Management Bylaws of the
North Carolina Agricultural and Technical State University
Alumni
Association, Incorporated
Greater Los
Angeles Chapter
Version 1
PREAMBLE
The Greater Los Angeles Chapter of the North Carolina
Agricultural and Technical State University Alumni Association, Incorporated,
does hereby dedicate itself to the development of programs, scholarship, and
school spirit that will fulfill the mission and goals of this alumni
association. These efforts will be initiated within and outside of the city of
Los Angeles, California and will serve to strengthen the relations between
chapter members, students, and North Carolina Agricultural and Technical State
University.
The management bylaws will ensure the management and
operation of the Greater Los Angeles Alumni Chapter in agreement with the Bylaws
of the Greater Los Angeles Chapter.
ARTICLE I – Name
The name of this chapter is the North Carolina Agricultural
and Technical State University Association, Incorporated – Greater Los Angeles
Chapter. North Carolina Agricultural and Technical State University hereafter
is referred to as the University; North Carolina Agricultural and Technical
State University Alumni Association, Incorporated, is hereafter referred to as
the Corporation; Greater Los Angeles Chapter is hereby referred to as the
Chapter.
ARTICLE II – Mission, Goal, and Objectives
Section 1. Mission
The mission of the Corporation shall be to encourage and
promote involvement of the University alumni and other supporters by meeting the
needs of alumni and other supporters for alumni services; creating opportunities
for participation of alumni and other supporters in the life of the University;
and developing and disseminating information that communicates to alumni, other
supporters, and the general public, the academic excellence of the University.
Section 2. Goal
The goal of the Chapter shall be to provide means by which
individuals may join in a united effort to insure the future growth and
development of the University. The Chapter will strive to provide a forum for
Aggies to fellowship, recruit new University students, promote the university
through community events, and contribute funds for university growth and
development.
Section 3. Objectives
The objectives of the Chapter are:
(a)
Foster the relationship between the University and Chapter members
(b)
Educate the community in the greater Los Angeles area about the
University
(c)
Encourage giving and involvement in the University, Corporation, and
alumni sanctioned events and campaigns
ARTICLE III – Membership
Section 1. Applications
A.
Each application for membership in the Corporation as Chapter, Associate,
or Honorary, shall be in some form of writing and signed by the applicant. It
is then recorded by the Chapter, and sent to the Corporation.
B.
The Corporation shall consider the application for membership. The
applicant is notified of the results from the Corporation or Chapter.
Section 2. Change in Class
Any member who desires a change in class of general
membership (Aggie, Associate, or Honorary Chapter) shall apply in writing to the
Chapter Executive Board. Notification will be sent to the Corporation. The
Corporation will notify the member of class status.
Section 3. Chapter Affiliation
Any member who changes geographical location outside of the
one hundred (100) mile radius of Los Angeles shall become a member of the
nearest chapter at the beginning of the fiscal year.
Section 4. Membership Fee and Dues
To be recognized as a Chapter member, a person must pay the
joining fee and dues. If an Aggie or Associate member has not paid membership
dues for three (3) consecutive fiscal years, that member must pay the joining
fee and membership dues before he/she can be considered an Aggie or Associate
member. The period of membership shall be on a fiscal year basis. The chapter
dues must include the minimum financial contribution for the Corporation Annual
Giving Campaign to insure good standing with the Corporation. To maintain good
standing in Chapter membership, dues must be paid in full.
Section 5. Membership Verification
Possession of a membership card from the Corporation or
receipt of contribution to the Annual Giving Campaign, along with a receipt of
Chapter membership dues and joining fee, is required for Aggie and Associate
Chapter membership.
Section 6. Termination
A.
Any member may indicate an intention to relinquish his/her membership by
sending a written resignation to the Chapter Executive Board. Any outstanding
fees shall be relinquished from the person who resigns.
B.
Any members whose fees remain unpaid for a period of one (1) month shall
automatically have membership terminated.
C.
Any member who experiences membership termination shall be able to resume
membership without penalty by making his/her fee payment within six (6) months
after the resignation of the final bill.
ARTICLE IV – Chapter Administration
Section 1. Operating Committee Designation
Members as defined by the Chapter Bylaws will hold officer
positions.
A.
Executive Committee – Responsible for the executive decision-making and
serve as the top membership-given authority of the Chapter; and shall consist of
the Chapter President, Vice President, Secretary, Treasurer, Historian,
Parliamentarian, and Immediate Advisor. Members of this committee shall oversee
all other committees. The President shall coordinate the work of this committee
B.
