Rotary International District 6150 Bylaws
[These Bylaws were last amended at the District Conference on May 5, 2006.]
Article l - MEMBERSHIP, PURPOSE AND COMMITMENT
Section 1. The membership of Rotary District 6150 shall be the Rotary Clubs assigned by Rotary International to District 6150.
Section 2. The purpose of the District is for the administration of Rotary International policies and all organization and activities shall exist solely to help individual Rotary clubs advance the Object of Rotary in accordance with the Rotary International Bylaws and the Rotary International Manual of Procedure.
Section 3. This District shall be committed to support the Rotary Foundation and its programs.
Article II- OFFICERS
Section 1. District Governor. The District Governor is the officer of Rotary International, functioning under the supervision of the Rotary International Board of Directors. The District Governor is charged with the duty of furthering the Object of Rotary International in exercising direct supervision of the clubs in the district. The District Governor shall be responsible for the following activities in the District:
(a) organizing new clubs;
(b) strengthening existing clubs;
(c) promoting cordial relations between the clubs and between the clubs and Rotary International;
(d) planning for and presiding at the district conference, Council of Governor’s meeting and assisting the District Governor Elect in the planning and preparation for the presidents-elect training seminar, district assembly and District Team Training Seminar;
(e) personally visiting every club as early in the year as possible, but preferably during the first six months;
(f) issuing a monthly letter to each club president and secretary in the district;
(g) reporting promptly to RI as may be required by the president or the board;
(h) supplying the District Governor Elect, prior to the international assembly, full information as to the condition of clubs with recommended action for strengthening clubs;
(i) transferring continuing district files to the District Governor Elect; and
(j) performing such other duties as are inherent as the officer of Rotary International.
Section 2. The District Governor Elect. The District Governor Nominee shall become the District Governor Elect in accordance with the Rotary International Bylaws and Manual of Procedure as amended at the beginning of the fiscal year proceeding the year in which he or she will become District Governor.
(a) The District Governor Elect shall plan and develop, in coordination with the District Governor, the program for the PETS for the Presidents Elect who will serve as President during his or her term of office as District Governor;
(b) The District Governor Elect shall plan and conduct, in cooperation with the District Governor, a District Assembly, within the requirements of the Rotary International Bylaws and Manual of Procedure as amended;
(c) The District Governor Elect shall prepare a District Directory which shall be available for distribution by the date he or she assumes office as District Governor; and
(d) The District Governor Elect shall actively participate in all aspects of the District's activities insofar as possible to prepare for leadership as District Governor.
Section 3. The District Governor Nominee. The District Governor Nominee is selected by the District conference proceeding the year in which he or she will be elected by the Rotary International convention.
(a) The District Governor Nominee shall plan and develop, in coordination with the District Governor, the program for the PETS for the Presidents' Elect during his or her term of office as District Governor Elect.
(b) The District Governor Nominee shall actively participate in all aspects of the District's activities insofar as possible to prepare for leadership as District Governor.
Section 4. Assistant Governors. The District shall have Assistant Governors who shall serve at the request of the District Governor in accordance with the District Leadership Plan. The District Governor may delegate such duties to the Assistant Governors as he or she may desire, consistent with the requirements of the District Leadership Plan, the Rotary International Bylaws and the Manual of Procedure, all as amended.
Section 5. District Treasurer. The District Treasurer shall be appointed by the District Governor and shall serve for the term of the District Governor.
(a) The Treasurer shall collect all District funds and pay all District obligations under the direction of the Finance Committee.
(b) The Treasurer shall maintain all District financial records.
(c) The Treasurer shall assist the District Governor in making financial reports to Rotary International.
(d) The Treasurer shall produce a quarterly report to compare actual expenses against the budget; such report to be supported by a schedule of unpaid dues and other District bills. The report will be provided to the District Governor and the Chair, Finance Committee not later than the end of the month following the end of the quarter.
Section 6. District Secretary. The District Secretary shall be appointed by the District Governor and shall serve for the term of the District Governor.
(a) The Secretary shall compile minutes and records of all District meetings.
(b) The Secretary shall collect and compile the Monthly Membership and Attendance Report for the District.
