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By-Laws of the Rotary
Club of Victoria, Texas TABLE OF CONTENTS |
ARTICLE I
Election of Directors and Officers
Section 1 - At a regular meeting one month prior to the meeting for election of officers, the presiding officer shall ask for nominations by members of the club for president-elect, vice-president, secretary, treasurer, sergeant-at-arms and two members of the board of directors. The nominations may be presented by a nominating committee or by a member from the floor, by either or by both. No second of the nomination shall be required. The candidates receiving a majority of votes shall be declared elected to their respected offices. The nominations duly made shall be placed on a ballot in alphabetical order and shall be voted for at the annual meeting, unless a motion for unanimous election by acclamation is passed.
Section 2 - The officers and directors, so elected, together with the immediate past president shall constitute the board of directors.
Section 3 - A vacancy in the board of directors or any office shall be filled by action of the remaining members of the board.
Section 4 - 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 II
The governing body of this club shall be the board of directors, consisting of thirteen members of this club, namely six directors elected in accordance with Article I, Section I of these by-laws, together with the president, vice-president, president-elect, secretary, treasurer, sergeant-at-arms and the immediate past president. Each of the six directors shall serve a term of three years, commencing on July 1; two of the six directors shall be elected each year.
ARTICLE III
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 pertain to the office. The President shall take office on July 1 of each year, or upon investiture at an earlier date where needed, and shall serve until the following June 30.
Section 2 - PRESIDENT-ELECT. It shall be the duty of the president-elect to train and become familiar with the duties required in preparation for forthcoming presidency and to perform such other duties as ordinarily pertain to the office. It shall be the duty of the president-elect to preside at meetings of the club and board in the absence of the president. The president-elect shall serve as chair of the Club Committee. The president-elect shall take office on July 1 and serve until invested with the duties of president.
Section 3 - VICE-PRESIDENT. It shall be the duty of the vice-president to preside at meetings of the club and board in the absence of the president and president-elect and to perform such other duties as ordinarily pertain to the office. The vice-president shall also serve as chair of the Club Service Committee.
Section 4 - SECRETARY. It shall be the duty of the secretary to keep the records of membership, record the attendance at meetings, send out notices of meetings of the club, board and committees, record and preserve the minutes of such meetings, make the required reports to Rotary International including the semi-annual reports of membership which shall be made to the General Secretary of Rotary International, the monthly report of attendance at the club meetings which shall be made to the District Governor immediately following the last meeting of the month, collect and remit to Rotary International subscriptions to The Rotarian magazine, and perform such other duties as usually pertain to the office.
Section 5 - TREASURER. It shall be the duty of the treasurer to have custody of all funds, accounting for same to the club monthly and at any other time upon demand by the board, and to perform such other duties as pertain to the office. Upon retirement from office, all funds, books of accounts or any other club property shall be turned over to the successor or to the president.
Section 6 - SERGEANT-AT-ARMS. The duties of the sergeant-at-arms shall be such as are usually prescribed for the office and such other duties as may be prescribed by the president or the board.
ARTICLE IV
Section 1 - ANNUAL MEETING. An annual meeting of this club shall be held on the second Tuesday in December of 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 Tuesday at 12:00 noon at such place as shall be determined from time to time by the club. Due notice of any changes in or canceling of the regular meeting shall be given to all members of the club.
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 of directors shall be held each month. Special meetings of the board shall be called by the president, whenever deemed necessary, or upon the request of two members of the board, due notice having been given.
Section 5 - Seven of the thirteen members of the board of directors shall constitute a quorum of the board.
ARTICLE V
Section 1 - The admission fee shall be $50.00 to be paid before the applicant can qualify as a member.
Section 2 - The annual membership dues shall be equal to the sum of the annual Rotary International dues, Rotary District 5930 dues, and the cost of the subscription to The Rotarian magazine. Such dues shall be payable semi-annually on the first day of July and of January, with the understanding that part of each semi-annual payment shall be applied to each member's subscription to The Rotarian magazine.
ARTICLE VI
The business of this club shall be transacted by viva voce vote except the election of officers and directors, which shall be by ballot provided; however, motions to elect by acclamation, shall be authorized.
ARTICLE VII
Section 1:
(a) The president shall, subject to the approval of the board, appoint the following standing committees: Club Committee, Club Service Committee, Vocational Service Committee, Community Service Committee, and the International Service Committee.
