By Laws

By-Laws

Alumni Association of Roanoke College

Purpose

  • To provide equal representation of the area alumni chapters (currently 11 chapters) and alumni clubs on the Alumni Executive Council;
  • To provide structure and guidelines for the organization of an area alumni chapter and alumni club;
  • To provide set terms of office for chapter committee chairs (3 years) and recommendations for the chairpersons to be received from the Director of Development;
  • To provide for standing committees to correspond with the chapter committees: Admissions, Alumni Networking and Career Development, Events, Roanoke Fund. Membership to be chapter chairs of respective committees. Committees to be resource for appropriate college department; i.e. admissions, career development, alumni, resource development;
  • To provide representation of the Honor Guard and Hall of Fame on the Council;
  • To begin to nominate members-at-large members to represent Club areas; these areas represent growth of alumni constituents and activity and possibly develop into alumni chapters.

Article I - Objectives of Association

The objectives of the Alumni Association of Roanoke College ("Association") are (1)to promote professional development of its members, (2) to promote good fellowship among its members, (3) to provide assistance for Roanoke College students, (4) to provide financial support for Roanoke College, (5) to encourage qualified students to attend Roanoke College, (6) to coordinate the activities of the Roanoke College Honor Guard & RC Athletic Hall of Fame, and (7) to coordinate and provide guidance to regional alumni chapters and clubs.

Article II - Membership

Section 1. Membership Eligibility: There shall be one class of membership of the Association which shall be open to all persons eighteen (18) years of age or older who are graduates of, or have successfully completed two years at Roanoke College and left with good standing, or are honorary members.

Article III - The Executive Council

Section 1. General Powers: The Executive Council shall have full authority to administer the affairs of this association, subject to review by the members at the next annual meeting following action taken by the Executive Council.
Section 2. Membership:
A. The following persons shall constitute the membership of the Executive Council:
  1. President, Vice-President and Secretary of the Alumni Association.
  2. One (1) to ten (10) persons who shall be members of the association selected by the Nominating Committee and approved by the Executive Council.
  3. The four (4) standing committee chairpersons and Steering Committee Chairperson from each Chapter.
  4. Immediate past President of the Executive Council
  5. Roanoke Fund Chairperson
  6. Hall of Fame Chairperson
  7. One (1) Honor Guard representative.
B. Ex-officio members: Ex-officio members of the Executive Council shall be the Director of Development, Vice-President for Resource Development, and the Roanoke College President. Ex-officio members shall have no vote in the Executive Council matters. C. Resignation and Removal: Any member of the Executive Council may resign at any time by giving written notice to the Executive Council, President or Secretary. Unless otherwise specified in such written notice, such resignation shall be effective upon receipt thereof by the Executive Council or such officer, and the acceptance of such resignation shall not be necessary to make it effective.

Any Executive Council member may be removed for cause by action of the majority of the Executive Council.

D. Vacancies: Any vacancy in the Executive Council may be filled for the unexpired term by the affirmative vote of the remaining members of the Executive Council.
Section 3. Meetings:
A. Regular Meetings: Regular meetings of the Executive Council shall be held once each year during Roanoke College's annual Alumni Weekend. B. Special Meetings: Special meetings of the Executive Council may be called by or at the request of the President or the written request of any four (4) members of the Executive Council submitted to the Secretary. C. Notice: Written notice stating the place, date and hour of the meeting and in the instance of special meetings, the purpose or purposes for which the meeting is called, shall be given not less than ten (10) days prior to the date of a regular meeting, or fourteen (14) days prior to the date of the special meeting, either personally or by mail, by or at the direction of the President or Secretary.
Section 4. Quorum: Three Executive Council members present in person and entitled to vote shall constitute a quorum for the transaction of business. The act of the majority of the Executive Council members present at the meeting at which a quorum is present shall be the act of the Executive Council.

Article IV - Officers

Section 1. Number: The officers of the Association shall be a President, Vice-President and Secretary, each of whom shall be elected by the Executive Council.

Section 2. Election and Term of Office: The officers of the Association shall be elected by the Executive Council at the regular Executive Council meeting. If the election of officers not be held at such meeting, such election shall be held as soon thereafter as convenient.

Each officer shall hold office for three years or until his successor shall have been duly elected and shall have qualified or until he shall have been removed in the manner hereinafter provided.

