District Directory 2023-24 RID 3240

ROTARACT DISTRICT DIRECTORY RTR. PARNA DEB ROY DISTRCIT ROTARACT REPRESENTATIVE 2023-24 | RID 3240 ROTARACT DISTRICT COUNCIL District Guidelines Rotaract International District 3240 SECTION-1: GOVERNING BOARD Clause-1 The Rotaract District Council will comprise of the members of the Governing Board of the Distict Clause-2 The Rotaract District Council shall consists of District Rotaract Representative, immediate Past District Rotaract Representative. District Secretary. District treasure, District Rotaract Committee Chairman and other members Co-opted by the District Rotaract Representative. Clause-3 The Rotaract District Council shall guide and help the District Rotaract Representative for official working of the District and shat provide for the function and duties of the District Cabinet member Clause-4 Besides the Rotaract District Council there shall also be a District Cabinet, nominated by the Distict Rotaract Representatives. Clause-5 The District Cabinet members, nominated by the District Rotaract Representative, shall co-opt free to five members in their committee subjects to the approval of the District Rotaract Representative. Clause-6 The district Cabinet shall look after all the important aspects to the working of the Rotaract District Clause-7 The District Rotaract Representative shall have the right to terminate any cabinet member subject to the approval of the District Rotaract Committee Chairman. Clause-8 The District Governor and District Rotaract Representative will be the patron. Clause-9 SUB-CLAUSE: 1.The District Cabinet meeting shall be held at least twice a year as and when felt necessary by the District Rotaract Representative, at a date so notified by the District Secretariat and chair respectively of the Rotaract District. 2.Before finalizing the date & place of the meeting the District Rotaract Representative shall however look to the convenience of the DG & DRCC 3.The District Cabinet meeting shall also be convened by any member of the District Cabinet with a written request of at least 10 Cabinet Members with prior permission of DRCC TOGETHER FOR UNITY #manyhandsonedream L7

ROTARACT DISTRICT DIRECTORY RTR. PARNA DEB ROY DISTRCIT ROTARACT REPRESENTATIVE 2023-24 | RID 3240 Clause-10 The quorum for the District Rotaract Cabinet meeting shall not be less than 7 members which shall necessarily include the DRR, DRCC or any DRC Committee member when Section 119) is not applicable. Clause-11 | SUB-CLAUSE 1.The District Rotaract Representative shall preside over all meetings of District cabinet or Rotaract District Council expect when I (9) (C) is applicable and he/she is not present, in their cases, the members present shall choose the presiding officer among them them selves. 2.In case of any dispute regarding the appointment of presiding officer in case of section! (11) (A), any member enjoying two majority of the members present shall be the presiding officer of the meeting Clause-12 Vacant post of the District Rotaract Representative SUB-CLAUSE 1.In case of any vacancy in the post of District Rotaract Representative of any reason what soever, the Rotary Governor in Consultation with Rotaract District Committee, shall nominate a Rotaractor to fill up the vacancy. 2.In case of nominating of during of acting District Rotaract Representative, as provided in section 1 (12) (A), the acting District Rotaract Representative shall have authority to ap point additional Cabinet members as felt by him. Clause-13 An apex committee of Past District Rotaract Representative, immediate Past District Rotaract Representative District Rotaract Representative, District Rotaract Representative Elect, and District Rotaract Representative Nominee shall be constructed, which would be chaired by one of the committee member. District Governor District Rotaract committee Chairman or one of their representative will be the ex-officio member of the committee. This committee will be known Council of District Rotoroct Representatives. The committee shall meet at least once in a year to review the activities of the District as well as to formula future plan of action. The term of chairman will be one year. SECTION 2: DISTRICT ROTARACT REPRESENTATIVES There will be a District Rotaract Representative. The term of office will be from 1\"July to 30 June of the Year as provided by the Standard Constitution and by-laws. Clause-1 Election of District Rotaract Representative SUB CLAUSE 1: NOMINATION 1.Nomination for the office of the District Rotaract Representative shall be invited by the serving District Rotaract Representative by a notification to all the Clubs UNDER POSTAL CERTIFICATE at least sixty days before the commencement of the Rotaract District Conference. 2.The nomination form as supplied by the District Rotaract Representative should be duly signed by the Candidate. Rotaract President of the club and by sponsoring Rotary President or Rotaract Committee Chairman, TOGETHER FOR UNITY #manyhandsonedream L8

