NATIONAL ROTARACT OFFICE BYLAWS

Transcription

1 NATIONAL ROTARACT OFFICE BYLAWS ROTARY INTERNATIONAL DISTRICT /18

2 NATIONAL ROTARACT OFFICE BYLAWS PREAMBLE: These bylaws shall be the guiding principle for the smooth running of all Rotaract Clubs in Ghana. In a situation where there is conflict between these bylaws and the Standard Rotaract Club Constitution or the current Rotary Code of Policies, the latter shall overrule the bylaws. ARTICLE 1: NAME The name of the organisation shall be NATIONAL ROTARACT OFFICE OF GHANA (here in after known as the National Office or Rotaract Ghana) ARTICLE 2: PURPOSE AND GOALS The purpose of the Office is to provide the guidelines for achieving the purpose and goals set out in the Standard Rotaract Club Constitution. GOALS: 1. To ensure the various Rotaract Clubs in Ghana achieve the goals of Rotaract and Rotary International. 2. To represent the interest of Rotaract Clubs in Ghana on District and International level. 3. To foster a wide Rotaract Club interest and participation by providing leadership programs and service. 4. To coordinate training for new Board of Directors of Rotaract Clubs in Ghana. 5. To organize Rotaract Club members to attend DTAC annually. ARTICLE 3: MEMBERSHIP The members of the National Office shall consist of all Chartered and Provisional Rotaract Clubs in Ghana. ARTICLE 4: OFFICERS AND NATIONAL BOARD OF DIRECTORS 1. The National Officers of the National Rotaract Office shall be National Coordinator, Vice National Coordinator, Immediate Past National Coordinator, Secretary, Treasurer, Sergeant-at-arms and such additional officer(s) as may deem necessary. 2. The governing body of this Office shall be National Board of Directors composed of the National Officers and Presidents of Rotaract Clubs in Ghana. 1

3 ARTICLE 5: ELECTIONS AND TERMS OF OFFICE 1. Election for the offices of National Coordinator, Vice National Coordinator, Secretary, Treasurer, Sergeant-at-arms and other officers shall be held annually prior to 31 st December. Those elected shall take office on 1 st July. 2. Each officer shall be below the age of thirty-one (31) at the time of taking office. 3. Each officer shall be a member in good standing of his/her Rotaract Club in Ghana and the Club shall be in good standing with the National Office. 4. A candidate for the office of National Coordinator or Vice National Coordinator shall have served as a President of a Rotaract Club in Ghana for at least one year prior to being nominated for such office, except where service for less than a full year may be determined by majority of the Presidents from Rotaract Clubs in Ghana in good standing with the National Office to satisfy the intent of this requirement. 5. The National Coordinator elect shall have attended at least one District Training, Assembly and Conference or shall attend the District Training, Assembly and Conference scheduled for the Rotary year unless excused by the National Board of Directors. If so excused, the National Coordinator elect shall send a designated representative who shall report back to the National Coordinator elect. If the National Coordinator elect does not attend the District Training Assembly and Conference and has not been excused by the board of directors or, if so excused, does not send a designated Club representative to such meetings, the National Coordinator elect shall not be able to serve as National Coordinator. In such event, the current National Coordinator shall continue to serve until a successor who has attended a District Training Assembly and Conference or training deemed sufficient by the District Rotaract Representative has been duly elected. 6. One month before elections, nominations for National Coordinator, Vice National Coordinator, Secretary, Treasurer, Sergeant-at-arms and any open officer positions may be presented in writing, from the floor, or both. Those candidates receiving a majority of the votes of the Presidents from Rotaract Clubs in Ghana present and in good standing with the National Office shall be elected. 7. The method of election shall be secret ballot. 8. If any officer vacates a position, the remaining members of the National Office will appoint a replacement for the remainder of the term. 2

4 9. No provisions shall be made for a term of office shorter than one year except with permission of the National Board of Directors. 10. The terms of office for each role are: National Coordinator one year Vice National Coordinator at most two years Secretary at most two years Treasurer at most two years Sergeant-at-arms at most two years Other Officers at most two years ARTICLE 6: DUTIES OF OFFICERS SECTION 1: NATIONAL CORDINATOR The National Coordinator shall, 1. Preside at all regular and special meetings of the Office and the Board of Directors. 2. With the approval of the Board of Directors, appoint all special committees and in the event of a vacancy in the Office, shall with the approval of the Board of Directors fill such vacancy by appointment until the next regular election of the Office. 3. Maintain communication with the District Rotaract Representative to ensure that they are continually informed of all actions taken by Rotaract and Rotary international. 4. Have the casting vote in all matters. 5. Be an ex-officio member of all committees. SECTION 2: VICE NATIONAL CORDINATOR The Vice National Coordinator shall, 1. Assist the National Coordinator in the discharge of his/her duties. 2. Officiate in the National Coordinator s absence. 3. Succeed to the office of National Coordinator in the event of removal of the latter for whatever cause. SECTION 3: NATIONAL SECRETARY The National Secretary shall, 1. Maintain all National Office records. 2. Keep minutes of all the meetings of the Office and Board of Directors. 3

