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ROTARACT DISTRICT ELECTION COMMITTEE ROTARY INTERNATIONAL ROTARACT CLUBS OF DISTRICT 3800 Rotary TERMS OF REFERENCE FOR THE SELECTION OF DISTRICT ROTARACT REPRESENTATIVE - NOMINEE Purpose and Duty The Rotaract District Election Committee shall have for its purpose and duty, the responsibility of screening and evaluating the various candidates for District Rotaract Representative - Nominee (DRRN), and for selecting the most qualified Rotaractor who is able, willing and ready to serve as District Rotaract Representative. The Rotaract Terms of Reference Committee (RACTORCom) 1. COMPOSITION The Rotaract Terms of Reference Committee (RACTORCom) is hereby created to oversee the selection of the District Rotaract Representative Nominee (DRRN). 1. The Chairperson of the RACTORCom shall be the District Rotaract Representative 2. The members of the RACTORCom shall be the incumbent District Rotaract Officers and Past District Rotaract Representatives within the rotaract age. 2. FUNCTIONS The functions of the RACTORCom are as follows: 1. Draft and/or compose for the purpose of amending the Terms of Reference if in case the need to amend arises in qualifying, screening, and declaring the District Rotaract Representative Nominee (DRRN); 2. Submit the draft Terms of Reference to the District Governor for endorsement; 3. The DRR to schedule a District Rotaract Assembly for the purpose of approving the Terms of Reference by the second week of November. (DRR). 4. Execute necessary actions to enforce the Terms of Reference Page 1 of9

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Page 1: ROTARY INTERNATIONAL ROTARACT CLUBS OF DISTRICT 3800 Rotary ROTARACT ...rotaractnrkn.weebly.com/uploads/9/7/9/1/9791263/term_of_referenc… · Rotaract Clubs are encouraged to discuss,

ROTARACT DISTRICT ELECTION COMMITTEE

ROTARY INTERNATIONAL ROTARACT CLUBS OF DISTRICT 3800 Rotary

TERMS OF R E F E R E N C E FOR THE SELECTION OF

DISTRICT ROTARACT REPRESENTATIVE - NOMINEE

Purpose and Duty

The Rotaract District Election Committee shall have for its purpose and duty, the responsibility of screening and evaluating the various candidates for District Rotaract Representative -Nominee (DRRN), and for selecting the most qualified Rotaractor who is able, willing and ready to serve as District Rotaract Representative.

The Rotaract Terms of Reference Committee (RACTORCom)

1. COMPOSITION

The Rotaract Terms of Reference Committee (RACTORCom) is hereby created to oversee the selection of the District Rotaract Representative Nominee (DRRN).

1. The Chairperson of the RACTORCom shall be the District Rotaract Representative

2. The members of the RACTORCom shall be the incumbent District Rotaract Officers and Past District Rotaract Representatives within the rotaract age.

2. FUNCTIONS

The functions of the RACTORCom are as follows:

1. Draft and/or compose for the purpose of amending the Terms of Reference if in case the need to amend arises in qualifying, screening, and declaring the District Rotaract Representative Nominee (DRRN);

2. Submit the draft Terms of Reference to the District Governor for endorsement;

3. The DRR to schedule a District Rotaract Assembly for the purpose of approving the Terms of Reference by the second week of November.

(DRR).

4. Execute necessary actions to enforce the Terms of Reference

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Ill, Rotaract District Election Committee (RDEC)

A. COMPOSITION

1. RDEC is composed of a Chair, Secretary and Sergeant-at-Arms. 2. The Chair shall appoint committee members eligible for the position 3. Committee members shall be comprised of incumbent and/or past District Officers.

B. FUNCTIONS

1. The functions of the CHAIR are as follows:

a. Oversee the election and canvassing; b. Sign the Canvass Summary Report (CSR) c. Declare the result of the election based on the CSR d. Proclaim the winner together with the DRR. e. Submit the signed CSR to the District Office headed by the DRR f. Execute acts necessary to effectuate a proper and orderly

election.

2. The SECRETARY is tasked to receive the sealed envelopes from the Sergeant at Arms; check and review the papers of the nominees and that of the Rotaract Club; ensure compliance with the prescribed rules, regulations, guidelines and policies; qualify the eligibility of the Rotaract Clubs to vote; signs the part of the CSR assigned to him / her; submits the same to the Chair; tally the votes of the candidates; arrange the candidates according to number of votes; and keep all the election paraphernalia for future reference.

