Bylaws of the Warrenton Ruritan Club

ARTICLE I. Name: The name of the Club shall be the Warrenton Ruritan Club (“Club”).

ARTICLE II. Objectives

Section A. Mission Statement:

  • Ruritan National is a national organization dedicated to improving communities and building a better America through fellowship, goodwill, and community service.

  • The Club observes the Ruritan National mission with a geographic focus on Warrenton, VA in particular, and Fauquier County, VA in general.

Section B. The objectives of the Club are as follows:

  1. To promote fellowship and goodwill among its members and the citizens of the community and to inspire each other to higher efforts.

  2. To unify the efforts of individuals, organizations, and institutions in the community toward making it an ideal place in which to live.

  3. To work with those agencies which serve the community and contribute directly to its progress.

  4. To encourage and foster the ideal of service as the basis of all worthy enterprises.

ARTICLE III. Emblems

The emblem of the Club shall be the same as the emblem for Ruritan National.

ARTICLE IV. Membership

Section A. Club membership may be acquired only by invitation, transfer, or reinstatement.

Section B. Any community-minded person whose interest is allied with the Club and community shall be considered for Club membership.

Section C. Any member of this Club may present the name of a proposed member to any Board of Director member and upon majority approval of the Board of Directors in quorum; the name shall be submitted to the Club. Upon approval with a two-thirds (2/3) vote of the Club in quorum, the applicant shall become a member of the Club.

Section D. A member, by payment of applicable fees and dues, thereby accepts the principles of the Club as expressed in its objectives and submits to and agrees to comply with and be bound by the bylaws of the Club.

Section E. The types of Ruritan membership are Active, Associate, Ruritan Forever, and Honorary.

  1. Active membership is conferred on individuals. An active member may vote, hold office, participate in Club business activities, and be a delegate to district or national conventions. An active member will receive a lapel pin and will receive the Ruritan National magazine.

  2. Associate membership may be bestowed upon an individual or a business desiring affiliation with Ruritan. An individual and/or business will represent one membership for each annual dues paid to Ruritan National. An individual associate member may not vote, hold office, or participate in Club business activities, or be a delegate to district or national conventions. An individual associate member will receive a lapel pin and a business will receive either a plaque or window static. Associate members (individual or business) will receive the Ruritan National magazine.

  3. Ruritan Forever membership is a perpetual life plan to honor either a living or deceased member in perpetuity by establishing an endowment fund that will provide dues income during and after the lifetime of the participant. The fee for this plan is controlled by the National Board of Directors. A Ruritan Forever plaque and a Ruritan Forever pin will be presented to a living Ruritan Forever member, and a Ruritan Forever plaque will be presented to an appropriate family member to memorialize the deceased Ruritan Forever recipient. Ruritan Forever status may be conferred upon any active, associate, honorary, or deceased member.

  4. Honorary membership may be conferred upon a Club member who, in the opinion of the Club Board of Directors and membership, has rendered extraordinary Ruritan service. An honorary member is not considered in any Club awards programs. An honorary member will be exempt from the payment of Club dues but shall pay national dues and any district dues. An honorary member shall have all rights, privileges, and benefits of Ruritan membership.

ARTICLE V. Leave of Absence

Section A. Upon written application to the Club Board of Directors setting forth good and sufficient reason, a leave of absence status may be granted to a Club member, excusing said member from attending meetings of the Club. This written application must specify the length of time desired, which shall in no case be granted for a period of less than three (3) months or for more than one (1) year. A Club member on leave of absence shall continue to pay national and any applicable district dues and shall be counted neither absent nor present on the Club roll. Neither will they vote, hold office, nor participate in Club business activities, or be a delegate at the district or national convention.

ARTICLE VI. Fees and Dues

Section A. Active members may be assessed Club dues as determined by a two-thirds (2/3) vote of the Club Board of Directors, with a quorum present, and 2/3 vote of the members, providing a quorum is present. Each member shall pay to the Club Treasurer dues on an annual basis, in advance; for current and ongoing members, such payment is due at the start of the new calendar year.

