Conference to the assembled delegates. 4. A delegate at the annual convention. 5. A reduced registration fee for the annual convention. PIPs pay for meals only. 6. An informal, dutch treat meal function at the annual convention. 7. Furnished copies of mailings to Pilot Clubs, reports to the International Administrative Council on business transacted by the Executive Committee, and announcements of charter presentation dates for new Pilot Clubs. 8. Official picture placed in memory book and displayed in Pilot Headquarters. 9. A Past International President who becomes an Emeritus member will continue to receive THE PILOT LOG (at no charge). 10. Upon the death of a Past International President, a memorial contribution of $100.00 will be made to the Pilot International/ Pilot International Founders Fund and a memorial tribute will be included in THE PILOT LOG. Past International President’s Pin (114) Pilot International furnishes a basic gold Past International President's Pin with either imitation emerald stones/pearls or zircon to be given at the conclusion of the term of office. If the President desires emeralds, pearls or diamonds in the pin, the officer may personally pay the difference in cost. The President shall advise the Executive Director, or designee, no later than January 15 regarding the kind of stones to be included in the Past International President’s Pin. The head of the gavel on the Past President’s Pin should be facing down to signify that they are a past president. Payment of Pilot International Invoices (342) Invoices for Club/District expenses through Pilot International must be paid within 30 days of receipt. A charge of 1 ½% Finance Charge will be added to the invoice after that time. Clubs/Districts with outstanding balances more than 60 days old will not be allowed charge privileges. (9/09)

27

Pilot Awards Program (603) Pilot International will maintain an Awards Program designed to recognize individuals, clubs and districts for outstanding achievement. The basic program will be adopted by the Executive Committee of Pilot International and will include the program for recognition of growth and other achievement of objectives and strategies established. The Club and District Manuals will include information regarding the awards available to Pilot members, Pilot Clubs, and Pilot Districts. It will be the responsibility of the Executive Director to notify clubs if any changes in the Awards Programs occur after release of the manuals. Pilot District – Establishment (313) A minimum of 300 Pilot members is required to establish a Pilot District. Pilot Emblem/Logotypes (Bylaw II, Section 4) (formerly Policy #201) (555) The emblem of Pilot International is the Pilot Wheel. Logotypes ("logos"), both using the Pilot Wheel emblem and, in some instances, without depiction of the emblem, shall be created and maintained by Pilot International to be used as identifying marks, devices or as symbols. The emblem and/or logos shall be used to identify the organization on publications, printed materials, and property items used in connection with the advancement of the mission and goals of Pilot International. Each logo used by Pilot International, shall be approved by the Executive Committee and then registered as a trademark (or service mark) in all countries in which the organization maintains affiliated clubs. To preserve its rights and to prevent its registered trademarks from becoming public property, the Executive Committee of Pilot International shall exercise authority over usage of all names, emblems and logos. Permission for use of the registered marks shall be granted only when contemplated use is appropriate to the aims, ideals and purposes of Pilot International and its member clubs. In considering requests for use of the registered marks, the Executive Committee shall apply reasonable standards of propriety. The proposed use must be in good taste, credible, dignified, of high quality workmanship and must be artistically and accurately reproduced. Club and/or District Officers are not required to obtain permission to apply the registered marks to printed matter (e.g., letterheads, envelopes, bulletins, announcements, checks, badges), awards, trophies, clothing and items of a similar nature for their own use. The mark shall not be used by members for personal gain.

An organization, foundation or corporation organized and controlled by a club or group of clubs, or their members, may employ the registered marks upon the specific approval of the Executive Committee in each instance. However, even with such approval, if granted, the name of the sponsoring or conducting organization must always accompany the mark to make clear the facts that the event, activity or item is that of the named organization rather than Pilot International. Pilot International reserves the right to restrict or prohibit the use of its name and logo when in its sole judgment, such usage is deemed inappropriate. Pilot International reserves the right to charge for, limit, restrict, or condition the use of its name or logo. It also may prohibit any such use when in its sole judgment, such use is deemed inappropriate. Permission to use the registered trademarks of Pilot International will be granted by the Executive Committee through written license agreement. Violation of any agreement for use of the registered trademarks shall result in revocation without advance notice.

28

Pilot International Bylaws Amendment Review Committee (165) The Pilot International Bylaw Amendment Review Committee shall be comprised of the current Parliamentarian (chair), immediate past Pilot International President and another qualified person such as a Past Pilot International Parliamentarian. This committee is charged to review the proposed bylaw amendments to determine if they are valid and legal. Their responsibility is not to agree or disagree with the proposals, but rather, to determine if they are satisfactory as presented. When necessary, a member of the committee will contact the party responsible for submitting the proposal to determine if corrections can be made before the proposed bylaw amendment is rejected by the committee. The Pilot International Attorney shall be consulted as needed. If the review committee agrees the proposed amendments are valid, then such proposals are presented to the Executive Committee. The Executive Committee then recommends to the International Administrative Council that the proposed amendments be approved or rejected. The outcome of the vote by this Council is the recommendation that is presented to the convention body for discussion and the convention delegates for a vote. Pilot International Bylaw Review Committee The Pilot International Bylaw Review Committee shall be appointed by the President of Pilot International, with the approval of the Executive Committee, at such time that it is determined that an overall review of the Bylaws is needed. This committee shall be comprised of the current Pilot International Parliamentarian (chair) and two other qualified persons such as a Past Pilot International President or Past Pilot International Parliamentarian. The Pilot International Attorney shall be consulted as needed and review the final proposal. The Executive Committee shall give input and final approval of the proposed amendments to the Pilot International Bylaws before they are recommended to the International Administrative Council. The outcome of the vote by this Council is the recommendation that is presented to the convention body for discussion and the convention delegates for a vote. Pilot International Committees – Reporting (153) All Pilot International Committees shall send a written report to the President with a copy to the Executive Director as set forth by the Pilot International President. (1/13) The Executive Director shall send the reports, where applicable, to members of the Executive Committee and/or International Administrative Council at least 10 days prior to the next scheduled meeting. Pilot International Directory (326) A Pilot International Directory shall be compiled each year and made available to Pilots on the PI website. The directory is a record that should be held in trust and is reserved for use of Pilots and for Pilot purposes. Use of the directory for advertising, solicitation of funds or propaganda is prohibited. Requests from non-Pilots for a mailing list of club presidents in specific districts shall also be denied. Exceptions may be granted only with the authorization of the Executive Director. The directory lists the names, addresses, telephone and fax numbers, and e-mail addresses of the Executive Committee of Pilot International; International Parliamentarian, Chaplain, Convention Chair and Vice Chair, and Division Coordinators; District Administrative Councils; District Division Coordinators, Pilot International Foundation Trustees, District Pilot International Representatives, Membership Teams, and Senior Programs Representatives ; Past International Presidents; and staff members, their titles, and departments. Each District Governor will provide PI Headquarters with a listing of the clubs in the district with the president’s name, address, telephone and fax numbers, e-mail addresses. The Directory will also list the

29

number of clubs in each district, the federal ID number for each district (U.S. Districts only) and the place, date and host clubs for district conventions.

The directory will be made available on the PI website as soon as possible after July 1. Clubs will be notified when directory is available and provided password to access the directory on the website. An appropriate statement to indicate compliance with this policy shall be printed in the annual Pilot International Directory. Pilot International District – Dissolution (319) A vote on whether or not to dissolve a Pilot International District will be taken at the district's annual convention, or a vote by mail. A recommendation from a club for dissolution shall be received by the Governor sixty (60) days prior to the District Convention. A recommendation also may come from the DAC or DEC. The Governor is responsible for mailing the recommendation to all clubs thirty (30) days prior to the District Convention or vote by mail. Pilot International President – Congratulatory Messages (158) The President of Pilot International will write a congratulatory letter on behalf of the Executive Committee, Headquarters staff and/or International Administrative Council to functions when deemed necessary--such as new clubs for charter presentation, congratulations to organizing clubs, letter to district conventions, Anchor Club conventions and regional meetings, etc. The President of Pilot International will also furnish the Executive Director, or designee, samples of other types of congratulatory letters such as invitations to club anniversaries, letter to Pilots who sponsor new members, letter when a member becomes a 50 year member, etc. PILOT LOG (501) THE PILOT LOG magazine shall be the official publication of Pilot International. The Editor The editor of THE PILOT LOG shall be employed by and report to the Executive Director. Size of Publication The magazine shall be eleven (11) inches in length and eight and one-half (8 1/2) inches in width. The number of pages in THE PILOT LOG may vary slightly from issue to issue. The editor shall determine the number of pages based on budgeted funds available and the most cost-effective means available for publishing the amount of material contained within each issue. Subscription Cost Annual Pilot International dues established by the voting body of the Pilot International Annual Convention and Leadership Conference shall include the magazine subscription cost. The subscription cost to members and non-members will be adjusted annually during the budgeting process. Contents

30

Material published in THE PILOT LOG shall emphasize successful and noteworthy Pilot Club projects and activities, newsworthy accomplishments of individual Pilots, announcements and reports of programs and promotions of Pilot International and Pilot International Foundation, notification of the date and place of the Pilot International Annual Convention and Leadership Conference and general helpful information for use by Pilots and Pilot Clubs. Individual creative works such as fictional short stories, poetry, quotes, etc. will not be published in THE PILOT LOG except: 1. when these works are solicited by the editor; OR 2. when these works are contained within other material such as inspirational articles. All material incorporated in other works must be attributed to a particular author, if known. Freelance written articles may be considered for issues of the magazine. The editor must be queried in advance of submission, and upon acceptance, all submitted articles are on a pro bono basis for a publication by line. Pilot International shall not be responsible for unsolicited manuscripts and will publish this disclaimer in each issue of the magazine. The notice shall be published in each issue to the effect that opinions expressed in signed articles are not to be considered the official views of Pilot International. Submission of Material by Pilots and Pilot Clubs Pilots and Pilot Clubs are encouraged to submit material for consideration, and every effort will be made to acknowledge receipt of the material upon its arrival in the publications office. There will be no charge for publishing material submitted by clubs and members. News of Pilot projects and activities is published on a first-come basis. Due to space limitations, news and photos of activities common to all Pilot Clubs such as installations, Founder's Day activities and news of district fall councils, regional workshops and conventions will not be published. A listing of club anniversaries (at 5 year increments) will be included in an issue of the Log. Clubs celebrating 50 years or more will be highlighted in the Log if articles are received from the club. (1/07) Club news may be accompanied by either black-and-white or color photographs, but publication of these photos is decided by the editor. Photographs will not be returned unless accompanied by a stamped, self-addressed envelope. Advertising THE PILOT LOG may accept advertising from companies and products deemed suitable by the editor on a space permitting basis. Advertising for tobacco products or alcoholic beverages will not be accepted. Official fund-raising affiliates shall receive a preference for available ad space over non-affiliates. The editor shall have the right to edit or reject advertising materials submitted.

31

Press Releases (550) News releases shall be written, duplicated, and distributed from Pilot Headquarters. These include news releases about the organization; news of Pilot International officers and appointees; and sample releases for use by clubs and district. Media lists are compiled from directories and, in the case of media listings for Pilot officers, are provided by those individuals. The lists are updated periodically. Press clippings sent to Pilot Headquarters by Pilot Clubs are kept in club files for one year.

R Record Retention/Destruction Policy (Files at HQ) (164) Policy This Policy represents Pilot International’s policy regarding the retention and disposal of records and the retention and disposal of electronic documents. Administration Following is the Record Retention Schedule that is approved as the initial maintenance, retention and disposal schedule for physical records of Pilot International and the retention and disposal of electronic documents. The Executive Director (the “Administrator”) is in charge of the administration of this Policy and the implementation of processes and procedures to ensure that the Record Retention Schedule is followed. The Administrator is also authorized to: make modifications to the Record Retention Schedule from time to time to ensure that it is in compliance with local, state and federal laws and includes the appropriate document and record categories for Pilot International; monitor local, state and federal laws affecting record retention; annually review the record retention and disposal program; and monitor compliance with this Policy. Suspension of Record Disposal In Event of Litigation or Claims In the event Pilot International is served with any subpoena or request for documents or any employee becomes aware of a governmental investigation or audit concerning Pilot International or the commencement of any litigation against or concerning Pilot International, such employee shall inform the Administrator and any further disposal of documents shall be suspended until shall time as the Administrator, with the advice of counsel, determines otherwise. The Administrator shall take such steps as is necessary to promptly inform all staff of any suspension in the further disposal of documents.

Applicability This Policy applies to all physical records generated in the course of Pilot International’s operation, including both original documents and reproductions. It also applies to the electronic documents described above. (This Policy was approved at the Executive Committee of Pilot International July 4-5, 2010.)

Correspondence, legal and important matters Permanently International: EC Files (correspondence) At discretion of staff District: District/COED Files (correspondence) At discretion of staff District/COED Files (History) All Years DAC/DEC Minutes 5 years District Standing Rules (Updates) All Years District Financial Statements 7 Years

32

Convention files 5 years Club Visits 5 years NOT: District Convention Programs Club: Club History Files (but not Correspondence) All years Club Incorporation Papers Permanently Clubs Federal Identification Records As long as club is active Membership Forms As long as member is active

Secretary’s Reports 2 years (change of membership information) Treasurer’s Reports 7 years (Dues statements) NOT: Club Newsletters, Division Files, Itineraries Minutes Executive Committee Meeting Minutes All Years International Administrative Council Meeting Minutes All Years PI Convention Minutes All Years District Convention Minutes All Years

Religion and Politics (327) Pilot Clubs do not engage in political debates or in discussion of religion, nor do they endorse partisan measures or candidates for public office. Statement of Nondiscriminatory Policy Pilot International affirms the policy of participation in all programs and employment without regard to race, religion, creed, color, gender, age, national origin, or disability. The International Administrative Council is committed to this policy of non-discrimination and urges each Pilot Club to uphold the code of ethics, purpose and mission of Pilot International by reflecting the common cause of friendship and service in all activities, including the consideration of prospective members, in a nondiscriminatory manner.

S Safe Harbor Disaster Relief (333) In the event of a disaster within a district, it is the responsibility of the Governor to notify Pilot International Headquarters of the affected clubs. Headquarters will communicate the information to the International Administrative Council, Board of Trustees, Districts and . Clubs and Districts may request additional information from the reporting Governor or President of clubs impacted by the disaster. Donors to the Pilot International’s Safe Harbor Disaster Relief Fund may donate to the fund in general by designating the funds to the Safe Harbor Disaster Relief Fund. If the donor would like to donate to a specific disaster, they must designate the specific disaster to ensure the donation will be used in that manner; otherwise monies will be placed in the general Safe Harbor Disaster Relief Fund. Potential recipients of funds from the Pilot International Safe Harbor Disaster Relief Fund must use the following steps to receive applied for funds:

33

Must understand: That the funds are only to help pay for limited types of essential living expenses, which are: Medical expenses not eligible for reimbursement by insurance Housing Utilities Food Clothing Shelter Other Basic Necessities The Fund is not replacement for insurance and cannot pay to rebuild houses or for insurance deductibles. Additionally, the program cannot pay to replace non-essential items, such as cable, electronics or furnishings. Once the Pilots’ needs are met, the funds can be used to help others affected by the disaster. Approval: Applicants must submit completed applications to Pilot International Headquarters for review and endorsement. Pilot Internationals members will forward all endorsed applications to Pilot International Headquarters. The Board of Trustees will review the applications to determine need for and amount of assistance. Payment: When assistance has been approved, the Pilot International will send a letter and check to the applicant with a copy of the letter to the District Governor. Thus, the District will be aware that the application has been approved and disaster relief has been granted and disbursed. Service Club Leaders Conference (113) Pilot International will maintain membership in the Service Club Leaders Conference. Each organization may be represented by not more than two elected officers and two professional staff. Pilot representatives will be the President, President Elect, and the Executive Director and, when appropriate, an additional staff member may be included. When Pilot International serves as host, PI Vice President may attend, as the budget allows. Costs covered for such representatives will include registration, travel, hotel and per diem, as the budget allows. (1/13) Strategic/Organization Planning (103) Pilot International shall have a strategic plan with yearly objectives, action steps and budget which shall be reviewed annually and approved by the Executive Committee. The strategic plan shall clearly state the organization's vision, mission, goals, objectives, and the critical issues which must be addressed to achieve the strategic goals. Training assistance in developing goals and plans for districts and clubs will be provided.

T Travel Expenses (300) A Pilot/Anchor eligible to receive any reimbursement of expenses paid by Pilot International, a district and/or a club shall only be paid approved expenses from one source - Pilot International, the district or the club.

34

If traveling by car, Pilot International will reimburse Pilots and Anchors for authorized travel at a mileage rate to be determined by the Executive Committee. The reimbursable mileage will be prorated based on number of travelers and only that portion applicable to the Pilot/Anchor eligible will be reimbursed. The PI Staff will be reimbursed at current IRS business rate. Round-trip transportation will be paid for most economical means of travel: auto, coach, or economy class air fare, train, bus, taxi or other public transportation. Any Pilot/Anchor traveling via plane at Pilot International’s expense shall make plane reservations at the lowest fare available. Should the person elect to drive rather than fly, the Pilot/Anchor shall be reimbursed for mileage. Travel reimbursement will be no more than the most economical mode of travel – plane or ground transportation. Receipted expenses will be reimbursed when received at Pilot International Headquarters within 30 days of occurrence. Travel Expenses – Anchor (same as 300) (410) A Pilot/Anchor eligible to receive any reimbursement of expenses paid by Pilot International, a district and/or a club shall only be paid approved expenses from one source - Pilot International, the district or the club. If traveling by car, Pilot International will reimburse Pilots and Anchors for authorized travel at a mileage rate to be determined by the Executive Committee. The reimbursable mileage will be prorated based on number of travelers and only that portion applicable to the Pilot/Anchor eligible will be reimbursed. The PI Staff will be reimbursed at current IRS business rate. Round-trip transportation will be paid for most economical means of travel: auto, coach, or economy class air fare, train, bus, taxi or other public transportation. Any Pilot/Anchor traveling via plane at Pilot International’s expense shall make plane reservations at the lowest fare available. Should the person elect to drive rather than fly, the Pilot/Anchor shall be reimbursed for mileage. Travel reimbursement will be no more than the most economical mode of travel – plane or ground transportation. Receipted expenses will be reimbursed when received at Pilot International Headquarters within 30 days of occurrence. Travel – Pilots/Anchors By Car to Conventions (same as 301d) (412) When two or more Pilots/Anchors (who are eligible to receive reimbursement for transportation from any source) travel together by car, approved transportation expenses are paid to person providing transportation. TV/Radio/Tapes and PSAs – Use of (552) TV/radio tapes and videos shall be produced under the direction of the Communications Department for use by Pilot International, its clubs and districts. These materials shall be updated when budget permits. The tapes and videos may be used without restrictions as to market areas. Clubs and districts are also encouraged to use Pilot videos for officer training, organizing new clubs, and the orientation of new members. Public Service Announcements (PSAs) written by Pilot Clubs should be given a decided local slant.

35

U Use of Titles (556) Miss/Mrs/Ms/Mr and other titles will be deleted from official correspondence and listing of members.

W Whistleblower Protection Policy (121) Pilot International/Pilot International Foundation is committed to the highest possible standards of ethical, moral, and legal conduct. Consistent with this commitment, this policy aims to provide avenues for Council members to raise concerns about suspected misconduct, dishonesty, and fraud and to provide reassurance that they will be protected from reprisals or victimization for whistle-blowing in good faith. . PROCEDURE Reporting International Administrative Council members and any other person who has a concern relating to suspected misconduct, dishonesty or fraud may make a report. PI/PIF wants to hear of possible problems in these areas.

Concerns or suspected misconduct, dishonesty or fraud may be reported by telephone, email or regular mail, at the International Administrative Council member’s preference.

Reports should be forwarded to the Chairman of the International Administrative Council.

Comment: Telephone number, name of the Chairman, email and postal addresses must be kept current. Timing The earlier a concern is expressed, the easier it is to take action. Investigating the Concern Following the receipt of any complaints submitted, the International Administrative Council will investigate each matter so reported and take corrective and disciplinary actions where appropriate. The International Administrative Council may enlist a committee of members, employees of the organization and/or outside legal, accounting or other advisors, as appropriate, to conduct any investigation of complaints regarding financial reporting, accounting, internal accounting controls, auditing matters, or any other form of misconduct, dishonesty, or fraud. In conducting any investigation, the committee shall use reasonable efforts to protect the confidentiality and anonymity of the complainant. Further Information The amount of contact between the complainant and the body investigating the concern will depend on the nature of the issue and the clarity of information provided. Further information may be sought from the complainant. Report to Complainant The complainant will be given the opportunity to receive follow-up on their concern within two weeks:

Acknowledging that the concern was received;

36

Indicating how the matter will be dealt with;

Giving an estimate of the time that it will take for a final response;

Telling them whether initial inquiries have been made; and

Telling them whether further investigations will follow, and if not, why. Information Subject to legal constraints the complainant will receive information about the outcome of any investigations. Document Retention The Audit Committee shall retain as a part of the records of the Committee any such complaints or concerns for a period of at least seven years.

