Rotary Club of West Point-Highland Falls, NY

Meetings are held 7:30a.m. Thursdays at Hotel Thayer

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ARTICLE I PURPOSE:

These by-laws are created as a guide to assist in the effective administration of District 7210 of Rotary International and are subordinate to the constitution, by-laws and other legislative documents and rules of Rotary International.

ARTICLE II OFFICERS:

Section 1 – The district governor is the sole officer of Rotary International in the district and shall govern it in the manner prescribed by Rotary International.

ARTICLE III OFFICIALS:

Section 1 – The officials of this district shall be as follows:

a)      The district governor;

b)      The district governor-nominees;

c)      The district treasurer, during the period that the treasurer holds office;

d)      The district secretary;

e)      The historian-custodian.

Section 2 – DISTRICT GOVERNOR: The qualifications, duties and manner of election of the district governor shall be as set forth in the by-laws of Rotary International. The district governor shall serve as an ex-officio member of all committees, except as otherwise provided for in these by-laws. The qualifications, duties and manner of election may not be altered or abridged except as authorized by the by-laws of Rotary International. (See Appendix A – Duties of the District Governor taken from the Manual of Procedure)

Section 3 – DISTRICT GOVERNOR-NOMINEE(S): The qualifications, duties and manner of selection of the district governor-nominee(s) shall be as set forth in the by-laws of Rotary International and as further provided for herein. To provide for more than two years of preparation for the position, a district governor-nominee shall be chosen in the Rotary year three years prior to the year of service, i.e., the district governor of the year 1999-2000 will be selected during the Rotary year 1996-97. This practice will continue unless otherwise changed in accordance with required by-law procedures. Each district governor-nominee shall be designated by the Rotary year for which he/she is expected to serve as district governor. The district governor-nominee(s) shall perform such duties as are assigned by the district governor and shall conduct themselves in a manner best suited to prepare themselves to properly fulfill the duties and obligations of the office of district governor. The district governor-nominee(s) shall serve as an ex-officio member of all committees, except as otherwise provided for in these by-laws.

Section 4 – DISTRICT TREASURER: The district treasurer, who shall be appointed by the finance committee and shall serve at the pleasure of the district governor and who, while serving as treasurer, shall be the fiscal officer of the district and shall have the sole authority to make authorized deposits and withdrawals, to sign checks when authorized and to make insured investments as approved by the finance or district reserve fund committees, as appropriate. The treasurer will be an ex-officio member of the finance committee and district reserve fund committee and fulfill the duties as its fiscal officer. [The treasurer shall be elected in accordance with the procedure hereinafter set forth, for a term of one (1) year, or until a successor shall take office, but in no event shall the treasurer serve more than three successive terms.] The district treasurer shall be appointed by majority vote of the finance committee to serve at the pleasure of the district governor. The district treasurer shall provide annually, at the district’s expense, a surety bond for the faithful performance of his or her duties in such amount as the finance committee may determine shall be adequate to cover the funds of the district.

The district treasurer shall maintain the books and other financial records of the district, and no fewer than thirty (30) days prior to the district conference, shall submit copies of the proposed budget for the next Rotary year, and a financial statement for the current Rotary year to date, to each club president, district governor and the district governor-nominees.

Since each Rotary year ends on June 30th, the district treasurer shall have until August 15th to close the books, turn the excess funds over to the appropriate reserve fund; and shall submit the books, final treasurer’s report and I.R.S. Form 990 for audit by August 30th; shall have the audit of the books, final treasurer’s report and I.R.S. Form 990 completed by September 30th; and shall send a copy of the audit to the district governor, to the immediate past district governor, to the district governor-nominees, the district historian, each member of the finance committee, and district reserve fund committee, each Rotary club of District 7210 and retain a copy for the treasurer’s files. These copies shall be sent by October 30th. If the district treasurer is unable to meet the above schedule, the district governor will be advised and the district governor shall take action to see that the final treasurer’s report is completed, audited and distributed.

The treasurer shall be prepared, at any time to render and deliver a current report

-         to the district governor concerning the current status of any and all district finances and funds;

-         to the finance committee concerning all annual operating funds;

-         to the reserve fund committee concerning all reserve funds.

