Alumni Association By-Laws

 

TABLE OF CONTENTS

Article I – Association Mission, Membership, and Meetings 5

Section 1 – Mission of the Alumni Association 5

Section 2 – Definition of a Franklin Pierce College/University Alumnus 5

Section 3 – Association Member Rights and Privileges 5

Section 4 – Alumni Association Annual Meeting 6

Section 5 – Alumni Association Special Meetings 6

Article II – Board of Directors 7

Section 1 – Mission of the Board of Directors 7

Section 2 – Function of the Board of Directors 7

Section 3 – Composition of the Board of Directors 7

Section 4 – Responsibilities of the Board of Directors 8

Section 5 – Regular Meetings of the Board of Directors 8

Section 6 – Special Meetings of the Board of Directors 9

Article III – Director Election 9

Section 1 – Communication of Openings 9

Section 2 – Self-nomination 9

Section 3 – Review of Self-nominations 9

Section 4 – Election Process 10

Article IV – Director Appointment 10

Section 1 – Circumstances 10

Section 2 – Term 11

Section 3 – Process 11

Article V – Director Attendance and Leave of Absence 12

Section 1 – Attendance 12

Section 2 – Leave of Absence 12

Article VI – Director Removal 13

Section 1 – Reasons 13

Section 2 – Process 13

Article VII – Officers 14

Section 1 – Names 14

Section 2 – Term Limits 14

Section 3 – Election 14

Section 4 – Responsibilities of the President 15

Section 5 – Responsibilities of the Vice-Presidents 15

Section 6 – Responsibilities of the Executive Secretary 16

Section 7 – Removal 16

 

Article VIII – Committees 17

Section 1 – Committee Membership 17

Section 2 – Executive Committee 17

Section 3 – Academic Relations Committee 18

Section 4 – External Relations Committee 18

Section 5 – Membership, By-laws, and Elections Committee 19

Section 6 – Alumni Reunion Weekend Committee 20

Article IX – Amendment and Suspension of By-Laws 20

Article X – Effective Date 21

 

Article I –Association Mission, Membership and Meetings Section 1 – Alumni Association Mission

The mission of the Alumni Association, as stated in the Articles of Association, is to promote the general welfare of Franklin Pierce University; to develop an enduring interest in all affairs of the University through its alumni, under- graduates, former students and friends; and to develop an organization which shall be the means of creating and maintaining the close association of Franklin Pierce University men and women.

Section 2 – Definition of a Franklin Pierce College/University Alumnus

A bona fide alumnus shall be defined as an individual who has received a two-year, four-year, or graduate degree or has completed a recognized certificate program from Franklin Pierce College, Franklin Pierce University, (as confirmed by the Franklin Pierce University Registrar’s Office) or the physical therapy program at Notre Dame College (as confirmed by the Franklin Pierce University Graduate Studies Office).

Section 3 – Member Rights and Privileges

Members of this association (as described in Section 1, above) shall have all of the benefits and privileges of membership, including the right to vote at

all membership meetings, and shall be eligible for appointment to committees and to hold office in accordance with the by-laws of the association.

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Section 4 – Alumni Association Annual Meeting

The annual meeting of the Alumni Association shall be held on the Rindge Campus during the annual Alumni and Reunion Weekend with a quorum consisting of 20 members of the Alumni Association.

Section 5 – Alumni Association Special Meetings

  1. A special meeting of the Alumni Association may be called at any time by any of the following to discuss a specific issue relevant to the management of the Alumni Association

    1. The President of the Alumni Association

    2. A majority of the members of the Alumni Association Board of Directors

    3. A written request from at least 25 members of the Alumni Association

  2. The specific issue to be discussed must be clearly stated in the request for the special meeting.

  3. The meeting date shall be established by the President of the Alumni Association when the formal request is received.

  4. The Alumni Relations Office shall announce the special meeting with no less than (2) two weeks’ notice to the members of the Alumni Association on the alumni web site and in writing to the requesting parties and the members of the Alumni Association Board of Directors.

