DISTRICT 3011 BYE-LAWS (2015)

Nominated by the District as herein provided, and elected at the Rotary International convention, he shall perform all duties and responsibilities as laid down in the byelaws of Rotary International, and as delegated to him from time to time by the District Conference/ District Training Assembly. He shall be member of all the District Committees.

Nominated by the District as herein provided, he / she shall be ex-officio member of all the committees of the District, and shall be responsible for duties as may be delegated to him by the District Governor / District Conference / District Training Assembly/District Resolution Meetings.

• Membership, other than honorary, in good standing in a club/s in the district for at least 3 years.
• The records maintained by him shall include:
• Service as a club president for a full term, or as a charter president of a club, having served the full term from the date of charter to 30th June, provided that this period is at least 6 months.

i) Bye-laws as adopted by clubs
ii) Resolutions adopted at the District Conference
iii) Copies of the Club Invoices and Annual reports of the District Governor
iv) District Governor’s Monthly Letters.

• Willingness and ability to accept the responsibilities of the assistant governor.
• Demonstrated outstanding performance at the district level for 1 complete term after serving as president of the club

Appointed by the District Governor to serve during his term of Office, the District Treasurer shall be a Rotarian,
preferably a Past President who is well versed in maintaining accounts. He shall be responsible for collection of District Dues, and for making payments authorized by the District Governor.

• The District Governor, DGE/DGN/DGND and past officers of Rotary International who are members of Rotary Clubs in the District shall constitute the Council of Governors, with the District Governor as Chairman.
• The Council of Governors shall meet at least once every three months, or as the District Governor may convene from time to time, at a time and place fixed by the District Governor who shall circulate the agenda well before the meeting, and shall serve as an Advisory Council to assist and counsel the District Governor to implement the programs of Rotary, but in no way to dilute his authority or responsibility towards the District. The minutes of the meeting areto be recorded and maintained.
• The District Budget, accounts and all other matters which need the approval of the District shall first be presented to the Council of Governors who may make suitable recommendations to the District, or when necessary, to the Board of Rotary International.
• Quorum: A quorum at a meeting of Council of Governors will be the attendance of at least nine members of the Council.
• Any other matter with the permission of the Chair.

The District Governor shall administer the district by dividing the Clubs in the district into at least eleven zones so that each of the zones has as far as possible equal number of Clubs as on July 1 and the Clubs in a group form a geographically contiguous area.

It is the prerogative of the District Governor to appoint / remove / change Assistant Governor/s. The Assistant Governors shall maintain close rapport with Governor, clubs in his zone, Chairmen and key persons of various committees.

To be eligible for appointment as Assistant Governor in any of the Zones, a Rotarian must fulfill the following requirements at the beginning of his term as AG:

• Membership, other than honorary, in good standing in a club/s in the district for at least 3 years.
• Service as a club president for a full term, or as a charter president of a club, having served the full term from the date of charter to 30th June, provided that this period is at least 6 months.
• Willingness and ability to accept the responsibilities of the assistant governor.
• Demonstrated outstanding performance at the district level for 1 complete term after serving as president of the club.
• He/she is not a Past District Governor, or District Governor/District Governor Elect/ Nominee/ Nominee Designate
• He /she has the potential for future leadership in the District.

The publication 244-EN-(607), ‘Assistant Governors’ Training Manual’ and standardizedDistrict Leadership Plan (Excerpt from R.I. Code of Policies November, 2009) give of some of the responsibilities which Assistant Governor is supposed to shoulder in addition to the special conditions imposed in the District 3011 Bye-Laws:

• Assisting in developing district goals
• Coordinating the governor’s visits with clubs
• Communicating clubs’ strengths, weaknesses, and progress towards goals to the governor
• Attending district meetings
• He/she is not a Past District Governor, or District Governor/District Governor Elect/ Nominee/ Nominee Designate
• Participating in district events and activities, including Rotary Foundation activities and fundraising
• Participating in the district team training seminar/li>
• Attending the presidents-elect training seminar and the district training assembly/li>
• Helping identify and develop future district leaders/li>
• Briefing the incoming assistant governor on the status of clubs/li>
• Checking in with clubs regularly (at least quarterly)
• Helping presidents-elect develop goals and enter them in Rotary Club Central
• Monitoring the progress of clubs toward their goals in Rotary Club Central
• Assisting clubs as they schedule and plan the governor’s visit
• Attending club meetings, related club assemblies, and other events, as invited
• Motivating clubs to follow through on the governor’s requests status of clubs
• Promoting ways the district leadership team can support clubs
• Identifying and developing future district leaders
• Promoting attendance at the district conference and other district meetings
• Coordinating club-level training with the appropriate district committee

