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BYLAWS OF THE ROTARY CLUB OF CANANDAIGUA |
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Article I Election of Directors and Officers Section 1 - Board of Directors. 1. A nominating committee for the board of directors shall be composed of the five active, immediate past presidents with the immediate past president as chairperson 2. The chairperson shall be responsible for taking notes and the submitting of them to the club secretary for a record of the committee's actions. 3. The timing and procedure for nominating and electing the board of directors shall be as follows: a. At the second meeting in November, the nominating committee chairperson will announce before the club that the election for members of the new board of directors will be held during the second meeting in December. It will also be announced that those wishing to serve, should submit their names to the chairperson before the next club meeting. b. Between the second and fourth meeting in November, the chairperson will convene the nominating committee for the purpose of drawing up a slate of candidates. (the number of candidates will be equal to the expired three and un-expired (if any) terms to be filled, plus two ). The committee will obtain the consent of potential nominees and instruct them as to the duties and responsibilities of a board member including steps to, through and following the presidency. Incumbent directors may serve for one additional term. Unsuccessful candidates may run for reelection at a later date. c. At the fourth meeting in November, the slate of candidates, in alphabetical order, will be presented to the club. d. On election day, the second meeting in December, nominations from the floor will be accepted. Names of persons so nominated, and agreeable to serve, will be added to the written ballot. Those with the highest number of votes will be deemed elected. Nominees receiving the higher number of votes will serve for the three year terms. Un-expired terms will be filled in order of most votes received. In the event of a tie vote for a directorship a second ballot will be called for. The club secretary will make the vote count a part of the record for use in filling future vacancies on the Board. 4. Newly elected board members filling un-expired terms will take office at the first board of director's meeting in January of the new year. Those filling three year terms will take office at the first board meeting in July of the new year. New members will be encouraged to attend board meetings as non voting members until their term begins. Section 2 - Election of Officers. 1. For continuity reasons the office of the president for the new year will be filled by the president elect and the office of the president elect will be filled by the vice president for programs. These officers will assume their new responsibilities July 1 of the year following the election of the board of directors.
3. In the event that a vacancy of an office occurs, "The order of succession" will prevail and the board will elect a new vice president for programs. Section 3 - Sergeant-at-Arms. The sergeant(s)-at-arms is (are) appointed by the incoming president in the same manner as committee chairpersons. Article II Board of Directors The governing body of this club shall be the board of directors consisting of nine members to be selected in accordance with Article I of these bylaws, the president, president elect, the vice president for programs. and the past president for a total of thirteen members. The board meetings shall be held once each month at a place and time to be determined by the board at the beginning of each Rotary year (July 1). In case a board member fails to complete the three year term for the office of board of director: 1. The secretary shall inform the board of the name of the club member(s) whose names(s) was (were) placed on the ballot is the last election but was (were) not elected. The member that had the next highest number of votes for the office, with the approval of the board shall be asked to fill the un-expired term. If the member should decline the next in line in terms of number of votes, shall be asked to serve. 2. Should there be no remaining candidates from the last election, the club president with the approval of the board shall appoint a past president to fill the un-expired term. The candidate filling the vacancy will serve until January of the following year when an elected member will assume office. 3. When a director accepts the nominations for an office, he ceases to be an elected director the start of the new Rotary year. 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. In addition, specifically: 1. Assess all fines in a just and equitable manner, and in a reasonable amount. 2. Maintain an accurate record of fines. 3. Attend all District Assemblies. 4. Delegate responsibilities to other officers as appropriate and necessary. 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, 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. In addition , specifically: 1. Attend District Assembly. 2. Attend District Conference prior to becoming President.
