BYLAWS (Rules of Procedure) Rotary International District 6630
2008-2010

Under the guidance of the Governor, the Mission of the District is to assist and advise Rotarians and Rotary clubs in the implementation of the Mission of Rotary International.

THE MISSION OF ROTARY INTERNATIONAL

The Mission of Rotary International is to support its member clubs in fulfilling the Object of Rotary by:·

Fostering unity among member clubs;
Strengthening and expanding Rotary around the world;
Communicating worldwide the work of Rotary; and· Providing a system of international administration.

I. PURPOSES

The purposes of these Bylaws (Rules of Procedure) are to:

(1) Establish procedures for the operation of the District;

(2) Provide simplicity and fairness in the operation of the affairs of the District;

(3) Define the various responsibilities of the District Governor (DG) in the management of the District as the administrative officer of Rotary International (RI);

(4) Describe the duties of the District Secretary, Treasurer, District Trainer, the Assistant Governors and various Committee Chairs.

The Bylaws (Rules of Procedure) are intended to supplement and/or clarify the provisions of the 2007 Manual of Procedure of RI and in no way shall interfere with the provisions of the 2007 Manual of Procedure.

II. DISTRICT GOVERNOR

The DG is the administrative officer of RI, functioning under the general supervision of the Board of Directors of RI, with duties as outlined by the by-laws of RI. The DG is charged with the duty of furthering the Object of RI in exercising direct supervision of the clubs in the District. The DG is an ex-officio, non-voting member of all District committees. The DG will administer the district according to the District Leadership Plan as submitted, in compliance with the Rotary International requirements. (RCP 17.030.1 thru 17.030.6; Pg 37 MOP, 2007). Neither the DG nor the District Governor Elect (DGE) and the District Governor Nominee (DGN) shall be a member of the District Nominating Committee except as noted above.

Reference: (MOP 2007, pp. 28-30.)

III. DISTRICT SECRETARY

(A) The incoming governor, within thirty (30) days after being declared DGE at the Rotary International Convention, shall appoint for his/her year the Secretary, preferably a PDG. The Secretary shall be a Rotarian and may or may not be salaried.

(B) The responsibilities of this office include assisting the DG with the administrative affairs of the District, keeping and publishing minutes of the Executive Committee meetings, compiling and publishing District attendance reports, assisting in the preparation of the District Directory and the Governor’s newsletter, assisting in the planning of District-wide activities, managing all registration for principal District- wide activities, maintaining District membership files and fulfilling whatever responsibilities may be assigned by the DG. The Secretary will administer a District office with an address and telephone number known to all. The District Secretary shall be reimbursed for all documented and approved operating and out of pocket expenses.

(C) The District Secretary shall maintain a written job and task description for all operations of the office and shall pass it on to the incoming secretary.

(D) The District Secretary shall hold no other position in Rotary except as specifically approved by the DG.

(E) Such individual should not serve in the position of district secretary for more than a total of five years. (RCP 19.080) (Nov. 2004 Mtg., Bd. Dec 59)

(F) In the event that the District Secretary is to be replaced, the DGE within thirty (30) days after being declared DGE at the Rotary International Convention shall name his/her selection for District Secretary and ask that the current DG appoint that person immediately as Assistant Secretary. The Assistant Secretary shall receive no monetary compensation.

Reference: (RCP, January 2008, pp. 102.)

IV. DISTRICT TREASURER

(A) The incoming governor, within thirty (30) days after being declared DGE at the R.I. Convention, shall appoint for his/her year the Treasurer, preferably a PDG. The Treasurer shall have a background in financial management, preferably a CPA, and may or may not be salaried. The Treasurer shall pay all justifiable bills, maintain complete financial records, handle billing of the District dues and provide variance budget reports to the DG and to the funded committees as needed.

(B) The Treasurer shall be responsible for supplying documentation for an annual financial review.

(C) The Treasurer shall submit reports to the District Finance Committee and Executive Committee for review no less than monthly.