Section 5 – DISTRICT SECRETARY: The district secretary shall be appointed by the district governor for a term of one year, shall attend and keep records of all district meetings and shall assist the district governor upon request.

Section 6 – HISTORIAN CUSTODIAN: The historian-custodian shall be elected for a term of three years and shall be responsible for maintaining all district records and memorabilia. Every district officer, official, committee and club shall forward to the historian-custodian such material in their possession which, in their opinion or in the opinion of the district governor, would benefit the historical tradition of the district. In addition, each club in the district shall regularly forward to the historian-custodian a copy of its club bulletin.

ARTICLE IV COMMITTEES:

Section 1 – STANDING COMMITTEES: There shall be the following standing committees in this district:

a)      Rotary Foundation Scholarship Committee;

b)      Finance Committee;

c)      By-Laws and Resolutions Committee;

d)      Conference Advisory and Contract Negotiating Committee;

e)      District Reserve Fund Committee.

The district governor may appoint such other committees, for the Rotary year as deemed necessary, for the carrying out of the programs, projects and activities of the district. Except in the capacity as advisor, no Rotarian, if APPOINTED to such a committee, may serve more than 3 consecutive years as a member of a standing committee, nor more than 5 consecutive years as a member of any committee. A Rotarian ELECTED to any committee may be re-elected to the same committee immediately after the expiration of the current term.

Section 2 – ROTARY FOUNDATION SCHOLARSHIP COMMITTEE: The Rotary Foundation Scholarship committee shall consist of five members, whose terms of office will start on January 1st and end on December 31st, and one alternate member, as hereinafter provided. The members shall include the most immediate past district governor living in the district, who shall serve as chair, the district governor, and three members-at-large.

Each of the members-at-large shall serve for a term of three years, with one member retiring from the committee each year. The district governor nominees shall serve as ex-officio members. Prior to July 1st the incoming district governor shall appoint one at-large member of the Rotary Foundation Scholarship committee to replace the retiring member effective the following January 1st. The incoming district governor shall appoint an alternate member of the committee who will serve for one year starting the following January 1st. This alternate member will only serve as a voting member in the absence of one of the three members-at-large. The Rotary Foundation Scholarship committee shall handle all matters pertaining to the responsibility of choosing the district nominee(s) for Rotary Foundation Scholarships.

Section 3 – FINANCE COMMITTEE: The district finance committee shall be chaired by the most immediate past district governor, living in the district, with three members-at-large and the district treasurer. The at-large members shall each serve a three-year term, the terms to be staggered in order that one at-large member shall rotate off the committee each year. The at-large members shall not have been district governors, but each must have served as a club president. A member-at-large shall be elected at each district conference to begin the term of office in the next Rotary year. The district governor and the district governor-nominees shall be ex-officio members of the finance committee. (This is in keeping with Article III, Section 2 and 3)

The district finance committee is charged with the following responsibilities:

a) Preparing a district budget in cooperation with the district governor-nominee and reviewing annually the district per capita contribution.

b) present to the district conference the proposed budget and the per capita dues for discussion and recommendations. Thereafter, present the proposed budget and the per capita assessment to the district assembly for its vote of approval by an affirmative vote of three-fourths (3/4) of the incoming presidents present and voting at the assembly, pursuant to Article XII, Section 6 of the by-laws of Rotary International.

After approval of the district budget by the finance committee and approval by the district membership:

- no individual line item may be exceeded by more than 15% without the approval, for good and sufficient cause, by the budget and finance committee;

- no allocated monies may be removed from any individual line item without the consent of the Rotarian responsible for that line item. If such consent is withheld, and for good and sufficient cause, the budget and finance committee may allow such transfer.

c)      governing the disbursement of funds;

d) selecting a district treasurer who shall serve at the pleasure of the district governor;

e) selecting an assistant district treasurer who shall be a non-voting member except when
acting in place of the district treasurer;

f) Appoint a Certified Public Accountant who shall be responsible for conducting an annual audit of district finances. Compensation for this will be authorized by the finance committee.

g) periodically reviewing all investments of district annual operating funds. The district treasurer and the assistant district treasurer shall be bonded in an amount sufficient to cover their respective responsibilities. The finance committee shall meet at least once every 3 months and, as requested, at the call of the district governor or chair.

