BYLAWS of the ROTARY CLUB OF GREATER HUNTSVILLE (RCGH)

June 4, 2014

CLUB NUMBER: 27352 ROTARY DISTRICT: 6860

Contents

Article 1 Definitions

Article 2 Board of Directors

Article 3 Election of Officers and Directors

Article 4 Duties of Officers and Directors

Article 5 Meetings

Article 6 Fee and Dues

Article 7 Method of Voting

Article 8 Avenues of Service and their Effect on Club Programs

Article 9 Committees

Article 10 Club Finances

Article 11 Admission of Members

Article 12 Member Leave of Absence

Article 13 Termination of Members

Article 14 Resolutions

Article 15 Amendments

Article 16 Club Calendar

Article 1 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 is the Board, Board which consists of the club’s officers, as well as the

directors for specific service activities. All must be active members in good standing in both

attendance and finances. Members on a leave of absence and honorary members cannot serve on the

Board.

The officers of the club include the president, immediate past president, president-elect, presidentelect-

nominee, treasurer, and secretary. These officers constitute the Executive Committee.

The Board also includes seven (7), Directors, including:

Director for Club Service

Director for Vocational Service

Director for Community Service

Director for International Service

Director for Youth Service

Director for Public Relations and Communications

Director for Fund Raising

These thirteen (13) members constitute the voting members of the Board, each with one vote.

Board

At the discretion of the Board, additional directors can be elected to perform duties as defined by the

President to accomplish Club, District, or Rotary International projects/programs.

The six (6) members of the Executive Committee should have served on the Board in two previous

fiscal years such as to provide Board experience, knowledge of the interworking of the RCGH in order

to be a position to best advise the Club President on any and all matters.

Each Director will have a minimum of one (1) Assistant Director. Assistant Directors shall be

considered non-voting members of the Board in all matters and will not be counted in determining a

quorum of the Board, unless they are representing and have the authority to act and vote in the

absence of their director during the meeting.

The Board is presented graphically below in Figure 1:

Figure 1 Rotary Club of Greater Huntsville Board and Standing Committees

Article 3 Election of Officers and Directors

Section 1 – Nominations: The President will appoint a Leadership Nominations Committee no later

than the August board meeting consisting of the Club’s President-Elect, the President-Elect Nominee,

and three Past Presidents of their choosing. Under the direction of the President–Elect, the Leadership

Nominations Committee will develop a list of nominations for the Board for the following Rotary fiscal

year, to include the future Executive Committee and future Directors and their assistant directors.

The nominee list will be presented to the Board for approval not later than October 31st. Upon Board

approval, the Club President shall formally present this list of nominations to the general membership

at a regular weekly meeting one month prior to the meeting for election of the Board of Directors for

the upcoming fiscal year. 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 held in December. The ballot list shall

also be distributed to the general membership by electronic means on the Club’s website and in the

next club weekly bulletin.

The President shall ask the membership for additional written nominations for the prospective

Officers, Directors and Assistant Directors. Should any nominations be forthcoming from the general

membership, such nomination(s) shall be added to the ballot and presented to the general

membership for a vote at the annual meeting on the second Wednesday in December of the current

fiscal year.

Section 2 – Elections: The vote of the membership will be by voice vote by those members attending

the annual meeting. Only active members in good standing may vote. The candidates receiving a

majority of votes for each elected position shall be declared elected. This group of leaders will be

referred to as Board-Elect. These elected Officers, Directors and Assistant Directors assume office on

the first day of July of the next Rotary year.

Section 3 – Board Vacancies: All vacancies within the current Board will be filled as soon as possible by

majority vote of the remaining members of the Board.

Section 4 – Board-Elect Vacancies: Any vacancy in that elected Board for the following fiscal year shall

be filled as soon as possible by a majority vote of the remaining members of the Board-elect.

Section 5 – Terms of Office: Elected officers and directors will serve for one-year in their elected

office. The maximum term of service by any individual in a specific office is three-successive years..

Such a person would be eligible in any other position, if elected to that position. An exception can be

approved by the general membership at the club’s annual meeting.

Article 4 Duties of Officers and Directors

Section 1 – President: The President shall preside at club and Board meetings. The President will

represent the membership at District and Rotary International meetings, and perform other duties as

ordinarily pertain to the office of President.