(D) Checks in excess of $2,000.00 shall require the signature of two (2) officers of the District. No checks may be signed if made payable to a signator.

(E) The Treasurer shall be bonded. All moneys shall be paid out by check requiring the signature of the Treasurer or in the absence of the Treasurer any of the following persons: the DG, DGE or District Secretary.

(F) The District Treasurer shall hold no other position in Rotary except as specifically approved by the DG.

V. DISTRICT TRAINER

(A) The District Trainer (DT) shall be a Past District Governor (PDG), is appointed each year by the incoming DG within thirty (30) days after being declared DGE at the R.I. Convention. The DT’s early selection is important so as to allow sufficient time for the planning of PETS, the District Assembly and the training of Assistant Governors (AG), under the guidance of the DGE and in coordination with the DG.

(B) The responsibilities of the DT will include:

1) The training of the incoming class of Club Presidents.

2) The training of the Assistant Governors.

3) The preparation of DGE, DGN, for training at the Zone Training Session and the International Assembly as well as those policies, practices, and issues unique to District 6630.

(C) The DT under the guidance of the DGE and DG, may organize a training team of Rotarians, each responsible for specific training assignments.

(D) The DT should serve no more than three (3) consecutive one (1) year terms unless approved by the DG.

(E) The District Leadership Trainer shall hold no other position in Rotary except as specifically approved by the DG.

Reference: (MOP 2007, pp. 39-40.)

VI. ASSISTANT GOVERNORS

(A) Assistant Governors (AG’s) are appointed annually by the DGE to serve during his/her year as DG. They are to be appointed at least six (6) months prior to assuming office in order for them to receive appropriate training and to help the DG plan area and club visitations and other District activities.

(B) AG’s are assigned a given number of clubs for which they are responsible in terms of coordinating certain District activities, help resolve problems and assist assigned clubs as necessary. AG’s shall assist club presidents in preparing for the club assembly to be held for the District Governor’s official visit.

(D) AG’s are expected to visit their respective clubs at least quarterly in order to render any help the clubs may need, at which times, they should be accorded the same courtesies the DG would receive were he or she there.

(E) AG’s are expected to follow the requests, policies and programs of the DG.

(F) AG’s shall be appointed to a one (1) year term by the DGE for his/her year as Governor. No AG shall serve more than three (3) consecutive terms. AG’S shall have previously served a full term as Club President. (RCP, January 2008, 17.030.2)

(G) No PDG may serve as AG.

(H) An AG shall hold no other position in Rotary except as specifically approved by the DG.

General reference: (MOP 2007, pp. 37-38.)

VII. DISTRICT COMMITTEE CHAIRS

Chairs of all District committees and subcommittees shall be appointed by the incoming DG prior to assuming office. Every effort should be made by the DG to ensure that there is continuity in all committees, with new leadership being brought in for training and experience. All committee chairs will be responsible to report at least quarterly directly to the DG and be available for consultation. Chairs should be available for presentations at Assembly and District Conference as well as Executive Committee Meetings as called by the DG.

VIII. ADVISORY COUNCIL OF PAST GOVERNORS

(A) Advisory Council of Past Governors shall consist of all PDG’s who are members of Rotary clubs in District 6630, including those who may have served in other Districts.

(B) Its purpose is primarily social, and additionally may serve the DG with advice and assist in carrying out his/her programs during the year, as he/she may request.

(C) The DGE shall appoint the Chair. No person should serve as Chair two consecutive years or more than a total of three (3) years.

(D) It is recommended the Chair shall call meetings of the Advisory Council at least twice a year including an annual meeting with the DGE within thirty (30) days following the International Assembly. The current DG may also call special meetings of the Advisory Council. Minutes of the Advisory Council, if requested by the DG, are to be sent to the DG and all PDG’s in a timely manner.

(E) The DG and DGE are ex-officio members of the Council.

(F) In accordance with the MOP, The authority and/or responsibility of the governor shall in no way be impaired or impeded by the advice or actions of the past governors. (RCP, January 2008, 19.090.2)

General reference: (MOP 2007, p. 55.)

