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Bylaws |
Not later than November 1 of every odd-numbered year the President of the club shall request from each member of the club suggestions of active members to stand for election as President-elect, Vice President, Secretary, Treasurer and three Directors, all to take office on the following July 1. This request shall be in writing, and may be transmitted electronically either separately or as a part of another club communication. Members must submit their suggestions to the President no later than November 15 following the request.
No later than November 15 of every odd-numbered year the President shall appoint a nominating committee of at least three active members of the club, designating one as chair, and shall transmit to the chair on November 15 the names suggested by the members.
The Nominating Committee under the leadership of its chair shall consider the suggestions (including possible additional suggestions from members of the Nominating Committee), and shall identify active members as nominees for terms of office beginning on the following July 1 as follows:
Upon receiving the report of the Nominating Committee the President shall conduct an election among the active members of the club. The election shall be conducted by written ballot, and the ballots may be transmitted to and returned from electors by electronic means, suitable precautions being taken to provide reasonable assurance that a secret ballot is being used. Each active member may vote for one candidate for President-elect, for Secretary and for Treasurer, and for three nominees for Director. Any active member may vote for an active member not nominated by the nominating committee by writing the name of that active member on the ballot. Active members shall have at least one week after the ballots have been distributed to submit their votes.
Upon the conclusion of the election the Chair of the Nominating Committee shall tally the votes and report the results of the election to the President, who shall transmit the names of the elected candidates to the club.
If there is a tie vote between any two candidates, the Board of Directors shall consider the merits of each candidate and choose one as the elected candidate.
The President shall conduct the procedure outlined in this Article so that there is reasonable assurance that the election will be completed not later than December 31 for offices to be assumed on the following July 1.
Should a vacancy occur in the offices of Secretary, Treasurer or among the elected Directors the remaining members of the Board of Directors shall fill the vacancy by choosing an active member of the club to fill the vacant position for the remainder of the term.
Should a vacancy occur in the office of President, the Vice President-elect shall immediately succeed to the Presidency and shall complete the unfinished term. The President-elect shall then continue as President for the following full term of office.
Should a vacancy occur in the office of President-elect, either because of the loss of the President-elect or because the President-elect has succeeded to the Presidency, the President shall appoint a Nominating Committee of three active members to nominate one or more active members as candidates for President-elect, and shall conduct a special election among the active members to choose a President-elect to serve for the remainder of the vacated term and to succeed as President just as if the President-elect had served a complete term. The procedures for nominating, voting and counting the votes in the special election shall follow in general the procedures used for regular elections.
Should a vacancy occur among those persons elected as officers or directors, but not yet holding, the office, the President shall conduct a special election to fill the vacancy. The procedures for nominating, voting and counting the votes in the special election shall follow in general the procedures used for regular elections.
The governing body of this club shall be the Board of Directors, composed of the President, the President-elect, the Web Service Officer, the Secretary, the Treasurer, the immediate Past President and three elected Directors, each serving two years terms ending on June 30.
The duties of the President shall be to appoint a qualified member to serve as Web Service Officer, to appoint club committees, to see that the regular meeting activities are planned and conducted, and to represent the club in activities of Rotary District 7890 and of Rotary International. The President, subject to ratification by the board of directors, shall annually appoint an Web Service Officer for a term of one year.
The President-elect shall succeed to the office of President upon the conclusion of the term of the President, or if the President resigns the office or is unable to carry out the duties of the office. The duties of the President-elect shall be to assist the President in carrying out the duties of President, and to prepare to serve as President when that term of that office begins.
The duties of the Secretary shall be to prepare and preserve the records of the club and to carry out the duties of Secretary as specified by the requirements of Rotary District 7890 and Rotary International.
The duties of the Treasurer shall be to assess admission fees and dues, collect and keep the monies of the club, pay amounts owed by the club, and otherwise conduct the duties of Treasurer as specified by the requirements of Rotary District 7890 and Rotary International.
The President shall designate a director to serve as Rotary International liaison; this director shall have the responsibility of providing to the Board and the club information about the activities of Rotary International. The President shall also designate a Director to serve as liaison with District 7890; this Director shall have the responsibility of providing to the board and the club information about the activities of the District. The President shall also designate four directors, each to have cognizance over an avenue of service, as further specified in these Bylaws.
The Web Service Officer shall, under the direction of the Board of Directors, have general supervision of the electronic communication devices and technologies used by the club in its activities.
The club shall initiate and conduct regular meetings, participation and discussion activities, both through electronic communication and in-person. The club may also hold in-person, non-mandatory social meetings at the discretion of the membership.
The Board of Directors shall set a schedule of meetings and activities.
The Board of Directors shall establish fees (including an admission fee) and periodic dues such that the club can provide payment of the capitation fees of Rotary International and of District 7890, and provide appropriate financial support of the activities of the club.
The fees and dues of the club shall be fixed by the Board of Directors for a period of at least twelve months, and may be adjusted annually as the Board finds best.
All votes conducted by the club shall be by written ballots transmitted by electronic means as directed by the President or Board of Directors.
Each committee of the club shall comprise a chair and at least two additional persons. All members of a committee must be active members of the club. The chair may invite correspondents of the club to participate in committee meetings and other committee activities.
