This Is a Web Page

District III Gyro International Constitution and By-laws

April 8, 2006 Edition

A FRATERNITY OF FRIENDSHIP

CONSTITUTION

AND

BY-LAWS

(As amended to April 8, 2006)

POWER

POISE

PURPOSE

Buffalo, Etobian, Forest City, Kitchener-Waterloo, London, Ottawa, Peterborough, Port Colborne, Rochester, St. Catharines, Syracuse, Toronto

SECTION A – INTRODUCTION

GYRO — WHAT IS IT?

POWER — POISE — PURPOSE

THE ORIGINAL CONSTITUTION PREAMBLE

SECTION B – CONSTITUTION & BY-LAWS

ARTICLE I – NAME

ARTICLE II – OBJECT

ARTICLE III – MEMBERSHIP

ARTICLE IV – OFFICERS

ARTICLE V – ELECTION OF OFFICERS

ARTICLE VI – DUTIES OF OFFICERS

GOVERNOR

LIEUTENANT-GOVERNORS

SECRETARY-TREASURER

ARTICLE VII – DISTRICT EXECUTIVE COUNCIL

ARTICLE VIII – DISTRICT LEGISLATIVE COUNCIL

ARTICLE IX – FINANCES

ARTICLE X – DISTRICT CONVENTION AND INTERIM MEETING

ARTICLE XI – ORDER OF BUSINESS

ARTICLE XII – AMENDMENTS

ARTICLE XIII – SMALL CLUB FUND

CREATION OF FUND

PURPOSE OF FUND

ADMINISTRATION OF FUND

USE OF THE FUND

PROMOTION OF THE FUND

SECTION C – SUMMARY OF APPROVED RESOLUTIONS

SECTION D – SPECIAL PROCEDURES & POLICIES

DUTIES OF THE GOVERNORS

DUTIES AND RESPONSIBILITIES

ADMINISTRATIVE RESPONSIBILITIES

IMPORTANT ADMINISTRATIVE FUNCTIONS

Communications

Meetings

Finances

Ceremonial Responsibilities

ACHIEVEMENT AWARDS

DUTIES OF THE DISTRICT SECRETARY-TREASURER

Duties as Secretary

Duties as Treasurer

SECTION E - Protocol To Be Followed At Gyro Functions

GENERAL

Flags

Anthems

Toasts

Some Protocol Trivia

TYPICAL PROTOCOL, TRADITION AND PROCEDURES

For the Awards Luncheon

For the Governor’s Ball

Typical Seating for the Governor’s Ball

Head Table

Past International Presidents & Wives

Past District Governors & Wives

Special Side table

Some Miscellaneous Protocol And Procedural Requirements

Meetings

General

TYPICAL BUSINESS MEETING AGENDA

GOVERNOR’S COCKTAIL PARTY

Page 1 of38

District III Gyro International Constitution and By-laws

April 8, 2006 Edition

SECTION A – INTRODUCTION

GYRO — WHAT IS IT?

Gyro came into being naturally and spontaneously . . . as the result of the desire of three college chums to perpetuate the friendships of college days. It was April 1912 that the three friends — Paul Schwan, Clarence H. Handerson and Edmund L. Kagy — meeting together as had been their custom, decided that the unity of their friendship, which had crystallized through four years of college association in Cleveland, was worthy of perpetuation. Not only of perpetuation, but to bring into this unity other friends whose joining together would strengthen them against the diversified demands of business and other interests, that all too often sever old friendships so completely that the old youthful friendly, heart-to-heart, and hand-to-hand contact cannot be retained. These three Gyro founders felt that nothing could be more satisfying than a friendship extending throughout life with the very real warmth and affection that usually characterizes the friendships of younger days. "Age has no terrors when the friendships of youth extend into the constantly advancing years with undiminished fervor."

Organized June 24 with constitution and laws, the name Gyro was selected in December 1912, an adaptation from the word Gyroscope. The Gyroscope is the visible symbol of Gyro.