IX. EXECUTIVE COMMITTEE

(A) An Executive Committee shall be formed to advise the DG on all Rotary matters to come before the District. The Executive Committee shall be comprised of the DG, the DGE, the DGN, the DT, the District Secretary, the District Treasurer, the immediate PDG, the Chair of the COG and (3) three Assistant Governors (AGs) who are serving their second or third year. The DG may appoint others to the Executive Committee as he/she deems appropriate.

(B) The current DG will convene and chair regular meetings of the Executive Committee throughout the Rotary year.

Note: The role of the Executive Committee in budget preparation has been moved to XI – C, District Finance Committee

X. DISTRICT FUND FOR OPERATIONS

(A) Section 15.060.1 of The Rotary International Bylaws provide a means by which a district fund may be established for the administration and development of Rotary. Care must be taken to ensure that:

(1) Per capita levy approval is sought in accordance with the RI Bylaws,

(2) The funds are not under the control of a single individual.

(3) An annual statement and report of income and expenditure is presented to the following district conference as well as to the clubs. (RCP, January 2008, 17.060)

The annual statement and report shall include details as prescribed by the RI Bylaws section 15.060.4

(B) The District Fund shall be financed by all clubs by way of a per capita levy on the members of those clubs. The amount of the levy shall be decided by:

(1) The District Assembly after the approval of three-fourths (3/4) of the incoming club presidents present, provided that where a president-elect (PE) is excused from attending the District Assembly by the DGE in accordance with article VIII, section 4, paragraph 3 of the standard club constitution, the d designated representative of the PE shall be entitled to vote in the PE’s place or, at the option of the District.

(2) The District Conference by a majority of the electors present and voting, or at the option of the District.

(3) The District’s Presidents-Elect Training Seminar after the approval of three- fourths of the incoming Club Presidents present, provided that where a President- Elect is excused from attending by the Governor-Elect in accordance with Article 10, Section 5(c) of the standard club constitution, the designated representative of the President-Elect shall be entitled to vote in the President-Elect’s place. (RI Bylaws, Section 15.060.2)

(C) The per capita levy is mandatory for all clubs of the District. The DG shall certify to RI board the name of any club which has failed for more than six (6) months to pay such levy. The Board shall suspend the services of RI to the delinquent club while the levy remains unpaid. (RI Bylaws, 15.060.3)

(D) Unexpended monies from prior year(s) budgets may be accumulated into an emergency fund not to exceed 5% of the D6630 budget. The budget total is the average of the past three years.

General reference: (MOP 2007, pp. 47-48; RI Bylaws pp. 232-234.)

XI. DISTRICT FINANCE COMMITTEE

(A) Purpose:

The district finance committee shall safeguard the assets of the district fund by reviewing and studying the amount of the per capita levy and necessary expenses of district administration, and shall provide an annual report on the status of the district’s finances for the district assembly.

(B) Structure:

The district treasurer shall serve as ex-officio member of the committee

1. Preference should be given to those with previous service as club treasurer.

2. Preference should be given to accounting/finance as a component of their vocation or profession.

(D) Duties and Responsibilities:

1. Prepare a budget of district income and expenditures and in cooperation with the district governor to be submitted to the clubs at least four weeks prior to the district assembly and approved at a meeting of incoming club presidents at said assembly.

2. Review and recommend the amount of per capita levy to be approved in accordance with the RI Bylaws section 15.060.2

3. Assure that proper records of income and expenditures are kept.

4. Prepare a yearly financial report to be presented at the district assembly.

5. A member of the committee, preferably the treasurer, shall, together with the district governor, be a signatory on the bank account(s) of the district fund. Both signatures will be necessary for any withdrawal of $2000 or more. The bank account shall be held in the name of the district.