Section 4 – BY-LAWS AND RESOLUTIONS COMMITTEE: The by-laws and resolutions committee shall consist of three Rotarians, each of whom shall have served as a club president. They shall be elected for a three-year term, with one term expiring at the end of each Rotary year, and they shall be voting members. The district governor and the senior district governor-nominee shall be ex-officio members and the district governor shall appoint, for a one-year term, a lawyer who is a Rotarian in the district to act as legal adviser. In addition, the district governor shall appoint one of the members to serve as chair.

This committee shall meet at least once annually to review and make recommendations for amendments or changes, if any, in the district by-laws. It shall also review resolutions, which must be submitted at least thirty (30) days prior to the convening of the district conference and shall, at the request of the district governor, prepare resolutions for said conference. It shall also assist any club, which requests it, in preparing any proposed amendments to the by-laws or resolutions.

Section 5 – CONFERENCE ADVISORY AND CONTRACT NEGOTIATING COMMITTEE: The conference advisory and contract negotiating committee shall consist of the chair of the last three (3) district conferences. Each new chair shall serve for three years. In addition, the district governor shall appoint, for a term of one year, an attorney who is a Rotarian in the district to act as an advisor.

The committee shall meet with the time and place committee prior to their seeking proposals for the district conferences and shall advise the time and place committee with options available to them and discuss the type of contract best suited for the district needs.

It shall also be the duty of this committee to review the contracts submitted by various hotels and make recommendations and suggestions to the time and place committee and to the district governor-nominee as to any problems and/or omissions.

The committee members shall also make themselves available as consultants to the district governor in the concerns of conducting the district conference.

Section 6 – THE DISTRICT RESERVE FUND COMMITTEE: The district reserve fund committee will consist of the three most recent past district governors preceding the immediate past district governor, who reside in the district and are willing to serve. The senior past district governor will serve as chair, the district governor, [chair of the finance committee] and the district treasurer will be ex-officio members.

The district treasurer will be responsible for all deposits to, and disbursements from, the reserve fund, acting with committee approval. The committee will meet at least semiannually or at the call of the district governor or the chair of the committee.

The district reserve fund is charged with the following responsibilities:

a)      Management of all district funds outside current year operating budget and current project fund-raising efforts:

1.      Restricted reserve fund – any funds collected, donated or accumulated for a specific purpose and deposited into the reserve fund.

2.      Unrestricted reserve fund – surplus funds from previous operating budgets. These funds are to be used to offset unanticipated revenue shortfalls. A minimum fund of $20,000 should be maintained.

b)      Investing all reserve funds in protected investments. The committee may elect to appoint a knowledgeable Rotarian as a financial consultant.

c)      Review any requests from the district governor or the finance committee.

ARTICLE V VACANCIES:

Section 1 – Vacancies in the office of district governor or district governor-nominee shall be filled in accordance with the provisions of the constitution and by-laws of Rotary International.

Section 2 – All other vacancies shall be filled by appointment by the district governor until the next nominating committee procedure is completed, except that if there is any district-wide meeting scheduled to be held between the time of the vacancy and the time of the next nominating committee meeting, and the office is an elective one, the district governor shall conduct an election at such meeting to fill such vacancy. In that event, potential candidates may be nominated by either the resolution of a Rotary club, or by nomination from the floor, and shall be elected by a majority of the clubs present and voting with each club allocated one vote.

ARTICLE VI COMPENSATION:

District officers and officials may be reimbursed for out-of-pocket expenses that fall within the district budget. Such compensation shall not be in the way of payment as wages or salary, but based on itemized expenses in accordance with the approved budget allowances, it being understood that the acceptance of the elective or appointive office constitutes a donation of services to further the objects of Rotary International..

ARTICLE VII ELECTION OF OFFICERS AND OFFICIALS:

Section 1 – Excepting for the office of treasurer, officers and officials shall be selected by a nominating committee procedure, as set forth herein and in accordance with the by-laws of Rotary International.