Section 3. Removal of Officers: Any officer may be removed with or without cause at any time whenever the Executive Council in its absolute discretion shall consider that the best interests of the Association would be served.
Section 4. Resignation: Any officer may resign at any time by giving written notice to the Executive Council, President or Secretary. Unless otherwise specified in such written notice, such resignation shall be effective upon receipt thereof by the Executive Council or such officer, and the acceptance of such resignation shall not be necessary to make it effective.
Section 5. Vacancies: Any vacancy in any office may be filled for the unexpired term by the affirmative vote of the Executive Council. Section 6. President: The President shall be the principal executive officer of the Association and, subject to the control of the Executive Council, shall in general supervise and control all of the business affairs of the Association. The President shall, when present, preside at all the meetings of the Membership and of the Executive Council; he/she may sign, with the Secretary or any other proper officer of the Association so authorized by the Executive Council, any contracts or other instruments which the Executive Council has authorized to be executed, and in general shall perform all duties incident to the office of the President and such duties as may be prescribed by the Executive Council from time to time. Section 7. Vice-President: In the absence of the President or in the event of his/her death, inability or refusal to act, the Vice-President shall perform the duties of the President, and when so acting shall have all the powers of and be subject to all restrictions upon the President. The Vice-President shall perform such other duties as from time to time may be assigned to him by the President or the Executive Council.
Section 8. Secretary: The Secretary in conjunction with the Director of Development shall (a) keep the minutes of the Members' and the Executive Council meetings in one or more books provided for that purpose; (b) see that all notices are duly given in accordance with these by-laws; (c) be custodian of the Association records; (d) keep a register of members and their mailing address which shall be furnished to the Secretary by the Alumni Office; (e) have general access to the membership list of the Association; and, (f) in general perform all the duties incident to the office of Secretary and such other duties as from time to time may be assigned to him/her by the President, Director of Development or by the Executive Council.

Article V - Committees

Section 1. Standing Committees: As a resource for associated college offices and to advance the work of the Association there shall be four standing committees: (1) Admissions (2) Career Development & Alumni Networking 3) Events and 4) Roanoke Fund.

A. Membership: Committee members shall be appointed by the President from a group of persons selected by the Director of Development for consideration as committee members. Membership of the remaining standing committees shall consist of the chairpersons of the associated, equivalent committee for each Area Chapter ("Chapter") and shall be appointed by the Executive Council. Committee members shall serve for a term of three years, concurrent with their tenure on the chapter committee. B. Chairpersons: Chairpersons for each standing committee must be members of the Executive Council and shall be appointed by the President for a term of three-year and can be renewable.

Section 2. Special Standing Committee: There shall be two (2) special standing committees to advance the special work of the Association: (1) Hall of Fame, (2) Honor Guard. The chairperson for the Hall of Fame committee shall be selected by the Roanoke college Hall of Fame Selection Committee and the Roanoke College Director of Development shall select the chairpersons for the remaining special standing committees, which chairpersons are subject to the approval of the Executive Council. The President and the Director of Development shall appoint committee members. The chairpersons and members of these committees shall serve for a term of three (3) years. Section 3. Ad-Hoc Committees: In addition to the standing committees, the Executive Council may be by majority vote of the total number of members of the Executive Council, establish such ad-hoc committees it deems necessary, to serve at the pleasure of the Executive Council. Section 4. Resignation: Any committee member may resign at any time by giving written notice to the Executive Council, President or Secretary. Unless otherwise specified in such written notice, such resignation shall be effective upon receipt thereof by the Executive Council or such officer, and the acceptance of such resignation shall not be necessary to make it effective. Section 5. Removal: Any committee member may be removed with or without cause at any time whenever the Executive Council in its absolute discretion shall consider that the best interests of the Association would be served. Section 6. Vacancies: Any vacancy in any committee may be filled for by the affirmative vote of the Executive Council.

Article VI - Area Alumni Association Chapters

Section 1. Establishment of Chapters: Upon the recommendation of the Roanoke College Director of Development and approval of the Executive Council, an alumni chapter ("Chapter") for a specific region shall be established to further the mission of the Association in that region. In determining whether or establish a Chapter, the interest and number of alumni in the region necessary to organize, manage and support Association activities should be considered. The Alumni Executive Council with recommendation of the Alumni Office, shall grant a specific geographic area the official status as an alumni chapter provided there are sufficient numbers of alumni in the area to organize and manage activities as set out by the Alumni Executive Council and support such activities and events.

