Youthact Clubs of Rotary District 5490
Contents History... 2 What is A Youthact Club...2-5 o The Basic Policies of A Youthact Club o Purpose of Youthact o Goals for Youthact o Formation of a Youthact Club The Role of the Sponsoring Rotary Club... 5 The Role of the Rotarians and School Advisors... 6 Rotary On-Going Support... 6 Administration of a Youthact Club...7-12 o Guidelines for Youthact Club officers o Club Committees o Providing Strong Club Leadership o Recruiting and Retaining New Members o Developing A Strong Service Program o Carrying Out Effective Fund Raising Activities o Maintaining Good Communications Within The Community Rotary Resources and Opportunities... 12 SAMPLE FORMS...13-27 o Youthact Standard Club Constitution o Youthact Standard Club By-Laws o Youthact Membership Application Form o Youthact Club Organization List o Youthact Annual Report Form o Youthact Club Attendance Record o Youthact Dues Payment Record o Youthact Club Membership Activities Record o Youthact Club Committee Appointment Worksheet o Rotary District 5490 Youth Volunteer Affidavit
ROTARY FOUR WAY TEST Is it the TRUTH? Is it FAIR to all concerned? Will it build GOODWILL and BETTER FRIENDSHIPS? Will it be BENEFICIAL to all concerned? **************************************************** ROTARY MOTTO Service Above Self 1
Youthact Clubs Of Rotary District 5490 HISTORY Prescott Sunup Rotary Club initiated a unique "Rotary Life Club" (now called Youthact) for the two Middle Schools in Prescott, Arizona. Sunup's initial youth club experience came from an Interact Club at Prescott High School. Sunup Rotary, in co-sponsorship with Prescott Frontier Rotary Club began an Interact Club at Prescott High School in the fall of 1995. With this being successfully operational, Rotarians Don Schiller and Chuck Pfeiffer saw a need for a club for younger children of middle school age. They first looked to Rotary International for an available program. What was discovered was a "Rotary Life Club" which had several clubs in California and other areas. These clubs are oriented towards programs against drug abuse and required taking over an existing club. This was not the exact direction as seen most appropriate for Prescott. The Interact Club format had been successful, so why not use it for middle schools? With that premise, Schiller, Pfeiffer and their committee began the steps in forming a new and unique type of Rotary Club at Middle schools WHAT IS A YOUTHACT CLUB? A Youthact Club is a Rotary-sponsored service club for young people in middle school. All Youthact clubs carry out at least two service projects yearly - one that serves the school or the community and another that furthers international understanding. Every Youthact club is sponsored by a Rotary club, which provides guidance on a continuing basis. In addition, Youthact members often form a service partnership with the sponsoring Rotarians, lending their enthusiastic support to a variety of Rotary projects. A Youthact Club benefits its young members, the sponsoring Rotary club, and the community that the Youthact Club members serve. Through Youthact, young people develop initiative, leadership skills, and lasting friendships. The Rotary club gains a service partner, as well as an opportunity to prepare its community's youth for future leadership. A High School Rotary Interact Club gains new members who know about Rotary and service above self. 2
THE BASIC POLICIES OF A YOUTHACT CLUB The following are the basic policies and procedures that govern the Youthact Clubs of Rotary District 5490. Both Rotarians and Youthact Club members should be familiar with this material, as well as with the more detailed information included in the Standard Club Constitution and By-laws Each Youthact Club must carry out two service projects a year - one that benefits the school and/or community and one that furthers international understanding. Although Rotarians provide guidance on these projects, the Youthact Club members are responsible for planning, financing, organizing, and carrying out their own program of activities. Each Youthact club must have a Rotarian advisor or rotating advisors who are members of the sponsoring club. This resource person must attend all club and board meetings and provide advice on organizing service projects, fund-raising, and club administration. The Rotarian advisor also acts as a liaison person between the Youthact Club and the sponsoring Rotary club, and the school advisor if a school based club. A Youthact Club must have a minimum of 10 members to start the club. The Youthact Club constitution requires clubs to meet at least twice a month. To remain eligible for membership, club members must attend 60 percent or more of the regular meetings. Youthact Clubs are self-supporting organizations that require little or no financial input from the sponsoring club. Each Youthact Club must elect a new slate of officers and directors bi-annually or annually. A Youthact Club is not allowed to merge with any other organization. Dues, if any, should be minimal; money for projects and activities should be raised through club activities. PURPOSE OF YOUTHACT Youthact is a program developed by Rotarians, like Interact, but for youth ages 11 to 14. Youthact stands for Youth in Action. The emblem of Youthact, the letter Y overlaying an atomic like symbol, stands for the beginning of the paths youth take in life, just like the atomic symbol stands for the beginning of all matter. The Rotary Club closely sponsors the Youthact Club which is open to any and all middle school students. The clubs are to carry out at least two service projects annually, one that serves the school and/or the community and another that furthers international understanding. The club is a partnership between the Rotary Club, The Youthact Club, The Middle School and the High School Interact Club. All are to help each other. The Youthact club will develop initiative, leadership skills and lasting friendships. The Rotary Club gains a service partner, as well as an opportunity to prepare its community's youth for future leadership. Members of the Youthact Club are prepared to join an Interact Club when they go to high school. The Youthact members are responsible for planning, financing, organizing and carrying out their own program of activities. The Rotary Advisor(s) will attend all the meetings and provide assistance, support and information. At least one Rotarian should be in attendance at every meeting of the Youthact club. 3