Section 2 – There shall be a nominating committee consisting of at least one member from each region in the district, to total an odd number, all of whom shall be past presidents and two of whom must be past district governors and who will be appointed by the district governor and who are members of a Rotary club in the district and who are willing and able to serve. Appointments to the nominating committee will consider geographical representation to the maximum extent possible.

Section 3 – When all members of the nominating committee have been appointed and not later than November 30th, the district governor shall announce in writing to all clubs the names of the members so appointed and shall designate one of them as chair of the committee.

Section 4 – SUBMISSION OF CANDIDATES FOR OFFICE: Any club may submit the name of any qualified member to the district governor for consideration by the nominating committee and/or to the finance committee for the office of treasurer in the following manner:

A) On or before October 30th of each year, the district governor shall by means of his/her monthly letter, or otherwise in writing, notify all clubs in the district of the specific offices to be considered by the nominating committee, and the finance committee for the office of treasurer.

List of Offices to be Elected:

1.      District Governor-Nominee – Term to commence in two years

2.      Historian-Custodian (Term of three years)

3.      A Member of By-Laws and Resolutions Committee (Term of three years)

4.      District Treasurer

5.      Member of the Finance Committee (Term of three years)

B) Any club may submit a written nomination for such office by delivering such nomination to the district governor on or before December 10th of the current year in such a manner as to receive a receipt for the delivery thereof. Said nomination shall contain the following:

1. A letter of nomination certified by the club secretary, stating the fact that by club action the club nominates a qualified member for a specific office. Nomination of a person not a member of the club shall be accompanied by the concurrence of the club of which the candidate is a member.

2. A short summary of the candidate’s Rotary history and activities as well as his community and vocational achievements should be written. This material shall be submitted in ten copies. In preparing such material, the candidate should be consulted to insure its completeness and accuracy. The candidate for district governor shall indicate that he/she has read the District 7210 By-Laws Appendix A, Duties of the District Governor, and completely understands them; and if elected will fulfill these duties of the district governor.

3. The district governor shall retain such material in his/her possession without revealing the contents, and shall deliver one compete set to each member of the nominating committee and to the treasurer nominee and the finance committee, not more than fifteen (15) days prior to the scheduled meeting of said committee.

4. There shall be no campaigning or electioneering on behalf of any candidate other than by means of the material above described.

Section 5 – NOMINATING COMMITTEE AND FINANCE COMMITTEE PROCEDURE: The chair of the nominating and finance committee shall, in cooperation with the district governor, set the date, time and place for the committee meeting, but not later than January 31st, and shall notify the members of the nominating committee, the district governor, the current district governor-nominee and all submitted candidates. The chair shall make efforts to secure the attendance of all members at the respective meetings.

The chair shall convene the meeting at the agreed time, place and date. A quorum of at least seventy (70) percent of the members shall be present. However, at the discretion of the district governor and with consent of all candidates running for office the district governor may reduce the percent necessary for a quorum to no less than fifty percent. There shall first be an informal gathering during which time the candidates shall have the opportunity to meet each member of the committee. Such candidates shall then be excluded from the meeting and the committee shall go into executive session with the district governor and the current district governor-nominee.

The district governor shall then outline the duties, obligations and procedures of the committee, including the fact that in selecting the district governor-nominee, the committee must choose the person the committee feels is best qualified for the office, even though such person may not be among the nominees submitted.

When the district governor is satisfied that the nominating committee and finance committee is fully informed as to its functions and responsibilities, the district governor and current district governor-nominee shall remove themselves from the committee’s presence and hearing, but shall remain in a place where the district governor is available for consultation with the committee on matters of procedure only.

Section 6 – NOMINATING AND FINANCE COMMITTEE VOTING: In its executive session the committee may discuss the candidates, but all voting shall be by written secret ballot, unless there is only one nominated candidate and no other candidates are proposed by any member of the committee.

The result of any ballot, other than the announcement of the selection of the committee, shall forever be secret. If there are three or more candidates, the committee shall resort to the single transferable ballot to determine its selection among the candidates. (See Manual of Procedure, “How the Single Transferable Ballot System Operates”.) Before adjourning, the committee shall ascertain that its selection is ready, willing and qualified to serve. This shall be either by prior written statement or by telephone prior to adjournment. The district governor may then declare the work of the nominating committee and the finance committee meeting completed as far as nomination.

