Med MDIO Guidelines - July 2016 Update

Guidelines adopted on February 13, 2013
1st Update - July 30, 2014
2nd Update - October 24, 2014
3rd Update - February 2016
4rd Update - July 30, 2016
July 2016

1. Title
2. Rotary Districts around the Mediterranean Sea
3. Purposes and Objectives of the Organization
4. Tools of the Organization
5. Joining
6. Organizational Structure
6.1 Rotaract Mediterranean Country Representatives
6.2 Responsibilities of the Country Representatives
6.3 Med MDIO Board
6.3.1 Tasks of the Med MDIO Board
6.4 Med MDIO President and Responsibilities
6.5 Executive Board
6.5.1 General Secretary
6.5.2 Treasury
6.5.3 Vice President
6.5.4 Rotary Delegate
6.5.5 International Coordinator
6.5.6 Communications Coordinator
6.5.7 Social Media Coordinator
7. Rotaract Med MDIO Service Projects
7.1 Med MDIO Outstanding Project Awards
8. Med MDIO Meetings
8.1 General items
8.2 Med MDIO Executive Board Meetings, Workshops and Plenary Sessions
8.3 Mediterranean Convention (MEDICON)
8.4 Meeting of Mediterranean Rotaract (M2R)
9. Funding
10. Legislative power
11. Amendments
12. Ethics

Introduction
Med MDIO Districts
The guidelines are approved by the RI Board in February 13th, 2013 and by the following founding RI
Districts 2100, 2202, 2450 (now 2451 and 2452), and 9010. The Districts that joined the Med MDIO
later are listed below together with their corresponding date of official membership:
1. Title
District 1700 – November 1st, 2013
District 1760 – November 1st, 2013
District 1730 – November 13th, 2013
District 1912 – November 21st, 2013
District 2090 – December 17th, 2013
District 2203 – December 28th, 2013
District 2110 – January 2nd, 2014
District 2482 – January 23rd, 2014
District 2071 – June 30th, 2014
District 1913 – October 3rd, 2014
District 2470 – November 26th, 2014
District 2484 – February 11th, 2015
District 2060 – June 29th, 2016
The title of this multi-district information organization is Rotaract Mediterranean Multidistrict Information
Organization (Med MDIO).
2. Rotary Districts around the Mediterranean Sea
Rotaract clubs and districts located around the Mediterranean form diverse and culturally rich communities
out of which the leaders of this MED MDIO have come with the idea to enhance communication,
information dissemination and assist participating districts to work together:
• Districts 1700, 1730, 1760: France and Monaco
• District 1910: Bosnia and Herzegovina
• District 1912: Slovenia
• District 1913: Croatia
• Districts 2030, 2060, 2070, 2100, 2110, 2120, 2080, 2090: Italy
• District 2110: Italy and Malta
• District 0055: Albania
• Districts 2201, 2202, and 2203: Spain
• Districts 2420, 2430 and 2440: Turkey
• District 2452: Cyprus and Lebanon
• District 2451: Egypt
• Districts 2470 and 2484: Greece
• District 2483: Montenegro
• District 9010: Algeria, Morocco, Tunisia

