Rotary Club of La Quinta

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BYLAWS OF THE ROTARY CLUB OF LA QUINTA
Adopted April 8, 1994
Passed May 27, 1994
Revised and Updated May 11, 2010
Passed May 21, 2010

Article 1 - Board of Directors

The governing body of this club shall be the board of directors consisting of 11 members of this club, namely, the president, president-elect, secretary, treasurer (all four elected in accordance with Article 2, Section 1, of these by-laws), the immediate past president, and four (4) directors, the Sergeant at Arms and the Corresponding Secretary, named by the President. The directors shall serve as directors for the four Avenues of Service. The President may also appoint some or all of his/her committee chairs to sit as members of the board. Other board members may be appointed at the discretion of the President.

Article 2 - Election of Directors and Officers

Section 1 - Two (2) months prior to the meeting for election of officers, the club president shall appoint a nominating committee to select a slate of officers to serve the club in the ensuing year. Such committee shall be appointed as the club may determine. At a regular meeting, one month prior to the meeting for election of officers, the presiding officer shall present to the members of the club the slate of officers selected by the nominating committee. Also, at this meeting, the presiding officer shall ask for any further nominations from the members of the club for each office presented. The nominations duly made shall be placed on a ballot in alphabetical order under each office and shall be voted for at the annual meeting. The candidates for president, president-elect, secretary, and treasurer receiving a majority of the votes cast shall be declared elected to their respective offices.

Section 2 - The officers, so elected, together with the immediate past president and the appointed directors shall constitute the board of directors. Prior to the commencement of their term, the board of directors-elect shall meet and elect some member of the club to act as sergeant-at-arms.

Section 3 - A vacancy on 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 directors-elect shall be filled by action of the remaining members of the board of directors-elect.

Article 3 - Duties of Officers

Section 1 - President. It shall be the duty of the president to preside at meetings of the club and board to perform such other duties as ordinarily pertain to the office.

Section 2 - President-Elect. It shall be the duty of the president-elect to preside at meetings of the club and board in the absence of the president and to perform such other duties as may be prescribed by the president or the board.

Section 3 - Secretary. It shall be the duty of the secretary to keep 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 required reports to RI in a timely matter, including the semiannual report of membership, which shall be made to the general secretary of RI on January 1st and July 1st of each year, and including prorated reports to the general secretary on October 1st and April 1st of each active, senior active and past service member who has been elected to membership in the club since the start of July or January semiannual reporting period, the report of changes in membership, which shall be made to the general secretary of RI, the monthly report of attendance at club meetings which shall be made to the district governor immediately following the last meeting of the month, collect and remit to RI subscriptions to the Rotarian and perform such other duties as usually pertain to the office.

Section 4 - Treasurer. It shall be the duty of the treasurer to have custody of all funds, accounting for same to the club annually and at such other time as may be requested by the board and to perform such other duties as usually pertain to the office. Upon retirement from office, the treasurer shall turn over to their successor or to the president all funds, books of accounts or any other club property in their possession.

Section 5 - Directors. It shall be the duty of each director to serve as director for an avenue of service as appointed by 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 4 - Meetings

Section 1 - Annual Meeting. An annual meeting of this club shall be held on the third Friday of November in each year, at which time the election of officers to serve for the ensuing Rotary year shall take place.

Section 2 - Regular Meeting. The regular meeting of this club shall be held each Friday at 12:15p.m. Due notice of any changes in or cancellation of the regular meeting shall be given to all members of the club. All members excepting an honorary member (or member excused by the board of directors of this club, pursuant to article 9, section 3 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 being present for at least sixty (60) percent of the time devoted to the regular meeting, either at this club or any other Rotary club. Participation in club service projects can be submitted to make up for a missed meeting.

Section 3 - Club Quorum. One third of the membership shall constitute a quorum at the annual and regular meetings of this club.

Section 4 - Board Meetings. Regular monthly meetings of the board of directors shall be determined for each Rotary year by the president-elect prior to assuming the office as president. The president-elect may also schedule meetings of the newly elected board as necessary prior to assuming office. Special meetings of the board shall be called by the president, whenever deemed necessary, or upon the request of two (2) members of the board, due notice having been given.

Article 5 - Fees, Dues and Recognition Fines

Fees, dues, recognition fines and miscellaneous income will be collected by the Club Treasurer and deposited in the club's account. These monies will be used for club operations.

Section 1 - Admission Fee. The admission fee shall be determined at the beginning of the Rotary year and is to be paid prior to the induction ceremony.

