Rotaract Club of York University

ROTARACT CLUB OF YORK UNIVERSITY
OFFICIAL CONSTITUTION AND BY-LAWS

Adapted from Rotaract International Handbook, Constitution and By-Laws Latest Amendment: Thursday, July 18th, 2013
ARTICLE I: NAME 1. The name of this organization shall be the Rotaract Club of York University. 2. The official ID number, under Rotary International, for Rotaract Club of York University is 62800. 3. Rotaract Club of York University is sponsored by the Rotary Club of Etobicoke and is recognized with Rotary District 7070.
ARTICLE II: MISSION AND GOALS 1. The purpose of Rotaract is to provide an opportunity for all individuals to enhance the knowledge and skills that will assist them in personal development, to address physical and social needs of their communities, and to promote better relations between all people worldwide through a framework of friendship and service.
These goals consist of: a) To develop professional and leadership skills; b) To emphasize respect for the rights of others, and to promote ethical standards and the dignity of all useful occupations; c) To provide opportunities for young people to address the needs and concerns of the community and our world; d) To provide opportunities for working in cooperation with sponsoring Rotary club(s); e) To motivate young people for future membership in Rotary. ARTICLE III: SPONSORSHIP 1. The primary sponsor of the Rotaract Club of York University is the Rotary Club of Etobicoke which, through a committee of its Rotarians, the number of which shall be determined by the club, shall provide guidance and have supportive responsibility for Rotaract club. The continued well-being of this club shall depend on the continued active personal participation of the sponsoring Rotary club.
Rotaract Club of York University
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2. The basis of the organization shall be all individuals who are committed to the goals of the Rotaract program and to building a relationship with the sponsoring Rotary club. Where a university or other institution of high education is located within the vicinity of the sponsoring Rotary club, the student body of each institution may also be a basis of organization. This club is not a part of, and neither this club nor its members have any rights or privileges with respect to, the sponsoring Rotary club. 3. This club is a non-political, non-sectarian organization.
4. In the event that the sponsoring Rotary club is terminated, the governor of the Rotary District 7070 will seek to install another sponsoring Rotary club; if one cannot be found within 180 days, the Rotaract club will be terminated until further notice by the Rotary District 7070. ARTICLE IV: MEMBERSHIP 1. The membership of this club shall consist of all individuals of good character and leadership potential. When a member reaches the age of 30, they have the option of becoming a Rotarian with a registered Rotary Club. * It is recommended, but not mandated, that there be a minimum of 15 charter members when chartering a new club. 2. The method of electing members of this club shall be determined by this club in consultation with the sponsoring Rotary club. The method of electing new members of university-based** Rotaract clubs shall have the approval of the appropriate authorities. 3. Each member of this Rotaract club shall attend at least 60% of the clubs regularly scheduled meetings annually, provided that absence from a regularly scheduled meeting of the club may be made up as follows: any member absent from a regular meeting of this club may make up such absence by attendance at regular meeting of any other Rotaract club or any Rotary club on any day of the two weeks immediately preceding or following the day of the absence, or attendance and participation in a club service project or a club-sponsored community event or meeting authorized by the board. 4. All Rotary Foundation scholars, who are within the age guidelines adopted by the board for the Rotaract program, shall be eligible for guest Rotaract club membership during the period their study in another country. 5. Membership shall automatically terminate (a) upon failure to meet attendance requirements unless excused by the board of directors of this club for good and sufficient
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reason or (b) by termination of the club or (c) on 30 June of the Rotaract year in which the member becomes 30 years old. 6. Membership may be terminated (a) upon failure to continue to meet the qualification for membership, or (b) for cause, as determined by this club by vote of not less than 2/3 of all the members in good standing. * On 30 June of the Rotaract year in which the member becomes 30 years old his/her, they will have the option to join a registered Rotary Club. ** As used in this constitution, the term "university" is intended to include all institutions of higher education.
ARTICLE V: MEETINGS 1. The club shall meet not less than twice per month, as provided in the by-laws, at a time suited to the convenience of the members. 2. The board of directors shall meet as provided in the by-laws. 3. Rotary International recommends each sponsoring Rotary club to designate one or more members of its club to attend the meeting(s) of its Rotaract club(s) at least once a month. 4. Meetings of the club and the board of directors may be cancelled during holiday or vacation periods at the discretion of the board of directors. The board may cancel a regular meeting if it falls on a legal holiday or in case of the death of a club member, an epidemic, a disaster affecting the whole community, or an armed conflict in the community that endangers the lives of the club members. The board may cancel not more than four regular meetings in a year for causes not otherwise specified herein provided that this club does not fail to meet for more than three consecutive meetings 5. Minutes of the meetings of the club and board of directors shall be provided to the chair of the sponsor Rotary clubs Rotaract committee within two weeks after each meeting is held.