To be eligible for appointment as Assistant Governor in any of the Zones, a Rotarian must fulfill the following requirements at the beginning of his term as AG:

• The Assistant Governor shall not be eligible for selection as District Governor during his year of appointment as Assistant Governor.
• The Assistant Governor shall also not contest any election for office during his tenure to “avoid his influence of position.”
• The Assistant Governor shall have maximum 3 terms with at least a gap of one year between two such appointments.
• The Assistant Governor shall not be from the same club for two consecutive years.
• The District Governor / Incoming Governor shall not appoint any person as Assistant Governor who was a member of the Nominating Committee that selected the said District Governor / Incoming Governor for Rotary Years up to 2017-18, after which this clause shall cease to be operative.

The District Governor shall appoint the following Standing Committees along with any other Committees he/she may deem necessary as per R.I. guidelines received from time to time for implementing the various programs of Rotary and administration of the District:

• Extension Committee
• Membership Development Committee
• Public Relations Committee
• Vocational Service Committee
• Rotaract Committee
• Interact Committee
• Polio Plus Committee
• Rotary Foundation Committee
• Youth Exchange Committee
• Rotary Volunteers Committee
• District History Committee
• District Election Committee
• Legislative Committee

Every Committee shall work in accordance with the terms of reference defined separately.

The Committee shall be constituted of three or six members and the term of service of each regular member shall be three years, with the District Governor appointing member/ members each year to succeed outgoing members.

The publication 244-EN-(607), ‘Assistant Governors’ Training Manual’ and standardizedDistrict Leadership Plan (Excerpt From amongst the members as described in Section 3 the District Governor shall appoint a Chairman of the committee for his year of service.

The incoming District Governor should appoint the committees for his year latest by 30th April. The committees shall submit their plans of action to him 15 days before the District Training Assembly where he shall unfold the plans for his year.

The District Rotaract Representative shall be a member of the District Rotaract Committee during the tenure of office.

The Chairmen of all District Committees as given above in Section – 1, shall not contest any election for office during
their tenure “to avoid their influence of position”.

Rotaract is an important part of Rotary activities and the District Rotaract Committee shall guide and coordinate all Rotaract activities as per policy of Rotary International.

The District Rotaract Representative shall be selected as per guidelines issued by Rotary International from time to time, and will be a member of the District Rotaract Committee.

Rotary Clubs are encouraged to help Rotaract activities, but are not obliged to provide funds for their projects. Rotaract Clubs should not solicit funds from Rotary Clubs or other Rotaract Clubs without the permission of the Rotary club president at local level, and without the permission of the District Governor at the district level.

Past, present and incoming R. I. Officers are encouraged to participate at District and Multiple District Functions, provided these meetings have the written approval of the District Rotaract Committee and the District Governor.

The District Governor shall preside at all district meetings including Intercity Meetings, District Seminars, District Resolution Meetings and the District Conference, and conduct them to promote the programs of Rotary.

• The order of precedence as approved by Rotary International and described in the Manual of Procedure shall be followed, along with the following additions:

(1) District Conference / District Training Assembly / Intercity Seminar Chairman
(2) Counselor for the meeting
(3) President of host club
(4) Reception Committee Chairman
(5) District Chairman of the program
(6) Secretary of the meeting
(7) Secretary of the Club
(8) Any other officer as may be approved by the District Governor.

• The decision of the District Governor in observing protocol shall be final.

The use of the RI letterhead is restricted to incoming, current and past officers of RI, or those Rotarians appointed by the president or the Board to serve in various capacities, with the understanding that, as to such capacities as may be listed, the years of service to RI should be clearly indicated. RI letterhead may only be used for Rotary-related business. No incoming, current, or past RI officer, nor any Rotarian appointed by the president or the Board to serve in various capacities is authorized to use the Rotary Marks in conjunction with the trademarks or on the letterhead of any other organization or for any commercial purpose.

