DISTRICT RESOLUTION NO.

2023-003

2023 RESOLUTION
AMENDING DISTRICT RESOLUTION NO. 2021-005
(THE TERMS OF REFERENCE FOR
THE DISTRICT NOMINATING COMMITTEE PROCESS
FOR SELECTION OF GOVERNOR)

Introduced and Sponsored

by District Legal Adviser
Past President Raquel R. Tantoco Pineda

WHEREAS, Rotary International (“RI”) District 3770 (“D3770”), through the unanimous
vote of duly certified electors present and voting during the District Legislation Meeting
held during the second day of the 2021 District Conference on 19 June 2021, adopted
District Resolution No. 004-2021 (Resolution Adopting the Nominating
Committee Process as the Selection Process of D3770 for District Governor
Nominee Designate) which provided that the District Nominating Committee (“DNC”)
process shall be used for five (5) years thence, or until Rotary Year 2025-2026, as the
selection process for the governor, subject to re-evaluation after five (5) years, if
necessary, through a District-wide consultation, together with a consultation of the Council
of Governors;

WHEREAS, District Resolution No. 004-2021 was recognized by the RI Board in its
Decision promulgated in August 2022, when it upheld the election complaint filed by the
Rotary Club of Bulacan, as concurred by the Rotary Clubs of Malolos, Barasoain,
Cabanatuan North, Meycauayan East, Meycauayan Jewels, and Mutya ng Santa Maria,
which Decision stated, in part, that the District Governor for RY 2021-2022 failed to follow
the nominating committee process in accordance with a validly adopted district resolution,
and directing the current governor to conduct an election for the RY 2024-2025 by the
nominating committee process as passed by district resolution in 2021;

WHEREAS, said RI Board Decision of August 2022 was appealed to the representatives
of the Council of Legislation (“COL”), Rotary’s “Parliament”;

WHEREAS, of the 516 COL representatives for the 2020-2023 Council Cycle, 457 voted
in the appeal held from 1-17 March 2023, with 447 COL representatives voting to sustain
the RI Decision of August 2022;

WHEREAS, by virtue of the said COL voting in March 2023, the validity of District
Resolution No. 004-2021 was further recognized and acknowledged;

WHEREAS, RI D3770, through the unanimous vote of duly certified electors present and
voting during the District Legislation Meeting held during the second day of the 2021
District Conference on 19 June 2021, likewise adopted District Resolution No. 005-
2021 (Resolution Amending the Terms of Reference of the District 3770
Nominating Committee Process for District Governor);

WHEREAS, in the true spirit of Rotary, all resolutions that RI D3770 passes should be in
compliance with RI Bylaws, as amended, and pertinent decisions and resolutions of the
RI Board of Directors;

WHEREAS, there is an updated RI Manual of Procedure as of 2022 containing the RI

Bylaws, as well as an updated RI Code of Policies as of April 2023;

WHEREAS, FINALLY, there is a need to further strengthen and enhance the Terms of
Reference as contained in District Resolution No. 005-2021, particularly in light of the
updated RI Manual of Procedure and RI Code of Policies;

NOW, THEREFORE, BE IT RESOLVED AS IT IS HEREBY RESOLVED, that the

electors of the Rotary Clubs of RI D3770, present and voting at the 2023 Legislation
Meeting held on 29 April 2023 on the occasion of the 2023 District Conference, adopt the
TERMS OF REFERENCE OF THE NOMINATING COMMITTEE FOR SELECTION OF
DISTRICT GOVERNOR OF DISTRICT 3770, AS AMENDED.

Resolution Sponsor

_____________________________________________
ATTY. RAQUEL R. TANTOCO PINEDA
DISTRICT LEGAL ADVISER, RY 2022-2023
DISTRICT STEWARDSHIP SUBCOMMITTEE CHAIR,
RY 2022-2023
SENIOR DISTRICT DEPUTY GOVERNOR, RY 2023-2024
DISTRICT GOVERNOR’S REPRESENTATIVE TO THE
PHILIPPINE ROTARY MEDIA FOUNDATION, RY 2023-2024
PAST PRESIDENT, ROTARY CLUB OF MALOLOS HIYAS

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 THE TERMS OF REFERENCE
FOR THE DISTRICT NOMINATING COMMITTEE PROCESS
FOR SELECTION OF GOVERNOR OF DISTRICT 3770,
AS AMENDED

ARTICLE I
DISTRICT 3770 NOMINATING COMMITTEE FOR GOVERNOR (“DNCG”)

Section 1. Duty of District Nominating Committee for Governor; Best Qualified

Rotarian. There shall be a District Nominating Committee for Governor (“DNCG”) for
Rotary International (“DI”) District 3770 (“D3770”) who is charged with the duty to seek
out and nominate the best qualified Rotarian who is available to serve as governor.

