Club Bylaws

SASKATOON NUTANA ROTARY CLUB CLUB BYLAWS

Article--Subject
[i] Board of Directors
[ii] Election and Appointment of Directors and Officers
[iii] Duties of Officers
[iv] Meetings
[v] Fees and Dues
[vi] Method of Voting
[vii] Committees
[viii] Leave of Absence
[ix] Finances
[x] Method of Electing Members (for all kinds of membership)
[xi] Resolutions
[xii] Order of Business
[xiii] Amendments NOTES BYLAWS of the Rotary Club of Saskatoon Nutana

Article I--BOARD OF DIRECTORS
Section 1 - The governing body of this club shall be a board of directors, which shall consist of a president, a past president, a president elect, a vice president, a treasurer, a secretary and 7 other directors. With the exception of the president and past president, all directors shall be elected as provided for in
Section 2 - The president, president-elect, vice-president, and immediate past-president, together with the secretary and treasurer, shall comprise the executive of the board.

Article II--ELECTION AND APPOINTMENT OF THE DIRECTORS AND OFFICERS
Section 1 - At a Regular meeting at least one month before the annual meeting of members the presiding officer shall ask for nominations for president-elect, vice-president, secretary and treasurer and the required number of directors. The number of directors required shall be that number necessary to fill all vacancies which have occurred since the preceding annual meeting and remain unfilled or which will occur on or before July 1 next following the election. Nominations may be presented by a nominating committee consisting of the past president and any two members appointed by the president, as well as by members from the floor. The nominations for each office shall appear on a ballot in alphabetical order.
Section 2 - The election of officers and directors shall be held at the annual meeting of members. The candidates for president-elect, vice-president, secretary and treasurer receiving the highest number of votes cast shall be declared elected to their respective offices. The votes for all candidates for directors shall be tallied and the candidates shall be ranked by the number of votes each receives. The required number of directors shall be elected, according to ranking.
Section 3 - Unless otherwise determined by the board, the term of office of any director or officer shall begin on July 1 next following the date of the election.
Section 4 - The term of the president-elect shall be one year, and in addition one year as president and one year as past-president.
Section 5 - The term of office of the vice-president shall be one year. The vice-president shall allow his or her name to stand for election as president-elect for the term beginning at the end of his or her term as vice-president.
Section 6 - The term of office for any other director shall be two years ordinarily. However, the board may before any election stipulate a term of less than two years of any directorship for the purpose of providing an orderly transition of duties at the end of the term of incumbent directors, with the intent that no more than four directors be elected in any one year.
Section 7 - A vacancy in the board of directors or any office shall be filled by action of the remaining members of the board of directors-elect.

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 preside at meeting of the Club and board in the absence of the president and to perform such other duties as may be prescribed by the president or the board.
Section 3 - VICE-PRESIDENT: It shall be the duty of the vice-president to preside at meetings of the Club and board in the absence of the president and president-elect and to perform such other duties as ordinarily pertain to the office of vice-president.
Section 4 - SECRETARY: It shall be the duty of the secretary to:
(a) Keep the records of membership
(b) Record attendance at meetings
(c) Make all necessary reports to Rotary International, including: (i) Semi-annual reports of Club membership on January 1 and July 1 of each year, such reports to be prepared and promptly submitted to the general secretary of Rotary International. (ii) Semi-annual reports of new active and honorary members elected to Club membership, as of April 1 and October 1 of each year, since the beginning of the last reporting period, such reports to be made promptly to the general secretary of Rotary International. (iii) Such other reports regarding changes in membership as Rotary International may require.
(d) To make monthly reports of attendance at Club meetings, such reports to be made promptly to the district governor after the last meeting of each month
(e) To remit to Rotary International, in a timely manner, all subscriptions to THE ROTARIAN.
(f) To perform such other duties as usually pertain to the office of secretary.
Section 5 - 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 in the possession of the treasurer.
Section 6 - SERGEANT-AT-ARMS: The duties of the sergeant-at-arms shall be 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 - An annual meeting of this Club shall be held at a regular meeting in December designated by the executive of the Board.
Section 2 - Regular meetings of this club shall be held weekly, on a date, and a time and place, to be determined by the executive, except on statutory holidays. In the absence of a determination to the contrary, they will be held 12:00 noon to approximately 1:15 pm each Tuesday. The executive may cancel up to four meetings per year. Due notice of any changes or cancelling of the regular meeting shall be given to all member of the Club. All members in good standing in the Club, except honorary members or members excused by operation of Section 1 of Article VIII of Rotary International's prescribed club constitution, must be counted as present or absent at any regular meeting.
Section 3 - One-third of the membership shall constitute a quorum at the annual and regular meetings of the Club.
Section 4 - Regular meetings of the board shall be held each month on a day and time agreed upon by the members of the board. Special meetings of the board shall be called by the president, whenever deemed necessary.
Section 5 - A majority of the board members shall constitute a quorum for a board meeting.