Section 3 - Vice President, Programs. It shall be the duty of the vice president, programs, to preside at meetings of the club and board in the absence of the president and president elect and to perform such other duties as pertain to the office of vice president for programs. In addition, specifically: 1. Assume responsibilities for arranging the regular meeting program schedule for the Rotary year. Consult with the president at the start of the Rotary year and set dates for the mandatory or custom-oriented club programs. There shall be at least two club assemblies designated by the president in a Rotary year. 2. Arrange for the Rotary year's supply of speaker memento. 3. Correspond by letter or voice with potential speaker and follow up with an appropriate reminder. Determine what aids speaker(s) will need and make necessary arrangements. 4. Greet the speaker(s) at the door at the time of the meeting and help set up any equipment needed for the program. Secure a free lunch ticket for speaker(s) and invite them to the head table. 5. Serve in the capacity of program chairperson and introduce (or arrange for the introduction ) of the speaker(s). Thank and present a club memento to the speaker at the end of the program 6. Send a "Thank You" note to speaker(s). Section 4 Secretary. It shall be the duty of the secretary to take, keep and preserve official records of the club. Specifically: 1. Records of membership. 2. Records of attendance at weekly meetings. (Article IX Attendance) 3. Minutes of Board meetings. 4. Send notice of Board Meetings to officers, board members, treasurer (if not a board member) and any others that may need to be notified. 5. Make the required reports of membership to RI: a. On January 1 and July 1 of each year, send to RI's general secretary a report of membership of each active, senior active and past service member who is a member or has been elected to membership since the start of the January and July semiannual reporting period requirement. b. On April 1 and October 1 of each year, send a prorated report to RI's general secretary of changes in Club membership. 6. Report monthly attendance at Club meetings to the District Governor immediately following the last meeting of the month. 7. Remit names and money to RI for member's subscription to The Rotarian. 8. Send notice of "Dues Due" to members and forward remittances to the treasurer. 9. Send all bills and invoices subsequently approved by the board to the treasurer. Mail the checks received from the treasurer and signed by a second officer (president or past president in the absence of the president) to the creditors. 10. Perform such other duties as usually pertain to the office of Secretary. Section 5 - 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 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. Specifically: 1. Have custody of and account for all funds including those received following special events. 2. Report the status of all funds at the monthly board meetings. 3. Pay all approved bills in a timely manner. (Section 4 - Secretary, duty 10, and Article XI Finances for procedures) 4. File all non-profit income tax reports each year with the IRS and New York State. 5. Perform such other duties as usually pertain to the office of Treasurer. Section 6 - Board Members. 1. Assume duties for an avenue of service and/or other duties assigned by the president.
Section 7 - Sergeant-at-Arms. The duties of the sergeant-at arms shall be such as are usually prescribed for such office and other duties as may be prescribed by the president or the board. In addition, specifically: 1. Prepare for the weekly meeting by overseeing the hanging of banners, flags, table arrangement, name tag board, money collection table, lectern, PA system and other room arrangements. 2. Pass out song books, past meeting notes, speaker's material , etc.. 3. Help speaker set up any equipment needed for the presentation. (projector , screen, window cover, lights, etc.) 4. Deliver notices and other communications to and from members to reduce confusion. 5. Collect fines levied by the president. 6 Provide for the receipt of, "Early Leavers" fines. 7. Following the meeting, collect and properly store song books and other Rotary property. 8. Maintain club property at the designated meeting place. Article IV Meetings Section 1 The regular weekly meeting of the Rotary Club of Canandaigua shall be held on Thursdays at 12:15 PM at a place presently listed in the District Directory. Due notice of any changes in or canceling of the regular meeting shall be given to all members of the club by an announcement at the previous meeting(s) and printed in the "PEAL". 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 percent (60%) of the time devoted to the regular meeting, either at this club or at any other Rotary club. 1. Should it become necessary to change the date, time, or place of club meetings, the board must approve the change in advance.
Section 2 An annual meeting shall be the second club meeting in December of each year, at which time the election of directors for the ensuing year shall take place. Section 3 A majority of the membership shall constitute a quorum at the annual and regular meetings. Section 4 The time of regularly scheduled monthly meetings of the board of directors will be set at the first meeting of the new board. The place of meeting will also be selected by the board. If possible, both time and place should be consistent for the year. It is the president's obligation to inform all club members one week in advance of the time and place of the next board meeting Section 5 A majority of the board members shall constitute a quorum of the board Section 6 Proxy vote(s) may be cast by either the secretary or treasurer as requested by board member(s) in their absence. A limit of not more than two proxy votes shall be allowed. The secretary shall include in the records the name(s) of the member(s) that voted by proxy and how voted. Article V Fee and Dues Section 1 The initiation fee shall be $40.00 to be paid before an applicant can qualify as a member. Section 2 The membership dues shall be $95.00 per annum if paid in one installment or $55.00 each half year if paid in two installments. Money is due the first day of January and or July; ($12.00 of each per annum payment shall be applied to each member's subscription to THE ROTARIAN magazine.) Section3 Dues will be established by the board of directors with the approval of the membership. Section 4 A ninety (90) day grace period for non payment of dues will be allowed to all members. Any dues not paid at the end of this time may result in termination of membership. Article VI Method of Voting The business of this club shall be transacted by via voice vote except the election of directors, which shall be by written ballot.
