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International
Meetings. A
convention of RI is held annually in the last three months of the fiscal year
(April, May or June) at a time and place determined by the RI Board, subject to
change for good cause. (RIC IX, 1) The
primary purpose of the annual convention is to stimulate, inspire and inform all
Rotarians at an international level, particularly incoming club presidents and
other incoming club and RI officers, in order that they will be motivated to
develop Rotary at the club and district levels. The annual convention also
constitutes the annual meeting of the international association and provides for
the conduct of the business of the association. Since the convention constitutes
a worldwide gathering of the Rotary family, the celebration of the fellowship of
Rotary by social and entertainment features is appropriate to the extent such
activities do not detract from the primary purpose of the convention. (76, 90) While
every Rotarian is entitled to attend, each club is entitled to be represented at
the convention on the basis of one delegate for every 50 of its members or major
fraction there of. Every club is entitled to at least one delegate and clubs may
be represented by proxy. Each officer and each past president of RI still
holding senior active membership in a Rotary club is a delegate-at-large. (RIC
IX, 3 and 4) Site
of the Convention The
RI Board determines the possible site of the convention and in doing so must
make every effort to ensure that no Rotarian will be excluded from attending
solely on the basis of national citizenship, race or religion. (9.010.) It
decides and announces the area of the world in which a convention is to beheld
and may further specify as to the country(ies) and sometimes the city(ies) in
which the convention might be held. The convention is not to be held in anyone
country for more than two consecutive years. (64-42) Convention
Site Selection Process Potential
host clubs/districts should request the current site selection criteria from the
Meetings Division at the World Headquarters. Host
Organization The
organization and planning of the convention shall be carried out by a host
organization, encompassing numerous clubs and possibly more than one district,
with the necessary expertise and volunteer strength to meet the many demands of
a convention. (91) Role
of the RI Board at International Convention
The
role of the RI Board and individual directors at the convention is to represent
the board in its official capacity at assigned convention events; to participate
in plenary sessions, workshops or forums and, as assigned, as speakers,
moderators or panelists; to participate in pre-convention meetings such as the
Rotary International Institute, Youth Exchange Officer meeting, or Rotaract
meeting; to participate in RI luncheons, dinners and other social events; to
attend meetings of the RI Board which may be held during the convention; and to
discharge such other responsibilities as the president, president-elect or RI
Board may assign. (94) Club
Representation at Convention The
provisions relating to representation of clubs at the convention are found in
article IX of the RI constitution and article IX of the RI bylaws. It is the
duty of each club to participate in the voting at each convention and to
arrange
to do so by having its delegate(s) in attendance at each convention, or by giving
its proxy(ies) to those qualified to receive and exercise them. The authority of
each delegate (and alternate and proxy) must be evidenced by a credentials
certificate. In order for a club to be officially credited with attendance at
the convention, its delegates must present their credentials to the credentials
committee in the convention city and have their voting delegate forms visaed.
Delegates will not be permitted to vote unless and until their registration fees
have been paid and until their credentials have been approved by the credentials
committee. Credential forms are mailed to each club secretary sufficiently in
advance of the convention for them to be completed and delivered to the
delegates before they depart for the convention city. Balloting
Arrangements Committee At
each convention, the president appoints from among the electors a balloting
arrangements committee consisting of no fewer than five electors as determined
by the president. This committee has charge of the arrangements for all
balloting, the distribution of ballots and the counting of the same. This
responsibility also applies in the convention should a polling of the convention
become necessary, as well as for any other balloting that may be necessary. Voting
at Convention The
duly accredited delegates, proxy holders and delegates-at-large shall constitute
the voting body of the convention and shall be known as electors. Voting shall
be as provided in the by-laws and rules of convention procedure. (RIC IX, 5) Voting
Procedure Voting
in the convention is viva
voce except
as otherwise provided in the bylaws for the nomination and election for officers
and with exceptions as detailed in the rules of convention procedure adopted by
the 1977 Council on Legislation (77-105) and subsequently amended in 1980, 1983
and 1986. Single
Transferable Ballot Where
there are more than two candidates for any office to be elected at the
convention, the single transferable vote is
used in balloting upon all such candidates.The names of such candidates are
rotated on the ballots. How
the Single Transferable Ballot System Operates Where
there are more than two candidates, each elector is entitled to cast one vote,
which vote may be transferable in the manner following: 1)
The said elector shall place the figure 1 on the ballot paper within the
space containing the name of the candidate who is the elector’s first choice
and every vote given by placing the said figure 1 in such space shall be a
“first preference vote”; 2) The said elector should, in addition to the figure 1 herein before authorized, place on the ballot paper the figure 2 within the space containing the name of the elector’s second choice, the figure3 within the space containing the name of the elector’s third choice, and so on, in the order of the candidates preferred if the candidate of his or her prior choice is not chosen. Electors will thus express as many choices as there are candidates. The
candidate receiving a majority of the votes cast, taking into account subsequent
preference votes in the event that a majority is not obtained, shall be declared
elected. An example of the manner in which the ballots are counted follows: Four
candidates, A, B, C and D. Onemember to be elected. First choice bal-lotsare put
into four piles and counted. On the first count no one has a majority of all
votes cast. C has the least number of votes and is eliminated. Each ballot in
that pile is placed in the pile of the remaining candidate whose name
is
marked with the figure 2. The
transfer of these votes, however, still does not result in a majority for anyone
of the three remaining candidates. In this second count, B has the least number
of votes and is eliminated. The ballots which were counted in that pile are
examined and divided between candidates A and D as indicated by the voter’s
next available choice. Candidate C, having been already eliminated, any choices
for C are passed over and the next choice as between A and D followed. This
transfer, called the third count, results in a clear majority for D. A
ballot which indicates less than the available choices is counted only for the
choices marked. Then it is considered untransferable and is disregarded
thereafter. An “X” is considered as an indication of first choice. A ballot
whichcarries a “1” or an “X” for more than one name is considered as
spoiled. In
the Event of a Tie If
on any count there is a tie for an absolute majority, the result is determined
by the number and relative value of the preferences. The candidates having the
lowest number of first preferences on the second count, of first and second
preferences on the third count, and so on in successive counts, are to be
excluded. Registration
Fee Section
9.070. of the RI bylaws provides that each person 16 years of age or over
attending the convention shall register and pay a registration fee, the amount
thereof to be fixed by the RI Board. No elector shall be entitled to vote in the
convention unless and until the elector’s registration fee has been paid. Conventions
of RI Year
City Date Registration 1910
Chicago, Illinois 15-17 August 60 1911 Portland, Oregon 21-23 August 149 1912
Duluth, Minnesota 6-9 August 598 1913 Buffalo, New York 18-21 August 930 1914
Houston, Texas 22-26 June 1,288 1915 San Francisco, California 18-23 July 1,988
1916 Cincinnati, Ohio16-20 July 3,591 1917 Atlanta, Georgia 17-21 June 2,588
1918 Kansas City, Missouri 24-28 June 4,145 1919 Salt Lake City, Utah 16-20 June
3,083 1920 Atlantic City, New Jersey 21-25 June 7,213 1921 Edinburgh, Scotland
13-16 June 2,523 1922 Los Angeles, California 5-9 June 6,096 1923 St. Louis,
Missouri 18-22 June 6,779 1924 Toronto, Ontario, Canada 16-20 June 9,173 1925
Cleveland, Ohio 15-19 June 10,216 1926 Denver, Colorado14-18 June 8,886 1927
Ostend, Belgium 5-10 June 6,412 1928 Minneapolis, Minnesota 18-22 June 9,428
1929 Dallas, Texas 27-31 May 9,508 1930 Chicago, Illinois 23-27 June 11,008 1931
Vienna, Austria 22-26 June 4,296 1932 Seattle, Washington 20-24 June 5,182 1933
Boston, Massachusetts 26-30 June 8,430 1934 Detroit, Michigan 25-29 June 7,377
Mexico City, Mexico17-21 June 5,330 1936 Atlantic City, New Jersey 22-26 June
9,907 1937 Nice, France 6-11 June 5,790 1938 San Francisco, California1 9-24
June 10,432 1939 Cleveland, Ohio19-23 June 9,241 1940 Havana, Cuba 9-14 June
3,713 1941 Denver, Colorado15-20 June 8,942 1942 Toronto, Ontario, Canada 21-25
June 6,599 1943 St. Louis, Missouri1 7-20 May 3,851 1944 Chicago, Illinois 18-22
May 403 1945 Chicago, Illinois 31 May, 5, 12, 19 June 141 1946 Atlantic City,
New Jersey 2-6 June 10,958 1947 San Francisco, California 8-12 June 14,678 1948
Rio de Janeiro, Brazil 16-20 May 7,511 1949 New York, New York 12-16 June 15,961
1950 Detroit, Michigan 18-22 June 6,949 1951 Atlantic City, New Jersey 27-31 May
8,453 1952 Mexico City, Mexico 25-29 May 6,804 1953 Paris, France 24-28 May
10,107 1954 Seattle, Washington 6-10 June 8,015 1955 Chicago, Illinois 29 May-2
June 14,312 1956 Philadelphia, Pennsylvania 3-7 June 10,003 1957 Lucerne,
Switzerland 19-23 May 9,702 1958 Dallas, Texas1-5 June 14,035 1959 New York, New
York 7-11 June 15,475 1960 Miami-Miami Beach, Florida 29 May-2 June 11,354 1961
