BY-LAWS OF THE ROTARY CLUB OF WHITE PLAINS, NEW YORK
Adopted August 22, 1994
ARTICLE I
ELECTION OF DIRECTORS AND OFFICERS
Section 1. At the annual meeting of the club held on the second Tuesday
in December, the presiding officer shall ask for nominations for president,
president-elect, vice-president, secretary, treasurer and four new
directors. The nominations will be presented by a nominating committee
consisting of five members appointed by the president, three of whom shall
be past-presidents, and by members from the floor. If the total number of
nominations is equal to the number of positions to be filled, the elections
may proceed. If the total number of nominations is greater than the number
of positions to be filled, the nominations shall be placed on a ballot in
alphabetical order under each office. The annual meeting shall then be
recessed and then reconvened one week later for the purpose of holding the
election. 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 candidates for the four directors’
positions receiving the largest number of votes shall be declared
director-elect. The terms of all elected officers and directors shall begin
on the following July first; the terms of the officers shall be for one
year; the terms of the directors shall be for three years.
Section 2. A vacancy in the board of directors or any office shall be
filled by action of the board at any time during the year.
Section 3. Promptly after its election the Board may elect additional
members who have served Rotary with unusual and special distinction.
ARTICLE II
BOARD OF DIRECTORS
Section 1. The governing body of this club shall be the board of
directors, consisting of eighteen (18) members of this club, namely, twelve
(12) directors and the president, vice-president, president-elect,
secretary, treasurer and immediate past president, all elected in accordance
with article 1, section 1 of these by-laws, plus such members as may have
been elected under the provision of Article I, Section 3.
Section 2. The fiscal year and club year of this club runs from July 1 to
June 30 of the ensuing year.
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 his office.
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 such other duties as may be prescribed by the
president and the board.
Section 3. Vice-President. It shall be the duty of the vice-president to
serve as a member of board of directors of the club and to perform such
other duties as may be prescribed by the president or the board.
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 board; record and preserve the minutes of board meetings;
make the required reports to Rotary International, including the semiannual
reports of membership, which shall be made to the General Secretary of
Rotary International on January 1st and July 1st each year, and including
prorated reports to the general secretary on 1 October and 1 April of each
active, senior active and past service member who has been elected to
membership in the club since the start of the July or January semiannual
reporting period; the report of changes in 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; and perform such other
duties as usually pertain to this office. The secretary shall be an ex
officio member of the attendance committee and the directory and roster
committee.
Section 5. Treasurer. It shall be the duty of the treasurer to have
custody of all funds, accounting for same to the board quarterly, and to
perform such other duties as pertain to his/her office. Upon his/her
retirement from office he/she shall turn over to his/her successor or to the
president all funds, books of accounts or any other club property in his/her
possession. The treasurer shall be an ex officio member of the finance
committee.
ARTICLE IV
MEETINGS
Section 1. Annual Meeting. The annual meeting of this club shall be held
on the second Tuesday of December 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 as
follows: Tuesday, 12:15 P.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 VII, 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 members 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 of directors shall be held
monthly and at such other times and places to be determined by a quorum of
the board. Special meetings of the board of directors 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.
Section 5. A majority of the board members shall constitute a quorum of
the board.
ARTICLE V
FEES AND DUES
Section 1. An admission fee set by the board of directors shall be paid
before an applicant can qualify as a member.
Section 2. The membership dues shall be payable in whole on the first day
of July, or semiannually on the first day of July and of January, with the
understanding that six dollars ($6.00) of each semiannual payment shall be
applied to each member’s subscription to THE ROTARIAN 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.
ARTICLE VII
COMMITTEES
Section 1. (a) The president shall, subject to the approval of the board,
appoint standing committees through which the work of the club is carried
out. The club’s standing committees are grouped under the following
functional divisions:
- Club service division
- Community service division
- Vocational service division
- International service division
A director of each of the division shall be appointed, to be responsible
for monitoring the functioning of each of the committees within his/her
respective division.
(b) A nominating committee, not assigned to any of the divisions listed
above, is also a standing committee.
(c) With the approval of the board, the president may appoint, from time
to time, special committees for time-limited studies and projects. Such
committees will cease to exist once their assignments have been completed.
(d) The president shall be ex officio a member of all committees and, as
such, shall have all the privileges of membership thereon.
(e) Each committee shall transact such business as is delegated to it in
the by-laws, 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.
