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Article 1: Definitions
1. The Club: The Rotary Club of San Miguel de Allende – Midday.
2. Board: The Board of Directors of this Club.
3. Director: A member of this Club's Board of Directors.
4. RI: Rotary International (the governing body of Rotary)
5. RI Year: The twelve–month period that begins on 1 July.
6. TRF: The Rotary Foundation (the funding source for grants)
7. Club Fiscal Year: The twelve–month period that begins on 1 January.
8. CPC Community Services Committee
Section 2 – President - It shall be the duty of the President to preside at meetings of the Club and
the Board and to perform other duties as ordinarily pertains to the office of President. The
President shall also oversee the Sergeant–at–Arms. The President (or a presiding board member)
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By-laws of The Rotary Club of San Miguel de
Allende –Midday
Effective: 01 January 2019
shall not be a voting member of the Board, except to break a tie. He/she must have a minimum of
two years’ Rotary experience in our Rotary Club, as of the beginning of his/her term of office as
Section 3 – Secretary – It shall be the duty of the Secretary to keep membership records; send
out notices of Club and Board meetings; record and preserve the minutes of Board meetings;
report as required to Rotary International, including changes in membership and the semi-annual
reports of membership on 1 January and 1 July of each year; provide the monthly attendance
report (% of members attending club meetings) which shall be sent to the District Governor within
15 days of the last meeting of the month. The Secretary – with support from other Board members
– will develop and publish a monthly Newsletter. He/she will also oversee the work of the Club
Historian. The Secretary may serve up to three (3) successive terms.
Section 4 – Treasurer - It shall be the duty of the Treasurer to manage all Club accounting; that
is, have custody of, and be accountable for, all funds and provide a printed monthly report to the
Board, and a quarterly report to the membership. He/she will also serve as Chairperson of the
Finance Committee. The Treasurer will also notify all members of deadlines for dues payment by 1
June and 1 December of each fiscal year; a final notice will be sent on 30 June and 31 December
to those members who have not paid. Upon retirement from office, and on and before 15 July, the
Treasurer shall turn over to the incoming Treasurer and to the incoming President all funds, books
of accounts, and any other Club property.
Section 5 – Past President… It shall be the duty of the immediate Past President to preside over
all weekly and Board meetings in the absence of the President, to chair the Nominating
Committee, and to serve as ad-hoc advisor to all committees. The Past President will also perform
such other duties as may be prescribed by the President or the Board.
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Section 6 –The Community Services Vice President shall manage the following committees:
a) Community Projects (CPC) –This committee shall develop and implement humanitarian
service projects that address the needs of our region. This committee will be involved in
working with other Rotary Clubs foundations, and districts to seek funding for local projects,
and will be involved in the administration of those project funds with proper reporting and
within the guidelines as established by The Rotary Foundation and district 4140.
b) International Projects – This committee will support an, humanitarian, or service project
each year that addresses the needs of a community in another country.
c) Grants Training - The VP Community Services will train committee members in the grant
process, grant evaluation, and grant types. The VP will present a club assembly program on
grants and grant evaluation at least once each year
Section 7 – The Membership Services Vice President shall manage the following committees:
a) Membership – This committee will develop and implement a comprehensive plan for the
recruitment, selection, training, and retention of new members. The Committee is
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By-laws of The Rotary Club of San Miguel de
Allende –Midday
Effective: 01 January 2019
responsible for induction and training of new members until such time when the member is
eligible for his/her blue badge.
b) Education and Training – This committee will develop and implement a comprehensive
plan for the training and education of existing members with content input from all board
members.
c) Fellowship and Fundraising – This committee will develop and implement plans to provide
the membership with opportunities to build friendships outside of regular
club and committee meetings. This committee will manage all Board-approved fundraising
activities of the club, and is responsible for appointing a chairperson for each specific
fundraising event.
Section 8 –The Club Services Vice President shall manage the following committees:
a) Programs – This committee will develop and implement a comprehensive plan to bring a
balanced cross–section of interesting speakers to the Club to enhance membership, educate
our members, and promote our club’s service activities.
b) Public Relations & Publicity – This committee will develop and implement plans to provide
the public and club members with information about Rotary. The goal is to promote club
activities and events such as our club´s service projects and fundraising activities and
provide quality links to Rotary International and Rotary Foundation information. The
committee will also promote the Club Newsletter.
c) Website – This committee will develop and implement a plan to provide a website that will
be attractive, informative, and easy to navigate. The goal is to bring Rotarian and non-
Rotarian viewers to our website to promote our club’s activities and events.
Section 9 – President-elect (PE) – Shall manage the club members assigned to District Relations
and to Rotary Relations. The President-elect may also be asked to perform other duties as
prescribed by the President or the Board. Prior to taking office as President, he/she will be
expected to attend the President–elect Training Seminar (PETS), funds for which shall be
underwritten by the Club.
Section 3 – Ballots – The nominations duly made shall be placed on a ballot in alphabetical order
under each position and shall be voted on at the annual meeting during the first meeting in
December of each year. Each of the candidates for President–nominee, Community Services Vice
President, Membership Services Vice President, Club Services Vice President, Secretary, and
Treasurer who receives a plurality of the votes shall be declared elected to his/her respective
position. The candidate for President-nominee who is elected in such balloting shall become the
President–elect for the year commencing 1 July of the following year, and shall assume office as
President on 1 July immediately following that year. All voting will be conducted in a way that all
members have equal access. The majority of votes cast for each position will determine the
winners.
Section 4 – Vacancies – A vacancy on the Board shall be filled by action of the remaining Board
members, with input from the president–elect, within 45 days.
Section 5 – Eligibility to vote – Only members in good standing are eligible to vote.
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By-laws of The Rotary Club of San Miguel de
Allende –Midday
Effective: 01 January 2019
Section 4 – Quorum – One–third of the membership shall constitute a quorum at the annual and
regular meetings of this Club. Email votes from absent members will count toward calculating the
quorum.
Article 7: Committees
Section 1 - Standing Committees - ”The duties of all committees described in the Terms of
Reference (ToR) shall be established by the incoming Board members and their committee chairs
and reviewed by the incoming President prior to July 1st for his or her year. In declaring the duties
of each, the incoming President shall make reference to appropriate RI and Club materials.”
Section 2 – Club History– This individual, managed by the Club Secretary, will collect and
organize all materials relating to the past activities, awards, events, and administrations of our club
– and to make such materials are accessible to Club members.
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By-laws of The Rotary Club of San Miguel de
Allende –Midday
Effective: 01 January 2019
Section 3 – Audit – The Treasurer shall work closely with our Mexican accountant who reviews all
banking transactions and reports to the Mexican government. The audited annual accounts shall
be presented to the Board for approval before the end of March.
Section 2 – Board approval – No member may, individually, commit the Club to any expenditures
or obligations without prior approval of the Board and/or the President. This does not apply to RI
approved project grants, which have their own regulations..
Section 3 –New Projects - All new projects can only be submitted by the Community Project
Committee and must be approved by the Board prior to requests for funding.
These bylaws shall take effect on 1 January 2019 and will remain in effect until
revoked by the Club Membership.
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