Tokyo, Japan28 May-1 June 23,3661962 Los Angeles, California3-7 June 22,302 1963
St. Louis, Missouri 9-13 June 10,779 1964 Toronto, Ontario, Canada 7-11 June
14,661 1965 Atlantic City, New Jersey 30 May-3 June 9,368 1966 Denver, Colorado
12-16 June 12,929 1967 Nice, France 21-25 May 19,362
1968 Mexico City, Mexico 12-16 May 11,840 1969 Honolulu, Hawaii 25-29 May
14,453 1970 Atlanta, Georgia 31 May-4 June 10,803 1971 Sydney, N.S.W.,
Australia1 6-20 May 16,646 1972 Houston, Texas 11-15 June 13,287 1973 Lausanne,
Switzerland 13-17 May 17,187 1974 Minneapolis-St. Paul, Minnesota 9-13 June
10,015 1975 Montreal, Quebec, Canada 8-12 June 12,975 1976 New Orleans,
Louisiana 13-17 June 13,935 1977 San Francisco, California 5-9 June 14,168 1978
Tokyo, Japan 14-18 May 39,834 1979 Rome, Italy 10-13 June 14,429 1980 Chicago,
Illinois 1-5 June 18,309 1981 São Paulo, Brazil 31 May-4 June 15,222 1982
Dallas, Texas 6-9 June 13,222 1983 Toronto, Ontario, Canada 5-8 June 16,250 1984
Birmingham, England 3-7 June 22,452 1985 Kansas City, Missouri 26-30 May 12,920
1986 Las Vegas, Nevada 1-4 June 18,426 1987 Munich, Germany7-10 June 26,909.1988
Philadelphia, Pennsylvania 22-25 May 16,316 1989 Seoul, Korea 21-24 May 38,878
1990 Portland, Oregon 24-27 June 21, 053 1991 Mexico City, Mexico 2-5 June
15,638 1992 Orlando, Florida 14-17 June 19,111
1993 Melbourne, Vic., Australia 23-26 May 22,083 1994 Taipei, Taiwan
12-15 June 31,161 1995 Nice, France 11-14 June 34,077 1996 Calgary, Alberta,
Canada 23-26 June 24,936 1997 Glasgow, Scotland, U.K.15-18 June 24,300 1998
Indianapolis, Indiana 14-17 June 19,020 1999 Scheduled for Singapore,
Singapore13-16 June 2000 Scheduled for Buenos Aires, Argentina 4-7 June .
Regional
conferences* are held for the purpose of developing and promoting acquaintance
and understanding and providing a forum for the exchange of ideas. As a general
policy, a regional conference is not held more often than every five years in
any one area and takes place at a site reasonably distant from the international
convention held in the same year. The RI Board shall not authorize a regional
conference of RI more often than every third year. The scheduling of regional
conferences is based on the premise that such conferences are special
occurrences, rather than regular annual events. Therefore, an invitation to hold
a regional conference shall include special justifications for holding such
conference. (81, 87) When
selecting regional conference sites the following matters are taken into
consideration: 1)
there must be at least 10,000 Rotarians resident in the “primary
attendance area,” the area from which Rotarians can travel to the conference
economically. This is the area from which most attendees originate; 2) an international convention should not be scheduled within the prior or following two-year period (81); 3) cities should have facilities to accommodate a meeting of no fewer than 3,000, in order to ensure the possibility that the conference will be self supporting, and preferably no more than10,000, in order not to conflict with a major potential convention site (81); 4) Rotarians resident in the primary attendance area must not have had, nor be expected to have for a period of several years, the opportunity to travel reasonably economically to an international convention; 5) a minimum of 2,000 Rotarians can be expected to attend the conference. Access to the proposed venue should be available to all Rotarians wishing to attend, irrespective of citizenship, race or religion. (19.020.1.)
The
city is expected to provide without expense to RI, a suitable, adequate and
convenient auditorium for the general sessions of the conference and other
similar meeting places for other sessions of the conference. It is not
contemplated that the Rotary club of any city will have to pay rental or other
expenses for a conference hall for the use of RI. Rather, the city (as a
community), city government, chamber of commerce, tourist association, or
similar group of businesses or hotels, should provide the funds, if necessary,
for such a meeting place. Regional conferences are expected to be financially
self-supporting. (77) Appropriations for the purpose of assisting in the planning
and holding of such conference may be provided in much the same manner as with
the convention. (65, 69) The
desirability of holding a regional conference in any year is determined on the
basis of the demand for such conference from within the conference area, the
suitability of the conference in relation to other RI activities and other
circumstances relating to the holding of the conference. (65, 66) The RI Board
is of the opinion that regional conferences should be scheduled not less than
three years or more than five years in advance. Therefore, the RI Board does not
establish a schedule for holding such conferences in future years. (74) Rules
of Procedure for Organizing Regional Conferences Organization The
RI Board will make decisions as to the date and the city in which the conference
shall be held, issue the call for the holding of the conference, appoint the
regional conference committee and designate the chairman there of. The RI Board
will issue the call for the conference preferably at least one year before the
date of the conference. The president shall be the chairman (presiding officer)
of the conference. The general secretary shall be the secretary of the
conference and of the regional conference committee, but may designate a member
of the Secretariat staff to serve as secretary. The Rotarians at a regional
conference do not constitute a legislative body. They cannot take action which
shall be binding upon RI or upon any Rotary club. Regional
Conference Committee In
appointing the regional conference committee, the RI Board takes into account
the different national characteristics of the area. The conference committee is
responsible to the RI Board for all phases of the conference not delegated to
someone else, sets specific policies for the conference, and drafts the program
of the conference for approval by the RI Board. The conference committeee is
responsible for carrying out the details of the approved program, including
plenary sessions, discussion assemblies, entertainment features and all other
matters not delegated to someone else. The conference committee supervises and
controls the host club local arrangements committee, known as the Host Club
Executive Committee. General
Secretary The
general secretary has primary responsibility for all operational functions, such
as publicity, finances, selection and equipment of meeting places, attendance
promotion, registration and cooperation with the host club. The general
secretary requires the co-operation of the host club in carrying out many of the
operational functions and shall use, to the extent possible, the facilities and
capabilities of the host club. The general secretary will co-operate with the
conference committee on the program and related matters and will have primary
responsibility to the RI Board for the management of the conference. The
conference manager of RI is the representative of the general secretary and
performs many of the operational functions for which the general secretary has
primary responsibility. Host
Club The
host club is responsible for providing hospitality to visiting Rotariansand
guests. All hospitality plans are subject to the approval of the RI conference
committee. The host club co-operates with the general secretary in carrying out
many of the operational functions for which the general secretary has primary
responsibility. Invitation
from Host Club Any
club which desires to entertain a regional conference shall place the invitation
for the holding of such a conference in the hands of the general secretary at
least 36 months prior to the proposed date for the proposed conference. To this
invitation the club will attach a statement including: 1)
the proposed hall for holding the conference and its seating capacity,
accompanied by information concerning use of the hall without rental charge to
RI or to any Rotary club; 2) the number of first class and of second class hotel rooms available and the range of prices; 3) a recommendation relative to the preferable month for holding the conference with reasons for the recommendation. RI prefers that regional conferences be held in the month of October or November but they must be scheduled between 15 September and 15 January. (81). Invitations
for a regional conference also will be encouraged from a group of clubs, a
district, or a group of districts to host such a conference, provided that, in
the case of districts, a majority of the clubs in the district(s) have
authorized their governor(s) to issue such an invitation.(87) Acceptance
of a proposal by a club or district to host a regional conference is subject to
the same rules and proceduresas for international conventions, including a
requirement for written contracts. These rules include assured support as
follows: 1)
the RI Board will give preference to those invitations which indicate
that the host club area will support the conference, achieved by district
resolution or other wise, by a registration from the host club area equal in
number to the total number of Rotarians in the area as of January preceding the
conference; 2) the RI Board will define an area, including the host club territory,which shall be considered as thehost area; 3) recognizing that Rotarians of clubs in the host area incur extraordinary costs related to the hosting of a conference, the RI Board will establish a special host area registration fee which may be approximately 25 percent less than the registration fee for all other Rotarians; 4) the district conference or other appropriate resolutions reporting registration commitments must be provided to the general secretary no less than 36 months in advance of the meeting in order for the host club invitation to continue in consideration; 5) if at any time such registration support is withdrawn by action of the club(s) or district conference(s) in the host area, the RI Board shall decide whether it is feasible to continue consideration of the particular conference site. (80) Attendance No
special effort shall be put forth to secure attendance from clubs not within the
area of the conference, though Rotarians from any part of the world will be
welcomed at the conference. Entertainment Entertainment
should be typical of the country or area of the regional conference venue. Such
entertainment should be in good taste, not expensive, and need not be