3. The Sergeant at Amis is/are tasked to direct the Rotaract Club to submit their sealed envelopes, collect and sign the part of the CSR assigned to him / her; submit the same to the Secretary; and announce the vote per ballot.

4. In case of a tie, the DRR, RDEC Chairperson and District Rotaract Chairperson (DRC) shall vote from the leading candidates.

IV. Rotaract District Election Committee on the Candidate

RDEC is the only authorized body who will provide all the Rotaract Clubs a copy of the Candidate Profile not later than the date of election.

RDEC (under the supervision of the Rotaract District Committee) shall sponsor a "Meet your DRRN Candidates Forum" not later than the two (2) weeks prior to the election date. All the Rotaract Club President and President Elect are enjoined to grace the forum.

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V. Election of the District Rotaract Representative-Nominee

1. The DRR shall open the election process and turnover the proceedings to the RDEC Chairperson.

2. The Immediate Past District Rotaract Representative (IPDRR) shall be the Chairperson. In the absence of IPDRR, the DRR shall appoint an eligible rotaractor as Chairperson on the following succeeding manner:

a. The predecessor Past District Rotaract Representative (PDRR) within 18 to 30 years old

b. Past District Rotaract Team Member c. Incumbent District Rotaract Team Member d. Incumbent District Rotaract Chairperson

VI. The District Rotaract Representative Nominee

DEFINITION

The District Rotaract Representative Nominee (DRRN) is a rotaractor elected by the Rotaract clubs in the district that will assume the position eighteen (18) months after the election.

QUALIFICATIONS

The DRRN must possess the following qualifications:

1. The candidate Rotaractor must be at the age of 18 to 28 years old and not exceed the age of 30 during the start of his/her term as District Rotaract Representative;

2. The Rotaractor must be an active member and have served as president of a club for a full term or be a charter president of a club having served the full temi from the date of charter to June 30, provided that this period is for at least six months;

3. Will have satisfactorily completed a full term (12-months) Presidency before the start of the term of the office of the District Rotaract Representative (if elected);

4. Physically, mentally fit and of sound mind;

5. Of good moral character and never been involved or implicated in any anomalous act such as malversation, misconduct, scandal, moral defamation, etc.;

6. Possesses adequate leadership skills to lead and inspire;

7. Displays and practices proper and appropriate discipline;

8. No outstanding financial obligation with the Rotaract Club, District Rotaract Team, District Rotaract Committee nor any Rotary Club; and

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9. Willing to share and contribute Time, Talent and Treasure among the members of the District Rotaract Team and the Rotaract Clubs by being a model example to the greater many.

V!l. The Electorate

ROTARACT CLUBS

1. Rotaract Clubs that meets the requirements of this TOR shall vote for the election of the DRR.

2. Rotaract Clubs shall be allowed to vote if it had completed a minimum one rotary year of service from its charter period.

3. Rotaract Clubs with active status which are recognized by the Rotary International or by the District Rotaract Committee shall have the right to vote for the election.

The following shall be the minimum compliance in defining an active status of a Rotaract Club:

1. Actively participated in district and/or multi-district events 2. Passed or presented a mid-year report to the District Rotaract Team 3. Presents a receiving copy of the mid-year review signed by the

incumbent sponsoring Rotary Club President, roster of members, calendar of activities and organization list.

4. Rotaract Clubs are encouraged to discuss, qualify and resolve as to who to vote for the DRR during their regular or special Rotaract Club meeting through an intellectual deliberation.

5. Rotaract Club must properly accomplish the required forms and submit the same in the prescribed format (otherwise the official ballot shall be considered a spoiled ballot and therefore will not be canvassed).

Vl!l. Certificate of Candidacy

DEADLINE - .

The duly accomplished and prescribed Certificate of Candidacy, together with the supporting documents must be submitted on or before 15 calendar days prior to screening date to be declared by the RDEC chair.

SUPPORTING DOCUMENTS

The following supporting documents must accompany the Certificate of Candidacy:

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a. Roiaiact Club Status frcmi Rotary intematkmal ami^^ b. Lett^ of Intent c. Rotary Club Endorsement on tte Nomination of tf ie District Rotaradt Representative

d. Rotaract Club's Sponsor Rotary Club Endorsement on the Nomination of the District Rotaract Representative Nominee;

e. Certificate of Candidacy (with latest 1 1 /2x1 1/2 photo), see Annex A. f. Photocopy of Birth Certificate g. Rotaract Credentials; and h. One (1) Page Candidate Profile (with the latest 1 1 /2x1 1/2 photo).

