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ROCKFORD COLLEGE ALUMNI ASSOCIATION BYLAWS
Approved, January 2007
Article I. Name
The name of this organization shall be the Rockford College Alumni Association. The office of the Association shall be located at Rockford College, Rockford, Illinois.
Article II. Purpose
The purpose of this association shall be to promote a close, reciprocal relationship between Rockford College and its alumni and to unite the efforts of the on-campus and off-campus populations of the Rockford College Community in contributing to the growth and support of the College.
Article III. Members
Section 1. Regular Members
All former students of Rockford College who have completed 25 credit hours of graduate or undergraduate work at Rockford College 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 Directors, non-Director Committee Chairs, the Alumni Trustee, and the ex-officio members as listed below.
Section 3. Officers
The officers of the Board of Directors shall be the President, Vice President, and Secretary (See Article VI.)
Section 4. Directors
(See Article V.) The Directors of the Alumni Board of Directors shall represent 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. Alumni Trustee
See Article VII for Alumni Trustee.
Section 7. Ex-officio Members
Ex-officio members of the Board shall include the following on-campus representatives: Two faculty members, two students, the Director of Alumni Relations; the College President; and the Vice President for College Development. The ex-officio members are non-voting and shall serve in an advisory capacity.
Section 8. Meetings
A. Scheduled Meetings
The Board of Directors shall hold at least three meetings per year.
B. Quorum
Attendance may be in person or by electronic communication device. A majority of voting members shall constitute a quorum.
C. Attendance
Board members are expected to attend a majority of the regularly scheduled meetings. Failure to do so may be grounds for removal by the Executive Committee.
Section 9. The Executive Committee
A. Membership
Membership shall consist of the President, Vice President , Immediate Past President, Secretary, Alumni Trustee, the Director of Alumni Relations. Committee chairs shall be asked to serve on the executive committee by invitation as needs warrant.
B. Duties
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.
C. Meetings
The President shall call additional meetings of the Executive Committee or Board as deemed necessary to conduct Association business.
Section 10. Duties
It shall be the duty of Directors to represent the Association and the College; to serve on committees of the Board; and to participate in the activities of the Association and the College to the best of their abilities. Directors shall support the purpose of the Association and of the College.
Section 11. Proxy and Absentee Votes
Board members unable to attend a meeting may assign their proxy to another board member. 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 Member may hold more than two proxies per meeting.
Section 12. Removal for Cause
Any member of the Board 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 College.
Article V. Directors 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 Directors. The Nominating Committee shall prepare the slate of Directors and shall publish the slate in the Association Newsletter prior to the Annual Meeting of the Association. 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 Directors at the Annual Meeting of the Association.
Section 4. Terms of Office
Directors of the Association shall serve a three-year term. If a vacancy occurs, the Nominating Committee, with the approval of the Executive Committee, shall select a replacement to fill any un-expired term.
Article VI. Officers
Section 1. Definitions
The officers of this Association shall be the President, Vice President, and Secretary.
A. President
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.
C. Secretary
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.
Section 2. Terms of Office
A. Officer Terms
President, Vice President, and Secretary shall be limited to a two-year term.
B. Succession
The Vice President automatically becomes the 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 College 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 College 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 filling the Alumni Trustee vacancy.
The Alumni nominating committee shall then develop a pool of candidates through solicitations in college publications and personal contacts. Any member of the Alumni Association who has demonstrated a commitment to Rockford College through philanthropy and/or volunteerism shall be eligible for nomination as a candidate with the following exceptions: A nominee cannot be the spouse or partner of or a member of the faculty or staff of the College, the Board of Trustees, or the Alumni Association’s Nominating Committee. An Officer of the Association may be nominated provided he/she agrees to resign their office if selected.
The Alumni Board nominating committee and the Alumni Board 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 duties on the Board of Trustees, the Alumni Trustee shall fulfill the following duties relating to the Rockford College Alumni Association Board:
A. Committee Membership
The Alumni Trustee shall be an active member of the Executive Committee.
B. Consultant
The Alumni Trustee may serve as a consultant to any of the Standing Committees upon request.
C. Reports
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. Meetings of the Association
Section 1. Annual Meeting
The Annual Meeting of the Association shall be held in conjunction with Alumni Reunion Weekend. The meeting shall be held on the Saturday of that 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. Every member attending the Annual Meeting shall have one vote. Members must be present to vote at the Annual Meeting.
Section 4. Quorum
Fifteen members shall constitute a quorum for any annual meeting of the Association.
Article IX. Committees
In addition to the standing committees (Nominating and Awards) the President, with the approval of the Board, may form additional committees. Committee Chairs are appointed by the President. (See Policies and Procedures for committee descriptions and duties.)
Article X. Awards of the Alumni Association
The following alumni awards shall be presented annually at the Alumni Reunion Banquet provided suitable candidates are found. The Honorary Alumni award shall be given at the appropriate College sponsored faculty and staff recognition function(s) with the individuals named at the Alumni Awards Banquet
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 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 Rockford College alumni who have fulfilled the ideals of Rockford College 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. A maximum of three 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 College tenure within the last 15 years. This alumna/e will have fulfilled the ideals of Rockford College 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 and/or alumnus to receive an Alumna or Alumnus-of-the-Year Award in recognition of invaluable service to the Association and College 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 College community who has, by exemplifying the ideals of the College, 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 College employees who have attained 25 years of service may be considered for designation as an honorary alumnus by this 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
The Bylaws may be amended upon an affirmative vote of two-thirds of the members of the Board of Directors and subsequent ratification by the Alumni Association.
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 and 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 shall take effect promptly upon its approval by the Board of Directors and subsequent ratification by the Alumni Association.
