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					                     A FRATERNITY OF FRIENDSHIP




                CONSTITUTION
                    AND
                  BY-LAWS
                      (As amended to April 8, 2006)




                                  POWER
                                   POISE
                                 PURPOSE




Buffalo, Etobian, Forest City, Kitchener-Waterloo, London, Ottawa, Peterborough,
           Port Colborne, Rochester, St. Catharines, Syracuse, Toronto
                         District III Gyro International Constitution and By-laws
                                            April 8, 2006 Edition




SECTION A – INTRODUCTION .............................................................................................................. 4
   GYRO — WHAT IS IT? ............................................................................................................................ 4
   POWER — POISE — PURPOSE.............................................................................................................. 4
   THE ORIGINAL CONSTITUTION PREAMBLE.................................................................................... 5
SECTION B – CONSTITUTION & BY-LAWS ........................................................................................ 6
   ARTICLE I – NAME ................................................................................................................................. 6
   ARTICLE II – OBJECT ............................................................................................................................. 6
   ARTICLE III – MEMBERSHIP ................................................................................................................ 6
   ARTICLE IV – OFFICERS ....................................................................................................................... 6
   ARTICLE V – ELECTION OF OFFICERS .............................................................................................. 7
   ARTICLE VI – DUTIES OF OFFICERS .................................................................................................. 8
     GOVERNOR ........................................................................................................................................ 8
     LIEUTENANT-GOVERNORS ............................................................................................................ 8
     SECRETARY-TREASURER ............................................................................................................... 9
   ARTICLE VII – DISTRICT EXECUTIVE COUNCIL ............................................................................10
   ARTICLE VIII – DISTRICT LEGISLATIVE COUNCIL .......................................................................10
   ARTICLE IX – FINANCES .....................................................................................................................12
   ARTICLE X – DISTRICT CONVENTION AND INTERIM MEETING ................................................12
   ARTICLE XI – ORDER OF BUSINESS ..................................................................................................13
   ARTICLE XII – AMENDMENTS ...........................................................................................................13
   ARTICLE XIII – SMALL CLUB FUND ..................................................................................................14
     CREATION OF FUND .......................................................................................................................14
     PURPOSE OF FUND ..........................................................................................................................14
     ADMINISTRATION OF FUND .........................................................................................................14
     USE OF THE FUND ...........................................................................................................................15
     PROMOTION OF THE FUND ...........................................................................................................15
SECTION C – SUMMARY OF APPROVED RESOLUTIONS .............................................................16
SECTION D – SPECIAL PROCEDURES & POLICIES .......................................................................22
   DUTIES OF THE GOVERNORS.............................................................................................................22
     DUTIES AND RESPONSIBILITIES ..................................................................................................22
     ADMINISTRATIVE RESPONSIBILITIES........................................................................................23
     IMPORTANT ADMINISTRATIVE FUNCTIONS ............................................................................24
           Communications ............................................................................................................................................. 24
           Meetings.......................................................................................................................................................... 25
           Finances .......................................................................................................................................................... 25
           Ceremonial Responsibilities ............................................................................................................................ 25
       ACHIEVEMENT AWARDS ..............................................................................................................27
       DUTIES OF THE DISTRICT SECRETARY-TREASURER .............................................................28
           Duties as Secretary .......................................................................................................................................... 28
           Duties as Treasurer .......................................................................................................................................... 28



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                         District III Gyro International Constitution and By-laws
                                            April 8, 2006 Edition
SECTION E - PROTOCOL TO BE FOLLOWED AT GYRO FUNCTIONS ......................................29
  GENERAL................................................................................................................................................29
    Flags .....................................................................................................................................................29
    Anthems ...............................................................................................................................................29
    Toasts ...................................................................................................................................................30
    Some Protocol Trivia ...........................................................................................................................30
  TYPICAL PROTOCOL, TRADITION AND PROCEDURES ................................................................31
    For the Awards Luncheon ....................................................................................................................31
    For the Governor’s Ball .......................................................................................................................32
    Typical Seating for the Governor’s Ball ..............................................................................................35
           Head Table ...................................................................................................................................................... 35
           Past International Presidents & Wives ............................................................................................................ 35
           Past District Governors & Wives ................................................................................................................... 35
           Special Side table ............................................................................................................................................ 35
  SOME MISCELLANEOUS PROTOCOL AND PROCEDURAL REQUIREMENTS ..................................................36
    Meetings...............................................................................................................................................36
    General .................................................................................................................................................36
  TYPICAL BUSINESS MEETING AGENDA..........................................................................................37
  GOVERNOR’S COCKTAIL PARTY ......................................................................................................38




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               District III Gyro International Constitution and By-laws
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                   SECTION A – INTRODUCTION




                              GYRO — WHAT IS IT?

Gyro came into being naturally and spontaneously . . . as the result of the desire of three
college chums to perpetuate the friendships of college days. It was April 1912 that the
three friends — Paul Schwan, Clarence H. Handerson and Edmund L. Kagy — meeting
together as had been their custom, decided that the unity of their friendship, which had
crystallized through four years of college association in Cleveland, was worthy of
perpetuation. Not only of perpetuation, but to bring into this unity other friends whose
joining together would strengthen them against the diversified demands of business and
other interests, that all too often sever old friendships so completely that the old youthful
friendly, heart-to-heart, and hand-to-hand contact cannot be retained. These three Gyro
founders felt that nothing could be more satisfying than a friendship extending
throughout life with the very real warmth and affection that usually characterizes the
friendships of younger days. "Age has no terrors when the friendships of youth extend
into the constantly advancing years with undiminished fervor."
Organized June 24 with constitution and laws, the name Gyro was selected in December
1912, an adaptation from the word Gyroscope. The Gyroscope is the visible symbol of
Gyro.
In a Gyroscope wheel, both ends of its axis are mounted in a ring. When in rapid
rotation, no matter at what angle the axis is placed, the Gyroscope will continue to point
in the same direction, maintaining its poise and power. This balance is retained even
though the axis is moved by some outside force while the Gyroscope is already in
motion.
The Gyroscopic principle is controlled power, poise and balance. From this principle,
come the Gyro key words of:


                        POWER — POISE — PURPOSE

POWER          —       Symbolizing the power of friendship in our human relationships.
POISE          —       Demonstrating the steadiness of friendship in times of trial.
PURPOSE        —       Keeping the balance wheel of friendship forever active in the daily
                       lives of more men.