Section 2. Chapter Membership: Any person meeting the requirements for membership in the Association and having residency or an extended visit in the Chapters region may be a member of such Chapter. Ex-officio members shall be the Roanoke College Director of Development, and Roanoke College Development and Admissions staff to the region. Section 3. Chapter Steering Committee: The Chapter Steering Committee ("Steering Committee") shall be the chapter adjunct of the Executive Council and shall act as the Chapters' executive body. The Steering Committee shall be the executive body of the chapter and carry out the goals of the Alumni Executive Council for the Roanoke College Alumni Association. The committee shall consist of up to 10 alumni led by a chair selected by its members and approved by the Alumni Executive Council. The Chair shall serve a three-year term. A secretary shall be appointed by the chair and be responsible for forwarding minutes of chapter meetings to the Alumni Office for approval, dissemination, and recordkeeping.

A. Members: The members of the Steering Committee shall consist of Chapter members who are also chair persons of Chapter standing committees as set out herein, plus any additional Chapter members for a maximum of fifteen (15) persons. Such additional members shall be selected by the Director of Development and approved by the Executive Council. B. Number & Tenure: Steering Committee members shall serve for a term of three (3) years, and can be renewable. C. Meetings: The Steering Committee shall meet at least once a year in each respective chapter area as directed by the goals of the Executive Council. D. Notice: Written notice stating the place, date and hour of the meeting and in the instance of special meetings, the purpose or purposes for which the meeting is called, shall be given not less than ten (10) days prior to the date of a regular meetings, or fourteen (14) days prior to the date of a special meeting, either personally or by mail, by or at the direction of the Roanoke College Director of Development through the Chapter Secretary or Steering Committee Chairperson. E. Chairman: The Steering Committee Chairman ("chapter chair") shall be selected by the Nominating Committee, subject to approval of the Executive Council. F. Quorum: Three members of the Steering Committee, present in person and entitled to vote, shall constitute a quorum of a meeting of the Steering Committee.

Section 4. Chapter Standing Committees: Upon a recommendation from the Roanoke College Director of Development, the Steering Committee shall appoint the following standing committees: (1) Admissions (2) Career Development & Alumni Networking (3) Events (4) Roanoke Fund.

A. Chairpersons: Chairpersons of the Standing Committees shall serve as chairperson for a term of three years. B. Meetings: Admissions, Career Development & Alumni Networking, and Roanoke Fund standing committees shall meet as directed by the Director of Development and the Director of Admissions. The Events standing committee shall meet as requested by the Director of Development. These standing committees will report at each full steering committee meeting.

Section 5. Chapter Officers:

A. The Chapter Steering Committee Chairman shall have the duties at the Chapter level that the president has at the Executive Council level. B. The Chapters may also have a Vice-Chairman appointed like the Chairman whose duties at the Chapter level will be akin to the duties of the Vice President at the Executive Council level. C. Chapter Secretary: The Chapter Secretary shall (a) keep the minutes of the Steering Committee and send report to Director of Development.

Section 6. Resignation: Any committee member or officer may resign at any time by giving written notice to the Steering Committee Chairman, or the Chapter Secretary. Unless otherwise specified in such written notice, such resignation shall be effective upon receipt thereof by the Steering Committee or such officer, and the acceptance of such resignation shall not be necessary to make it effective. Section 7. Removal: Any committee member or Chapter officer may be removed with or without cause at any time whenever the Steering Committee, after consultation with and approval by the Roanoke College Director of Development, shall consider that the best interests of the Association would be served.

Article VII - Area Alumni Association Clubs

Section 1. Establishment of Clubs: Upon the recommendation of the Roanoke College Director of Development and approval of the Executive Council, an alumni club ("Club") for a specific region shall be established to further the mission of the Association in that region. In determining whether or establish a Club, the interest and number of alumni in the region necessary to organize, manage and support Association activities should be considered as well as its regional boundaries and solid core of regional volunteers. The Club must be established and proven to sustain activity in support of the mission of the College and the Association before it can be voted into Chapter status by the Executive Council. The Alumni Executive Council with recommendation of the Alumni Office, shall grant a specific geographic area the official status as an alumni club provided there are sufficient numbers of alumni in the area to organize and manage activities as set out by the Alumni Executive Council and support such activities and events.

