ARTICLE
I--OFFICERS
Section 1
The Governor, nominated and elected in accordance with the by—laws
of Rotary International, is the chief officer of the District
and shall carry out those duties assigned by the Board of Rotary
International. The District Governor is the final authority within
the limits of the Board's directives in establishing the District
organization and planning and directing the program of the Rotary
year. The Governor is an ex—officio member of all District
committees.
Section 2
The Governor—elect, chosen in accordance with the by—laws
of Rotary International, shall assist the Governor in such ways
as the Governor shall designate. The DGE shall see to it that
the Presidents-elect Training Seminar (PETS) and the District
Assembly are planned and implemented in accordance with the expectations
of Rotary International. (amended April 22, 2006)
Section 3
The District Secretary shall be appointed by the Governor and
shall serve as secretary of the District Conference, the District
Assembly, and the Advisory Committee, and shall assist the Governor
in maintaining the District records.
Section 4
The District Treasurer shall be appointed by the Governor. He/she
shall receive the voluntary contributions from Rotarians in the
District and other funds developed by District activities, shall
pay out this money on order of the Governor and in accordance
with the annual budget, and shall account for such receipts and
expenditures. He/she shall be bonded at the expense of the District.
He/she shall be ex—officio a member of the Finance Committee
and a member of the Governor's Advisory Committee.
Section 5
A delegate to the Council on Legislation shall be elected in each
third year in accordance with provisions of the by—laws of
Rotary International. He/she shall study proposed legislation,
discuss it with club presidents, and solicit opinions of the individual
club boards. An alternate delegate shall be named by one of the
methods provided for in the by—laws of Rotary International.
Section 6
The Governor, immediately prior to the end of his/her term, shall
name a three (3) member audit committee, to examine and report
on the District fund records in a timely fashion that will allow
the Governor to make a final report to the clubs within 90 days
after the close of the Rotary year. This committee shall seek
auditing services on a competitive basis. The audit should be
of such a nature as to examine the district financial records,
of the previous Rotary year, to the satisfaction of the succeeding
DG.
Section 7
The Governor may appoint such other aides as he/she desires within
the provisions of the by—laws of Rotary International and
the directives of its Board.
ARTICLE
II — COMMITTEES
Section 1
Since certain Rotary activities continue from year to year and
experience has indicated the need for some continuity in such
activities, District 6580 shall be served by the committees set
forth in the following sections of this article. The terms of
members of each committee are set forth in the section pertaining
to that committee. The Governor shall name members for the terms
beginning in his/her year and shall name members to complete terms
in vacancies occurring. He/she shall designate the chairman of
each committee, unless otherwise specified. Unless otherwise specified
no more than one in each three members of a committee shall be
a Past District Governor. The Governor may name such additional
committees as his/her program demands, the terms of members of
such committees terminating with the end of his/her year as Governor.
(amended April 22, 2006)
Section 2
The Governor shall convene the Past District Governors still resident
in the District at least once a year for discussion for the good
of the District.
Section 3
The District Governor's Advisory Committee shall consist of the
Governor as Chair, the immediate Past Governor, the Governor—elect,
the District Secretary, the District Treasurer, and three other
members at large. Only one of the members at large may be a Past
Governor, and no two may come from the same club. The Advisory
Committee shall act as the Resolutions Committee for the District
Conference.
Section 4
The Finance Committee shall include three PDG’s, one appointed
each year for a three—year term, the District Treasurer and
co-treasurer, as ex—officio members, the District Governor-Elect
and the District Governor Nominee. The committee shall meet at
least once per quarter. The January meeting each year each year
shall, in addition to other business, be devoted to preparation
of a District Budget for the upcoming fiscal year, to be presented
to the District Assembly along with the necessary per capita levy
contribution to support it. The recommended budget shall be circulated
to the incoming presidents prior to the District Assembly. The
incoming presidents shall act on the budget.
Section 5
The Nominating Committee shall be made up of the current governor
and the four most recent Past Governors still residing in the
District who are available and willing to serve. The Immediate
Past Governor shall chair the committee, if possible. Any club
may propose a candidate for Governor—nominee by December
31 of each year. From among such candidates or from other Rotarians
whom the committee feels worthy of consideration, the committee
shall nominate one or more candidates by January 15, and such
candidates and their qualifications shall be published in the
Governor's Letter for January. Until February 5 any club may propose
as an additional candidate a qualified Rotarian whose name was
not previously proposed to the current Nominating Committee. Selection
of the District Governor—nominee shall be as prescribed in
the by—laws of Rotary International. (amended April 22, 2006)
Section 6
In consultation with the president of the host club for the District
Conference, the Governor shall name a Conference Chairman, who
with the Governor shall set up such committee or committees on
Conference arrangements as they consider necessary.
