a.The Board of Directors shall be the governing body of the Club.

b.The Board of Directors shall consist of 11 members:  President, President-Elect, Vice-President, Secretary, Treasurer, Sergeant-at-Arms, four Directors and the immediate Past-President.

c.No resolution or motion to commit the Club on any matter shall be considered by the membership until it has been considered by the Board of Directors.  Such resolutions or motions, if first offered to the membership at a Club meeting, shall be referred to the Board of Directors without discussion.  The Board of Directors shall consider the resolution or motion and pass or reject it.  If a vote of the membership is required, the Board of Directors shall submit it to the membership at the Club’s next regular meeting with a recommendation that the resolution or motion pass or fail.  Provided a quorum is present, a majority vote of the members present is required to pass the resolution or motion by the membership.

 

a.Officers shall be President, President-Elect, Vice-President, Secretary, Treasurer and Sergeant-at-Arms.  All officers shall be elected as provided in Section 1.05.

a.Officers shall serve a term of one year.  Terms of office shall begin on July 1 of every year and end on June 30 the following calendar year.

b.Directors shall serve a two year term.  Terms of office shall begin on July 1 after the election of the Directors and end on June 30 two calendar years later.  Election of Directors shall be staggered so two are elected in odd-numbered years, and two are elected in even-numbered years.

c.No Officer or Director shall serve three consecutive terms in the same office or position.  Nothing in this paragraph shall preclude an Officer or Director from serving again in the same office or position provided terms are not consecutive.

a.The President shall preside at all meetings of the Club and Board of Directors and shall perform such other duties as ordinarily pertain to his office. Deliver notices of membership meetings, meetings of the Board of Directors and all other notices required by these By-Laws.  The President shall appoint the committees.

b.The President-Elect shall prepare for his/her year as President and shall preside over Club meetings in the absence of the President.  He/she shall perform such other duties as assigned by the Board of Directors.

c.The Vice-President shall preside at Club meetings in the absence of both the President and the President-Elect and shall perform such other duties as assigned by the Board of Directors.

d.The Secretary shall perform the following duties:

i.Maintain a current record of membership.

ii.Record attendance at meetings.

iii.Deliver notices of special meetings and all other notices required by these By-Laws.

iv.Record and preserve the minutes of the Board of Directors and other meetings as may be directed by the Board of Directors.

v.Prepare and submit reports as required, which shall include the following:

(1)Semi-annual reports of membership on January 1 and July 1 of each year to the General Secretary of Rotary International.

(2)Report changes in the membership to the General Secretary of Rotary International.

(3)Monthly report of attendance at Club meetings to the District Governor immediately following the last meeting of each month.

vi.Such other duties as may be assigned to him/her by the Board of Directors.

e.The Treasurer shall perform the following duties:

 

i.Coordinate with President to present annual budget report of the financial affairs of the Club to the membership.

ii.Collect and remit to Rotary International for the subscription to the Rotarian.

iii.Shall oversee all funds and shall give an accounting of such funds to the Board of Directors as directed by the President.

iv.Retain and work closely with club accounting firm.

v.Such other duties as may be assigned to him/her by the Board of Directors.

f.The Sergeant-at-Arms shall perform parliamentarian duties at club meetings and other events.  Such other duties as may be assigned to him/her from time to time by the Board of Directors

i.The latest edition of Robert’s Rules of Order, Revised, shall serve the Club as its parliamentary authority insofar as such rules are not in conflict with these By-Laws, the Club’s Constitution or the Constitution and By-Laws of Rotary International.

a.The Club shall hold its election of Officers and Directors on the second Wednesday of every December.

b.On or before the first Wednesday of every October, the President shall appoint a Nominating Committee to propose candidates for Officers and Directors.  The committee shall consist of President-Elect and up to five Past-Presidents who are currently members in good standing in any classification other than honorary.

c.The Nominating Committee shall report its nominations to the membership on the first Wednesday of every December.  The Nominating Committee shall nominate one candidate for each office and each director’s position up for election.

d.On the day of the election, the President shall entertain nominations from the floor for each office and director positions up for election.

a.Whenever an Officer or Director resigns or is unable to perform his/her duties, the President shall declare the position vacant within 30 days of the resignation or determination by the Board of Directors that the Officer or Director is unable to perform his duties.  Upon the declaration of a vacancy, the President shall appoint, with the approval of the Board of Directors, a member in good standing to fill the unexpired term of the office or directorship. 

b.In the event the President resigns or becomes unable to perform his duties as determined by the Board of Directors, the President-Elect shall assume the office of President. 

c.The office of President-Elect shall remain vacant for the remainder of the term.  The President-Elect assuming office of President shall complete the term of the vacated presidency and continue his duties as President for the next term as though he had completed his term as President-Elect.

