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.
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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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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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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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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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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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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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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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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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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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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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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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