American Red Cross Silicon Valley Chapter

American Red Cross Silicon Valley Chapter Red Cross Club Constitution Last updated: July 15, 2011 1

OUR MISSION STATEMENT The American Red Cross, a humanitarian organization led by volunteers and guided by its Congressional Charter and the Fundamental Principles of the International Red Cross Movement, will provide relief to victims of disasters and help people prevent, prepare for, and respond to emergencies. YOUTH SERVICES MISSION We are a core group of community-minded individuals who respond to our community s needs through service, education and leadership. RED CROSS FUNDAMENTAL PRINCIPLES Humanity Impartiality Neutrality Voluntary Service Independence Unity Universality 2

Preamble: ARTICLE As members of the Executive Board, we are entrusted with doing our part to provide a simple, positive, and fun service environment for our fellow volunteers. Thus, the Red Cross Club Constitution before you represents a commitment to bettering our volunteers, our clubs, and our community. Its purpose is to provide a guideline in the creation and administration of our chapter s Red Cross Clubs. To that extent, the following articles define a basic Red Cross club s structure and what is expected of it. However, it is our job to implement them as clubs. When necessary, Youth Services administrators will be responsible for the application and interpretation of these guidelines. I. DEFINITION The American Red Cross, Silicon Valley Chapter defines Red Cross Clubs as: A group of students, located at a school, who wish to serve their community through service, education, and leadership as members of the American Red Cross. Specifically, clubs participate in such activities as service projects and leadership training. ARTICLE II. CLUB REQUIREMENTS Section 1. Club location must be within the Silicon Valley Chapter s jurisdiction area, which includes all of Santa Clara County. A club not within this geographic area may fall under the jurisdiction of the Silicon Valley Chapter if there is not a local chapter that can provide Youth Services support. Section 2. Club must provide current bylaws in accordance with the Youth Service Red Cross Club Constitution. Bylaws should describe issues such as, but not limited to, the following: 1a. Club purpose and focus. 1b. Club membership requirements. 1c. Club officer duties. 1d. Club election and impeachment policies for officers. 1e. Club meeting dates and times. See Appendix A for a sample Bylaws. Section 3. Clubs will sign the School Club Service Agreement to be kept at the Chapter and renewed on a yearly basis. Section 4. Each Club must have an advisor, who chaperones, supports, and maintains continuing communication with the Director of Youth Services. Section 5. Club must provide the Youth Services Department with a current officers list. Section 6. Club must provide current member roster, which consists of every member s information (name, home and/or mailing address, phone, email, emergency contact) and their 3

signed Code of Conduct and Transportation & Liability forms to the Youth Services Department. Section 7. Club must provide on a monthly basis to the Chapter: Monthly Activity Report, Member s Service Hours, and any updates on Club news to be added to the Chapter website or general Youth Services reporting. These forms will be completed by the Secretary, approved by the President who will have the Advisor forward them to the Chapter via email. Section 8. Compliance Section 8a. All forms and reports are due on the 15 th day of every month, unless that day falls on a weekend. In this instance materials can be turned in on the following business day. Reports should be sent to @. Section 8b. All school clubs are offered three warnings, once all the warnings have been issued, the Director of Youth Services and Executive Board have the right to suspend all activities of the club, as well as its Red Cross Club Charter, until further notice. ARTICLE III. MEMBERSHIP Section 1. Membership shall consist of high school students, grades 9-12, or grades 6-8 for middle school clubs. Section 2. The members, as representatives of the American Red Cross, should have a sense of responsibility and qualifications necessary for good leadership and an interest in the American Red Cross idea and principles. This includes attending a Red Cross Orientation given by the Silicon Valley Chapter or their respective Red Cross Club. Section 3. Each member shall complete a minimum of eight (8) hours of community service per semester for the American Red Cross. Section 4. Members shall not be charged in excess of $10 per year as membership dues. Membership dues may be used only for the administration needs of the Club. ARTICLE IV. OFFICERS The officers shall consist of: Section 1a. President see Appendix B.1 Section 1b. Vice-President see Appendix B.2 Section 1c. Secretary see Appendix B.3 Section 1d. Treasurer see Appendix B.4 4

