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Bylaws of the

Rockland Rotary Club

 
Article I. Definitions
1. Board:     The club’s board of directors.
2. Director: A member of the club’s board of directors.
3. Member: A member of the club, other than an honorary member.
4. Quorum:  The minimum number of participants who must be present when a vote is taken: one-third of the club’s members for club decisions and a majority of the directors for club board decisions.
5. RI:           Rotary International.
6. Year:       The 12-month period that begins on 1 July.
7. Dues:      Annual Club dues.
 
 
Article II.   Election of Directors and Officers
 
          Section 2.01 The president shall appoint a five-member nominating committee who will report a proposed slate of officers consisting of a president, president-elect, vice-president, secretary, treasurer, assistant-treasurer and four members of the board of directors at a regular meeting one month prior to the election of officers. The election shall take place at the first meeting of December each year. The nominating committee shall present the slate and members may make additional nominations from the floor. The candidates receiving a majority of the votes shall be declared elected to their respective offices for a term of one-year commencing the following first of July.
 
          Section 2.02 A vacancy in the board of directors or any office shall be filled by action of the remaining members of the board.
 
          Section 2.03 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 2.04 At the first meeting of the new board, the president will appoint a member of the club to serve as sergeant-at-arms.
 
Article III.  Board of Directors
 
          Section 3.01.  The governing body of the club shall be the board of directors consisting of eleven members of the club, namely, four directors elected in accordance with Article II of these bylaws, the president, president-elect, vice-president, secretary, treasurer, assistant-treasurer and the immediate past president.
 
Article IV. Duties of Officers
 
           Section 4.01  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 pertains to the office of president.
 
          Section 4.02 The immediate past president serves as a director on the club board.
 
          Section 4.03  President-elect.  It shall be the duty of the president-elect to serve as a member of the board of directors of the club, and to preside at meetings of the club and board in the absence of the president.
 
          Section 4.04 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 president-elect, to perform such other duties as ordinarily pertain to the office of  vice-president.
 
          Section 4.05  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 (RI), including the semi-annual reports of membership, which shall be made to the general secretary of RI on January 1st and July 1st of each year, and to perform such other duties as usually pertain to the office of secretary.
 
          Section 4.06  Treasurer. It shall be the duty of the treasurer to have custody of all funds, accounting for the same to the club annually and at any other time upon demand of the board and to perform such other duties as pertain 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 4.07  Sergeant-at-arms. The duties of sergeant-at-arms shall be such as are usually prescribed by the president or the board.
 
Article V.  Meetings
 
          Section 5.01. Annual meeting. An annual meeting of this club shall be held on the first Wednesday of December in each year, at which time the election of officers and directors to serve for the ensuing year shall take place.
 
          Section 5.02 The regular meetings of the club shall be held on  Wednesday at 12:00 p.m. Due notice of any changes in or canceling of the regular meeting shall be given to all members of the club.
 
          Section 5.03  One third of the membership shall constitute a quorum at the annual or regular meetings of this club. Provided, however, that  if a quorum is not achieved the meeting may be recessed, and reconvened on a date not less than fourteen (14) days and not more than thirty (30) days after the recessed meeting, and at the subsequent meeting the members present shall constitute a quorum.
 
          Section 5.04  Regular meetings of the board shall be held on the first Monday of each month at 5:30 p.m., or at such other date and time approved by the board. Special meetings of the board shall be called by the president, whenever deemed necessary, or upon the request of two (2) members of the board, due notice having been given.
 
          Section 5.05  A majority of the board members shall constitute a quorum of the board. Provided, however, that  if a quorum is not achieved the meeting may be recessed, and reconvened on a date not less than seven  (7) days and not more than fourteen (14) days after the recessed meeting, and at the subsequent meeting the board members present shall constitute a quorum.
 
Article VI.  Fees and Dues
 
          Section 6.01 An admission fee shall be paid before an applicant can qualify as a member. The board on an annual basis shall determine the amount of the admission fee. The admission fee shall be in lieu of dues for the year in which the new member is admitted to membership.
 
          Section  6.02  Membership dues.
  1. Annual club dues include RI per capita dues, a subscription to The Rotarian or a Rotary regional magazine, district per capita dues, club fees, and any other Rotary or district per capita assessment.
  2. The amount of  dues  shall be determined by the Board prior to April 30th of each year.
  3. Dues shall be payable on the first day of June. Dues may be paid in installments, but dues must be paid in full and received by the Treasurer on or before November 30th. If dues are not paid in full by November 30th the delinquent member’s membership shall be terminated without further notice.
  4. Dues shall be billed to each member by the Secretary using United States Postal Service, first class mail, addressed to the member’s last known address according to the records kept by the Club Secretary. The invoice for dues shall contain the warning that failure to pay dues in full by November 30th will result in termination of membership without further notice.
  5. Dues are payable to the Treasurer.
 
 
Article VII.  Methods of Voting
 
          Section 7.01  The business of the club shall be transacted by a show of hands, roll call voice vote, or by written ballot. Method of voting shall be at the discretion of the officer conducting the meeting unless a motion requiring a specific method of voting is passed by the constituents of the meeting.
 