SAFEGUARDS No Retaliation No director, officer, or employee or other person who in good faith reports a violation shall suffer harassment, retaliation or adverse employment consequence. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment. This policy is intended to encourage and enable employees and others to raise concerns within the organization prior to seeking resolution outside the organization. Additionally, no employee shall be adversely affected because they refuse to carry out a directive which, in fact, constitutes corporate fraud, or is a violation of state or federal law. Confidentiality Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation. Every effort will be made to protect the complainant’s identity. Anonymous Allegations Employees are encouraged to put their names to allegations because appropriate follow-up questions and investigation may not be possible unless the source of the information is identified. Concerns expressed anonymously will be investigated, but consideration will be given to: The seriousness of the issue raised; The credibility of the concern; and The likelihood of confirming the allegation from attributable sources. Acting in Good Faith Anyone filing a complaint must be acting in good faith and have reasonable grounds for believing the information disclosed indicates misconduct, dishonesty, or fraud. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.

DEFINITION OF TERMS For purposes of this policy, the definition of misconduct, dishonesty, and fraud includes but is not limited to: Acts which are inconsistent with Association policy

37

Theft or other misappropriation of Association assets Misstatements or other irregularities in Association records Incorrect financial reporting Misuse of Association resources Illegal activities Immoral activities Forgery or alteration of documents Any other form of fraud Pilot International reserves the right to modify or amend this policy at any time as it may deem necessary.

SMARTBOOK v. 2.0

iii. Parliamentary

Procedure



~ Pearl Sparks

Parliamentary Procedure Notes

Based on Robert’s Rules of Order Newly Revised, 11th ed. Page 1

Meeting Basics x Must have presiding officers and secretary x Must have quorum x Standard Order of Business: MRS SUN

Minutes Reports of officers, boards and standing committees Special committee reports Special orders Unfinished business New business

How Business is Conducted Obtaining and Assigning the Floor

A. A member rises when no one else has the floor and addresses the chair: Mr./Madam President/Chairman or by other proper title. 1. In a large assembly, the member gives name and identification. 2. The member remains standing and awaits recognition by the chair.

B. The Chair recognizes the member by announcing the member’s name or title, or in a small assembly, by nodding toward the member.

How the Motion is Brought Before the Assembly A. The member makes the motion: I move that (or “to”)… and sits. B. Another member, without rising, seconds the motion: I second the motion or I second it or

even just Second! C. The chair states the motion: It is moved and seconded that…

restating the motion EXACTLY how it will be debated and voted on – this officially gives it to the assembly) Are you ready for the question? (or Is there any debate?)

Consideration of the Motion A. Members can debate the motion.

1. Before speaking in debate, members obtain the floor as stated above. 2. The maker of the motion has first right to the floor if that right is claimed promptly. 3. All remarks must be addressed to the chair. 4. Debate must be confined to the merits of the pending motion. 5. Debate can be closed only by order of the assembly (2/3 vote) or by the chair if no one seeks

the floor for further debate. B. The chair puts the motion to a vote.

1. The chair asks: Are you ready for the question? or Is there any debate? (as the less formal alterative). If no one rises to claim the floor, the chair proceeds to take the vote.

2. The chair says: The question is on the adoption of the motion that … stating EXACTLY what is being voted on. Those in favor, say ‘Aye’. (pause for response.) Those opposed, say ‘No’. (Pause for response.)

C. The chair announces the result of the vote. 1. The ayes have it, the motion carries; we will do… (indicating the effect of the vote)

or 2. The noes have it, the motion is defeated; we will not do….

Call up the Next Item of Business The next item of business is … or Is there further new business?



What Can You Do with a Motion? 1. Vote for or against. it 2. Move to Postpone Indefinitely – “Kill” it – means it can’t come up again in that session. 3. Move to Amend – strike out words, add words, or strike out some words and insert other

words. x An amendment to a main motion may itself be amended by a “secondary

amendment”, which is sometimes called an “amendment of the second degree” or an “amendment to the amendment.” A secondary amendment cannot be amended.

4. Move to Refer to Committee – the motion should include the # of committee members, how selected (if bylaws allow), who to chair it and when to report back.

5. Move to Postpone to a Certain Time – but can’t postpone beyond the next regular meeting.

Rules of Debate (usually for groups larger than 12) x Speech Limits – you can speak twice to a motion each day, but the second time can only be

after everyone else who wants to speak on it has spoken. Limited to 10 minutes each time (unless assembly decides on other limits). Time starts over on another day or with a secondary motion.

x Who Gets Preference in Recognition – motion maker goes first. Everyone must be recognized by the chair to get the floor. Chair may alternate those speaking in favor of a motion and those speaking against the motion. If you’ve already spoken, the Chair will give preference to others who haven’t spoken. The Chair should not speak in debate (unless in small group rules).

o Note: The member who makes the motion cannot speak against their own motion, though they can vote against it. The person who seconds the motion can speak against the motion because a second means “Let’s discuss it” and not “I agree”. Sometimes a member will second a motion just so they can speak against it.

x Stick to the Subject – one main motion at a time; debate must be germane to the motion being considered

x Debate Issues, not Personalities – no attacking motives, no put downs, no name calling x Formalities – speak to and through the Chair, avoid using people’s names, don’t read without

permission, no talking, texting, walking around, etc.

Important Motions Related to Debate x Limit or Extend the Limits of Debate – You need 2/3 vote to change the rules of debate or

discussion – e.g. 2 minutes per speech, instead of the 10 minute rule; , or “debate the motion until 7:00” or “for 20 minutes”, etc.

x Close Debate – called “Previous Question” – is a vote to end debate. Requires 2/3 vote. If the motion to end debate is adopted, then you vote on the pending motion(s), in backwards order. For example, you vote on the motion to send it to committee before you vote on an amendment.

o Yelling ‘Question’ or ‘It’s time to take a vote’ will not accomplish it.

Special Motion Lay on the Table – means to set aside the motion temporarily, in special circumstances, like if your guest speaker arrives in the middle of your discussion on a motion. This motion is often misused and abused because it is not debatable. A good chairperson will confirm your intention with it. Usually, the intention is to either postpone indefinitely (kill the motion) or postpone definitely (to consider it at another time), so those motions should be used instead. Both postpone motions are debatable.



Miscellaneous: Approving minutes: A formal motion to approve the minutes is not necessary, though it is not out of order. After the minutes have been read, or if there is unanimous consent to dispense with the reading as they were distributed in advance, the chair asks “Are there any corrections to the minutes?” Corrections, when proposed, are usually handled by unanimous consent, unless there is an objection – then it goes through the normal amendment steps, as with any motion. The chair will ask again if there are any corrections or any further corrections… if all are quiet, the chair says “There being no corrections [or “no further corrections”] to the minutes, the minutes stand [or “are”] approved [or “approved as corrected”].” The minutes are thus approved without any formal vote, even if a motion for their approval has been made. The only proper way to object to the approval of the secretary’s draft of the minutes is to offer a correction to it. Please note that if an error is identified after the minutes approved, it only takes a motion to “Amend Something Previously Adopted”, but it is simpler to get it right the first time! Treasurer reports: The treasurer report is presented as information, and then is filed for audit. The report is never adopted or accepted.

Friendly Amendments: These are offered up by someone who is in agreement with the main motion but feels it will improve it and the chances of its adoption. Regardless of whether or not the maker of the main motion (and seconder) “accepts” the amendment, it must be opened to debate and voted on formally (unless adopted by unanimous consent) and is handled under the same rules as all other amendments. Order of Precedence of Motions: The ordinary motions rank as follows, the lowest in rank being at the bottom and the highest being at the top of the list. Note: When any one of them is immediately pending the motions above it in the list are in order, and those below are out of order. The Role of the Chair in:

x Large groups (12 or more members): the Chair has the duty of presiding, not deciding – cannot make motions or participate in debate, and may only vote by ballot or to make/break a tie where that is the last vote cast.

x Small groups (less than 12 members): the Chair may make motions, debate and vote on all questions.

Questions? Please contact the Pilot International Parliamentarian or their designee.

Resources: Robert’s Rules of Order Newly Revised, 11th Edition, by Henry M. Robert III, Daniel H. Honemann, and Thomas J. Balch Robert’s Rules of Order Newly Revised In Brief, by Henry M. Robert III, Daniel H. Honemann, and Thomas J. Balch www.robertsrules.com – Frequently Asked Questions; Interpretations; Q &A Forum



Thirteen Ranking Motions Interrupt? 2nd? Debate? Amend? Vote? Class? Reconsidered?

Fix the Time to Which to Adjourn No Yes No Yes Majority Privileged Yes

Adjourn No Yes No No Majority Privileged No

Recess No Yes No Yes Majority Privileged No

Raise a Question of Privilege Yes No No No None Privileged No

Call for the Orders of the Day Yes No No No None Privileged No

Lay on the Table No Yes No No Majority Subsidiary Negative vote only

Previous Question No Yes No No 2/3 Subsidiary Yes with conditions

Limit or Extend Limits of Debate No Yes No Yes 2/3 Subsidiary Yes

Postpone to a Certain Time (or Postpone Definitely) No Yes Yes Yes Majority Subsidiary Yes

Commit (or Refer) No Yes Yes Yes Majority Subsidiary If committee has not begun.

Amend No Yes Yes/No Yes Majority Subsidiary Yes

Postpone Indefinitely No Yes Yes No Majority Subsidiary Affirmative vote only

Main Motion No Yes Yes Yes Majority Yes

Privileged Motions: relate to the rights or privileges of the organization or individual members rather than to particular items of business. They are of such urgency that they are entitled to immediate consideration.

Subsidiary Motions: may be applied to another motion for the purpose of modifying it, delaying action on it, handling its consideration, or disposing of it.

Main Motions: the basis of all parliamentary procedure, brings business before the assembly for consideration and action. They can be introduced only when no other business is pending.

Precedence: The privileged and subsidiary motions have precedence in the order listed, from highest to lowest, when a main motion is pending. Several of the privileged and subsidiary motions may also be made when no business is pending, in which case they are main motions. The unqualified motion to adjourn is generally privileged whether or not a main motion is pending.

SMARTBOOK v. 2.0

iv. Pilot International

Month-at-a-Glance



~ Pearl Sparks

PILOT INTERNATIONAL MONTH-AT-A-GLANCE JULY

• PI International Annual Convention and Leadership Conference • July 1 - International dues to PIHQ • July 31 - Treasurer delivers books to the audit committee

AUGUST

• August 15 - Club approved Division Plans, Programs, Budget sent to District Governor • Select Club Ambassador (previously Sweetheart)

SEPTEMBER

• Promote District Fall Council/Workshop • September 30 - PI Ambassador (previously Sweetheart) Contribution Form completed; sent to PIHQ • PI Ambassadors (previously Sweetheart) recognized in clubs.

OCTOBER

• Pilot Walk- 1st Saturday in October • October 18 – Founders Day • Membership Month • October 27 - Make a Difference Day - See www.makeadifferenceday.com.

NOVEMBER

• November 1 – International Anchor dues to PIHQ; Officer(s) & Treasurers Form to PIHQ • November 15 - IRS Forms filed- US Clubs required to file • International Care and Kindness Week (2nd week of November)

JANUARY

• District Officer(s) Nominations • International Officer(s) Nominations – begin January 1st

FEBRUARY

• February 1 - Club contributions for Pacesetter/250 Goal recognition at District Conventions • Club Nominating Committee elected by ballot no later than two months prior to District Convention. (PI Bylaw IX:

Section 7) MARCH

• Name delegates and alternates to District Convention in accordance with Bylaws (Art. XX: Sec. 1c.) • Share report of District Nominating Committee to the members • Club officers elected no later than one month prior to District Convention (PI Bylaws IX: Section 8.)

APRIL • Anchor Awards due to PIHQ on or before April 15th • Nominations for International Office cease around the third week of April. (All forms/video must be to PIHQ at least

seventy (70) days prior to the first day of International Convention. Therefore, nominations cease the week before the due date for packets).

MAY • May 1 – Club Officers Form to PIHQ; copy to District Governor • Clubs receive International dues invoices - to be paid on or before July 1 • Proposed Bylaw Amendments to PIHQ postmarked no later than sixty (60) days prior to the first day of the

International Convention

JUNE • Installation of Club Officers prior to July 1

SMARTBOOK v. 2.0

v. District Manual



~ Pearl Sparks

DISTRICT MANUAL PILOT INTERNATIONAL

Revised February 2017

2

DISTRICT MANUAL SECTIONS

GETTING STARTED ........................................ 3—14

DISTRICT CALENDARS & CHECKLIST ............. 15—19

APPOINTMENTS & GUIDELINES ............ 20—30

OFFICERS’ DUTIES AND MEETING TIPS .........................................31—64 FINANCIAL RESPONSIBILITIES ................. 65—76

NOMINEE INFORMATION ......................... 77—87

CODE OF ETHICS ............................................ 88

FORMS

3

I. GETTING STARTED Contents

GETTING STARTED ............................................................................................................... 4

ACCOMPLISH COMMON GOALS IN YOUR DISTRICT MEETINGS BY .................................... 4

THE GOVERNOR’S BULLETIN ............................................................................................... 5

DISTRICT POLICIES AND PROCEDURES MANUAL ................................................................ 6

SUGGESTED PROCEDURE FOR THE DISTRICT’S POLICIES AND PROCEDURES MANUAL ................................................................................ 6

POLICY REGARDING DISTRICT RECORDS ............................................................................. 7

DISTRICT STANDING RULES ................................................................................................. 8

OFFICIAL CORRESPONDENCE ........................................................................................... 8-9

Letters Written On Behalf Of All District Officers Governor’s Bulletins Letters Regarding Conventions, Fall Council or Workshops Club Visit Correspondence Governor Elect in Making District Appointments

PILOT AND ANCHOR RELATIONSHIP ............................................................................... 9-11

COMPREHENSIVE GENERAL LIABILITY INSURANCE ........................................................... 11

EXECUTIVE COMMITTEE REPRESENTATIVE ....................................................................... 12

ASSISTING THE ECR ............................................................................................................ 12

CHECKLIST FOR GOVERNOR TO USE IN ASSISTING THE EXECUTIVE COMMITTEE REPRESENTATIVE ....................................................................... 13

DISTRICT PIFF REP .............................................................................................................. 14

4

Getting Started

This manual is primarily a guide for you and your Leadership team. Read through the index and familiarize yourself with the sections and how information is divided.

Consider the following suggestions:

✓ Put the manual into a 3 ring binder so you can remove and copy pages more easily. First,

review the material in “Getting Started” and “Appointments and Guidelines.”

Read carefully the material relevant to appointments before making your selections. Make sure you and your appointees understand what you are asking of them. Let them know you are behind them.

Copy and give out pages of this manual that are relevant to their responsibilities to ALL members of the leadership team. Remember, your officers and appointees will not be receiving this FROM anyone but YOU.

✓ Be ready to handle mail for the district quickly by preparing three file folders –

Requires Action To Be Distributed File

A listing of Pilot clubs with contact information should be provided to Pilot Headquarters to be

posted on the PI website.

Accomplish Common Goals in your District Meetings by: Planning meetings that address the challenges clubs face.

Involve the entire District Team in planning district meetings. Be innovative and creative!

Combining efforts and making good use of time when you are with club leaders. Be aware that your time is limited and come to meetings prepared!

Showcasing successful clubs that provide: quality leadership training, outstanding program

meetings, flexibility in their club operations, varied projects and successful focus projects, etc.

5

Membership Team. Encourage attendance at the Membership Workshops at the international convention.

Showcase club leaders and individuals successful in retaining members and recruiting members.

Demonstrating how Pilots mentoring Anchors can mean greater visibility.

Encouraging clubs to use Pilot resources.

The Pilot Log The Club Manual

Founders Fund New Members

Anchor Club Members Anchor Advisors & Parents

Senior Members Fund Raising Affiliates

Public Relations Contacts District Officers

International Officers Pilot Headquarters PI Website: www.pilotinternational.org

Helping Anchors and their leaders gain a greater understanding of the Founders Fund.

Your PIFF Representative and the Anchor Coordinator could show sponsoring Pilot Clubs and Anchors how to apply for a grant. Have them present a joint project idea.

THE GOVERNOR’S BULLETIN MONTH/YEAR VOLUME #, ISSUE #

PURPOSE The Governor’s Bulletin is an important communication tools of the organization! It not only provides the members in the district with up-to-date information, it also serves as an excellent source of ideas. Issue this publication on a bi-monthly basis. Additional issues are optional.

DISTRIBUTION Send a copy of each bulletin to Pilot Clubs in the district, district officers, district appointees, members of the Executive Committee of Pilot International, Past International Presidents and District Governors. Copies of the bulletins should be emailed.

6

DISTRICT POLICIES AND PROCEDURES MANUAL Districts should compile a Policies and Procedures Manual tailored to meet the needs of their individual district. A quick look at the Policies and Procedures Manual would provide information needed as opposed to searching through previous minutes and budgets.

Suggestions for Beginning:

✓ Tap DAC/DEC member(s) who write and do research well.

✓ Identify items which should be covered in the manuals. For example:

• District Convention registration fees paid from the district budget • How any remaining funds after Fall Council may be used • Criteria for special district awards such as the Outstanding newsletter, etc.

• Special responsibilities assigned to district officers with standardize instructions. (For example: growth, Anchor, leadership, development, etc.)

✓ Use previous minutes and budgets to list procedures and policies to be covered.

The next two pages contain examples of policies and procedures you may consider incorporating. To keep the manual current, one officer, perhaps the Governor Elect, should make notes throughout the year and update the manual. Each member of the incoming DAC/DEC should receive a copy of the current Manual.

Suggested Procedure for the District’s Policies and Procedures Manual I. Procedure for Assisting an Anchor Club When their Sponsoring Pilot Club Disbands

A. Before the Pilot Club Disbands:

1) The Incoming District Governor appoints a District Anchor Coordinator to provide training and continuity to the Anchor program. The Governor and Anchor Coordinator should keep each other informed and work closely together.

2) District Anchor Coordinators are encouraged to attend international convention and attend Anchor workshops. The District Anchor Coordinator could also help Pilot Clubs chaperone the Anchors attending.

3) If there is any indication of disbanding, the DAC/DEC should assist the officers of the disbanding Pilot Club tofind another Pilot Club in the area to assume sponsorship, if possible.

7

4. In the event the DAC/DEC cannot locate another Pilot Club in the area to assume sponsorship of the existing Anchor Club, the DAC/DEC should assume the sponsorship in the interim.

B. After the Pilot Club Disbands:

1) Sponsoring Pilot Clubs should notify the District Governor as soon as possible if they are thinking of disbanding.

2) While it is desirable to secure a sponsoring Pilot Club geographically close to the Anchor Club, it is not a requirement.

3) The disbanding Pilot Club leaders, the assigned Executive Committee Representative, the Governor and the District Anchor Coordinator work together to find the best possible sponsor for THEIR Anchor Club.

4) The group mentioned in item #3 will secure another to facilitate the transition. 5) One person should be appointed to be the liaison to the club, preferably

someone who lives close by (including an International Member from the disbanded Pilot Club). If an International Member, the District might want to offer to pay the District dues for the person as a “thank you.”

POLICY REGARDING DISTRICT RECORDS The following records arepermanent and should be kept:

1. Minutes of District Conventions, including the Audit Report 2. Minutes of Fall Council, if business is conducted 3. Minutes of District Administrative Council Meetings 4. Any Votes-by-Mail and records of votes cast

District Treasurer’s files should be kept for seven (7) years. This includes bank statements, district/club treasurer’s report, and any tax returns (990, 990N and 990EZ) etc.

Use Portalbuzz as notification of change in membership.

Any other records may be discarded at the discretion of the District Administrative Council.

NOTE: The outgoing officer shall pass the files on to the incoming officer and each current officer is the custodian of the district files for that office.

The files should be kept on a revolving basis and the current custodian is responsible for removing the records to be discarded during that term of office.

8

DISTRICT STANDING RULES The District Administrative Council will review the District Standing Rules to determine whether they conform to the current PI Bylaws and policies. The DAC may make recommendations for additions and/or amendments to the District Standing Rules for vote by delegates at the district convention.

Each year, prior to the district convention, the standing rules for the district are to be checked by the ECR. A copy of the standing rules, and any amendments thereto, will be sent to the district officers and to each club in the district. Districts may incorporate standing rules into the district convention minutes each year.

OFFICIAL CORRESPONDENCE Official correspondence is defined as legal and financial correspondence relative to the operation

of the district and its clubs. On official correspondence, include a Pilot’s title, the club name and address. The address of the sender should also be included. Reference to “sample” letter means only one copy with recipients noted i.e., “Similar letter sent to all new members during the year.”