 

a.The regular meeting of the membership shall be on every Wednesday at 12:00 noon at a place to be determined by the Board of Directors.  Any change in the meeting day, time or place shall be approved by the Board of Directors, and every member in good standing shall be given written notice via email, fax or U.S. mail at least four days, excluding Sundays and federal holidays, prior to the date the meeting was originally scheduled.

b.The President, Board of Directors or any three members in good standing may call a special meeting of the membership by giving written notice to every member in good standing via email, fax or U.S. mail at least four days, excluding Sundays and federal holidays, prior to the date the meeting is called.  The notice also shall include the matters to be considered at the meeting.  Any matter not included in the notice may not be considered at the meeting.

a.Regular meetings of the Board of Directors shall be held once each month on a date and at a time and place to be determined from time to time by the Board of Directors.

b.The President or any two members of the Board of Directors may call a special meeting of the Board of Directors.  Written notice via U.S. Mail containing the date, time, place and matters to be considered at the meeting shall be given to every member of the Board of Directors least four days, excluding Sundays and federal holidays, prior to the date of the meeting or emailed or faxed 24 hours prior to the meeting.  No matter may be considered at the meeting unless it is included in the meeting notice.

a.A majority of the members present shall constitute a quorum at the annual or regular meetings of the Club.

b.A majority of the Board of Directors shall constitute a quorum.

c.A majority of the committee shall constitute a quorum.

 

a.From time to time the Board of Directors shall review the list of filled and unfilled classifications and decide which, if any, of the unfilled classifications should be considered as open for proposals and shall advise the membership as to which classifications have been opened for proposal.

b.The name of a prospective active member to fill an open classification, having been proposed by an active, senior active or past service member in good standing, shall be submitted first to the Board of Directors, through the Secretary, on a standard form known as the proposal card.

The Board of Directors shall then consider the eligibility of such proposed member from the standpoint of classification and declare the proposed classification proper or improper.  

 

c.The Board of Directors shall determine if the proposed member’s residence, business or place of employment is within the boundary and jurisdiction of the Club.  These boundaries shall be the corporate limits of the City of Deer Park and north to the Houston Ship Channel.  If a proposed member’s residence, business or place of employment is outside these boundaries, he shall be ineligible for membership; however, upon approval of the Board of Directors and the Rotary Club for which the proposed member is geographically eligible, the proposed member may become a member of the Club.

d.After making due investigation of the character, business, social standing and general eligibility of the person proposed for membership, the Board of Directors shall accept or reject proposed member.  If the Board of Directors has agreed favorably upon the proposed member and the Secretary shall notify the proposer.  The proposer, accompanied by a member or member of the Rotary Information Committee, shall then fully inform the proposed member of the privileges and responsibilities of membership in a Rotary Club and shall secure the oral or written permission of the member to announce his/her name to the membership.  After permission to do so has been secured from the proposed new member, the Secretary shall announce the proposed member to the Club membership during two consecutive meetings.

e.After the initial announcement of the proposed member, a ten-day period shall then be allowed for any member objecting to the election of the proposed member.  The Board of Directors, should be notified in writing, stating reasons for his/her objection.

f.If no objection is received in such period, the proposed member shall be qualified for membership.

g.If any objections have been filed, the Board of Directors shall consider the same at any regular or special meeting and proceed to ballot on the proposed member.  Provided a quorum is present, if no more than three negative votes are cast by the members of the Board of Directors present, the proposed member shall be qualified for membership.

h.The Secretary shall then notify the proposer and the proposed member of his qualification for membership and invite the proposed member to apply for membership in the Club.

i.When the proposed member has completed the regular form of application and returned it to the Secretary indicating his understanding and acceptance of the responsibilities of membership, together with his remittance for the admission fee as provided for in Section 3.03, he shall be a duly elected member.

j.After receiving the completed application and the admission fee, the Secretary shall issue to the newly elected member a Rotary membership identification card.

k.The Secretary shall then complete a new member report form and forward it to the General Secretary of Rotary International.

a.Candidates for Past Service or Honorary membership shall be selected in the same manner as prescribed for the election of Active, Additional Active and Senior Active members.  The Board of Directors, however, may waive the requirements of this process and consider the candidate at any regular or special meeting of the Board of Directors and vote by ballot whether to approve the candidate for Past Service or Honorary membership.  Provided a quorum is present, if no more than three negative votes are cast by the members of the Board of Directors present, the candidate shall be elected.

a.Attendance is imperative for a successful Rotary club. The Deer Park Rotary Club and all Rotary clubs, require regular attendance.  Members should not miss more than 3 consecutive meetings.  Members are expected to attend at least 50% of all meetings each six month period, which shall include makeups.  Rotary International and Deer Park Rotary Club permit members to make up for a missed meeting by attending a meeting of any other Rotary Club or making up online. The makeup meeting should be attended fourteen days prior to or following the missed meeting. Members are expected to attend at least 30% of your home club’s meetings in a six month period.  If these requirements are not met, and a leave of absence has not been previously granted, the Board of Directors may institute termination of member not meeting these requirements.

