CHAPTER I: GENERAL DISPOSITIONS

Article 1: Fields of application

The present bylaw is aimed at defining the modalities of functioning of the Rotaract District 9100 of Rotary International. It governs the relationship between the district and the clubs on one hand and the relationship between the clubs themselves on the other.

Article 2: District office

The office of the District Rotaract 9100 of Rotary International is fixed for one Rotary year in the country in which the DRR is in office. The Rotaract year being the same as that of Rotary: from July 1st to June 30th of the following year.

CHAPTER II: COMPOSITION AND ORGANISATION

Article 3: Composition

1. The District Rotaract 9100 of Rotary International is made up three categories of clubs: Fully chartered clubs, provisional clubs and extraordinary clubs.

2. Rotaract clubs dully constituted with their certificates and within the boundaries of the territory being identified as the Rotaract District 9100 by Rotary International are referred to as fully chartered clubs.

3. Prospective clubs which do not have their charter certificates are referred to as provisional clubs.

4. Interact clubs within the boundaries of the territory being identified as the Rotaract District 9100 by Rotary International are referred to as extraordinary clubs.

5. The territory being identified as Rotaract District 9100 by Rotary International is made up of the following countries: Benin, Burkina Faso, Capo Verde, Ivory Coast, Gambia, Ghana, Guinea, Guinea Bissau, Liberia, Mali, Niger, Senegal, Sierra Leone and Togo.

Article 4: Admission

1. Any new club, either Rotaract or Interact dully chartered is automatically admitted in the district.

2. The new club will be introduced to all clubs of the district during the District Assemblies and Conference (DAC).

Article 5: Rights and privileges

1. The fully chartered club is to honor all its financial obligations vis-à-vis the District; its members may occupy leadership positions in the District, and also have voting rights in any decision making process.

2. The provisional club is exempted from obligations vis-à-vis the District; its members cannot occupy any leadership positions in the District, and does not have voting rights.

3. The extraordinary club having received its charter certificate is to pay a lump sum contribution to the District towards its effective supervision; its members cannot occupy any leadership positions in the District, and does not have voting rights.

4. Provisional club and extraordinary club can take part in any activities organized by the District but will not enjoy any other rights and privileges.

Article 6: Loss of membership rights

1. Membership rights are lost following termination of membership of the club or its sponsoring Rotary club according to the provisions of Rotary International.

2. When a terminated club is reinstated in accordance with provisions of Rotary International, it automatically gets his membership rights back.

Article 7: Organizational structure

1. The Rotarian leaders in the District Rotaract structure are the District Governor, the District Rotaract Chair (DRC) and the District Rotaract committee.

2. The District is governed by the District Rotaract Representative (DRR), District Rotaract Representative Delegates (DRRD) and the District Rotaract Committee.

3. The District Rotaract Board formed by the DRR is made up of at least five Rotaract members from various clubs in the district including a secretary, a treasurer, a communication chair and a coordinator.

4. In the country of the District Rotaract Representative (DRR), the position of District Rotaract Representative Delegate (DRRD) is suspended. An assistant DRR is appointed by the DRR among the past presidents to assume that responsibility.

5. Every country shall have a national office. In consequence every country shall develop its national organizational chart headed by the DRRD.

CHAPTER III: DESIGNATION OF DISTRICT OFFICERS

Article 8: Election of the DRR

1. The election of the DRR must be held every year before 1st March in the country that will be taking the mantle of governorship.

2. The candidate for DRR elected shall be the DRR nominee and serve as district committee member from the first day of July immediately following his election as DRR elect.

3. The DRR elect shall be validated at the district assembly by all presidents of clubs.

4. The DRR is presented to all clubs in the district at the DAC preceding his term

of office. On this occasion the DRR shall present his budget and programs for validation.

5. To be eligible for the position of DRR, the candidate must meet the following requirements:

● be a Rotaractor of not more than 30 years old at the year of taking office year;

● be in good standing in his the club : all dues and financial obligations must be paid up to date and have an attendance of at least 60 %;

● have completed his office as the president of a club or member of the district board;

● have attended at least one DAC;● The club of the candidate must be in a good standing vis-a-vis the district.