District Fund shall be established to be used for purpose hereinafter mentioned, and administered as per provisions contained herein. The District Fund shall be used for the following purposes:

• To contribute towards the visit of Rotary dignitaries, Friendship Exchange, Youth Exchange, Youth Exchange Insurance Policy, RYLA and DILA, to the extent provided in the District Budget.
• To meet the expenses for Rotary diamond lapel pin for presentation to the outgoing District Governor, and an appropriate gift for the Spouse.
• To meet part of the expenses on training and orientation of the District Rotaract Representative as per recommendations of Rotary International.
• To meet any other expenses as may be provided in the budget as approved by the Council of Governors.
• To meet travel expenses for to and fro journey by air/train in AC two-tier for the District representative attending the meeting for selection of R.I. Director Nominee.
• To meet the cost of printing a District Directory up to a
  maximum of Rs. 3,50,000/-.
• To meet the cost of secretarial expenses up to a maximum of Rs. 1,50,000/-

• The District Finance Committee shall be constituted by the District Governor and shall comprise of 3 Past District Governors, who are members of clubs in the district and have been appointed as Members of the District Finance Committee by 3 District Governors preceding the District Governor in office for the year
• The District Governor in office shall appoint one Past District Governor to the Committee to take office in the subsequent to the completion of his tenure as District Governor, for a period of 3 years; to fill in the vacancy created by the senior most outgoing Past District Governor.
• In the event of a vacancy for any cause whatsoever the District Governor shall appoint another Past District Governor to fill the vacancy for the remaining period of the outgoing Past District Governor’s term.
• The Past District Governor serving in third year as member shall be the chairman of the Finance Committee.
• Outgoing members of the District Finance Committees shall not be re-appointed into the committee before two years after their retirement.
• The incoming District Governor shall prepare the District Budget as specified in Article IX of these Bye Laws and submit the same to the District Finance Committee for approval.
• After approval by the District Finance Committee, the District Budget will be approved by the Council of Governors and mailed to all incoming club presidents at least 4 weeks before the District Training Assembly, so that the clubs may discuss the same before formal presentation of the same at the District Training Assembly for approval or amendment. If agreed by three-fourth of the incoming Presidents, the District Budget shall become effective from the following July 1
• In the event of the District Budget not receiving the approval of three-fourth of the incoming club presidents, the District Budget shall be referred to the District Finance Committee for consideration, and presentation to the incoming club presidents in whatever way they consider appropriate and have the Budget approved by a majority of clubs by June 30.
• The Guidelines issued by previous District Finance Committee in the respective years and approved by the Council of Governors shall be adopted by the District Finance Committee and if any specific changes are required the same shall be got approved from the Council of Governors.
• The Council of Governors shall appoint an Auditor who may preferably be a Rotarian from within the district, at the time of adoption of the District Budget at the District Training Assembly.
• At the end of the Rotary year, the outgoing District Governor and the District Treasurer shall compile the accounts, and present the same for review to the District Finance Committee latest by 10th August. The District Finance Committee should review and pass them on to the auditors. The audited accounts should reach the District Finance Committee by 10th
  September. Within two weeks the District Finance Committee shall return the same to District Governor along with their report. The District Governor shall send a copy of the same along with the report of the District Finance Committee to every club in the district latest by September 30. These accounts shall be presented, discussed if necessary, and formally adopted at the District Conference.
• In the event of the District Governor not submitting any accounts to the District Finance Committee by 10th September, the chairman of the District Finance Committee shall circulate this information to all the clubs in the district. Also if the District Finance Committee fails to review and return the audited accounts within two weeks, the District Governor can circulate them to the district without the report of the District Finance Committee.

• Every club in the district shall contribute per capita dues for every member at a rate as approved by the district in accordance with these bye-laws. For the time being and unless amended in the future, such per capita dues shall be Rs. 300/- *per member per year.
  The per capita dues shall be payable by the club to the district irrespective of the number of days of membership in a year.
• Also, every club in the District is required to pay Rs. 200/-** per club towards the cost of IPDG lapel pin.
• The District Dues will be payable by the clubs in one installment on the basis of club membership as on July 1. If there is an increase in membership during the year, the club shall pay additional dues for new members at the rate approved by the district.
• The District Governor shall collect the dues, and shall be the custodian of the District Fund.
• TIn the event of a club failing to pay the District Dues for a period of six months, or more, the District Governor
  shall inform Rotary International who may order suspension of services to the club as per R.I. Bye-laws.

