rotaract club of york university - constitution & by-laws

7/28/2019 Rotaract Club of York University - Constitution & by-Laws

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ROTARACT CLUB OF YORK UNIVERSITYOFFICIAL CONSTITUTION AND BY-LAWS

Rotaract Club of York University Page 1of15

Adapted from Rotaract International Handbook, Constitution and By-Laws

Latest Amendment: Thursday, July 18th, 2013

ARTICLE I: NAME1. The name of this organization shall be the Rotaract Club of York University.

2. The official ID number, under Rotary International, forRotaract Club of York Universityis

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 theknowledge 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.


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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 oforganization. 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 7070will 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 ofuniversity-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 ofall 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 timesuited 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 thecommunity 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 andextracurricular 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, andeach 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 suchspecial 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 andshall 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 theconstitution 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 ofmembership 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 RotaryInternational, 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 andcollectively. 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 amajority 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, vice-

president 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 ofdirectors;

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 districtRotaract 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 anyestablished 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) Shall make the final decision in situations where stalemate has been reached;

j) 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, committeemeetings, 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), withthe 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 forafter 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


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 tointernational 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



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4. The Committees consist of:

MARKETING COMMITTEE

a) Shall, under the facilitation and leadership of the Vice-President of Marketing toexecute 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 thegeneral 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] Adjournment4. 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 YorkUniversity 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

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