ARTICLES OF PROCEDURE - District 7300
(EffectiveJune 28, 2014)
PREAMBLE
The Articles of Procedure shall in no way conflict with the Constitution and Bylaws of Rotary International, the Manual of Procedure, the standard Club Constitution and Bylaws, and policies and direction of the Board of Directors of Rotary International. These Articles of Procedure are clearly subordinate to the aforementioned documents.
ARTICLE I - DISTRICT GOVERNOR & VICE-GOVERNOR
Section 1. The District Governor is the chief executive officer of the District and shall have the duties and responsibilities set forth in the Bylaws of Rotary International, including Article 15, Section 15.090. He or she is nominated and elected as prescribed in the Bylaws of Rotary International, including Article 13. The qualifications of a District Governor Nominee and a District Governor are specified in Sections 15.070 and 15.080 of the Bylaws of Rotary International. The District Governor is a member of every committee of District 7300. All committee chairs shall notify him or her of all committee meetings.
Section 2. The role of the Vice-Governor is to replace the District Governor in case of temporary or permanent inability to serve. A past District Governor will be selected at a meeting of the Council of Governors before the Annual District Conference to serve for the ensuing Rotary year as Vice-Governor. That name will be presented to the Chair of the currently existing Nominating Committee to be ratified by the Nominating Committee and announced at the District Conference.
ARTICLE II -DISTRICT GOVERNOR ELECT, DISTRICT GOVERNOR NOMINEE, ANDDISTRICT GOVERNOR NOMINEE DESIGNATE
The District’s selection for District Governor shall be called the “District Governor Elect” for the period within one year before taking office as District Governor, the “District Governor Nominee” for the period from one to two years before taking office as District Governor, and the “District Governor Nominee Designate” for the period from selection until two years before taking office as District Governor.
The District Governor Nominee Designate is nominated and elected as prescribed in the Bylaws of Rotary International for District Governor Nominee, including Article 13, and following the procedures set forth in these Articles.
The Vice-Governor, District Governor Elect, District Governor Nominee, andDistrict Governor Nominee Designate are ex-officio members of every committee of District 7300. All committee chairs shall notify them of all committee meetings.
ARTICLE III - DISTRICT OFFICERS
Section 1. The officers of the District shall consist of eight or more Assistant Governors, a Treasurer, a Secretary, a Parliamentarian, and such associates as the District Governor may appoint.
Section 2. All District officers, according to the Manual of Procedure, shall be appointed by the District Governor for his or her year. They shall take office on the first day of July coinciding with the term of the District Governor appointing them, and shall serve for the duration of his or her term or until a successor shall have been appointed.
Section 3. An officer shall not serve in a particular office for more than three (3) years consecutively.
ARTICLE IV - DUTIES OF OFFICERS
Section 1 - ASSISTANT GOVERNORS
A.The Assistant Governor(s) shall serve as the District Governor's direct contact with the clubs of a geographic area specified by the District Governor and shall be responsible for the following duties:
1.To meet with the President, Secretary, and other members of each assigned club's Board of Directors at least one week prior to the District Governor's Official Visit to review the club's "Plans And Objectives" with them, to discuss club strengths and weaknesses, to obtain information or data sought by the District Governor, and to otherwise prepare for the Official Visit;
2.To attend the District Governor's Official Visit for each of the assigned clubs;
- To attend at least one regularly scheduled meeting of each of the assigned clubs each quarter;
- To contact the President of each of the assigned clubs at least monthly.
5.To serve as a resource for each assigned club to provide them with information and advice and to put them in touch with District committees or other resources to assist each club in achieving their plans and objectives;
6.To serve as a liaison between each assigned club and the District Governor, other District officers, and District committees; and
7.To undertake such other duties and responsibilities as requested by the District Governor.
