Recent meetings have included factual presentations by Malta's town supervisor and state Assembly member, both of whom are club members, and preparations for upcoming events, including: Oct. 17 regular trash pickup on Dunning Street -- meet 8 a.m. near Forest Cleaners; Nov. 2, food preparation and sales at Malta Harvest Craft Fair in Community Center. We will also be sponsoring a Red Cross blood drive in early December.
We are discussing with AOET Uganda a potential $3,100 (or more) donation from the club and individual members for provision of a computer with Starlink internet access and uninterruptible power supply to support its medical clinic near Jinja and related work. We have also discussed potential installation of two benches along Dunning Street trail in Malta.
We have adopted new by-laws, see below:
ADOPTED | October 1, 2026
BYLAWS
of the
Malta Sunrise Rotary Club
Adopted October 1, 2026
STATUS
These bylaws supplement the Standard Rotary Club Constitution and are binding on the members. This is the official text adopted October 1, 2026.
Key features:
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Preferred club name "Malta Sunrise Rotary Club" (with IRS a.k.a. reference in the companion Constitution).
Vice President and Sergeant-at-Arms terms: one year (or multi-year if re-elected).
Immediate Past President succession language added.
Vice President duty language generalized (no individual member named).
Snow days (local schools cancelled) listed as a standing meeting exception.
Open Board of at least seven officers (including Vice President and Sergeant-at-Arms); no regular
closed-door Board meetings; monthly business meeting is the normal forum.
Flexible, relationship-based attendance article retained.
IRS section kept factual and practical - no auto-revocation language; no detailed multi-year retention schedule.
Written notice was given to all members on September 6, 2026. Adopted at the October 1, 2026 business meeting. Annual dues are $150, payable $75 semi-annually.
Article 1- Definitions
1. Board: The board of directors of this club.
2. Director: A voting member of the Board. In this club the directors are the officers listed in Article 2.
3. Member: A member, other than an honorary member, of this club.
4. Quorum: The minimum number of participants who must be present when a vote is taken: one-third of the club's members for club decisions and a majority of the directors for club board decisions.
5. RI: Rotary International.
6. Year: The 12-month period beginning 1 July.
Article 2 - Board
The governing body of this club is its board of directors, consisting of at least seven members:
• President
• Immediate Past President
• President-Elect
• Vice President (responsible for speaker schedule and ride-assignment scheduling)
• Secretary
• Treasurer
• Sergeant-at-Arms
Committee chairs are not voting Board members unless the club separately elects or the Board separately appoints them as directors. The Board may appoint additional directors if needed.
Malta Sunrise Rotary Club - Bylaws | Adopted October 1, 2026
Article 3
ADOPTED | October 1, 2026
Elections and Terms of Office
Section 1 - Nominations. One month before elections (typically in November for a December vote), members nominate candidates for president, vice president, secretary, treasurer, sergeant-at-arms, and any open director positions. Nominations may be presented by a nominating committee appointed by the President, by members from the floor, or both.
Section 2 - Election. The candidate who receives a majority of the votes for each office is declared elected. Elections are normally held at a regular meeting in December (or no later than 31 December) so that officers-elect can prepare for the year beginning 1 July.
Section 3-Vacancies. If any officer or board member vacates their position, the remaining members of the board will appoint a replacement for the balance of the term.
Section 4 - Officer-Elect Vacancies. If any officer-elect or director-elect vacates a position, the remaining members of the board-elect will appoint a replacement.
Section 5- Terms of Office:
President - one year (1 July - 30 June)
President-Elect- one year (serves as PE then becomes President)
Vice President - one year (or multi-year if re-elected)
Secretary -one year (or multi-year if re-elected)
Treasurer- one year (or multi-year if re-elected)
Sergeant-at-Arms - one year (or multi-year if re-elected)
Any additional directors - one year unless otherwise specified (committee chairs are not directors unless separately appointed)
Section 6-Immediate Past President Term of Service. The Immediate Past President shall serve in that position until replaced by the next Immediate Past President. The current Immediate Past President may request to step down at any time during their term. If this occurs, the Board may replace the Immediate Past President as allowed by Article 3, Section 3, or leave the position vacant.
Article 4 - Duties of the Officers
Section 1 - President. Presides at club and board meetings; sets the tone and annual goals consistent with District and RI guidance; monitors progress on service, membership, Foundation, and public image goals; ensures the club operates in accordance with the constitution and these bylaws.