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Gyro is a satisfying state of mind . . . achieved through friendship, evidenced by a
constructive, coherent fellowship, strengthened by tolerance, goodwill and helpfulness.
Gyro carries with it no label of race, creed, political or other Club affiliation . . . it
imposes no limitations. On the contrary, it broadens vision and extends social contacts.
Gyro stimulates personal achievement . . . it is the hallmark of an understanding
personality joined in agreeable voluntary relationships with other men of kindred mind
and purpose.
The word "Gyro" defines an international association . . . a local group . . . an individual
associated with these groups . . .but back of this definition is a broad comprehensive spirit
of friendship in its finest and most significant manifestation.
True friendship is unselfish and unselfishness is the way of life in happiness. Even
though a Gyro may be satisfied with his own group, others should be aided to achieve
similar groups, united in a common bond of intercity, interstate and international
understanding.
Gyro fellowship is more individual — more personal than membership in a business or
professional organization . . . it is not a lodge, not a substitute for a religious organization,
but an exchange of interests — friendship is the only commodity without consideration of
price or bargaining.
The missionary spirit of Gyro is conditioned only by the conviction that there is
something every Gyro gains by sharing,


              THE ORIGINAL CONSTITUTION PREAMBLE

WHEREAS, at the convention of the International Association of Gyro Clubs held in
Toronto, Ontario on the 23rd day of February, 1922, certain territorial Districts were
created for the administration of various Gyro Club activities, and authorized among
other things to draft and operate under constitution; and
WHEREAS, the Gyro Clubs of Buffalo, New York, Toronto, Ontario, Hamilton, Ontario,
Rochester, New York, Syracuse New York, New York, New York are the only existing
Clubs within the territorial limits of one said Districts; and
WHEREAS, the duly accredited delegates of said name Clubs have met for the purpose
of adopting a constitution for the government of the District in which said Clubs are
located;
NOW, THEREFORE, be it resolved by the delegates so assembled that the following
constitution be and hereby is adopted as and for the constitution of this District of Gyro
Clubs.




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       SECTION B – CONSTITUTION & BY-LAWS



                                ARTICLE I – NAME

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



                              ARTICLE II – OBJECT

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



                         ARTICLE III – MEMBERSHIP

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



                            ARTICLE IV – OFFICERS

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




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              ARTICLE V – ELECTION OF OFFICERS

1. There shall be a Nominating Committee consisting of the immediate past
   governor as chairman, the three preceding available past governors and the
   governor. The committee shall contact the President of each Club 120 days prior
   to the Annual District Convention requesting a proposed name for 2nd Lt.
   Governor and any other vacant position. It shall meet at the call of the chairman,
   or the governor, or two other members, not less than ninety days prior to the
   Annual District Convention to nominate for election one member of the District
   for each of the offices of governor, first lieutenant governor and second lieutenant
   governor.
2. The Chairman shall be entitled to vote, shall appoint alternate members to the
   Committee when required, and may conduct the meeting by mail, telephone,
   email, or facsimile ballot on the approval of at least three members of the
   Committee. Three members shall constitute a quorum.
3. The nomination shall be decided by a simple majority vote or ballot, and the
   chairman shall confirm to all the members of the Committee, in writing, the result
   of the meeting. The Committee shall cause its nominations to be mailed to each
   Club President at least sixty days prior to the convention.
4. Any member Club may, by resolution passed by the Club or by its Board of
   Directors, recommend for each vacant District office any other member of the
   District in good standing, and such additional recommendations shall, if received
   by the chairman at least ninety days before the convention, be considered by the
   nominating committee.
5. Written consent of nominees shall be required and no nomination shall be valid
   unless the nominee shall have forwarded his consent in writing to the committee.
6. The nominations, together with any further nominations make from the floor on
   the call of the governor, shall be voted on by the Legislative Council at the
   Convention and election shall be decided by a simple majority of the votes
   represented at the meeting. Any nominations make from the floor will be
   accepted only if the nominee is present to indicate a willingness to stand for
   nomination.
7. In the event of a vacancy occurring in the office of lieutenant governor the
   District Executive Council may request the Nominating committee to proceed in
   the regular manner for nomination of a replacement, and may call a special
   meeting of the Legislative council to elect a replacement.
8. The governor shall recommend (2) a Secretary-Treasurer to hold office until his
   successor has been named and has accepted office.




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                    ARTICLE VI – DUTIES OF OFFICERS

GOVERNOR
It shall be the duty of the governor to:
      Preside at all meetings of the District Executive and Legislative Council;
      Represent the District at all Gyro International Conventions and board of
       Governor meetings;
      Visit each Club in the District at least once during his three year term, and during
       such visit, when practicable, meet with the Board of Directors of Executive
       Committee, and attend a meeting of the Club conducted in accordance with the
       regular agenda of the Club;
      Supervise the administration of District affairs, discuss Gyro District and
       International matters with members of the District Executive Council, and keep
       them informed;
      Delegate a portion of his duties to each lieutenant governor;
      Delegate to a District officer the responsibility for External Extension;
      Appoint special committees as required, and committees required at the meetings
       of the Legislative council.
      Establish and maintain a District III website. The Governor may delegate this
       duty to a Gyro approved by the Executive Council.




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




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SECRETARY-TREASURER
It shall be the duty of the secretary-treasurer to:
       Issue notice of each meeting of the Legislative Council to the President and
        secretary of each Club in the District, and the International secretary-treasurer, at
        lest sixty days prior to the meeting;
       Keep records and minutes of all meeting of the District Executive Council and the
        Legislative Council, records of the District Convention, and such District records
        and books of account as may be established;
       Collect all moneys payable to the District and deposit them in cheques bearing the
        signature of any two of the District officers;
       Provide a personal bond for $2000.00, the cost of which shall be paid from
        District funds;
       ―Cause the books of account to be audited by a competent auditor, as of the close
        of the final day the Secretary-Treasurer is in office and arrange that copies of such
        audited statement of funds be mailed to the Secretary of each Club in the District
        and to the International Secretary-Treasurer.
        In addition, however, the Secretary-Treasurer should present to the Legislative
        Council Meeting and unaudited statement of funds, receipts and disbursements as
        of a date no later than the last day of the month preceding the Convention. The
        audited statements and physical transfer of books, records and all other pertinent
        documents to be accomplished no later than 30 days after the date of the official
        installation in office;‖
       Keep the District officers informed of the condition of the District funds and
        account.
       Ensure that all District III constitutional amendments and resolutions passed
        during his tenure be properly and chronologically documented in the records and
        minutes of the District III business meetings.
       Maintain a separate book containing District III’s original constitution, its
        amendments and resolutions and pass along an up-to-date record to the incoming
        Secretary Treasurer.




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       ARTICLE VII – DISTRICT EXECUTIVE COUNCIL

1. The District Executive Council shall consist of the governor, the lieutenant
   governors, the immediate past governor and the secretary-treasurer.
2. The District Executive Council shall meet at the call of the governor or two
   members of the Executive Council at a time and place suitable to a majority of all
   members of the Council. With the consent of a majority of all the members, the
   meeting may be conducted by mail, telephone, email or facsimile.
3. A majority of the members must be present to constitute a quorum and a majority
   of the votes present shall be required to pass on any motion of business. Members
   may vote by proxy.
4. It shall be the duty of the District Executive Council;
              To call the annual and such other meetings of the Legislative Council
               as it shall deem necessary, and to designate the time and place of the
               meetings;
              Call a meeting of the Legislative Council when requested to do so by
               twenty per cent or more of the Clubs in the District.
              Prepare a budget for the funds necessary to operate the District for the
               term of office of the council and to forward a copy of the budget to the
               President of each Club within sixty days of the beginning of its term of
               office;
              Administer the normal operating affairs of the District.


