Bylaws of the Rotary Club of Garberville, CA
Last revised and approved 9.6.2011
Article I Board of Directors:
The governing body of this club shall be the board of directors consisting of twelve
(12) members of this club, namely, five (5) directors elected in accordance with article III, section 1, of these bylaws, plus the president, vice president/president-elect, secretary, treasurer, the chair of the membership committee, the chair of the foundation committee and the immediate past president.
Article II 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 Vice-president/president-elect. It shall be the duty of the vice-president/president-elect to serve as a member of the board of directors of the club, to preside at meetings of the club and board in the absence of the president, 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 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 active, senior active and past service 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.
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.
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 III Election of Directors and Officers:
Section 1 At the first meeting in November the presiding officer shall establish a committee for the purpose of nominating members of the club for the offices of president, vice-president/president-elect, secretary, and treasurer. In addition, three (3) members of the board of directors in odd numbered years and two (2) members of the board of directors in even numbered years shall be nominated to serve a two year term. The committee shall be comprised of the current officers, including the immediate past president, and current board of directors. These nominations will be presented by the nominating committee to the membership at the second meeting in November. Additional nominations from the floor may be made at that meeting. The nominations duly made shall be placed on a ballot in alphabetical order under each office and shall be voted for at the first meeting in December. The candidates for vice-president/president-elect, secretary, and treasurer receiving a majority of the votes shall be declared elected to their respective offices for the next Rotary year. The appropriate number of candidates for available director positions receiving a majority of the votes shall be declared elected as directors. Those elected in such balloting shall serve as members of the board for the year commencing on the first day of July next following the election.
Section 2 - The officers and directors, so elected, together with the immediate past president shall constitute the board of directors. Within one week after their election the board of directors-elect shall meet and elect some member of the club to act as sergeant-at-arms.
Section 3 - A vacancy in the board of directors or 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.
Article IV Meetings:
Section 1 - Annual Meeting. An annual meeting of this club shall be held at the first regular meeting of the club in December in 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 Tuesday at noon. At it's option the membership may elect to hold meetings which fall on the fifth (5th) Tuesday of a given month in a location other than the regular meeting place, and may elect to hold said meeting as a special evening meeting. Due notice of any changes in or canceling of the regular meeting shall be posted by the president at the regular meeting place on the day of the regularly scheduled meeting, and must be given to all members of the club. Notification in the club's weekly bulletin or web page, shall constitute adequate notice. All members, excepting an honorary member (or member excused by the board of directors of this club), 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 or Board Meeting, either at this club or at any other Rotary club.
Section 3 - One-third of the membership shall constitute a quorum at the annual and regular meetings of this club.
Section 4 - Regular meetings of the board shall be held monthly, location TBA.. 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 shall be $130.00 to be paid before the applicant shall qualify as a member. $50.00 of this fee shall be placed with an additional $50.00 from club funds to establish the new member as a sustaining Paul Harris Fellow.
Section 2 - The membership dues shall be $179.00 (129.00 dues, 50.00 fines) per annum, payable on the first day of July, with the understanding that twelve dollars (US$12.00) of each annual payment shall be applied to each member's subscription to The Rotarian magazine. Increases in Rotary International per capita dues or in the District 5130 dues must be presented to the club membership for consideration of an increase in club membership dues in an equal amount. (Note: The subscription price of The Rotarian is US$12.00 per annum.)
Article VI Method of Voting:
The business of this club shall be transacted by viva voce vote except the election of officers and directors, which shall be by ballot.
Article VII Committees:
Section 1 - (a) The following five (5) standing committee chairpersons shall be seated as follows: Club Service committee (elected in even numbered years) Vocational Service committee (elected in odd numbered years) Community Service committee (elected in odd numbered years) International Service committee (elected in even numbered years) Youth Service committee (elected in odd numbered years) (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, international service or youth service, as deemed necessary. Where feasible and practicable in the appointment of such 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. (c) The club service committee, vocational service committee, community service committee, international service committee, and youth service committee shall each consist of a chair, who shall be named by the president from the membership of the board, and not less than two (2) other members. (d) The president shall be ex officio a member of all committees and, as such, 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. Minutes of committee meetings shall be recorded by the chair of each committee, or by a member of the committee appointed by the committee chair, and a copy shall be provided the club secretary and to the club president.