(b) The president shall, subject to the approval of the board, also appoint such committees on particular phases of community service, international service, vocational service and club and club service as deemed necessary.
(c) The Community Service Committee, the International Service Committee, and Vocational Service Committee shall each consist of a chair, who shall be named by the president from the membership of the board, and not less than two other members. The chair of the Club Committee shall be the president-elect and the chair of the Club Service Committee shall be the vice president.
(d) The president shall, subject to the approval of the board, appoint the following committees on particular phases of the Club Committee:
and shall appoint any other committees that deemed necessary for the administration of Club affairs.
(e) The president shall, subject to the approval of the board, appoint the following committees on particular phases of the Club Service Committee:
and shall appoint any other committees deemed necessary for the administration of Club Service affairs.
(f) The president shall, subject to the approval of the board, appoint the following committees on particular phases of Vocational Service:
and shall appoint any other committees deemed necessary for the administration of Vocational Service affairs.
(g) The president shall, subject to the approval of the board, appoint the following committees on particular phases of Community Service:
and shall appoint any other committees deemed necessary for the administration of Community Service affairs.
(h) The president shall, subject to the approval of the board, appoint the following committees on particular phases of the International Service.
and shall appoint any other committees deemed necessary for the administration of International Service affairs.
(i) The president shall, subject to the approval of the board, appoint the following Special Committees:
and shall appoint any other special committees deemed necessary.
(j) The president shall be ex officio a member of all committees and, as such, shall have all the privileges of membership thereon.
(k) Each committee shall transact such business as is delegated to it in the by-laws and 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 the board.
ARTICLE VIII
Section 1 - CLUB COMMITTEE. This committee shall devise and carry into effect plans which will guide and assist members of this club in discharging their responsibility in matters relating to membership, orientation and retention of members and club and Rotary information. The chair of the Club Committee shall be responsible for regular meetings of the committee and shall report to the board on all Club Committee activities. The committee shall include the following subcommittees:
(a) CLASSIFICATION COMMITTEE. This committee shall, on or before the first of November of each year, make a classifications survey of the community: shall compile from the survey a roster of filled and unfilled classifications using the outline of classifications, as a guide; shall assign classifications to proposed new members; shall urge upon the members the importance of proposing names for such unfilled classifications as have been declared open by the board of directors; shall review, where necessary, existing classifications represented in the club; and shall counsel with the board on all classification problems.
(b) 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 its decisions on all applications to the board.
(c) MEMBERSHIP DEVELOPMENT COMMITTEE. 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. This committee shall also encourage members to thoroughly understand the qualifications for membership in Rotary.
(d) MEMBERSHIP DIRECTORY COMMITTEE. This committee shall annually update the membership directory.
(e) NEW MEMBER FOLLOW UP COMMITTEE. This committee shall ensure new members become active in the first six months of membership by coordinating with other committees by arranging to have new members assigned to a committee in which they are interested in working, give classification talks, and checks with new members from time to time to answer their questions about the club and about Rotary.
(f) ROTARY INFORMATION COMMITTEE. The committee shall devise and carry into effect plans: (1) to give prospective members information about the privileges and responsibilities of membership in a Rotary club, (2) to give the members, especially the new members, adequate understanding of the privileges and responsibilities of members, (3) to give the members information about Rotary, its history, object, scope, activities, and (4) to give the members information as to developments in the administrative operation of Rotary International.
Section 2 - CLUB SERVICE COMMITTEE. This committee shall devise and carry into effect plans which will guide and assist members of this club in discharging their responsibility in matters relating to club service. The chair of the Club Service Committee shall be responsible for regular meetings of the committee and shall report to the board on all club service activities. The committee shall include the following subcommittees:
(a) ATTENDANCE COMMITTEE. This committee shall devise means for encouraging club members' attendance at all Rotary meetings including attendance at: District assembly and District Rotary Information and Extension Institute by those designated to attend, district conferences, inter-city meetings, regional conferences, and international conventions. 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.
(b) CLUB BULLETIN COMMITTEE. This committee reports news of the club and of Rotary International through weekly meeting bulletins: upcoming meetings, its members, and Rotary International.
(c) FELLOWSHIP COMMITTEE. This committee shall promote acquaintance and friendship among the members and do such work in pursuance of the general object of the club as may be assigned by the president or the board.
