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ROCKFORD UNIVERSITY ALUMNI ASSOCIATION BYLAWS
Revised: January 2012
Article I: Name
The name of this organization shall be the Rockford
University Alumni Association. The
office of the Association shall be located at Rockford University, Rockford,
Article II: Purpose
The purpose of this association shall be to promote a close,
reciprocal relationship between Rockford University and its alumni and to unite
the efforts of the on-campus and off-campus populations of the Rockford University
Community in contributing to the growth and support of the College.
Article III: Members
1. Regular Members
All former students of Rockford University who have completed 25 credit hours
of graduate or undergraduate work at Rockford University shall automatically be
members of the Association at the time their class graduates.
2. Honorary Members
Honorary alumni automatically become members of the Alumni Association.
Article IV: Board of
Section 1. Leadership
Leadership of the
association board shall be vested in the Alumni Association Board of Directors.
The Board of Directors shall consist of the association officers, the
immediate past president, its elected directors, non-director committee chairs,
the alumni trustee and the ex-officio members as listed below (Section 6).
The Officers of the Board of Directors shall be the President, Vice
President and Secretary (See Article VI for officer duties).
The Directors of the Alumni Board of Directors shall represent to the best
of their abilities all ages and geographic regions representative of the alumni
5. Non-Director Committee Chairs
Committee chairs appointed by the president, who are not elected Directors,
shall automatically become members of the board.
6. Ex-Officio Members
Ex-officio members of the board shall include the following on-campus
representatives: the most senior current Rockford University Alumni Relations
officer, no more than three faculty members, no more than two students, the University
President and the Vice President for Institutional Advancement. The ex-officio members are non-voting and
shall serve in an advisory capacity.
A. Scheduled Meetings
The Board of Directors shall hold at least four meetings per year.
A majority of voting members shall constitute a quorum. Attendance may be in person or by electronic
C. Additional Meetings
The President shall call additional meetings of the Executive Committee or Board
of Directors as deemed necessary to conduct Association business.
9. The Executive Committee
Membership shall consist of the President, Vice President, Immediate Past
President, Secretary, Alumni Trustee and alumni office representative. Committee chairs shall be asked to serve on
the executive committee by invitation as needs warrant.
Full authority and power to act shall be vested in the Executive Committee of
the Board. Minutes of Executive Committee
meetings shall be presented to the Board of Directors at their next meeting.
shall be the duty of the Directors to represent the Association and the College.
Directors are expected to participate in at least one of the committees.
Directors are expected to attend a majority of the regularly scheduled meetings
either in person or by electronic communication device. Failure to do so may be grounds for removal
by the Executive Committee.
Directors shall participate in the activities of the Association and the University
to the best of their abilities.
shall support the purpose of the Alumni Association and of the University.
11. Proxy & Absentee Votes
Board Directors unable to attend a
meeting may assign their proxy to another Board Director. This must be done in writing and presented to
the Secretary prior to the meeting.
Absentee ballots may be cast when specific issues are planned for a vote
and ballots are sent in advance. No
Board Director may hold more than two proxies per meeting.
12. Removal for Cause
Any board member may be removed for
cause by a two-thirds vote of all voting board members present. Said action shall take place at a regular
meeting of the board or at a special meeting of the board called for that
purpose. Cause is defined as deliberate
actions meant to harm the University.
Article V. Members of
Section 1. Size
The Alumni Association Board of
Directors shall consist of a minimum of 18 and a maximum of 25 members
including the Executive Committee. These
numbers shall be achieved within a three-year transition period from the date
of ratification of these by-laws.
Members of the Association may
recommend to the Nominating Committee candidates for members. The Nominating Committee shall prepare the
slate of members and shall publish the slate to the Alumni section of the
Rockford University website. Nominations
from the floor may also be made at the Annual Meeting.
A majority of the members of the
Alumni Association present shall elect the new members at the Annual Meeting of
4. Terms of Office
Members of the Association shall
serve a three-year term. If a vacancy
occurs, the nominating committee, with approval of the executive committee
shall select a replacement to fill any un-expired term. Terms will then begin and end at the
conclusion of the Annual Meeting.
Article VI. Officers
The officers of this Association
shall be the President, Vice President and Secretary.
The President shall have duties commonly associated with the office. The President shall preside at the Annual Meeting,
at the reunion meeting and banquet and any other Association meeting. The President shall appoint, with the
approval of the Executive Committee, the chairs of all committees; unless
otherwise provided for in these bylaws.
The Vice President shall assist the President with the general conduct of
alumni affairs and at the request or in the absence/disability of the President
shall perform the duties of the President.
The Vice President shall be responsible for the policies and procedures
of the Association.
The Secretary shall keep an accurate record of all business conducted at the
meetings of the Association, the Board of Directors and the Executive Committee. All members of the board shall receive a copy
of the minutes from all Association meetings.
It is the duty of the Secretary to provide the minutes in a timely
manner. The Secretary shall also keep
records of attendance at Board of Director meetings and will report to the Executive
Committee those who need to be recommended for removal.
2. Terms of Office
President, Vice President and Secretary shall be limited to a two-year term.
The Vice President automatically becomes the President for a two-year term at
the conclusion of the Annual Alumni Awards Banquet. Likewise, the President automatically becomes
the Immediate Past President for a two-year term at the conclusion of the
Annual Alumni Awards Banquet.
A majority vote of the Board of Directors
shall elect officers. At the board
meeting held during alumni reunion weekend, the Nominating Committee shall
present a slate of officers. Nominations
may also be made from the floor.
