Bylaws for the LGBT+ Rotary Fellowship

ARTICLE I – NAME 

Section 1.1. The name of this Rotary Fellowship shall be the Rotary LGBT+ Fellowship (the Fellowship). 

ARTICLE II – PURPOSE 

Section 2.1. The purpose of the Fellowship is to promote global friendship, service, and education with the goal of creating an inclusive, understanding and welcoming community, fostering goodwill and peace, and realizing a world that achieves fundamental fairness and equality for LGBT+ (lesbian, gay, bisexual, transexual, gender diverse, intersex, queer and questioning) people. The Fellowship shall operate in compliance with Rotary International’s policies for Rotary Fellowships, but shall not be an agency of, or controlled by, Rotary International.

ARTICLE III – MEMBERSHIP 

Section 3.1. Membership to the Fellowship is open to any interested individual.  The fellowship will be inclusive to participants from all backgrounds regardless of their age, ethnicity, race, color, abilities, religion, socioeconomic status, culture, sex, sexual orientation, and gender identity. 

Section 3.2. Membership shall be offered on an annual basis. lifetime, honorary, or other memberships shall be offered at the discretion of the Fellowship’s Board of Directors (the Board) and shall be reviewed every year. 

Section 3.3. All memberships will require the payment of dues pursuant to Article VIII – Fiscal Matters to be accepted as a “member in good standing”. 

Section 3.4. Only “members in good standing” shall be eligible to vote (in any matter) and serve as an Officer or Director in the Fellowship. 

Section 3.5.  The Board, by affirmative vote of two-thirds, may suspend or terminate a membership for cause after an appropriate hearing. 

Section 3.6.  Any member may resign membership by filing a written resignation to the Board Secretary. 

Section 3.7.  Upon written request signed by a former member and filed with the Board Secretary, the Board may, by two-thirds affirmative vote, reinstate such former member for membership upon such terms as the Board deems appropriate. 

Section 3.8.  Honorary Membership may be awarded to an individual who has provided exemplary service to the Fellowship.  Nominations for Annual or Lifetime Honorary membership shall be submitted to the Board for review and subsequent approval. 

ARTICLE IV – BOARD OF DIRECTORS 

Section 4.1. The Rotary Fellowship shall be governed by a Board with no fewer than seven members (including the Officers) representing at least two countries. The number of Directors may be increased by the Board and remain an odd number.  All Directors shall be active Rotarians, Rotaractors or Peace Fellows. 

Section 4.2. A Director shall be appointed to chair each of the three Standing Committees: Education, Friendship and Service.  

Section 4.3.  Terms for Directors may last two years and be renewable for up to three terms.  After six consecutive years of service, a director is ineligible to serve on the Board until one-year passes.  Terms shall commence on July 1 of the calendar year elected and end on 30 June of the terminal year.  Term for President is two years.  Term of Immediate Past President is one year.  Term of the President Elect is one year commencing at the terminal year of the Immediate Past President. The Secretary and Treasurer terms are as to remaining Directors.

ARTICLE V – OFFICERS 

Section 5.1. The Fellowship shall be administered by at least four Officers: President, Secretary, Treasurer and Immediate Past President or President Elect.  All Officers must be active Rotarians, Rotaractors or Peace Fellows. 

Section 5.2. The Officers shall perform the duties and functions usually attached to the title of their respective offices, together with such other duties as may be prescribed by the Board. 

Section 5.3 – President. It shall be the duty of the President to preside at meetings of the Fellowship and to perform other duties as ordinarily pertains to the office of the President. 

Section 5.4 – Immediate Past President or President-Elect. It shall be the duty of either to act as the President and chair meetings when the President is absent and to perform such other duties as may be prescribed by the President or the Board. 

Section 5.5 – Secretary. It shall be the duty of the Secretary to keep and preserve official records of the Board and Membership.  This includes preparing Board Agendas, collecting and distributing Board packages, accurately recording Board minutes and other activities as deemed necessary by the President. The Secretary shall also assist in preparation of the Annual General Meeting (AGM) of Membership by distributing material and keeping official meeting minutes. 

Section 5.6 – Treasurer. It shall be the duty of the Treasurer to oversee the management and custody of all funds, accounting for it to the Membership annually and to the Board during regular Board meetings, and performing other duties as usually pertain to the Office of Treasurer.  Treasurer shall also assist in preparation of the AGM of Membership by reporting changes of membership, which shall include per capita dues for all members during the annual reporting period. 

