By-Laws
The bylaws of our club are as follows:
By-Laws
of the
NMSU Rotaract Club
ARTICLE I. Name
Section 1. The name of this organization shall be the New Mexico State University Rotaract Club.
ARTICLE II. Purpose
Section 1. The objectives of the Rotaract Club shall be as follows:
1. To develop professional and leadership skills through service to the community;
2. To emphasize respect for the rights of others based on recognition of the worth of each individual;
3. To recognize the dignity and value of all useful occupations as opportunities to serve;
4. To recognize, practice, and promote ethical standards as leadership qualities and vocational responsibilities;
5. To develop knowledge and understanding of the needs, problems, and opportunities in the community and worldwide;
6. To provide opportunities for personal and group activities to serve the community and promote international understanding and goodwill toward all people.
ARTICLE III. Members & Membership
Section 1. Membership qualifications shall be a follows:
1. The membership shall consist of students of New Mexico State University, graduate or undergraduate, interested in community and international service;
2. Members shall be between the ages of 18-30 years old, allocating possible exceptions by approval of the board;
3. Members shall pay dues as stated in Article IX, Section 1.
4. A list of members in good standing, eligible for voting rights and committee involvement (Article VI, Section 2), will be verified by the board at each board meeting, using their discretion, based on:
a. Attendance;
b. Participation in club events;
c. Dues payment;
5. Members shall be granted the ability to contest their standing with the board citing specific examples of their participation in writing should they feel it necessary;
Section 2. Ex-officio members are non-voting members that act in an advisory capacity to the membership. Ex-officio members are defined as follows: President as a member of each committee, Past-President void of holding a current board position, District Rotaract Representative, District Rotaract Advisor, Sponsoring Rotary Club Advisor, Faculty Rotaract Advisor, and honorary non-voting members.
ARTICLE IV. Officers & Directors
Section 1. All elected officer and director positions shall be voting members of the NMSU Rotaract Board.
Section 2. The officers of the NMSU Rotaract Club shall be as follows: President, Vice President, Secretary, and Treasurer. Officer responsibilities shall be as follows:
1. President:
The President shall preside over all regular and special meetings of the club and of the board of directors according to Robert’s Rules of Order. S/he shall, with the approval of the board, appoint all standing and special committees. S/he, in the event of a vacancy of office, shall, with the approval of the board, fill such vacancy by appointment until the subsequent regular election of the club. S/he shall prepare and distribute an agenda prior to club meetings for membership and board approval. S/he shall be an ex-officio member of all committees with the role as defined in Article III, Section 2. S/he shall maintain communication with the District Rotaract Representative, District Rotaract Advisor, and Sponsoring Rotary Club Advisor to ensure that they are continually informed of all applicable actions taken by the club. S/he shall be responsible for delegating representatives to attend local Rotary Club meetings, Arts and Science Council meetings, and Associated Students of New Mexico State University meetings. S/he shall meet the eligibility requirements of Article VIII, Section 2-1.
2. Vice President:
The Vice President shall succeed the office of President in the event of removal (Article VIII, Section 7) and/or vacancy of the office. S/he, in the absence of the President, shall preside over the meetings of the membership and the board of directors. S/he shall chair the Professional Development Committee with responsibilities as defined in Article VII, Section 1. S/he shall facilitate the scheduling of guest speaker presentations to demonstrate business ethics and professionalism. S/he shall meet all of the eligibility requirements of Article VIII, Section 2-1.
3. Secretary:
The Secretary shall maintain all club records. S/he shall keep the minutes for all the meetings of the membership and the board of directors and provide copies to the Sponsoring Rotary Club Advisor. S/he shall maintain all records of changes in the bylaws and documents of historical importance to the club. S/he shall work with the Director of Communications to document press releases and other public relations materials of interest to the history of the club. S/he shall meet all eligibility requirements as defined in Article VIII, Section 2-2.
4. Treasurer:
The Treasurer shall have shared custody of all club funds with the Director of Finance, and the Treasurer is responsible for maintaining and depositing all club funds in a bank approved by the board of directors. S/he shall report the club’s financial status at each meeting of the club and shall hold all records available for inspection by any club member. S/he shall keep a list of active members in cooperation with the Director of Communications to review membership dues. S/he shall secure board approval for all checks written, withdrawals, or transfers involving club funds. S/he shall meet all eligibility requirements as stated in Article VIII, Section 2-2.