ARTICLE VI: OFFICERS AND DIRECTORS 1. The officers of this club shall be President, Vice-Presidents and such additional officer(s) as may be provided in the by-laws. 2. The governing body of this club shall be a board of directors composed of the President, Immediate Past President, Vice-Presidents, and additional directors whose number shall be determined by this club, all to be elected from among the members in good standing.
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All decisions, policies, and actions of the board and of the club shall be subject to the provisions of the constitution and policy established by Rotary International and its members. If university-based, this club shall be subject to the same regulations and policies established by the appropriate authorities for all student organizations and extracurricular activities of the university. The board of directors shall have general control over all officers and committees and may for good cause, declare any office vacancies. It shall constitute a board of appeals from the rulings of all officers and actions of all committees. 3. Elections of officers and directors shall be held annually prior to 1st of April by methods compatible with local customs and procedures; through a super majority vote with those voting considered to be in good standing. ARTICLE VII: ACTIVITIES AND PROJECTS 1. Within the limits prescribed in Section a) of Article III, this club shall be responsible for planning, organizing, financing, and conducting its own activities and shall itself supply money, labor, and creative imagination necessary thereto, except in the case of joint projects or activities undertaken in cooperation with other organizations, such responsibility shall be shared with such other organization(s). 2. This club shall undertake among its activities at least two major service projects annually, one to serve the community and the other to promote international understanding, and each shall involve all or most of the members of the club. 3. This club shall provide for a professional development program for its members. 4. It is the responsibility of the club to raise the funds necessary to carry out its program. It shall not solicit or accept more than occasional or incidental financial assistance from the sponsoring Rotary club, nor shall it make general solicitations from Rotary clubs other than its sponsoring Rotary club or from other Rotaract clubs; nor shall it solicit financial assistance from individuals, businesses, or organizations in the community without giving something of value in return. All funds raised for service projects must be expended for that purpose. ARTICLE VIII: COMMITTEES 1. There shall be provided in the by-laws of this club the following standing committees; club service, international service, community service, professional development,
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finance, and such other standing committees as may be deemed necessary or convenient for the administration of the club. 2. The president, with the approval of the board, may appoint such special committees as he/she may deem necessary, citing their duties at the time of appointment. All such special committees shall lapse upon the completion of their duties, upon discharge by the appointing president, or with the end of his/her term of office, whichever occurs first. ARTICLE IX: FEES 1. Each sponsoring Rotary club upon organization of a new Rotaract club shall be required to pay an RI Rotaract organization fee equivalent to US$50 with the Rotaract Club Certification Form. 2. Any fees, dues, or assessments on the membership of the club shall be nominal and shall only be for the purpose of meeting the administrative costs of the club. Funds for activities and projects undertaken by the club shall be raised apart from such fees, dues, or assessments and shall be placed into a separate account. A thorough audit by a qualified person shall be made once each year of all the clubs financial transactions. ARTICLE X: ACCEPTANCE OF CONSTITUTION AND BY-LAWS Every member of the club, by acceptance of membership, thereby accepts the principles of Rotaract as expressed in its purpose and goals and agrees to comply with the constitution and by-laws of this club, and on these conditions alone is entitled to the privileges of the club. No member shall be absolved from the observance of the constitution and by-laws on the plea that a copy of them has not been received. ARTICLE XI: STANDARD BY-LAWS The club shall adopt the Standard Rotaract Club By-Laws, together with such amendments as are not inconsistent with this constitution and which may be deemed necessary or convenient for the government of the club, provided that such amendments are adopted in accordance with the amendment procedure prescribed in the Standard Rotaract Club By-Laws.
ARTICLE XII: ROTARACT EMBLEM
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1. The Rotaract emblem shall be preserved for the exclusive use and benefit of Rotaract club members. Each member of this club shall be entitled to wear or otherwise display the Rotaract emblem in a dignified and appropriate manner during the period of membership. Such entitlement shall be relinquished upon termination of membership or termination of this club. 2. When displayed by individual club members, the emblem may be used without further information. When the emblem is used to represent a club, the name of the club should appear with the emblem.