     ARTICLE VIII – DISTRICT LEGISLATIVE COUNCIL

1. The Legislative Council shall consist of the Presidents of all Clubs in the District
   in good standing.
2. A Club may authorize another member to represent the Club in the place of the
   President, but in such case the Club shall provide the District secretary-treasurer
   with a written credential signed by the President or secretary – naming and
   authorizing the delegate.
3. If a Club is unable to be represented by one of its members it may authorize the
   delegate from another member Club as a proxy to represent it at the meeting. In
   such case a written proxy form signed by the President or secretary must be
   forwarded to the District Secretary-Treasurer.
4. Members of the District Executive Council and other members of the District
   shall be entitled to participate in all discussions of the Legislative Council and to
   speak for or against any motion before the Council, but shall not have a right to
   vote unless delegated by their respective Clubs.


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5. Each Club shall be entitled to five votes plus an additional vote for each ten of its
   members or major fraction thereof. The membership of the Clubs shall be taken
   as reported and certified by the Club secretaries or Presidents, or, if not reported,
   as shown in District or International records not more than sixty days prior to the
   meeting.
6. A quorum shall consist of delegates holding a minimum of sixty percent of the
   total votes of all Clubs in the District.
7. The Legislative Council shall meet once in each year at the District Convention.
   The District Executive Council may call such other meetings as may be necessary
   and shall be obliged to do so at the request of twenty per cent of more of the
   Clubs.
8. All Clubs shall be given written notice of the time and place of each meeting of
   the Legislative Council, at least sixty days in advance of the meeting.
9. The Legislative Council shall;
              Elect the governor and lieutenant governors at the Annual District
               Convention;
              Shall make decisions concerning the conduct of the affairs of the
               District not contrary to the provisions of this Constitution or to the
               Constitution of Gyro International;
              May be a sixty per cent majority of the votes present at a meeting,
               revoke, repeal or countermand any act or decision of the governor or
               the District Executive Council;
              Make recommendations to the Executive Council in respect to the
               administration of the affairs of the District, and to the governor in
               respect to any legislative action of the International board of
               Governors and Executive Council.




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                          ARTICLE IX – FINANCES

  1. The annual District fees shall be determined by a resolution confirmed by 60% of
     the votes represented at a meeting of the Legislative Council. The fee shall be
     paid for the total membership (exclusive of honorary members) of each Club as
     shown by the records of Gyro International as of March 1st. Honorary
     membership shall be limited to members with at least 50 years of active service in
     Gyro.
  2. It shall be the responsibility of the Executive Council, unless authorized otherwise
     by a majority vote of the Legislative Council, to maintain a balance in District
     funds as at the date of the closing of the District books in each year, in an amount
     of not less than one-half of the total dues paid to the District after the closing of
     the books for the preceding year.
  3. The books of the District shall be closed as of the fifteenth or the last day of the
     month preceding the Convention.
  4. The amount of annual DIII dues per Gyro may be changed by a vote of the
     membership in accordance with Article XII.


ARTICLE X – DISTRICT CONVENTION AND INTERIM MEETING

  1. The Annual District Convention shall normally be held in September or October
     of each year, but may be held in another month if approval is given by the
     Legislative Council.
  2. The date and place of the convention shall be set by the host Club but in the event
     that no Club volunteers to sponsor the convention, the Executive Council shall set
     the date and make the arrangements.
  3. If circumstances prevent the holding of a Convention, the Executive Council shall
     call a meeting of the Legislative Council in its place.
  4. An Interim Meeting shall be held annually between January 1st and April 30th of
     each year at a location designated by the Governor.




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                ARTICLE XI – ORDER OF BUSINESS

1. The order of business at meetings of the Legislative Council shall be as follows,
   but may be altered for a meeting with the approval of the Legislative Council at
   the meeting:
       a. Roll call of Clubs, alphabetically;
       b. Announcements of committees for credentials, rules and resolutions;
       c. Report of Credentials Committees;
       d. Reading and adoption of minutes of the last Legislative Council Meeting;
       e. Reports of District Officers;
       f. Report of Rules committee;
       g. Reports of Clubs;
       h. Report of Resolutions Committee;
       i. Business arising from the minutes of the previous meeting;
       j. Other business;
       k. Report of the Nominating Committee (annual meeting);
       l. Election of District officers (annual meeting);
       m. Installation of District officers;
       n. Adjournment.


                    ARTICLE XII – AMENDMENTS

1. Amendments to this constitution may only be made by resolution adopted by a
   majority of sixty per cent of the votes represented at a meeting of the Legislative
   Council.
2. Particulars of any proposed amendment must be given in the notice calling the
   meeting of the Legislative Council.




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                  ARTICLE XIII – SMALL CLUB FUND

CREATION OF FUND
   1. There shall be a Fund in District III known as the Small Club Fund.
   2. The Fund shall be composed of money donated by Gyros in District III or such
      other persons, firms or organizations approved by the Board of Trustees. The
      donations may be either inter vivos or by way of testamentary devise, legacy or
      bequest.




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




ADMINISTRATION OF FUND
   1. The Fund shall be administered by a Board of Trustees comprised of the existing
      Governor and the two immediate past Governors with the most senior Governor
      acting as chairman, who shall have a deciding vote in any motions or decisions.
   2. All monies donated to the Fund shall be deposited in a separate bank account to
      be known as the ―Small Club Fund Account‖, and invested in accordance with the
      rules and regulations of District III from time to time.
   3. The Board of Trustees shall authorize all receipts from parties other than District
      III Gyros, and shall also authorize all expenses and disbursements. All decisions
      shall be authorized by a majority of the Board of Trustees.
   4. The Board of Trustees shall serve without remuneration.




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USE OF THE FUND
   1. Any Gyro Club in District III may apply for a grant from the Fund to assist in the
      costs associated with a planned event or meeting designed to encourage new
      members.
   2. The Board of Trustees shall consider all requests and may provide a grant not to
      exceed one half of the expenses incurred by the applicant Club in organizing the
      event or meeting.
   3. The Board of Trustees shall provide the grant based on the number of potential
      new members who attend the event and a further amount for each new Gyro who
      is subsequently installed and who attended the event. The per capita amounts
      shall be set by the District Legislative Council from time to time, together with an
      appropriate cap on the total amount to be expended per event.




