District 1220 Standing Orders

(Standing Orders approved by the District Council on the 26th June 2008 and amended on the 13th January 2009 & 1st June 2010 & 6th June 2011)

(Standing Orders, paragraphs 7.3, 10.1, 13.2, 15.1, 16.1, 16.2 were amended at the District Council on 24th September 2012)

Part One

  1. DISTRICT GROUPINGS
    1. The District shall be divided into identifiable groups as determined from time to time by the District Council. The clubs in the District shall be allocated to such groups preferably within their geographical location and taking into account the desirability as far as possible of maintaining an equal number of clubs in each group.
    2. In order to save time and unnecessary travel, the clubs in each group may hold group meetings arranged by the respective Assistant Governors to promote the interests of Rotary.
    3. The District Council shall examine periodically the composition of the groups, and on advice from the District Executive Committee may make such changes as deemed to be advisable.
  2. OFFICERS OF THE DISTRICT COUNCIL
    1. The principal officers of the District Council shall be the District Governor, the Immediate Past District Governor, the District Governor Elect, the District Governor Nominee, the Assistant Governors, the District Secretary, and the District Treasurer.
    2. Other officers of the District Council shall be, the respective chairman of the Membership Development and Retention committee, the Public Relations, Marketing, and Communications committee and the Rotary Foundation committee.
    3. Other officers of the District Council shall be, the Chairman of the committees as defined in Clause 4, the District Extension Officer, District Editor and District Public Relations Officer (for information, Rotary International recommends that the Rotary Foundation Chairman is elected and/or appointed for a three year period.).
    4. The officers of the District Council shall hold office for one year from 1st July to 30th June.
  3. COMPOSITION OF DISTRICT COUNCIL
    The District Council shall consist of the following members: (a) The District Governor who shall be chairman, (b) The Past District Governors provided they hold membership (other than Honorary Membership) in a Rotary Club in the District, (c) the other Principal Officers of the District Council (d) other officers of the District Council (e) one representative from each club in the District and one further representative for every 25 or major fraction thereof of its active members. (for illustration only:- up to and including 12 = one: 13 to 37= two: 38 to 62 = three: 63 to 87 = four: 88 + = five.)The club representatives shall be appointed at the Annual General Meeting of each club or other convenient meeting and shall serve on the District Council for one year from the 1st.of July to 30th.of June. Substitute representatives may also be appointed at the same meeting to serve at all or any meetings of the District Council. Should any club representative be unable to attend it shall be the duty of the Secretary of each club to send without delay to the District Secretary the names of those appointed by the club to represent the club at the District Council. Should any club substitute representative be unable to attend the meeting of the District Council, the Club President may appoint a further substitute representative but such further substitute representative may only act provided the District Secretary has been advised in writing before the commencement of the meeting or as soon as representative has arrived. Representatives from 50% of the Rotary clubs in the District shall be necessary to form a quorum at a meeting of the District Council.
  4. DISTRICT COMMITTEES
    1. In addition to the District Executive Committee (see Clause 5, below) and the District Finance Committee (see Clause 13(b), below), the committees of the District shall be as follows provided that the District Council may from time to time, change these.
      1. Administration: to include: District Secretary, District Treasurer, Health & Safety Officer, Protection Officer, Training & Development Adviser and Conference Chairman.
      2. Membership Development and Retention (including Extension)
      3. Service Projects: including Community & Vocational Service, International Service and Youth Opportunities, in regard to each of which a Co-ordinator and support team will be appointed.
      4. Rotary Foundation
      5. Public Relations, Marketing, and Communications
    2. With the exception of Administration and Finance, each of the District committees shall have an Assistant Governor as a member.
  5. DISTRICT EXECUTIVE COMMITTEE
    1. Constitution
      1. The composition of the District Executive Committee shall be: the Principal Officers of the District Council and any Past President, Vice-President or Vice-President Elect of RIBI who is a member (other than an Honorary Member) of a club in District 1220.
      2. Five members shall form a quorum.
      3. In addition to its constituted members the District Executive or the District Governor may invite any person to attend such of its meetings as they may, in their absolute discretion, deem appropriate who under this Standing Order shall be entitled to speak at such meetings but shall not be entitled to vote.
    2. Duties
      The District Executive Committee shall –