(f) Following January 1 each year, the president, president-elect,
vice-president and directors of the four service divisions will confer to
assign club members to each of the standing and special committees, for the
club year commencing the following July 1. There are no limits on the number
of terms that any member may serve on any particular committee, although the
benefits of rotation and change of membership on individual committees are
to be kept in mind when establishing committee rosters.
(g) Each committee shall hold at least one meeting per year.
(h) Each committee shall submit a written annual report by May 31.
Section 2. Nominating Committee. The Nominating Committee has the
responsibility of making recommendations to the board of directors for the
officers and new board members for the ensuing club year, commencing the
following July 1. In formulating its recommendations, the nominating
committee shall undertake a comprehensive review of the entire club
membership. These recommendations shall be submitted to the board of
directors prior to its October meeting, so that it may have sufficient time
to deliberate prior to the annual meeting in December, at which the
nominating committee shall present its nominations. Nominations from the
membership at large may also be made. The method for appointing the
membership of the nominating committee is set forth in Article I, Section 1
of the by-laws.
STANDING COMMITTEES
Section 3. Club Service Division
(a) Attendance Committee. Regular attendance is a primary Rotarian
principle. The Rotary Constitution provides that Rotarians shall attend at
least 60% of club meetings or make up at other clubs, and that they shall
not miss four or more consecutive meetings. Certain specified exceptions are
allowed. The Attendance Committee shall make sure that the members of the
club meet the required conditions. It shall report violations to the board
of directors. The Attendance Committee shall also seek to maximize
attendance and report the attendance rates to the board. The secretary shall
be an ex officio member of the Attendance Committee.
(b) Membership Committee. The membership committee shall consider all
proposals for membership from the personal side and shall investigate the
character, business, social and community standing and general eligibility of all persons proposed for
membership, and shall report its recommendations to the board.
(c) Classification Committee. The classification committee is responsible
for reviewing all proposal cards from the standpoint of classification and
designating the appropriate classification. It shall also inform the
membership development committee and the board of unfilled classifications.
(d) Membership Development Committee. The membership development
committee shall seek to recruit new members of outstanding character and
high professional standing. It shall seek to devise and propose efforts to
increase membership. It shall present to the board the names of suitable
persons to fill unfilled classifications.
(e) Finance Committee. The Finance Committee is responsible for managing
the finances of the club. This includes the review of the financial
statements of the club and making such recommendations to the board of
directors as it may deem appropriate. Operating within the framework of
policy directives from the board of directors, the Finance Committee is
responsible for the investment of the funds of the club, including in
particular the funds of the White Plains Rotary Club Scholarship Foundation
and the White Plains Rotary Club Foundation. In discharging this
responsibility, it shall keep in mind the appropriate investment
considerations of security, earnings, protection against inflation, growth
and liquidity. The investment management responsibility may be entrusted to
a sub-committee. The Finance Committee shall recommend to the board of
directors and the applicable committees the amounts which should be applied
to the service purposes of this club. In consultation with the president,
the finance committee shall present a budget of income and expenses to the
board in July. The treasurer shall be an ex officio member of the Finance
Committee.
(f) Program Committee. This committee has the very important
responsibility of planning all programs of the club. This includes programs
related to the four Rotary avenues of service, club assemblies, new member
biographies, occasional programs of entertainment and others. In the
discharge of this responsibility, the Program Committee shall be attuned to
the interests of the club and maintain effective liaison with the board of
directors and the applicable committees of the club.
(g) Club Bulletin Committee. This committee is responsible for the
publication of the weekly “Rotary Comments”, which shall contain a report on
the previous meeting and provide other information of general interest to
the members of the club. Information on the programs planned for the next
three meetings shall also be listed.
(h) Directory and Roster Committee. In conjunction with the president
this committee shall be responsible for the annual publication of the Club
Directory and the Plan of Service. It shall be responsible for maintaining
an up to date roster book which shall contain essential information on all
members of the club. The secretary shall be an ex officio member of this
committee.
(i) District Affairs Committee. This committee shall keep the members of
the club informed of District activities and seek maximum support of such
activities. It shall collaborate with District leadership in the planning of
District events.
(j) Social Activities Committee. This committee has the responsibility of
planning and organizing the social activities of the club, which shall
provide for the participation of the families of club members. The social
activities committee shall initiate its planning activities very early
during the Rotary year and then make appropriate recommendations including
dates to the board of directors.
