CONTENTS

1. Preamble           
2. Article 1: Definitions                                                                    
3. Article 2: Board                                                                             
4. Article 3: Election of Directors and Officers                         
5. Article 4: Duties of Club Leaders                                             
6. Article 5: Avenues of Service                                                    
7. Article 6: Method of voting 
8. Article 7: Meetings 
9. Article 8: Fees and Dues             
10. Article 9: Committees             
11. Article 10: Duties of Committees 
12. Article 11: Attendance                                                                 
13. Article 12: Finances             
14. Article 13: Admission of   New Members                               
15. Article 14:  Board Resolutions                                                 
16. Article 15: Classifications                                                          
17. Article 16: Club Leadership Plan 24-25
18. Article 17: Order of Business/Fellowship Meetings 
19. Article 18: Amendment to the Bylaws                                    

PREAMBLE

These ByLaws of the Rotary Club of Kampala East are made in line with the Standard Rotary Club Constitution, Constitution and Bylaws of Rotary International, the Rotary Code of Policies, and the Recommended Club Bylaws in the Manual of Procedure. The ByLaws govern and regulate the working and all other activities of the Club.

The Rotary Club of Kampala East was born on 10 March 1987 sponsored by the Rotary Club of Kampala West. The Club of 35 (thirty five) Charter Members was admitted into Rotary International on 05 March 1988 and was chartered on 05 May 1988 with Rotarian Paul Masembe-Nteyafa (RIP) as the Charter President.

NOTED for these ByLaws that:

FIRST, one to be recognized as a Member and declared so to RI, he/she should have paid the 1^st semi-annual installment of RI and District dues and any other Club dues in the amount as may be decided by the Board for that Rotary Year as of 1^st July and must attend at least more than 50% fellowships in a specific year, 40% of which will be at Kampala East and must be of good moral standing.

SECOND, any member to be elected or nominated for any post must be in good standing with the club, and by payment of RI/District and any other dues, regular attendance and continued involvement in club projects.

THIRD, the President must not be installed unless he/she is fully paid up in his/her year of presidency.

FOURTH, except where special authority is given by the Board, Club committees shall not take any action regarding, policy, new financial commitments and new projects commitments until a report has been made to and approved by the Board.

FIFTH,  in the appointment of Club committees, there should be provision for continuity of membership, either by appointing one or more members for a second term or by appointing one or more members to  a two-year term.

ARTICLE 1: Definitions

1.1 AG – Assistant Governor

1.2 Board – This is the Board of Directors of the Club.

1.3 Club – Unless otherwise defined, Club is the Rotary Club of Kampala East.

1.4 DG – District Governor

1.5 Director – A Head of an Avenue of Service and a Member of the Board.

1.6 IPP – Immediate Past President

1.7 Member – A member of the Club other than an Honorary Member

1.8 PP – Past President

1.9 President – Unless indicated otherwise, President of the Club

1.10 RI – Rotary International

1.11 SRC – Standard Rotary Constitution

1.12 SRCC – Standard Rotary Club Constitution

1.13 Rotary Year – A 12-Month period beginning on 01 July and ending on 30 June.

1.14 TRF – The Rotary Foundation of RI

ARTICLE 2: Board

The governing body of this Club shall be the Board of Directors consisting of 7 (seven) members of the Club, namely: the President, IPP, President-Elect, Vice President, Club Secretary, Club Treasurer, and Sergeant at Arms. All Directors of Avenues of Service, Chairs of Service Committees, and all Past Presidents are eligible to attend Board meetings on invitation.

ARTICLE 3: ELECTION OF DIRECTORS AND OFFICERS

Section 3.1:

Election of the Board of Directors

The President shall ask the President-Elect, who is known through the Rotary Leadership Plan and Process, before the end of the month of November to consult and nominate members to serve with him or her in the Rotary Year following as Vice President, Club Secretary, Club Treasurer, Sergeant at Arms, and Chairs of Service Committees. The President-Elect shall present the members so nominated to the Board meeting at the beginning of December which Board shall discuss and approve the said nominations and present them to the Club Assembly/Annual Meeting immediately following the Board meeting, in any case not later than 31 December.

This same Board meeting shall choose a member to serve as President-Elect Nominee-Nominee and present the name to the Club Assembly/Annual Meeting following the Board meeting, but in any case, not beyond the 31^st of December.