      1. Exercise a general supervision, under the District Governor, over the work of the various District Committees, and in particular consider and advise upon any such matters raised by any of the chairmen thereof as may require confidential discussion including any special matters affecting the welfare of individual clubs, provided that no allegation or complaint relating to any club, officer or Rotarian shall be pursued unless such club, officer or Rotarian shall have been notified in writing by the District Secretary of the full particulars of such allegations or complaint and invited to appear before the meeting at which such allegation or complaint is intended to be investigated.
      2. Consider in advance of each meeting of the District Council, in an advisory capacity, the agenda of matters to be dealt with thereat and submit any suggestions and / or recommendations to the District Council which may be thought fit.
      3. Assist the District Governor in all matters affecting the welfare and organisation of the clubs within the district, and of the District itself, and generally pursue the furtherance of Rotary principles therein.
      4. Act on behalf of, and in the name of, the District Council upon any urgent matters in which it is not practicable to call a special meeting of the District Council.
      5. Submit a report of the matters dealt with on behalf of the District Council to the next practicable meeting of the District Council.In addition the District Executive Committee may –
      6. Submit resolutions direct to the District Council and move action thereon.
      7. Exercise such special functions as may from time to time be deputed to it by the District Council.
  6. DISTRICT GOVERNOR NOMINEE – NOMINATION OF
    1. Nominations for the Office of District Governor Nominee shall be made in accordance with RIBI by-laws (under these by-laws the Rotarian elected is the District Governor Nominee for the relevant year of office and the District Governor Elect in the year prior to becoming District Governor).
    2. The election of the District Governor Nominee shall take place at the first District Council meeting of the Rotary year.
  7. ASSISTANT GOVERNORS
    1. A Nominee for the Office of Assistant Governor shall be a Rotarian (except a Past District Governor or Honorary Member) of good standing in a club in the District for at least three years and shall have been President of a member club for a full term, preferably in the Group of the District, in which the particular Assistant Governor is to serve. In the event of no nominations being received from clubs within that Group nominations may be made from any other member club in the District.
    2. Each member Club in the District may make no more than one nomination for the Office of Assistant Governor in the particular group in which the nominating club is situated.
    3. Nominations must be in writing and must reach the District Secretary on a date to be specified by the District Secretary which must be not less than 42 days before the meeting of the District Council to be held no later than the second week of January in each year.
    4. The District Council shall determine the number of Assistant Governors that it feels appropriate bearing in mind the guidelines as laid down by Rotary International in the District Leadership Plan.
    5. The duties of the Assistant Governors shall be as defined from time to time by RIBI.
  8. NOMINATIONS OF PRINCIPAL DISTRICT AND CERTAIN OTHER OFFICERS OF THE DISTRICT
    Each member club in the district may make one nomination for each of the following District Offices from the membership (other than Honorary Members) of any club within the District. Nominations must be in writing and must reach the District Secretary in accordance with the timescale set out in Standing Order No. 7 (3) above: Secretary, Treasurer, the respective chairmen of the Membership, Foundation and Public Relations committees, Assistant Secretary, Assistant Treasurer, Auditor and two Members of the Finance Committee.
  9. RESTRICTIONS ON NOMINATION
    1. With the exception of the office of District Governor Nominee, no Rotarian may be nominated for more than one office at any one election and no Rotarian may be appointed to more than one office without the approval of the District Council. In all cases the consent of the Nominee must be obtained before a valid nomination is made.
    2. The Auditor shall be a member of a professional accountancy body as defined in RIBI by-laws and shall be a member (other than an Honorary Member) of any club within the district.
  10. ELECTIONS – NOTIFICATIONS AS TO PERIOD OF OFFICE, AND VOTING PROCEDURES
    1. The District Secretary shall ensure that all clubs in the District receive the names and particulars of nominees for each of the various offices at least 28 clear days before the date fixed for the meeting of the District Council to be held no later than January in each year at which the votes cast are counted. Where there is more than one candidate for a particular office there will be a postal ballot and if there are more than two candidates counting will be by means of the single transferable vote. The votes cast shall be posted or delivered so that they may be received by the District Secretary (or such other recipient as may be specified by the District Council) before the commencement of the meeting of the District Council in January in each year.