In general, “Official Correspondence” should be sent to the following: Pilot Headquarters, Governor, Governor Elect, and to the District’s assigned Executive Committee Representative. Exceptions to this policy are noted below.

LETTERS WRITTEN ON BEHALF OF ALL DISTRICT OFFICERS:

Send: Copies of letters to clubs and individual Pilots concerning outstanding/unusual awards and

recognition from non-Pilot sources to ECR and Pilot Headquarters.

Notification to Pilot Headquarters when there is a change in Division or District Appointees and Club Presidents. Staff will notify others needing information.

Do Not Send PI Headquarters copies of letters:

✓ welcoming new members; ✓ welcoming/congratulating NEW Pilot Clubs (upon chartering); ✓ congratulating clubs/individuals for special achievement.

GOVERNOR’S BULLETINS: Monthly or Bi-Monthly Governor’s Bulletins should be sent to Pilot Clubs in the district, district officers and appointees, PI Executive Committee, Past International Presidents, PI Headquarters,

9

and other District Governors (including COED Governor). Governors may choose to provide a copy of the Governor’s Bulletin to International Members in the district.

CLUB VISIT CORRESPONDENCE: Send:

• SAMPLE copies of all correspondence. The Governor:

• Sends ECR a copy of Club Visit Report as visits are made.

GOVERNOR ELECT IN MAKING DISTRICT APPOINTMENTS:

Should Send: • Sample copy of letters and instructions to all appointees to Pilot Headquarters. • List of ALL members of the District Team to Pilot Headquarters with a copy

to the DAC/DEC no later than December 1st.

PILOT AND ANCHOR RELATIONSHIP

The Responsibilities of the Sponsoring Pilot Club: 1. Maintain a spirit of friendship between Pilot and Anchor members to ensure that Anchors

will understand their relationship with their sponsoring organization.

2. Have open communications, regular contact and joint activities involving Anchor members.

3. Invite Anchor Club members to attend Pilot meetings during the year (including the Official Visit meeting). Encourage Pilot members to attend Anchor Club meetings.

4. Pilots need to be able to offer counsel, if asked. They should not, however, monopolize the Anchor meeting or usurp the authority of the advisor.

5. Honor graduating Anchor Club members with a special activity before their graduation. Purchase an Anchor item for your graduating Anchors.

Pilot Club Anchor Division: Chartering an Anchor Club does not terminate the sponsoring Pilot club’s responsibility. The Anchor Club does, for the most part, handle all the details of its business. But it should not be left without guidance.

10

Anchor Advisor Duties: 1. Be familiar with the Anchor Manual for Pilot Clubs, the Handbook for Anchor Clubs and

Anchor information found in this Club Manual.

2. Secure from parents or legal guardians of Anchor members a statement releasing the Pilot Club from all liability for damages and/or injuries that may be sustained by a member, resulting from participation in Anchor Club meetings or activities.

3. Promote joint Pilot/Anchor service projects.

4. Encourage Anchors to participate in the Anchor Awards program.

5. Assist the Anchor Club in planning and completing a current grant application. Contact PI Headquarters for more information and current forms.

6. Conduct Anchor Club officers and member training. 7. Be ready to assist in planning Anchor program meetings on topics such as: Anchor Clubs

(Youth Development & Leadership), Brain Safety & Fitness, and Caring for Families in Times of Need., parliamentary procedure, safety issues, career opportunities, leadership development, etc.

8. Follow up to make sure that international Anchor dues are paid on or before November 1 and district dues, if applicable according to your district standing rules. Please send these forms to Headquarters along with the Anchor Club’s International dues.

9. Send letters of appreciation to Anchor Club, advisor, members, graduating seniors, etc. 10. Furnish Pilot Headquarters the Anchor Club Officers form, in FORMS section. 11. Invite the advisor to the Founders Day program meeting and ther special program meetings.

Keep the lines of communication open. 12. Offer to assist Anchors in preparing the club’s “Schedule of Proposed Activities” and

“Calendar of Events.”

13. Arrange at least one Pilot Club program annually for the Anchor Club members. 14. Keep all Anchor materials current.

15. Encourage and assist Anchors and Pilots who plan to attend joint, regional or international Anchor Club meetings and conventions. This is a great opportunity for Anchors to meet, share ideas and receive leadership training.

11

TO: ALL PILOT CLUBS IN THE UNITED STATES AND CANADA

FROM: PI Headquarters

RE: Comprehensive General Liability Insurance,

A copy of the current “Certificate of Insurance” for all Pilot clubs (including any Anchor activities your Pilot club sponsors) in the United States and Canada is maintained on the Pilot International website. Questions should be directed to Club Services at Pilot International Headquarters.

The policy covers the LEGAL LIABILITY of the Pilot club and any individual member(s) who may be named in a lawsuit. It does not replace an individual’s health and/or accident insurance plans.

A claim should not be filed unless the claimant(s) feel the Pilot club and/or its member(s) are at fault, and a suit for damages is being considered by a non-Pilot.

In such cases - clubs should NOT volunteer to cover anything. Contact Club Services at Pilot International Headquarters describing the incident and furnishing the names and addresses of ALL WITNESSES.

PI’s liability insurance DOES provide protection for the club and its members against possible lawsuits resulting from injuries and/or property damage connected with approved Pilot activities.

NOTES:

12

I

EXECUTIVE COMMITTEE REPRESENTATIVE An Executive Committee Representative (ECR) is assigned to each district to enhance a district and its clubs through the ECR’s experience and expertise. The ECR also acts as a liaison with Pilot International in obtaining the necessary materials and information that may be needed. The specific responsibility of each ECR is to be of assistance to you and to the entire DAC/DEC. Following election of international officers, the incoming International President assigns an ECR to each district. Your ECR serves as the liaison between Pilot International and your district from time of appointment through the next international convention when a new ECR is appointed.

Communicate on a regular basis about your district’s progress, concerns and activities. Include your ECR on your mailing list for bulletins, upcoming District Conventions and information sent by the District. Club visit reports should be sent immediately following each visit; also send a copy to Headquarters. Your ECR should receive copies of all official correspondence.

ASSISTING THE ECR ncluded in this section of the manual is a list of all materials which should be sent to your ECR no later than three weeks prior to the District Convention. The earlier the information is received the better your ECR will be prepared.

The District Governor is responsible for furnishing information to your ECR regarding meetings and presentations at the convention. It is vital that this material be sent well in advance of the visit. If information is available prior to the required date, forward it to your ECR.

Your ECR is there to provide information and assistance to district leaders and convention committees. Your ECR will participate in any part of the convention activities which benefits the District i.e., workshops, officer training, Anchor leadership workshops, new member orientations. A meeting should be scheduled with the ECR and District PIFF Representative. The ECR’s report is presented at the first business meeting held on Saturday. It is recommended that any other lengthy reports be scheduled during another business session.

Send details regarding publicity events so your ECR can be prepared and effectively promote your District and Pilot International.

At the District Convention, your ECR will recognize the role the incoming Governor will soon play in Pilot International. The installation of the incoming Governor to the International Administrative Council will officially take place at the pre-convention International Administrative Council Meeting held at the PI Annual Convention and Leadership Conference.

Your ECR is required to notify Headquarters of the names of the officers elected at the district convention.

Pilot International pays for transportation to/from the District Convention. The District is responsible

13

for the registration fee and hotel (if not complimented). The ECR is responsible for meals not covered in the registration fee.

CHECKLIST FOR GOVERNOR TO USE IN ASSISTING THE EXECUTIVE COMMITTEE REPRESENTATIVE

District Material Governor sends to ECR:

Annual Treasurer’s Report

District Budget (Plus Convention Budget line item breakdown)

Current District Standing Rules

District Convention Statement of Income and Expenses

DAC/DEC Minutes, as they occur

Governor’s Bulletins District Publications (if any)

Quarterly Treasurer’s Reports

Your concerns for the clubs in your district District Convention Material Governor sends to ECR (as soon as available):

All promotional/information bulletins

Schedule of Convention Meetings and Activities and preliminary convention program Convention Business Agenda Items, including proposed amendments to the District Standing Rules, the Proposed District Budget, etc. Governor’s script for the convention business agenda

Outline agenda for pre-convention DAC/DEC meeting

Items ECR could assist with at district convention

District Nominating Committee: Send the District Nominating Committee Chair the name and address of the Executive Committee Representative. Also inform the Chair to send the ECR copies of all district nominations and bulletins issued by the Nominating Committee.

14

District Representative for the Founders Fund Every other year, the Governor Elect appoints a representative to serve as district liaison for the Founders Fund. The appointed Pilot will serve for a minimum of two and a maximum of four years. It is important for the District Officers and the PIFF Representative to establish good communication and work together in order for the district to maximize the potential of this relationship. If for any reason the PIFF Representative cannot perform the duties of the position, the Governor will appoint a successor.

District PIFF Representative Appointee should: 1. Be an active Pilot member with three or more years of membership.

2. Be committed to Pilot at the club, district and international level in accordance with PI Bylaws. 3. Be knowledgeable and enthusiastic about Founders Fund activities and goals.

4. Be willing and able to devote the time necessary to Founders Fund training and duties.

5. Be able to attend district and Pilot international conventions.

6. Not currently holding appointments/offices above the club level. If a nomination/ appointment is received while serving as District PIFF Representative, they must forfeit their PI appointment.

Duties of PIFF District Representative are to: 1. Prepare a minimum of two articles per year to all clubs through the use of the Governor’s

Bulletin. 2. Be familiar with writing grant proposals, completing scholarship applications in order assist

clubs as requested. 3. Participate in region and district workshops/fall councils and in district conventions

and when at Pilot International Conventions, attend meetings and training for PIFF Representatives.

4. Encourage club presidents to reserve one program meeting annually to emphasize the Founders Fund and provide program materials or a presenter. September is Founders Month.

5. Assist the Founders Fund in collecting important information on club and district projects. Share club success stories for possible use in official publications.

6. Responsible for presenting Founders Fund awards at district conventions. 7. Lead the district in fundraising efforts for the Founders Fund at district conventions. 8. Support Founders Fund awareness and fundraising projects at International

Convention and Conference. 9. Maintain accurate records and provide them to successor with all pertinent

correspondence at the end of the appointment.

DISTRICT CALENDARS

AND CHECKLISTS

16

DISTRICT

MONTH AT A GLANCE - CHECKLIST

International dues to PIHQ by July 1. July

Division Activity Plans, Programs, Budget presented at business meeting for membership approval. Club Approved Action Plans, Programs, Budget sent to District Governor postmarked by August 15. Club visit dates announced to clubs or Pick Me Up allocation. Discussion between District (DAC/DEC)

and Club President to determine club visit or Pick Me Up allocation. Outstanding club balances paid to PIHQ by Club Treasurer no later than July 1. Council of Leaders - PI International Annual Convention and Leadership Conference. District Treasurer delivers books to the audit committee by July 31. District Awards Jury - name and address of chair to receive award entries published in 1st Governor's

Bulletin following international convention. PI Conference Business including Bylaw actions reported in 1st Governor's Bulletin following PI Annual

Convention and Leadership Conference.

August Division Activity Plans, Programs and Budget sent to Governor and DCR by August 15. Club mailing via Constant Contact. It will include Bylaws and Founders Fund information. Select Pilot International Ambassador (previous Sweetheart). Remind clubs that September is Founders Fund month.

September Promote District Fall Council/Workshop through Governor's Bulletins and the District Team. Anchor Club Mailing - includes Anchor Awards program, Officers and Treasurers Forms and Dues

Invoice . . . sent to Anchor Club Advisor with a copy to the sponsoring pilot club. Club Ambassador (previous Sweetheart) Contribution Form completed and sent to PIHQ by September

30. PI Founders Fund Program and PI Ambassador (previous Sweetheart) recognized. Note October Grant application deadlines.

October Membership Month - club will be furnished sample program for Share Pilot Meeting. Founders Day - October 18 Anchor Club Treasurers and Officers Reports should reach PIHQ on or before November 1. Anchor Club - download Handbooks from PI website. Sponsoring Pilot Club - download Anchor Manual for Pilot Clubs from PI website. District Fall Council/Workshop Report - given at business meeting. IRS Forms filed - US Clubs required to file; deadline November 15. Make A Difference Day - October 27. See www.makeadifferenceday.com District Anchor Coordinator issues Fall bulletin during early months of the club year to Anchor Clubs

with a copy to PIHQ, Anchor Specialist and PI Anchor Coordinator.

November Anchor Club Officers and Treasurers Reports to PIHQ on or before November 1. District Nominating Committee appointed by November 1. Notify clubs of the names and addresses of

the committee members.

17

December 1 - Deadline for Governor Elect to notify PIHQ of District Team appointments; Governor Elect to submit locations of the Fall Council and District Convention. IRS Forms - deadline November 15.

December December 1 - Deadline for Governor Elect to notify PIHQ of District Team appointments; date and

locations of the Fall Council and District Convention. Submit Club Success Story to PIHQ, Director of Communications. Encourage Pilot/Anchor Club to participate in Anchor Advisor of the Year Award.

January District Anchor Coordinator issues Winter bulletin to Anchor Clubs. Include information regarding

District Awards Jury Chair and district deadline. Contributions postmarked no later than February 1 - Pacesetter, 250 Club and 250 Member

recognition at District Convention. PIHQ, Anchor Specialist sends letter to Anchor Clubs with unpaid international dues, copy to

sponsoring PC/DAC, Governor and District Anchor Coordinator.

February Club contributions postmarked no later than February 1 for Pacesetter/250/Goal recognition at District

Convention. Nominate candidates for PI offices at club business meeting. Submit letter of nomination written to

nominee with copy to PIHQ. Nominees must submit completed qualification form by May 4th postmark deadline.

Outstanding Anchor Club entries to District Awards Jury. Deadline set by Pilot District Governor (no later than March 15).

Encourage participation in Brain Awareness Week in March.

March Three weeks prior to District Convention, Governor Elect sends agendas for required

meetings to the ECR. Nominating Committee Chair sends list of all District nominees to clubs. District Team motivates clubs to attend District Convention. Outstanding Anchor Club of the Year entries to District Awards Jury. Deadline set by

Pilot District Governor (no later than March 15). Extremely important to notify each Anchor Club of deadline and name and address of Awards Jury Chair.

District Anchor Coordinator issues one Spring bulletin to the Anchor Clubs, with copy to PIHQ Anchor Specialist and PI Anchor Coordinator.

COED Anchor Clubs sent Outstanding Anchor Club of the Year entries directly to PIHQ, Anchor Specialist.

Clubs report membership figures to Governor for recognition at District Convention. BrainMinders Month and Brain Awareness Week. Nominations for PI Officers at club business meeting.

18

April Club Officers Form to PIHQ, postmarked no later than May 1; copy to District Governor Promote the PI Annual Convention and Leadership Conference. Clubs report membership figures to Governor for recognition at District Convention Nominate candidates for PI offices. Nominees must submit completed qualification form by the

announced postmark deadline. Form will be sent to nominee from PIHQ. Proposed Bylaw Amendments mailed to PI Secretary and Executive Director postmarked no later than

May 7th, 2016. April 15 - postmark deadline for District Awards Jury Chair to send District winning entry for

Outstanding Anchor Club of the Year to PIHQ. Anchor Advisor of the Year - postmark deadline April 15

May PIHQ sends a copy of nomination forms for international officers to the clubs and the International

Administrative Council. PI Annual Convention and Leadership Conference registrations mailed to PIHQ - postmarked by June 1

to receive discounted registration fee. Clubs receive invoice for international dues - payable by July 1.

June Registration for PI Annual Convention and Leadership Conference to PIHQ - postmarked by June 1 to

receive discounted registration rate. Pilot Club Officers installed prior to July 1. Governor notifies Anchor Specialist at PIHQ of all information concerning Anchor representative(s)

attending the Anchor Leadership Conference no later than June 1. Club international dues sent to PIHQ no later than July 1. Within 50 days following District Convention, approved Minutes distributed.

A blank Monthly Calendar page is provided on the following page for you to copy as needed to assist in the planning of your yearly activities.

19

MONTH OF

20

APPOINTMENTS AND

GUIDELINES

21

APPOINTMENTS & GUIDELINES CONTENTS

APPOINTEES AND THEIR STRATEGIES ......................................................................................... 22-23 District Awards Jury ............................................................................................................. 22 District Division Coordinators .............................................................................................. 22 Membership Coordinator .................................................................................................... 22 Projects Coordinator ............................................................................................................ 22 Fundraising Coordinator ...................................................................................................... 22 Leadership Coordinator ....................................................................................................... 23 Anchor Coordinator ............................................................................................................. 23 District Membership Team .................................................................................................. 23 District PIFF Representative ................................................................................................. 23 District Chaplain ................................................................................................................... 23 District Parliamentarian ....................................................................................................... 23

IMPLEMENTING DISTRICT DIVISION STRATEGIES ............................................................................ 24

DISTRICT OFFICERS’ DIVISION RESPONSIBILITIES ............................................................................ 25 Governor .............................................................................................................................. 25 Governor Elect ..................................................................................................................... 25

DISTRICT DIVISION COORDINATORS ................................................................................................ 26

DISTRICT MEMBERSHIP TEAM ......................................................................................................... 27 Understanding Club Needs .................................................................................................. 27 How to Divide Responsibilities ............................................................................................. 28

DISTRICT CHAPLAIN.......................................................................................................................... 28

DISTRICT PARLIAMENTARIAN GUIDELINES ................................................................................. 28-29

DISTRICT AWARDS JURY ................................................................................................................... 29 The District Awards Jury should ........................................................................................... 30 District Awards Jury Schedule: ............................................................................................. 30

July ........................................................................................................................... 30 Fall Council ............................................................................................................... 30 District Deadline ....................................................................................................... 30 International Anchor Deadline ................................................................................. 30 District Convention .................................................................................................. 30

22

Appointees and Their Strategies Your leadership can only be as successful as the people you surround yourself with – and each member of your team must know how they will operate within the strategies planned for the organization’s ultimate success. Let them know you support them and expect them to work as a team! Provide EACH a copy of the “Getting Started” section of this manual and request that they read it for a clear understanding of how important their responsibilities are to the team.

Review the appointments you will need to make with the suggested skills each will need for their role. Set your strategy for the year, whether it is to promote growth in membership, Pilot spirit, service, and leadership development or all of it. Each team member should also receive the information listed to help the team develop plans and strategies needed to assist the clubs in reaching their goals.

District Awards Jury – Self-motivated & good communication skills.

Strategy: Awards from Anchor section of this manual, Outstanding Anchor Club of the Year Form and the Awards Jury Evaluation Form from the District Forms section; and information and forms regarding your District awards.

District Division Coordinators – Membership Coordinator: Successful in promoting growth in leadership and membership development.

Strategy: Project ideas on the PI website; the entire Membership section; Membership forms from the Club Forms section; the Club Building Plan; idea material developed from Project Surveys by the district leaders.

Projects Coordinator: Successfully leads highly visible programs and focus projects. Can think outside the box when needed.

Strategy: Project ideas on the PI website and PI section; idea materials developed from your clubs’ Project surveys by the district leaders. The Club President and the District Governor and/or District Governor Elect should take the Project ideas section on the PI website and combine it with future years to begin/expand a resource file on disk for the club/district leadership.

Fundraising Coordinator: Successful in leading fund raising projects..

Strategy: Project ideas from the PI website and idea material developed from your clubs’ Project Surveys by the district leaders. The Club President and the District Governor or District Governor Elect should take the Project ideas section on the PI website and combine it with future years to begin/expand a resource file on disk for the club/district leadership.

23

Leadership Coordinator: Successful in developing leaders on every level.

Strategy: Membership section from the Club Manual provides valuable information from delegating to dealing with Virus members. PI Section and New Officers and Divisions thoroughly explains policies, responsibilities and protocol.

Anchor Coordinator: Successful with Anchor program, good communicator and enjoys young people.

Strategy: Things to do – Review the entire Anchor section, Anchor Club Handbook, Anchor Manual for Pilot Clubs, Anchor District Meeting Manual (if you have Anchor District-wide meetings). Also provide insight from the DAC. Identify clubs you feel need assistance and strong clubs that can be a resource/example for others.

District Membership Team – Successful in membership growth of club and retaining members or successful in organizing a new club.

Strategy: The Membership section; Membership forms from the Club Forms section; the Membership Development Guide. Also, provide insight from the DAC. Identify clubs you feel the Membership Team should contact as soon as possible and those you feel the Membership Team should showcase or put on a panel at an upcoming district meeting. Since membership is a major focus for Pilot, put a lot of time and planning into these appointments and the material you give to them.

District PIFF Representative – Be Knowledgeable and supportive of the focus.

Strategy: The Founders Fund section of this manual; resources and forms available on the website; and material given during the PI convention.

District Chaplain – Compassion and empathy for others.

Strategy: “District Chaplain” from this section and the Information for District Chaplain Form from the District forms Section.

District Parliamentarian – Knowledgeable of Parliamentary Procedure and Pilot Bylaws.