Section B. Ruritan National membership dues shall be billed on the 1st day of each quarter and are payable to Ruritan National no later than the last day of January, April, July, and October. Any Club which fails to pay its financial obligations to this organization, in accordance with these bylaws, may be subject to disciplinary action up to and including suspension of its charter. A one-time fee for Ruritan Forever members is established by the Ruritan National Board of Directors.

Section C. At the option of the district, the Club shall pay applicable annual district dues to the district treasurer. These dues shall be based on the enrollment of the Club as of the close of the meeting in January of each year and shall be payable by March 1st of the same year.

Section D. Except for Club dues, and applicable district dues, members shall not be assessed for contributions for any purpose. Club dues should be sufficient to cover National dues, District dues, the cost of meals at Club meetings (if provided), office supplies for Club business, and membership pins. Proceeds from the Club fundraising shall not be used for meals and dues.

ARTICLE VII. Meetings

Section A. This Club’s Board of Directors shall hold at least one meeting each month by any legal method. The Club’s Board of Directors meeting shall be held on the 2nd Thursday of each month, unless otherwise decided upon by the Club Board of Directors and approved by the Club. Special meetings may be called when considered necessary by the Club Board of Directors.

Section B. The regular “Business” meeting of the Club shall be held on the 3rd Thursday of each month, unless otherwise decided upon by the Club Board of Directors and approved by the Club.

Section C. Attendance of fifty-one (51) percent of the members in good standing shall be necessary for a quorum at any meeting of the Club.

Section D. Recommended length of Club meetings should be sufficient to conduct Club business and a meal may be served at the discretion of the Club.

Section E. The Club shall follow the meeting procedures and guidelines as defined in the Ruritan Club and District Officers’ Handbook.

Section F. A minimum of sixty (60) days’ written notice shall be given to each Club member before a Club vote to disband and the District Governor and National Director are to be notified with written notice prior to a vote for disbanding.

ARTICLE VIII. Duration of Club Membership

Section A. The resignation of any Club member shall become effective upon written notice to the president or secretary.

Section B. The Club Board of Directors may terminate the membership of any Club member who refuses, or neglects, to pay any indebtedness due to the Club within thirty (30) days after formal demand has been made by written notice from the secretary or treasurer.

Section C. Any Club member may be expelled with just cause from the Club by approval of two-thirds (2/3) vote of the Club Board of Directors, in quorum and two-thirds (2/3) vote of Club members providing a quorum is present and provided thirty (30) days advance written notice has been given to such member

Section D. Any person whose Club membership has been terminated for any reason shall forfeit any interest in all funds or other property belonging to the Club.

ARTICLE IX. Officers and Directors

Section A. Officers and Directors under the age of 18 shall have an adult sponsor who shall act in their stead for executing fiduciary decisions and/or legal documents.

Section B. The officers of this Club shall include the president, vice president, secretary, and treasurer with combinations of, or additional officers, as necessary.

Section C. The Board of Directors of this Club should be composed of the president, vice president(s), secretary(s), treasurer(s), the immediate past president, and a minimum of three (3) elected directors. The president shall serve as chairperson.

Section D. A majority of the Board of Directors shall constitute a quorum.

Section E. Each officer and director shall be an active member in good standing in the Club.

Section F. Removal from Office. Any officer or director may be removed from office by a two-thirds (2/3) vote of the Club in quorum. This shall be done at a duly assembled Club meeting after a hearing before the board. Notice shall have been given to the officer or director in question thirty (30) days in advance of the meeting with the reason(s) for such proposed action provided.

Section G. Vacancy in Office. In the event of a vacancy in any Club office, other than Club President, the unexpired term will be filled by appointment of the Club President and concurrence of the Club board. In the event of a vacancy in the office of Club President, the Vice President shall immediately succeed to the office of Club President for the unexpired term. If the vice-president is unable or unwilling to succeed to this office, the Club Board of Directors should recommend a name to the membership after which the floor is open for nominations. A new president will be elected by majority vote.