ROTARACT DISTRICT DIRECTORY RTR. PARNA DEB ROY DISTRCIT ROTARACT REPRESENTATIVE 2023-24 | RID 3240 3. Any Club in this District may nominate only one Candidate from amongst members. 4. The nomination form of the Candidate, fulfilling the following requirement should reach to the Presiding Officer on or before the date as notified in the Election notice. The nomination form of the candidate, fulfilling the following requirement, A brief Bio Data of the Candidate. Two passport size recent colour Photographs. A resolution of the General Meeting in which the decision was taken duly signed by Rotaract President and Secretary of that Club. Photostat & self-attested copy of Birth Certificates of the Candidate. 5. On receipt of the above documents and after due scrutiny, the valid nomination will be announced by the District Rotaract Representative along with their bio-data through a special letter 15 days before the commencement of the District conference. 6. The candidate shall address the delegates at the District Conference. SUB-CLAUSE-2: QUALIFICATION 1.The candidate for the office of District Rotaract Representative shall be any member who has been a Rotaractor for a minimum of three (3) year of one or more clubs as on date of filling the nomination. 2.The proposed candidate should have served his club as President & also as District Counc member for at least one full 12 months continuous) Rotaract year (As amended in Barak Otithi 30th Rotaract District Assembly & Conference held in Silchar). 3.He/she shall not be a Past District Rotaract Representative or a saving Rotaract District Representative of any Rotaract International District. 4.The proposed Candidate must be in good standing having no financial liabilities towards any Rotaract Club or District Council. 5.Each Rotaract Club in the District may nominate a candidate for the post of District Rotaract Representative, who is an active member of the Club provided it has paid all their dues o per District Guidelines and have no financial liabilities outstanding towards the District for current & previous years. 6.He/She must have not been elected as the President in his/her club for the Rotaract year which he/she shall assume the post of DRR. 7.He/She must have attended minimum two District Conference Cum Assembly of R.I. District 3240. SUB-CLAUSE-3: WITHDRAWALS Option of withdrawal of nomination is open till commencement of the impending District Conference or any such time as notified in the Election notice. A withdrawal may be effected by a written consent of the candidate. SUB-CLAUSE-4: ELECTION 1.After the time for effecting the withdrawal has lapsed, if necessary, the voting will take place in the impending District Conference. 2.Each Rotaract Club in the District, which has paid all their dues as per District Guidelines and have no financial liabilities outstanding towards the District for the Current and Past year will the right to cast their vote. 3.Each Rotaract Club in the District shall cast their vote(s) on the membership strength as on 30th Nov of the current year. 1-37 Members: 1 Vote 38-62 Members: 2 Vote 63-Above: 3 Votes For Institutional Based Clubs: 1 Vote (Irrespective of Membership strength) TOGETHER FOR UNITY #manyhandsonedream L9

ROTARACT DISTRICT DIRECTORY RTR. PARNA DEB ROY DISTRCIT ROTARACT REPRESENTATIVE 2023-24 | RID 3240 4. The club are to be represented of the election by their President or Secretary or in the event of absent of vote, by any representative of the club, i.e. The club authorities and representative who shall bear an authority letter signed by the President of the Club or Rotaract Committee Chairman, authorizing him to cast vote on behalf of the club. The specimen signature of the Representative so authorized should be duly attested. 5. The Rights are reserved with the District Rotaract Representative to call for any Documents and Club records to testify the nomination or voting rights and decision of the District Rotaract Representative or presiding officer shall be final and binding. SUB-CLAUSE-5: CAMPAIGNING In any form or any correspondence about the candidature by the candidate himself/herself or by home club or by any individual is strictly prohibited and found the candidature is liable to be cancelled SUB-CLAUSE-6: ELECTION COMMITTEE The Election Committee shall be constituted will be chaired by the District Rotaract Repre sentative and will include \"Immediate Past District Rotaract Representative and two Past District Rotaract Representative\". This Committee will formulate the election procedure and conduct the election for the post of District Rotaract Representative with District Rotaract Committee Chairman as the presiding officer for the election. SECTION-III: DISTRICT FUND 1.The District Dues for each member per annum shall be Rs 350/- and Institutional based Clubs shall have fixed district dues of Rs 3500/- irespective of the membership strongm The directory and district materials shall be sent only for the President & Secretary of the respective university based clubs, additional copies can be purchased from the district council The District Directory will be compulsory for each member of the District, Rs.175/ shall be transferred to the host of the District Conference by the DRR. 1.The clubs falling to pay their dues shall invite the following penalties: Cannot nominate a candidate for the post of District Rotaract Representative. Cannot cost their vote for District Rotaract Representative election. Cannot quality for District Awards Cannot bid for any District Events. Cannot get publication, circular and other services from District, if any Cannot attend any District Events of RI Dist 3240. Club Rosters will not be printed in the next District Directory without a NOC from the serving DRR. Members of the club will not be able to quality to serve the Rotaract District Council. 2.The District account will be kept at Union Bank of India, under the title \"Rotaract District 3240\" 3.The Audited District account will be submitted by the District Rotaract Representatives to the District TOGETHER FOR UNITY #manyhandsonedream L10