(d) MAGAZINE COMMITTEE. This committee shall stimulate reader Interest In The Rotarian; sponsor a magazine week; arrange for brief monthly reviews of the magazine on regular club programs; encourage the use of the magazine in the induction of new members; provide a copy of the magazine for non-Rotarian speakers; secure international service and other special subscriptions for libraries, hospitals, schools and other reading rooms; send news items and photographs to the editor of the magazine and in other ways make the magazine of service to the club members and non-Rotarians.
(e) PROGRAM COMMITTEE. This committee shall prepare and arrange the programs for the regular and special meetings of the club,
(f) PUBLIC RELATIONS COMMITTEE. This committee shall devise and carry into effect plans to (1) give the public general information about Rotary, its history, object, and scope and (2) secure proper publicity for the club.
Section 3 - VOCATIONAL SERVICE 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 vocational relationships and in improving the general standards of practice in their respective vocations. The chair of this committee shall be responsible for the vocational service activities of the club and shall supervise and coordinate the work of any committees that may be appointed on particular phases of vocational service. The committee shall include the following subcommittees:
(a) CAREER DEVELOPMENT COMMITTEE. This committee organizes career planning programs to help students make informed choices about their future.
(b) FOUR-WAY SPEECH CONTEST COMMITTEE. This committee assists in conducting the Area Four Way Speech Contest for high school students who speak on the application of the 4-Way Test to conduct in life.
(c) VOCATION AT WORK/STUDENT GUESTS COMMITTEE. This committee invites qualified high school seniors to address the club telling of their accomplishments and future plans and arranges to have various club members host and introduce the student guests. The committee also promotes activities and knowledge of the 4-Way Test in the community.
(d) VOCATIONAL AWARDS COMMITTEE. This committee arranges for recognition of various community services for achievements and contributions within/to their vocations.
(e) VOCATIONAL AWARENESS COMMITTEE. This committee works with the New Member Follow Up Committee to arrange times for new members to give classification talks and develops workplace tours in conjunction with club meetings at business locations to increase members' knowledge and appreciation of various vocations.
Section 4 - COMMUNITY SERVICE 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 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. The committee shall include the following subcommittees:
(a) COMMUNITY DEVELOPMENT COMMITTEE. This committee develops, encourages participation in, and/or sponsors projects to build a better community focusing on community centers, drug abuse prevention, health, housing for the poor and/or homeless, literacy, parks and recreational facilities, safety, and schools.
(b) DONATIONS COMMITTEE. This committee recommends researched donations that fit with club objectives (Presidential Citation, District Goals, etc.) to the Board for final approval, announces such donations in a timely fashion to the membership, coordinates news releases as appropriate, and presents donations to an organizational representative.
(c) ENVIRONMENTAL PROTECTION COMMITTEE. This committee develops, encourages participation in, or sponsors projects that examine and/or change environmental conditions in the community--beautification, cleanup campaigns, soil conservation, water/air/waste management, etc.
(d) TWO PLUS TWO SCHOLARSHIPS COMMITTEE. This committee oversees the administration of the Victoria Rotary (2+2) Endowed Scholarship Fund, coordinates the awarding of the scholarships, and represents the Club at award events.
(e) YOUTH LEADERSHIP DEVELOPMENT COMMITTEE. This committee supports Rotary International's Human Development objectives of discovering and supporting talent. It selects, supports. and sponsors students to attend the District RYLA fellowship camp and the Rotary World Affairs Seminar.
Section 5 - INTERNATIONAL SERVICE 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 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 committees that may be appointed on particular phases of international service. The committee shall include the following subcommittees:
(a) INTERNATIONAL YOUTH PROJECTS. This committee arranges for young people from other countries to live and study in our community and arranges for local youth to study abroad through the Rotary Exchange Program.
(b) ROTARY FOUNDATION COMMITTEE. This committee promotes contributions to the Rotary Foundation and helps members understand the activities of the Rotary Foundation. This committee encourages qualified students to apply for Rotary Ambassadorial Scholarships and coordinates Group Study Exchanges for teams of non-Rotarian business and professional persons. This committee also helps club members understand the Paul Harris Fellow and Benefactor programs.
Section 6 - SPECIAL COMMITTEES.
(a) OUTSTANDING CITIZEN AWARD COMMITTEE. This committee selects the recipient of the Victoria Rotary Club Outstanding Citizen Award given in December of each year at the Victoria Chamber of Commerce December luncheon.