Section 3. The directors of the NMSU Rotaract Club shall be as follows: Director of Community Service, Director of International Service, Director of Finance, Director of Social Events, and Director of Communications. Director responsibilities shall be as follows:
1. Director of Community Service :
The Director of Community Service shall chair the Community Service Committee. S/he shall be responsible for designating the time necessary for formulating and developing appropriate activities for serving the community in a local and university setting. S/he shall ensure that an absolute minimum of 2 community service events are available to the members per month to ensure good standing with the Sponsoring Rotary Club. S/he shall present the community service events to the membership at all regular and special meetings in addition to the board meetings. S/he will meet all eligibility requirements as stated in Article VIII, Section 2-2.
2. Director of International Service:
The Director of International Service shall chair the International Service Committee. S/he shall be responsible for designating the time necessary for developing service activities to promote international understanding and good will toward all people. S/he shall ensure that 2 international service projects per year are available to the membership to ensure good standing with the Sponsoring Rotary Club. S/he shall meet all eligibility requirements as stated in Article VIII, Section 2-2.
3. Director of Finance:
The Director of Finance shall chair the finance committee. S/he shall be in charge of facilitating all fundraising activities for the club with the approval of the board. S/he shall have shared custody of all club funds with the Treasurer, responsible for collaboration necessary to maintain a positive account balance through fundraising events. S/he shall meet all eligibility requirements as stated in Article VIII, Section 2-2.
4. Director of Social Events:
The Director of Social Events shall be a co-chair of the Club Service Committee. S/he shall be responsible for the planning of an absolute minimum of 1 social event per month. S/he shall work with the Director of Communications to plan and execute the recruiting drives for each semester. S/he shall serve as Sergeant at Arms responsible for preparing the meeting location, delegating responsibility for the refreshments, leading the Four-Way Test, and collecting happy quarters. S/he shall meet all eligibility requirements as stated in Article VIII, Section 2-2.
5. Director of Communications:
The Director of Communications shall be a co-chair of the Club Service Committee. S/he shall be responsible for membership information, keeping attendance, public relations, and maintenance of the Rotaract website. S/he shall meet all eligibility requirements as stated in Article VIII, Section 2-2.
ARTICLE V. Advisors
Section 1. There shall be two advisors for the New Mexico State University Rotaract Club. Advisor responsibilities shall be as follows:
1. Faculty Rotaract Advisor:
The Faculty Rotaract Advisor shall be a member of the NMSU Faculty and serve as the official contact for the club. S/he shall be responsible for negotiating the resolution of disputes within the organization as a last resort. S/he shall act as an ex-officio member as defined in Article III, Section 2.
2. Sponsoring Rotary Club Advisor:
The Sponsoring Rotary Club Advisor shall be a member of the Mesilla Valley Rotary Club and serve as a liaison between the Sponsoring Rotary Club and NMSU Rotaract. S/he shall work in cooperation with the Faculty Rotaract Advisor to ensure good standing with the Sponsoring Rotary Club. S/he shall act as an ex-officio member as defined in Article III, Section 2.
ARTICLE VI. Meetings
Section 1. Membership Meetings: There shall be bi-monthly meetings for the membership on the second and fourth Wednesday of the month as sanctioned by the board with stipulations for changes in accordance with NMSU sanctioned breaks.
Section 2. Board Meetings: There shall be bi-monthly meetings for the board on the first and third Wednesday of the month as sanctioned by the board with stipulations for changes in accordance with NMSU sanctioned breaks.
Section 3. The board will sanction the meeting schedule for the following academic year no later than July 1st.
Section 4. Special meetings shall include all members and must be announced by e-mail at least twenty-four hours in advance.
ARTICLE VII. Committees
Section 1. There will be standing committees, chaired by the appropriate official designated in Article IV. Committee responsibilities shall be as follows:
1. Professional Development Committee:
The Professional Development Committee is responsible for providing information about a wide cross section of businesses and professions to stimulate awareness of high ethical standards in business and professional life. The chair shall delegate committee member responsibilities as s/he deems necessary.
2. Community Service Committee:
The Community Service Committee is responsible for enhancing knowledge and understanding of community service needs, problems, and opportunities. The chair shall delegate committee member responsibilities as s/he deems necessary.
