Bylaws of the Rotary Club of Dublin, CA

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Article I   Definitions   

1. Board:  The Board of Directors of this club.  

2. Director:  A member of this club's Board of Directors.  

3. Member:  A member, other than an honorary member, of this club.  

4. RI:   Rotary International.  

5. Year:   The twelve-month period that begins on 1 July and ends June 30  

 

Article 2   Board  

The governing body of this club shall be the board consisting of:

·         Officers:  President, President-Elect, Vice President (Immediate Past President), Secretary, and Treasurer

·         Directors at Large: There shall be seven Directors, assigned by the president, each serving for one year, and each with voting rights and responsibilities. Five Directors shall serve as Chairs of one of the Avenues of Service Committees: Community Service, International Service, Vocational Service, Club Service, and Youth Service. One Director shall serve as the Chair of the Membership Committee, and One Director shall serve as the Rotary International Foundation Chair.

Additionally, there shall be available one open Directorship for which the president may (or may not) assign to a member to serve on the Board for a period of one year with voting rights and responsibilities. This Director shall be a member in good standing and need not occupy any specific position in the Club.

 

Article 3   Election of Officers   

Section 1 – At a regular meeting one month prior to the meeting for election of officers, the presiding officer shall ask for nominations by members of the club for president, vice-president, secretary, and treasurer. The nominations may be presented by a nominating committee or by members from the floor, by either or by both as a club may determine. If it is determined to use a nominating committee, such committee shall be appointed as the club may determine. The nominations duly made shall be placed on a ballot in alphabetical order under each office and shall be voted for at the annual meeting. The candidates for president, vice-president, secretary, and treasurer receiving a majority of the votes shall be declared elected to their respective offices. The president-nominee shall take the title of president-elect on 1 July in the year prior to taking office as president.  

Section 2 – After the election of officers, the president shall recommend eight Directors (five Avenue of Service Chairs, the Membership Chair, Foundation Chair and, if so desired, a Director at Large).  The sergeant at arms shall be appointed by the president. These Directors will be approved by the membership at a regular club meeting within two weeks after the election of the officers.  The position of sergeant at arms is not be a member of the board and shall therefore have no voting rights. Should the sergeant at arms also be appointed to the board as a Director at Large, then that member shall have full voting rights and responsibilities. 

 

 

Section 3 – A vacancy in the board or any office shall be filled by action of the remaining directors.  

Section 4 – A vacancy in the position of any officer-elect or director-elect shall be filled by action of the remaining directors-elect.

 

Article 4   Duties of Officers  

Section 1 – President. It shall be the duty of the president to preside at meetings of the club and the board and if absent to select a past president of his/her choice to perform those duties if the president will be absent from those meetings and to perform 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 director 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 (immediate Past president) to serve as a Director and to provide the president with advice and knowledge gained as President of the club and to perform other duties as ordinarily pertain to the office of Vice-President including but not limited to acting as the head of (A) the nominating committee for the next president elect, (B) the Strategic Planning committee and (C) the Demotion night committee.  The office of the vice-president (immediate past president) shall be held by the outgoing President.

 

Section 4 – 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 by RI, including the semiannual reports of membership on 1 January and 1 July of each year, which shall include per capita dues for all members and prorated dues for active members who have 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 5 – Treasurer. It shall be the duty of the treasurer to have custody of all funds, accounting for it to the club annually and at any other time upon demand by the board, and to perform other duties as pertains 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 other duties as may be prescribed by the president or the board. 

 

Article  5   Meetings  

Section 1 – There shall be at least two club assemblies during the Rotary year, one of which shall be designated as the Annual Meeting. An annual meeting of this club shall be held on the second Tuesday 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 meet on Tuesday at 12:15 p.m. Due notice of any changes in or canceling of the regular meeting shall be given to all members of the club. All members excepting an honorary member (or member excused pursuant to the standard Rotary club constitution) 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 any other Rotary club, or as otherwise provided in the standard Rotary club constitution, article 9, sections 1 and 2. 

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 occur monthly and the time and day of the month shall be determined by the President. 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 – A majority of the directors shall constitute a quorum of the board.

Section 6 --  A member of the board who is unable to attend a board meeting may vote on an issue by submitting his/her written proxy to be received by the board secretary 24 hours before the board meeting. Such proxy will, in writing, designate the member who will vote in his/her stead.

 

Article 6   Fees and Dues  

Section 1 – The joining fee shall be $50.00 (fifty dollars) plus dues pro rated at 1/12th of the dues for the balance of the Rotary year but no less than two months, to be paid before the applicant can qualify as a member, except as provided for in the standard Rotary club constitution, article 11. Any transferring member of former member of this club who is accepted into membership of this club shall be required to pay a second admission fee.

Section 2 – The membership dues shall be $ 300.00 (three hundred dollars) per annum, due and payable on the first day of July, with the understanding that a portion of each annual payment shall be applied to each member’s subscription to the RI official magazine and also the District and Rotary International dues. The club may arrange individual payment plans with members provided that the amount due is submitted to the club by the RI/District due dates (December 31 and June 30).

 

Article 7   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.  Rather than by viva voce vote.   

the board may determine that a specific resolution be considered by ballot, including

electronic voting.

 

Article 8   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 Youth Service.  This club will be active in each of the five Avenues of Service. 

 

Article 9   Committees  

Club committees are charged with carrying out the annual and long-range goals of the club based on the five 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.  It is recommended that the chair have previous experience as a member of the committee. 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) 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 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.  

(c) 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 10   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 to appropriate RI materials. The service projects committee will consider the Avenues of Vocational Service, Community Service, International Service, Club Service and Youth 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. 

 

 

Section 1 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.

