Bylaws of eClub D-1850
Article I Election of Directors and Officers
Section 1 - One month prior to the meeting for election of officers, the President shall ask for nominations from the Club’s active membership for the positions of president, vice-president, secretary, treasurer, sergeant-at-arms, and 5 members of the board of directors. The nominations duly made shall be placed on a ballot, in alphabetical order under each office and shall be voted for at the annual general meeting. The President shall be the presiding officer at the elections.
Section 2 - The candidates for president, vice-president, secretary, treasurer, and sergeant-at-arms, receiving the majority of votes shall be declared elected to their respective offices. The candidates for director receiving the five highest numbers of votes shall be declared elected as directors. The president 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.
Section 3 - In the event of a tie vote, the president (as the presiding officer) shall have an additional casting vote. The result of the election shall be final.
Section 4 - The officers and directors so elected, together with the immediate past president shall constitute the board of directors. Any vacancy in the board of directors (whether after the election, or arising subsequently) shall be filled by the remaining members of the board voting by a majority to co-opt new candidates.
Article II Board of Directors
The governing body of this club shall be the board consisting of the president, a president-elect, one or more vice-presidents, a secretary, a treasurer, 5 members of the board of directors, one or more sergeant-at-arms, and the immediate past president.
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 pertains 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.
Section 3 - Vice-President. It shall be the duty of the vice-president to preside at meetings of the club and board in the absence of the president and to perform such other duties as ordinarily pertain to the office of vice-president.
Section 4 - 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 semi-annual reports of membership, which shall be made to the general secretary of RI on 1 January and 1 July of each year, and including prorated reports to the general secretary 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 semi-annual reporting period, the report of changes in membership, which shall be made to the general secretary of RI and to the district governor, and perform such other duties as usually pertain 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 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 6 - 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 IV Meetings
Section 1 - Annual Meeting. An annual meeting of this club shall be held each year in the month of December, at which time the election of officers and directors to serve for the ensuing year shall take place.
Section 2 - Regular Cyberspace Meetings. This club shall hold regular cyberspace meetings at www.rotaryeclub1850.org every week.
Section 3 - One-fifth 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 on the second Thursday of each month. Special meetings of the board shall be called by the president, whenever deemed necessary, upon the request of two (2) members of the board, or upon the request of one-fifth of the membership, due notice having been given at least five (5) days prior to the meeting.
Section 5 - A majority of the board members shall constitute a quorum of the board.
Article V Fees and Dues
Section 1 - The board shall establish a fee structure, including admission fee and membership dues, which is payable by active members. Honorary members shall be exempt from the payment of admission fees and dues. Associate members shall pay a concessionary rate which shall be decided by the board.
Section 2 - The fees and dues of this club shall be determined for a period of at least twelve months, and they may be adjusted annually as the board deems fit.
Section 3 - Admission fee shall be paid before the applicant can qualify as a member while membership dues shall become payable semi-annually on the first day of July and of January.
Article VI Method of Voting
The voting of this club shall be by written ballots transmitted by electronic means as prescribed by the president or the board, or by such other means as decided by a majority of members.
Article VII Five Avenues of Service
The five Avenues of Service are the philosophical and practical framework for the work of this Rotary club. They are Club Service, Vocational Service, Community Service, International Service and New Generations Service. This club will be active in each of the five Avenues of Service.
Article VIII Committees
Section 1 - 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. 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 should be appointed as follows:
1.Membership. This committee should develop and implement a comprehensive plan for the recruitment and retention of members.
2.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.
3.Club Administration. This committee should conduct activities associated with the effective operation of the club.
4.Service Project. This committee should develop and implement educational, humanitarian and vocational project that address the needs of its community and communities in other countries.
5.The Rotary Foundation. This committee should develop and implement plans to support The Rotary Foundation through both financial contributions and program participation.
Section 2 - The president shall be ex officio a member of all committees and, as such, shall have all the privileges of membership thereon.
Section 3 - Each committee shall transact its business as is delegated to it in these byelaws 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 and approved by the board.
Section 4 - 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 IX Duties of Committees
Section 1 - The duties of all committees shall be established and reviewed by the president. In declaring the duties of each, the president shall make reference to appropriate RI materials.
Section 2 - The service project committee will consider vocational service, community service, international service and new generations service avenues when developing plans for the year.
Section 3 - 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 X Leave of Absence
Upon written application to the board, leave of absence may be granted excusing a member from attending the meetings of the club for a specified length of time.
Article XI Finances
Section 1 - The treasurer shall deposit all funds of the club in some bank to be named by the board.
Section 2 - Where possible, payments, including reimbursements, shall be made by checks signed by the treasurer, and the president or the secretary. Vouchers shall be checked and signed by any two officers.
Section 3 - Each year, an audit by a certified chartered accountant, or other qualified person, shall be made for all the club's transactions.
Section 4 - The fiscal year of this club shall extend from 1 July to 30 June, and for the collection of members' dues shall be divided into two (2) semi-annual periods extending from 1 July to 31 December, and from 1 January to 30 June.
Section 5 - At the beginning of each fiscal year, the board shall prepare 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 or the club.
Article XII 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 club secretary.
Section 2 - The board shall ensure that the proposal meets the classification and membership requirements of the club constitution.
Section 3 - The board shall deliberate on the proposal within 30 days of its submission, and shall notify the proposer, through the club secretary, of its decision.
Section 4 - If the decision of the board is favourable, the prospective member shall be informed of the purpose of Rotary and the privileges and responsibilities of membership, following which the prospective member shall be requested to sign the membership proposal form and to permit 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 active member of the club within seven (7) days following the publication of information about the prospective member, that person, upon payment of the admission fee, shall be considered to be elected to active membership.
Section 6 - Following the election, the president shall arrange for the induction of the new member. The secretary shall issue a membership identity number and password for electronic access and shall report the new member to RI.
Article XIII 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.
Article XIV Amendments
Section 1 - These bylaws may be amended at any regular meeting, a quorum being present, by a two-third vote of all members present, provided that notice of the meeting and of such proposed amendment shall have been given to each member at least ten (10) days before such meeting.
Section 2 - No amendment or addition to these bylaws can be made the effect of which is to contravene the club’s constitution and with the constitution and bylaws of RI.