Club By-Laws

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By-Laws of the Rotary Club of Fairfield, Ohio

(As amended July, 2002)

Section 1:  At a regular meeting, one month prior to the meeting for election of officers, nominations for candidates for the board of directors shall be called for by the presiding officer.  Any number of nominations may be made in open session by the members.  These nominations shall be placed upon a ballot and voted for at the annual meeting^[1] and the four (4) candidates securing the highest number of votes shall be declared elected as at-large directors-elect.

Section 2: The board of directors-elect, consisting of the current president, current president-elect, and the at-large directors-elect, shall meet within one week after the annual meeting and shall elect from the club membership the following:

a) A president who shall serve as a member of the board as president-elect for the year commencing on the first day of July next following his election as president, and shall assume office as president on the first day of July immediately following his year of service on the board as president-elect. The president-elect shall also serve as vice-president for the current year

b) A secretary, a treasurer, and a sergeant-at-arms, any of whom may, or may not, be members of the board. If not otherwise members of the board, the secretary and the treasurer elected at this meeting shall become ex officio members of the board in the year for which they are elected to serve and shall have such responsibilities and privileges of membership thereon as the board may determine.

Section 3:  A vacancy in the board of directors, or any office, shall be filled by action of the remaining members of the board.

Section 4:  A vacancy in the position of any officer-elect or director-elect shall be filled by action of the remaining members of the board of directors-elect.

Section 5:  Following appointment by the acting board of directors, the annual Auction Chairperson and the annual Children’s Christmas Party Chairperson shall become ex officio members of the board during the year for which they are appointed to serve and shall have such responsibilities and privileges of membership thereon as the board may determine.

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Section 1: The governing body of this club shall be the board of directors, elected in accordance with Article I, Section 1, of these By-Laws.

Section 2: The term of office for the directors and officers shall commence on the first day of July following their election, or a date as near thereto as may be established by resolution of the retiring board of directors.

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

Section 2:  Vice President  It shall be the duty of the vice president to preside at meetings of the club and board in the absence of the president and to perform such other duties as ordinarily pertain to his office.

Section 3:  Secretary  It shall be the duty of the secretary to: keep the records of membership; record the attendance at meetings; send out notices of meetings of the club, board, and committees; record and preserve the minutes of such meetings; make the required reports to Rotary International, including the semi-annual report of membership, which shall be made to the general secretary of Rotary International on January 1^st and July 1^st of each year, the report of changes in membership, which shall be made to the general secretary of Rotary International, the monthly report of attendance at the club meetings which shall be made to the district governor immediately following the last meeting of the month; collect and remit to Rotary International subscriptions to THE ROTARIAN; and perform such other duties as usually pertain to his office.

Section 4:  Treasurer  It shall be the duty of the treasurer to have custody of all funds, accounting for same to the club annually and at any other time upon demand by the board and to perform such other duties as pertain to his office. Upon his retirement from office, he shall turn over to his successor, or to the president all funds, books of accounts or any other club property in his possession.

Section 5:  Sergeant-at-Arms  The duties of the sergeant-at-arms shall be such as are usually prescribed for his office and such other duties as may be prescribed by the president or the board.

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Section 1 An annual meeting of this club shall be held on the first ^[2] Friday in December, in each year, at which time the election of directors to serve for the ensuing year shall take place.

Section 2  The regular weekly meetings of this club shall be held on Friday at noon.  Due notice of any changes in, or canceling of, the regular meeting shall be give to all members of the club.  Click here for current meeting place.

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 each month at a time and place convenient to the members of the board.  Special meetings of the board may be convened whenever deemed necessary, or upon the request of two members of the board, due notice having been given.

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

Section 1:  The admission feeshall be $20.00^[3] to be paid before the applicant can qualify as member.

Section 2:  The membership dues shall be $470 per annum^[4], or an amended amount, as periodically established by resolution of the board, with the understanding that individual dues shall consist of, at least, the aggregate per capita cost of: International dues, District dues, annual cost of meals, and a subscription to the “Rotarian” magazine.

