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The Rotary Club of White Plains is Club 5043, District 7230, Zone 32, Region USCB, Federal tax ID 13-6111471.

Mailing address: P.O. Box 1712, White Plains NY 10602.

Our "Foundation of the Rotary Club of White Plains" is tax exempt, New York State #219346, tax ID 13-6165380.

Website created August 2001.

The Rotary Club of White Plains was chartered October 1, 1919, charter number 540.
 
RCWP CONSTITUTION
POLICY ADDENDA BY BOARD

BY-LAWS OF THE ROTARY CLUB
OF WHITE PLAINS, NEW YORK

As Amended May 15, 2012

ARTICLE I
ELECTION OF DIRECTORS AND OFFICERS

Section 1. At the annual meeting of the club held on the first Tuesday in December, the presiding officer shall ask for nominations for president, president-elect, vice-president, secretary, treasurer and four new directors. A Nominating Committee shall be appointed each year by the president, consisting of five members, three of whom shall be past presidents. The Nominating Committee has the responsibility of making recommendations to the board of directors for the officers and new board members for the ensuing club year, commencing the following July 1. In formulating its recommendations, the nominating committee shall undertake a comprehensive review of the entire club membership. These recommendations shall be submitted to the board of directors prior to its October meeting, so that the Board may have sufficient time to deliberate prior to the annual meeting in December, at which the nominating committee shall present its nominations. Nominations from the membership at large may also be made at the annual meeting in December. If the total number of nominations is equal to the number of positions to be filled, the elections may proceed. If the total number of nominations is greater than the number of positions to be filled, the nominations shall be placed on a ballot in alphabetical order under each office. The annual meeting shall then be recessed and then reconvened one week later for the purpose of holding the election. The candidates for president, president-elect, vice-president, secretary and treasurer receiving a majority of the votes shall be declared elected to their respective offices. The candidates for the four directors' positions receiving the largest number of votes shall be declared director-elect. The terms of all elected officers and directors shall begin on the following July first; the terms of the officers shall be for one year; the terms of the directors shall be for three years.

Section 2. A vacancy in the board of directors or any office shall be filled by action of the board at any time during the year.

Section 3. Promptly after its election the Board may elect additional members who have served Rotary with unusual and special distinction.

ARTICLE II
BOARD OF DIRECTORS

Section 1. The governing body of this club shall be the board of directors, consisting of eighteen (18) members of this club, namely, twelve (12) directors and the president, vice-president, president-elect, secretary, treasurer and immediate past president, all elected in accordance with Article I, Section 1 of these bylaws, plus such members as may have been elected under the provision of Article I, Section 3.

ARTICLE III
DUTIES OF OFFICERS

Section 1. President. It shall be the duty of the president to preside at meetings of the club and board and to perform such other duties as ordinarily pertain to the office of president.

Section 2. President-elect. It shall be the duty of the president-elect to preside at meetings of the club and the board in the absence of the president and to perform such other duties as may be prescribed by the president and the board.

Section 3. Vice-President. It shall be the duty of the vice-president to serve as a member of board of directors of the club and to perform such other duties as may be prescribed by the president or the board.

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 board; record and preserve the minutes of board meetings; make the required reports to Rotary International, including the semiannual reports of membership on January 1st and July 1st each year; the monthly report of membership and attendance at the club meetings, which shall be made to the district governor immediately following the last meeting of the month; and perform such other duties as usually pertain to this office. The secretary shall be an ex officio member of the attendance committee and the membership committee.

Section 5. Treasurer. It shall be the duty of the treasurer to have custody of all funds, accounting for same to the board quarterly, and to perform such other duties as pertain to his/her office. Upon his/her retirement from office he/she shall turn over to his/her successor or to the president all funds, books of accounts or any other club property in his/her possession. The treasurer shall be an ex officio member of the finance committee.

ARTICLE IV
MEETINGS

Section 1. Annual Meeting. The annual meeting of this club shall be held on the first Tuesday of December each year 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 as follows: Tuesday, 12:15 P.M. 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 by the board of directors of this club for good cause) 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 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.

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 of directors shall be held monthly and at such other times and places to be determined by a quorum of the board. Special meetings of the board of directors shall be called by the president, whenever deemed necessary, or upon the request of two (2) members of the board, notice having been given to all Board members via email, fax or USPS at least three (3) days before such meeting.

Section 5. A majority of the board members shall constitute a quorum of the board.

ARTICLE V
FEES AND DUES

Section 1. An admission fee set by the board of directors shall be paid before an applicant can qualify as a member.