The School Advisor's role is to coordinate between the Rotary Club and the Youthact club at their school. They also will provide the in-school meeting location and be of any other assistance as needed. A school advisor is often an integral part of the Youth act club and provides assistance and knowledge regarding the projects of the club. GOALS FOR YOUTHACT Learn and follow the Rotary Four Way Test Learn how a service club operates and how to be part of that operation To recognize and develop constructive leadership and personal integrity. To encourage and practice thoughtfulness and helpfulness to others. To increase an awareness of the importance of home and family. To build respect for the rights of others, based on recognition of the worth of each individual. To emphasize acceptance of individual responsibility as the basis of personal success and community improvement. To recognize the dignity and value of all occupations as opportunities to serve society. To provide opportunities for gaining increased knowledge and understanding of community, national and world affairs. To open avenues of personal and group action leading to the advancement of international understanding and goodwill toward all people. --------------------------------------------------------------------------------------------------------------------- FORMATION OF A YOUTHACT CLUB Step one is gaining approval, support and financial backing by the local Rotary Club through the Board of Directors. Step Two is the Rotary Club s youth committee's meeting with the Superintendent of Schools and/or middle school principal with a printed proposal for the club. It is necessary that the Superintendent and/or principal lends their support to the Youthact Club concept. If the club is to be a Community Based Club, the youth committee will still meet with the Superintendent and the principal to get their support. This will help when it comes time to obtain members for the new club. Step Three would hopefully find the superintendent and principal impressed with the program and eager to support it in their school. An informational brochure about Youthact should be given to the principal for appropriate distribution at the school. The principal is provided the Youthact Club Handbook. The principal will help to find a school coordinator who will work with the Rotary Club and the school. A school based club is subject to the policies and regulations governing all other school organizations. Step Four Announcements are made at the school regarding the new club and students are requested to attend an organizational meeting. They will be advised the purposes, requirements and benefits of the Youthact Club. If possible students will be able to sign up to become members at this meeting. If not, as second meeting is held. Time and location of the meetings will be discussed and agreed. Then the membership process begins and the club takes form. Specific procedures regarding meetings, officers, structure, projects, etc. are outlined elsewhere in this handbook. 4
Organizational Notes: An Interact Club may sponsor a Youthact Club. In fact, this is a very ideal situation. The Interact Club should be involved with Youthact in any case. If they are the sponsor of the Youthact Club then the relationship is closer and very strong. Part of the program is to assure that Youthact members become Interact Club Members. The Interact Club will sponsor the Youthact Club in conjunction with the sponsoring Rotary Club. A community based Youthact Club may draw members from several different sources. This will include public, private and charter schools, home schooling, religious organization referrals, scouting referrals, Rotary member refrerrals and similar recommendations. An information meeting should be held for students and parents regarding the Youthact Club. At this meeting all facets of the Youthact Club would be discussed for full understanding of all attendees. Membership cards, plaques or other similar recognition awards are encouraged. THE ROLE OF THE SPONSORING ROTARY CLUB The responsibility of the sponsoring Rotary club does not end or even diminish with the creation of a Youthact club. To operate a strong and effective service club, these young people will need the club members continuing guidance and support. Although the club s Youthact committee will assume the primary responsibility, every member of the club should be aware of the Youthact activities underway and offer counsel as needed. The following are some ways in which the Rotary club can help to ensure the ongoing success of a Youthact club. Make sure that at least one member of the Rotary club s Youthact committee attends every meeting of a community-based Youthact club. Invite Youthactors to attend Rotary club meetings and report on their activities. Undertake a joint Rotary/Youthact service project at least once each year. Make sure that the Rotary club s Youthact chairman receives all Youthact club meeting reports. Invite the Youthact president and secretary to meet with the district governor during their official visit. Help the Rotary Club s Youthact club carry out an active service program by offering guidance and support on their projects. Keep the Youthact Club members informed on the activities of the Rotary club and invite their participation whenever possible. Develop some method of recognizing the achievements of the Youthact club, perhaps with a special award of a recognition ceremony at a Rotary club meeting. Encourage the Youthact club to publish a club bulletin. Provide guidelines on membership development so the club can attract new members and retain current ones until they pass the age limit. Make sure that the Youthact members elect officers at the end of each year or Bi-annually if appropriate. Report the names and addresses of these individuals to the district Youthact committee. Inform the Youthact members of other Rotary programs in which they might want to participate - RYLA, Youth Exchange, Rotary Ambassadorial Scholarships, Interact and Rotaract (after they pass the age limit for Youthact). 5
