Governance

College of Our Lady of the Elms
Alumni Association Bylaws

Revised January 10, 2014

ARTICLE I: Who We Are

Recognizing the importance of organized alumni to the mission of the Trustees of the College of Our Lady of the Elms ("the College"), the alumni of the College hereby organize themselves, subject to the authority of the College's Board of Trustees, in conformity with these Bylaws. The name of this organization shall be the Alumni Association of the College of Our Lady of the Elms.

ARTICLE II: Mission

The mission of the Alumni Association is to promote the advancement of the College of Our Lady of the Elms by connecting alumni, students, staff, and faculty. The Association is committed to supporting and promoting the institution on both a local and global level. The Association is committed to recruiting and mentoring students, promoting the importance of annual giving, providing outreach to alumni, and maintaining Catholicism as our base while promoting the heritage and tradition of the Sisters of St. Joseph.

ARTICLE III: General Alumni Association

Section I: Membership

There shall be a General Alumni Association which shall consist of all persons who have matriculated and completed at least one full year at the College of Our Lady of the Elms.

Section II: Annual Meeting

There shall be an Annual Meeting of the General Alumni Association which shall take place at Reunion of each year.

Section III: Election of Voting Members of the Board, Officers and Members of the Governance/Nominating Committee

At its Annual Meeting, the General Alumni Association shall elect Voting Members of the Alumni Board, Officers of the Alumni Board, and Members of the Governance/Nominating Committee. Officers of the Alumni Board must be Members of the Alumni Board. Approximately one-half of the Voting Members of the Alumni Board shall stand for election each year. Officers shall be elected biennially. Members of the Governance/Nominating Committee shall be elected annually. A slate of nominees shall be presented to the Alumni Association by the Governance/Nominating Committee.

Section IV: Procedures of Elections

Voting Members of the Board, Officers and Members of the Governance/Nominating Committee shall be elected by majority vote of those members of the General Alumni Association present at the Annual Meeting of the General Alumni Association.

Section V: Vacancies

Vacancies in the voting members of the Board, the Officers and the Governance/Nominating Committee shall be filled by the Alumni Board on an interim basis until the next meeting of the General Alumni Association at which meeting such vacancies shall be filled by vote of the General Alumni Association.

ARTICLE IV: Alumni Association Board, Executive Committee

Section I: Members

There shall be an Alumni Association Board, referred to as the Alumni Board, with 20-24 members.

Section II: Authority of the Alumni Board

The general management of the Alumni Association shall be vested in the Alumni Board. The Alumni Board shall formulate policy, establish guidelines for the operation of the Alumni Board and approve the appointment of all committees, with the exception of the Governance/Nominating Committee.

Section III: Voting Members, Officers

There shall be no fewer than 13 nor greater than 17 Voting Members of the Alumni Board. Persons who have matriculated and completed at least one full year at the College will be eligible to be Voting Members of the Alumni Board. Only alumni who have graduated with a degree or certificate of completion in a specific course of study from the College of Our Lady of the Elms will be eligible to be officers. Employees of Elms College, who are alumni, may be on the board but are not eligible to be President of the Alumni Board.

Section IV: Ex-Officio Members

There shall be up to seven ex-officio members including the President of the College of Our Lady of the Elms or his/her designee, the Director of Constituent Relations, Vice President of Institutional Advancement, Faculty Representative and Student Representative with the latter two selected by their respective governing body. In addition, there shall be up to two Sisters of Saint Joseph, appointed by the President of the Order, to serve on the Alumni Association Alumni Board. Ex-officio members shall have all privileges of the Board except the right to vote or hold office.

Section V: Terms

Voting Members of the Alumni Board shall be elected for two-year terms. Voting Members may be re-elected, should they consent to such re-election, for two additional terms such that a Voting Member may only serve, at the maximum, six consecutive years. Voting Members of the Alumni Board may be eligible for reappointment after the absence of one or more years. If (s)he is so reappointed, then (s)he may serve for a period of three two-year terms.