Section 2 – Immediate Past President: The Immediate Past President will perform such duties as may

be prescribed by the President and the Board. The Immediate Past President will also be nominated by

the Board for the position as the President of the Greater Huntsville Rotary Foundation (the charitable

arm of the RCGH), and if elected preside over the Foundation Board, and manage the distribution of

funds from the Foundation to approved charities and charitable activities.

Section 3 – President-Elect: The President-Elect’s primary responsibilities are to prepare for their year

as the club’s president, including attending Rotary International Convention and District 6860

sponsored training seminars (PETS, etc.). They will perform such other duties as may be prescribed by

the President and the Board. They will serve as the Chairs of the Leadership Development Committee,

the Leadership Nominations Committee, and the Membership Committee.

The President-Elect will preside at meetings of the Club and the Board in the absence of the President,

and to perform other duties as ordinarily pertaining to the office of President-Elect.

The President-Elect shall conduct planning meetings with the incoming Board members prior to the

start of their year in office to outline goals and objectives. The President-Elect, in coordination with

the Treasurer, will develop a budget for their Rotary Year as president.

Section 4 – President-Elect -Nominee: It shall be the duty of the President-Elect -Nominee to preside

at meetings of the club and the Board in the absence of both the president and the president-elect,

and to perform other duties as designated by the President. The President-Elect-Nominee will also

act as Chair of the club’s Foundation Committee.

Section 4 – Secretary: The secretary will:

  1. Operate in accordance with RI Secretary’s Guide, including accomplishing the “Best Practices”

identified within that guide.

  1. Attend all Board meetings and record and publish the meetings’ minutes.
  2. Send out notices of club, Board, and committee meetings, and to record and preserve the

minutes of such meetings.

  1. Keep membership and participation/attendance records.
  2. Serve as the Chair of the Administrative Committee.
  3. Prepare, safely maintain, and archive hardcopies of Club official records, including

administrative and membership records, attendance at meetings and Rotary sponsored or

approved activities. Records are to be maintained in individual subject folders, with electronic

copies of said records on an electronic device, with monthly backups being stored at a

secondary secured location.

  1. Maintain records required for potential audits by the Federal IRS and/or Alabama Department

of Revenue.

  1. Submit reports as required to RI, including the semiannual reports of membership on 1 January

and 1 July of each year, which shall include per capita dues for all members and prorated dues

for active members who have been elected to membership in the club since the start of the July

or January semiannual reporting period.

  1. Report changes in membership, and provide the monthly attendance reports, which shall be

made to the district governor within 15 days of the last meeting of the month.

  1. Perform other duties as usually pertain to the office of secretary.
  2. Upon retirement from office, the Secretary shall turn over to the incoming Secretary or to the

President all electronic and hard copy files and any other Club property in their possession.

Section 5 – Treasurer: The Treasurer will oversee, account for, and be responsible for all of the club’s

financial resources, and serve as the Chair of the Finance Committee, The treasurer will:

  1. Operate in accordance with RI Treasurer’s Guide, including accomplishing the “Best Practices”

identified within that guide.

  1. Provide financial report updates to the Board during the monthly meetings, and they will

include an Income and Expense Report, and a Balance Sheet.

  1. Participate in and support an annual review of all financial records by the Financial Review

Committee, in accounting for said funds, and at any other time as requested by the Board,

  1. Perform other duties as pertains to the office of Treasurer.
  2. Maintain the club’s operating funds separately from the Global Grant accounts.
  3. 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 their possession.

Section 6 Duties of Directors

  1. Participate in all official club Board Meetings, scheduled or special.
  2. Organize their committees and accomplish their committee action plan.
  3. Perform other additional duties as assigned.

Article 5 Meetings

Section 1 – Annual Meeting: The annual meeting of the Club shall be no later than the third

Wednesday in December of the current Rotary year, at which time election of Officers and Directors to

serve for the next Rotary year shall take place.

Section 2 – Weekly Meetings: The regular weekly meetings of this Club shall be held on Wednesdays

at noon. A minimum of forty-eight meetings will be scheduled by the President during the Rotary year.

Due notice of changes or cancellation of a regular meeting shall be given to all members of the Club by

email, the Club bulletin, and verbal announcements at Club meetings.

Section 3 – Board Meetings: Board meetings are held each month in accordance with the schedule

established by the President. The President may reschedule meetings due to scheduling conflicts by

giving due notice to Board members of at least three (3) days in advance of the rescheduled meeting.