Vacancy of the Presidency shall be
filled by the Vice President, who shall complete the unfinished term, then
complete his/her two-year term. Vacancy
of the Vice President or Secretary shall be filled by a majority vote of the
Article VII. Alumni
Section 1. Definition
The representative of the Alumni
Association to the Board of Trustees of Rockford University shall be known as
the Alumni Trustee.
2. Term of Office
The Alumni Trustee shall serve a
three-year term and is not eligible for re-election to a second consecutive
The Alumni Trustee must be voted
on by both the Alumni Association Board and the Rockford University Board of
Trustees. The nomination process shall
be as follows:
The Alumni Board nominating committee shall work
with the current Alumni Trustee and the Board of Trustees’ nominating committee
during the current Alumni Trustee’s last year in office to review the Board of
Trustees’ current profile of requirements and expectations of board members and
their timeline for filing the Alumni Trustee vacancy.
The alumni Nominating Committee shall then
develop a pool of candidates through solicitations in Rockford University
publications and personal contacts. Any
members of the Alumni Association who has demonstrated a commitment to Rockford
University through philanthropy and/or volunteerism shall be eligible for
nomination as a candidate with the following exception:
A nominee cannot be the spouse or partner of or
a member of the faculty or staff of Rockford University, the Board of Trustees,
or the Alumni Association nominating committee.
An officer of the Alumni Association may be nominated provided he/she
agrees to resign from his/her office if selected.
The alumni Nominating Committee and the alumni Executive
Committee shall conduct reviews, narrow the pool of candidates and present the
finalist(s) to the Alumni Board and the Board of Trustees for approval.
In the event of a vacancy in an
un-expired term of an Alumni Trustee, the Nominating Committee shall present an
appropriate candidate as outlined in section 3 for approval by the Alumni
In addition to the duties on the
Board of Trustees, the Alumni Trustee shall fulfill the following duties
relating to the Rockford University Alumni Association Board:
The Alumni Trustee shall be an active member of
the executive committee
The Alumni Trustee may serve as a consultant to
any of the standing committees upon request.
The Alumni Trustee shall be responsible for
regular reports to the board in addition to presenting a report at the annual
meeting of the Alumni Association.
Article VIII. Meeting
of the Association
Section 1. Annual Meeting
The annual meeting of the
Alumni Association shall be held in conjunction with alumni reunion weekend.
Section 2. Special Meetings
Special meetings may be called by
the President at the request of members of the Board of Directors. Members shall be notified of a special
meeting at least two weeks before the meeting.
Every member of the Association
shall be entitled to attend any meeting of the association.
Fifteen members shall constitute a
quorum for any Annual Meeting of the Association.
Every member attending the Annual
Meeting shall have one vote. Members
must be present to vote at the Annual Meeting.
The standing committees of
the Association shall be:
In addition to the standing
committees, the President, with approval of the Board, may form additional
committees. Committee chairs are
appointed by the President.
Article X. Awards of
the Alumni Association
The following alumni awards shall
be presented annually at the Alumni Association Awards Dinner during
Reunion/Homecoming weekend provided suitable candidates are found. The Honorary Alumni awards shall be given at
the appropriate University sponsored faculty and staff recognition function(s)
with the individuals named at the Awards Dinner.
1. Talcott Cross
The Talcott Cross Award is given to
an alumna in recognition of a history of constancy, devotion and meritorious
service to the College. One award may be
2. Karl C. Williams Award
The Karl C. Williams Award is given
to an alumnus in recognition of a history of constancy, devotion and
meritorious service to the College. One
award may be given annually.
3. Award of Distinction
The Award of Distinction shall be
given to Rockford University alumni who have fulfilled the ideals of Rockford University
by their vision, dedication and initiative in a purposeful endeavor, by their
responsible and sustained effort in the improvements of their community or by
their notable achievement in a professional, and thus have brought honor and
esteem to their college. A maximum of
four awards may be given annually.
4. Outstanding Young Alumni Award
The Outstanding Young Alumni Award
shall be given to alumni who have finished their Rockford University tenure
within the last 15 years. This
alumna/alumnus will have fulfilled the ideals of Rockford University by their
vision, dedication and initiative in a purposeful endeavor, by their
responsible and sustained effort in the improvements of their community or by
their notable achievement in a profession, and thus have brought honor and
esteem to their college. One award may
be given annually.
5. Alumna/Alumnus-of-the-Year Award
The Association may designate an
alumna or alumnus to receive an Alumna or Alumnus-of-the-Year award in
recognition of invaluable service to the Association and University during the
past year. One award may be given
6. Mary Ashby Cheek Award
This award may be presented to a
past or present non-alumni member of the Rockford University community who has,
by exemplifying the ideals of the University, enriched the College experience
of many. An award recipient becomes an
Honorary Member of the Alumni Association.
One award may be given annually.
7. Honorary Members
All Rockford University employees
who have attained 25 years of service may be considered for designation as an
honorary alumnus by the Association.
The rules contained in the current
edition of Robert’s Rules of Order Newly Revised shall govern the Association
in all cases to which they are applicable and in which they are not
inconsistent with the Bylaws or the special rules of order of this Association.
Amendments of the Bylaws
Section 1. Board of Directors Notification
An announcement of the intention of
amending the Bylaws shall be given to all Board Members of the Association at
least 10 days prior to the meeting at which the amendment is to be
considered. The notice shall summarize
the nature of the proposed amendment.
2. Alumni Association Notification & Ratification
Following approval by the Board of
Directors the nature of the amendment(s) shall be summarized through
appropriate publications sent to all alumni association members. Ratification will occur by a 2/3 of all
association members responding by a given deadline.
The amendment(s) shall take effect
promptly upon its approval by the Board of Directors and subsequent
ratification by the Alumni Association.