District Bylaws

Article I

Conduct of District Affairs

Section 101 - Organization. District 7780 is a geographical territory in which its member clubs are associated for administrative purposes of Rotary International. The district exists solely to help its member clubs advance the Object of Rotary and should not tend to diminish services provided by its member clubs or district Rotarians. For the administrative purposes set out in these by-laws, the district shall have three divisions: Division A, comprising those clubs in Massachusetts and New Hampshire; Division B, comprising those clubs in York and Oxford Counties; Maine; and Division C, comprising those clubs in Cumberland, Lincoln and Sagadohoc Counties, Maine.

Section 102 - Term of Service. No Rotarian shall hold the same elective or appointive district position for a term of more than three consecutive years, except as otherwise provided in these bylaws.

Section 103 - Voting. It is in the best interests of Rotary in the district for committee members and representatives of district clubs to participate and vote in district matters according to their best judgment based upon debate and discussion. Proxy voting, therefore, shall not be permitted in the conduct of district affairs, including district committee deliberations, the District Assembly, and the Council on District Legislation.

Section 104 - Rules of Order. The rules of order contained in the current edition of Robert’s Rules of Order, newly revised, shall govern unless and to the extent that such rules are inconsistent with the current Rotary International Manual of Procedure, these bylaws, or any special rules of order the district may adopt.

Section 106 – Past District Governors. Each Past District Governor is a former officer of Rotary International and not of the district of a district club is entitled to all privileges of, and shall be treated in all respects as, a Past District Governor who served in District 7780 or one of its predecessor districts.

District Officers

Section 201 – District Secretary.

201.1 The District Governor Elect shall appoint a Rotarian knowledgeable in Rotary and familiar with district meetings to serve as District Secretary for a one-year term concurrent with the District Governor Elect’s   year of service as District Governor. The District Secretary shall not also serve as District Treasurer.

201.2 The District Secretary shall:

1. Assist the District Governor in making arrangements for district meetings and shall compile proper minutes of all such meetings.
2. Handle correspondence as directed by the District Governor.
3. Maintain complete files and records of all district business.
4. Act as secretary of the Council on District Legislation.
5. Prior to the end of the Rotary year, procure, subject to the approval of the Finance Committee, the approved insurance policy providing comprehensive blanket liability insurance for the benefit of the district, its clubs and their members.
6. Deliver all continuing committee files to the incoming District Governor within one month following the end of the Rotary year.
7. Relieve the District Governor of other routine tasks as requested.

Section 202. - District Treasurer.

202.1 The District Governor Elect shall appoint a District Treasurer for a one-year term concurrent with the District Governor Elect’s year of service as District Governor. The District Treasurer shall not also serve as District Secretary. The District Treasurer shall, at the expense of the district, be bonded in such amounts as the Finance Committee shall reasonably require, but in no event less that the amount of district’s funds handled by the Treasurer during the preceding Rotary year. The District Treasurer may serve for more than three consecutive years.

202.2 The District Treasurer shall:

1. Promptly pay all district expenses upon receipt of proper documentation supporting such payment.
2. Properly account for all district funds.
3. Provide to the District Governor and the Finance Committee, at least quarterly, a report of all receipts and expenditures, together with such information as the District Governor may request.
4. Serve as member of the Finance Committee.
5. As soon as practicable after September1, forward to each district club a statement of its per capita dues based on the previous month’s membership reported to the district by its club secretary. Such statement is payable upon receipt to the District Treasurer.
6. As soon as practicable after July 1, but in no event later than December 31, send to the District Governor, each club president, and each Past District Governor, an audited statement of income and expenditures prepared by a public accountant not serving as a member of the Finance Committee.
7. File all tax returns and other returns or reports required by the Internal Revenue Service or any other governmental agency.

Section 203 –District Historian.

Section 203.1 The District Governor Elect shall appoint a District Historian for a one-year term concurrent with the District Governor Elect’s   year of service as District Governor. The District Historian may serve for more than three consecutive years.

203.2 The District Historian shall:

1. Keep and maintain a record of information important to the history of the district.
2. Act as custodian of district property and maintain an inventory of such property.
3. Investigate alternatives for suitable depository for district historical records.
4. Report annually to the District Conference.

Article III

District Committees

Section 301 – Council of Governors.

301 The Council of Governors shall be made up of all Past District Governors of Rotary International belonging to clubs with the district. The Council shall act as an advisory to the District Governor and the District Governor Elect.

301.2 The District Governor shall preside at all meetings of the Council of Governors and meeting shall be at the call of the District Governor or a majority of the members of the Council.

Section 302 - Finance Committee.

