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Bylaws of the Rotary eClub of District 5010, Alaska-Yukon

Approved by Membership December 12, 2015

 

Article 1 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. Friend: A member of another Rotary Club or respected member of the community who supports Rotary and wishes to remain informed on this club's activities.

5. Quorum: One-third of the club membership; a majority of directors for the Board.

6. RI: Rotary International.

7. Year: The 12-month period that begins on 1 July.

 

Article 2 Board

The governing body of this club is the Board, consisting of the president, immediate past president, president-elect, treasurer, sergeant-at-arms, secretary and the directors of club: administration, membership, public relations, service projects and rotary foundation.

 

Article 3 Elections and Terms of Office

Section 1 One month prior to elections, members may nominate candidates for president, secretary, directors and sergeant-at-arms. A nomination committee will be established in July of the election year consisting of the president-elect and at least four (4) past presidents to identify and nominate members for each of the open positions. The nomination committee will post the nominees each of the open positions at the regular weekly meetings of the eClub four (4) meetings prior to the election. The nominations will be presented by a nominating committee, and/or by members from the floor.

Section 2 The candidate who receives a majority of the votes for each office is declared elected to that office.

Section 3 A vacancy on the Board or any office shall be filled by the remaining members of the Board.

Section 4 A vacancy of any officer-elect position or director-elect position shall be filled by the remaining members of the Board-elect.

Section 5 Terms of office for each role are as follows:

Directors 1 year with a 3 year maximum

Treasurer — 3 year

Secretary —3 year

Sergeant-at-arms 1 year

 

 

 

 

Article 4 Duties of the Board

Section 1 President. The president shall preside at club and Board meetings.

Section 2 Immediate Past President. The immediate past president shall serve as a director.

Section 3 President-elect. The president-elect shall prepare for their year in office and serve as a director.

Section 4 Directors. A director shall attend club and Board meetings.

Section 5 Secretary. The secretary shall keep membership and attendance records.

Section 6 Treasurer. The treasurer shall oversee all funds, provide accounting of these funds annually or at any other time upon demand by the board, perform such other duties as pertain to the office of treasurer.

Section 7 – Sergeant-at-Arms. The sergeant-at-arms shall maintain order at all board and regular meetings of the club and any other duties such as usually prescribed for such office and other duties as may be prescribed by the president or board.

Section 8 Board members may perform additional duties as assigned.

 

Article 5 Meetings

Section 1 Bi-Annual Meeting. A meeting of this club shall be held no later than 31 December to elect the officers and committee chairs who will serve for the next Rotary year. A meeting will be held in conjunction with the annual District 5010 Conference.

Section 2 Club  meetings  will alternate between live (face-to-face) meetings over the internet and prerecorded meetings on the web site.  Live meetings will be at 8:00 am Alaska time on the second and fourth Saturday of the month (recorded and posted for viewing by those unable to attend live).  Prerecorded meetings will be available on line the first and third week of the month [starting Sunday 12:01 am (Alaska Time) and ending on the following Saturday at 11:59 pm (Alaska Time)].  For specific format see schedule on our web site meetings page. Reasonable notice of any change or cancellation of the regular meeting shall be given to all club members via email and posted on the website.

Section 3  The President and their Board will meet monthly on a regular day and time. The President will announce the Board Schedule at the first weekly club meeting of their year and each weekly newsletter the week prior to a meeting. Special meetings of the Board are called with reasonable notice by the president or upon the request of two committee chairs.

Section 4 --Board Meetings may be recorded by the Secretary. Board Members will be notified at the beginning of a meeting if that meeting is to be recorded. The recording of the Board Meeting will be available to members on the Club Web Site for 7 days after the meeting after which time it will be deleted. Recording of Board Meetings or duplication of a recording of a meeting by any other parties is expressly prohibited.

 

Article 6 Fees and Dues

Section 1 The admission fee, as established by RI and/or the club, shall be paid before the applicant can qualify as a member.

Section 2 Membership dues shall consist of RI per capita dues, subscription fees to The Rotarian or Rotary regional magazine, district per capita dues, club annual dues, and any other Rotary or district per capita assessment. Club annual dues shall be in the amount of $250. Membership dues shall be payable in accordance with the policies of the club as established by the Board.