Section 2. Additional officer positions may be added to each Club, upon approval by the Executive Board. A formal request for each position must be received, in writing one week prior to an Executive Board meeting. Each Club will be notified of the decision within three business days of the Executive Board meeting. Section 3. Upon completion by the Secretary and approval by the President, the Advisor shall review and send the monthly activity report, treasurer report, hours form (see templates), and Youth Services website update information to the Youth Services Department on the 15 th day of every month (excluding the months of July and August). Section 4. The officers shall be elected during the month of April and will be introduced to the Youth Services Department at the final Officer meeting. They will serve two months as officer elects, shadowing the current officers and will assume their full duties the following school year. They shall serve for the term of one year or until new officers can be elected. Any officer wishing to serve more than two terms must be approved by the Executive Board. Section 5. The officers (President, Vice-President, Secretary, and Treasurer), in conjunction with the advisor, shall form the Executive Committee of the Club. The Executive Committee will act as the governing body of the Club. All other approved officers will not have a vote. Any expansions a club wishes to make to its Executive Committee must be approved by the Executive Board and, preferably, kept at a minimal amount (not having unnecessary officers or excessive officers). Section 6. Each Club officer is expected to participate in all meetings held by the Club and Chapter. While each club may determine penalties for missing meetings, it is the club s responsibility to investigate and/or take action if an officer is missing a consistent amount of meetings and not fulfilling his or her duties as a Red Cross Club officer. Any Club not represented at meetings held by the Chapter will be subject to a review of their charter by the Executive Board. ARTICLE V. SERVICE Service projects are the heart of any Red Cross Club: these alone are key to promoting the values of Humanity, Impartiality, Neutrality, Independence, Voluntary Service, Universality, and Unity. Projects are where members of the community are served. Also, projects should provide a good working environment that is both positive and a good reflection upon the Red Cross name. Section 1. Each Club will plan a minimum of two events for their members to participate in. Projects must be related to the Red Cross mission, though projects are not limited to working with the Red Cross alone. Clubs are encouraged to view the Community Service Project Book for examples. Section 2. Each Club must participate in at least one Chapter sponsored service project per semester. See Youth Services Calendar for dates and projects. Section 3. Clubs must have all fundraisers approved by the Executive Board at least one week prior to the event. Any fundraiser that involves company sponsorship or letter mailings must be approved by the Director of Youth Services at the beginning of the planning stages. 5

Section 3a Ten percent of proceeds from any Club fundraiser exceeding $100 must be paid to the Chapter. Any money forwarded to the Chapter will be kept in a restricted account and used only for administering Clubs, which includes providing promotional materials for recruitment and volunteer recognition. ARTICLE VI. ADDITIONAL INFORMATION It is suggested that each Red Cross Club establish a way of communication with their members other than the weekly/monthly meetings. This can be accomplished by way of a Club website, a phone tree list, a list serve email group, or through flyers at your school. The Chapter has resources to help you with all of the above. The chapter and other youth volunteers are available to help Clubs recruit new members. Supplies and promotional materials are available at the chapter to help you in your recruitment process. The chapter is also available to help with events that your Club has planned. It is asked that you give four weeks notice, if you would like help from the Chapter, Executive Board, or Youth Services department. The Silicon Valley Chapter should be used as a resource for all Red Cross Clubs. If at any time, you have questions or comments please contact the Youth Services Department at (408) 577-2166 or e-mail at ferlitol@usa.redcross.org. Additional information about the Red Cross can be found at www.redcross.org or about the Silicon Valley Chapter at www.siliconvalley-redcross.org. ARTICLE VII. AMENDMENTS Whenever necessary, amendments to this constitution may be proposed by an Executive Board member, Red Cross Club member or officer, as well as the Director of Youth Services. Examples of necessary instances include unfit policies, vague definitions, etc. In any case, the amendment will be considered, so long as it is sound and can better the quality of service throughout the valley s Red Cross Clubs. Amendments must be submitted in written form to be reviewed by the Executive Board, who will then vote on it. ARTICLE VIII. RATIFICATION We, the members of the 2011-2012 Executive Board, do hereby ratify this document. In signing, we agree that these are sound policies through which to guide the Red Cross Clubs under our jurisdiction for years to come. 6

