Article1. Definitions:
As used in the bylaws unless the context otherwise clearly requires, the words in these bylaws have following meanings
1.1. “RI” shall mean Rotary International
1.2. “Rotaract Club” shall mean a body of individuals registered under a certificate received from RI and functioning as the youth wing of a Rotary Club within the territorial limits of RI District 3140.
1.3. “RI District 3140” shall mean geographical area defined by Rotary International. It can alternatively be referred to as “RID 3140”
1.4. “District Governor” shall mean a member of Rotary Club, who is the OFFICIAL REPRESENTING R.I. in RID 3140
1.5. “DRR” shall mean District Rotaract Representative, the ELECTED leader of the Rotaract movement IN RID 3140 responsible for the affairs of ROTARACT IN R.I.D 3140
1.6. “Club President” shall mean the leader representing a Rotaract Club and LEADER responsible for the affairs of the Rotaract Club
1.7. “Rotaract District Council” shall mean a district wide administrative body, comprising of the District Governor, the DRR, Rotarians nominated by the District Governor and members nominated by the DRR, herein after referred as RDC.
1.8. “Rotaract District Organization” shall mean a body comprising of the District Rotaract Council and the Rotaract Club/s
1.9. “IPDRR” shall mean “Immediate Past DRR” who has held the position of DRR in the preceding Rotaract Year.
1.10. “DRR-elect” shall mean the person elected to the post of DRR for a specified Rotaract year.
1.11. “Rotaract Year” will be the same as the Rotary Year and shall mean a period of twelve months starting July 1 to June 30 (including both days) of the following calendar year.
1.12. “RI Secretariat” shall mean office of the Secretarial Committee of Rotary International.
1.13. “Rotaractor” shall mean a bonafide member of a Rotaract Club in RID 3140, unless otherwise specified.
1.14. “District Dues” shall mean amount to be paid by a club to RDC on behalf of Rotaractors of the said club.
1.15. “Eligible Clubs” shall mean clubs, eligible for voting and awards, who have paid their District dues by prescribed dates.
1.16. “DRC” or “District Rotaract Committee” shall mean a committee appointed by Rotary District Governor to guide and monitor Rotaract activities in RID 3140
1.17. “DRCC” or “District Rotaract Committee Chairperson” shall mean an individual nominated by Rotary District Governor
1.18. “RCC” means Rotarian(s) nominated by the Rotary Club President to coordinate and monitor the activities of the Rotaract Club/s sponsored by them.
2. Name and Objectives
2.1. The Name of the organization will be Rotaract District Organization, RI District 3140.
2.2. The following constituents shall be a part of Rotaract District Organization:
2.2.1. Rotaract District Council; a district wide administrative body, headed by the DRR
2.2.2. Rotaract Clubs in RI District 3140; led by the respective Club Presidents
2.3. The following shall be the ex-officio members of Rotaract District Organization
2.3.1. Rotary District Governor
2.3.2. Members of the District Rotaract Committee comprised of Rotarians.
2.4. The term of the office for all office bearers would be for One Rotaract Year
2.5. The objectives of the Rotaract District Organisation headed by the DRR shall be
2.5.1. Serve as Rotaract Information liaison to the RI Secretariat for RID 3140
2.5.2. Conduct Rotaract promotion and extension activities throughout the district in coordination with the district Rotaract chairperson.
2.5.3. Plan and implement service activities (approved by 3/4th of the Rotaract Clubs in the District.
2.5.4.Provide advise and support to Rotaract Clubs in RID 3140 for implementing their projects
2.5.5. Coordinate Rotary-Rotaract activities in RID 3140 along with DRC
2.5.6. Plan, arrange and hold Rotaract District Conference
2.5.7. Publish and distribute District Rotaract Newsletter
2.5.8. Encourage attendance and participation at the Rotary district Conference.
2.5.9. Coordinate public relation activities for Rotaract at the district level.
2.5.10. Work with DRC to plan and implement a training session for Rotaract officers at District level.
3. Rotaract District Council
3.1. Rotaract District Council shall be responsible for administration of the affairs of Rotaract District Organization
3.2. DRR shall be the leader of the Rotaract District Council
3.3. Rotaract District Council shall include of:
3.3.1. District Rotaract Representative;
3.3.2. Immediate Past District Rotaract Representative;
3.3.3. DRR Elect
3.3.4. District Secretary;
3.3.5. District Treasurer;
3.3.6. Avenue Directors; and
3.3.7. Any other committees / members as deemed necessary by the DRR for carrying out administrative duties for the same Rotaract year
3.4. The members of the Rotaract District Council shall be nominated by the DRR keeping in view the best interest of the district-wide Rotaract activities.