Section 2. The membership dues shall be payable in whole on the first day of July, or semiannually on the first day of July and of January, with the understanding that a portion shall be applied to each member's subscription to the official Rotary International magazine.

ARTICLE VI
METHOD OF VOTING

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

ARTICLE VII
COMMITTEES

Section 1. Standing Committees

(a) The President shall, subject to the approval of the Board, appoint Standing Committees through which the work of the Club is carried out. The Club’s Standing Committees are:
  • Membership
  • Public Relations
  • Club Administration
  • Service Projects
  • The Rotary Foundation
  • Strategic Planning
A Chairperson of each of these Standing Committees shall be appointed by the President and shall be responsible for monitoring the function of each of the subcommittees within his/her Standing Committee.

(b) Each Standing 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 to it by the Board, no Standing Committees shall take any action until a report has been submitted to and approved by the Board. The President shall be ex officio a member of all Standing Committees and, as such, shall have all the privileges of membership thereon.

(c) Following January 1 each year, the President, President-Elect, Vice-President and Chairperson of the six Standing Committees will confer to assign Club members to each of the Standing and Special Committees, for the Club year commencing the following July 1. There are no limits on the number of terms that any member may serve on any particular Committee, although the benefits of rotation and change of membership on individual Committees are to be kept in mind when establishing Committee rosters

(d) Each Standing Committee shall hold at least one meeting per year.

Section 2. Ad Hoc Committees

With the approval of the Board, the President may appoint, from time to time, Special Committees for time-limited studies and projects. A Special Committee will cease to exist once its study or project has been completed.

Section 3. Membership Committee

(a) The Membership Committee shall be responsible for membership recruitment, retention, education, mentoring, classification, pre-induction, induction, and membership assessment.

(b) The Membership Committee shall consider all proposals for membership. In assessing potential members, the Membership Committee shall investigate the character, business, social and community standing and general eligibility of all persons proposed for membership and shall report its recommendations to the Board.

(c) The Membership Committee is responsible for undertaking an annual classification survey, informing the Board of unfilled classifications, reviewing all proposed new members from the standpoint of classification, and designating the appropriate classification.

(d) The Membership Committee is responsible for ensuring that new members obtain a comprehensive briefing about Rotary International. This includes the history and objectives of Rotary International, our District and our Club, with emphasis on a member’s responsibilities. The Membership Committee shall also manage the induction ceremonies for new members.

Section 4. Public Relations Committee

(a) The Public Relations Committee shall be responsible for media relations, advertising and marketing, external relations, publicity for all events, and relations with web and social media.

(b) The Public Relations Committee is responsible for maximizing publicity about the Club in local media, including daily and weekly newspapers, radio stations and cable TV stations. The Public Relations Committee shall also keep the editors of the District newsletter informed about our Club's activities.

Section 5. Club Administration Committee

(a) The Club Administration Committee shall be responsible for managing the operations of the Club including weekly programs, attendance, weekly bulletins, finance, sergeant-at-arms, health & welfare, ethics, website, archives, and social activities.

Section 6. Service Projects Committee

(a) The Service Projects Committee shall be responsible for projects undertaken by the Club – vocational, educational, humanitarian, community, and international – and for RI programs such as RYLA, WCS, Rotaract, and Interact.

(b) The Service Projects Committee has the responsibility for developing, planning and managing the Club’s fundraising events.

Section 7. The Rotary Foundation Committee

The Rotary Foundation Committee of the Rotary Club of White Plains shall be responsible for supporting The Rotary Foundation (TRF) and its programs, including annual giving, permanent fund, PolioPlus, alumni giving, grants, EREY, Group Study Exchange, Rotary Peace Fellowships, and scholarships.

Section 8. Strategic Planning Committee

(a) The Strategic Planning Committee shall be responsible for creating a vision for the Club, and for establishing goals set forth in a written strategic plan that can be regularly measured and adjusted. The Strategic Planning Committee shall also be responsible for conducting a process annually to review the Club's Strategic Plan and proposing revisions to the Strategic Plan for the Board of Directors’ approval.

(b) The Strategic Planning Committee shall be composed of five members: (1) the Immediate Past President; (2) the President-Elect; (3) the Vice President; (4) a Past President selected by the President-Elect; and (5) a member at large, who is not a past President, as selected by the President.

(c) An individual may serve on the Strategic Planning Committee for a maximum of three years consecutively.

ARTICLE VIII
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 period of time.

