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ByLaws
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Adopted Jan 7, 2015; Effective Jan 7, 2015
BYLAWS of the Rotary Club of NIANTIC, CT

 

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. RI: Rotary International.
5. Year: The twelve-month period that begins on 1 July.

 

Article 2
Board of Directors
The governing body of this club shall be the board consisting of ten (10) members of this club,
namely, four (4) directors elected in accordance with Article 3, section 1, of these bylaws, and
the president, president-elect, secretary, treasurer, the immediate past president, and the
Sergeant-at-arms.

 

Article 3
Election of Directors and Officers
     Section 1. At the first regular meeting of the club in November, the presiding officer will call
for a (slate of candidates) report from the nominating committee. The committee will propose a
slate of candidates for president, secretary, treasurer and one director. At the annual meeting in
December, prior to the election of officers, the presiding officer will accept additional
nominations from the floor for any of the open positions. Any candidate being nominated must
be present and agree to serve if elected. The nominations will be placed on the ballot in
alphabetical order under each office. If two-thirds of the members present concur, the election
may take place by a show of hands or a voice vote.
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 president-elect will select, at the May meeting, some member of the club to act
as sergeant-at-arms for the upcoming year.
     Section 3. The election of a non-officer Director shall be as follows:
Each Director will be elected to a four year term by the Club membership at the annual meeting
prior to the year he or she takes office. A Director shall not serve more than two consecutive
terms. The terms of the four directors will be staggered, hence, one director will be elected
each year.
     Section 4. A vacancy in the board or any office shall be filled by action of the remaining
directors.
     Section 5. A vacancy in the position of any officer-elect or director-elect shall be filled by
action of the directors.
     Section 6. The filling of vacancies as described in Sections 4 and 5 of this Article shall take
place within 30 days of the vacancy occurring.

 

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 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. It shall be the
duty of the president-elect to preside at meetings of the club and the board in the absence of the
president. The president-elect will also serve as chair of the program committee.
     Section 3. 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, and prorated reports on 1 October
and 1 April of each active member who has 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 4. 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. The treasurer, with approval of the Board of Directors, may appoint a club member as finance director of a major fund-raising committee, who shall have the powers and duties of the treasurer, subject to oversight by the treasurer, with respect to the operation of that committee.
     Section 5. 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.
     Section 6. 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.

 

Article 5
Meetings
     Section 1. Annual Meeting. The annual meeting of this club shall be held on the first (1st)
Wednesday of 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 be held on Wednesday at 12:15 PM.
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 article
8, sections 3 and 4 of 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 8, 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 each month at a regular time as
determined by the Board. The Executive Board may meet by telephone, video or other
conferencing process if all Board members have been notified and have reasonable access to the
meeting method.
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.
The incoming elected officers and director will meet jointly with the existing board during the
months of April, May and June. The officers-elect and director-elect shall not have voting
rights. This shall be known as the combined board.
     Section 5. The Board of Directors shall have the right and ability to rule on any and all affairs.
This shall be done with a simple majority vote. Six (6) voting members shall constitute a
quorum of the Board of Directors. Any decisions voted by the Board shall be final in
establishing policy and responsibility to the Club unless overruled by a two thirds majority vote
of the membership. The Constitution of the Niantic Rotary, CT, USA and the Constitution of
Rotary International shall be the ruling procedure documents for the Board of Directors
supplemented by the current Rotary International Manual of Procedure and Roberts Rules of
Order.

 

Article 6
Fees and Dues
     Section 1. There will be no admission fee to be paid before the applicant can qualify as a
member.
     Section 2. The membership dues shall be proposed, for the subsequent year, by the first (1st)
Wednesday of April. The dues, for the subsequent year, shall be approved by the membership
on the (1st) Wednesday of May.
     Section 3. The membership dues shall be payable semi-annually in July and January. A
portion of each annual payment shall be applied to each member’s subscription to the RI official
magazine.
     Section 4. New members who join between July 1st and December 31st will pay full annual
dues. New members who join between January 1st and June 30th will pay half of the annual
dues.