Article VII Committees Section I - General. 1. The president shall appoint current board members as coordinator for each of the four avenues of service and subdivisions. a. Club Service
(4) Social Interaction b. Community Service c. Vocational Service d. International Service 2. The president shall appoint committees within the avenues of club service, vocational service, community service and international service as deemed necessary. 3. The committees within the avenues shall have a chairperson and at least two other members named by the president from the membership. 4. The president shall be ex officio a member of all committees and, as such, shall have all the privileges of membership thereon. 5. The board members designated as Avenue of Service chairpersons shall work with the committee chairpersons and serve as a coordinator and communication link to the board of directors. 6. Each committee shall transact such business as is delegated to it in the bylaws and such additional business as maybe referred to it by the president or the board..
Section 2 - Club Services. 1. The chairpersons (board members) of club services avenues shall oversee the club service activities and shall work with and coordinate with the chairpersons appointed to head the committees.
h. All Fund Raising Projects i. Policy and Procedures j. Nominations/Appointments k. Lunch Line/Meal Tickets l. Invocation n. Remembrance o. Greeters 3. The president shall appoint the president-elect to oversee and coordinate the work of the classifications, membership/membership development and Rotary information committees. 4. 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. 5. 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 a term of two (2) years; one member for a term of three (3) years. 6. The publicity/public relations 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. 1. The chairpersons of the community service avenue shall oversee community service activities and shall work with and coordinate with the chairpersons appointed to head the committees. 2. The president shall appoint committee chairpersons along with committee members for the following community service committees, and for other community service committees where deemed necessary.
3. These committees 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 chairpersons of the committees shall be responsible for the community service activities of the club, and shall supervise and coordinate the work of the committees and club members that may be appointed to particular phases of community service. Section 4 - Vocational Service. 1. The chairpersons of the vocational service avenue shall oversee club vocational activities and shall work with and coordinate with the chairpersons appointed to head the committees. 2. The president shall appoint committee chairpersons along with committee members for the following vocational service committees, and for other vocational service committees where deemed necessary. a. Scholarships b. Rural/Urban c. Business and Professional Relations d. Four-way Test 3. These committees 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 for improving the general standards of practice in their respective vocations. The chairpersons of the committees shall be responsible for the vocational service activities of the club, and shall supervise and coordinate the work of the committees and club members that may be appointed to particular phases of vocational service. Section 5 - International Service. 1. The chairpersons of the international service avenue shall oversee club international activities and shall work with and coordinate with the chairpersons appointed to head the committees 2. The president shall appoint committee chairpersons along with committee members for the following international service committees, and for other international service committees where deemed necessary: a. Rotary Foundation b. Foundation Package Plan c. Club Exchange d. Youth Exchange e. World Community Service/Fellowship 3. These committees shall devise and carry into effect plans which will guide and assist the members of this club in discharging their responsibilities in matter relating to international service. The chairpersons of the committees shall be responsible for the international service activities of the club, and shall supervise and coordinate the work of the committees and club members that may be appointed to particular phases of international service. Article VIII Duties of Committees Section I - Club Service. These committees shall devise and put into effect plans which will guide and assist the members of the club in discharging its responsibilities in matters relating to club service. 1. Attendance Committee. This committee shall devise means for encouraging attendance at all Rotary meetings - including attendance at district conferences, intercity 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. 2. 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 matters. 3. Club Bulletin Committee. This committee shall 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. The club bulletin will be for informational interests of the club members only and not for editorializing purposes. 4. Fellowship Activities Committees. These committees 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. 5. 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. This committee shall continually review 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. 6. Program Committee. This committee shall prepare and arrange the programs for all regular and special meetings of the club. 7. Publicity Committee. This committee shall devise and carry into effect, plans to give the public general information about Rotary, its history, object, and scope; and to secure proper publicity for the club. 8. Rotary Information Committee. This committee shall devise and carry into effect plans: a. to give prospective members information about the privileges and responsibilities of membership in a Rotary club; b. to give the members, especially the new members, adequate understanding of the privileges and responsibilities of members; c. to give the members information about Rotary, its history, object, scope, activities; and
Section 2 - Vocational Service. These committees 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 chairpersons of the committees 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. These committees 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 chairpersons of the committees shall be responsible for the community service activities of the club and shall supervise and coordinate the work of committee appointed on particular phases of community service. 1. Human Development Committees. These committees 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. 2. Community Development Committees. These committees 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.
