Approved by the Alumni Association in May, 2015.
Article I: Name
The name of this association shall be Alumni Association of Emmanuel College, name hereinafter referred to as the Association.
Article II: Purpose
The purpose of the Association shall be to further Emmanuel College's Catholic mission by challenging alumni to act, lead, and give generously to others and to strengthen the bonds between the alumni and the College. The following values will guide the Association's work: spirituality, service, pride, professionalism, relationships, and traditions. The Association will translate into action the strong mission, beliefs, and legacy of the Sisters of Notre Dame de Namur and Emmanuel College by building bridges and inspiring involvement within the alumni community.
Article III: Membership
Section 1. Membership. Every person who has satisfactorily completed at least one academic year of study as a student enrolled at Emmanuel College, and whose class has graduated, shall be a member of the Association.
Section 2. Honorary Membership. Honorary Membership may be extended to persons whom the Board of Directors nominates by two-thirds vote of the members present once a quorum is established. Honorary members may not vote nor hold office, but may attend meetings of the Association.
Article IV: Board of Directors
Section 1. Composition. The general management of the Association shall be vested in a Board of Directors consisting of four Executive Officers and ten or more Directors-At-Large.
Section 2. Terms of Office. No board member shall hold more than one office at a time, and no member shall serve more than two consecutive terms in the same office. The term of office of each Director shall be two years. Directors shall be elected in alternate years as follows: President, Vice President, and approximately half the Directors-At-Large in even calendar years; Secretary, Treasurer and approximately half the Directors-At-Large in odd calendar years.
Section 3. Powers and Duties. The President of the Association shall assign the duties of the Directors-at-Large. The Board of Directors shall have control and management of the budget and business of the Association. The Board of Directors shall have the power to fill any vacancy occurring in its membership until the expiration of terms of the respective offices in which the vacancies exist. The method for filling said vacancy shall be determined by majority vote of the Board. Should the Board vote to fill the empty position by election, the Board shall specify a date by which the names of potential candidates must be submitted to the Chair of the Nominating Committee and the date of the Board meeting at which the ballot will be presented for vote.
Section 4. Meetings. The Board of Directors shall hold no fewer than four meetings in an academic year. Such meetings as well as any Committee meetings may take place in person, over the telephone, by videoconferencing, or using other interactive electronic methods of communication. The President, in consultation with the other Board members, shall determine the meeting dates. Other meetings may be called by the President or at the request of any five Directors filed with the Secretary of the Association. Written notice of each meeting shall be given not less than ten days in advance.
Section 5. Quorum. A simple majority of the voting members of the Board of Directors shall constitute a quorum, provided that either the President, the Vice President or a nominee designated by the President or the Vice President is present.
Article V: Officers
Section 1. Executive Officers. The executive officers of the Association shall be a President, a Vice President, a Secretary, and a Treasurer.
Section 2. Powers and Duties.
a. President. The President shall be the chief executive officer and. shall preside at all meetings of the Association and the Board of Directors. The President shall be an ex-officio member of all committees of the Association except the Nominating Committee. The President of the Association shall assign the duties of the Directors-at- Large.
b. Vice President. The Vice President shall perform the duties of the President in his or her absence or inability to serve, and such other duties as the President may assign.
c. Secretary. The Secretary shall keep a record of the proceedings of the meetings of the Association and the Board of Directors. The Secretary shall provide the Board of Directors with the minutes of each meeting.
d. Treasurer. The Treasurer shall work with the Office of Alumni Relations to develop a yearly budget to support Association events. The Treasurer shall approve and monitor the disbursement of the funds of the Association against that budget. The Treasurer shall provide a financial report for each meeting of the Board of Directors.
Article VI: Alumni Relations Director
The Director of Alumni Relations shall support the Board of Directors in the Alumni Relations implementation of its policies and programs. The Director of Alumni Relations shall be an ex-officio member (without vote) of the Board of Directors, the Executive Committee, and all standing and ad hoc committees. She/he shall be available to the Nominating Committee for assistance. She/he shall act as a liaison to the College.
Article VII: Committees
Section 1. Executive Committee. The Executive Committee shall be composed of the Executive Officers.
Section 2. Standing Committees. The chairpersons of the standing committees listed below shall be appointed by the President of the Association from among the Directors-at-Large. They shall be responsible for the selection and the work of their committees, whose members shall be appointed from among the members of the Association, subject to the approval of the Board of Directors.
a. Program Committee
- Goal. To develop a program that will strengthen alumni identification and involvement with the Association and Emmanuel College.
