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BYLAWS OF THE
MID-CITIES PACESETTERS ROTARY CLUB
BEDFORD, TEXAS, USA
 
* * * * * * * * * * * * * * *
 
ARTICLE ONE

Board of Directors

 
            The governing body of this Club shall be a Board of Directors consisting of thirteen (13) members of this Club:
                  1)   the president,
                  2)   the president-elect,
                  3)   the secretary,
                  4)   the treasurer,
                  5)   the immediate past president,
                  6)   the chairperson of the Club Administration committee,
                  7)   the chairperson of the Service Projects Community committee,
                  8)   the chairperson of the Service Projects Vocational committee,
  1. the chairperson of the Service Projects International committee,
                                        10)   the chairperson of the Membership committee,
                                        11)   the chairperson of the Public Relations committee,
                                        12)   the chairperson of the Rotary Foundation committee, and
                                        13)   the chairperson of the Youth Services committee. 
 
 
ARTICLE TWO

Officers and Their Duties

 
            Section 1---President.  The president shall preside at meetings of the Club and Board and perform such other duties as ordinarily pertain to the office of president.
 
            Section 2---President-elect.  The president-elect shall serve as a member of the Board of Directors of the Club, preside at meetings of this Club if the president cannot do so, and perform such other duties as may be prescribed by the president of the Board.
 
            Section 3---Vice-President.     The Board may elect one or more vice presidents to serve at the direction of the Board.
 
            Section 4---Secretary.  The secretary shall:
                                    a) 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,
b) make the required reports to RI, including 1) the semiannual reports
of membership, made to the general secretary on January 1st and July 1st of each year, 2) prorated reports to the general secretary on October 1 and April 1 of each active member who has been elected to membership in the Club since the start of the July or January semiannual reporting period, 3) the report of changes in membership, which shall be made to the general secretary of RI, 4) the monthly report of attendance at the Club meetings, which shall be made to the district governor within 15 days of the last meeting of the month, 5) collect and remit to RI subscriptions to THE ROTARIAN, and 6) perform such other duties as usually pertain to the office of the secretary.
 
            Section 5---Treasurer.  The treasurer shall 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 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 6---Sergeant-at-Arms.  The duties of the sergeant-at-arms shall be such as are generally prescribed for such office in Robert’s Rules Of Order and such other duties as may prescribed by the president or the Board.  He shall not be a member of the Board of Directors.
 
 
ARTICLE THREE

Election of Directors, Officers and Committee Chairpersons

 
            Section 1---
a)   If it is determined to have a nominating committee, such committee shall be appointed by the president or the president elect by the third meeting in October.
b)   The nominating committee shall deliver the nominations to the Club Secretary who shall publish them to the Club members in the weekly Club bulletin, regular mail or electronic mail for at least two weeks and no later than the third weekly meeting in November.    
c)   No later than the third meeting of the Club in December of each year, an election shall be held by voice vote or written ballot, as determined by the presiding officer or by electronic mail.  The candidates for the board receiving a majority of the votes shall be declared elected to their positions on the Board of Directors.
 
            Section 2---Each officer, director and committee chairperson elected in such balloting or appointed shall serve as a member of the Board for the year commencing on the first day of July next following the election.
 
            Section 3---A vacancy in the Board of Directors or any office shall be promptly filled by action of the remaining members of the Board.
 
            Section 4---A vacancy on the Board shall be filled by a) a majority of the remaining members of the Board of Directors-elect, or b) a special election called by the president as soon as practically possible after the vacancy.
 
 
 
ARTICLE FOUR
Meetings
 
            Section 1---Annual Meeting.  An annual meeting of this Club shall be held in December of each year, at which time the election of officers to serve for the next Rotary year shall take place.
 
            Section 2---Weekly Meetings.  Regular weekly meetings of this Club shall be held on Fridays at 7:00 a.m.  Due notice of any changes in or canceling of the regular meeting shall be given to all members of the Club.  All members except honorary members (or members excused by the Board of Directors of this Club, pursuant to Article 13, Section 2(b) of 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 Club Constitution, Article 8, Section 1.
 
Section 3---Quorum at Club Meetings.  One third (1/3) of the membership as of a date set by the Board shall constitute a quorum at the annual and regular meetings of this Club.
 
            Section 4---Board Meetings.  Regular meetings of the Board shall be held as determined annually 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.  Proper, timely notice of a special meeting must be given to all Board members.   Seven (7) of the thirteen (13) Board members shall constitute a quorum of the Board.  If a Board member anticipates being absent from a Regular or Special meeting of the Board, such member may, and is encouraged, to give his/her written or electronic proxy to the President or any member of the Board to be voted as that member deems appropriate.  No Board member may vote more than one such proxy, but every proxy will be counted in satisfying the quorum requirement.
 