Section 2. Composition of DNCG. The DNCG shall be composed of:

a. The Immediate Past District Governor (“IPDG”), as Chairman, without vote;
b. A Past District Governor (“PDG”) who shall be appointed by the District Governor
as Secretary, without vote;
c. Four (4) other PDGs designated by the D3770 Council of Governors to act in an
advisory capacity, without vote; and,
d. Representatives of the clusters of the Clubs in the District, as specified under Article
II Section 1 hereafter.

In the event the IPDG declines or is unavailable or unable, for any reason, to act as DNCG
Chairman, the District Governor, in consultation with the Council of Governors, shall
appoint a PDG in the Council of Governors to act as Chairman.

Section 3. Term Limit for Membership in the DNCG. The members of the DNCG
should serve for no more than three (3) consecutive one (1)-Rotary Year terms.

Section 4. Period for selection of Governor Nominee. The DNCG shall select a
nominee for governor between twenty-four (24) and thirty-six (36) before taking office.
The nominee shall become Governor-Nominee-Designate upon selection and Governor-
Nominee on 1 July two (2) years before taking office as Governor.

ARTICLE II
SELECTION OF MEMBERS OF THE DNCG

Section 1. Grouping of Clubs into Clusters. The Rotary Clubs in the District shall be
grouped into clusters of four (4) clubs per cluster that are, as much as possible, contiguous
in location; provided, however, that there shall be a number of clusters that shall have
five (5) clubs based on the remainder. The clustering shall be made by the District
Executive Secretary (“DES”) with the approval of the District Governor.

Section 2. Submission of Nominees for DNCG Members. Not later than 30

November, the clubs shall submit to the District Governor their nominees for members of
the DNCG for the current Rotary Year. Each club shall submit only one (1) nominee for
DNCG member who shall be a member of that club. Nominations shall be made through

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a Secretary’s Certificate executed by the Club Secretary and attested by the Club
President, containing a resolution of the club’s Board of Directors of its nominee for
members of the DNCG. (Attached as ANNEX “A” hereof is the template of the Secretary’s
Certificate which the clubs shall use.)

The Secretary’s Certificate shall be submitted to the DES through any of the following
means: (a) personally; or (b) by registered mail; or (c) by private courier, all to the DES’
official or given address; or, (d) via electronic mail to the DES’ official or given email
address. The clubs shall ensure that their respective Secretary’s Certificates are duly
received by the DES on or before 30 November, with proofs of receipt presented, as
appropriate and upon demand, as follows: (a) signed copy if personally delivered; (b)
registry return card or certification from the post office if sent by registered mail; (c)
official receipt with tracking number if sent via private courier; and, (d) copy of email,
without email failure notification, if sent via electronic mail. Similarly, the DES may provide
proof of receipt and the date if and when questions on the same arise. Nominations
received after 30 November shall no longer be considered and accepted.

Section 3. Clubs with Outstanding Debts. Nominations of clubs who have

outstanding indebtedness with RI (First Semester Semi-Annual Report), the District, and
Philippine Rotary Magazine for the Rotary Year in which the voting is taking place shall
not be given due course.

The required District levies are the following: (a) District Fund of Three Hundred Pesos
(P300.00) per Rotarian; (b) District Calamity Fund of One Hundred Pesos (P100.00) per
Rotarian; and, (c) New Generation Fund of One Hundred Pesos (P100.00) per Rotarian,
without prejudice to other District levies that may be required in the future, as approved
by the District under existing RI Bylaws.

Section 4. Qualifications of DNCG Members. The qualifications of members of the

DNCG are the following:
a. they must have completed four (4) years of membership in one or more Rotary
Clubs, whether in D3770 or in other Districts; and,
b. they must have completed a full term [at least six (6) months and one (1) day] as
President, or at least six (6) months as Charter President.