B.All Assistant District Governors shall have the following minimum qualifications prior to assuming office:
1.Be a knowledgeable and well-respected Past President of a Rotary Club;
2.Have held membership, other than honorary, in good standing in a Rotary Club for at least the immediate past three (3) years;
3.Have actively participated on a District level and attended District meetings; and
4.Have received training as an Assistant District Governor.
Section 2 - TREASURER.
The Treasurer shall serve as chair of the Finance Committee, shall have custody of all District funds, shall prepare financial statements on a quarterly basis in a format acceptable to the Finance Committee, and, subject to the approval of the Finance Committee, shall pay all bills of the District within the framework of the budget as approved by the Finance Committee and the Incoming Club Presidents at the District Assembly or Presidents-Elect Training Seminar.Any bills over the budgeted amount must be presented to the Finance Committee for approval prior to payment. The quarterly financial statement shall be published by the District Governor in his or her newsletter. Upon completion of the term of office, the Treasurer shall promptly turn over to his or her successor all funds, books of accounts, or any other District property in his or her possession.
Section 3 - SECRETARY.
The Secretary shall handle all secretarial matters of the District, except those related to the office of District Governor, shall issue such reports as may be required by the District Governor to theClubs of the District and to the Historian, and shall assist the District Governor in making arrangements for District meetings, handling correspondence as directed, compiling minutes of District meetings, and in keeping records. Upon completion of the term of office, the Secretary shall promptly turn over to his or her successor all District records in his or her possession.
Section 4 - PARLIAMENTARIAN.
The Parliamentarian or any Rotarian approved by the Parliamentarian, subject to approval by the District Governor, shall serve as chairperson of any committee established to review and amend these Articles of Procedure. He/she shall be familiar with the documents and procedures governing Rotary International and District 7300. He/she shall advise the District Governor on procedural matters.
ARTICLE V - VACANCIES
In the event a vacancy in the office of District Governor, District Governor Elect, District Governor Nominee, and/or District Governor Nominee Designate occurs, the vacancy shall be filled in accordance with the Bylaws of Rotary International, including Article 6. Section 6.120 and Article 13, as appropriate. In the event a vacancy occurs in any office except District Governor Elect, District Governor Nominee or District Governor Nominee Designate, the District Governor shall appoint a new officer to fill the vacancy in that office for the remainder of his or her term.
ARTICLE VI - NOMINATION AND ELECTIONS
Section 1 - DUTIES OF THE DISTRICT NOMINATING COMMITTEE.
The Nominating Committee shall seek out and propose thebest qualified Rotarian for District Governor Nominee Designate in accordance with the provisions of the Bylaws of Rotary International applicable to the selection of a District Governor Nominee, including Article 13.
Section 2 - DISTRICTNOMINATING COMMITTEE
A.The District Nominating Committee shall consist of five members, four of them representing the four areas made up of the following clubs, whose sole purpose is to nominate the District Governor Nominee Designate. The sitting District Governor at the time the four members of the District Nominating Committee are elected shall appoint a Past District Governor, the fifth member, as Chair of the District Nominating Committee. This appointment shall take place after the District Conference, within thirty (30) days following the District Conference.
Area 1
Ambridge
Beaver
Beaver Falls
Beaver Valley South
Carnegie-Collier
Crafton-Ingram
Greater McKees Rocks
Moon Township
New Brighton
North Boroughs
Northern Allegheny
Parkway West
Quaker Valley
Area 2
Bethel Park
Bethel-St. Clair
Bridgeville-South Fayette
Dormont-Mt. Lebanon-Castle Shannon
Pittsburgh
Pittsburgh East
Pittsburgh’s North Side
Upper St. Clair-Bethel Park
Area 3
Burrell Area
Shaler Area
Fox Chapel Area
Green Tree
Hampton Township
Highlands Area
Lawrenceville
New Kensington
Oakland
Oakmont-Verona
Penn Hills
Pittsburgh East
Sharpsburg-Aspinwall
Area 4
Braddock
Churchill-Wilkins
Elizabeth
Forest Hills
Monroeville
Pleasant Hills
Plum
Steel Valley
Swissvale
Turtle Creek Valley
Wilkinsburg
White Oak
B.The four Areas shall have approximately the same number of Club members. Any newClub can be added to any area at the discretion of the District Governor in order to maintain membership balance. If and when any existing Rotary Club shall have a name that is approved by Rotary International, the listing of the name of that club in Section 2 will be deemed to be amended to comport with the then-current, approved name of that Rotary Club as on record with Rotary International. Should any Rotary Club cease operations and become defunct, they shall be deemed removed from the listing of clubs.