 
 
            Section 5---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 by the presiding officer to the Board after a brief discussion by the members.  The Board shall then consider it in the normal course of its business at the next regular or special Board meeting.
 
 
ARTICLE FIVE
Fees and Dues
 
            Section 1---The admission fee shall be set annually by the Board and shall be paid before an applicant can qualify as a member.       
 
            Section 2---Membership dues shall be set annually by the Board, payable on the calendar quarter, with the understanding that each quarterly payment shall include an amount set by Rotary International to be applied to each member’s subscription to THE ROTARIAN magazine.
 
 
 
 
ARTICLE SIX

Method of Voting

 
            If required, voting at any meeting of the Club or of the Board shall be by voice vote, show of hands, by written ballot at a club meeting, or electronically, as determined by the Board.  In case of a tie, the presiding officer’s vote shall be counted.
 
 
ARTICLE SEVEN
Committees
 
            Section 1---
                        a)  Members of the Club shall elect chairpersons of the following Standing Committees:
                                1)   Club Administration committee
                                2)  Service Projects Community committee
                                3)   Service Projects Vocational committee
  1. Service Projects International committee
  2. Membership committee
  3. Public Relations committee
  4. Rotary Foundation committee
  5. Youth Services  committee
 
                        b)  The president and the elected chairperson, shall, subject to the approval of the
Board, also appoint such sub-committees of the Standing Committees as deemed necessary.
  1. The Club Administration committee, Service Projects Community committee,
Service Projects Vocational committee, Service Projects International committee, Membership committee, Public Relations committee, Rotary Foundation committee, and New Generations committee shall each consist of a chairman, and such other members as the president may decide, with the approval of the Board.
                        d)  The president shall be ex officio a member of all committees, and shall have all the privileges of membership thereon.
                        e)  Each committee shall transact such business as is delegated to it in the 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 to the Board and approved by the Board.
 
 
ARTICLE EIGHT
Duties of Committees
 
            Section 1---Club Administration 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 Club service.  The chairman of this committee shall be responsible for regular meetings of the committee and shall report to the Board on all Club service activities, and may approve the following:
a)  Attendance Committee.  This committee may 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 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 should as early as possible, but not later than August 31st of each year, make a classification survey of the community; shall compile from the survey a roster of filled and unfilled classifications, applying the classification principle; shall review, where necessary, existing classifications represented in the Club; and shall counsel with the Board on all classification problems.
c)  Club Bulletin Committee.  This committee should endeavor, through the publishing of a weekly Club bulletin, to stimulate interest and improve attendance, announce the program of the forthcoming meeting, relate highlights of the previous meeting, promote fellowship, contribute to the Rotary education of all members, and report news of the Club, of its members and of the worldwide Rotary program.
d)  Fellowship Activities Committee.  This committee should 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.
e)   Magazine Committee.  This committee should stimulate reader interest in THE ROTARIAN; sponsor a magazine month; 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.   
f)   Program Committee.  This committee should prepare and arrange the
programs for the regular and special meetings of the Club.
  1. Rotary Information Committee.  This committee should inform prospective
members about the privileges and responsibilities of Rotary Club membership; keep members informed about the history, object and activities of Rotary at all levels; and oversee the orientation of new members during their first year in the Club.
 
Section 2---Service Projects Vocational 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 3---Service Projects Community 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 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.
              a)  Human Development Committee.  This committee should devise and carry       
       into effect plans which will guide and assist the members of this Club in
      dealing within the community with the welfare of human beings of all kinds
       throughout the whole span of life by providing assistance and support to those
        in need.
  1. Community Development Committee.  This committee should devise and carry into effect plans which will guide and assist the members of this Club in working to make the community a better place to live by improving the physical condition of the community and its facilities.
  2. Environmental Protection Committee.  This committee should devise and carry into effect plans which will guide and assist the members of this Club in monitoring and improving the quality of the community’s environment.
  3. Partners in Service Committee.  This committee should devise and carry into effect plans which will guide and assist the members of this Club in building relationships with other Rotary-sponsored organizations within the community and in cooperating with them in service.  
 
Section 4---Service Projects International 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.
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           Section 5--- Membership Committee.  This committee should 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.  This committee should 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 fill unfilled classifications.
 