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




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         SECTION C – SUMMARY OF APPROVED
                   RESOLUTIONS



                         April 8, 1995 – Interim Convention

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


                     November 8, 1997 – Annual Convention

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


                         April 4, 1998 – Interim Convention

   Port Colborne Golf Tournament. $400 from District to supplement. Motion by
    Robert Galbraith. Seconded by John Wise. Vote was taken and passed.
   $2,000 to host Club of District Annual Convention to be used only for Hospitality
    Suite. Motion by Wayne Kozar. Second by Robert Styles. Vote was taken and
    passed.
   Advancement of $750 to Forest City Club against District Annual Convention in
    1999. Motion by Wayne Kozar. Second by Don Chambers. Vote was taken and
    passed.


                    September 19, 1998 – Annual Convention

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



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                        April 10, 1999 – Interim Convention

   Old Business – Bob Galbraith made a presentation on the up-coming District Annual
    Convention hosted by the Forest City Gyro Club. He also made a motion to receive
    the balance of the hospitality room allowance, $1,250, seconded by Tim Miskolczi.
    Carried.
   Motion of Port Colborne Club to receive District Golf Tournament prize money of
    $400 by Tim Miskolczi, seconded by Ab Nightingale. Carried.


                    September 25, 1999 – Annual Convention

   Motion by Peter Brady seconded by J. Rae, ―Peterborough Gyro Club to receive
    $2,000 hospitality room allowance for the 2000 Annual Convention‖. Carried.
   After a lengthy discussion Bruce Poll made a motion, seconded by Dana Davidson ―A
    website for District III be developed as proposed by Bob Murray at an estimated cost
    of $25/$50 Cdn per month, on a 1-year trial period‖. Carried.


                       March 18, 2000 – Interim Convention

   Dave Luke proposed that a Treasurer’s Advisory Board be set up for the purpose of
    auditing the books and keeping expenditures under control Dave also suggested that
    two signatures be required on all cheques. All this would lighten the load of the
    Secretary-Treasurer. The possible board members would be Dave Luke, John
    Bradford and past or present officers. Moved by Roger Jeffries, seconded by Mike
    McNally to set up the board and report back to the District III Annual Convention, the
    effectiveness of the board. Carried.
   It was moved by Bill Maw and seconded by Tait Hopkins that $400 be allocated to
    the District III Golf Tournament for prizes. Carried.
   2000 International Annual Convention
   A one time $5.00 increase (installment to balance the budget) in dues was voted on
    and carried. This payment to International is due in January 2001.


                      October 14, 2000 – Annual Convention

   Wayne Kozar talked about the importance of the web site and the cost of keeping it
    going would be worthwhile. A letter from Bob Murray was read asking for updates
    on Club activities and other Club information. A discussion about the web site
    followed. The cost to continue the web site would be $260. It was moved by Gary
    Bridle seconded by Bruce Poll to continue the web site at the above-mentioned cost.
    Carried.
   Dave Luke spoke on the Treasury Advisory Board and said that the Board would not
    be necessary. John Bradford had produced a Financial Budgeting form to assist in


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    helping the Secretary-Treasurer with his job. It was moved by Dave Luke seconded
    by Bruce Poll that this form and an in-house financial review by one of our own be
    used to assist in keeping the finances in check. Carried.
   It was moved by Tait Hopkins seconded by Jim Wyrobeck that $300 be allocated the
    District III Golf Tournament for prizes. Carried.
   It was moved by Ron Damiani seconded by Bud Davis that Bob Murray continue as
    membership chair. Carried.
   It was moved by Bob Galbraith that the cost of registration and accommodation for
    the International Rep. at the District III Annual Convention be paid by District III
    when finances allow. The motion was discussed. Larry Braun stated that
    International paid for travel, meals and lodging to and from visitations. A seconder
    on the motion was asked for, no seconder came forward – the motion failed. It was
    then moved by Bob Copeland second by Jim Wyrobeck that the subject on the cost of
    the international Rep be tabled to the Interim Convention.
   Wayne Kozar stated that the International dues increase would be brought forward at
    the International Interim Convention as a permanent increase. It was moved by Don
    Farmer seconded by Bud Davis that Don Baxter be allowed to make a yes or no vote
    on the subject of dues increase. Carried.


                     November 3, 2001– Annual Convention

   Nominating Committee Chairman Wayne Kozar nominated Mike Read as new
    Secretary-Treasurer. Unanimous approval followed.
   Don Heath gave a 2002 convention report. The convention will be held in Buffalo at
    the Four Points Sheraton Hotel-September 19-22. HOLLYWOOD REVIEW 2002.
   After considerable debate, it was decided to insure host convention Clubs from
    potential financial ruin for canceled conventions, due to extraordinary events. The
    District would reimburse the Club for its loss. No details were decided on. Don
    Heath proposed this resolution, with reference made to the events of September 11th.


                       March 23, 2002 – Interim Convention

   Motion from Brian Smith. Be it resolved that any monies to be paid by District to a
    Club hosting an Annual Convention shall be decided on an annual basis taking all
    circumstances into account, including the financial requirements of the Club and the
    availability of the District funds. Any District funds given shall be prepaid out of
    profits of the Annual Convention, if any. Seconded by Wayne Kozar. Discussion on
    motion – Roger Jeffries – St. Catharines did make a profit on the Annual Convention
    and intend to repay the advance from District. Mike McNally – Buffalo Club has
    negotiated with hotel and requirement for guarantee has been removed from contract.
    Motion carried.
   Motion: District to sponsor golf tournament with $300. Passed


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


                    September 21, 2002 – Annual Convention

   Motion – Tom Lennox – ―Gerald Kelly to become District Governor, Philip
    Dougherty to become 1st Lt. Governor, Aulis Laine to become 2nd Lt. Governor, Ab
    Nightingale to become Immediate Past District Governor‖ – seconded Tait Hopkins –
    carried.
   Gerry Kelly introduced Roger Brandt as new District Secretary Treasurer
   District Interim event will be hosted by Scarborough April 12, 2003
   District annual meeting will be hosted by Rochester October 31, 2003


                         April 2, 2005 – Interim Convention

   During the evening of April 1, 2005 a group of Club Presidents and Vice-Presidents
    met to discuss the formation of a Presidents’ Council. After considerable discussion
    it was agreed to support and pursue the concept on a semi-annual basis for two years
    commencing with the 2005 Convention. The host Club of the Convention /Interim
    Meeting will chair the Council Meeting. By this time the organization of the
    Council should be organized. The attached motion titled ―The Presidents’ Council
    was presented by Robert Baines (Toronto) and seconded by Tim Miskolczi at the
    Interim Meeting. Motion passed.
   The District Membership / Executive Group on April 1 discussed several topics with
    Protocol being one of them. Mike McNally and Dana Davidson are to look into
    matters pertaining to protocol and report. Motion seconded and carried.
   Mike Read was nominated for 1st Lt. Governor - seconded and elected unanimously.
   Dick Parnell was nominated for 2nd Lt. Governor - seconded and elected
    unanimously.
   Aulis Laine to be transferred to Past District Governor at the Fall Convention was
    moved, seconded and carried.
   Ross Clarkson to be moved to Governor at the Fall Convention was moved, seconded
    and carried.
   Scott Clarkson to be appointed District Secretary-Treasurer
   Brian Smith presented a Discussion Paper Relating to Creation of the Small Club
    Fund. The Constitution will be amended to create this Fund. Mike Read moved to
    amend the proposed wording ―senior governor‖to ―second past governor‖ and to
    accept the rest of ―Article 13‖ as written as circulated. Motion seconded and carried.
   District III Expense Policy