C.At least thirty (30) days before the District Conference, the Club Presidents in each Area shall be notified that, at the District Conference, each area shall nominate no less than two candidates, from the Rotarians of each Area. The candidates shall be RotaryClub Past Presidents, excluding Past District Governors. The certified club electors shall then select, by Area, by written ballot, at the District Conference, one person from each Area to serve on the District Nominating Committee. In the event that any Area fails to select a member from their Area to serve on the Nominating Committee, or an elected member is unable to serve, the District Governor shall appoint a replacement member of the Nominating Committee from that Area.
Section 3 - DISTRICT REPRESENTATIVE TO THE
ROTARY INTERNATIONAL COUNCIL ONLEGISLATION.
The District Representative and the Alternate Representative to the Rotary International Council on Legislation are elected once every three years as provided in the Bylaws of Rotary International, including Article 8. The Council on Legislation meets every three years (e.g. 2007, 2010, 2013, et cetera). The District Representative shall be elected at the District Conference two (2) years in advance (e.g. 2005, 2008, 2011, et cetera) of the meetings of the Council on Legislation. At least thirty (30) days before the District Conference, the District Governor shall solicit for potential candidates among the Past District Governors in the District.
ARTICLE VII - COMMITTEES
Section 1 - FINANCE COMMITTEE.
A.The District Finance Committee shall consist of five members, the Treasurer as Chairman and four members with staggered two-year terms such that two members' terms expire each year. The Finance Committee members shall be elected by area at the same meeting at which the District Nominating Committee is elected, using the same areas set forth in Article VI, Section 2, Part A of these Articles. Areas 1 and 3 shall elect members for two year terms in odd numbered years. Areas 2 and 4 shall elect members for two year terms in even numbered years. All newly elected members shall take office on July 1st following their election. If any vacancies occur, the immediate Past District Governor shall appoint a committee member to fill the unexpired term from the Area in which the vacancy has occurred.
B.The District Finance Committee shall review and
study the necessary expenses of District administration. The District Governor Elect, in consultation with the District Governor and District Finance Committee, shall prepare a budget of District expenditures for the year in which he/she shall serve as District Governor. The District Finance Committee shall review and approve this budget. After approval by the District Finance Committee, the budget shall be submitted to the Clubs at least thirty (30) days prior to the District Assembly and approved at a meeting of the Incoming Club Presidents at such District Assembly. The District Governor Elect or his or her designee shall present the budget at this meeting. The affirmative vote of a majority of those Presidents or their written designees present and voting shall constitute approval. At the option of the District Governor Elect, the budget may be presented at the Presidents-Elect Training Seminar in lieu of presentation at the District Assembly provided that the notice of presentation provided for herein is given. A quorum of 50% of the incoming Club Presidents is required for the meeting at which approval of the proposed District budget is sought. If such a quorum can not be obtained at either the Presidents Elect Training Seminar or the District Assembly, voting on the proposed budget may take place by mail. A quorum of 50% of the incoming Club Presidents must vote by mail for the vote to be valid.
C.The amount of any per capita dues on Clubs for a District Fund shall be included in the District budget and shall be voted on at the meeting of the incoming Club Presidents at the District Assembly or at the Presidents-Elect Training Seminar as hereinbefore provided. Any increase in the per capita dues shall require the affirmative vote of 3/4ths of the incoming Presidents or their written designees present and voting. In the event that such a vote can not be achieved, the per capita levy onClubs shall remain at the rate in effect during the then current budget year, and the proposed budget must be adjusted and approved accordingly. Payment of the per capita levy is mandatory on all Clubs of the District. The same quorum requirement as stated in paragraph B above applies here.