    2. In the case of the Assistant Governors each authorised representative from member clubs within a Group in which a particular Assistant Governor is to serve shall have one vote at the election of the Assistant Governor for that particular Group and no member of the District Council shall be entitled to vote for an Assistant Governor other than for the Group in which the club represented by such member of the District Council is situated.
    3. The District Council at the first meeting in the Rotary year shall appoint two Past District Governors and two substitutes to count the votes cast prior to, or at the Council meeting at which the results of any ballot and of any uncontested elections are to be declared. In the event of the January meeting of the District Council being postponed due to unforeseen circumstances, the two members or substitutes appointed by the District Council to count the votes shall proceed to do so as soon as is practicable and notify the results to the District Secretary who shall forthwith inform Clubs and candidates of the outcome.
    4. In the event of a tie an election shall be decided by lot.
    5. No voting figures shall be disclosed by the counters / Scrutineers and all ballot papers shall be destroyed immediately following the declaration of the result of the election(s).
  11. LIMITATIONS AS TO PERIOD OF OFFICE
    1. District Governor – The term of office of the District Governor shall begin on the 1st July following election and such person shall serve for one year or until a successor has been elected as set out in RIBI by-laws.
    2. Assistant Governors – Shall serve for one year but may be re- elected for no more than two further one year terms.
    3. Other District Officers – No Rotarian shall hold District Office as Secretary, or Treasurer, or Assistant Secretary, or as Sergeant at Arms, or as an elected member of the Finance Committee for more than five consecutive years. No Rotarian shall hold office as Chairman of any District Committee or as any other officer of the District for more than three consecutive years. These periods exclude any period served in filling a casual vacancy.
  12. CASUAL VACANCIES
    Any appointment referred to in these Standing Orders shall be made subject to the provisions of By-law 11 Clause 10 of the RIBI By-Laws.
  13. DISTRICT COMMITTEE
    1. Each District Committee with the exception of the Finance Committee shall, in addition to the Chairman, preferably comprise Rotarians from each Group within the District. Members shall be appointed by the chairman of each such committee with the approval of the District Governor for the year in question.
    2. The District Finance Committee shall comprise the District Treasurer (as Chairman), the District Governor, The Immediate Past District Governor, The District Governor Elect, The District Governor Nominee, The District Secretary , Assistant Treasurer, and two Rotarians not being members of the District Executive Committee who shall have been nominated not less than 42 days before, and elected at, the meeting of the District Council to be held no later than January each year. Meetings of the Finance Committee shall be called by the District Secretary or District Treasurer. The Committee shall meet before the dates of each regular District Executive Committee meeting for the purpose of discussing any pertinent financial business.
  14. EX-OFFICIO MEMBERS
    The District Governor, the District Governor Elect, the District Secretary, and the District Treasurer shall be ex-officio members of all committees.
  15. FREQUENCY OF MEETINGS
    1. District Council. The District Council shall meet not less than three times in each Rotary year, one meeting shall be held not later than mid October and one meeting shall be held no later than the first two weeks of January.
    2. Committees. Each committee with the exception of the Finance Committee(see Standing Order No 13(b) ) shall meet not less than twice in each year.
  16. FINANCE
    1. The District Treasurer shall prepare a statement of the District Accounts and Balance Sheet annually as out 30th. June. The Audited Accounts shall be submitted to the District Executive meeting prior to presentation at the meeting of the District Council as soon as possible after the end of the financial year but in any case no later than January. Copies of the District Accounts and Balance Sheet shall be circulated to each club and to all members of the District Council at least 14 days before the date of the District Council meeting at which such accounts shall be presented.
    2. The District Treasurer, in consultation with the Chairman of each committee and appropriate District officers, shall prepare a budget for the ensuing year which shall be submitted to the District Executive Committee at its meeting immediately preceding the  District Council held not later than January in any Rotary year for consideration at such meeting. The District Treasurer shall have regard to the budgetary requirements of the Foundation Committee, and New Generations Committee, which shall be approved at the District Council meeting held no later than mid October. Copies of the Budget shall be circulated to each club and to all members of the District Council at least 14 days before the date of the District Council meeting at which the budget is to be submitted for approval.