Financial support is NOT a responsibility of the sponsoring Rotary club. In fact, the Rotary club should not contribute more than occasional financial assistance to the Youthact club. THE ROLE OF THE ROTARIANS AND SCHOOL ADVISORS All Youthact clubs must have a Rotarian advisor who is a member of the Youthact committee. School-based Youthact clubs adittionally have a school advisor, who may or may not be a Rotarian. In a Rotary sponsored community-based Youthact club, the Rotarian advisor (or another member of the Youthact committee) must attend every meeting of the Youthact club and its board. In the case of a school-based club, the school advisor attends every meeting. Rotarian advisors are required to attend school-based meetings regularly and to work closely with the school advisor. The school advisor serves as the major coordinating force for a school-based Youthact club. Because such clubs operate under the guidelines established for all extracurricular organizations, the specific functions of the school advisor may vary somewhat from school to school. The following are the general duties of the faculty advisor: Attend all Youthact general and board meetings. Advise the Youthact members on their service projects, especially those that are designed to benefit the school. Keep the Rotarian advisor apprised of Youthact activities and any problems that may arise. Ensure that Youthact club funds are properly raised and managed, Verify that new members meet the school's academic requirements for extracurricular activity. The Rotarian advisor attends general and board meetings of community-based clubs and the board meetings of school-based clubs. This individual must also advise the Youthact members as they plan and carry out their fund-raising activities and service projects. The Rotarian advisor also serves as a liaison between the Youthact members and the sponsoring club s Rotarians, making sure that Youthact members receive all appropriate materials about Rotary and others as needed. The Rotarian advisor also keeps the club s Youthact Committee and the Rotary Club informed about the Youthact Club s activities. ROTARY ON-GOING SUPPORT The success of a Youthact Club depends in part on the guidance that is provided by the sponsoring Rotary club. The Rotarian advisors play a major role, attending all meetings of the club. These individuals also advise Youthact club members in planning and carrying out service projects and fund-raising activities and makes sure that the members elect new officers at the specified time. In addition to these responsibilities, the Rotarian advisors serve as the Rotary club's Liaison with both the Youthact Club members and the school advisor. The school advisor attends: 1) all general and board meetings; 2) advises members on service projects, especially those designed to benefit the school; 3) ensures that club funds are properly raised and managed; 4) verifies that new members meet the school's academic requirements for extracurricular activities. And 5) coordinates the banking of the funds with the schools regular procedures. 6
ADMINISTRATION OF A YOUTHACT CLUB GUIDELINES FOR YOUTHACT CLUB OFFICERS - The Youthact Club by-laws require that each Youthact Club elect officers annually or biannually during a school year term of office. Officers must be members in good standing and are elected by a majority vote. In addition to the offices of president, vice president, secretary, and treasurer, each club elects members to serve on the club's board of directors, along with the four officers. The total number of directors is determined by the club with the approval of the sponsoring Rotary club. PRESIDENT The president presides at all meetings of the club and the board of directors; appoints all standing and special committees, with board approval; serves as an ex-officio member of all committees; sets club goals, in conjunction with other board members; plans meeting programs; and promotes membership development. The president should consider the following guidelines for effective leadership: Prepare for office by studying the Youthact Constitution, and By-laws. Meet with the current president to review the records and discuss the club's current activities - which should be taken into consideration when planning projects for the following year. Decide which committees will be needed during the upcoming year. Establish a good working relationship with your board of directors. Meet with them before taking office to review current club activities and plan new ones. Invite opinions from board members and committee chairpersons about club goals and projects. Try to achieve a consensus among club members. Appoint qualified committee chairpersons and confer with them and the directors on the selection of committee members. Make appointments on the basis of individual qualifications in relation to the requirements of the task, experience in Youthact and availability to serve, rather than popularity. The Youthact Club Committee Appointment Worksheet is a useful tool for determining committee appointments. Conduct effective meetings by preparing agendas that indicate what is to be covered, how, and in what amount of time. Allow time for necessary reports from officers and committee members and for other business. Using a system of rules of order, give everyone a chance to be heard but require speakers to be brief and to the point. Pay close attention to membership growth, balance, and development. Recruitment is essential because the club automatically loses members each year. Consider the balance among age groups and gender. Also work to keep members by giving them opportunities, perhaps through committee appointments, to participate and voice their ideas. Plan imaginative and worthwhile programs well in advance in consultation with your club committee or program committee. Vary the type of programs-speakers, panel discussions, slides, trips, entertainment, etc.-making a conscious effort to satisfy the interests of a wide range of members. 7