Section 5.7 – Immediate Past President. It shall be the duty of the Immediate Past President to serve as an advisor to the President and the Board, to ensure continuity in leadership for one year, and perform other duties assigned by the President or the Board. The Immediate Past President shall serve as a mentor to the President Elect following their year as Immediate Past President. 

Section 5.8. – President Elect.  It shall be the duty of the President Elect to shadow the President and observe the innerworkings of the Standing Committees, Secretary and Treasurer.   

ARTICLE VI – MEETINGS 

Section 6.1. The AGM shall take place at the RI Convention or elsewhere as determined by the Board.  Annual reporting of Fellowship matters and Installation of incoming Directors will take place at this meeting. The exact date, time, and location of the AGM shall be set by the Board and announced to the membership at least 60 days prior to the meeting. Notice will be transmitted via email to the last known member address and shall be considered good and sufficient notice. 

Section 6.2. Regular meetings of the Board shall be called by the President, as deemed appropriate but no later than quarterly. 

Section 6.3. Special meetings of the Board may be requested by two Directors and given at fifteen-day notice to the Board.  

Section 6.4. Accommodations for Fellowship members unable to attend scheduled meetings will be made available utilizing electronic communication means. 

ARTICLE VII – ELECTION OF OFFICERS AND DIRECTORS  

Section 7.1. A Nominating Committee shall be appointed by the Fellowship Board and directed to identify specific skills, background and experience required for Director candidates.  Notice shall be sent via email to the last known address of the member and shall be considered good and sufficient notice.  The Nominating Committee shall receive nominations for expiring Directors and vacancies until a specified deadline, whereupon nominations will be closed.  The Nominating Committee may also offer its own nominees for election.  All nominees must indicate their willingness to serve by a specified deadline to be considered valid nominees for election. 

Section 7.2.  The names of the nominees for Director positions shall be distributed to the members along with a voting ballot at least 30 days prior to the AGM.  Ballots shall be sent via email to last known address of all members in good standing.  Ballots shall indicate that they must be returned to the Nominating Committee at least seven days prior to the AGM.  

Section 7.3. The Nominating Committee shall tally the votes cast and announce the newly elected incoming Directors at or prior to the AGM.  Director candidates receiving the most votes will be elected to fill Board vacancies. 

Section 7.4.  At its first meeting of the Rotary year the incoming members of the Fellowship Board shall elect from its members the incoming Officers of the Fellowship.   

Section 7.5. A vacancy in any Director role shall be filled by a two-thirds vote of the Fellowship’s Board.  

Section 7.6. A Director may be removed from office by a two-thirds vote of the Fellowship’s Board. 

Section 7.7. If a Director or Officer is absent from two consecutive board meetings: 

Section 7.7.1. without advising the Board of their absence; 

Section 7.7.2. the Board could not reasonably, after due enquiry, have been aware of any reasonable grounds for the absence; 

Section 7.7.3. the Board is entitled to treat the Director or Officer as having abandoned their post; 

the board shall confirm this abandonment at a board meeting by a simple majority vote and write to the Director or Officer to confirm that it accepts the abandonment and that their membership on the board is terminated effective from the date specified in the correspondence. 

Section 7.8 All election and governance disputes shall be resolved amicably by the fellowship.  Guidance from an independent third party may be sought to help resolve disputes. RI will not intervene. 

ARTICLE VIII – COMMITTEES 

Section 8.1. The Board shall appoint Directors to lead the following Standing Committees: 

Section 8.1.1. Education Committee. The purpose of the Education committee is to create resources and initiatives to assist Rotarians, Rotary Clubs and Rotary International in creating an inclusive, understanding and welcoming community, fostering goodwill and peace, and realising a world that achieves fundamental fairness and equality for LGBT+ people. 

Section 8.1.2. Friendship Committee. The purpose of the Friendship committee is to create a fellowship that is a safe, inclusive, understanding and welcoming community of Rotary Family that fosters goodwill and peace, and realising a world that achieves fundamental fairness and equality for LGBT+ people. 

