BYLAWS OF THE GREELEY ROTARY CLUB
August 25, 2006
Revised 10/24/07
ARTICLE 1 Definitions
ARTICLE 2 Board of Directors
The governing body of this club shall be the Board of Directors consisting of twelve (12) members of this club, namely ten (10) Directors elected in accordance with Article 3 of these bylaws, the President, and the immediate Past President. The Secretary, Treasurer and Sergeant-at-Arms shall be ex officio members of the Board of Directors. Five (5) Directors shall be elected each year to a two year term.
ARTICLE 3 Election of Directors and Officers
Section 1: The election of Directors shall be at a regular meeting of the club and shall be held no later than December 31 of each year. At least one month prior to the election, a nominating committee consisting of the Past Presidents and the current Board of Directors shall present a slate of candidates to be voted upon by the general membership. Additional nominations may be made by any club member at least two weeks prior to the election. Vote will be by written ballot. The five candidates receiving a majority of the votes will be declared elected as Directors and will take office on July 1 of the following year. In the event of a tie, there will be a second vote for those candidates who tied.
Section 2: The election of the Officers shall be at a regular meeting of the club and shall be held no later than December 31 of each year. At least one month prior to the election, a nominating committee consisting of the Board of Directors shall present a slate of candidates for the offices to be voted upon by the general membership. The Officers will take office on July 1 of the following year. The President-Elect shall be selected from the Board of Directors who have served since July 1 of the year of the election.
Section 3: The President-Elect will become President of the club after serving one year as President-Elect and will take office on July 1 of the following year.
Section 4: A vacancy in the position of any Officer or Director shall be filled by action of the remaining members of the Board of Directors.
Section 5: A vacancy in the position of any Officer-Elect or Director-Elect shall be filled by action of the Board of Directors.
ARTICLE 4 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 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. The President-Elect may preside at meetings of the club and Board in the absence of the President.
Section 3: Secretary. It shall be the duty of the Secretary to keep membership records; record attendance at meetings; send out notices of club, board and committee meetings; record and preserve the minutes of such meetings; report as required to RI, including the semiannual reports of membership on 1 January and 1 July of each year, and prorated reports on 1 October and 1 April of each active member who has been elected to membership in the club since the start of the July or January semiannual reporting period, report changes in membership; provide the monthly attendance report, which shall be made to the district governor within 15 days of the last meeting of the month; collect and remit RI official magazine subscriptions; and perform other duties as usually pertain to the office of secretary.
Section 4: Treasurer. It shall be the duty of the Treasurer to manage all funds as directed by the Board of Directors, accounting for the same to the Board monthly 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 5: Sergeant-at-Arms. The duties of the Sergeant-at-Arms shall be such as are usually prescribed for such office and such other duties as may be prescribed by the President or the Board.
ARTICLE 5 Meetings
Section 1: Annual Meeting. An annual meeting of this club shall be held at a regular meeting 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: Weekly Meetings. The regular weekly meetings of this club shall be held on Wednesday at 12:10 PM. Due notice of any changes in or canceling of the regular meeting shall be given to all members of the club. All members excepting honorary
members (or members excused by the Board of Directors of this club, pursuant to Article 9) in good standing in this club, on the day of the regular meeting, must be counted as present or absent.
Section 3: Quorum. One-third of the membership shall constitute a quorum at the annual and regular meetings of this club.
Section 4: Meetings of the Board of Directors. Regular meetings of the Board shall be held monthly. Special meetings of the Board shall be called by the President whenever deemed necessary, or upon the request of two (2) Directors, due notice having been given.
Section 5: Quorum for the Board of Directors Meetings. A majority of the Directors shall constitute a quorum of the Board.
ARTICLE 6 Fees and Dues
Section 1: The admission fee and membership dues shall be set by the Board of Directors
ARTICLE 7 Four Avenues of Service
The four Avenues of Service are the philosophical and practical framework for the work of this Rotary club. They are Club Service, Vocational Service, Community Service, and International Service. This club will be active in each of the four Avenues of Service.