Section 2. Club Membership: Any person meeting the requirements for membership in the Association and having residency or an extended visit in the Club region may be a member of such Club. Ex-officio members shall be the Roanoke College Director of Development, and Roanoke College Development and Admissions staff to the region. Section 3. Club Steering Committee: The Club Steering Committee ("Steering Committee") shall be the club adjunct of the Executive Council and shall act as the Club's executive body. The Steering Committee shall be the executive body of the club and carry out the goals of the Alumni Executive Council for the Roanoke College Alumni Association. The committee shall consist of up to 10 alumni led by a chair selected by its members and approved by the Alumni Executive Council. The Chair shall serve a three-year term. A secretary shall be appointed by the chair and be responsible for forwarding minutes of chapter meetings to the Alumni Office for approval, dissemination, and recordkeeping.

A. Members: The members of the Steering Committee shall consist of Club members who are also chair persons of Club standing committees as set out herein, plus any additional Club members for a maximum of fifteen (15) persons. Such additional members shall be selected by the Director of Development and approved by the Executive Council. B. Number & Tenure: Steering Committee members shall serve for a term of three (3) years, and can be renewable. C. Meetings: The Steering Committee shall meet at least once a year in each respective club area as directed by the goals of the Executive Council. D. Notice: Written notice stating the place, date and hour of the meeting and in the instance of special meetings, the purpose or purposes for which the meeting is called, shall be given not less than ten (10) days prior to the date of a regular meetings, or fourteen (14) days prior to the date of a special meeting, either personally or by mail, by or at the direction of the Roanoke College Director of Development through the Chapter Secretary or Steering Committee Chairperson. E. Chairman: The Steering Committee Chairman ("club chair") shall be selected by the Nominating Committee, subject to approval of the Executive Council and will serve as a member-at-large on the Executive Council. F. Quorum: Three members of the Steering Committee, present in person and entitled to vote, shall constitute a quorum of a meeting of the Steering Committee.

Section 4. Club Standing Committees: Upon a recommendation from the Roanoke College Director of Development, the Steering Committee shall appoint the following standing committees: (1) Admissions (2) Career Development & Alumni Networking (3) Events (4) Roanoke Fund.

A. Chairpersons: Chairpersons of the Standing Committees shall serve as chairperson for a term of three years. B. Meetings: Admissions, Career Development & Alumni Networking, and Roanoke Fund standing committees shall meet as directed by the Director of Development and the Director of Admissions. The Events standing committee shall meet as requested by the Director of Development. These standing committees will report at each full steering committee meeting.

Section 5. Club Officers: The Clubs will have a Chair, may have a Vice Chair and will have a secretary whose duties at the Club level will be akin to the Chapter Chairs, Vice Chairs and Secretaries. Section 6. Resignation: Any committee member or officer may resign at any time by giving written notice to the Steering Committee Chairman, or the Club Secretary. Unless otherwise specified in such written notice, such resignation shall be effective upon receipt thereof by the Steering Committee or such officer, and the acceptance of such resignation shall not be necessary to make it effective. Section 7. Removal: Any committee member or Club officer may be removed with or without cause at any time whenever the Steering Committee, after consultation with and approval by the Roanoke College Director of Development, shall consider that the best interests of the Association would be served.

Article VIII - Dissolution of the Association

The Association may be dissolved at any time by a written resolution approved by an affirmative vote of more than two-thirds (2/3) of the membership of the Executive Council.

Article VIII Amendments
Section 1. By the Executive Council: The Executive Council shall have power by 2/3 votes of those members present at a meeting to make, adopt, alter, amend and repeal, from time to time, by-laws of the Association; provided, however, that Association Members may alter, amend or repeal by-laws made by the Executive Council as set out in Section 2 below.
Section 2. By the Association Membership: All by-laws of the Association shall be subject to alteration or repeal, and new by-laws may be made by a 2/3 vote of the Membership entitled to vote at any meeting of the membership at which a quorum is present (a quorum being at least 15% of the membership) and after 21 days notice having been given to the membership of the time of the meeting and of the proposed alterations, repeal or new enactment that are to be voted upon.

The undersigned certify that the foregoing by-laws have been adopted as the by-laws of the Association. Adopted this 22nd day of April, 2006:

EXECUTIVE COUNCIL OF THE ALUMNI ASSOCIATION OF ROANOKE COLLEGE_________________________ (SEAL)____________________________ (SEAL)_________________________ (SEAL)

Approved:

__________________________Secretary, Alumni Association Of Roanoke College__________________________Director, Development of Roanoke College