VICE PRESIDENT The vice president presides at all meetings when the president is absent; serves as a member of the board of directors; and may handle special assignments for the president. To prepare for taking office, the vice president-elect should become fully acquainted with the club's program and activities and confer with the incoming president about plans for the coming year. Throughout the year, the vice president must keep informed about all club policies, plans, and ongoing projects and take responsibility for planning and carrying out some activities, as requested by the president. Although the vice presidency is not an automatic stepping-stone to the presidency, it can be a training ground for this position. SECRETARY The secretary maintains all club records; takes minutes at all meetings of the club and the board. The secretary should prepare minutes that clearly reflect what was said at a meeting and the wishes of the group. Actions taken at meetings should be reported without any details as to how decisions were reached. The minutes should briefly cover the following points: the kind of meeting, date, time, place, and presiding officer; attendance; approval and corrections of previous meetings' minutes; treasurer's statement, in totals only; summary of reports from officers and committees; summary of actions taken and the program; announcements; and time of adjournment. Membership records, which are necessary for determining who is eligible to vote, consist of the following information: the membership activities record committee appointments worksheet, attendance records, record of paid and unpaid dues, and each member's original application form. See sample forms. TREASURER The treasurer, who should be detail-oriented and responsible, collects membership dues; deposits the dues and all proceeds from fund-raising projects; and takes major responsibility for preparing and administering the budget. The treasurer also prepares a monthly report that shows the following: the amount of money on hand at the beginning and end of the month; receipts with their source (dues, sale of items, etc.) clearly indicated; and payments, showing for what and to whom. A final, year-end report should be given to the club and to the incoming treasurer summing up the year's operation. All the treasurer's reports form part of the club ' s permanent record. BOARD OF DIRECTORS The board of directors should be familiar with the Youthact Constitutional documents so, that they are prepared to serve as the club's governing body. The board is required to meet at least once a month and report on any action taken at the next club meeting, While maintaining good communication with the members, the board should initiate projects, encourage participation of all members, and delegate responsibilities. The board must also make an annual report to the club that covers all major action of the year. 8
CLUB COMMITTEES With the approval of the board of directors, the president appoints four standing committees: the club committee; the finance committee; the service committee; and the international understanding committee. Depending on the size of the club and the interests of its members, the president may appoint additional committees, such as membership, program planning, and public relations. The committees handle many of the administrative and service responsibilities of the club, but they may not take any action without the approval of the membership. To obtain this consent, the chairperson must prepare a full report on the committee's plan and send it to the board for approval. CLUB OPERATIONS COMMITTEE The club committee is responsible for attendance, membership, programs, fellowship, and public relations. These responsibilities include planning interesting, lively programs for each meeting, recruiting new members and keeping old ones, and publicizing the club's activities throughout the community and the Rotary world. FINANCE COMMITTEE The finance committee develops ways to finance club activities, while keeping costs and dues low and ensuring that the club remains self-supporting. There are many ways that Youthact clubs can raise funds - sales of all kinds, events, and work for pay at odd jobs, to name just a few Committee members should keep in mind that if businesses, organizations, or individuals are solicited for funds, they must receive something of value in return. CLUB SERVICE COMMITTEE The club service committee initiates one project each year that serves either the community or the school. INTERNATIONAL UNDERSTANDING COMMITTEE The international understanding committee undertakes one project each year to promote peace, understanding and good will with another country. PROVIDING STRONG CLUB LEADERSHIP The following tips can help Youthact committee chairpersons achieve successful results in leading their committees: Give everyone a job to do and keep track of assignments. Establish a set schedule of committee meetings for the year. Make sure that all committee members are familiar with the club's constitutional documents, the total organization of the club, and the goals of the Youthact program. 9
