BYLAWS OF THE
BEAUFORT OLE TOWNE ROTARY CLUB
Article I. Board of Directors
The governing body of this Club shall be the Board of Directors.
Article II. Club Officers and Members of the Board of Directors
The officers for the Club shall be president, a president-elect, one or more vice presidents, a secretary, a treasurer, a sergeant-at-arms, the chairs of the Four Avenues of Service, and the past president. These members shall constitute the Board of Directors.
Article III. Election of Officers and Directors
Section 1 – At a regular meeting one month prior to the meeting for the election of officers, the current president shall ask the Club for officer and Board member nominations for the coming fiscal year. The president-elect will consider nominations received and will consider them in recruiting the members of the Board.
Section 2 – At the annual meeting over which the current president shall preside, the president-elect will present his or her proposed slate of officers and members of the Board of Directors for the next fiscal year. Nominations may then be taken from the floor. If there are no further nominations the election of new officers and Board is accomplished by voice vote. In the event there are nominations from the floor, a secret ballot will be used and winners declared after three members of the Club tabulate the results.
Section 3 – The officers and directors, so elected, together with the immediate past president shall constitute the Board of Directors for the coming fiscal year that begins July 1st.
Section 4 – A vacancy on the Board of Directors or any office shall be filled by action of the remaining members of the Board.
Section 5 – A vacancy in the position of any officer-elect or director-elect shall be filled by action of the remaining members of the Board of Directors-Elect.
Article IV. 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 preside at meetings of the Club and Board in the absence of the president, and, in addition, 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 serve as a member of the Board of Directors and to perform such other duties as the president or Board may prescribe.
Section 4 – Secretary- It shall be the duty of the secretary to keep the records of membership, record the attendance at Monday meetings, record and preserve the minutes of Board meetings, and submit required report to district and Rotary International. These include but are not limited to semi-annual reports of membership on January 1st and July 1st by category of membership and perform such 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 the same to the Club monthly and at any other time upon request by the Board. The treasurer shall prepare and submit to the Board estimates of income and expense on a periodic basis and to perform such other duties as pertains to the office of treasurer
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 V. Meetings
Section 1 – Annual Meeting- An annual meeting of this Club shall be held at the regular Club meeting nearest to December 15th each year. At this time the election of the officers and directors to serve during the ensuing fiscal year shall take place.
Section 2 – Regular Club Meetings- the regular meetings of this Club shall be held on Monday of each week between the hours of 12:00 noon and 1:00 p.m. All members in good standing excepting a member excused by the board, pursuant to article IX, on the day of the regular meeting, must be counted as present or absent. A member must be present for at least 60% of the time devoted to the regular meetings or provide suitable confirmation of make-ups at other Rotary Clubs or functions.
Section 3 – Quorum- One-third of the membership shall constitute a quorum at the annual and regular meetings of this Club.
Section 4 – Board Meetings- A regular meeting of the Board shall be held on the first Wednesday of the month at time and place to be determined by the Board. The president may call an executive meeting of the Board at any time to act on matters requiring Board approval. A majority of Board members must be present to approve motions.
Section 5 – Board Quorum- A majority of the board members shall constitute a quorum of the Board.
Article VI. Fees and Dues
Section 1 – The initiation fee shall be as determined by the Board under the regulation of Rotary International and shall be paid before the applicant can qualify as a member.
Section 2 – Dues as determined by the Board are due quarterly based on a fiscal year beginning July 1st and include a portion which covers the Club assessment from Rotary International and a member’s required subscription to the Rotarian. In the event of a leave absence having been granted by the Board a member is required to pay that portion required by Rotary International to maintain membership.
Article VII. Committees
(a) The president shall, subject to the approval of the Board, appoint the following standing committees, the chairs of which shall be Directors on the Board:
(b) The membership of the Four Avenues of Service Committees shall consist of a chair and no less than two other members of the Club.
(c) The president shall, subject to the nomination of the chairs of the committees involved and the approval of the Board, appoint such committees on particular phases of club service, vocational service, community service and international service as deemed necessary.