(k) Fellowship and Music Committee. This committee shall provide for the
music at club meetings. It shall also seek to identify additional club
members qualified to participate in the functions of this committee.
(l) Induction Committee. It is very important that new members obtain a
comprehensive briefing on Rotary International. The members of this
committee are responsible for this function. This includes informing new
members about the history and objectives of Rotary International, our
district and the club. The responsibilities of club members, including in
particular participation in club activities and financial support shall be
stressed. This committee shall also plan the induction ceremonies for new
members.
(m) Health, Welfare and Dais Committee. This committee shall extend
appropriate amenities to ill members. It shall also extend appropriate
amenities to members and/or their families in times of happiness, sorrow or
need.. This committee shall assist in the staffing of the dais at club
meetings.
(n) Sergeant-at-Arms Committee. This committee is responsible for
scheduling two club members to staff the reception - sign-in table for each
regular club meeting. These persons shall be responsible for collecting the
price of tickets and for completing the financial report on funds collected
for lunch. Funds collected shall be turned over to the treasurer or his/her
representative. The two designated members shall also discharge certain
other required duties at the reception table. All club members are
automatically members of this committee.
(n) Public Relations Committee. This committee is responsible for
maximizing publicity about the club in the local media, including daily and
weekly newspapers, radio stations and cable TV stations. The Public
Relations Committee shall also keep the editors of the District Digest
informed about club activities.
Section 4. Community Service Division
(a) Fundraising Committee. This committee has the important
responsibility of planning, organizing and supervising all fundraising
projects of this club. The committee shall formulate its plans very early
during the Rotary year and submit appropriate recommendations, including
dates, to the board of directors. The fundraising committee is also
responsible for making recommendations to the board of directors with regard
to appeals for financial support by club members, including planned giving. Because of its broad scope of
responsibilities, this committee requires a large membership.
(b) Service Projects Committee. This committee is responsible for
developing community service projects. It also has the responsibility for
recommending the community charities which shall be supported with funds
generated by the fundraising activities. The committee shall function in coordination with the world community service committee on contributions
to foreign projects. All requests for financial support received by the club
shall be referred to this committee so that it may formulate appropriate
recommendations to the board of directors.
(c) Interservice Club Committee. This committee has the responsibility
for providing opportunities for interaction between members of the White
Plains Rotary Club and other service clubs. This may include the
co-sponsorship of community service projects. The committee shall
participate in the planning and organization of the interservice picnics and
interservice luncheon. The committee shall also work with the other service
clubs in placing club signs at main street or highway entrances to White
Plains.
(d) Scholarship Committee. This Committee shall conduct a program of
interviewing high school seniors recommended by their principals for
consideration as candidates for scholarships. The total amount to be awarded
shall be based on figures determined by the finance committee. The committee
shall organize the annual scholarship awards dinner. The committee shall
monitor the scholarship performance of students who have been awarded
scholarships and invite them to report before the club membership.
Section 5. Vocational Service Division
Vocational Service Committee. Vocational service is one of the four
Rotary Avenues of Service. This committee shall undertake a study of
particular programs or projects to implement this Rotary International
requirement. In doing so, this committee shall seek guidance from Rotary
International, the District and other clubs. At the completion of the study
the committee shall submit recommendations to the board of directors. After
such recommendations have been approved, the vocational service committee
will undertake the necessary steps for implementation.
Section 6. International Service Division
(a) Rotary Foundation Committee. The Rotary foundation committee shall
encourage the members of the club to support the Rotary Foundation,
including its international scholarship program. In cooperation with the
scholarship committee, the members of the Rotary foundation committee shall
provide assistance with regard to the scholarship program of the Rotary
Foundation.
(b) World Community Service Committee. This committee has a proud history
of the sponsorship of several major service projects. It shall continue to
explore ideas for other projects in the developing world, in conjunction
with a Rotary club in the country selected. In addition, the world community
service committee shall study the feasibility of co-sponsoring incoming and
outgoing youth exchange programs. On incoming projects, the committee shall
organize all aspects of visits of students to the White Plains area, including housing and education. On
outgoing projects, the committee shall select the students and coordinate
their foreign visits with the Rotary club in the country involved. Some
projects may come to the attention of the club through the District. All
projects shall be subject to approval by the board of directors.
ARTICLE VIII
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 period of time.