When the selections have been completed, the nominating committee and finance committee shall hand its written report, signed by all members, to the district governor before it adjourns. The district governor may then declare the work of the nominating committee and finance committee completed. Upon submission of the finance committee report designating the treasurer, the district governor may thereupon declare such candidate as elected as treasurer to serve at the pleasure of the district governor.

Section 7 – ELECTION OF OFFICERS AND OFFICIALS: The district governor, within fifteen (15) days following the adjournment of the nominating committee meeting, shall publish the selections of said committee in writing to all clubs. Thereafter the same procedure shall apply to all officers or officials except treasurer as applies to the selection of the district governor-nominee as set forth in Article XII, Section 7(e) of the by-laws of Rotary International dated 1986.

In the event the nominating committee or finance committee fails, for any reason, to make a nomination for any vacancy, and the by-laws of Rotary International do not provide an alternative method of nomination, or, in the event a nominee resigns or ceases to be a nominee for any reason, and, in the opinion of the district governor there is not sufficient time to notify the clubs of the vacancy, receive further nominations and to reconvene the nominating committee or finance committee prior to the district conference, in so far as possible, the following procedures shall be followed:

The district governor, as soon as may be practical, shall notify all the clubs by mail of the occurrence and except for the office of treasurer advise the clubs that an election to fill the vacancy will be conducted at the district conference. The district governor shall notify all clubs that nominations will be made from the floor. In so far as possible, if time permits, the district governor may ask that nominations be received by him/her prior to the district conference.

The voting shall be by electors, using the single transferable ballot method and a majority shall decide the election. The representative and alternate representative to the Council on Legislation shall be elected in accordance with the provisions of the by-laws (Article VIII, Section 6 of Rotary International). The district governor, not later than November 15th in the Rotary year in which they are to be elected, shall send to the president and secretary of each club a summary of the Rotary International by-laws outlining the qualifications and method of electing the representative and alternate representative to the Council on Legislation. Clubs shall submit nominations in writing, signed by the club secretary, at least ninety (90) days before the first day of the district conference and in such a way as to receive a written receipt for same. Such nomination shall be accompanied by at least two hundred copies of a one-page summary of the candidates’ Rotary history and other pertinent information.

Not later than forty-five (45) days before the district conference, the district governor shall send to the secretary of each club full details on the need for the club to designate its electors and credential forms for each elector to present at the district conference. The governor shall also send copies of the candidates’ resumes and notify the clubs of the day and approximate time that votes will be cast for such election. Prior to the casting of ballots, each candidate may have a three minute nominating speech made on his or her behalf.

ARTICLE VIIA RECALL OF ELECTED OFFICERS AND

OFFICIALS:

Section 1 – Officials duly elected at the last district conference and during his or her term of office may be recalled from office and his or her authority to hold office may be terminated by a majority vote of the then president of Rotary clubs within the district upon the following terms and procedures.

A) Any official who fails to properly discharge his or her duties while holding office or who is alleged to be guilty of misfeasance or malfeasance in office may be reported by any official named in Article II, Section 1 of these by-laws to the district governor. Such report will set forth the basis for such allegations of misfeasance and/or malfeasance in office, and shall set forth non hearsay statements, affidavits or affirmations in support thereof (hereinafter referred to as “charges”.

(i) Such official making the charges shall have such charges endorsed and
supported by a fellow officer then holding office. Such charge shall be presented
to the district governor and said charges shall be deemed confidential until an
adjudication
shall be made thereon pursuant to the provisions of the procedures
hereinafter provided.

(ii)                The district governor shall thereafter convene by notice sent to the officers

by regular mail a panel of the district officials as promptly as possible to conduct a due process hearing on said charges. Each official shall be sent such notice.


(iii) The panel so convened in section (ii) above shall meet at the date, time and place set by the district governor for the convening of the panel.

(iv) Attendance at such meeting so convened by the district governor of at least fifty percent (50%) of all the officers of the district both at this meeting and any subsequent meetings shall constitute a quorum.