3. Purposes and Objectives of the Organization
The main purpose of the Med MDIO is to develop international relationships between clubs and
districts all over the Mediterranean region. The organization exists for the following objectives:
a. Disseminate information and facilitate communication between Rotaract clubs in the
Mediterranean Districts
b. Provide assistance and support to the District Rotaract Representatives
c. Assist with training for the incoming District Rotaract Representatives in accordance with the
policies of Rotary International
d. Exchange information among the represented Rotaract districts in the Mediterranean regions,
clubs and their members
e. Foster international contacts among Rotaractors
f. Encourage Rotaractors to work together in international projects
g. In accordance with RI policy, the Rotaract Mediterranean MDIO will have no decision making or
legislative powers except for decisions concerning the activities of the organization.
The following obligatory criteria shall guarantee the participation of all countries in the Med MDIO:
- Each country shall assign a Med MDIO Country Representative each year
- Participation of Rotaractors of the country in the MEDICON, M2Rs as well as Med MDIO projects
- Sharing Rotaract Club projects through the Med MDIO
- One joint project per year with a Med MDIO Rotaract Club from a different country shall be carried
h. Funds needed to implement the organization’s activities shall be obtained on a voluntary basis only
i. Establish communication, exchange information and promote collaborations with other MDIOs
4. Tools of the Organization
The tools to realize these objectives are:
• Organizing international meetings and events, including the annual Mediterranean Convention
(MEDICON) as well as the two yearly Meetings of Mediterranean Rotaract (M2R). If possible, one M2R
shall take place at one of the southern countries of the Mediterranean sea, the other M2R at one of the
northern Mediterranean countries each year.
• Rotaract clubs can propose and prepare joint projects to be carried out during each M2R, preferably
a community project in the hosting country.
• Maintaining and updating the Med MDIO website.
• Designing a bulletin where Med MDIO Districts and Rotaract Clubs share a small text about their
major projects done throughout the Rotarian year.
• Distributing the Med MDIO printed newsletter. The one and only paper yearly issue will be available
at the MEDICON and will be featuring a dedicated section for the top ten projects applying for the
Mediterranean Outstanding Project Awards and the Mediterranean Prize for Peace.
• Promotion of Mediterranean Club Projects through the official Med MDIO website.
• Updating the Med MDIO Directory of the Rotaract clubs of the participating Districts.
• Providing a Mediterranean event calendar for District events, trips, RYLAs, conferences, joint Club
Projects, and for their participation in Med MDIO Projects.

5. Joining
Districts are not automatically part of the Med MDIO. To join, each district should provide
the following:
a. The official Med MDIO District Governor approval consent signed by the DG of the concerned
District
b. The official Med MDIO DRR approval consent signed by the DRR of the concerned District. In case of
any issues, a District can also join the Med MDIO if the majority (more than half) of its clubs is willing
to do so. This can be done by having every club sign and return the club-based consent to the Med
MDIO.
Documents would be sent to the MED MDIO who in turn updates RI about it after the approval of the
board to accept the new District.
Each new district should be voted by the Country Representatives. The new district is accepted only
after the approval of two-thirds of the represented countries.
In case of ethical reasons or any other reason deemed crucial by the majority of the executive board,
the Med MDIO President can ask for the replacement of a Country Representative.
6. Organizational Structure
Rotaract Mediterranean MDIO’s organizational structure consists of the executive board and the country
representatives.
6.1 Rotaract Mediterranean Country Representatives
From the participating districts, each country shall appoint a contact person. The Country Representatives
have the duty to work and follow up on Med MDIO projects with the Rotaract Clubs of their country.
It's optional to have a joint Med MDIO project with a Med MDIO Rotaract District, after sending a
formal e-mail to the Country Representative and the Med MDIO President and taking their approval.
Med MDIO meetings held by CRs in their Countries shall be announced only after the approval of MED
MDIO President. The DRR shall be informed about them so that the Rotaract District/s can support the
work of the Med MDIO CR. The role of the DRRs regarding the promotional work of the Med MDIO CRs
shall be only informative.
If a country includes multiple districts then the District Rotaract Representatives (DRRs) of the country
shall appoint one Rotaractor to represent the country for a year. On the other hand, if one District shall
comprise of multiple countries then each country organizes elections to elect the new Country Representative
to represent only Mediterranean countries with a voting right while non-Mediterranean
countries can be represented by non-voting country Representatives on the Med MDIO board.
Besides this, each country (which includes multiple districts) is free to organize elections in case the
majority of the Clubs does not agree on the assigned Representatives.
The Med MDIO takes by the decision of the clubs in each District after consultation with the
concerned DRR and the Med MDIO board. Incoming District Rotaract Representatives or elections
between Rotaract Clubs can nominate the incoming Country Representatives. The incoming Country
Representatives have no decision power in the ongoing year, but they can participate in the MDIO
activities in order to train themselves and prepare for the upcoming year. A current DRR or a current
club president cannot be a country representative due to the former's engagements in the corresponding
district responsibilities and to ensure an active presence of a Country Representative in the
Med MDIO.