Special meetings of the Board may be called with reasonable notice by the president or upon the request

by two members of the board.

Although the preferred method is for Board meetings to be face-to-face events, they can be conducted

electronically and participation by board members may be via remote connections (i.e. electronic

communications, telecon, or video-teleconference).

Routine Board business may be conducted electronically, with votes and decisions being captured and

recognized in the minutes of the following Board meeting.

A Board meeting Quorum is established when 51% or more of the elected board members are present

(physically and electronically).

Section 4 – Other Meetings for Club Members and Guests: Occasionally other club sponsored or club

approved meetings will be announced and conducted that are in addition to the regular weekly

meetings. They will be announced at least two-weeks in advance of their scheduled date, both during

regular meetings, by club newsletter, and by email. Examples include evening socials, or weekend

Rotary Club of Greater Huntsville Bylaws – June 4, 2014

Page 6 of 14

gatherings. They may or may not be hosted events. They will qualify as a makeup and participation in

other Rotary events.

Section 5 – Member Attendance and Participation: The club’s goal is for all members to participate in

48 or more Rotary events per Rotary year. Members (except honorary or leave of absence category

members) are expected to attend or make up, in person or electronically, at least fifty percent (50%) of

the Club’s regular scheduled meetings or engage in club projects and other events or activities for at

least twelve hours during each half of the Rotary year. Members (except Honorary members) must

attend a minimum of thirty percent (30%) of the Club’s weekly meetings to be considered as a Member

In Good Standing. Members must report their makeup attendance to the club secretary.

Section 6 – Rule of 85: An active member may elect to have their absences excused if the aggregate of

the member’s age and years of membership in Rotary is 85 years or more. The active member must

notify the Club Secretary in writing of their desire to participate in the Rule of 85, and the Board must

approve their request. This excused absence will then not count against the Club’s attendance

percentage for any Club meeting.

Section 7 – Quorum of General Membership: Fifty-one percent (51%) of the club’s total active

membership shall constitute a quorum at any scheduled meetings of the Club. A quorum must be

established prior to a vote to change these bylaws or the club’s constitution.

Article 6 Fees and Dues

Section 1 – Member Admission Fee: The admission fee shall be established annually by the Board at

the first meeting of the new fiscal year, and must be paid before the applicant can qualify as a new

member and be inducted. Former Rotarians of this club, who were members in good standing at the

time of their departure, are eligible to join this club without paying a new admission fee.

Section 2 – Membership Dues: Membership dues consist of RI per capita dues, RI subscription fees to

The Rotarian, District per capita dues, club annual dues, and any other Board approved dues

components or assessments.

They shall be established annually upon approval of the incoming President’s Budget, and approved by

the Board-Elect prior to the first meeting of the new Rotary year.

Membership dues accrue and are not prorated should a written resignation be submitted by a member

to any officer of the club once a quarter has begun. Dues obligations cease only after a club officer has

received a written resignation from a member, and then that obligation ends at the end of the quarter

the written resignation is received. Member invoices must be paid not later than the last calendar day

of the month the invoice was issued; Late receipts of payments will result in the member’s account

being subject to a monthly late fee until said statement or further statements are paid in full.

Members who resign are obligated to pay a $150 administrative fee.

Membership in a Rotary club is a privilege, and membership is a personal relationship between the

member and the club. The member is personally responsible for their dues payments, even if their

dues payments are made by or they are reimbursed by their place of employment.

Article 7 Method of Voting

The business of this Club during official club assemblies shall be transacted by voice vote, electronic

response, or show of hands, except for the election of officers and directors, which is conducted by

ballot. The Board may provide a ballot for a vote on a specific resolution.

Article 8 Avenues of Service and their Effect on Club Programs

Section 1 – The Avenues of Service are the framework for the work of the RCGH and through each

Avenue the projects/programs of the Club are accomplished. The RCGH shall be active in each of the

Avenues of Service. Each Avenue of Service shall be led by an elected Director who shall coordinate

and lead all projects/programs within their Avenue of Service. Each Director will have an elected

Assistant Director for continuity and leader development.