(v) At such first meeting of the panel so convened, the district governor shall
distribute the charges to each member of the panel. Such distribution shall not violate the rule of confidentiality hereinbefore set forth. However, the charges once distributed into the hands of the panel shall be deemed confidential until such time as released by majority vote of the panel.

(vi) The panel shall formally convene and, after reading the charges and
evidence in support thereof, shall make a determination by majority vote of either probable cause or no probable cause. If the panel votes that the evidence does not support the charges or does not warrant a recall of the officer charged, the panel may make a determination of no probable cause and upon the adoption of such finding by the panel the recall proceedings shall be deemed terminated and the charges dismissed.

(vii) If the panel finds probable cause, based on the charges and evidence
supporting the charges, the panel will then convene a due process hearing of the officer so charged.

(viii) The hearing shall be conducted by a chairman elected by majority vote of
the panel and attended by officers present, and such chairman shall notify by regular U.S. mail the following of the date, time and place for a due process hearing:

(a)                all officials of District 7210 who shall comprise the hearing panel;

(b)               the officer charged with misfeasance or malfeasance (hereinafter

“respondent”), and

(c)                a member of the by-laws and resolutions committee who shall act as prosecutor.

(ix) The panel shall forward a copy of the charges and evidence upon which they are based and convene at the date, time and place designated by the chair and will serve as a panel to hear and determine the charges, as well as the respondent, who may or may not be represented by counsel if he or she so desires, and the prosecutor shall appear and be prepared to present the case against the respondent to the panel.

(x)                The chair of the panel shall conduct the proceeding in the following order:

(a)                opening statements from the prosecutor;

(b)               opening statements from the respondent;

(c)                calling of witnesses by prosecutor;

(d)               cross examination of witnesses by respondent;

(e)                calling of witnesses by respondent;

(f)                 cross examination of witnesses by prosecutor;

(g)                closing arguments by respondent;

(h)                closing arguments by prosecutor, and

(i)                  deliberation and decision by panel.

B) The decision shall then be delivered to the district governor, who shall then distribute same by mail to the presidents of each club in the district together with a ballot that shall read as follows:

The district officers of District 7210, after conducting a due process hearing

on charges of misfeasance or malfeasance by the following officer of District

7210

________________________________________

has determined that said officer has committed the following act or acts

warranting a recall and removal from office:

The said officer did . . . . _______________________________

___________________________________________________

___________________________________________________

___________________________________________________

and by virtue of said acts the panel of officers of District 7210

determined that such acts were of such a nature as to constitute

misfeasance or malfeasance in office warranting recall and

removal from office.

Pursuant to Article VIIIA of the by-laws of Rotary District 7210 such removal

must be voted upon by the presidents of each club in the district to either

uphold or dismiss the determination of the panel aforesaid.

The panel has determined that the charges were sustained and that the officer

be recalled and removed from office.

The presidents are asked to vote on this determination and are requested to

vote either

Yes [ ] to uphold the determination of the panel, or

No [ ] to reverse the determination of the panel and

dismiss the petition for recall/removal.

Please return the within vote by placing a check mark in the appropriate box,

signing this notice and returning same to the district governor by U.S. mail

postage prepaid addressed to the district governor at the address below.

Dated ____________ __________________________

District Governor

__________________________

Address

__________________________

City State Zip

ARTICLE VIII DISTRICT CONFERENCE:

Section 1 – ANNUAL CONFERENCE: The district shall conduct a district conference annually, in accordance with the provisions of the by-laws of Rotary International. The governor will prepare a conference budget and present it to the district budget and finance committee for approval before any expenditures are incurred. This budget must be presented at least five months before the date of the conference. After approval of the budget, no line item may be increased by more than 15% without the prior approval of the budget and finance committee.

The district treasurer shall serve as the treasurer of the conference committee and shall be the sole person responsible for all payments and deposits.

Section 2 – SELECTION OF TIME AND PLACE BY DISTRICT GOVERNOR NOMINEE: [Every district governor-nominee of this district, i] Immediately upon his/her selection, the district governor nominee shall appoint a time and place committee of not less than 3 or more than 5 members representative of the areas of the district. No more than 2 of such members shall be from the home club, one of whom should be the person expected to be the conference chairperson.