6.2 Responsibilities of the Country Representatives
Country Representatives serve as contacts between the Med MDIO and the districts they represent.
Each Country Representative has the duty to participate in the Med MDIO committee meetings and
events.
A Country Representative should be a past Rotaract Club board member and preferably a past Rotaract
District team member. Country Representatives should make sure to deliver all the updates from
the Med MDIO board to the District/ Country’s clubs through emails or meetings.
They should as well follow up the participation of the clubs in the following:
Med MDIO Projects, Med MDIO events, Med MDIO Calendar.
If, for any reasons, he/she cannot participate for more than one month, he/she has to provide the
board with a valid motivation of absence. If, after two months, the Country Representative continues
to be absent, he/she has to nominate a substitute with the accord of the DRR(s) of his/her country. If,
after three months, no action has been taken by the Country Representative or DRR(s), the President
of the Med MDIO can officially terminate the role of the Country Representative and ask the DRR of the
concerned country to assign a new active Country Representative.
6.3 Med MDIO Board
Rotaract Mediterranean MDIO’s governing body is the executive board and Country Representatives.
The board is the main decision maker of activities done by the Med MDIO and the tools to be used to
disseminate information and manage events since it represents the entire participating District. Each
country is represented by one vote on all decision to be taken either by the country representative or
through a proxy assigned every time especially for voting. The Med MDIO executive board shall also
vote together with the Country Representatives on all the decisions that are to be made.
6.3.1 Tasks of the Med MDIO Board
The board manages Med MDIO business and funds according to the Guidelines. It generally monitors
and supervises all activities and divisions of the Med MDIO. It must take all necessary actions to accomplish
the tasks and the objectives of the Med MDIO.
The board does not have any decisive or legislative power whatsoever over the Rotaract Organization.
It has decisive power only over the Med MDIO.
6.4 Med MDIO President and Responsibilities
The board elects a president to serve for a whole RI year starting as of July of each year and ending by
the end of June. This person must receive the official title of Med MDIO President. His/Her main tasks
are to follow up on the Med MDIO activities and tools as well as to facilitate the communication
between the board members.
The President is strongly recommended to represent the Med MDIO in other non-Med MDIO international
Rotaract meetings or meetings held in purpose to promote collaborations between different
MDIOs. Both the board and the President have no legislative power over the Rotaract organization.
Nominees to the President position must be past DRRs, past Country Representatives, or past members
of the Med MDIO executive board. The Med MDIO President shall be voted at least 6 months
before the start of the RI year; therefore the election of the incoming president should be done by the
current Country Representatives before the 31st of December after being called for this action by the
current President.

6.5 Executive Board
The members must comply with all the following criteria:
• Be a Rotaractor from one of MED MDIO member districts
• Be in between the age of 18-30 years old (except for the Rotary Delegate at the Med MDIO)
• Be very fluent in English
• Have a wide knowledge of Rotaract and Rotary
• Do not hold any other position in a Rotaract District at the same time, unless it is Med MDIO related.
The Med MDIO Executive Board has no decisive power whatsoever, except regarding its own
organization. The Executive Board consists of:
• President
• Vice President
• Past President
• General Secretary
• Rotary Delegate
• International Coordinator
• Communications Coordinator
• Social Media Coordinator
• Sergeant at Arms
• And any Coordinator assigned later by the board deemed important for the activities of the organization
such as a liaison between Rotary International and other Mediterranean Rotary bodies and the
MED MDIO.
The executive board being the administrative body of the MDIO, its constitution concerns the Med
MDIO only without the interference of the districts as the latter will have the right to choose their
Country Representatives. Therefore, candidates to the incoming Med MDIO board should abide by
the conditions specified in the Med MDIO guidelines only.
In order to ensure a thorough selection of the incoming executive board, the candidatures and
elections shall be done before the MEDICON. The results can be announced in or before the
MEDICON.
6.5.1 General Secretary
This person will be responsible for keeping all the records and minutes of meetings as well as facilitating
the agenda of the meetings. The General Secretary will also support the president in the administration
of the events and invitations while keeping track of votes and proxies. Additional general tasks
would apply as per MDIO requirements
6.5.2 Treasury
The President will be responsible for keeping the financial records and books as well as preparing an
annual budget 3 months before the start of the year and take the approval of the board on it before
the start of the year. He/She also submits a semiannual expense report for all the expenses and any
revenues during the year. This report has to be shared with the executive board as well as with the
incoming President before the end of the year.