ARTICLEXIII: DURATION 1. This club shall exist so long as it continues to function in accordance with the provisions of this constitution and policy relating to Rotaract established by Rotary International, or until it is terminated (a) by this club upon its own determination and action, (b) by the sponsoring Rotary club upon withdrawal of its sponsorship, after consultation with the district governor and district Rotaract representative, or (c) by Rotary International for failure to function in accordance with this constitution or for other cause.
2. Upon termination of this club, all rights and privileges relating to the Rotaract name and emblem shall be relinquished by the club and by its members individually and collectively. The Rotaract club shall relinquish all financial assets to the sponsoring Rotary club.
ARTICLE XIV: ADMINISTRATION The constitution may be amended only by the Board of Directors of Rotary International and all amendments to the Standard Rotaract Club Constitution adopted by the Board of Directors of Rotary International shall automatically amend the Constitution.
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Adapted from the Standard Rotaract International By-Laws Adapted from SATEC @ W.A. Porter CI Constitution of the Student Administrative Council BY-LAWS OF THE ROTARACT CLUB OF YORK UNIVERSITY
ARTICLE I: ELECTIONS 1. Election for the offices of president and vice-presidents shall be held annually prior to 1st April. A Rotaract club year is the same as a Rotary club year. Those elected shall take office on 1st May. 2. Nominations of officers shall be made in writing on the Official Nomination Form. Candidates may nominate themselves. 3. Candidates shall be voted upon at the regular meeting following the meeting at which nominations are made. Voting shall be by secret ballot. Those candidates receiving a majority of the votes of the members present and in good standing shall be elected. 4. In addition to president, vice-president of operations, vice-president of finance, vicepresident of marketing, and vice-president of communications shall be elected directors. ARTICLE II: TEAM COMPOSITION AND DUTIES 1. The entire Rotaract Executive Team shall consist of: a) The Directors [i] President (1) [ii] Vice-President of Operations (1) [iii] Vice-President of Communications (1) [iv] Vice-President of Finance (1) [v] Vice-President of Marketing (1) b) The Officers [i] Corporate Relations Officer (1) [ii] Local Project Coordinator (1) [iii] International Project Coordinator (1) c) The Committee Members [i] Marketing Committee (3) [ii] Events Committee (3) Total: 14 Members
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2. The Directors consist of: PRESIDENT a) Shall preside at all regular and special meetings of the club and the board of directors; b) Shall, with the approval of the board, appoint all standing and special committees and, in the event of a vacancy in the board of directors, shall, with the approval of the board, fill such vacancy by appointment until the next regular election of the club; c) Shall be an ex-officio member of all committees (i.e. Events Committee, Marketing Committee); d) Shall, conjunction with the Vice-President of Communications and Corporate Relations Officer, maintain communication with the sponsor club and the district Rotaract representative to ensure they are continually informed of all actions taken by the club; e) Shall be responsible for calling and chairing all general meetings, executive meetings, and Director meetings; f) Shall be responsible for all tasks which ensure meetings be conducted in an orderly fashion; g) Shall act as the primary spokesperson for Rotaract Club of York University. In saying so, shall speak on behalf of the club, and, in such a situation, not contradict any established Rotary International or Rotaract International policies stated within the constitution; h) Shall be responsible for setting dates and agendas in consultation with the Executive team; i) j) Shall make the final decision in situations where stalemate has been reached; Shall delete responsibilities where necessary;
k) Shall conduct and assess interviews as needed (e.g. Committees, etc.) l) Shall attend external meetings (e.g. sponsoring club meeting, district meeting), with the Vice-President of Communications; m) Shall be the primary signing authority for official documents (e.g. documents and forms related to the York Federation of Students: YFS).
