Rotary Club of Liberty

Rotary Club of Liberty, NY

By-laws

Article I:  Membership

1. This club shall be composed of adult persons of good character and good business, professional and/or community reputation.
1. Membership that reflects variety between professions, community service, ethnicity, age or sex is encouraged but new membership is not subject to be limited due to strong representation in an area by current members
2. Membership is provided to interested persons in accordance with “Membership Procedures” noted in this document.
2. There are two types of club membership:  Active or Honorary
1. Active members are voted to membership and are current in payment of club dues.  Paid active members are eligible to vote in club or board matters and hold office when elected.
2. Honorary membership is granted to persons who have performed significant service in supporting the ideals of Rotary.  Honorary members may participate in all club functions or activities and are not responsible to pay dues, nor may they vote in club matters.

Article II:  Governance and Program

1. Current active members (“The Club”) compose the authority of the organization and are ultimately responsible for quality of program, setting and supporting goals and procedures.
2. The Club bestows upon the elected officers and appointed active members to be the governing board of the Club (“The Board” or “Board of Directors”).
1. The Board determines operating policy, sets dues, monitors club finance, authorizes establishment of banks accounts, authorizes signatories for accounts and otherwise determines procedures and speaks for the Club in all matters unless otherwise designated in governing bylaws and constitution.
3. This club shall support the Five Avenues of RI Service which are the philosophical and practical framework for the work of this Rotary club:  Club Service, Vocational Service, Community Service, International Service and New Generations Service.  This club shall strive to support each of the five Avenues of Service.
4. The Constitution and Bylaws of Rotary International shall be the ultimate governing documents for this club.  Any part of these bylaws or procedures of the club will be void if found to be in violation of said Rotary International documents.

Article III:  Meetings

1. The Club shall meet weekly on Wednesday evenings at regularly established place determined by the Board. 
2. Attendance is open to all Active and Honorary members and their guests. 
3. The Board may conduct business generally, with a week advance notice to the Board.  Such meeting may be called by the President or three members of the Board.
1. In January at a regular club meeting, a committee appointed by the President will present nominees for Officers.  Nominations by Club members may also be made at that and the next regular Club meeting by active members..  No sooner than two weeks after nominations are first announced to club membership the current Board will select the officers for the next program year.

4. The Board will conduct regular business meetings at a regular monthly time or at times called by the President or any three members of the Board.  Active members may participate verbally, but voting is restricted to members of the Board.

Article IV: Board of Directors

1. Club Officers shall be voting members of the Board.
2. Active members may also be appointed by the President Elect as members for the upcoming program year.
1. The President Elect may also name  active member(s)s as an voting member(s) of the Board beginning with the upcoming program year.
2. The President Elect may appoint up to 10% of the active members as reported to Rotary International for the second half of the program year.  (Per Cent ending in .6 or more may be rounded up.)
3. The Immediate Past President will also be a voting member of the Board, serving to mentor and assist the President..
4. During the Rotary program year, vacancies of elected or appointed members will be filled by vote of remaining Board members  for an officer vacancy or by the President for an appointed member vacancy.
5. Vacancies occurring among those elected/appointed members before the program year will be filled by the current Board or President Elect as appropriate.

Article V:  Officers and Responsibilities

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.
2. President Elect:  It shall be the duty of the President-Elect to preside at meetings of the club and board as well as represent the club in the absence of the President, to arrange for weekly speaker and scheduling and to perform such other duties as prescribed by the president or the board.
3. Vice President:  It shall be the duty of the Vice President to coordinate all fund raising activities, supporting the chairs, committees and Treasurer in accounting for income and expenses and encouraging appropriate publicity and participation.
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 to 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. 
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.
6. Sergeant at Arms:  The duties of the sergeant-at-arms to set up and remove flags, badges and other meeting equipment and other duties as may be prescribed by the president or the board.

Article VI:  Committees

1. The President, in consultation with the Board will appoint Chairs and members of the various standing and ad hoc committees
2. The following are Standing Committees of this Club:
1. Membership:  develop and implement a plan for recruitment and retention of members
2. Public Relations: Provide the public with information Rotary and to promote the club service and projects.
3. Foundation:  Encourage member participation through contributions, educational programs and program involvement.
3. Ad hoc committees are appointed to plan and implement fund raising, service and special activities as needed to support traditional programs or services.

Article VII:  Finances

1. The Board shall designate the bank(s) and type of accounts for club use.  Accounts shall be created to separate club operations funds from funds raised or designated for charitable/service projects.  There shall also be a separate account for all funds raised through a raffle, in accordance with NY law.
2. There shall be a President’s Fund from which the President upon his or her signature can designate payments for special projects or special needs of the community or club.  Source of President Fund will be contributions of “Happy Sad” dollars or other source approved by the Board.
3. The Board will designate up to four Board members who shall have authority to sign checks for all accounts except President’s Fund.  Two authorized signatures are required for all disbursements.
4. The fiscal year and program year both begin on July 1 of each year and conclude on June 30 of the following year.
5. Prior to the start of the fiscal year, the Board will review club financial status and approve dues payment for the upcoming year.  The Board may also authorize a payment schedule for members to pay dues.  The Board may also designate certain funds for specific program or committee support in the upcoming year.
6. A person who has been approved for membership during a program year is considered active and eligible to participate in club activities by paying pro rata dues for the balance of the program year..

Article VIII:  Parliamentary Authority and Procedures

1. Unless otherwise provided in these bylaws, the latest edition of Robert’s Rules of Order shall be the parliamentary authority for all business meetings of the Board and committees.
2. A quorum for Board meetings shall be 50% of the elected and appointed members
3. If notification of a meeting or action is required, the following are each sufficient for proper notification:  Written notice to postal address of record; Email notification to active members email address of record or, announcement at two successive regularly scheduled Club meetings.

Article IX:  Approval of Members

1. A prospective member must be proposed by an active member of the club to the Board, through the Club Secretary.  The Board will verify the prospective member fulfills criteria as noted in Article I and approve or disapprove the prospective member and notify the sponsor of its action within 30 days.
2. The prospective member, if approved by the Board, will be oriented regarding the purpose of Rotary and responsibilities of membership and asked to complete and sign the membership proposal form which will be given to the Club Secretary by the sponsor who shall sign the proposal also.
3. The Secretary will post a notice to the Active members regarding the membership proposal in written or electronic form with brief biographical information. 
4. If no objection is received within seven days of notification to the active membership, the person will be considered approved and eligible for induction at an appropriate time.
5. If an objection is raised, the member or members are to provide information for Board consideration when objection is raised.  The Board will meet and consider the matter and have the option to approve membership by 2/3 vote at a Board meeting at which there is a quorum.
6. This process is to remain confidential and revealed only to those involved in each step. 
7. This process is in no way to discourage members from inviting community members to participate and enjoy meetings or other Rotary activities. 

Article X: Amendments

1. Proposed changes to these bylaws should be presented to the Board for discussion or clarifying wording.  A majority of the Board will authorize sending proposals to the Club membership for any feedback a members desires to provide.
2. At a meeting no sooner than one week after the proposals are shared with the Club membership, the Board may consider the proposal.  Two thirds of the Board at a meeting in which there is a quorum is needed to approve the bylaws.

Revised and Approved by Club Board of Directors

  June 13, 2012