The Board so elected/appointed (Board of Directors-Elect) shall assume office on the 1st day of July immediately following their election/appointment, the President-Elect as President, the President-Elect Nominee as President-Elect, and President-Elect Nominee-Nominee as President-Elect Nominee.

Section 3.2: 

The Board of Directors-Elect shall meet not later than 31 December and appoint some members of the Club to serve as Directors of Avenues of Service, and Club Officers and all those so appointed shall be Club Officers-Elect up to the 1^st of July following their appointment.

Section 3.3:

A vacancy in the Board of Directors or any other office shall be filled by action of the remaining members of the Board.

Section 3.4:

A vacancy in the position of any Officer-Elect or Director-Elect shall be filled by action of the remaining members of the Board of Directors-elect.

Section 3.5:

In any case of need, the Past Presidents forum shall be consulted on the minimum conditions or requirements for members to be nominated for the post of President, Secretary, or any other position. (See Notes in Preamble).

ARTICLE 4:  DUTIES OF CLUB LEADERS

Section 4.1: President

It shall be the duty of the President to preside at meetings of the Club and Board, to represent the Club, to provide general leadership to the Club, and to perform such other duties as ordinarily pertains to the office of Club President.  

Section 4.2: President-Elect

It shall be the duty of the President-Elect to serve as a member of the Board of Directors of the Club and to perform such other duties as may be prescribed by the President or the Board. The president may cause any other Rotarian to preside over the fellowships and meetings.

Section 4.3: Vice President

It shall be the duty of the Vice-President to preside at meetings of the club and Board in the absence of the President and to perform such other duties as ordinarily pertain to the office of Club Vice President

Section 4.4: Secretary

It shall be the duty of the Secretary to ensure club efficiency and coordination, including but not limited to:

1. a) To keep records of membership;
2. b) Record the attendance at meetings;
3. c) Send out notices of Club Board and committee meetings;
4. d) Record and preserve the minutes of such meetings;
5. e) Make the required reports to RI, including the semiannual reports of membership which shall be made to the General Secretary of RI on 1^st January and 1^st July of each year, and including prorated reports to the General Secretary on 1^st  October and 1^st April of each active member who has been elected to membership in the club since the start of the July or January semiannual reporting period.
6. f) Send the report of changes in membership, which shall be made to the General Secretary of RI;
7. g) Send the monthly report of attendance at the club meetings, which shall be made to the District Governor within 15 days of the last meeting of the month;
8. h) Collect and remit to RI subscriptions to THE ROTARIAN; and
9. i) Perform such other duties as usually pertain to the office of Club Secretary.

Section 4.5: Treasurer

 The Club Treasurer shall keep custody of all Club funds and account for the same to the Club annually and at any other time upon demand by the Board, provide a monthly accounts report to the Club and perform such other duties as pertain to the office of Club Treasurer. Upon retirement from office, the Treasurer shall turn over to the incoming Treasurer or to the President all funds, books of account, or any other Club property.

Section 4.6: Sergeant-at-Arms

The sergeant-at-arms shall  help to maintain an orderly, dignified, and effective Rotary club meeting, one that will make the right kind of impression on club visitors and guests. He/She shall  be constantly on the alert to prevent any occurrence that might detract from the dignity and prestige associated with Rotary clubs. Specifically, handle the physical preparations for, and the mechanical part of, a meeting and, unobtrusively,  guide its general conduct. Frequently, he/she shall give some special assistance that helps to make guests feel “more at home and he/she shall perform such other duties as may be prescribed by the President or the Board.

ARTICLE 5: AVENUES OF SERVICE

The RI 5 (five) Avenues of Service shall be the philosophical and practical service delivery channels for the performance of this Club. They are namely: Club Service, Community Service, Vocational Service, International Service, and New Generations Service. This club shall be active in all these Avenues of Service and shall appoint a member to take charge of each Avenue of Service as Director.

ARTICLE 6:  METHOD OF VOTING

The business of the Club shall be transacted by consensus, ‘viva voce’ vote (applause by voice) and by ‘show of hands’, in that order, except where the Board may decide on the use of ballot papers (secret ballot) as need may be. Only Members in good standing with the club shall be eligible to vote at any voting in the Club.