VICE-PRESIDENT OF OPERATIONS
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a) Shall succeed to the office of President in the event or removal of the latter for whatever cause; b) Shall preside at all meetings of the club and of the board, act as the primary spokesperson, and attend functions in the absence of the President; c) Shall lead the implementation of new or existing initiatives, as required; d) Shall participate in final decisions on future plans; e) Shall delegate tasks to members for events when deemed necessary; f) Shall conduct and assess interviews as needed (e.g. Committees, etc.);
g) Shall receive consistent reports from the Local Project Coordinator and International Project Coordinator, and attend to necessary needs required; h) Shall be the officer to oversee the overall events and operations of the club; both internal meetings and external functions; i) Shall provide leadership and management to all events and functions by identifying clear objectives to be achieved; j) Shall provide in depth consultation and guidance to propositions planned by the local and international coordinators. VICE PRESIDENT OF COMMUNICATIONS a) Shall maintain all club records of the Rotaract Club of York University; b) Shall keep minutes of all the meetings of the club: general meetings, committee meetings, executive meetings, and board of directors meetings; c) Shall provide copies of minutes, and related materials, to the chair of the sponsor Rotary clubs Rotaract committee within 2 weeks after the respective meeting; d) Shall create and provide members with Event Feedback forms/surveys after each event, and compile results for the use of succeeding years; e) Shall keep an accurate and up to date contact list and attendance of members, executives and directors; f) Shall ensure the Rotaract club binder/USB key is regularly updated with minutes, event feedbacks, and other significant documents; g) Shall notify the President if any members have missed more than 60% of the meetings without legitimate reasoning; h) Shall send reminders to members, executives and directors, prior to events;
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i) Shall send congratulations, thanks, or sympathy on behalf of the Rotaract Club of York University to appropriate person(s) at the appropriate times, in an appropriate manner; j) Shall attend external meetings (e.g. sponsoring club meeting, Interrota meeting), with the President and Corporate Relations Officer; k) Shall send all communication via the Rotaract Club of York University e-mail, and thus, will have access to it; l) Shall be the primary individual to communicate with YFS to receive approval for all club events; m) Shall be the co-signer of sponsorship letters. VICE PRESIDENT OF FINANCE a) Shall have custody of all club funds, maintaining all necessary records and depositing all such funds in a bank approved by the board of directors; b) Shall report on the clubs financial status at each meeting of the club and shall hold all records available for inspection by any club member. All disbursements shall be by check and with the signature of two authorized officers; c) Shall be the secondary signing authority for documents related to finances; d) Shall keep track of the money box within the Rotaract club office; e) Shall count and record money from events and make sure all money is accounted for after every event, reimbursement, etc.; f) Shall make feasible budgets, in conjunction with the officers before presenting to the board of directors; g) Shall ensure donations to charitable organizations are dealt with appropriately. VICE PRESIDENT OF MARKETING a) Shall operate and consistently update social media accounts with regards to Rotaract club events, opportunities, and information (e.g. Twitter, Facebook, LinkedIn, etc.); b) Shall chair the Marketing Committee and conduct meetings when appropriate; c) Appoint a temporary Secretary to take meeting minutes if Vice President of Communications is unavailable.
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d) Shall be responsible for facilitating the Marketing Committee in order to create promotion materials (e.g. SWAG, posters, social media banners, etc.); e) Shall be in constant communication with other officers and directors to get up to date information in regards to Rotaract; f) Shall be responsible for all necessary tasks and materials required by the Marketing Committee; g) Shall abide by all duties outlined within the Marketing Committee; h) Shall coordinate promotions such as marketing plans.
3. The Officers consist of: CORPORATE RELATIONS OFFICER a) Shall be the main contact between Rotaract club and our primary sponsor (i.e. Rotary of Etobicoke); b) Shall be the main contact between Rotaract club and external sponsors; c) Shall coordinate all necessary activities in regards to sponsors (e.g. sponsorship booklet, letter of intent, etc.); d) Shall attend all necessary meetings with sponsors, with the Vice President of Communications; e) Shall be responsible for developing a program designed to provide information about a wide cross-section of businesses and professions and to stimulate awareness and acceptance of high ethical standards in business and professional life; f) Shall be the co-signer of sponsorship letters;
g) Shall report to the Vice President of Communications. LOCAL PROJECT COORDINATOR a) Shall be the main contact between Rotaract club and our local charity organization; b) Shall be responsible for enhancing knowledge and understanding of community needs, problems and opportunities, and for formulating and developing appropriate activities for serving the community (including the university community); c) Shall be responsible to present information to the Executive team at each executive and general meeting;
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d) Shall chair the Events Committee and conduct meetings when appropriate to local events; e) Shall be responsible for all necessary tasks and materials required by the committee; f) Shall abide all duties outlined within the Events Committee;
g) Shall report to the Vice President of Operations; h) Shall, with the Vice President of Finance, complete and submit post-event SEED (Student Engagement & Experiential Development) funding application, as well as any other post-event documentation related to the local event; i) Appoint a temporary Secretary to take meeting minutes if Vice President of Communications is unavailable. INTERNATIONAL PROJECT COORDINATOR a) Shall act as the main contact between Rotaract club and our international charity organization; b) Shall be responsible for enhancing knowledge and understanding of worldwide needs, problems, and opportunities and developing activities to give service for promoting international understanding and goodwill toward all people; c) Shall be responsible to present information to the Executive team at each executive and general meeting; d) Shall chair the Events Committee and conduct meetings when appropriate to international projects; e) Shall be responsible for all necessary tasks and materials required by the committee; f) Shall abide all duties outlined within the Events Committee;
g) Shall report to the Vice President of Operations; h) Shall, with the Vice President of Finance, complete and submit post-event SEED (Student Engagement & Experiential Development) funding application, as well as any other post-event documentation related to the local event; i) Appoint a temporary Secretary to take meeting minutes if Vice President of Communications is unavailable.