Section 2 – The Five Avenues of Service are:

Club Service – Club Service encompasses those activities and communications necessary for the

Club to function successfully, including coordination with contractor representatives for weekly

luncheon meetings and special events. Examples of project/programs include coordination and

administration of the Pod system whereby support to the regular weekly meeting process is

performed, including pre-meeting setup activities, registration of guests and visitors, official

greeters, Pledge of Allegiance and Invocation, suggested programs and keynote speakers

coordination, etc. Pod leaders organize their pod members to accomplish all of these weekly

tasks.

Vocational Service – Vocational Service encompasses those activities which enable members to

serve others through their professions. Examples of projects/programs include promoting

closer networking within the general membership through roundtable discussions, vocational

minute presentations by members during meetings, and participating in such activities as

providing judges for the Better Business Bureau Torch Awards, providing judges for the

Alabama State Science and Engineering Fair, mentoring Rotoract members, etc.

Community Service – Community Service encompasses activities that improve the quality of life

in our community, locally and regionally. Examples of projects include the Club’s Rotary

Education Assistance Program (REAP) program, Rotary Child Assistance Program (RCAP),

tutoring in reading and/or math, Habitat for Humanity house builds, CASA wheelchair ramp

construction and home winterization projects.

International Service – International Service encompasses activities that expand Rotary’s

humanitarian and peace-promotional activities around the world. Examples of projects include

Polio Virus Inoculation (“Polio Plus”), acquiring and executing District and Global grants for

projects within the USA or abroad, encouraging participation in RI’s Ambassadorial

Scholarships, supporting and participating in Rotary International Vocational Training Teams,

etc. This avenue of service also includes promoting the value of donations to any of Rotary

International’s foundation programs, including the Annual Fund, the Permanent Fund, Polio

Plus, and other programs as they evolve.

Youth Service – Youth Service encompasses activities which provide guidance to Rotary youth organizations. Examples of projects include sponsorship and participation in Rotary Youth

Leadership Award (RYLA) events, and participation and mentoring with members of local

Rotaract and Interact Clubs.

Section 3 – The directors for the various Avenues of Service activities, with board concurrence, may

eliminate any of the above-named example projects and/or adopt new projects upon the approval of

the Board.

Article 9 Committees

Section 1 — Club committees coordinate their efforts in order to achieve the club’s annual and long range goals.

  • Club Administration
  • Membership
  • Finance
  • Public Relations and Communications
  • Vocational Service Projects
  • Community Service Projects
  • International Service Projects
  • Youth Service Projects
  • Fundraising

Section 2 — Additional committees may be appointed as needed.

Section 3 — The president shall be ex officio a member of all committees and, as such, shall have all the

privileges of membership.

Section 4 — Each committee is encouraged to be innovative and demonstrate initiative in planning

service projects. However, except where special authority is given by the Board, such Avenues of

Service shall not undertake projects/programs until a report providing a need analysis, risk

management assessment, detailed project plan of action specifics, and resource requirements has

been presented to and approved by the Board. The president or the Board shall refer additional

business to a specific committee as needed.

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.

Section 6 — Committee Charters, Goals, and Objectives.

The duties of all committees shall be established and reviewed by the President-Elect for the

upcoming year. In declaring the duties of each, the President-Elect shall reference appropriate RI

materials and the Avenues of Service requirements when developing plans for the upcoming year.

Each committee shall have a specific mandate, clearly defined goals, and action plans established

by the beginning of each new Rotary year for implementation during the course of the upcoming

Rotary year.

The President-Elect will provide the necessary leadership and make recommendations for Club

committees, mandates, goals, and plans for presentation to the Board before the beginning of the new Rotary year.

Section 7 — Standing committees shall be appointed as follows:

Membership Committee

This committee shall develop and implement a comprehensive plan for the attraction,

orientation, induction, mentorship, development, and retention of new members. The

President-Elect shall serve as Chair of the Membership Committee.

Finance Committee

This committee shall guide and assist in the smooth financial operation of the Club. The Club

Treasurer shall serve as the Chair of the Finance Committee and shall prepare and present

standard accounting and summary reports to the Board monthly on all financial activities. The

committee will participate in an accounting review conducted each June, or otherwise as

required, of all financial records by a committee established by the President for that purpose.

Administration Committee

This committee shall conduct activities associated with effectively documenting membership

information and Club business as outlined in Article 4 Section 4 of these bylaws. The committee

will track individual member status towards earning their Paul Harris recognition, and other

awards. The Club Secretary shall serve as the Chair of the Administration Committee.

