CONSTITUTION OF THE ALUMNI ASSOCIATION OF SALEM STATE COLLEGE PREAMBLE MISSION STATEMENT

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1 CONSTITUTION OF THE ALUMNI ASSOCIATION OF SALEM STATE COLLEGE PREAMBLE In order to strengthen the friendships established amongst us while at college; to continue to strengthen the attachment of each one of us to our chosen profession; to execute positive service to Salem State College; and to represent in all possible ways as a conduit for the cause of Public Higher Education in the Commonwealth of Massachusetts; and to never forget all of those who have come before and establish a working association for all those who will come after. MISSION STATEMENT The mission of the Salem State College Alumni Association is: To promote the educational, professional, economic, and social interests of Salem State College. To foster life long loyalty and pride in the College. To strengthen the interaction between the alumni and the student body. to develop ways to meet the changing and challenging needs of the present and future alumni and the entire Salem State College Community ARTICLE I NAME The name of this organization shall be the Salem State College Alumni Association, Inc. (Alumni Association), as incorporated by the Commonwealth of Massachusetts on April 3, ARTICLE II PURPOSE The purpose of the Alumni Association is to promote the professional, educational, economic, and social interests of Salem State College. The Association in furtherance of these purposes must provide services, which enlighten, strengthen, and develop a unity of action amongst the students, faculty, administration, trustees, alumni groups, and friends of the College. 1

2 The Association in providing these services may act independently or in concert with any other group carrying out these purposes. All meetings shall be conducted according to the parliamentary procedures outlined in Robert s Rules of Order. Such an edition shall be available in the Office of Alumni Affairs and made available to any member of the Board of Directors. Section 1. Membership ARTICLE III ALUMNI ASSOCIATION Any graduate of Salem State College or the Division of Graduate and Continuing Education is automatically a member of the Association. Section 2. Classes and Clubs Subject to approval of the Executive Committee, members of the alumni may establish class or club organizations, entitled to the assistance of the Association and College s Alumni Office. Any class, club organization, or group utilizing the name of Salem State College Alumni or any derivation thereof, must obtain the written consent of the a. Dues. Such recognized class and club organizations may charge dues, subject to the approval of the Association s Executive Committee, and must submit an annual report of income and expenditures to the Treasurer of the Association at a date set by the b. Responsibilities. Recognized class and club organizations must be committed to the purpose of the Association and will assist the Association in maintaining official alumni records. ARTICLE IV OFFICERS Section 1. Composition The Association will be governed by a President, Executive Vice-President, Coordinating Vice-President, Secretary, Treasurer, Assistant Treasurer, Historian, Trustee and Immediate Past-President, all of whom will serve in that office and ex-officio as a 2

3 member of the Executive Committee for a period of two years. As a prerequisite, in order to run for President, a nominee must serve at least one term as a member of the Section 2. Duties a. President. The President is the chief executive officer of the Association, and also of the The President is authorized to conduct all administrative duties, to make appointments in delegation these duties, prepare reports, recommendations and is responsible for calling meetings, and for the agenda for meetings of the Board of Directors and the b. Executive Vice President. The Executive Vice President shall exercise all powers of the President when the President is unable to exercise such powers either because of nonattendance, sickness, or other reasons. He/she may also exercise these powers in certain instances by specific delegation from the President. The Executive Vice President shall assist the President in all administrative duties, appointments in delegation of these duties, prepare reports, recommendations and meetings, and for the agenda for meetings of the Board of Directors and the c. Coordinating Vice-President: Shall serve in the capacity of the President during the absence or disability of the President and Executive Vice-President, and with equal power. The Coordinating Vice-President shall Chair the overall Alumni Board Sub- Committee structure, meeting with them regularly and responsible for reporting to the Alumni Board of Directors. d. Secretary. The Secretary is responsible for the preparation of notices of meetings and keeps minutes of meetings of the Alumni Council, Board of Directors, Executive Committee, and Association meetings. e. Treasurer. The Treasurer shall be the chief fiscal officer of the Association and will perform all duties incident to that office. He/She shall make a financial report to the Association at the Annual Meeting. f. Assistant-Treasurer: Shall assist the Treasurer in all duties incident to that office. The Assistant-Treasurer shall Chair the Resource Distribution Committee. The Assistant Treasurer will fill the position of Treasurer completing the original term of Treasurer if a vacancy occurs and with the final approval of the Board of Directors(*). g. Historian: The Historian shall keep all records of past officers that are Association property, along with a permanent record of all major events that take place in the annals of the Alumni Association. 3