Article V--FEES AND DUES
Section 1 - Fees for admission to the club, and annual membership fees shall be set annually by the board of directors after consultation with the membership. In the absence of a decision to change such fees, they shall remain the same as for the previous year. Annual fees may be paid in full on or before July 1 of each year, or in equal semi-annual payments made on or before July 1 and January 1 respectively. The board of directors may impose a reasonable service charge in cases where members opt for semi-annual payments, or in cases where fees are not paid when due.

Article VI--METHOD OF VOTING The business of the club shall be transacted by a show of hands except the election of directors and officers, which shall be by ballot.

Article VII--COMMITTEES
Section 1 - [i] The president shall, subject to the approval of the board, appoint the following standing committees:

a) Club Service "A" committee
b) Club Service "B" committee
c) Club Service "C" committee
d) Youth Programs Committee
e) Community Service committee
f) Vocational Service committee
g) International Service committee

[ii] The president shall, subject to the board approval, also appoint such committees as deemed necessary, and shall supervise and coordinate the work of all committees.
[iii] Each committee shall consist of a Chairperson, who shall be named by the president from the membership of the board, and not fewer than two (2) other persons.
[iv] The president shall be ex officio a member of all committees and, as such, shall have all privileges of membership thereon.
[v] Each 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, committees shall not take action until a report has been made to the board and the proposed action has been approved by the board.

Section 2 - Committee responsibilities - The Club Service committees shall be responsible for all club service activities and shall supervise and coordinate the work of all committees. The responsibilities of all committees shall be determined from time to time by the board of directors and by the by-laws of Rotary International.

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 specific period of time.

Article IX--FINANCES
Section 1 - The treasurer shall deposit all funds in the Club in some bank or credit union to be named by the board.
Section 2 - The board of directors shall authorize not fewer than 2 and not more than 4 directors or officers to sign cheques on behalf of the club. All cheques drawn on club accounts, whether to pay bills or otherwise, shall be signed by the treasurer and one of the persons authorized by the board, or in the absence of the treasurer, by any two persons authorized by the board. An audit shall be conducted at the pleasure of the board as and when the board deems it necessary.
Section 3 - The board of directors may require that any person authorized to sign cheques on behalf of the Club, and any other person who handles or has custody of Club funds, be bonded by a duly licensed bonding company. The cost of any such bonding is to be borne by the club.
Section 4 - The fiscal year of the Club shall extend from July 1st to June 30th, and if dues are collected on a semi-annual basis there shall be two periods, July 1st to December 31st and 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 the fiscal year, the board shall prepare or cause to be prepared a budget of estimated income and estimated expenditures for the year, which having been agreed to by the board, shall stand as the limit of expenditures for the respective purposes unless otherwise ordered 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 of the Club, shall be submitted to the board in writing, through the Club secretary. The proposal shall be on a form prescribed by the board which may be a combined proposal and applications for membership form as supplied by RI.
Section 2 - The board shall ensure that the proposal meets all the classification and membership requirements of the Club constitution.
Section 3 - The board shall approve or disapprove the proposal within 30 days of the submission, and shall notify the proposer, through the Club secretary, of its decision.
Section 4 - If the board approves the proposal, 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 classification to be published to the Club.
Section 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 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 member, upon payment of the admission fee (if not honorary membership), as prescribed in these bylaws, shall be considered elected to membership.
Section 6 - following such election, the president shall arrange for the new member's induction and further orientation, and the club secretary shall issue a membership card to the member (upon payment of dues required) and shall report such action to RI.

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--ORDER OF BUSINESS
Business at all regular meetings shall be conducted in an order determined by the presiding officer, but should usually include the following items of business:
1. Call to Order
2. Introduction of visiting Rotarians and other guests
3. Correspondence and announcements
4. Committee reports, if any or available
5. Unfinished business from previous meetings
6. New business
7. A speaker or other program feature
8. Other matters the presiding officer deems to be in the best interest of the Club
9. Sergeant-at-Arms
10. Adjournment

Article XIII--AMENDMENTS
These bylaws may be amended by 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 days before such meeting. No amendment or additions to these bylaws can be made which is not in harmony with the Club's constitution and with the constitution and bylaws of RI.