In a Gyroscope wheel, both ends of its axis are mounted in a ring. When in rapid rotation, no matter at what angle the axis is placed, the Gyroscope will continue to point in the same direction, maintaining its poise and power. This balance is retained even though the axis is moved by some outside force while the Gyroscope is already in motion.

The Gyroscopic principle is controlled power, poise and balance. From this principle, come the Gyro key words of:

POWER — POISE — PURPOSE

POWER—Symbolizing the power of friendship in our human relationships.

POISE—Demonstrating the steadiness of friendship in times of trial.

PURPOSE—Keeping the balance wheel of friendship forever active in the daily lives of more men.

Gyro is a satisfying state of mind . . . achieved through friendship, evidenced by a constructive, coherent fellowship, strengthened by tolerance, goodwill and helpfulness.

Gyro carries with it no label of race, creed, political or other Club affiliation . . . it imposes no limitations. On the contrary, it broadens vision and extends social contacts.

Gyro stimulates personal achievement . . . it is the hallmark of an understanding personality joined in agreeable voluntary relationships with other men of kindred mind and purpose.

The word "Gyro" defines an international association . . . a local group . . . an individual associated with these groups . . .but back of this definition is a broad comprehensive spirit of friendship in its finest and most significant manifestation.

True friendship is unselfish and unselfishness is the way of life in happiness. Even though a Gyro may be satisfied with his own group, others should be aided to achieve similar groups, united in a common bond of intercity, interstate and international understanding.

Gyro fellowship is more individual — more personal than membership in a business or professional organization . . . it is not a lodge, not a substitute for a religious organization, but an exchange of interests — friendship is the only commodity without consideration of price or bargaining.

The missionary spirit of Gyro is conditioned only by the conviction that there is something every Gyro gains by sharing,

THE ORIGINAL CONSTITUTION PREAMBLE

WHEREAS, at the convention of the International Association of Gyro Clubs held in Toronto, Ontario on the 23rd day of February, 1922, certain territorial Districts were created for the administration of various Gyro Club activities, and authorized among other things to draft and operate under constitution; and

WHEREAS, the Gyro Clubs of Buffalo, New York, Toronto, Ontario, Hamilton, Ontario, Rochester, New York, Syracuse New York, New York, New York are the only existing Clubs within the territorial limits of one said Districts; and

WHEREAS, the duly accredited delegates of said name Clubs have met for the purpose of adopting a constitution for the government of the District in which said Clubs are located;

NOW, THEREFORE, be it resolved by the delegates so assembled that the following constitution be and hereby is adopted as and for the constitution of this District of Gyro Clubs.

SECTION B – CONSTITUTION & BY-LAWS

ARTICLE I – NAME

The name of the District shall be District III – Gyro International.

ARTICLE II – OBJECT

The object of the District shall be to promote the principles and policies of Gyro as set down in the Constitution of Gyro International.

ARTICLE III – MEMBERSHIP

District III shall consist of all Gyro Clubs situated within the geographical boundaries authorized by the International Executive Council.

ARTICLE IV – OFFICERS

The officers of the District shall be governor, first lieutenant governor, second lieutenant governor, immediate past governor and secretary-treasurer.