6. A detailed application on behalf of the candidate containing the following information bellow must be provided by his club:

● a cover letter of the candidate;● a letter from the club nominating the candidate for the position;● a clearance certificate from the treasury of the club;● a clearance certificate from the treasury of the district ;● a proof of the participation of the candidate in at least one DAC;● a copy of the candidate identity card

7. The nominating committee shall be appointed by the sitting DRR with recommendations of DRRD of the country that have obtained the mantle of governorship. It is made up of two DRRD (past, sitting or elect), an Assistant

Governor and two past presidents of club chosen among the most senior, all from the country that have obtained the mantle of governorship.

8. In the event that a member of this committee is a candidate, the member as well as the most recent of past presidents will be withdrawn from the committee.

9. The name of candidates shall be written on a ballot paper in alphabetical order and shall be voted for at the special presidents meeting organized for the election. The candidate receiving a majority of votes shall be declared elected.

10. One third of the club in good standing vis-a-vis the district shall constitute the quorum.

11. The nominating committee notifies the DRR of the choice of the clubs of the of the country that have will be taking the governorship. The DRR shall then inform all clubs in the district about it with for the purpose of validation at the DAC.

12. In the event that the elections are not successful, the DRR shall be elected during the DAC by all clubs in the district under the supervision of the sitting District Governor

Article 9: Vacancy of the DRR office

1. Any vacancy of the office of the DRR shall be filled by the District Governor.

2. The acting DRR will be chosen among past DRR and club past presidents.

Article 10: Election of the DRRD

1. The election of the DRRD shall be held before March 1st of every year.

2. All elected DRRD shall be introduced to the DRR elect during a special session at the DAC preceding their year of office.

3. To be eligible for the position of DRRD the candidate must meet the following requirements:

● be a Rotaractor of not more than 30 years old at the year of taking office year;

● have completed his office as the president of a club● be in good standing in his the club : all dues and financial obligations must be

paid up to date and have an attendance of at least 60 %;● have attended at least one DAC;● the club of the candidate must be in a good standing at the national and at

the district level

4. In the absence of candidates, sitting presidents may also stand for the position of DRRD

5. Elections for the position of DRRD are organized by the sitting DRRD at a meeting of club presidents of the country purposely called for the elections.

Article 11: Nomination of the members of the district committee

1. DRR appoints among Rotaractors of the district the members of the district committee.

2. The choice of DRR will be based on experience and knowledge of the district bylaws.

3. The members of the district board must be in good standing in their clubs.

4. The members of the district board shall be introduced to the clubs of the district by the DRR at the DAC preceding their term of office.

CHAPTER IV: Duties of Officers

Article 12: Rotarian leaders

1. District Governor. The district is led by a district governor, an elected Rotarian who serves as an officer of Rotary International and represents Rotary International Board of Directors. The District Governor is ultimately responsible for all programs in the district, including Rotaract. In order to manage the program he appoints, a District Rotaract Chair (DRC) and a district Rotaract committee.

2. District Rotaract Chair. A Rotarian appointed by the District Governor, the District Rotaract Chair, helps to promote and to manage Rotaract program in the district. The chair also heads the district Rotaract committee.

3. District Rotaract committee. Made up of Rotarians, the committee helps to organize new Rotaract clubs and increase communication among Rotaract clubs in the district, and plans district wide training for Rotaract club officers and the District Rotaract Representative.

