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Bylaws of the Rotary Club of

Rochester Michigan - USA

Adopted: December 4, 2007

Updated: June, 2013

 

Article I   Definitions 

1. Board:         The Board of Directors of this club. 

2. Director:     A member of this club's Board of Directors. 

3. Member:     A member, other than an honorary member, of this club. 

4. RI:               Rotary International. 

5. Year:           The twelve-month period that begins on 1 July. 

 

Article 2   Board

The governing body of this club shall be the board consisting of  twelve members of this club, namely, the president, vice-president, president-elect, secretary, assistant secretary, treasurer, assistant treasurer and  four directors elected in accordance with article 3, section 1 of these bylaws, and the immediate past president.

 

Article  3   Election of Directors and Officers 

Section 1 – At a regular meeting one month prior to the meeting for election of officers, the presiding officer shall present nominations for vice-president, secretary, assistant secretary, treasurer, assistant treasurer and two members of the board of directors.  The nominations shall be made by a nominating committee composed of past presidents and by members from the floor. The nominations duly made shall be placed on a ballot in alphabetical order under each office and shall be voted for at the annual meeting. The candidates for vice-president, secretary, assistant secretary, treasurer and assistant treasurer receiving a majority of the votes shall be declared elected to their respective offices.  The two candidates for director receiving a majority of the votes shall be declared elected as directors.  The candidate for vice-president in such balloting shall serve as a director for the year commencing on the first day of July next following the election, and shall assume office as president-elect on 1 July immediately following that year.  The president-elect shall then take office as president on 1 July the following year. 

Section 2 – A vacancy in the board or any office shall be filled by action of the remaining directors. 

Section 3 – A vacancy in the position of any officer-elect or director-elect shall be filled by action of the remaining directors-elect.

 

Article 4   Duties of Officers

Section 1 – President. It shall be the duty of the president to preside at meetings of the club and the board and to perform other duties as ordinarily pertain to the office of president. 

Section 2 – President-elect. It shall be the duty of the president-elect to serve as a director and to perform such other duties as may be prescribed by the president or the board. 

Section 3 – Vice-President. It shall be the duty of the vice-president to serve as a member of the board of directors.  He/she shall act as program chairperson and perform such other duties as prescribed by the president or the board.                                                                   

Section 4 – Secretary. It shall be the duty of the secretary to keep membership records; record attendance at meetings; send out notices of club, board, and committee meetings; record and preserve the minutes of such meetings; report as required to RI, including the semiannual reports of membership on 1 January and 1 July of each year, which shall include per capita dues for all members and prorated dues for active members who have been elected to membership in the club since the start of the July or January semiannual reporting period; report changes in membership; provide the monthly attendance report, which shall be made to the district governor within 15 days of the last meeting of the month; collect and remit RI official magazine subscriptions; and perform other duties as usually pertain to the office of secretary. 

Section 5 – Assistant Secretary.  It shall be the duty of the assistant secretary to assist the secretary in the performance of his/her duties and to act in his/her place when he/she is absent.

Section 6 – Treasurer. It shall be the duty of the treasurer to have custody of all funds, accounting for it to the club annually and at any other time upon demand by the board, and to perform other duties as pertains to the office of treasurer. Upon retirement from office, the treasurer shall turn over to the incoming treasurer or to the president all funds, books of accounts, or any other club property. 

Section 7 – Assistant Treasurer.  It shall be the duty of the assistant treasurer to assist the treasurer in the performance of his/her duties and to act in his/her place when he/she is absent.  The Assistant Treasurer shall serve as Treasurer for the Rochester Rotary Charities, Inc. 

 

Article  5   Meetings

Section 1 – Annual Meeting. An annual meeting of this club shall be held on the first Tuesday of December in each year, at which time the election of officers and directors to serve for the ensuing year shall take place.

Section 2 – The regular weekly meetings of this club shall be held on Tuesday at 12:10 p.m.

Due notice of any changes in or canceling of the regular meeting shall be given to all members of the club. All members excepting an honorary member (or member excused pursuant to the standard Rotary club constitution) in good standing in this club, on the day of the regular meeting, must be counted as present or absent, and attendance must be evidenced by the member’s being present for at least sixty (60) percent of the time devoted to the regular meeting, either at this club or at any other Rotary club, or as otherwise provided in the standard Rotary club constitution, article 9, sections 1 and 2.

Section 3 – One-third of the membership shall constitute a quorum at the annual and regular meetings of this club.

Section 4 – Regular meetings of the board shall be held on the third Monday of each month or as set by the Board of Directors.   Special meetings of the board shall be called by the president, whenever deemed necessary, or upon the request of two (2) directors, due notice having been given.

Section 5 – A majority of the directors shall constitute a quorum of the board.

 

Article 6   Fees and Dues

Section 1 – The admission fee shall be $ 35.00 to be paid before the applicant can qualify as a member, except as provided for in the standard Rotary club constitution, article 11.

Section 2 – The membership dues shall be $ 240.00 per annum, payable monthly at $20.00 per month, with the understanding that a portion of each month’s payment shall be applied to each member’s subscription to the RI official magazine.                                               

 Section 3 – Honorary members shall be billed a fee of $100.00 per annum, payable annually, with the understanding a portion of the payment shall be applied to each member’s subscription to the RI official magazine.

Article 7   Method of Voting

The business of this club shall be transacted by viva voce vote except the election of officers and directors, which shall be by ballot if there is a contest.   

 

Article 8   Five Avenues of Service

The five Avenues of Service are the philosophical and practical framework for the work of this Rotary club. They are Club Service, Vocational Service, Community Service, International Service and New Generations Service, each as defined in the Club Constitution. This club will be active in each of the five Avenues of Service.