3.5. The members so nominated shall assume office till the end of the year i.e. June 30 and the tenure of such members shall end in the event of resignation, termination, or any such other circumstances
4. DRR Elections
4.1. Elections for the post of DRR shall be held every Rotaract year prior to January 31, preferably at the annual Rotaract District Conference.
4.2. Qualifications of the candidate
4.2.1. The candidate must be a Rotaractor for a minimum of 3 Rotaract years of which 2 years must be complete Rotaract Year’s in any Rotaract club across RID 3140
4.2.2. He/she must have served as Club President or as a member of the Rotaract District Council for a complete R.I year.
4.2.3. He/She must be a member in good standing of a Rotaract Club at the time of application. In case the member belongs to a defaulting club, he/she shall not be eligible to be nominated for the post of the DRR.
For the purpose of this clause (4.2.3), a defaulting club is a club that has not paid its District dues on or before September 30
4.2.4. He/She must be a member of Rotaract club since July 1st of the year in which the said candidate files his/her nomination.
4.2.5. He/She must not have held the post of DRR of any Rotaract District in the world.
4.2.6. He/She must not be a serving President of a Rotaract Club outside RID 3140
4.2.7. He/She must have not been elected as the President in his/her club for the Rotaract year in which he/she shall assume the post of DRR
4.2.8. He/She must have attended minimum two District Assemblies and two District conferences of RID 3140.
4.2.9. At the time of filing the nominations for the post of DRR, the said candidate’s age must be such that he/she shall be 30 years or less on July 1st of the year in which he/she shall assume the office of the DRR
4.3. Qualification for Rotaract clubs to vote
4.3.1. It should have paid the District Dues on or before 30th September of the Rotaract year for all members as on September 30.
4.3.2. New Clubs and revived clubs – For clubs which are revived or chartered after 1st September, the date for them to clear their District dues shall be 30th November
4.4. Election Procedure
4.4.1. The District Rotaract Committee shall release the nomination forms at least 60 days prior to the day of election.
4.4.2. The nomination shall be submitted by the club along with following:
4.4.2.1. Resume of the candidate
4.4.2.2. The written consent of the candidate in whose favor the nomination for the DRR ELECTION is being filed
4.4.2.3. Age proof (e.g. School Leaving CERTIFICATE, Driving License or Passport)
4.4.2.4. Copy of the resolution adopted at the General body meeting of the club for the nomination of the DRR , duly certified by the club president and club secretary with endorsement by the sponsoring Rotary club President and the RCC
4.4.3. The said documents along with the Nomination form should reach the Election officer as designated in the Nomination form within the time prescribed. Normally it should be within 3 weeks of the distribution of Nomination form. Three more days will be given for the candidates to withdraw their nominations, if needed.
4.4.4. The District Rotaract Committee would scrutinize the application and will circulate the Resume of all the eligible candidates to the Club Presidents before 21 days of the Election
4.4.5. The Election, if necessary for all the eligible candidates will be held at the District Conference or at a date and time specified by the election committee by secret ballot. The candidate securing simple majority of the votes cast at the election will be declared as the DRR ELECT. The number of votes will be calculated at one vote for every eligible club. In the event of a tie, the DRR shall have the casting vote
4.4.6. In case of any contingency, the District Rotaract Committee will decide the alternate course of Election, in consultation with the Rotary District Governor.
5. District Meetings
5.1. DRR – President Meetings:
5.1.1. There shall be at least three meetings of the DRR and Club Presidents through out the Rotaract year.
5.1.2. At least one meeting shall be held at the District Conference
5.2. Council Meetings
5.2.1. The meetings of the Rotaract District council will be held minimum four times in the Rotaract year, as per the date and venue notified by the District Secretary adequately in advance to all District council members
5.2.2. The DRR shall preside over all the meetings of the district council, and in his/her absence, he/she may designate any other council member to conduct the proceedings
5.2.3. The minutes of each meeting shall be read out and confirmed by all the council members present at the subsequent meeting. It will be signed by the DRR and then circulated to all the District Council Members before the next council meeting
5.2.4. In case of any contingency, the DRR at his/her discretion can call an extraordinary meeting without the need to provide a weeks’ notice
5.2.5 The minutes of all the meetings and reports shall be submitted to DRCC in writing
6. District Funds
6.1. The RDC shall maintain two separate accounts for the purpose of ease of administration, one known as “Rotaract District 3140 – District Dues” for transacting the District dues and other known as “Rotaract District 3140” for all other operational purposes.
