Article I- Election of Directors and Officers
Section 1- The President-Elect shall convene the Nominating Committee by the October board
meeting. The Nominating Committee will verify each nominee's willingness to serve as
incoming board member.
Section 2 - At a regular meeting one month prior to the meeting for election of officers and
directors, the presiding officer shall ask for nominations by the Nominating Committee for
President, President-Elect, Directors of: Club Services, Community Services, Vocational
Service, and International Services.
The Nominations shall be presented by the nominating committee or by members from the
floor. Such nominations require five seconds, and before being placed on a ballot such
nominees must agree to serve if elected. The Nominating committee shall be appointed by the
President with concurrence of the Board of Directors. The nomination duly made shall be
placed on a ballot and shall be voted for at the annual meeting.
Chair Progression: President
President-Elect
Director of Club Services
Director of Community Services
Director of Vocational Services
Director of International Services
Immediate Past President
Section 3 - The Board of Directors will serve from July 1 to June 30 for the next Rotary year.
Section 4 - A vacancy on the Board of Directors will be filled by action of the remaining
members of the Board in which the vacancy occurs.
Article II - Board Of Directors
Section 1 - The governing body of the Club shall be the Board of Directors chaired by the
President and including: Immediate Past President, President-Elect, Directors of Club Service,
Community Service, Vocational Service, and International Services.
Section 2 - A Parliamentarian (Senior Advisor) shall be a Past- President. A Parliamentarian is
expected to attend all Board meetings but is not a voting member of the Board. The
Parliamentarian shall be familiar with the Constitution, By-Laws, and Manual of Procedure of
Rotary International and those of the Rotary Club of Dunellen- Green Brook and will resolve
questions concerning their application in specific situations, providing appropriate advice to
Officers and Directors.
Article III - Duties Of Officers
Section 1 - President. The President shall preside at all meetings of the Board and of the Club
and shall perform such other duties as shall ordinarily pertain to the office. The President shall
be an ex-officio member of all committees of the Club (except the Nominating Committee).
Section 2 - President-Elect. The President-Elect shall act in the absence of the President at
meetings of the Board and of the Club. He/she shall assist the President in such areas as may
be assigned and shall be primarily responsible for compliance with and coordination of all
Rotary International and District requirements, programs, and requests. The President-Elect
shall oversee and coordinate the work of the chair directors. The President-Elect shall chair
the nominating committee. The President-Elect will be responsible for weekly programs
(including any gifts for non-member speakers as may be appropriate) and the Installation
dinner.
Section 3 - Secretary. It shall be the duty of the secretary to keep the records of membership,
issue Rotary cards, record the attendance at meetings, send out notices of meetings of the
club, board and committee, record and preserve the minutes of such meetings, make all
required reports to Rotary International including the semiannual reports of membership,
which shall be made to the general secretary of RI on January 1 and July 1of each year, and
including prorated reports to the general secretary on October 1 and April 1 of each active
member who has been elected to membership in the club since the start of 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 club meetings, which shall be
reported to the district governor within 15 days of the last meeting of the month, collect and
remit to RI subscriptions to THE ROTARIAN, The Secretary will supervise and coordinate the
processing of all new membership proposals through the various stages of approval and shall
perform such other Secretarial duties as may be assigned by the Board.
Section 4 - Treasurer. The Treasurer shall have custody of all funds, account for same to the
Board each month, and perform such other Treasurer functions as may be assigned by the
Board. The Treasurer shall record and transmit to Rotary International and/or the District all
required payments and shall keep a running account of all Paul Harris Sustaining Member
accounts. Upon retirement from office, the Treasurer shall turn over to a successor, or the
President, all funds, books of account, or any other Club property held by the Treasurer and
shall assist such successor in making an orderly transition in the management of Club
finances. The Treasurer shall also be responsible for the timely filing of all required tax returns
for the Club and shall ensure that the Club conducts affairs so as to be in compliance with all
pertinent laws and regulations required to maintain non-taxable status.