Article 13: DRR

The district Rotaract representative is the liaison between Rotaract and Rotary clubs, the district Rotaract committee, and Rotary International. The DRR must:

● ensure communication within the district and beyond: through monthly bulletins and other communication materials;

● visit all clubs of the district ;● plan, arrange, and hold district meetings: District Assembly and Conference ;● encourage attendance and participation at the Rotary district conference;

● undertake Rotaract promotion and extension activities throughout the district in coordination with the district Rotaract chair;

● serve as the district’s Rotaract information liaison to the Rotary International Secretariat in everything that touches Rotaract;

● plan and implement service projects and activities;● provide advice and support to Rotaract clubs in implementing their projects;● work with the district Rotaract chair to help coordinate young Rotaract clubs

and Rotary activities in the district;● coordinate public relations activities for Rotaract at the district level

Article 14: DRRD

The DRR Delegate is the official representative of the DRR in his country and the unique liaison between clubs and the DRR. His role includes:

● working in collaboration with clubs;● working out with the president-elects strategies that enable them to reach

the targets of the club;● visit clubs, once every three months, to discuss their progress, problems and

resources at their disposal; ● prepare the visit of DRR in collaboration with club leaders;● inform DRR about progress and about possible problems of clubs;● encourage clubs to implement recommendations and directives of Rotary

International;● identify and encourage the development of the leaders of clubs; ● coordinate training at the club level of clubs with the competent district

committee

Article 15: District board

The district board, the DRR’s first support has as responsibility of:

● supporting and helping DRR in his activities; ● working with DRR to set the objectives of the district; ● working out with DRR strategies to reach the targets of the district and clubs; ● promoting training and district meetings.

Article 16: District Interact Chair

1. Rotaractor and if possible former Interactor appointed by the DRR, the district Interact chair, helps in the promotion and management of the Interact program in the district while waiting for the creation of the Interact District.

2. Once the Interact District 9100 of Rotary International is created, this position will automatically be terminated.

Article 17: National Office

1. The objectives of the National Office are the following:- Harmonize and coordinate the activities of all clubs in the country

- Draw a program of activities and project at the national level

- Organise and coordinate the Joint activities of all the clubs

- Give recommendations that will be submitted to the district office

2. Any National Project must be approved by 2/3rd of the clubs of the country3. All clubs must pay an annual due to the National Office to cover its running

costs.4. The National office does not have any statutory powers and nothing in its

organisation pre-supposes that. All the same discussions about the Rotaract program leading to recommendations may be forwarded to the District.

Article 18: Club’s presidents

1. The collaboration between club presidents’ district leaders of will be the root of success of the Rotary Year.

2. The president elect before assuming office has the responsibility of :● meeting with the DRR Delegate for the preparations towards DAC; ● attending the training seminar of the president-elect which takes place

during DAC; ● Encouraging the members of his club board to attend the district assembly 3. The club president has the following responsibilities vis-a-vis the District :● honor the financial commitments of the club vis-a-vis the District; ● encourage communication between the club and the District;● prepare and encourage participation at DAC; ● collaborate with the team of the district to reach the targets of the club;● send to the DRR through the club secretary, the monthly report on

membership and attendance within next 15 days following the last meeting of the month;

● sends the following reports to DRR and to Rotary International secretariat:

● Semiannual reports● New active members● Report on changes in membership such as membership termination or

change of address● Submit club leaders information for the Worldwide Rotaract Directory,

via the Rotary International Website or the form designed for it before May 1st

CHAPTER V: DISTRICT ADMINISTRATION

Article 19: District meetings

1. DRR is responsible for the organization of district meetings during the year to increase fellowship, share ideas, build capacity, and foster the relationship between clubs and the district leaders.

2. The district assembly’s objective is to prepare incoming club officers towards their responsibilities.

3. The district conference primary objective is to reinforce fellowship and celebration of successes of the year.

4. DAC takes place every year, preferably during the Easter week or during DAC of the Rotarians in the country of DRR.

5. The district board shall make every effort to select a meeting place that will be accessible to Rotaractors and Interactors no matter their nationality.

6. The DRR shall prepare and send an Invitation through the secretary to all the clubs of at least three months prior to the DAC.

7. DAC participation fees are eighty five thousand CFA francs (85.000 FCFA) or its equivalent in foreign currency for Rotaractors and fourty-five thousand CFA francs (45.000 FCFA) or its equivalent in foreign currency for Interactors. Participation fees cover the accommodation, feeding and all activities officially planned by the organization.