  5. Twenty (20) members of the Alumni Association shall constitute a quorum at the special meeting.

 

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ARTICLE II – BOARD OF DIRECTORS

Section 1 – Mission

 

The mission of the Board of Directors of the Franklin Pierce University Alumni Association is to serve alumni, and in doing so strengthen the bonds between alumni and the university. It shall also serve Franklin Pierce University and its students in support of the university’s mission statement.

Section 2 – Function

The function of the Alumni Association Board of Directors shall be to manage the affairs of the Alumni Association, and it shall have all necessary powers to fulfill this function.

Section 3 – Compositon

  1. There shall be no more than eighteen (18) members, whether elected or appointed.

  2. Each director shall be elected for a three (3) year term and may be elected for a second consecutive three (3) year term without a gap in service.

  3. After a director has served two (2) complete consecutive three (3) year terms the director must have a one (1) year gap in service prior to being eligible for election or appointment to another term.

  4. There shall be a minimum of three (3) positions open to alumni from the satellite campuses of Franklin Pierce University.

  5. The terms of office shall be staggered so that no more than one-third (1/3) of the membership has terms expiring in any one year to maintain continuity of membership and mission.

  6. Alumni who maintain a fee for service or payroll relationship with Franklin Pierce University cannot serve as members of the Alumni Association Board of Directors.

 

Section 4 – Board Member Responsibilities

  1. Attend all regular and special meetings of both the Alumni Association Board of Directors and the Alumni Association.

  2. Serve on at least one (1) standing committee with the exception of the vice-presidents (who serve on the Executive Committee) and the Executive Secretary, who serves on the Executive Committee and is not required to serve on a standing committee.

  3. Support Franklin Pierce University financially by making at least one

    1. contribution to the Franklin Pierce University Pierce Fund in each fiscal year. The amount of such contribution is at the discretion of the individual board member.

  4. Engage non-members of the Board of Directors to become involved in activities and committees of the Alumni Association.

 

Section 5 – Regular Meetings of the Alumni Association Board of Directors

  1. Regular meetings of the Alumni Association Board of Directors shall be held a minimum of three (3) times per calendar year on such dates and times as are jointly established by the Board of Directors and the Alumni Relations Office.

  2. The organizational meeting shall be held in the spring of each year where newly elected members of the board shall assume the duties of their position.

  3. Meeting dates, times, and locations shall be posted on the alumni web site.

  4. A regular meeting shall be called to order and conduct business so long as a simple majority of actively serving board members (not including those on leave of absence) is present.

     

    Section 6 – Special Meetings of the Alumni Association Board of Directors

    1. A special meeting of the Alumni Association Board of Directors may be called at any time by the President of the Alumni Association or upon written request from at least six (6) members of the Board of Directors to discuss a specific issue.

    2. The specific issue to be discussed must be clearly stated in the request for the special meeting.

    3. The meeting date shall be established by the President of the Alumni Association when the formal request is received.

    4. The Alumni Office shall announce the special meeting in writing with no less than two (2) weeks notice to the members of the board of directors.

    5. No less than one-half (1/2) of the members of the Alumni Association Board of Directors shall constitute a quorum at the special meeting (not including those on leave of absence).

 

ARTICLE III – DIRECTOR ELECTION

Section 1 – Communication of Openings

Openings for seats on the Alumni Association Board of Directors shall be communicated to the entire alumni population no later than 120 days prior to the election. Such communication shall include print media, internet notification, and social media sites as determined by the Membership, By-Laws, and Elections Committee.

Section 2 – Self-nomination

Eligible alumni wishing to be considered for nomination should complete the self- nomination form on the Alumni Association web page no later than 60 days prior to the election.

Section 3 – Review of Self-nominations

The Membership, By-laws, and Election Committee will review all self-nomination for proper eligibility no later than 30 days prior to the election.

Section 4 – Election Process

  1. Elections for the Alumni Association Board of Directors will take place during the Spring Meeting. Absentee voting by electronic means will be made available prior to the meeting and will close no later than one (1) week prior to the meeting. A simple majority of those voting will be required for election.

  2. Ballots will be divided into two sections, one for candidates for seats designated for Rindge graduates, and one for candidates for seats designated for satellite center graduates. The candidates in each section will be listed alphabetically.