Section 5 - Club Accountant. The Club Accountant should have a working knowledge of the
Club's accounting practices and shall report the findings of the books and records of the Club
and of the Foundation to the Board at its November meeting.
Section 6 - Sergeant-at-Arms. The Sergeant-At-Arms shall be responsible for the preparation
of the room in which the Club meets including reception desk, member badges, attendance
sheets, guest cards, flag display, Club banner, display of banners from other clubs, and such
other paraphernalia as may be required for a Club meeting. The Sergeant-at-Arms shall
welcome and record, guests. Collect meal payments as required, ," and manage the 50-50
drawing. The Sergeant-at-Arms will oversee operation of the "Rotary Store" and perform
such other duties as may be assigned by the Board.
Section 7 - Sheriff and Deputy. The Sheriff and Deputy shall issue appropriate fines and
oversee "Happy Dollars”
Section 8 - Chaplain. The Chaplain shall be responsible for supervising the giving of an
invocation at Club meetings, shall offer appropriate remarks about the death, disability, or
illness of members or their families, shall arrange for cards or other expressions of concern,
as appropriate, and shall coordinate programs to call and/or visit members who are
hospitalized or otherwise confined by illness or other disability.
Section 9 - Public Relations Officer. The Public Relations Officer shall be responsible for all
Club publicity with the media with aim of making the public aware of the Club's programs
including meeting speakers, fund raisers, service projects, and other Club functions. The
Public Relations Officer shall arrange for and direct a Club photographer, invite media
representatives to Club functions as appropriate, and otherwise actively publicize the good
works of the Club in a tasteful manner.
Section 10 – Bulletin Editor. The Editor shall be responsible for both a Monthly and a Weekly
Bulletin. The Monthly Bulletin will contain news of forthcoming events, member assignments,
notice of elections and such other information to keep members informed. The Weekly Bulletin
will take the form of a meeting program, providing a capsule report of the previous meeting,
announcement of the current program, and other timely news or announcements. The
Monthly Bulletin will be mailed to all members. The Weekly Bulletin will be distributed at
Weekly Meetings. The Editor will recruit such assistants as needed to accomplish the above
functions.
Section 11 - Immediate Past President. The Immediate Past President shall be a voting board
member for 1 year following term and Chair the Membership Training Committee.
Section 12 - The duties of Directors of: Membership Development, Club Service-, Community
Service, International Service, and Vocational Service, are included in Article VII, Committees.
Article IV - Meetings
Section 1 - Weekly Meetings. The regular meetings of the Club shall be held on Thursday at 12:
15 PM at a location within the territorial limits of the Club. On occasion, the Board may change
the time and place for meetings.
Section 2 - Annual Meeting. One annual meeting of this club shall be held in the tile month of
December of each year, Such meeting being the then designated Business meeting of the club,
at which time the election of officers and Directors to serve for the ensuing year shall take
place.
Section 3 - Board of Director Meetings. Regular meetings of the Board will be held monthly at
a date, time and place determined by the Board and announced at least one month in
advance. Special meetings of the Board may be called by the President, or upon the request of
any two Board members, normally with 24 hours advance notice.
Section 4 - Quorum. One third of the active membership constitutes a quorum to conduct Club
business at regular meetings and at the annual meeting. A majority of the Board constitutes a
quorum for conducting Board business.
Section 5 – A majority of the board members shall constitute a quorum of the board.
Section 6 - Board members are expected to maintain consistent attendance at all regular
board meetings and such other special board meetings-as may be called from time to time. In
no event, however, will a board member be absent from four or more regular board meetings
with in one year period or absent from two successive regular board meetings with out
acceptable reason. In either case, such absence shall be cause for removal from the board.
Article V - Fees And Dues
Section 1 - The fees and dues of the Club shall be the initial admission fee, annual dues, meal
charges and such special assessments as may be approved by the Board. All charges are due
for payment within thirty days of being billed. Senior Active-Excused members will be billed
for all other member dues and assessments unless specifically excused by the Board for
compelling individual reasons.