Section 8.1.3. Service Committee. The purpose of the Service committee is to work with Rotary Action Groups, Rotary International, The Rotary Foundation, Rotary Districts, Rotary Clubs, and other members of the Rotary Family to develop and support service projects that impact and benefit the LGBT+ community. Service Projects that the Fellowship supports shall foster goodwill and peace, and realise a world that achieves fundamental fairness and equality for LGBT+ people. 

Section 8.2. The Board may appoint Directors to lead Ad Hoc committees.  The Ad Hoc Committee will be given a specific task to achieve within a specific timeframe.  Once the task has been achieved the Ad Hoc Committee will disband.  

ARTICLE IX – FISCAL MATTERS 

Section 9.1. The fiscal year of the Fellowship shall be the same as the Rotary year, 1 July through 30 June. 

Section 9.2. The Fellowship’s dues shall be set by the Board.  Details regarding Fellowship dues shall be distributed to Fellowship Members at the time of their application to the Fellowship. 

Section 9.3. Changes to the cost of dues shall be communicated to the Fellowship at least 60 days prior to the effective date. 

Section 9.4. Funds shall be deposited in a financial institution approved by the Board.  

Section 9.5. Payment of dues shall be denominated in Australian Dollars and paid via credit card, debit card, and other money transfer services as agreed upon by the Fellowship Board. 

Section 9.6. Annual budget shall be presented and approved at the AGM. Publication of the annual report of activities and financial statement reports shall be presented annually to members and copy to Rotary International by 1 September of each year. 

ARTICLE X – COMPLIANCE WITH RI POLICIES 

Section 10.1. The Fellowship shall comply with Rotary International’s policies for Rotary Fellowships, as set forth in the Rotary Code of Policies.  The Fellowship’s Board shall familiarize themselves with these policies and any amendments to these policies as adopted by the Rotary International Board of Directors from time to time. 

Section 10.2. The Rotary Fellowship must adopt RI’s amendments to the standard bylaws once the general secretary communicates such amendments to Rotary Fellowships. 

ARTICLE XI – AMENDMENTS 

Section 11.1. These Bylaws shall be reviewed every three years by the Board. 

Section 11.2.  Any member may propose a change to the Bylaws by submitting the proposed change to the Fellowship Secretary.  The Secretary shall forward the proposed changes to the Board for review.  Within 30 days the President shall call a meeting of the Board to discuss and vote on the proposed change.  If the change is approved by the Board, the Secretary shall send electronic ballot, within 10 days, to the membership.  The members shall have 10 days to return the ballot to the Secretary. An affirmative vote of the majority votes received is necessary to change these by laws. 

Section 11.3.  Amendments to these Bylaws must be consistent with the Rotary International Constitution, Rotary International Bylaws and the Rotary Code of Policies. 

ARTICLE XII – HARASSMENT-FREE ENVIRONMENT

Section 12.1.  The Fellowship is committed to maintain an environment that is free of harassment.  Harassment is broadly defined as any conduct, verbal or physical, that denigrates, insults or offends a person or group based on any characteristic (age, ethnicity, race, colour, abilities, religion, socioeconomic status, culture, sex, sexual orientation or gender identity.)  All members and individuals attending or participating in the Fellowship’s meetings, events or activities should expect an environment free of harassment and shall help maintain an environment that promotes safety, courtesy, dignity and respect to all.  All allegations of criminal activity should be referred to appropriate local law enforcement authorities. 

Section 12.2.  The Fellowship shall promptly address allegations of harassment brought before it and shall not retaliate against those making the allegation.  The Board, or a committee appointed by the President for this purpose, shall review and respond to each allegation of harassment within a reasonable timeframe, typically 30 days.  If the President or other Fellowship leadership is/are the alleged offender, the Immediate Past President, directly or by appointment of a committee for this purpose, shall review and respond to the allegation.  If the alleged offender is a member of the Fellowships’ Board, that member is expected to self recuse from the discussion.  The review and/or investigation shall be dependent on the circumstances including the severity and pervasiveness of the behaviour.  The Fellowship shall report allegations of harassment to the alleged offender’s Club President and District Governor. 

Section 12.3.  The Fellowship shall protect the safety and wellbeing of all youth participating in its activities and comply with Rotary International’s youth protection policies.  Membership or affiliation shall not be granted to a person who is known to have engaged in sexual abuse or harassment or who is prohibited from being a member of a Rotary Club.