6.2. The accounts will be operated by the authorized signatories such as DRR, the District Secretary and District Treasurer
6.3. District Dues
6.3.1. District dues of Rs. 50 (Rupees Fifty) per member per annum for all members as on July 1 of the current Rotaract year shall be paid by September 30 of the same year. A further sum of Rs. 50 (Rupees Fifty) for every person who has subsequently been inducted as a member, or any other form of membership, by whatever name referred to, shall be paid subsequently. No refund of such sums shall be given if membership of any person is terminated, dissolved, revoked or ended for any reason. Such sums shall be paid to District Treasurer or such other person as nominated by DRR, against a receipt for the same.
6.3.2. The district dues shall be paid to the District Treasurer or any person appointed by the DRR in the form of Demand Draft/Pay order or cash only.
6.4. Semi annual audit of the district accounts shall be done and the same will be circulated to all the eligible clubs by 31st January of the same year and annual audit to be done at the end of the Rotaract year, latest by July 31st of the immediate succeeding Rotaract year. The audited accounts shall be submitted to DRCC.
6.5. Failure to pay the District Dues by the prescribed date, clubs will not be eligible for:
6.5.1. Any district award / citation for that year
6.5.2. Nominating any candidate from the club for the post of DRR
6.5.3. Voting rights in the election for the post of the DRR
6.5.4. Any such facilities or benefits that the district may provide from time to time
7. District Publications
7.1 Rotaract district publication exists to advance the objective of Rotaract in all aspects
7.2 All district publications, DRR monthly newsletter shall meet following criteria –
7.2.1 The publication should serve the entire district
7.2.2 All aspect of the publication must be under the direct supervision of the DRR
7.2.3 The DRR, together with any Rotaractor/s appointed to act as editor/s, shall be responsible for the editorial content of the district publication and it shall be in harmony with the RI Policy
7.2.4 The publication shall carry news & information of local and district-wide Rotaract activities and also information and specific text as felt necessary by the District Governor/ DRR / District Rotaract Committee
8. Amendments
8.1. With the change in the Rotary International Constitution, Statement of Policy and Standard Club Bye laws, these byelaws may be considered automatically amended to conform to them.
8.2. These byelaws may be amended at the Rotaract District Conference or in special circumstances when such amendments are submitted for approval by ballot by mail or in a special meeting conducted for this purpose by two third majority of the eligible clubs present at the time of voting. Each club shall be represented by the president or any member nominated by the Board of directors of the eligible club.
8.3. Amendments to these byelaws may be proposed by a Rotaract club in good standing by a resolution adopted in the regular meeting or by a Rotaract District Council Member and shall be submitted in writing to the DRR with a copy to DRC.
8.4. The proposed amendments shall be sent to the Presidents of every eligible club in the district, fifteen days before the District Conference or any special meeting convened for this purpose
8.5. All amendments accepted shall come in to force after the approval of the District Governor
9. Grievances Resolutions
9.1. Any person / club aggrieved by an action of the DRR or by that of an individual or committee authorized by him, shall seek redressal of the District Governor through the District Rotaract Committee. All decisions in this regards made by the District Governor shall be final and binding to all parties.
9.2. In the event of a complaint the aggrieved person/ club shall immediately refer the complaint in writing to the DRR with a copy to District Rotaract Committee.
9.3. If the DRR fails to satisfy the aggrieved person / club within 30 days of the receipt of the complaint, the aggrieved person / club should write to District Rotaract Committee. Similarly the DRR shall be asked to submit in writing his views on the subject, if necessary.
9.4. The District Governor through the District Rotaract Committee shall invite the aggrieved party/DRR, if they deem fit to the meeting and give them a fair hearing before deciding the course of action.
9.5. Any Decision of the District Governor through the District Rotaract Committee shall be final and binding to all the concerned parties.
10. Transition Provision
10.1 In the year 2005 – 2006, separate elections will be held for the following:
10.1.1 To elect DRR for the year 2006-2007
10.1.2 To elect DRR for the year 2007-2008
THIS BYLAWS HAVE BEEN ADOPTED AT A SPECIAL MEETING CONVENED BY DRR RTR. RAJITH MENON ON WEDNESDAY JUNE 29, 2005 AT MATUNGA GYM., MATUNGA, MUMBAI.
