ROCHESTER RECREATION CLUB FOR THE DEAF, INC.
Last REVISED on March 10, 2018. Last PASSED on March 10, 2018.
This organization shall be known as the Rochester Recreation Club for the Deaf, Inc., hereafter named RRCD, a non-profit organization.
The principal office for the transaction of the business of RRCD is fixed and located in County of Monroe, and State of New York. The Board of Directors of RRCD may at any time or from time to time change the location of the principal office from one location to another in this county.
STATEMENT OF TAX EXEMPTION COMPLIANCE
Notwithstanding any other provision of the bylaws, RRCD is organized exclusively for the activities as specified in Section 501(c)(3) of the Internal Revenue Code of 1954, and shall not carry on any activity not permitted to be carried on by a corporation exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code of 1954.
To provide a meeting place for organization of, by, and for the deaf and hard of hearing.
To enhance the health, economic, social, and intellectual standing as well as the welfare of the deaf and hard of hearing.
To take up social, civic and cultural activities about current issues affecting the Deaf and Hard of Hearing community.
To foster a deeper appreciation and recognition of deaf culture among deaf and hard of hearing.
To preserve and promote the use of American Sign Language in the deaf and hard of hearings community.
To collaborative with other organizations to promote the general public understanding of deafness, deaf culture, hard of hearing, and various communication modes employed by each.
A person in good standing who supports the purpose of RRCD and pays dues, can be a member.
The officers shall be President, Vice-President, Secretary, and Treasurer who shall be elected at the Election Meeting of the Club. The President, Vice-President, Secretary and Treasurer shall hold their respective offices for the rest of the term or until their successors are duly elected and qualified. The Executive Board shall appoint at least two (2) Members-At-Large and 1 Trustee to serve on the Executive Board.
The regular meeting of the Club shall be held annually at Executive Board’s discretion. Additional meetings may also be held at the discretion of the Executive Board.
The quorum for the members meeting shall be determined based on the provision of the current policy.
The Constitution may be amended at any regular meeting of the Club by two-thirds (2/3) vote of the members present and voting.
The current edition of Robert’s Rules of Order Newly Revised shall be the recognized authority in all questions of the Parliamentary Law not being covered by this Constitution and By-Laws.
In the event of the dissolution of this organization, all remaining assets, real estate and personal property, of whatever nature, shall be transferred to another organization, which has been organized exclusively for the activities as specified in Section 501(c)(3) of the Internal Revenue Code of 1954. Specifically, RRCD has declared that Rochester School for the Deaf shall be the recipient in this dissolution clause.
END OF CONSTITUTION
ROCHESTER RECREATION CLUB FOR THE DEAF, INC.
Last REVISED on January 30, 2020. Last PASSED on February 1, 2020.
Section 1: Membership Dues
The Executive Board, with the approval of the members at the regular meeting, shall have the power to fix such membership dues.
Section 2: Membership Due Date
The membership due date is September 1st. Prorated fees begin on March 1st. (New Members Only)
DUTIES OF EXECUTIVE OFFICERS
Section 1: The Executive Board
The Executive Board shall minimally be comprised of the President, Vice-President, Secretary, Treasurer, Trustee, and two (2) Members-At-Large. The numbers of board members are fixed at seven (7). Within the Executive Board is a President or Vice-President, who is authorized to conduct the business of the Club on short notice and during emergencies. The minutes of the Executive Board shall be read at the regular meeting in summation form. The Board shall require the Treasurer to post bound and amount as it may decide.
Section 2: Executive Boards’ Purpose
The Executive Board is to expect to carry the mantle of the Constitution and abide by our By-Laws. In accordance with the Club’s value. The Executive Board shall carry out the tasks on the member’s passed proposals, and be transparent with the members on the Club’s financials, minutes, proposals, and any other matter regarding the clubhouse.