professional. (81) Public
Relations for Regional Conference The
RI Board has agreed that in planning the program for a regional conference,
recognition should be given to the public relations aspects of the program so
that specific public relations objectives and increased general visibility for
Rotary may be achieved in the area. Regional
Conferences The
following regional conferenceshave been held: Pacific
Date Reg. Honolulu,
Hawaii May 1926 433 Tokyo,
Japan Oct. 1928 568 Sydney,
Australia Mar. 1930 736 Honolulu,
Hawaii June 1932 335 Manila,
Philippines Feb. 1935 220 Wellington,
New Zealand Mar. 1937 312 Sydney,
Australia Nov. 1956 1,940 Melbourne,
Australia Nov. 1981 4,461 Adelaide,
Australia Nov. 1986 1,006 European,
North African, and Eastern Mediterranean
The
Hague, The Netherlands Sept. 1930 763 Lausanne,
Switzerland Aug. 1933 700 Venice,
Italy Sept. 1935 1,514 Stockholm,
Sweden Sept. 1938 1,513 Ostend,
Belgium Sept. 1954 1,576 Amsterdam,
The Netherlands Oct. 1956 2,421. Date
Reg. Cannes,
France Sept. 1959 2,264 Rome,
Italy Nov. 1970 3,187 Goteborg,
Sweden Aug. 1980 585 South
America Valparaiso,
Chile Mar. 1936 331 Santiago,
Chile Nov. 1960 1,655 Montevideo,
Uruguay Dec. 1969 2,667 Buenos
Aires, Sept. 1983 2,900 Argentina
(Approx.) Montevideo, Uruguay Nov. 1993 1,705 Caribbean-Gulf
of Mexico Havana,
Cuba Mar. 1937 500 San
Juan, Puerto Rico Nov. 1966 1,666 Caracas,
Venezuela Nov. 1985 1,980 Middle
Asia Penang,
Straits Settlements Apr. 1938 170 Asia Delhi,
India Nov. 1958 2,913 Seoul,
Korea Sept. 1979 9,096 Manila,
Philippines Nov. 1984 2,885 New
Delhi, India Oct. 1987 10,501 Bangkok,
Thailand Oct. 1996 10,337
Rotary
International Presidential Conferences are a part of an individual president’s
overall program for the president’s year in office. As such, the timing,
number of conferences, venues and programs vary each year. The content of the
program is generally designed to further the stated objective of the
president’s program of service. The intended audience is current Rotary
leadership in the designated conference area but the conference is open to all
Rotarians. Conferences are budgeted under the RI budget, but if the objectives
meet the criteria of The Rotary Foundation Peace Programs, subsidies may be
sought from the Foundation. Guidelines
for Presidential Conferences 1)
The RI president appoints a conference committee comprised of six Rotary
leaders from the designated conference area. The conference committee chairman
preferably should be a current or past general officer of RI. Two other members
of the committee should be current or past district governors. The three other
members of the committee should be from the host city. 2) The conference committee meets in the conference city with appropriate staff appointed by the general secretary no less than six months prior to the scheduled conference date to: a)
develop a recommended conference program (based on the conference purpose
and goals as outlined by the president) for the president’s approval; b) recommend to the president keynote speakers and panelists to participate in the conference; c) recommend to the president Rotary leaders from the conference area to serve as conference introducers, moderators, discussion leaders and findings committee members; d) develop a recommended conference budget and conference registration fee to cover anticipated expenses, for approval by the president; e) develop a recommended promotional strategy for approval by the president. 3) The committee also assists in securing physical facilities and support by: a)
identifying Rotarians in the designated conference area who may be
willing to donate such items as the use of cars for Official Participant
transport, computers, copiers etc.; b) arranging for home hospitality (if included in the conference program); c) arranging for airport greeters and ground transportation for Official Participants; d) securing corporate donations of funds, goods and services; e) recommending entertainment or cultural programs (if included in the program). 4)
Secretariat
staff appointed by the general secretary works with the conference committee to
implement the program as approved by the president. (92) Recent
RI Presidential Conferences Year
City Date
Registration 1995
Anchorage, Alaska 5-7 October 301 1995
New York, New York12-14 October 410 1996
Prague, Czech Republic 15-17 November 555 1996
Buenos Aires, Argentina 10-11 December 989 1997
Antarctica and Argentina 9-12 January 285 1997
Cairo, Egypt 22-24 February 612 1997
St. Petersburg, Russia 2-5 October 642 1997
Addis Ababa, Ethiopia 14-15 November 247 1998
Rio de Janeiro, Brazil 20-21 March 1,400 The
International Assembly
An international assembly is
held each year at a time and place as determined in accordance with RI
bylaws19.010.2. It is an essential international meeting in RI administration.
The assembly is held at a convenient and economical place from the standpoint of
the number and location of the governors-elect. In selecting a site for the
international assembly, the RI Board shall make every effort to ensure that no
Rotarian will be excluded solely on the basis of national
citizenship.(19.010.2.) Purpose The
purpose of the international assembly is to provide Rotary education,
instruction in administrative duties, motivation and inspiration to
governors-elect, and to afford them and others in attendance an opportunity to
discuss and plan how to implementRotary’s programs and activities during the
succeeding year. (19.010.1.) Specifically,
the international assembly is to provide: 1)
inspiration and motivation to governors-elect; 2) interpretation and implementation of the theme of RI as announced by the president-elect,and the new programs of RI; 3) effective methods for governors to implement the continuing program and activities of RI; 4) practical techniques for informing, training and motivating cluband district leaders. Participants The assembly is composed of the president and other directors, the president-nominee, if any, the directors-elect, the general secretary, the governors-elect of RI, the officers-nominee of RIBI, the chairmen of the committees of RI, and such other persons as the RI Board may designate. In as much as the international assembly is a special purpose meeting, attendance at the assembly is restricted to participants and members of their immediate families. (74) The attendance of children at the assembly is discouraged. Under special circumstances and when the presence of children can be justified, a written request for permission may be made to the president of RI, well in advance of the assembly. Permission for the attendance of children may be granted at the sole discretion of the president. (90) Spouse Sessions Each assembly includes an active and involved spouses program which includes Rotary information programs and motivational plenary and discussion sessions. (95) Expense Limitation The payment of expenses of participants and others attending the international assembly is authorized only on the basis of attendance for the entire period of the assembly, except that where extenuating circumstances exist (such as unavoidable travel delay, ill-ness,etc.), the president may authorize exceptions to this general provision. Distribution of Literature The distribution of literature or other materials to participants in the international assembly is limited to that issued or distributed by RI. The distribution of literature and materials by others is not permitted. (63) Solicitation of Funds
The solicitation of funds, including solicitations for The Rotary
Foundation,
shall
not be permitted during the international assembly without the express prior
approval of the RI Board. (94) Role
of the RI Board at the International Assembly
The
role of the RI Board and individual directors at the international assembly is
to participate in plenary sessions and in other presentations as assigned, as
speakers, moderators or panelists; to serve as official hosts at functions
attended by governors-elect; to become more knowledgeable about the training and
education of governors-elect; to help identify problems or trends in Rotary
which may warrant the attention of the RI Board; to attend meetings of the RI
Board which may be held during the assembly; and to discharge such other
responsibilities as the president, president-elect or RI Board may assign.(94) Rotary
International Institutes At
the discretion of the RI Board, institutes for all past and present officers of
RI may be held. Generally, RI institutes are held annually. Such institutes are
customarily held concurrent with the international assembly and convention and
at the same place, facilities and circumstances permitting. Purpose The
international institute affords present and past officers an opportunity to
improve their knowledge of Rotary plans and programs and therefore to enhance
their value as resource persons to their clubs and districts. The institute also
provides help to the current and incoming leadership of Rotary by giving the
leaders the benefit of the views of present and past international officers. Participants The
international institute is generally open to all present and past officers of RI
and members of their immediate families. Due to space limitations, it may be
necessary to limit attendance. The RI Board may prescribe priorities within
categories of present and past officers for consideration of attendance;
otherwise registration is based on the date of application. Relationship
to International Assembly The
holding of the international institute concurrent with the international
assembly provides institute participants with a special educational and
inspirational opportunity. Subject to space availability, international
institute participants are permitted to attend plenary session events. Expenses The
international institute should be entirely self-supporting; that is,
participants ’fees should meet all costs, including staff support. With the
permission of the president, the international institute should solicit and/or
receive financial support from private or corporate sponsors. (94) Rotary
Institutes Rotary
institutes are meetings designed for the attendance and participation of past,
present and incoming officers of RI resident within the area the institute is to
serve. The president, the RI Board and the general secretary need their complete
and informed support and cooperation. The RI Board strongly affirms the value of
the Rotary institute as an important and useful medium of communication for such
support, cooperation and understanding.(74, 94) Rotary institutes are