When calling meetings, each committee member should be sent a printed or typed form listing the date, time, place, and subject of the meeting. Prepare meeting agendas and stick to them. Contact personally those members who are to make reports at the meeting to see if they need assistance in preparing their reports. Solicit the opinions of members at meetings. Keep the meetings short and to the point. Keep accurate records, but avoid unnecessary paperwork. Hold Effective Meetings Club meetings should be held weekly. If this is not possible then they should be at least twice a month at a time and place that suits the members and the school or community site. The following suggested format offers guidelines for the club president for carrying out a successful meeting: Open the meeting with a pledge, anthem, or some other local custom. The president introduces guests and makes announcements and reminders. The secretary, treasurer, and committee chairs make any relevant reports. Conduct any other business. Introduce new members. Present the program - speaker, multi media presentation, etc. Close with thanks to the speakers or others who have participated. Adjourn the meeting. Board meetings, which should be held at least once a month, are the arena in which all club business should be conducted. The board must then make a full report on action taken at the next club meeting. All club members in good standing may attend board meetings but may speak only with permission of the board. A Rotarian advisor must attend all board meetings. RECRUITING AND RETAINING NEW MEMBERS The success of a Youthact club depends greatly on the commitment and hard work of its members. When recruiting new members, seek out those with special interests and abilities who would be enthusiastic about the social and service opportunities Youthact provides. The following guidelines can help you in your efforts to build a strong, committed membership: Set membership goals and encourage all club members to work to meet them. For example, you could ask each member to bring one new member to the club every six months. Or have a contest and award a prize to the club member who brings the most guests or sponsors the most new members during a given time period. Publicize your activities in the student newspaper and throughout the community. Make everyone feel welcome. Ask experienced club members to "adopt" newcomers and get them involved in club projects. Make sure that veteran members feel important to the club by assigning them committee responsibilities. Pay attention to attendance and representation. Make sure everyone is attending at least 60 percent of the meetings. Also try to keep a good balance among age levels and between boys and girls. 10
Survey the membership to learn if they find your club's programs interesting and useful. Invite them to suggest program ideas and help to plan future programs. DEVELOPING A STRONG SERVICE PROGRAM Delegate responsibility - Once goals are set and responsibilities clearly defined, do not get involved in the details. Doing so takes you away from your responsibilities, wastes talents, and hinders others from developing leadership skills. CARRYING OUT EFFECTIVE FUND RAISING ACTIVITIES Because Youthact clubs are virtually self-supporting and dues should be kept low, fund-raising activities offer the best way to finance club service projects and other activities. Remember, if you solicit funds, you must give something of value in return. Keep in mind the following points when planning a fund-raising activity: Set a realistic goal based on how much financial support you need to carry out a particular project and how much you can actually raise. Choose an event or activity that draws on resources at hand. If your members have musical or dramatic talents, consider staging a show to raise money. If there are many children in the community, you might plan a street fair. Keep in mind that some projects require a large expense at the outset but raise more than enough money to pay the costs. Involve all the members. As with any club project, the key to success in fund-raising is the active participation of the whole club. Promote the project with the local media. If you sponsor an event, invite the media to attend. Immediately afterward, send action photographs and a brief report of your project to community media. The cost of projects must be kept within the club's budget. The club should plan projects that draw a high level of participation among club members and the sponsoring Rotarians. School or community projects cover an amazingly wide scope. Some clubs conduct blood drives, others collect books for local schools, libraries, and literacy programs, and still others carry out projects to fight drug and alcohol abuse An extremely successful project has been to collect funds to purchase wheelchairs through Rotary for distribution in Mexico. Projects that serve the school may involve beautification or cleanup programs. Or the club may sponsor a fund-raiser to buy a piece of equipment or books for its school. In addition, many clubs work on joint projects with the sponsoring Rotary club. International projects may include raising money or collecting goods to help people in other countries; making a club trip to a neighboring country to help residents there; befriending Rotary exchange students and other foreign students and involving them in your club's activities.. The sponsoring Rotary club is able to assist in initiating an international project. Consult your Rotarian advisor and the chairperson of the Rotary club's international service committee for more information. 11
