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Club Bylaws

BYLAWS OF THE ROTARY CLUB OF SAN PABLO

AS AMENDED 12 FEBRUARY 2019

ARTICLE 1: DEFINITIONS

1.     Board: the Board of Directors of the San Pablo Rotary

2.     Director:  a member of the San Pablo Rotary Board of Directors

3.     Member:  An active member of the San Pablo Rotary Club

4.     Notice:  A communication between the Board and the members via email, posting on the website, direct announcement, or written distribution.

5.     RI: Rotary International

6.     Year: July 1 to June 30.

7.     BARSHEEP: the Rotary Clubs of Berkeley, Albany, Rodeo, San Pablo, Hercules, El Sobrante, El Cerrito, Pinole. 

ARTICLE 2:  BOARD

            The governing body of the San Pablo Rotary Club shall be the Board consisting of seven (8) active members of this club, namely, the president, president-elect, secretary, treasurer, immediate past president, fundraising director, social director, public relations director,and such other members as shall be appointed by the president.  A quorum of the Board of Directors shall be a majority of the members of the Board. 

ARTICLE 3: ELECTION OF OFFICERS

            At a regular meeting one month prior to the annual meeting for the election of the officers of the club, the president shall ask for nominations for members to fill the positions to be voted upon.  All positions are open except for president and immediate past president.  At this meeting a nominating committee shall be appointed by the president to accept and review the nominations and create a presentation for the annual meeting. 

            If there are contested positions, a secret ballot election for those positions will be held at the annual meeting.  A quorum for the election shall be one third (1/3) of the active membership.  The candidate receiving the most votes for each position shall be declared the winner.  Uncontested positions shall be automatically elected at the annual meeting.

            Elected officers and board members shall take office at the first meeting of the year.

            Any vacancy of elected officers and board members that occurs during the year shall be filled by appointment by the remaining members of the Board.  A vacancy of the president must be filled by an active member who has completed PETS.

Article 4: MEETINGS AND DUES

            Regular meetings of the San Pablo Rotary Club shall be held on Wednesdays from 12:15 pm until 1:30 pm.  Evening meetings may be held as decided by the Board of Directors and will be considered a substitute for the regular meeting.     

            The annual meeting is the last Wednesday meeting in June.

The Board of Directors meets monthly at a time and date designated by the president. 

Active members are expected  to achieve an annual level of service as set by the Board and monitored by the Secretary.  The factors measured shall acknowledge donations of time, talent, and treasure in all Club-sanctioned avenues of service.  Members who chose not to participate in the service activities of the club shall be asked to resign as active members. 

            Annual dues for active membership shall be an amount decided upon by the Board prior to June 1st.  The dues are payable annually by June 30th.  The treasurer will provide invoices to all members at the meeting closest to June 1st.  Failure to pay dues in a timely manner will result in suspension from the active membership.  Reinstatement is at the discretion of and a vote of the Board.

ARTICLE 5: DUTIES OF OFFICERS AND COMMITTEES

Officers

            President:  it shall be the duty of the president to preside over all meetings of the San Pablo Rotary Club; to represent the club at all functions, meetings, and convocations; to serve as an ex-officio member of all club committees; and to set the members of the committees subject to the approval of the board.

            Past-President:  It shall be the duty of the past president to maintain the bylaws and policies of the San Pablo Rotary Club;  until the president elect completes PETS to serve as interim president whenever the president is not available and to represent the club whenever deemed necessary by the president; and chair the Grey Beards Committee

            President Elect:  it shall be the duty of the president elect to secure programs for the regular meetings of the club unless that position is permanently held by another member; to chair the membership committee; and after completing PETS to serve as interim president whenever the president is unavailable and to represent the club whenever the president deems it necessary.

            Secretary: It shall be the duty of the secretary to correspond with RI and District 5160 on all matters related to club function; to prepare any correspondence needed by the president and the board; to register new members and add them to the club roster; and to chair the administration committee.

            Treasurer:  it shall be the duty of the treasurer to maintain the books of the club, deposit cash, pay all bills, and give a monthly update to the board about the financial condition of the club; to prepare the annual tax return if necessary; and to chair the finance committee

            Fundraising Director:  It shall be the duty of the fundraising director to develop strategies and methods for raising the monies to fund the club’s local and international charitable programs; to organize, document, and produce fundraising events; and to chair the Fundraising subcommittee.

            Social Director:  It shall be the duty of the social director to conceive, plan, organize, and produce social gatherings for members of the San Pablo Rotary Club; to organize and publicize the club’s participation in monthly BARSHEEP TGIFF events; and to serve as the chair of the Service Projects Committee.

            San Pablo Foundation Director:  It shall be the duty of the San Pablo Foundation Director to maintain the viability of the foundation with the IRS and other entities as required by law; to collect all relevant financial information and communicate that to the relevant bodies; to assist members in using the foundation as a tool for fundraising; to report to the board about the state of the foundation on a quarterly basis; and to chair the San Pablo Foundation committee.