Strategy: District Parliamentarian Guidelines from this section, Parliamentarian’s Instructions for Voting at District Convention, Pilot International Bylaws, Robert’s Rules of Order – New Revised, and the District Standing Rules.

COPY and make available all material listed above in this manual and provide other items listed to the team. Some items will be provided at PI convention or can be downloaded from the Pilot International website at www.pilotinternational.org.

Arrange a meeting between both incoming and outgoing District Teams. This is an excellent time to celebrate successes, brainstorm ideas and strategies, discuss concerns and work together on action steps that will help your clubs meet the challenges that face all clubs today! MOST IMPORTANT – Think outside the box!

24

IMPLEMENTING DISTRICT DIVISION STRATEGIES What’s Next?

Your District Division Coordinators can do much toward improving relations in your clubs, building membership, improving community relations and preventing “Club death.”

To put your strategies into action you District Division Coordinators need to commit to “walking the talk” and to focus on working with the clubs in your District. Each club should feel empowered to:

✓ Gain and maintain membership ✓ Provide exciting, meaningful programs ✓ Give members leadership and self-improvement opportunities ✓ Offer “value” to their members, who, in turn, feel “valued” ✓ Feel creative when planning fundraisers for their club ✓ Feel a sense of accomplishment toward improving the quality of life in their community

Member Division Coordinator works with clubs to assist and advise regarding:

✓ Recruitment and training members ✓ Organization of new clubs ✓ Public relations, visibility in the community

Fundraising Division Coordinator works with clubs to assist and advise regarding:

✓ Activities to generate funds to finance club goals ✓ Help clubs seek alliances and local partnerships ✓ Support PI efforts to enhance club grant and Pilot mission opportunities

Projects Division Coordinator works with clubs to assist and advise regarding:

✓ Community service activities (example: community improvements, safety programs, patriotism)

✓ Investigate community needs Leadership Development Coordinator works with clubs to assist and advise regarding:

✓ Training programs for officers ✓ Leadership training programs for members ✓ Mentoring programs for potential district leaders

Anchor Division Coordinator works with clubs to assist and advise regarding:

✓ All Anchor activities ✓ Promote Anchor Provisional memberships for graduating seniors ✓ Educational and mentoring programs for Anchors

DIVISION COORDINATORS should set a goal to know each club president in their district by name and to regularly correspond in their year.

25

DISTRICT OFFICERS’ DIVISION RESPONSIBILITIES All members of the District Administrative Council/District Executive Council should recommend Pilot members with proven abilities for leadership positions in district division activities. Work to identify outstanding club members for district.

GOVERNOR

1. Prepares and distributes a roster of Club Division Coordinators to District Division Coordinators and Governor Elect.

2. Follows up to ensure District Division Coordinators distribute periodic bulletins to clubs or furnishes information to be included in issues of the Governor’s Bulletin.

3. Directs and supports the efforts of the District Team’s district division activities. 4. Shares success stories/information through Governor’s Bulletin.

GOVERNOR ELECT Uses this year to assess needs of clubs and work with Coordinators to ensure the success of the district division activities. 1. Appoints District Coordinators for each division prior to December 1.

2. Sends roster of District Team to Pilot Headquarters (postmark deadline December 1) and sends a copy to each member of the district team. Set the standard for communication within the district team.

3. Send date and location of the next year’s Fall Council and District Convention to PI Headquarters no later than December 1.

4. Makes copies of all relevant materials from the District Manual and gives to appointees. See the “Appointees and their Tools” for specific information.

5. Attends planning meetings of the District Coordinators.

a. Works with Coordinators to assess needs of clubs.

b. Helps determine action steps for District Division Activities.

c. Identifies clubs with success stories.

d. Determines format to showcase club’s success stories. (Use large and small clubs.)

6. Makes copies of the approved plans and sends to Pilot Headquarters, the Governor, and the ECR.

7. Directs division activities at the District Convention.

26

DISTRICT DIVISION COORDINATORS The District Coordinators are directly responsible to the Governor (Governor Elect prior to July 1) for the division’s activities. The incoming Division Coordinators are responsible for motivating clubs to be the best they can be! The keys to success are thoughtful planning, input from members, good preparation, working as a team, following up and reflecting. During each step, needs of the clubs should be foremost in your mind.

From Time of Appointment to July 1:

▪ First, determine the needs of the clubs in relation to each division area. Remember that

clubs want new ideas – so look for and determine resource clubs as well as needs in the district. [Planning and Preparation Keys]

▪ At meetings, brainstorm as a TEAM – combine ideas, talents, experiences and energy of the

team. Don’t be afraid to try NEW things. [Teamwork Key]

▪ Outline plans to showcase clubs that are successful in areas where many clubs need assistance. Remember when showcasing successful clubs to use CREATIVE FORMATS, give them as much time as possible to prepare and involve the club members. [Planning and Teamwork Keys]

▪ Send division activity plans to Governor Elect for review 3 weeks prior to district convention.

[Planning and Preparation Keys]

▪ Attend the meeting of division appointees at District Convention and other meetings as requested by the Governor Elect [Teamwork Key]

▪ Coordinate the division activities at District Convention. Use evaluation forms to determine

if attendees like format – content – and free time is adequate for sharing ideas. [Follow up and Reflecting Keys]

▪ Prepare a Division Bulletin of District Convention Activities and send to clubs in May. Ask

clubs to add your name to the club newsletter mailing list, offer assistance, and encourage them to share success stories. [Follow up Key]

▪ Attend PI Annual Convention & Leadership Conference. In August, send information and

new ideas to clubs from PI Annual Convention & Leadership Conference in the Governor’s Bulletin

▪ Continue to provide assistance to clubs through the Governor’s Bulletins and showcase

success stories. [Teamwork Key]

27

▪ Coordinate Fall workshops of district team as requested by the Governor. Use evaluation form to determine if attendees like format – content – and free time is adequate for sharing of ideas. Send resume of workshop and results of attendee evaluation to Governor. [Teamwork and Reflecting Keys]

▪ Attend meeting with incoming coordinators to ensure a smooth transition. Share

experiences and ideas freely and encourage them to use you as a resource if needed. [Teamwork and Reflecting Keys]

DISTRICT MEMBERSHIP TEAM The purpose of the District Membership Team is to assist Pilot Clubs:

✓ Increase the membership in existing clubs. ✓ Retain current members and reclaim former club members. ✓ Organize new clubs.

The District Membership Team is supervised by the District Governor and is comprised of:

✓ District Membership Coordinator – Director of the Team ✓ Dedicated and enthusiastic members who are interested in the future of Pilot – may be

reappointed if successful and interested in serving another team.

Understanding Club Needs The Membership Development Team should work closely with the District Administrative Council (DAC). Together they can determine the needs of the clubs and how to meet those needs with the resources of the district. Through these discussions the team should identify which clubs have leaders and members that are proactive. The Membership Team should work with the entire District team to showcase proactive clubs and develop mentoring programs within the district as soon as possible. Make membership a priority! Talk with your clubs and help them set and meet their goals.

Unavailable Pilot Clubs also known as Clubs “at risk”: These clubs avoid and ignore problems and this often leads to membership crisis and leaves members feeling overwhelmed. Members and club officers may feel isolated, and communication is minimal. Club members who fall into this category frequently focus on the negative side of things. A member of the District Membership Team may need to find a former or sitting District Officer to whom this club would be receptive. These clubs may need to make difficult choices. They may need assistance in understanding all their options for the future; they need new ideas and help in implementing them.

“Consider assigning a “proactive” or “available” Pilot Club as a mentor to an “at risk” club.

28

How To Divide Responsibilities After the team member determines how it will address the needs of the clubs, it is time to divide the responsibility. Here are some ideas:

Each Membership Team member can be assigned to a certain geographic area. The Membership Team can divide into two groups with one group working to organize new

clubs and the other group working with existing clubs to increase and strengthen membership.

• The Membership Team responsibilities can be assigned according to the talents of team members – for instance.

DISTRICT CHAPLAIN A District Chaplain is a member of the district team and is appointed by the Governor Elect when division appointments are made.

The District Chaplain submits a message to be included in the Governor’s Bulletin. Pilot International is a nonsectarian organization and all messages should be written with this principle in mind.

The message should:

▪ Be motivating and uplifting. ▪ Express gratitude and encouragement to clubs and membership. ▪ Address a concern of the DAC for the district and the clubs.

Examples: unity, better communication, the need for a positive attitude, hope, love and the willingness to serve. A message of Friendship and Service is appreciated by all Pilots.

▪ Be placed near the “Get Well” and “Sympathy To” information. The District Chaplain may plan, or assist in planning, the memorial/inspirational service at district convention (if one is held). All costs of this service should be a line item under District Convention in the District Budget. The District Chaplain may give the Invocation and/or the Benediction at the service. Special recognition should be given to a Past International President who is being memorialized; for example, include the date of death, year of presidency, club, city/state/ province/prefecture of residency.

A sample form for clubs to use to notify the district chaplain of a death may be found in the Forms Section of this manual.

DISTRICT PARLIAMENTARIAN GUIDELINES The District Parliamentarian is a member of the District Team and is appointed by the Governor Elect when division appointments are made. The District Governor and other district officers may

29

call upon the District Parliamentarian when matters of parliamentary procedure and protocol are being considered.

(The District Parliamentarian cannot be a member of the District Administrative Council and should take no part in the deliberations and decisions of that body.) The Governor may appoint a District Administrative Council member to serve as parliamentarian during any meetings of the district officers.

The District Parliamentarian should . . .

Be a member of a Pilot club within the district and knowledgeable about parliamentary law; Have a current copy of the Pilot International Bylaws; Pilot International Policies, Roberts

Rules of Order, Newly Revised; and the District Standing Rules. Serve as directed by the District Governor at the district convention, and any district meeting

where business is to be conducted (such as Fall Council). Assist the Governor as discreetly as possible.

• Review with the Governor and the Executive Committee Representative the Governor’s personal district convention agenda prior to the convention’s opening Fulfill any other assignments given by the Governor for the district convention, and/or at the district meetings.

• See “Parliamentarian’s Instructions for Voting at District Convention” in the District Convention Manual for additional information.

Pilot International policy prohibits a nominee for district office from serving as District Parliamentarian. The appointee also cannot serve as a club delegate.

DISTRICT AWARDS JURY The purpose of the Awards Program is to recognize outstanding Pilot and Anchor Clubs. As a member of the District Awards Jury, you need to be enthusiastic and promote the Awards Program. Your committee is made up of a cross-section of Pilots. Use the information and forms from this manual.

The District Awards Jury should: • Use the current forms and judging criteria to judge entries. Call PI Headquarters with any

questions regarding criteria. • Promote awards program in the Governor’s Bulletin. • Showcase award winning club entries at district or regional meetings. • Ensure a greater understanding of district and international awards competitions by the

members of the district • Assist in providing the opportunity for an Anchor in the district (incoming President of the

Outstanding Anchor Club of the Year) to attend the Pilot International Convention &

30

Leadership Conference and represent Anchor clubs in the district. District Awards Jury judges: Outstanding Anchor Club of the Year entries; Pilot District awards

DISTRICT AWARDS JURY SCHEDULE: JULY

Jury receives relevant pages for the District Manual from the District Governor.

FALL COUNCIL Assist in promoting and training Pilot and Anchor Clubs in preparing entries; display past winners; provide time for an exchange of ideas and information regarding district and international awards entries, etc.

DISTRICT DEADLINE

Deadline set by the Governor for Anchor Clubs to send Outstanding Anchor Club of the Year nominations to District Awards Jury Chair. Ensure that Anchor Clubs know where and when this is needed – include this information in Governor’s Bulletins; and also have the District Anchor Coordinator send this information to all Anchor Clubs.

INTERNATIONAL ANCHOR DEADLINE – MAY 1

Postmark deadline for Awards Jury Chair to send District Outstanding Anchor Club of the Year winners to PI Headquarters for international competition. All COED Anchor clubs send entries directly to PI Headquarters.

DISTRICT CONVENTION

Jury assists Governor in setting up the awards ceremony for club recognition.

31

Officers’ Duties &

Meeting Tips

32

OFFICERS’ DUTIES & MEETING TIPS DISTRICT ADMINISTRATIVE COUNCIL ..................................................................................... 34-37

I. Duties and Responsibilities of the DAC ........................................................................34 II. Meetings of the DAC ....................................................................................................37

DISTRICT GOVERNOR .................................................................................................................. 39-43 Status: ...................................................................................................................................39 Qualifications: .......................................................................................................................39 Election, Term of Office and Vacancy in Office ....................................................................40 Duties: ...................................................................................................................................40 Non-performance of Duties ..................................................................................................43

DISTRICT GOVERNOR ELECT ........................................................................................................ 44-47 Status: ...................................................................................................................................44 Qualifications: .......................................................................................................................44 Election, Term of Office and Vacancy in Office ....................................................................54 Duties: ...................................................................................................................................45 Non-performance of Duties ..................................................................................................47

DISTRICT LIEUTENANT GOVERNOR ............................................................................................. 47-50 Status: ...................................................................................................................................47 Qualifications: .......................................................................................................................48 Election, Term of Office and Vacancy in Office: ...................................................................48 Duties: ...................................................................................................................................48 Non-performance of Duty .....................................................................................................50

DISTRICT TREASURER .................................................................................................................. 50-53 Status: ...................................................................................................................................50 Qualifications: .......................................................................................................................50 Election, Term of Office and Vacancy in Office ....................................................................51 Duties: ...................................................................................................................................51 Non-performance of Duty .....................................................................................................53

DISTRICT SECRETARY ................................................................................................................... 53-56 Status: ...................................................................................................................................53 Qualifications: .......................................................................................................................54 Election, Term of Office and Vacancy in Office ....................................................................54 Duties: ...................................................................................................................................54 Non-performance of Duty .....................................................................................................56

SAMPLE DAC MEETING AGENDA ................................................................................................ 57-60

DISTRICT FALL COUNCIL .............................................................................................................. 60-64

33

DISTRICT WORKSHOPS .............................................................................................................................. 66-67 I. Responsibility of Governor ...................................................................................................... 61 II. Responsibility of Host Club ...................................................................................................... 63 III. Responsibility of Workshop Coordinator ................................................................................ 63 IV. Registration Fee ...................................................................................................................... 64

34

DISTRICT ADMINISTRATIVE COUNCIL DAC is the abbreviation for the District Administrative Council which comprises the district officers – Governor, Governor Elect, Lt. Governor(s), Treasurer and Secretary. The work of the DAC is under the general supervision of the Executive Committee of Pilot International.

I. DUTIES AND RESPONSIBILITIES OF THE DAC

A. Members of the DAC are charged to further Pilot International’s objectives, study and teach its principles, ideals and ethics. They should familiarize themselves with the bylaws, policies and principles of PI and give special emphasis to Pilot’s ongoing service focus –Anchor Clubs (Youth Development & Leadership), Brain Safety & Fitness, and Caring for Families in Times of Need.

B. The DAC may propose amendments to the district standing rules.

C. The DAC may make recommendations for consideration by the voting body at district convention, including the district budget.

D. As district officers

1. They should not express personal opinions to the clubs that are contradictory to the District Standing Rules, the Bylaws and/or action voted by the convention body of Pilot International or the Executive Committee. As members of a club, they have the right to express personal opinions at club meetings and, through proper channels, try to get necessary or desirable changes made. But until changes are made, it is their duty to uphold rules of the District and Pilot International.

2. They will refrain from:

a. Campaigning for or against club, district or international officers. Any violations should be reported to the PI President with a copy to Pilot Headquarters.

b. Making commitments in the name of Pilot International involving PI, districts

or clubs without prior approval of the Executive Committee.

E. Evaluate the District’s Strategic Plan

F. Plan itineraries for club visits by district officers.

G. Fall Council (See bulletin “District Fall Councils.”)

35

H. Workshops (See bullet “District Workshops.”)

I. District Convention (Refer to “District Convention Manual.”)

J. Assistance to Clubs

1. Identify “clubs at risk” and determine steps to be taken to assist club. (May choose to ask District Membership Team for assistance.)

2. Identify areas in the district where a new club may be organized and encourage

clubs to become actively involved in organizing clubs in these areas. (Involve the District Membership Team.)

3. Survey clubs continually for possibility of retired members and any Pilot(s) who

may devote time to organizing a new club(s). Send their names to Pilot Headquarters.

K. District Standing Rules

Review the District Standing Rules to determine if they conform to the current PI Bylaws and policies.

NOTE: It is suggested that District Standing Rules should state: “Dues paid to the district will be determined by the budget amount that is approved at district convention. Dues will be pro-rated according to the number of members in the district as of March 1 of the current year.”

L. District Finances

1. Prepare the proposed district budget for presentation at district convention. The Treasurer presents the budget to the convention body for approval.

2. Disbursement of district funds not included in the approved district budget

cannot be made without prior approval of a majority of the clubs in a vote-by- mail or alternative voting method.

3. Determine whether the district treasurer’s books will be audited by a committee

composed of Pilots (other than DAC members) or by a non-Pilot auditor. If a committee is to be appointed, the DAC approves the chair. If the services of an auditor are to be secured, the DAC selects the auditor. The books should be delivered to the Audit Committee by July 31 and the report distributed to the clubs when completed. Acceptance of the audit report by the DAC should be recorded in the minutes.

36

4. The District files Form 990 or 990N by November 15 (the 15th day of the 5th

month following the close of the fiscal year). (See bulletin TAX INFORMATION FOR U.S. PILOT CLUBS AND DISTRICTS.)

M. Appointments

1. Assist the Governor Elect by recommending qualified Pilots as District Division Coordinators. (Governor Elect must notify PI Headquarters of these appointments by December 1. Also include date and location of Fall Council and District Convention of their year as Governor. Governor Elect appoints Nominating Committee Chair for next year.)

2. Approve, prior to their appointment, the chairs of any special committees

appointed by the Governor to develop the work of the district. It is the responsibility of the Governor to appoint these committees.

3. Appoint a District Parliamentarian. (See “District Parliamentarian Guidelines.”)

N. District Nominating Committee

1. Appoint by November 1 a Nominating Committee comprised of three to five members, no two of whom will be members of the same club. In regional districts, the District Nominating Committee consists of one member from each region. The chair of the committee will be designed by the Governor (during term as Governor Elect).

2. It is the Governor’s responsibility to send each member of the Nominating

Committee a copy of the following: ✓ Procedure for Nominating District Officers ✓ Instructions for District Nominating Committee ✓ Qualifications for Nominees for District Offices ✓ Qualification Form for District Office in Pilot International

3. Designate the time for the committee meeting at the district convention site.

O. Attendance at Conventions

1. Encourage Pilots to attend district and international conventions. a. Point out Bylaw requirement for club representation. b. Check club budgets to see that expenses for representation at district

and international conventions are included as outlined in the Bylaws. c. Consider request from a Pilot Club to be excused from representation at

a district or international convention.

2. Consider advisability for chartered buses or special travel arrangements to Pilot International Annual Convention & Leadership Conference.

37

3. Decide if district functions will be held at PI international convention, such as a meeting, breakfast, luncheon, dinner, etc.

P. Vacancies - District Offices (Bylaws, ART. XVII, Sec. 12)

1. If an elected or appointed member of the DAC or the DEC becomes unable to perform their duties for three (3) consecutive months, or is absent from any two (2) required meetings, except in an emergency, the office will be forfeited.

2. Vacancies in other elected district offices will be filled by appointment of the

Governor with the approval of the DAC.

Q. Vacancy – District PIFF Representative A District Representative for the Founders Fund will be appointed by the Governor Elect. The representative is appointed to serve for at least two years and may be reappointed; maximum term of service is four years.

The District Representative shall attend special training sessions that may be conducted under the auspices of the Executive Committee. When possible, the district will budget an amount to financially assist the District Representative to attend meetings and to promote the Founders Fund. Representatives will agree to promote the Founders Fund in the district – its programs activities and its funding.

R. District Election by Mail if Emergency Prevents Holding District Convention

The DAC will conduct a district election by mail or an alternative voting method should an emergency prevent the holding of an annual convention. As soon as the ballots are officially counted, the results will be announced to the clubs. Officers elected will take office on July 1 or on the date of the Pilot International pre- convention International Administrative Council meeting at international convention, whichever date occurs first.

S. Installation of District Officers

Installation of the district officers is held at the district convention at a time designated by the DAC/DEC. Only the members of the DAC/DEC are installed. Incoming district appointees and incoming club presidents are sometimes included in installation services as pledging their support and cooperation to the incoming DAC. District Governors are installed to the International Administrative Council at the international convention following the district convention.