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   The acceptance of the Expense Policy was moved by Wayne Kozar, seconded and
    carried.
   Proposed 2006 Convention (St. Catharines) to be held at White Oaks in Niagara on
    the Lake. Ross Clarkson gave a description of the organization and financing of the
    convention. A request for the usual donations was made. It was moved that the
    convention be run as described, seconded and carried unanimously.
   Proposed 2007 Convention (St. Catharines) Ross Clarkson, the Convention Co-Chair,
    gave a progress report on the preparations. It was moved that the convention be run as
    described, seconded and carried unanimously.
   The proposed 2008 Convention is to be hosted by Peterborough. It was moved that
    the convention be run as described, seconded and carried unanimously.


                         April 8, 2006 – Interim Convention

   The following amendments to the Gyro District III Constitution and Bylaws were
    proposed by Brian Smith (St. Catharines):
       BE IT RESOLVED THAT:
            1. There shall be added to Article VI – Duties of Officers, the following:
                    Governor: To establish and maintain a District III Website. The
                              Governor may delegate this duty to a Gyro approved by the
                              Executive Council.
                    Secretary-Treasurer: - Ensure that all District III constitutional
                                         amendments and resolutions passed during his
                                         tenure be properly and chronologically
                                         documented in the records and minutes of the
                                         District III business meetings.
                                        - Maintain a separate book containing District
                                        III’s original constitution, its amendments and
                                        resolutions and pass along an up-to-date record
                                        to the incoming Secretary Treasurer.
            2. Article IX, Paragraph 1 - Finances, shall be amended from:
               ―The annual District fees shall be $10.00 per capita, payable by the Clubs
               on or before April 1st in each year.‖
               to
               ―The annual District fees shall be determined by a resolution confirmed
               by 60% of the votes represented at a meeting of the Legislative Council.‖




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            3. Article VII, Paragraph 2 – District Executive Council, shall be amended
               from:
                ―With the consent of a majority of all the members, the meeting may be
                conducted by mail, telephone or telegraph.‖
                to
                ―With the consent of a majority of all the members, the meeting may be
                conducted by mail, telephone, email or facsimile.‖


            4. Article V, Paragraph 2 – Election of Officers, shall be amended from:
                ―The chairman shall be entitled to vote, shall appoint alternate members
                to the Committee when required, and may conduct the meeting by mail,
                telephone or telegraph ballot‖
                to
                ―The Chairman shall be entitled to vote, shall appoint alternate members
                to the Committee when required, and may conduct the meeting by mail,
                telephone, email, or facsimile ballot‖
    Moved by Bruce Soden (Syracuse). Seconded by Gerry Kelly (Buffalo). Motion
    carried.
   Ab Nightingale (Toronto) moved that Roman Numerals should be used in all cases to
    denote District III. Motion carried unanimously.
   Buffalo Bills Football September 24, 2006: Gerry Kelly (Buffalo) proposed and
    Bruce Sedon (Syracuse) moved that District III provide the seed money of $2700 for
    this event and that District III be refunded out of the proceeds as the tickets are sold.
    Jack Cavagnaro (Buffalo) seconded the motion. Motion carried.
   Mike Read (Toronto) motioned that approval of a $5 per annum per person increase
    in District III dues, starting in the 2006 / 2007 year be taken back to the clubs for
    discussion and approval, and further that pending such approval the increase gain
    final approval at the 2006 Convention. Seconded by Mike McNally (Buffalo).
    Motion carried.
   Nominating Committee:
       o PDG Aulis Laine (London) motioned for staying of the presentation of 2nd Lt.
         Governor candidate until the fall Convention. Seconded by Wayne Kozar
         (Port Colborne). Motion carried.
       o Tom Lennox (Rochester) motioned the succession of the District Executive
         occur at the fall Convention. Seconded by Aulis Laine (London). Motion
         carried.




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         SECTION D – SPECIAL PROCEDURES &
                      POLICIES


                       DUTIES OF THE GOVERNORS

He shall, as defined by Chapter 2, of the By-Laws of Gyro International, administer the
power and authority granted to the District.
He shall, as defined by Chapter 4, of the By-Laws of Gyro International, serve as a
member of the Board of Governors.

DUTIES AND RESPONSIBILITIES
   1. The Governor shall, after his Installation, complete the District Officers Form
      (page 1, this section) and forward to the appropriate people. He shall also insure
      that he has current up-to-date lists of Officers from all Clubs in his District and
      Gyro International.
   2. Represents the District on the International board of Governors, and must attend
      the Board of Governors meetings at least twice each year.
   3. Chairs all District meetings including annual and interim conventions, as well as
      District meetings of the advisory committee and/or executive committee.
   4. Enforces the Constitution, By-Laws and Resolutions of both International and
      District.
   5. Appoints, advises and instructs the District Secretary-Treasurer in his duties.
   6. Appoints and advises District Standing Committees.
   7. Formally reports to the District and International Conventions.
   8. Transmits to the International Secretary-Treasurer, at or prior to each session of
      an International Convention, a statement certifying the standing of all Clubs in the
      District.
   9. Causes the District Bulletin to be published.
   10. Chief ceremonial officer of the District.
   11. As Chief executive/administrative officer of the District, he must provide
       executive leadership throughout the District.
   12. The District Governor should be familiar with the proper Protocol to be followed
       at Gyro functions (se Protocol to be followed at Gyro functions, Section B).