The district governor-nominee shall notify the district governor promptly of such appointments and they shall be confirmed as district appointments.

The said committee shall investigate possible sites and dates for the district conference to be held in the year in which the said district governor-nominee shall serve as district governor. The committee shall be prepared to make a report, including a recommendation as to the time and place, at the district conference in the year in which the committee is appointed. Such report shall include at least two alternative sites for consideration, in the event that the recommended choice is not adopted.

If said recommendation is rejected, the clubs shall vote on the other sites and/or dates included in said report. If more than two such choices are to voted upon, voting shall be by a single transferable ballot with one vote per club. A majority shall decide the issue.

If for any reason, a decision on the time and place of said district conference cannot be made at the district conference, the district governor-nominee shall, as soon as possible, submit the choice to a mail vote by clubs, which mail vote shall decide the issue without delay. [Mail votes must be returned no later than September 1st or at such earlier date designated by the district governor.]

Section 3 – CONFERENCE RULES: The conference rules shall be as set forth in “Appendix B”, attached hereto, and as prescribed in the various legislative documents of Rotary International or the rulings of its Board of Directors.

Section 4 – Conference Voting (RI By-Laws - Article XII, Section 5(a)) Voting for the composition and terms of reference of the nominating for district governor, and the election of the representative of the clubs of the district on the Council on Legislation shall be restricted to electors. Every active, senior active or past service member in good standing of a club in a district who is present at the district conference shall be entitled to vote on all other matters submitted to a vote at such conference except that any elector shall have the right to demand a poll upon any matter presented to the conference, in which event the voting shall be restricted to electors.

ARTICLE IX AMENDMENTS:

Section 1 – METHOD OF AMENDING: The by-laws may be amended by a majority vote of those voting, excluding abstentions, in a vote at the district conference or at a duly convened district meeting or by a mail vote of the clubs in accordance with Article XII, Section 5 of the RI by-laws.

Section 2 – METHOD OF PROPOSING AMENDMENTS: An amendment to these by-laws may be proposed in writing by a club resolution or by the by-laws and resolutions committee or by no fewer than ten (10) Rotarians, members of no fewer than three clubs in the district.

The proposed amendment shall state the Article and Section proposed to be amended and shall state the exact wording of the section or paragraph to be amended, (In so stating the exact wording)

Any words to be eliminated shall be enclosed in brackets, thus:

[words to be eliminated]

and any words to be added shall be underlined, thus;

words to be added

Section 3 – PROCEDURE FOR VOTING: The proposed amendment shall be submitted to the district governor no fewer than sixty (60) days prior to the convening of the district conference or district meeting at which it is to be considered. Within fifteen (15) days after receiving the proposed amendment, the district governor shall send one copy to each club. If the amendment is to be voted on by the clubs by mail ballot, the district governor shall set a date at least thirty (30) days after his mailing of the proposed amendment for the clubs to return their ballots.

Any proposed amendment may be further amended at the district conference or the district-wide meeting by a two-thirds vote of those present and voting in accordance with Article XII, Section 5 of the RI by-laws.

Any amendment voted on by mail ballot of the clubs shall require a two-thirds affirmative vote of the clubs returning ballots.

Section 4 – RECONSIDERATION OF A DEFEATED AMENDMENT:

A) If a proposed amendment is defeated at a district conference or a district-wide meeting, it may be reconsidered upon the motion and seconding of the motion by at least ten (10) members from three or more clubs. In such a case, the vote to reconsider must receive a majority of the votes of all those present and voting. If passed, a standing head count will be taken to ascertain if a majority of those clubs voting favor the amendment with each club entitled to one vote.

B) In the event that any proposed amendment is defeated by a mail vote of the clubs, it shall not be submitted to a mail vote at any time during the then current Rotary year. However, the proposed or similar amendment may be submitted to the next ensuing district conference or district-wide meeting on thirty (30) days’ notice to the district governor.

ARTICLE X ENACTMENT:

These by-laws shall not cause the forfeiture or abridgment of any term of office held by any Rotarian at the time of their enactment nor impair any rights, except as specifically set forth herein.