Election Period for the District Rotaract Representative Nominee

The DRRN Election is scheduled two (2) weeks after the 'Meet your DRRN Candidates Forum" around 2"** week of December. By doing so, the elected DRRN is given a fresh eighteen (18) calendar months to prepare the Term of Office.

Method of Election

1. District Rotaract Committee, District Rotaract Office and Club Presidents or Representatives shall convene on the election date headed by the RDEC

2. Collecting of official ballots from the Club Presidents or Representatives (refer to II1.B.2-3)

3. Canvassing of votes (refer to III.B.2-3)

4. Arranging the candidates according to number of votes (refer to III.B.2)

5. RDEC chair shall sign the Canvass Summary Report with his/her committee members.

6. In the event of Failure of Election, refer to XIII.

7. The incumbent DRR with the RDEC chair shall announce the result of election for DRRN.

8. Election paraphernalia shall be kept in good condition by the RDEC Secretary for future reference.

9. Result of DRRN election shall be submitted to the District Governor.

10. The District Governor shall announce the elected DRRN in quorum or in writing provided that the following conditions had been met:

1. There was no protest raised within the three calendar day allotment (see XII. Mechanism of Protest).

2. Within three calendar days after clearing out that there were no protest raised.

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XL Failure of Election

DEFINITION OF FAILURE OF ELECTIONS

Failure of Election means that the District failed to elect the DRRN in any of the following instances:

1. No candidate filed the certificate of candidacy on or before the prescribed deadline; or

2. Candidate(s) successfully filed the Certificate of Candidacy but failed to qualify as a Candidate and/or failed to satisfactorily meet the document requirements; or

3. Candidate(s) successfully filed the Certificate of Candidacy and satisfactorily met the document requirements but no one voted for them during the election.

XII. Operation of Contingency Plans due to Failure of Election

1. RDEC files a complete Failure of Election Report.

2. RDEC submits the Report to the District Rotaract Office within three (3) working days after the election.

3. District Rotaract Representative shall immediately provide the District Rotaract Chair a copy of the said report.

4. At the event where, failure of election arises wherein any of the definition of failure of election had been met, the following will be observed accordingly:

a. The District Governor Nominee in consultation with the DRR, RDEC chairperecMi and the DRC appoints the DRRN from the pool of candidates that filed their certificate of candidacy if there is any.

b. The District Governor Nominee in consultation with the DRR, RDEC chairperson and the DRC appoints the DRRN.

XIII. Results of the Election

1. The number of votes will be arranged accordingly.

2. The Candidate with the most number of votes is declared the winner.

3. The other candidates then thereafter will be requested to be part of the Special Projects Group to provide synergy in Rotaract District 3800.

4. District Governor shall announce the elected DRRN within three (3) calendar days after completing a separate three (3) calendar days set for clearing out the protest time frame.

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XiV. Mechanism of Protest 1. A Candidate may be allowed to protest. Should the candidate think and feel that a protest

is in order he/she must accomplish the prescribed contest letter and submit the same to the RDEC within three (3) calendar days from the date of the election.

2. RDEC shall convene within three (3) calendar days upon receipt of the protest and thereafter study, review, discuss and resolve the case.

3. The results of the DRRN Election shall be deemed final in the absence of any protest within the prescribed period.

XV. Vacancy DEFINITION

A place which is empty. The term is prindpally applied to an interruption in the incumbency of an office. Vacancy applies not only to an interregnum in an existing office, but it aptly and frtly describes the condition of an office when it is first created, and has been filled by no incumbent.

The following shall be considered as grounds for considering vacancy of the office of the DRR:

1. Death

2. Resignation, Migration, Health reasons

3. Pregnancy - provided that the incumbent officer affirmed vacancy of her office through writing.

4. impeachment (provided the process is in proper document format and has 2/3 vote of the Electorate). The Impeachment complaint is submitted to the RDEC for the same procedures.

5. Non-appearance within six (6) months without valid reasons prior to the start of the term.

PROCESS IN FILLING VACANCY

1. The Executive Committee of the District Rotaract Team shall write the occurrence of vacancy and submit to the District Governor and District Rotaract Chair.