Section 2 - All dues, fees and meal charges shall be established by the Board. Dues shall
include a per capita share of payments due Rotary International and the District as well as
funds required for the Club.
Section 3 - Dues for new members shall be prorated by the Treasurer based on the months
remaining in the fiscal year when the member is admitted. Dues, fees and meal charges of
resigning members will be prorated to the date of their written request for resignation and
should be paid before resignation is approved. Persons whose membership is terminated for
cause shall not be entitled to any rebate of dues or fees paid. In the case of uncollectible
payments, the Board has the option to pursue legal avenues of collection or reduce or write-
off such debts when such course is in the best interest of the Club.
Section 4 - The Board is authorized to establish special assessments or fees for fund raising
purposes or for other urgent needs, which in the Board's opinion must be addressed by such
means.
Article VI - Method Of Voting
The business of the club shall be transacted by voice vote, except for contested elections of
officers or directors, or other exceptional situations, in which case a secret ballot shall be
used. Except as specifically prescribed by the Constitution, all decisions decided by voting will
be determined by a simple majority of eligible voters present.
Article VII - Committees
Section 1 –
a) Club Services Committee
Community Service Committee
Vocational Service Committee
International Service Committee
b) - 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, such committee shall not take action until a report has
been made to the board and approved by the board.
c) – The president may appoint one or more committees dealing with various aspects of youth
activities, which, depending on their respective responsibilities, under any, or all, of the
vocational service, community service, or international service committees. Where feasible and
practical in the appointment of such committees, there should be provision for continuity of
membership, either by appointing one or more members for a second term or by appointing
one or more members to a two-year term.
Section 2 – Club Service Committee.
a) – The chairman of the club service committee shall be responsible for the club service
activities and shall supervise and coordinate the work of all committees appointed on
particular phase of club service.
b) – The club service committee shall consist of the chairman of the club service committee
and the chairman of all committees appointed on particular phases of club service.
c) – The president shall, subject to approval of the board, appoint the following committees
on particular phases of club services:
Attendance committee
Club bulletin committee
Fellowship committee
Magazine committee
Membership Committee
Program committee
Public relations committee
Appoint minimum of one member each year to the following committees:
Classifications committee
Rotary information committee
d) – The president shall appoint the president-elect to oversee and coordinate the work of the
classification, membership, membership development, and Rotary information committees.
e) – Where feasible and practical in the appointment of club committees, there should be
provision for continuity of membership, either by appointing one or more members for a
second term or by appointing one or more members to a two-year term.
Section 3 – Community Service Committee
a) The chairman of the community service committee shall be responsible for all
community service activities and shall supervise and coordinate the work of all committees
appointed on practical phases of community service.
b) The community service committee shall consist of the chairman of the committee
service committee and the chairman of all communities appointed on particular phases of
community service.
c) The president shall, subject to approval of the board, appoint the following phases of
committee service:
Human development committee
Community development committee
Environmental Protection committee
Partners in service committee
Article VIII - Duties of the Committees
Section 1 – Club Service Committee. - 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 club service. The chairman of the club service committee shall be
responsible for regular meetings of the committee and shall report to the board an all club
service activities.
a) 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.
b) Classification 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 ot filled and unfilled classification, applying the classification principle; shall
review, where necessary, existing classifications represented in the club; and shall counsel
with the board on classification problems.
c) 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 high-lights of the previous meeting, promote fellowship,
contribute to rotary education of all members, and report news of the club, of its member,
and of the world wide Rotary program.
d) 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.
e) Magazine Committee. - This committee shall stimulate reader interest in THE
ROTARIAN; sponsor a magazine month; arrange for a brief monthly reviews of the magazine
on regular club programs; encourage the use in the induction of new member; 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.
f) 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.
