Standard Rotaract Club Constitution Meeting TESTING

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