1. Objectives of the Council
The Council is the Management Structure of the Club. It is responsible for ensuring that all required decisions are made to facilitate the development and delivery of the Club’s Programme of activities. It is responsible for ensuring that the strategic aims of Rotary International, Rotary GB&I and the Club are achieved, with emphasis on the continued growth and development of the club. In addition it should ensure the club’s programme of activities, events and initiatives are successfully delivered via it’s framework of Club Officers and Committees. The Council’s specific principal responsibilities are as follows:
2. Authority Levels
The Council shall have general control over all Officers and Committees and, for good cause may declare any office vacant. Details of specific authority levels relating to the approval of donation requests the Club receives are detailed under sections 2.1, 2.2 & 2.3.
2.1 Requests for Donations from the Club
All requests for donations from the Club must be channelled to the Club Secretary in the first instance. Thereafter the requests should be submitted to the next available Council meeting for consideration.
Council are authorised by the Club Members to approve individual donation requests up to a maximum figure of (£100) always providing that the cumulative approved donations between Council meetings does not exceed a maximum threshold of (£500). Requests exceeding either or both of these thresholds must be submitted to the next available Business Meeting, with a recommendation from Council, for the Club Members to consider.
Details of all donation requests approved by Council must be notified to the next Business Meeting for awareness purposes. If Council decides to decline a donation request, irrespective of the amount, details, including the reasons for declining must be submitted to the next Business Meeting.
At the Business Meeting Club Members have the authority either to ratify the Council’s decline recommendation or to approve the request if (they are of the opinion that) there are valid reasons for so doing. The reasons for overturning any Council’s decline recommendations must be minuted.
No communication of any Council recommendations should be intimated to the submitting individual/group or organisation until the Business Meeting has taken place and a final decision has been made.
2.2 Limitations of Authority
The aforementioned authorities relate to funds held in the Club’s Charitable Account.
Any decisions to make a donation from the Club Member’s Account must be submitted to and approved by Club Members.
2.3 Time Critical Requests
In the event of the timing of a donation request being time critical, rather than wait until the next available Council meeting, Council members can approve a request by way of email correspondence. In these “fast track” situations prescribed Council forum/voting rules/monetary thresholds must continue to be complied with and the membership informed at the soonest opportunity.
3. Council Action Final
The decision of the Council in all club matters is final, subject only to an appeal to the club. However as to a decision to terminate membership, a member, pursuant to article 12, section 6, may appeal to the club, request mediation or request arbitration. If appealed, a decision of the Council can only be reversed by a two-thirds majority vote of the Members present at a regular meeting specified by the Council, provided a quorum is present. Notice of appeal must be given by the Secretary to each Member at least 5 days prior to the meeting. The decision reached by the membership on any appeal shall be final.
4. Composition of Council
The Council shall comprise the following Club Officers and Ordinary Members: President, President Elect, Junior Vice President, Past President, Secretary, Treasurer, Committee Convenors and where required one member without portfolio who will provide specialist advice.
5. Election of Ordinary Members of the Council
The election of the Ordinary Members of the Council shall be by ballot of the Members entitled to vote and voting at the Annual General Meeting. (see By-Law 7 clause 6) .
6. Eligibility
No Member shall be eligible to serve as an Ordinary Member of the Council for more than three consecutive years.
Any Member nominated to be an Officer and not elected shall be eligible for election as one of the Ordinary Members of Council
Past President shall not be eligible to serve as an Ordinary Member of Council in the year following the year of service as immediate Past President.
7. Scrutineers
Before proceeding to a ballot the chairman shall appoint Scutineers from Members who have not been nominated for election at the meeting.
8. Vacancies
Any vacancy shall be filled by Council. The Member so appointed shall be entitled to complete only the unexpired term arising from the vacancy.
9. Meetings
Formal meetings of the Council shall be held at least six times per Rotary calendar year, or more frequently if deemed necessary, at a time and place to be decided by Council. Special meetings of the Council may be called by the President or upon request of two Members of the Council, with at least 24 hours previous notice.
10. Quorum
One third of the total Members of the Council shall constitute a quorum (except for the election of a new Council Member when the quorum shall be two thirds of the total membership of Council).
11. Voting
All voting shall be by viva voce vote or by show of hands. At all meetings, in the event of votes being equal, the Chair shall have a second or casting vote
12. Controls
Date this Terms of Reference was approved by Club Members |
2/10/2014 |
Date by which Terms of Reference is due for review |
End May 2015 |
Club members contact point for any issues related to this Terms of Reference |
R Brown/N McKinlay |
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