Section 7. District Representative to the Council on Legislation. The Representative and an Alternate shall be elected by the District Conference in the Rotary year two years preceding the year in which the Council on Legislation is to meet. The election shall be held in accordance with the Bylaws of Rotary International. The Representative and Alternate shall be, as required by Rotary International, a present or past officer of Rotary International. The Representative shall make a report at the District Conference following the Council meeting on the essential results of the Council on Legislation.
Article III-COMMITTEES
Section I. General The terms of office for all committee members shall begin on July I. A list of all committees shall be printed in the annual District directory and be sent to all clubs, district officers and Past District Governors in the District.
Section 2. Council of Governors. The Council of Governors shall be composed of all Past District Governors who are members other than honorary members of Rotary clubs within the District. The Council shall be called and directed by the District Governor, at least twice each year.
(a) After the International Assembly, during or immediately preceding the District Conference, for the District Governor Elect to inform the current and past District Governors about the news of Rotary International and to receive information about the District and plans for the coming year.
(b) During the first six months of the Rotary Year, to discuss the activities of the District, actual or potential problems and plans for the remainder of the year.
The Council shall act in an advisory capacity to the District Governor and his or her administration. The authority and/or the responsibility of the District Governor shall not be impaired or impeded by the advice or the actions of the past Governors.
Section 3. Finance Committee. The Finance Committee shall be composed of the current District Governor as a non-voting adviser, the District Treasurer, the District Governor Elect and three recent Past District Governors who are members other than honorary members of Rotary clubs within the District, the immediate Past District Governor shall serve as chairperson. The Finance Committee shall prepare the District budget in coordination with the District Governor Elect for approval at the District Conference. They will monitor the income and expenses during the year based upon information provided by the District Treasurer in the quarterly reports as listed in Article II, Section 5(d) of these bylaws. Any surplus funds will be handled as provided in Article V, Section 2(a) of these Bylaws. The budget prepared by the District Governor Elect and Finance Committee will project total income in excess of total expenditures. A proposed budget reflecting an operating loss will not be presented to the District Conference for approval.
Section 4. Nominating Committee. The Nominating Committee shall be composed of five most recent Past District Governors who are members other than honorary members of Rotary Clubs within the District. The immediate Past District Governor shall serve as Chair. This committee shall review nominations for District Governor and Representative to the Council on Legislation.
(a) The Nominating Committee shall meet at the call of the Chair.
(b) After review, the Committee shall make a recommendation for final selection to the District Conference.
(c) All nominations shall be made in accordance with the Rotary International Bylaws and the Manual of Procedure, as amended.
Section 5. District Leadership Plan and Other Offices and Committees. The District shall adopt a District Leadership Plan to further delineate other District committees and their officers and duties. The District Governor shall appoint such other officers and committees as are required by the District Leadership Plan or the Rotary International By-laws or Manual of Procedure, all as amended. All such officers and committees shall serve at the request of the District Governor and may be removed or replaced at the discretion of the District Governor. The District Leadership Plan may be amended by the concurrence of the District Governor, the District Governor Elect and the District Governor Nominee with advice from the Council of Governors.
Article IV-VOTING
Section I. Voting at District Conference or District Assembly. All voting at the District Conference or District Assembly shall be done in accordance with the Bylaws of Rotary International and the Manual of Procedure as amended.
Section 2. Electronic Voting. Except with regard to voting on Amendments to these Bylaws and except as otherwise specifically required by the Bylaws of Rotary International or the Manual of Procedure, the Rotary Clubs of District 6150 may approve, reject, endorse, resolve or ratify with voting by electronic mail, facsimile or telephone on any action that could be considered by the District in person or by mail. In such circumstances. the District Governor shall distribute copies of the proposal electronically to each Club for consideration and post the matter on the District web site and then allow 14 calendar days for consideration, discussion and voting on the proposal. A Rotary Club may change its vote until the 15th day, at which time all votes cast shall become final. A proposal shall be adopted if approved by a majority of the Rotary Clubs voting. No motion to table shall be in order for a proposal pending for electronic voting.
Section 3. Each Rotary Club shall designate at least one electronic mail address for receipt of Rotary information electronically by the Club. Each Club President is encouraged to maintain an electronic mail address for receipt of Rotary information.
Article V-FINANCES
Section I. Annual Finances.
