Bylaws

Any independent auditor appointed or approved by the Board of Directors of the corporation shall prepare for the corporation, at such time as the Board of Directors may determine, a financial statement, including a statement of assets and liabilities, and a statement of income, expenses, and distributions, and a list of projects and/or organizations to or for which funds were used or distributed for charitable purposes, and such additional reports or information as may be ordered from time to time by the Board of Directors. Such independent auditor shall also prepare such financial data as may be necessary for returns or reports required by federal or state government to be filed by the corporation. The auditor's charges and expenses shall be proper expenses of the corporation. Copies of all audits, statements, reports and data delivered by the auditor to the Board of Directors shall be made available or furnished to each trustee, custodian, or agent having custody of funds of the corporation.

Prior to the beginning of each fiscal year, the Board shall prepare a budget of estimated income and expenditures for the year, which shall stand as the limit of expenditures for these purposes, unless otherwise ordered by action of the Board.

The treasurer shall deposit all Club funds in a bank approved by the Board. At the discretion of the Treasurer, with prior approval by the Board, surplus funds may be invested in US Treasury instruments of an appropriate duration.  All funds collected on behalf of the Club’s affiliated foundations will be promptly forwarded to the respective foundation.

All bills shall be paid only by checks signed by the treasurer. An audit by a certified public accountant or other qualified person shall be made once each year of all the club's financial transactions.

Leaves of absence will not generally be granted for any reason; however, in extraordinary circumstances, the Board shall have the power, in its discretion, to grant a leave of absence to a member. A limited medical leave of absence may be granted for a major illness upon written request to the Board. Each member shall continue to pay active dues. A member granted a leave of absence shall not be dismissed from the Club for failing to attend meetings during the period covered by the leave of absence. Unless the member attends a regular meeting of some other Club, the excused member must be recorded as absent except that absence authorized under the provisions of Article 8, seconds 3 and 4 of the standard Rotary Club constitution is not computed in the attendance record of the Club.

The treasurer shall deposit all club funds in a bank, named by the board. The club transactions funds shall be divided into two separate parts: club operations and service projects. There are two bank accounts the operating account and the restricted account shared by the Cobb Community Foundation. The latter account is for donations that are donor restricted and require a 501 (c) (3) designation. Additional accounts may be set up at the request of the Board to track specific fundraising activities.

The Board of Directors shall at least quarterly submit a financial report to the Finance Committee of Rotary District 6900. The Board of Directors shall at least annually make such distribution of a written report of the corporation's financial condition, activities, and distributions to Rotary clubs within District 6900 to inform the interested members of the operations of the corporation. The Board of Directors shall take such other appropriate actions as it may deem necessary or desirable to make the corporation and its purposes and functions known to Rotary clubs within District 6900. In that connection the Board of Directors may seek gifts to the corporation from clubs within Rotary District 6900 and the general public.

The Treasurer shall deposit all Club funds in a bank, named by the Board.

All bills shall be paid only by check, credit card, debit card, or electronic bill pay, as from time to time determined by the treasurer. Bills associated with budgeted activities shall be paid upon submission of valid expenses by committee Members and approval by the treasurer. The president must approve any non-budgeted or over-spent items.

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.

All bills shall be paid by the treasurer or other authorized officer, unbudgeted expenses must be approved by two other officers or directors.

A thorough review of all financial transactions by an independent,, qualified person(non-treasurer) or accounting firm shall be done every 3 to 5 years. i. Best Practice: Prefer an accountant from another Club to complete this review.

The fiscal year of this Club shall be the Club year, and for the collection of Members’ dues shall be divided into four quarterly periods extending from July 1st through September 30th, October 1st through December 31st, January 1st through March 31st, and from April 1st through June 30th. The payment of per capita dues and RI official magazine subscriptions shall be made on 1 July and 1 January of each year on the basis of the Membership of the Club on those dates.

The fiscal year of this club shall extend from July 1st to June 30th. The collection of members' dues shall be divided into four (4) periods extending from July 1st to September 30th, October 1st to December 31st, January 1st to March 30th, and April 1st to June 30th. The payment of per capita dues and magazine subscriptions to RI shall be made on July 1st and January 1st of each year on the basis of the membership of the club on those dates.

A thorough review of all financial transactions by a qualified person shall be made once each year.

The Club shall maintain a form of checks and balances to prevent mismanagement by requiring all moving money to have approval from more than one board member.

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.

Officers having charge or control of club funds shall give bond as required by the board for the safe custody of the funds of the club, cost of bond to be borne by the club.

The fiscal year of this Club shall extend from July 1 to June 30, and for the collection of Members’ dues, shall be divided into four (4) quarterly periods extending from July 1 to September 30, October 1 to December 31, January 1 to March 31, and April 1 to June 30. The payment of per capita dues and RI official magazine subscriptions shall be made on July 1 and January 1 of each year, on the basis of the membership of the Club on those dates.

The fiscal year of this club shall extend from 1 July to 30 June, and for the collection of members’ dues shall be divided into four (4) quarterly periods extending from 1 July to 30 September, 1 October to 31 December, 1 January to 31 March, 1 April to 30 June. The payment of per capita dues and RI official magazine subscriptions shall be made on 1 July and 1 January of each year on the basis of membership of the club on these dates.

The name of a prospective Member, recommended by a sponsor who is an active Member of the Club, shall be submitted to the Membership committee in writing. A transferring or former Member of another Club may be recommended to active Membership by such other Club. This club (Buckhead) shall sponsor and propose for membership the currently serving Commander of the Atlanta Police Zone 2 and Commander of Fire Battalion 6 and their successors but not their designees. At the discretion of the Board, a higher ranking officer may be proposed. 