 

Article 9   Committees

Club committees are charged with carrying out the annual and long-range goals of the club based on the four Avenues of Service. The president-elect, president, and immediate past president should work together to ensure continuity of leadership and succession planning. When feasible, committee members should be appointed to the same committee for three years to ensure consistency. The president-elect is responsible for appointing committee members to fill vacancies, appointing committee chairs, and conducting planning meetings prior to the start of the year in office.  It is recommended that the chair have previous experience as a member of the committee. Standing committees should be appointed as follows:  

Section 1 – Membership. This committee should develop and implement a comprehensive plan for the recruitment and retention of members.   

Section 2 - Club Public Relations. This committee should develop and implement plans to provide the public with information about Rotary and to promote the club’s service projects and activities.   

Section 3 - Club Administration.  This committee should conduct activities associated with the effective operation of the club.  

Section 4 - Service Projects.  This committee should develop and implement educational, humanitarian, and vocational projects that address the needs of its community and communities in other countries. 

Section 5 - The Rotary Foundation.  This committee should develop and implement plans to support The Rotary Foundation through both financial contributions and program participation.

Additional ad hoc committees may be appointed as needed. 

 

(a) The president shall be ex officio a member of all committees and, as such, shall have all the privileges of membership thereon.                                                                               

 (b) Each committee shall transact its business as is delegated to it in these bylaws and such additional business as may be referred to it by the president or the board. Except where special authority is given by the board, such committees shall not take action until a report has been made and approved by the board. 

(c) Each chair shall be responsible for regular meetings and activities of the committee, shall supervise and coordinate the work of the committee, and shall report to the board on all committee activities.

 

Article 10   Duties of Committees

The duties of all committees shall be established and reviewed by the president for his or her year. In declaring the duties of each, the president shall reference to appropriate RI materials. The service projects committee will consider the Avenues of Vocational Service, Community Service, and International Service when developing plans for the year. 

 

Each committee shall have a specific mandate, clearly defined goals, and action plans established by the beginning of each year for implementation during the course of the year. It shall be the primary responsibility of the president-elect to provide the necessary leadership to prepare a recommendation for club committees, mandates, goals, and plans for presentation to the board in advance of the commencement of the year as noted above.

Article 11   Leave of Absence

Upon written application to the board, setting forth good and sufficient cause, leave of absence may be granted excusing a member from attending the meetings of the club for a specified length of time.  

 

Article 12   Finances

Section 1 – Prior to the beginning of each fiscal year, the board shall prepare a budget of estimated income and expenditures for the year, which shall stand as the limit of expenditures for these purposes, unless otherwise ordered by action of the board.  The budget shall be broken into two separate parts: one in respect of club operations and one in respect of charitable/service operations. 

Section 2 – The treasurer and assistant treasurer shall deposit all club funds in a bank, named by the board. The club funds shall be divided into two separate parts: club operations and charities. 

Section 3 – All bills shall be paid by the treasurer or assistant treasurer and all checks will be signed by two authorized officers.

Section 4 – A thorough review of all financial transactions by a qualified person shall be made once each year.

Section 5 – Officers having charge or control of club funds shall give bond as required by the board for the safe custody of the funds of the club, cost of bond to be borne by the club. 

Section 6 – The fiscal year of this club shall extend from 1 July to 30 June, and for the collection of members' dues shall be divided into twelve payments and made monthly. The payment of per capita dues and RI official magazine subscriptions shall be made on 1 July and 1 January of each year on the basis of the membership of the club on those dates.

                                                                                                                       

Article 13   Method of Electing Members 

Section 1 – The name of a prospective member, proposed by an active member of the club, shall be submitted to the board in writing, through the club secretary.   A prospective member shall attend a minimum of three regular Rotary meetings.

Section 2 – The board shall request the member submitting the name of a prospective member to appear before the board to discuss the character, business and social standing and general eligibility of the nominated member. 

Section 3 – The membership committee will make every effort to nominate people for membership to insure the membership classifications, in a general way, reflect the vocations in the community. 

Section 4 – The board within 30 days will approve or disapprove of a prospective member’s nomination. 

Section 5 – A transferring or former member of another club maybe proposed to active membership by the former club or they may apply directly through the club secretary for membership in this club.  The request will be forwarded to the board for approval. 

Section 6 – A former member of the Rochester Rotary Club can be reinstated to membership by applying to the board through the secretary for reinstatement.  Board action will confirm reinstatement. 

Section 7 – After approval by the board a prospective member shall meet with the Rotary information committee.  The prospective member shall be informed of the purpose of Rotary and privileges and responsibilities of membership in the club.  Following the informational meeting, should the prospect still want to become a member, an induction ceremony shall be scheduled.    

 

Article 14   Resolutions

The club shall not consider any resolution or motion to commit the club on any matter until the board has considered it.  Such resolutions or motions, if offered at a club meeting, shall be referred to the board without discussion

 

Article 15   Order of Business

Meeting called to order.

Introduction of visitors.

Correspondence, announcements, and Rotary information.                 

Committee reports if any.

Any unfinished business.

Any new business.

Address or other program features.

Adjournment.

 

Article 16   Amendments

These bylaws may be amended at any regular meeting, a quorum being present, by a two-thirds vote of all members present, provided that notice of such proposed amendment shall have been mailed to each member at least ten (10) days before such meeting. No amendment or addition to these bylaws can be made which is not in harmony with the standard Rotary club constitution and with the constitution and bylaws of RI.                                                                  

 
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