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Bylaws of the Rotary Club of Kampala
Article 1 Definitions
Board: The Board of Directors of this Club
Directors: A member of this club's Board of Directors.
Member: A member, other than an Honorary member, of the Club
RI: Rotary International.
Year: The Twelve -month period that begins on 1 July.
Article 2 Board
The governing body of this club shall be the board consisting of not more than 10 members of the club elected in accordance with article 3 section 1, of these bylaws, and president, vice president, president elect (or president nominee, if no successor has been elected), secretary, treasury, and the immediate past president.
Article3 Election of Directors and Officers
Section 1:- The President shall be elected at least 18(eighteen) months prior to assumption of the office. The Board present not less than two names for the position of President of the Club members who will vote for. The candidate for President elected in such balloting shall be the president nominee and serve as a director for the year commencing on the first day of July next following election, and shall assume office as president on the first day of July immediately following that year. The president nominee shall take the title of President elect upon the election of a successor.
Section 2:The Secretary shall be nominated at least 6(six) months prior to assumption of the office using the same procedure for election of President. Club Director shall be identified at least5 six months prior to assumption of office.
Section 3: The Club President Elect shall propose names of candidates for the position of Club director, which will be presented to the Club Board for consideration and approval. Such Members as approved by the Board shall declare Club directors Elect and assume office as directors for the year commencing on the first day of July next following the Election. Club Directors Elect shall be proposed appointed at least 6(six) months in advance.
Section 4: The officers and directors, so elected, together with the immediate past president constitute the board.
Section 5 A vacancy in the board of any office shall be filled by action of the remaining directors.
Section 6 A vacancy in the position of ant officer -elect or director elect shall be filled by action of the remaining director-elect.
Article 4 Duties of Officers.
Section1-President.It shall be the duty of the president to preside at meetings of the club and the board to perform other duties as ordinarily pertain to the office of president.
Section 2-President Elect. It shall be the duty of the president -Elect to serve as a director and to perform such other duties as may be prescribed by the president or Board.
Section3-Vice President. It shall be the duty of the vice president to preside at meetings of the club and the board in the absence of the president and to perform other duties as ordinarily pertains to the office of the vice president.
Section 4 -Sectretary.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 by RI, including semiannual reports of membership on January and 1July of each year; and prorated reports on 1 October and 1April 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 subscription; and perform other duties as usually pertain to the office of the secretary.
Section 5-Treasurer.it shall be the duty of the treasurer to have custody of all funds, accounting for it to the club annually and at any time upon demand by the board, and to perform other duties as pertains to the office the Treasurer. Upon retirement from the 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 other duties as may be prescribed by the president or the board.
Article 5 Meetings
Section 1-Annual Meeting. An annual meeting of this club shall be held in the first week of December in each year, at which time the election of the officers to serve for the ensuing year shall take place
(Note: Article 5,section 2 of the standard Rotary club constitution provides that "An annual meeting for the election of officers shall be held not later than 31 December
")
Section 2-The regular weekly meeting of this club shall be held on Thursday at 1.00.
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, section 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, sections1 and 2.
Section 3-One -third of the membership shall constitute a quorum at the annual regular meetings of this club.
Section 4- regular meeting of the board shall be held on the First Tuesday of each month.
Special meetings of the board shall be called by the president, whenever deemed necessary, or upon the request of the two (2) directors, due notice having been given.
Section 5- A majority of the directors shall constitute a quorum of the board.
Article 6 Fees and Dues.
Section 1- The admission fee shall be $
.. t o be paid before the applicant can qualify as a member. (Should we introduce an admission fee?)
Section 2- The membership dues shall be $200 per annum, payable semiannually on the first day of July and of January, with the understanding that a portion of each semiannual payment shall be applied to each member's subscription to the RI official magazine and District dues.
Article 7 Method of Voting.
The business of this club shall be transacted by secret ballot board may determine that a specific resolution be considered by viva voce rather than a ballot.
(Note: Viva voce vote is defined as when club voting is conducted by vocal assent.
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 shall be active in each of the four Avenues of Service.
Article 9 Committees
Section 1. Club committees are charged with carrying out the annual and long-range goals of the club based on the four Avenues of Service. The presidents elect, president, and immediate past president should work together to ensure continuity of leadership and succession planning.
Section 2. Committee members shall be appointed to the same committee for three years to ensure consisitency. The board 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.
Section 3. Standing committees shall be appointed as follows.
Membership
This committee should develop and implement a comprehensive plan for the recruitment and retention of members.
Club Public Relations
This committee should develop and implement plans to provide the public with information about Rotary and to promote the club's service projects and activities.
Club Administration
This committee should conduct activities associated with the effective operation of the club.
Service Projects.
This committee should develop and implement educational, humanitarian and vocational projects that address the needs of the community and communities in other countries.
Rotary Foundation.
This committee should develop and implement plans to support the Rotary Foundation through both financial and program participation.
Additional ad hoc committee may be appointed as needed.
Section 4
The president shall be an ex officio a member of all committees and, as much shall have all the privileges of membership thereon.
Each committee shall transact its business as 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 committee shall not take action until a report has been made and approved by the board.
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
(Note: The above committee structure is in harmony with both the District Leadership Plan and the Club Leadership Plan. Clubs have the discretion to create any committees that are required to effectively meet its service and fellowship needs. A sample listing of such optional committees is found in The Club Committee Manual. A club may develop a different committee structure as needed).
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 vovational service, community service and international service avenues when developing plans for the year.
Each Committee shall have a specific mandate, clearly defined goals, 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 the 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 firth good and sufficient cause, leave of absence may be granted excusing a member from attending the meetings of the club for a specific length of time.
(Note: Such leave of absence does operate to prevent a forfeiture of membership; it does not operate to give the club credit for the member's attendance. Unless the member attends a regular meeting of some other club, the excused member must be recorded as absent except that absence authorized under the provision of articles 8,ection 3 and 4 of the Standard Rotary club constitution is not computed in the attendance record of the club).
Article 12 Finances
Section 1-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 o expenditures for these purpose, unless otherwise ordered by action of the board.
Section 2 - 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- All bills shall be paid by the treasurer or the authorized officer only when approved by two other officers or directors.
Section 4-A thorough review of all financial transactions by a qualified person shall be made once each year.
Section 5- 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 two (2) semiannual periods extending from 1 July to 31 December, and from 1 January to 30 June. The payment of district dues, 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 these dates.
Article 13 Method of Electing Members
Section 1- The name o of the 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 the former club. The proposal 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 standard Rotary 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, or its decision.
Section 4 -If the decision of the board id 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 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 laws, shall be considered to be elected to membership.
If any such objection has been filed with the board, it shall vote on the 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 membership
Section 6 - Following the Election, the president shall arrange for the new member's induction. Membership card, and a new member Rotary literature. In addition, the president or secretary will report the new member's assimilation to the club as well as assign the new member to a club project or function.
Section 7- The club may elect, in accordance with the standard Rotary club constitution, honorary members proposed by the board.
Article 14 Resolutions
The club shall not consider any resolution or motion to commit the club on any matter until the board has considered it. Such resolutions or motions, if offered at a club meeting, shall be referred to the board without admission.
Article 15 Order of Business.
Meeting called to order
Introduction of visitors
Correspondence, announcement and Rotary Information.
Committee report if any
Any unfinished business
Any new business
Address or other program features.
Adjournment
Article 16 Amendments
These by laws may be amended at any regular meeting, a quorum being present, by two-thirds vote of all members present, provided that notice of such proposed amendment 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 standard Rotary club constitution and with the constitution and bylaws of RI.
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