Fund Raising Committee

This committee shall guide and assist Club members in matters related to the Club’s fund

raising activities. This committee will formulate a Plan of Action to accomplish the fund raising,

to include a proposed budget of income and expenses. The Director for Fundraising will Chair

the Fund Raising Committee, and shall report to the Board monthly about all fund raising

activities. In the conduct of their planning and performance of activities, subcommittees may

be established to accomplish the enabling details of events.

 Leadership Nominations Committee

This committee shall direct the nomination and election of Officers, directors and assistant

directors as set forth in Article 3 Section 1 of these bylaws. The President-Elect shall be the

Chair of the Leadership Nominations Committee.

Foundation Relations

The committee will coordinate the Club’s Paul Harris Fellow presentations including acquiring

PHF certificates, pins, and medals, A sub-committee may be formed each year to organize our

club’s annual Founders’ Day Celebrations. The President-Elect-Nominee shall be the Chair of

the Leadership Nominations Committee.

Rotary Clock Circle Committee

The Rotary Clock Circle Committee organizes the continuous maintenance and sustainment of

the Rotary Clock Circle located in downtown Huntsville adjacent to the Huntsville/Madison

County Library. The RCGH developed the concept and construction plans, obtained City Council

agreement, raised the funds, constructed, and presented the Rotary Clock Circle to the City of

Huntsville in 1997. The agreement with the city was for the club to continue its sustainment of

the Clock Circle. This committee operates under the supervision of the Director for Community Service.

Public Relations and Communications Committee.

This committee creates a synchronized public relations and communications outreach plan to

create a favorable image of Rotary in general, and the Rotary Club of Greater Huntsville in

particular. Communications activities include engaging with the media (broadcast and printed)

in person, via the Internet, and during public events. The committee prepares the weekly Club

bulletin, maintains and the Club website, and utilizes social media outlets, like Facebook,

Twitter, etc. The Director for Public Affairs and Communications leads and manages all

activities of this committee, and their subcommittees.

Additional ad hoc committees and sub-committees shall be appointed by the President as needed.

Each Chair shall be responsible for the activities of the committee, shall supervise and coordinate the

work of any sub-committees that may be appointed for particular phases of the committee’s service,

and shall report to the Board on all committee activities.

Article 10 Club Finances

Section 1 – Budget: Prior to the beginning of each Rotary year, the Club Treasurer in coordination with

the President-Elect shall prepare a balanced budget of estimated income and expenses for the

upcoming Rotary year. They will also develop a projected Balance Sheet for the beginning and end of

the new Rotary Year. The Board-Elect has approval authority for this budget and should do so prior to

the beginning of the new Rotary year. This Board-Elect approved budget shall stand as the financial

operating plan for the club during its year. The Board can approve additional revenue sources and

expenditures for Club operations if the situation is required.

Section 2 – Fund Deposits: The Club Treasurer shall deposit all Club funds in federally insured financial

institutions approved by the Board. Accounts will be established with two signatures of two club

officers, including the treasurer and the president of the club. Global Grant funds will be maintained in

a separate account from the club’s operating funds checking account. Surplus retained funds will be

maintained in appropriate financial instruments.

Section 3 – Fund Disbursements and Bill Payments: All Club expenses shall be paid by the Club

Treasurer or Assistant Treasurer after approval by the President or in their absence, the President-

Elect.

Section 4 – Accounting Review: The President will establish an ad hoc Financial Review Committee,

comprised of club members, one of which being experienced in such activities, which will conduct a

thorough review of all financial transactions and their supporting documentations. This review will be

conducted each year with the results being formally reported to the Board not later than the August

monthly Board meeting.

Section 5 – An annual financial statement of the club shall be provided to club members.

Section 6 – The club’s Fiscal Year is 1 July to 30 June, which is equal to the Rotary Year.

Article 11 Admission of Members

Section 1 – Proposing New Members: The name of a prospective member, proposed by an active

member of the Club, shall be submitted to the Membership Chairperson in writing, utilizing the current

New Member Nomination Form.. A transferring or former member of another Club may be proposed

to active membership by the former Club. The membership proposal shall be kept confidential except

as otherwise provided in this procedure (Article 11).

Section 2 – Membership Criteria: The Membership Review Committee (appointed by the president,

and chaired by the President-Elect) shall ensure that the prospective member meets all of the

classification and membership requirements of the standard Rotary International Club constitution.