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ADMINISTRATIVE RESPONSIBILITIES
The administrative responsibilities of the Governor’s office are not nearly as visible as
the ceremonial responsibilities, however they are far more important.
In some Districts, due to their size, the Governor is assisted in his duties by a 1 st and in
some cases a 2nd Lt. Governor. It shall be the duty of the 1st Lt. Governor, in the absence
of the Governor, to in every way act on his behalf. Likewise, if both the Governor and
the 1st Lt. Governor are not present, the 2nd Lt. Governor will perform the Governor’s
duties.
The Governor and the 1st Lt. Governor shall each attempt to visit each Club within the
District at least once during their two year term in office. If the District has a 2 nd Lt.
Governor, then each will visit each Club at least once during their three year term in
office. In any case, each Club shall receive an official visitation annually.
The Governor should have a basic knowledge of each of the Clubs in his District and
should get to know the executive of each Club during his term in office.
The 1st Lt. Governor, or 2nd Lt. Governor, if there is one, should be the Chairman of the
Club’s Bulletin Judging committee. He should choose two members from the District to
be on the committee and announce who they are ASAP so that Club bulletins may be sent
to them.
All the Current Governors should read all Club Bulletins to keep abreast of what is going
on in the District.
All the Current Governors should have copies of the International and their District’s
constitution/bylaws and be familiar with them.
The 1st Lt. Governor should decide on and appoint a Secretary-Treasurer for next year
when he is Governor and keep him informed of what is going on in the District. He
should have his appointee travel with him to visit as many Clubs as possible. The
appointee should definitely attend the District Interim Meeting and Convention with the
1st Lt. Governor prior to him becoming Governor.
The Gyro organization does not give the District Officers the right to interfere in Club
affairs. However, offers of cooperation and assistance are appreciated.
The Governor will be aided immensely in his duties if he has access to a secretary, word
processing equipment, a photocopier and a fax machine.




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IMPORTANT ADMINISTRATIVE FUNCTIONS

Communications
One of the most important functions the Governor must do is to communicate with his
Executive and they with him. All his correspondence should be copied to the other
members of his Executive and their’s to him. All District Officers should know what
each other are doing.
The Governor should provide at least four District bulletins for circulation throughout the
District, to other District Governors and to the International Office. This keeps everyone
aware of important dates and events, significant happenings within the District and
allows the Governor to express his own views.
Six to eight weeks before a Club Installation, the Governor who is doing the Installation,
should send a letter to the Club President, along with a ―Pre-Visitation Form‖, confirming
that he will be doing the installation and request the opportunity to meet the incoming
executive prior to the installation. The purpose of the meeting is to discuss the objectives
of International and the District and to obtain and provide information regarding the
District and Club relations, problems, membership, etc.
After the installation, the Installing Officer should send a letter congratulating the new
Club President and thanking him for the Club’s hospitality. He should also complete the
―Visitation Form‖ on the Club and send it to International headquarters ASAP.
If the Governor did not do the installation he also should congratulate the new Club
President, in writing, informing him of his responsibilities to the District and including a
copy of the District By-Laws.
The Governor should write thank you letters to all International representatives that
attend District functions.
The Governor should provide written reports for presentation to the board of Governors
at International conventions and Interim meetings.
The Governor should solicit proxies for the International convention as well as proxies
for the District Interim and Convention Business Meetings.
The Governor should maintain a current list of each Club’s Executive, and a schedule of
significant District events. This should be updated regularly and circulated to the District
Officers and Club Presidents as often as necessary.




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Meetings
The Governor will chair District meetings including the Convention and Interim meetings
as well as any District Executive Council meetings. Effective meetings start with an
agenda which is circulated in advance and end with minutes which concisely summarize
the business of the meeting.
Upon being elected governor, he should have a meeting with his new executive, during
the Convention, outlining his goals and objectives while Governor. These should be
clearly understood by the other Officers and all should know their duties and what is
expected of them. It is suggested that at this meeting the outgoing Governor and his
Secretary-Treasurer pass on all pertinent information to the new executive.
Know the basic rules of order and procedure which should be in you By-Laws. Also
have a copy of Robert’s Rules if you get stuck.
All of the Current District Governors must attend the District Interim meeting and the
District Convention.
The Governor should organize the prepare delegate’s information packages for both
Interim and Convention Meetings.
The Governor should organize the District Interim Meeting, both the business meeting
and the social activities. His wife should host the ladies luncheon.
The Governor should co-ordinate all Club visitations.
The governor should ensure that all awards and trophies are available for presentation at
the District Interim Meeting and Convention.

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

Ceremonial Responsibilities
The ceremonial function tends to be the ―fun‖ part of the job and is certainly the part you
will be known and noticed for by most Gyros.
The Governor is the number one man and his wife a very important consort. You will
obtain greater coverage at functions if you and your wife split, she going one way and
you another, but both representing the Governor’s Office.
Remembering names is an important attribute. Name tags are necessary and should be
worn at all Gyro functions. Do not be embarrassed to have to glance at them. You
cannot be expected to remember all names, all the time. It will help to have your
Gyroscope directory with you s well as Club rosters if they are available.


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You will be required to do some public speaking. Preparation is important, as is the
development of a delivery style which represents you. Some important public speaking
tips are the following:
   1. Check the time allotted to you with the master of ceremonies. Respect your
      audience and him.
   2. Speak into the microphone and maintain eye contact with you audience. You
      might find it more effective to use a hand-held microphone to accomplish this.
   3. Be to the point and on the topic in your remarks.
   4. Humour helps. Anecdotes, vignettes and a lighthearted approach will be
      effective. If you not good at telling jokes, DON’T.
   5. Recognize people in the audience where appropriate, using names as much as
      possible. Use analogies and report on your own experiences. Both of these will
      personalize your message.
   6. Watch out for alcohol. No one respects a speaker who doesn’t respect himself.
   7. Treat the Fraternity and your audience with dignity and respect.
   8. When speaking of the Fraternity, have a basic knowledge of its history and
      philosophy.
   9. When speaking to a Club, learn a bit of its history. In particular, its charter date,
      charter members in attendance, Past Governors or International Presidents, etc. or
      any significant contributions to Gyro.
   10. Note your key topics in point form to avoid forgetting important matters. A small
       card, etc, held in one hand will be a real asset. If you plan to read your prepared
       speech, make sure you have eye contact with your audience quite often.
   11. During formal proceedings such as installations, remember the Officers’ names
       and their positions. Remember the charge you are giving to the individual.
       Recite it clearly and slowly, make it significant. This is an occasion the
       individual should be proud of and hopefully will always remember.




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ACHIEVEMENT AWARDS
Gyro International offers several awards to recognize special achievement by an
individual Gyro, or group of Gyros, who have, by his or their extraordinary efforts,
brought honour, recognition, special leadership or increased membership, for the good of
the order and the benefit of this organization. These awards are outlined in detail under
―Section D, International‖ of this manual.
If a member of your District should qualify for one of these awards, it is suggested that
you obtain the appropriate application form, from Gyro Headquarters and upon having
the form completed, forwarding it to Gyro International.
Service to Gyro and to fellow gyro members needs to be recognized. The use of awards
is most beneficial to that end. It certainly is not recommended that the board of
Governors and the Executive Council be flooded with nominations. However it is very
important to the life of Gyro and strong membership that exceptional service by a Gyro
or group of Gyros be recognized.