2. In the event of vacancy of the DRR's position, the following shall be considered as the Officer-in-Charge for the office of the DRR in the following succeeding manner:

a. IPDRR within Rotaract age b. Incumbent District Secretary c. Appointed by the District Governor Nominee

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XV!. Interpretation

1. In interpreting this Term of Reference, Ordinary Meaning shall be used.

• Ordinary Meaning - must define the ambiguous word based on its ordinary meaning.

2. As a general rule in aid of legislation, when there is doubt or ambiguity in interpreting this Term of Reference one must consult the intention of the frame workers of this Term of Reference.

XVtl. Amending Clause

Amendments to the Terms of Reference may be formally introduced and approved during the Rotaract District Conference, provided, however, that any and all revisions in the R o t a r ^ Handbook and such other policies of Rotaract/Rotary International shall be deemed incorporated into this Term of Reference, Once approved, such amendments shall be effective beginning the next Rotary Year.

No amendments or changes to this Terms of Reference shall be effective unless made in writing by the RACTORCom and signed by the majority of the incumbent club presidents.

IN WITNESS WHEREOF, we have set our hands on this i? "^ day of March, 2015 at

MONA RIZA S.D. AQUINO (District Secretary) CLARISSE JANE RAFALLO (District Treasurer) JM CHRISTOPHER DELA CRUZ {Director, Public Relations) ALDRYN MUNSAYAC {Director, Interriational Service) JOANA MARIE ARCE {Director, Finance) RABBIE S. DUERME (Director, Community Service) PETER PAUL SERZO {DRAR, CaMaNaVa)

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BEST CLASS PRESIDENTS

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ROTARY INTERNATIONAL

ROTARACT CLUBS OF DISTRICT 3800

ROTARACT DISTRICT ELECTION COMMITTEE

CERTIFICATE OF CANDIDACY FOR

DISTRICT ROTARACT REPRESENTATIVE NOMINEE

I hereby announce my candidacy for the position of DISTRICT ROTARACT

REPRESENTATIVE NOMINEE of Rotary International District 3800 in the 20___ District Rotaract

Representative-Nominee Election; and after having declared, hereby state the following:

Instructions:

1. File this in THREE (3) LEGIBLE copies to the Election Officer concerned, on or before 15 calendar days of the

announced date of DRRN Candidates Forum.

2. Titles such as Atty., Engr., Don or similar titles are expressly prohibited.

3. This certificate shall be filed with the presence of an Election Officer authorized by RDEC.

Affix Latest

1 ½ by 1 ½

Photo here

1. NAME:

1.1 Last Name ______________________________________________

1.2 First Name ______________________________________________

1.3 Middle Name ______________________________________________

1.4 Nick Name ______________________________________________

2 CLUB:

2.1 ROTARACT CLUB ________________________________________

2.2 SPONSOR ROTARY CLUB _________________________________

2.3 RC PRESIDENT ________________________________________

3 PERIOD OF SERVICE IN ROTARACT:

3.1 Charter President? _______ 3.2 Years of Service in Rotaract _______

3.3 Presidential Term (MM/YYYY – MM/YYYY) ____________ - _____________

8. GENDER:

MALE

FEMALE

9. AGE

11. PLACE OF BIRTH:

CITY/MUN:

PROVINCE:

12. CIVIL STATUS:

SINGLE/MARRIED:

NAME OF SPOUSE:

13. PROFESSION OR

OCCUPATION:

10. BIRTH DATE:

4 I AM A FILIPINO CITIZEN.

5 I AM ELIGIBLE FOR THE OFFICE I SEEK TO BE ELECTED TO.

6 I WILL FILE ALL THE PERTINENT DOCUMENTS REQUIRED IN THE ‘TOR FOR

SELECTION OF DRRN’ TO THE ROTARACT DISTRICT ELECTION COMMITTEE.

7 I WILL SUPPORT AND DEFEND THE STANDARD ROTARACT CONSTITUTION

AND THE ROTARACT STATEMENT OF POLICY. I IMPOSE THIS OBLIGATION

UPON MYSELF VOLUNTARILY, WITHOUT MENTAL RESERVATION OR PURPOSE

OF EVASION.

ROLLED THUMBPRINT

I hereby certify that the facts stated herein are true and correct to the best of my

knowledge.

Signature of Candidate Over Printed Name

In witness hereof,

Date Signature over printed name of Election Officer

Annex A