8. Meetings duration is at least four days.

9. The district meetings are prepared by a committee of organization under the supervision of DRR and District Rotaract Chair. The committee is headed by a president who is the district coordinator. The committee is to ensure good conditions of accommodation, feeding and training to all participants.

10. The DAC program’s must educate incoming club officers about their responsibilities and motivate them for club leadership. The program must also motivate the participants; meet their expectations, facilitate networking and promotes the spirit of fellowship.

11. The DRR or District Coordinator, together with the organizing committee secretary, shall prepare and written report of the meeting proceedings within 30 days following the end of the meeting. Three copies of the report must be sent to the Governor secretariat and one copy to each of the clubs of the district.

Article 20: Voting at the conference

1. Each club in a district shall nominate, select, and send one voter or representative. However, any club whose membership has been suspended shall not be allowed to send a representative or voter. Each voter shall be a

member of the club he/she is representing and also take part in the conference.

2. Every member in good standing of a club in a district present at the district conference shall be entitled to vote on all matters submitted to a vote at such conference except for the amendments of the district bylaw. However, any voter shall have the right to demand a poll upon any matter presented to the conference. In such cases, voting shall be restricted to voters.

3. When voting on the amendments of the district by law the voter shall represent his country.

4. A club may designate a proxy when the club is located in a country other than that in which its district conference is held. Such club must obtain the consent of the DRR for such proxy. The proxy may include a member of its own club or a member of any club in the district in which the club is located. The proxy designation must be certified by the president and secretary of such club. The proxy shall be entitled to vote as proxy for the non attending voter, in addition to any other vote the proxy may have.

Article 21: Method of voting

1. The business of the district shall be transacted by viva voce vote except the election of DRR, which shall be by ballot

2. The board may determine that a specific resolution be considered by ballot rather than by viva voce vote.

3. One-third of the membership in good standing within the district shall constitute a quorum at the district assembly.

Article 22: District project

1. To increase the impact of Rotary and its programs, a project at the district level will be undertaken. The district project will give the clubs of the district the opportunity to serve during the DAC.

2. Every District service project must be approved by three-fourth (3/4) of the clubs of the district.

Article 23: District committees

1. The district committees have as responsibilities of:

● supporting and guiding clubs in their activities and projects;● working with DRR elect to set the objectives of the district;● working out with the district leaders strategies to reach the targets of the

district and clubs;● promoting the training meetings and the district conference;● Being in charge of communication between the Rotary International

secretariat and the district on questions concerning the competence of the committee.

2. DRR appoints committees chairs and conducts the planning meetings before assuming office. It is recommended that a district committee chair should a member having experience in the management of club and having a good administrative knowledge of principles of Rotaract.

3. The permanent district committees are as follows:

● Membership: this committee shall develop and implement a comprehensive plan for the recruitment and retention of members at district level. Under the supervision of DRR, it works out and implements a program for the chartering of new clubs in the district.

● Program: promotion and management of every program at the district level are entrusted to this committee which must also help and support clubs participating in this program.

● District meetings: this committee ensures the organization and the promotion of DAC and takes necessary measures to achieve a strong participation.

● Communication: the internal communication within the district is supported by this committee. It is made responsible for informing the clubs about activities, projects and correspondence with the Rotary International secretariat.

● Public Relations: this committee shall develop and implement plans to provide the public with information about Rotaract and Rotary International programs. It lays emphasis on Rotaractors concerning the importance of an efficient external promotion, good public relations and a positive communication about Rotaract.

● Finance: this committee preserves the funds of the district by determining the amount of District dues and deciding on expenses necessary for the management of the district. It also prepares a financial report.

4. Other extraordinary committees may be appointed when the need arises.

Article 24: Resolutions

1. At the district conference recommendations upon matters of importance in the district may be adopted, provided such recommendations are in accordance with the bylaws and with the spirit and principles of Rotary.

2. The district assembly shall not consider any resolution or motion to commit the district on any matter until the board has considered it.

3. Such resolutions or recommendations, when presented at a district assembly, shall be referred to the board without discussion.