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DUTIES OF THE DISTRICT SECRETARY-TREASURER
The office of Secretary-Treasurer is filled by a Gyro selected by the District Governor
and is usually a member of the Governor’s own Club. This is done for convenience but
need not be the rule.
In some Districts, the Secretary-Treasurer has served for several consecutive years.
The Secretary-Treasurer is installed into Office along with the other District Officers.

Duties as Secretary
      Record and distribute to all District Officers and Club Presidents minutes of all
       District Meetings.
      Maintain a file of all past minutes which, in turn, he shall deliver to his successor.
      Maintain the District’s Constitution and By-Laws and make copies available to all
       Clubs within the District. Also provide any revision to the International
       Secretary-Treasurer.
      Maintain membership rosters for each Club within the District.
      Assist the District Governor in the preparation and distribution of the District’s
       newsletter.

Duties as Treasurer
      Be responsible for keeping all financial records and the safekeeping of the
       District’s treasury.
      Transfer the District’s treasury and all financial records pertaining to it to his
       successor.
      Invoice and collect all District membership dues.
      Make payments for all authorized expenditures in a timely manner.
      Provide a written report of all financial transactions made at all official District
       meetings.
      Assist the incoming Governor in the preparation of his annual budget.




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        SECTION E - Protocol To Be Followed At Gyro
                        Functions




                                      GENERAL

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

Flags
   1. The national flag of the country we are in at the time has a place of dominance or
      precedence.
   2. When TWO FLAGS are displayed, it is placed on the RIGHT of a reviewing
      stand, building, head table, cenotaph, monument, spar, etc.
   3. The front of a building or head table must be defined before we know which is the
      right and which is the left. This is usually obvious in the case of a building. In the
      case of a head table, it looks to the FRONT; therefore the dominant flag is on the
      RIGHT of those sitting at the head table, even if the flags are behind them.
      Obviously, it follows that the dominant flag is to the LEFT of those FACING the
      head table, reviewing stand, building, cenotaph, monument, spar, etc.
   4. If there are THREE flags displayed, the dominant flag is in the CENTRE of the
      display.

Anthems
   1. Although it is felt by some that it is polite to sing the visiting country's anthem
      first, it is improper.
   2. Proper Protocol dictates that all official functions begin with the singing of the
      HOST COUNTRY'S ANTHEM.                 If citizens of both countries are present
      (Canada and the United States), the VISITING country's anthem may be sung
      after. If no one is present from the other country, only the HOST'S anthem is
      required to be sung.
   3. The HOST country's anthem may also be sung or played at the end of functions if
      required.


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Toasts
   1. Regarding Toasts, they should be given by senior persons in the organization if
      there are no government representatives in attendance. In order of seniority this
      would be:
          a. the senior reigning International Officer in attendance
          b. the senior Past International President
          c. the senior reigning District Officer
          d. the senior Past District Governor.
   2. In Canada, the protocol in the LOYAL TOAST (Toast to Her Majesty The
      Queen) is the following procedure:
          a. The host rises and asks for the gathering's attention so they may join in a
             toast to the Queen. Once guests have risen, the host raises his/her glass
             and simply says: "THE QUEEN" without any other words or music. The
             guests respond by repeating "THE QUEEN" and drink the toast.
          b. After the toast to the Queen, the person proposing the toast to the
             American President asks the guests to join in a toast to the President of
             The United States of America. The host raises his/her glass and simply
             says "THE PRESIDENT". The guests respond by repeating "THE
             PRESIDENT" and drink the toast.
   3. In the United States the procedure is reversed. The toast to the President first and
      then the toast to the Queen.
   4. A toast to the Office of the President of the United States is NOT CORRECT.
   5. Any beverage may be used for a toast, except cocktails.           Wine or water is
      preferred.
   6. If there is no one present from another country, only a toast to your own Head of
      State is necessary.

Some Protocol Trivia
   1. Note that the host country is first in both Anthems and Toasts.
   2. There are a few older British members in Canada who think it absolutely proper
      to say "God Bless Her"! after the toast. Research shows that this was the protocol
      of the day during Queen Victoria's reign! However, this is no longer an
      acceptable procedure!
   3. Foreign officers always drank gin and tonic for their toasts.




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       TYPICAL PROTOCOL, TRADITION AND PROCEDURES

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


The Awards Luncheon is normally held at noon on the Saturday following the District
Business meeting. The program for this luncheon usually includes the following:
    1. The lunch usually runs between 12:15 PM and 2:15 PM.
    2. There is no formal seating plan.
    3. The dress is casual but many men still wear jackets and ties.
    4. If Clubs are presenting skits, this is when they get their chance to show their stuff.
    5. Clubs often have special entertainment such as singers, dancers, pipers, guest
       speaker etc.
    6. We don’t usually have a head table but there is no problem if the Governor would
       like to have one. If there is a head table it is usually limited to the Governor, the
       MC, the Host Club Convention Chair and one other couple such as a guest
       speaker or a VIP of choice. However, this is not cast in stone and the Governor
       may, within certain limits, set it up as he pleases.
    7. This is the time we usually present all but the top Gyro awards which are
       presented at the Governor’s Ball. The Awards are presented by the District
       Governor and include:
                     Best Bulletin
                     Award of Merit
                     Best Skit
                     Man mile award (this award may cease to exist)
                     Winners of any Golf Awards (If golf is included in the program)
    8. This is a fun lunch with many jokes being told, items auctioned off, 50/50 Draws
       etc.
    9. The Governor also takes this opportunity to thank his Secretary-Treasurer and
       present him with his Secretary-Treasurer pin.




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


The Governor’s Ball is the big social event of the convention and usually starts at 6:30
PM on the Saturday. The dress for this Ball is black tie for the men and semi-formal
dresses for the ladies. The program is usually as follows:
    1. No Later than 4:30 PM
             a. Stand up lectern & mike by side table & at end of head table, mobile
             b. On Tables:
                         Table numbers
                         Centrepieces
    2. 5:30 PM or so
             a. Cash Bar opens (Drinks $ x.xx)
             b.   Have list of where people sit and tell them as they come in.
             c. Minimum of one host club Gyro & spouse at each table. Highlight name.
                  This is to encourage members to get to know Gyros from other Clubs. By
                  sitting with your own club members, one loses a lot of the spirit of Gyro
                  and your visitors go away disappointed that they did not meet new people.
    3. 6:20 PM - Bar closes
    4. 6:30 PM                                       BANQUET
             a. Head table piped in by ―name of piper‖
                                       (―Host Club Gyro‖ to assemble line-up Usually the MC)
             b. Thank the Piper, pay the Piper
                               (Cash only –no cheques - and give him his wee dram of Scotch
                                                                   (Host Club Gyro usually the MC)
             c. Call to Order & Announcements
                                                                             – Host Club President
             d. National anthems
                         O Canada                                            - ―Determine who?‖
                         Star Spangled Banner                                - ―Determine who?‖
             e. Invocation                                                    - ―Determine who?‖