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4. The Committees consist of: MARKETING COMMITTEE a) Shall, under the facilitation and leadership of the Vice-President of Marketing to execute unique, creative, and feasible marketing campaigns on the York University campus and/or otherwise; b) Shall aid the Vice-President of Marketing in the promotion of Rotaract activities; c) Shall attend all events hosted by the Rotaract club; d) Shall attend committee meetings and general meetings. At general meetings, committee members should be ready to present progress, ideas, and involve the general members. EVENTS COMMITTEE a) Shall, under the facilitation and leadership of the Project Coordinator, execute at least two (2) events each year, one international and one local; b) Shall be responsible for enhancing knowledge and understanding of community needs, problems and opportunities, and for formulating and developing appropriate activities for serving the community (including the university community); c) Shall attend committee meetings and general meetings. At general meetings, committee members should be ready to present progress, ideas, and involve the general members; d) Shall attend all events hosted by the Rotaract Club.
ARTICLE III: MEETINGS 1. General meetings of the club shall meet at least once a month, and meetings of the executive officers shall meet on a bi-weekly basis, at a time suited to the convenience of the membership; 2. A majority of the members in good standing shall constitute a quorum at any regular or special meeting of the club. 3. The procedure of Rotaract Club of York University meetings will be as follows: [1] Attendance [2] Adoption of Agenda (Emergency additions to the agenda) [3] Presentation and adoption of minutes
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[4] a) Business arising from the Minutes b) Question Period [5] Informational/Discussion Items [6] Notices of Motion [7] Adjournment 4. The President shall prepare in advance, a printed and/or visual agenda for each meeting; 5. The chairperson shall count votes, and therefore shall not vote; 6. Attendees of general meetings, and absentees of executive meetings, will be recorded within the minutes.
ARTICLE IV: FEES AND DUES 1. The admission for the new members shall be $0. Annual dues shall be per member; 2. All fees and dues must be paid before a member will be considered in good standing. ARTICLE V: AMENDMENTS 1. These by-laws may be amended by a super majority (2/3) vote of the members in good standing at any regular or special meeting of the club at which a quorum is present, provided notice of intention to call such a vote is given at least ten days earlier at a meeting of the club at which a quorum is present. 2. Nothing in these by-laws shall contravene any provision of this clubs constitution. ARTICLE VI: RESIGNATION 1. 1. Members shall have the freedom to resign from their positions at any time during the school year, but only after a discussion of their wishes with the President and/or Board of Directors; 2. Members who choose to resign, with or without legitimate cause, must submit a formal letter to the President and/or Board of Directors.
ARTICLE VII: DISMISSAL 1. The following conditions shall result in immediate removal, if a member: a) Steals money from the Rotaract Club of York University; b) Suspended or expelled from York University; and c) Demonstrates continual disregard for York University and Rotaract Club policies.
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2. The following conditions shall result in a discussion with the Board of Directors: a) A member does not fulfill, or fails to carry our his/her expectations and responsibilities; b) A member is absent at more than 60% of the meetings throughout the year, without legitimate or adequate explanation; c) A member discourages others on the team; d) Wilful misuse of their powers at hand, to his/her advantage; and e) Examples of bad sportsmanship with members on the team. 3. Members who have been dismissed shall be barred from running in immediate subsequent Rotaract Club elections
ARTICLE VIII: VACANCIES IN OFFICE 1. If an Executive position becomes vacant, the position may be filled by any eligible York University student; 2. All members will be informed of a vacant position as soon as there is one available; 3. The current Board of Directors may appoint someone into position until an election is held. The appointed will result by a 2/3 majority vote; 4. Successful candidates shall assume his/her duties immediately following the election; 5. If an election is deemed unnecessary by the Board of Directors, none will occur; 6. After the election, successful candidate will be announced to all members via e-mail update.
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OFFICIAL CONSTITUTION AND BY-LAWS