Section 3:  Dues are payable the first day of July.  Dues may be paid, without penalty, in equal installments on a semi-annual or quarterly basis.  All payments are due at the beginning of each period.  The board shall review any delinquent account and take appropriate action to remedy the delinquency.

Section 4:  The board of directors has the authority to establish, amend, or abrogate a policy regarding adjustment of dues for members not wishing to eat at regular meetings.

The business of this club shall be transacted by voice vote except the election of officers and directors which shall be by ballot.

a) The president shall, subject to the approval of the board, appoint the following standing committees: Community Service, International Service, Vocational Service.

b) The president shall, subject to the approval of the board, also appoint such committees as he may deem necessary on particular phases of Community Service, International Service, and Vocational Service.

c) The Community Service Committee, the International Service Committee and the Vocational Service Committee shall each consist of a chairman, who shall be named by the president from the membership, and of not less than two other members.

d) The president shall, subject to the approval of the board, appoint the following committees on particular phases of club service:

 

Attendance	Fellowship Activities	Club Bulletin
Membership	Membership Development	Program Committee
Public Relations

 

     appoint one member each year to the following committees:

 

Classification Committee

Public Relations Committee

 

     appoint any other committees that he may deem necessary for the internal administration of club affairs.

e) Where feasible and practicable in the appointment of club committees, there should be provision for continuity of membership, either by appointing one or more members for a second term or by appointing one or more members to a two year term.   No member shall be eligible to serve on the same committee for more than two successive years, except as otherwise specifically provided in these By-Laws.

f) The Classifications, Rotary Information and Youth Committees shall each consist of three members, one member of each committee to be appointed each year for a term of three years.   The first appointments made under this provision shall be as follows: Three members: one member for a term of one year; one member for a term of two years; one member for a term of three years.

g) The Club Bulletin Committee shall, wherever feasible, include the editor of the club publication and a local newspaper or advertising member of the club.

h) The president shall also appoint one member of the board who shall be responsible for all club service activities and who shall supervise and coordinate the work of all committees appointed on particular phases of club service.

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

j) Each committee shall transact such business as is delegated to it in the By-Laws and such additional business as may be referred to it by the president of the board. Except where special authority is given by the board, such committees shall not take action until a report has been made to the board and approved by the board.

 

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Article VIII Duties of committees

Section 1:  Community Service Committee  The committee shall devise and carry into effect plans which will be guide and assist the members of this club in discharging their responsibilities in their community relationships, The chairman of this committee shall be responsible for the community service activities of the club and shall supervise and coordinate the work of any committees that may be appointed on particular phases of community service.

Section 2:  International Service Committee  This committee shall devise and carry into effect plans which will guide and assist the members of this club in discharging their responsibilities in matters relating to international service. The chairman of this committee shall be responsible for the international service activities of the club and shall supervise and coordinate the work of any committees that may be appointed on particular phases of international service.

Section 3:  Vocational Service Committee  This committee shall devise and carry into effect plans which will guide and assist the members of this club in discharging their responsibilities in their vocational relationships and in improving the general standards of practice in their respective vocations. The chairman of this committee shall be responsible for the vocational service activities of the club and shall supervise and coordinate the work of any committees that may be appointed on particular phases of vocational service.