ARTICLE 8 Committees
Club committees are charged with carrying out the annual and long-range goals of the club based on the four Avenues of Service. The President-Elect, President and immediate Past President should work together to ensure continuity of leadership and succession planning. When feasible, committee members should be appointed to the same committee for three years to ensure consistency. Standing committees should be appointed as follows:
∙ Membership
This committee should develop and implement a comprehensive plan for the recruitment and retention of members.
∙ Club Public Relations
This committee should develop and implement plans to provide the public with information about Rotary and to promote the club’s service projects and activities.
∙ Club Administration
This committee should conduct activities associated with the effective operation of the club.
∙ Service Projects
This committee should develop and implement educational, humanitarian and vocational projects that address the needs of its community and communities in other countries.
∙ The Rotary Foundation
This committee should develop and implement plans to support The
Rotary Foundation through both financial contributions and program participation.
Additional ad hoc committees may be appointed as needed.
(a) The president shall be ex officio a member of all committees and, as such, shall have all the privileges of membership thereon.
(b) The President may appoint one or more subcommittees for various activities in these Avenues of Service.
(c) Each committee shall transact its business as is delegated to it in these bylaws and such additional business as may be referred to it by the President of the Board.
(d) Each Chair shall be responsible for regular meetings and activities of the committee, shall supervise and coordinate the work of the committee and shall report to the Board on all committee activities.
ARTICLE 9 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, providing that dues are paid for the entire period.
ARTICLE 10 Finances
Section 1: 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.
Section 2: The Treasurer shall deposit as soon as practical all funds of the club in a bank to be named by the Board.
Section 3: All bills shall be paid only by checks signed by two of the following officers – President, President-Elect, Secretary or Treasurer.
Section 4: A compilation of all of the club’s financial transactions shall be made once each year by a qualified person.
Section 5: The fiscal year of this club shall extend from July 1 to June 30. The payment of per capita dues and magazine subscriptions to RI shall be based on membership of the club on July 1 and January 1 of each year.
ARTICLE 11 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 Membership Chair. Individuals proposed for membership must attend three regular club meetings prior to being inducted. The meeting at which they are inducted may be counted as one of the three meetings. They may be approved for membership by the board, prior to attending three meetings, with the caveat that the three meeting requirement will be met. A vote of the board may be obtained using regular mail or email contact in the interim between meetings. Sponsors of proposed members may be reimbursed for prior lunch expense(s) after the individual becomes a member. A transferring or former member of another club may be proposed to active membership by the former club through the Membership Chair. The proposal 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 thirty (30) days of its submission, and shall notify the proposer, through the club Membership Chair 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, following which the prospective member shall be requested to sign the membership proposal form which permits his or her name and proposed classification to be published to the club.
Section 5: 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, upon payment of the admission fee (if not honorary membership), as prescribed in these bylaws, shall be considered to be elected to membership.
If any 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 considered to be elected to membership.
Section 6: Following the election, the President or Secretary shall arrange for the new member’s induction, membership card, and new member Rotary literature. In addition, the President or Secretary will report the new member information to RI.
ARTICLE 12 Resolutions
The club shall not consider any resolution or motion to commit the club on any matter until the board has considered it. Such resolution or motions, if offered at a club meeting, shall be referred to the Board without discussion.
ARTICLE 13 Order of Business
The order of business shall be as follows:
Meeting called to order.
Introduction of visitors.
Correspondence, announcements and Rotary information.
Committee Reports if any.
Any unfinished business.
Any new business.
Address or other program features.
Adjournment.
ARTICLE 14 Amendments
These bylaws may be amended at any regular meeting, a quorum being present, by a two-thirds favorable vote of all members present, provided that notice of such proposed amendment shall have been mailed or emailed 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 club constitution and with the constitution and bylaws of RI.