  3. Election results will be tabulated at the Spring Meeting by designated representatives of the Membership, By-laws, and Election Committee. The results will be certified by the full Board of Directors immediately following tabulation.

  4. Candidates not present will be notified of the election results by the President of the Alumni Association within one (1) week after the spring meeting. Orientation materials shall be sent by the Center for Engagement to newly elected board members within thirty (30) days of the spring meeting.

  5. Newly elected board members shall take their seats at the next regularly scheduled board meeting after the election.

     

    ARTICLE IV – DIRECTOR APPOINTMENT

     

    Section 1 – Circumstances

    Appointments to the Alumni Association Board of Directors shall only be made in the following circumstances:

    1. An available seat is not filled by the regular election process (See Section 3, H, below), or

    2. A director resigns, is removed under Article V, below, or is otherwise no longer able to fulfill his/her duties as a board member

Section 2 – Term

In the case of Section 1, A, above, the appointment shall be for the full three (3) year term of the unfilled seat. In the case of Section 1, B, above, the appointment shall be for the remaining portion of the term of the director being replaced.

 

Section 3 – Process

  1. An open position on the board of directors to be filled by appointment shall be announced as stated in Article V, Section 2, above, except that the 120 day interval shall not apply.

  2. The deadline for submitting self-nominations shall be two (2) weeks from the date of the announcement of the vacancy

  3. Within two (2) weeks of the deadline for submitting self-nominations the Executive Committee of the Alumni Association Board of Directors shall review all self-nominations received and determine which candidate(s) shall be submitted to the full Board of Directors for a vote.

  4. Biographical information on the candidate(s) shall be provided to the full Board of Directors no later than one (1) week prior to the meeting at which the voting is to take place.

  5. Voting by the full Board of Directors shall take place at the next regularly scheduled board meeting or at a special board meeting as determined by the Executive Committee. A two-thirds (2/3) vote of the board members attending the meeting is required for approval of the appointment(s).

  6. The President of the Alumni Association shall notify the candidate(s) of the result of the election within one (1) week of the meeting at which the voting takes place. The newly appointed board member(s) shall assume their duties immediately upon notification by the President of the Alumni Association.

  7. Orientation materials shall be sent to the newly appointed board member(s) by the Alumni Office within two (2) weeks after the candidate(s) have been notified of the results by the President of the Alumni Association.

  8. In the event that the opening(s) on the Alumni Association Board of Directors are the result of a seat(s) not being filled by the normal election process, the Alumni Association Board of Directors may fill the opening(s) at the Spring Meeting where the regular election has taken place if qualified candidates are available at that time.

 

ARTICLE V – DIRECTOR ATTENDANCE AND LEAVE OF ABSENCE

Section 1 - Attendance

  1. A board member who misses three (3) consecutive meetings at any point during a three (3) year term of office, without being excused from any meeting by the Executive Committee, will be deemed to have resigned from the Board of Directors and may be replaced under the procedures specified in Article IV, above.

  2. A board member who wishes to be excused from attending any meeting must make a request to the President of the Alumni Association no later than one week prior to the meeting, except in cases of last minute illness or emergency involving the board member or a member of the board member’s family. Such absence must be approved by a majority of the Executive Committee.

  3. A board member may attend one meeting per program year via electronic means. A request to attend a meeting electronically must be made to the President of the Alumni Association no later than one week prior to the meeting and must be approved by a majority vote of the Executive Committee.

Section 2 – Leave of Absence

  1. A board member may request a leave of absence for a period not greater than six (6) months. The request must be made in writing to the President of the Alumni Association.

  2. Approval of the request will be determined by the Executive Committee on a case by case basis. The Executive Committee will make a decision on the request within two (2) weeks of receipt of the request by the President.

  3. The President will provide written approval or denial of the request within two

    (2) weeks of the decision of the Executive Committee.

  4. Only one (1) leave of absence shall be granted to a board member in any three (3) year term of office.

ARTICLE VI – DIRECTOR REMOVAL

Section 1 – Reasons

 

  1. A member of the Alumni Association Board of Directors may be removed for the following reasons:

    1. Failure to perform the duties required of committee members of any committee on which the board member is serving.

    2. Failure to abide by the by-laws of the Alumni Association.

    3. Failure to act or conduct oneself in a professional manner while acting as a member of the Alumni Association Board of Directors or committing any act that reflects negatively on the Alumni Association Board of Directors or Franklin Pierce University.