Section 2 Rule of 85 A member’s absence may be excused if the sum of the member’s age and years in Rotary totals 85 years or more, or holds a Rotary International Office, and has notified the club secretary and received board approval.

 

At active member of this club must attend or make up at least 50 percent of the club’s regular meetings or engage in club projects, other Rotary events and activities for at least 12 hours in each half of the year, or a proportionate combination of both.

 

Article 13   Finances  

Section 1 – Prior to the beginning of each fiscal year, the president 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.  The budget shall be broken into two separate parts: one in respect of club operations and one in respect of charitable/service operations.  A preliminary budget shall be presented to the Board one month prior to the beginning of the Rotary year. The final budget shall be approved at the first regular meeting of the Board of Directors. A budget summary is to be presented to the club at a regular meeting within two weeks of board approval of the final budget.

Section 2 – The treasurer shall deposit all club funds in a bank, named by the board. The club funds shall be divided into two separate parts: club operations and service projects.  

Section 3 – All bills shall be paid by the treasurer. For payments of up to $250, the treasurer shall require an invoice, or other written evidence of an expense and a verbal confirmation from the member that it has been approved by the president or written approval by the president. If the expense involves a fund raiser, or other club event, then the treasurer shall require an invoice or other written evidence, and an approval by the event or fund raiser chairperson.  For expenditures greater than $250 up to $750, the treasurer shall require an invoice or other written evidence of the expense and written presidential approval.  For all expenditures of over $750, the treasurer shall require an invoice or other written evidence, and written approval by two board members, of which the president may be one. If the signor of the check is a board member this shall count as one board member approval in which case the signor must also initial the invoice or other written evidence.   In all cases, the signor of the check shall require evidence of the needed approvals prior to check signing.  In the event that the president is unavailable for signature, then he may assign an alternative board member for purposes of approval.

Should the expenditures involve a club fund raising activity, then the treasurer may assign the check writing and signing responsibilities to the fund raising chairperson, or member of that committee, provided that a fund raising budget has been approved by the board for that event. The treasurer shall retain responsibility for reviewing expenditures, and final event accounting.

Section 4 – A thorough review of all financial transactions by a qualified person appointed by the Board shall be made once each year. 

Section 5 – As decided by vote of the board, officers having charge or control of club funds shall give bond for safe custody of the funds. Cost of bond to be borne by the club.  

Section 6 – The fiscal year of this club shall extend from 1 July to 30 June. Members' dues shall be due and payable on July 1. The payment of per capita dues and RI official magazine subscriptions shall be made on 1 July and 1 January of each year on the basis of the membership of the club on those dates. The joining fee shall be $50.00 (fifty dollars) plus dues pro rated at 1/12th of the dues for the balance of the Rotary year but no less than 2 months, to be paid before the applicant can qualify as a member, except as provided for in the standard Rotary club constitution, article 11.  Next year’s dues to be Board approved as of the April Board meeting.  The treasurer shall notify the Rotarian responsible for providing the New Member orientation of the dues and fees for the next Rotary year, even if there are no changes.

 

Article 14   Accepting 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, or the membership Chairperson.

 

A transferring or former member of another club may be proposed to active membership by the former club. 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 standard Rotary club constitution.  

Section 3 – The board shall approve or disapprove the proposal within 30 days of its submission.  The board vote may take place during a regular board meeting, or via electronic voting.  In either case the results shall be included in the board meeting minutes by the secretary. The membership chair shall then publish the board acceptance to the membership by e mail. The membership shall have 7 days to challenge the proposal in a confidential written fashion.  

 

 

 

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 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 member (other than honorary, transferred from another club or Rotaract) 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 accepted to membership and shall be inducted in the Club.

 

If any such objection has been filed with the Board, the Board shall vote on this matter at its next meeting. If approved despite the objection, the proposed member, upon payment of the admission fee (other than honorary, transferred from another club or Rotaract) shall be considered to be accepted to membership. Induction of the member shall generally occur at a regular membership meeting, at the earliest possible opportunity, or, at the discretion of the president, at a club event other than the regular meeting.

Section 6 – Following the election, the president 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 and the president will assign a member to assist with the new member's assimilation to the club as well as assign the new member to a club project or function.  

Section 7 – The club may elect, in accordance with the standard Rotary club constitution, honorary members proposed by the board.  

 

The Rotary Club of Dublin Foundation is a 501C3 established by the Club. The Foundation shall benefit from the Club fund raisers at the rate of 35% of net profits.

 

The Rotary Club of Dublin shall cooperate with the minimum requirements set by Rotary International that are currently prescribed in the Rotary District 5170 Abuse and Harassment Prevention Policy when dealing with youth.

 

Article 17   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 18   Order of Business  

Meeting called to order. 

Introduction of visiting Rotarians and non Rotarian visitors. 

Correspondence, announcements, and Rotary information. 

Committee reports if any. 

Any unfinished business. 

Any new business. 

Address or other program features. 

Adjournment. 

 

 

Article 19  Amendments  

These bylaws may be amended by a two-thirds vote of the membership via electronic voting, provided that the proposed amendment shall have been sent electronically to each member at least 10 days before the deadline for receiving the vote. 

 

Alternatively, the 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 amendments shall have been mailed electronically 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 the standard Rotary club constitution and with the constitution and bylaws of RI.

 

The bylaws, once amended, shall on the last page, note the date and name of the club secretary; the changes approved by the board and membership will be entered into the minutes of the club.

 

 

The Rotary Club of Dublin Bylaws have been amended as recommended by the Board of Directors on October 5, 2015, and approved by the Membership according to the bylaws on October 27, 2015.   

                           

Secretary: Don Price