Bylaws of the Rotary Club of Bremerton, Wash.

Club Bylaws

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PREAMBLE
 

For the purpose of furthering the objects of Rotary as stated in the Constitution of the Rotary Club of Bremerton and to carry out their charitable, civic, and social objectives, the Club adopts the following Bylaws.

ARTICLE I     Board of Directors

The governing body of this club shall be the board of directors consisting of ten (10) members of this club, namely five (5) directors elected in accordance with Article II,
Section 1, of these bylaws, the president, president-elect, secretary, treasurer, and the
immediate past president.

ARTICLE II             Election of Directors and Officers
 
Section 1 -At a regular meeting one month prior to the meeting for election of officers, the presiding officer shall ask for nominations by members of the club for
President, president-elect, secretary, treasurer, and two members of the board of directors in even-numbered years and three members of the board of directors in odd-numbered years. The nominations may be presented by a nominating committee or by members from the floor, by either or by both as the club may determine. The nominations duly made shall be placed on a ballot in alphabetical order under each office and shall be voted for at the annual meeting. The candidates for president, president-elect, secretary, and treasurer receiving a majority of the votes shall be declared elected to their respective offices.  The two or three candidates for directors, depending upon the year of election, receiving the largest number of the votes cast shall be declared elected as directors. The president-elect elected in such balloting shall serve as a member of the board as president-elect for the year commencing on the first day of July next following the election, and shall assume office as president on the first day of July immediately following the year of service on the board as president-elect. The term of office for secretary and treasurer shall be one (1) year. The term of office for the directors shall be two (2) years. The positions of president-elect, president, and immediate past president are sequential positions for the person elected president-elect.

Section 2 -The officers and directors, so elected, together with the immediate past president shall constitute the board of directors.

Section 3 -A vacancy in the board of directors of 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 -A member of the club may appoint a proxy to vote or otherwise act for the member by personally signing an appointment form which identifies the purpose for which the proxy is given. An appointment of a proxy is revocable. The proxy must be shown to the members in charge of ballots for the vote or other act for which the proxy is given.

Section 6 - The Club shall have at least fifteen (15) active members, each with an equal vote in the election of officers and members of the Board of Directors.

ARTICLE III Duties of Officers

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 the office of president.
 
Section 2 -President-elect. It shall be the duty of the president-elect to preside at meetings of the club and board in the absence of the president, to serve as a member of
the board of directors of the club, and to perform such other duties as may be prescribed by the president or the board.

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 RI, including the semiannual reports of membership, which shall be made to the general secretary of RI on January 1st and July 1st of each year, and including prorated reports to the general secretary on 1 October and 1 April of each member who has been elected to membership in the club since the start of the July or January semiannual reporting period, the report of changes in membership, which shall be made to the general secretary of RI, 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 RI subscriptions to THE ROTARIAN, and perform such other duties as usually pertain to the office of secretary. The secretary is entitled to have lunch, Foundation, and annual membership fees waived.

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 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. The treasurer is entitled to have lunch, Foundation, and annual membership fees waived.

ARTICLE IV  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 and directors to serve for the ensuing year shall take place.
 
Section 2 -The regular weekly meetings of this club shall be held on Monday 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. All members excepting an honorary member (or member excused by the board of directors of this club, pursuant to article VII, section 3 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.

Section 3 - One-third of the membership shall constitute a quorum at the annual and regular meetings of this club.

Section 4 -Regular monthly meetings of the board shall be held at a day and time specified by the President.  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 -A majority of the board members shall constitute a quorum of the board.

ARTICLE V             Fees and Dues

Section 1 -The admission fee for new and returning former Bremerton Rotary
Club Members shall be as determined by the Board.
 
Section 2 - The membership dues shall be as determined by the Board per annum, payable annually on the first day of July, with the understanding that a portion as directed by Rotary International shall be applied to each member's subscription to THE
ROTARIAN magazine and such other expenses as Rotary International directs.