6.5.3 Vice President
The Vice President shall support the President on overlooking the work of the MDIO and making sure
that all the guidelines are being followed and deadlines being met. This person will follow up with the
different coordinators to make sure they have all the support they need to do their tasks successfully
and provide trainings when needed or requested from the executive board. Nominees to the Vice
President position must be past DRRs, past Country Representatives, or past members of the Med
MDIO executive board.
6.5.4 Rotary Delegate
The incoming Rotary Delegate at the Med MDIO is nominated and assigned by the current executive
board after studying the presented candidatures. His/Her task is to supervise the activities of the Med
MDIO and to check that the work meets the Rotary International Guidelines. He/She has to be 40 years
old or younger.
6.5.5 International Coordinator
The aim of the International Coordinator is to encourage and foster the advancement of international
understanding, goodwill, and peace. Freedom, justice, truth, sanctity of the pledged word, and
respect for human rights are inherent in Rotary principles and are also vital to the maintenance of
international peace and order and to human progress. The Med MDIO defends the rule of law and
order to preserve liberty of the individual so that all may enjoy freedom of thought, speech, and
assembly; freedom from persecution and aggression; and freedom from want and fear. These ideals
and values shall be communicated to all the Districts around the world who are invited to share information
and project ideas with the Med MDIO and to work on common goals whenever possible. The
International Coordinator shall help the organization in promoting international events and opportunities
for the Mediterranean Rotaractors to participate in such as RI Preconvention, RYLAs, District
Conferences, and MDIO Conferences around the globe.
This person coordinates a Med MDIO community project based on Mediterranean Cooperation and
coordinates the outstanding project and peace awards.
Community Project: The Med MDIO should determine top priorities for service projects by first learning
about a community's needs and assets, and then developing a response that addresses them.
There are no limitations on the service project type as long as it serves a common interest for clubs in
the Mediterranean region. Funds for the project are to be raised by the clubs interested in joining the
cause of the project and not by the Med MDIO. The purpose of this committee is to encourage the
protection of the artistic heritage of the Mediterranean which is shared by all the members of this
MDIO. Member districts are also encouraged to work on the preservation of the environment especially
the marine environment which represents a very important common element to all the inhabitants
of the Med MDIO.
Awards: The Med MDIO executive board should approve International Coordinator’s procedures and
deadlines to the awards. Then, the International Coordinator should get those procedures executed
before their deadlines.

6.5.6 Communications Coordinator
This person is responsible for editing all Med MDIO publications and working with Rotaractors
from the Mediterranean on developing the content. The coordinator is in constant contact with Mediterranean
clubs to enhance their communication and to promote their projects through using all the
tools of the Med MDIO, in collaboration with the Med MDIO Social Media Coordinator.
Together they will work on keeping the website of the Med MDIO updated as well as all the social
media tools available for the advancement of the goals and objectives of the organization. The coordinator
will also work on the image of the multi-district organization and help other coordinators give
the needed input to keep the website and social media updated.
The communications coordinator is responsible for the editing and publication of the Med MDIO
annual issue of the printed newsletter. The issue will be printed and distributed at the MEDICON. It will
feature a dedicated section for the top ten projects applying for the Mediterranean Outstanding
Project Award and Mediterranean Peace Award and a dedicated section for the Med MDIO projects.
He/She also has the task of preparing the Mediterranean Directory that contains contact information
of all the Med MDIO district teams and club board members.
6.5.7 Social Media Coordinator
The Social Media coordinator will work on keeping the website of the Med MDIO updated as well as
all the social media tools available for the advancement of the goals and objectives of the organization.
The coordinator will also work on the image of the multi-district organization and help other
coordinators give the needed input to keep the website and social media updated.
7. Rotaract Med MDIO Service Projects
Rotaract sponsored service projects involving clubs in two or more districts may be implemented
provided that such projects:
• They are, in nature and scope, within the capability of the clubs and Rotaractors in the districts to be
successfully undertaken without interfering with or distracting from the scope and effectiveness of
club activities;
• They shall involve the participation of Rotaract clubs and/or individual Rotaractors on a voluntary
basis, clearly presented as such; the cost of participation of a club or individual Rotaractor, if any,
should be kept to a minimum and not be implicitly or directly made an obligation in the form of a per
capita tax, or assessment or otherwise.
• Adopted by the MDIO only when two thirds of the board agrees on the idea as presented by any club
or individual officially through an email either to the President or to the Service Coordinator.
7.1 Med MDIO Outstanding Project Awards
Every year, the Country Representatives have to elect the three best projects of the Mediterranean
Area. The evaluation criteria is set during the Meeting of Mediterranean Rotaract by the Awards Committee
made up from volunteering members of the executive board after being called upon by the
President. The volunteering executive board members should not be Country Representatives.
The proposed projects for the competition have to be sent by the clubs not later than two months
before the MEDICON to the Med MDIO International Coordinator. One month before the MEDICON,
each Country Representative has to submit his/her evaluation for each project based on the criteria
defined in the M2R.
Depending on the evaluation of the Country Representatives, the best three projects are selected and
are granted the awards during the MEDICON. Country Representatives cannot grade projects of their
own country. Projects are to be club-based. No district projects are allowed to run for the awards.