- Build and strengthen the bonds of community among alumni.
- Encourage and support the continuing personal and professional growth of alumni.
- Recognize alumni contributions to society.
b. Communications Committee
- Goal. To initiate and facilitate communication between alumni and the Emmanuel College community on issues of common concern.
- Provide Association members with a forum for the exchange of ideas.
- Provide information which describes and announces Association activities and the results of the annual election.
- Promote alumni awareness of the college.
Section 3. Ad Hoc Committees. The Board of Directors may establish ad hoc committees by a majority vote.
Section 4. Nominating Committee. The Nominating Committee shall consist of five members, all of whom shall be members of the Board. Members of the Nominating Committee shall be selected by a majority vote of the Board and will serve for one year. The Board of Directors shall have the power to fill vacancies on the committee until the next annual election. The chair shall be elected by majority vote of the members of the Nominating Committee for a term of one year, which may be renewed by a majority vote of the then current Committee.
Article VIII: Nominations and Elections
Section 1. Candidates. All candidates for election shall be members of the Association and hold a degree from Emmanuel College. Further, all candidates for election to the office of President shall have served on the Board of Directors within five years of their candidacy for President. No candidate's name shall be presented by committee or by petition without the candidate's written consent. The Nominating Committee shall endeavor to ensure that there is representation across the decades and that at least one candidate from Graduate and Professional Programs (GPP) and one candidate who is a graduate from the last decade are included on the slate.
Section 2. Nominations by Committee. Nominations shall be made by the Nominating Committee for candidates to elected positions. The Nominating Committee shall provide to the Alumni Office a list of open positions for the upcoming year and instructions for nominating candidates to fill them, which will then be posted on the College website.
Section 3. Nominations by Petition. Nominations may also be made by petition signed by at least twenty -five members of the Association, and filed with the Nominating Committee by January 1st of each year.
Section 4. Election. The College will notify all alumni for whom it has an e-mail address on record by March 1st that the ballot has been posted on the College website. Notification will include a link to the online ballot. Paper ballots will be mailed to alumni who graduated prior to 1955 for whom the College does not have an e-mail address on record. All votes, whether electronic or mailed, must be received by the College no later than June 1st. Ballots will be counted and candidates notified of the results of the election no later than the second week of June and will take office on the following July 1st. The College will publish the Board roster for the upcoming fiscal year no later than June 30th of the preceding fiscal year.
Article IX: Meetings
Section 1. Annual Meeting. The Board may vote to hold an Annual Meeting of the Alumni Association. Notice of this meeting shall be posted on the Association website no later than two months before the scheduled meeting date.
Section 2. Special Meetings. Special meetings of the Association may be called at the discretion of the Board of Directors or by written request of twenty-five members filed with the Secretary of the Association not less than two months prior to the proposed meeting date. Written notice of the special meeting, with a statement of the business to be transacted, shall be posted on the College website not less than one month before the date of the meeting.
Section 3. Minutes. Minutes of any annual and/or special meeting of the Association shall be posted on the College website.
Article X: Finances
Section 1. Operating Funds. Operating funds shall be provided by the College. The College shall notify the Board of its final operating budget prior to July 1st of each year. The Board shall manage the budget and shall require a majority vote for all expenditures of $500 or more.
Section 2. Reporting. The College will provide a report of expenditures against the budget to the Treasurer of the Board prior to each Board meeting.
Section 3. Fiscal Year. The fiscal year of the Association shall be the same as the fiscal year of the College.
Article XI: Removal
Any member of the Board may be removed for cause. Said member shall be given reasonable notice of the pending action and be offered the opportunity to submit a letter of resignation. Said member shall also have the right to a hearing before the Board, meeting in Executive Session.
Prior to the Board hearing, the Executive Committee shall conduct an investigation of the alleged violation. The Executive Committee shall provide said Member with reasonable notice of the investigation and the process to be followed.
In the event that the Executive Committee recommends removal and in the absence of a letter of resignation from the affected Board member, a two thirds vote of the Board will be required on the removal motion. Said member shall not be allowed to vote on the removal action.
Article XII: Amendments
These bylaws may be amended by a two-thirds vote of the Board of Directors. Approved amendments shall be effective on the July 1st following their enactment.
Article XIII: Parliamentary Procedure
All meetings of the Association and the Board of Directors shall be governed by Roberts' Rules of Order, Newly Revised.