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By-Laws

Rotary Club of Downtown Statesboro

By-Laws

 

Article 1     Governing Body 

The Governing Body of this club shall be the officers, including president, immediate past president, president-elect, president-nominee, secretary, and treasurer; directors, consisting of four (4) elected directors, each serving two-year terms, staggered, two (2) to begin in even years and two (2) to begin in odd years; and appointed leadership, specifically the sergeant-at-arms, program committee chair, membership committee chair, service committee chair, Georgia Rotary Student Program and student programs chair, public relations committee chair, administration committee chair, Rotary Foundation committee chair, Red Badge committee chair, and bulletin publisher and webmaster. The officers and board shall have voting authority and responsibility and leadership shall have advisory authority and responsibility.

 

Article 2     Officers, Directors, and Leadership 

Section 1 — Club President, -elect, -nominee, Secretary, Treasurer, and Directors

At a January board meeting each year, the presiding officer shall appoint a nominating committee of past presidents to nominate the president-nominee, secretary, treasurer, and two (2) directors for the ensuing years. The nominating committee report shall be presented to the officers and board for approval at a February meeting. The officers- and board-approved nominating committee report shall then be presented to the club membership, along with a call for nominations from club members. At a subsequent, regular meeting of club membership in February, the nominating committee’s nominated candidates for president-nominee, secretary, treasurer, and two directors, shall be presented to membership, the floor for nominations opened, nominations received, closed, and a vote taken. The candidate for each respective directorship and office receiving a majority of the votes shall be elected to their respective directorships and offices and shall take office the first day of July following the election. The current president-nominee shall assume the office of president-elect, the current president-elect shall assume the office of president, and the current president shall assume the office of immediate past president on the same first day of July following election.

 

Section 2 — Club Leadership

The officers and directors shall select and appoint the leadership, specifically, a sergeant-at-arms, program committee chair, membership committee chair, service committee chair, Georgia Rotary Student Program and student programs chair, public relations committee chair, administration committee chair, Rotary Foundation committee chair, Red Badge committee chair, and bulletin publisher and webmaster, from members of the club on a volunteer, prior consent basis.

 

Section 3 — Vacancies

A vacancy in the governing body, i.e., officers, directors, and leadership, including -elect or

-nominee, may be filled by action of the officers and board.

 

Article 3     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 other duties pertaining to the office of president.

 

Section 2 — Immediate past president

It shall be the duty of the immediate past president to chair the fund raising committee and perform duties prescribed by the president or board.

 

Section 3 — President-elect

It shall be the duty of the president-elect to attend president-elect training and perform other duties prescribed by the president or board.

 

Section 4 — President-nominee

It shall be the duty of the president-nominee to attend president-elect training, along with the president-elect, and perform duties prescribed by the president or board.

 

Section 5 — 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 District #6920 and Rotary International, including semiannual reports of membership on 1 January and 1 July each year; changes in membership; monthly attendance, by the 15th of each month following month-end; and, perform other duties as usually pertain to the office of secretary.

 

Section 6 — Treasurer

It shall be the duty of the treasurer to have custody of all funds, accounting for it to the club monthly, annually, and at any other time upon demand by the board; and, further, to perform other duties as pertains to the office of treasurer. Upon expiration of term of office, the treasurer shall turn over to the incoming treasurer, or president, all funds, books of accounts, records, and other club property.

 

Article 4     Meetings 

Section 1 — Annual Meeting

An annual meeting of this club shall be held on the evening of the last regular meeting date each fiscal year-ending June 30, at which time the installation of officers and directors to serve for the ensuing year shall take place.

 

Section 2 — Regular Meetings

The regular weekly meetings of this club shall be held at such time and place as the board may determine and announce. Notice of any changes in or canceling of the regular meeting shall be given to all members of the club. Members, excepting honoraries, in good standing in this club on the day of the regular meeting, must be counted as present or absent, and attendance must be evidenced by the member’s being present for at least sixty (60) percent of the time devoted to the regular meeting, either at this club or at another Rotary club, or as otherwise provided. One-third of the membership shall constitute a quorum at the annual and regular meetings of this club.

