Bylaws of the Rotary Club of Tulsa Midtown

 Article I Definitions

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.

Article 2 Board of Directors

The governing body of this club shall be the Board consisting of twelve (12) members of this club, namely, the President, President-Elect, Secretary, Treasurer, immediate Past President, Sergeant-at-Arms and the chairpersons of the following committees: Club Service, Vocational Service, Community Service, International Service, Membership Development, and Fund Raising. 

Article 3 Election of Directors and Officers

Section 1 B At a regular meeting one month prior to the meeting for election of officers, the Presiding Officer shall ask for nominations by members of the club for President, Secretary, and Treasurer. The nominations may be presented by a nominating committee or by members from the floor, by either or by both as the Board of Directors may determine. If it is determined to have a nominating committee, such committee shall be appointed by the President. The nominations duly made 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, Secretary, and Treasurer receiving a majority of the votes shall be declared elected to their respective offices. The candidate for President elected in such balloting shall be the President-Elect and serve as a director 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 that year. 

Section 2 B The officers and directors, together with the immediate past President shall constitute the Board. Within one week after their election, the directors-elect shall meet and the President shall appoint some member of the club to act as Sergeant-at-Arms. 

Section 3 B A vacancy in the Board or any office shall be filled by action of the remaining directors. 

Section 4 B A vacancy in the position of any officer-elect or director-elect shall be filled by action of the remaining directors-elect.

 Section 5 - The chairpersons of the following committees: Club Service, Vocational Service, Community Service, International Service, Membership Development, and Fund Raising shall be nominated by the President at a regularly scheduled meeting and presented to the membership for approval. If the President’s nominations are not approved, the members of the club may nominate additional members for each of those offices. In the event alternate members are nominated, those members receiving a majority of the votes shall be declared elected to their respective offices.

 Article 4 Duties of Officers

Section 1 B 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 2 B President-elect. It shall be the duty of the President-elect to serve as a director, preside at meetings of the club and the Board in the absence of the President and to perform other duties as may be prescribed by the President or the Board.

Section 3 B 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 semiannual 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. 

Section 4B Treasurer. It shall be the duty of the treasurer to have custody of all funds, accounting for it to the board of directors monthly and at any other time upon request 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, and all other club property in his or her possession. 

Section 5 B 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.  

Article 5 Meetings

Section 1 B Annual Meeting. An annual meeting of this club shall be held at the first Club Meeting in December in each year, at which time the election of officers and directors to serve for the ensuing year shall take place.  

Section 2 B The regular weekly meetings of this club shall be held on Tuesday at 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 3 B One-half of the membership shall constitute a quorum at the annual and regular meetings of this club.

 Section 4 B Regular meetings of the Board shall be held on the first Tuesday of each month or such other times as shall be designated by the President. 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 B A majority of the directors shall constitute a quorum of the Board.

 Section 6 B The President shall have the right to vote at both the Membership Meetings and the Board Meetings.

 Article 6 Fees and Dues

Section 1 B The admission fee shall be determined by the Board Of Directors.  

Section 2 B The membership dues shall be determined by the Board Of Directors 

Article 7 Method of Voting

The business of this club shall be transacted by a voice 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 voice vote.

 Article 8 Four Avenues of Service

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

Article 9 Committees

Section 1. B  Club committees are charged with carrying out the annual and long-range goals of the club based on the four 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: 

A.   Club Service This committee shall devise and carry into effect plans which will guide and assist the members of the club in discharging their responsibilities as Rotarians. This committee shall also develop and implement plans to provide the public with information about Rotary to promote the club's service projects and activities.  

B.   Vocational Service This committee shall devise and carry into effect plans which will guide and assist the members of the club in discharging their responsibilities in their vocational relationships and in improving the general standards of practice in their respective vocations. 

C.   Community Service This committee shall devise and carry into effect plans which will guide and assist the members of the club in discharging their responsibilities to make the community better. 

 D.   International Service This committee shall devise and carry into effect plans which will guide and assist the members of the club in discharging their responsibilities to engage in international efforts to make the world  better.

E.   Membership Development.  This committee should develop and implement a comprehensive plan for the recruitment and retention of members.

 F.   Fund Raising.  This committee shall devise and carry into effect plans which will raise the funds necessary for the club to discharge its  responsibilities to make the community and world better.

 Section 2 -- Additional ad hoc committees may be appointed by the President as needed and shall include:

 A.   Nominating Committee. This committee shall be appointed by the President, and shall nominate members to run for the various offices of the club.

 B.   Awards Committee.  This  Committee shall consist of the President and such other members as deemed appropriate by the President to choose those Rotarians that will receive awards at the annual Change of Horses banquet.

 C.   Such other committees as deemed necessary by the President.

 Section 3. -- The President shall be ex officio a member of all committees and, as such, shall have all the privileges of membership thereon.

 Section 4. -- Each committee shall transact the business that 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.

 Section 5. -- 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.

 Article 10 Duties of Committees

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.

 Article 11 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.

Article 12 Finances

Section 1 B 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. The budget shall be broken into two separate parts: one in respect of club operations and one in respect of charitable/service operations. 

Section 2 B 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 3 B All bills shall be paid by the treasurer or other authorized officer when approved by the President or Board. All checks or withdrawals exceeding One Thousand Dollars ($1,000.00) must be signed by both the treasurer and the President. All bank statements shall be sent to the President. 

Section 4 B A thorough review of all financial transactions by a qualified person shall be made once each year.  

Section 5 B Officers having charge or control of club funds shall give bond if required by the Board for the safe custody of the funds of the club, cost of bond to be borne by the club. 

Section 6 B The fiscal year of this club shall extend from 1 July to 30 June, and for the collection of members' dues shall be divided into four (4) quarterly periods extending from July 1 thru September 30, October 1 thru December 31, January 1, thru March 31, and from April 1 thru  June 30. 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.

 Article 13 Method of Electing Members

Section 1 B 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 an active member or by the former club. The proposal shall be kept confidential except as otherwise provided in this procedure. 

Section 2 B The Board shall ensure that the proposal meets all the classification and membership requirements of the standard Rotary club constitution.  

Section 3 B 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 4 B 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.