Bylaws of the Rotary Club of Bixby

Article I
Election of Directors and Officers

Section 1 - In September of each year, a Nominating Committee shall be constituted composed of five (5) persons, including the three Past Presidents as are available for appointment by the President, and the balance to be members appointed by the President. The Nominating Committee shall nominate one person for each of the offices of president-elect, secretary, treasurer and sergeant-at-arms. The nominations duly made shall be placed on a ballot, and each shall be voted upon at the annual meeting which shall be in the second week of November of each year. The candidates for president-elect, secretary, treasurer, and sergeant-at-arms approved by a majority of the votes shall be declared elected to their respective offices. The president-elect 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 so elected, together with the immediate past president (when available) shall constitute the Board of Directors.

Section 3 - In December, the President shall appoint Directors of each of the Club Service, Community Service, International Service and Vocational Service Sections, each of whom shall be members of the Board of Directors and take office on the next July 1.

Section 4 - A vacancy in the Board of Directors or any office shall be filled by action of the remaining members of the Board.

Section 5 - 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 the president, president-elect, secretary, treasurer, the immediate past president (if available), the sergeant-at-arms and the Directors of each of the Club Service, Community Service, International Service and Vocational Service Sections.

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. The president-elect may be the same person as the vice president.

Section 3 - 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 Rotary International (“RI”), including the semiannual reports of membership, which shall be made to the general secretary of RI on 1 January and 1 July of 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 RI, 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 RI subscriptions to THE ROTARIAN, and perform such other duties as usually pertain to the office of secretary.

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 any other time upon demand by the Board and to perform such 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 5 - Sergeant-at-Arms. The duties of the sergeant-at-arms shall be such as are usually prescribed for such office and such 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 in the second week of November in each year, or as otherwise resolved by the Board, at which time the election of officers to serve for the ensuing year shall take place.

Section 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 by the Board of Directors of this club, pursuant to article VII, section 3 of the 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, except as provided in subsection 2.020.4. of the RI bylaws.

Section 4 - Regular meetings of the Board shall be held on a consistent day each month to be fixed by board resolution. 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 after due notice has been given.

Section 5 - A majority of the Board members shall constitute a quorum of the Board.

Article V
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 $150.00 per annum, payable 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 ROTARIAN magazine.

Article VI
Method of Voting

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

Article VII
Directorships for the
Four Avenues of Service

Section 1

Directors of the Four Avenues of Service will be appointed by the President as provided by Article I of these Bylaws, and will consist of: Directors of Club Service, Community Service, Vocational Service, and International Service.
Subject to the approval of the President, each Director is authorized to appoint such committees and chairpersons as required to accomplish the specific duties and projects of his/her avenue of service. Overall responsibility and authority for committee appointments and the completion of these duties remains with the President and the Board.
The president shall be ex-officio a member of all committees and, as such, shall have all the privileges of membership thereon.
Each Director, chairperson, and 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 Directors, chairpersons, or committees shall not take action until a report has been made to the Board and approved by the Board.

Section 2 - Club Service Director. Subject to the approval of the Board, this Director 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 club service. The Director may appoint committees and chairpersons as required to accomplish these Club Service matters. The Director shall report to the Board on all club service activities. The following are suggested committees for Club Service:

Attendance Committee. This committee shall devise means for encouraging attendance at all Rotary meetings — including attendance at district conferences, intercity meetings, regional conferences, and international conventions by all club members. This committee shall especially encourage attendance at regular meetings of this club and attendance at regular meetings of other clubs when unable to attend meetings of this club; keep all members informed on attendance requirements; promote better incentives for good attendance; and seek to ascertain and remove the conditions that contribute to unsatisfactory attendance.
Classifications Committee. This committee shall as early as possible, but no later than 31 August of each year, make a classification survey of the community; shall compile from the survey a roster of filled and unfilled classifications, applying the classification principle; shall review, where necessary, existing classifications represented in the club; and shall counsel with the Board on all classification problems.
Club Bulletin Committee. This committee shall endeavor, through the publishing of a weekly club bulletin, to stimulate interest and improve attendance, announce the program of the forthcoming meeting, relate highlights of the previous meeting, promote fellowship, contribute to the Rotary education of all members, and report news of the club, of its members and of the world-wide Rotary program.
Fellowship Activities Committee. This committee shall promote acquaintance and friendship among the members, promote participation by members in organized Rotary recreational and social activities, and do such work in pursuance of the general object of the club as may be assigned by the president or the Board.
Magazine Committee. This committee shall stimulate reader interest in THE ROTARIAN; sponsor a magazine month; arrange for brief monthly reviews of the magazine on regular club programs; encourage the use of the magazine in the induction of new members; provide a copy of the magazine for non-Rotarian speakers; secure international service and other special subscriptions for libraries, hospitals, schools and other reading rooms; send news items and photographs to the editor of the magazine and in other ways make the magazine of service to the club members and non-Rotarians.
Membership Committee. This committee shall consider all proposals for membership from the personal side and shall thoroughly investigate the character, business, social and community standing, and general eligibility of all persons proposed for membership and shall report their decisions on all applications to the Board.
Membership Development Committee. This committee shall review continually the club roster of filled and unfilled classifications and shall take positive action to initiate and present to the Board the names of suitable persons to fill unfilled classifications.
Program Committee. This committee shall prepare and arrange the programs for the regular and special meetings of the club.
Public Relations Committee. This committee shall devise and carry into effect, plans (1) to give the public general information about Rotary, its history, object, and scope; and (2) to secure proper publicity for the club.
Rotary Information Committee. This committee shall inform prospective members about the privileges and responsibilities of Rotary club membership; keep members informed about the history, object, and activities of Rotary at all levels; and oversee the orientation of new members during their first year in the club.