II. MEETINGS OF THE DAC

A. Following the close of the district convention, the incoming DAC meets with the Executive Committee Representative, other members of the Executive Committee in

38

attendance at the district convention, and the outgoing District Governor who is a non-voting participant. The purpose of the meeting is to:

1. Evaluate the District

a. Number of clubs. Location of clubs (). Possible areas for new clubs to be organized.

b. Analysis of membership and status of clubs: (1) Total membership of district (2) Analyze and evaluate membership of each club in relation to

population of city (3) Determine clubs needing immediate assistance ()

a. Clubs with membership below 5 members b. Clubs with large number of resignations c. Static membership d. Other problems e. Develop plans for District Membership Development Team to

assist clubs in increasing membership and organizing new clubs f. Plan Officers Training programs

2. Plan itineraries for club visits to be made by the DAC/DEC

3. Determine non-Pilot meetings of a district-wide interest a. Discuss state, province, prefecture and/or district-wide meetings which

emphasize Pilot’s focus of Anchor Clubs (Youth Development & Leadership), Brain Safety & Fitness, and Caring for Families in Times of Need.

(1) Determine method of passing on information re: schedule of meetings to clubs and pertinent district division coordinators.

b. Pilot representation (1) Effective representation – value of selecting a qualified representative

(a) District Officers (b) PI Officer living in district (c) District appointees and PI division members (d) Pilots working with organization or as a volunteer

B. Other Meeting of DAC at District Convention

As soon as possible following the election, the DAC meets with Club Presidents and district appointees (District Coordinators, District Membership Team, Chaplain, Parliamentarian, PIFF Representative) The outgoing Governor (as a non-voting participant) is invited to attend this meeting.

39

C. Other Meetings of DAC as Needed 1. Meeting of DAC with District Division Coordinators at/or following district

convention to discuss plans for year. (Some districts prefer to set up a separate meeting when more time can be given to outlining the work in detail.)

2. International convention (if all district officers are present, meeting could be held at no extra cost.)

3. Fall Council and/or District Workshops (planning meeting for district convention could be held at no extra cost.)

4. Meeting with convention committee at convention site for completing district convention plans. (The proposed district budget could be prepared by the DAC at this time.)

DISTRICT GOVERNOR

STATUS, QUALIFICATIONS AND DUTIES The Governor Elect automatically advances to the office of District Governor for a term of one year.

STATUS: The District Governor will have general oversight of the work within the district and is:

A. a district officer and a member of the District Administrative Council (DAC).

B. a member of the International Administrative Council (IAC) of Pilot International.

C. the official representative of Pilot International in the district and acts under the directionsof the Executive Committee of Pilot International.

D. the liaison officer between the clubs and Pilot International.

QUALIFICATIONS: The District Governor:

A. must be an active member of a Pilot club.

B. must have served as president of a Pilot club.

C. should have attended district and Pilot international conventions to a creditable degree. Attendance at a recent international convention prior to the time of assuming the office of Governor is required, except in districts less than two years old or by special permission of the Executive Committee of Pilot International.

D. will not serve as a district officer and a club president at the same time.

40

E. agrees to give the time and effort necessary to perform efficiently the duties of the Governor and understands that it will require spending some personal funds.

ELECTION TERM OF OFFICE AND VACANCY IN OFFICE: 1. The term of office for the Governor is for one year and begins on July 1 or on the date of the

Pilot International pre-convention International Administrative Council meeting at the PI Annual Convention & Leadership Conference, whichever date occurs first. A Governor who has served more than six months is deemed to have served a full term.

2. If the Governor becomes unable to perform the duties of the office for three (3) consecutive

months, or is absent from any two (2) required meetings, except in an emergency, the Governor will forfeit the office and the position will be filled by advance of the Governor Elect.

DUTIES: 1. The District Governor:

A. Agrees to attend the Council of Leaders and the pre/post-convention meetings of the International Administrative Council of Pilot International at international convention

B. Represents Pilot International in the district (for details, see bulletin “Duties and

Responsibilities of the District Administrative Council”)

C. Works with the District Administrative Council (for details, see Pilot Bylaws, ART. XX, Section 1 and bulletin “Duties and Responsibilities of the District Administrative Council”)

D. Assists in planning itineraries for Club Visits

E. Makes Visits to Clubs

2. With the Governor Elect and Lt. Governor(s)

The Governor includes the Governor Elect and Lt. Governor(s) in all planning and activities regarding the district so these officers will be familiar with the duties of the Governor and be informed about plans for the year.

3. With the District Secretary

The governor supervises the duties of this officer. If the District Secretary is not present at a DAC meeting, another member of the DAC is appointed to take the minutes. If the Secretary is unable to attend district convention, an interim Secretary is appointed to serve during the convention only.

41

4. With the District Treasurer A. The Governor countersigns all district checks issued by the Treasurer. The signature

of the Governor Elect is on file at the bank. In the event the Governor or Treasurer is unable to countersign checks, the Governor Elect may sign checks.

B. The DAC approves the disbursement of district funds.

C. District finances. (For details, see bulletin “Duties and Responsibilities of the District

Administrative Council.”) 5. District Convention. (For details, see “District Convention Manual.”)

6. Fall Council. (For details, see bullet “District Fall Council.”)

7. District Workshops. (For details, see bulletin “District Workshops.”)

8. Organization of New Pilot Clubs.

The Governor: A. Encourages clubs to become actively involved in organizing new clubs. (Remind clubs

the District Membership Team is eager to assist them.)

B. Encourages the District Membership Team to organize new clubs. (Members of the Membership Team follow the same procedures as a club in the organization of a new club and are reimbursed according to current reimbursement guidelines.)

C. Approves plans for charter presentation and presents the charter as the authorized representative of Pilot International.

D. Suggests that clubs make a contribution to a new club when it is chartered.

9. Organization of a club in one district by a club/individual in another district:

Clubs/individuals are not bound by state/province/prefecture lines when a new club is being organized. The Governor of the district where the club is being organized will send to Pilot International Headquarters complete information regarding the obligations of a club to that district. This includes a copy of the district standing rules, including the amount of the district dues and a copy of other financial obligations to the district, information regarding district project(s), and the date and place of the next fall council, district workshop and/or district convention.

Pilot International Headquarters will send the above information to the organizer(s) for discussion at the first organizational meeting with the prospective club.

42

10. Organization of New Anchor Clubs The Governor:

A. Encourages Pilot clubs to sponsor or co-sponsor Anchor clubs – a service organization

for students. (See the “Anchor Club Manual for Pilot clubs”, the “Handbook for Anchor Clubs”, and the “Anchor District Meeting Manual”.)

B. Presents the charter to a new Anchor club as the authorized representative of Pilot

International. 11. Miscellaneous Duties

The Governor:

A. Presides at meetings at which business of the district is transacted. In an emergency or the absence of the Governor, the Governor Elect presides at such meetings.

B. Appoints the committees deemed necessary, with the exception of the District

Nominating Committee, * in accordance with the district standing rules and district organization plan. Appointments are approved by the DAC.

It is the Governor’s responsibility to send each member of the Nominating Committee a copy of the following:

• Procedure for Nominating District Officers • Instructions for District Nominating Committee • Qualifications for Nominees for District Offices • Qualification Form for District Office in Pilot International • The Governor, as Governor Elect, designates the chair of the District Nominating

Committee (appointed by the DAC by November 1).

These bulletins may be found in this Manual in the section titled “District Nominee Information. The Governor’s Bulletin should list all members of the nominating committee and their clubs; however, the mailing address should be given for the chair only.

(In Districts operating under the regional structure, addresses for each member of the nominating committee should be listed.)

C. Appoints a parliamentarian according to the decision of the DAC. (See bullet “District

Parliamentarian Guidelines.”)

D. Provides special assistance to clubs at risk.

43

E. Answers correspondence promptly. Sends copies of official correspondence to: Pilot Headquarters, Governor Elect and the district’s assigned Executive Committee Representative. (See bullet “Official Correspondence.”)

NOTE: Add the names of the incoming district officers to the Governor’s mailing list to receive copies of the Governor’s Bulletins, Governor’s official correspondence and DAC Minutes.

F. Keeps district appointees informed of the status and needs of the clubs.

G. Shares with the Governor Elect and Lt. Governor(s) the two most recent club visit

reports, and the membership status of the clubs to which they will be the official visitor.

H. Encourages district officers and district appointees to attend Pilot International Convention.

I. Promotes attendance at district and international conventions throughout the year as

contacts are made with the clubs.

(1) Points out bylaw requirements for club representation.

(2) Checks club budgets for expenses to cover this representation.

(3) Notifies PI Headquarters of clubs requesting to be excused from attendance at international convention.

J. Collects club news clippings, snapshots, etc. throughout the year for the International

President’s scrapbook.

K. Fills vacancies in specified district offices as authorized in ARTICLE XVII, Sec. 12 of the Pilot Bylaws.

L. Delivers the supplies, files and official material for the office of Governor to the

successor in office by August 15. NONPERFORMANCE OF DUTY Failure to perform the duties of District Governor may result in disqualification from serving in any capacity on the district or international level.

44

DISTRICT GOVERNOR ELECT

STATUS, QUALIFICATIONS AND DUTIES OF A DISTRICT GOVERNOR ELECT It is the duty of a Pilot club to know and understand the Status, Qualifications and Duties of a District Governor Elect before making a nomination.

Before a Pilot accepts nomination for the office of District Governor Elect, it is recommended that the status, qualifications and duties of the office be studied. The nominee should be fully informed of the importance of the office, the qualifications required, and the duties and responsibilities assumed if elected.

STATUS 1. The office of Governor Elect was established to assist the Governor and to have a well-

informed person in the district available to act for the Governor in case of an emergency. 2. The Governor Elect is a district officer and a member of the District Administrative Council.

QUALIFICATIONS A Nominee for Governor Elect:

A. Must be an active member of a Pilot club.

B. Must have served as president of a Pilot club.

C. Should have attended district and Pilot international conventions to a creditable

degree. Attendance at a recent international convention prior to the time of being elected Governor Elect is required, except in districts less than two years old or by special permission of the Executive Committee of Pilot International. None of the expenses of the Governor Elect are paid by Pilot International.

D. Will not serve as a district officer and a club president at the same time.

E. Agrees to give the time and effort necessary to perform efficiently the duties of the

Governor Elect and understands that it will require spending some personal funds. ELECTION, TERM OF OFFICE AND VACANCY IN OFFICE 1. The Governor Elect is elected annually at the district convention, and automatically advances

to the office of Governor at the close of the term as Governor Elect. 2. The term of office for the Governor Elect is for one year and begins on July 1 or on the date

of the Pilot International pre-convention meeting at the Pilot International Annual

45

Convention & Leadership Conference, whichever date occurs first. A Governor Elect who has served more than six months is deemed to have served a full term.

3. If the Governor Elect becomes unable to perform the duties of the office for three (3)

consecutive months, or is absent from any two (2) required meetings, except in an emergency, the Governor Elect will forfeit the office and the position will be filled as prescribed by Pilot Bylaws, ART. XVII, Sec. 12.

DUTIES 1. The District Governor Elect:

A. Serves directly under the supervision of the Governor and performs duties as outlined in

the district organization plan.

B. Becomes familiar with the bylaws, policies and principles of Pilot International and the duties of Governor.

C. Agrees to attend the Council of District Leaders and the international convention

following election. Club visits cannot be made until the Governor Elect attends the Council of District Leaders.

D. Assists in planning itineraries for club visits.

E. Makes club visits to clubs.

2. With the Governor

The Governor includes the Governor Elect in all planning activities regarding the District so the Governor Elect will be familiar with and qualified to perform the duties of the Governor and informed on the plans for the year. The Governor Elect keeps the Governor informed regarding activities of the officer by sending copies of official correspondence.

3. With the District Administrative Council (For details, see Pilot Bylaws, ART. XVIII and bulletin

“Duties and Responsibilities of the District Administrative Council.”) 4. Organization of New Pilot clubs and New Anchor Clubs

The Governor Elect encourages clubs to become actively involved in organizing new clubs and assists them in every way possible. NOTE: See Governor’s responsibilities regarding organization of new clubs.

5. Miscellaneous Duties

A. The Governor Elect may appoint an assistant secretary to help with correspondence if desired. However, this person does not have the status of a district officer.

B. The Governor Elect:

46

1. Answers correspondence promptly and sends copies of official correspondence to: Pilot Headquarters, Governor and the District’s assigned Executive Committee Representative. (See bullet “Official Correspondence.”)

2. In the absence of the Governor, presides at meetings at which business of the district

is transacted.

3. With the Governor, approves the disbursement of district funds.

4. Files signature with the bank in which district funds are deposited in order to sign checks for the Governor or Treasurer in an emergency.

5. Promotes attendance at district and international conventions throughout the year

as contact are made with the clubs: (a) points out bylaw requirements for club representation; (b) checks club budgets for expenses to cover this representation.

6. Appoints, for the next year, district division coordinators and other appointees

necessary to develop the district program of activities of Pilot International. (Club Presidents may be asked to recommend members who have expertise in fields which relate to these positions. Consideration could also be given to members who show an interest in assuming a leadership role in Pilot.)

(a) Notifies PI Headquarters of these appointments no later than December 1.

(IMPORTANT: Confirm with appointees their acceptance, addresses and telephone numbers BEFORE submitting to Pilot Headquarters. These will be printed in the annual PI Directory.)

(b) By December 1, notify PI Headquarters of date and location of Fall Council

and district convention for their year as Governor.

(c) Appoints Nominating Committee Chair

(d) Responsible for seeing that the district appointees have the necessary material and understands their responsibilities. Suggestion: Plan a meeting of the incoming and retiring appointees for a brief training session at which files can be transferred and the incoming and retiring appointees can discuss division and district activities.

7. Appoint District Membership Team

8. Appoint District Service Program Representative

9. With the assistance and approval of the District Administrative Council,

appoints/reappoints the District PIFF Representative to serve during the next year.

47

Send the name, address and telephone numbers and email address for the district representative to Pilot Headquarters and members of the District Administrative Council no later than December 1.

10. Appoints the District Awards Jury and makes this announcement at district

convention. The name and address of the person to receive award entries should be in the July Governor’s Bullet for Pilot clubs and again in February with deadlines for Anchor Clubs.

11. Serves as a member of the District Convention Committee and performs the “Duties

and Responsibilities of the Governor Elect”. (See District Convention Manual.”)

12. Assists in preparing the district budget as outlined in bullet “Duties and Responsibilities of District Administrative Council.”

13. Keeps the official material as Governor Elect. All other supplies and files for the

office of Governor Elect are delivered to the successor in office by August 15. NONPERFORMANCE OF DUTY Failure to perform the duties as Governor Elect may result in disqualification from serving in any capacity on the district or international level.

DISTRICT LIEUTENANT GOVERNOR

STATUS, QUALIFICATIONS AND DUTIES OF A DISTRICT LIEUTENANT GOVERNOR

It is the duty of a Pilot club to know and understand the Status, Qualifications and Duties of a District Lt. Governor before making a nomination.

Before a Pilot accepts nomination for the office of District Lt. Governor, it is recommended that the status, qualifications and duties of the office be studied. The nominee should be fully informed of the importance of the office, the qualifications required, and the duties and responsibilities assumed if elected.

STATUS

1. The office of Lt. Governor was established to assist the Governor.

2. The Lt. Governor is a district officer and a member of the District Administrative Council.

48

QUALIFICATIONS A nominee for Lt. Governor:



C. Should have attended district and Pilot international conventions to a creditable degree. If nominee has not attended a recent international convention, the member may be eligible for nomination as Lt. Governor by attending the Council of Leaders and international convention following election. (None of the expenses of a Lt. Governor are paid by Pilot International.)


E. Agrees to give the time and effort necessary to perform efficiently the duties of the Lt.

Governor and understands that it will require spending some personal funds. ELECTION, TERM OF OFFICE AND VACANCY IN OFFICE 1. In districts having more than one Lt. Governor, the Lt. Governors are elected for specific

offices, namely First Lt. Governor, Second Lt. Governor, Third Lt. Governor, in order. The number of Lt. Governors elected in any district is governed by the ratios established in Pilot International policies.

2. The Lt. Governor is elected annually at the district convention.

3. The term of office for the Lt. Governor is for one year and begins on July 1 or on the date of

the Pilot international pre-convention International Administrative Council meeting at the Pilot international convention, whichever date occurs first. A Lt. Governor who has served more than six months is deemed to have served a full term.

4. If the Lt. Governor becomes unable to perform the duties of the office for three (3)

consecutive months, or is absent from any two (2) required meetings, except in an emergency, the Lt. Governor will forfeit the office and the position will be filled as stated in Pilot Bylaws, ART. XVII, Sec. 12.

DUTIES 1. A District Lt. Governor:

A. Serves directly under the supervision of the Governor and performs duties as outlined in the district organization plan.

B. Becomes familiar with the bylaws, policies and principles of Pilot International and the

duties of a Lt. Governor.

49

C. Agrees to attend the Council of Leaders and the international convention following election. Club visits cannot be made until the Lt. Governor attends the Council of Leaders.

D. Assists in planning itineraries for club visits.

E. Makes visits to clubs.

2. With the Governor The Governor includes the Lt. Governor(s) in all planning regarding the work of the District so the Lt. Governor(s) will be familiar with the duties of the Governor and be informed on the plan of activities for the year. The Lt. Governor(s) keeps the Governor and Governor Elect informed regarding activities of the officer by sending copies of official correspondence.

3. With the District Administrative Council (For details, see Pilot Bylaws, ART. XVIII and bulletin

“Duties and Responsibilities of the District Administrative Council.”) 4. Organization of New Pilot Clubs and New Anchor Clubs

A Lt. Governor encourages clubs to become actively involved in organizing new clubs and assists them in every way possible.

NOTE: See Governor’s responsibilities regarding organization of new clubs.

5. Miscellaneous Duties

A. A Lt. Governor may appoint an assistant secretary to help with the correspondence if desired. However, this person does not have the status of a district officer.

B. A Lt. Governor:

1. Answers correspondence promptly; sends copies of official correspondence to the Governor, Governor Elect, other Lt. Governor(s), Executive Committee Representative and Pilot Headquarters. (See bulletin “Official Correspondence.”)

2. Promotes attendance at district and international conventions throughout the year

as contact are made with the clubs.

a. points out bylaw requirements for club representation b. checks club budgets for expenses to cover this representation

3. Serves as a member of the District Convention Committee and performs the “Duties

and Responsibilities of the Lt. Governor.” (For details, see “District Convention Manual.”)

50

4. Assists in preparing the district budget as outlined in the bulletin “Duties and Responsibilities of the District Administrative Council.”

5. Delivers the supplies, files and official material for the office of Lt. Governor to the

successor in office by August 15. NONPERFORMANCE OF DUTY Failure to perform the duties as Lt. Governor may result in disqualification from serving in any capacity on the district or international level.

DISTRICT TREASURER

STATUS, QUALIFICATION AND DUTIES OF A DISTRICT TREASURER It is the duty of a Pilot Club to know and understand the Status, Qualifications and Duties of a District Treasurer before making a nomination.

Before a Pilot accepts nomination for the office of District Treasurer, it is recommended that the status, qualifications and duties of the office be studied. The nominee should be fully informed of the importance of the office, the qualifications required, and the duties and responsibilities assumed if elected.

STATUS 1. The District Treasurer is a district officer and a member of the District Administrative

Council. 2. The Treasurer is bonded in an amount to cover the funds normally in the district treasury.

QUALIFICATIONS A Nominee for Treasurer:



C. Should be familiar with financial management procedures.


51

E. Agrees to give the time and effort necessary to perform efficiently the duties of the Treasurer and understands that it may require some personal funds.

ELECTION, TERM OF OFFICE AND VACANCY IN OFFICE 1. The Treasurer is elected annually at the district convention.

2. The term of office for the Treasurer is for one year and begins on July 1 or on the date of the

Pilot international pre-convention International Administrative Council meeting at the Pilot international convention, whichever date occurs first. A Treasurer who has served more than six months is deemed to have served a full term.

3. The Treasurer shall serve no more than two consecutive terms in that office.

4. If the Treasurer becomes unable to perform the duties of the office for a period of three (3)

consecutive months, or is absent from any two (2) required meetings, except in an emergency, the Treasurer will forfeit the office and the position will be filled as prescribed by Pilot Bylaws, ART. LVII, Sec. 12.

DUTIES 1. District Treasurer

A. Serves directly under the supervision of the Governor, and with the approval of the Governor, handles financial matters of the district and any other duties outlined in the district organization plan.

NOTE: The Treasurer shall not assign the keeping of the district’s books to another person.

B. As requested, reports to the Governor the names of clubs delinquent in payment of

district dues.

C. Becomes familiar with the bylaws, policies and principles of Pilot International and the duties of District Treasurer.

D. Works with the District Administrative Council (For details, see Pilot Bylaws, ART.

XVIII and bullet “Duties and Responsibilities of the District Administrative Council.”)

E. Receives and disburses all district funds:

NOTE: The District Administrative Council designates a bank for the deposit of district funds. Checks issued against district funds are signed by the Governor and Treasurer. In an emergency, the Governor Elect may sign checks for the Governor or Treasurer. The Treasurer is responsible for obtaining signature cards and authorized signatures.

52

1. Verifies all bills and expense reports (receipts must be attached). Disbursements of district funds are approved by the Governor and Governor Elect. Following approval and verification, the Treasurer issues checks in accordance with the District Budget and District Standing Rules.