(RCP, January 2008, 17.030.3. C)

(E) Composition:

The DGE appoints the members. The finance committee shall be comprised of seven (7) voting members. All members shall be Rotarians. One PDG shall be appointed by the DGE to serve for one year during that DGE’s term of office as governor. If succeeding governors so desire, they may reappoint the same PDG to a maximum of two additional terms on the committee. The DGE and DGN shall be members.

(F) Each year the DGE shall appoint the Chair of the Committee from one of those non-PDG members who have completed at least two full years on the Committee, excluding the DGN.

General reference: (MOP 2007, pp. 47-48, Operation of a District Fund)

XII. DISTRICT NOMINATING COMMITTEE

(A) The District Nominating Committee is charged with the duty to seek out and propose the best available candidate for DG as set forth in the (RI Bylaws Article 13. Additionally, it is desirable, but not necessary, that the candidates have previous experience as an AG.

(B) The committee shall consist of seven members: the immediate PDG of District 6630, who shall serve as Chair of the Committee, and six additional members, each of whom shall be an active member of a club located in different areas of the district, of which no more than two shall be PDGs.

(C) The DG, according to RCP, January 2008, 17.040.2 (Timetable for District Governor Elections) shall appoint the members the Nominating Committee on or before January 1. The DG shall publish the names of said committee members in the DG’s Newsletter and give the appointment such other publicity as deemed necessary. The nominating procedure shall be explained at the District Conference and/or District Assembly each year and placed on District website.

(D) The Nominating Committee shall receive suggestions from the clubs of the District, shall consider these suggestions received on or before March 15 and other Rotarians whose records are called to or merit attention, and shall select a suitable Rotarian to be presented to the District as DGN. The committee shall report their recommendation for DGN to the DG no later than March 30, of each year; where-upon the DG shall publish the name and club of the recommended DGN on or before April 7. Any Club in the district has the right to nominate a challenge candidate and cause an election provided the challenge candidate had been duly suggested to the nominating committee. Club resolutions naming previously suggested Rotarians as challenging candidates must be received on or before April 21. (RI Bylaws 13.020.8 and RCP, January 2008, 17.040.2)

(1) If on April 21, there be only one candidate nominated, as provided herein, the DG shall proceed to declare that person the DGN of the District and so certify to RI.

(2) If there is a challenge to the nomination the DG will publish notice to the clubs of challenging candidates on or before April 30. May 15 is the deadline for receipt by the governor of clubs concurring with a challenge or challenges. June 1 ballots will be mailed by the DG for the contested election when there are valid challenges with the required number of clubs concurring with each original challenge or challenges. Ballots are due back on or before June 21. On or before June 30 ballots will be counted by a balloting committee appointed by the governor. Following the count, the governor will promptly notify the candidates of the election results. The name of the elected candidate will be published in the July issue of the governor’s monthly letter.

(E) The position of DGN must be filled within twenty-four to thirty-six (24-36) months prior to the time the candidate will take office. (RI Bylaws 13.010)

(F) Where a district fails to select a nominee for governor or where a nominee for such office becomes disqualified for election or otherwise becomes unable or unwilling to serve and another nominee is not selected by the district prior to the annual election of officers at the convention, the governor shall reinitiate the nominating procedures in accordance with section 13.020. Similarly, where a district’s nominee is elected at the convention, but becomes disqualified or otherwise unable or unwilling to serve at least three months prior to the international assembly, the governor shall reinitiate the nominating procedures starting with section 13.020. In either event, the board shall elect the Rotarian so nominated to serve as governor-elect. Thereafter, if a governor-elect becomes disqualified or unable or unwilling to serve the board shall elect a Rotarian qualified under section 15.070. to fill the vacancy. (RI Bylaws 13.070).

General reference: (MOP 2007, pp. 31-32, RI Bylaws pp.224-229)

XIII. DISTRICT CONFERENCE

(A) The conference is held annually at such time and place in the District as agreed upon by the DG and the presidents of the majority of clubs in the district. The dates of the conference shall not conflict with the Rotary Zone Institute, District Assembly, the International Assembly, or the International Convention. (RI Bylaws 15.040.1, 2007) The RI Board encourages districts to hold district conferences in the first half of the Rotary year.