Section 4:  Other Standing Committees

a) Attendance Committee.  This committee shall devise means for encouraging attendance at all Rotary meetings including attendance at district conferences, inter-city meetings, regional conferences, and international conventions by all club members. This committee shall especially encourage attendance at regular meetings of this club and attendance at regular meetings of this club and attendance at regular meetings of other clubs when unable to attend meetings of this club; keep all members informed on attendance requirements; promote better incentives for good attendance; and seek to ascertain and remove the conditions that contribute to unsatisfactory attendance.

b) Classification Committee.  This committee shall as early as possible, but no later than 31 August of each year, make a classification survey of the community; shall compile from the survey a roster of filled and unfilled classifications, using the guide to classifications; shall review, where necessary, existing classifications represented in the club; and shall counsel with the board on all classification problems.

c) Fellowship Activities Committee. This committee shall promote acquaintance and friendship among the members, promote participation by members in organized Rotary recreational and social activities, and do such work in pursuance of' the general object of the club as may be assigned by the president or the board.

d) Club Bulletin Committee. This committee shall stimulate reader interest in THE ROTARIAN and/or REVISTA ROTARIA; sponsor a magazine week; arrange for brief monthly reviews of' the magazine on regular club programs; encourage the use of the magazine in the induction of new members; provide a copy of the magazine for non-Rotarian speakers; secure international service and other special subscriptions for libraries, hospitals, schools and other reading rooms; send news items and photographs to the editor of the magazine and in other ways make the magazine of service to the club members and non-Rotarians.

e) Membership Committee. This committee shall consider all proposals for membership from the personal side and shall thoroughly investigate the character, business, social and community standing and general eligibility of all persons proposed for membership and shall report their decisions on all applications to the board.

f) Membership Development Committee. This committee shall review continually the club roster of filled and unfilled classifications and shall take positive action to initiate and present to the board the names of suitable persons to rill open classifications.

g) Program Committee.  This committee shall prepare and arrange the programs for the regular and special meetings of the club.  NOTE:  No declared political candidates or proponents of issues shall speak at the regular club programs unless equal time is made available to all candidates or issue proponents.

h) Public Relations Committee.  This committee shall devise and carry into effect plans (1) to give the public generally information about Rotary, its history object and scope; and (2) to secure proper publicity for the club.

i) Rotary Information Committee.  This committee shall devise and carry into effect plans:

 l) to give prospective members information about the privileges and responsibilities of membership in a Rotary club.

 2) to give the members, especially the new members, adequate understanding of the privileges and responsibilities of members.

 3) to give the members information about Rotary, its history, object, scope and activities.

4) to give the members information as to developments in the administrative operation of Rotary International.

 

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Article IX  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.

Section l:  The treasurer shall deposit all funds of the club in some bank to be named by the board.

Section 2:  All bills shall be paid only by checks signed by the treasurer upon vouchers signed by any two officers. A thorough review by a qualified person shall be made once each year of all the club’s financial transactions.

Section 3:  Officers having charge or control of funds shall give bond as may be required by the board for the safe custody of the funds of the club, cost of bond to be borne by the club.

Section 4:  The fiscal year of this club shall extend from July 1 to June 30.  The payment of per capita dues and magazine subscriptions to Rotary International and our local district dues shall be made on July 1 and January 1 of each year on the basis of the membership of the club on those dates.

Section 5:  At the beginning of each fiscal year, the board shall prepare, or cause to be prepared, a budget of estimated income and estimated expenditures for the year, which, having been agreed to by the board, shall stand as the limit of expenditures for the respective purposes unless otherwise ordered by action of the board.

Section l: Active members (including additional active members).

a) The name of a prospective member, proposed by an active, senior or past service member of the club or by the mem­bership development committee, shall be submitted to the board in writing, through the club secretary. The proposal for the time being shall be kept confidential except as otherwise provided in this procedure.

b) The board shall request the classifications committee to consider and report to the board on the eligibility of the proposed member from the standpoint of classification, and shall request the membership committee to investigate and report to the board on the eligibility of the proposed member from the standpoint of character, business and social standing, and general eligibility.

c) The board shall consider and approve or disapprove the recommendations of the classifications and membership committees and shall then notify the proposer, through the club secretary, of its decision.

d) If the decision of the board is favorable, the proposer, together with one or more members of the Rotary information committee, shall inform the prospective member of the purposes of Rotary and of the privileges and responsibilities of membership in the club, following which the prospective member shall be requested to complete and submit an application for membership and to give his permission for his name and proposed classification to be published to the club.

e) If no written objection to the proposal, stating reasons, is received by the board from any member of the club within 10 days following publication of the name of the prospective member, the prospective member, upon payment of his admission fee, as prescribed in Article V of these by-law’s, shall be considered to be elected to membership.