2. All district financial records will be available for review at each District

Administrative Council meeting.

3. Maintains in the district financial records an itemized list of the amount received from each club.

4. Provides a copy of the proposed district budget, including the convention

budget, to all attendees at the district convention.

5. Furnishes a quarterly statement of receipts and disbursements of district funds to all clubs, the Executive Committee Representative to the district, and the Pilot International Treasurer. List clubs that have paid dues and amount paid, and the disbursements made during that period.

6. As Vice Chair of the Registration Committee for the district convention,

receives all funds collected and makes disbursements in accordance with the convention budget. Prepares and distributes an itemized statement of convention receipts and disbursements to district officers, clubs, Executive Committee Representative, and PI Headquarters. Any funds remaining after all authorized expenses are paid revert to the district treasury.

7. Orders Past Governor’s Bar.

8. Is responsible for collection of funds and purchase of gifts, if it is the policy of

the district to present a gift to the retiring Governor, Governor Elect and Lt. Governor(s).

9. Files Federal Forms no later than November 15 (the 15th day of the 5th month

following the close of the fiscal year). Also files an annual report with state or province agency or its equivalent (in the United States usually with the Secretary of State) to keep incorporation of the district in effect, and pays fee when necessary. (See bulletin on Information For U.S. Pilot Clubs and Districts).

F. Serves as a member of the District Convention Committee and performs the “Duties

and Responsibilities of the District Treasurer.” For details, see “District Convention Manual.”)

53

G. District Budget 1. The Treasurer prepares a working draft of the proposed district budget, based

on previous records of income and expenses, for the District Administrative Council meeting at which the proposed district budget will be discussed. The District Administrative Council prepares the proposed district budget for presentation at the district convention. The Treasurer presents the budget to the convention body for approval.

2. For required items to be included in district budget (Pilot International policy)

see:

Approved Expenses Paid By Pilot International For District Officers Approved Expenses Paid By The District For District Officers Expenses of District Operations Not Paid By Pilot International Expenses paid By the Club For District Officers “District Convention Manual” “Suggested District Budget Form” District Standing Rules

H. Makes a year-to-date report of receipts and disbursements at the district convention,

other reports when requested by the Governor, and an annual report following the expiration of the term.

I. Delivers the supplies, files and official material for the office to the succeeding

Treasurer with 15 days following the expiration of the term of office.

J. Delivers the district treasurer’s books to the audit committee by July 31.

K. Promotes attendance at the Pilot International Convention.

L. As a district officer, is encouraged to attend the Pilot International Convention and Council of Leaders.

NONPERFORMANCE OF DUTY Failure to perform the duties of District Treasurer may result in disqualification from serving in any capacity on the district or international level.

DISTRICT SECRETARY STATUS, QUALIFICATIONS AND DUTIES OF A DISTRICT SECRETARY

STATUS 1. The office of Secretary to assist the Governor.

54

2. The District Secretary is a district officer and a member of the District Administrative Council.

QUALIFICATIONS 1. The District Secretary:



C. Should be easily accessible to the Governor to be available to assist with correspondence

and other work of the district.

D. Should be able to take and transcribe minutes.

E. Will not serve as a district officer and a club president at the same time. ELECTION TERM OF OFFICE AND VACANCY IN OFFICE 1. The Secretary is elected annually at the district convention.

2. The term of office for the Secretary is for one year and begins on July 1 or on the date of the

Pilot international pre-convention International Administrative Council meeting at the Pilot international convention, whichever date occurs first. A Secretary who has served more than six months shall be deemed to have served a full term.

3. If the Secretary becomes unable to perform the duties of the office for a period of three (3)

consecutive months, or is absent from any two (2) required meetings except in an emergency, the Secretary will forfeit the office.

4. If a vacancy occurs in the office of Secretary, the Governor fills such vacancy for the

unexpired term by appointment. (ART. XVII, Sec. 12.) DUTIES 1. District Secretary

A. Serves under the supervision of the Governor.

B. Works with the District Administrative Council. (See ART. XVIII and bullet “Duties and Responsibilities of the District Administrative Council.”) If the District Secretary is not present at a District Administrative Council meeting, another member of the District Administrative Council is appointed to take the minutes.

C. Assists the Governor in handling correspondence of the district.

55

D. Responsible for assisting the Governor in keeping district membership records by recording changes reported by the club recording secretaries through Portalbuzz or the form “Notification of Change in Membership Information.”

E. Serves as a member of the District Convention Committee and performs the “Duties

and Responsibilities of the District Secretary.” (For details, see “District Convention Manual.”) If the Secretary is unable to attend the District Convention, an interim secretary is appointed to serve during the convention only.

F. Minutes of District Meetings

1. Takes and transcribes the minutes of the district convention, edits them and when approved by the District Administrative Council, duplicates and mails/emails the minutes within 60 days following the convention. Copies of the minutes of the district convention are distributed by the Secretary in accordance with instructions in “District Convention Manual.”

2. If business is conducted at Fall Council, takes and transcribes the minutes,

edits them and when approved by the District Administrative Council, duplicates and mails/email the minutes within 30 days following the meeting. Copies of the minutes of the Fall Council are distributed by the Secretary in accordance with instructions in policies for “District Fall Council.” Copies are also sent to the Executive Committee Representative. If NO business is conducted at Fall Council, the following should be included in lieu of minutes: Fall Council date, location, list of clubs represented, total attendees, and a copy of the agenda/program.

3. Expenses for printing and mailing the minutes are paid from district funds.

G. Election at District Convention

1. Following election and vote to destroy ballots, the Secretary destroys the ballots.

H. Delivers the official material to the incoming Secretary by July 15.

I. Sixty (60) days prior to the opening of the international convention, forward the

following to the Secretary of Pilot International and to the Executive Director of Pilot International:

1. Any recommendations voted by the district for action by the Executive

Committee and/or International Administrative Council.

2. Any proposed amendments to the Pilot International Articles of Incorporation and Bylaws voted by the district for action at the annual convention of Pilot International.

56

J. Promotes attendance at the international convention.

K. As a District Officer, is encouraged to attend the international convention and the Council of Leaders.

NONPERFORMANCE OF DUTY Failure to perform the duties of District Secretary may result in disqualification from serving in any capacity on the district or international level.

57

SAMPLE MEETING AGENDA

Mid-Year Meeting (Date) Meeting at Convention Site (Place)

Call to Order (Time and Date) I. CALL TO ORDER Governor

A. Motivational remarks (optional) Governor Elect II. SECRETARY’S REPORT Secretary

A. Minutes (Date) Fall DAC Meeting B. Fall Council Minutes (emergency business conducted) C. Secretary’s quarterly report D. Membership Report

1. Clubs below charter strength (List clubs with membership totals)

2. Report on clubs below charter strength Governor Include information regarding sponsorship of Anchor clubs.

3. Anchor clubs from disbanded Pilot clubs and DAC sponsored

4. Other clubs DAC E. Other Secretary

III. TREASURER’S REPORT Treasurer

A. Second quarter (Oct-Nov-Dec) Statement of Receipts and Disbursements

B. Fall Council Reconciliation Report C. 990 or 990N Form (filed Nov 1 prior to Nov 15 deadline) D. Proposed district budget (working draft) E. Other Treasurer

IV. DISTRICT CONVENTION All

A. Refer to convention packet (provided at meeting) B. Convention line item of district budget C. Schedule D. Convention assignments

58

E. Discussion of division activities F. Anchor assignments, if applicable G. Clubs support of the Founders Fund and their involvement with

Anchor Clubs (Youth Development & Leadership), Brain Safety & Fitness, and Caring for Families in Times of Need.

H. Walk through with Convention Chair

V. GOVERNOR ELECT

A. Appointments – “District Team” – ask DAC for their assessment of the needs of the clubs. (The Governor Elect and district team will use this information in their plans for the district division activities.)

1. Membership team members 2. Division coordinators: Membership, Projects, Fundraising, Leadership and

Anchor 3. PIFF Representative (every other year) 4. District publications editor 5. Parliamentarian 6. Senior Programs Representative (optional) 7. Chaplain B. Division Coordinators Planning Meeting

Date and location C. District convention D. Anchor convention or District-wide Anchor meetings E. Other Governor Elect

(Note: If District has Lt. Governor(s) their reports/responsibilities would be included.)

VI. GROWTH ALL

Use information from earlier secretary reports and information gathered from club visits. This should be a very frank and open discussion.

VII. UNFINISHED BUSINESS ALL

A. Club visit summaries B. Club visits yet to be made C. Special concerns – club visits D. Ask DAC to suggest clubs successful in various areas to showcase

at District meetings (large and small clubs)

59

E. Fall Council/District Workshop Sites F. Other

VIII. NEW BUSINESS ALL

A. Recommendations to PI Proposed amendment(s) to PI Bylaws

B. District standing rules update/changes Secretary C. Recommendations from DAC to district D. Other ALL

IX. ASSIGNMENTS

A. Governor 1. Personal agenda for district convention and program 2. NOTICE TO CLUBS – February 1 – Notification of deadline to clubs for

submitting recommendations for convention business to Governor at least 60 days prior to District Convention. (PI Bylaws Article XX, Section 1.b)

3. NOTIFICATION TO CLUBS (Attached to March Governor’s Bulletin or sooner

if convention held in March). Any business, including the district budget, and/or recommendations for consideration at the district convention will be mailed to each club at least 30 days prior to the convention. (PI Bylaws Article XX, Section 1.b)

B. Governor Elect (No later than April 1 – Copy to Governor)

1. Plans for presentation of division activities by district team 2. Agendas for meetings with ECR, coordinators, etc. at convention 3. Installation plans

C. Treasurer (No later than April 1 to the Governor)

1. Copy of district and convention budgets which will be provided to all attendees at the district convention.

2. Year-To-date report of receipts and disbursements – district convention.

D. Secretary (No later than April 1 to the Governor) 1. Data for district awards (if applicable) 2. District membership report July 1 – December 31 3. Midyear DAC Minutes within 30 days 4. Preconvention DAC Minutes within 30 days

60

5. Convention Minutes approved by DAC – ready for distribution within 60 days

E. All 1. Complete registration form for district convention and return to Treasurer.

X. ANNOUNCEMENTS

Schedule for meetings: Preconvention DAC meeting – (day, date and time) Post convention DAC meeting – (incoming DAC) (day, date and time)

XI. ADJOURNMENT

DISTRICT FALL COUNCIL At the discretion of the district, a Fall Council may be held to provide membership with training and fellowship opportunities. Guidelines for district conventions may be adapted but should be simplified to meet the limited requirements of the Fall Council. After considering the needs of the clubs within the district, plans should be made early to ensure a successful Fall Council. Pilot International Headquarters has resource tools which the district leaders may choose to use.

Programs may include:

1. Informal workshops which address the challenges that clubs face today.

2. Idea exchange promoting membership, service, leadership development and visibility, such as:

• Showcase clubs with successful projects and activities. • Brainstorm and discuss member retention ideas. • Involve all members in some phase of service projects, when possible. • Encourage clubs to evaluate their programs and activities, for example,

comparing time/cost to results achieved.

3. Presentation from the district PI Representative giving Founders Fund information on current projects and programs.

4. Presentations from district coordinators inviting successful clubs to participate in a

forum, idea exchange or exhibit.

In the case of emergency business, a District may hold an emergency business meeting.

61

If emergency business is to be transacted:

1. The nature of business should be included in the call issued by the Governor at least

60 days prior to the date of the Council.

2. Recommendations for consideration at the meeting will be mailed to each club in the district at least thirty (30) days prior to the meeting.

3. Each club should be represented and is entitled to three (3) delegates and two

alternates. The delegates will be the President, President Elect, and one delegate and two alternates elected by the club.

4. The voting body will be the club delegates and district officers and, if the district

chooses, may also include the district’s past governors.

5. IF business is conducted at Fall Council, the secretary takes and transcribes the minutes, edits them and when approved by the District Administrative Council, duplicates and mail/emails the minutes within 30 days following the meeting. Copies of the minutes of the Fall Council are distributed by the Secretary in accordance with instructions in policies for “District Fall Council.” Copies are also sent to the Executive Committee Representative.

Responsibilities of the Governor:

1. Issues the official call to Fall Council at least 60 days prior to the date of the Council. Makes sure that Council information is sent to all clubs.

2. Supervises the planning by the host club and delegates’ duties in accordance with the

requirements of the Council.

3. Outlines the program with the assistance of the District Administrative Council.

4. Presides as Chair.

5. Delegates responsibility for preparation of a list to certify delegates and alternates if emergency business is to be transacted.

Responsibilities of the Governor Elect and Lt. Governor(s):

1. Presides in the absence of the Governor.

2. Conducts workshop for instruction of club officers, division workshops, etc., when asked.

62

Responsibilities of the Secretary: 1. If no business is conducted, the following should be included in lieu of minutes. Fall

Council date, location, . . .

2. If business is conducted at Fall Council, takes and transcribes the minutes, edits them and when approved by the District Administrative Council, duplicates and mails/emails the minutes within 30 days following the meeting. Copies of the minutes of the Fall Council are distributed by the Secretary in accordance with instructions in policies for “District Fall Council.” Copies are also sent to the Executive Committee Representative.

Host Club Responsibilities:

1. With approval of the Governor, selects a meeting place with adequate facilities to conduct successful workshops. Accommodations and meals (if planned) should be negotiated at the lowest cost possible to encourage greater attendance.

2. Sets the example for fellowship and friendliness. Each member of the host club

should be in attendance, circulating as much as possible and assisting with the needs of the visiting Pilots.

3. Fulfills necessary duties to ensure a successful meeting.

Expenses:

1. Registration fee shall include all expenses determined by the District Administrative Council as outlined in the district standing rules. All expenses should be kept to a minimum.

2. Refer to “Approved Expenses Paid BY the District FOR The District Officers”, and

“Expenses of District Operations Not Paid by Pilot International” found in the Bylaws and Policies section of the District Manual for approved expenses for a Fall Council.

3. Any money remaining from the Fall Council reverts to the district treasury to be used

as the district specifies (in Policies and Procedures Manual or District Standing Rules). An evaluation form of the Fall Council should be included in each registration packet. The results should be used in planning future district meetings and workshops.

NOTE: If business is not conducted at Fall Council, Parliamentarian is not required to sit at

head table.

63

DISTRICT WORKSHOPS The District Administrative Council should ensure that workshops are accessible to the maximum number of Pilots. A club or group of clubs can alternate as hosts.

District Workshops should be planned to promote:

• Leadership and Officers’ training. • Friendship and fellowship among Pilot members. • Membership development through recruiting, retaining, and reclaiming members. • Greater service to local communities • Visibility for clubs and their service.

I. Responsibility of Governor

A. Appoints host club(s) and workshop coordinator. (Makes certain each club is aware of its responsibilities.)

B. Assist workshop coordinator in obtaining suggestions and topics of interest from the

clubs. Assigning showcase clubs or panel participants.

C. Publicizes workshop, emphasizing importance of attendance. This may be done through the Governor’s Bulleting, during official visits, and at other district activities.

D. Reviews workshop program and evaluates results of meetings.

II. Responsibility of Host Club(s)

A. Assists workshop coordinator in developing plans to meet program requirements and in setting registration fee.

B. If necessary, and with approval of the Governor, selects a meeting place with

adequate facilities to conduct successful workshops. Accommodations and meals (if meal is planned) should be negotiated at the lowest cost possible to encourage greater attendance.

C. Sends invitations.

III. Responsibility of Workshop Coordinator

A. Prepares program for Governor’s review and input.

B. Secures program participants. Consider Anchor Club officers’ participation.

C. Works with host club(s) in planning arrangements and in setting registration fee.

D. Makes an evaluation report to the Governor.

64

IV. Registration Fee

Registration fee should be kept to a minimum. The fee should include cost of meal function (if a meal is planned), registration fee for workshop leaders, postage for publicizing the workshop, handout materials and other necessary expenses.

65

FINANCIAL RESPONSIBILITIES

DISTRICT BUDGET INFORMATION .................................................................................................... 66

SAMPLE DISTRICT BUDGET ............................................................................................................... 69

FINANCIAL RESPONSIBILITIES OF A PILOT CLUB TO PILOT INTERNATIONAL AND THE DISTRICT ........................................................................................... 72-73

International Initiation Fee .................................................................................................. 72 International Dues ............................................................................................................... 72 Liability Insurance ................................................................................................................ 72 Representation at Convention ............................................................................................. 72 District Dues ......................................................................................................................... 73 Miscellaneous Expenses ...................................................................................................... 73 District or International Officer as a member of a Pilot Club .............................................. 73 Special Invitation to PI and District ...................................................................................... 73 Officers to Participate in Club Activities .............................................................................. 73 Visiting Other Clubs .............................................................................................................. 73

TAX INFORMATION FOR U.S. PILOT CLUBS/DISTRICTS ............................................................... 74-75 General Information ............................................................................................................ 74 Reserve Fund ........................................................................................................................ 74 Disclosure Regulations ......................................................................................................... 74 IRS Instructions for Filing ..................................................................................................... 74 Definitions ............................................................................................................................ 75 Gross Receipts ...................................................................................................................... 75

ANNUAL RENEWAL OF INCORPORATION FOR U.S. PILOT CLUBS/DISTRICTS .................................................................................................... 76

66

DISTRICT BUDGET INFORMATION Please refer to:

Travel Expenses Approved Expenses Paid By Pilot International for District Officers Approved Expenses Paid By the District For District Officers Expenses of District Operations Not Paid By Pilot International Expenses Paid By the Club for District Officers

in the Bylaws and Policies Section of this manual for information concerning the district budget. Fall Council, if held, should be line item in the district budget.

I. APPROVED BILLS PAYABLE

(Any outstanding bills must be provided for in the district budget.) II. DISTRICT BUDGET ITEMS REQUIRED BY PI POLICY:

A. For District Convention

1. District Governor, Governor Elect, Lt. Governor(s), Treasurer, Secretary

a. Reimbursement for transportation is 75% of the current IRS rate or first

class fare by train, bus or most economical plane fare available. (Car mileage expense not to exceed most economical plane fare.) Refer to Policies 300 & 301 for details.

b. Registration fee (only charge to district budget the cost of the meals)

c. Hotel for 3 nights (usually Governor, Governor Elect and Lt. Governor(s)

share complimentary room(s).

d. Meals (less those covered by the registration)

2. Executive Committee Representative

a. Registration fee (only charge the district budget the cost of the meals)

b. Hotel for 3 nights (a single or twin room – may be complimented)

c. Meals (less those covered by the registration)

67

3. Duplicating bulletins and minutes (estimate) FOOTNOTE: Before the budget is voted on, the election should be held and convention city determined. The Governor should request all nominees for district office to furnish the budget committee transportation figures to all locations where the next district convention may be held.

REMINDER: When two or more Pilots (who are eligible to receive reimbursement for transportation from any source) travel together by car, approved transportation expenses will be paid to Pilot furnishing transportation.

B. For District Administrative/Executive Council Meetings

Travel, hotel and meals for Governor, Governor Elect, Lt. Governor(s), District Treasurer and District Secretary to attend meetings of the District Administrative Council and the District Executive Council.

C. Other Expense

1. District Coordinator expense (postage, stationery and supplied)

2. Postage, express delivery, stationery and supplies for district officers

3. Bond for District Treasurer

D. Assistance to District Officers to attend Council of Leaders and Pilot International

Annual Convention & Leadership Conference

Pilot International assumes the approved expenses for the District Governor to attend the pre and post-convention International Administrative Council meetings, the Council of Leaders and the Pilot international convention. The district provides financial assistance for the Governor Elect and Lt. Governor(s) to attend the Council of Leaders at the Pilot international convention provided all requirements are met. To assist the budget committee in determining expenses incurred by the Governor Elect and Lt. Governor(s), a guide is given below:

1. Registration fee

2. Meals en route – cost of meals and rips en route (if not included in plane

ticket not to exceed $40.00 per day.) Meals at convention (PI does not pay per diem for district Governor.)

3. Hotel (usually Governor and Governor Elect share room.)

4. Reimbursement for transportation is 75% of current IRS rate or first class fare

by train, bus or most economical plane fare available. Car mileage expense

68

not to exceed most economical plane fare. Refer to Policies 300 and 301 for details. PI pays for International Administrative Council’s travel expense not to exceed most economical plane fare.

** Only the Governor Elect and Lt. Governor(s) are required to attend at district expense. Districts usually provide partial or all expenses of the District Treasurer and District Secretary when they attend.

III. DISTRICT BUDGET ITEMS REQUIRED BY DISTRICT STANDING RULES

Review District Standing Rules for all items of expense which must be included in the district budget. In lieu of gifts, honorary donations to the Founders Fund in the honoree’s name are appropriate.

IV. DESIRABLE ITEMS IF FUNDS PERMIT

(Some of the following items might already be required by district standing rules.)