    3. Any proposed special District event shall be submitted to the District Executive for its consideration as soon as practicable. A detailed estimate of expenditure and income for such special event shall be provided by the Committee or Officer concerned.
    4. A special District event shall only be organised if at least two-thirds of the accredited voting representatives present entitled to vote at the meeting of the District Council have approved the holding of such event. All charges specifically so authorised by the District Council in respect of any such event shall be a charge on District funds.
    5. No District Officer shall be empowered to commit expenditure beyond his budget, except with the authority of the District Executive Committee. The District Treasurer shall not be empowered to meet any claims in excess of budget without the prior approval of the District Executive Committee.
    6. Claims for re-imbursement of expenses necessarily incurred in attending meetings or events shall be submitted to the District Treasurer within 30 days of the meeting or event taking place. Claims for expenses incurred in District work of any nature, other than that stated in the previous sentence, shall be submitted to the District Treasurer promptly every three months except that expenses incurred in April, May or June shall be submitted not later than 31st of July in the following Rotary year. The District Treasurer shall not be empowered to meet claims submitted beyond the times stated, except with the consent of the District Executive Committee.
    7. The District Treasurer shall include in the annual budget a sum equal to that proportion of the annual per capita dues, payable by each Rotarian, which is designated by the District Council to be used towards the business costs of the Conference.
    8. The District Governor shall appoint a Conference Director.
    9. A Conference Reserve Account shall be maintained from District funds at a minimum of £5000.
    10. Any surplus on District activities shall be placed to the credit of the District General Account, which shall be under the control of the District Council.
    11. The District Treasurer at District Council meetings shall present a statement of the Districts financial position.
    12. All individual items of Annual expenditure in excess of £2,000, shall be subject to competitive quotation against a standard specification on a three-yearly basis, prior to inclusion in the budget. The lowest quotation need not necessarily be accepted. All quotations shall be submitted to the Finance Committee for a recommendation to the District Executive Committee.
    13. General AccountsThe Treasurer, with the approval of the District Executive Committee, is empowered to organise and initiate any type of bank accounts, for the purpose of managing the District’s funds. The principal signatories shall be the current year’s District Secretary and District Treasurer and any other two current principal officers of the District. Two signatures are required for cheque payments in excess of £750. The bank mandate shall be as authorised by the District Executive Committee from time to time.
    14. Charity AccountRotary International District 1220 charity fund is registered with the Charity Commission. The registration number is 512161. The Trustees are the current year’s District Governor, Immediate Past District Governor, District Secretary and District Treasurer. Two signatures are required for cheque payments in excess of £750. The bank mandate shall be as authorised by the trustees from time to time.
    15. The District Executive Committee must approve all items of expenditure in excess of £100 and not provided for in any committee budget or general budget.
    16. At all District events, the District Governor including partner, and invited guests as approved by the District Executive Committee, shall be the only non-paying participants.
    17. No bank account shall be opened in the name of Rotary International District 1220, or incorporating that name unless the signatories to that account are authorised in accordance with clause 16(m) of these Standing Orders.
    18. All financial dealings relating to any event organised by or in the name of Rotary International District 1220 shall be made to a bank account opened in accordance with clause 16(q) of these Standing Orders.
  17. DISTRICT DIRECTORY
    A District directory shall be published annually and the cost thereof shall be included in the District Accounts. Each member club in the District shall be issued with the number of copies to correspond with club membership plus 10% as listed in that year’s directory.
  18. HONORARY MEMBERSHIP
    An Honorary Member shall not be qualified to hold office except when that person is an active member of another club in the District and then only in respect of that other club.
  19. CONFORMITY WITH RIBI BY-LAWS
    These Standing Orders are believed to be in conformity with the spirit and provisions of the RIBI By-Laws. If there is a conflict the RIBI. By-Laws shall prevail.
  20. GENERAL
    Nouns and pronouns of one gender shall include the other.

