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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, Illinois.
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
Section 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.
Section 2. Honorary Members
Honorary alumni automatically become members of the Alumni Association.
Article IV: Board of Directors
Section 1. Leadership
Leadership of the association board shall be vested in the Alumni Association Board of Directors.
Section 2. Membership
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).
Section 3. Officers
The Officers of the Board of Directors shall be the President, Vice President and Secretary (See Article VI for officer duties).
Section 4. Directors
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 body.
Section 5. Non-Director Committee Chairs
Committee chairs appointed by the president, who are not elected Directors, shall automatically become members of the board.
Section 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.
Section 7. Meetings
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 communication device.
C. Additional Meetings
The President shall call additional meetings of the Executive Committee or Board of Directors as deemed necessary to conduct Association business.
Section 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.
Section 10. Duties
1. It shall be the duty of the Directors to represent the Association and the College.
2. Board Directors are expected to participate in at least one of the committees.
3. Board 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.
4. Board Directors shall participate in the activities of the Association and the University to the best of their abilities.
5. Directors shall support the purpose of the Alumni Association and of the University.
Section 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.
Section 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 the Board
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.
Section 2. Nominations
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.
Section 3. Election
A majority of the members of the Alumni Association present shall elect the new members at the Annual Meeting of the Association.
Section 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
Section 1. Definitions
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.
B. Vice President:
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.
Section 2. Terms of Office
A. Officer Terms:
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.
Section 3. Nominations/Elections
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.
Section 4. Vacancies
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 board.
Article VII. Alumni Trustee
Section 1. Definition
The representative of the Alumni Association to the Board of Trustees of Rockford University shall be known as the Alumni Trustee.
Section 2. Term of Office
The Alumni Trustee shall serve a three-year term and is not eligible for re-election to a second consecutive term.
Section 3. Nominations
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:
o 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.
Section 4. Vacancies
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 Board.
Section 5. Duties
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:
· Committee Membership
o The Alumni Trustee shall be an active member of the executive committee
o The Alumni Trustee may serve as a consultant to any of the standing committees upon request.
o 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.
Section 3. Attendance
Every member of the Association shall be entitled to attend any meeting of the association.
Section 4. Quorum
Fifteen members shall constitute a quorum for any Annual Meeting of the Association.
Section 5. Vote
Every member attending the Annual Meeting shall have one vote. Members must be present to vote at the Annual Meeting.
Article IX. Committees
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.
Section 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 given annually.
Section 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.
Section 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.
Section 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.
Section 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 annually.
Section 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.
Section 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.
Article XI. Parliamentary Authority
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.
Article XII. 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.
Section 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.
Section 3. Effective
The amendment(s) shall take effect promptly upon its approval by the Board of Directors and subsequent ratification by the Alumni Association.