Alumni Society
General Information
Alumni Society Constitution
and By-Laws
Constitution
By-Laws
AMENDED
AND RESTATED
CONSTITUTION
AND BY-LAWS
ALUMNI SOCIETY of THE UNIVERSITY OF SCRANTON
PREAMBLE
WHEREAS, it is
fitting that students should hold sentiments of gratitude and loving interest
in the welfare and progress of The University of Scranton (the “University”);
and
WHEREAS, the best expression of these
sentiments is the desire and effort on our part to support our Alma Mater in the growth of educational
facilities and a larger interaction of and with students and former students;
and
WHEREAS, involvement in so worthy a
commitment will further our proposed goals, it will also draw the bonds of
friendship between us more firmly.
NOW, THERE, BE IT
RESOLVED, that we, the Alumni Society of
The University of Scranton, do organize ourselves into an Alumni Society for
the purpose before recited, and adopt for its government the following
Constitution and Bylaws.
ARTICLE I
NAME, MEMBERSHIP AND PURPOSE
1.1.
Name.
This Association shall be known as The Alumni Society of The University
of Scranton (the “Alumni Society”).
1.2.
Membership.
All persons receiving a degree (undergraduate or
graduate) from the University and University Honorary Degree recipients shall be considered “Alumni.” Any persons who are not Alumni as defined
herein, but who serve as a Trustee of the University, a member of the
University faculty, and/or administration and professional staff, and/or are
recognized by the University as a patron or former student of outstanding
merit, shall be considered an honorary member of the Alumni Society and shall
enjoy all benefits of the Alumni Society except the privilege of voting. No dues shall be required to be paid by
Alumni or honorary members.
1.3.
Purpose. The objectives of
the Alumni Society shall be:
a.
To perpetuate and foster communication among University
Alumni, including providing financial support, hosting and/or promotion of
Alumni functions;
b.
To promote and encourage continued dialogue between
Alumni and the University community;
c.
To promote the interests and mission of the University
by calling attention to its advantages as a school of learning for the purpose
of seeking and obtaining favorable
publicity, donations, endowments, and/or legislative support for the
University;
d.
To communicate with students, prospective students, and
graduates by referral to and communication with the University Admissions
Office and/or the Office of Career Services;
e.
To recognize and honor distinguished students, faculty
and Alumni accomplishments; and
f.
To provide an array of benefits and services to Alumni.
ARTICLE II
2.1.
Members
of the Board of Governors.
The Board of Governors of the Alumni Society (the “Board”) is charged with
the responsibility for the establishment of goals for the Alumni Society and ensuring
that the Alumni Society accomplishes these goals. Membership on
the Board is restricted to Alumni, except as permitted herein in Section 2.1(b)
below. The Board shall be comprised of two groups from within the
University community:
a.
The
Board of Governors, members of which shall be elected and appointed in
accordance with Sections 2.3, 2.4 and
3.1 below (together the Alumni Society Officers, members of the Board shall
each be referred to hereinafter as a (“Member”); and
b.
Director
of Alumni Relations, Associate Vice President for Alumni and Public Relations,
Vice President for University Relations, and the Chaplain for the Alumni
Society or equivalent University positions (each shall be collectively and
singularly referred hereinafter as “University Representative(s)”).
2.2.
Meetings.
The Board will hold such number of meetings each year as is determined by the President of the Alumni
Society and designated
University Representatives, but in no event less frequently than
two (2) times a year. Notice of the date, time, place, and agenda of each meeting of the Board will be
provided to the Members and Club officers as far in advance of the meeting as
reasonably possible. Meeting times and places shall be as designated by
the President of the Alumni Society.
From time to time the President of the Alumni Society and the designated University
Representatives in their sole discretion shall invite to any Board meeting
University officials and other persons whose presence may be desired to promote
the objectives of the Alumni Society. All Members of the Board are
expected to regularly attend the meetings of the Board. If any Member misses two (2) or more
meetings in a fiscal year, then such Member shall be subject to removal from
the Board by the President of the Alumni Society in concert with the Executive
Committee of the Alumni Society.
2.3.
Number.
The number of Members that shall constitute the whole of the Board shall
not be more than thirty (30) in number comprised of two (2) classes of Members which
shall be elected and appointed as
follows:
a.
Elected Members.
The number of Elected Board Members shall be no more than twenty-four (24) in number,
including officers, and each shall be elected as set forth in Sections 2.4 and
3.1 below; and
b.
Appointed Members. The President, in consultation with some or
all of the University Representatives and
the Board, shall have the discretion to appoint up to six (6) Alumni to the
Board for an initial term not to exceed three (3) years (“Appointed Member(s)”. Elected Members and Appointed Members shall
be referred to collectively and singularly as “Members”.
2.4.