ARTICLE VI  Method of Voting

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

ARTICLE VII             Committees

Section 1 -

a) The president shall subject to the approval of the board assign responsibility for one of the following standing Avenues of Service to each director:

Club Service (A)

Club Service (B)

Club Service (C)

Community Service

International Service

The President-elect shall assume responsibility for:  Vocational Service

b) The president shall subject to the approval of the board also appoint such committees on particular phases of club service, vocational service, community service and international service as deemed necessary.

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

d) 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.

e) The president may appoint one or more committees dealing with various aspects of youth activities, which, depending on their respective responsibilities, may be under any, or all, of the club service, vocational service, community service, or international service committees.

f) Where feasible and practicable in the appointment of 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.

Section 2 -Club Service.

a) The directors of the club service (A) and (B) and (C) Avenues of Service shall be responsible for all club service activities and shall supervise and coordinate the work of all committees appointed on particular phases of club service.

b) Club service shall consist of club service directors (A),  (B) and (C) and the chair of all committees appointed from time to time by the president on particular phases of club service.

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

Club Service (A)

Hospitality and Attendance committee

Caring and Weekly Reflections committee

Club bulletin committee

Membership: Sponsoring, Orientation, and Mentoring committee

Nominating committee

Public relations committee.

 
Club Service (B)

Audit Committee

Fellowship committee

Historians Committee

Music Committee

Social Events committee

Sergeants Committee


Club Service (C)

All Fundraising Committees

Kick-Out/Installation Dinner


Section 3 -Vocational Service

The President-Elect shall assume responsibility for Vocational Service, including:
Programs and Club Assemblies

Section 4 -Community Service.

a) The director of the community service Avenue of Service shall be responsible for all community service activities and shall supervise and coordinate the work of all committees appointed on particular phases of community service.

b) Community service shall consist of the director of the community service Avenue of Service and the chairs of all committees appointed on particular phases of community service.

c) The president shall, subject to the approval of the board, appoint the following committees on particular phases of community service and such other committees as deemed appropriate:

Military Affairs

Youth Activities

Community Welfare

Interact

Section 5 -International Service

a)  The director of the International service Avenue of Service shall be responsible for all international service activities and shall supervise and coordinate the work of all committees appointed on particular phases of international service.

b) International service shall consist of the director of the international service Avenue of Service and the chairs of all committees appointed on particular phases of international service.

c) The president shall subject to the approval of the board, appoint the following committees on particular phases of international service and such other committees as deemed appropriate:

Rotary  International Youth Exchange Committee

Rotary International Foundation/Paul Harris /Group Study Exchange Committee

World Community Service Committee

Section 6 -Ad Hoc Committees

The president may appoint such ad hoc committees as the president deems
appropriate to carry out the needs of the organization.

ARTICLE VIII Duties of Committees

Section 1 -Club Service Committees. These committees 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 chairs of the club service committees shall be responsible for regular meetings of the committees and shall report to the board on all club service activities.
 
Club Service (A)

a) Hospitality and Attendance Committee. This committee shall greet visitors, check in all members and guests to verify attendance and shall collect payment from those who need to pay for their meals.  A correct accounting shall be given to the club treasurer.

This committee shall also devise means for encouraging 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) Membership:  Sponsoring, Orientation and Mentoring Committee.

This committee shall find ways to encourage new people to join the Bremerton Rotary.  They should evaluate the classifications, skills and abilities of our current members and look for people in the community who would augment these attributes.  The committee should constantly be looking for people who are new to our community.  Once a candidate has made application to our club, the committee should meet with the candidate to inform them of the reasons for joining and the expectations of a Rotary member.