informational meetings with no administrative responsibility or authority. (97) The
RI Board may approve institutes to be held in various zones of the Rotary world,
or in multiple zones. More than one institute in one zone may be authorized
under special circumstances. Further, access to the proposed venue should be
available to all Rotarians wishing to attend, irrespective of citizenship, race
or religion.(19.020.1.) Purpose
The purpose of institutes is to: 1)
inform current and past RI officers accurately concerning the policies
and programs of RI, including those of its Foundation; 2) promote support for these policies and programs while also soliciting suggestions for improvements and innovations; 3) inform the RI Board of successful program developments at the zone level which the RI Board may want to consider for further development; 4) inspire, motivate and inform governors for leadership; 5) provide a forum for learning, discussion and inspiration, which will engender fellowship and a team spirit among all participants.(97) Participants
Attendance
at each institute shall be limited to past, current and incoming RI officers and
their guests, though others may be invited by the conveners or may attend at the
request of the president or the general secretary. Host Rotarians and other
local persons may assist the convener in administering the institute. Moreover,
local Rotarians may be invited as observers to a special event at the institute,
such as an address by the president or president-elect. The president and
president-elect are encouraged to participate in as many institutes as possible
in order to enhance their knowledge and experience of the world of Rotary, and
to provide opportunities for Rotary leaders at the zone level to gain greater
knowledge and insight into the current and future directions of Rotary. It is,
however, recognized that, given their many duties and commitments, the president
or president-elect may be able to attend only portions of institutes. A
representative of The Rotary Foundation (preferably a current or past trustee)
shall attend the institute in order to achieve the objectives of the Foundation
and enhance the knowledge of past, present and incoming officers. Such
attendance shall be atFoundation expense, including lodging, meals and other
local expenses,unless these are provided from institute or other funds. (97;
Trustees 92) Organization The
organization and program of each institute shall be directed by the convener(s)
designated by the president, who are usually directors or immediate past
directors who are president’s representatives to the institutes.Those
organizing the institute shall be appointed by the convener and shall prepare
the arrangements and agenda for the convener’s approval. The convener, while
retaining complete control of the agenda, program and finances of the institute,
shall appoint a chairman, who is responsible for the arrangements for an
organization of the institute meeting and a treasurer, who should be a past RI
officer. The treasurer shall be responsible to the convener and the zone for the
preparation of the institute budget and use and disbursement of funds. The local
governor shall have no other role than to assist the convener as requested. In
order to promote the best attendance and participation at reasonable expense,
institutes should not be planned for areas exceeding the equivalent of four new
zones. (97) The
RI Board recommends that all conveners of Rotary institutes make every effort to
ensure that the meeting does not conflict with any major religious holiday
observed in that zone.(98-226; 98) Program Institutes
shall normally last two to three days, not counting the time for any separate
sessions or seminars, and shall be held at times that are reasonably convenient
for younger participants. Past RI officers residing in the zone should be
provided opportunities to participate in the program as speakers, panelists,
discussion leaders, and chairmen and members of the committees for the
institute. A representative of The Rotary Foundation in attendance should be
provided opportunities to deliver a major address on the Foundation and update
participants on Foundation programs, objectives, finances, and problems, and to
respond to participants’ questions. The RI Board will annually suggest topics
for consideration by each institute, with the understanding that institutes may
delete topics and add others to meet the needs and desires of their zones.
Conveners shall include in the program of each institute a copy of the written
report (including any resolutions) that was submitted to the RI Board concerning
the previous year’s institute, along with a copy of any action taken by the RI
Board on the previous report. When convenient, conveners shall arrange an
intercity meeting for institute participants and local Rotarians. As
appropriate, conveners may avail themselves of the assistance of any RI staff
assigned to the institute by the general secretary for information and
participation in the institute program. (97) Adjunct
Meetings The
main program of the institutes is primarily for past RI officers. Separate
sessions or seminars for governors, governors-elect, and those supporting and
administering The Rotary Foundation are most useful and, with the permission of
the convener, may be held at or near the same time and location of the
institutes. Such sessions or seminars also shall be under the direction of the
convener. The separate sessions or seminars shall not interfere with or
duplicate the main program of the institute or the program at the international
assembly, shall be consistent with RI policy and information developed by RI,
and shall be promoted as quite distinct from the institute itself. Any events
coming before or after an institute, such as seminars for governors-elect or The
Rotary Foundation, or recreational events, should be clearly described as
pre-institute or post-institute events which may involve a different audience
than that attending aninstitute. (97) Finances Each
institute shall be financially self-supporting through registration fees and
voluntary donations. Districts shall not be expected to pay for any institute
expenses, but they may makea voluntary donation to the treasurer of the
institute, provided that each district’s conference or other district meeting
has previously approved the specific amount, and that such donations are used
only for the institute’s operating expenses.Conveners shall make every effort
to contain costs by securing reasonably priced facilities and accommodations,and
minimizing the number and cost of social functions, the cost of speakers and any
others invited from outside Rotary or the zone. RI provides adequate liability
insurance coverage for each institute, under the condition that RI has the
opportunity to review and approve all contracts executed by the convener or the
convener’s delegate,and that full cooperation will be provided in submitting
detailed underwriting information to RI and its insurance carriers on a timely
basis. After all expenses have been paid, any surplus balance shall, in
cooperation with the convener and the treasurer of the next institute, be
carried forward for the use of that institute. (97) Reports Within
60 days after the conclusion of an institute, each convener shall submit an
accurate summary report to the general secretary. The report shall be limited to
the institute proper, not including any adjunct seminars or conferences for
which reports may be sent separately later. The institute treasurer shall
provide a signed report on the use of the funds to all participants. (97) Each
convener shall send to the general secretary and to each governor within that
zone, a complete financial statement detailing all revenues and expenses of the
institute. The general secretary shall prepare a composite report on all
institutes, with appropriate observations and recommendations, for the RI
Board’s consideration at its third or fourth meeting each year. (94) The
Council on Legislation is the legislative body of RI, which has the authority to
amend the constitutional documents of RI. This authority is grounded in article
X of the RI constitution and articles VII and VIII of theRI bylaws. Meetings
of the Council The
council meets every three years at a time and place designated by the RI Board.
The council shall convene in April, May or June, but preferably in April. (RIC
X, 2) No council shall meet in the same country a second time until at least two
council meetings have intervened, unless the board shall, for compelling
financial or other reasons, decide otherwise by a two thirds vote of the entire
board. (RIC X, 2) In selecting a site for the council, the RI Board shall make
every effort to ensure that no Rotarian will be excluded solely on the basis of
national citizenship. (8.140.) Membership
of the Council Qualifications
of Representatives Each
district shall be represented by a Rotarian who has served a full term as an
officer of RI (or is the current governoror governor-elect under special
circumstances). Such member shall be a member of a Rotary club in the district
represented. (8.020.) To qualify for service at the council, a representative
must furnish to the general secretary a statement that theRotarian: 1)
understands clearly the qualifications, duties and responsibilities of a
council representative; 2) is qualified, willing and able to assume those duties and responsibilities and to perform them faithfully; and 3) will attend the meeting of thecouncil for its full duration.(8.050.2.) Election
of Representatives The
clubs in each district shall elect a Rotarian to represent them at each council.
These representatives are the voting members of the council. Their election
usually takes place at the district conference held in the Rotary year
immediately prior to the Rotary year in which the council meeting is to take
place. An alternate also is chosen at that time to serve in case the
representative cannot attend. Any Rotary club may nominate from its membership a
qualified candidate to represent the clubs in its district. Each elector at the
conference is entitled to one vote in the election of the representative. The
candidate receiving the highest number of votes becomes the representative of
the clubs in that district. The one who receives the second highest number is
declared the alternate. If neither the representative nor the alternate elected
by the clubs is able to serve, the governor may appoint another qualified
Rotarian from the district to serve. (8.050.)