1. Pilot international convention expense for PIFF District Representative

2. Telephone/FAX expense

3. District workshops, if held

4. District publication

5. Past Governor’s Bar and/or past Governor’s plaque

6. District division expense (other than required items of postage and supplies)

7. District convention registration for incoming District Coordinators, District Chaplain,

PIFF District Representative, Senior Programs Representative, District Parliamentarian and other appointee

69

SAMPLE DISTRICT BUDGET

REVENUE EXPENSE INCOME TOTAL

Dues ( members @$ x 12) Interest Income Fall Council/Workshop

Registration Fees

District Convention Registration Fees

Saturday Luncheon (Partials) Saturday Banquet (Partials) Sunday Breakfast/Brunch

TOTAL REVENUE

ESTIMATED EXPENSES

DAC Meetings Governor (Travel & Meals) Governor Elect (Travel & Meals) Lt. Governor(s) (Travel & Meals) Treasurer (Travel & Meals) Secretary (Travel & Meals)

Total DAC Meetings

FALL COUNCIL Governor (Travel, Hotel & Meals) Governor Elect (Travel, Hotel & Meals) Lt. Governor(s) (Travel, Hotel & Meals) Treasurer (Travel, Hotel & Meals) Secretary (Travel, Hotel & Meals) Minutes & Reports

Total DAC Fall Council Expenses

Decoration ;& Flowers Registration Supplies Entertainment for Banquet Room Rental Postage Telephone Programs Saturday Night Dinner Sunday Breakfast/Brunch Miscellaneous (Speakers, Honorariums,

Presentation, etc.)

70

Total Remaining Fall Council Cost

DISTRICT CONVENTION Governor & Governor Elect (Hotel Comp, Meal Fees, Travel & other Meals) Lt. Governor(s) (Hotel, Meal Fees, Travel & other Meals) Treasurer (Hotel, Meal Fees, Travel & other meals) Secretary (Hotel, Meal Fees, Travel & other meals) ECR (Hotel, Meal Fees)

Total DAC & ECR Expenses for District Convention

Decoration & Arrangements Programs Room Rental Registration Supplies Banquet Entertainment Memorial Service Telephone & Postage DAC Reception Installation Saturday Luncheon Saturday Banquet Sunday Breakfast/Brunch Miscellaneous

Total Remaining Cost of District Convention

INTERNATIONAL CONVENTION Incoming Governor – PI pays authorized exp. Incoming Governor Elect, Lt. Governor(s) (Travel, Hotel, Registration Fee & Other Meals) Secretary & Treasurer

DISTRICT CONVENTION OR DISTRICT WIDE ANCHOR MEETING

Governor &/or District Anchor Coordinator

OTHER EXPENSES District Officers’ Postage & Supplies Governor’s Bulletins (Printing & Postage) Bond for District Treasurer Telephone Expense District Audit Expense Division Coordinators (Postage, Supplies, Prt) District Roster (Printing) District Growth Team PI Rep. (Printing, Postage, etc.) Nominating Committee Awards Jury (Postage, Telephone, etc.) Chaplain’s Expense (Cards, Postage, etc.) Past Governor’s Pin Gifts or Honorariums

71

Miscellaneous Total Other Expenses

TOTAL ESTIMATED EXPENSES (Should not exceed revenues)

72

Financial Responsibilities Of A Pilot Club To Pilot International And The District

International Initiation Fee – US $25.00 Per Member

An initiation fee of US $25.00 will be paid to Pilot International for each active member upon acceptance of membership in club. (The $25 International Initiation Fee will be waived for all former Anchor members. Local clubs will determine the local initiation fee for all new members.)

International Dues –

Pilot International dues will be established by the voting body of the international convention. Dues will be paid annually to Headquarters by July 1. For new members, dues will be assessed based on the month a member enters the Club through the remainder of the current club year. (Effective July 1, 2014 ) Bylaws Article VIII, Section 1. A.

Pilot International dues will be waived for (a) Fifty Year Members, (b) current students, including former Anchors, who are seeking higher education degrees and not paying club dues, (c) scholarship recipients, at all levels of Pilot, who are not paying club dues, (d) Emeritus Members and (e) military personnel who are deployed from their home station.

Dues for each member must be paid in advance to Pilot International by every chartered club in accordance with the Bylaws. Note: Dues are not tax deductible as a charitable contribution.

Liability Insurance - US $6.00 Per Member

Each member of clubs in the United States, Canada and all international clubs pays annually for liability insurance. Payment is made with the advance payment of international dues.

Representation at Conventions

The Pilot International Bylaws state that each club should be represented at the annual district and international conventions. (Number of club delegates and alternates is specified in the Bylaws.) Transportation expenses and registration fee for one delegate to each convention will be paid from the club treasury and will be included in the annual club budget. The club itself decides whether or not to pay for the individual’s lodging expenses and per diem. Each Pilot Club will pay a minimum of one registration fee for each convention of Pilot International whether or not anyone attends the convention; with the exception being the new clubs chartered during the Pilot year with a minimum of 20 members shall be offered a discounted registration fee (to cover meals only) for the initial convention. Late registration fees will be an additional 50% of the current registration fee. Headquarters will supply a list of delinquent registration fees to District Governors for district action. The delegate for a Pilot Club must be a member of the club they represent at the international convention. For those holding dual membership, they may serve as

73

delegate only for the club through which they pay international dues. Three dollars of each Co-Pilot’s full registration fee will be donated to the Co-Pilot Fund.

District Dues

District expenses are financed by district dues paid by each member. The district budget may include any expenses approved by the district.

Miscellaneous Expenses

Each club is encouraged to contribute to the Pilot International Founders Fund and Pilot International special appeals.

The District or International Officer as a Member of a Pilot Club:

A district or an international officer has the same privileges and responsibilities as any other member of the Pilot Club, such as:

• Pays regular dues and serves on a club division. • Does not expect to be consulted concerning club, district, or international activities

any more than any other active member. • Is knowledgeable about Pilot International Policies and Bylaws, and if consulted by

the club of which the officer is a member, a specific and adequate reply would be expected.

Special Invitations to PI and District Officers to Participate in Club Activities:

PI Officers, District Officers, and Headquarters Staff appreciate receiving invitations to speak at special club meetings such as anniversaries, civic nights, installations of officers, etc.

The invitation should be issued as early as possible to avoid scheduling conflicts.

Expenses to be paid by the Pilot Club issuing the invitation are: • Cost of airline ticket, if travel requires flying or mileage when driving (current IRS

rate) • Lodging and meals

These expenses should be considered when planning begins and included in the club budget.

Visiting other clubs:

When traveling, Pilots often visit cities where other clubs exist. Visiting other clubs is a rewarding experience. However, Pilots should always pay their own way when visiting other Pilot clubs or members.

74

Tax Information for U.S. Pilot Clubs and Districts

General Information Pilot clubs in the United States are recognized by the International Revenue Service a civic/service organizations are exempt from paying income tax under Section 501(c)(4) of the Internal Revenue Code. In 1976 a group exemption number – 0669- was assigned to Pilot International and ALL Pilot clubs. In addition to the group exemption number, each club and district is required to apply for a federal identification number.

Each new club should send the identification number to Pilot headquarters as soon as it is assigned. Make sure the club’s identification number is on file at Pilot headquarters. The identification number is listed in the PI Directory with the club name.

NOTE: Strict application of the IRS Tax Code means donations to Pilot clubs with 501 (c) (3) status

are tax deductible. Reserve Fund

The U.S. Internal Revenue Service has indicated that a non-profit can have reserve funds in reasonable amounts to insure continuity of its mission. This means that accumulating funds for a specific project should pose no problem – as long as the funds are used for that project as approved by club membership.

The IRS will be interested in how passive (invested) funds are spent. Make sure that the club minutes reflect all action concerning finances. When audited, the first item checked will be the Minutes.

Disclosure Regulations

Recent disclosure requirements make it mandatory that clubs carefully consider fund raising activities in regard to current regulations. Many states are more closely regulating solicitation activities. Clubs should check with their Secretary of State Office regarding registration and regulation requirements for organizations participating in fund raising activities.

IRS Instructions for Filing:

All clubs must report to IRS regardless of amount of income. Beginning in 2008, tax-exempt organizations like Pilot clubs that previously were not requested to file tax returns, are now required to file an annual electronic notice, Form 990-N, Electronic Notice (e-postcard) for Tax Exempt Organizations not required to file form 990 or 990-EZ. This filing requirement applies to tax periods beginning after December 31, 2006 (for Pilot clubs, the tax period will be July 1 through June 30).

Clubs whose gross receipts are over $100,000 will still need to file the IRS Form 990. Clubs whose gross receipts are over $25,000 a year and under $100,000 will still need to file the IRS Form 990 EZ. In the past, clubs whose gross receipts fell below $25,000 were not

75

required to file any 990 form with the IRS. With the enactment of the Pension Protection Act of 2006 (PPA), these clubs will now be required to electronically file Form 990-N each year. This form is also known as the e-Postcard. The form should be filed by the fifteenth day of the fifth month after the close of the tax year (for Pilot clubs that will be November 15, 2009).

This electronic postcard form of the 990 can ONLY be filed on line – so each Pilot club will be required to find someone who has internet access to assist them with this filing. No additional software is required other than the internet connection and there is no charge to file the form. This does not mean your club will have to pay taxes; however, clubs who fail to file the 990-N for three years will lose their tax exempt status.

You may want to review the frequently asked questions about Form 990-N at the following website: www.irs.gov

You will need to click on “charities and nonprofits” found at the top of the page. This will take you to the IRS explanation of the new form. One more click for “frequently asked questions” will provide you with the questions and answers.

Definitions:

1. Accounting period (FiscalYear) Pilot’s accounting period is July 1 through June 30.

2. When and where to file www.epostcard.form990.org U.S. districts/clubs are required to file by the 15th day of the 5th month following the close of the fiscal year (November 15).

3. Penalties

Failure to file on time/incomplete return

If you do not file your e-Postcard on time, the IRS will send you a reminder notice but you will not be assessed a penalty for filing the e-Postcard. However, an organization that fails to file required e-Postcards (or information returns – Forms 990 or 990-EZ) for three consecutive years will automatically lose its tax-exempt status. The revocation of the organization’s tax-exempt status will not take place until the filing due date of the third year.

4. Gross Receipts

“Gross receipts” means the gross amount received by the organization during its annual accounting period from all sources without reduction of any costs or expenses, such as cost of goods sold, cost of assets sold, cost of operations expenses for earning, raising, or collecting such amounts. Thus, “gross receipts” includes, but is not limited to:

a. The gross amount received from contributions, gifts, grants etc.

76

b. Gross amount received as dues or assessments from members. (Including dinner fees.)

c. Gross sales or receipts from business activities including activities unrelated

to the purpose for which the organization received an exemption.

d. The gross amount received from the sale of assets without reduction for the cost or other basis of the property and expenses of sale.

e. The gross amount received from investment income interest, dividends and

royalties.

The Treasurer must keep accurate financial records and determine if the club or district should file Form 990, 990N or 990EZ for the fiscal year. The treasurer must file on time and maintain accurate records at all times should the Internal Revenue Service require further information on the financial activities of the club/district.

If you have questions, consult a local accountant and/or local or regional IRS service center.

ANNUAL RENEWAL OF INCORPORATION FOR UNITED STATES PILOT CLUBS AND DISTRICTS District and Club Treasurers are reminded that incorporation information should be reviewed annually. If required, a Corporate Annual Registration form should be filed and fee paid to the Secretary of State to keep the corporation status current. Failure to do so can result in penalties.

If the treasurer does not know the current corporate filing status of the club or district, the Secretary of State’s office will check the record upon request.

If the club or district is required to pay a fee, the treasurer’s calendar should include the date this payment is due. Also, where feasible, having the same person act as agent for the club or district – receiving and completing the form each year – is recommended.

A new club is required to incorporate within one year of its charter date.

77

DISTRICT NOMINEE INFORMATION QUALIFICATIONS FOR NOMINEES FOR DISTRICT OFFICE ................................................................. 78

QUALIFICATION FORM FOR DISTRICT OFFICE .................................................................................. 79

INSTRUCTIONS FOR DISTRICT NOMINATING COMMITTEE .............................................................. 82

PROCEDURE FOR NOMINATING DISTRICT OFFICERS .................................................................. 85-87

78

QUALIFICATIONS FOR NOMINEES FOR DISTRICT OFFICES

Qualifications of a Nominee for the office of Governor Elect, Lt. Governor, Secretary or Treasurer: A nominee will: (Bylaw requirements) 1. Be an active member of a Pilot club.

2. Have served as president of a Pilot club.

3. Not serve as a district officer and a club president at the same time.

4. Have served as a Regional Lt. Governor if a nominee for Governor Elect of a regional district.

A nominee: (Policy)

1. Should have attended district conventions to a creditable degree.

2. Agrees to give the time and effort necessary to perform efficiently the duties of the office and understands that it will require spending some personal funds.

3. For Governor Elect: attendance at a recent international convention prior to the time of being elected is required, except in districts less than two years old or by special permission of the Executive Committee of Pilot International.

4. For Lt. Governor: who has not attended a recent International convention may be eligible for nomination by attending the Council of Leaders and international convention following election.

5. For Governor Elect or Lt. Governor: should be qualified to address the clubs on the activities and plans of the district and Pilot International.

6. For Treasurer: should be familiar with financial management procedures.

7. For Secretary: should be qualified to record, transcribe and distribute the minutes of various meetings related to administration of the District.

DUTIES OF DISTRICT OFFICERS ARE OUTLINED IN THE PILOT INTERNATIONAL BYLAWS - ARTICLE XVII

79

QUALIFICATION FORM FOR DISTRICT OFFICE

[ORIGINAL TO BE COMPLETED AND MAILED TO NOMINATING COMMITTEE CHAIR]

Name of Nominee: Nominee’s Home Club/District:

Nominee’s Address: Nominated for Office of:

Nominee’s Phone: Email:

NOMINEE’S PILOT LEADERSHIP:

Club/Elected Offices held:

Appointments:

District/Elected Offices held:

District Appointments held:

International Appointments held:

Years in Pilot:

Number of Conventions attended: District: International:

Profession or Business Affiliation:

Title of present position: How long?

Status and scope of main responsibilities:

80

Previous business/professional experience:

List no more than three (3) civic/professional organizations (other than Pilot and religious affiliations) you are actively serving or have actively served with the last five (5) years, with positions of responsibility held:

I CERTIFY THAT THE ABOVE INFORMATION IS TRUE AND CORRECT, TO THE BEST OF MY KNOWLEDGE.

Date: Nominee’s Signature:

81

NOMINEE’S PLEDGE

I understand the duties and responsibilities of District Officers as stated in the Bylaws and Policies of Pilot International; my obligations to Pilot International and the District; the time required to attend meetings; and the obligation Pilot International and the District accepts relative to my expense. I understand that failure to have performed the duties of prior elected offices may result in my disqualification from serving in any capacity on the District level. I pledge that:

I am an active member of a Pilot club.

At no time will I campaign or solicit votes for myself or any other nominees.

I will uphold and abide by the District Standing Rules, the Bylaws and Policies of Pilot International, the action of governing bodies, and be loyal to Pilot International.

I will carry out the duties and responsibilities of the office and conduct myself in a manner becoming a District officer in Pilot International.

Date: Nominee’s signature:

************************************************************************************* *****************************************

REFERENCES I give the nominating committee permission to contact the following persons and any other Pilots in order to determine my qualification to see election to District office:

Name, Club, Phone Number Name, Club, Phone Number

INSTRUCTIONS TO PROPOSED NOMINEE: Immediately upon receiving letter of nomination, nominee should send a letter of acknowledgment (acceptance or refusal) to the nominating club, with a copy to the chairman of the Nominating Committee and Governor.* Only one copy of a response letter should be sent to the President of the nominee’s home club.

A candidate for District office is required to state how he/she would contribute to Pilot International’s mission and goals. The statement should be 250 words or less and sent to the Chairman of the Nominating Committee along with the completed qualification form. A copy of the statement should be sent to the Governor and ECR.* Nominee may not state their qualifications in the statement. The salutary greeting and opening statement , “Hello or Good morning, I’m and I am a nominee for the office of ” should not be included in the vision statement (these words are not counted towards the total words.) (A, an, the, or, etc. are counted as words. A hyphenated word will count as one word.) Candidates who submit statements in excess of 250 words will be disqualified. This statement will be presented by the candidate to the convention body at the District Convention.

Please use 12 pt. font for your statement and do not double space. The statement will be placed on this page below the signature line and reproduced as it was received. Forward this completed original form to the chairman of the Nominating Committee along with two Pilot references (names and addresses). This form will be reproduced and sent to all Pilot clubs with the candidate’s statement. It is necessary to complete only ONE nomination/qualification form.

82

The qualification form, acceptance letter, references and statement must be postmarked no later than 60 days prior to convention.

A letter will be sent to each candidate 45 days prior to convention notifying the nominee of the status of their candidacy for District office.

* Copy does not need to be sent to PI Headquarters.

INSTRUCTIONS FOR DISTRICT NOMINATING COMMITTEE

APPOINTMENT The District Administrative Council will appoint by November 1, a NOMINATING COMMITTEE of three (3) to five (5) members, or one (1) member from each region in Regional Districts. No two will be members of the same club. The Chair will have been designated by the Governor – no later than December 1 in the prior year as one of the Appointees.

The Governor will announce the appointment of the committee, including the name, address and the club of each member of the nominating committee. The Governor is responsible for sending each member of the committee a copy of the following via email or postal mail: Procedure for Nominating District Officers, Instructions for District Nominating Committee, Qualifications for Nominees for District Offices, and Nomination of Candidate for District Office in Pilot International.

RESPONSIBILITIES OF THE CHAIR AND THE COMMITTEE A club may submit nominees from any club to the nominating committee. In Regional Districts, nominations for Regional Lt Governors will be made only by clubs from that region. The committee is charged with the responsibility to secure and verify at least one qualified nominee for each elected office if nominations for each office have not been received from the clubs. There are no nominations from the convention floor.

November - Candidates are nominated and accept nominations for district office. 6 0 days prior An acceptance is not complete until the Chair of the Nominating to convention Committee, Governor and ECR have received the nomination letter,

completed Qualification Form, Vision Statement, references and letter of acceptance, postmarked by the due date.

Clubs may nominate candidates for office, but if no candidate has accepted by February 1 at the latest, it is the Nominating Committee’s responsibility to search out and persuade qualified persons to stand for election. (Once a Pilot agrees to run, his/her club or another club must

83

still make the official nomination and complete the nomination process.)

60 to 45 Nominating Committee verifies nominations by checking references days prior to listed by nominee and two other Pilots who have knowledge of the convention candidate’s qualifications.

45 days Nominating Committee notifies candidates of the status of their prior to nomination. convention

30 days The Governor will send by electronic or postal mail to the Clubs, District prior to Officers and Past Governors (if applicable) the names and qualifications convention of nominees for District office no less than thirty (30) days prior to the first

day of District Convention.

Committee members sign the report and submit it to the Governor prior to it being read at convention.

Business Session – Chairman reads report to the convention body.

A member of the Nominating Committee may resign from the committee to accept nomination for a district office.

As soon as a nomination is complete, the Chair sends the ECR a copy of the completed qualification form for each nominee and any necessary comments regarding qualifications. All such matters are held in confidence. If the qualifications of any nominee are questioned, this will be brought to the attention of the ECR for verification. The Chair sends copies of all committee mailings to the DAC/ DEC, the ECR assigned to the District, and other members of the Nominating Committee.

REPORT OF COMMITTEE The Chair prepares the report in duplicate, listing names of all qualified nominees.

For Governor Elect – Name(s), club, city, state/province/prefecture For Lt. Governor* - Name(s), club, city, state/province/prefecture For Secretary – Name(s), club, city, state/province, prefecture For Treasurer – Name(s), club, city, state/province/prefecture

*If a District has more than one Lt. Governor, nominees will be designated as 1st Lt. Gov., 2nd Lt. Gov., etc. In Regional Districts, the names of all nominees for each REGION are shown on the report.

84

2. Each member of the committee signs the report, with the Chair signing last.

3. At the first business meeting, when called upon by the Governor, the Chair reads the report to the convention body.

4. After reading the report, the Chair gives it to the Governor, with a copy to the District Secretary.

PREPARATION OF BALLOTS

1. The names of all nominees included on the Nominating Committee’s Report will appear on the ballot EXCEPT any office that has only one nominee.

2. Nominees’ names are listed alphabetically.

DISTRICT GOVERNOR’S RESPONSIBILITY

The District Governor is responsible for seeing that the committee fulfills the responsibilities as outlined. The Governor has no responsibility regarding the function of this committee and does not meet with them.

85

PROCEDURE FOR NOMINATING DISTRICT OFFICERS

District governors will provide clubs with the names of members of the district nominating committee.

Clubs will elect a District Governor Elect, one or more Lt. Governors (optional), a Treasurer, and a Secretary. For Regional Districts: Clubs in each Region will nominate and elect a Regional Lt. Governor from the membership of their own Region.