ARTICLE 7:  MEETINGS

Section 7.1: Annual Meeting

An Annual Meeting of the Club shall be held on the 2nd fellowship day in the month of December each year, at which time the Directors and Officers of the Club to serve for the ensuing year shall be approved. The President through the Secretary shall give notice of the Annual Meeting at least two weeks before to all members in writing and or by e-mail. (Ref. Article V Section 2 of the SRC) At the Annual Meeting a report and audited accounts of the Club for the previous Rotary Year shall be discussed and adopted.

Section 7.2: Regular weekly meeting/fellowship

A Regular weekly meeting/Fellowship of this club shall be on Thursday 1900 to 2000 Hours at Hotel Africana, Wampewo Avenue, Kampala until another place/venue shall be chosen and decided upon by the Board and information for any temporary change in venue or canceling of this regular meeting shall be given to all members of the club with reason(s) for the change. 

Section 7.3:  Attendance

All Members, except for an Honorary Member or any other Members excused by the Board pursuant to Article VII Section 2(b) of the SRC, in good standing in the Club, shall attend the regular weekly meeting/fellowship and be registered as present, or marked as absent. Attendance must be evidenced by the Member’s presence for at least 50 (fifty) per cent of the time, of which at least 40% must be at Rotary Club Kampala East either at this club or at any other Rotary club, or as is otherwise provided in the SRCC.

Section 7.4: Quorum

One third of the Club membership shall constitute a quorum at the annual and regular meetings/assemblies of the Club.

Section 7.5: Board Meetings

Regular meetings of the Board shall be held on the First Tuesday of each month.  Special meetings of the Board shall be called by the President, as and whenever deemed necessary, or upon the request of 2 (two) members of the Board in writing, and due notice shall have been given. The board may decide on venue and any other scheduling as long as it remains within the week of the 1^st Tuesday.

Section 7.6: Quorum for Board

Half plus one of the members shall constitute a quorum for the Board meeting.

Section 7.7: Club Assemblies

1. The Club Assembly shall be a meeting of all members, including the Club Officers, Board Members, Directors, and Committee Chairs, held for the purpose of discussing the programmes and activities of the Club or for membership education.
2. The President, or other designated officer, shall preside at a Club Assembly.
3. A Club Assembly shall be held for the visit of the DG or AG to the Club and at other appropriate times.
4. The Club shall hold a Club Assembly immediately after the District Conference and Assembly to receive reports on the programmes and activities of the District.

ARTICLE 8:  FEES AND DUES 

Section 8.1:

The admission fee shall be US$.130= or its equivalent in Uganda Shillings and Ug. Shs.200,000/= (Two Hundred Thousand) to be paid before the candidate is admitted/inducted as a member of the Club. The admission fee shall be subject to change  from time to time as provided in these  bylaws.

Section 8.2:

The annual club dues shall constitute the statutory RI dues for each member, District dues, plus any fees for each member determined by the board payable semi-annually by the 1st day of July and of January with the understanding that part of each semi-annual payment shall be applied to the member’s subscription to THE ROTARIAN magazine whose subscription price is USD 24.00 per annum.  Members may be encouraged to pay their dues in installments.

ARTICLE 9:  COMMITTEES

Club committees are charged with carrying out the annual and long-range goals of the club based on the Rotary Leadership Plan. The IPP, President, President-Elect, and President Nominee should work together to ensure continuity of leadership and succession planning. The committees should have at least 3 members, each from the immediate past year, current year and subsequent year. The President-Elect is responsible for nominating committee members, appointing committee chairs, and conducting planning meetings before the start of the year in office. It is recommended that the Chair has previous experience as a member of the committee. Club committees should regularly report the status of their activities to the Board and at Club Assemblies, as appropriate.

Section 9.1:

a)         The President shall, subject to the approval of the Board, appoint the following 5 (five) Standing Committees:

1. Club Administration Committee to conduct activities associated with the effective and efficient operation of the club.
2. Membership Development Committee to develop and implement a comprehensive plan for the recruitment, retention, and education of members.

• Public Relations Committee to develop and implement plans to provide the public with information about Rotary and to promote the club’s service projects and activities.