The name of a prospective member, 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 shall be kept confidential except as otherwise provided in this procedure.

Prior to the beginning of each fiscal year, the Board shall establish a budget of estimated income and expenditures for the year, which shall stand as the limit of expenditures for these purposes, unless otherwise ordered by action of the Board. The budget shall be broken into two separate parts: one in respect of Club operations and one in respect of charitable/service operations.

The name of a prospective member, proposed by an active member of the club, shall be submitted to the board in writing, through the membership committee chair. A transferring or former member of another club may be proposed to active membership by the former club. The proposal shall be kept confidential except as otherwise provided in this procedure. The board shall ensure that the proposal meets all the classification and membership requirements of the Standard Rotary Club Constitution.

The corporation shall keep correct and complete books and records of account and shall also keep minutes of the proceedings of its members, Board of Directors, and committees having any of the authority of the Board of Directors. The corporation shall keep at its registered or principal office a record giving the names and addresses of the directors and any other information required under Georgia law.

The prospective Member shall be informed of the purposes of Rotary and of the privileges and responsibilities of membership by attending a Prospective Member Orientation which shall also be attended, at a minimum, by the President-Elect and the nominating Member. Following this event, the prospective Member shall be requested to sign the membership proposal form and to permit his or her name and proposed classification to be published to the Board, and then the Club, as outlined below.

The Membership committee shall ensure that the proposed Member meets all the classification and Membership requirements of the standard Rotary Club constitution.

The board shall ensure that the proposal meets all the classification and membership requirements of the club constitution.

The Treasurer shall deposit all Club funds in a bank to be named by the Board of Directors.

The board shall approve or disapprove the proposal within 30 days of its submission and shall notify the proposer, through the membership committee chair of its decision.

The corporate seal (of which there may be one or more exemplars) shall be in such form as the Board of Directors, may from time to time determine.

The name of a proposed Member, proposed by an active Member and endorsed by two (2) other Members 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 shall be kept confidential, except as otherwise provided in this procedure.

Upon the approval of the Membership committee and submission to the Board, within 30 days the Board shall approve or disapprove the candidate for submission to the Membership and shall notify the Membership chair of its decision.

The board shall approve or disapprove the proposal within 30 days of its submission, and shall notify the proposer, through the club secretary, of its decision.

All bills shall be paid only by checks signed by the Treasurer or the President.

If the decision of the board is favorable, the prospective member shall be informed of the purposes of Rotary and of the privileges and responsibilities of membership, following which the prospective member shall be requested to sign the membership proposal form and to permit his or her name and proposed classification to be published to the club.

The Board of Directors is authorized to fix the fiscal year of the corporation and to change the same from time to time as it deems appropriate.

The Board shall ensure that the proposal meets all the classification and membership requirements of the standard Rotary Club constitution.

If the decision of the Board is favorable, the name and classification of the proposed Member will be published to the Club Membership. If no written objection to the proposal, stating reasons, is received by the Board from any Member of the Club within seven days following publication of information about the prospective Member, the prospective Member shall be informed of the purposes of Rotary and of the privileges and responsibilities of Membership. Upon agreeing to such responsibilities and payment of the admission fee as prescribed by the Board pursuant to these bylaws, the prospective Member shall be considered to be elected to Membership.

If the decision of the board is favorable, the prospective member shall be informed of the purposes of Rotary and of the privileges and responsibilities of membership following which the prospective member shall be requested to sign the membership proposal form and to permit his or her name and proposed classification to be published to the club.

A thorough review of all financial transactions by a qualified person shall be made once each year.

If no written objection to the proposal, stating reasons, is received by the board from any member (other than honorary) of the club within seven (7) days following publication of information about the prospective member, that person, upon payment of the admission fee (if not honorary membership), as prescribed in these bylaws, shall be considered to be elected to membership. If any such objection has been filed with the board, it shall vote on this matter at its next meeting. If approved despite the objection, the proposed member, upon payment of the admission fee (if not honorary membership), shall be considered to be elected to membership.

All references in these bylaws to sections of the Internal Revenue Code shall be considered references to the Internal Revenue Code of 1986, as from time to time amended, to the corresponding provisions of any applicable future United States Internal Revenue Law, and to all regulations issued under such sections and provisions.

The Board shall approve or disapprove the proposal within thirty (30) days of its submission, and shall notify the proposer, through the Club Secretary, of its decision.

If any such objection has been filed with the Board, it shall vote on this matter at its next meeting. If approved despite the objection, the proposed Member, upon payment of the admission fee (if not honorary Membership), shall be considered to be elected to Membership.

If no written objection to the proposal, stating reasons, is received by the board from any member (other than honorary) of the club within seven (7) days following publication of information about the prospective member, that person, as prescribed in these bylaws, shall be considered to be elected to membership. If any such objection has been filed with the board, it shall vote on this matter at its next meeting. If approved despite the objection, the proposed member, upon payment of the admission fee (if not honorary membership), shall be considered to be elected to membership.

Officers having charge or control of Club funds shall give bond as required by the Board for the safe custody of the funds of the Club, cost of bond to be borne by the Club.

Following the election, the president shall arrange for the new member’s induction, membership pin, and new member Rotary literature. In addition, the president or secretary will report the new member information to RI, and the president will assign a member to assist with the new member’s assimilation to the club as well as assign the new member to a club project or function.

Whenever the context so requires, the masculine shall include the feminine and neuter, and the singular shall include the plural, and conversely. If any portion of these bylaws shall be invalid or inoperative, then, so far as is reasonable and possible:

(a) The remainder of these bylaws shall be considered valid and operative; and

(b) Effect shall be given to the intent manifested by the portion held invalid or inoperative.

If the decision of the Board is favorable, the name and proposed classification of the prospective Member shall be published to the Club.