• A club must take permission in writing from the District Governor before soliciting funds from other clubs, or from Rotarians who are members in other clubs.
• In granting such permission, the District Governor must ensure that the funds are for the cause of Rotary at the district level even when it is by way of sponsorships, and intended to be utilized for publication of directories, souvenirs, or for similar purposes.
• All clubs making such collections shall maintain a separate account of the amounts collected, and how the same are utilized, and periodically furnish the details to the District Governor and the District Finance Committee.
• Whenever such permission is given, the District Governor shall be liable to collect the details of collections and the utilization of funds within a reasonable time, and pass on the same to the District Finance Committee.
• In the event of the District Finance Committee not being satisfied for any cause whatsoever, it is free to make suitable recommendations to the district.

Any Funds, other than those which are a part of the District Fund, which are collected by the District Governor or District
Governor-Elect/District Governor Nominee for any Rotary cause whatsoever, shall be duly accounted for, and details provided to the District Finance Committee, and duly included in the District Fund account.

In the event of the District Governor failing to submit the accounts before the District Finance Committee in time, or in not getting the same audited within time, the Council of Governors may recommend to the Rotary International Board for appropriate action against him.

In accordance with Article 13.020.1 of the R.I. Bye Laws (MOP 2013), the district shall select its governor-nominee at the district conference. The selection shall be conducted by a ballot at the district conference in accordance with Article 13.020.13 of RI Bye Laws (2013 Manual of Procedure)

Activities in support of a candidate for District Governor should be consistent with the importance and functions of the District Governor. The content of literature supporting a candidate should be limited to photograph and a statement of his Rotary, civic and business or professional activity in the form prescribed by the District Governor, and no further steps should be taken to promote his candidature. No Rotarian or club shall canvass or campaign, or allow campaigning on his behalf to influence his selection, keeping in mind the provisions in the bye-laws of Rotary International, and the guidelines issued by the RI Board.

• The District Governor shall issue, or cause to be issued, an announcement latest by July 31 inviting clubs to submit proposals for District Governor Nominee, so as to reach the District Governor latest by September 30.
• The proposal shall be submitted to the District Governor in the form of a resolution adopted at a regular meeting of the club naming the suggested candidate, and certified by the club president and secretary, along with his/her bio-data in the form prescribed by the District Governor, and the written consent of the candidate.
• Balloting for District Governor Nominee Elections:
  In order to ensure that the elector of a club cast votes of the club for the same candidate and also to safeguard the secrecy of the ballot, the following procedure will be adopted.

• Each ballot paper will be for one vote each.
• In case the club has more than one vote, the number of ballot papers will be given accordingly.
• All the ballot papers for one club having more than one vote will be stapled together and cast by the club’s elector.
• The balloting committee at the time of validation of ballots will ensure if the ballots have been cast for one candidate. The balloting committee will then remove the staple and put all the ballots together for counting.

In accordance with Articles 8.050 and 13.020 of the R.I. Bye Laws (Manual of Procedure 2013), the district shall select its District Representative and Alternative Representative for future Council of Legislation by a ballot at the district conference; conducted and completed in the year two years preceding the council.

In accordance with Articles 12.020.4 of the R.I. Bye Laws (Manual of Procedure 2013), the district shall select its member and alternate member for the Nominating Committee for selection of R.I. Director Nominee by a ballot at the district conference; conducted and completed in the year preceding the scheduled nomination.

Any person / club aggrieved by an action of the District Governor, or by that of individual or committee authorized by him to select the District Governor Nominee, must seek relief from Grievance Committee.

In the event of a complaint the aggrieved person / club shall immediately refer the complaint in writing to the District Governor, requesting that the complaint be corrected.

If the District Governor fails to satisfy the aggrieved person / club within 5 days of the complaint, the aggrieved person / club can ask the District Governor for appointment of Grievance Committee.

The Grievance Committee shall be constituted of three Past District Governors from within the district, one to be nominated by the aggrieved person / club, the other by the District Governor, and the third by the two Past District Governors. In the event of the third member cannot be selected by the two Past District Governors then he should be selected by draw of lots.