Section 2 - Membership Dues. The annual membership dues shall be announced at the beginning of each Rotary year and will normally be paid in one lump sum on the first day of July. In cases of members in economic difficulty and with the approval of the Board of Directors, dues may be paid semiannually with half due on the first day of July and the second half due on the first day of January. These dues include an amount met by Rotary International for an annual subscription to the ROTARIAN MAGAZINE which will be paid by the Club Treasurer semiannually.

Section 3 - Recognition Fines. At the beginning of each Rotary year, members will inform the Club Treasurer of the approximate amount of recognition fines they expect to pay for the year.

Article 6 - Method of Voting

Club Business. The business of this club shall be transacted by voice vote except the election of officers, which shall be by ballot.

Article 7 - Four Avenues of Service

The four Avenues of Service are the philosophical and practical framework for the work of this Rotary club. They are Club Service, Vocational Service, Community Service, and International Service. This club will be active in each of the four Avenues of Service. Appointed Directors will have the responsibilities as follows in their respective Avenue of Service.

Section 1 - Club Service. The Director of the Club Service shall be responsible for all club service activities and shall supervise and coordinate the work of all committees appointed on particular phases of club service.

Section 2 - Vocational Service. The Director of Vocational Service shall devise and carry into effect plans which will guide and assist 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 Director 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.

Section 3 - Community Service. The Director of Community Service shall be responsible for all community service activities and shall supervise and coordinate the work of all committees appointed on particular phases of community service.

Section 4 - International Service Committee. The Director of International Service 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 Director 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.

Article 8 - Committees

Club committees are charged with carrying out the annual and long-range goals of the club based on the four 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 to fill vacancies, 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:

 Membership - This committee should develop and implement a comprehensive plan for the recruitment and retention of members.

 Club Public Relations - 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.

 The Rotary Foundation - This committee should develop and implement plans to support The Rotary Foundation through both financial contributions and program participation.

Additional ad hoc committees may be appointed as needed. The president shall be an ex officio member of all committees and, as such, shall have all the privileges of membership thereon. Each 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, such committees shall not take action until a report has been made and approved by the board. 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.

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(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 9 - 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. The leave of absence shall not exceed the term of the granting Board. The member on leave of absence must continue to fulfill their financial obligation to the club and Rotary International.

Article 10 - Finances

Section 1 - Budget. Prior to the beginning of each fiscal year, the president-elect 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 for club operations and one for charitable/service operations to include budgets for each avenue of service.

Section 2 - Funds. The treasurer shall deposit all funds of the club in some bank to be named by the board.

Section 3 - Payment of Bills. All club bills exceeding $750.00 shall be paid only by check signed by the treasurer and one other authorized club officer. An informal review by a certified public accountant or other qualified person shall be made once each year of all the club's financial transactions.

Section 4 - Bonding. 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, cost of bond to be borne by the club.

Section 5 - Fiscal Year. The fiscal year of this club shall extend from July 1st to June 30th, and for the collection of members' dues shall be divided into two (2) semiannual periods extending from July 1st to December 31st, and from January 1st to June 30th. The payment of per capita dues and magazine subscriptions to RI shall be made on July 1st and January 1st of each year on the basis of the membership of the club on those dates.

Section 6 - Fund Raising. All monies received from charitable fund raising and gifts will be received by the La Quinta Rotary Foundation and designated for club projects for said year. In the proposed club budget for the upcoming year, the President-elect will identify the fund raising events and expected income from the La Quinta Rotary Foundation to support designated charitable projects in the proposed club budget. Any shortfall in fund raising efforts will be resolved in a joint meeting between the Foundation and Club Boards to review and modify the current year's budget.

Article 11 - 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 or a member of this 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 12 - Resolutions

Section 1 - Restrictions. 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 resolution or motion, if offered at a club meeting, shall be referred to the board without discussion.

Article 13 - Order of Business

Section 1 - Minimum Requirements

Meeting called to order
Flag salute
Prayer
Introduction of visiting Rotarians
Introduction of guests of visiting Rotarians
Introduction of guests of club members
Correspondence and announcements
Committee reports, if any
Any unfinished business
Any new business
Address or other program features
Adjournment

Article 14 - Amendments

Section 1 - Procedure. 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 delivered to each member in good standing at least ten days before such meeting. No amendment or addition to these bylaws can be made which is not in harmony with the club constitution and with the constitution and bylaws of RI.

 
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