BY-LAWS OF THE ROTARACT CLUB OF GRAND JUNCTION
Amended February 19, 2009
ARTICLE I — Elections
1. Election for the offices of vice-president (membership), vice president (club coordinator), secretary and treasurer shall be held annually prior to 31 March. A Rotaract club year is the same as a Rotary club year. Those elected shall take office on 1 July.
2. Nominations of officers shall be made in writing. 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.
3. In addition to president, vice-president (membership), vice-president (club coordinator), secretary, and treasurer, there shall be 0 elected directors until membership reaches 30 members. At that point, the club will consider electing At-Large Members to the Board of Directors.
ARTICLE II — Duties of Officers
1. President. The president must have board experience, either current or past. The president shall be nominated by the Board six months (1 Jan) prior to the new Rotaract year (1 July). All current members in good standing are eligible to vote to elect the president from the nomination of the board.
The president shall preside at all regular and special meetings of the club and the board of directors. He 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. He shall be an ex officio member of all committees. He shall maintain communication with the sponsor club and the district Rotaract representative to ensure they are continually informed of all actions taken by the club. Refer to attached GJ Rotaract Board Structure document for more detailed information.
2. Vice-President/Club Coordinator. The vice-president supports the President in the area of club programming and logistical coordination. Shall work with the VP/Membership, with approval from rest of Board to succeed to the office of president in the event or removal of the latter for whatever cause, and, in the absence of the president, shall preside at all meetings of the club and of the board. Refer to attached GJ Rotaract Board Structure document for more detailed information.
3. Vice-President/Membership. The vice-president supports the President in the area of recruiting and retaining members. Shall work with the VP/Club Coordinator, with approval from rest of Board to succeed to the office of president in the event or removal of the latter for whatever cause, and, in the absence of the president, shall preside at all meetings of the club and of the board. Refer to attached GJ Rotaract Board Structure document for more detailed information.
4. Secretary. The secretary shall maintain all club records, He shall keep minutes of all the meetings of the club and board of directors, and provide copies of such to the chairman of the sponsor Rotary club’s Rotaract committee. Refer to attached GJ Rotaract Board Structure document for more detailed information.
5. Treasurer. The treasurer 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. He shall report on the club’s 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 one authorized user. Refer to attached GJ Rotaract Board Structure document for more detailed information.
6. Immediate Past President. The immediate past president serves as a consultant to the board, attending all board meetings and presides as the Public Relations Chair. Refer to attached GJ Rotaract Board Structure document for more detailed information.
ARTICLE III — Meetings
1. Meetings of the club shall be not less than twice a month, and meetings of the board not less than once a month, at a time and place suited to the convenience of the membership. Cancellation of meetings needs a majority vote by the Board.
2. A majority of the members in good standing shall constitute a quorum at any regular or special meeting of the club. Any five members of the board, one of whom must be the president or vice-president, shall constitute a quorum at any meeting of the board.
ARTICLE IV — Fees and Dues
1. The admission for the new members shall be $25.00. Annual dues shall be $90.00 per member, or $7.50/month per member.
2. All fees and dues must be paid before a member will be considered in good standing, unless the member has made special arrangements with the treasurer.
ARTICLE V — Committees
The president, with the approval of the board of directors, shall appoint the following standing committees:
Membership Committee
Works with VP/Membership to help recruit and retain members
Plans social events
Helps plan Annual BBQ
Must bring all event ideas to the Board in writing.
Club/Professional Development Committee
Works with VP/Club Coordinator on club programming and coordination
Comes up with ideas for meeting programs and volunteer opportunities
Assists with set up of meetings
Reviews suggestions and develops plans to provide opportunities for professional development for the club’s membership
Takes a leadership role in facilitating programs and projects related to this area
Must bring all event ideas to the Board in writing.