(b) NOMINATING COMMITTEE. This committee shall meet in November of each year to propose to the club nominees for president-elect, vice president, secretary, treasurer, sergeant-at-arms, and two member of the Board of Directors.
(c) PAUL HARRIS FELLOW SELECTION COMMITTEE. This committee shall meet in May of each year to designate Paul Harris Fellow recipients who will be honored through the club's annual donation to the Rotary Foundation.
Deemed necessary by the President:
(a) HISTORIAN. This committee shall keep a record of the club's activities.
(b) CLAY SHOOT COMMITTEE. This committee shall plan and execute the annual fundraiser.
ARTICLE IX
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 length of time.
ARTICLE X
Section 1 - The treasurer shall deposit all funds of the club in some bank to be named by the board.
Section 2 - All bills shall be paid only by checks signed by the treasurer and one other officer. A thorough audit by a certified public accountant or other qualified person shall be made once each year of all the club's financial transactions.
Section 3 - Officers having charge or control of funds shall give bond as may be required by the board for the safe custody of the funds of the club with the cost of bond to be borne by the club.
Section 4- The fiscal year of this club shall extend from July 1 to June 30, and for the collection of members' dues shall be divided into two (2) semiannual periods extending from July 1 to December 31, and from January 1 to June 30. The payment of per capita dues and magazine subscriptions to Rotary International shall be made on July 1 and January 1 of each year on the basis of the membership of the club on those dates. Magazine subscriptions for members joining during a semi-annual period are payable upon invoice from the secretariat of Rotary International.
Section 5 - At the beginning of each fiscal year, the treasurer shall submit to the board a proposal for the budget of estimated income and estimated expenditures for the year which having been agreed to by the board shall stand as the limit of expenditures for the respective purposes unless otherwise ordered by action of the board.
ARTICLE XI
Section 1 - ACTIVE MEMBERS (including Additional Active members).
(1) The name of a prospective member to fill an open classification, having been proposed by an Active, Senior Active, or Past Service member in good standing, shall be submitted first to the board, through the club secretary, on a standard form known as the proposal card.
(2) From time to time, the board shall review the list of filled and unfilled classifications as prepared by the classifications committee and decide which, if any, of the unfilled classifications should be considered as open for proposals and shall advise the membership as to which classifications have been opened for proposal.
(3) The board shall then refer the name of the prospective member to the classifications committee which committee shall consider the eligibility of such proposed member from the standpoint of classification, declare the proposed classification proper or improper, and shall return the proposal card together with this information to the board who shall then refer it to the membership committee.
(4) After making due investigation of the character, business, social standing and general eligibility of the person proposed for membership, the membership committee shall proceed to vote. If no more than one negative vote is cast by a member of this committee, the name of the proposed member shall be considered eligible and so recommended to the board. The membership committee shall then report to the board the action it has taken thereon.
(5) The board shall then review the action of the classifications committee and the membership committee, sustain or reject their decisions, or refer it back to the classification committee and the membership committee for further consideration and action. If the classifications and membership committees have reported adversely upon the name of the newly proposed member and the board sustains the action, the proposer shall be so notified by the secretary.
(6) If the classifications and membership committees report favorably upon the name of the proposed member and the board has sustained the action, the secretary shall notify the proposer.
(7) The proposer, accompanied by a member or members of the Rotary information committee of the club, shall fully inform the proposed member of the privileges and responsibilities of membership in a Rotary club and secure oral or written permission of the proposed member to publish his or her name to the membership of the club.
(8) After permission to do so has been secured from the proposed new member, the Secretary shall notify each member of the club by means of a written or oral communication giving the name of the proposed candidate, the firm represented, and the classification under which the member is being proposed for membership.
(9) A seven day period shall then be allowed during which any member objecting to the election of the proposed member shall notify the board in writing, stating reasons for the objection.
(10) If no objection is received in such period, the proposed member shall be considered qualified for membership. If any objections have been filed, the board shall consider the same at any regular or special meeting of the board and proceed to ballot on the proposed member. If a majority of the members of the board in attendance at this regular or special meeting of the board, shall vote affirmative, the proposed member shall be considered qualified for membership.
(11) The secretary shall then notify the proposer and the proposed member of qualification for membership and invite the proposed member to apply for membership in the club.
(12) When the proposed member has filled in, signed, and returned to the secretary the regular form of application indicating understanding and acceptance of the responsibilities of membership together with remittance for the admission fee as provided for in Article V, the proposed member shall then be considered duly elected to membership.