The identities of the members of the Membership Review Committee will not be provided to the

general membership. If the Membership Review Committee approves the candidate, the proposal will

be forwarded to the Board for review and action.

Section 3 – Board Decision: The Board shall approve or disapprove the membership proposal within

thirty (30) days of its submission and shall notify the proposer, through the President-Elect, of its

decision.

Section 4 – Recommendation to Members: If the decision of the Board is favorable, the name of the

prospective member shall be provided to the Club membership.

Section 5 – Decision of Members: If no written objection to the membership proposal, with declared

reasons, is received by the Board from any member of the Club within seven (7) days following

publication of information about the prospective member, that person, upon payment of the member

fee, shall be considered to be elected to membership. If any such objection has been filed with the

Board, the Board shall vote on this matter at its next meeting. A majority vote of the Board is required.

If approved, the proposed member, upon payment of the member fee, shall be considered to be

elected to membership.

Section 6 – Orientation and Induction: The Orientation Coordinator shall coordinate with the

Membership Committee Chair and remain knowledgeable about those prospective members in the

queue, and arrange for the new member orientation and induction, and new member Rotary

literature. In addition, the Secretary will report the new member information to RI after their

induction. The President will designate the new member’s sponsor to assist with the new member’s

assimilation into the Club, as well as assign the new member to a specific Pod and to a Club committee,

project/program, or function.

Section 7 – Honorary Membership. The club may elect honorary members proposed by the Board.

Persons who have distinguished themselves by meritorious service in the furtherance of Rotary ideals

and those persons considered friends of Rotary for their continued support of Rotary’s cause may be

elected to honorary membership for a period of no longer than twelve months. Honorary

memberships shall be revalidated at the beginning of each succeeding Rotary year; the Board may

extend an honorary membership for an additional year. Honorary members shall be exempt from

payment of the member fee and quarterly dues, shall have no vote and shall not be eligible to hold any

office in the Club. Such members shall be entitled to attend all scheduled meetings and enjoy other

privileges of the Club on a “pay as you go” basis. Honorary members will be invoiced for their meals

after attending a meeting or other Rotary events.

Section 7 – Friends of Rotary.

This is a category created to encourage participation and support of Rotary ideals by key local

community and business leaders, and to elicit their voluntary support of the club’s community

support activities.

Friend of Rotary Members are selected and approved solely by Board action and there will be no

post-induction activity requirements. Membership is for one Rotary year and will be reviewed

annually for continuance. A Friend of Rotary Member shall not hold a classification, have no vote

on club matters, nor hold any club office.

A Friend of Rotary shall not be entitled to wear the Rotary lapel badge or any insignia containing

the Rotary wheel, or publicize in any way that they are a member of Rotary.

A Friend of Rotary may have the following financial obligations to the club:

Contribute $1,000 or more each year to the Rotary Club of Greater Huntsville Foundation.

Participate in or Sponsor the club’s annual charitable fund raising event.

Friends of Rotary, at the approval of the Board, may be recognized publicly from time to time via

the club’s website, or the club’s newsletter.

A Friend of Rotary relationship may be terminated upon Board approval of good cause. There will

be no appeal to such action.

A Friend of Rotary who expresses a wish to become an active member of the club, will follow the

club’s established procedures for qualification as a member.

Article 12 Member Leave of Absence (LOA)

Section 1 – General. Upon written application to the Board, setting forth good and sufficient cause, a

leave of absence may be granted, excusing a member from attending the meetings of the Club for no

longer than a total of twelve months. Leaves of absence shall automatically terminate at the end of

twelve calendar months. Leaves of Absences due to temporary medical conditions may be granted,

and may be extended beyond twelve calendar months based on approval of the board of directors.

Section 2 – LOA Category A. Members whose LOA reason is primarily a temporary issue of available

time to attend meetings and Rotary activities as a result of extended time away from the area for work

or family related issues can be approved for this category. Quarterly dues must be paid while on a

leave of absence.

Section 2 – LOA Category B. Members whose LOA reason is primarily a temporary issue of available

funds caused by the loss of a job or other economic-related issues that they are experiencing can be

approved for this category. Quarterly dues obligations are suspended but an annual administrative fee

of $125 must be paid at the time the LOA is approved.

Section 3- The LOA member or either category must be recorded as absent, however the absence is

not considered in determining the attendance percentage determined at each scheduled Club meeting.

