Article 1 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. Quorum: One-third of the club membership; a majority of directors for the Board.
5. RI: Rotary International.
6. Year: The 12-month period that begins on 1 July.
Article 2 Board
The governing body of this club is the Board consisting at a minimum of 8 (Eight) members of this club namely, the President, Immediate Past President, President-elect, Vice President, President Nominee, Secretary, Treasurer and Sergeant-at-arms. At the discretion of the board, also added can be up to 6 (Six) Directors elected in accordance with article 3, section 1 of these bylaws.
Article 3 Elections and Terms of Office
Section 1 — At a regular meeting One-month prior to the elections, the Presiding Officer shall ask for nominations by members of the club for President, Vice-President, Secretary, Treasurer, and up to 6 (Six) directors. The nominations will be examined for eligibility and presented for election at the Annual General Meeting by a nominating committee consisting of 3 Past Presidents proposed and approved by the Board, the President in office and the Incoming President. The candidate for President elected shall be the president-nominee and serve as a director for the year commencing on the first day of July next following the election and shall assume office as president on 1 July immediately following that year. The president nominee shall take the title of president elect on 1 July in the year prior to taking office as president.
Section 2 — The candidate who receives a majority of the votes for each office is declared elected to that office.
Section 3 — A vacancy on the Board or any office shall be filled by the remaining members of the Board.
Section 4 — A vacancy of any officer-elect position or director-elect position shall be filled by the remaining members of the Board-elect.
Section 5 — Terms of office for each role are as follows: Vice President — Director —Treasurer — Secretary — Sergeant-at-arms —_
Article 4 Duties of the Board
Section 1 — President. The president shall preside at club and Board meetings.
Section 2 — Immediate Past President. The immediate past president shall serve as a director.
Section 3 — President-elect. The president-elect shall prepare for their year in office and serve as a director.
Section 4 — Vice President. The vice president shall preside at club and Board meetings in the absence of the president.
Section 5 — Director. A director shall attend club and Board meetings.
Section 6 — Secretary. The secretary shall keep membership and attendance records.
Section 7 — Treasurer. The treasurer shall oversee all funds and provide annual accounting of these funds.
Section 8 — Board members may perform additional duties as assigned.
NOTE: See Rotary club leader manuals for details on the roles of club officers.
Article 5 Meetings
Section 1 — Annual Meeting. An annual meeting of this club shall be held no later than 31 December to elect the officers and directors who will serve for the next Rotary year.
Section 2 — The regular weekly meetings of this club are held on Thursdays at18H30. Reasonable notice of any change or cancellation of the regular meeting shall be given to all club members.
Section 3 — Board meetings are held each month. Special meetings of the Board are called with reasonable notice by the president or upon the request of two directors.
Article 6 Fees and Dues
Section 1 — The admission fee shall be Rs5,000 shall be paid before the applicant can qualify as a member.
Section 2 — Membership dues shall consist of RI per capita dues, subscription fees to The Rotarian or Rotary regional magazine, district per capita dues, club annual dues, and any other Rotary or district per capital assessment. Club annual dues shall be in the amount of Rs15,000. Membership dues shall be payable in accordance with the policies of the club as established by the Board.
Article 7 Method of Voting
The business of this club is conducted by voice vote or show of hands except for the election of officers and directors, which is conducted by ballot. The Board may pro-vide a ballot for a vote on a specific resolution.
Article 8 Committees
Section 1 — Club committees coordinate their efforts in order to achieve the club’s annual and long-range goals. Each club should have the following committees:
• Club Administration
• Public Relations
• Rotary Foundation
• Service Projects
Section 2 — Additional committees may be appointed as needed.
Section 3 — The president shall be ex officio a member of all committees and, as such, shall have all the privileges of membership.
Section 4 — Except where special authority is given by the Board, committees shall not take action until a report has been made and approved by the Board. The president or the Board shall refer additional business to a specific committee as needed.
Section 5 — 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 9 Finances
Section 1 — Prior to each fiscal year, the Board shall prepare an annual budget of estimated income and expenditures.