Section 5. DNCG Members Not Eligible To Be Nominated. No person who has

agreed to be a member or alternate member of the DNCG, or candidate for membership
in the DNCG, whether selected or not, nor any candidate who is selected and subsequently
resigns from the DNCG, nor any spouse, child, or parent of any such person, shall be
eligible to be nominated as District Governor in the year in which the DNCG serves.

ARTICLE III
CONSTITUTION OF THE DNCG SELECTION COMMITTEE

Section 1. Constitution of DNCG Selection Committee. The District Governor, not

later than 30 November, shall constitute a DNCG Selection Committee composed of the
DES as Chairman, and four (4) Deputy District Governors and/or Assistant Governors as
members.

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In the event the DES declines or is unavailable or unable, for any reason, to act as DNCG
Selection Committee Chairman, the District Governor shall appoint any District Officer
whose position is recognized by RI to act as Chairman of the DNCG Selection Committee,
as long as he/she has the qualifications under Article II Section 4 above.

Section 2. Review of Nominations by DNCG Selection Committee. Not later than

31 December, the DNCG Selection Committee shall review and examine the nominations
for DNCG Members submitted by the clubs for the purpose of determining whether or not:
(a) the clubs which submitted nominations are in good standing; and, (b) the nominees
possess the qualifications for members of the DNCG.

Section 3. Picking of Members of DNCG. Not later than 31 December, the District
Governor, in the presence of the DNCG Selection Committee members, shall pick, by
drawing of lots, the member and the alternate member for each cluster. The first pick
shall be the member, and the second pick shall be the alternate member. The alternate
member shall vote only if the member is unable to vote.

Section 4. Failure of Cluster to Submit Nominee. In the event the clubs in a cluster
failed to submit any nominee for members of the DNCG, or whose nominee/s failed to
meet the qualifications, such cluster shall be considered as having no representative.

Section 5. Clusters with Only One Nominee. In the event a cluster submits only one
(1) nominee, said nominee shall automatically be considered a member of the DNCG,
unless he/she does not possess the qualifications for the same, in which case, the cluster
shall be considered as having no representative.

ARTICLE IV
SUGGESTIONS BY CLUBS FOR DISTRICT GOVERNOR NOMINEE

Section 1. Call for Nominations for District Governor; Submission of Club

Resolutions. Not later than 31 August, the District Governor shall invite the clubs in the
District to submit their suggestions for nominations for District Governor, with 30
November as the deadline for such submission. The announcement shall include the
address to which the suggestions shall be sent. The suggestions shall be submitted in the
form of a resolution naming the suggested candidate adopted at a regular or special
meeting of the club. The resolution shall be contained in a Secretary’s Certificate executed
by the Club Secretary and attested by the Club President. (Attached as ANNEX “B” hereof
is the template of the Secretary’s Certificate which the Clubs shall use.)

Section 2. Election Guidelines. The District Governor shall also send the current
election guidelines found in the Rotary Code of Policies to all clubs at the time of the
official call for nominations.

Section 3. Suggested Candidate from Club’s Own Members. A club shall only
suggest one of its own members for District Governor Nominee.

Section 4. Documents Accompanying Club Resolution. The club resolution

suggesting a Rotarian as District Governor Nominee shall be accompanied by the
following:

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a. A certification by the club secretary and attested by the club president that:
(1) the club has no outstanding indebtedness to RI, the District, and the
Philippine Rotary Magazine for the Rotary Year in which the voting is taking
place, including the required District levies as enumerated in the second
paragraph of Section 3 Article II hereof;
(2) the suggested candidate is member in good standing of a functioning Club
in the District and has no outstanding indebtedness to the Club as of the
close of the Rotary Year preceding the suggestion;
(3) the suggested candidate shall have completed seven (7) years of
membership in one or more Rotary clubs by the time he/she takes office as
District Governor, if selected;
(4) the suggested candidate has served as President of a Club for a full term
or as Charter President for at least six (6) months; and,
(5) the suggested candidate possesses the esteem and confidence of his/her
Club; he/she is of high business or professional standing; his/her integrity
and conduct is beyond reproach; he/she has a thorough knowledge of
Rotary, its purposes, object, and constitutional documents; and, he/she is
able to discuss any aspect of Rotary in a convincing manner and can convey
information relative thereto accurately and articulately.
(Attached as ANNEX “C” hereto is the template of the Certification which the clubs
shall use.)
b. A signed statement of the Rotarian being suggested for District Governor Nominee
stating that:
(1) he/she has the willingness, commitment, and ability to assume and
faithfully perform the duties and responsibilities of a district governor as
provided in RI Bylaws Section 16.030;
(2) he/she knows and understands the qualifications, duties, and
responsibilities of governor as prescribed in the RI Bylaws;
(3) he/she is qualified for the office of governor; and,
(4) his/her business or professional work is so well organized that he/she can
give the time necessary to carry out Rotary work.
c. A medical certificate issued by a physician certifying that the suggested Rotarian
is medically fit to assume the position applied for.

Section 4. Submission of Suggested Rotarians to DNCG Secretary. As soon as the

DNCG has been constituted, the District Governor shall submit to the DNCG, through the
DNCG Secretary, the names of the suggested Rotarians together with all their
accompanying documents and/or statements.

Section 5. Campaigning, Canvassing, and Electioneering. In order that the best

qualified Rotarian is selected for the office of the District Governor, any effort to influence
the selection process in any manner, including campaigning, canvassing, or
electioneering, is prohibited. Rotarians shall not campaign, canvass, or electioneer for the
position, or allow such activity, for either themselves or others. Unless expressly
authorized by the RI Board of Directors, this prohibition includes any distribution or
circulation by themselves or others of brochures, literature, letters, materials, electronic
media, or other communications to clubs or members of clubs. If a candidate learns of
any prohibited activity, he/she shall immediately express disapproval and instruct the
activity to be stopped.

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The period of candidacy starts when Rotarians begin to give serious consideration to
submitting their names for the position of District Governor. Commencing at that time,
they should be particularly careful to avoid any action designed to publicize their names
or achievements, to call attention to the applicable nominations or elections, or to give
candidates an unfair advantage over other candidates.

ARTICLE V
SELECTION OF THE DISTRICT GOVERNOR NOMINEE

Section 1. Written Notice to Members of DNCG. The DNCG shall start the process
of selecting the District Governor Nominee not earlier than 1 January. The members and
alternate members shall be given written notice of the date of the first meeting by the
DNCG Secretary, sent personally, electronically, or by registered mail or private courier.

Section 2. Quorum of DNCG. No meeting of the DNCG can be held without at least
sixty percent (60%) of the total voting members present in the meeting.

Section 3. Order of Business. The order of business of the first meeting shall be:
a. Reading of Terms of Reference. These Terms of Reference for the selection of
District Governor Nominee shall be read by the DNCG Secretary in its entirety for
the guidance and reference of the members of the DNCG, unless a motion to waive
the reading of the same was made and carried.
b. Adoption of Internal Rules. The DNCG may adopt its internal rules provided
the same are consistent with these Terms of Reference as well as the RI Bylaws.
c. Schedule of Meetings; Participation of Members. The schedule of the
meetings shall be agreed upon. Members shall be asked who will be unable to
attend, for whatever reason, the succeeding meeting/s, if any, and those who will
so signify shall be replaced their alternates. Thereafter, no alternate shall be
allowed to substitute or replace a member.
d. Absence of Members During the First Meeting. Members who are absent for
whatever reason during the first meeting shall be immediately replaced by their
alternates, and in all succeeding meeting/s thereafter, if any.
e. Inability to Serve of Member and Alternate. If neither the member nor the
alternate is able to serve for whatever reason, the cluster shall be considered as
having no representative.
f. Reading of Suggested Names for Governor Nominee. The names of
Rotarians suggested for District Governor Nominee shall be read. Thereupon, any
DNCG member who belongs to the same club where a suggested candidate for
District Governor Nominee belongs, or who is related to any suggested candidate
by affinity or consanguinity to the fourth (4th) degree, shall be declared by the
Chairman as disqualified for membership in the DNCG and shall be immediately
replaced by the alternate member. In the event the alternate member is
disqualified for the same reason, the cluster shall be considered as having no
representative.