D.All District funds shall be held in one or more bank accounts in the name of the District subject to withdrawal or disbursement by the joint signatures of the District Governor
and the Treasurer. In the event of the death incapacity, or unavailability of either the District Governor or the Treasurer, the District Governor-Elect shall have the
authority to be one of the two signatories on checks for withdrawals or disbursements in their place. No committee or subcommittee of the District shall maintain a separate bank account or separate bank accounts with the exception of the Rotary District 7300 Foundation Corporation.
E.The Treasurer shall keep proper records of income and expenditure. No expenditure shall exceed the budgeted line item amount without approval of majority vote of the full Finance Committee. The Finance Committee shall meet and review these records at least once every six weeks. All Finance Committee meetings shall be open to all District 7300 Rotarians, and shall be announced in the Governor’s Newsletter at least ten (10) days prior to the meeting.
F.The District Governor or his or her designee shall present a report on the District's financial status at the Business Meeting of the District Conference.
G.The Finance Committee shall submit to the District Governor a brief statement of income and expenditures for each completed District project for publication in the District Governor's newsletter.
H. 1. All Clubs are to submit a copy of their completed IRS Form 990, 990EZ or 990N to the District Treasurer for safe keeping with the financial records of District 7300 and with a copy to be given to the District Secretary. This report is required to be filed with the IRS within 5 months after each fiscal year ending June 30 to maintain the club’s Section 501 (c) (4) non-profit status.
2. The Rotary District 7300 Foundation, an IRS-approved Section 501 (c) (3) Corporation, is to submit a completed IRS Form 990 or 990 EZ to the District Treasurer for safekeeping. This report is required to be filed with the IRS within 5 months after each fiscal year ending June 30 to maintain the club’s Section 501 (c) (3) Charitable Organization status.
Section 2 - LONG-RANGE PLANNING COMMITTEE
A.The District Long-Range Planning Committee shall be made up of the:
District Governor (DG),
District Governor Elect (DGE),
District Governor Nominee (DGN),
District Governor Nominee Designate (DGND),
other selected future DGNDs,
the two most recent Past District Governors, and
up to three (3) other members appointed by the DG.
B.The DGN, or his or her designee, shall serve as chair of the committee.
C.This committee is responsible for long-range planning of the programs and direction for this District. The committee will take a long-range view of the programs of Rotary International and the effect that they will have on the District. The committee will review the needs of the District and make recommendations for improvement on at least an annual basis.
Section 3 - OTHER COMMITTEES.
The District Governor shall appoint such other committees as he or she deems to be required for the orderly administration of the District.
Section 4 - SERVICE ON COMMITTEES.
All District Committee Chairs shall be Rotarians. A Rotarian may not be named to serve as Chairman of the same District committee for more than three years consecutively. Both Rotarians and non-Rotarians may be named as members of committees.
ARTICLE VIII - FISCAL MATTERS
Section 1 - FISCAL YEAR.
The District 7300 year shall begin on July 1st and end on June 30th.
Section 2 - DUES.
EachClub shall pay per capita dues to District 7300 for each active member of the Club. No dues shall be paid for honorary members. The amount of the dues, including any increase thereof, shall be approved and ratified as provided in Article VII, Section 1 of these Articles of Procedure.
Section 3 - DATE OF PAYMENT.
One half of the Dues shall be payable on August 1st, based on the number of members reported to Rotary International the preceding June 30th. One half of the Dues shall be payable on February 1st, based on the number of members reported to Rotary International the preceding December 31st. Each month the District Governor may publish the names of all Clubs delinquent thirty (30) days or more in payment of per capita dues.