Section 2 — The treasurer shall deposit club funds in financial institution(s) des-ignated by the Board, divided into two parts: club operations and service projects.
Section 3 — Bills are paid by the treasurer or another authorized officer when approved by two other officers or directors.
Section 4 — A thorough annual review of all financial transactions shall be completed by a qualified person.
Section 5 — An annual financial statement of the club shall be provided to club members.
Section 6 — The fiscal year is from 1 July to 30 June.
NOTE: Rotary’s manual for club treasurers gives details on managing club finances.
Article 10 Method of Electing Members
Section 1 — A member shall provide a candidate’s name to the Board. A transfer-ring or former member of another club may also be proposed for membership by the former club. The proposal is kept confidential unless the Board instructs otherwise.
Section 2 — The Board shall ensure that the candidate meets all of Rotary’s membership requirements and shall refer the proposal to the Classification and Membership Committee for the latter to consider the eligibility of the proposed member from a standpoint of classification and shall investigate on eligibility of the proposed member from the standpoint of character, business, social standing and general eligibility. At the level of then membership committee more than one negative vote cast shall entail an un-favourable report to the Board.
Section 3 — The Board shall approve or reject the candidate’s membership within 30days and shall notify the proposer of its decision.
Section 4 — If the decision of the Board is favorable, the prospective member is invited to join the club, educated about Rotary and membership requirements, and asked to sign the membership proposal form and to allow his or her name and proposed classification to be conveyed to the club.
Section 5 — If no member of the club submits a written objection including reasons for the objection, to the Board within seven days after the club is notified of the prospective member, that person, upon payment of the admission fee, is considered to be elected to membership. If an objection has been filed with the Board, the club shall vote on this matter at its next meeting. If approved despite the objection, the proposed member is elected to membership after admission fee payment.
Section 6 — The club may elect honorary members proposed by the Board.
Article 11 Resolutions
Any resolutions or motions to commit the club to any position or action shall first be reviewed and approved by the Board. If resolutions or motions are first offered at a club meeting, they shall be sent to the Board without discussion.
Article 12 Amendments
These Bylaws may be amended at any regular club meeting. Changing the club bylaws requires that written notice be sent to each member 10 days before the meeting, that a quorum be present for the vote, and that two-thirds of the votes support the change. Changes to these bylaws must be consistent with the Standard Rotary Club Constitution, the RI Constitution and Bylaws, and the Rotary Code of Policies.
Comments from Vasdev
Your club is reviewing its bylaws and these are being presented shortly for adoption.
However, I wish to make some further proposals to rationalize the club’s practices and tradition, which are not anti-constitutional.
– Article 10, Section 5 of club’s constitution: Each officer shall be elected as provided in the bylaws………NO CHANGE IS PROPOSED, EXCEPT TO HIGHLIGHT THE WORD “ELECTION”.
– Article 3, Section 1 of the club’s bylaws: At a regular meeting, one month prior to the elections, the Presiding Officer shall ask for nominations by members of the club for President, Vice President, Secretary, Treasurer and up to 6(six) Directors……. I am proposing to replace this sentence by: AT A REGULAR MEETING, AT LEAST ONE MONTH PRIOR TO THE ELECTION, THE PRESIDING OFFICER SHALL ASK FOR NOMINATION BY MEMBERS OF THE CLUB FOR PRESIDENT. (we stop here and add). THE OTHER BOARD OFFICERS WITH THE EXCEPTION OF THE IPP AND THE PE ARE PROPOSED BY THE PRESIDENT TO THE AGM FOR THEIR ELECTION.
– Article 6, Section 2, second sentence which reads: Club annual dues shall be in an amount of Rs15000…….I am proposing: Club annual dues shall be in an amount FIXED AT THE TIME WHEN THE ANNUAL BUDGET IS APPROVED. FOR THE YEAR 2016-2017, THE ANNUAL CONTRIBUTION PER MEMBER IS FIXED AT Rs18000.