Section 3 - Vocational Service Director. Subject to the approval of the Board, this Director shall devise and carry into effect plans which will guide and assist the 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 of Vocational Service 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 by the Director with the approval of the Board on particular phases of vocational service.

Section 4 - Community Service Director. Subject to the approval of the Board, this Director shall devise and carry into effect plans which will guide and assist the members of this club in discharging their responsibilities in their community relationships. This Director shall be responsible for the community service activities of the club and shall supervise and coordinate the work of any committees that may be appointed by the Director with approval of the Board on particular phases of community service. The following are suggested committees for Community Service:

Human Development Committee. This committee shall devise and carry into effect plans which will guide and assist the members of this club in dealing within the community with the welfare of human beings of all kinds throughout the whole span of life by providing assistance and support to those in need.
Community Development Committee. This committee shall devise and carry into effect plans which will guide and assist the members of this club in working to make the community a better place to live by improving the physical condition of the community and its facilities.
Environmental Protection Committee. This committee shall devise and carry into effect plans which will guide and assist the members of this club in monitoring and improving the quality of the community’s environment.
Partners in Service Committee. This committee shall devise and carry into effect plans which will guide and assist the members of this club in building relationships with other Rotary-sponsored organizations within the community and in cooperating with them in service.

Section 5 - International Service Director. Subject to the approval of the Board, this committee 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. This 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 by the Director with approval of the Board on particular phases of international service.

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 length of time, to be limited to within that current Rotary year.

Article IX
Finances

Section 1 - The treasurer shall deposit all funds of the club in some bank to be designated by the Board.

Section 2 - Checks and withdrawals shall be signed by any two of the Treasurer, President, President-elect or Sergeant at Arms. A thorough review by someone as designated by the Board other than the Treasurer shall be made once each year of all the club’s financial transactions.

Section 3 - 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 with the cost of bond to be paid by the club.

Section 4 - The fiscal year of this club shall extend from July 1st to June 30th. Members’ dues may be invoiced in 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 incoming Treasurer and the outgoing Treasurer shall submit to the Board for approval a budget of estimated income and estimated expenditures for the upcoming year, which shall constitute the limit of expenditures for the respective purposes unless otherwise approved by action of the Board.

Article X
Method of Electing Members
(For All Kinds of Membership)

Section 1 - The name of a prospective member, proposed by an active, senior active, or past service member of the club, shall be submitted to the Board in writing, through the club secretary. The proposal shall be kept confidential except as otherwise provided in this procedure.

Section 2 - The Board shall ensure that the proposed members meet all the classification and membership requirements of the club constitution and shall notify the members of the proposed new member and his or her classification. If no written objection to the proposed member, 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, the Board shall approve or disapprove the proposed member and shall notify the proposer of its decision. 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 no more than one negative vote is 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.

Section 3 - 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 (including the kind of membership proposed) and upon payment of the admission fee, such person shall become a member.

Section 4 - Following the approval of a new member, the president shall arrange for the induction of the new member; the club secretary shall issue a membership card and shall report the new member to RI; and the Club Service Director or his or her designee shall provide appropriate literature for presentation at the induction and assign a member to assist the assimilation of the new member.

Article XI
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 XII
Amendments

These bylaws may be amended at any regular meeting, a quorum being present, by a majority vote of all members present, provided that notice of such proposed amendment shall have been mailed, emailed, faxed, or hand delivered to each member at least fifteen days before such meeting. These bylaws may additionally be amended by a majority vote of the Board of Directors. No amendment or addition to these bylaws can be made which is not consistent with the club constitution and with the constitution and bylaws of RI.

Constitution of the Rotary Club of Bixby