Methodist University - Alumni Association By-laws

Alumni Association By-laws to the Constitution

ARTICLE I: BOARD OF DIRECTORS
Section 1. The Board of Directors of the Methodist University Alumni Association shall be comprised of an Executive Committee and Directors.

Section 2. It shall be the duty of the Board of Directors to manage and control the affairs, property and chapters of the M.C.A.A. in accordance withprovisions of the Constitution and By-laws.

Section 3. It shall be the duty of the Executive Committee to transact business for the M.C.A.A. between meetings of the Board of Directors in accordance with the provisions of the Constitution and By-laws. Actions by the Executive Committee and the Board of Directors are subject to review by the membership of M.C.A.A.

Section 4. The President shall supervise the executive affairs of the M.C.A.A. and report Association activities to the general membership annually through the MC Today magazine. The President shall preside over all meetings of the Executive Committee, Board of Directors and the M.C.A.A. with the power to vote on any issue. The President shall also serve as an ex-officio member of all other committees without the power to vote.

Section 5. The 1st Vice President shall serve on the Executive Committee and assist The President and assume the duties of the President in his or her absence. The 1st Vice President shall oversee activities of the Nominations Committee, the Awards Committee, and the Finance Committee of the M.C.A.A.

Section 6. The 2nd Vice President shall serve on the Executive Committee and assist the President in carrying out his or her duties. The 2nd Vice President shall oversee the activities of the Social/Outreach Committee.

Section 7. The Secretary shall serve on the Executive Committee and maintain minutes and attendance records of all meetings conducted by the Executive Committee and Board of Directors of the M.C.A.A. The Secretary shall be responsible for the timely distribution of official records and correspondence of the M.C.A.A. as directed by the President.

ARTICLE II: ELECTIONS AND TERMS OF OFFICE
Section 1. At the Winter Board Meeting of even-numbered years; the M.C.A.A. Board of Directors shall elect a President, 1st Vice President, 2nd Vice President and Secretary. These officers shall serve once (1) two (2) year term and shall be eligible to serve one (1) successive term. These Executive Committee members shall assume office at the April Board Meeting.

Section 2. The 1st Vice President shall call a meeting of the Nominations Committee in the fall of each year to compile a list of nominations to fill any vacant Director Seats for the spring meeting appointments. Nominations shall be accepted by the general membership of the M.C.A.A. through an announcement placed in the summer issue of the MC Today. Once the Nominations Committee has reviewed all nominations, it shall present the slate of nominations to the Board of Directors at its Winter Board Meeting. The Board of Directors shall review the proposed slate and may make additional nominations. All nominated candidates shall have agreed to serve if elected before nomination. The Board of Directors shall vote on each nominee. The Alumni Director shall contact the prioritized candidates to obtain their final acceptance.

Section 3. The new Directors shall assume their Director Seats at the April Board Meeting. Each Director shall be elected to a three (3) year term and shall be eligible to serve one (1) successive term.

Section 4. The number of Board of Directors Seats shall be established by the Nominations Committee, according the alumni class groupings. The Nominations Committee shall nominate at least two (2) candidates for each vacant seat. Each seat shall consist of a five (5) year class grouping, starting with the 1964 graduating class. The first seat for new five-year class groupings shall be filled at the winter meeting following graduation.

Section 5. In the event a member of the M.C.A.A. Board of Directors should miss three (3) consecutive regularly scheduled meetings, he or she may be removed from the Board. A request for reconsideration may be made in writing to the Board of Directors. The former Board Member will be notified by the President and Director of Alumni Affairs regarding the final decision of the Board of Directors.

Section 6. The Board of Directors shall have the duty of approving presidential appointments and filling any vacancy occurring in any elective office for the remaining term of said office. If a Director's Seat becomes vacant, it shall be filled from within the same class grouping.

ARTICLE III: DIRECTOR OF ALUMNI AFFAIRS
Section 1. The Director of Alumni Affairs, who shall be appointed by the Methodist University Administration, shall serve as an ex-officio member of all boards and committees of the Methodist University Alumni Association, without the power to vote. If the M.C.A.A. Board of Directors and/or any committees appointed by the M.C.A.A. Board of Directors is charged specifically with matters concerning the relationship of the Director of Alumni Affairs with Methodist University and/or the M.C.A.A., the Director of Alumni Affairs shall be excused from the meeting.

Section 2. It shall be the responsibility of the Director of Alumni Affairs to provide storage of all official M.C.A.A. records within the physical confines of Methodist University.

Section 3. The Director of Alumni Affairs shall be responsible for accepting petition for special meetings provided within Article V of the M.C.A.A. By-laws.
The Director of Alumni Affairs shall then provide notification of said
meetings as directed within the said Article.

Section 4. The Director of Alumni Affairs shall assist in the promotion of M.C.A.A. Chapters.

ARTICLE IV: COMMITTEES
Section 1. The Standing Committees of the M.C.A.A. are:

A. Nominations Committee - This Committee shall be charged with making nominations to fill vacant Board of Director Seats. The 1st Vice President shall oversee the activities of this Committee. The Committee shall consist of at least five (5) people.

B. Social/Outreach Committee - This Committee shall be charged with Homecoming and other alumni events and activities. The 2nd Vice President shall oversee the activities of this Committee. The Committee shall consist of at least seven (7) people.