(d) The president shall be an ex-officio member of all committees and, as such, shall have all the privileges of membership thereon.
(e) Each committee shall transact such business as is delegated to it in the By-Laws 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 to the Board and approved by it.
(f) The president may appoint one or more committees dealing with various aspects of youth activities, which, depending on their respective responsibilities, may be under any, or all, of the vocational service, community service, or international service committees. Where feasible and practicable in the appointment of such committees, there should be provision for continuity of membership, either by appointing one or more members for a second term or by appointing one or more members to a two-year term.
Section 2 – Club Service Committee
(a) The chair of the club service committee shall be responsible for all sub- service activities and shall supervise and coordinate the work of all committees appointed on particular phases of club service.
(b) The club service committee shall consist of the chair and the chairs of all committees appointed on particular phases of club service.
(c) The president shall, subject to the approval of the Board, appoint the following committees on particular phases of club service:
(d) The president may appoint the president-elect or vice president to oversee and coordinate the work of the website, membership, and program committees.
(e) Where feasible and practicable in the appointment of club committees, there should be provision for continuity of membership, either by appointing one or more members for a second or third term or by appointing one or more members to a three-year term.
Section 3 – Community Service Committee
(a) The chair of the committee shall be responsible for all community service activities and shall supervise and coordinate the work of all committees appointed on particular phases of community service.
(b) The committee shall consist of the chair and the chairs of all committees appointed on particular phases of community service.
(c) The president shall appoint the following committees on particular phases of community service:
Partners in Service
Section 4 – International Service Committee
(a) The chair of this committee shall stay alert to the international situation.
(b) The chair and committee members shall be cognizant of opportunities to serve the wider world through Rotary.
(c) The committee shall include the Club’s Interact youth program as part of its activities.
Article VIII. Duties of Committees
Section 1 – Club Service This committee shall devise and carry into effect plans, which will guide and assist the members of the club in discharging their responsibilities in matters relating to club service. The chair of the committee shall be responsible for regular meetings of the committee and shall report to the Board on all club service activities.
(a) Club Website. This committee shall endeavor, through a Club website, to stimulate interest and improve attendance, announce the program of the forthcoming meeting, provide a directory of the Club membership, promote fellowship, contribute to the Rotary education of all members, and report news of the club, of its members and of the worldwide Rotary program.
(b) Fellowship. This committee shall promote acquaintance and friendship among the members, promote participation by members in organized recreational and social activities, and do such work in pursuance of the general object of the club as may be assigned by the president or the Board.
(c) Membership. This committee, whose chair shall be the president-elect, shall review all proposals for membership with respect to the character, business, social and community standing of the nominee and shall report findings to the Board. Further, it shall review continually the Club roster of filled and unfilled classifications and shall take positive action to initiate and present to the Board the names of suitable persons to fill unfilled classifications. The committee shall initiate new members in the privileges and responsibilities of membership and provide information about Rotary, its history, object, and scope.
(d) Program. This committee shall strive to develop stimulating and informative programs with a focus on the Four Avenues of Service. It shall establish a calendar with subjects which meet the aforementioned criteria and make same available to Club members. Club members will be responsible on a rotating alphabetical basis for securing speakers
(e) Public Relations. This committee, the chair of which should be a vice president, shall devise and carry into effect, plans to secure proper publicity for the Club and its programs.
Section 2 – Vocational Service. This committee shall devise and carry out programs that encourage reflection on, and use of, the Four Way Test in vocational endeavors. Activities should encourage the improvement of general standards of practice in the various vocations and may include assistance to young people trying to enter a vocational field.
Section 3 – Community Service. This committee shall devise and carry into effect plans that will guide and assist the members of the Club in discharging their responsibilities in their community relationships. The chair of this committee shall be responsible for the community service activities of the Club and shall supervise and coordinate the work of any committees that may be appointed on particular phases of community service.