4 h. Trustee: The Trustee is required to attend and participate in all regular alumni association meetings and to actively participate on one committee. i. Immediate-Past President. An advisory position, the position of Immediate-Past President is filled by the immediate past sitting president. The Immediate Past-President shall have equal voting privileges and will Chair the Nominating Committee. Section 3. Removal and Vacancy Any officer may be removed for cause, after sufficient notice and a hearing by a vote of fifty-one percent (51%) of the quorum present. *A vacancy in any office shall be filled by a vote of the Board of Directors. Section 1. Duties ARTICLE V BOARD OF DIRECTORS The management and authority of the Association shall be vested in the Board of Directors, which shall advise, approve, plan, and implement all alumni activities and programs. Section 2. Membership The Board of Directors shall consist of the officers of the Association, the immediate past president, and at least twenty with a maximum of forty elected members-at-large, and such other club or class representatives and other members as may be appointed by the Section 2a Legacy Board Members Legacy designation is given to any member of the Alumni Board of Directors who has been an active member with unselfish commitment to the college and the alumni association board of directors for over 20 years. Lifetime membership is awarded to the alumni with all membership privileges. Section 2b Student Members In addition, the Board shall consist of six non-voting students, two from the Student Government Association, two from the Multicultural Student Association and one from Program Council and one from the Residence Hall Association. These ex-officio members shall participate in all Alumni matters, but will be non-voting members. In order to be a student representative, that student must be either a sophomore, junior or senior. Each student representative will be chosen from their respective organization/group for a one year term. 4

5 Section 3. Term The elected members of the Board of Directors are to be elected for a term of two years by the full membership of the Association at the biannual meeting. The members appointed by the Executive Committee shall serve for a coterminous one year period. Section 4. Participation Members of the Board of Directors are required to actively participate in Alumni matters by regular attendance at meetings, rendering advice, and actively taking part in Alumni functions throughout the year. Failure to do so without just cause shall be grounds for removal from the Board. Section 5. Executive Committee a. Duties. The Executive Committee shall render advice to the Board of Directors of policies and activities of the Association, make non binding recommendations to the Association President regarding all activities and functions that should be brought before the Board of Directors. Grant necessary approvals to class or club organizations which use the College name, or the organizations association with the College to conduct functions. It shall call meetings when necessary, and make appointments to the Board of Directors when necessary. It shall approve all matters normally reserved for the Board of Directors but requiring immediate attention to the Association shall bind the Board of Directors. It shall recommend to the Association President the appointment of special working committees to assist in policy and administrative matters and once established shall monitor such committees. b. Membership. The Executive Committee shall consist of the Executive officers of the Association as set forth in Article IV., the President of Salem State College, the Vice President for Institutional Advancement, and the Director of Alumni Affairs or the equivalent office as ex-officio members, and the Immediate Past President of the Board of Directors nominated by the President of the Association and elected by the Board of Directors to serve on the c. Sub-Committees: With the exception of the Assistant Treasurer, if an Executive Board member serves on a sub-committee, he/she can serve only in the capacity of member or co-chair, and never elevate to the position of chair. Upon resignation of said chair, the new chair must be chosen from existing committee members. Section 6. Election & Nomination Procedures a. The officers and members of the Board of Directors shall be elected by ballot at the applicable biannual June meeting. On or before January 20 th at a meeting duly called for the purpose, the Board of Directors shall elect a Nominating Committee of five members 5

6 of the Association, chaired by the Immediate-Past President. Any member of the Board of Directors may submit nominees for the Nominating Committee. Nominations for membership on the Nominating Committee also may be made from the floor at such meeting. A call for nominations for new membership to the Board of Directors will be published in the Fall and Spring issue of the Salem State College publication and any publications forthwith which is distributed to all alumni. Any alumnus seeking a position on the Board of Directors, who is not a current member, must express their intent in writing to the Director of the Alumni Affairs. Current members must confirm their interest of continued service to the Board with the Director of Alumni Affairs. With regards to the election to the Executive Committee, see Article IV, Section 1. b. No later than April 1st, the Nominating Committee shall file with the Secretary one or more nominations for President-Elect, one or more nominations for Executive Vice President, one or more nominations for Coordinating Vice President, one or more nominations for Secretary, one or more nominations for Treasurer, one or more nominations for Assistant Treasurer, one or more nominations for Historian, and forty or more nominations for the Board of Directors. The Nominating Committee may not nominate one of its own members to serve as an officer of the organization. c. The report of the Nominating Committee shall be published by the Alumni Affairs Office in the annual Salem State College publication previous to the annual meeting. Other nominations may be made for officers by a petition containing the signatures, addresses, and year of graduation of at least twenty-five members of the Alumni Association, and filed with the Director of Alumni Affairs no later than May 1st. No Alumni Association member may sign more than one nominating petition for each elective office. d. The Nominating Committee shall be responsible for the biannual election which will take place on the odd numbered year June meeting. The election shall be conducted by secret ballot. The candidate with the highest vote shall be declared elected. If only one candidate is nominated for each executive office, the Secretary may be instructed to cast one vote for the entire slate. In case of a tie vote and/or forty percent (40%) or less of the Board of Directors, a run off election will be held. (Notes: The dates used are approximate dates and may be revised to reflect the most convenient time for the Office of Alumni Affairs to coordinate the magazine notice.) ARTICLE VI AMENDMENTS Amendments to the Alumni Constitution may be made by a majority vote of the Association at the annual meeting after previous submission to the Executive Committee, recommendation by the Board of Directors. 6

7 Any technical amendment which does not substantively change the duties, responsibilities, or powers granted by this constitution may be made with prior written notice, and two-thirds vote of the membership of the Board of Directors. Any change of this type must subsequently be published in the annual Salem State College publication. Amended (ATG) # # # 7