Point West Board Manual & Resources
By-Laws (amended as of 6/20/2003)
of Directors and Officers
Section1. Nominating Committee. Nominating committee shall consist of at least
seven Past Presidents, with the immediate Past President serving
as chairperson. The President
and President-Elect shall submit a list of candidates for consideration
for all offices and shall serve on the committee as full voting
members thereof. The nominating committee shall announce the
nominating process and solicit interested parties in at least two
consecutive club bulletins prior to the nominations.
The nominating committee shall select a member for the position
of President-Elect-Elect provided that such member is in good standing
and shall have served on the club’s Board of Directors as an elected
or appointed officer.
Section 3. Board of Directors. The nominating committee shall nominate at
least two members who have been in the club at least one year for
each open position on the Board.
All nominated members shall run as a group and those who
receive the highest votes shall fill the open positions for a two
Elections – Timing.
Election of officers shall occur no later than the third
meeting in December. The nominated parties shall be announced at
a regular meeting and in the bulletin at least one week prior to
the date for elections.
Section 5. Voting.
Each active member who is in good standing and owes no obligations
to the club present at the election meeting shall be entitled to
one vote for each office to be filled.
In the case there are several places to be filled in the
office, he/she shall have as many votes for that office as there
are places to be filled.
Section 6. Absentee Voting. Any member may request an absentee ballot for the election of officers
by personally appearing before the Immediate Past President prior
to the election and submitting reasons for his inability to be present
at the election meeting. For
good cause shown, the immediate Past President may grant the requesting
member an absentee ballot. The absentee ballot may be submitted
to the Immediate Past President, who shall submit the absentee ballot
for the next election of officers, provided the member is in good
standing and owes no obligations to the club as of the election
Section 7. Secretary, Treasurer,
Sergeant-At-Arms. The President-Elect shall appoint the following
officers: Membership Secretary
and/or Corresponding Secretary, Treasurer, and Sergeant-At-Arms
from the members at large to serve during the President-Elect’s
Section 8. Term.
All officers shall begin their term on July 1 of each year
and shall serve through the next June 30.
Vacancy - Officer-Elect.
A vacancy in the position of any Officer-Elect shall be replaced
by the President-Elect. A
vacancy in the position of any Director-Elect shall be filled by
action of the Board of Directors.
Board of Directors
The governing body of the club shall
be the Board of Directors consisting of eight (8) elected directors
and the following officers: President, President-Elect, Membership
Secretary, Corresponding Secretary, Treasurer, Sergeant-At-Arms,
and the Immediate Past President.
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 this office.
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. Immediate Past President. It shall be the duty of the Immediate Past
President to offer advice and counsel as required by the President,
to coordinate the President-Elect-Elect and Board slate for the
mid-year election and to perform such other duties as may be prescribed
by the President or the Board.
Section 4. Membership Secretary. It shall be the duty of the Membership Secretary
to keep the records of membership, record the attendance at meetings,
make the required reports to Rotary International, including the
semiannual reports of membership, which shall be made to the General
Secretary o f Rotary International on January 1 and July 1 of each
year, 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.
Section 5. Corresponding Secretary. It shall be the duty of the Corresponding Secretary
to send out notices of meetings of the club, Board and committees
and to record and preserve the minutes of such meetings, to prepare
correspondence and notices as directed by the President and Board,
to send thank-you letters to each guest speaker, to coordinate the
club’s report to the District Governor for District 5180 Awards
Program, to serve as contact person for purchase of Rotary materials
for the club, and perform such other duties as may be prescribed
by the President or the Board.
Section 6. Treasurer. It shall be the duty of the Treasurer to have custody of all funds,
to collect dues, to pay bills, to account for same to the club monthly
and at any other time upon demand by the Board and to perform such
other duties as pertain to this office.
The treasurer shall report to any
government agencies as required by law.
Upon his retirement from office he shall turn over to his
successor or the President all funds, books of accounts, or any
other club property in his possession.
Section 7. Sergeant-At-Arms. The duties of the Sergeant-At-Arms shall be
such as are usually prescribed for this office and such other duties
as may be prescribed by the President or the Board.
An annual meeting of this club shall be held in December
of each year, at which time the election of Directors to serve for
the ensuing term shall take place.
Section 2. The regular weekly meeting 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 by the
Board of Directors) of this club, 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 percent (60%0 of the time devoted to the regular
meeting, either at this club or any other Rotary club or any other
Section 3. One-third (1/3)
of the membership shall constitute a quorum at the annual and regular
meetings of this club.
Regular meetings of the Board shall be held during the first
week of each month. 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.
A majority of the Board members shall constitute a quorum
of the Board, namely eight.
Fees and Dues
The initiation fee shall be set by the Board and be paid
before the applicant can qualify as a member.
The membership dues shall be set by the Board and paid annually
on the first day of July.