ARTICLE X. Elections

Section A. The officers and directors shall be elected in the following manner:

  1. No later than the regular meeting in August of each year, the president shall appoint a Nominating Committee composed of three (3) to five (5) members whose duty shall be to nominate officers and a director.

  2. At the September meeting of the Club, the Nominating Committee shall submit its report of nominees for office to the Club after which the floor will be open for further nominations from the members.

Section B. Annual elections should be at the October meeting with the person receiving the most votes for each office shall be declared Elected by plurality. Elected officers shall be installed at the December meeting. All officers should hold offices for a term of one (1) year beginning on the first day of January or until a successor to the office has been elected and installed.

Section C. Directors shall hold office for a term of three (3) years except for the first election held after a new Club’s charter and adoption of the bylaws, at which time one director shall be elected for one (1) year, one director for two (2) years, and one director for three (3) years.

Section D. The newly elected president should announce the appointment of a sergeant-at-arms, chaplain, song leader, reporter, and the committees after installation at the December meeting. The members so appointed shall take office on the 1st day of January.

Section E. No officer or director of this Club shall receive any compensation for any services rendered, except the secretary and treasurer who may be compensated.

ARTICLE XI. Duties of Officers

Section A. The president shall be chair of the Club Board of Directors and shall preside at all meetings.

Section B. The vice president shall serve as chair of the Finance Committee and the Objectives Committee consisting of the Community Service chairs and be an Ex officio member of all Community Services Committees.

Section C. The secretary shall keep a record of transactions of each meeting and a corrected list of all members, attend to all correspondence, make the required reports to Ruritan National, and perform such other duties as ordinarily pertain to this office or as may be imposed by the Board of Directors.

Section D. The treasurer shall keep Club member accounts (showing money paid in and amounts still due), collect all money due to the Club (depositing in a financial institution designated by the Club board of directors), pay out money only as authorized by Club action, and be a member of the finance committee. At each Monthly Board of Directors and Club Meeting the Treasurer shall provide a written report detailing the monthly deposits and expenditures.

Section E. The sergeant-at-arms, chaplain, song leader, and reporter are all appointed by the president. of the Club and their duties are found in the Ruritan Club and District Officers’ Handbook.

ARTICLE XII. Committees

Section A. The president should appoint the following Standing Committees for the year:

  1. Program and Entertainment

  2. Finance

  3. Public Relations

  4. Membership

  5. Fellowship

Section B. The president shall appoint the following Community Service Committees:

  1. Community Engagement (formerly named Business and Professions)

  2. Citizenship and Patriotism

  3. Environment

  4. Public Services

  5. Social Development

Section C. The chair of each Community Service Committees shall constitute the Objectives Committee with the Club vice president as chair.

Section D. The president may appoint special committees as needed.

Section E. Each committee shall transact such business as is delegated to it in the Ruritan Club and District Officers’ Handbook and such additional business as directed by the president.

ARTICLE XIII. Politics

This Club shall be nonsectarian, nonpartisan, and take no action endorsing or condemning any candidate or measure in public votes.

ARTICLE XIV. Auditing of Accounts

Section A. The President shall appoint an Auditing Committee who shall have the books and accounts of the secretary and treasurer audited annually utilizing the approved Ruritan National Club Audit Guidelines. The secretary and treasurer shall submit their books to this committee for auditing at any time as directed by the Club Board of Directors. At the completion of the audit, the audit committee will report the findings to the Club.

A.1. The Assigned National Representative with an appointed audit committee may conduct an inspection/audit of Club Financial Records when considered necessary to assist a Club with detecting or correcting discrepancies in their financial matters.

Section B. The treasurer shall ensure the filing of the 990 Report Form with the Internal Revenue Service.

ARTICLE XV. Property Ownership

Section A. Any individual Ruritan Club may purchase or own any property it deems necessary to achieve the objectives of Ruritan. The Club acknowledges Ruritan National shall not be responsible for the debts of this Club and will not assume any responsibility for dispersing the Club’s property in the event this Club disbands.

Section B. Dissolution Clause: In the event of disbandment of a Club, the property of the disbanded Club shall be used for community service or donated to another non-profit organization in the community.