The By-laws

of the Rotary Club of Masambong,

Quezon City, Philippines

Rotary International District 3780

Article IX - Leave of Absence 

Article X - Finances and Fiscal Policy 

Article XI - Method of Electing Members 

Article XII - Resolutions article11

Article XIII - Order of Business 

Article XIV - Amendments

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Article I

Election of Directors and Officers

Section 1 – 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, vice-president, secretary, treasurer, and five (5) members of the board of directors. The nominations may be presented by a nominating committee or by members from the floor, by either or by both as a club may determine. If it is determined to have a nominating committee, such committee shall be appointed as the club may determine. 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, vice-president/s, secretary, and treasurer receiving a majority of the votes shall be declared elected to their respective offices. The five (5) candidates for director receiving a majority of the votes shall be declared elected as directors. The president elected in such balloting shall serve as a member of the board as president-elect for the year commencing on the first 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 and directors, so elected, together with the charter president and/or immediate past president shall constitute the board of directors. Within one week after their decision, the board of directors-elect shall meet and elect some member of the club to act as sergeant-at-arms, and chronicler.

Section 3 – A vacancy in the board of directors or any office shall be filled by action of the remaining members of the board, if constituting a quorum.

Section 4 – 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, if constituting a quorum.

Section 5 – In case the Board of Directors or Board of Directors-elect do not constitute a quorum due to permanent vacancy by reason of death, permanent incapacity, resignation or termination, the members of the club shall hold a special election during a regular club meeting to fill up the vacant position/s.

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Article II 

Board of Directors

The governing body of this club shall be the board of directors consisting of initially of nine (9) members of this club, namely, five (5) directors elected in accordance with article I, section 1 of these bylaws, the president, vice-president, president-elect, secretary, treasurer, the charter president and/or the immediate past president. The membership of the board shall be increased correspondingly as the years go by to give room for the charter president and/or immediate past president or both to become members of the board, including additional vice-presidents as the need of the club arises and as the board may later on deem fit.

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Article III 

Duties of Officers

Section 1 – President. It shall be the duty of the president to preside at meeting of the club and board and to perform such other duties as ordinarily pertains 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.

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 to perform such other duties as ordinarily pertains to the office of vice-president, and/or as maybe directed by the board of directors.

In case there is more than one vice-president, the order of preference of the vice-presidents shall be based on their ranking in the election, and their title determined by the Board.

In the absence of the Vice-President, the secretary, treasurer or any other officer designated by the members shall be the presiding officer for the meeting, in that order.

Section 4 – 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 report to 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 members 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 within 15 days of the last meeting of the month, collect and remit to RI subscriptions to the PHILIPPINE ROTARY MAGAZINE, and 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.

Section 6 – 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.

Section 7 – Chronicler. It shall be the duty of chronicler to prepare and record the history of the club, and its major activities and programs, and its Club leaders for the period. The charter president, as long as he remains an active member of the club, shall serve as the club chronicler.

Article IV 

Meetings

Article IV - Meetings

Section 1 – Annual Meeting. An annual meeting of this club shall be held on the 15^th day of December in each year, but in no case later than 31 December, at which time the election of officers and directors to serve for the ensuing year shall take place.

Section 2 – The regular weekly meetings of this club shall be held every Tuesday at seven in the evening (7:00 p.m.).

Due notice of any changes in or canceling 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 VIII, section 2(b) 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 lest 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 VIII, section 1.

Section 3 – One-third of the membership shall constitute a quorum at the annual and regular meetings of this club.

Section 4 ­– Regular meetings of the board shall be held on the last Sunday of each month. 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, due notice having 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 ONE THOUSAND FIVE HUNDRED PESOS (PhP1,500.00) to be paid before the applicant can qualify as a member.

Section 2­ – The membership dues shall be FIVE THOUSAND PESOS (PhP5,000.00) per annum, payable semiannually on the first day of July and January.

Section 3­ – The subscription price of the PHILIPPINE ROTARY MAGAZINE Is PhP540.00 per annum, which the members shall pay separately at TWO HUNDRED SEVENTY PESOS (PhP270.00) per semester.

Article VI

Method of Voting

The business of this club shall be transacted by viva voce vote except the election of officers and directors, which shall be by ballot.

Article VII

Committees

Section 1 –

(a)   The president shall, subject to the approval of the board, appoint the following standing committees:

·   Membership committee

·   Service Projects committee

·   The Rotary Foundation committee

·   Public Relations committee

·   Club Administration committee

(b)   The club membership, service projects, The Rotary Foundation, public relations and club administration committees shall each consist of a chairman, who shall be named by the president from the membership of the board, and not less than two (2) other members.

(c)   The president shall be ex officio a member of all committees and, as such, shall have all the privileges of membership thereon.

(d)   Each committee shall transact such business as is delegated to it in the bylaws and such additional business 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 to the board and approved by the board.