1. Service Projects Committee to develop and implement educational, humanitarian, and vocational projects that address the needs of its community and communities in other countries.
2. Rotary Foundation Committee to develop and implement plans to support The Rotary Foundation (TRF) through both financial contributions and program participation, and educate the club how we can support and as well, benefit from TRF.
3. Any other Committee as may be deemed necessary from time to time.
4. b) The President shall, subject to the approval of the Board, appoint such sub-committees or ‘ad hoc’ committees on particular phases of the above five standing Committees as may be deemed necessary; namely:
5. Project Committee:

For each running project (These shall be in place as and when required only. Ordinarily these are nominated by the Service Projects committee through their chair);  

1. Finance Committee;

• Procurement Committee; and

1. Any other committee(s) as and when deemed necessary;
2. c) The five standing committees in (a) above shall each consist of a chair, who shall be named by the President from the membership of the Club, and not less than 2 (two) committee members, subject to approval by the Board.
3. d) The President shall be an ex officio member of all committees and as such, shall have all the privileges of membership thereon.
4. e) Each committee shall transact such business as is delegated to it in these by laws and such additional business as may be referred to it by the President or the Board.
5. f) The President may appoint one or more committees dealing with various aspects of youth activities, which, depending on their respective responsibilities, may be under any, or all of five committees.

Section 9.2: Membership Development Committee

1. a) The chair of the Membership Development Committee shall be responsible for all committees appointed on particular aspects of club membership.
2. b) The Membership Committee shall consist of the Chair of the Membership Development Committee and the chairpersons of all sub-committees appointed on particular phases of Membership.
3. c) The President shall, subject to the approval of the Board, and, if deemed necessary, appoint the following committees on particular phases of Membership:
4. i) Membership, Membership Development and Classification Committee
5. Rotary Information committee
6. d) The President shall appoint the President-Elect or Vice-President to oversee and coordinate the work of the two committees mentioned in (c) above.
7. e) Much as is possible, feasible, and practicable, in the appointment of Club Committees, there should be provision for continuity of membership.

Section 9.3: Service Projects Committee

1. a) The Chair of the Service Projects Committee shall be responsible for all Service Projects activities and shall supervise and coordinate the work of all committees appointed on particular phases of service projects.
2. b) The Service Project Committees shall consist of the Chair of the Service Projects committee and the chairpersons of all committees appointed on particular phases of Service Projects.
3. c) The President shall, subject to the approval of the Board, and, if deemed necessary, appoint the following Sub-committees on particular phases of Service Projects:

i)     Community Development, Community Service and Human Development Committee;

1. Partners in Service and Youth committee;

• Projects Committee;

1. Vocational Service and Rotary Volunteers Committee;
2. International Service and World Community Service Committee;
3. Environmental Protection Committee; and

• New Generations Committee

Section 9.4: Rotary Foundation Committee

1. a) The Chair of the Rotary Foundation Committee shall be responsible for all Rotary Foundation activities and shall supervise and coordinate the work of all committees appointed on particular phases of Rotary Foundation.
2. b) The Rotary Foundation Committee shall consist of the Chair of the Rotary Foundation committee and the Chairpersons of all committees appointed on particular phases of Rotary Foundation.
3. c) The President shall, subject to the approval of the Board and if deemed necessary, appoint the following sub-committees on particular phases of Rotary Foundation:
4. Alumni, GSE and Scholarships Committee
5. Annual Giving and Permanent Fund Committee

• Polio Plus Committee

1. Grants Committee

Section 9.5: Public Relations Committee

1. a) The Chair of the Public Relations Committee shall be responsible for all public relations plans, activities and shall supervise and coordinate the work of all committees appointed on particular phases of Public Relations.
2. b) The Public Relations Committee shall consist of the Chair of the Public Relations Committee, at least two committee members and the Chairpersons of all committees appointed on particular phases of Public Relations.
3. c) The President shall, subject to the approval of the Board and if deemed necessary, appoint any sub committees as may be required to execute the particular phases of Public Relations.

Section 9.6:  Club Administration Committee

1. a) The Chair of the Club Administration Committee shall be responsible for all

Club Administration activities and shall supervise and coordinate the work of all committees appointed on particular phases of Club Administration.

