Recommended Club bylaws
ROTARY CLUB OF COCHIN BEACHSIDE
(Dist. 3201, Club No. 27023)
(Updated as of 01 October 2018)
Name of club: Rotary club Of Cochin Beachside
Club Number: 27023
Charter date: 21 March 1990
Place of Meeting: Hotel Mercy, Ravipuram, Kochi
Day of Meeting: Fridays of all weeks
Time of Meeting: 7.30 pm
Period of officers: 1 (one) Rotary year, ie., from 1st July until 30th June
Objectives of the Club:
The objective of this club is to encourage and foster the ideals of services as a basis of worthy enterprise and, in particular, to encourage and foster:
- The development of acquaintance as an opportunity for services.
- High ethical standards in business and profession, the recognition of the worthiness of all useful occupations and dignify each Rotarian’s occupation as an opportunity to serve society.
- The application of ideas of service in each Rotarians, Personal, Business & Community life.
- the advancement of international understanding, goodwill, and peace thru a world fellowship of business and profession united in the ideals of services.
This club shall be composed of adult persons of good character, good business and professional reputation.
A new member can be identified and recommended by an existing member if he/she feels that this new member can get along with the group of existing members.
The incumbent shall attend a minimum of 3 club meetings to interact with the club members, and his/her CV shall be circulated to all members for their comments.
Minimum 2/3rd of the existing members should approve the candidature of the proposed member.
The prospective member shall be given an orientation by a Senior Club Member as nominated by the President before the latter’s induction into the club.
The proposed member is invited to join the club only after his CV is accepted by the Board for admission.
Before the new member is inducted, he or she shall pay in advance the club Admission Fee, membership fee for his/her first quarter, and any other fees as decided by the board.
Meetings & Club Decorum:
All Rotarians shall attend the club meetings regularly at the venue, date & time as indicated in the club bylaws and/or as will be communicated by the Officials of the club from time to time.
All Rotarians are expected to wear Rotary Pin while attending Rotary meetings and/or Rotary events.
Our club, Beachside, has accepted the format of weekly meetings and any cancellations or postponement of meetings shall be communicated to the members in advance except in emergency situations.
Cancellation of the club meeting may predominantly be due to death of any of the member, major festivals coincidences, civil disturbances, non-availability of at least 1/3rd club members for the meeting, etc. as will be determined by the president.
Attendance- The members are eligible for attendance not only for their club in the meeting but also for their presence and participation in other club meetings, activities and district and international events.
The prolonged absence of members in the meetings for 4 continuous meetings without leave of absence from the president of the club is not acceptable and may lead to disciplinary actions.
The members can make good their absence from a club meeting by attending other club meetings or activities. Such compensatory meeting should be a fortnight before or after the date of the member’s day of absence in our club meeting.
The Secretary keep membership and attendance records. He shall also be responsible for minutes of the meetings and sending periodical reports to the District and other Rotary other Office Bearers as required from time to time.
An annual meeting of the club for an election of office bearers for the next rotary year shall be held not later than the 4th week of December so that the names can be communicated to the District Secretariat before 31st December. The Secretary should give minimum 7 days’ notice to the club members, inviting names for the post of President.
Rotary magazines: It is mandatory for all members to subscribe to Rotary news and magazines.
Geographical boundary of the club:
As per the latest international Rotary laws, no specific boundary is earmarked for the activities of the club.
Flag: RC Beachside flag impression is given on the front page on the Bylaws
Invocation: We have adopted the invocation as mentioned in the last page in the bylaws (The Four Way Test:
Of the things we think, say or do
Is it the truth?
Is it fair to all concerned?
Will it build Goodwill and Better Friendship?
Will it is beneficial to all concerned.)
The governing body of this club is its board of directors, consisting of, at a minimum, the President, Immediate Past President, President-elect, Secretary, and Treasurer.
Other members of the board shall be selected by the President.
An ideal number of directors in the board shall be 1/3rd of the total membership of the club, however, in cases off exigencies, the President may veto this condition.
Duties of officers:
The president presides the club/board and/or other meetings.
The President & Secretary shall be ex-officio members of all the club committees.
The immediate past president serves as a (mandatory) director on the club board.
The president-elect prepares for his/her year in office and serves as a director.
The vice president presides at club meetings in the absence of the president.
In the absence of a Vice-President, IPP takes over this role. In the absence of the above
three officials, any of the past president of the club can chair the regular club meeting.
A director attends club and board meetings.
The secretary keeps membership and attendance records.
The treasurer oversees all funds and provides an annual accounting of
them & update the board of the club’s financial situation from time to time.
The sergeant-at-arms maintains order in all sorts of club meetings.
The Treasurer in consultation with the President, shall prepare and submit a budget of estimated income and expenditure for the club for the ensuing Rotary year. This budget shall be presented in the first board meeting and once it is approved, it shall be presented in club general body (club assembly).
This budget shall determine the annual subscription towards the membership and the billing amount.
Finances / Payments:
The Treasure shall raise the bills as approved by the board in the first week of every
Quarter. The payments received from the members shall be deposited in the
designated bank within one-week time.
All members are expected to make their due payments within a reasonable period of
one month from the date of the bill raised by the treasurer. Any payment default
beyond 2 quarters shall be subject to review of his/her membership and any decision
taken by the board on this shall be final.
All the club payments shall be approved by the board.
In emergency situations, the President can spend up to Rs. 15,000/- without pre-
approval and get it ratified in next board meeting.
General Terms & Conditions:
- The Quorum for the regular meeting shall be 1/3rd of the club members.
- The quorum for board meetings shall be minimum 50% of the total board members.
- The directors can raise their difference of opinion if any and get it recorded in the minutes of the meeting. But once the board has taken a final decision, it becomes the decision of the board and binding on all board members. The Directors are not expected to oppose or speak against the board decisions in the general body meetings or any other forum.
If any member other than the board members, if having any difference of the board decisions, he/she may approach the board for its review with the support of
- 1/3rd of the total membership in writing and the board may consider this appeal and the decision taken thereafter of the board shall be final and shall not open for further review.
- This By-laws can be accepted with the support of 2/3rd members present in the club meeting that is specifically convened for discussion and approval of the By-laws as decided by the President.
- Any amendment to this by laws is possible, with the approval of minimum 2/3rd members of the club. For amendment of bylaws minimum 15 days notice needs to be given in writing to all members for the specific meeting.
Codified based on Templates available from respective Website, and taking into consideration of the Rotary International Club By-Laws.
Produced by Rtn. Murali Nair, IPP and reviewed by Reviewed Rtn. Rajgopal B, Director-Training & Public Relations & Rtn. Vincent Thomas, President 2017-18.
Further reviewed by the Board and approved on Thursday, 23rd November 2017.
Signed off by:
Shiyas Kuniyil Hash Vincent Varghese Thomas