(B) A conference committee should be established by the DGE soon after their appointment to include but not limited to a Conference Chair, Conference Secretary and Conference Treasurer.

(C) Conference Fund and budget must be established. Conference funds are to be deposited in a special checking account maintained by the Conference Treasurer. Budget and monthly financial reports are to be submitted to the District Treasurer for review and included in the financial reports submitted to the District Finance Committee.

(D) The set portion (currently $4.00) of the per-capita assessment to the clubs set aside for the conference shall be deposited in the Conference account. No other district funds will be made available. The conference committee is responsible for budgeting these funds and raising any additional funds deemed necessary to put on the conference. Any surplus from the previous conference will be returned to the District General Fund and its distribution will be determined be the current DG with the guidance of the Executive Committee.

(E) It is the responsibility of the Conference Chair and the DG to operate a break even event.

General reference: (MOP 2007, pp. 53-55; RI Bylaws pp. 231-232; RCP, January 2008, Article 22.)

XIV. CLUB EXTENSION

(A) The DG is charged with the duty of the organization of new clubs in the District. It is the duty of the DG to take advantage of every opportunity to form a new club and of all Rotarians to cooperate with this work.

(B) The DG shall appoint a chair for the purpose of overseeing the organization and development of new clubs. It shall further be the duty of this chair to identify potential areas for club development and to seek the cooperation of the existing clubs having territory contiguous to the prospective club. The chair will appoint Rotarians from these clubs to assist in the organizational work and further continue to serve the new club in a supporting and advising capacity for such time as the DG and his/her successors may deem necessary.

General reference: (MOP 2007, pp. 42-46)

XV. CHANGES TO BYLAWS (RULES OF PROCEDURE)

(A) Following each triennial RI Council on Legislation, the entire Rotary District 6630 Rules of Procedure shall be adopted at the business meeting during the District Conference, the next RI Council taking place in 2010. Proposed changes shall be made as a result of the enactments adopted by the 2010 Council of Legislation.

(B) Changes of District 6630 rules may also be proposed by Rotarians or clubs of District 6630 at any District Conference.

(C) Rule changes may be accomplished in the form of Resolutions presented at the business meeting of the District Conference. Resolutions may be presented by any club of the District or by any present or past officer of RI who is a member of a club in the District.

(D) In the event of a Fall District Conference is held, the District Assembly will serve as the location where proposed changes will be brought forward, but NOT at the District Business Meeting designed for Presidents-Elect to approve the D6630 budget for the following year. A second business meeting will be held after the educational meetings of the Assembly have been completed.

E) Persons or clubs desiring to present such resolution shall forward a copy of it to the DG no later than the first day of that calendar month which shall be not less than sixty (60) days preceding the month within which the Conference is to be held. The essential provisions of the proposed change shall be published and mailed to club presidents by the DG following the DG’s receipt of the proposed resolution change. The club or person making the proposed change will also be noted with the publication of the proposed change.

(F) All resolutions submitted as stated in accordance with the preceding paragraphs shall be presented to the Conference during the business meeting by the DG or the chair of the Committee on Legislation & By-Laws appointed by the DG, unless withdrawn in writing by the proposer prior to the consideration of the proposal during the business meeting. Conference voting shall be conducted in accordance with the provisions of the Constitution and By-Laws of RI. (RI Bylaws, 15.050.1-15.050.3)

(G) Any amendment to any resolution may be presented to the Conference during the time allotted for presentation of resolutions regarding rules, upon the poll of electors and approval of motion to allow such presentation by two-thirds of the electors present. All electors cast a single vote. Clubs must have an elector present to cast each vote to which the club is entitled.

(H) Any non-rules resolution may be presented to any plenary session of the Conference by any member or club, through the DG or the chair of the Resolutions Committee and approved upon the affirmative vote of the majority of members present.