1. b) The Club Administration Committee shall consist of the Chair of the Club Administration Committee and the Chairpersons of all committees appointed on particular phases of Club Administration.
2. c) The President shall, subject to the approval of the Board, and, if deemed necessary, appoint the following sub-committees on particular phases of Club Administration;
3. Attendance Committee
4. Club Bulletin and Magazine Committee

• Fellowship Activities Committee

1. Programme Committee
2. Club Service Committee.
3. Finance Committee

Section 9.7:  Family of Rotary Committee

1. a) The Chair of the Family of Rotary Committee shall be responsible for all Family of Rotary activities and shall supervise and coordinate the work of all committees appointed on particular phases of Family of Rotary.
2. b) The Family of Rotary Committee shall consist of the Chair of the Family of Rotary Committee and the Chairpersons of all committees appointed on particular phases of Family of Rotary.
3. c) The President shall, subject to the approval of the Board, and, if deemed necessary, appoint any sub committees as may be required to execute particular phases of Family of Rotary

ARTICLE 10: DUTIES OF COMMITTEES

Section 10.1: Club Administration Committee

This Committee shall devise and implement plans which will guide and assist the members in this club in discharging their responsibilities in matters relating to Club Service. The Chair of the Club Administration Committee shall be responsible for regular meetings of the Committee and shall report to the Board on all Club Administration activities. Club Administration Committee may have  the following  sub-committees.

1. a) Attendance Sub-Committee - This committee shall devise means for encouraging attendance at all Rotary meetings including attendance at district conferences, inter-city meetings, regional conferences and international conventions by all club members. This committee shall especially encourage attendance at regular meetings of this club and attendance at regular meetings of other clubs when unable to attend meetings of this club, keep all members informed on attendance requirements, promote better incentives for good attendance, and seek to ascertain and remove the conditions that contribute to unsatisfactory attendance.

1. b) Club Bulletin and Magazine Sub-Committee - This committee shall endeavor, through the publishing of a Weekly Club Bulletin to stimulate interest and improve attendance, announce the program of the forthcoming meeting, relate highlights of the previous meeting, promote fellowship, contribute to the Rotary education of all members, and report news of the club, of its members and of the world-wide Rotary program. This Sub-committee shall also stimulate reader interest in THE ROTARIAN and THE ROTARY TIMES: sponsor a magazine month; arrange for brief monthly reviews of the magazine on regular club programs; encourage the use of the magazine in the induction of new members; provide a copy of the magazine for non Rotarian Guest Speakers; secure international service and other special subscriptions for libraries, hospitals, schools and other reading rooms; send news items and photographs to the Editor of the magazine; and in other ways make the magazine of service to the club members and non-Rotarians.

1. c) Fellowship Activities Sub-Committee - This committee shall promote acquaintance, friendship and fellowship among the members, promote participation by members in organized Rotary recreational and social activities, and do such work in pursuance of the general objective of the club as may be assigned by the President or the Board.

1. d) Program Sub-Committee - This committee shall prepare and arrange the programs for the regular and special meetings of the Club.

1. e) Club Service Sub-Committee – This committee will work closely with the Family of Rotary Committee to ensure the good wellbeing of all members of the Club.

Section 10.2: Membership Committee:

The Membership Committee shall advise on membership recruitment, retention and development. The Committee shall ensure that adequate Rotary information is availed to members. The Chair of the Membership Committee shall be responsible for guiding the various committees that execute the functions of the Membership Committee. It may have the following sub-committees:

1. a) Membership Development and Classification Sub-Committee - This committee shall consider all proposals for membership from the personal side and shall thoroughly investigate the character, business, social and community standing and general eligibility of all persons proposed for membership and shall report their decisions on all proposals to the Board. This committee shall as early as possible, but not later than 31^st August of each year, make a classification survey of the community; shall compile from the survey a list of filled and unfilled classifications applying the classification principle; shall review, where necessary, existing classifications represented in the club; and shall counsel with the Board on all classification related issues.

1. b) Rotary Information Sub-Committee - This committee shall inform prospective members about the privileges and responsibilities of Rotary club membership: keep members informed about the history, object and activities of Rotary at all levels; and oversee the orientation of new members during their first year in the club.

Section 10.3: Service Projects Committee.

This committee shall devise and implement plans which will guide and assist the members of this club in discharging their responsibilities in their community relationship. The Director of this Committee shall be responsible for the Service Projects activities of the club and shall supervise and coordinate the work of any sub-committees which may be appointed on particular phases of Service Projects.  This Service Projects Committee may have the following sub-committees.

1. a) Community Service, Community Development and Human Development Sub-Committee - This committee shall devise and implement plans which will guide and assist the members of this club in working to make the community a better place to live in by improving the physical and social condition of the community and its facilities. This committee shall implement plans to guide and assist the members of this club in dealing with the community with the welfare of human beings of all kinds throughout the whole span of life providing assistance and support to those in need.

