Bates College Alumni Association Bylaws
Article I PURPOSE
The purpose of the Alumni Association (hereinafter the “Association”) shall be to establish and perpetuate fellowship among the alumni and mutually helpful relationships between them and the college, and to unite all alumni in supporting the college promoting its welfare, and encouraging education as a way of life through ties to the college.
Article II MEMBERSHIP
Section 1. All persons who have graduated from Bates College or have received Honorary Degrees shall be considered members of the Alumni Association.
Section 2. Any student who has completed at least one semester will be considered a member.
Section 3. The spouse/domestic partner of a deceased Bates alumnus/a will be offered honorary membership in the class of the deceased.
Section 4. Persons may, by nomination or written application, be admitted by majority vote at any meeting of the Alumni Council of the Alumni Association (hereinafter the “Council”).
Section 5. All members of the Association shall be entitled to equal rights and privileges and shall assume equal obligations.
Article III ALUMNI COUNCIL
Section 1. The business and affairs of the Association shall be administered by a Council, the membership of which shall consist of the officers specified in Article IV, Section 1, and the persons elected or selected as hereinafter provided.
Section 2. Members of the Council
A. The members of the Council shall consist of the following: President of the Association, Vice President (President Elect), Immediate Past President, the Secretary, and, at the discretion of the Council, up to forty (40) members of the Association some of whom may represent other Bates alumni and service groups; and may include student members.
B.Members of the Council may be elected for up to two consecutive three year terms commencing with the fall meeting. Student members may serve for one year. The President may have his or her term extended for an additional one year term so that he or she may serve as a Council member in the capacity as Past President. All Council members will be considered voting members with the exception of the Secretary. Successor Council members shall be elected by the Council upon expiration of term of Council members.
C. Representative members of alumni service groups are nominated for the Council by the appropriate alumni organization, and approved by the entire Council. Section 3. Candidates for membership on the Council must be active as a volunteer in at least one, and preferably two or more, of the alumni networks: Alumni-in-Admissions, career internship sponsors, class agents, club leaders, class officers and affinity groups; must have demonstrated a keen interest in Bates through volunteer service or contributions of time, expertise and financial support; must have leadership potential with their classmates or other constituencies; must be sensitive to alumni issues and be able to articulate them to the administration on behalf of the alumni population they represent; must have time to devote to the goals of the alumni program.
These nominees shall, when possible, be residents of areas which will maximize the representation of all Bates Alumni on the Council giving consideration to diversity in geography and class representation of the Bates Alumni population.
Section 4. At-large members of the Council must be informed about the College, about new programs, and developments. Members must attend meetings and come prepared by giving some thought to the items under discussion. Members will serve on at least one committee of the Council and use the assignment as an opportunity to enhance communication between alumni and the College. Members shall generate ideas to facilitate the implementation of committee goals. Members should strive to play an active role in class reunion efforts, support the alumni network, and support the College financially to the best of their ability. Members also should serve as a resource about the College and be an effective spokesperson to classmates and the community.
Section 5. The President, Vice President and Secretary shall serve as the Executive Committee of the Council. There shall be a Governance committee and such other committees as the Council or its Officers may designate in their discretion. The Governance committee is charged with soliciting and receiving nominations for various alumni awards, Council membership, and to the Board of Trustees.
Section 6. There will be at least three regularly scheduled meetings each year. The first meeting of the new Council will take place in the fall. A meeting may be held to coincide with trustee weekend.
Members are expected to attend all meetings unless there are extenuating circumstances. After two absences by a member, the Secretary will notify the member to discuss if he or she wishes to be replaced for the remainder of the term.
Members are lodged in a local hotel, and meals on campus are provided. Travel expenses are not reimbursed.
Section 7. Vacancies occurring among the officers and at-large members of the Council shall be filled for the balance of the term by action of the Council, provided that each person shall be selected on the basis of the criteria set forth in Section 2 and 3, which apply to the position being filled. The President shall give prompt notice of the occurrence of a vacancy to the Governance committee, so that action to fill a vacancy can take place at the earliest practicable time.
Section 8. In addition to the foregoing, the Council shall act as an Advisory Board to the Office of College Advancement, or such comparable subsequent office of the College. The members shall play an active role in local alumni groups, attending their functions and supporting their leaders. The members shall cooperate in the observance of Reunions and participate in and promote other programs involving alumni sponsored by the office of Admissions, Bates Career Development Center and College Advancement, or comparable office. The Council may appoint such special committees as it deems advisable in order to carry out most effectively the purposes of the Association and any of its programs. The Council shall submit an annual report of its activities and recommendations to the Association.