Section 3: Suspend A Member
The Executive Board shall have the power to suspend any member with two-thirds (2/3) of its vote. The suspended member shall have the right to appeal to the law committee and at the membership at the next regular meeting. A two-thirds (2/3) vote of the membership present at the meeting is required to uphold the suspension by the Executive Board.
Section 4: President
The President shall be at the meetings of the Club and the Executive Board. The President shall preserve order to ensure the meeting is run effectively and appoint a Parliamentary for the regular meeting. The President shall fill unexpired terms of office if a vacancy occurs and is subjected to approval of the Executive Board. After the President’s term, the President shall be an ex-officio/advisor as needed.
Section 5: Vice-President
During the absence of the President, the Vice-President shall assume the duties of the President. When the President’s office becomes vacant, the Vice-President shall succeed the President until the next regularly scheduled elections. The Vice-President shall collect reports, oversee all of the standing committees and the Board of Directors, and run the Board of Directors’ meeting.
Section 6: Secretary
The Secretary shall record and preserve the minutes of all proceedings of each meeting, including the Board of Directors. The Secretary shall conduct all correspondence when needed. A copy of the minutes from all business meetings shall always be kept on the Club premises and shall be made available to members upon request.
Section 7: Treasurer
The Treasurer shall be bonded. The Treasurer shall receive all monies due and maintain all monies in the Club’s bank account. The Treasurer shall pay all bills, keep the club’s account current, and present a financial report at all regular and Board of Directors meetings. The Treasurer shall also keep an account of all possessions and investments. A copy of all previous financial reports shall always be kept on the Club premises and shall be made available to members upon request.
Section 8: Trustee
The Trustee will set up a committee, by appointing at least two (2) auditors with approval by the Executive Board. The Trustee and their committee shall be responsible for accuracy and verification of the Treasurer’s financial reports. The auditors will be responsible to review all treasurer’s money flow charts, reports and its financial documents to be seen by the member(s).
Section 9: Members-At-Large
The Officers will appoint two (2) members to partake in the Executive Board as our Members-At-Large. They are to assist the Executive Board with their tasks as needed.
DUTIES OF THE BOARD OF DIRECTORS
Section 1: Committee Chairperson(s)
The chairperson shall report an update on the committee’s performance. The chairperson shall coordinate and set dates for committees’ meetings. The chairperson shall create a role with approval by the Executive Board and all members may volunteer for the position.
Section 2: Suspend A Member
The Board of Directors shall have the power to suspend any member with two-thirds (2/3) of its vote. The suspended member shall have the right to appeal to the law committee and at the membership at the next regular meeting. A two-thirds (2/3) vote of the membership present at the meeting is required to uphold the suspension by the Board of Directors.
Section 3: Quorum
A quorum shall be determined by the majority of the board members to present to conduct business.
Section 4: Compensation
Officers may be compensated for their work. The Board of Directors shall determine the amount of compensation.
DUTIES OF THE STANDING COMMITTEES
Section 1: Purpose of the Standing Committees
The purpose is to maintain the club’s integrity. The committees of various branches shall be led by Chairperson(s) appointed by the President and approved by the Executive Board. The objective is to promote health, social education, and bilingualism in Deaf Community. Each chairperson, in turn, may appoint members to serve on the committee. Chairpersons shall serve on the Board of Directors. Please refer to the Guidelines for Standing Committees for further details.
Section 1: Qualifications
The qualifications of election to office are: two (2) years of membership in the club and present at least eight (8) prior meetings. All candidates must have the skills, passion and motivation to carry out the Executive Board’s duties. All candidates must be members in good standing. The individual must also not have a prior or current felony conviction. Nepotism (partners, spouses, immediate family members) and favoritism are not allowed to serve on the Executive Board together at the same time.
Section 2: Election Procedure
The position of the President and Secretary will be elected every EVEN year and is to serve 2 years. The positions of Treasurer and Vice-President will be elected every ODD year and is to serve 2 years.