5 3. Conduct correspondence as directed by the National Coordinator or the Board of Directors. 4. Discharge other duties pertinent to the Office or as prescribed by the Board of Directors. SECTION 4: NATIONAL TREASURER The National Treasurer shall, 1. Receive and deposit all funds of the Office in a bank(s) approved by the Board of directors in the name of Rotaract Ghana. 2. Pay all bills contracted by the Office. 3. Report receipts, disbursement and current balances at each annual meeting and at other times when required by the National Coordinator or Board of Directors. 4. Collect National and District dues from Clubs and forward it to the appropriate place. 5. Discharge other duties pertinent to the Office or as prescribed by the Board of Directors. SECTION 5: SERGEANT-AT-ARMS The sergeant-at-arms shall, 1. Ensure that logistics are obtained for any activity of the Office. 2. Transport, venues, chairs, tables and equipment shall be his/her responsibility. 3. Discharge other duties pertinent to the Office or as prescribed by the Board of Directors. ARTICLE 7: MEETINGS SECTION 1: 1. Regular meetings of the Office shall be held at least once every quarter at a time and place suited to the convenience of the National Officers. 2. The National Board of Directors shall meet at least once every quarter or hold at least four (4) meetings within a Rotary year. 3. The National Coordinator at his/her discretion may call for special or extraordinary meetings. 4. Sixty Percent (60%) of the Presidents (representatives) from Rotaract Clubs in Ghana present at ALL meetings shall constitute a Quorum for the transaction of business. The affirmative vote of a majority of those Presidents (representatives) from Rotaract Clubs in Ghana and in good standing with the National Office shall be necessary to pass any resolution. 4

6 SECTION 2: PROCEDURE OF MEETING The following order of meeting shall be observed at all regular meetings of the National Board of Directors. a. Rotaract Prayer Song b. Recital of the Four Way Test of the things we think, say or do by all Members c. Fellowship Songs d. Rotaract Information e. Announcement/apologies f. Reading and acceptance of previous minutes g. Business of the day h. Attendance i. Rotaract Grace j. Departing Toast SECTION 3: NOTICE OF MEETINGS Notice of regular or special meetings of the Board of Directors may be given verbally or by telephone, or by , or via social media platforms, at least five (5) days prior to the meeting. ARTICLE 8: ACTIVITIES AND PROJECTS 1. The Office shall organize the annual Rotaract week in March of every year. 2. The Office shall raise the funds necessary to carry outs its programmes. 3. The Office shall organize Rotaract Club members in Ghana to attend annual DTAC. 4. The Office shall coordinate Clubs to undertake at least one project in a year. ARTICLE 9: COMMITTEES The National Coordinator with the approval of the National Board of Directors shall appoint such special committees, as he/she shall deem necessary, citing their duties at the time of appointment. All such special committees shall lapse upon the completion of the duties, upon discharge by the appointing National Coordinator, or with the end of his/her term of office, whichever occurs first. 5

7 ARTICLE 10: FEES 1. Each Rotaract Club shall pay an annual dues of Gh not later than 31 st August of the Rotary year. 2. Any fees, dues, or assessments on the membership of the Office shall be nominal and shall only be for the purpose of meeting the administrative costs of the Office. 3. Funds for activities and projects undertaken by the Office shall be raised apart from such fees, dues, or assessment and shall be placed into a separate account. 4. A Club forfeits its rights under these bylaws if it fails to honour its obligations (here in fees). 5. A thorough audit by an audit committee shall be made once each year of all the Office s financial transactions. ARTICLE 11: ACCEPTANCE OF BYLAWS Every Rotaract Club in Ghana by acceptance of the membership of the Office thereby accepts the principles as expressed in its purpose and goals agrees to comply with the bylaws of this Office and on this conditions alone is entitled to the principle of the National Office. ARTICLE 12: AMMENDMENTS 1. These bylaws may be altered or amended at any meetings of the Board of Directors called for that purposes at which not less than sixty percent (60%) of the Presidents from Rotaract Clubs in Ghana and in good standing with the National Office are present and provided notice of intention to call such a vote is given at least fourteen (14) days earlier. Voting shall be in favour of such alteration or amendment. 2. Changes to these bylaws must be consistent with the Standard Rotaract Club Constitution and the Rotary Code of Policies. [END] 6