Election of Members. Approximately one-third (l/3) of the number
of the Elected Members shall be elected each year on a rolling basis by the
general alumni population, such that the terms of the Elected Members shall be
staggered. Voting shall be conducted by written ballot, electronic ballot or by
such other method as may be determined by the President of the Alumni Society
and the Director of Alumni Relations, and shall in all cases utilize such
methods as they determine to be most effective in providing a reasonable
opportunity for all eligible Alumni to vote.
2.5.
Quorum. A
majority of the Members constitutes a quorum of the Board for purposes of
voting and the transaction of Alumni Society business. Every action done or
decision made by a majority of the Board present at a meeting at which a quorum
is present will constitute and will be regarded as the act of the Board.
2.6.
Voting.
Each Member shall have one (1) vote.
2.7.
Duties of the Board. The primary duties and responsibilities of
the Board includes but is not limited to, creation of policy, the review of progress
towards established goals, and making recommendations in connection with the
fulfillment of Alumni Society objectives, growth and planning.
2.8.
Term.
Each Member shall serve for three years.
a.
The term of each Member, excluding officers, as noted
in Section 3.2 below, is the three (3) year period that begins on January 1 and
ends on the third succeeding December 31.
A person may not serve as an Elected Member for more than two (2)
consecutive elected terms, but may be re-elected to the Board if at least one
(1) year will elapse between terms, or is appointed pursuant to Section 2.3(b)
above. Further, those Members that are
appointed to serve as a successor or replacement Member (“Replacement Member”) may
serve their initial appointed term and two (2) additional three (3) year
elected terms;
b.
The term of office on the Board for University
Representatives will be for whatever length of time they hold their positions
at the University;
c.
At the time of adoption of this Constitution and
By-Laws, Members of the Board whose respective terms have not yet expired shall
continue in office until the expiration of the term for which they were elected;
and
d.
If a vacancy shall occur among the Members of the Board
prior to the expiration of the term thereof, the President shall appoint a
successor from a list of no fewer than two (2) or no more than five (5)
candidates nominated by the Board. The new Member(s)
serves for the balance of the unexpired term so vacated.
ARTICLE III
3.1.
Alumni Society Officers. The officers of the Alumni Society shall be a
Past-President, President, President-Elect, Vice President, Secretary and
Treasurer, to be elected by the Board, from its membership, to serve for a
period of two years or until their successors are elected. The President shall
not have the right to succeed him or herself.
The primary duties and responsibilities of the Alumni Society Officers
include but are not limited to, implementation of the directions of the Board.
3.2.
President. The President of the Alumni Society
has the following duties and responsibilities:
a.
Plan
and preside at all meetings of the Alumni Society;
b.
Appoint
all committees and ensure that these committees fulfill their functions except
as provided in the Constitution and By-Laws;
c.
Maintain
communications between the alumni and the administrators of the University to ensure
harmony of purpose;
d.
Uphold
the Constitution and By-Laws of the Alumni Society;
e.
Represent
the Alumni Society on official occasions;
f.
Seek
the assistance and support of the University Development/Public
Relations/Alumni Office in fulfilling these responsibilities.
3.3.
President-Elect. The President-Elect of the Alumni Society
shall serve for the President when requested, and shall perform all of the
duties of the President in the absence of the President. At the expiration of
the President's term of office, the President-Elect automatically succeeds to
the office of President.
3.4.
Past-President.
a.
In order to utilize experience
and knowledge as a valuable resource, the Board creates a position of the
immediate Past President, whose term will be for two years after having served
as President. Notwithstanding anything
herein to the contrary, in the event of death or resignation of the immediate
Past President, the Board shall not be required to appoint a successor for such
the immediate Past President’s unexpired
term.
b.
The
Past-President of the Alumni Society shall serve for the President when
requested, and shall perform all of the duties of the President in the absence
of the President and President-Elect.
3.5.
Vice President.
The Vice President of the Alumni Society has the following duties and
responsibilities:
a.
Develop and plan for the growth of the Alumni Society
and its membership and the location of future Clubs as defined in Section 8.1
below; and
b.
Monitor and support the development of existing clubs
and promote the growth of the Alumni Society through the establishment of additional
clubs as well as other responsibilities assigned;
c.
Provide leadership and guidance to selected committees
as assigned; and
d.
Other assignments as may be designated by the President.
3.6.
Secretary.
The Secretary of the Alumni Society shall record all proceedings of the
Board in a book or series of books to be kept therefore and shall file therein
all actions by Board or the Alumni Society and perform other assignments as may
be assigned by the President. In the
absence of the secretary from any meeting, an assistant secretary, or if there
be none or he/she is absent, a temporary secretary chosen at the meeting, shall
record the proceedings thereof. Any
assistant secretaries shall have such duties and powers as shall be designated
from time to time by the President of the Alumni Society and the Director of
Alumni Relations.
3.7.
Treasurer.
The Treasurer of the Alumni Society has the following duties and
responsibilities:
a.
Maintain
the financial records of the Alumni Society;
b.