Section 2 – Process

  1. A motion to remove a member of the Alumni Association Board of Directors must be approved by a three-fourths (3/4) vote of the entire Board of Directors (not including any board members on leave of absence).

  2. Upon approval of a motion to remove a member of the Alumni Association Board of Directors a hearing date will be established for examination of the issues involved.

  3. A minimum of two (2) weeks notice of the date, time, and location of the hearing will be provided to the members of the Alumni Association Board of Directors (not including any board members on leave of absence).

  4. The required quorum for the hearing shall consist of one half (1/2) the members of the board (not including any board members on leave of absence but including the board member being considered for removal).

  5. A three-fourths (3/4) written ballot vote of the members present at the hearing shall be required for removal of the board member.

  6. The member being considered for removal shall be notified in writing by the President of the Alumni Association of the decision within seven (7) business days of the hearing unless the member being considered for removal was present at the hearing.

  7. If the board member is removed then his/her remaining term may be filled by appointment under the procedures specified in Article IV, above.

ARTICLE VII – OFFICERS OF THE ALUMNI ASSOCIATION

 

Section 1 – Names of Officers

The officers of the alumni association shall be the President, Vice-President of External Relations, Vice-President of Academic Relations, Vice-President of Membership, By-laws, and Elections, Vice-President of Alumni Reunion Weekend, and the Executive Secretary. These officers shall constitute the Executive Committee of the Alumni Association Board of Directors. Other officers may be appointed by the Board of Directors when deemed necessary to execute the objectives and purpose of the Alumni Association.

Section 2 – Officer Term Limits

  1. The officers shall be elected for a term of two (2) years.

  2. If the president-elect is serving the last year of his/her first three (3) year term at the time of election, his/her term of office on the Alumni Association Board of Directors shall be extended for the duration of his/her term as president. A president elected under these circumstances will retain his/her eligibility for a second three (3) year term at the end of his/her term as president.

  3. If the president-elect is serving the last year of this/her second three (3) year term at the time of election, he/she must step down from the Alumni Association Board of Directors at the end of his/her term as president for the one (1) year waiting period before being eligible for appointment or re- election to the board.

  4. The officers of the Alumni Association Board of Directors shall be elected for staggering terms so that the entire executive committee is not replaced at the same time.

Section 3 – Election of Officers

  1. Self-nominations for officer of the Alumni Association shall be directed to the Vice-president of Membership, By-laws, and Elections by such date as is announced by the Vice-president of Membership, By-laws, and Elections.

  2. The Membership, By-laws, and Elections Committee shall prepare a ballot for each position where more than one nomination has been received.

  3. The slate of candidates for officer positions shall be sent in writing to the members of the Alumni Association Board of Directors no less than one (1) week prior to the meeting when the voting is to take place along with appropriate biographical information for each candidate.

  4. The election of officers of the Alumni Association shall be held at the same meeting as the election of members of the Board of Directors. A simple majority of the board members present shall be sufficient for election. In the event of a tie, the President of the Alumni Association shall cast the deciding vote.

Section 4 – Responsibilities of the President

  1. Preside at all meetings of the alumni association and the Alumni Association Board of Directors

  2. Serve as chair of the Executive Committee

  3. Ensure that the members of the board of directors fulfill their roles and responsibilities

  4. Represent the alumni association at university events as requested

  5. Function as liason between the alumni association and the Board of Trustees of the University

  6. Oversee communications to alumni on behalf of the Alumni Association and the Alumni Association Board of Directors

  7. Serve as an ex-officio member of all committees of the Alumni Association

  8. The President of the Alumni Association shall only vote on any motion before the Alumni Association Board of Directors in the event of a tie.

  9. Other duties as assigned by these by-laws, directed by the Board of Directors, or requested by the administration of Franklin Pierce University.

 

Section 5 – Responsibilities of the Vice-Presidents

  1. Serve as chair of their designated committee with accountability for carrying out the functions of that committee as specified in Article VIII, below.