CHAPTER VI: FINANCE

Article 25: District finance

1. The financing of the activities of the district is assured by :

● The district dues● The possible grant of the District Governor● Other external founds

2. The district dues. Clubs dully chartered with their certificates have an obligation to pay the district dues to cover expenses of the district activities. The amount of dues to be paid are as follows: :

● Seventy thousand CFA francs (70.000 FCFA) or its equivalent in foreign currency for Rotaract clubs

● Fifteen thousand CFA francs (15.000 FCFA) or its equivalent in foreign currency for Interact clubs.

3. The District Dues must be paid latest by December 31st of every rotary year.

4. All expenses pertaining to the DRR’s visit in the country must be paid by the host country and shared and accepted by all Rotaract Clubs of the host country. The schedule of the visit of the DRR shall be communicated to all the clubs and shall be discussed and accepted by all the clubs.

Article 26: District Rotaract fund

1. For the funding of the district project, a district service fund shall be established: The levy per club towards this fund is twenty thousand CFA francs (20.000 FCFA) or its equivalent in foreign currency.

2. Contributions are to be paid to the district office not later than December 31st of every rotary year.

Article 27: Financing the National Office

1. Every national office shall perceive Annual dues of at least thirty thousand CFA francs (CFA 30000) or its equivalent in foreign currency from Rotaract Clubs and at least fifteen thousand CFA francs (CFA 15000) or its equivalent in foreign currency from interact Clubs.

2. National dues are supposed to be paid latest by August 31st of the Rotary year.

3. If the need arises a national office may receive a grant from the DRR at his discretion.

C koi tu en a besoin en urgence ou koi??? Article 28: District budget

1. Before the beginning of every fiscal year, the district board establishes a budget. The budget must point out all expenses for the different activities. The budget shall include two sections: district administration and district service project.

2. The district administration budget must inevitably include:

● For expenses: DRR official visit expenses, administration expenses, expenses of telecommunications, expenses of management, logistical expenses, DRR handing over travel expenses and other running costs.

● For revenues: the Rotaract and Interact district dues, the District governor possible grant and income from other sources.

3. In the district service project budget, the funds that will be raised are to be used completely for the project.

4. Before its execution, the budget must be presented and adopted at the presidents meeting at the district assembly.

5. The DRR is responsible for the management of funds and for the execution of the budget.

6. Such budget may be revised by the district board at any time, provided that anticipated total expenses shall not exceed total anticipated revenue.

7. No expenditure of district funds shall be made unless such expenditure is within the budget approved by the district assembly. The district secretary shall have the duty and authority to enforce compliance with this subsection.

8. The district board, by a three-quarters (¾) vote of all members, may authorize the expenditure of amounts in excess of anticipated revenues, but only in emergency and unforeseen circumstances, provided that the board shall not incur any expenditure which will result in indebtedness which may exceeds the net assets of district funds. Full details of the excess expenditure and the circumstances leading thereto shall be reported by the DRR at the next DAC.

9. The annual budget adopted in accordance with the texts of the district shall be published and announced to clubs by September 30th.

Article 29: Treasury

1. The treasurer shall deposit the funds of the district to a bank indicated by the district board. The funds of the district are separated in two distinct accounts: district administration account and district service project account.

2. The treasurer shall see to it that all expenses made by the DRR and the board shall have supporting document (bills, receipts and others).

3. All invoices shall be paid by the treasurer or any other authorized officer only when approved by two district board members including the DRR.

Article 30: Auditing of the District Accounts

1. The DRR must provide each club in the district an annual statement and report of the district finances latest by the 30th September after the end of this term of office. It may be audited either by a qualified accountant or by a district audit committee as it was decided at the district conference.

2. The requirements of the audit committee are as follows:

● It must include at least three members;● all the members must be active Rotaractors;● It must include at least one member who is a past DRR or a an audit

professional

3. This annual statement and report shall include the following to details :

● all sources of the district’s funds (Governor, district and club);● all funds received by or on behalf of the district from fundraising activities;● all financial transactions of district committees;● all financial transactions of the DRR by or on behalf of the district;● all expenditures of the district’s funds

4. Annual statement and report is made according to procedure below::

● Semiannual statement and report during the DAC at the presidents meetings● Provisional statement and report at the end of fiscal year. All form of funds

are to be put at the disposal of the DRR Elect who has an obligation to forward to all clubs of the district a copy of the annual statement.