1. b) International Service and World Community Service Sub-Committee

This sub-committee shall devise and implement plans which will guide and assist the members of this club in discharging their responsibilities in matters relating to International Service. The chairperson of this sub-committee shall be responsible for the International Service activities of the club and shall:

1. Plan International Service Projects which include all members;
2. Provide support to RI Programs that are International in scope, such as Youth Exchange and Friendship Exchange;

• Plan an activity to observe World Understanding Month (February) and World Understanding and Peace Day (February 23^rd )

This sub-committee shall also provide Rotarians with information on the World Community Service (WCS) programmes and resources available from RI and TRF. It shall also submit projects in need of assistance or it shall seek projects to support on the WCS projects exchange website.

1. c) Partners in Service and Youth Sub-Committee

This committee shall devise and implement plans, which will guide and assist the members of this club in building relationships with other Rotary–sponsored organizations within the community and cooperating with them in service.  The Sub-Committee will be responsible for executing programmes that target the youth.

1. d) Vocational Service and Rotary Volunteers Sub-Committee

 This committee shall devise and implement plans which will guide and assist the members of this club in discharging their responsibilities in their vocational relationships and in improving the general standards of practice in their respective vocations.  The Committee will also deal with all issues relating to Rotary Volunteers.

1. e) Environmental Protection Sub-committee

 This committee shall devise and effect plans which will guide and assist the members of this club in monitoring and improving the quality of the community’s environment and any other related issues.

Section 10.4: Rotary Foundation Committee

This committee shall devise and implement plans which will guide and assist the members of this club in discharging their responsibilities in matters relating to Rotary Foundation. The Chairperson of this committee shall be responsible for the Rotary Foundation activities of the Club and shall supervise and coordinate the work of any sub-committees that may be appointed on particular phases of the Rotary Foundation. The Chair shall:

1. a) Co-ordinate the activities of all RF sub-committees;
2. b) Encourage active participation in RF programmes (GSE, Scholarships, Polio Plus etc);
3. c) Encourage financial support to TRF;
4. d) Design and carry out a program to achieve the Club’s annual giving goal;
5. e) Work closely with International Service and World Community Service Committees and District Grants Sub-Director to ensure that all grant applications are completed properly and in time; and
6. f) Ensure timely submission of reports for all Foundation Grants the club has received.

Section 10.5: Public Relations Committee

 This committee shall devise and implement plans to give the public general information about Rotary, its history, object, and scope and to secure proper publicity for the Club.

Section 10.6: Family of Rotary Committee

This committee shall devise and implement plans to promote the well-being and social interaction of all members. The Chair of this committee shall be responsible for the Family of Rotary activities of the Club and shall supervise and coordinate the work of any sub-committees that may be appointed on particular phases of the Family of Rotary.

ARTICLE 11: ATTENDANCE

Section 11.1: Attendance requirements for Rotary clubs are set forth in the SRCC 9, 12, 14, and club leaders are encouraged to emphasize to members and prospective members the value and significance of regular attendance at club meetings and other club activities.

Section 11.2: Make-Ups

 A member shall be registered as having attended a club’s regular meeting if he or she makes up a missed meeting within 14 days before or after the missed meeting by:

1. a) Attending another Rotary or provisional club; Rotaract or Interact club; RCC or Rotary Fellowship or any of their provisional clubs;
2. b) Being at the place and time of meeting for another club, but that club is not meeting there that day;
3. c) Attending and participating in a club service project; and
4. d) Attending a Board meeting or any other meeting authorized by the Board.

Section 11.3: RI Meetings

A member shall be allowed credit for one make-up for each day such a member attends an RI meeting, such as RI Convention, RI Council on Legislation, a District Conference and Assembly, provided the days claimed for attendance credit fall in periods during which a make-up would otherwise be acceptable.

Section 11.4: Leave of Absence

Members should always be informed of the provisions to grant them temporary leave of absence. A member wishing to get leave of absence shall make an application to the Board in writing setting forth good and sufficient cause for such leave of absence and the Board shall discuss the application at their next meeting and the leave may be granted excusing the member from attending the meetings of the club for a specified period of time provided such leave of absence shall only be to prevent forfeiture of membership and shall not give credit for member’s attendance. Unless the member on leave attends regular meetings of some other club, he or she shall be recorded as absent.