b.Service above self.  Rotarians should make every effort to attend club service projects and fundraising activities.

c.Rotarians should always exhibit a strong sense of financial responsibility to the club.  See section 3.04 and section 3.05.  Rotarians are expected to pay their dues in a timely manner.  Failure to do so may result in termination, as determined by the Board of Directors.

a.Attend a new member orientation

b.Pay your dues

c.Read By Laws

d.Meet with mentor assigned to you

e.Serve as a greeter at club meetings for one month

f.Attend a club board meeting

g.Attend a Rotary Social

h.Attend another Rotary Club’s meeting

i.Join a committee

j.Attend fundraisers

k.Attend service projects

a.The admission fee shall be determined by a majority vote of the membership upon recommendation by the Board of Directors.  The admission fee must be paid before the candidate qualifies as a member.  The admission fee shall include:

ii.Fees and dues to Rotary International

iii.Fee to Rotary Foundation (Paul Harris Fund)

iv.Subscription to Rotarian magazine

v.Rotary badge, button, plaque, pictorial book and other essentials

vi.District dues

vii.One month’s dues to the Rotary Club of Deer Park, Texas, in advance

g.Other fees recommended by the Board of Directors and approved by a majority vote of membership.

a.Membership dues shall be determined by a majority vote of the membership upon recommendation by the Board of Directors.  The dues shall be billed monthly and paid in advance and shall include:

i.  Meals

ii.  International and District dues and assessments

iii.  Prorated Club operating expenses excluding project expenses and charitable donations

iv.Subscription to the Rotarian

v.Rotary Foundation

b.Any changes in the dues and fee structure must be approved by a majority vote of the membership present, provided a quorum is present.  The President shall notify the membership of the proposed changes in writing via email, fax or deposited in the U.S. mail 14 days, excluding Sundays and federal holidays, prior to the meeting at which the changes will be considered.  The notice shall state the proposed changes and the date, time and place of the meeting at which the changes will be considered.

a.   The Board of Directors, upon written application by a member, may grant a leave of absence for a period of (90) ninety days for good and sufficient cause.  If prior to the expiration of the ninety day period, the member on a leave of absence again applies to the Board of Directors for a second consecutive leave of absence, then the Board of Directors for good and sufficient cause may grant an additional ninety day leave of absence.  Upon the expiration of the first ninety day period if no application for a second ninety day period has been submitted to the Board of Directors, or upon the expiration of the second ninety day leave of absence, the member shall be removed from the membership roll unless the member has returned to active membership or if further leave is approved by the Board of Directors. 

b.A member on a leave of absence cannot be counted in the Club’s membership attendance.

a.Committees shall be those as set by Rotary International and appointed by the President.  The duties of the committees are to abide by the rules of Rotary International and perform such duties as prescribed by the President.  The President shall solicit the advice of the Board of Directors in determining the duties of the committees not prescribed by the rules of Rotary International.

a.The fiscal year shall begin July 1 of every year and end on June 30 of the next calendar year.

a.At the beginning of each fiscal year, the President and Treasurer shall prepare a budget of estimated income and estimated expenditures for the fiscal year.  No expenditure shall be made in excess of any budgeted item during the fiscal year unless approved by the Board of Directors.  The budget will serve as authority for expenditures up to the amount budgeted for each budget purpose.

b.Upon the recommendation of the Board of Directors, proposals for expenditures for which neither an amount nor a purpose was budgeted shall be submitted to the membership at a regular or special meeting.  Provided a quorum is present, a majority vote of the members present shall be required to authorize the expenditure.

a.The Treasurer shall deposit all funds of the Club in a financial institution to be named by the Board of Directors.

a.All bills shall be paid only by checks signed by either the Secretary, President and Past President.  The Treasurer shall make the books available to be reviewed by the Board of Directors at the request of the Board of Directors.

a.These By-Laws may be amended at any regular or special meeting of the membership.  Notice of the meeting at which amendments are to be considered, shall be made in writing to all members and must be deposited in the U.S. mail 14 days, excluding Sundays and federal holidays, or email or fax notification can be done 48 hours, prior to the meeting at which the amendments are to be considered.  The notice shall contain the date, time and place of the meeting as well as the full text of the proposed amendments.  No amendment shall be proposed that is in conflict with the Constitution and By-Laws or Rotary International or the Club’s Constitution.  A two-thirds vote of the members present at said meeting shall be required to amend these By-Laws.

a.The Board of Directors, Officers and membership are obligated to carry out all requests, resolutions, rules and general regulations of Rotary International as it relates to the operations and functions of the Club.