Each
district is encouraged to elect as its representative the best qualified
eligible Rotarian available for such service who is well informed about current
Rotary policies, procedures and programs. The RI Board, while recognizing that
the clubs in each district may elect whom they will, stresses that
representatives to the council should be elected on the basis of their ability
to carry out the representatives’ defined duties and not on the basis of their
personal popularity within the district. The role of representative should be
viewed as a serious and responsible position and not simply as a perquisite of
having served as governor. (87, 96) Duties
of Representatives It
is the duty of representatives to: 1)
assist clubs in preparing their proposals for the council; 2) discuss proposed legislation at the district conference and/or other meetings; 3) be knowledgeable of the existingattitudes of Rotarians within thedistrict;4) give critical consideration to all legislation proposed to the council and effectively communicate those views to the council; 4) act as an objective legislator of RI; 5) attend the meeting of the council for its full duration; 6) report on the deliberations of the council to the clubs of the district following the meeting of thecouncil; and 7) be accessible to clubs in the district to assist in their preparation of proposals for future councils.(8.030.) Preparation
of Representative To
help the representative prepare for the meeting of the council and thereby
strengthen the legislative process, the RI Board recommends that one plenary
session at the district conference immediately prior to the council include
discussion of proposed legislation. Special district meetings should be held for
review and discussion of proposed legislation. Club officers should be invited
to these special district meetings for the purpose of developing a clear
understanding of proposed legislation and providing the council representative
with an understanding of the opinions of the clubs in the district. (38) While
such a discussion is valuable to the council representative, it is not binding.
It is important that representatives arrive at the council with informed but
open minds on each proposal, willing to consider all view points and vote
independently and objectively. Non-Voting
Members In
addition to the voting representatives, there are several non voting members of
the council. The council is presided over by a chairman, assisted by a
vice-chairman and a parliamentarian, all of whom are appointed by the president
holding office in the year of the council meeting. Either the chairman or the
vice-chairman, when presiding, may cast the deciding vote in the case of a tie
vote. The members of the RI constitution and by-laws committee for the year in
which the council is to meet, review and approve the purpose and effect
statements for all legislation prior to publication. The constitution and bylaws
committee also informs the council with respect to the purpose, background and
effect of legislation and of any defects or deficiencies in such legislation.
The members of the constitution and by laws committee also serve as non-voting
members of the council on the council operations committee, whose duties are
noted below. There also are up to three “members-at-large” who shall be
non-voting members of the council, appointed by the president and serving under
the direction of the chairman. The members-at-large study all proposed
legislation, facilitate consideration of and inform the council with respect to
comments for or against adoption of the respective items of legislation which
have not been covered adequately indebate. (8.010.3., 8.010.7., 8.090.) Non-voting
members of the council also include: the president, the other members of the RI
Board, all past presidents, past general secretaries who have served as such for
at least ten years, and a trustee of The Rotary Foundation elected by the
trustees.(8.010.4., 8.010.5., 8.010.6.) The general secretary, who also is a
non-voting member, serves as secretary of the council or, with the approval of
the president, appoints another person to serve as secretary. (8.040.4.) Council
Operations Committee The
council operations committee is composed of the chairman and vice-chairman
of the council and the members of the constitution and by-laws committee. This
committee: 1)
recommends rules of procedure for the council; 2) recommends to the council the order in which it will consider all proposed legislation; 3) drafts for the council, when feasible, amendments necessary to correct defects or deficiencies identified by the committee or the council in any proposed legislation or amendments thereof; 4) redrafts any legislation assigned to it by the council; 5) makes correlative amendments to the RI by-laws and standard Rotary club constitution, when necessary,to give full effect to enactments adopted by the council; 6) prepares the report of the council and makes any subsequent correction thereto caused by the need to make correlative amendments.(8.120., 8.120.1.) Proposed
Legislation Legislation
may be proposed by a club, a district conference, the RI Board,the council, or
the general council or the conference of RI in Great Britain and Ireland.
Proposed legislation maybe submitted to the council in the form of enactments or
resolutions. Governors are encouraged to appoint a small committee of Rotarians,
preferably with past council experience, to review proposed legislation
originating in the district and to assist and inform Rotarians at the district
conference concerning such legislation. (96) Enactments Proposals
whose purpose is to amend the RI constitution or by-laws or the standard Rotary
club constitution are known as enactments. Proposed enactments should be
submitted by reproducing the entire affected portion or portions of the
constitutional documents, clearly indicating which existing material is to be
deleted and which new material is to be added. Such proposals should be received
bythe general secretary in the following form: PROPOSED
ENACTMENT To
(state concisely the purpose of proposal) Proposed
by ____________ IT
IS ENACTED by RI that the (Docu-ment, Article____, Section____), be and hereby
is amended to read as follows: (insert affected portion of document with
markings to show changes) Example
of a proposed enactment in proper form: PROPOSED
ENACTMENT To amend the rules relating to the re-election of honorary members Proposed
by ____________IT IS ENACTED by Rotary International that the STANDARD ROTARY
CLUB CONSTITUTION, Article X, Section 2(c), be and hereby is amended to read as
follows:(c) Honorary membership shall automatically, until the board recommends,
and the club decides by a two-thirds vote, to terminate such honorary
membership. Resolutions Resolutions
are proposals which do not amend or conflict with the constitutional documents
of RI, but which express an opinion or recommend a policy or procedure. Such
proposals should be received by the general secretary in the following form: PROPOSED
RESOLUTION To
(state concisely the purpose of proposal) Proposed
by __________
IT
IS RESOLVED by RI that the Board of Directors of RI consider . . .
(or IT IS RESOLVED by RI that, in the opinion of the (year) Council on
Legislation . . .)
(and then give the words of the resolution). Example
of a proposed resolutionin proper form PROPOSED
RESOLUTION To encourage support of organizations involved in providing safe
water Proposed
by ___________ IT
IS RESOLVED by Rotary International that the Board of Directors of RI,
recognizing the vital importance of safe water, encourage all districts and
clubs to support efforts which help people to provide themselves with safe water
reasonably close to their homes using simple sustainable technology. Club
and District Proposals When
a Rotary club proposes legislation, the matter must have been submitted by the
club’s board of directors to the membership for adoption. It should then be
forwarded to the governor with a letter signed by the president and secretary of
the club certifying that it has been adopted. When a district proposes
legislation, it should be done either at a district conference or through a
ballot-by-mail of the clubs. To be duly proposed, each item of legislation must
be delivered to the general secretary in writing no later than 30 June in the
year preceding the council. In addition, legislation proposed by a club must
meet the by-laws requirements regarding district review.(7.037.1.) It
is the responsibility of the proposer of legislation to prepare such legislation
in an appropriate form for consideration by the council. However, the RI Board
has authorized the RI constitution and by-laws committee, when requested and as
feasible, to assist clubs and districts in drafting, correcting and refining the
wording of proposed legislation prior to its submission. (79) District
Endorsement Each
proposal from a club must be submitted to its district conference (district
council in Great Britain and Ireland) for a vote on whether to endorse it. If
time does not permit that, the proposal may instead be submitted to the clubs in
the district in a ballot-by-mail conducted by the governor. Each proposal from a
club delivered to the general secretary must be accompanied by a certificate
from the governor stating that the proposal has been duly considered and whether
it has been endorsed. Clubs may deliver to the general secretary a proposal so
considered, whether or not it has been endorsed. (7.030.) Deadlines Proposed
enactments and resolutions must be delivered to the general secretary in writing
no later than 30June in the year preceding the council.
All enactments and resolutions proposed by a club must be accompaniedby
certification that the proposal was considered by the other clubs in the
district. Resolutions may be offered by the council and the board and acted upon
by the council at any time prior to the adjournment of the council. (7.035.) Board
Examination The
RI by-laws provide for the RI Board to examine, by the constitution and by-laws
committee acting on its behalf, the texts of all proposed legislation; advise
the proposer of any inadequacy in the proposal which would make it ineffective
or in appropriate for its apparent intent; and recommend, where feasible,
corrective action or an alternative proposal. (7.040.) Where
proposed legislation is (i) not duly proposed, or (ii) defective and, where
feasible, suitable changes have been recommended to the proposer but not
accepted, the RI Board may direct that the original proposal not be transmitted
to the council. In such cases, proposers are informed and have the opportunity
to ask the council to overrule, by a two thirds vote, the RI Board’s
determination. (7.050.2.) Where
substantially similar legislation is proposed, the RI Board may recommend
compromise legislation. If the proposers do not agree to the compromise, the RI
Board may nevertheless direct that an alternate that best expresses the
objective of the similar proposals betransmitted to the council. (7.050.1.) If
the RI Board determines that a proposed resolution is “not within the
framework of the program of RI,” it will not be transmitted to the council.
