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1. Board:  The board of directors of this club.

2. Director:  A director on this club’s board.

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 club board decisions.

5. RI:  Rotary International.

6. Year: The 12-month period beginning 1 July.

 

The governing body of this club is its board of directors consisting of, at a minimum, the president, immediate past president, president-elect/vice president, secretary, treasurer, sergeant-at-arms and one at-large member selected from the Article 8 committee chairs.   The board, by majority vote, may choose to enlarge the board. 

 

Section 1 —In December the board (or nominating committee if there is one) will propose a slate of candidates for president, president-elect/vice president, secretary, treasurer, and any open director positions.  The secretary will send the proposed slate to all club members at least two weeks before the first club meeting in January.  At the meeting at which elections are scheduled, any member may also run for any office from the floor.  Any nominated officers who are unopposed may be elected by acclamation.

Section 2 – In the event of a contested position, the contestants will each have an opportunity to make a brief presentation to the members at a scheduled meeting and the members will vote by secret ballot.  The sergeant-at-arms shall be responsible for giving out ballots, collecting and counting them, and giving the vote count.  The candidate who receives a majority of the votes for any contested office is declared elected to that office. 

Section 3 — If any officer, officer elect, board member or board member-elect vacates a position, the remaining members of the board will appoint a replacement.

Section 4 — The terms of office for each role shall be one year with the right to seek re-election.  The maximum term for the president may not exceed two consecutive one-year terms.

Section 1 — The president presides at club and board meetings.

Section 2 — The immediate past president serves as a director on the club board.

Section 3 — The president-elect/vice president presides at club and board meetings when the president is absent; prepares for his/her year in office and serves as a director.

Section 4 — A director attends club and board meetings.

Section 5 — The secretary keeps membership records and board attendance records; takes board meeting minutes and handles club correspondence as directed by the board.

Section 6 — The treasurer oversees all funds and provides an accounting of them.

Section 7 — The sergeant-at-arms maintains order in club meetings including taking attendance, introducing visitors, collecting meeting fees and other administrative tasks assigned by the board.

 

 Section 1 — An annual meeting of this club is held no later than 31 January to elect the officers and directors who will serve for the next Rotary year.

Section 2 — This club meets on the first and third Wednesdays of each month, gathering at 6:00 p.m. and usually ending by 7:30.   Reasonable notice of any change or cancellation of the regular meeting will be given to all club members.  The board schedules service projects each month, often on a weekend, and social events, usually on a Wednesday evening.  Club members will be notified of both the service projects and social events at least one month in advance if possible.

Section 3 — Board meetings are held monthly, usually on the first Wednesday of the month, prior to the general meeting.  Special meetings of the board are called with reasonable notice by the president or upon the request of two directors and may be held in person or electronically.

 

Section 1 — An Initiation Fee shall be paid before an applicant can qualify as a member, except as provided for in the standard Rotary Club Constitution.  The amount of this fee shall be set by the board.

Section 2 – Annual club dues shall be determined and approved by the board and communicated to the club members no later than the next to last meeting in June.  Dues are payable quarterly in advance on July 1, October 1, January 1 and April 1. 

Annual club dues include: (1) RI per capita dues; (2) Subscription to an official RI magazine; (3) District per capita dues; (4) Club fees based on annual club budget and (5) any other RI or district per capita assessment. 

 

The business of this club is conducted by voice vote, a show of hands or digitally (email, text, etc.), except in the case of a contested election of officers and directors, in which case the contested election is conducted by ballot. The board may also provide a ballot for a vote on some resolutions.

 

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 is responsible for appointing committee chairs and conducting planning meetings prior to the start of his/her year in office.  Committees may have co-chairs.

Section 1 —This club’s committees may include those listed in Article 11, Section 7 of the RI Constitution, to wit:

(a) Club Administration,

(b) Membership,

(c) Public Image,

(d) Rotary Foundation, and

(e) Service, consisting of:

(i) Community service,

(ii) International service

(iii) Vocational service,

(iv) Club service, and

(v) New generations.

Section 2 — The president is an ex officio member of all committees.

Section 3 -- The president, with consent of the board, may appoint additional committees as needed.

Section 4 — Each committee’s chair is responsible for the regular meetings and activities of the committee including supervising and coordinat­ing its work and reporting to the board on all committee activities.

 

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

Section 2 — Before each fiscal year starts, the board shall approve an annual budget of estimated income and expenditures prepared by the treasurer, in conjunction with the president elect.

Section 3 — The treasurer shall deposit club funds in a financial institution or institutions designated by the board.

Section 4 — Bills shall be paid by the treasurer or another authorized officer and be supported by documentation such as an invoice.

Section 5 — A qualified person from the club will conduct an annual review of the club’s financial transactions and internal controls and will report to the board of directors any findings.

Section 6 — Financial statements are available to members upon request.

 

Section 1 — A membership application completed by a prospective member shall be submitted to the board by the prospective member’s sponsor.   A prospective member who is new to Rotary shall submit the application along with the new member fee which will be refunded if the applicant does not join the club.  The prospective member will also be asked for permission to circulate his/her pertinent information to the club members upon approval by the board.

Section 2 – The board shall approve or deny the application with reasonable promptness.  A denial shall be sent to the applicant immediately with a return of the application fee.  If approved, notification of the approval and pertinent information about the proposed new member shall be sent to all club members.  Any objections must be sent to the secretary within 10 days of the notice.

Section 3 — Upon board approval of the prospective member, she/he will be invited to attend an orientation to be informed of the purposes of Rotary and of the privileges and responsibilities of membership. Upon completion of the orientation, the new member will be presented to the club members and inducted into the club at the first meeting the new member attends.

Section 4 -- Duration of Membership:  Membership shall continue as long as the member meets the dues obligation and participates in club activities.  The board may terminate a membership for any good cause by a vote of at least two-thirds of the board members present and voting at a meeting called for that purpose.  Such meeting shall be held only after a minimum of two weeks’ notice.  The guiding principles for this meeting shall be the Four-Way Test or conduct that reflects poorly on the club.

Section 5 -- Leave of Absence:  Upon submitting a written request to the board setting forth good and sufficient cause, a member may be granted a leave of absence excusing him/her from attending club meetings for a period of up to six (6) months.  The member is still responsible for dues in accordance with Section 2 of these bylaws.  With the approval of the board, an additional period of up to six (6) months may be granted.

 

These bylaws may be amended at any regular club meeting. Changing the club bylaws requires sending written notice to each member 21 days before the meeting, having a quorum present for the vote, and having two-thirds of the votes 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. 

 

 

The Board of Directors do hereby adopt the foregoing Bylaws, consisting of four preceding pages, as the Bylaws of the Rotary Club of Palm Valley.

 

ADOPTED AND APPROVED by the Board of Directors on this 6^th day of March 2024.

 

 

____________________________

Walther Vliegen, Club President

 

 

____________________________

ATTEST:  Carol Maurer, Club Secretary

 

 

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Club members do hereby adopt the foregoing Bylaws, consisting of four preceding pages, as the Bylaws of the Rotary Club of Palm Valley.

 

ADOPTED AND APPROVED by the Rotary Club of Palm Valley General Membership on this ____ day of ____________, 2024.

 

 

____________________________

Walther Vliegen, Club President

 

 

____________________________

ATTEST:  Carol Maurer, Club Secretary