Throughout the year as part of the dissemination of information to current members the Secretary will coordinate presentations by the various offices (Admissions, Bates Career Development Center, and College Advancement) dealing with alumni to report on the programs in which each office is involved.
Section 9 – The Alumni Council may provide names of potential nominees for Board of Trustee membership. Potential nominees will be reviewed by the Council and may be proposed on a rolling basis after a vote of the full Council. Nominee prospects will be sent to the Vice President for College Advancement to be reviewed with the Nominating Committee of the Board.
Article IV OFFICERS
Section 1. The officers of the Association shall be a President, Vice President (the president elect), Secretary, and Past President. A senior member of the College Advancement Office, or comparable office, shall serve as the Secretary. The President and the Vice President shall not be members of the Bates staff or faculty.
Section 2. The officers shall be elected by a majority of the Council prior to June 30th; their terms of office shall begin on the July 1st following their election and shall continue for two years. The president may serve an optional year as past president.
Section 3. Nominations for the Vice President (President-Elect) shall be submitted to the Governance Committee and a secret ballot vote shall be held by the Council in accordance with the timeline in Section 2.
Section 4. The Vice President shall succeed the President at the conclusion of the President’s two year term or for a vacancy occurring through death, resignation, or otherwise. Vacancy in the office of the Vice President shall be filled by appointment by the Council based on a majority vote of the Council members. Vacancy in the office of Secretary shall be filled by the College as described in Section 1.
Section 5. It shall be the duty of the President to preside at all meetings of the Association, and of its Council. As President of the Association, he or she shall appoint all officers and committees for whose election or appointment other provision is not herein made.
Section 6. In the absence or disability of the President, the Vice President shall perform all duties incident to the office of President.
Section 7. The Secretary shall conduct the official correspondence of the Association, and of its Council. The Secretary shall keep a complete register of the members of the Association and of the Council and shall be the custodian of all papers and reports of the Association, and it’s Council. It shall be the Secretary’s duty to notify the officers of the Association of their election and the Chairperson of each special committee of his or her appointment and provide the Chairperson with the names of the committee members.
Article V MEETINGS OF THE ALUMNI ASSOCIATION
Section 1. The annual meeting of the Association shall be held at such time and place within the City of Lewiston as shall be determined by the Council. Notice thereof shall be provided to the members of the Association by the Secretary at least four weeks prior to the date of the meeting.
Section 2. Special meetings shall be called by the Council or upon the written request of one percent of the members of the Association. Such meetings shall be held at a time and place to be designated by the Council, notice thereof to be provided to members at least four weeks prior to its date. The notice shall state the nature of any and all business to be acted upon.
Section 3. One hundred members of the Association shall be necessary to constitute a quorum.
Article VI ALUMNI AWARDS
Alumni Awards may be conferred at the discretion of the majority of the Council each year. . Nominees for the alumni awards are presented to the Council by the Governance Committee of the Council. Awardees are notified by the President of the Council or his or her designee. While it is the preference of the Council to confer one award per category, it is at the Council’s discretion to issue an award to more than one recipient per year, or decline to confer any given award. The nature and composition of the awards are dependent on the work and goals and ratified by a full vote of the Council.
This article shall not be subject to the requirements of Article VII and may be amended by majority vote of the Council.
Article VII AMENDMENTS
These bylaws may be amended by a 2/3 majority vote of a quorum of the Council.
Reasonable notice of bylaw changes must be provided to the alumni body 60 days prior to a Council meeting. Any alumni wishing to comment on the proposed change may do so in a manner prescribed by the Council. Any comments will be compiled by the Secretary or other designee and distributed to the Council prior to its meeting.
The Association shall be provided notice of all by law changes approved by the Council within 30 days of their approval. An alumnus may then submit to the Secretary a petition within 60 days of notice of a bylaw change to call a referendum on such bylaw change during the next immediate annual meeting of the Association. A petition shall require a referendum if it contains signatures of 3% of the Association. If a qualifying petition is received by the Secretary within 60 days of notice of the bylaw change, the bylaw change will be suspended until the vote. A referendum will then be drafted by the Secretary and approved by the President of the Council.
A majority of alumni at the annual meeting of the Association may approve the Referendum question.