Section 2-Immediate Past President. Serves as a director and provides continuity and mentorship.
Section 3- President-Elect. Prepares for the year in office, attends required training, and serves as a director. Section 4 - Vice President. Presides in the absence of the President; maintains the speaker schedule and manages ride-assignment scheduling for members who need rides to and from the meetings; assists with program planning. Section 5-Secretary. Keeps membership records; records minutes of Board actions and club business meetings, or ensures they are recorded; handles official notices and RI / ClubRunner reporting as needed. Weekly speaker meetings do not require formal minutes.
Section 6-Treasurer. Oversees all funds, prepares budgets, provides accounting and reports, ensures timely payment of RI and district dues, and is responsible for the club's annual IRS information return (Form 990 series) and related financial record-keeping.
Section 7- Sergeant-at-Arms. Maintains order and assists with meeting logistics (Happy Dollars / Clynk collections, room setup, etc.).
Article 5- Meetings
Malta Sunrise Rotary Club - Bylaws | Adopted October 1, 2026
ADOPTED | October 1, 2026
Section 1 - Annual Meeting. An annual meeting of this club is held no later than 31 December to elect the officers (the Board members listed in Article 2) who will serve for the next Rotary year and to receive the annual financial report.
Section 2 - Regular Meetings. This club meets every Thursday at 7:15 a.m. at The Ugly Rooster, 2476 US-9, Malta, New York (or such other place or time as the Board may designate with reasonable notice to members). Business meetings (no external speaker) are customarily held on the first Thursday of the month or as announced. Standing exceptions for cancellation include holidays, the Changeover Picnic, and snow days when local schools are cancelled.
Section 3 - Board Meetings (Option A). Board meetings are held as needed, ordinarily in conjunction with the monthly business meeting of the club. There shall be no regular closed-door Board meetings. All members present may discuss and vote on ordinary club matters. When an item of business is reserved to the Board by the Constitution or these Bylaws, the Board members present shall act on that item. Special meetings of the Board may be called with reasonable notice by the President or upon the request of two directors. Written minutes of Board actions shall be available to all members within 30 days.
Article 6 Dues
Annual club dues are $150. They are paid $75 semi-annually.
Annual club dues include RI per capita dues, subscriptions to an official magazine, district per capita dues, club operating fees, and any other Rotary or district assessment.
Article 7 - Method of Voting
The business of this club is conducted by voice vote or a show of hands except in the election of officers and directors, which is conducted by ballot (or by such other method as the Board may authorize for efficiency, including electronic ballot when appropriate). The Board may also provide a ballot for a vote on some resolutions. When an item is reserved to the Board, only Board members vote on that item.
Article 8- Attendance
Section 1- Expectation. Members are expected to attend regular meetings when reasonably able and to participate in club service projects, events, and other activities. Because Malta Sunrise is a small, relationship-based club, attendance is tracked and encouraged through personal connection rather than rigid percentage formulas. Section 2-Practical Tracking. Attendance is noted informally through the Sergeant-at-Arms' Happy Dollars collections and through the club's collaborative Google Group. Members who cannot attend are encouraged to post a brief note on the Google Group when practical.
Section 3 - Prolonged Absence. When a member is absent for a prolonged period without known reason (vacation, travel, medical, family, or other good cause already understood by the group), the President, Membership Chair, or another designated member will reach out personally to check on the member's well-being and continued interest.
Section 4 - Make-ups and Excused Absences. Make-ups and formal excused-absence provisions of the Standard Rotary Club Constitution remain available. The Board may grant additional flexibility for good cause consistent with the club's culture of mutual support.
Section 5- Authority. This Article is adopted under the flexibility permitted by Article 10, Section 7 of the Standard Rotary Club Constitution, which allows club bylaws to include provisions not in accordance with the other sections of that Article. The club's priority is maintaining connection and care among members rather than enforcing numerical attendance thresholds.
Malta Sunrise Rotary Club - Bylaws | Adopted October 1, 2026
ADOPTED | October 1, 2026
Article 9
Committees
Section 1 - Standing Committees. This club covers the functions of the committees listed in the Standard Rotary Club Constitution (Club Administration, Membership, Public Image, Rotary Foundation, and Service Projects). Those five recommended committees may be combined or carried out by a designated chair or by the club as a whole. The club may also use the following additional or specialized committees/roles as needed:
Scholarship Committee
• Blood Drive coordination
• Roadside / Dunning Street Clean-up
• Food Drive / Pantry support
• Pie Sales and other fund-raisers
• Community events (Malta Days, Parade, Craft Fair, etc.)