(a) Each club in the District shall pay to the District Treasurer an annual per member assessment of twenty -two dollars ($22.00).
(b) Payment will be based upon the membership reported as of June 30th of the preceding Rotary Year.
(c) Additionally, each club will pay one hundred seventy-five dollars ($175.00) for registration for the President-Elect Training Seminar.
(d) The annual payment may be made subsequent to July I. but not later than August 1.
Section 2. Funds.
(a) The Finance Committee shall invest reserve funds in a financial institution whose deposits are insured by an agency of the United States government.
(b) The expenditure of reserve funds must be authorized by a committee of the ten most recent and active Past District Governors. Said committee to be called to meet by the District Governor. The meeting will be conducted by the Chair of the Finance Committee. Notice and details of any proposed expenditures from reserve funds must be provided to committee members 30 days in advance of the meeting. At least six (6) members must vote in support of a proposal to approve expenditures.
(c) The District Treasurer shall maintain a checking account (Operating Funds) in a bank whose deposits are insured by an agency of the United States Government. All operating funds belonging to the District shall be deposited to that account as soon as received by the District Treasurer or District Governor.
Section 3. The reasonable expenses (registration, travel, meals and lodging) of the District Governor Elect to attend the International Convention. Rotary Institute and the additional expenses incurred at the International Assembly shall be paid by the District. Other administrative expenses incurred in preparation for the duties as District Governor shall be paid by the District.
Section 4. The reasonable expenses (registration. travel. meals and lodging) of the District Governor, District Governor Elect and District Governor Nominee to attend the Zone meetings shall be paid by the District. Other expenses of the District Governor not covered by Rotary International, for travel, housing and meals, as well as other administrative expenses incurred in the conduct of the District activities shall be paid by the District.
Section 5. All expenses shall be accounted for in accordance with the approved annual budget. Approved expenses must be submitted to the Treasurer for payment within 90 days of encumbrance. All disbursements shall be made by the District Treasurer, and be supported by receipts or other reasonable documentation. All checks, drafts, or other orders against District funds in excess of $1,000.00 shall bear the signatures of at least two of the following members of the Finance Committee: The District Treasurer, District Governor, or another member of the Finance Committee.
Section 6. Beyond the expenses covered by Rotary International, the District shall reimburse the Representative to the Council on Legislation for documented expenses (travel, meals and lodging) up to, but not to exceed, one thousand dollars ($1,000) for travel of the Representative's spouse.
Section 7. Audit- A review, by a certified public accountant, as directed by Article XV, Section 15.060, subsection 15.060.4 of the Bylaws of Rotary International, is required.
Article VI-AWARDS
Section I. Each year the District Governor will present awards to those individuals and clubs in the District who excel.
Section 2. To encourage continued support of the Rotary Foundation, there shall be an award given to the three clubs having the highest annual per capita giving to the Rotary Foundation in the prior year.
Section 3. There shall be an award and a Paul Harris Fellow presented to the individual selected as the District Rotarian of the Year.
Section 4. There shall be an award presented to the outstanding Rotary Club President as selected by the District Governor.
Section 5. The District Governor may make such other awards and recognitions as he or she and/or Rotary International deem appropriate.
Article VII-INTERPRETATION
None of these District 6150 Bylaws shall violate the Bylaws of Rotary International. Any provision deemed inconsistent with the Bylaws of Rotary International as amended shall be void.
Article VIII-AMENDMENTS
Section 1. With the exception of Article V, Section 1(a), these District 6150 Bylaws may be amended by a majority vote of the electors present and voting at the District Assembly or District Conference. [Electors are to be determined in accordance with the Bylaws of Rotary International as follows: Each club shall select, certify and send to the District Assembly/District Conference, one (1) elector for every twenty-five (25) or major fraction thereof of its members, based on the membership as of the last day of the month preceding the District Assembly/District Conference.]
Section 2. Article V. Section 1(a) may be amended by the approval of three-fourths (3/4) of incoming club presidents present.
Section 3. All proposed amendments shall be distributed in writing to all clubs in the Governor's monthly newsletter and on the District web site at least 30 days prior to consideration. In the event that 30 days notice is not practicable, then a waiver of the time constraint shall be required to be ratified at the next subsequent District Assembly or District Conference.
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