302.1 Composition. The Finance Committee shall consist of the District Governor, the District Governor Elect, the District Treasurer, the immediate of three Past District Governors of District 7780 (or its predecessor districts) and three past presidents of district clubs, each of whom shall be willing and able to serve and shall be a member, other than honorary, in good standing of a district club. The Past District Governor whose term on the Finance Committee is expiring shall serve as Chair of the committee.

302.2 Selection. Each club of the division of the past president member of the committee whose term is expiring may place in nomination a paste president of a club in that division for a three year term to fill the vacancy created by the expiration of term of service. Each club may submit only one nomination every three years. No member of the Finance Committee may be nominated to a successive full term. Nominations shall be by resolution of the club in the same manner as the procedure required for District Governor and shall be submitted to the Chair of the Nominating Committee on or before June30th preceding the expiration of the term of service for that division. The procedure to be followed by the Nominating Committee and for the selection of the Finance Committee member shall be the same as that required for the selection of the District Governor. Subject to the foregoing limitations, the District Governor shall fill by appointment any vacancies occurring on the Finance Committee by reasons of death, resignation, or removal.

302.3 Duties. The Finance Committee shall meet with the District Governor Elect on or before March 1^st   to discuss the budget for the following Rotary year. On the basis of estimated funds available from Rotary International, estimated district funds remaining at year end, and the budget request of the District Governor Elect, the District Governor Elect, shall distribute to incoming President at the   President’s Elect Training Seminar, the    Committee’s recommended budget for district operations during the next Rotary year. The Finance Committee shall present its recommended budget for approval to the presidents elect at the District Assembly. Following approval of the budget, budget adjustments and the expenditure of unbudgeted funds may be made only after approval of the Finance Committee. The insurance policy providing comprehensive blanket liability insurance for the benefit of the district, its clubs and their members must be submitted by the District Secretary to the Finance Committee for approval.

Section 303 – Nominating Committee.

303.1 Composition. The Nominating Committee shall consist of four Past District Governors of Rotary International and three immediate past presidents of district clubs each of whom shall be willing and able to serve and is a member other than honorary, in good standing of a district club.

Past District Governors shall be appointed to a term of four years and past presidents to terms of one year. The Past District Governor whose term on the Nominating Committee is expiring shall serve as Chair. The terms of reference of the Nominating Committee including the method of selecting members of the committee shall be affirmed annually by a majority vote of the District Council of Legislation.

303.2 Appointment. The incoming District Governor shall appoint one Past District Governor for a four-year term and three immediate past club presidents for one-year terms to fill vacancies created by the expirations of terms of service. There shall be one immediate past club president appointed from each division. No member of the Nominating Committee may be appointed to a successive term. Subject to the foregoing limitations, the District Governor also shall fill by appointment any vacancies occurring on the Nominating Committee by reason of death, resignation, or removal.

303.3 Duties.

1. On or before January 15th, the president of any district club wishing to place the name of one of its members in nomination for District Governor or other district office requiring presentation to the Nominating Committee (or propose a member of another district club with the latter club’s concurrence) shall file with the District Governor a resolution of the club, adopted at a regular club meeting. In the case of nominees for District Governor, the resolution shall certify that the candidate meets the qualifications for District Governor as provided in the current Rotary International Manual of Procedure, and include a picture of the candidate together with a biographical sketch of the candidate’s personal and Rotary background. All district clubs should refer to the current Rotary International Manual of Procedure regarding the promotion of a candidate and should nominate the best-qualified candidate.
2. The Nominating Committee shall meet on or before March 15^th to choose a proposed candidate for District Governor Elect to serve during the Rotary year commencing two (2) year following the selection by the Nominating Committee and for other district office required by these bylaws to be nominated by the committee. The Nominating Committee shall not be limited in making its selection to those names submitted by the district clubs. Should the district clubs submit no name, the Nominating Committee nonetheless shall meet and select a candidate in accordance with the procedure set forth in the remainder of this subsection. The Nominating Committee as a whole must offer the opportunity to be personally interviewed to each candidate and balloting shall be by secret single transferable ballot with a simple majority sufficient to select a candidate. The name of the candidate proposed by the Nominating Committee together with a statement of the candidate’s qualifications, shall be announced in the next District Governor’s monthly newsletter.
3. On or before May 1^st, , any district club may resubmit by resolution of the membership of the club at a regular meeting, the name of a candidate who was submitted to the Nominating Committee, but was not chosen. The process shall continue as prescribed in the Rotary International Manual of Procedures.

304.1 Composition. The District Foundation Committee shall adhere to the current number and composition requirements as stated in the District Rotary Foundation Committee Manual as published by Rotary International.

304.2 Appointment. The appointment of a new Committee Chair for a three-year term is the responsibility of the incoming District Governor in conjunction with the future governors in place at that time. Any vacancies in the committee during the Rotary year shall be filled by the District Governor. The committee shall consist of a past district governor as the chair plus three (3) other past district governors and other qualified Rotarians. All members shall have three (3) year staggered terms. The incoming District Governor shall appoint one past district governor and any other qualified Rotarian(s) to fill the vacancies created by those whose terms are expiring.