The proposer will be so informed and will have the opportunity to ask the
council to overrule, by a two-thirds vote, the RI Board’s
determination.(7.050.3.) Publication Following
the deadline for submission of legislation, the general secretary mails five
copies of all duly proposed legislation to each governor, one copy to all
members of the council on legislation and one copy to the secretary of any club
that requests it, no later than 31 December in the year the council is to be
convened. The proposed legislation also is made available via theRotary World
Wide Web home page. Financial impact statements for proposed legislation are
included in this publication. Resumés of all proposed legislation shall be sent
to each club.(RIC XVI, 3; 7.050.5.; SRCC XVII, 3; 97) Amendments
Proposers
may deliver to the general secretary, up to two months before the council
convenes, amendments to their proposed legislation. The general secretary shall
transmit all such amendments to the council. (7.050.4.) Other wise, amendments
to proposals are permitted only from the floor of the council, in accordance
with the “Rules of Procedure.” (See Chapter 15.) Purpose
and Effect Statements Since
the purpose and the effect of proposed legislation are often not very clear from
the technical language of the proposal itself, each proposal when published will
be followed by a statement explaining the reason for the proposal and indicating
what change it will bring about. Statements
of Supportand Opposition A
club, a district conference, the general council or the conference of RIBI, the
council on legislation or the RI Board may provide a statement commenting on any
item of legislation (whether enactment or resolution) proposed to the council.
Such statements may be in support of, in opposition to, or as a comment on
proposed legislation. The statements must be limited to one side of a sheet of
normal business stationery. Such statements must be submitted to the general
secretary no later than 60 days prior to the opening of the pending council, and
shall be transmitted to all members of such council. (94) Procedures Each
council has the authority to adopt its own rules of procedure. TheRI Board,
however, has recommended suitable rules for adoption, which maintain customary
council procedures and a democratic process. Council members should study
carefully these “Rules of Procedure” in Chapter 15 of this Manual
to
ensure that they can perform efficiently at the council. Clubs and districts
should particularly note that each proposal, even when published, also must be
moved and seconded by council members before it can be considered at the
council. Report
and Ratification After
the council meeting, a comprehensive report of action concerning all adopted
proposals is transmitted to each club. At that time, each club has an
opportunity to cast a vote of objection to any action of the council in adopting
proposed legislation. Clubs having more than 75 members are entitled to
additional votes depending on the actual number of members in the club as of 1
July immediately preceding. If those votes
of objection represent ten or more percent of the votes entitled to be cast, the
adoption by the council of that proposal is suspended. If one or more items of
approved legislation are suspended due to opposition by clubs, the general
secretary shall conduct a ballot-by-mail according to the provisions in RI
by-laws section 8.130. If a majority of the votes entitled to be cast by clubs
are to reject the action of the council, the action of the council in regard to
such item shall be nullified from the date of the suspension. Otherwise, the
suspended action shall be reinstated as if no suspension occurred. (8.130.) Status
of Enactments and Resolutions The
results of enactments adopted bycouncils are to be found in the current
constitutional documents. Resolutions are recorded in the report of action of
the council and remain in effect until their respective purposes have been
fulfilled. The RI Board is authorized to determine from time to time which
resolutions are still in effect, as opposed to those of a transitory nature or
those which have been supplanted by later resolutions. Such determinations are
brought to the attention of the clubs by the president or the general secretary
in the general secretary’s report to the convention in the year in which such
action is taken. Finances In
each year in which the council meets, every club pays additional dues of US$1.00
for each of its members to provide for the expenses of the council meeting.
After the expenses of the representatives have been paid, any sums remaining may
be used to defray the administrative expenses of the council. The RI Board will
provide to all clubs an accounting of receipts and expenditures related to the
council. (17.030.2.) Memorials
to the Board Instead
of proposing a resolution to the council, a club or district may consider
submitting a memorial to the RI Board. In many cases where amending the
constitutional documents is not necessary, the proposer’s purpose can bemore
efficiently and quickly accomplished by a memorial. However, in instances where
Rotary clubs or districts consider that amendment of the constitutional
documents is necessary or desirable, such legislation should be initiated by
those clubs and districts and not by the RI Board. 1.
Rules of
Procedure —Council on Legislation
The RI Board recommends the following rules of procedure to supplement
provisions of the constitutional documents of RI for use in meetings of the
council on legislation. These rules are those that were adopted by the 1998
Council on Legislation made consistent with enactment 98-160 adopted at that
council. They are subject to review by the board, the constitution and by-laws
committee or the council operations committee for possible revision for the 2001
council. (95) The
rules of procedure for a council on legislation may be used, adapted as
necessary, at any RI meeting where subjects are debated and acted upon.RI
conventions, however, are conducted in accordance with their own rules of
procedure as noted in section II ofthis chapter. Section
1 — Definitions. The
following words and phrases, which are listed in alphabetical order, shall have
the following meanings, unless clearly shown otherwise by the context in which
they are used. Chairman.
The presiding officer at a council session, who may be either the chairman or
the vice-chairman of the council. Constitutional documents. The three documents
listed in article I of the RI by-laws, which are the RI constitution, the RI
by-laws, and the standardRotary club constitution. Deficient.
The description of an item of proposed legislation that: i)
is subject to two or more inconsistent meanings, or ii) fails to amend all affected parts of the constitutional documents. Defective.
The description of an item of proposed legislation: i)
whose adoption would violate governing law, ii) which is in the form of a resolution but which requires action inconflict with the letter and spirit of the RI constitutional documents, iii) which would amend the standardRotary club constitution in a way that would conflict with the RI by-laws or the RI constitution or which would amend the RI by-laws in a way that would conflict with the RI constitution,or iv) which would be impossible to administer or enforce. Enactment.
An action by the council to amend the constitutional documents as authorized by
section 7.010. of the RI by-laws. Legislation.
Enactments and resolutions duly adopted by the council. Majority
vote.
The number of votes normally required for the approval of motions is either a
simple majority or a two-thirds majority. The adequacy of a required majority is
determined in the following manner: 1)
A simple majority requires at least one more vote in favor than the
number of votes against a proposition by the members present and voting; and 2) A two-thirds majority requires at least twice the number of votes in favor than the number of votes against a proposition by the members present and voting. Members
Present and Voting.
The
number of voting members casting an affirmative or negative vote on a
proposition. Voting members who are absent or who abstain from voting are not
considered as present and voting. Motion.
A proposal by a member that the council take certain action. There
are
two kinds of motions, principal and procedural, as described in these rules. Order
of the day.
An order adopted by a simple majority of the members present and voting which
pertains to the scheduled time for consideration of specific items, the sequence
for consideration of proposed enactments and resolutions, and/or the limit of
time that members may speak in debate with respect to a matter being considered
by the council. Such term includes the order of consideration for items of
proposed legislation. Proposers.
Clubs and other authorized parties which have submitted one or more items of
proposed legislation for consideration by the council as provided in sections
7.020. and 7.030. of the RI bylaws. Quorum.
The number of voting members required to be present for the transaction of
business as provided insection 8.100. of the RI by-laws. Resolution.
An action by the council, as authorized by section 7.010. of the RI by-laws,
which does not amend the constitutional documents. Section
2 — Members
of the Council.
All
members of the council, both voting and nonvoting, have the same privileges and
responsibilities during a meeting of the council, except that non-voting members
may not vote on any proposition. Such members, when duly credentialed, are
members for the entire duration of the meeting, and they may not be replaced or
represented by alternates or substitutes. As provided in section 8.100. of the
RI bylaws, each voting member is entitled to cast one vote on each question
submitted to a vote, and there is no proxy voting in the council. Section
3 — Order
of Business.
The
order of business for a meeting of the council shall consist of the following
sequential steps: 1)
Preliminary report of the credentials committee to ascertain the presence
of a quorum. 2) Adoption of rules of procedure as provided in subsection 8.110.1.of the RI by-laws. 3) Transmittal to the council of all duly proposed legislation as provided in subsection 7.050.4. of the RI bylaws. 4) Action on any motions to add any proposed items of legislation not transmitted to the council by the RI board pursuant to subsections 7.050.2. and 7.050.3. of the RI by-laws. Such a motion to add an item of legislation for consideration is neither debatable nor amendable. Provided, however, a member of the constitution and by-laws committee may briefly explain the reasons why the item was not transmitted to the council, and the mover of the motion may briefly explain any disagreement with such reasons. Such a motion must “secure the consent of two-thirds of the members of the council” as prescribed by subsections 7.050.2. and 7.050.3.of the RI bylaws. 5) Adoption of an order of consideration and any other necessary order of the day. 6) Consideration and action on all items of duly proposed legislation, and any proffered amendments, as provided in sub section 7.050.6. of the RI by-laws. 7) A final report of the credentials committee. 8) Adjournment of the council. Section
4 — Motions
by Members.
Motions
for the council to take action may be offered by individual members of the
council, either voting or non-voting. There are two types of motions, principal
and procedural, as described in the following two sections of these rules. A.
Precedence.
