Putnam County WV, Rotary Bylaws

Bylaws were last Revised and Adopted: June 13, 2017

Preamble The Rotary Club of Putnam County, WV was chartered April 24, 1995 and is club number 30715 in district 7550. These By-Laws are consistent with and not in conflict with the By-laws of Rotary International (RI). If you have questions about the By-Laws, please contact the club for details. To download a PDF version of the By-Laws, please do so here.

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.

The governing body of this club shall be the board consisting of up to eleven (11) members of this club, namely, five (5) directors elected in accordance with article 3, section 1, of these bylaws, and the president, president-elect, president-nominee, secretary, treasurer, and the immediate past president.

Section 3.1: At a regular meeting onemonth prior to the meeting for election of officers, the presiding officer shall ask for nominations by members of the club for presidentnominee, secretary, treasurer, and up to five (5) directors. (Note: The positions of President, President Elect, and Past President will be filled on July 1 each year based on the previous year’s election.) The nominations will be presented by a nominating committee and by members from the floor. The nominating committee shall be up to five (5) Rotarians who volunteer for the committee; if no one volunteers, the president may appoint up to five (5) Rotarians to serve as the Nominating Committee. When the nominations are duly made, they 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, president-nominee, secretary, and treasurer receiving a majority of the votes shall be declared elected to their respective offices; the past president will remain as a member for the board. The five candidates for director receiving the most votes shall be declared elected as directors. Section 3.2: 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 assergeantat-arms. Last Amendment Adopted May 12, 2015 Section 3.3:  A vacancy in the board or any office shall be filled by action of the remaining directors. Section 3.4:  A vacancy in the position of any officer-elect or director-elect shall be filled by action of the remaining directors-elect.

Section 4.1: 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 4.2: 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 4.3: President-nominee. It shall be the duty of the president-nominee to serve as a director and to perform such other duties as may be prescribed by the president or the board. Section 4.4:  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 semi-annual reports of membership on 1 January and 1 July of each year, and prorated reports on 1 October and 1 April of each active member who has 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. (This is a two year assignment) Section 4.5: 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. (This is a two year assignment) Section 4.6: 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.

Section 5.1: Annual Meeting. An annual meeting of this club shall be held between November 1st and not later than December 31st in each year, the date to be determined by the board of directors, at which time the election of officers and directors to serve for the ensuing year shall take place. Section 5.2: The regular weekly meetings of this club shall be held on Tuesday at 12:00 Noon. 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 article 8, sections 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, or as otherwise provided in the standard Rotary club constitution, article 8, sections 1 and 2. Section 5.3: One-third of the membership shall constitute a quorum at the annual and regular meetings of this club. Section 5.4: Regular meetings of the board shall be held on the 3rd Tuesday of each month at 11:00 AM. 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 5.5:  A majority of the directors shall constitute a quorum of the board.

Section 6.1: Fees and Dues. The fees and dues of the Club are the initial admission fee, annual dues, meal charges and special assessments approved by the Board. All charges are payable within thirty days of the date on the bill. Excused members will not be billed for meal charges, but will pay at the door when they attend meetings. The Club will bill excused members for all other membership dues and assessments unless specifically excused by the Board. Section 6.2: Payments to R.I. and District are Included. The Board will establish that amount of dues, fees, and meal charges. In addition to Club dues and fee, membership dues include a per capita share of payments to District 7550 and Rotary International. Section 6.3: Proration of Dues. When a member is admitted, the Treasurer will prorate dues for new members based on the months remaining in the fiscal year. When a member asks to resign, the Treasurer will prorate dues, fees, and meal charges of the resigning member to the date of the member’s written request for resignation. A member’s resignation will not be approved until all of his charges have been paid. If a membership is terminated for cause, the member will not be entitled to any rebate of dues or fees paid. If a member does not pay his or her charges within a reasonable time, the Board may use its legal remedies to collect the amounts owed. Last Amendment Adopted May 12, 2015 Section 6.4: Special Assessments. The Board may establish special assessments or fees for fundraising purposes and other urgent needs. Section 6.5: Special Arrangements. The Board may establish a special arrangement for a member who is temporarily unable to fulfill his or her financial obligations to the Club. Section 6.6: The admission fee shall be $ 100 to be paid before the applicant can qualify as a member, except as provided for in the standard Rotary club constitution, article 11. Section 6.7: The membership dues shall be set by the Board of Directors and be payable annually or semiannually on the first day of July and of January or quarterly on the first day of July, October, January and April, with the understanding that a portion of each semiannual or quarterly payment shall be applied to each member’s subscription to the RI official magazine.