Section 4 - International Service. 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 international service. The chairperson of these committees 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 Attendance Members must attend or make up at least 60% of the club meeting in each six month Period (Article VII of the club constitution). The secretary shall inform members of their attendance standing if and when it becomes borderline. 1. The secretary shall inform the board of members who miss four consecutive meetings, and request a decision on member termination unless absence resulted from illness or an approved leave of absence. Article X 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 six months but may be renewed at the discretion of the board. The board shall consider only whether-or-not the leave requested is for good and sufficient reason and dues paid. (Note: Such leave of absence does 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 art. VII, sec. 3 of the standard Rotary club constitution is not computed in the attendance record of the club.) Article X I Finances Section I The treasurer shall deposit all funds of the club in an accredited bank to be named by the board. Section 2 All bills shall be paid by checks signed by the treasurer and president (in the absence of the president, the past president) upon receipt of valid vouchers. An audit of records and transactions by a qualified person from outside the Rotary Organization, preferably a certified public accountant, shall be made at a time chosen at random during the year. The practice of receiving bills from the secretary and returning them with checks through the president should be followed. 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 for the collection of members' dues 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.) Section 5 1. The president, the president-elect as chairperson, the secretary together with the treasurer will prepare a budget for the coming fiscal year. The president elect will present the new budget to the board no later than the regular board meeting in May. The board shall review the estimated income and expenditures for the year and amend same as deemed necessary. The budget shall stand as the limit of expenditures for the respective purposes for the new year unless otherwise ordered by action of the board. 2. It shall be the duty of the new president to provide copies and present the budget to the club for approval at the first meeting of the new year. 3. The budget committee shall meet during the year when deemed necessary. Article XI I Request for Funds Section 1
2. The president shall be empowered to establish a special request committee to advise the board on granting requests for donations Article XIII Method of Electing Members (For All Types of Membership) Section I Rotarian (sponsor) invites a prospective member to attend a minimum of three regular meetings. Section 2 The name of a prospective member, proposed by an active, senior active, or past service member of the club, shall be submitted in writing (Proposal Card) to the club secretary. The proposal shall be kept confidential except as otherwise provided in this procedure. Section 3 The secretary shall: 1. Forward a copy to the classification committee. 2. Forward the proposal to the membership committee. (The committee must return the recommendations to the Secretary within ten (10) days.) 3. Submit the completed application to the board of directors for approval. Section 2 The board shall ensure that the proposal meets all the classification and membership requirements of the club constitution. The board shall approve or disapprove the proposal within 30 days of its original submission, and shall notify the sponsor, through the club secretary, of its decision. Section 3 If the decision of the board is favorable the sponsor accompanied by a member or members of the membership development committee shall fully inform the proposed member of the privileges and responsibility of membership in a Rotary club and secure permission to publish his/her name and classification to the membership of the club. 1. It is the duty of the information committee to fully inform the proposed member of the attendance requirements, the cost of membership and the history and principles of Rotary. 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, 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 5 Following such election, the president shall arrange for the new member's induction and further orientation; the club secretary shall issue a membership card to the new member, and shall report such action in writing to RI. Section 6 It is the responsibility of the proposer to assist with the Rotary growth of the new member. Article XV Other The club directory may not be used for commercial use nor will it be made available to anyone else for that purpose. Article XVI Order of Business 1. Meeting called to order. (pledge of allegiance, patriotic song, invocation) 2. Introduction of visiting Rotarians and/or Guests. 3. Correspondence and announcements. 4. Committee reports. 5. Unfinished business. 6. New business. 7. Fellowship exchange 8. Address or other program features. 9. Adjournment. Article XVII 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 (10) days before such regular meeting. No amendment or addition to these bylaws may be made which is not in harmony with the club constitution and with the constitution and bylaws of RI. Chairperson: Charles Lewis, '97/'98 Committee: David Cook Rick Hawks George Herren Dick Hildebrandt Bob Muehe Bob Simpson Al White Scott Kesel, '97/'98 Club Pres. Approved by the Board of Directors: 12/9/1998 |
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