Communication Committee – Responsible for the management of all Chapter
communication; and shall consist of the Chapter Recording Secretary and Public
Relations Chairperson. The Recording Secretary shall coordinate all of the work
of this committee, and provide the committee members with the resources
necessary for effective operations. The Recording Secretary shall report
committee activity to the Vice President.
C.
Budget and Finance Committee – Responsible for the management and
handling of Chapter finances; and shall consist of the Chapter Treasurer and
Finance Chairperson. The Treasurer shall coordinate all of the work of this
committee, and provide the committee members with the resources necessary for
effective operations. The Treasurer shall report committee activity to the Vice
President.
D.
Activities Committee – Responsible for the management, execution, and
evaluation of Chapter programs, events, or activities; and shall consist of the
Chapter Historian, Community Service Chairperson, and Recruitment Chairperson.
The Historian shall coordinate all of the work of this committee, and provide
the committee members with the resources necessary for effective operations.
The Historian shall report committee activity to the Vice President.
Section 2. Chapter Officer Duties
A.
President
1.
Shall serve as Chief Executive Officer of the Chapter.
2.
Shall preside at all Chapter meetings, including but not limited to the
Chapter Executive Board, Committee, and Special Committees.
3.
Shall prepare agendas for each meeting in cooperation with the Vice
President.
4.
Shall appoint standing committees, special committees, task forces,
councils, and fill vacancies with consent of the current Executive Board
members.
5.
Shall have check signing authority.
6.
Shall represent the Chapter on committees and functions outside of the
Chapter.
7.
Shall serve as ex officio member with voice and vote on all aspects of
the Chapter, except for the nomination committee.
8.
Shall serve as chair of the Executive Committee and Board.
9.
Shall act as the liaison between the Chapter and the Corporation or
University.
10.
Shall compile a brief synopsis of yearly activities for the Chapter
Annual Report.
11.
Shall attend the Corporation Annual and Western Regional Meeting wherever
financially and physically feasible.
12.
Shall produce an official transition report at the close of the term of
office.
B.
Vice President
1.
Shall serve as a member of the Chapter Executive Board and Committee.
2.
Shall represent the Chapter as designated by the President.
3.
Shall preside over the Chapter Executive Board and Committee in the
absence of the President.
4.
Shall develop and finalize the Chapter meeting agendas.
5.
Shall monitor the progress of the Communication, Budget and Finance, and
Activities committees.
6.
Shall have check signing authority.
7.
Shall coordinate and evaluate intra-board communications.
8.
Shall assist in tracking and evaluating all information needed for the
Chapter Annual Report.
9.
Shall produce an official transition report at the close of the term of
office.
C.
Recording Secretary
1.
Shall serve on the Executive Board and Committee
2.
Shall serve as chair of the Communication Committee.
3.
Shall report Communication Committee activity to the Vice President.
4.
Shall develop a monthly calendar of Chapter events
5.
Shall keep a record all documentation pertaining to the Chapter.
6.
Shall record minutes at all Chapter meetings and conferences.
7.
Shall check the Chapter post office box weekly and provide correspondence
to the appropriate Chapter officers.
8.
Shall present the Chapter membership with agendas and information
regarding Corporation or University meetings/activities.
9.
Shall maintain the Chapter website and e-mail account.
10.
Shall produce an official transition report at the close of the term of
office.
D.
Treasurer
1.
Shall serve on the Executive Board and Committee.
2.
Shall serve as chair of the Budget and Finance Committee.
3.
Shall report Budget and Finance Committee activity to the Vice President.
4.
Shall create and/or maintain Chapter budget and financial accounts
5.
Shall determine the allocation of Chapter financial resources with
approval from the Chapter Executive Board.
6.
Shall have check signing authority.
7.
Shall design, implement, and monitor a financial policy related to
expenditures and cash flow for the Chapter Executive Board with the approval of
the President.
8.
Shall make sure the Chapter is financially secure.
9.
Shall keep accurate account of incoming funds and expenditures.
10.
Shall handle the Chapter travel and housing arrangements for Corporation
and University meetings/activities.
11.
Shall register members as members of the Corporation
12.
Shall submit monthly financial reports to the President.
13.
Shall compile a financial synopsis for the Chapter Annual Report.
14.
Shall produce an official transition report at the close of the term of
office.
E.
Historian
1.
Shall serve on the Executive Board and Committee.
2.
Shall serve as chair of the Activities Committee
3.
Shall report Activities Committee activity to the Vice President.
4.