Service Committee (both International & Community)
Reviews suggestions and develops plans for the club’s annual community service and international service project(s)
Takes a leadership role in organizing and facilitating the project(s)
Develops other activities that promote international understanding among club members and in the community
This committee could split into two committees once we reach a membership of 30 people.
Has duty of initiating and planning one major international service activity and one major community service activity each year which shall involve all or most of the club membership.
Must bring all event ideas to the Board in writing.
ARTICLE VI — Amendments
1. These by-laws may be amended by majority 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 fourteen days earlier at a meeting of the club at which a quorum is present, and provided such amendment is approved by the sponsoring Rotary club.
2. Nothing in these by-laws shall contravene any provision of this club’s constitution.
Date Approved:
Signed:
Amanda R. Crysler, President
Witness:
Jennifer Hensel Hildebrandt, Vice President
GJ Rotaract Board Structure
February 5th: Proposed Changes to Board/Discussion
February 19th: Proposed Bylaws/Discussion
March 5th: Nominations for Board Positions
March 19th: Elections
Structure
Under the leadership of the Rotaract club president, club members plan professional development activities, leadership training, community and international service projects, fundraisers, and social events. It is the role of the club’s board of directors to review and approve these plans.
A Rotaract club’s board of directors consists of the following elected officers: President, Immediate Past President, VP/Membership, VP/Club Coordinator, Secretary, Treasurer, and additional officers deemed necessary by the president and the club. The board is the governing body for the club and meets at least once a month. Club members in good standing may attend board meetings as observers.
2009-10 President: Jennifer Hensel Hildebrandt
As the club leader, the president helps members develop as leaders and works to ensure that the club’s professional and leadership development activities and community and internationals service projects are successfully promoted and completed.
For a Rotaract Club to thrive, the development of strong leadership and a committed, interested membership is vital.
Responsibilities of President
Identifies members’ skills and interests and puts them to work in club projects
Maintains club operations, delegating responsibilities and establishing meeting schedules
Develops a plan for the year as early as possible (Planning Guide for Effective Rotaract Clubs, page 42, provides guidelines for developing the year’s plan)
Presides over all meetings of the club and its board of directors (following parliamentary procedure may help to keep discussion relevant)
Appoints all standing and special committees, with board approval, and follows up on committee progress with the help of the vice president
Takes lead in representing the Rotaract Club of Grand Junction
The president should maintain regular communication with:
Sponsoring Rotary club through joint activities and meetings
District Rotaract representative through club participation in district activities and meetings
Rotary International through participation in the Rotaract Preconvention Meeting and annual reporting
GJ Rotaract Board and members
To help facilitate communication, the above groups should also receive the club’s bulletin or
newsletter featuring the outstanding Rotaract club projects or activities.
2009-10 Immediate Past President: Amanda Crysler
Serves as consultant to the board
Attends Board Meetings
Serves a Public Relations Chair- in charge of sending out press releases, coordinates any advertising, work with media to promote Rotaract, work with Secretary on proposed new club newsletter, updates web site.
Vice President/Chair of Membership
Vice President/Club Coordinator
The club vice presidents can serve more effectively by understanding the year’s goals, projects, and activities, and being well versed in community and Rotary resources. To that end, it is important that the club president and vice presidents work together as a team. This can be particularly helpful for clubs that choose to have the incoming president serve as vice president before taking office.
2009-10 VP/Membership (OPEN SEAT)
Focus: Recruiting and Retaining Members
develop Membership Committee to help support
seek out opportunities to recruit new members (events, exhibits that Rotaract could have a table at, etc)
distribute brochures, applications, etc
provide new member packet/orientation
develop social programming (possibly select a social chair from your committee to help you)
coordinate Annual BBQ with Rotary and Potential new members
make sure each member has a name tag that should be worn at Rotaract meetings and at Rotary meetings
work very closely with President & VP/Club Coordinator
2009-10 VP/Club Coordinator (OPEN SEAT)
Focus: Club Programming & Coordination
develop a Club Committee to help support
lead person to set up club programs- work with board on ideas/dates, etc; take lead in organizing potential speakers to attend Rotaract Meetings. Please designate one “club meeting” and one “program meeting” a month.