g) Membership Development and Retention Committee –This committee is responsible for
activities to increase club membership and orient new members to the procedures and
responsibilities of Rotary membership. The Director should establish a Membership
Development Committee to assist in developing and implementing programs to attract
appropriate, new members to the Club. The committee will develop and administer a
mentoring program to ensure that each new member is actively introduced to the fellowship
of the club and becomes an active participant in club service activities. This committee shall
oversee the orientation and mentoring programs for new members.
h) Program Committee – This committee shall prepare and arrange the programs for the
regular and special meetings of the club.
i) 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 and it events.
j) Rotary Information Committee – This committee shall inform prospective members
about the privileges and responsibilities of Rotary club membership; keep member informed
about the history, object, and activities of Rotary at all levels.
k) Nominating Committee - The Nominating Committee shall consist of two past
Presidents and the President-Elect. The President-Elect shall serve as Chairperson. The
committee is responsible for nominating officers and directors for the forthcoming year.
l) Paul Harris Committee – This committee shall meet to propose nominations and select
the recipient/s for the clubs yearly Paul Harris Fellow Award/s. The committee shall meet and
report to the board the recipient/s prior to the February board meeting. The committee shall,
with board approval, make arrangements for delivery from R.I. prior to installation Dinner..
Section 2 - Community Service Committee – This committee 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. The chairman of this committee shall be responsible for the
community service activities for the club and shall supervise and coordinate the work of any
committee that may be appointed on particular phases of community service.
a) Human Development Committee – This committee shall devise and carry into effect
plans which will guide and assist he 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.
b) 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.
c) Environment Development 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.
d) 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 cooperation with them in service.
Section 3 – Vocational Service Committee - This committee shall devise and carry into effect
plans which will guide and assist the member of this club in discharging their responsibilities in
their vocational relationships and in improving the general standards of practice in their
respective vocations. The chairman of this committee 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 on particular phases of vocational service.
Section 4 – International Service Committee – 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. The chairman of this committee
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 on particular phases of
international service.
Article VIII - Leave Of Absence
Section 1 - Upon written application to the Board, leave of absence may be granted for a
specified period of time if there is good reason. Approved LOA excuses the member from
attending meetings or being billed for same. Unless specifically approved by the Board, a
member on LOA must continue to pay all other dues and fees of membership.
Section 2 - As provided for in the Constitution, Article VII, Section 3b, qualifying Senior Active
Members may be granted "Excused" status. Such Senior Active - Excused members shall be
billed for all dues and fees paid by other members but will not be automatically billed for
luncheons charges, instead will pay such charges at the door on occasions when they attend.
Section 3 - Except as provided in the Constitution (Art. VII, Section 3), members on Leave-of-
Absence and Senior Active - Excused members will not be included in reporting attendance to
Rotary International.
Article IX - Finances
Section 1 - The Treasurer shall deposit all funds of the club in a financial institution approved
by the Board.
Section 2 - All bills shall be paid by checks signed by the Treasurer. In the Treasurer's
absence, President may sign checks.
Section 3 - The fiscal year of the club shall extend from July 1st to June 30th. Member dues
and fees are to be collected on a schedule approved by the Board. Fees and assessments by
Rotary International and/or the District shall be paid as prescribed.
Section 4 - At the beginning of each fiscal year, the Board shall approve a budget of
anticipated revenue and expense.
Article X - Method Of Electing Members (For All Kinds Of Membership)
Section 1 - The name of a prospective member, proposed by any active member on a form
provided by the Secretary, shall be submitted to the Board for First Approval. First Approval
authorizes the Membership, Information and Classification Committee to review the
qualifications of the candidate to become a Rotarian and make a determination of proposed
classification. Until Second Approval, the proposal shall be kept confidential except as
necessary to secure information needed to process the application.
Section 2 - Within thirty days after First Approval, the Membership, Information and
Classification Committee shall return the proposal back to the Board with a recommendation
to proceed or terminate the application. If the recommendation is to proceed, a proposed
classification will be submitted. When the Board is satisfied that the applicant meets all
standards for membership and concurs with the recommended classification, Second Approval
is granted.
Section 3 - Following Second Approval, the Secretary will notify the proposer that the
applicant can be informed that his/her candidacy for membership is going forward.