 

Article 7
Method of Voting
The business of this club shall be transacted by voice vote. The board may determine that a
specific action be considered by ballot rather than by voice vote.

 

Article 8
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 and
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:
     Section 1.
     a. The President shall, subject to the approval of the Board, appoint a Chairperson for the
following standing committees: Club Membership, Club Public Image, Club
Administration, Service Projects and the Rotary Foundation.
           i. Membership
This committee should develop and implement a comprehensive plan for the
recruitment and retention of members.
           ii. Club Public Image
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.
           iii. Club Administration
This committee should conduct activities associated with the effective operation of the
club.
         iv. 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.
         v. The Rotary Foundation
This committee should develop and implement plans to support The Rotary
Foundation through both financial contributions and program participation.
     b. The president shall be ex officio a member of all committees (except the nominating)
and, as such, shall have all the privileges of membership thereon.
     c. 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 committee shall not take action until a report
has been made to the Board and approved by the Board.
     d. 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.
Additional ad hoc committees may be appointed as needed.

 

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 make reference to appropriate RI
materials. The service project committee will consider vocational service, community service
and international service avenues 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. Each chair, within
ninety days of an event or activity, will provide a written report to the board. This report will
include a synopsis of the event, a financial report and any recommended changes to the activity.
      Section 1. Club Membership Committee - This committee shall consider all proposals for
membership from the personal side and shall thoroughly investigate the character, business,
social and community standing and general eligibility of all persons proposed for membership
and shall report their decisions on all applications to the Board. Also this committee 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.
      Section 2. Club Public Relations - This committee shall devise and carry into effect plans (1) to
give the public general information about Rotary, its history, object and scope; and (2) to secure
proper publicity for the Club.
     Section 3. Club Administration - The Chairperson of the Club Administration Committee shall
be responsible for all Club Administration activities and shall supervise and coordinate the
work of all committees appointed on particular phases of Club Administration.
     a. The Administration Committee shall consist of the Chairperson of the Club
Administration Committee and the Chairpersons of all committees appointed on
particular phases of Club Administration.
     b. The President shall, subject to the approval of the Board, appoint the following
committees on particular phases of Club Administration:
          1. Attendance Committee - This committee shall devise means for encouraging
attendance at all Rotary meetings – including attendance at District conferences,
intercity meetings, regional conferences, and International Conventions by all Club
members. This committee shall especially encourage attendance at regular meetings
of this Club and attendance at regular meetings of other clubs when unable to attend
meetings of this Club; keep all members informed on attendance requirements;
promote better incentives for good attendance; and seek to ascertain and remove the
conditions that contribute to unsatisfactory attendance.
          2. Club Bulletin Committee - This committee shall endeavor, through the publishing
of a Club bulletin, to stimulate interest and improve attendance, announce the program
of the forthcoming committee, relate highlights of the previous meeting, promote
fellowship, contribute to the Rotary education of all members, and report news of the
Club, of its members and of the worldwide Rotary programs.
          3. Fellowship Activities Committee - This committee shall promote acquaintance and
friendship among the members, promote participation by members in organized
Rotary recreational and social activities, and do such work in pursuance of the general
object of the Club as may be assigned by the President of the Board.
          4. Program Committee - This committee shall prepare and arrange the programs for
the regular and special meetings of the Club.
          5. Nominating Committee - The nominating committee’s only function is to seek out
and bring forward to the Board of Directors suitable candidates for the offices of
President, Treasurer, Secretary, and non-officer directors of the Club. This committee
shall be made up of (3) Club members chosen by the Board of Directors at its August
meeting. The only criteria for selection of this committee should be that the people
selected have demonstrated the background and experience necessary to develop a
logical interview series that will assure the Club of quality candidates.
           6. Classification Committee - This committee shall as early as possible, but no later
than 31 August each year, make a classification survey of the community; shall
compile from the survey a roster of filled and unfilled classifications, using the guide
to classifications; shall review, where necessary, existing classifications represented in
the club; and shall counsel with the Board on all classifications problems.