ARTICLE V – ELECTION OF OFFICERS

There shall be a Nominating Committee consisting of the immediate past governor as chairman, the three preceding available past governors and the governor. The committee shall contact the President of each Club 120 days prior to the Annual District Convention requesting a proposed name for 2nd Lt. Governor and any other vacant position. It shall meet at the call of the chairman, or the governor, or two other members, not less than ninety days prior to the Annual District Convention to nominate for election one member of the District for each of the offices of governor, first lieutenant governor and second lieutenant governor.
The Chairman shall be entitled to vote, shall appoint alternate members to the Committee when required, and may conduct the meeting by mail, telephone, email, or facsimile ballot on the approval of at least three members of the Committee. Three members shall constitute a quorum.
The nomination shall be decided by a simple majority vote or ballot, and the chairman shall confirm to all the members of the Committee, in writing, the result of the meeting. The Committee shall cause its nominations to be mailed to each Club President at least sixty days prior to the convention.
Any member Club may, by resolution passed by the Club or by its Board of Directors, recommend for each vacant District office any other member of the District in good standing, and such additional recommendations shall, if received by the chairman at least ninety days before the convention, be considered by the nominating committee.
Written consent of nominees shall be required and no nomination shall be valid unless the nominee shall have forwarded his consent in writing to the committee.
The nominations, together with any further nominations make from the floor on the call of the governor, shall be voted on by the Legislative Council at the Convention and election shall be decided by a simple majority of the votes represented at the meeting. Any nominations make from the floor will be accepted only if the nominee is present to indicate a willingness to stand for nomination.
In the event of a vacancy occurring in the office of lieutenant governor the District Executive Council may request the Nominating committee to proceed in the regular manner for nomination of a replacement, and may call a special meeting of the Legislative council to elect a replacement.
The governor shall recommend (2) a Secretary-Treasurer to hold office until his successor has been named and has accepted office.

ARTICLE VI – DUTIES OF OFFICERS

GOVERNOR

It shall be the duty of the governor to:

Preside at all meetings of the District Executive and Legislative Council;
Represent the District at all Gyro International Conventions and board of Governor meetings;
Visit each Club in the District at least once during his three year term, and during such visit, when practicable, meet with the Board of Directors of Executive Committee, and attend a meeting of the Club conducted in accordance with the regular agenda of the Club;
Supervise the administration of District affairs, discuss Gyro District and International matters with members of the District Executive Council, and keep them informed;
Delegate a portion of his duties to each lieutenant governor;
Delegate to a District officer the responsibility for External Extension;
Appoint special committees as required, and committees required at the meetings of the Legislative council.
Establish and maintain a District III website. The Governor may delegate this duty to a Gyro approved by the Executive Council.

LIEUTENANT-GOVERNORS

It shall be the duty of the lieutenant governors to assist the governor in the performance of his duties. In the absence or inability of the governor to act, the first lieutenant governor shall act as his deputy and in the absence or inability to act of both the governor and the first lieutenant governor, the second lieutenant governor shall act as the deputy of the governor.

SECRETARY-TREASURER

It shall be the duty of the secretary-treasurer to:

Issue notice of each meeting of the Legislative Council to the President and secretary of each Club in the District, and the International secretary-treasurer, at lest sixty days prior to the meeting;
Keep records and minutes of all meeting of the District Executive Council and the Legislative Council, records of the District Convention, and such District records and books of account as may be established;
Collect all moneys payable to the District and deposit them in cheques bearing the signature of any two of the District officers;
Provide a personal bond for $2000.00, the cost of which shall be paid from District funds;
“Cause the books of account to be audited by a competent auditor, as of the close of the final day the Secretary-Treasurer is in office and arrange that copies of such audited statement of funds be mailed to the Secretary of each Club in the District and to the International Secretary-Treasurer.

In addition, however, the Secretary-Treasurer should present to the Legislative Council Meeting and unaudited statement of funds, receipts and disbursements as of a date no later than the last day of the month preceding the Convention. The audited statements and physical transfer of books, records and all other pertinent documents to be accomplished no later than 30 days after the date of the official installation in office;”

Keep the District officers informed of the condition of the District funds and account.
Ensure that all District III constitutional amendments and resolutions passed during his tenurebe properly and chronologically documented in the records and minutes of the District III business meetings.
Maintain a separate book containing District III’s original constitution, its amendmentsand resolutionsand pass along an up-to-date record to the incoming Secretary Treasurer.