XVI. BLANKET LIABILITY INSURANCE

(A) The District will cover the cost of Director and Officer Insurance. That is special coverage for Directors and Officers, above what Rotary International has covered with the General Liability Insurance. The District Secretary shall have on file and will make available upon request, information regarding coverage and claims.

(B) It is necessary that the club check on the coverage when planning activities as certain events may require additional coverage by the club. This needs to be requested at least three weeks in advance of the event.

General reference: (MOP 2007, p. 48)

XVII. AWARDS AND SPECIAL RECOGNITIONS

(A) Facilitating recognitions and awards for clubs, Rotarians, and district leaders is an important aspect of District operations. Awards can take many forms and focus on many factors (e.g. membership, outstanding service, leadership, giving, projects, etc.) It is the prerogative of each governor to establish these recognitions and awards.

(B) Two awards are of special significance and are mandatory. The RI Presidential Citation (criteria change somewhat annually) and the A.Z. Baker Service Award.

(C) Our District’s highest recognition for club performance is the A.Z. Baker Service Award. It has been established to encourage an annual reaching out in total service on the part of all clubs in District 6630. Through the accumulation of achievement points resulting from participation of Rotarians in club, District and RI activities, as well as voluntary activities in their respective communities and, based on the point values set forth by the Governor.

(D) Every club in District 6630 can win the A.Z. Baker Service Award.

(E) The A.Z. Baker Award, Presidential Citation, and other recognitions, might be presented at the annual District 6630 Conference, a club meeting, or event by the Assistant Governor or Governor, to clubs and Rotarians qualifying for such recognition and to their presidents in recognition of their leadership.

General reference: (MOP 2007, pp. 74-77.)

XVIII. PRESIDENTS ELECT TRAINING SEMINAR (ALL- OHIO P.E.T.S. AND P.E.T.S. 1)

(A) D6630 will participate with the four other Ohio districts in the All-Ohio President Elects Training Seminar normally held in Columbus.

(B) The D6630 representation on the All-Ohio P.E.T.S. Steering Committee will consist of the immediate PDG, the DG, DGE, DGN, and DT. Other members from the district may be appointed by the DGE, with approval of the DG and Executive Committee.

(D) P.E.T.S. 1 is an integral part of the educational experience for president elects. It is the primary responsibility of the DT with guidance from the DGE. It is normally held in January or February of each year.

(E) All President Elects are required to attend P.E.T.S. 1 and All-Ohio P.E.T.S and the District Assembly. If they don’t attend, the current president shall continue to serve until a successor who has attended a president’s-elect training seminar and district assembly or training deemed sufficient by the governor-elect has been duly elected. (RI Bylaws, Article 10, Section 5(c))

XIX. DISTRICT LEADERSHIP PLAN

The District will continue to maintain a District Leadership Plan as outlined by RI. It is expected that the DLP requirements will be reflected in these D6630 Bylaws (Rules of Procedure) and any D6630 Strategic Plans.

General reference: (MOP 2007, p. 37.)

XX. STRATEGIC PLANNING

(A) It is recommended a D6630 strategic plan be created by a governor-elect appointed strategic planning committee. Ideally, it should be chaired by the DGE.

(B) The process of creating the plan would be very important. Normally the situation analysis would include assessment of district Rotarian and club needs, preferences (including historical quantitative data), and evaluation of district services. These should be the major drivers of district strategic goals and action plans. Part of this process might include, but is not limited to, a district wide membership needs survey.

(D) The frequency of the annual extensive planning process is dependent on the needs of the district as determined by the governor or governor-elect.

XXI. DISTRICT WEBMASTER

The webmaster will maintain and manage the D6630 website. This may or may not be a paid position appointed annually. A job description should be approved by the Executive Committee. It is expected the DW will work in tandem with the DG, Secretary, and other district committees as so deemed by the DG.

These Bylaws (Rules of Procedure) were adopted at the District 6630 Annual Business Meeting on May 16, 2008, Aurora, Ohio.