Waneta Sunshine Rotary

Waneta Sunshine is a small club and very informal and the minutes are designed for a larger club, of course to which we aspire. Currently, we are transitioning to an eClub and it is not clear that all the bye-laws are appropriate for an eClub. In the meantime here are our bye-laws.

1. Definitions
2. Board
3. Election of Directors and Officers
4. Duties of Officers
5. Meetings
6. Fees and Dues
7. Method of Voting
8. Avenues of Service
9. Committees
10. Duties of Committees
11. Leave of Absence
12. Finances
13. Method of Electing Members
14. Resolutions
15. Order of Business
16. Amendments

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 Quorum: The minimum number of participants who must be present when a vote is taken: one-third of the club’s members for club decisions and a majority of the directors for board decisions.
5. RI: Rotary International
6. Year: The twelve-month period that begins on 1 July.

Board

The governing body of this club shall be the board consisting of members of this club, namely, the president, immediate past president, president-elect, secretary, and treasurer. At the discretion of the board, also added can be the directors elected in accordance with the Duties of Officers, section 1 of these bylaws.

Election of Directors and 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, treasurer, and directors. 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 candidates for director receiving a majority of the votes shall be declared elected as directors. The candidate for president elected in such balloting shall be the president-nominee. The president-nominee shall take the title of president-elect on the first day of July next following the election, and shall serve as an officer during that year. On 1 July immediately following that year, the president-elect shall assume office as president.

Section 2
The officers and directors shall constitute the board.
*NOTE: These bylaws are recommended only and may be changed by any Rotary club to meet its own conditions, provided such changes are not out of harmony with the Standard Rotary Club Constitution and with the RI Constitution, RI Bylaws, and the Rotary Code of Policies. If any doubt exists, the proposed changes should be submitted to the general secretary for the consideration of the Board of Directors of RI.

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.  

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 to perform other duties as ordinarily pertain to the office of president.

Section 2
Immediate Past President. It shall be the duty of the immediate past president to serve as a director and to perform such other duties as may be prescribed by the president or the board.

Section 3
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 4
Vice-President (if applicable). It shall be the duty of the vice-president to preside at meetings of the club and the board in the absence of the president and to perform other duties as ordinarily pertain to the office of vice-president.

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 RI, including the semi-annual 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 semi-annual 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.  This section also provides that the Secretary may appoint, with approval of the Board, an active member in good standing as Assistant Secretary to perform certain secretarial tasks at the direction of the Secretary and/or the Board.

Section 6
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.

Meetings

Section 1
Annual Meeting. An annual meeting of this club shall be held each year, at which time the election of officers and directors to serve for the ensuing year shall take place. (Note: Fees and Dues, section 2 of the Standard Rotary Club Constitution provides that “An annual meeting for the election of officers shall be held not later than 31 December.”)

Section 2
The regular weekly meetings of this club shall be held on Friday at 7:15 am PST. 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 be held six times a year on odd months beginning with July (i.e. July, September, November, January, March and May). 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. 

Fees and Dues

Section 1
The admission fee shall be $50 to be paid before the applicant can qualify as a member, except as provided for in the standard Rotary club constitution, article 11. This fee may be waived for some applicants at the discretion of the board.

Section 2
The membership dues shall be $ 240 per year, payable semi-annual on the first day of July, and January, with the understanding that a portion of each payment shall be applied to each member’s subscription to the RI official magazine. This fee may be reduced for some applicants at the discretion of the board.

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. The board may determine that a specific resolution be considered by ballot rather than by viva voce vote. (*Note: Viva voce vote is defined as when club voting is conducted by vocal assent.)

Avenues of Service

The 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 Avenues of Service.

Committees

Club committees are charged with carrying out the annual and long-range strategic goals of the club. 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.

• 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 Projects This committee should develop and implement educational, humanitarian, and vocational projects that address the needs of its community and com- munities 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.

1. The president shall be ex officio a member of all committees and, as such, shall have all the privileges of membership thereon.

2. 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.

3. 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. (Note: The above committee structure is in harmony with both the District Leadership Plan and the Club Leadership Plan. Clubs have the discretion to create any committees that are required to effectively meet its service and fellowship needs. Sample listings of such optional committees are found in the club committee manuals. A club may develop a different committee structure as needed.)

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 RI 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.  

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 no longer than twelve (12) months.

(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 provisions of the Standard Rotary Club Constitution is not computed in the attendance record of the club.)

Finances

Section 1
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. The budget shall be broken into two separate parts: one in respect of club operations and one in respect of charitable/service operations.

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 or other authorized officer only when approved by two other officers or directors.

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

Section 5
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 bond to be borne by the club.

Section 6
The fiscal year of this club shall extend from 1 July to 30 June, and for thecollection of members’ dues shall be divided into two (2) periods extending from 1 July. 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.

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. 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 7 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 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 and the majority of the Board has voted, 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 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.

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.

Order of Business  

• Meeting called to order.
• Introduction of visitors.
• Correspondence, announcements, and Rotary information. Committee reports if any.
• Any unfinished business.
• Any new business.
• Address or other program features.
• Adjournment.

Amendments

These bylaws may be amended at a Board meeting by a majority vote of the Directors present, provided there is a quorum, and provided that notice of such proposed amendment shall have been emailed to each member at least seven (7) 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. (Adopted 2020.)