Appendix A Sample Bylaws for Red Cross Clubs All Red Cross Clubs must have current Bylaws. A copy must be kept in their records and at the Silicon Valley Chapter. We urge all clubs to make their own Bylaws and not just fill in the blanks. The following is a SAMPLE of Red Cross Club Bylaws: Preamble: To work in conjunction with the American Red Cross Silicon Valley Chapter to promote training and group activities, to serve our community and our school. To develop positive leadership skills that will enhance and improve human relations. Article 1. - Name School Name Red Cross Club Article 2. Membership Any student, between the ages 13-19, enrolled in School Name High School that is willing to enhance their leadership skills and to be trained for emergency preparedness. Any member who has unexcused absences for one-third of the meetings is subject to dismissal. A faculty advisor shall be appointed who shall have the responsibility of counseling the officers and members of the School Name Red Cross Club in their activities. (Phone number and email) Members must abide by all rules and regulations from School Name High School and the American Red Cross. Article 3. Officers (please include phone number, email, and year in school) President 1-year term (maximum of 2 terms) shall preside at all meetings, shall exercise general supervision over the affairs and activities, shall maintain volunteers hours earned by members, shall represent School Name High School Red Cross Club at the Silicon Valley Chapter s Youth Action Team, and shall attend Youth Committee Meetings at the Silicon Valley Chapter. Vice President 1-year term (maximum of 2 terms) shall serve as members on all standard committees, shall be in charge of planning fund-raisers and in organizing fundraising activities. Treasurer 1-year term (maximum of 2 terms) shall review all Club funds, shall also pay out funds only on orders signed by the advisor and President or Vice President. Secretary 1-year term (maximum of 2 terms) shall keep minutes of every meeting, send minutes to all members and the Silicon Valley Chapter, shall be in charge of promoting events, shall track volunteer hours, assisting President and Vice President Board Members 1-year term (maximum of 2 terms) Shall be involved in major decision making concerning the Club 7

Article 4. Qualifications Members of the Club will nominate and elect the officers of the cabinet by having a majority vote of fifty one percent. The members may also impeach a cabinet member by having more than two-thirds of the majority vote. If an officer resigns, he/she must write a letter of resignation to the Club. Officers shall attend the American Red Cross Leadership Development Conference (workshop). Officers are required to be certified in CPR and First Aid At the end of the year, the new officers will meet with the old officers to plan the events for the next school year and evaluate the prior year. Article 5 Meetings Meetings will be held on the during lunch. Special meetings will be called on a per diem basis. The Silicon Valley Chapter Red Cross Club Coordinator must be informed of all meetings. Article 6 Amendment The Silicon Valley Chapter before coming to a vote must approve all amendments. Once approved, the officers may vote on this amendment needing a majority vote. Then, the members may vote on this amendment needing three fourths of the members present to approve. 8

B.1 President: Appendix B Red Cross Club Officer Duties + Represent the Club to the local Red Cross chapter + Prepare and preside at all Club meetings + Serve as spokesperson for the executive officers and the Club + Facilitate executive officer meetings bi-weekly + Meet bi-weekly with advisor + Be aware of all money matters + Help coordinate Club programming + Provide follow-up to organizational tasks assigned to officers and members + Be open to all input and opinions and make an effort to get to know all members of the Club + Exercises general supervision at events + Along with other officers, finds rides for members to activities + Demonstrate proper leadership skills by being informed about the Red Cross, Red Cross International Movement, the seven fundamental Principles and the Red Cross mission B.2 Vice-President: + Preside at organization meetings and activities in absence of the President + Assures all members adhere to the policies set out for every Red Cross volunteer, most importantly the Code of Conduct + Serve as parliamentarian know Roberts Rules of Order + Direct Constitutional updating and revision every year + Facilitate elections yearly + Coordinate the old-new executive officer transition 9

B.3 Secretary: B.4 Treasurer: + Serve as liaison to community and school + Perform other duties as directed by the President + Demonstrate proper leadership skills by being informed about the Red Cross, Red Cross International Movement, the seven fundamental Principles and the Red Cross mission + Record and maintain minutes of all Club meetings + Distribute minutes to all appropriate members and Red Cross Chapter representative + Prepare an agenda with the President for all meetings + Keep the Club informed of all activities and meetings + Maintain attendance at all meetings and activities + Maintain a calendar of events and compile the Monthly Activity Report to be turned into the President in a timely manner + Maintain a roster of all members and officers, including hours to be turned into the President in a timely manner + Turn in monthly to the Chapter Monthly Activity Report, members hours and all members volunteer forms along with any other necessary forms + Demonstrate proper leadership skills by being informed about the Red Cross, Red Cross International Movement, the seven fundamental Principles and the Red Cross mission + Prepare the organizational budget + Prepare Purchase Orders, requisition forms or supply requests + Audit books twice per year with advisor + Maintain financial records of the organization, including turning in the Monthly Treasurer s Report to the President in a timely fashion + Coordinate solicitations and fundraisers, making sure to adhere to 10

local Red Cross fundraising policies and procedures + Maintain an inventory of all equipment and its conditions + Work with local Red Cross chapter or ASB bank administrator for timely deposits and transactions using their accounts + Demonstrate proper leadership skills by being informed about the Red Cross, Red Cross International Movement, the seven fundamental Principles and the Red Cross mission 11