Part Two

DISTRICT COUNCIL RULES OF PROCEDURE

  1. QUORUM
  2. Representatives of 50% of the Rotary Clubs in the District shall form a quorum.

  1. NOTICE OF MEETING
  2. At least 14 days notice shall be given and shall be accompanied by a copy of the Agenda which shall contain the text of the resolutions of which notice has been given under Clause 4(a) hereunder.

  1. CHAIRMAN
  2. (a) In the event of the District Governor not being present the Council shall elect a Chairman of the Meeting from amongst the Past Officers of Rotary International present.

    (b) The Chairman shall have absolute authority upon all points of order and his ruling shall be conclusive.

  1. RESOLUTIONS
  2. (a)  A notice of motion submitted by any Club must be in writing, signed by the Secretary of the Club and accompanied by a copy of the minute of the particular Club. The notice of motion must be forwarded to the Secretary of the District Council at least 42 days before the meeting of the District Council at which the motion is intended to be discussed. The seconder of any motion must be a member of another Club in the District.

    (b)  If a motion, notice of which is specified in the Agenda be not moved, it shall, unless postponed by the consent of the District Council, be treated as abandoned and shall not be moved without fresh notice.

    (c)  No motion once on the Agenda may be withdrawn without the consent of the District Council, and any resolutions may not be rescinded for a minimum period of six months thereafter.

    (d)  A motion not carried after a vote thereon, shall not be brought forward again for six months thereafter.

    (e)  A notice to rescind any resolution previously carried must be signed by the Secretaries of at least two Clubs within the District, duly authorised by resolution of their respective Clubs.

    (f)    The following motions may be put without notice:

    (i)      For the adjournment of the meeting

    (ii)   That the meeting proceed to the next item on the Agenda

    (iii)  That the question be now put

    (iv)  For the precedence of any business deemed by the Chairman to be urgent

    (v)   For receiving, adopting, carrying out or referring back any report

    (vi)  For the suspension of any Standing Order, a specific reason to be stated in the motion of suspension

    A motion under this sub-paragraph shall be deemed to be carried if supported by two-thirds of the representatives present who are entitled to vote.

    Notices of Motion under 4(a) above are required in all cases which would involve Clubs in a binding financial commitment.

  1. SUSPENSION OF STANDING ORDERS
  2. See Rule 4 (f) (vi).

  1. AMENDMENTS DURING DEBATE
  2. (a)  Every amendment shall be moved and seconded before discussion.

    (b)  Every amendment shall be relevant to the motion to which it is moved.

    (c)  Once an amendment to an original motion has been moved and seconded, no amendment to the original motion shall be moved until the first amendment has been disposed of; notice of any number of amendments may be given.

    (d)  If an amendment be rejected, other amendments may be moved and seconded to the original motion, but such amendments shall not bear the same interpretation as an amendment already rejected.

    (e)  If any amendment be carried, it shall take the place of the original motion, and shall become the substantive motion to which any further amendment may be moved.

  1. SPEECHES
  2. (a)  Every speaker must speak to the question under discussion and address the Chairman.

    (b)  A speech moving a resolution shall be limited to a time not exceeding five minutes, and every subsequent speech to that motion shall not exceed three minutes unless the meeting decides to extend such times.

    (c)  A member shall not, unless by leave of the Chairman, address the meeting more than once on any motion or amendment but the mover of an original motion may reply and in his reply shall confine his remarks to answering previous speakers and shall not introduce any new matter into the debate.

    (d)  Rotarians who are not voting members of the District Council may take part in any discussion but may not move or second any resolution or amendment.

    (e)  The Chairman may, at his discretion, at any part of the proceedings, put a time limit on the length of subsequent speeches.

  1. POINT OF ORDER
  2. Any voting member shall be entitled to ask for the decision of the Chairman on a point of order at any time.

  1. CLOSURE
  2. On a motion being moved, seconded and carried that the question be now put, such question shall be put at once.

  1. CONTINGENCIES
  2. Any procedural question not dealt with by these Standing Orders or by the Constitution and By-Laws of RIBI shall be determined by the Chairman.

  1. AMENDMENTS TO STANDING ORDERS AND RULES OF PROCEDURE
  2. Amendments to these Standing Orders and Rules of Procedure may only be made after due notice of, and voting on, motions for amendments at a District Council meeting. A motion under this paragraph shall be carried if supported by two-thirds of the representatives present who are entitled to vote.

  1. GENERAL
  2. Nouns and Pronouns of one gender shall include the other.