MAINTAINING GOOD COMMUNICATIONS WITHIN THE COMMUNITY Publicize your Youthact s club's activities in the local and school newspapers and other media. Seek assistance from the public relations committee of the sponsoring Rotary club, which is able to provide lists of local media contacts and help you plug into the network of Rotary publications. Make sure that someone is taking action pictures at all your events. ROTARY RESOURCES AND OPPORTUNITIES ROTARY INTERNATIONAL PROGRAMS Interact is a Rotary sponsored service club for young people age 14-18 or secondary schoolaged students. All Interact clubs carry out at least two service projects yearly - one that serves the school or the community and another that furthers international understanding. Every Interact club is sponsored by a Rotary club, which provides guidance on a continuing basis. In additon, Interactors often form a service partnership with the sponsoring Rotarians, lending their enthusiastic support to a variety of Rotary projects. Rotary Youth Leadership Awards (RYLA) is a district-organized program that offers leadership training weekend programs to encourage and recognize the leadership abilities of high school sophomores and juniors. District 5490 s RYLA program is highly recognized for its excellence in the Rotary world. Rotaract is a Rotary-sponsored service and social organization for young men and women ages 18 to 30. Rotaractors carry out a wide range of service projects in their community and also work alongside their sponsoring Rotary clubs on joint projects. Youth Exchange is an opportunity for a high school student to live and learn in another country for a year. It is a fascinating experience where a student lives with families in another country while attending the local schools. Most students will learn a new language for this experience. It is a cultural and educational exchange. World Community Service Projects Exchange lists Rotary projects that are seeking assistance from clubs abroad. For example, a club that is collecting books for a school in its community might advertise this need in the Projects Exchange, and Rotarians in other countries might carry out book drives to assist the club. This list serves as a good source for Youthact clubs seeking international projects to support. In addition, a sponsoring Rotary club can list a Youthact project in the Projects Exchange if the project needs assistance such as Donations-in- Kind or a Rotary volunteer. 12
STANDARD YOUTHACT CLUB CONSTITUTION ARTICLE I Name The name of this organization shall be the Youthact Club of ARTICLE II - Purpose and Goals The purpose of Youthact is to provide opportunity for young people to work together in a world fellowship dedicated to service and international understanding. The goals of Youthact are: To recognize and develop constructive leadership and personal integrity. To encourage and practice thoughtfulness of and helpfulness to others. To create an awareness of the importance of home and family. To build respect for the rights of others based on recognition of the worth of each individual. To emphasize acceptance of individual responsibility as the basis of personal success, community improvement, and group achievement. To recognize the dignity and value of all useful occupations as opportunities to serve society. To provide opportunities for gaining increased knowledge and understanding of community, national, and world affairs. To open avenues of personal and group action leading to the advancement of international understanding and goodwill toward all peoples. ARTICLE III Sponsorship The sponsor of this Youthact Club is the Rotary Club of which, through a committee of not less than five Rotarians, shall exercise supervision and control over all activities, programs and policies of this club. The continued existence of this club shall depend upon the continued active personal participation of the sponsoring Rotary club. This Youthact 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. ARTICLE IV Membership To be eligible for membership a person must possess good character and leadership potential and be a middle school student and/or between the ages of 11 to 14. The membership of this club may be all male, all female, or both male and female in any ratio, at the discretion of the sponsoring club. The method of electing members of this club shall be determined by the sponsoring Rotary club in consultation with the Youthact club. The method of electing new members shall also have the approval of the school authorities. Each member of this club shall attend at least 60% of this club's regularly scheduled meetings. Membership shall automatically terminate (a) upon removal from the community; (b) by termination of the club; or (c) by failure to meet attendance requirements unless excused by the board of directors of this club for good and sufficient reason. Membership may be terminated for cause as determined by this club by vote of not less than 2% of all the members in good standing. 13
ARTICLE V - Meetings The club shall meet not less than twice per month, as provided in the by-laws, at a time and place suited to the convenience of the members, with due regard for their school obligations. The board of directors shall meet as provided in the by-laws. No meeting of the board shall be deemed official unless a member of the Youthact committee of the sponsoring Rotary club is in attendance. Meetings of the club and of the board of directors may be canceled during holiday or vacation periods at the discretion of the board of directors, with the approval of the sponsoring Rotary club. ARTICLE VI - Officers and Directors The officers of this club shall be a President, Vice President, Secretary, Treasurer, and such additional officer(s) as may be provided in the by-laws. The governing body of this club shall be a board of directors composed of the president, vice president, secretary, treasurer and additional directors whose number shall be determined by this club with the approval of the sponsoring Rotary club, all to be elected from among the members in good standing. All decisions, policies and actions of the board and of the club shall be subject to the authority of the sponsoring Rotary club, the provisions of this constitution, and policy established by Rotary International District 5490. This club shall be subject to the same regulations and policies established by the school authorities for all student organizations and extracurricular activities of the school. The board of directors shall have general control over all officers and committees and may, for good cause, declare any office vacant. It shall constitute a board of appeals from the rulings of all officers and actions of all committees. Elections of officers and directors shall be by methods compatible with local customs and procedures, but in no case shall more than a simple majority of the members present and in good standing be