If any objection has been filed with the board, it shall consider the same at any regular or special meeting of the board and shall ballot on the proposed member.  If not more than  one  negative vote^[5] is cast by the members of the board in attendance at such regular, or special meeting, the proposed member, upon payment of the prescribed admission fee, shall be considered to be elected to membership

Following the member’s election to membership as herein provided the club secretary shall issue a membership card to the member and shall report his name to general secretary of Rotary International.

    f) The member shall be formally introduced as a new member at a regular meeting of the club.

Section 2: Senior Active, Past Service, and Honorary Members.

a) The name of a proposed candidate for any one of these three kinds of membership shall be submitted to the board of directors in writing and the election shall be in the same form and manner as prescribed for the election of an active member provided, however, that such proposal may be considered at any regular or special meeting of the board and that the board may at its discretion waive any of the steps as set forth in Section l of this Article and proceed to ballot on the proposed member.

b) If not more than  one  negative vote^[5] is cast by the members of the board in attendance at the regular, or special meeting, the proposed member shall be considered duly elected, provided, however, that any active member or past service member of this club who qualifies for senior active membership as set forth in the constitution of this club shall automatically become a senior active member of this club, no application for, or election to, such senior active membership being required.

Section 3: Re-election of Former Additional Active Member.

a) The application of a former additional active member of this club who was elected as such member under Article III, Section 2(a) of the By-Laws of Rotary International and whose membership was terminated as provided in Article VIII, Section 2(b)(1) of the constitution of this club shall be considered promptly by the board and in advance of any other application or proposal under the same classification.

b) When the membership of an additional active member elected under the provisions of Article V, Section 5(b) of the constitution of this club has ceased as a result of the classification becoming vacant, then, when the classification is again filled, he may (without prejudice to the right of the holder of the classification to propose an additional active member under Article V, Section 5(a) of the constitution) be re-elected.

c) At its discretion the board may refer any application to the classifications and membership committees and the board may provide for a ten day period during which any member objecting to the election of any proposed member shall notify the board in writing, stating the reasons for his objection. At any regular or special meeting, the board shall proceed to ballot on any application taking into account, where applicable, reports from the classifications and membership committees and any objections filed.  If not to exceed   one   negative vote^[5] is cast by members of the board in attendance at the regular or special meeting, the former additional active member or members shall be considered duly elected to membership and shall be so notified by the secretary. In the event any application is rejected the applicant shall be so notified by the secretary.

 

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Article XII Resolutions

Section 1: No resolution or motion to commit this club on any matter shall be considered by the club until it has been considered by the board. Such resolutions or motions, if offered at a club meeting, shall be referred to the board without discussion.

• Meeting called to order.

• Introduction of visiting Rotarians.

• Correspondence and announcements.

• Committee reports, if any.

• Any unfinished business.

• Any new business.

• Address or other program feature.

• Adjournment.

These By-Laws 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 days before such meeting. No amendment or addition to these By-Laws can be made which is not in harmony with the club constitution and with the constitution and By-Laws of Rotary International.

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^[1]Reference Article 4, Section 1.

^[2] Amended December 1996.   Previously was the second Friday of December.  Change made to accommodate timely delivery of officer names to R.I. for inclusion in annual directory.

^[3] Amended per board meeting. 7/26/2002.

^[4] Current dues as of the 2001 - 2002 fiscal year.

^[5] This rather cumbersome language has been specified for the bylaws by Rotary International.  It is to be construed to read, “if two or more negative votes are cast, the proposed person will not be extended an invitation to become a member.”

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