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Bartlesville Daybreak Club Bylaws

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

The governing body of this club shall be the board consisting of eleven members of this club, namely, the president, president-elect, vice president (or president-nominee), secretary, treasurer, and the
sergeant-at-arms. At the discretion of the board, also added can be the four directors elected in accordance with article 3, section 1 of these bylaws, and the immediate past president.

Article 3 Election of Officers and Directors

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-nominee, secretary, treasurer, and directors. The nominations may be presented by a nominating committee or by members from the floor, by either or by both as a club may determine. If it is determined to use a nominating committee, such committee shall be appointed as the club may determine. The proposed slate of officers and directors shall be presented to the membership for approval prior to January 1. The president-nominee shall take the title of president-elect on 1 July in the year prior to taking office as president.

Section 2

The officers and directors, so elected, together with the immediate past president shall constitute the board.Within one week after their election, the directors-elect shall meet and elect some member of the club to act as sergeant-at-arms.

Section 3

A vacancy in the board or any office shall be filled by action of the remaining directors.

Section 4

A vacancy in the position of any officer-elect or director-elect shall be filled by action of the remaining directors-elect.

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 preside at meetings of the club and the board in the absence of the president and to perform other duties as ordinarily pertain to the office of president-elect.

Section 3

Vice-President (President-nominee). It shall be the duty of the vice-president to preside at meetings of the club and the board in the absence of the president and president elect and to perform other duties as ordinarily pertain to the office of vice-president.

Section 4

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, which shall include per capita dues for all members and prorated dues for active members who have 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 5

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. Section 6 – 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.

Article 5 Meetings

Section 1

Annual Meeting. An annual meeting of this club shall be held in June of each year, at which time the election of officers and directors to serve for the ensuing year shall take place.

(Note: Article 6, section 2 of the Standard Rotary Club Constitution provides that “An annual meeting for the election of officers shall be held not later than 31 December...”)

Section 2

The regular weekly meetings of this club shall be held on Friday at 7:00 AM.

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 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 9, 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 on third Thursday of each month. 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.

Section 5

A majority of the officers and directors shall constitute a quorum of the board.

Article 6 Fees and Dues

Section 1

The admission fee shall be established by the Board of Directors , and is to be paid before the applicant can qualify as a member, except as provided for in the standard Rotary club constitution, article 11.

Section 2

The membership dues shall be established by the Board of Directors, and shall be payable semiannually on the first day of July and of January, with the understanding that a portion of each semiannual payment shall be applied to each member’s subscription to the RI official magazine.

Article 7 Method of Voting

The business of this club shall be transacted by viva voce* vote except the election of officers and directors, which shall be by ballot. The board may determine that a specific resolution be considered by ballot rather than by viva voce vote.

(Note: Viva voce vote is defined as when club voting is conducted by vocal assent.)

Article 8 Five 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 New Generations Service. This club will be active in each of the five Avenues of Service.

Article 9 Club Directors

Club Directors are board members charged with providing oversight and direction to the project committees under their respective area of responsibility for the purpose of achieving annual and longrange 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, Club Directors should be appointed to the same position for three years to ensure consistency. The president-elect is responsible for appointing Directors to fill any vacancies on the board; assist as needed in the process of appointing and/or recruiting committee chairs; and conduct planning meetings prior to the start of his/her year in office. It is recommended that Directors have previous experience as a project committee member within the area in which they will be providing oversight. Supporting the Five Avenues of Service, Directors shall be appointed to following areas:

  1. Club Administration – Project committees under Club Administration should conduct activities associated with the effective operations of the club.
    • Four Way Speech
    • Programs
    • Club Bulletin
    • Trivia
  2. Public Relations – Project committees under Public Relations should develop and implement plans to provide the public with information about Rotary and to promote the club’s service projects and activities.
    • Scholarships
    • Internet
    • Press Releases
    • Club Advertising
  3. Membership – Project committees under Membership should develop and implement comprehensive plans and activities that recruit, retain and renew members.
    •  Family of Rotary
    • Attendance
    • New Member Orientation
    • RYLA
  4. Service Projects – Project committees under Service Projects should develop and implement educational, humanitarian, and vocational projects that address the needs of our community and communities in other countries.
    • Reading Program
    • Poverty Alleviation
    • Fantasy Land
    • Dictionary Project
    • International
  5. Rotary Foundation – The Director of The Rotary Foundation shall be the outgoing president and should develop and implement plans to support The Rotary Foundation through both financial contributions and program participation.

Additional project committees may be appointed as needed.

(a) The president shall be an ex officio member of all project committees and, as such, shall have all the privileges of membership therein.

(b) Each Director and project committee shall transact its business as is delegated to it in these bylaws 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, project committees shall not take action until a report has been made and approved by the board.

(c) Each project committee 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.

(Note: The above committee structure is in harmony with both the District Leadership Plan and the Club Leadership Plan. Clubs have the discretion to create any committees that are required to effectively meet its service and fellowship needs. A sample listing of such optional committees is found in the Club Committee Manual. A club may develop a different committee structure as needed.)

Article 10 Duties of Club Directors

The duties of all Directors shall be established and reviewed by the president for his or her year. In declaring the duties of each, the president shall refer to appropriate RI materials. The Director providing oversight to Service Projects will consider the avenues of Club Service, Vocational Service, Community Service, International Service, and New Generations Service when developing plans for the year.

Each Club Director shall have a specific mandate, clearly defined goals, and action plans for their respective areas of responsibility. In addition, Club Directors shall provide assistance to project committees for the purpose of establishing their goals and objectives for 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.

Article 11 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 length of time.

(Note: Such leave of absence does operate to prevent a forfeiture of membership; it does not operate to give the club credit for the member’s attendance. Unless the member attends a regular meeting of some other club, the excused member must be recorded as absent except that absence authorized under the provisions of the Standard Rotary Club Constitution is not computed in the attendance record of the club.)

Article 12 Finances

Section 1

Prior to the beginning of each fiscal year, the board shall prepare a budget of estimated income and expenditures for the year, which shall stand as the limit of expenditures for these purposes, unless otherwise ordered by action of the board. The budget shall be broken into two separate parts: one in respect of club operations and one in respect of charitable/service operations. The budget shall be presented to the membership during the month of July.

Section 2

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 service projects.

Section 3

All bills shall be paid by the treasurer or other authorized officer only when approved by two other officers or directors.

Section 4

A thorough review of all financial transactions by a qualified person shall be made once each year.

Section 5

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.

Section 6

The fiscal year of this club shall extend from 1 July to 30 June, and for the collection of members' dues shall be divided into two (2) semiannual periods extending from 1 July to 31 December, and from 1 January to 30 June. The payment of per capita dues and RI official magazine subscriptions shall be made on 1 July and 1 January of each year on the basis of the membership of the club on those dates.

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 written 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, upon payment of the admission fee (if not honorary membership), as prescribed in these bylaws, 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, upon payment of the admission fee (if not honorary membership), 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

The club may elect, in accordance with the standard Rotary club constitution, honorary
members proposed by the board.

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. The board shall inform the club of any resolutions passed, and request a vote of the members if deemed appropriate.

Article 15 Order of Business

Article 16 Amendments

These bylaws 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 to each member at least ten (10) days before such meeting. No amendment or addition to these bylaws can be made which is not in harmony with the standard Rotary club constitution and with the constitution and bylaws of RI.