The President may appoint Board members to the following four avenues
(b) The board members appointed to each avenue
of service may, subject to the approval
by the President, appoint such committee chairpersons as
deemed necessary or
desirable in the Board member’s avenue of service. Committee chairpersons are
encouraged to serve a two-year term
to provide for continuity.
(c) Members of the committee shall be chosen by the chairperson(s) subject
Board member in the appropriate avenue of service, as necessary
or desired by
The President shall be ex-officio a member of all committees, and,
as such, shall
have all the privileges of membership thereon.
Each committee shall transact such business as is delegated to it
and such additional
as may be referred to it by the President of the Board.
Except where special
is given by the Board, such committee shall not take action until
a report has been made to the Board and approved by the Board.
Should the President deem it necessary, he or she may appoint one
or more additional
dealing with any aspect of the four avenues of service.
Section 2.Duties of Committees
The duties of the committees shall
be those assigned by the committee chairperson(s), the supervising
Board member, or President as the case may be.
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 Treasurer shall deposit all funds of the club in a federally
insured financial institution to be named by the Board.
All bills shall be paid only by checks signed by the Treasurer
or club President, or club Immediate
Past President, provided that such expenses are within the approved
budget. Expenses above the approved budget require
prior Board approval before payment can be made. A review by a certified public accountant or other qualified person
shall be made yearly of the club’s financial transactions.
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.
The fiscal year of this club shall be from July 1st
through June 30th. The
club’s payment per capita dues and magazine subscription to Rotary
International shall be made as of July 1 and January 1 of each year
on the basis of the membership of the club on those dates or as
otherwise required by the District or Rotary International.
At the beginning of each fiscal year the Treasurer shall
prepare or cause to be prepared a budget of estimated income and
estimated expenditures for the year which, having been approved
by the Board, shall stand as the limit of expenditures for the respective
purposes unless otherwise ordered by action of the Board.
Section 1. Active Members
Requirements. A prospective member requires a minimum of two sponsors
currently in good standing in Point West Rotary. The sponsors complete the membership application
and each submit a letter of recommendation to the Board which clearly
identifies why the person is being proposed.
Membership Expectations. Each
new member shall be required to have good
and committee and event participation as required by the Board from
time to time.
Interview. The sponsors
and Board members meet with the proposed member for an
interview. The meeting includes a general description
of PWR activities, with an emphasis on participation and attendance. The goal of this meeting is to determine the
applicant’s interest and enthusiasm.
Board Review. The Board
reviews the application package-application form, interview comments,
classification – and votes for approval or non-approval.
Non-Approval. In the event
the Board disapproves the application, the sponsors are notified
by the Board. The Board
sends a letter to the proposed member stating that membership is
not available at this time.
Posting. After the board
approves an application, the Board notifies the newsletter staff
and requests the candidate be posted.
The posting appears in the newsletter for two weeks.
Objections. If any club
member has objections to the membership of a candidate,
they notify the Board in writing within ten days of the second
posting. The Board
discusses the objection and makes a determination.
If the Board disapproves the
application as a result of the objection, the procedure in
paragraph (e) applies. If
Board overrules the objection, the following procedures apply
which may be
performed by the membership committee.
Invitation letter. The committee
sends the proposed new member a letter welcoming him/her to the
club. The letter specifies
that the new member must complete the biographical form and have
their photo taken and contact the committee within 30 days.
When the new member contacts the committee, they schedule
No Response. If a new member
does not respond within 30 days, the committee
the President and sponsors that the application is being held pending
determines whether the application should be continued or canceled.
If the application is canceled, the committee notifies the
sponsor, who notifies the candidate of the action.
Orientation. At a minimum
of once a year the membership chairman will cause to be held a new
member orientation where the past presidents and current board members
present to the new members the history of Rotary and the club as
well as explaining the functioning of the club, the district and
Read-In. The committee notifies
the President and sponsors that the new member is ready to be Read-In.
The President and sponsors select a meeting date and notify
the committee which will provide a pin and other items as necessary.
(l) Greeter’s Table. The committee notifies the Greeter’s Table committee of the new
Member’s Read-In date. The
Greeter’s Table committee schedules the new member
for duty as soon as possible to assure the new member serves
three or four weeks on
Honor Members. The
name of a proposed candidate for this kind 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 may, at its discretion, waive any
of the steps as set forth in Section 1 of this Article and proceed
to ballot on the proposed member.
If not to exceed four (4) negative votes are cast by the
members of the Board in attendance at the regular or special meeting,
the proposed member shall be considered duly elected.
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.
Order of Business
Meeting called to order.
Introduction of visiting Rotarians.
Correspondence and announcements.
Committee reports, if any.
Any unfinished business.
Any new business.
Address or other program feature.
Or, as other wise directed by the
These By-laws may be amended at any
regular meeting of the membership, a quorum being present, by a
two-thirds (2/3) 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 by-laws can
be made which is not perceived to be in harmony with the club Constitution
and with the Constitution and By-laws of Rotary International.