Section 7
The Rotary Foundation SHARE Committee shall consist of the Foundation
Chair, the immediate Past District Governor, the District Governor
Elect, the District Governor Nominee, and one other member to
be selected by the Foundation Chair from the top per-capita giving
club and one from the top total giving club from the previous
Rotary year. This committee shall be chaired by the District Foundation
Chair. The committee shall make the determination as to how the
district’s SHARE money is allocated from donations made to
The Rotary Foundation during the previous Rotary year. (amended
April 22, 2006)
Section 8
The Group Study Exchange (GSE) Committee shall consist of at least
seven (7) members to be named as follows: (1) The Rotarian leader
of the previous year’s GSE team; (2) the immediate past district
governor; (3) the current district governor; (4) the district
governor elect; and (5) three other Rotarians to be appointed
by the District Governor, at least one of whom must be a past
GSE team leader. To ensure continuity, members may serve up to
three (3) consecutive one-year terms, at the discretion of the
Governor. The District Governor may appoint the committee chair
from among the committee members, or may appoint one additional
Rotarian to serve as chair.
The committee
shall promote and receive applications for membership on the District's
team and select the team leader and team members. The committee
shall also oversee the program for the visiting team and shall
assist in the preparation of our district’s outbound team.
Upon the outbound team’s return, the committee shall promote
team presentations to clubs and see to it that all required reports
are filed with TRF. (amended April 22, 2006)
Section 9
The Ambassadorial/Peace Scholar Committee shall consist of 1)
the District Governor, 2) the District Governor-elect, 3) the
District Governor Nominee, and 4) three core members, each of
whom shall be an active member of the faculty or administration
of a college or university located within the boundaries of District
6580, if such are active Rotarians and willing to serve. No more
than one (1) may come from any given university location. In addition,
the District Governor may appoint up to three (3) members from
outside academia. The Governor shall appoint a chair who has already
served at least one (1) year as a member of the committee. To
ensure continuity, members may serve up to three (3) consecutive
one-year terms, at the discretion of the Governor.
The committee
shall promote and receive applications for candidates for selection
as out-going Scholar(s). Once all applications are received, the
committee shall meet with, and interview, all applicants for the
purpose of recommending to TRF the candidate(s) for any Scholarship(s)
available to the district. The committee shall also orient incoming
Scholars and promote their participation in club and district
functions. (amended April 22, 2006)
Section 10
The Youth Exchange Committee shall consist of three members, one
appointed each year for a three—year term. It shall develop
and administer the District's participation in youth exchange
and advise individual clubs engaged in youth exchange projects.
ARTICLE
III — THE DISTRICT CONFERENCE
Section 1
The District Conference expenses, other than individual lodging,
meals, and registration fees, are paid from District Funds provided
by the per capita levy.
Section 2
Voting on the Governor—elect, on the delegate to the Council
on Legislation, and on resolutions shall be by electors as defined
in the by—laws of Rotary International.
Section 3
Traditional features of the Conference are the Governor's dinner
for the representative of the President of Rotary International,
Past Governors, the Governor—elect, special guests, and the
Governor-nominee, and their spouses; the entertainment and inclusion
in the program of Rotary Foundation awardees studying in the District
at the time of the Conference and District awardees recently returned,
and a memorial service for departed Rotarians.
Section 4
Any resolution to be considered by the Conference concerning District
operation (other than the usual Conference resolution of thanks)
or proposing action to the Board of Rotary International or the
Council on Legislation shall be submitted to the Advisory Committee
by February 1 or 60 days before the Conference, and the Advisory
Committee, acting as the Resolution Committee, shall submit proposed
resolutions to the club presidents at least 30 days before the
Conference.