lead person to set up volunteer opportunities once a month (with help for ideas from club/board/committee)
set up meetings, including food, plates, drinks, banner, location
work very closely with President & VP/Membership
The VPs take turns presiding at all meetings when the president is absent and serves on the board of directors and as an ex-officio member of all committees. The vice president also acts as the “officer at large,” responsible for all assignments that are designated by the president. Well-organized and responsible vice presidents are often the key to a successful Rotaract year. VPs can reduce the administrative load, allowing time for the president to develop new and exciting club projects and activities.
Secretary (OPEN SEAT)
The Rotaract club secretary has many responsibilities that require a person who is detail oriented and organized. Because the secretary promotes the club through correspondence to the Rotary club sponsor(s), outside agencies, prospective members, Rotary International, and other Rotaract clubs, this individual must have good communication skills.
handles the club’s correspondence (thank you notes, etc) with the public
handles the board’s correspondence with the club (regular meeting reminders, etc)
maintains all club records
takes the minutes for all board and club meetings and posts them to the web site
produces potential new newsletter, highlighting upcoming events and other club news
Once club members reach the GJ Rotaract age limit of 35, the secretary sends the Notice of Rotaract Alumnus (Potential Rotarian) form (page 45) to the secretary of the sponsoring Rotary club.
Treasurer (OPEN SEAT)
As the collector and disburser of club funds, the treasurer is responsible for the club’s solvency and financial stability. In preparing for this assignment, the treasurer should meet with the previous treasurer and consult the sponsoring Rotary club treasurer and a certified accountant.
Responsibilities of Treasurer
Chairs the finance committee
Works with the board of directors to develop the budget
Collects dues and all funds raised by the club
Pays all club bills and reimbursements for club expenses
Reports the club’s financial status at each meeting
Has the books audited at the end of the fiscal year
Training for Club Officers
All incoming Rotaract club officers should receive Rotaract club officer leadership training at the district level, which includes a one- or two-day leadership training seminar conducted by the Rotaract district committee in coordination with the RI district. To ensure continuity of leadership, immediate past officers should be involved in training whenever possible.
The sponsoring Rotary clubs cover the cost of attendance for their Rotaract club officers at district-level leadership training meetings. Or, when circumstances dictate, these meetings are paid for through mutually agreed upon financial arrangements involving the sponsoring Rotary clubs, the Rotary district, and the Rotaract participants.
Articles V, VI, VIII, and IX of the Standard Rotaract Club Constitution provide a more detailed overview of the Rotaract club structure.
Rotaract Club Committees
Club committees are vital in effectively carrying out the activities of the Rotaract club. Committees should meet at least once a month to discuss plans and activities and share them with the president. All committee activities and expenses are subject to board approval.
Membership Committee
Works with VP/Membership to help recruit and retain members
Plans social events
Helps plan Annual BBQ
Must bring all event ideas to the Board in writing.
Club/Professional Development Committee
Works with VP/Club Coordinator on club programming and coordination
Comes up with ideas for meeting programs and volunteer opportunities
Assists with set up of meetings
Reviews suggestions and develops plans to provide opportunities for professional development for the club’s membership
Takes a leadership role in facilitating programs and projects related to this area
Must bring all event ideas to the Board in writing.
Service Committee (both International &Local Community)
Reviews suggestions and develops plans for the club’s annual community service and international service project(s)
Takes a leadership role in organizing and facilitating the project(s)
Develops other activities that promote international understanding among club members and in the community. Has duty of initiating and planning one major international service activity and one major community service activity each year which shall involve all or most of the club membership.
This committee could split into two committees once we reach a membership of 30 people.
Must bring all event ideas to the Board in writing.