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.

The five Avenues of Service are the philosophical and practical framework for the work of this Rotary club. They are Club Service, Vocational Service, CommunityService, International Service and New Generations. This club will be active in each of the five Avenues of Service.

Club committees are charged with carrying out the annual and long-range 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, 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. Club Administration: This committee should conduct activities associated with the effective operation of the club. Service Projects: This committee should develop and implement educational, humanitarian and vocational projects that address the needs of its community and communities in other countries. 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.

  • (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 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.
  • (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.

The duties of all committees shall be established and reviewed by the president for his or her year. In declaring the duties of each, the president shall make reference to appropriate RI materials. The service project committee will consider vocational service, community service and international service avenues when developing plans for the year. Each committee shall have a specific mandate, clearly defined goals, and action plans established by the beginning of each year for implementation during the course of 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.

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.

Section 12. 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. If changes are made to the budget, the membership will be duly informed. Section 12. 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 12.3: All bills shall be paid by the treasurer or other authorized officer only when approved by two other officers or directors. Section 12.4: A thorough review of all financial transactions by a qualified person shall be made once each year. Section 12. 5: The fiscal year of this club shall extend from 1 July 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.

Section 13. 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 13.2: The board shall ensure that the proposal meets all the classification and membership requirements of the standard Rotary club constitution. Section 13. 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 13.4: 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 13.5: 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 13.6: 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 13.7: The club may elect, in accordance with the standard Rotary club constitution, honorary members proposed by the board. Section 13.8: When the Club Secretary or President receives a new member application, the name of the prospective new member and their place of employment will be sent by via electronic communication (e-mail) that day to all Board members. Five minutes before the next regularly scheduled club meeting the Board will convene to review the full application. If a Board member could not attend that meeting and had a concern, it would need to be expressed in writing via electronic communication (e-mail) to the Club President. If approved, the application will be read to the general membership that same day. The following week would be the second reading. The next week the new member would be officially installed.

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.

Meeting called to order. Introduction of visitors. Correspondence, announcements and Rotary Information. Committee reportsif any. Any unfinished business. Any new business. Address or other program features. Adjournment.

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.

[1] Adopted July 14, 2009

  • Because of the complexity and required continuity, “The Secretary and Treasurer’s job will be a two year term.”

[2] Adopted September 22, 2011

  • Article 8: Change to 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 andNew Generations.This club will be active in each of the five Avenues of Service.
  • Article 13 add Section 8: to (Thissection expeditesthe procedure while maintaining the process defined in Article 13, Sections 1-7)
    • When the Club Secretary or President receives a new member application, the name of the prospective new member and their place of employment will be sent by via electronic communication (e-mail)that day to all Board members. Five minutes before the next regularly scheduled club meeting the Board will convene to review the full application. If a Board member could not attend that meeting and had a concern, it would need to be expressed in writing via electronic communication (e-mail) to the Club President. If approved, the application will be read to the general membership that same day. The following week would be the second reading. The next week the new member would be officially installed.

[3] Adopted December 2, 2014

  • Old Replaced with new: Old: Article 6: Fees and Dues
    • Section 1: The admission fee shall be $25.00 to be paid before the applicant can qualify as a member.
    • Section 2: The membership dues shall be $125.00 per annum, payable annually on the first day of July. The amount of annual dues may be changed by vote of the membership.

[4] Adopted May 12, 2015

  • Old Replaced with new: Old:
    • Section 6.7: The membership dues shall be $360 per annum, payable annually or 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.

[5] Adopted June13, 2017

  • Old Replaced with new: Old:
    • Section 6.7:  The membership dues shall be $360 per annum, payable annually or semiannually on the first day of July and of January or quarterly on the first day of July, October, January and April ,with the understanding that a portion of each semiannual or quarterly payment shall be applied to each member’s subscription to the RI official magazine.