Red Cross Club

Guided by the fundamental principles of the American Red Cross and its mission to prevent and alleviate human suffering in the face of emergencies by mobilizing the power of volunteers and the generosity of donors, the Red Cross Club of Washington & Lee will learn, practice and exemplify humanitarian values through mission-related service projects. The club will plan and coordinate a minimum of three Red Cross mission-related service projects per year. The service projects will focus on disaster response and preparedness, blood, education services and fundraising.

Contact: Aalekhya Tenali '17

Constitution of the Red Cross Club of Washington & Lee

Article I. Name

1. The name of the club shall be The Red Cross Club of Washington & Lee, hereinafter "Club."

Article II. Authority

1. The Red Cross Club of Washington & Lee is functioning under the guidance and auspices of the Virginia Mountain Region of the American Red Cross and is considered an extension of that Unit rather than an independent Red Cross entity.

Article III. Purpose

1. Guided by the fundamental principles of the American Red Cross and its mission to prevent and alleviate human suffering in the face of emergencies by mobilizing the power of volunteers and the generosity of donors, the Red Cross Club of Washington & Lee will learn, practice and exemplify humanitarian values through mission-related service projects.

2. Club will plan and coordinate a minimum of three Red Cross mission-related service projects per year. The service projects will focus on disaster response and preparedness, blood, education services and fundraising.

2.1 All service projects beyond the required three will fall into the lines of service in the American Red Cross:

      • Preparedness and Health and Safety Services
      • Biomedical Services
      • Disaster Services
      • International Services
      • Service to Armed Forces

2.2 Any activities that are not mission-related will first be approved by Virginia Mountain Region.

Article IV. Membership

1. The Red Cross Club of Washington & Lee will consist of currently enrolled students or active members at Washington and Lee.

2. Club will have a minimum of four active members.

3. Members of Washington & Lee Red Cross Club are considered volunteers for the American Red Cross and must register with Virginia Mountain Region and in Volunteer Connection. Note: Club members under the age of 13 must complete a parental consent form and submit it to the Red Cross Unit.

3.1 All Club members must complete a Volunteer Application and sign a Code of Conduct.
3.2 All Club members must attend a volunteer orientation given by the Virginia Mountain Region Chapter of the Red Cross.

4. Membership Requirements. The responsibilities of Club members include:

4.1 Learning and following the American Red Cross Mission Statement, Code of Conduct, and the Principles of the Global Red Cross Network.
4.2 Maintaining their personal profile in Volunteer Connection.
4.3 Regularly attending Club meetings and participating in Club activities and events.

5. Duties: Club members will serve and represent the American Red Cross through participation in school or community-based service projects.
6. Voting: Each member is entitled to one vote. Voting by proxy shall not be permitted. Decisions determined to require a vote shall be by majority vote of members present.

Article V. Officers

1. The officers of the Washington & Lee Red Cross Club shall be President, Blood Services Chair, Disaster Action Chair, Education Services Chair and Treasurer. The officers will form the Executive Board.
2. The Executive Board shall be comprised of the elected officers of the Club and shall meet on a regularly basis to finalize agenda items, prepare reports, and collaborate on the business of the Club.
3. These officers shall perform the duties prescribed by this Constitution and by the parliamentary authority adopted by the Club.

3.1 President

      • Represent the Club to the local Red Cross unit and school community
      • Serve as spokesperson for the Executive Board and the Club
      • Club meetings: Prepare for all meetings, prepare an agenda with the secretary for all meetings, preside and facilitate at Club meetings, provide follow-up to organizational tasks, and inform Executive Board of other meeting information
      • Utilize the Volunteer Connection: Register/renew your Club each year in the Volunteer Connection, and work with the secretary to record all Club events/activities in the Volunteer Connection
      • Club activities: Ensure that all Club activities are related to the mission of the Red Cross, help coordinate Club projects, and serve on various Club committees or task forces
      • Coordinate Executive Board transition
      • Maintain regular contact with Red Cross Unit Contact and sponsor/ advisor
      • Be aware of financial matters pertaining to Club