The aggrieved person / person / club shall submit four copies of the complaint, three for the committee, and one for the records. Similarly, the District Governor shall submit four copies of his views on the subject.

The Grievance Committee shall meet at the earliest within 5 days of the receipt of the request by the District Governor for appointment of such committee and if necessary invite the aggrieved party / District Governor to the meeting, give them due hearing, and give their decision.

The decision of the Grievance Committee shall be final and binding on all concerned.

The term of the Grievance Committee shall end as soon as it submits its final report.

In the event of person / club not adopting the procedure herein laid out, the person proposed for the elective position will be debarred from contesting the same for five years.

With the change in the Rotary International Constitution and Bye-laws, these Bye-laws may be considered automatically amended to conform to them.

These Bye-laws may be amended at the District Conference or District Resolutions Meeting by a majority of electors present and voting, or at a District Training Assembly by a majority of the Presidents-elect and Secretaries-elect present and voting, or in special circumstances when such amendments are submitted for approval by ballot by mail.

Amendments to these bye-laws may be proposed by a club in good standing by a resolution adopted at a regular meeting of the club or by the Council of Governors, and shall be submitted in writing, certified by the club secretary or the district secretary, so as to reach the District Governor forty five days before the District Conference or District Training Assembly as required.

The District Governor shall mail such proposed amendments to the Secretary / Secretaryelect and the President-elect of each club in the district, thirty days before the District Conference or the District Training Assembly as required.

In the event of an emergent need for making an amendment / s as shall be verified by the Council of Governors, or by one third of the electors present, the proposed amendment/s shall be circulated on the first day of the District Conference, or at the commencement of the District Resolutions Meeting.

Voting on the amendments shall be restricted to electors.

At present the following trusts/societies are in operation with rotary district 3011 and most are registered with the income tax department, Govt. of India.

• Rotary District 3010 Social Welfare society
• Rotary District 3010 Eco foundation
• Rotary Education Foundation R.I. District 3010
• Rotary Healthcare Foundation R.I. District 3010
• Rotary Habitat Centre R.I. District 3010
• The Cancer Foundation
• District 3010 Paul Harris Society
• District 3010 Youth Exchange Foundation
• District 3010 Charitable Foundation
• Rotary Art and Culture Foundation.

Each of above trust and society using the Rotary District name and/or rotary emblem and/ or nomenclature of rotary clubs in general within the territorial boundary of district and seeking contributions in cash and kind therefrom shall:

• have at least two members of District 3011 Council of Governors in their governing body
• Through the district governor, such governing body members shall present a brief report on activities and plans of each such trust at periodic meetings of the Council of Governors. Suggestions of Council of Governors shall be communicated through the district governor by the governing body members to each such trust/society.
• Through the district governor each such trust/society shall present its audited annual accounts after same are ready at the next periodic meeting of the Council of Governors.

For new trusts and societies other than above, to use nomenclature of Rotary District 3011 and/or rotary emblem and/or constituent rotary clubs in collective with or without rotary emblem and seek contributions in cash and/or kind for meeting their objectives must have the approval of the district governor and the council of governors and subject to passing of a resolution in this regard by the district training assembly or the district conference or ratification of same at the district training assembly or at a district resolutions meeting or the district conference.

The following district resolution passed at the District Conference on January 5-6, 2008, will remain valid until such time it is amended. RESOLVED THAT henceforth, interest received by the District through the District Designated Fund (DDF) on endowment contributions of US $ 25,000/- or more to the Permanent Fund of the Rotary Foundation of Rotary International, be first offered to those Clubs whose member/s had made the contribution, for undertaking Humanitarian Grant projects.

FURTHER RESOLVED THAT if however, the Club expresses its inability to utilize the said amount, or otherwise does not submit a humanitarian grant project by 31st December of any Rotary Year, the said interest amount included in DDF would become available for undertaking Humanitarian Grant projects of the District of other Clubs.

FURTHER RESOLVED THAT Clubs, whose members have contributed to the Permanent Fund through Endowment Contributions in earlier years, shall also be eligible for utilizing the interest received on such contributions through DDF, for undertaking humanitarian grant projects on a prospective basis and in the manner stated above.