Deposit
funds in a financial institution designated by the Board;
c.
Pay out
monies according to the instructions of the Board;
d.
Make a
report of the financial transactions of the Alumni Society at least once a year;
e.
Provide leadership and guidance to the Finance
Committee; and
f.
Other assignments as may be designated by the
President.
ARTICLE
IV
EXECUTIVE COMMITTEE
4.1.
Executive Committee. The Executive Committee shall consist of the
President, Past-President, President-Elect, Vice President, Secretary,
Treasurer, and ex-officio appointee(s) of the Board
at large as selected by the President, each of whom shall have one vote with
regard to all Executive Committee matters. An ex-officio appointee
of the Alumni Society representing Clubs, as selected by the Executive Committee, and an ex-officio
appointee of the University Representatives shall also serve on the Committee
in an advisory capacity. The Executive
Committee is empowered to act in the name of the Board in all situations where
action cannot be deferred until the next regular meeting of the Board. If
during the term of the Executive Committee a vacancy occurs, then a successor
must be elected by the Board. In addition to other duties assigned by the
Board, the Executive Committee shall oversee the proceedings of the Board.
ARTICLE V
FINANCE COMMITTEE
5.1.
Finance Committee. The Finance Committee shall consist of the
Treasurer and no fewer than four (4) Board Members.
5.2.
The University. The Board may choose a
particular goal of the University from a list submitted by the University to
the Finance Committee for its review.
The Board will work with the appropriate departments of the University,
and through the year provide whatever support it determines in its sole
discretion is necessary in order to attain said goal.
5.3.
President's Fund. It is the wish of the Alumni Society
to support the particular goals of the President of the University. Therefore,
it may allocate monies to be used at the discretion of the President.
5.4.
Board Operating Expenses. During the course of the year
the Board will incur operating expenses and the Finance Committee will
recommend a budget to the Board each year for such expenses.
5.5.
Board Travel Expenses. From time to time it may be
necessary and/or desirable for Members to travel to attend certain Alumni
related functions and meetings. Any Member seeking reimbursement from the Board
for expenses relating to such travel, shall submit a request to the Finance
Committee along with any other information and forms required by the Committee
in accordance with its policies and procedures.
5.6.
Long-Term Savings. The Alumni Society recognizes
that it is fiscally responsible to set monies aside to be used for special
projects, gifts, or at a time when its receipts do not meet its desired
expenditures.
5.7.
Miscellaneous Requests. From time to time the Alumni Society
will be presented with requests by various groups from within and from outside
the University community, for funds. Such
requests shall be submitted to the Finance Committee along with
any other information and forms required by the Committee in accordance with
its policies and procedure.
5.8.
Committee Authorization. The Finance Committee shall be empowered to
authorize expenditures up to $2,500 without prior Board approval. At the next Board meeting the Committee shall
include any such expenditure in its report.
ARTICLE VI
NOMINATING COMMITTEE
6.1.
Nominating Committee. The Nominating Committee shall consist of the
President-Elect, and no fewer than four (4) Board Members who are not
candidates for re-election and the Director
of Alumni Relations.
6.2.
The Nominating Committee shall act in an advisory
capacity to the Board by:
a.
Identifying and recommending for election at least one
(1) candidate for each vacancy on the Board;
b.
Ensuring that notice of vacant positions are published
and advertised to ensure broadest means of notification to all Alumni;
c.
Reviewing the qualifications of and, where practical,
interviewing all nominees;
d.
Collecting all nomination papers, validating all
nominees and nominators, and ensuring that the election process functions
properly; and
e.
Overseeing the election process and publishing the
results of the elections.
ARTICLE
VII
STANDING
COMMITTEES
7.1.
Standing Committees. In addition to the Executive, Finance and
Nominating Committees, the Board may establish other committees as needed (each
a “Standing
Committee”) to fulfill the responsibilities of the Alumni Society.
ARTICLE VIII
CLUBS
8.1.
Clubs and Affiliates. Clubs and Affiliates (referred to hereinafter
as “Club(s)”)
shall be established as circumstances warrant according to the sole judgment of
the Board. Any Club shall be recognized when documents governing its operations
have been approved by a majority vote of the Board. Clubs are expected to operate in accordance
with these approved governing documents, within the Constitution and Bylaws of
the Alumni Society, and within the operational policies of the Society.
8.2.
Duties
of Club Officers. Club presidents carry out organizational
policy, consistent with the Alumni Society, on the local level. The University
Alumni staff supports the Alumni Society in this effort. Recognizing the necessity of
the individual Clubs to maintain fiscal responsibility and to operate their
functions to avoid losses, at times it will be necessary or desirable for a
transaction of funds between the Alumni Society and the Clubs. Any requests for any type of financial
assistance shall be submitted
to the Finance Committee along with any other information and
forms required by the Committee in accordance with its policies and procedure.
ARTICLE IX
AMENDMENTS