            Section 6--- Public Relations Committee.  This committee should devise and carry into
effect plans (1) to give the public general information about Rotary, its history, object, and scope, and (2) to secure proper publicity for the Club.
 
Section 7---Rotary Foundation 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 the Rotary Foundation.  The chairman of this committee shall be responsible for the Rotary Foundation activities of the Club and shall supervise and coordinate the work of any committee that may be appointed on particular phases of the Rotary Foundation.
 
 
            Section 8---Youth Services  Committee.  This committee shall focus on youth activities and programs, particularly:
  1. RYLA,
  2. Interact,
  3. Rotaract,
  4. Rotary Youth Exchange,
  5. the Four Way Test Speech Contest
 
 
ARTICLE NINE
Leave of Absence
 
  1. A member of the Club, or someone on his/her behalf, may apply in writing delivered to the Club’s secretary and request a leave of absence from attending meetings of the Club for a specified length of time.  The Board shall consider such application at its next regular Board meeting, or at a special meeting called for that purpose, and may grant or reject the request.  The reasons for the Board’s decisions, and any conditions, stipulations, requirements or special provisions relating to the term of the leave and the payment of the member’s dues shall be reduced to writing and delivered to the member (and his/her representative), and included in the minutes of the Board meetings.
  2. If a leave of absence is approved, the member shall remain a member of the Club, and shall be responsible for payment of his dues to Rotary International through the Club.
 
 
 
ARTICLE TEN
Finances
 
            Section 1---The treasurer shall deposit all funds of the Club in a bank to be named by the Board.
 
            Section 2---All bills shall be paid only by check signed by either the treasurer, the president elect or the president, or paid by electronic means as authorized by the Board. 
. 
 
            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---An audit by a qualified committee appointed by the board shall be made once each year of all the club’s financial transactions. 
 
            Section 5---The fiscal year of this Club shall extend from July 1st to June 30th.  The collection of members’ dues shall be divided into four (4) quarterly periods (July 1st to September 31st, from October 1st to December 31st, from January 1st to March 31st, and from April 1st to June 30th).  The payment of per capita dues and magazine subscriptions to RI shall be made on July 1st and January 1st of each year on the basis of the membership of the Club on those dates.
 
            Section 6---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.
 
 
ARTICLE ELEVEN
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 transferring or former member of another Club may be proposed to active membership by the former Club.  The proposal for the time being shall be kept confidential except as otherwise provided in this procedure.
 
            Section 2---The Board shall ensure that the proposal meets all the classification and membership requirements of the Club constitution.
 
            Section 3---The Board shall approve or disapprove the proposal within 30 days of its submission, and shall notify the proposer, through the Club secretary, of its decision.
 
            Section 4---If the decision of the Board is favorable, the prospective member shall be informed of the purposes of Rotary and of the privileges and responsibilities of membership. .  A transferring member must resign from his previous club.
 
 
            Section 5---a)  If no written or oral objection to the proposal, stating reasons, is received by any member of the Board from any Club member (other than honorary) within seven (7) days following publication of information about the prospective member, that person, upon payment of the admission fee (if not honorary membership), as prescribed in these bylaws, shall be considered to be elected to membership.
                        b)  If any 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 considered to be elected to membership.  If not approved, the Board shall notify the proposer and may take additional action as it deems necessary.
 
            Section 6---Following the election, the president shall arrange for the induction of the new member; the Club secretary shall issue a membership card and shall report the new member to RI; and the Rotary information committee shall provide appropriate literature for presentation at the induction and assign a member to assist in the assimilation of the new member.
 
 
 
 
ARTICLE TWELVE
Order of Business
 
                        1)  Meeting called to order.
                        2)  Introduction of visiting Rotarians.
                        3)  Correspondence and announcements.
                        4)  Committee reports if any.
                        5)  Any unfinished business.
                        6)  Any new business.
                        7)  Two minutes in Rotary
                        8)  Address or other program features.
                        9)  Adjournment.
 
 
ARTICLE THIRTEEN
Amendments
 
            These bylaws may be amended at any regular meeting, if a quorum is present, by a three-fourths (3/4) vote of all members present, provided that notice of such proposed amendment shall have been mailed, emailed or posted to the Club’s website to each member at least two (2) weeks 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 RI.
 
 
ARTICLE FOURTEEN

Miscellaneous

 
a)  All references to “he” within these bylaws shall also include the feminine gender.
  1. Notice may be given by weekly bulletin, regular mail or electronic mail.
  2. Interpretation and clarification of these Bylaws shall be made by the Board.