 

Section 3 — Officers and Board Meetings

Regular meetings of the officers and board shall be held at such time and place as the board may determine and announce. 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. A majority of the officers and directors shall constitute a quorum of the officers and board.

 

Article 5     Fees and Dues 

Section 1 — Membership Fees

The membership fee, recommended by the board and approved by the membership, shall be paid before the applicant can qualify as a member, except as provided for in the club constitution. The present policy of a $50 membership fee per new member may be changed from time to time in the manner prescribed herein.

Section 2 — Membership Dues

The membership dues shall be an amount recommended by the board and approved by the membership and is billable on the first day of the first month of each quarter and payable by the fifteenth (15th) day of July, October, January, and April according to the following schedule:
  • R85 Members $60 / Quarterly + cost of meals eaten
  • Active Members $210 / Quarterly
  • Leave of Absence $90 / Quarterly + Cost of meals eaten
A $25 portion of which is applied to each active member’s Rotary Foundation account in accordance with Every Rotarian Every Year (EREY) commitments of the club, may be changed from time to time in the manner prescribed herein.

 

Article 6     Avenues of Service 

The Avenues of Service are the framework for service of the club: Club Service, Vocational Service, Community Service, International Service, and New Generations Service. This club shall be active in each of the Avenues of Service, in accordance with the club’s Constitution.

 

Article 7     Committees

 

Section 1 — Standing Committees

Club committees are charged with planning and carrying out the annual and strategic goals of the club. The president-elect, president, and immediate past president shall work together to ensure the continuity of leadership and succession planning. The president-elect is responsible for appointing committee members to fill vacancies, appointing committee chairs, and conducting planning meetings prior to the start of the year in office. Standing committees include:

Executive

This committee, composed of the president, secretary, and treasurer, should plan, organize, and execute ongoing annual and strategic activities to insure club effectiveness.

Membership

This committee should develop and implement a comprehensive plan for the recruitment and retention of members.

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.

Administration

This committee should conduct activities associated with the effective operation of the club.

Service

This committee should develop and implement educational, humanitarian, and vocational projects that address the needs of the community, local to international.

Georgia Rotary Student Program (GRSP) and Student Programs

This committee should coordinate GRSP and other Rotary student activities for the club, in conjunction with joint sponsor, Rotary Club of Statesboro.

Rotary Foundation

This committee should develop and implement plans to support the Rotary Foundation through both financial contributions and program participation.

Orientation and Red Badge

This committee should orient new members, mentor the Red Badge program, assimilate new members into the club, and insure they are involved in the avenues of service work of the club.

Bulletin Publisher and Webmaster

This committee should monitor and update the club’s webpage, distribute the weekly e-mail bulletin, and otherwise facilitate and provide membership communication.

 

Section 2 — Ad Hoc Committees

Additional ad hoc committees may be appointed by the officers and board, as needed.

 

Section 3 — Committee Function

The president shall be ex officio a member of all committees and, as such, shall have all the privileges of membership thereon. Each committee shall transact business delegated to it in these bylaws and referred to it by the president or the board. Committees shall not take action until a report has been made and approved by the board. Each committee chair shall be responsible for regular meetings and activities of the committee, supervision and coordination of the committee’s work, and reporting committee activities to the board.

 

Section 4 —Duties of Committees

The duties of all committees shall be established and reviewed by the president for his or her year. In declaring the duties of each, the president shall reference appropriate Rotary International materials and the Avenues of Service when developing plans for the year. Each committee shall have a specific mandate, clearly defined goals, and action plans established by the beginning of each year for implementation during the course of the year. It shall be the primary responsibility of the president-elect to provide the necessary leadership to prepare a recommendation for club committees, mandates, goals, and plans for presentation to the board in advance of the commencement of the year as noted above.