Article VIII. Committees
 
          Section 8.01
 
(a) The president shall, subject to the approval of the board, appoint the following standing committees:
 
  1. Club Administration Committee
  2. Membership Committee
  3. Fundraising Committee
  4. Rotary Foundation Committee
  5. Service Projects Committee
  6. Public Relations Committee
  7. Benefactions Committee
 
(b) The president shall, subject to the approval of the board, also appoint such committees on particular phases of the Club Service, Vocational Service, Community Service, International Service and Youth Service as deemed necessary.
 
(c) The president shall, subject to the approval of the board, also appoint such committees such as the Golf Committee, Scholarship Committee, Endowment Committee, Events & Activities Committee, Fishing Tournament Committee, and any other committees as deemed necessary.
 
(d) The seven standing committees shall each  have  a chairperson who shall be named by the president from the membership of the board.
 
(e) The president shall be an ex officio a member of all committees and, as such, shall have all the privileges of membership thereon.
 
(f) Each committee shall transact such business as it delegated to it in the bylaws and such additional business as may be referred to it by the president of the board.
 
(g) Where feasible and practical in the appointment of such committees, there should be a provision for continuity of membership, while also encouraging members to share responsibility for projects, encourage participation by new members, and allowing each member to pursue their interests and utilize their talents to the greatest extent possible.
 
Section 8.02 Duties of Committees
 
  1. Club Administration Committee: This committee conducts all the Club’s administrative activities. The Club Secretary and Treasurer should be members of this committee.
 
  1. Membership Committee: This committee develops and implements a plan for recruiting and retaining Club membership.
 
  1. Fundraising Committee: This committee shall have responsibility for overall coordination of the Club’s fundraising.
 
  1. Rotary Foundation Committee: This committee develops and carries out plans to support The Rotary Foundation through financial contributions and Club participation in Foundation programs.
 
(e)      Service Projects Committee: This committee is responsible for developing and implementing educational, humanitarian and vocational projects that address the needs of this community and communities in other parts of the world.
 
          (f)       Public Relations Committee: This committee is responsible           for developing and implementing plans to provide the public with           information about Rotary and to promote the Club’s service projects        and activities.
         
          (g)      Benefactions Committee: This committee is responsible for      raising and disbursing money to support charitable and educational   programs, particularly in our community, but also throughout our        country and in other parts of the world.
 
Article IX. Leave of Absence
 
          Section 9.01  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 specific length of time. Such leave of absence does not operate to prevent a forfeiture of membership; it does not operate to give the club credit for the member’s attendance. Unless the member attends a regular meeting of some other club, the excused member must be recorded as absent except that absence authorized under the provision of Article VII, Section 3 of the standard Rotary club constitution is not computed in the absence record of the club.
 
Article X.  Finances
 
          Section 10.01 The treasurer or assistant treasurer shall deposit all funds of the club in some bank named by the board.
 
          Section 10.02 Each year, the president shall appoint a finance committee to determine the accuracy of the books and records maintained by the treasurer.
 
          Section 10.03 The fiscal year of this club shall extend from July 1st to June 30th. The payment of the per capita dues and magazine subscriptions to Rotary International shall be made July 1st and January 1st of each year on the basis of the membership of the club on those dates. Magazine subscriptions for members joining during a semiannual period are payable upon notice from the secretary.
 
          Section 10.04 At the beginning of each fiscal year the board shall prepare or cause to be prepared a budget of estimated income and 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.
 
Article XI. Method of Electing Members
 
          Section 11.01 The name of a prospective member, proposed by an active or honorary member of the club, shall be submitted to the board in writing, through the club secretary or Chairman of the Membership Committee. The proposal for the time being shall be kept confidential except as otherwise provided in this procedure.
 
          Section 11.02 The board shall ensure that the proposal meets all the classification and membership requirements of the club’s constitution.
 
          Section 11.03 The board shall approve or disapprove the proposal within seven  (7) days of its submission, and shall notify the proposer, through the club secretary or membership Committee Chairman, of its decision.
 
          Section 11.04 If the decision is favorable, the prospective member shall be informed of the purposes of Rotary and of the privileges and responsibilities of membership (including the kind of membership proposed), following which the prospective member shall be requested to sign the membership proposal form and to permit his or her name and proposed classification (if active membership) to be published by the club.
 
          Section 11.05 If no written objection to the proposal, stating reasons, is received by the board from any member (other than honorary) of the club within seven (7) days following the publication of information about the prospective member, that person, upon payment of the admission fee (if not honorary), as prescribed by these bylaws, shall be considered elected to membership. If such objection has been filed with the board, it shall vote on this matter at its next meeting. If approved despite the objection, the proposed member, upon payment of the admission fee (if not honorary membership) shall be declared elected to membership.
 
          Section 11.06 Following such election, the president shall arrange for the new member’s induction and further orientation, and the club secretary shall issue a membership card to the member and shall report such action to Rotary International.
 
Article XII. Resolutions
 
          Section 12.01 The club shall consider no resolution or motion to commit this 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 XIII. Order of Business
 
Section 13.01 The officer conducting a meeting shall organize the meeting to best carry on the business of the Club within the expected meeting time of one (1) hour for regular club meetings.
 
Article XIV.  Amendments
 
          Section 14.01 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 provided 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 club constitution and with the constitution and bylaws of Rotary International.
 
 
 
 
 
 
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