Committees

            Administrative Committee:

1.     Conduct activities associated with the effective operation of the club

2.     Help the secretary track individual service

3.     Organize weekly and special programs

4.     Promote fellowship among club members

5.     Produce the club bulletin

Membership Committee:

1.     Achieve  club membership goals for the year

2.     Educate and train club members about the importance of recruitment and retention of qualified, diverse members

3.     Conduct classification survey to ensure the classifications are relevant to current business trends

4.     Conduct club assessments to ensure membership development efforts are effective.

5.     Appoint a greeter to welcome members and guests to weekly meetings

6.     Create a flow chart to guide guests into potential membership in the club with help from members of the committee.

Public Relations  Committee:

1      Achieve public relation goals for the year

2      Study and use RI resources to enhance the visibility of the club in the community

3      Create awareness of club activities among, members, the community, and the media.

4      Help the fundraising director position events to gain the most visibility and publicity among BARSHEEP members and the general public

5      Create a public image conducive to attract new members

Service Projects Committee

1.      Organize and direct three subcommittees: Community Service, International Service, and Fundraising

2.     Achieve service projects goals for the year

3.     Conduct needs assessments of the community

4.     Coordinate resources from the club, the district, and RI to accomplish club projects

5.     Involve club members in the Implementation of service projects

6.     Do an annual evaluation of the success of club projects and make recommendations based on the evaluations for subsequent years.

Rotary Foundation Committee:

1.     Achieve Rotary International Foundation goals for the year

2.     Educate members about the Foundation

3.     Encourage members to participate in Foundation events and activities and support the Foundation financially

4.     Help members achieve Paul Harris Fellowship through annual giving

San Pablo Foundation Committee

1.     Maintain all necessary records to keep the foundation in compliance with the IRS

2.     Submit the annual tax return to the IRS

3.     Assist members in the use of the foundation in all fundraising efforts.

Grey Beards:

1.     Made up of all past presidents who maintain active membership

2.     Advise the current president and board on issues related to the history of the club

3.     Take on special projects of limited duration at the request of the president.

ARTICLE 6: LEAVE OF ABSENCE

            Upon written application to the board, setting forth good and sufficient cause, a leave of absence may be granted excusing a member from participating in club activities for a specific length of time.

ARTICLE 7: FINANCES

            The treasurer shall deposit all funds of the club in a bank to be named by the board.

All bills shall be paid by checks signed by the treasurer upon vouchers agreed upon by the board.

            A thorough review by a CPA shall be made each year of all the club’s financial transactions.

            The fiscal year for the club shall be July 1 to June 30.

            A payment of per capita dues and subscriptions to RI and District 5160 shall be made on July 1st and January 1st of each year on the basis of membership of the club on those dates. 

            At the beginning of each fiscal year the board shall prepare a budget of estimated income and expenses for the year, which, having been agreed upon by the board, shall stand as the limit of expenditures for the respective purposes unless changes are ordered by a majority of the board. 

            The club shall maintain a reserve account of funds restricted to use only with a two thirds (2/3) vote of all active members of the club.  The board shall declare the amount of funds in the reserve account at the beginning of each fiscal year. 

            At the discretion of the president expenditures of a maximum of $250  may be approved without prior approval by the board. 

ARTICLE 8: METHOD OF THE ELECTION OF NEW MEMBERS

1.     The name of the prospective member, proposed by an active member of the club or by the membership committee,, shall be submitted confidentially to the membership committee chair in writing, through the club secretary.

2.     The board shall request of the membership committee, unless the proposed member comes from the membership committee, to consider and report to the board on the eligibility of the proposed member from the standpoint of character, business and social standing, and general eligibility.

3.     If the decision of the board is favorable, the proposer, together with one or more of the members, shall inform the prospective member of the purposes of Rotary and of the privileges and responsibilities of membership in the club.

4.     The prospective member, upon payment of the admission fee and prorated annual dues, shall be elected to membership.

5.     Following election, the new member shall have his/her name submitted to the General Secretary of RI.

6.     The new member shall be formally introduced at the next regular meeting of the club. 

Honorary members: This form of membership shall be carefully restricted to only those who truly exemplify the principles and objectives of Rotary but are unable to maintain active membership.  In addition, any such member should make the club stronger by virtue of his/her profession, community involvement, and participation in club activities.  Honorary members are non-voting, are exempt from service minimums, and may have their admission fees and/or annual dues waived by the board. 

ARTICLE 9: RESOLUTIONS

No resolution or motion to commit the club on any matter shall be considered by the club until it is considered by the board.  Such resolutions or motions, if offered at a club meeting, shall be referred to the board without discussion. 

ARTICLE 10:  AMENDMENTS

            These bylaws may be amended at any regular meeting by a two thirds (2/3) vote of all active members, provided that notice of such proposed amendment shall have been noticed to each member at least 10 days prior to the meeting.  No amendment or addition to these bylaws can be made which is not in harmony with the constitution and bylaws of Rotary International.