Rotaract Club of the Fraser Valley

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Standard Rotaract Club Constitution Meeting 

Rotaract Club of the Fraser Valley

Purpose:

Review of the Rotaract Club Constitution & Bylaws. Also adding amendments and making clarifications to club operations.

Items Discussed:

  • President Elects (PE)
    • Vice-Presidents are not automatically President Elect for the following year
    • IV – Article 6: Membership – PE attend PETs, and to receive training from predecessors.
    • PE for the upcoming Rotaract year (July to June) be chosen by January 15th
      • Election to be held for the position (see Election Process below)
  • Attendance/Event Requirements:
    • 14 meetings (based on 24 meetings in a year)
    • 1 Rotary Meeting
    • 1 Rotary Event
    • 1 Rotaract Club of the Fraser Valley Event
  • Directorship & Executive Roles:

PRESIDENT: Brenna Hay

The president’s primary role is to ensure that the club’s professional and leadership development activities are successful and that its service projects benefit the community.

Responsibilities include:

  • Conducting effective club meetings with detailed agendas that allow enough time for reports from officers and committee members
  • Chairing meetings of the board of directors
  • Appointing all standing and special committees, with board approval, and serving as an ex officio member of all committees
  • Appointing committee chairs based on individuals’ experience, and seeking their opinions about committee members
  • Delegating responsibilities to help members develop their leadership skills for future club leadership roles
  • Encouraging club members to get involved in projects by building on their skills and interests
  • Ensuring that club activities and service projects are successfully promoted and executed
  • Monitoring membership to maintain an age and gender balance
  • Communicating and collaborating with the Rotarian adviser, Rotary club members, and district Rotaract officers. In university-based clubs, the president should also consult with the faculty adviser.
  • Updating club information and membership data every six months through Member Access
  • Mentor President Elect to ensure a smooth transition for them to step into the role of president

VICE PRESIDENT: OPEN TO APPLY

The vice president’s primary role is to support the president.

Responsibilities include:

  • Presiding over meetings in the president’s absence
  • Serving on the board of directors and as an ex officio member of all committees
  • Handling special assignments as directed by the president
  • Staying current on club goals and activities
  • Succeeding to the office of president in the event of a vacancy
  • Help support/mentor President Elect to ensure a smooth transition for them into the capacity of President the following year.
  • Organize and facilitate rotary mentor program.

PAST PRESIDENT: Matthew Baillie

The immediate past president remains on the executive board with voting rights in the capacity of a club mentor.

SECRETARY: OPEN TO APPLY

The secretary’s primary responsibility is to help the club function efficiently. The secretary should be well organized and have good communication skills.

Responsibilities include:

  • Maintaining all club records, including membership, committee appointments, attendance, dues payments, and important club documents such as the club’s certificate of organization, budgets, and reports
  • Notifying the sponsor Rotary Club(s) of club members who are turning 30, to help it identify potential Rotarians
  • Providing club and member information to the president for regular updates to RI
  • Taking minutes, a clear and concise written record of meeting discussion and actions, at all club meetings. Minutes should cover these points:
  • Date, time, and place
  • Presiding officer
  • Attendance
  • Approval and correction of last meeting’s minutes
  • Treasurer’s statement
  • Summary of reports from officers and committees
  • Summary of agenda (including old and new business) and actions taken
  • Announcements
  • Adjournment

TREASURER: OPEN TO APPLY

The treasurer works with the secretary to maintain accurate financial records. The treasurer should be a responsible, detail-oriented person. 

Responsibilities include:

  • Chairing the finance committee
  • Collecting membership dues
  • Depositing dues and all proceeds from fundraising projects
  • Paying all club bills and reimbursements for club expenses
  • Preparing and administering the budget
  • Preparing a monthly report that accurately details:
  • Money on hand at the beginning and end of the month
  • Income, with its source (such as membership dues or fundraising) clearly indicated
  • Payments, indicating for what and to whom
  • Ensuring that the club complies with all government financial reporting Requirements

finance committee

  • Decides how the club will fund its activities
  • Focuses on keeping dues low and maintaining the club’s ability to support itself
  • Collects any district and club dues
  • Seeks in-kind and monetary donations from businesses and organizations

DIRECTOR OF CLUB SERVICES: OPEN TO APPLY

  • Chair the club services committee
  • Chair the professional development committee
  • Maintain social media with club services committee
  • Plan and implement icebreakers for meetings

club service committee

  • Develops strategies for recruiting new members and keeping current member’s active
  • Publicizes the club’s activities to members and the general public
  • Plans activities for networking and socializing
  • Maintains a historical record, including pictures and descriptions of club activities

professional development committee

  • Solicits suggestions from club members for professional development activities
  • Reviews and plans activities
  • Explores resources in the community
  • Leads, organizes, and implements the activities

DIRECTOR OF COMMUNITY SERVICES: OPEN TO APPLY

  • Chair community services committee

community service committee

  • Reviews suggestions from members for community service projects to ensure they address real needs and can be successfully carried out by the club
  • Develops plans for the club’s annual community service project
  • Leads, organizes, and implements the community service project

DIRECTOR OF INTERNATIONAL SERVICES: OPEN TO APPLY

  • Chairs International service committee

international service committee

  • Reviews members’ suggestions for international service projects to ensure they address real needs and can be successfully carried out by the club
  • Develops plans for the club’s annual international service project
  • Leads, organizes, and implements the international service project
  • Develops additional activities that promote international understanding among club members and in the community
  • Treasurer:
    • II – Article 9: Separate accounts are not necessary with proper tracking
  • Currently holds District 5050 Rotaract Funds (overseen by the club Treasurer & District Rotaract Representative)
  • Election process
    • To run for a position, they must have been with the club for a minimum of 6 months
    • Elections will be held for the upcoming Rotaract year during the months of January to March
      • To be taken seriously – have a nomination period, campaigns (if desired) and speeches
    • Ensuring those voted into director positions have attended 80% of the meetings
    • Executive roles are to last for 2 years only (July – June)
      • In the event there is no one who wants to run for the position, the current executive may remain in the role. 
      • Should a member take on an executive role part way through the Rotaract year, the partial year will not count towards their 2 years
  • New Members:
    • Article IV – Admission for the new members shall be $20.00. 
    • Annual dues for returning members shall be $20.00 per member. 
    • Should a member join part way through the year, their membership will be prorated
      • Quarters: July – September ($20.00) | October – December ($15.00) | January – March ($10.00) | April – June ($5.00)
  • Meetings (Executive & General)
    • Executive Meetings occur on the 1st Thursday of every month at 6:00pm, unless otherwise noted. Meeting locations will vary depending on room availability at the University of the Fraser Valley
    • General Meetings occur on the 1st & 3rd Thursday of every month at 6:45pm, unless otherwise noted. Meeting locations will vary depending on room availability at the University of the Fraser Valley

Updated May 8, 2018