Section VI: Meetings of the Board; Notices

Regular Board meetings shall be held up to four times annually. Special meetings may be called by the President of the Board or at the written request of any ten members of the General Alumni Association. Written notice of a meeting shall be given not less than two weeks in advance except in the event of an emergency.

Section VII: Quorum; Action of the Board

A majority of the Voting Board Members shall constitute a quorum for the transaction of business at any meeting of the Alumni Board. The vote of a majority of the Voting Members of the Alumni Board, a quorum being present, shall constitute the action of the Board.

Section VIII: Vacancies

Vacancies in the Voting Members of the Board, the Officers and the three (3) members of the Governance/Nominating Committee who are elected by the General Alumni Association shall be filled by the Alumni Board on an interim basis until the next meeting of the General Alumni Association.

Section IX: Executive Committee

The Officers of the Alumni Board shall constitute the Executive Committee. The Executive Committee shall have the full authority to act on behalf of the Alumni Board concerning all matters that may properly come before the Board when it is not possible or practical to convene a full Alumni Board meeting, except that the Executive Committee shall not have the authority to elect or remove members of the Alumni Board or amend the Bylaws. Any action taken by the Executive Committee must be ratified by the Alumni Board at its next meeting.

Section X: Absences of Board Members

Only one excused absence of a Voting Board Member shall be granted annually. Verbal or written notification to the Alumni Board Secretary or the Director of Constituent Relations of such a request for such an excused absence must be given as early as possible before the scheduled meeting of the Board. In the event of extenuating circumstances, consideration may be given to granting such an excused absence upon presentation of supporting documentation, where applicable.

ARTICLE V: Officers

Section I: Officers

The Officers of the Alumni Board shall be the President, President-elect, Vice President, Secretary, and Treasurer. Officers other than the President-elect shall be elected for a term of two years by the General Alumni Association at its annual meeting.

Section II: President

The duties of the President shall be to preside over and attend all meetings of the Association, the Alumni Board and its Officers, and serve one year as past president. The President shall be a member ex-officio of all Committees with the exception of the Governance/Nominating Committee and shall perform all other duties pertaining to the office of the Presidency. S/he will also serve as a member of the Board of Trustees, during the term of such presidency.

Section III: President-Elect

The President-elect will serve one year as President-elect, followed by a two-year term as President. The President-elect shall utilize the term to learn the role of the President as well as the bylaws and activities of the Board.

Section IV: Vice President

The Vice President shall fulfill the duties of the President in the event of the President's absence and shall succeed to the office of President in the event of a vacancy to complete the unexpired term. In case of the absence of both the President and the Vice President such other person as the Officers may designate shall preside. The Vice President shall perform all other duties as delegated.

Section V: Past President

The Past President will remain as a board member and will attend board meetings and serve as an advocate to the current president. 

Section VI: Secretary

The Secretary shall keep a correct and accurate record of all meetings of the Alumni Board and of the Officers and shall perform other delegated duties.

Section VII: Treasurer

The Treasurer shall make reports at meetings of the Alumni Board related to the status of all alumni revenues raised by the Alumni Board and the Alumni Association. The Treasurer shall advise the Alumni Board at the annual meeting of all membership of the status of any and all funds belonging to the Alumni Association. The Treasurer shall perform all other duties as delegated.

Article VI: Executive Staff

Section I:

The Director of Constituent Relations shall assist the Alumni Association in carrying out the work authorized by the Alumni Board. The Director shall serve ex-officio, without vote, on the Alumni Board, and Committees of the Alumni Board.

ARTICLE VII: Standing and Other Committees

Section I:

There shall be Standing Committees chaired by voting members of the Alumni Board. All board members are required to serve on at least one committee. The Committees shall be the following:

A. Executive Committee

The Executive Committee shall consist of the President, President-elect as appropriate, Vice President, Secretary, Treasurer, and Past President.