Section 4. Nomination by Committee of Best Qualified Rotarian. As the DNCG is

mandated to nominate the best qualified Rotarian who is available to serve as governor,
it shall not be limited in its selection to those names submitted by clubs in the District.

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a. Inclusion of Rotarians Other Than Those Suggested by Clubs. The DNCG,
by a vote of at least three-fourths (3/4) of the voting members present and
constituting a quorum, may decide if it shall include Rotarians other than those
suggested by the Clubs. The DNCG may seek out other candidates after perusal of
the submitted required documents, or after interviews of the nominees submitted
by the clubs.
b. No Suggestions Received from Clubs. If no suggestions for Governor Nominee
are received by the DNCG, it shall decide by at least three-fourths (3/4) vote of
the voting members present and constituting a quorum if it shall proceed to select
a Governor Nominee. If it decides to proceed, the DNCG shall seek out candidates
from the clubs. Otherwise, the District Governor must be duly informed
immediately in order that he may accordingly notify RI, and the appropriate
procedure outlined in the RI Bylaws shall apply.
c. Suggestions of Rotarians by the DNCG. In cases where the decision of the
DNCG is to include Rotarians other than those suggested by clubs, the suggested
Rotarians shall submit the documents required under Article IV Sections 4(b) and
4(c) hereof to the DNCG Secretary at least a day before the next scheduled
meeting.

Section 5. Interview of Candidates. The candidates shall be interviewed one at a

time. During the interviews, they shall be asked to present their qualifications; Rotary
works, activities, and involvements; plans, vision, and goals, if elected District Governor;
and, other related matters. The candidates should be able to show extensive knowledge
of Rotary, as well as their knowledge and understanding of the qualifications, duties, and
responsibilities of governor as prescribed in the RI Bylaws. No mention shall be made
regarding any fund or money that may be earmarked or intended to be appropriated or
spent by the candidate, his/her club, or any person or group for or in his/her behalf,
Rotarian or otherwise, during the incumbency of the candidate if elected.

The presidents of the clubs where the candidates belong may be invited to answer
questions and/or clarifications from DNCG members. The Club President must also state
and describe the support their club will extend to their suggested candidate, if selected.

Section 6. Required Vote for the Selection of Governor Nominee. At least three-
fourths (3/4) vote of the members present in the meeting and constituting a quorum shall
be required for the selection of District Governor Nominee.

In the event of a tie, the DNCG members may be allowed to deliberate again and cast
their votes for the second time; in the event of another tie, voting may be done again,
until five (5) continuous voting.

If the required votes are not achieved after five (5) continuous voting, the DNCG shall
declare that it is unable to select a District Governor Nominee. In such event, the pertinent
provisions in the RI Bylaws shall apply.

Section 8. Notification of Selected Candidate. The chair of the DNCG shall notify the
District Governor of the candidate selected within twenty-four (24) hours of the
adjournment of the DNCG. Within three (3) days of the receipt of the notice, the District
Governor shall notify the Clubs in writing of the name and club of the District Governor
Nominee.

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 ARTICLE VI
OTHER PROVISIONS

Section 1. Journal, Minutes, Documentation. The DNCG Secretary shall prepare and
maintain a journal and/or minutes of the official proceedings of the DNCG together with
a compilation of all documents received while in the performance of its task. The work of
the DNCG shall be officially completed and terminated upon submission to the District
Governor of the journal and/or minutes duly signed by the DNCG Secretary and attested
by the DNCG Chairman.

Section 2. Contingency. If an unforeseen contingency arises, and the same is not found
anywhere in these Amended Terms of Reference and/or the RI Bylaws, the District
Governor shall determine the procedure to be followed.

ARTICLE VII
EFFECTIVITY

These Amended Terms of Reference shall be effective from Rotary Year 2023-2024
onwards.

ADOPTED this 29th day of April 2023 at the D3770 DISTRICT CONFERENCE held at the
Baguio Country Club, Baguio City, Philippines.

VIRGILIO J. VALENZUELA
District Executive Secretary

Attested by:

GIL DINDO O. BERINO

Chairman
District Conference Legislation Meeting
Rotary Year 2022-2023

MARCELINO S. GARCIA, JR.

District Governor
Rotary Year 2022-2023