3. 2 Blood Services Chair

      • Club meetings: Attend all meetings, prepare necessary Blood Services-specific parts of the meetings to present to the other members, be in contact with members about upcoming events
      • Encourage Club members to utilize Volunteer Connection
      • Maintain Club Constitution: Direct updates and revisions to Constitution
      • Help coordinate Executive Board transition: Facilitate elections
      • Be aware of financial matters pertaining to Club
      • Club activities: Serve as liaison to committees, and serve on various Club committees or task forces
      • Perform other duties as directed by the President
      • Organize blood drives every 56 days, give or take a few days considering the most ideal schedule of the students/staff of Washington and Lee University
      • Be in touch with Red Cross staff and volunteers before and during event
      • secure an appropriate area with adequate space, that facilitates ease of transportation and set- up, that can be temperature-controlled
      • Submit necessary work orders to Facilities Management ahead of time so that the set-up of blood drives is timely and efficient
      • Market to the student body and staff, using email, Campus Notices, and physical flyers to attract their attention and guide them to the online volunteer form
      • Take advantage of volunteers and their connections to reach out to all parts of the school
      • Coordinate online volunteer forms and make sure Red Cross staff is prepared to deal with the "rushes" within the schedule and minimize wait times
      • Coordinate incentives/prizes/raffles for participants

3.3 Disaster Action Chair

      • Club meetings: Attend all meetings, preside at meetings in absence of President, and provide follow-up to organizational tasks
      • Encourage Club members to utilize Volunteer Connection
      • Maintain Club Constitution: Direct updates and revisions to Constitution
      • Help coordinate Executive Board transition: Facilitate elections
      • Be aware of financial matters pertaining to Club
      • Club activities: Serve as liaison to committees, and serve on various Club committees or task forces
      • Perform other duties as directed by the President
      • Be trained in DAT by the Red Cross.
      • Collaborate with the Education Services Chair to arrange for DAT training for interested members on campus.
      • Advocate preparedness and empower volunteers to be able to respond to any emergencies in their local area, through training, educational speakers, and any variety of resources.

3.4 Education Services Chair

      • Club meetings: Attend all meetings, preside at meetings in absence of President, and provide follow-up to organizational tasks
      • Encourage Club members to utilize Volunteer Connection
      • Maintain Club Constitution: Direct updates and revisions to Constitution
      • Help coordinate Executive Board transition: Facilitate elections
      • Be aware of financial matters pertaining to Club
      • Club activities: Serve as liaison to committees, and serve on various Club committees or task forces
      • Perform other duties as directed by the President
      • Coordinate educational opportunities with local chapter (i.e. CPR certification, lifeguarding, babysitting courses)
      • Keep members up to date on current training courses held locally
      • Encourage members to participate in training courses
      • Hold training classes on campus available to all students
      • Brainstorm, plan and coordinate fundraising activities with the Treasurer

3.5 Treasurer

      • Be aware of financial matters pertaining to Club
      • Prepare the Club budget
      • Prepare purchase orders, requisition forms or supply requests, as needed
      • Maintain a financial history of the Club
      • Club meetings: Report to Club officers/members on status of funds
      • Utilize the Volunteer Connection: Work with the secretary to record all Club fundraising events/activities in Volunteer Connection
      • Maintain regular contact with Red Cross Unit Contact and sponsor/ advisor regarding Club's finances
      • Brainstorm, plan and coordinate fundraising activities with the Education Services Chair
      • Perform other duties as directed by the President

3.6 All Officers

      • Seek new members and work to maintain current membership
      • Be open to input and opinions. Remain open to new ideas
      • Greet members at meetings and make them feel welcome
      • Attend officer training
      • Make preparations for new officer at end of term, including ample time for mentoring
      • Recognize fellow Club members for achievement and commitment

4. Qualifications: All officers must be enrolled students in good standing at Washington & Lee University.
5. Election: Officers are elected for the following (academic) year by a simple majority vote of the Executive Board during, or by the time of, the last Club meeting during the current year.

5.1 Officer terms will last for one academic year, and may be summarily renewed at the end of each academic year.
5.2 Members wishing to run for office will apply to and be interviewed by the Executive Board. Following interviews, the current Executive Board will choose future officers by a simple majority vote.
5.3 In the event of an Executive Board vote tie, a simple majority vote will be conducted among the members of the club.
5.4 Officers seeking re-election for the subsequent school year may be summarily reelected to their position without a re-vote, unless a vote is motioned by any member of the Executive Board, or by majority vote of the Club body.

      • Current officers seeking a different position on the Executive Board must undergo the normal application process.
      • Officers will withhold from Executive Board votes for any position(s) they seek.

6. Removal From office: Any officer not acting in accordance with the American Red Cross Code of Conduct or who does not meet or fulfill the standards or duties established for the office he/she holds may be removed from office by a majority vote by the membership or by unanimous vote of the remaining members of the Executive Board.

Article VI. Red Cross Unit Contact

1. The Red Cross Unit Contact is the person ensuring the link between the Club and the Virginia Mountain Region in which the Club resides.
2. The Red Cross Unit Contact for the Red Cross Club of Washington & Lee is Margie L. Blanton, (434) 979-7143, margie.blanton@redcross.org
3. Duties: Support and guide the Club in its service engagement as well as inform the Club about opportunities that lay at the local unit level.