304.3 Duties. The duties of the District Foundation Committee and its subcommittees shall be as set forth by the trustees of the Rotary Foundation of Rotary International. If the trustees have not set forth responsibilities for a subcommittee, the responsibilities of that subcommittee shall be as agreed upon by the District Foundation Committee and the District Governor.

Section 305 - Other Committees.   The district organization shall be only as extensive as the District Governor deems necessary to the effective promotion of the program of Rotary in the district. The District Governor shall appoint Rotarians of experience to chair district committees and shall provide continuity in the district organization.

Article IV

District Meetings

Section 401 - District Conference.  The District Governor shall recommend to each district club that it require its president and secretary to attend the District Conference and, if they do, the club should pay their registration and expense of attendance. The District Conferences shall be held at such time and place as shall be selected by the District Governor Elect and approved by a majority of the presidents elect at the District Assembly, provided that such dates are not the same as those selected for the District Assembly, the International Assembly, or the International Convention. The District Conference and the District Assembly should be held as separate, unrelated meetings unless special circumstances require consecutive meetings in which case the District Conference shall be held as the second such meeting. The District Governor Elect shall announce the site and dates of his or her District Conference and the name of the host club at the immediately preceding District Conference.

Section 402 – District Assembly.   Any Rotarian nominated to serve as a district club president or secretary shall commit to attend the District Assembly if elected. The District Assembly shall be held after the International Assembly but before June 1^st at a time different than the Presidents Elect Training Seminar and which will not preclude any Assembly participant from attending the International Convention. The District Governor Elect shall select the site, date, and host club of his or her District Assembly with the approval of the District Governor. Each president elect shall have one vote and the presence of a majority of district club presidents elect shall constitute a quorum for the transaction of business. Unless otherwise provided in these bylaws, the affirmative vote of a majority of the votes cast shall be required for approval of any matter considered.

If no District Assembly is held or a quorum is not obtained at the District Assembly, any matter that could have otherwise been determined at such District Assembly may be determined by ballot by mail in accordance with the current Rotary International Manual of Procedure.

Section 403 - President Elect Training Seminar “PETS”. Any Rotarian nominated to serve as a district club president shall commit to attend the PETS if elected. The District Governor Elect, in cooperation with the District Governor, shall select the site, date, and host club for the PETS, which date preferably shall not be later than one month following the International Assembly and at a different time than the District Assembly.  The PETS may be held as a multi-district activity with nearby districts.

Section 404 – Council on District Legislation.

404.1. Composition. The Council on District Legislation shall be composed of:

1. A delegate from each district club, which shall be its president or a member, other than honorary, in good standing of the club, appointed by the president. Any district club with membership of more than twenty-five, excluding honorary members, as of the last day of the month preceding the month the conference is held, as reported to the district by the club secretary, shall be entitled to one additional delegate for each additional twenty-five members or major fraction thereof, excluding honorary members.
2. Each Past District Governor who is a member, other than honorary, in good standing of a district club.
3. The District Governor who shall serve as Chair unless unable to so serve, in which event the most recent Past District Governor present shall serve as Chair. The Chair may appoint a parliamentarian to act as an advisor in all matters of parliamentary procedure. The District Secretary shall act as secretary of the Council.

404.2. Meeting. The Council on District Legislation shall meet during the District Conference at a time designated by the District Governor. The meeting shall be open to attendance by all Rotarians, and any Rotarian may speak to any issue under consideration.

404.3. Agenda. No fewer than 30 days prior to the Council on District Legislation, the District Governor shall forward to each district club president and to each Past District Governor, a tentative agenda of matters to be considered at the forthcoming Council including without limitation:

1. The composition and terms of reference of the Nominating Committee for District Governor.
2. Election of the district representative and alternate to the Rotary International Council on Legislation in those years in which such Council meets;
3. Any other matter upon which any elector has demanded a poll, including but not limited to:
   1. All resolutions proposing amendments to these bylaws;
   2. Any other resolution proposed by a district club or the District Governor.

404.4, Voting. Each club delegate shall have one vote. Each Past District Governor shall have voice but no vote, unless elected as the representative of his club. The Chair shall vote only in the event of a tie. Presence of delegates from a majority of district clubs shall constitute a quorum for the transaction of business and the affirmative vote of a majority of the votes cast shall be required for approval of any matter considered.

If no District Conference is held or a quorum is not obtained at the Council on District Legislation any matter that otherwise could have been determined at such Council may be determined in a ballot by mail in accordance with the current Rotary International Manual of Procedure.