ROTARACT DISTRICT DIRECTORY RTR. PARNA DEB ROY DISTRCIT ROTARACT REPRESENTATIVE 2023-24 | RID 3240 SECTION-IV: R.I. DUES FROM 2022 R.I.Board of Directors has taken decision to re-introduce the annual R.I.Dues, of US $5 per member for the Institution based Rotaract Clubs US $8 per member for the Community based Rotaract Clubs SECTION V: SUSPENDED CLUBS Rl will terminate Rotaract Clubs if mails are returned to the Secretariat and RI staff are unable reach the Club President through the District Rotaract Representative, the District Rotaract Chairman, the sponsoring Rotary Club or the District Governor This policy makes it essential for Rotaract Clubs to submit the name andaddresses of the club presidents or contact person each year. So that not only the correct club informationappear in the world Wide Rotaract Directors, but also, that active Rotaract clubs are not terminated. or Contact In addition, if or any time during the Rotaract years a Rotaract Club President person's addresses change, he/she must notify Rotary International so that mail sent from secretariat is not returned as undelivered. To recertify a terminated Rotaract club: 1.Pay the US$50 certification fee. Contact your district's Rotary International nancial Representative for fee payment options and instructions. 2.Complete all required fields (marked with an asterisk) on Charter form. 3.Supply all of the requested information including email addresses, which are a vital part of Rotary's communication strategy. Note that the information submitted is subject to Rotary's privacy policy. 4.Obtain all applicable signatures, Rotary will not certify the club if required signatures are missing. 5.Submit the completed form by email ([email protected]), or by mail or fax to the appropriate Rotary International office. 6.Once Rotary receives the form and payment, it may take up to six weeks to certify the club and prepare the certificate. Upon recertification, the Rotaract club will be assigned a new club ID. The official charter documents will be emailed to the Rotaract club president, Rotaract adviser, sponsor club president, district governor, district Rotaract representative, district Rotaract chair with the new certificate and instruction on how to report the list of members to Ri SECTION-VI: AMENDMENTS 1.The District By-Laws may be amendment or added to any District Conference by a Majority Votes of all Clubs who have paid their dues to the District and represented at the Conference. 2.Any club, which wants amendments or addition to this By-laws, shall send its proposal to the District Rotaract Representative at least 15 days before the District Conference on the Club Letterhead duly signed by the President. 3.Only those proposal(s) shall be taken into account for amendment or addition which are genuine and are seconded by any other Rotaract Club of the District during the Conference. 4.Nothing in these By-laws shall contravene any provision of the Rotary International Statement of policy relating to Rotaract Clubs or the Standard Rotaract Constitution and By-laws TOGETHER FOR UNITY #manyhandsonedream L11

ROTARACT DISTRICT DIRECTORY RTR. PARNA DEB ROY DISTRCIT ROTARACT REPRESENTATIVE 2023-24 | RID 3240 SECTION-VII: DISTRICT AWARDS 1. District Awards will be based on Monthly/Quarterly/half yearly reports send by respective Clubsto the members of the Award Committee and other District Office Bearers 2. The Running Trophy have been cancelled and the District Awards will be fully bearded by the DRR. SECTION-VIII: DISTRICT EVENTS SUB-CLAUSE-I Any open forum is mandatory in all District Events where the Rotaractors can have a direct interaction with the District officials/Council Members and put forward their proposals) for effecting necessary amendments in the District Guidelines. SUB-CLAUSE-I The registration and accommodation of Past District Rotaract Representative, Immediate Past De trict Rotaract Representative, District Rotaract Representative, District Rotaract Representative Nomi nee, and District Rotaract Representative Elect of Ri District 3240 with their family will be charged at all District events. Also the registration & accommodation of the Distract Governor & District Rotaract Committee Chair man+their families will be charged. SUB-CLAUSE-III 1.Bidding of the Conference Cum Assembly G. The papers mentioned below are to be handed over to the DRR by the bidders by the dates announced by the DRR The paper will be placed in the PDRR's council meeting and handed over to the DRR (E). The DRR (E) will call for the bidding once again in open. The House will be given change to clarity their queries from the bidders The DRR (E) will announce the host. L The decision of the DRR (E) will be final and binding to all. The papers required are:- 1.Resolutions of the Clubs Board Meeting. 2.Resolutions of the Clubs General Meeting. 3.Consent Letter of the Parent Rotary Club. A penalty of Rs. 70000/ will be imposed on a defaulting host club. A defaulting host club is a club which after successfully bidding for the district conference cum Assembly refuses to host the same. If the defaulting host club wishes to withdraw the District Conference cum Assembly, they have to withdraw it before 120 days with a valid reason supported by a withdrawal letter countersigned by Parent Rotary Club, The Club has to retum the money taken as sponsorship or registration from any entity with proper reciept proof. Aber validity expires, the defaulting hosting club is bound to host the District Conference cum Assembly. TOGETHER FOR UNITY #manyhandsonedream L12