Section 3 – A fee structure will be established for regular weekly meetings, and other activities of the club.

 

Article 7 Method of Voting

The business of this club is conducted by is by electronic ballot. The Board may provide a ballot for a vote on a specific resolution.

 

Article 8 Committees

Section 1 Club committees coordinate their efforts in order to achieve the club’s annual and long-range goals. This club has the following committees:

• Club Administration
• Membership
• Public Relations
• Rotary Foundation
• Service Projects
Section 2 Additional sub-committees may be appointed as needed.

Section 3 The president shall be ex officio a member of all committees and, as such, shall have all the privileges of membership.

Section 4 Except where special authority is given by the Board, committees shall not take action until a report has been made and approved by the Board. The president or the Board shall refer additional business to a specific committee as needed.

Section 5 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 9 Finances

Section 1 Prior to each fiscal year, the Board shall prepare an annual budget of estimated income and expenditures.

Section 2 The treasurer shall deposit club funds in financial institution(s) designated by the Board.

Section 3 Bills are paid by the treasurer or secretary when approved by two other officers or committee chairs. When checks are used for payments they shall be signed by the Treasurer and the Secretary or another officer or committee chair so authorized.

Section 4 A thorough annual review of all financial transactions shall be completed by a qualified person.

Section 5 An annual financial statement of the club shall be provided to club members.

Section 6 The fiscal year is from 1 July to 30 June.

Section 7 – The treasurer, upon retirement from office, shall turn over to the incoming Treasurer or to the President all funds, books of accounts, or any other club property.

Article 10 Method of Electing Members

Section 1 An application for membership shall be received by the secretary and submitted to the membership committee. The secretary will send an email to the applicant notifying them of the receipt of application and that they should expect to be contacted by the membership committee. This application shall include the expectations of club member participation as well as the name and contact information for three references. For non-Rotarians a letter of reference from a Rotarian will be required. A transferring or former member of another club may also be proposed for membership by the former club. The proposal is kept confidential unless the Board instructs otherwise.

Section 2 The membership committee shall ensure that the candidate meets all of Rotary’s membership requirements. The membership committee will contact all references listed on the application, if the applicant is a former or current Rotarian, the membership committee will contact the other club and demand a letter of certification that the applicant is a Rotarian is in good standing, does not owe any money, obtain the prior year attendance record and a written recommendation from the president or board. The membership committee will interview the applicant. Once completed, a written recommendation will be provided to the board within 45 days of the application. All information gathered will be kept confidential within the membership committee.

Section 3 The Board shall approve or reject the candidate’s membership within 45 days and shall notify the applicant of its decision.

Section 4 If the decision of the Board is favorable, the prospective member is invited to join the club, educated about Rotary and membership requirements, and asked to sign the membership proposal form and to allow his or her name and proposed classification to be conveyed to the club.

Section 5 The prospective members name is published for three (3) regular meetings. If no member of the club submits a written objection including reasons for the objection, to the Board, that person, upon payment of the admission fee, is considered to be elected to membership. If an objection has been filed with the Board, the club shall vote on this matter at its next meeting. If approved despite the objection, the proposed member is elected to membership after admission fee payment.

Section 6 The club may elect honorary members proposed by the Board.

Section 7 --

Friends of the Club, upon application, will be submitted to the ,membership for two consecutive weeks. If no objections are raised, the individual will be given "friends" status with the club.

 

Article 11 Resolutions

Any resolutions or motions to commit the club to any position or action shall first be reviewed and approved by the Board. If resolutions or motions are first offered at a club meeting, they shall be sent to the Board without discussion.

 

Article 12 Amendments

These Bylaws will normally be amended by an email vote, but may be amended at any live club meeting. Changing the club bylaws requires that written notice be sent to each member at least 10 days before closure for an email vote or live meeting vote. A quorum (51% of membership) must be present for a live vote. A simple majority (51%) of the cast votes must support the change. Changes to these bylaws must be consistent with the Standard Rotary Club Constitution, the RI Constitution and Bylaws, and the Rotary Code of Policies.