B. Admissions Committee

The Admissions Committee, in collaboration with the College's Admission program, shall consult and provide support to such admission priorities, including but not limited to, hosting of open houses for prospective students and families, representing the College at fairs and information sessions, and assisting with access to schools, counselors and other resources that meet the objectives of the program.

C. Annual Giving Committee

The Annual Giving Committee, in consultation with the Institutional Advancement office, shall be responsible for supporting the annual giving program including cultivation, solicitation and stewardship of donors and prospects; assisting in the recruitment, training and recognition of class agents; and providing consultation and advice on the program priorities which will increase annual giving and alumni participation.

D. Alumni Programs Committee

The Alumni Programs Committee shall discuss, coordinate and assist with events and activities including Homecoming, Reunion, Faculty Grants, Young Alumni, Students, Networking and the Sister Margaret James McGrath, S.S.J., Distinguished Alumni Award.

E. Governance/Nomination Committee

1. Composition. The Governance/Nominating Committee shall consist of five members that include two members of the Alumni Board appointed by the President and three Alumni who are nominated by the Governance/Nominating Committee and elected by the General Alumni Association at its Annual Meeting. The Chairperson of the Governance/Nominating Committee shall be elected by the Governance/Nominating Committee by majority vote. Members who have been elected by the General Alumni Association are eligible to serve a two-year term with reappointment for an additional third year upon election by the General Alumni Association. No member of the Governance/Nominating Committee will serve more than three consecutive years.

2. Duties. The Governance/Nominating Committee shall have the following duties:

a. The Governance/Nominating Committee will present a slate of Officers and Voting Alumni Board Members to the General Alumni Association for approval at its Annual Meeting. Prior to submitting a slate of candidates to the General Alumni Association the Governance/Nominating Committee shall submit its slate of candidates with consent of each candidate to the Alumni Board. Following approval of the slate by the Alumni Board, the slate of candidates shall be announced through College publications prior to the Annual Meeting of the General Alumni Association which is held at Reunion.

b. In addition, the Governance/Nominating Committee will submit a list of up to three Alumni to the Board of Trustees of the College for their consideration in electing members of the College's Board of Trustees. Such recommendations shall be made in consultation with the Nominating Committee of the Board of Trustees of the College.

c. The Governance/Nominating Committee shall be responsible for reviewing, maintaining and insuring compliance with the Bylaws of the Trustees of the College of Our Lady of the Elms, these Bylaws, and any and all applicable governance issues.

F. Communications Committee

The Communications Committee shall be responsible for appointing alumni members to the Editorial Board of the Elms College Magazine, for working in collaboration with Institutional Marketing to enhance, develop and promote collateral publications for the College to alumni and students; and for appointing alumni members to serve as an advisory group to review, enhance and expand the alumni web pages in conjunction with the College's website.

Section II: Ad Hoc Committees

There shall be other Ad Hoc Committees as deemed necessary, recommended by the Alumni Board President and approved by the Alumni Board, to accomplish the required work.

ARTICLE VIII: Alumni Clubs and Chapters

Section I:

An Alumni Club/Chapter shall consist of a group of alumni organized by region or special interest. Alumni Club/Chapters will be required to apply and receive approval from the Alumni Board before forming or carrying out the work of the Club/Chapter. Failure to receive permission from the Alumni Board will result in the Club's or Chapter's ineligibility to receive grants, monies, or other services offered by or through the Alumni Board.

Section II:

It shall be the duty of each Club/Chapter to submit a list of its officers to the Secretary of the Alumni Board within a month after its election. The bylaws of each Club/Chapter must be consistent with the bylaws of the Alumni Association.

ARTICLE IX: Amendments to the Bylaws

Section I:

These bylaws may be amended by two-thirds vote of the Alumni Board provided the proposed amendment(s) has been approved by the Executive Committee. The proposed bylaws will be available for review upon request of the Alumni Office.

ARTICLE X: Rules of Order

Section I:

Robert's Rules of Order, revised, shall govern this Alumni Board in all cases to which they are applicable and in which they are not in conflict with the bylaws.