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Constitution of the Alumni Association of Emory & Henry College
Article I
The name of this organization shall be "The Alumni Association of Emory & Henry College."Name Article II
The purpose of the Alumni Association is to help E&H fulfill its vision and mission. The E&H Alumni Board of Directors seeks to provide direction for the alumni of the College, and to provide support for Emory & Henry in all regards. Purpose Article III
Every graduate from Emory & Henry College or Martha Washington College shall be a member of the E&H Alumni Association and enjoy all rights and privileges. There are no fees or qualifications for membership.Membership Any person attending E&H or MWC for at least one semester is also a welcome member of the E&H Alumni Association, and the E&H Alumni Office shall make every effort to identify students transferring out of E&H prior to graduation. Also, those persons upon whom Emory & Henry confers honorary degrees shall be considered honorary members of the Alumni Association. Honorary members shall enjoy all services and privileges of full members, except they shall not hold office within the Association. Article IV Board of Directors Section I: Membership of the Board The Board of Directors of the Alumni Association of Emory & Henry College shall be composed of the President, Vice President, Alumni Director (who serves as secretary), Immediate Past President, 15 Regional Representatives, 2 young alumni representatives (alums who've graduated from the current decade) 5 "Decade" Representatives (alums from the 5 descending decades back from the current decade), 1 Gold Club representative, one representative member from the Alumni Volunteer Auxiliary and 2 at-large representatives. The Editor of the alumni magazine shall serve as an ex-officio member of the Board. Represented regions are defined below in the section labeled "Regions." At-large members will be filled in an effort to provide representation to an alumni segment not currently reflected by other board positions: this could vary based on needs as they arise or on the current make-up of board membership. Additionally, the board will be supplemented by an ancillary association of volunteers known as the Alumni Volunteers Auxiliary. These volunteers shall include all former Alumni Board Presidents, former alumni board volunteers who wish to be included, and an unlimited number of working volunteers who agree to attend events and supply volunteer hours to the college as able. These alumni will be invited to all Alumni Board meetings and will be given one representational vote on business items. Section II: Duties of the Board The Board of Directors shall manage the affairs of the Association consistent with its mission and the College's mission. The Board of Directors shall be responsible for the general welfare and engagement of E&H alumni. Members of the board shall seek to ascertain viewpoints and concerns of alumni and shall represent those to the greater college community. Board members should be in steady communication with the Alumni Office about activities and suggestions that will enhance loyalty. Members are expected to attend all meetings but must attend at least one meeting per year. The Board of Directors shall be responsible for fostering communication with alumni and encouraging alumni participation in events, programs and monetary support. The Board of Directors also reserves the right to be involved in reviewing the performance of the Alumni Director, where his/her duties relate directly to the Alumni Association and the administration of the Alumni Office. This review shall occur annually during the January meeting by a committee consisting of the President of the Alumni Board and three volunteers from the membership of the board. Article V Executive Committee Section I: Membership on the Executive Committee The Executive Committee of the Alumni Association shall consist of the President, Vice- President, Alumni Director, Immediate Past President, and one additional member chosen by the President. The appointed member of the Executive Committee shall serve as parliamentarian, overseeing terms of service, attendance and adherence to the constitution. Section II: Duties of the Executive Committee The Executive Committee shall conduct the affairs of the Association as necessary between meetings of the Board of Directors. Such actions are subject to review by the Board of Directors at its next meeting. The Executive Committee shall have the obligation of planning the agenda of each meeting of the Board of Directors, submitting proposals on policy, management, planning and other matters of the Board. They shall also receive and submit nominations for open board positions. The immediate past president shall submit those names to the Board for approval. Article VI
Members of the Alumni Board shall be elected by the current membership, members of the Alumni Volunteers Association, and all alumni who can be reached by email for a vote. Elections should be completed at a time that allows new members to join at the January meeting.Election of Members of the Board of Directors Nominations may be made by any member of the Alumni Association through any current board member. The Executive committee shall compile a list of nominations in the event that there are no names submitted from other alumni. Members are eligible to serve two consecutive three-year terms and shall serve in panels so that terms on the Board are staggered. After a year's absence from the board, an individual again qualifies for board membership. If a member is unable to finish a term for any reason, the Executive Committee shall have the responsibility of refilling the vacated position. If a person is elected for the purpose of finishing an existing term, that person may be re-elected to complete as many as two additional terms of his/her own. The Vice-President shall be elected by and from the membership of the Board. That person who is elected Vice-President shall serve as President Elect of the Association and shall assume the office of President following the completion of the current president's term. Two-thirds of all Board members must be present in order to elect the Vice-President. The President and Vice-President shall serve a term of two years. They cannot succeed themselves. After a member of the Board is elected to the office of Vice-President, another alumnus/a must be chosen by the Executive Committee to fill the vacated member's position. Article VII Duties of Officers and Board Members Section I: Duties of the President The President of the Association shall preside at all meetings of the