     Section 4. Service Project Committee – This committee shall devise and carry into effect plans
which will guide and assist the members of this Club in discharging their responsibilities in
their service projects. The Chairperson of this committee shall be responsible for the 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.
     Section 5. The Rotary Foundation Committee - This committee shall devise and carry into
effect plans which will guide and assist the members of this Club in discharging their
responsibilities in matters relating to the Rotary Foundation. The Chairperson of this committee
shall be responsible for the Rotary Foundation activities of the Club and shall supervise and
coordinate the work of any committees that may be appointed on particular phases of the Rotary
Foundation.

 

Article 11
Leave of Absence
Upon written application to the Board, setting forth good and sufficient cause, a leave of
absence may be granted excusing a member from attending the meetings of the Club for a
specified length of time not to exceed 12 months. Such leave of absence shall not result in a
forfeiture of membership nor does it give the club credit for the member’s attendance. Unless
he/she attends a regular meeting of some other club, the excused member must be recorded as
absent except that absence authorized under the provision of Article 8, Section 3 of the
Constitution of Niantic Rotary, CT, USA is not computed in the attendance record of the Club.

 

Article 12
Finances
     Section 1. The fiscal year of this Club shall extend from July 1 to June 30th. For the collection
of members’ dues, the fiscal year shall be divided into two (2) semiannual periods extending
from July 1 to December 31st, and from January 1 to June 30th. The payment of per capita dues
and RI official magazine subscriptions shall be made on July 1 and January 1 of each year on
the basis of the membership of the club on those dates.
     Section 2.
Prior to beginning each fiscal year, the Board shall prepare or cause to be prepared a budget of
estimated income and estimated expenditures for the year, which having been agreed by the
Board and approved by the membership shall stand as the limit of expenditures for the
respective purposes unless otherwise ordered by action of the Board and approved by the
membership.
The budget shall be broken into two separate parts: one in respect of club operations and one in
respect of charitable/service operations.
     Section 3. 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 charitable/service
operations.
     Section 4. The Treasurer shall present a monthly report to the Board of Directors. Copies of
the report should be made available to the membership at least quarterly in a manner approved
by the Board.
     Section 5. Bills under five hundred dollars ($500), if consistent with the approved annual
budget (as amended, if relevant), shall be paid by the treasurer or other authorized officer (or, in
the case of committee bills, the relevant committee finance director). Bills of five hundred
dollars ($500) or more, if consistent with the approved annual budget (as amended, if relevant),
shall be paid by the treasurer or other authorized officer (or, in the case of committee bills, the
relevant committee finance director), only when approved by two other officers or directors.
     Section 6. A thorough review of all financial transactions shall be made once each year by a
qualified person.
     Section 7. 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.

 

Article 13
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 30 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 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 objection to the proposal, stating reasons, is received by the board from any
member (other than honorary) of the club within seven (7) days following publication of
information about the prospective member, that person 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 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. Honorary Membership – Candidates for Honorary Membership shall be proposed to
the Board of Directors in writing. After Board approval the candidate’s name will be proposed
at a regular meeting of the membership and if approved by a two thirds majority (a quorum
being present) that candidate shall be considered elected to honorary membership. An
Honorary Member’s status shall be as determined by Article 6, Section 6 of the Club
Constitution. The term of Honorary Membership will be one year. Honorary memberships
may be extended on a yearly basis if approved by a two thirds majority (a quorum being
present) of the membership.

 

Article 14
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 15
Order of Business Meeting
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.

 

Article 16
Amendments
     Section 1. These by-laws 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 amendment
shall have been mailed or e-mailed to each member at least ten (10) 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 By-Laws of Rotary International.
     Section 2. If necessary, a transition plan approved by the membership may be adopted when
these by-laws are amended.

 

Article 17
Parliamentary Authority
The rules contained in Robert's Rules of Order (latest edition) shall govern the conduct of
meetings of the membership and the board in all cases to which they are applicable but not
inconsistent with these bylaws.?