Shall keep a record of all Chapter programs and activities
5.
Shall relay Corporation, University, and community activities to the
Chapter membership that is relevant to the Chapter
6.
Shall maintain a scrapbook with photographs, publications, and
information regarding Chapter activities.
7.
Shall compile an events/activities synopsis for the Chapter Annual
Report.
8.
Shall support and ensure success of Corporation and Chapter activities.
9.
Shall produce an official transition report at the close of the term of
office.
F.
Immediate Advisor
1.
Shall serve as a member of the Executive Board and Committee
2.
Shall represent the Chapter as designated by the President.
3.
Shall attend Executive Board and Committee meetings as requested by the
President.
4.
Shall serve as the first resource of advice for Chapter management and
operations.
5.
Shall make preparations for transition meetings in conjunction with the
President.
6.
Shall arrange/propose conferences that will enhance the leadership
ability of the Chapter Executive Board.
7.
Shall arrange/propose activities that will maintain the moral of the
chapter.
G.
Parliamentarian
1.
Shall serve as a member of the Executive Board and Committee
2.
Shall serve as a resource on the governing documents of the Chapter and
Corporation.
3.
Shall serve as a resource on proper parliamentarian procedure.
4.
Shall coordinate Chapter election procedures.
5.
Shall entertain and process amendments to the Chapter Bylaws and
Management Bylaws.
6.
Shall keep attendance of Chapter meetings and events.
7.
Shall be the official time-keeper at Chapter meetings.
8.
Shall ensure that all meetings are orderly.
9.
Shall produce an official transition report at the close of the term of
office.
H.
Finance Chairperson
1.
Shall serve as a member of the Executive Board and Budget and Finance
Committee.
2.
Shall coordinate the activities of the Finance Committee.
3.
Shall ensure the fulfillment of the Finance Committee duties.
4.
Shall submit reports of Finance Committee activities to the Treasurer.
5.
Shall prepare and finalize Chapter funding proposals for submission on
behalf of the Chapter.
6.
Shall produce an official transition report at the close of the term of
office.
I.
Student/Membership Recruitment Chairperson
1.
Shall serve as a member of the Executive Board and Activities Committee.
2.
Shall coordinate the activities of the Recruitment Committee.
3.
Shall ensure the fulfillment of the Recruitment Committee duties.
4.
Shall submit reports of Recruitment Committee activities to the
Historian.
5.
Shall maintain Chapter membership roster and local high school contacts.
6.
Shall gather Chapter membership statistics.
7.
Shall produce an official transition report at the close of the term of
office.
J.
Public Relations Chairperson
1.
Shall serve as a member of the Executive Board and Communication
Committee.
2.
Shall coordinate the activities of the Public Relations Committee.
3.
Shall ensure the fulfillment of the Public Relations Committee duties.
4.
Shall submit reports of Public Relations Committee activities to the
Recording Secretary.
5.
Shall serve as editor of the Chapter newsletter.
6.
Shall produce an official transition report at the close of the term of
office.
K.
Community Service Chairperson
1.
Shall serve as a member of the Executive Board and Activities Committee.
2.
Shall coordinate the activities of the Community Service Committee.
3.
Shall ensure the fulfillment of the Community Service Committee duties.
4.
Shall submit reports of Community Service Committee activities to the
Historian.
5.
Shall serve as coordinator of all the Chapter community service projects.
6.
Shall produce an official transition report at the close of the term of
office.
Section 3. Standing Committee Duties
A.
Finance Committee
1.
Shall identify and contact national and local funding sources.
2.
Shall distribute Chapter funding proposals to corporations, foundations,
or government offices.
3.
Shall plan and implement all chapter fundraising activities.
B.
Student/Membership Recruitment
1.
Shall distribute information regarding membership to potential members.
2.
Shall coordinate Chapter membership renewals.
3.
Shall plan and implement membership recruitment activities.
4.
Shall plan and implement student recruitment activities.
5.
Shall help organize University visits and tours.
C.
Public Relations
1.
Shall publish 4 newsletters (1 for each season in the fiscal year)
2.
Shall keep the community informed of Chapter activities and news.
3.
Shall publicize Chapter, University, and Corporation activities to
newspapers, radio, television, and internet sources.
D.
Community Service
1.
Shall plan and implement service projects that will increase the
awareness of the Chapter within the Greater Los Angeles community.
2.
Shall plan and execute a community service project at least once every
two months.
Section 4. Special Committees
1.
Shall report all committee activities to the President
2.
Shall have a chairperson as assigned by the President
3.