After a new member is indoctrinated, the committee should assign that member a mentor that may or may not be his or her sponsor.  The mentor should assist the new member to get involved in the club, convert the red badge into a blue badge, and to understand the importance of attendance at the regular meetings as well as involvement in committees and attendance at club social events.

c) Club Bulletin Committee. This committee shall endeavor, through the publishing of a monthly 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 or its members and of the worldwide Rotary program.

d) Public Relations Committee. This committee shall 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.  This committee shall also oversee the content of the Bremerton Rotary webpage and insure that it is up-to-date.

e)  Nominating Committee. The nominating committee shall be appointed by the President and consist of at least three (3) past Presidents.  Others may be appointed at the discretion of the President, but the past Presidents should always constitute a majority of the membership.  This committee shall be responsible for nominating candidates for all open offices and directorships by seeking candidates and by announcing the candidates and soliciting additional nominations at three consecutive meetings. Then, this committee shall conduct the election by secret written ballots at a meeting in December and shall announce the winners of said election at the conclusion of the meeting at which the election is held.

f) Caring and Weekly Reflections Committee.  This committee shall be responsible for providing an inspirational message at all meetings, and it shall recognize and respond to illnesses, death, and family tragedies of Rotary members and their families in an appropriate manner.  Care should be taken to recognize and respect beliefs of all members.

Club Service B

a) Fellowship Committee. This committee shall promote acquaintance and friendship by sponsoring small events that invite a portion of the club, especially new members.

b) Social Events Committee. This committee shall 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 board.

c) Music Committee. This committee shall be responsible for contributing the feeling of fellowship amongst members by leading the members in song, including Rotary songs and other entertainment.

d) Historians Committee. This committee shall be responsible for documenting the Rotary year, keeping the club history and periodically informing the members of the Club history.

e) Audit Committee. This committee shall annually review and audit the financial records of the club and the Foundation and provide a report to the Board of Directors regarding its findings and recommendations.

f) Sergeants Committee. This committee shall be responsible weekly for raising funds from the general membership in a fun and entertaining manner that recognizes members for their knowledge and for their successes.

Club Service C.

a) Fund Raisers.  Several of these will be put on each year to raise the dollars needed to meet our club's goals.

b) Kick-Out/Installation Dinner :  This committee will be chaired by the immediate Past President and will have the purpose of honoring the outgoing President and welcoming the incoming President with humor and grace. 

Section 2- Vocational Service Committee.

a.  Programs and Assemblies.  This committee will be chaired by the President-elect and have the responsibility of providing a program appealing to varied interests and found locally, regionally, or nationally for every regular meeting.  Speakers should not make direct requests for money.

Section 3- Community Service Committees.  These committees will guide and assist the members of this club in discharging their responsibilities in their community relationships. The chairs of these committees 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) Community Welfare Committee.   This committee shall evaluate and take action on requests for funds from non-profit community groups.

b) Youth Activities Committee.  This committee evaluates scholarship and RYLA applications and makes awards as appropriate.  The committee also administers programs that benefit local youth.

c) Military Affairs Committee. This committee will encourage and foster mutual respect between the military and Rotary in the community.

d) Interact Club Committee.  This committee will have the responsibility of supervising the high school Interact Club and keeping the club informed of their activities.

Section 4- International Service Committees.  These committees will guide and assist the members of this club in discharging their responsibilities in matters relating to international service. The chairs of the following international service committees shall be responsible for the international service activities of the club in their designated areas and shall supervise and coordinate the work of said committees on particular phases of international service:

a) Rotary International Youth Exchange Committee. This committee shall work with the members of this club and with Rotary International to coordinate successful participation in the Rotary Youth Exchange program for both "inbound" and "outbound" exchange students.

b) Rotary International  Foundation/Paul Harris  /Group Study Exchange  Committee. This committee shall ensure active participation by members of this club in the enrollment of Paul Harris Fellows and in the education of the members of this club in the activities of the Rotary Foundation.

c) World Community Service Committee. This committee shall devise and carry into effect plans that will ensure this club's participation in international projects.

Section 5- Ad Hoc Committees. The President, from time to time, may appoint
such committees and chairs of such committees as the President deems appropriate for the well being of the club.
 
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.  During approved leaves of absence, members do not pay for lunches, but do pay Foundation and annual membership fees.

