North Carolina District Exchange
 Policies &Procedures

Adopted June 15, 2007 

  • Convention/Conference

  • No refunds will be made to members for cancellations within 7 days from the beginning of the event.  Members who have made verbal commitments but have not paid will be billed and responsible for paying for the events they committed to.

  • All exceptions to this policy must have board approval prior to issuing any refunds.

  • All complimentary hotel rooms given to the District by the hotel or any other party will be allocated as follows:

  • Hospitality Room

  • Invited National Representatives

  • District President

  • District President Elect

  • Others as designated by the District board of directors

  • Board of Director/Officer Expense Reimbursements

  • Deadline for Prior year reimbursements is July 31.

  • All reimbursements must be submitted to the Treasurer with copies of receipts.

  • Board members must attend at least 2 District meetings to be eligible for any reimbursements.

  • Division Directors must meet with each club at least once to be eligible for any reimbursements.

  • National Convention costs incurred in July can only be applied to the previous year.

  • Example:  National Convention in July xx01 must apply to prior July xx00 – June xx01 year.

  • Conventions & Conference Contracts

  • Two board members signatures required on all contracts.

  • All locations and contracts must be approved by Board prior to signatures.

  • Death

  • A $25 gift to the North Carolina District Foundation will be made for the death of a Current Board member or Past District President.

  • Conference & Convention Guest Costs Paid for by the District

  • Invited National guests only

  • No more than 2 paid National Reps

  • Youth/ACE Award

  • District will pay for one room for each winner for one night only.

  • The District will pay for the banquet meals of winners plus two additional guests.

  • Guest of Memorial Service/Installation Banquet

  • District will not pay for any individual costs associated with the attending guests.

  • Non-exchange member guests will not be charged the $10 conference and convention fee.

  • National Trading Pins

  • The current District President has sole decision making authority and responsibility for the design and ordering of the trading pins. 

  • Pins must be ordered by March 1.

  • Center Directors attending the Foundation Board meeting only will not pay the $10 conference/convention fee.

 

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