During discussion or debate of a principal motion, procedural motions related to
such proposition may be offered for consideration by the council. Procedural
motions, if accepted by
the
chairman, take precedence over any principal motion then under consideration and
must be acted upon by the council before further consideration of the principal
motion. B. Votes Required. The adoption of a motion requires only a simple majority of the members present and voting, unless a two thirds majority or other majority level is required by the constitutional documents or these rules. Section
5 — Principal
Motions. A
principal motion is the process by which a member of the council offers for
adoption a duly proposed enactment or resolution. All proposed enactments and
resolutions must be the subject of a principal motion before they may be
considered by the council. A principal motion for approval of an item of
proposed legislation may be offered in either its original form or its amended
form as hereafter provided in section 9 of these rules. When a principal motion
has been offered by a member, and accepted by the chairman, the council may not
consider any other principal motion until disposition has been made of the
proposition under consideration, unless otherwise provided in these rules. Section
6 — Procedural
Motions.
There
are several procedural motions available for various purposes, and their
precedence is determined by the chairman. The most common procedural motions,
listed in alphabetical order, are the following: A.
To
Amend.
This is a motion to modify the proposition under consideration by the council.
Such a motion is debatable, and it is amendable only as here after provided in
section 8 of these rules. B. To Close Debate. This is a motion to conclude debate on the proposition under consideration. Such a motion is neither debatable nor amendable, and it may not be offered by a member who already has spoken in debate on such a proposition. If the chairman is satisfied that adequate debate has occurred on such proposition, the chairman may accept the motion to close debate and then call for a vote on the motion. If the motion is approved by a two thirds majority, debate on the proposition is concluded, and the chairman then calls for a vote on the proposition under consideration. Provided, however, if the proposition under consideration is a principal motion, then the mover is given the normal time to offer closing remarks. If the motion to close debate is not approved by a two-thirds majority,debate then continues on the proposition under consideration. C. To Postpone Consideration. This is a motion to postpone the proposition under consideration to a specified later time. Such a motion is debatable and amendable. If such a motion to postpone is adopted, consideration of the affected proposition then is resumed at the specified time or as near to suchtime as practical. D. To Reconsider. This is a motion to reconsider a previous decision of the council, and it is available only for reconsideration of an action on a principal motion. Such a motion is debatable only as described in this subsection, and it is not amendable. Such a motion must be made on the same day as, or the day immediately following, the action to be reconsidered. Adequate notice must be given to the mover of the principal motion for which reconsideration is sought, and the motion to reconsider must be offered by a member who voted with the prevailing side. The motion should be offered in the following form: “Mr. Chairman, having voted with the prevailing side, I move that the council’s action in regard to proposed enactment (or resolution) No. be reconsidered.”Permission to speak on such a motion is accorded to only two members in support of the motion for re-consideration and two speakers opposed to such motion, after which it is immediately put to a vote. The four speakers are allowed two minutes each to present their respective arguments. A two thirds majority is required for approval of the motion. If the motion to reconsider is approved, the principal motion to be reconsidered is placed at the end of the order of consideration, unless otherwise scheduled by the chairman, and the normal rules for debate will be applicable, except the mover of the principal motion will not be entitled to another opening statement. E. To Refer to the Board. This is a motion to refer an item of proposed legislation to the RI Board for consideration and there-by remove it from further consideration by the council. Such a motion is debatable, but not amendable. F. To Suspend the Rules. This is a motion to suspend one or more specified provisions of these rules, either for a particular instance or the duration of the council meeting. Such a motion is neither debatable nor amendable. Such a motion may be made only when no other question is pending, and a two-thirds majority is required for approval. G. To Table a Motion. This is a motion to postpone the proposition under consideration by the council to an unspecified later time. If a later time is specified, then it does not qualify for a motion to table. Such a motion is debatable, but not amendable. If such a motion is adopted, then the postponed question may not be reconsidered by the council, unless a motion “to take from the table” is subsequently offered and adopted. If a procedural motion is tabled, then the principal motion which is the subject of the procedural motion also is tabled, unless the chairman determines that an exception is in order. H. To Take from the Table. This is a motion to resume consideration of a question previously tabled by the council. Such a motion is debatable, but not amendable. CHART
OF PROCEDURAL MOTIONS
Section 7 — Offering of Motions. To initiate action on any matter before the council, a member offers a “motion,” which is a proposal that the council take certain action in accordance with the constitutional documents and these rules. A motion is offered by a member rising and obtaining recognition from the chairman. Upon being recognized, the member must state his or her name, and if a voting member, the number of his or her district, and then say “Mr. Chairman, I move.” A second to the motion by another member is required for all motions, except principal motions. A second is offered by a member rising and obtaining recognition from the chairman. Upon being recognized, the member offering the second must state his or her name, and if a voting member, the number of his or her district, and then say “Mr.Chairman, I second the motion.” The chairman may inquire if any member wishes to offer a second to the motion in the event such a second is not immediately offered for a motion. If a second to a motion is not offered by a member, except for a principal motion, then such motion will not be considered by the council. Section
8 — Amendment
of Motions.
A
motion to amend another motion is subject to the following limitations. A.
Amendments
to be Written.
A motion to amend another motion must be written and furnished in advance to the
chairman, unless the chairman waives such requirement on the basis that the
proposed amendment is clearly understandable as orally stated by the mover of
such motion. After receiving a written motion to amend another motion, the
chairman may determine that more time is needed for clarification of such
proposed amendment by the council operations committee, or for duplication and
distribution of such proposed amendment to the council, before the chairman
accepts the motion as duly offered. In such an event, the chairman may postpone
consideration of the underlying principal motion, and any related procedural
motions, to a specified later time. B. Other Restrictions. A motion to amend another motion is not in order and will not be accepted by the chairman under the following circumstances: 1)
It is not germane to the motion under consideration. If it is a
procedural motion, the amendment also must relate to the purpose of the
underlying principal motion. No independent new question may be introduced by a
proposed amendment to a motion. 2) It would reverse the purpose of the motion under consideration from affirmative to negative or vice versa. 3) It presents a question previously decided by this council. 4) It does not change the substance of the motion under consideration. 5) It strikes out the word “Enact-ed” from a proposed enactment or the word “Resolved” from a proposed resolution. 6) It strikes out or inserts words in the motion under consideration which would leave no rational proposition before the council. 7) It is frivolous or capricious. C. Amendment to an Amendment. A motion to amend another motion is amendable only if the chairman determines it will be more expedient and understandable to accept a motion to amend a proposed amendment than to defer the proposed change for subsequent consideration as a separate motion to amend. A proposed amendment of a motion to amend another motion, if accepted by the chairman, is debatable but not amendable. D. Voting on Amendments. When aproposed amendment to a motion is offered, the amendment is voted on first. When a proposed amendment to an amendment is offered, and accepted by the chairman, the council first votes on the proposed amendment to the amendment and then on the proposed amendment to the motion. Section
9 — Action
on Principal Motions. Actions
on principal motions are conducted in the following manner. A.
Original or Amended Form.
A principal motion for approval of an item of proposed legislation duly
transmitted to the council by the general secretary must be in one of the
following forms: 1)
To adopt such item of proposed legislation as originally pub-ished in the
booklet of proposed legislation; or 2)
To adopt such item of proposed legislation as amended by the proposer,
where written notice of the amendment has been given pursuant to
subsection7.050.4. of the RI bylaws. A representative of a proposer who wishes
to amend the item of legislation being offered for consideration, where written
notice of such amendment has not been given in accordance with subsection
7.050.4.of the by-laws, may do so only through use of a motion to amend the item
of proposed legislation after it has been moved for adoption. In that event, the
time used by the representative of the proposer in presenting the motion to
amend shall be counted as part of the time allotted for presentation of the
principal motion. B.
Representation of Proposers. Clubs
and districts which have proposed legislation are considered to be represented
at the council by the voting member from their respective districts, unless a
proposer has notified the chairman of the council that another member of the
council will represent it in regard to such proposal or proposals, and the
designated member has agreed to provide such representation. When an item of
proposed legislation is scheduled for action by the order of consideration, the
representative of the proposer has priority in moving the adoption of such item.
Where such representative fails to move the adoption of the item of proposed
legislation, any member may act to move its adoption. A.
Lack
of a Motion.
When the next scheduled item of proposed legislation is called for
consideration, and there is no principal motion offered by any member to adopt
such item, then the item is considered as withdrawn and will not be subject of a
later principal motion. Provided, however, that if a representative of a
proposer fails to present an item due to justifiable cause, then the chairman
may permit the representative to offer a principal motion for the item at a
later time. B. Adoption or Rejection. When a motion to adopt an item of proposed legislation is submitted to a vote, and the motion is approved by the required majority of votes, then the item is considered as adopted. In such case, when the motion to adopt is not approved by the required majority of votes, then the item is considered as rejected. Section
10 — Debate.