7.2 Mediterranean Prize for Peace
Every year, the Country Representatives have to elect the best peace project of the Mediterranean
Area. The evaluation criteria is set during the Meeting of Mediterranean Rotaract by the Awards Committee
made up from volunteering members of the executive board after being called upon by the
President. The volunteering executive board members should not be Country Representatives.
The proposed projects for the competition have to be sent by the clubs not later than two months
before the MEDICON to the Med MDIO International Coordinator. One month before the MEDICON,
each Country Representative has to submit his/her evaluation for each project based on the criteria
defined in the M2R. Depending on the evaluation of the Country Representatives, the best project is
selected and granted the prize during the MEDICON. Country Representatives cannot grade projects
of their own country.
8. Med MDIO Meetings
Meetings of Rotaract club members from more than one district, particularly from districts in more
than one country, are to be held under the guidance of the host DRR and the Rotaract District Committee
Such meetings are subject to the advanced approval of the DRR(s) of the involved districts. Invitations
to DRR(s) to hold multidistrict Rotaract meetings must be accompanied by:
• Information including the date, location, purpose, facilities, program, and participants of the
proposed meeting;
• A copy of the anticipated meeting budget with assurance that the sponsors are in a position to and
will assume complete responsibility for contractual and financial obligations inherent in the meeting;
• Assurance that the planning and implementation of the proposed meeting will be carried out under
the direct supervision of Rotaractors and Rotarians;
• The host club or district must maintain liability insurance for multidistrict Rotaract meetings with
coverage and limits appropriate for the geographic location. Evidence of such coverage must be
provided to the DRR of any participating district upon request.
• The District Rotaract Representative can inform the RI Director(s) for the zone(s).
8.1 General Items
The venue of the Med MDIO meeting will be voted by the Med MDIO board of Country Representatives.
The venue of the Med MDIO meeting should be located not far from an international
airport for easy access. The organizing committee has to inform the participants about travel possibilities
to the venue. There is no preference regarding geographical region. It is encouraged however to
spread the Med MDIO meeting over Europe, Asia, and Africa.
The organizing committee assumes full legal responsibility for the entire organization and execution
of the event. It is strongly recommended to be covered with public liability insurance for possible
bodily injury and property damage caused by any of the participants of the event. Med MDIO explicitly
declines any responsibility and reimbursement claims regarding the entire events. All profit and
loss are to the charge of the organizing committee.
For participants that would not like to stay in the hotel/hostel included in the standard package, they
are responsible for their own hotel bookings, outside the duty of the Organizing Committee.
Delegates should always stay at the hotel included in the standard package.