ARTICLE 12: FINANCES

Every member of a club must pay an admission fee and annual dues as prescribed in the bylaws of his or her club. (SRCC 11) Rotary clubs must pay RI per capita dues for a minimum of 10 members, (RIB17.030.1.) and in addition, each club pays District dues. Club meetings are not required to include a meal, thereby reducing costs to the individual Rotarian. (RCP9.010.2.) Clubs should review their practices of fining or establishing informal club assessments in order to minimize club member expenses. (RCP 9.010.1)

Section 12.1: Club Bank Accounts

The Treasurer shall deposit all funds of the Club into the following appropriate Club Bank Accounts at Stanbic Bank Uganda Limited, IPS Building Branch Parliament Avenue: Rotary Club of Kampala East A/C 3010609534, Rotary Club of Kampala East Projects A/C 3010609751 and any other Project Account that may be opened as dictated by the project guidelines through the Board.

Section 12.2: Signatories

All bills shall be paid only by cheque signed by the President, as the Principal Signatory and the Secretary following written requisitions from the Treasurer approved by the finance committee. The Treasurer shall be the ‘Alternate’ Signatory to sign in the official and notified absence of the President or Secretary.

Section 12.3: Audits

A thorough audit by a Certified Public Accountant shall be made once each year of all the club’s financial transactions. The final audited accounts for the previous Rotary Year shall be ready by October.  

Section 12.4: Bonds

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, cost of bond to be borne by the club.

Section 12.5: Fiscal Year

The fiscal year of this club shall extend from 1^st July to 30^th June, the Rotary Year, and for the collection of members’ dues shall be divided into 2 (two) semi-annual periods extending from 1^st July to 31^st December, and from 1^st January to 30^th June. The payment of per capita dues and magazine subscriptions to RI shall be made together with the members’ dues.

Section 12.6: Budgets

At the beginning of each fiscal year the Board shall prepare or cause to be prepared a budget of estimated income and estimated expenditures for the year, which, having been agreed to by the Board, shall stand as the limit of expenditures for the respective purposes unless otherwise ordered by action of the Board with authorization of the Club Assembly. All transactions should be based on and follow the budget.

Section 12.7: Appointment of Auditors - Every two years the club shall appoint new auditors for the club at the Annual Meeting, but new auditors may be appointed at shorter periods if the current auditors can’t deliver.

ARTICLE 13: ADMISSION OF NEW MEMBERS          

Section 13.1: The name of a prospective member or candidate, proposed by an active member of the Club, shall be submitted to the Board in writing, through the Club Secretary. A transferring or former member of another club may be proposed to active membership by the former club. The proposal for the time being, shall be kept confidential except otherwise provided in this procedure.

Section 13.2: The Board shall ensure that the proposal meets all the classification and membership requirements of the Club.

Section 13.3: The Board shall discuss and approve or disapprove the proposal at their meeting following the submission, and shall notify the proposer, through the Secretary, of its decision.

Section 13.4: If the decision of the Board is favorable, the President shall appoint a ‘Mentor’ who shall instruct the candidate on the purposes of Rotary and the privileges and responsibilities of membership, following which the candidate shall be requested to sign the membership proposal form and permit his or her name and proposed classification to be published to the club.

Section 13.5: If no written objection to the proposal, stating reasons, is received by the Board from any Member, other than Honorary, within seven (7) days following the publication of information about the candidate, he or she, upon payment of the admission fees as prescribed in these bylaws, shall be considered to be admitted to Club membership.

Section 13.6: If such an objection has been filed with the Board, it shall discuss and vote on the matter at its next meeting. If approved despite the objection, the proposed member, upon payment of the admission fee shall be considered to be admitted to membership.

Section 13.7: Following the admission, the President shall arrange for the induction of the new member; the Club Secretary shall issue a membership card and shall report the new member to RI; and the Rotary Information Committee shall provide appropriate literature for presentation at the induction and continue to assist in the assimilation of the new member into the Club.

ARTICLE 14: BOARD RESOLUTIONS

Section 14.1:

No resolution or motion to commit the Club on any matter shall be considered by the Club until it has been considered by the Board. Such resolutions or motions, if presented at a club meeting, shall be referred to the Board without any discussion.

Section 14.2:

1. a) The decision of the Board in all club matters is final.
2. b) If a decision by the Board is to terminate a member’s membership, the member may appeal to the Club and request for mediation, or arbitration. If appealed, the decision of the Board shall be reversed only by a two-thirds majority vote of the members present at a regular meeting specified by the Board, provided a quorum is present and notice of the appeal has been given by the secretary to each member at least 7 (seven) days prior to the meeting. If an appeal is taken, the action taken by the club shall be final.
3. c) Any resolution of the Board not agreeable to the Club shall not be changed, but shall be referred back to the Board for action.