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         f. Toasts
                    To the Queen                                   - ―Determine who?‖
                                     (See page 1 for how to select the proper person and
                                     sit him near the front – preferably a Canadian)
                    To the President                               - ―Determine who?‖
                                     (See page 1 for how to select the proper person and
                                     sit him near the front – preferably an American)
                    To the Gyrettes                     - Gyro who is good with words
                    Response by Gyrettes              - Gyrette who is good with words
         g. Moment of Silence for Gyros Past                                      – MC
         h. Welcome                                                               – MC
         i. Dinner
         j. Introduce Head Table                                                  – MC
         k. Special introductions (full names men & ladies)                       – MC
                    Any Current International Officers not at the head table
                    Past International Presidents & wives
                    Past District Governors & wives
         l. International Representative introduced                               – MC
         m. Greetings from International                             – International Rep
         n. Installation of District Officers                        – International Rep
                    Past Governor
                    Governor
                    1st Lt. Governor
                    2nd Lt. Governor
                    Secretary –Treasurer
         o. Outgoing Governor’s Remarks followed by:
Presentation of Past Governors Pin by Incoming Governor




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                                 April 8, 2006 Edition
           p. Incoming Governor’s Remarks followed by:
                     Presentation to Outgoing Governor and wife by Incoming
                      Governor and wife
                     Presentation of special awards such as
                                    Warren Schram Award
                                    Ed Steinbacher Award
                                    Honour Key
                                    Gyro of the Year
                                    Other Special Awards
           q. Farewell and closing announcements                               – MC


9:30 PM              DANCE OR EVENING ENTERTAINMENT IN BALL ROOM.
9:30 PM to 12:00 PM                  - Cash Bar Open in Ball Room
10:30 PM                             - Hospitality Room Opens




                                     Page 34 of 38
             District III Gyro International Constitution and By-laws
                                April 8, 2006 Edition


Typical Seating for the Governor’s Ball

Head Table
                                    MC and wife
                                  Governor and wife
                              1st Lt. Governor and wife
                        International Representative and wife
                              2nd Lt. Governor and wife
                              3rd Lt. Governor and wife
                         Incoming 3rd Lt. Governor and wife


       The order of seating may change depending on the location of the podium.
                  The MC should be seated the closest to the podium.

Past International Presidents & Wives
                          Separate table close to Head Table.

Past District Governors & Wives
             No Special Table but know who they are and where they are
                So they can be properly introduced as discussed above

Special Side table
                                (Close to Head Table)
                           Convention Chairman and wife
                            Host Club President and wife
                      Host Club Gyrette President and Husband
                          Immediate Past District Governor
                                 Visiting Governors




                                    Page 35 of 38
               District III Gyro International Constitution and By-laws
                                  April 8, 2006 Edition


     Some Miscellaneous Protocol And Procedural Requirements

Meetings
  1. Ensure the national flags are in place before the meeting begins. These can be
     either pole mounted flags set up behind the head table or small flags set on each
     end of the head table.
  2. Ensure the Host Club and District Banners are prominently displayed on the
     podium or on the wall behind the podium.
  3. The Chair must acknowledge the presence of any:
           a. International Representatives
           b. PIP’s
           c. PDG’s
           d. Special guests (who may be in the audience or at the head table).
  4. Ensure there are sufficient chairs to seat everyone coming to the meeting.
  5. Open the room at least 15 minutes before the scheduled meeting time. (30 minutes
     better)

General
  1. Ensure you have arranged for location and facilities for the PDG breakfast.
  2. Ensure you have arranged with the Governor for location and facilities for
     Governor’s cocktail party. The Governor and First Lady host a Cocktail Party at
     District lll Conventions for all past and present Governors and is to be held from 5
     to 6 PM on the Saturday prior to the Governor’s Ball.
  3. Ensure you have arranged with the Governor for location and facilities for
     Governor’s transition meeting with incoming executive.
  4. Ensure you have arranged for location and facilities for the traditional Sunday
     Morning Moosemilk Breakfast. This is the final meeting place for the departing
     Gyros and Gyrettes before they hit the road. This usually consists of a full
     breakfast with bacon and eggs etc. You want to have them leave satisfied so they
     don’t need to stop somewhere else shortly after for a good breakfast. Most of
     them like to linger over their coffee for a while to visit and prepare for the long
     road ahead. The host club must have as many Gyros and Gyrettes as possible
     attend to greet and then bid farewell to all.




                                         Page 36 of 38
                    District III Gyro International Constitution and By-laws
                                       April 8, 2006 Edition


                       TYPICAL BUSINESS MEETING AGENDA


Invocation ..............................................................................Secretary Treasurer
Tribute to Departed Gyros .....................................................Governor
Welcome / Opening Remarks ...............................................Governor
Greetings from International ..................................................International Rep
Credentials and Roll Call of Clubs ........................................Secretary Treasurer
Committees and Rules ...........................................................Immediate Past Governor
Minutes of Interim Meeting March 23, 2002.........................Secretary Treasurer
Minutes of Past Governors Meeting ......................................Immediate Past Governor
Business Arising from Club Reports .....................................Secretary Treasurer
Business Arising from 2nd. Lt. Governors Report ................2nd Lt. Governor
Business Arising from 1st Lt. Governor's Report ..................1st Lt. Governor
Business arising from Governor's Report ..............................Governor
Business Arising from Immediate Past Governors Report ....Immediate Past Governor
Business Arising out of Secretary Treasurer's Report ...........Secretary Treasurer
International Report ...............................................................International Rep
Nominating Committee..........................................................Immediate Past Governor
Historian.................................................................................District Historian
Old Business .........................................................................Governor
New Business .........................................................................Governor
Membership ...........................................................................Governor
District Events ........................................................................Governor
Future Conventions ................................................................Governor
Resolutions.........................................................................Select someone well in advance
For the Good of Gyro .............................................................Governor
Adjournment ..........................................................................Governor




                                                     Page 37 of 38
              District III Gyro International Constitution and By-laws
                                 April 8, 2006 Edition


                     GOVERNOR’S COCKTAIL PARTY


   1. The Governor is responsible for the Governor's cocktail party on Saturday
      evening.
   2. Don't forget the written invitations. Invite all Past District Governors, Current
      District Officers, Past International Presidents, the Incoming 3rd Lt. Governor and
      the President of the host club.
   3. This is a mixed event.
   4. Runs between 5:00 PM and 6:00 PM. Don’t be any longer since it is important to
      get down to the Governor’s Ball by 6:15 latest to visit with others and to get ready
      for the march into the dinning room.
   5. Arrange with the Host Club for a special room or suite for this activity if you are
      not going to use your own room.
   6. The Governor and his Gyrette must arrange and pay for all food, drinks and
      related accessories.


Section E prepared by A. J. Nightingale
2nd VP Gyro International and PDG District III
September 4, 2005




                                     Page 38 of 38