8.2 Med MDIO Executive Board Meetings, Workshops, and Plenary Sessions
The organizing committee is responsible for supplying a conference room for the Med MDIO executive
board meeting during the MEDICON whereby the executive board reviews all the activities, plans,
and progress of the MDIO besides reviewing basic strategies that would then be voted on by the
board.
Another room has to be provided for the plenary session that would be done to further discuss and
disseminate information between the board and the participating Rotaractors. Additional rooms
might be added depending on the workshops or sessions included to the program upon the demand
of the board or executive board to the organizing committee.
8.3 Mediterranean Convention (MEDICON)
The Mediterranean Convention is a four-day event (Thursday-Sunday) held in the spring of each year.
The agenda of the event shall include a full day for the Mediterranean Peace Forum (convention and
workshops) as well as half a day for the Med MDIO Executive Board meetings. The Med MDIO board
will vote on the venue of the future Mediterranean Convention in order to give future host committees
at least twelve months to prepare for the event.
It is preferred that the MEDICON be organized in a different country every year with a rotating criteria
in order to give the possibility for each Med MDIO country to organize this important international
event.
The MEDICON dates must be announced 10 months prior to the event. Registrations must open at
least six months before the event start date. The decided price must be available until two months
before the event start date or until sold out. The price of a four-day Mediterranean Convention should
not exceed [200 Euros] for the first payment term and shall be assigned an increased fee for the
second and third payment term. The Med MDIO Board should approve every detail of the organization
after the HOC provides those requested details and before finalizing any part of the program.
The participation fee includes:
• Basic accommodation for three nights (Thursday, Friday, Saturday)
• The following meals have to be provided: Breakfast on 3 days (Friday, Saturday, and Sunday mornings)
and at least one meal per day on Thursday, Friday, and Saturday (lunch or dinner including the
gala dinner on Saturday). No meals other than the breakfast are to be provided on Sunday.
• Meeting room rental for convention and workshops as well as coffee/drinks during the meeting.
• Transportation during the four-day event.
• 10 Euros per participant donated to the executive board as the MED MDIO fees

8.4 Meeting of Mediterranean Rotaract (M2R)
The Meeting of Mediterranean Rotaract (M2R) is a three/four/day event held twice, preferably in
autumn and spring of each Rotarian year.
The name M2R is given echoing the water molecule H2O, in honour of the Mediterranean Sea. The
agenda of the event shall include at least one Med MDIO executive board meeting. Moreover Rotaract
workshops can take place during a M2R. The M2Rs are international meetings, available for every Rotaractor
and Rotarian. Med MDIO Rotaract clubs of the hosting Country can suggest a Co-planning of
the M2R program together with the host Rotaract Club/District.
A participation of the event participants in a Med MDIO project during the M2R is welcome.
This meeting is useful for it enables the Country Representatives to meet each other physically and to
define together the headlines of the Med MDIO year. It is preferred that the M2Rs be organized in a
different country every year with rotating criteria in order to give the possibility to each country to
organize this important Mediterranean event.
In order to guarantee a diversity of the participating Rotaractors, it is preferred that one of the two
M2Rs takes place in Europe and the other one in an Asian or African country. The organization criteria
are similar to those used for the MEDICON.
9. Funding
Med MDIO is funded by voluntary yearly contributions from districts and through the fixed fees of 10
Euros per participant of the MEDICON and the M2Rs. While districts are not required to pay any fee, it
is recommended to ensure that essential administration and services can be provided. Payment of
fees to the Med MDIO is completely voluntary, and the budget, including the fee amount, must be
approved by the board.
10. Legislative Power
The Council shall have no decision making or legislative powers, except for decisions concerning the
purposes and activities of the organization in the Multi-District Regions.
11. Amendments
Amendments can be proposed by the President, the Board members as well as the Country Representatives.
The Med MDIO DRRs can propose an amendment only if the Country Representative
agrees to it. These suggestions can be discussed only at the beginning or the end of the year.In any
proposal to amend any of the guidelines of the organization, the following requirements must first be
complied before a vote can be taken and a proposal to amend can be passed:
Quorum: Half plus one of those country representatives which are entitled to vote must be present at
the board meeting in which the vote is to be taken. Proxies are allowed in case of a clear reason for
absence accepted by the executive board.
Voting: To amend any of the articles in the Guidelines, there must be a vote in favor of the proposed
amendment by two-thirds of the country representatives who voted in total.
Any article is subject to amending after voting. The secretary shall update the guidelines after each
vote and distribute the amended version to RI, DGs, and DRRs of all the participating Districts.
12. Ethics
The membership of a board member or a Country Representative may be terminated for a cause mentioned
by the Med MDIO members and voted by at least two-thirds of the board.
The board can ask the concerned district for a new Country Representative by having the President
send an official request letter to the corresponding DRR.