  2. Submit a written report to the President of the Alumni Association no less than two (2) weeks prior to every meeting of the Alumni Association Board of Directors outlining the progress of the committee in meeting it’s objectives.

     

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  3. Prepare an annual committee report for presentation and discussion at the retreat meeting of the Alumni Association Board of Directors to include the following:

    1. Specific goals and action plans for the upcoming program year

    2. Successes and opportunities evaluated from the previous program year

  4. Represent the Alumni Association at university events as requested. Section 6 – Responsibilities of the Executive Secretary

  1. Take minutes of meetings of the Alumni Association Board of Directors, Executive Committee and Alumni Association.

  2. Distribute the minutes of such meetings within one (1) week of the date of the meeting in a manner to be determined by the Executive Committee.

  3. Maintain an archive of Alumni Association records in conjunction with the Alumni Office

  4. Other duties as deemed necessary by the Executive Committee. Section 7 – Removal

  1. An officer of the Alumni Association may be removed for the same reasons stated in Article VI, Section 1, above, for removal of a director.

  2. A unanimous vote of the Executive Committee is required for removal of an officer and the removal shall be effective immediately after such vote is taken. The President of the Alumni Association shall notify the removed officer of the reasons for the removal within one (1) week of the vote by the Executive Committee.

  3. Replacement of the officer removed shall be governed by Article IV, Section 3 of these by-laws.

  4. The removed officer shall have the right of appeal to the full Board of Directors. Such appeal must be made in writing to the Executive Secretary within one (1) week of receipt of the written notification from the President. The appeal will be heard at the next regularly scheduled meeting of the Alumni Association Board of Directors. A unanimous vote of the full Board of Directors is required for reinstatement, excluding members of the Executive Committee.

ARTICLE_VIII – COMMITTEES OF THE ALUMNI ASSOCIATION

The work of the Franklin Pierce University Alumni Association shall be carried out through the following standing committees. Ad-hoc or special committees may be created as deemed necessary by the Alumni Association Board of Directors.

Section 1 – Committee Membership

  1. Every member of the Alumni Association Board of Directors not on the Executive Committee is required to serve on one (1) standing committee.

  2. Newly elected members of the Alumni Association Board of Directors shall be given the opportunity to choose the committee they wish to serve on (with the exception of the Executive Committee) prior to taking office. The method for accomplishing this shall be determined by the President of the Alumni Association.

  3. Alumni of Franklin Pierce University who are not members of the board of directors are eligible to serve as volunteer members of committees of the Alumni Association with the exception of the Executive Committee.

Section 2 – Executive Committee

  1. Consists of the officers of the Alumni Association and the Director of Alumni Relations (ex-oficio).

  2. The President of the Alumni Association serves as chair of this committee and is responsible for:

    1. Serving as liaison with the Alumni Office and other administrators of the university as required.

    2. Representing the Alumni Association and/or the Alumni Association Board of Directors when requested by the Alumni Office and other administrators of the university as required

    3. Meeting periodically to monitor the progress of the Alumni Association and the Alumni Association Board of Directors.

  3. A vacancy on the executive committee shall be filled as follows:

    1. A vacancy in the position of President shall be filled for the remainder of the President’s term from the members of the Executive Committee in the following sequence:

      1. Vice-President for External Relations

      2. Vice-President for Academic Relations

      3. Vice-President for Membership, By-laws, and Elections

      4. Vice-President for Reunion and Homecoming Weekends

      5. Executive Secretary

    2. A vacancy in the position of any vice-president or the Executive Secretary shall be filled following the procedure in Article IV, Section 3, above, with the exception that the election may be held at the next regular board meeting or at a special meeting as determined by the Executive Committee.

Section 3 – Academic Relations Committee

  1. The Vice-President of Academic Relations serves as chair of this committee.

  2. Responsible for:

    1. Assisting the admissions office when requested in efforts to recruit students.

    2. In cooperation with the Alumni Office and the Office of Career Planning and Placement, operate the Alumni Association Mentoring Program.

    3. Plan and present networking opportunities for current students and alumni and encourage participation in such events.

    4. Collaborate with the Alumni Office and representatives from the College of Graduate and Professional Studies to provide programming for satellite campus alumni.