Board of Directors and the Executive Committee. The President shall call special meetings of the Board of Directors and the Executive Committee; appoint necessary ad hoc committees to carry on the work of the Association; and confer with the Alumni Director, President of the college, or other qualified persons on matters of interest to the College and the Association, or delegate this responsibility to appointed members or committees. The President is an ex-officio member of all standing and ad hoc committees. Section II: Duties of the Vice-President The Vice-President shall act for the President in his/her absence and shall perform all duties pertaining to the office of the President. The Vice-President shall serve as chair of the Alumni Awards Selection Committee, and shall serve as coordinator of all other committee chairs, providing support, encouragement, and guidance. The Vice-President shall serve as an ex-officio member of all committees, and shall perform special duties assigned by the President. Section III: Duties of the Secretary The Secretary of the Board shall be the Director of Alumni Affairs of the College. The Secretary shall record minutes, including a record of the attendance at all meetings of the Board of Directors and the Executive Committee, and shall carry out necessary correspondence related thereto. Section IV: Duties of the Regional Directors and Directors at Large It is the responsibility of each board member to attend and offer assistance with any alumni event in his/her region. Board members shall be available to alumni for consultation concerning any Alumni Association activities. Board members shall serve as liaisons between alumni and the College, communicating concerns, ideas and opportunities. Section V: Duties of the Immediate Past PresidentM The Immediate Past President shall attend all meetings of the Alumni Board of Directors and the Executive Committee and serve as a resource person for the Association. Immediate Past President shall submit names for nominations for open board positions to the board for approval. Article VIII
The Board of Directors shall hold announced, regularly scheduled meetings, in the winter, spring, and summer. All meetings are open. Called meetings are permissible for any reason deemed necessary by the President.Meetings The Executive Committee shall hold its meetings at the call of the President. Article IX
Section I: The President and/or Vice-President of the Board and one fourth of the membership of the Board shall constitute a quorum.Quorum Section II: A quorum for an Executive Committee shall consist of three or more members. Article X
Committees shall be created as deemed necessary by the Alumni Board of Directors. Standing committees are as follows:Committees 1. Distinguished Alumni Awards Committee Section I: Membership This committee shall be chaired by the Vice-President. The VP shall appoint members, and the Alumni Director shall serve as an ex-officio member. Section II: Duties This committee shall be responsible for annually selecting recipients for each of the Distinguished Alumni Awards. In addition to reviewing nominations, members of this committee shall also seek ways to encourage alumni to make nominations, keep accurate records of all nominees and honorees, and upkeep an established list of requirements for each award. 2. Sports Hall of Fame Selection Committee Section I: Membership Members shall include one representative from the Alumni Association Board of Directors and at least five members of the Alumni Association. The chair shall be elected by the members from within the committee. The College Athletic Director and Sports Information Director shall serve as ex-officio members. Section II: Duties This committee shall meet annually for the purpose of reviewing nominations and selecting new members to the Emory & Henry Sports Hall of Fame. 3. Alumni College Committee (More Than A Vacation) Section I: Membership Members shall consist of any MTAV participants who are present at the January meeting. Section II: Duties This committee shall plan offer input and suggestions regarding the following summer's program. 4. Alumni House Committee Section I: Membership This committee shall consist of a minimum of five members of the Alumni Association, one member of the Alumni Association Board of Directors, and the Alumni Director. Community persons who are not alumni may also serve. The Alumni Board Executive Committee will select members of the committee. Section II: Duties The purpose of this committee shall be to oversee all matters pertaining to the J. Stewart French Alumni House. Article XI
Alumni in the continental United States shall be divided into geographic regions for the purpose of representation and coordination of activities. A region shall be determined by alumni population and geography.Regions Regions represented by the board are: Tri-Cities (TN), New River Valley (VA), Piedmont (VA), Shenandoah Valley (VA), Richmond (VA), Mountain Empire (VA), Smyth County (VA), Washington County (VA), Tidewater/Peninsula (VA), Roanoke Valley (VA), Northern Virginia, Greater Washington DC/Maryland, Tennessee, North Carolina, and West Virginia. Realignment of regions may be done periodically by a majority vote of the Board of Directors. ,br> Article XII
Every member of the Board of Directors is indemnified against all expenses actually and necessarily incurred by a member in connection with the defense of any action, suit or proceeding to which the member is a party by reason of being or having been a member of the Board of Directors of the Association; provided, however, that there shall be no indemnification in relation to such matters to which the member is adjudicated in an action, suit or proceeding to be liable for gross negligence or willful misconduct in the performance of duty as a member of the Board of Directors of the Association.Indemnification Article XIII
The Executive Committee shall establish the agenda and order of business for meetings of the Board.Order of Business Robert's Rules of Order govern in all cases unless otherwise provided for in the Bylaws. Article XIV
The Constitution of the Alumni Association of Emory & Henry College may be changed, amended, or revised by majority vote of the Board of Directors. Any suggested change, amendment or revision must be made in writing and distributed to all Board members at least 14 days in advance of the next scheduled or called meeting of the Board.Changes to the Constitution Formally adopted by the Alumni Association Board of Directors, October 1992
Amended: May, 1995 Amended and revised: 2005 Amended: Spring 2006 |
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