ARTICLE
IV — FINANCE
Section 1
Expenditures shall be guided by a budget developed by the Finance
Committee and approved by the incoming club presidents at the
District Assembly. This budget shall allow for such expenditures
as:
a. A discretionary
fund for the District Governor to cover the expenses of attending
the Rotary Institute serving our zone and the International Convention;
and expenses incurred in carrying out those duties associated
with the office of District Governor;
b. A discretionary
fund for the Governor—elect to cover the expenses of attending
the Rotary Institute serving our zone and the International Convention;
and expenses incurred in carrying out those assignments made by
the Governor;
c. A discretionary
fund for the District Governor Nominee to cover the expenses of
attending the Rotary Institute serving our zone;
d. A discretionary
fund for the immediate Past District Governor to cover the expenses
of attending the same Rotary Institute;
e. Expenses
not covered by Rotary International for the district’s delegate
to the Council on Legislation;
f. Expenses
of the PETS, District Assembly, and other district meetings, other
than cost of meals and lodging, which are borne by those attending
and expenses of District events not covered by fee income; and
(amended April 22, 2006)
g. Miscellaneous
expenses, including the cost of bonding the Treasurer and his/her
expenses in collecting and disbursing the District fund.
Section 2
Reimbursements for eligible expenses incurred by any District
6580 Rotarian, that are called for in the approved budget for
the current Rotary year, shall be paid upon approval by the District
Governor and the District Treasurer. Any Rotarian incurring such
expense(s) shall submit a payment claim voucher, including all
supporting documents, to the District Governor, who (upon approval)
shall forward the voucher, and supporting documents, to the District
Treasurer for payment. (amended April 22, 2006)
All Vouchers for reimbursement from the annual budget must
be submitted in writing to the District Governor within 90 days
of the expenditure. (amended April 21, 2007).
Section 3
The recommended budget shall be distributed to the presidents-elect
at least four weeks prior to the District Assembly, and adoption
shall be by vote of those presidents-elect in attendance at the
Assembly.
Section 4
To institute a departure from the budget, provided funds are available,
a request must be made to, or by the District Governor on the
appropriate form. Requests can be made only by the District Governor,
District Governor-Elect, a club president, or any District Committee
chair. Once received by the District Governor, the request is
then forwarded to the Finance Committee. If recommended by the
Finance Committee, then on to the Advisory Committee for approval.
Once approved by both, it is returned to the DG for final approval.
The form, signed by DG and both committee chairs, will be sent
to the Treasurer, for payment, with copies to DG and committees
involved.
Section 5
The annual District per-capita levy and Special Assessments will
be payable by District 6580 Rotary Clubs in two installments each
year. The amount to be paid will be one-half of the annual budget
rate to be paid in August based on membership reported to the
District Governor as of July 1st and one-half in February based
on membership reported to the District Governor as of January
1st. The District Treasurer will mail invoices to the Club President
in July and January showing the amount payable for each installment.
In accordance with the bylaws of Rotary International, any club
in debt to either Rotary International, or to District 6580, shall
not have voting privileges at the district conference or be eligible
to propose a candidate for District Governor Nominee.
a. Each club
shall be assessed registration fees to pay for the attendance
of the current club president and the current club foundation
chairperson to attend the District Rotary Foundation Seminar for
the year in which they serve.
b. Each club
shall be assessed registration fees to pay for the attendance
of the club president-elect and the club secretary-elect to attend
the District Assembly for the year in which they serve.
c. Each club
shall be assessed registration fees to pay for the attendance
of the club president-elect at PETS for the year in which they
serve.
ARTICLE
V — EFFECTIVE DATE AND AMENDMENTS
Section 1
These by-laws, adopted by resolution voted on by the electors
at the Conference of District 6580 at Bloomington, Indiana, May
18, 1974 - and most recently amended at the District 6580 Conference
at Evansville, Indiana, April 22, 2006, shall become effective
with the Rotary year 2006-2007.
Section 2.
If in the event of an emergency or unforeseen circumstances, it
is impossible for a provision of these by-laws to be followed,
the District Governor, after consultation with the District Governor’s
Advisory Committee, may make such other provision as is necessary
to carry out the work of the District.
Section 3
These by-laws shall direct the activities of District 6580, subject
to their amendment by the majority vote of the club electors at
any District Conference, provided that the resolution proposing
such amendment shall have been considered by the Advisory Committee
and the proposed text placed before the president of each club
at least 30 days before the District Conference. The 30-day notice
may be waived by a vote of 2/3 of the club electors at any District
Conference. When deemed appropriate by the Advisory Committee,
these by-laws may be amended by the affirmative vote of a majority
of the club presidents in the district, with such vote to be taken
by telephone, mail, e-mail or facsimile. (amended April 22, 2006)