(e)   The president may appoint, subject to the approval of the board, one or more committees or Ad Hoc Committees on particular phases of club membership, service projects, The Rotary Foundation, public relations and club administration, dealing with various aspects of their activities as deemed necessary, which, depending on their respective responsibilities, may be under any, or all, of the club membership, service projects, The Rotary Foundation, public relations and club administration committees.

(f)     Where feasible and practicable 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 – Membership Committee

(a)   The chairman for the membership committee shall be responsible for all membership activities and shall supervise and coordinate the work of all committees appointed on particular phases of membership related activities.

(b)   The membership committee shall consist of the chairman of the membership committee and the chairmen of all committees appointed on particular phases of membership. All charter members who remain active shall constitute the core of the membership committee and serve as chairmen of the committees on particular phases of membership related activities whenever feasible.

(c)   The president shall, subject to the approval of the board, appoint the following committees on particular phases of membership related activities:

·   Classification

·   Membership Eligibility

·   Membership Development

·   Rotary Information

(d)   The president shall appoint the president-elect or vice-president/s to oversee and coordinate the work of the classifications, membership, membership development, and Rotary information committees, and such other committees created by the board.

(e)   The classifications and Rotary information committees shall each other consist of three (3) members, one member of each committee to be appointed each year for a term of three (3) years. The first appointments made under this provision shall be as follows: one member for a term of one year; one member for a term of two (2) years; one member for a term of three (3) years.

Section 3 – Service Projects Committee

(a)   The chairman of the service projects committee shall be responsible for all service projects activities and shall supervise and coordinate the work of all committee appointed on particular phases of service projects activities.

(b)   The service projects committee shall consist of the chairman of the service projects committee and the chairmen of all committees appointed on particular phases of service projects activities.

(c)   The president, shall subject to the approval of the board, appoint the following committees on particular phases of service projects activities:

·   Community Development

·   Environmental Protection

·   Human Development

·   International Service

·   Partners in Service

·   Rotary Volunteers

·   Vocational Service

·   World Community Service

·   Youth

Article VIII 

Duties of Committees

Section 4 – 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. The chairman of the public relations committee shall be responsible for regular meetings of the committee and shall report to the board on all club public relations activities.

Section 5 – Club Administration 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 administration. The chairman of the club administration committee shall be responsible for regular meetings of the committee and shall report to the board on all club administration-related 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)   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.

(c)   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 on all clubs service activities.

(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 PHILIPPINE ROTARY MAGAZINE; 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. The magazine committee shall, wherever feasible, include the editor of the club publication.

(e)   Programs Committee. This committee shall prepare and arrange the programs for the regular and special meetings of the clubs.

Article IX

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.

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(Note:  Such leave of absence does operate to prevent a forfeiture of memberships; it does not operate to give the clubs credit for the member’s attendance. Unless the member attends at regular meeting of some other club, the excused member must be recorded as absent except that absence authorized under the provisions of article VIII, section 2(b) of the standard Rotary club constitution is not computed in the attendance record of the club)

Article X

Finances and Fiscal Policy

Section 1 – The treasurer shall deposit all funds of the club in some bank to be named by the board, pursuant to the resolution.

Section 2 – All bills shall be paid only by checks or other acceptable accounting procedure duly signed by the treasurer and the President or in his absence by the Vice-President or any other office designated in a resolution duly adopted by the Board of Directors, and upon vouchers signed by any two officers as authorized by the board.

Section 4 – Fiscal Year. The fiscal year of this club shall extend from 1 July to 30 June, and for the collection of member’s dues shall be divided into two (2) semiannual periods extending from 1 July to 31 December, and from 1 January to 30 June. The payment of per capita dues and magazine subscriptions to RI shall be made on 1 July and 1 January of each year on the basis of the membership of the club on those dates.

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(Note:  Magazine subscriptions for members joining during a semiannual period are payable upon invoice from the Secretariat.)

Section 5 – Budget. At the beginning of each 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 purpose unless otherwise ordered by action of the board.

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Article XI

Method of Electing Members

Section 1 – 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 maybe proposed to active membership by the former club. The proposal for the time being shall be kept confidential except as otherwise provided in this procedure.

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 its submission, and shall notify the proponent, through the club secretary, of its decision.

Section 4 – 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.

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 to be 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 proposed member, upon payment of the admission fee (if not honorary membership), shall be considered to be elected to be membership.

Section 6 – Following the election, 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 Rotary information committee shall provide appropriate literature for presentation at the induction and assign a member to assist in the assimilation of the new member.

Article XII

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 XIII

Order of Business

• Meeting called to order.

• Introduction of visiting Rotarians.

• Correspondence and announcements.

• Committee reports if any.

• Any unfinished business.

• Any new business.

• Address or other program features.

• Adjournment.

Article XIV

Amendments

      These bylaws may be amended at any regular meeting, a quorum being presented, by a two-thirds vote of all members present, provided that notice of such proposed amendments shall have been mailed to each member at least ten (10) days before such meeting. No amendments or addition to these bylaws can be made which is not in harmony with the club constitution and with the constitution and bylaws of RI.

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