APPENDIX A DUTIES OF THE DISTRICT GOVERNOR:

THE GOVERNOR

Is the officer of Rotary International in the district functioning under the general control and supervision of the Board. In the exercise of the district governor’s responsibility for direct supervision of the clubs of District 7210, the district governor is charged with the particular duty of furthering the object of Rotary International, and shall personally:

supervise the organization of new clubs in this district;

help strengthen the existing clubs in the district;

promote cordial relations between the clubs in this district and between the clubs and

R.I.;

plan, develop, and preside at the district conference and district assembly of this

district;

[ make an official visit to every club in the district as early in the year as possible.]

[ The visit should not be hurried and it should be of sufficient length to afford the

governor an opportunity to counsel with the club by holding an effective club

assembly and by delivering to the club a comprehensive Rotary address;]

issue a monthly letter to each club president and secretary in this district;

report promptly to Rotary International as may be required by the president or the

Board;

supply to his or her successor full information as to the condition of clubs in the

district with recommended action for strengthening clubs;

transfer continuing district files to his or her successor;

perform such other duties as are inherent in his or her responsibility as the officer of

R.I. in the district, including responsibilities for implementation of programs and

activities established by the president and the Board.

Other things that the governor is expected to do are:

read the ROTARIAN, the R.I. NEWS, the GENERAL SECRETARY’S LETTER

and all other bulletins and literature from the R.I. Secretariat, and the publications

from the clubs in the district;

encourage each club to participate in at least one intercity meeting during each year;

promote attendance at the R.I. convention; arrange, when circumstances require, for

special conferences of club presidents and/or secretaries;

prepare a summary of the attendance reports of the clubs in the district each month

and send this district report to the general secretary of R.I.

APPENDIX B DISTRICT CONFERENCE RULES:

1. LIMITATION ON SPEAKING. No persons, except those who have been assigned set speeches and discussion, shall be allowed to speak more than twice, nor for more than three minutes each time, on any subject before the conference, without the unanimous consent of the conference. When a person has proposed a resolution or subject matter for discussion, his/her answering of specific questions directed to him/her shall not count in such limitation. The conference shall have the right, by a two-thirds vote of those present and voting, excluding abstentions, to limit discussion on any subject. The chair may limit the period of discussion on any subject before the conference, and the chair’s ruling may be overruled by a vote of said two-thirds.

2. RESOLUTIONS. Unless with the consent of said two-thirds of the conference, no resolution may be read from the floor. All resolutions must be typewritten, on letter-size paper, on one side only;, and delivered at least in triplicate to the chair of the resolutions committee not later than 2:30 p.m. on the first day of the conference. Resolutions shall be presented at the time scheduled in the conference program.

3. CONFERENCE VOTING. Except as otherwise specified in the legislative documents of Rotary International or these by-laws, each member in good standing in a club in this district who is present at the conference shall be entitled to vote upon all questions and matters which are properly presented. Where said legislative documents or by-laws limit voting to electors, each such elector shall present proper qualifications to the secretary of the conference. In the event that the district governor appoints a credential committee, the proper qualifications shall be presented to said committee at designated times and places. Each elector shall be entitled to one vote, cast in person. There shall be no voting by proxy for an elector or member.

4. RECOGNITION BY CHAIR. Any person desiring to be recognized by the chair shall stand and when recognized give his/her name in full and the name of his/her club. Any person physically unable to stand may have any other person rise and seek recognition for him.

5. RULES OF PROCEDURE. The Rules of Procedure as set forth in the Manual of Procedure of Rotary International, the legislative documents of Rotary International and these by-laws shall be the parliamentary authority for all matters of procedure. In the event a situation occurs not covered by any of the aforementioned documents, the Roberts Rules of Procedure shall be followed. The district governor may appoint a parliamentarian to advise the chair on all rules of procedure and such ruling may only be overruled by a two-thirds vote of the conference, as above set forth.

6. RULINGS OF THE CHAIR. Except where a motion to overrule the chair is duly made and seconded and then carried by a two-thirds vote, as above set forth, all rulings of the chair shall be final. An appeal to overrule the chair shall take precedence over any other motion, except one to adjourn, provided it is made prior to the conference moving on to any other matter.

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