The President shall appoint the chair and all other members of a committee. The Board of Directors shall ratify all such appointments.
The President shall appoint at least one committee in each avenue of Rotary Service (club service, community service, international community service, vocational service), and shall designate an elected director to provide oversight and assistance to the committees in each avenue of service.
The President, subject to the approval of the Board of Directors, may appoint such other additional committees as the President deems necessary or desirable.
Committees in this avenue of Rotary Service shall devise and carry into effect plans which will guide and assist members of the club in discharging their responsibilities in matters relating to club service. The Director designated by the President to provide oversight to this avenue of service shall see that each committee works effectively, and shall report to the Board regularly on club service activities.
Committees in this avenue of Rotary Service shall devise and carry into effect plans which will guide and assist members of the club in discharging their responsibilities in their vocational relationships and in improving the general standards of practice in their respective vocations. The Director designated by the President to provide oversight to this avenue of service shall see that each committee works effectively, and shall report to the Board regularly on vocational service activities.
Committees in this avenue of Rotary Service shall devise and carry into effect plans which will guide and assist members of the club in discharging their responsibilities in their community relationships. The Director designated by the President to provide oversight to this avenue of service shall see that each committee works effectively, and shall report to the Board regularly on community service activities.
Committees in this avenue of Rotary Service shall devise and carry into effect plans which will guide and assist members of the club in discharging their responsibilities in matters relating to international service. The Director designated by the President to provide oversight to this avenue of service shall see that each committee works effectively, and shall report to the Board regularly on international service activities.
If a member is unable to participate in the weekly activities of the club or in Rotary Service because of illness or other reason beyond the control of the member, the Board of Directors may, at the request of the member, provide a leave of absence for a specified period, not to exceed six months. Activities and Rotary Service missed during this period will not affect the member's good standing within the club.
The Treasurer shall deposit all funds of the club in a bank or banks as recommended by the Treasurer and approved by the Board of Directors.
All bills owed by the club shall be paid by checks signed by the Treasurer upon proper authorization approved by the Board of Directors.
Each year the Board of Directors shall appoint a qualified person other than the Treasurer to examine the financial records of the club and report to the Board on the club's financial condition.
The Treasurer and other persons having charge or control of the funds of the club may be required by the Board of Directors to give bond for the safe custody of the funds, the cost of such bond to be borne by the club.
The fiscal year of the club shall begin on July 1 and end on the following June 30.
Dues shall be assessed members annually on July 1, and shall include such annual per capita payments as the club is required to forward to Rotary International and Rotary District 7890.
An active member of the club may submit in writing the name of a prospective member to the Board of Directors through the Secretary of the club. The proposal shall be kept confidential until the procedure specified in Section 5 of this Article is effected.
The Board shall consider the proposal promptly, and shall determine whether the proposed member meets all requirements of the club constitution.
The Board shall approve or disapprove of the proposal on the basis of conformity with the club constitution, and the club secretary shall notify the proposer within thirty days of the submission of the proposal of the Board's decision.
If the Board's decision is to approve the proposal, the proposer shall discuss with the prospective member the purposes of Rotary and the privileges and obligations of membership, and the prospective member shall be asked to sign the proposed member form and to sign an agreement that his/her name may be published to the club members.
If no objection (including reasons therefore) is received from any active member of the club within seven days to the publication of information about the proposed member, the proposed member, after payment of dues (pro-rated to a half year if member joins after 1/1) shall be considered elected to membership.
If an objection is received from an active member, the Board shall consider the objection at the earliest opportunity. If the objection is not sustained by majority vote of the board, the proposed member, after payment of admission fee and other stated charges (including pro-rated dues, if appropriate) shall be considered elected to membership.
Following the election of a new member, the President shall arrange to introduce the new member to the club and to provide further orientation in Rotary. The club Secretary shall issue appropriate membership credentials to the new member, and shall report the election of the new member to Rotary International and to the District.
A resolution or motion to commit the club on any matter may be submitted in writing by any active member to the Board of Directors together with a rationale for the club's adopting the resolution or motion. The Board shall consider the proposed resolution or motion within thirty days of submission, and shall reach a decision on whether to recommend the resolution or motion for adoption. The decision of the Board shall be transmitted to the proposer, and if the proposer wishes to have the proposal voted on, it shall be submitted to the active members with the recommendation of the Board.
Any member of the club may propose an amendment to these bylaws to the Board of Directors at any time. The proposing member shall provide a rationale for the proposed amendment.
Upon receiving a proposed amendment the Board of Directors shall consider the substance and wording of the proposed amendment and consult with a Representative of Rotary International. If the Representative raises no objection, the board may provide, if it wishes, an alternative wording, and shall give notice to the club of the proposed amendment, the wordings of the proposer and of the board, the rationale of the proposer and any comments the Board may wish to make on the proposed amendment.
Each member of the Club may vote on the proposed amendment within one week after having received the notice from the Board of Directors. Voting may be by written ballot or by electronic means as specified by the Board of Directors.
Adoption of an amendment requires an affirmative vote of at least more than one-half of the total active members of the club.