● Final annual statement and report shall be presented, audited and officially adopted during next DAC where all clubs shall have the right to be represented and be notified within 30 days prior to the day of the presentation and adoption of such report. The sitting DRR is required to keep a copy of this statement of account as well as all the supporting documents at the district secretariat.

Article 31: Fiscal year

1. Fiscal year shall begin from 1st July and end on 30th June.

2. Payment of district dues shall begin on 1st July and end on December 31st.

CHAPTER VII: DISCIPLINARY DISPOSITIONS

Article 32: Disciplinary measures

1. Disciplinary measures are put in place in order to enable clubs of the district to remain model clubs.

2. A club of the district is punishable by sanctions if it does not fulfill all the characteristics of an efficient club as per the standards adopted by the Rotary International board:

● Sustaining or increasing their membership base● Implementing successful service projects that address the needs of its

community and communities in other countries● Developing leaders capable of serving beyond the club level

3. A club is also punishable by sanctions if it:

● does not respect the administrative procedures of the organization● does not communicate with the district by sending it regular information’s● does not hold meetings over a period of at least six (6) months ● does not honor his financial obligations vis-a-vis the district

4. A club can also be punished for a motive determined by the district by the vote of the two thirds (2/3) of the clubs in good standing.

Article 33: Dissolution, Suspension or Termination of Membership

1. Club dissolution. Any club may be dissolved provided it has fulfilled its financial and other obligations to Rotary International. Such dissolution shall be immediately effective upon acceptance by the board. The certificate of membership of such club shall be returned to the general secretary.

2. Suspension, termination for non-payment of district dues. The district board shall decide together with the District Governor the suspension or termination of membership of a club which does not fulfill its contribution or honor other financial obligations towards the district.

3. Termination for Failure to Function. The district board shall decide together with the District Governor the termination of membership of any club where such club for any reason, fails to meet regularly, or otherwise fails

to function. Before acting on a termination for failure to function, the district board shall request DRRD to submit a report regarding the circumstances of the termination.

Article 34: Disciplinary procedure

1. The district board shall before taking any disciplinary decision call on the concerned club.

2. The district board shall give notice of the time and place of the hearing by mail to the president and the secretary of the said club 30 days prior to such hearing and also make sure that there is a written evidence of receipt of such a notice.

3. After such hearing, the district board shall decide together with the District Governor whether to suspend or terminate the club.

4. The District Governor shall then launch disciplinary procedure and notifies Rotary International

5. A notice is then sent to the Club in question, its sponsoring Rotary Club and also to the DRRD of the country informing them about the sanction.

Article 35: Surrender of Rights by suspended or terminated club

1. Any club that has been suspended by the board looses all his right and privileges as a club under the bylaws so long as it remains suspended, but shall retain the rights as per the Rotary International constitution.

1. The privilege of using the name, emblem, and other regalia of Rotary International shall cease upon the termination of membership of the club. The club shall have no proprietary rights in the property of district upon termination of its membership. The district secretary shall proceed to retrieve the certificate of membership of the said club.

CHAPTER VII: FINAL DISPOSITIONS

Article 36: Proposal for amendments

1. Any project of amendment of the present bylaws should be sent to the district secretariat latest by December 31st of the current rotary year supported with the reasons motivating such an amendment.

2. The district secretariat shall be responsible for sending copies of the proposal of amendment and the new bylaws to clubs not later than one month before the district meetings.

Article 37: Amendments

1. These bylaws may be amended at district assembly, a quorum being present, by a two-thirds (2/3) vote of all club present, and in good standing within the district.

2. Any amendment must receive be approved by the District Governor before its application.

3. No amendment or addition to these bylaws can be made which is not in accordance with the standard Rotaract club constitution.