C. Awards Committee - The Committee shall be charged with verifying the eligibility of the nominees and presenting award candidates to the Board of Directors for selection. The 1st Vice President shall oversee the activities of this Committee. The Committee shall consist of at least three (3) people.

D. Finance Committee - This committee shall consist of at least five (5) members, who shall be charged with developing and promoting plans for raising funds for Methodist University and/or the M.C.A.A. The 1st VP shall oversee the activities of this committee.

Section 2. Members of the Board of Directors shall not constitute more than fifty (50) percent of a standing committee.

Section 3. The Executive Officers shall recommend to the M.C.A.A. Board of
Directors appointments to their respective standing committees. All Recommended committee appointments shall be announced at the first M.C.A.A. Board Meeting held in the new administrative year. Notifications of the acceptance of appointments shall be announced to the membership upon approval.

Section 4. The President shall form non-standing committees and chairmen as necessary.

ARTICLE V: MEETINGS
Section 1. The Board of Directors shall meet quarterly or as deemed necessary
by the President or by at least four (4) Board Members by a petition to the Director of Alumni Affairs. Notification of Board of Directors meetings shall be served by mail to the last known address of each Board Member at least four (4) weeks prior to the date of the meeting.

Section 2. Special meetings of the M.C.A.A. may be called by the President, a majority of the Executive Committee Members, Board of Directors or by a petition of at least ten (10) percent of the active M.C.A.A. Members to the Director of Alumni Affairs. Notification of special meetings shall be served by mail to the last known address of each Active Member of the M.C.A.A. at least three (3) weeks prior to the date of the special meeting.

Section 3. Robert's Rules of Order Revised shall govern the proceedings of all Board Meetings, Executive Committee Meetings, and special meetings of the M.C.A.A.

ARTICLE VI: VOTING BY PROXY
Section 1. Written proxy votes shall not be accepted at any Board of Directors Meetings, Executive Committee Meetings, and special meetings of the M.C.A.A.

ARTICLE VII: QUORUM
Section 1. For the purpose of transacting business at the Board of Directors Meetings, Executive Committee Meetings, Committee Meetings and special meetings of the M.C.A.A., active members present shall constitute a quorum.

ARTICLE VIII: OFFICER'S EXPENSE
Section 1. All authorized expenses incurred by the officers and/or committee chairmen in the service of the M.C.A.A. shall be refunded by approval of the Board of Directors.

ARTICLE IX: ANNUAL AWARDS PROGRAM
Section 1. Award Nominations Process:

A. Notification of criteria for the following awards shall be published in the Summer issue of MC Today.

B. This notice shall encourage the general membership to submit nominations, along with the reasons for the nomination to the M.C.A.A. Board of Directors by September 1.

C. Award nominations shall also be accepted by the Board Members at the summer Board Meeting.

Section 2. Outstanding Alumni Service Award

This award shall be given for outstanding loyalty and dedication to the
M.C.A.A. The Nominations Committee shall present the candidates, with supporting information, by mail to the last known address of each Board Member by September 20. The alumnus/alumna receiving the majority of votes cast shall receive the award.

Section 3. Distinguished Alumni Award:

This award shall be given to any member of the M.C.A.A. for achievement in his or her profession or for service of the highest order to his or her community. The Nominations Committee shall present the candidates, with upporting information, by mail to the last known address of each Board Member by September 20. The alumnus/alumna receiving the majority of votes cast shall receive the award. This award shall be presented only when the criteria have been met.

Section 4. Outstanding Faculty Award:

This award shall be given for excellence in teaching, involvement in the College community and involvement in the local community. Nominations may be made by any member of the College community. The Nominations Committee shall present the candidates, with supporting information, by mail to the last known address of each Board Member by September 20. The faculty member receiving the majority of votes cast shall receive the award.

ARTICLE X: CHAPTERS
Section 1. The purpose of the M.C.A.A. chapters shall be to promote the general welfare of Methodist University by encouraging and stimulating the interest of the alumni in Methodist University and interaction with other alumni from specific areas. The Director of Alumni Affairs shall coordinate and direct
the activities of M.C.A.A. Alumni Chapters.

Section 2. The structural organization of local chapters shall be determined by the respective chapter.

ARTICLE XI: INTERPRETATION
Section 1. The Board of Directors shall settle any dispute as to the interpretation of the Constitution and By-laws of the M.C.A.A.

ARTICLE XII: FISCAL YEAR
Section 1. The fiscal year of the Methodist University Alumni Association shall commence on July 1 and end on June 30.

ARTICLE XIII: AMENDMENTS
Section 1. The By-laws may be amended by a majority vote at any regular meeting of the M.C.A.A., providing the substance of the proposed amendments have been submitted with the meeting notices, or by two-thirds (2/3) vote of the M.C.A.A. Board of Directors, under the same conditions as stated above.

Section 2. The By-laws to the Methodist University Alumni Association were adopted on May 28, 1966.

Section 3. The By-laws of the Methodist University Alumni Association were amended:

A. May 23, 1969
B. April 25, 1970
C. May 23, 1970
D. July 17, 1971
E. July 13, 1974
F. July 24, 1976
G. April 4, 1981
H. January 26, 1985
I. July 19, 1986
J. April 4, 1987
K. October 8, 1988
L. April 28, 1990
M. October 3, 1992
N. October 22, 1994
O. April 27, 1996
P. July 27, 1996
Q. April 25, 1998
R. April 24, 2004

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