Section 2 - Club Service Committee. (a) The chair of the club service committee 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) The club service committee shall consist of the chair of the club service committee and the chair of all committees appointed on particular phases of club service. The president may, subject to the approval of the board, appoint the following committees on particular phases of club service: Attendance committee, Club bulletin committee, Fellowship committee, Media committee, Program committee, Public relations committee, and shall appoint one member each year to chair each of the following committees: Classifications committee, Fundraising committee, Rotary information committee, Membership/Membership development committee. (d) The president shall appoint the vice-president/president-elect to oversee and coordinate the work of the classifications, membership/membership development and Rotary information committees. (e) Where feasible and practicable in the appointment of club 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. (f) The classification and Rotary information committees shall each consist of three (3) members, one member of each committee to be appointed each year for a term of three (3) years. The first appointments made under this provision shall be as follows: one member for a term of one year; one member for a term of two (2) years; one member for a term of three (3) years. (g) The Media committee shall, wherever feasible, include the editor of the club publication and a local newspaper or advertising member of the club.
Section 3 - Community Service Committee. (a) The chair of the community service committee 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) The community service committee shall consist of the chair of the community service committee and the chair of all committees appointed on particular phases of community service. The president may, subject to the approval of the board, appoint the following committees on particular phases of community service: Human development committee Community development committee Environmental protection committee Partners in service committee
Article VIII Duties of Committees:
Section 1 - Club Service 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 chair of the club service committee shall be responsible for regular meetings of the committee and shall report to the board on all club service activities. (a) Attendance Committee. This committee shall devise means for encouraging attendance at all Rotary meetings - including attendance at district conferences, 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) Classifications Committee. This committee shall as early as possible, but no later than 31 August 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 shall endeavor, through the publishing of a weekly or bi-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, of its members, the district, and of the worldwide Rotary program. (d) Fellowship Activities Committee. This committee shall 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) Media Committee. This committee shall 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) Membership/Membership Development Committee. This committee shall 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, and shall 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. (h) Program Committee. This committee shall prepare and arrange the programs for the regular and special meetings of the club. (I) 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. (j) Rotary Information Committee. This committee shall devise and carry into effect plans (1) to give prospective members information about the privileges and responsibilities of membership in a Rotary club, (2) to give the members, especially the new members, adequate understanding of the privileges and responsibilities of members, (3) to give the members information about Rotary, its history, object, scope, activities, and (4) to give the members information as to developments in the administrative operation of RI.
Section 2 - Vocational Service 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 chair 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 - Community Service 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 chair 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 shall 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. (b) Community Development Committee. This committee shall 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. (c) Environmental Protection Committee. This committee shall 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. (d) Partners in Service Committee. This committee shall 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 - International Service 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 chair 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.
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. Members requesting leave must have a minimum of one year of membership in this club. Leave granted shall be for a period of not more than 6 months. A leave of absence may be extended for an additional period of time, not to exceed one year. Total dues, fines, and meals must be current during the period covered by the leave of absence.
Article X Finances:
Section 1 - The treasurer shall deposit, in a timely manner, all funds of the club in a bank to be named by the board.
Section 2 - All bills shall be paid only by checks signed by the Treasurer upon instruction of the Board. The exception being that checks in the amount of $1000 or more shall be signed by two officers of the Club. A thorough audit by a certified public accountant or other qualified person shall be made once each year of all the club's financial transactions.
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 - The fiscal year of this club shall extend from July 1st to June 30th, and shall be divided into two (2) semiannual periods extending from July 1st to December 31st, and from January 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. (Note: Magazine subscriptions for members joining during a semiannual period are payable upon invoice from the Secretariat.) Club members must pay dues no later than July 31st.