All members of the council are eligible to participate in the
debate of any proposition. Persons who are not members of the councilmay not
participate in such debate. A.
Recognition
of Speakers.
Debate of a motion may not commence until the chairman states that the motion
has been duly offered. Members may speak in debate when they have identified
themselves and been recognized by the chairman. B. Opening and Closing of Debate. The mover of a principal motion shall be accorded the privilege of opening and closing debate on such motion. Unless otherwise provided by an order of the day, the mover may have three minutes to present the offered item of legislation. If there is subsequent substantive comment or opposing argument by other members, the mover may have two minutes to respond at the close of debate on the principal motion. The mover may not otherwise speak in debate on the principal motion, unless special permission is requested by the mover and granted by the chairman. C. Limitations on Debate. Members, other than the mover of a principal motion, have the right to speak only once in the debate of a motion, unless special permission is requested by a member and granted by the chairman. Normally, such permission to speak a second time on the same motion will not be granted if another member, who has not spoken on the proposition, seeks recognition to speak. Unless otherwise provided by an order of the day, no member may speak longer than two minutes in regard to a proposition under consideration, except as provided for the mover of a principal motion or by special consent accorded by a simple majority of the members present and voting. D. Balancing of Debate. The chairman shall attempt to ensure that proponents and opponents of a motion are given equal opportunity to express their opinions. Section
11 — Voting.
The
normal method for voting is by voice or show of hands, and the chairman
immediately announces the result of each vote. If a member doubts the
correctness of the result announced by the chairman, them ember may call for a
division of the house if such request is made prior to the conduct of any other
business. When such a division is requested, or if the chairman independently
desires such a division, the chairman first requests those voting in the
affirmative to stand for a brief time. The same procedure is used for those
voting in the negative. If the chairman is still uncertain, or if a member calls
for a second division, the chairman next appoints counting officers and proceeds
again to take the vote. Those voting in the affirmative are requested to stand
and be counted. The same procedure is used for those voting in the negative. The
report of the counting officers then is compiled and announced by the chairman. Section
12 —
Appeal
of a Ruling.
Members
may appeal any ruling of the chairman, except when another appeal is pending, as
provided in subsection 8.110.2. of the RI by-laws. Such an appeal does not
require a second, but it must be offered immediately following the ruling in
question. If any debate or other business has intervened, it is too late to
appeal. An appeal is debatable, but not amendable. The chairman, when announcing
the appeal, may state the reasons for such ruling without leaving the chair, and
the chairman may have three minutes for such statement of reasons. No member is
allowed to speak more than once in debate of the appeal, except the chairman may
at the close of debate answer any objections made to the ruling. Each member may
have two minutes to speak on an appeal, and the chairman may have two minutes to
answer any statements in opposition to the ruling. The question then is put to
the council in these words: “Shall the decision of the chair be sustained?”
A majority vote of the members present and voting is required to overrule a
decision of the chairman. If there is a tie vote, the ruling of the chairman is
sustained. Section
13 —
Parliamentary
Points.
Members
may make statements or pose questions through the offering of parliamentary
points. Such points are not motions, and they do not require seconds. They are
neither debatable nor amendable, but in some cases, they require rulings by the
chairman.
A.
Point of Privilege. This is a statement by a member related to the rights
and privileges of the council and its members. Points of privilege include, but
are not limited to, those relating to: 1)
the organization of the council; 2) the comfort of the members, such as the heating, lighting, and ventilation of the meeting room; 3) freedom from noise and other disturbances; 4) the conduct of officers or other members of the council; 5) disciplinary action against a member for disorderly conductor other offense; 6) the conduct of spectators orvisitors; 7) the accuracy of published reports or proceedings. Points of privilege for the council take precedence over points of personal privilege for individual members of the council. B.
Point
of Order. This
is a statement by a member to call attention or offer objection to a violation
of the constitutional documents or these rules. The chairman decides whether the
point of order is well taken, and if it is well taken, the appropriate action to
remedy the violation.
Section
14 —
Recesses.
The
sessions of the council may be recessed and reconvened from time to time by the
chairman, or a member may offer a motion for an intermission or to close the
day’s proceedings. Such a motion is neither debatable nor amendable. Section
15 — Withdrawal
of Legislation.
Proposed legislation may be removed from consideration by the council in the
following manner, if such legislation has not been the subject of a principal
motion. The representative of the proposer or proposers of legislation may
notify the secretary of the council in writing that the proposal is being
withdrawn. If there are multiple proposers located in more than one district,
the representatives of such proposers must join in notifying the secretary in
writing that such a proposal is being withdrawn. Such representatives also may
withdraw items of proposed legislation by announcement from the floor, if
recognized by the chairman for that purpose. If a proposal has been the subject
of a principal motion, it may be withdrawn only by the mover of the principal
motion with permission of the council. Section
16 — Legislation
Proposed by theCouncil.
The council may itself propose a resolution, as provided in section 7.020. of
the RI by-laws, including a resolution to offer a proposed enactment for
consideration by a subsequent council. A member who wishes to propose such a
resolution, on behalf of the council, must submit a written copy of the proposed
resolution in a timely manner to the chairman for review by the council
operations committee. Following such review, the committee clarifies the text of
the resolution, if necessary. The chairman then announces either the time for
the proposed resolution to be considered by the council or the reason why it is
not eligible for consideration. If the resolution is approved for consideration
by the council, the member who submitted such resolution to the chairman for
review is entitled to move its adoption. Such a motion is debatable and
amendable in the same manner as other principal motions. Section
17 —
Distribution
of Materials.
Materials
related to any item or items of proposed legislation which may influence votes
for or against such proposed legislation may not be distributed to voting
members of the council after their arrival in the host city for a meeting of the
council, unless consent for such distribution is requested by a member and
approved by a simple majority of the members present and voting. The prohibited
distributions do not apply to statements of support or opposition previously
supplied to all members of the council in advance of the meeting or to
information supplied by the RI Board. Any materials distributed in violation of
this section should be disregarded by members of the council and may be the
subject of corrective action by the chairman. Section
18 — Amendment
of Order of the Day.
An
order of the day may be amended by a motion duly offered for that purpose. Such
a motion is debatable and amendable. Section
19 — Amendment
of Rules.
These
rules, after initial approval by a simple majority of the members present and
voting, may be amended by a motion duly offered for that purpose. Such a motion
is debatable and amendable, and its approval requires a two-thirds majority of
the members present and voting. Section
20 — Matters
of Procedure Not Covered. In
the event of any inconsistency, ambiguity or uncertainty under these rules,
recourse shall be made to the constitutional documents of RI. Matters of
procedure not covered by these rules or the constitutional documents shall be
decided by the chairman in accord with basic fairness, subject to the right of
members to appeal any ruling of the chairman. II.
Rules of Procedure — Convention
Parliamentary
rules of procedure for RI conventions were adopted by the council on legislation
in 1977 (77-105) and subsequently amended by thecouncil in 1980 (80-97), 1983
(83-193) and 1986 (86-226). The rules, while similar to those recommended by the
RI Board for use by the council, differ in the following ways: —
Delegates
are duly accredited delegates and proxy holders from clubs and
delegates-at-large in the convention, who constitute the voting body of the
convention.(RIC IX, 5) — Delegates and proxies representing one tenth of the clubs in RI shall constitute a quorum at any plenary session of the convention. (9.080.1.) — The rules include provisions for a “committee of the whole.” — Reports of committees, communications to the convention, and all motions except those known to parliamentary practice as “undebatable,” may be debated upon the floor of the convention, unless, by a two thirds vote of the electors present and voting, the convention decides to dispose of them without debate. The
convention rules set forth the following voting procedures: 1)
Voting in the convention shall be by viva
voce except
as otherwise provided in these rules or in the RI by-laws. The presiding officer
shall announce the result of a vote or may direct a “division.” 2) If a member doubts the correctness of the announcement, the member should immediately call for a “division” or standing vote, each elector standing and voting to be counted as one vote. The president or the chairman shall be authorized to declare the result of any standing vote without necessity of an actual count, and the declaration shall be final, unless a demand for an actual count is promptly made and, upon being given an opportunity, as many as 20 other electors join in that demand. In that case, the president or the chairman shall appoint counting officers and proceed again to take the vote, this time by having the affirmative rise and be counted and then, when they are seated, by having the negative rise and be counted. The report of the counting officers shall be announced by the presiding officer and such announcement shall be final. For the nomination and election of officers, an elector shall be entitled to cast as many votes as the elector holds of delegate’s certificates and proxies, provided that a delegate-at-large, as such, may vote only on matters submitted to the convention as a whole. | |||||||||||||||||||||||||||||||||||||||||||||||||||||
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