required for election. The term of office of all officers and directors shall be one year, unless a shorter term is provided in the bylaws. ARTICLE VII - Activities and Projects Within the limits prescribed in section 1 of Article III, this club shall be responsible for planning, organizing, financing and conducting its own activities and shall itself supply the money, manpower and creative imagination necessary thereto, except that in the case of joint projects or activities undertaken in cooperation with other organizations, such responsibility shall be shared with such other organization(s). The club shall undertake among its activities at least two major projects annually, one designed to serve the school or community, the other to promote international understanding, and each shall involve all or most of the members of the club. The aim of international service in Youthact is to encourage and foster the advancement of international understanding, goodwill and peace through a world fellowship of youth united in the ideal of service. The aim of community and school service is to encourage and foster the application of the ideal of service by each Youthact club member to his personal, community and school Youthact Club. 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 its sponsoring Rotary club, nor shall it make general solicitations from Rotary clubs other than its sponsoring Rotary club or from other clubs, nor shall it solicit financial assistance from individuals, businesses or organizations in the community without giving something of value in return. 14
ARTICLE VIII - Committees There shall be provided in the by-laws of this club the following committees: international understanding, club service, finance, club operations, and such other committees as may be deemed necessary or convenient for the administration of the club. The president, with the approval of the board, may appoint such special committees as the president may deem necessary, citing their duties at the time of appointment. All such special committees shall lapse upon the completion of their duties, upon discharge by the appointing president, or with the end of term of office of the president, whichever occurs first, ARTICLE IX -- Fees and Dues Any additional fees, dues or assessments on the membership of the club shall be nominal and shall only be for the purpose of meeting the administrative costs of the club. Funds for activities and projects undertaken by the club shall in general be raised apart from such fees, dues or assessments. ARTICLE X - Acceptance of Constitution and By-Laws Every member of this club, by their acceptance of membership and continuation thereof, thereby accepts the principles of Youthact as expressed in its purpose and goals and submits themselves to and agrees to comply with and be bound by the constitution 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 they have not received a copy of them. ARTICLE XI - By-Laws This club shall adopt standard 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 Youthact club by-laws. ARTICLE XII - Emblem The emblem of Youthact shall be preserved for the exclusive use and benefit of Youthact members. Each member of this club shall be entitled to wear or otherwise display the Youthact emblem in a dignified and appropriate manner during the period of their membership. They shall relinquish such entitlement upon termination of their membership or termination of this club. ARTICLE XIII - Duration This Youthact club shall exist so long as it continues to function in accordance with the provisions of this constitution or until it is terminated by this club upon its own determination and action; by the sponsoring Rotary club upon withdrawal of its sponsorship; or by Rotary International District 5490 for failure to function in accordance with this constitution or for other cause. Upon termination of this club, all rights and privileges relating to the Youthact name and emblem shall be relinquished by the club and by its members individually and collectively. 15
STANDARD YOUTHACT BY-LAWS By-Laws of the Youthact Club of ARTICLE I - Elections Election for the offices of president, vice president, secretary, treasurer, and directors shall be held annually or bi-annually prior to (date). Those elected shall take office on (date) Nominations of officers shall be made either in writing or from the floor. 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. In addition to the president, vice president, secretary, and treasurer, there shall be elected directors. ARTICLE II - Duties of Officers President. The president shall preside at all regular and special meetings of the club and the board of directors. The president shall, with the approval of the board, appoint all regular 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. The president shall be an ex-officio member of all committees. Vice President. The vice president shall succeed to the office of president in the event of the 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. Secretary. The secretary shall maintain all club records. The secretary shall keep minutes of all meetings of the club and board of directors. 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. The treasurer shall make all disbursements under procedures determined by the board of directors. The Treasurer shall report the club's financial status at each meeting of the club, and shall hold all records available for inspection by any club member. Board of Directors. The board of directors shall be the governing body of the club, as provided in the constitution. It shall make an annual report to the club to apprize all members of the club's operations. It shall hold regularly scheduled meetings, not less than one a month, which shall be open to the attendance of any club member in good standing, Members attending such meetings, however, shall only address the meeting with the permission of the board. 16