Section 5 - At the beginning of each fiscal year the treasurer, along with 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 XI Method of Electing Members:
Section 1 - The name of a prospective member, proposed by an active or past service member of the club should be submitted, by way of the membership proposal card, to the Board through the club secretary. When possible, the proposal shall be kept confidential except as otherwise provided in this procedure.
Section 2 - The Board shall refer proposals to the Classification and Membership Committee to ensure that the proposal meets all the classification and membership qualifications as specified in R.I. Constitution - Article 5 - Section 2. The proposed name and classification (if active membership) will be circulated confidentially to the club membership. The club membership will be permitted seven (7) days, following circulation of information, to submit a formal written objection, to the Board, stating a specific reason or reasons for the objection. If any such objection has been filed, said objection would be forwarded to the Membership Committee for investigation. The Membership Committee will forward, to the Board, their recommendation for or against ratification at the next scheduled board meeting. If no objection is received within seven (7) days, the Membership Committee's recommendation will be forwarded to the Board for ratification at their next scheduled board meeting.
Section 3 - The Board will attempt to approve or disapprove the proposal within thirty (30) days of it's submission and shall notify the proposer, through the Club Secretary, or designee, of it's decision
Section 4 - If the proposal is approved by the Board, the prospective member shall be invited into the Club and shall be informed of the purposes of Rotary and of the priveleges and responsibilities of membership. Then the prospective member shall be requested to sign the membership proposal form and upon payment of the admission fee, (if not honorary), as prescribed in these by-laws, shall be elected to membership. The proposer shall be notified of the responsibilities as mentor.
Section 5 - 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 RI.
Section 6 - Past members and/or Rotarians wishing to transfer membership from another Rotary Club must follow the requirements as set forth in this article and may be proposed by another Rotary Club.
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 without discussion.
Article XIII Order of Business:
Meeting called to order; Introduction of visiting Rotarians; Correspondence and announcements; Committee reports if any; Any unfinished business; Any new business; Address or other program features; Adjournment.
Article XIV 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 RI.
Article XV Minimum Attendance Requirements:
A non-exempt member cannot miss more than three (3) meetings in a row without cause. On the members fourth absence it shall be assumed that the member has withdrawn from membership in this organization unless the member has communicated cause to the President or Secretary or to any member of the Board. A non-exempt member must maintain a minimum of 60% attendance, including makeups in any six month period. 60% of the actual meeting time (12:30 to 1:30) is required to receive credit for attendance. A minimum of 50% of meetings made must be at this club's regularly scheduled meetings. Exempt Status NOTE: Senior active membership does not in itself make a member exempt from attendance requirements. Persons who meet the requirements listed below are considered to have Meeting Exempt status: 1.) A club member in good standing whose aggregate age and number of years in Rotary equals 85 and has requested in writing to the board for consideration of attendance exempt status. 2.) A club member holding honorary membership status. 3.) A club member who is seriously ill and has notified the secretary of their situation. 4.) A club member who is traveling in countries without Rotary Clubs and has notified the secretary in advance of their travel. 5.) A club member who has requested and has been granted a leave of absence as outlined in Article IX (Leave of Absence) of these bylaws. 6.) A member, who, in the judgement of the board of directors, has just cause (other than listed above) to be absent.
Article XVI Makeup Meeting Attendance:
In order to maintain attendance requirements a member may elect to attend meetings at other Rotary clubs or attend a Board meeting or participate in an on-line Rotary meeting. A makeup shall be credited, upon notification of the secretary, for meetings attended during the 14 days prior to or 14 days following the regular meeting missed.
Article XVII Missed Meeting Meal Charge:
Members who miss regularly scheduled meetings of this club and who do not attend a makeup meeting at another location, or on-line and bears the expense of a meal, shall pay for the week or weeks meal(s) missed.