(a) Human Development Committee. This committee shall devise and carry into effect plans which will guide and assist members in dealing within the community with the welfare of human beings of all kinds throughout the whole span of life by providing assistance and support to those in need.
(b) Community Development Committee. This committee shall devise and carry into effect plans that will guide and assist members in working to make our community a better place to live by improving the physical condition of the community and its facilities.
(c) Environmental Protection Committee. This committee shall devise and carry into effect plans that will guide and assist members in encouraging the improvement of the quality of the community’s environment.
(d) Partners in Service Committee. This committee shall devise and carry into effect plans which will guide and assist members in building relationships with other Rotary sponsored organizations within the community and in cooperating with them in service.
Section 4 – International Service Committee. This committee shall devise and carry into effect plans that will guide and assist the members of this Club in discharging their responsibilities in matters relating to international service. The chair of this committee shall be responsible for the international service activities of the Club and shall supervise and coordinate the work of any international service, including, but not limited to:
Promotion of Paul Harris Fellows
Promotion of the Rotary Foundation
Promotion of the Exchange of Professionals
Granting of scholarships for student study abroad
Student Exchange Program
Article IX. 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 period of time.
Article X. Finances.
Section 1 – The treasurer shall deposit and/or invest all funds of the Club in a financial institution (s) to be named by the Board.
Section 2 – All obligations of the Club are to be confirmed and paid by the treasurer from the account (s) of the Club. Periodically, as determined by the Board, an independent party, preferably an accountant shall review the books and records of the Club and provide an appropriate confirmation of their accuracy to the Board.
Section 3 – The fiscal year of the Club shall begin on July 1st and extend to June 30th of the following year. Member dues and assessments are to be invoiced quarterly beginning July 1st.
Section 4 – The treasurer is responsible for paying District and International dues based on the membership as determined by the Club secretary on July 1st of each year.
Section 5 – The treasurer shall submit an annual budget of estimated income and expenses to the Board by May 1st of each year for the subsequent fiscal year. Accordingly, the treasurer shall also provide a monthly report to the Board on the financial position of the Club.
Article XI. Method of Electing Members
Section 1 – Any member in good standing may nominate a prospective member by submission of an application provided by the Club secretary. The name of the prospective member is considered to be confidential.
Section 2 – The Board shall ensure that the nominee meets the classification and membership requirements of the Rotary International constitution, which is synonymous with that of the Club.
Section 3 – The Board shall review the nominee’s application and notify the proposer of its action, through the Club secretary, within 30 days of the Board decision. Two-thirds of the Board must approve of a nominee.
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 prior to induction and shall be requested to sign the membership proposal form and to permit his or her name and proposed classification (if active membership) to be published to the club.
Section 5 – If the Board receives no written objection to the nominee within seven (7) days following publication of information about the prospective member, that person, upon payment of the initiation fee shall be considered to be elected to membership.
If any 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 initiation fee (if not honorary membership), shall be considered to be elected to membership.
Section 6 – Following such election, the president shall arrange for the new member’s induction and further orientation. The club secretary shall report such action to Rotary International.
Article XII. Resolutions
The Club shall consider no resolution or motion to commit this Club on any matter until the Board has considered it. Normally, such resolutions or motions, if offered at a Club meeting, shall be referred to the Board without discussion.
Article XIII. Order of Business
The following is a suggestion; the presiding officer may vary the order, but it is expected that, with the exception of those items marked optional, all elements will be included in some manner.
Call to order
Pledge of Allegiance to the flag of the USA
Reading of the Four Way Test (Optional)
Happy Dollars (Optional)
Recognition of Guests
Article XIV. Amendments
These bylaws may be amended at any meeting of the Board, a quorum being present, by a two-thirds vote of all members present, provided that notice of such proposed amendment shall have mailed to each member at least seven (7) days before such meeting. No amendment or addition to these By-Laws can be made which is not in harmony with the Club constitution and with the constitution and bylaws of Rotary International.
Approved by the Board of Directors
October 4, 2002