ARTICLE 15: CLASSIFICATIONS

Section 15.1:

A classification describes either, the principal and recognized activity of the firm, or company, or the institution with which the Rotarian is connected; or the Rotarian’s principal and recognized business or professional activity; and or the nature of the Rotarian’s community service activity.

Section 15.2:

The classification of a former member of a club or a Rotary Foundation alumnus does not preclude admission to active membership, even if such admission may result in club membership temporarily exceeding the limitations set out for each classification in a club.

Section 15.3:

A member wishing to change his or her Classification shall inform the Club Classifications Sub-Committee who, through Club Service, shall ask the Board to lend a new classification to the said member. The member shall continue his or her membership under the new classification.

Section 15.4:

Each active Member shall be classified in accordance with his or her business, profession, or type of community service and the Classification shall be expressed as the services rendered, for example, ‘Oil Engineering Services’ or ‘Secondary School Teaching Services’ and or ‘Finance Public Accounts Auditing Services’.

Section 15.5:

Through the ‘Classification Principle’ the Club shall achieve a more diverse professional and business representation of the community and shall adhere to the classification and membership needs and correct any irregularities that may exist in the Club.

ARTICLE 16: CLUB LEADERSHIP PLAN

The purpose of the Club Leadership Plan is to strengthen the Rotary club by providing the administrative framework of an effective club.  To implement the Club Leadership Plan in their own club, current, incoming, and past Club leaders should:

1. a) Develop a long-range plan that addresses the elements of an effective club;
2. b) Set annual goals using the Planning Guide for Effective Rotary Clubs in harmony with a club’s long-range plan;
3. c) Conduct club assemblies that involve members in the planning process and keep them informed of the activities of Rotary;
4. d) Ensure clear communication between the club President, Board, Committee Chairs, Club Members, District Governor, Assistant Governors, and District Committees;
5. e) Provide for continuity in leadership, including the concept of succession planning to ensure development of future leaders;
6. f) Amend bylaws to reflect the club committee structure and roles and responsibilities of club leaders;
7. g) Provide opportunities to increase fellowship among members of the club;
8. h) Ensure that every member is active in a club project or function;
9. i) Develop and implement a comprehensive training plan that ensures;

1. Club leaders attend district training meetings as appropriate;
2. Orientation is consistently and regularly provided for new members;

• Ongoing educational opportunities are available for current members; and

1. A leadership skills development program is available for all members;

An Effective Club is one that is able to:

1. Sustain and Increase Membership
2. Implement Successful Projects

• Support the Rotary Foundation

1. Develop Leaders beyond the club level

ARTICLE 17: ORDER OF BUSINESS/FELLOWSHIP MEETING

The meeting shall be called to order by the President or any other Presiding Officer who will announce the schedule of business and appoint members responsible for each.

1. The Rotary Grace
2. The proposal of the Loyal Toast
3. The Four Way Test
4. The Object of Rotary
5. Announcement of Apologies
6. Introduction of visiting Rotarians, Rotaractors, Interactors and Guests
7. Announcements (personal and official), Visits to other Rotary Clubs and Make-ups
8. Committee and any other reports
9. Guest Speaker or any other Presentation, any new Club business, etc.
10. Entertainment – song, Kibooziboozi etc
11. Sergeant at Arms Report
12. Reports on Club activities – attendance, finances, and any other
13. Proposal of the Final Toast
14. After-meeting Fellowship – Optional

ARTICLE 18: AMENDMENT TO THESE BYLAWS

Section 18.1:

These ByLaws may be amended at a regular meeting, a quorum being present, by a two-thirds MAJORITY vote of all members present, provided that a notice of such proposed amendment at that meeting shall have been made in writing to each member at least 10 (ten) days before the meeting.

Section 18.2:

No amendment or addition to these ByLaws can be made which is not in harmony with the SRCC and or the Constitution and Bylaws of RI.

Section 18.3:

These Club ByLaws must be studied and updated and or amended regularly as appropriate to be in harmony with the set Club goals.

These ByLaws of the Rotary Club of Kampala East are as revised by the Revision Committee 2013 and as passed by the Board and approved by the Club Assembly on … day of ………….. Year of our Lord 2013