Shall fulfill responsibilities as assigned by the President
ARTICLE V – Voting
Section 1. Voting Members
Each elected officer of the Chapter Executive Board shall
be entitled to one vote in all voting situations, with the exception of the
President, Parliamentarian, and Immediate Advisor. In the event of a tie, the
President shall make the deciding vote.
Section 2. Quorum
Two-thirds (2/3) of the voting body (Chapter Executive
Board, Committee, Chapter membership, or Standing Committee) will count as an
official vote in the Chapter.
ARTICLE VI – Impeachment
Section 1. Voting
Any member of the Chapter Executive Board may be impeached
from their current position by a two-thirds (2/3) vote of the Chapter Executive
Board or membership.
Section 2. Rationale
Any member of the Chapter Executive Board can be considered
for impeachment for the following reasons:
i.
Failure to adhere to the duties of the office as stated in the Chapter
Bylaws or Management Bylaws
ii.
Failure to show progress towards completion of the goals and objectives
of the chapter
Section 3. Procedures
i.
A Chapter member submits a letter of concern to the President and Vice
President stating the reasons for impeachment.
ii.
The President discusses the letter of concern with the person in
question. If the President is the person in question, the Vice President
monitors the discussion.
iii.
The President discusses the letter of concern with the Chapter Executive
Board.
iv.
The President establishes a time period for improvement.
v.
The President brings the results of the evaluation of the question in
person to the Chapter Executive Board for review.
vi.
The Chapter Executive Board votes whether or not to impeach the person in
question.
ARTICLE VII – Tenure of Officers
Section 1. Tenure
All officers of the Chapter shall hold the position in
office for one year, except for the Historian. The Historian serves for two
years. The tenure will start on or after July 1st.
ARTICLE VIII – Chapter Elections and Appointments
Section 1. Qualification
President, Vice President, and Recording Secretary
candidates must be an Aggie or Corporation Chapter member. Aggie and Associate
Chapter members may run for other positions. Each candidate must give a speech
and answer questions from the membership. Time restraints are determined by the
Election Committee.
Section 2. Location
Elections of the Chapter Executive Board will take place at
a general membership meeting.
Section 3. Committee
The Election Committee shall carry-out the collection of
ballots and tally votes for election results. This committee shall present the
candidates to the membership and monitor the elections under the supervision of
the Parliamentarian. The committee is appointed by the President or Chapter
membership.
Section 4. Official Votes
A candidate will be awarded the official position by a
majority vote of the Aggie and Associate Chapter members. If the candidate is
running unopposed, the majority vote is defined as a fifty percent (50%) plus
one (1) vote of the ballots received.
Section 5. Vacant Offices
In the event that an office is vacant after a Chapter
election, letters of interest can be submitted to the President-elect seven (7)
days after the election. If no letters are received, the President-elect shall
appoint a Chapter member to fill the position. All recommendations of
appointments must be approved by the Chapter Executive Board-elect.
Section 6. Officer Transition Meetings
The newly elected President shall convene a meeting to
facilitate the transfer of administration from the preceding Chapter Executive
Board at least ten (10) days before the upcoming fiscal year. All newly elected
and preceding Executive Board members are required in attendance.
ARTICLE VIII – Chapter Practices
Section 1. Quorum
A.
Membership Meetings
Membership meetings must include
one-third (1/3) of the Chapter Membership and two (2) voting officers of the
Executive Committee.
B.
Executive Board Meetings
Executive Board meetings must
have three (3) voting members, (1) non-voting members of the Executive
Committee, and one (1) standing committee chairperson.
Section 2. Fiscal Year
The fiscal year of the Chapter shall be July 1st
though June 30th.
Section 3. Parliamentary Procedure
The rules contained in Roberts Rules of Order shall govern
the Chapter in all cases to which they are applicable, unless they are
inconsistent with the bylaws of the Chapter and defer from efficiently or
effectively handling Chapter business.
ARTICLE IX – Amendments
Any member of the
Chapter may make proposals for amendments to the Chapter Management Bylaws.
Proposals shall be sent to the Executive Board at least thirty (30) days before
a Chapter Executive Board or membership meeting. Proposed amendments shall be
presented at a membership meeting providing a notice of the amendment has been
given by the Executive Board and distributed to the Chapter membership at least
fifteen (15) days prior to the next membership or Executive Board meeting where
the amendment is presented for vote. A two-thirds (2/3) majority vote of the
Chapter membership or Executive Board present and voting at the membership or
Executive Board meeting shall be required for adoption.