 

Article 8     Leave of Absence 

Upon written application to the board, setting forth good and sufficient cause, a leave of absence may be granted excusing a member from attending the meetings of the club. Such leave of absences shall not extend for no longer than twelve (12) months and shall not be considered attendance for the purpose of Perfect Attendance recognition.

  

Article 9     Finances 

Section 1 — Budget

Prior to the beginning of each fiscal year, the board shall prepare a budget of estimated income and expenditures for the year, which shall stand as the limit of expenditures for these purposes, unless otherwise ordered by action of the board.

 

Section 2 — Bursing

The treasurer shall receive all club funds and deposit them in a bank where the account is approved at least annually by the governing body of the club. All bills shall be paid by the treasurer, or other authorized officer, as received and approved.

 

Section 3 — Reporting

A compilation of all financial transactions, prepared in accordance with generally accepted accounting principles, shall be performed annually and an Internal Revenue Service (IRS) Form 990, or equivalent, shall be filed with the IRS.

 

Section 4 — Bond

Officers having charge or control of club funds shall give bond as required by the board for the safe custody of the funds of the club, cost of same to be borne by the club.

 

Section 5 — Fiscal Year

The fiscal year of this club shall extend from 1 July to 30 June.

 

Section 6 — Club Dues and Fees

The payment of Rotary International and District #6920 dues and magazine subscription fees shall be made 1 July and 1 January of each year on the basis of the membership of the club on those dates.

 

Article 10   Method of Electing Members 

Section 1 — Prospective Member

A prospective member, proposed to the membership committee by an active member of the club following introduction as guest at two (2) regular club meetings, shall be recommended to the board by the membership committee in writing on the club’s standard New Member Proposal form, New Member Data form, and Prospective Member and Sponsor Agreement. A transferring or former member of another club may be proposed for active membership in the same manner.

Section 2 — Membership Committee

The membership committee shall ensure that the proposal meets the membership and classification requirements of the club constitution and these bylaws.

Section 3 — Board Approval

The board shall immediately approve or disapprove the proposal and the membership chair shall notify the proposer of its decision. If the decision of the board is favorable, the prospective member shall be informed of the purposes of Rotary, along with the privileges and responsibilities of membership, and requested to sign the membership proposal form and to permit his or her name and proposed classification to be published to the club.

Section 4 — Publishing Proposed Member and Classification

The club president or secretary shall publish the name of the proposed member and classification to all active members of the club. If no written objection to the proposal, stating reasons, is received within ten (10) days following publication, that person, upon payment of the admission fee, 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 shall be considered to be elected to membership.

Section 5 — Induction and Orientation

Following election, the president shall arrange for the new member’s induction, and new member Rotary literature. In addition, the president and secretary will report the new member information to District #6920 and Rotary International, while the Red Badge Committee will assist the new member with orientation and assimilation into the club as well as assign the new member to a club committee.

Section 6 — Honorary Members

The club may elect, in accordance with the club constitution, honorary members proposed by the membership committee and board.
 
Section 7 - R85 Members
 
Active members whose age is 65 and above and their aggregate years of age and years of membership in Rotary is 85 years or more may notify the club secretary in writing of the member’s desire for R85 status, Upon acceptance of the Board, member shall be entitled to the benefits of R85 status as is written in these Club Bylaws. These benefits shall include a reduced membership dues rate as indicated in Article 5, Section 2; and excused absences from Club meetings.

 

Article 11   Resolutions 

The club shall not consider any resolution or motion to commit the club on any matter until the board has considered it. Such resolutions or motions, if offered at a club meeting, shall be referred to the board without discussion.

 

Article 12   Amendments

These bylaws may be amended by board recommendation to membership and a two-thirds vote of all members present at a regular meeting, provided notice of such proposed amendment shall have been presented, by mail, e-mail, or otherwise, to each member at least five (5) days before such meeting. Amendments to these bylaws shall be materially consistent with the club constitution and with the constitution and bylaws of Rotary International.
 
 
These bylaws last amended by vote of the Club membership in November of 2014 to include R85 status.