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Any other project or event committee appointed by the President or Board
Section 2- Ex officio. The President is an ex officio member of all committees.
Section 3-Committee Chairs. Each committee's chair is responsible for regular meetings and activities of the committee, supervises and coordinates its work, and reports to the Board on all committee activities.
Article 10- Finances
Section 1 - Budget. Before each fiscal year starts, the Board shall cause an annual budget of estimated income and expenditures to be prepared.
Section 2 - Accounts. The Treasurer deposits club funds in a financial institution or institutions designated by the Board. Funds should be divided, where practical, into accounts for club operations and for service projects/ restricted funds.
Section 3-Payments. Bills are paid by the Treasurer or another authorized officer and approved by two other officers or directors.
Section 4 — Annual Review. The Board shall cause a qualified person (who need not be a CPA) to conduct a thorough annual review of all financial transactions.
Section 5 - Financial Reports. Club members will receive an annual financial statement of the club for the previous year at the annual meeting. Club members shall also receive a mid-year financial report (income and expenses of the first six months) at a meeting held by 31 January.
Section 6 - Fiscal Year. The fiscal year is from 1 July to 30 June (matching the Rotary year and the accounting period ending June 30 shown on the club's IRS determination letter).
Section 7 — IRS Status and Record-Keeping. The club is recognized by the Internal Revenue Service as a tax-exempt organization under IRC Section 501(c)(4) (EIN 14-1736241). Contributions to the club are not tax-deductible. The Treasurer is responsible for preparing and filing the club's annual information return (Form 990, 990-EZ, or 990-N) and for maintaining the financial records necessary to support that filing and the club's ongoing operations. The Board shall ensure that essential records are transferred to successive officers at each change of leadership.
Article 11 - Method of Electing Members
Section 1 - Proposal. A member of this club or another club proposes a candidate for membership to the Board and/or the Membership Committee.
Section 2-Board Action. The Board approves or rejects the candidate's membership within 30 days and notifies the proposing member of its decision.
Section 3 - Invitation. If the Board approves the candidate's membership, the prospective member is invited to join the club and, upon payment of any required admission fee and dues, becomes a member.
Malta Sunrise Rotary Club - Bylaws | Adopted October 1, 2026
ADOPTED | October 1, 2026
Article 12-Amendments
These bylaws may be amended at any regular club meeting. Changing the club bylaws requires:
1. Written notice sent to each member at least 21 days before the meeting;
2. A quorum present for the vote; and
3. Two-thirds of the votes cast supporting the change.
Changes to these bylaws must be consistent with the Standard Rotary Club Constitution, the RI Constitution and Bylaws, and the Rotary Code of Policies.
END OF BYLAWS ADOPTED OCTOBER 1, 2026
CONFLICT CHECK WITH ORIGINAL ROTARY DOCUMENTS
No conflicts. A Board of the required officers plus Vice President and Sergeant-at-Arms is permitted by the Standard Rotary Club Constitution. Option A (open meetings; no regular closed-door Board sessions) remains consistent with the Constitution and Recommended Bylaws.
ADOPTION RECORD
Written notice given to all members September 6, 2026.
Adopted by two-thirds of the votes cast, with a quorum present, at the October 1, 2026 business meeting.
AFTER ADOPTION
1. The Secretary shall record the vote in the minutes, retain this signed copy, upload it to ClubRunner, and
keep it with the club's permanent records.
2.
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3.
4.
These documents support the President's role of running effective weekly meetings, setting goals aligned with District/ CNY Rotary guidance, and monitoring progress on service projects, fund-raising, membership, and Foundation support-without creating meeting or record-keeping structures the club will not sustain.
Adopted October 1, 2026. Dues are $150 per year, payable $75 semi-annually.
ADOPTION CERTIFICATION
These Bylaws of the Malta Sunrise Rotary Club were adopted at the regular business meeting held October 1, 2026, after written notice to all members dated September 6, 2026.
Members present (quorum):
Votes in favor:
Votes opposed:
16
0
