TOPEKA WEST ROTARY BYLAWS
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, president-elect, vice-president, secretary and treasurer and two members of the board of directors. All terms of office shall be for one year except board of director members are to serve for a term of two years, two to be elected each year. The nominations may be presented by a nominating committee or by members from the floor, by either or by both as the club may determine. If it is determined to have a nominating committee, such committee shall be appointed as the club may determine. 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, vice-president, secretary and treasurer receiving a majority of the votes shall be declared elected to their respective offices. The two candidates for director receiving a majority of the votes shall be declared elected as directors. The president elected in such balloting shall serve as a member of the board as president-elect for the year commencing on the first day of July next following the election, and shall assume office as president on the first day of July immediately following the year of service on the board as president-elect.
Section 2 - The officers and directors, so elected, together with the immediate past president shall constitute the board of directors. Annually after their election the board of directors-elect shall meet and elect some member of the club to act as sergeant-at-arms.
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 Board of Directors
The governing body of this club shall be the board of directors consisting of nine members of this club, namely, four directors elected in accordance with Article I, section 1, of these bylaws, the president, president-elect, the immediate past president serving as vice president, secretary, and treasurer
Article III Duties of Officers
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 of president.
Section 2 - President-elect. It shall be the duty of the president-elect to serve as a member of the board of directors of the club and to perform such other duties as may be prescribed by the president or the board.
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 to perform such other duties as ordinarily pertains to the office of vice-president.
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 RI, including the semiannual reports 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 1 October and 1 April of each active who has been elected to membership in the club since the start of the July or January semiannual reporting period, report of changes in membership, provide the monthly report of attendance at the club meetings, which shall be made to the district governor within 15 days of last meeting of the month, collect and remit to RI subscriptions to the RI official magazine, 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 same to the club annually and at any other time upon demand by the board and to perform other duties as pertain 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 IV Meetings
Section 1 - Annual Meeting. An annual meeting of this club shall be held not later than the thirty-first day 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 7:00 A. M. 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 by the board of directors of this club, pursuant to article 8, section 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.
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 as determined by the president. 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 directors shall constitute a quorum of the board.
Article V Fees and Dues
Admission fees and membership dues shall be determined by the board after giving due consideration to Rotary International’s semi-annual per capita dues assessments, District 5710's annual per capita dues assessment and the financial needs of the club. Membership dues are payable on the first day of July and January and include a subscription to the RI official magazine.
Article VI 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 viva voce vote.
(Note: Viva voce is defined as when the club voting is conducted by vocal assent.)
Article VII 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
Article VIII 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:
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.
This committee should conduct activities associated with the effective operation of the club.
This committee should develop and implement educational, humanitarian and vocational projects that address the needs of the community and communities in other countries.
The Rotary Foundation
This committee should develop and implement plan to support The Rotary Foundation through both financial contributions and program participation.
Additional ad hoc committees may be appointed as needed.
(a) The president shall be ex officio a member of all committees and, as such, shall have all the privileges of membership thereon.
(b) Each committee shall transact such business as is delegated to it in the 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 to the board and approved by the board.
(c) 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.
(A club may develop a different committee structure as needed.)
Article IX 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 or defer the payment of dues. 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 provision of article 8, section 3 and 4 of the standard Rotary club constitution is not computed in the attendance record of the club.)
Article X Finances
Section 1 - The treasurer shall deposit all funds of the club in any bank selected by the treasurer and approved by the board.
Section 2 - All bills shall be paid only by checks signed by the treasurer and subject to approval by the board. In the absence or inability of the treasurer to sign checks, an alternate club member shall be authorized to sign checks. 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 security bond if required by the board for the safe custody of the funds of the club. Cost of bond if required shall be borne by the club.
Section 4 - 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 5 - At the beginning of 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 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 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 of the club within seven (7) days following publication of information about the prospective member, that person, upon payment of the admission fee, 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, shall be considered to be elected to membership.
Section 6 - Following such election, the president shall arrange for the new member's induction, membership card, and new 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 XIII Resolutions
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 XIV Order of Business
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.
Article XV 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.