(13) After having received the completed application and the remittance for the admission fee, the Secretary shall issue to the newly elected member a Rotary membership identification card.
(14) The Secretary shall then fill in a new member report form for the newly elected member and forward the completed form to the general secretary of Rotary International
Section 2 - SENIOR ACTIVE, PAST SERVICE and HONORARY MEMBERS. The name of a proposed candidate for any one of these three kinds of membership shall be submitted to the board of directors in writing and the election shall be in the same form and manner as prescribed for the election of an Active member provided, however, that such proposal may be considered at any regular or special meeting of the board and that the board may at its discretion waive any of the steps as set forth in Section 1 of this Article and proceed to ballot on the proposed member. If a majority of the members of the board in attendance at the regular or special meeting shall vote affirmatively, the proposed member shall be considered duly elected, provided, however, that any Active member or any Past Service member of this club who had been an Active member of this club with the qualifications for Senior Active membership as set forth in the constitution of this club may, at the member's option, become a Senior Active member of this club by notifying the secretary, in writing, or intention so to do; no application for or election to such Senior Active membership being required.
Section 3 - RE-ELECTION OF FORMER ADDITIONAL ACTIVE MEMBER. The application of a former Additional Active member of this club whose membership was terminated as provided in Article VIII, Section 2(b) of the constitution of the club shall be considered promptly by the board and in advance of any other application or proposal under the same classification or another classification. At its discretion, the board may refer the application to the classifications and membership committees and the board may provide for a ten-day period during which any member objecting to the election of the proposed member shall notify the board in writing stating reasons for the objection. At any regular or special meeting the board shall proceed to ballot on the application taking into account, where applicable, reports from the classifications and membership committees and any objections filed. If a majority of the members of the board in attendance at the regular or special meeting shall vote affirmatively such former Additional Active member shall be considered duly elected to Active membership and shall be so notified by the secretary. In the event the application is rejected, the applicant shall be so notified by the secretary.
ARTICLE XII
No resolution or motion to commit this club on any matter shall be considered by the club until it has been considered by the board. Such resolutions or motions, if offered at a club meeting shall be referred to the board without discussion.
ARTICLE XIII
The standard order of business or a regular meeting, annual meeting, or any board meeting, shall be:
ARTICLE XIV
CONFORMITY TO
CONSTITUTION AND RULES OF ROTARY INTERNATIONAL
It is the intent and purpose of these by-laws that at all times and in all things the acts and policies of this club shall be in conformity with the Constitution of the Rotary Club of Victoria, Texas, the Standard Rotary Club Constitution, and the Rules and Regulations of Rotary International as set forth in the Manual of Procedure of Rotary International as most recently amended.
These by-laws may be amended at any regular meeting, a quorum being present, by a two-thirds vote of all member's present provided that notice of such proposed amendment shall have been mailed to each member at least ten 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.
Policies of the Rotary Club of Victoria, Texas
ROTARY ACTIVITIES - Expenditures
& Reimbursement Policy
Motion adopted by the Board of Directors on October 25,1994 to authorize the following expenditures and reimbursement for all Rotary activities:
It Is the intention of the Board to encourage the participation and attendance of Club members at Rotary International meetings. To the extent that funds are available, the Board policy shall be as follows:
1. For International Conventions, the Victoria Rotary Club will pay the cost of registration of each officer and Board member (as defined in the By-Laws) attending, and in addition will reimburse each officer and Board member the sum of $100.00 for each night spent in the convention city, including the day of the opening ceremony and the day of the closing ceremony of the convention, and in addition will likewise reimburse the President-Elect or his designated representative the cost of coach class airfare, within the continental United States, and one-half the cost of coach class airfare for international travel.
2. For the District Assembly, the Victoria Rotary Club will pay the registration fee for each officer and each committee chair and will reimburse the President-Elect actual travel expenses incurred in attending such meeting.
3. For the District Conference, the Victoria Rotary Club will reimburse the President, President-Elect, and each other officer, director, and committee chairman for their registration fees where the registration fees are set forth separately from meal costs, and in addition, when such meeting is held more than seventy-five miles from Victoria, will reimburse each such officer and committee chairman who attends the sum of $50.00 per day expense.
4. With respect to the President-Elect Training Seminar, the Victoria Rotary Club will pay the registration fee for the President-Elect and his or her spouse and reimburse all expenses actually incurred for travel and hotel.
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