ARTICLE III - Meetings Meetings of the club shall be held not less than twice per month and meetings of the board not less than once a month, at a time and place suited to the convenience of the membership. A majority of the members in good standing shall constitute a quorum at any regular or special meeting of the club. Any four members of the board, one of whom must be the president or vice president, shall constitute a quorum at any meeting of the board. No meeting of the club or of the board shall be deemed official unless a member of the Youthact committee of the sponsoring Rotary club is in attendance. ARTICLE IV - Fees and Dues The admission fee for new members shall be. Annual dues shall be per member. All fees and dues must be paid before a member will be considered in good standing. ARTICLE V - Committees The president, with the approval of the board of directors, shall appoint the following standing committees: International Understanding. This committee shall be charged with primary responsibility for devising ways and means of engendering international understanding among the members, in the school and community, and in all other areas. It shall have the duty of initiating and planning one major activity in its field each year which shall involve all or most of the club membership. Club Service. This committee shall have responsibility for devising at least one major service project annually, other than international, which shall involve all or most of the membership. Finance. This committee shall devise ways and means of financing any and all club activities requiring funds, in cooperation with the appropriate committee. Club Operations. This committee shall be responsible for attendance, membership, programs, fellowship, public relations and such other matters as may be deemed appropriate. No committee shall take any action to carry out its plans until those plans have been approved by a majority of the club membership. ARTICLE VI - Amendments 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. Nothing in these by-laws shall contravene any provision of this club's constitution. 17
YOUTHACT MEMBERSHIP APPLICATION FORM First Name: Middle: Last Name: Age Home Address: City Home Phone: Cell Phone: Areas of Interest: School Service Community Service International Service Fund-raising Club Service Vocational Service Club Operations Other Will you take part in 60% of the club's meetings and activities? Yes No Are you willing to pay member dues? Yes No I understand and accept the principles of Youthact as expressed in its purpose and objectives, and agree to comply with and be bound by the "Standard Youthact Club Constitution," and By-laws of the club. Printed Name: Signature: Date: 18
YOUTHACT CLUB ORGANIZATION LIST District # 5490 - Youthact Club of Mailing Address: Phone/Fax number: Sponsoring Rotary club(s): This list constitutes official notification of the organization of a Youthact club. Print or type the name of each charter member, including age, sex, and mailing address; Keep a copy for club files, and send the original organization list to your Rotary District Governor. President Vice President Secretary Treasurer Director Director Director 19
YOUTHACT ANNUAL REPORT FORM District Number 5490 Does a member of your sponsoring Rotary club attend your club meetings? yes no Would your club be interested in being a pen pal with other Youthact clubs? yes no Number of members: female plus male - = Date of club organization (month/day/year): Name of sponsoring Rotary club: Club name: City List major projects and accomplishments: 20
YOUTHACT CLUB ATTENDANCE RECORD (26 MEETINGS) NAME 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 21
YOUTHACT DUES PAYMENT RECORD (MONTHLY) NAME 1 2 3 4 5 6 7 8 10 11 12 9 22
YOUTHACT CLUB MEMBERSHIP ACTIVITIES RECORD NAME COMMITTEE ASSIGNMENT PROJECT PARTICIPATION PROGRAM PARTICIPATION SPECIAL ASSIGNMENTS 23
YOUTHACT CLUB COMMITTEE APPOINTMENT WORKSHEET International Understanding Committee Duties: To devise ways and means of engendering international understanding among the members, in the school and community, and in all other areas. It shall initiate and plan one major activity in its field each year which shall involve all or most of the membership. Chairman: Member: Member: Member: Club Service Committee Duties: To devise at least one major service project annually, other than international, which shall involve all or most of the membership. Chairman: Member: Member: Member: Finance Committee Duties: To devise ways and means of financing any and all club activities requiring funds, in cooperation with the appropriate committee. Chairman: Member: Member: Member: Club Operations Committee Duties: To Promote and enhance fellowship, public relations and such other matters as may be deemed appropriate. Chairman: Member: Member: Member: Additional Committees (as provided for in the club's By-laws) Committee: Duties: Chairman: Member: Member: Member: 24
Rotary District 5490 Youth Volunteer Affidavit District 5490 is committed to creating and maintaining the safest possible environment for all participants in Rotary activities. It is the duty of all Rotarians, Rotarians spouses, partners, and any other volunteers to safeguard to the best of their ability the welfare of and to prevent the physical, sexual, or emotional abuse of children and young people with whom they come into contact. PERSONAL INFORMATION Name: Address: City: State/Province: Zip/Postal Code: Home Phone: Business Phone: Email: Fax: How long at this address? (If less than five years, please list prior residence(s) on the back of this sheet.) Government identification (e.g. Social Security Number): Are you a member of a Rotary club? Yes No If yes, please give club name and year joined: Position Applied for: Have you worked with Youth in rotary in the past? Yes No If yes, what position and when? EMPLOYMENT HISTORY (5 years please attach additional sheets, if necessary) Current Employer: Address/City/State/Zip: Telephone: Position: How long with this company? Supervisor s Name: Previous Employer: Address/City/State/Zip: Telephone: Position: How long with this company? Supervisor s Name: 25