Section 3: Election Committee
The Board of Directors shall appoint an Election Committee for the elections at the President, Secretary, and Treasurer. The Election Committee shall canvass the members for candidates willing to serve and their names shall be posted on a prominent bulletin board no later than two weeks prior to the Election in November. Nominations may be made from the floor preceding the election at the annual meeting. The voting shall be by written ballot, a majority constituting an election. Should a lack of majority prevail, a runoff election shall be held to reduce the number of nominees to two.
Section 4: Proxy
Active members who cannot attend an election may vote by proxy by assigning their vote to a member present at that election. The member must provide the name of the member they selected to hold their proxy to the Election Committee at least three days before the election via email or paper signed by the voter. The Election Committee shall make arrangements to count the votes of proxies in a clear and orderly manner. Please refer to the Guideline for Election to ensure its rules.
Section 5: Oath of Office
The oath of office is as follows; “I do hereby pledge myself to abide by the Constitution and by-laws of the Rochester Recreation Club for the Deaf and to faithfully perform the duties of my office to the best of my knowledge and ability.”
Section 1: New Proposed Laws
Members and visitors shall abide by the rules as explicitly stated in the Constitution and by-laws. New proposed laws passed by the Executive Board and By-Law Committee which have not been adopted into by-laws, shall be posted within 14 days for members to review and vote the next general meeting. Posting may be email, direct mail, notices on bulletin boards and/or on the bar countertop, and handouts.
Section 2: Robert’s Rules of Order (RRO)
Prior to approval of amendment, the Law Chairperson must ensure the new amendment(s) conforms with Robert’s Rules of Order.
Section 3: House Rules
There may be policies that shall be referred to as “House Rules” which contain information regarding the daily operation of the club. Membership dues and rules of etiquette shall be included in the House Rules as well. The House Rules shall be prominently posted somewhere in the clubhouse and within easy view of members.
Section 4: House Rules Changes
Only the Executive Board may post, amend, or remove wording under the House Rules.
REMOVAL OF AN OFFICER/BOARD MEMBER
Section 1: Removal of an Officer/Board Member
An officer/board member may be removed for the following cause(s): Failure or unfulfilling of their assigned duties and/or acting in a way that harms the reputation and or members of RRCD.
Any member may bring a charge against an office/board member and ask for that officer/board member to be removed from office for the causes listed above. The process bringing a charge is as follows:
The member must write a letter to the Law Committee listing the cause(s) for removal and describe what the officer/board member did.
The Law Committee must investigate the charges thoroughly within 30 days of receiving the letter.
The Law Committee shall inform the Board of Directors of its findings. If the charge is found to be true, the Board of Directors shall remove that officer/board member from office by a ⅔ vote and inform the members.
The Officer/Board member who has been removed from office shall have a reasonable opportunity for appeal by letter to the Secretary within 30 days of the Board of Directors decisions.
REMOVAL OF A MEMBER
Section 1: Removal of an Member of the Club
Members of the Club found guilty of conduct unbecoming of a member of the Club shall be disciplined in the following manner:
Severity of Misconduct:
Level 1: Probation
Level 2: One to six months suspension
Level 3: Six months to one year suspension
Level 4: Expulsion
The Executive Board shall determine the status of the accused member by two-thirds (⅔) vote. A member disciplined may appeal the decision in writing to the general membership in writing to the Secretary within thirty (30) days from the date of the decision. The appeal shall be brought up before a regular or special meeting of the membership no later than thirty (30) days after the Secretary receives the written appeal. At the meeting, the accused member shall have the right to present his or her side of the matter at issue for consideration by the membership. A two-thirds (⅔) vote shall be required by the membership attending the meeting to uphold the Executive Board’s decision.
Section 2: Pardon By the President
Any expulsion may be pardoned by the President with the approval of the Executive Board. Limitations to the reinstated member’s participation may be imposed by the Executive Board as appropriate according to the offense for which the member was expelled.