ARTICLE IX
FINANCES

Section 1. The treasurer shall deposit all funds of the club in a bank or banks to be selected by the board. A copy of the bank statement(s) shall be included in the treasurer's periodic report to the board.

Section 2. All bills shall be paid only by checks signed by the treasurer or other authorized officer upon appropriate vouchers.

Section 3. An accounting review by a certified public accountant or other qualified person shall be made once each year, unless the board of directors decides otherwise.

Section 4. The president, treasurer and the secretary shall be authorized check signers. The board may authorize additional signatories at its discretion. Officers having charge or control of funds shall give bond as may be required by the board for the safe custody of the funds of the club, the cost of the bond to be borne by the club.

Section 5. The fiscal year of this club shall extend from July 1st to June 30th of the ensuing year, and for the collection of members' dues shall be divided into two (2) semiannual periods extending from July 1st to December 31st, and from January 1st to June 30th. The payment of per capita dues and magazine subscriptions to Rotary International shall be made on July 1st and January 1st of each year, on the basis of the membership of the club on those dates.

ARTICLE X
METHOD OF ELECTING MEMBERS

Section 1. Active members

(a) The name of a prospective member proposed by an active member of the club, or by recommendation from the secretary of another Rotary Club of which an individual has been a member, shall be submitted to the Club secretary in writing. The proposal shall be kept confidential temporarily except as otherwise provided in this procedure.

(b) The application shall be forwarded to the classifications committee to assess eligibility of the proposed member from the standpoint of classification and to assign a classification.

(c) The application then shall be forwarded to the membership committee to determine if the proposed member meets the eligibility qualifications as put forth in the Rotary International bylaws. This process shall provide for the sponsor to elaborate on the qualifications of the proposed member.

(d) The recommendation of the Membership Committee as to whether to accept or reject an application then shall be forwarded to the board to consider and approve or disapprove the recommendation of the Membership Committee.

(e) If the decision of the board is favorable, the name of the proposed member and his/her classification is to be published to the club. If no written objection to the proposal, stating reasons, is received by the board from any active member of the club within ten (10) days following publication of the name of the prospective member, the club secretary shall inform the proposer who shall then inform the applicant of the decision. The sponsor is then responsible to bring the applicant to a pre-induction meeting to be scheduled by the Induction Committee.

If any objection has been filed with the board, it shall consider the same at any regular or special meeting of the board and shall ballot on the proposed member. If not more than two negative votes are cast by the members of the board in attendance at such regular or special meeting, the proposed member shall be accepted..

(f) If, after having attended the pre-induction meeting, the proposed member wishes to accept the invitation to join, with payment of admission fee and dues as prescribed in Article V of these bylaws, that individual shall be considered to be elected to membership.

(g) Following the member's acceptance into the club, the club secretary shall issue a membership card to the member and shall report his/her name to the General Secretary of Rotary International.

(h) The new member shall be formally inducted at a regular meeting of the club.

Section 2. Honorary Members

The board has the option of electing honorary members each Rotary year. These shall be individuals who have served this community or Rotary in exemplary fashion. Honorary members have no vote and are not required to pay dues.

ARTICLE XI
RESOLUTIONS AND CONTRIBUTIONS

Section 1. No resolution or motion to commit this club on any matter shall be considered by the club. Such resolutions or motions, if offered at a club meeting, shall be referred without discussion to the board which has the sole authority to make commitments for the club

Section 2. Any appeal to the club, or to its members as Rotarians, for charitable or other contributions shall be handled in accordance with the procedure prescribed in Section 1 of this article.

ARTICLE XII
ORDER OF BUSINESS

All general club meetings shall start with the pledge of allegiance, a patriotic anthem and an invocation.

ARTICLE XIII
PROTOCOLS

Section 1. The list of members of the club shall not be used by anyone for commercial, political or fundraising purposes.

Section 2. No member of the club shall take any action which might reasonably be construed as acting on behalf of the club without prior approval from the president or the board of directors.

Section 3. In the conduct of correspondence on behalf of the club, only the official club stationery shall be used.

Section 4. The custody, retention and destruction of club records shall be governed by guidelines approved by the board of directors.

ARTICLE XIV
AMENDMENTS

These bylaws may be amended at any regular club meeting, a quorum being present, by a two-thirds vote of all members present, provided that notice of such proposed amendment shall have been sent via mail, email or fax to each member at least ten (10) days before such meeting. No amendment 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 Rotary International.
Amendments approved by the membership at the meeting of May 15, 2012
Download the WORD file: 'BYLAWS (Approved 20120515).docx'

 


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