3.1 Provide Club with guidance and resources to be successful
3.2 Provide Club with Brand Guidelines and style guidelines and provide guidance about the use of the brand.
3.3 Provide Club access to promotional materials on Brand Central for club recruitment, club member recognition, club events and fundraisers, as needed.
3.4 Integrate Club members into the activities of the local Red Cross unit.
3.5 Provide Club members with volunteer opportunities with multiple lines of service.

4. The Red Cross Unit Contact does not have voting rights and should attend meetings as needed or available.

Article VII. Sponsor / Advisor

1. A full-time Washington and Lee University employee or faculty member shall serve as the sponsor/advisor for the Club.
2. The sponsor/advisor for the Red Cross Club of Washington & Lee is Dr. Lisa Alty (540) 458-8927 altyl@wlu.edu
3. Term: The sponsor shall serve a minimum term of one full (academic) year. There is no term limit.
4. The sponsor will be a registered volunteer with Virginia Mountain Region in Volunteer Connection.
5. Duties: The sponsor's duties include:

  • Club meetings: Attend Club meetings when necessary, keep Club informed about school/institutional matters, give a report during Club meetings when appropriate, respect and encourage all Club functions and assist with risk management decisions
  • Ensure all Club activities are entered in Volunteer Connection
  • Maintain regular contact with Red Cross Unit Contact and Executive Board
  • Provide developmental activities to the Executive Board to assist in developing group cohesiveness: Attend goal-setting meeting with Executive Board and/or Club
  • Help maintain history of the Club from year to year
  • Assist Club with election concerns
  • Recognize Club members for achievement and commitment

6. The Sponsor does not have voting rights.

Article VIII. Quorum and Voting

1. A quorum shall constitute a minimum of 50% of the membership in attendance at a scheduled meeting. The process for general decision-making, including the expenditure of funds, shall be a simple majority of a quorum unless otherwise specified in this Constitution.
2. The Executive Board may, with a majority vote, authorize expenditures of up to $ .00 for routine operational expenses.
3. Changes to this Constitution require quorum and a 2/3 vote to pass.

Article IX. Amendments

1. Amendments to these bylaws consistent with the Club constitution may be adopted at any meeting of the Club in which a quorum is present, provided that a statement setting forth the substance of such proposed action is included in the notice of the meeting.
2. All active members will be notified of a final meeting before the close of the spring semester during which proposals for amendments to the Constitution can be made.
3. Any active member may propose an amendment to the Club's Constitution in order to ensure that the Club is administered properly.
4. At the final meeting, proposals will be read aloud and all active members will vote on the proposal.
5. A 2/3 majority vote of a quorum of all active members is required to approve an amendment.

Article X. Club Requirements

1. Club will submit a Club Constitution to Virginia Mountain Region at the start of the school year.
2. Club will submit/renew an annual Red Cross Club Registration in Volunteer Connection.
3. Club will adhere to the Principles of the Global Red Cross Network while conducting their activities.
4. Club will track Club activities/service projects in Volunteer Connection.
5. Clubs will follow brand and style guidelines when using the Red Cross name and logo in external communications, including in connection with all fundraising activities.

Article XI. Club Finances and Fundraising

1. Club will notify Virginia Mountain Region prior to hosting a fundraising event regarding items such as brand use, donor intent, solicitation language, and to ensure they are not contacting individuals or businesses that the Red Cross Unit is currently engaging. Donor intent is the purpose of the donor's gift, which may be designated for a specific disaster or undesignated, for general purposes.
2. In addition to raising funds for the Red Cross, Club may raise funds for Club expenses, as needed. Whether Club is collecting funds for the Red Cross or Club expenses, Club must work with Virginia Mountain Region on appropriate solicitation language to honor donor intent.
3. Clubs will seek prior approval from Virginia Mountain Region before seeking donations of the Washington & Lee campus.
4. Club will work with Virginia Mountain Region to report and forward all proceeds within 14 days following a fundraising event.
5. Club financial activity will be managed by Virginia Mountain Region through the balance sheet of the Red Cross. Net contributions raised will be recorded as a monetary contribution.
6. Club is only permitted to open a separate bank account if required by the school. If such school bank account is required, Club must work with Virginia Mountain Region to report and forward all proceeds to the Red Cross Unit within 30 days following a fundraising event.
7. Club can use the 501(c)(3) status of the American Red Cross as long as activities are authorized by and conducted under the auspices of the Red Cross.