Section 4 – The LOA member must pay the meal or similar fee at the time of attendance if they do

attend a club meeting or event.

Article 13 Termination of Members

Section 1 – Termination for Non-payment of Dues: Any member in arrears on the payment of their

invoice for more than 90 calendar days shall be notified in writing by the Secretary at the member’s

Rotary Club of Greater Huntsville Bylaws – June 4, 2014

Page 13 of 14

last known address. If the member does not pay their dues on or before ten (10) days of the date of

notification, membership will be terminated, unless the Board consents to such non-payment for good

cause, and the member obtains the board’s approval of their “get-well” plan. If the member then fails

to abide by their “get-well” plan, their membership will be immediately terminated.

Section 2 – Termination for Non-attendance: If a member fails to maintain the required 50% of

regular meetings or Rotary club sponsored activities during the Rotary fiscal year, with 30% of those

being at this Club, the member’s membership shall be subject to termination by a majority vote of the

Board, unless the Board consents to such nonattendance for good cause.

Section 3 – Other Causes: The Board may terminate the membership of any member who for any

good cause by a vote of at least two-thirds of the Board members, at a meeting called for that purpose.

The guiding principles for this determination shall be The Four-Way Test and the high ethical standards

that one should hold as a Rotarian. Prior to taking action, the member shall be notified by letter with

specifics as to the issues involved, and given at least ten (10) days’ written notice of such pending

action and an opportunity to submit a written answer to the Board.

Section 4 – Termination Notification and Member’s Right to Appeal:

The club’s Notice of Intent to Terminate will be signed by two officers of the club, and

transmitted by letter to the member’s last known address.

Within seven (7) days after the date of the notice, the member may give written notice to the

secretary of the intention to appeal to the Club membership.

The member shall have the right to submit their appeal in writing, or appear in person before

the Board to state their case as to why they should not be terminated.

If member does not submit an appeal, or if the board rejects their appeal, the Board will take

action to terminate the membership. The Secretary shall thereafter give written notice to the

member at their last known address.

In the event of an appeal, which is subsequently rejected by the Board, the member may elect

to present their case in person to the general membership. The member will have seven (7)

calendar days after receiving notification (telephonic, verbal, or written) of the Board’s

rejection of their appeal to notify the club president of their taking that option. The president

will thereafter set a date for the hearing of the appeal at a regular Club meeting, to be held not

later than within twenty-one (21) days after receipt of the member’s request to make their

appeal to the general membership.

At least five (5) days’ notice of the meeting and its special business shall be given to every

member of the club.

Only Club members shall be present when the appeal is heard. If an appeal is taken, the action

of the Club membership by majority vote of those attending shall be final and binding on all

parties.

If no appeal to the Club membership is taken, Board action shall be final.

Section 5 – The terminated member remains responsible for paying any outstanding dues,

assessments, or other financial obligations to the club.

Article 14 Resolutions

Any resolutions or motions to commit the club to any position or action shall first be reviewed and

approved by the Board. If resolutions or motions are first offered at a club meeting, they shall be sent to the Board without discussion.

Article 15 Amendments

An active member or members in good standing of the RCGH may propose amendments to these By-

Laws. Such proposed amendment(s) will be provided in writing to the Board in sufficient time for the

Board to review the proposed amendments, notify each active member of the proposed change, and

schedule a vote by the general membership. Notice to each active member will be made of any

proposed amendment to these By-Laws at least ten days prior to a vote to accept or reject the

proposed amendment(s). The vote will be taken at a regularly scheduled meeting of the Club if a

quorum (50% of the total Club membership) is determined to be present. Approval by two-thirds of

the members present then is required to accept the proposed amendment. No amendment or

addition to these bylaws can be made which is not in harmony with the standard Rotary International

Club constitution and the bylaws of RI. Changes to these bylaws must be consistent with the Standard

Rotary Club Constitution, the RI Constitution and Bylaws.

Article 16 Club Calendar

A club calendar of events will be prepared, published, and updated throughout the year by the

President. The President-Elect will propose and obtain Board-Elect approval of the calendar prior to

assuming their new offices at the beginning of the new Rotary Year. The Secretary will maintain and

publish changes to the general membership periodically as needed throughout the year. The calendar

will be posted to the club’s website and on the District DaCdb site.