The Importance of Attending YOUR Annual Club Meeting
Rotary clubs are service clubs who by their very nature require members with active involvement beyond paying dues and attending weekly meetings. To conduct community and international service with real impact, a club needs active member involvement in selecting and executing meaningful service projects, including fundraising for those projects. While the elected board of directors and club officers conduct the routine business of the club, members' input in selecting those club leaders is critical to a successful club. Every December clubs elect their officers and directors for the coming Rotary year and our meeting is scheduled for December 14, 2017.
YOUR ATTENDANCE IS REQUESTED!!!
The mandated annual club meeting is the opportunity to elect these club leaders, impact club activities and help direct service priorities, in accordance with Rotary policies, the club's standard constitution and by-laws (relevant excerpts below):
Constitution of the Rotary E-Club of the State of Jefferson (D5110)
Article 6 Meetings
Section 2 - Annual Meeting. An annual meeting for the election of officers shall be held not later than 31 December as provided in the bylaws.
Article 10 Directors and Officers
Section 5 - Election of Officers. a. Terms of Officers other than President. Each officer shall be elected as provided in the bylaws. Except for the president, each officer shall take office on 1 July immediately following election and shall serve for the term of office or until a successor has been duly elected and qualified. b. Term of President. The president shall be elected as provided in the bylaws, not more than two (2) years but not less than eighteen (18) months prior to the day of taking office and shall serve as president-nominee upon election. The nominee shall take the title of president-elect on 1 July in the year prior to taking office as president. The president shall take office on 1 July and shall serve a period of one (1) year or until a successor has been duly elected and qualified. c. Qualifications. Each officer and director shall be a member in good standing of this club. The president-elect must be a member of the club for at least one year prior to being nominated, unless the district governor agrees otherwise. The president-elect shall attend the district presidents-elect training seminar and the district assembly, unless excused by the governor-elect. If so excused, the presidentelect shall send a designated club representative who shall report back to the president-elect. If the president-elect does not attend the presidents-elect training seminar and the district assembly, and has not been excused by the governor-elect or, if so excused, does not send a designated club representative to such meetings, the president-elect shall not be able to serve as club president. In such event, the current president shall continue to serve until a successor who has attended a presidents-elect training seminar and district assembly or training deemed sufficient by the governorelect has been duly elected.
Read the complete constitution
ByLaws of the Rotary E-Club of the State of Jefferson (D5110)
Article II Board
The governing body of this Club is its Board, consisting of, at a minimum, the president, vice-president, immediate past president, president-elect, secretary, treasurer, and five members as directors.
Article III Elections and Terms of Office
Section 1 — One month before elections, members nominate candidates for president, vice president, president-elect, secretary, treasurer, and any open director positions. The nominations may be presented by a nominating committee, by members from the floor, or both.
Section 2 — The candidates for president, vice-president, secretary, treasurer, and sergeant-at-arms (elective position if so chosen by the current board), receiving the majority of Members votes shall be declared elected to their respective offices. The candidates for Director receiving the five highest numbers of 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 day 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 3 — In the event of a tie vote, the president (as the presiding officer) shall have an additional casting vote. The result of the election shall be final.
Section 4 — If any officer-elect or director-elect vacates a position, the remaining members of the board-elect will appoint a replacement.
Section 5 — The terms of office for each role are:
President — one year
Vice President — one year
President-Elect — one year
President Nominee — one year
Past-President — one year
Treasurer — three years
Secretary — three years
Directors — 1 for one year, 2 for two years, 2 for 3 years
Article IV Duties of the Officers
Section 1 — The president presides at club and board meetings and to perform such other duties as ordinarily pertains to the office of president.
Section 2 — The immediate past-president serves as an officer on the club board.
Section 3 — The president-elect prepares for his or her year in office and serves as an officer and to perform such other duties as may be prescribed by the president or the Board.
Section 4 — The vice-president (recent past president of the Club and/or another Rotary club) presides at club and board meetings when the president is absent and performs such other duties as ordinarily pertain to the office of vice-president.
Section 5 — A director attends club and board meetings.
Section 6 — The secretary keeps membership and attendance records. 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 reports to RI, including the semi-annual 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 member who has been elected to membership in the club since the start of the July or January semi-annual reporting period, the report of changes in membership, which shall be made to the general secretary of RI and to the district governor, and perform such other duties as usually pertain the office of secretary.
Section 7 — The treasurer oversees all funds and provides an annual accounting of them. 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 8 — The sergeant-at-arms, if appointed by the Board, shall maintain the security and integrity of the Club’s website.
Article V Meetings
Section 1 — An annual meeting of this club shall be held no later than 31 December to elect the officers and directors who will serve for the next Rotary year.
Section 3 — One-fifth of the membership shall constitute a quorum at the annual and regular meetings of this club.
Article VII Method of Voting
The voting of this club shall be by written ballots transmitted by electronic means or online electronic, as determined by the president or the Board or by such other means as decided by a majority of members.