The proposer will set up a meeting with the candidate and one or more representative of the
Membership, Information and Classification Committee to ensure that the proposed member
understands Rotary objectives, attendance requirements, and service obligations. On a form
provided by the Secretary, the applicant acknowledges and agrees to the current schedule of
dues and fees and gives permission that his/her name be posted in the Club's bulletin as a
prospective member. The Secretary will see that such posting is included in the next bulletin to
be published. The posting will include the candidate's name together with information
concerning occupation and position, residence, and other pertinent information, including the
name of the proposer.
Section 4 - Within ten days after posting, any member may file a written objection to the
Board, stating the reasons for objecting to membership for the posted candidate. If such a
written objection is received, the Board will consider the objection at its next regular meeting
and will decide, by secret ballot, whether to approve or disapprove membership. If no written
objection is received, the applicant will be considered duly elected.
Section 5 - The Secretary will notify the proposer of the Board's action, and the proposer will
notify the applicant. If approved for membership, the Secretary will furnish the appropriate
membership form to be completed, and the Treasurer will issue an invoice for dues and fees
to be paid.
Section 6 - Upon completion of the membership form and payment of dues and fees, the
President will induct the new member into the club.
Section 7 - The Membership Development Committee, with active support of the new
member's proposer, will be responsible for orientation of the new member to the Club,
including meeting other members, participating in club activities, joining a service committee,
and fulfilling attendance requirements.
Section 8 - Honorary Membership may be approved by the Board in accordance with the
Constitution and is limited to one year's duration from July 1 to June 30. The Board may
renew such honorary memberships indefinitely, but must do so each year.
Article XI - Resolutions
No resolution or motion to commit the Club on any matter shall be considered by the Club
until it has been approved by the Board. Such resolutions or motions, if offered at a Club
meeting, shall be referred to the Board without discussion.
Article XII - Club Obligations And Commitments
Section 1 - No member of the Club may obligate or commit the Club to any project, activity, or
endeavor without explicit prior approval by the Board.
Section 2 - No member of the Club shall use the name of the Club or of Rotary in any public or
private promotion, advertisement, solicitation, or any other way other than directly related to
approved Rotary or Club endeavors. This restriction does not apply to listing Club
membership, offices held, or awards as part of a legitimate curriculum vitae.
Article XIII – Order of Business
Section 1 - Order of Business. The normal order of business at regular Club meetings will be:
Flag salute or song
Invocation
Service of meal
Introduction of guests and visiting Rotarians
Fines and Happy Dollars
Announcements
Program
Gift presentation
50-50 Drawing
Adjournment
Section 2 - Participation of Members. Members are expected to arrive at all Club meetings on-
time and in appropriate attire, including the wearing of a Rotary pin. Members are encouraged
to socialize with guests and visiting Rotarians. Member hosts will aid guests in signing in and
paying meal fees. Members are expected to remain for the entire meeting. Members who must
leave early are expected to make appropriate excuses to the Sergeant-at-Arms and pay a fine.
Article XIV - Club Constitution
The Constitution of the Rotary Club of Dunellen /Green Brook is mandated by Rotary
International. The Club Constitution may only be amended by Rotary International upon
action by the Council on Legislation. The By-Laws of this club are intended to supplement the
Constitution. Whenever, there is a conflict between the By-Laws and the Constitution, the
Constitution shall prevail.
Article XV - Interpretations
Any question about the meaning or interpretation of any provision of these By-Laws shall be
resolved by adherence to the club's Constitution and (secondarily) the Manual of Procedure
published by Rotary International, and in all other instances by a determination by the Board.
Article XVI - Amendments
These by-laws may be amended at any regular Club meeting, a quorum being present, by a
two-thirds vote of members present, provided that notice of such proposed amendments shall
have been mailed to every member at least ten days before such meeting. No amendment or
addition to these by-laws can be made which is not in harmony with the Club Constitution and
with the Constitution and by-laws of Rotary International.