3. International Service Committee:
The International Service Committee is responsible for enhancing knowledge and understanding of worldwide needs, problems, and opportunities. The chair shall delegate committee member responsibilities as s/he deems necessary.
4. Finance Committee:
The Finance Committee is responsible for devising ways and means of financing any and all club activities requiring funds. The chair shall delegate committee member responsibilities as s/he deems necessary.
5. Club Service Committee:
The Club Service Committee is responsible for attendance, membership, programs, fellowship, public relations, and other such matters as may be deemed appropriate. The co-chairs shall delegate committee member responsibilities as they deem necessary.
Section 2. Committee membership shall be on a volunteer or appointment basis as approved by the board among the members in good standing as defined in Article III, Section 4.
Section 3. Special committees may be formed and members appointed by the President with the approval of the board as necessary. Committee duration and duties will be at the discretion of the board.
ARTICLE VIII. Elections
Section 1. Nomination Procedures: All nominations shall be by written ballot and collected at the first membership meeting in March of each year. All nominees will be approved by the board prior to being placed on the ballot based on the criteria for each position as defined in Article VIII, Section 2.
Section 2. Candidate Eligibility: All officer and director positions serve a one year term from July 1st to June 30th. Candidate qualifications shall be a follows:
1. Nominees for President or Vice President shall have been a voting member of the board for at least one academic semester prior to the elections and have remained in good standing for that duration as defined in Article III, Section 4;
2. Nominees for the remaining board positions require involvement in at least one committee and must have remained in good standing as defined in Article III, Section 4.
Section 3. Voting Eligibility: Voting members are members in good standing defined in Article III, Section 4. The list of members in good standing shall be presented to the membership at the nominations meeting prior to the election meeting and can be contested as stated in Article III, Section 5.
Section 4. Election Procedures: Elections shall be proctored by the President and the two club advisors. The total number of votes and the tally for each nominee shall be announced at the election meeting. In the event of a tie, the candidates involved in the tie shall participate in a re-vote at a special meeting called at the discretion of the board.
Section 5. Ballots: All ballots shall be anonymous and set with candidates names prior to the election. Members shall have two avenues by which to cast a ballot:
1. General ballots shall be distributed at the election meeting;
2. Absentee ballots shall be created at the discretion of the board for members in good standing unable to attend the election meeting. Provisions for casting an absentee ballot are as follows:
a. There shall be a secure ballot box location;
b. To ensure authenticity and avoid replication of votes, there shall be a sign in sheet with approved members in good standing accompanying the ballot box;
c. All absentee ballots shall be cast before the commencement of the election meeting.
Section 6. A quorum shall consist of a majority of the membership. A majority vote of the members present, provided the members constitute a quorum, is sufficient to pass any motion or act that may be introduced to the NMSU Rotaract Club, except as otherwise specified herein.
Section 7. Removal Procedures: If there is dispute as to the qualification or ability of an officer to fulfill his/her position, a ¾ majority of the board shall petition for a special intervention meeting to discuss the duties of the officer position in question. If removal is deemed necessary, the procedures for doing so shall be decided at the intervention meeting.
ARTICLE IX. Finances
Section 1. A membership fee of $5.00 per semester shall be collected no later than the conclusion of the semester for which the payment is due.
Section 2. Accounts may be secured through either the Student Accounts Business Office or an independent bank. Signatures of the President, Treasurer, and Faculty Advisor are required on any forms used to withdraw any funds from the Student Accounts Business Office. Signatories of the independent bank will be the President, Treasurer, Director of Finance, and Faculty Advisor, and two signatures are required for withdrawal of any funds, which will be done exclusively in check form.
ARTICLE X. Parliamentary Authority
Section 1. Meetings shall be conducted by the rules specified in Roberts Rules of Order.
Section 2. Meetings shall be held in accordance with the Rotaract Club Constitution for Rotary International.
ARTICLE XI. Amendments
Section 1. The by-laws will be reviewed annually by the board at the first scheduled board meeting of the second semester.
Section 1. The by-laws may be amended by a 2/3rd majority vote of the board, with the approval of a quorum of the membership at the next regular meeting.
Section 2. Written notice of the proposed amendments must be given to all board members at least two weeks prior to the date of voting.
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