Article V

District Finances

Section 501 – The General Administrative Fund.  The District 7780 General Administrative is established for the adequate financing of the administration and development of Rotary in the district and the financing of district sponsored projects while keeping the cost of membership in Rotary at a minimum. The District 7780 General Administrative Fund shall be funded by all the district clubs through a per capita levy based upon membership as of September 1^st as reported to the district by the club secretary. The amount of the levy shall be determined approval of the proposed budget at the District Assembly. If at the end of any Rotary year the District 7780 General Administrative Fund shall exceed 20% of the approved budget for the following Rotary year, then the amount of such undesignated funds balance over 20% shall be listed as a credit to the budget prior to calculating the dues amount required.

Section 502 – Authorized Expenditures Monies in the District 7780 General Administrative Fund maybe budgeted to pay or assist in:

502.1. The expenses of the District Governor for travel, postage, telephone, electronic communication, stationery, printing, secretarial service, and other administrative expenses beyond the monies allocated to the District Governor for such purposes by Rotary International.

502.2. The expense of conducting district affairs including without limitation the District Conference, the District Assembly, District Presidents Elect Training Seminar, and special district functions.

502.3. The expenses of the District Governor, the District Governor Elect   and District Governor Nominee and their spouses for not more than economy class airfare and basic necessary expenses for attendance at the Rotary Zone Institute.

502.4. The expenses of the District Governor Elect and spouse for not more than economy class airfare and basic necessary expenses for attendance at the Rotary International Convention and those basic expenses for attendance at the Rotary International Assembly which beyond the amount provided by Rotary International for the International Assembly.

502.5. The expenses for the district representative and spouse to the Rotary International Council on Legislation, held every third year, which are beyond the amount allocated by Rotary International.

502.6. The expenses of registration for presidents elect and secretaries elect at the District Assembly and for the Presidents Elect at the Presidents Elect Training Seminar. The District Governor shall encourage each district club to pay for their club representatives’ meals, lodging and transportation for the PETS and the District Assembly.

502.7. The premium expense of comprehensive blanket liability insurance coverage for the benefit of the district, its clubs and the clubs members.

502.8. Other expenses which the District Governor feels are in the best interest of the district and are approved by the Finance Committee.

Section 503 - Foundation Committee Administrative Fund: To assist the clubs of the District with their achievement of the fourth Object of Rotary, there is established a District7780 Rotary Foundation Administration Fund, to be supported by the annual contribution by each member club of a per capita amount as provided in the budget adopted each year at the District Assembly.

503.1. The per capita assessment shall be computed on the club membership as of September 1^st each year, and shall be payable to the District Treasurer between September 1^st and November 1^st each year with the District dues.

503.2. The fund shall be used by the Foundation Committee in accordance with an annual budget approved at the District Assembly and shall be for the following purposes:

1. The search and selection of the best possible candidates to receive annual scholarship from the Rotary Foundation;
2. The promotion and support of programs of the Rotary Foundation;
3. The acquisition and dissemination of Foundation information to District Rotarians and other potential supporters of the Rotary Foundation, including the funding of a District Foundation newsletter;
4. The promotion and support of Group Study Exchanges coming to and leaving from the District;
5. The holding of annual Foundation seminars within the District;
6. For such other programs and projects that the Committee recommends and that are approved by the District Governor.

Section 504 - District Budget.

504.1. Each year the District Governor may submit a requested budget of expenditures from the District 7780 Funds to the Finance Committee. The Finance Committee shall present to the presidents elect at the District Assembly the Finance Committee’s recommended budget which shall be adopted upon approval by three-fourths of the presidents elect in attendance.

504.2. Any unbudgeted disbursement shall be made only upon the approval of the Finance Committee.

Section 505 - Deposit of Funds. All monies belonging to District 7780 shall be deposited in the name of Rotary International District 7780 in one or more accounts in federally insured financial institutions maintaining offices within the geographical boundaries of the district. The account shall be established and maintained in such a manner that the monthly bank statements and canceled checks shall be forwarded by the bank directly to the District Governor for his review prior to transmittal to the District Treasurer.

Article VI

Amendments

Section 601 - Proposals. Any district club may submit to the District Governor one or more proposed amendments to these bylaws no fewer than 75 days prior to the meeting of the District Council on Legislation.

Section 602 - Submission. No fewer than 30 days prior to the District Council on Legislation, the District Governor shall forward to each district club president and Past District Governor copies of all proposed amendments, which are consistent with the current Rotary International Constitution and Bylaws and in keeping with the spirit, and principles of Rotary.

Section 603 - Enactment. Any amendment to these bylaws may be made at the District Conference, or, if a poll is requested, at Council on District Legislation, by receiving the affirmative vote of three-fourths of the votes cast in voting procedures consistent with these bylaws and current Rotary International Manual of Procedure.

Amended May 18, 2007 at District 7780 Conference