    5. Manage the Alumni Association Scholarship Program in cooperation with the Alumni Office and the Office of Student Financial Services.

 

Section 4 - External Relations Committee

  1. The Vice-President of External Relations serves as chair of this committee.

  2. Responsible for:

    1. Assisting the Alumni Office in planning and scheduling of receptions, chapter events, and other special events and engage alumni and friends of the university to attend.

    2. Managing and monitoring the progress of approved affinity programs in cooperation with the Alumni Office, reporting to the Board of Directors regarding same, and seeking new affinity programs for approval and implementation by the Alumni Office.

    3. Providing leadership, oversight, and support to the various Alumni Association Chapters in collaboration with the Alumni Office.

    4. Creating and supporting specialized outreach committees for specific populations of alumni in conjunction with the Alumni Office.

Section 5 – Membership, By-laws, and Elections Committee

  1. The Vice-President of Membership, By-laws, and Elections serves as chair of this committee and also functions as Parliamentarian of the Alumni Association Board of Directors based on Robert’s Rules of Order.

  2. Responsible for:

    1. Proposing or reviewing proposed changes to the by-laws and submitting recommendations for same to the Alumni Association Board of Directors according to Article IX, below.

    2. Communicating the by-laws to the alumni through channels deemed appropriate by the Alumni Association Board of Directors and The Alumni Office.

    3. Coordinating nominating efforts for candidates for election to the Alumni Association Board of Directors and as officers of the Alumni Association.

    4. Overseeing the election procedures as specified above in Article V and in Article VII, Section 3.

    5. Making every effort to insure equal representation from each decade of alumni on the Alumni Association Board of Directors.

    6. Working in conjunction with the Alumni Office and the entire Alumni Association Board of Directors to recruit alumni as volunteers for Alumni Association committees and for positions on the Alumni Association Board of Directors.

    7. Administer the Alumni Association Awards Program, including publicizing, choosing the recipients of, and presenting the following Alumni Association Awards:

Leader of Conscience Alumni Participation Outstanding Service Power of the Raven Frank S. DiPietro Award

The specific procedures for carrying out these functions shall be determined by the committee.

 

Section 6 – Alumni Reunion Weekend Committee

  1. The Vice-President of Alumni Reunion Weekend serves as chair of this committee.

  2. Responsible for:

    1. Collaborating with the Alumni Office to plan events for Alumni Reunion Weekend.

    2. Assisting the Alumni Office in engaging alumni to volunteer as class agents and class correspondents as well as to participate in Alumni Reunion Weekend events.

    3. Actively work with the Alumni Office to support the execution of Alumni Reunion Weekend activities and provide feedback regarding such activities.

 

ARTICLE IX – AMENDMENT AND SUSPENSION OF BY-LAWS

  1. Any alumnus of Franklin Pierce University may submit a proposed change in these by-laws to the Vice-President for Membership, By-Laws, and Elections.

  2. The Membership, By-Laws, and Elections Committee shall review proposed changes and determine if the proposed change shall be submitted to the Alumni Association Board of Directors for consideration.

  3. An affirmative vote of two-thirds (2/3) of the Alumni Association Board of Directors is required for approval of a by-law change.

  4. By-law changes approved by the Alumni Association Board of Directors require confirmation by the general membership of the Alumni Association. Such confirmation requires a two-thirds (2/3) vote of alumni attending any of the following meetings:

    1. The annual meeting of the Alumni Association

    2. A special meeting of the Alumni Association called for the purpose of amending the by-laws in accordance with the provisions of Article III, Section 2, above.

    3. The Spring Meeting of the Alumni Association Board of Directors where election of members of the Alumni Association Board of Directors occurs.

  5. Any provision of these by-laws may be suspended on a temporary or emergency basis by a two-thirds (2/3) vote of the members of the Alumni Association Board of Directors present at a regular or special meeting. Such suspension shall only be effective for the duration of the meeting at which the suspension occurs.

 

ARTICLE X – EFFECTIVE DATE

 

These by-laws shall take effect immediately upon ratification as specified in Article IX, Section D, above.