Nominations The Bylaws give clubs the privilege (by majority vote of the membership) to nominate qualified nominees for district office from clubs within the district. A club may submit nominees from any club to the nominating committee. In regional districts nominations for Regional Lt. Governors will be made only by clubs from that region. Postmark deadline for nominations to be sent to the Nominating Committee is 60 days prior to the first day of District Convention.

NOTE: Do not send a copy of the nomination letter or the Qualification Form to PI Headquarters.

It is recommended that the president request a vote by ballot of the club members when considering nominations for district office.

1. Club Making Nomination

When a club votes to nominate a person for district office, the president sends a letter of nomination to the proposed nominee. A copy of the nominating letter should be sent to the president of the proposed nominee’s club, the district governor and the chair of the district nominating committee. The letter should instruct the nominee to inform the club of their acceptance or refusal of the nomination in writing.

2. The Nominee

If the nominee accepts the nomination, he/she should complete the Qualification Form for District Office which may be obtained from the PI website, the Club and District Manuals, or PI Headquarters.

The nominee should inform each nominating club of their acceptance of refusal in writing with a copy to the district governor and the chair of the district nominating committee. (Nominees for Regional Lt. Governor should also send a copy of the letter to the regional member of the nominating committee.)

3. Nominee for District Governor Elect, Lt. Governor*, Treasurer and Secretary

After the qualification form is completed in its entirety, the nominee: a. Sends a copy of the completed qualification form to:

86

(1) Chair, District Nominating Committee (*Nominees for Regional Lt. Governor should also send a copy of the form to the regional member of the nominating committee.)

(2) Governor (3) ECR

b. Each letter of nomination should be acknowledged (acceptance or refusal) and a copy

of each letter should be sent to the District Nominating Committee Chair and the Governor.

c. A candidate for district office is required to state how he/she would contribute to Pilot

International’s mission and goals. The statement should be 250 words or less and sent to the Chairman of the Nominating Committee along with the completed qualification form. A copy of the statement should be sent to the Governor and the ECR. Nominee may not state their qualifications in the statement.

The salutary greeting and opening statement, “Hello or Good Morning, I’m and I am a nominee for the office of should not be included in the vision statement (those words are not counted towards the total words). (A, an, the, or, etc. are counted as words. A hyphenated word will count as two words.) Candidates who submit statements in excess of 250 words will be disqualified. This statement will be presented by the candidate to the convention body at the district convention.

d. Each nominee will provide two Pilot references (name, address, contact phone) who

can be contacted by the nominating committee. Postmark Deadline

Completed nominations for district officers must be sent to the District Nominating Committee postmarked no later than 60 days prior to the first day of the district convention.

“Completed Nomination” means all of the following has been completed and mailed:

• Letter of acceptance from the candidate to the club • Completed Qualification Form • Vision Statement • Two Pilot references

The Chair of the District Nominating Committee will send the clubs the names and qualifications of each nominee at least 30 days prior to the district convention. The names of the nominees and their qualifications will be presented to the club membership prior to district convention.

DISTRICT NOMINATING COMMITTEE

The district nominating committee is responsible for preparing a list of one or more qualified nominees for each elected office to be presented to the district convention body. The

87

nominating committee will verify that each nominee is properly qualified for nomination to the office. All qualified nominee’s names shall appear on the ballot. There shall be no nominations from the floor.

See ARTICLES XVII and XX of the PI Bylaws for the qualifications and duties of district officers. These bylaws and the bulletin “qualifications for Nominees for District Offices” should be studied by clubs making nominations and Pilot members accepting nominations for district office.

88

Code of Ethics Pilot International

Realizing that whatever a Pilot touches should be ennobled by that touch, we, as business leaders, are resolved to make our business standards high, to do our work in every place in which we are employed as if it were our life work, never omitting an opportunity of doing a kindness or making a friend; to put into our business dealings a note of sympathy for humanity; to follow truth; to do our best from dawn till night; and so to live in the discharge of our duty, so to take care of every responsibility that comes before us that we shall radiate that which is unselfish, beautiful and true; and when we shall have finished with our tasks we shall have given an upward impetus to human ideals and achievements.

With this resolution before us then, we believe it is our duty as Pilots:

To consider our work worthy and ourselves worthy of our work, exemplifying in it at all times

the Pilot motto, "True Course Ever." To work each day at that which is before us seriously, vigorously, calmly, cheerily; to improve

ourselves in every possible way; to increase our efficiency; to enlarge our visions. To be ambitious to succeed, but always to be ethical, desiring nothing that is not achieved by

justice, honesty and fairness. To live in the presence of the great eternal laws, which will keep us patient when the task is

irksome and calm and unspoiled when we seem to succeed. To acquire self-control and self-reliance; to be ready to give as well as take; to develop in

ourselves an appreciation of the finer things of life; to be honest and generous; to help, not to hinder; to be slow of criticism and quick with praise.

To cherish our visions and our ideals; to cherish the music that stirs our hearts, the beauty that forms in our minds, knowing that on these things we can build our world, for visions and dreams are the seedlings of reality.

To be loyal to Pilot in thought, word and deed. To see no evil, hear no evil, speak no evil, think no evil of a Pilot, but to be no more loyal to a

Pilot in this respect than we are to every other person, for the genius of Pilot is in its kindness, and justice is the soul and substance of life.

---Pearl Sparks Pilot Club of Florence, AL - 1926

90

DISTRICT AWARDS JURY EVALUATION OUTSTANDING ANCHOR CLUB OF THE YEAR

DISTRICT DATE

1st Place

2nd Place

3rd Place

List other entries received below in order to determine the district’s level of participation.

Other entries received were: Mail form as soon as completed to Pilot Headquarters.

First place winner should be forwarded to Pilot Headquarters for International Competition, postmark deadline April 15.

Chair, District Awards Jury District Governor

Daytime phone: ( ) Address:

Email

Mailing Address

Move to back of Manual C: Governor Elect

91

INFORMATION FOR THE DISTRICT CHAPLAIN All Forms to End of Manual

NOTE TO CLUB RECORDING SECRETARIES: This form should be completed and forwarded to the District Chaplain.

(Form may be reproduced as needed.)

Name of deceased: Pilot or family member:

If family member, what is relationship to Pilot member:

Pilot Club of:

If Pilot member, name of closest relative:

Address of Closest Relative:

Offices held by deceased Pilot:

Name of deceased Anchor member:

Anchor Club name:

Letter of sympathy to be sent to:

To enable the District Chaplain to send a personalized letter of sympathy to the closest relative of a Pilot or Anchor, or in the event of the death of a Pilot’s spouse or family member, the above information should be promptly furnished to the Chaplain (name and address below).

District Chaplain:

SMARTBOOK v. 2.0

vi. District Convention

a. Convention Matrix

b. Dais Seating Map

“…To see no evil, hear no evil, speak no evil, think no evil of a

Pilot, but to be no more loyal to a Pilot in this respect than we

are to every other person, for the genius of Pilot is in its

kindness, and justice is the soul and substance of life.”

~ Pearl Sparks

Business Meeting - Standard

Convention Vice Chair

Treasurer

Lt. Governor

Governor Elect

Secretary

PODIUM

Governor

Parliamentarian

Executive Committee Representative

Convention Chair

The Governor Elect may be to the right of the ECR .It is best to give more room (less

people) on the side of the Governor so he/she can have more room to spread out.

Business Meeting – Opening Session with

Welcomes and Key Note Speaker


President of Host Clubs bringing welcome

Representative from Hotel bringing welcome

Treasurer

Lt. Governor

Governor Elect

Secretary

PODIUM

Governor

Parliamentarian


Speaker

Mayor or City Representative bringing welcome

Pilot – Registration Committee Chair

Convention Chair

This is a situation where you will be doing business first – report of registration

committee, etc. before the speaker gives their speech. Parliamentarian must be beside

Governor and then ECR. If your dais will not hold this many people, the 2 people on each

end should be seated at a table near the front. The convention chair would go down to

the table after they call the meeting to order and introduce the Governor. If the non-

Pilots bringing “welcomes” do not stay for the speech, the President of the Host Clubs

and the Registration Chair could move in one seat and the Convention Chair & Co-Chair

could come up to their place while the guests are being escorted from the room.

Business Meeting with Additional Member of the

PI Executive Committee


Treasurer

Lt. Governor

Governor Elect

Secretary

PODIUM

Governor

Parliamentarian


Additional EC member (even if it is the President of PI)

Convention Chair

In this case, if you have a speaker or a representative from the city, place them between

the ECR and additional EC member.

After the ECR, put the highest ranking EC member next. For example, if the PI Treasurer is

from your district and the PI VP is a guest at your convention, the VP is seated closer to

the Podium. If you have a Past PI President, they should be seated between the

Additional EC member and the Convention Chair – current takes precedence over past. If

you need to balance the dais, the Past PI President may be placed between the Treasurer

and Convention Vice Chair.

Business Meeting with

Additional EC Member and Past International President


Treasurer

Lt. Governor

Governor Elect

Secretary

PODIUM

Governor

Parliamentarian


Additional EC member

Former PI President

Convention Chair

Non-Business Meeting with a Speaker


Treasurer

Lt. Governor

Governor Elect

Secretary

PODIUM

Governor

Speaker


Convention Chair

If the Parliamentarian is a current Executive Committee member or a Past PI President,

they would be seated between the ECR and the Convention Chair. If there is neither, they

would be seated at a regular table.

Installation Banquet


Spouse of Incoming Secretary

Incoming Secretary

Spouse of Incoming Treasurer

Incoming Treasurer

Spouse of Incoming Lt. Governor

Incoming Lt. Governor

Spouse of Secretary

Secretary

PODIUM

Governor

Spouse of Governor


Additional EC Member

Incoming Governor Elect

Spouse of Incoming Governor Elect

Current Treasurer

Spouse of Current Treasurer

Convention Chair

If you do not have room for everyone, the spouses are the ones who have to sit at a

regular table. The first spouse to be kept on the dais would be the Governor’s and then

the Governor Elect’s. If you still don’t have room, the current officers who are not being

installed would sit at a regular table – except – the Governor & current Secretary must

remain in their regular seats.

2018 _________District C

onventionD

RAFT #1

DATE

Dates

RO

OM

BLO

CK

AT RATE EXPIR

E __________

Hotel/Location

Rate:

$__________/night (single, double occupancy)

City, State

Sunday Checkout:

_______ AM/PM

Room

Block:

Friday, _____: # rooms

Saturday, _____: # rooms

Day #11:00 PM

Pre-Convention M

eetingLO

CATIO

NR

esG

ov. SuiteG

ov/Gov. Elect

ECR

, DAC

, Convention C

omm

ittee, Hotel Personnel

Count 7 - 10 people

Res

Queen R

mSec/Treas

Res

King Rm

ECR

3:00 PMC

heck in - DA

C Suite (King Bed, O

THER

DETAILS)

LOC

ATION

Res

Queen R

mC

onv. Chairs

Governor's Suite R

oom N

umber ____________

Res

Queen R

mO

therEC

R picked up at Airport: _____ AM

/PMR

eserve at Group R

ate 4 rooms plus 1 suite for 4/29 and 4/30

5:00 PMD

AC/EC

R D

innerLO

CATIO

NFolders:N

ame Badges & H

olders 6:30 PM

- 8:30 PMR

egistration Open

LOC

ATION

Folder Tags, Budget, Qual. Form

s, Letter from

PI President: ________,7:00 PM

- 8:30 PMM

eet & G

reet Welcom

e PartyLO

CATIO

NProgram

Booklet, Workshop Info, Eval.

8:45 PM - 9:30 PM

Word 4 W

ord Trial Run

LOC

ATION

Refreshm

ents - Drinks and Snacks

DAC

, ECR

, Convention C

hairR

egistration Helpers: ______________

Supplies Storage, Small M

eetings

Day #26:30 AM

- 8:45 AMC

ontinental Breakfast

LOC

ATION

Governors Page:

Governor-Elect's Page:

7:30 AM - 8:30 AM

Past Governor's B

reakfastLO

CATIO

NEC

R Page:

7:30 AM - 8:45 AM

Registration O

penLO

CATIO

NR

egistration Com

mittee:

8:00 AM - 4:00 PM

Governor's Storage &

Décor R

oomLO

CATIO

NR

egistration: bags, pens, paper10-12 Skirted Tables around perim

eter 8:00 AM

- 4:30 PMSilent Auction O

penLO

CATIO

N2 chairs near outlet and table

Governor's Suite Available at _______

Day #2 (cont.)

9:00 AM - 10:00 AM

Business Session (Part I)

LOC

ATION

Table Rounds of 8

Welcom

eN

AME

Head Table seating for 8

InvocationN

AME

Standing Podium w

ith mic in m

iddlePledge of Allegience

NAM

ER

isersIntroductions

NAM

EW

hite table cloth and _____ skirtsC

all to Order

NAM

ED

ecorations: C

lub Roll C

allN

AME

Table Cards for: D

elegates (8)R

egistration Report

NAM

EW

ater at each dais seatC

onvention Rules

NAM

EFLAG

S - USA, ________

Convention Agenda

NAM

EG

ON

GState of the D

istrictN

AME

BANN

ER

posted near daisN

ominating C

omm

ittee Report

NAM

EPlace cards for dais

First Timers & N

ewest Pilots

NAM

EAudio Visual Equipm

ent-Budget

NAM

EC

omputer?

ElectionN

AME

Projector?Statem

ent of Purpose & 17-18 AppointeesN

AME

Floor mic (2)

Announcements

NAM

EElection C

omm

ittee Room

: _________10:00 AM

BR

EAKFloor Tellers:

10:10 AMB

usiness Session (Part II)LO

CATIO

N2017-18 Audit C

omm

ittee Announcement

NAM

EPilot International R

eportN

AME

*Honor G

uard - Flag PresentationPIFF R

eportN

AME

Final Registration C

omm

ittee Report

NAM

E*Beverage Stations outside m

eetingAnnouncem

entsN

AME

rooms.

10:45 AMB

REAK

*Candy on tables for m

eetings.

11:00 AMM

emorial Service

LOC

ATION

* Need _______ for M

emorial Service

_____________, District C

haplain

11:30 AMB

REAK

*Workshop setups - 50 seats theatre

One table and chair at front w

ith AV 11:40 AM

President/President-Elect Workshop

LOC

ATION

cart. ____________, D

istrict Governor-Elect

Timekeeper:

11:40 AMSecretary &

Treasurer Workshop

LOC

ATION

Club C

aller:___________, D

istrict Secretary___________, D

istrict Treasurer

11:40 AMProjects/Fundraising W

orkshopLO

CATIO

N__________ & ___________

Day #2 (cont.)

12:15 PMB

REAK

Reserved Seating C

ards:G

overnor's Pilot Club (x2)

12:30 PMLunch

LOC

ATION

Governor Elect's Pilot C

lubW

elcome

_________ Club Presidents

Recognition of G

uests, Past Governors, 17-18 C

lub Presidents, AppointeesC

onvention Com

mittee & G

uestsInvocationLunch Served

Lunch Decoration C

omm

ittee:________ Pilots

1:20 PMAw

ards Cerem

onyLO

CATIO

N250 C

lubR

ecognition at Lunch:250 Individual

_________________Pacesetter

__________________C

lub Mem

bership Award

Club N

ewsletter A

ward

Club Yearbook Aw

ard*N

eed check for Guest Speaker

1:45 PMG

uest SpeakerLO

CATIO

N*________ w

ill hand out awards and

____________ will announce w

inners

2:15 PMG

overnor Farewell Speech

LOC

ATION

_____________, Governor

2:30 PMB

REAK

2:45 PM - 3:15 PM

Workshop: Leadership

LOC

ATION

__________________, ECR

2:45 PM - 3:15 PM

Workshop:

LOC

ATION

_________________

3:15 PMB

REAK

3:30 PM - 4:00 PM

Workshop: Leadership

LOC

ATION

________________, ECR

3:30 PM - 4:00 PM

Workshop:

LOC

ATION

4:00 PM - 5:30 PM

Time on your ow

nN

o more than 6 item

s

4:15 PM - 4:30 PM

2017-18 Appointees Meet

LOC

ATION

_______________, Governor-Elect

Day #2 (cont.)

4:30 PMSilent Auction C

loseLO

CATIO

NSEATIN

G: Table R

ounds of 84:30 PM

- 4:45 PMInstallation R

ehearsalLO

CATIO

NC

ash Bar__________________, G

overnor-ElectN

o Head Table

________ Tablecloths, _____ Napkins

5:30 PMD

oors open for Dinner, cash bar

LOC

ATION

Standing Podium w

/mic

Installation table on Tall Riser w

/5:45 PM

Silent Auction Winners &

TotalLO

CATIO

N Pipe & D

rape - Mic???

________________, PIF Representative

PianoTABLE C

ARD

S for

6:00 PMD

innerLO

CATIO

N Past D

istr. Gov's

Welcom

e 2017-18 Presidents (2)

Introduction of Guests

DAC

and Guests (2)

Invocation G

overnor's Pilot Club

Dinner S

ervedPlay International C

D7:00 PM

Entertainment

LOC

ATION

Dinner D

ecoration Com

mittee:

7:30 PMInstallation C

eremony

LOC

ATION

_________ PilotsC

eremony

Podium & M

icR

ecognition to the Board of Directors

StagePin Exchange

AUD

IO VISU

AL:C

ode of EthicsSail O

n International

8:30 PMC

losing/Receiving Line

LOC

ATION

Day #3 (if needed) 8:00 AM

- 9:30 AMPost-C

onvention Meeting

LOC

ATION

New

& Previous Year DAC

& Convention C

omm

ittees

SMARTBOOK v. 2.0

vi. District Officers

Checklist



~ Pearl Sparks

PILOT INTERNATIONAL

OFFICIAL CLUB VIST CHECKLIST

BEFORE THE OFFICIAL VISIT: Communicate with the Club President. Introduce yourself via phone call or email, talk with them about exciting things going on in their Club and ask about areas of concern. OFFER to provide something specific to the Club; i.e. list of fundraising or project ideas, workshop, program on a specific topic, etc.

� Get the Club assignments from the District Governor. � Contact Club President for your visit date.

� Ask Club for Club budget, member roster and any other materials that will help to know the Club.

� Ask for the Club’s visit date agenda. Make sure YOU are on the agenda.

Prepare your background information about the Club: � Club Charter Date � Club Plans of Work � 50/25 year members � Club Projects

� Club Fundraisers

� Club accomplishments for your recognition

� Club website � Club Facebook � Awards

Prepare visit materials: � Always take an Invocation and New Member Initiation Service � Your Pilot District/International Message to the Club � Workshop, Regional, Fall Council, District Convention and PI Convention

invitations with locations, dates and times. � Your Officer business cards and Name Tag � Your SMILE

� Your Inspiration for all the future possibilities

“Leadership is the art of giving people a platform for spreading ideas that work.” - Seth Godin

SMARTBOOK v. 2.0

vii. Pilot International

Code of Ethics



~ Pearl Sparks

Pilot International Code of EthicsRealizing that whatever a Pilot touches should be ennobled by that touch, we, as business leaders, are resolved to make our business standards high, to do our work in every place in which we are employed as if it were our life work, never omitting an opportunity of doing a kindness or making a friend; to put into our business dealings a note of sympathy for humanity; to follow truth; to do our best from dawn till night; and so to live in the discharge of our duty, so to take care of every responsibility that comes before us that we shall radiate that which is unselfish, beautiful and true; and when we shall have finished with our tasks we shall have given an upward impetus to human ideals and achievements.

With this resolution before us then, we believe it is our duty as Pilots:

To consider our work worthy and ourselves worthy of our work, exemplifying in it at all times the Pilot motto, “True. Course. Ever.”

To work each day at that which is before us seriously, vigorously, calmly, cheerily; to improve ourselves in every possible way; to increase our efficiency; to enlarge our visions.

To be ambitious to succeed, but always to be ethical, desiring nothing that is not achieved by justice, honesty and fairness.

To live in the presence of the great eternal laws, which will keep us patient when the task is irksome and calm and unspoiled when we seem to succeed.

To acquire self-control and self-reliance; to be ready to give as well as take; to develop in ourselves an appreciation of the finer things of life; to be honest and generous; to help, not to hinder; to be slow of criticism and quick with praise.

To cherish our visions and our ideals; to cherish the music that stirs our hearts, the beauty that forms in our minds, knowing that on these things we can build our world, for visions and dreams are the seedlings of reality.

To be loyal to Pilot in thought, word and deed.

To see no evil, hear no evil, speak no evil, think no evil of a Pilot, but to be no more loyal to a Pilot in this respect than we are to every other person, for the genius of Pilot is in its kindness, and justice is the soul and substance of life.

This Code of Ethics of Pilot International was written by Pearl Sparks of Florence, Alabama and was first presented in 1926 at the 5th Annual Convention held in Montgomery, Alabama with 69 Pilots attending.

smartbook v. 2 - pilot international · dais seating map vii. district officers official visit...

Documents