ARTICLE VII – DISTRICT EXECUTIVE COUNCIL

The District Executive Council shall consist of the governor, the lieutenant governors, the immediate past governor and the secretary-treasurer.
The District Executive Council shall meet at the call of the governor or two members of the Executive Council at a time and place suitable to a majority of all members of the Council. With the consent of a majority of all the members,the meeting may be conductedby mail, telephone, email or facsimile.
A majority of the members must be present to constitute a quorum and a majority of the votes present shall be required to pass on any motion of business. Members may vote by proxy.
It shall be the duty of the District Executive Council;

To call the annual and such other meetings of the Legislative Council as it shall deem necessary, and to designate the time and place of the meetings;
Call a meeting of the Legislative Council when requested to do so by twenty per cent or more of the Clubs in the District.
Prepare a budget for the funds necessary to operate the District for the term of office of the council and to forward a copy of the budget to the President of each Club within sixty days of the beginning of its term of office;
Administer the normal operating affairs of the District.

ARTICLE VIII – DISTRICT LEGISLATIVE COUNCIL

The Legislative Council shall consist of the Presidents of all Clubs in the District in good standing.
A Club may authorize another member to represent the Club in the place of the President, but in such case the Club shall provide the District secretary-treasurer with a written credential signed by the President or secretary – naming and authorizing the delegate.
If a Club is unable to be represented by one of its members it may authorize the delegate from another member Club as a proxy to represent it at the meeting. In such case a written proxy form signed by the President or secretary must be forwarded to the District Secretary-Treasurer.
Members of the District Executive Council and other members of the District shall be entitled to participate in all discussions of the Legislative Council and to speak for or against any motion before the Council, but shall not have a right to vote unless delegated by their respective Clubs.
Each Club shall be entitled to five votes plus an additional vote for each ten of its members or major fraction thereof. The membership of the Clubs shall be taken as reported and certified by the Club secretaries or Presidents, or, if not reported, as shown in District or International records not more than sixty days prior to the meeting.
A quorum shall consist of delegates holding a minimum of sixty percent of the total votes of all Clubs in the District.
The Legislative Council shall meet once in each year at the District Convention. The District Executive Council may call such other meetings as may be necessary and shall be obliged to do so at the request of twenty per cent of more of the Clubs.
All Clubs shall be given written notice of the time and place of each meeting of the Legislative Council, at least sixty days in advance of the meeting.
The Legislative Council shall;

Elect the governor and lieutenant governors at the Annual District Convention;
Shall make decisions concerning the conduct of the affairs of the District not contrary to the provisions of this Constitution or to the Constitution of Gyro International;
May be a sixty per cent majority of the votes present at a meeting, revoke, repeal or countermand any act or decision of the governor or the District Executive Council;
Make recommendations to the Executive Council in respect to the administration of the affairs of the District, and to the governor in respect to any legislative action of the International board of Governors and Executive Council.

ARTICLE IX – FINANCES

The annual District fees shall be determined by a resolution confirmed by 60% of the votes represented at a meeting of the Legislative Council. The fee shall be paid for the total membership (exclusive of honorary members) of each Club as shown by the records of Gyro International as of March 1st. Honorary membership shall be limited to members with at least 50 years of active service in Gyro.
It shall be the responsibility of the Executive Council, unless authorized otherwise by a majority vote of the Legislative Council, to maintain a balance in District funds as at the date of the closing of the District books in each year, in an amount of not less than one-half of the total dues paid to the District after the closing of the books for the preceding year.
The books of the District shall be closed as of the fifteenth or the last day of the month preceding the Convention.
The amount of annual DIII dues perGyro may be changed by a vote of the membership in accordance with Article XII.

ARTICLE X – DISTRICT CONVENTION AND INTERIM MEETING

The Annual District Convention shall normally be held in September or October of each year, but may be held in another month if approval is given by the Legislative Council.
The date and place of the convention shall be set by the host Club but in the event that no Club volunteers to sponsor the convention, the Executive Council shall set the date and make the arrangements.
If circumstances prevent the holding of a Convention, the Executive Council shall call a meeting of the Legislative Council in its place.
An Interim Meeting shall be held annually between January 1st and April 30th of each year at a location designated by the Governor.

ARTICLE XI – ORDER OF BUSINESS