ARTICLE IX
FINANCES
Section 1. The treasurer shall deposit all funds of the club in a bank or
banks to be selected by the board.
Section 2. All bills shall be paid only by checks signed by the treasurer
upon appropriate vouchers.
Section 3. An audit by a certified public accountant or other qualified
person shall be made once each year, unless the board of directors decides
otherwise.
Section 4. 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,
the cost of the bond to be borne by the club.
Section 5. The fiscal year of this club shall extend from July 1st to
June 30th of the ensuing year, 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 Rotary International 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. At the beginning of each fiscal year the board shall prepare,
or cause to be prepared, a budget of estimated income and expenditures for
the year which, having been agreed to by the board, shall stand as the limit
of expenditures for purpose specified unless otherwise ordered by action of
the board. The president and the finance committee shall jointly be
responsible for preparation of the budget to be submitted to the board.
ARTICLE X
METHOD OF ELECTING MEMBERS
Section 1. Active members (including additional active members)
(a) The name of a prospective member, proposed by an active, senior
active, or past service member of the club, or by the membership committee,
shall be submitted to the board in writing, through the club secretary. The proposal for the time being shall be kept
confidential except as otherwise provided in this procedure.
(b) The board shall request the classification committee to consider and
report to the board on the eligibility of the proposed member from the
standpoint of classification, and shall request the membership committee to investigate and report to the board on the
eligibility of the proposed member from the standpoints of character,
business and social standing, and general eligibility.
(c) The board shall consider and approve or disapprove the
recommendations of the classification and membership committees and shall
then notify the proposer, through the club secretary, of its decision.
(d) If the decision of the board is favorable, the proposer, together
with one or more members of the induction committee, shall inform the
prospective member of the purposes of Rotary and of the privileges and
responsibilities of membership in the club, following which the prospective
member shall be requested to complete and submit an application for
membership and to give his permission for his/her name and proposed
classification to be published to the club.
(e) If no written objection to the proposal, stating reasons, is received
by the board from any member of the club within ten (10) days following
publication of the name of the prospective member, the prospective member,
upon payment of his admission fee, as prescribed in article V of these
by-laws. shall be considered to be elected to membership.
If any objection has been filed with the board, it shall consider the
same at any regular or special meeting of the board and shall ballot on the
proposed member. If not more than two negative votes are cast by the members
of the board in attendance at such regular or special meeting, the proposed
member, upon payment of the prescribed admission fee, shall be considered to
be elected to membership.
Following the member’s election to membership, as herein provided, the
club secretary shall issue a membership card to the member and shall report
his/her name to the General Secretary of Rotary International.
(f) The new member shall be formally introduced as a new member at a
regular meeting of the club.
Section 2. Senior Active, Past Service, and Honorary Members
The name of a proposed candidate for any one of these 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 at its discretion
may waive any of the steps as set forth in section 1 of this article and
proceed to ballot on the proposed member. If not more than two negative
votes are cast by the members of the board in attendance at a regular or
special meeting, the proposed member shall be considered duly elected, provided however, that any active member or past service member of this
club who qualifies for senior active membership as set forth in the
constitution of this club shall automatically become a senior active member of this club, no application or election to such
senior active membership being required.
ARTICLE XII
RESOLUTIONS AND SUBSCRIPTIONS
Section 1. No resolution or motion to commit this club on any manner
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
without discussion to the board which, after having given consideration to
the matter, shall submit its recommendations to the club membership. Having
received the recommendations of the board, the club may than proceed to take
such action as may seem proper to the majority.
Section 2. Any appeal to the club, or to its members as Rotarians, for
charitable or other subscriptions shall be handled in accordance with the
procedure prescribed in Section 1 of this article.
ARTICLE XIII
ORDER OF BUSINESS
All general club meetings shall start with the pledge of allegiance, the
national anthem and an invocation.
ARTICLE XIV
PROTOCOLS
Section 1. The list of members of the club may not be used by anyone for
commercial, political or fundraising purposes.
Section 2. No member of the club shall take any action which might
reasonably be construed as acting on behalf of the club without prior
approval from the President or the board of directors.
Section 3. In the conduct of correspondence on behalf of the club, only
the official club stationery shall be used.
Section 4. The custody, retention and destruction of club records shall
be governed by guidelines approved by the board of directors.
Approved by the Board of Directors of the Rotary Club of White Plains
August 22, 1994
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