ARTICLE X    Finances

Section 1 -The treasurer shall safeguard all club funds and deposit same in a timely fashion in a bank or banks approved by the board.

Section 2 -All bills shall be paid only by checks signed by the treasurer if they fall within the confines of the Board-approved budget.  If a bill or request for funds was not included in the Board-approved budget, the treasurer will bring the bill or request to a Board meeting for approval.  A thorough audit of all the Club's and Foundation's financial transactions shall be made once per year by a certified public accountant or board approved audit committee.

Section 3 -Officers having charge or control of funds shall be bonded 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 1st to June 30th.

Section 5 -The treasurer shall maintain all financial records of the club, retain them for a period of 8 years, provide monthly status reports to the board, and insure that required tax returns are prepared and submitted in accordance with state and federal directives.

Section 6 -The treasurer shall prepare a budget of estimated income and estimated expenditures to be approved by the board during the first month of the fiscal year.    The budget is the limit of expenditures for the respective purposes unless otherwise ordered by action of the board.

Section 7 -Member invoices will be prepared jointly by the treasurer and the secretary to insure the proper proration of charges and appropriate credits for each member. New members will be presented an invoice for admission fee and appropriately prorated member dues and fees as soon as possible after induction into the club.

Section 8 -Members are required to pay each invoice within 30 days of receipt.

ARTICLE XI Method of Electing Members (For All Kinds of Membership)

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

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.

If the decision of the board is favorable, the name of the prospective member and approved classification shall be published as a proposed new member.

Section 4 -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 publication of information about the prospective member, that person shall be informed of the purposes of Rotary and of the privileges and responsibilities of membership (including the kind of membership proposed) by the proposer and one or more members of the Membership Committee, and upon payment of the admission fee (if not honorary membership), as prescribed in these bylaws, shall be considered to be elected to membership and shall be inducted into membership at a regular weekly meeting of the club.

If any such 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 three (3) negative votes are cast by the members of the board in attendance at such regular or special meeting, the prospective member shall then be admitted into the club according to the procedures set forth in the preceding paragraph. If more than three (3) negative votes are cast by members of the board in attendance, the membership shall be denied.

Section 6 -Following such election, the president shall arrange for the new member's induction and further orientation, and the club secretary shall report such action to Rotary International.

ARTICLE XII Resolutions

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.

ARTICLE XIII Politics

A. Politicians As Speakers: Political candidates, once they have announced their candidacy, will generally not be asked to be the principal speaker of the weekly program unless the Board of Directors has so approved. In making such approval the Board must consider the opposing candidates' opportunity to address the club and the overall benefit to the club.

B. Politicians As Guests:  Political candidates may be introduced stating their name, party and office for which they are running. No announced candidate may be introduced to the club more than one time during any given campaign.

ARTICLE XIV Petitions

Petitions will not be distributed nor signatures solicited in Rotary meetings.

ARTICLE XV Donations

Donations for non-Rotary causes may be requested from the club only with the President's permission. A location will be set up (Hospitality and Attendance committee) to the side where members may stop and donate as they desire; there will be no solicitation other than passively manning the location and one announcement during the meeting.

ARTICLE XVI Selling Chances or Tickets

The same procedure for selling non-Rotary chances or tickets shall be followed as that for
Donations.

ARTICLE XVII Order of Business

The order of business for a regular weekly meeting of the Bremerton Rotary is as follows:

Meeting called to order.

Introduction of visiting Rotarians and other visitors

Correspondence and announcements.

Committee reports, if any.

Any unfinished business.

Any new business.

Address or other program features

Adjournment.
 
ARTICLE XVIII Amendments

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 mailed to each member at least ten 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.

ARTICLE XIX  Dissolution

On the dissolution or final liquidation of the Club, the net assets of the Club shall be distributed to such nonprofit tax exempt (under 501(c) of the Federal Tax Code) organizations as selected by the then Board of Directors, as will best perpetuate the purpose of the Club.

Approved and adopted by the general membership on the 6th of December 2004.
John Mitchell, President