Rotary RAP (Dec 22, 2021)

Rotary Club of Spruce Grove Community Partners Society

At a community level we shall focus on the wellness of children and their families in the areas of
education, food security and financial security.

In the area of community development, we shall work with community partners to build and
design a caring community where there is an opportunity for everyone to reach their potential.
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Executive Committee

1. Board of Directors of the Society shall be identified as an Executive Committee, operational
in nature, with no employees.

2. Role of the Executive Committee

a. The Executive Committee shall be made up of the seven (7) officers, each Officer of the
Executive Committee shall have one vote on all matters of the Society.

b. Five (5) Officers shall be members in good standing with the Rotary Club of Spruce
Grove.

c. Two (2) Officers shall be Members-at-Large, from within the greater Edmonton, Spruce
Grove, Stony Plain and Parkland County region.

d. Officers of the Executive Committee shall live in Alberta.

e. Officers of the Executive Committee shall be over 18 years of age.

f. Officers of the Executive Committee shall serve for a three (3) year term and may serve for
three (3) consecutive terms. After nine (9) years of service, the Officer must take a one
year break before being allowed to return to the Executive Committee of the Society.

g. Any Officer of the Committee may withdraw through written notice to the Chair of the
Executive Committee.

h. Any Officer, not in good standing, shall be removed from the Executive Committee by a
motion and a majority vote of the Officers.

i. The Executive Committee shall include the specific roles of Chair, Vice Chair, Secretary
and Treasurer.

h. The Executive Committee shall identify the annual audit process.

3. Role of the Chair

a. The Chair shall be responsible for the calling of and presiding over all meetings; the Chair
shall be responsible for all notices of meeting.

b. Meetings shall be governed by Robert’s Rule of Order 11th edition.

4. Role of the Vice Chair

a. The Vice-Chair shall replace the Chair if the the Chair is not able to serve.

5. Role of the Secretary

a. The Secretary shall record and keep all the minutes of the meetings; keep all records of the
Society; file all required documents; maintain the list of Officers; receive and distribute all
communication as appropriate.

6. Role of the Treasurer

a. The Treasurer shall receive all monies paid to the society and be responsible for the deposit
of same in whatever Bank, Trust Company, Credit Union or Treasury Branch the Executive
Committee may choose.

b. The Treasurer shall produce quarterly financial records in accordance with standard
accounting principals including but not limited to income and expense, profit/loss, balance
sheet and bank reconciliation.

c. The Treasurer is responsible to insure that all financial reporting to all Provincial and or
Federal regulators is completed accurately and in a timely manner.

d. The Treasurer shall be responsible for the annual financial statement of the Society for
submission to the Annual General Meeting.

e. The Treasurer shall submit a copy of all financial documents to the Secretary for the records
of the Society.

7. The Records of the Society

a. The minute book, accounts and records of the Secretary and of the Treasurer shall be
secured in the office at: 99 Campsite Road, Spruce Grove, AB T7X 3Z1

8. Audit of Financial Report

a. The Society’s financial records shall be audited annually by a duly qualified accountant
or by two qualified members of the Rotary Club of Spruce Grove, not currently sitting as
Officers of Society.

b. The audit shall be comprised of financial statements setting out the Society’s income,
disbursements, assets and liabilities; audited and signed and reported by the appointed
auditor.

c.The books and records of the Society shall be available for review by all Officers of the
Society, quarterly or upon request.

9. Meetings of the Society

a.The Society shall hold an Annual General Meeting and no less than 3 additional meetings
per year.

b.The Society shall hold an Annual General Meeting on/or before the fifteenth (15) of October
in each year, of which appropriate notice will be given to all officers through the agreed
upon methods of communication.

c.The Officers shall serve until their successors are elected and installed. Any vacancy
occurring during the year shall be filled at the next meeting, provided it is so stated in the
Notice of Meeting. Any member in good standing shall be eligible for any office in the
Society.

d. Quorum is made up of five (5) officers of the Society.

e. Any Officer who has not withdrawn, nor has been suspended or expelled; shall have the
right to vote at any meeting of the Society. Such votes may be made in person or by a
person attending the meeting by electronic means that confirms the identity of the Officer.

10. Remuneration

a. No Officer of the Society shall receive any remuneration for their services and participation
in the work of the Society.

11. Borrowing Powers of the Society

a. For the purpose of carrying out its objects, the Society may borrow; raise or secure the
payment of money in such manner it determines; supported by a special resolution of the
Society.

12. Powers of the Society

a. The Society may acquire and take by purchase, donation or otherwise all kinds of real
estate and personal property; sell, exchange, mortgage, lease, let, improve and develop it;
erect and maintain any necessary buildings.

b. The funds and property of the Society shall be used and dealt with for its legitimate
objectives only and in accordance with its Bylaws.

13. Bylaws

a. The Bylaws may be rescinded, altered or added to through a “Special Resolution” of the
Society, followed by the formal registration of the same as required.