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By-Laws

 

FRANCIS MARION UNIVERSITY ALUMNI ASSOCIATION

Constitution and Bylaws
Amended – February 12, 2008

Article I: Name and Mission of Organization

Section 1.       Name:  The name of this organization is the Francis Marion University Alumni Association. The Association is a part of the University structure and is subject to the oversight of the University President and the Board of Trustees.

Section 2.       Location:  The principal Office of Alumni Affairs is to be located at Francis Marion University Campus, City of Florence, County of Florence, State of South Carolina.

Section 3.       MissionThe mission of the Alumni Association is to provide continuing service to the University and its alumni by facilitating communication and relations between alumni and the University community, and by managing the direction and progress of all alumni projects, events, and programs. Through its programs and events, the Alumni Association shall promote a spirit of fellowship and loyalty among the students, faculty and staff, alumni and the greater University community. 

Furthermore, it is intended that the Alumni Association maintain visibility with enrolled students by providing selected services to them and by actively seeking their participation in Alumni sponsored events. The Association is the cultivating ground which prepares students and alumni volunteers for positions of University leadership and aids in strengthening financial resources from those constituent groups. 

 

Article II: Membership

Section 1.       Membership Classifications:  The Alumni Association has four classifications of members/memberships.

 A. General Members consist of those who have received either their undergraduate or graduate degree from Francis Marion College or Francis Marion University.

 B. Active Members shall be an alumnus/alumna or honorary member who is considered a paid member of the Alumni Association. Only active members shall be eligible to serve on the Alumni Board of Directors. Membership dues requirements are as follows:

·       New Graduate Membership                           $15.00

·       Annual Individual Membership                     $30.00

·       Annual Couple Membership                          $50.00

·       Lifetime Individual Membership*                 $400.00

·       Lifetime Couple Membership*                      $600.00

*Lifetime memberships may be paid in installments over four (4) years.

 C.    Honorary Alumni of the University, who do not otherwise meet the criteria established for membership, can be designated honorary alumni with the approval of a majority of the Alumni Board. Selection shall be based on careful consideration of service by individuals on behalf of the University, the Alumni Association, or one of the schools, academic departments or active organizations that provide volunteer and financial support. Honorary alumni shall have all the rights and privileges of membership with the exception of holding a position on the Alumni Board.

D. Honorary Degreed Alumni are holders of honorary degrees from the University and are automatically accorded membership in the Alumni Association. Honorary degreed alumni cannot serve on the Alumni Board.

 

Article III: Management, Duties and Membership of the
Board of Directors

 Section 1.       Management:  The management of the Francis Marion University Alumni Association is vested in a Board of Directors comprised of at least nine (9), but no more than twenty five (25) directors, one third (1/3) of whom are elected annually. The Director of Alumni Affairs serves as a permanent ex-officio member in the management of this Board.

Section 2.       Duties:  The Board of Directors shall act as a guiding agent in directing the affairs and business of the Association, be responsible for planning and executing superior alumni events, determine and set all matters of policy for the Association, elect its officers within the jurisdiction of the Board, and shall fill vacancies on the Board for any unexpired terms. The Board shall work with, and be supported by the Director of Alumni Affairs. In addition, the Board nominates and selects the recipient of the Benjamin Wall Ingram, III Young Alumnus Award. Upon being appointed to the Board, each board member must schedule a New Director Orientation with the Director of Alumni Affairs and must read and complete the Board Member Accountability Form prior to the first meeting.

Section 3.       Membership of the Board of Directors:  Members are elected for terms of three (3) years. No member can serve more than two (2) consecutive terms except in the case that a Director is elected to the Executive Committee. Any other Director may be invited to extend their term of service through a unanimous vote by the Nominating Committee. A member may be re-elected to the Board after one (1) year has elapsed. The Executive Committee may fill vacancies on the Board or in offices of the Association arising from unexpired terms, and the President of the Association appoints a Nominating Committee to nominate candidates for election to the Board and to offices of the Association in accordance with provisions of these Bylaws. All Directors should be Active Members of the Alumni Association.

 

Article IV: Election of Directors and Officers

Section 1.       Election of Directors:  The election of new members of the Board of Directors shall be determined using internal and open nominations. 

A. Internal Nominations for Directors:  The President of the Association shall appoint a Nominating Committee consisting of up to five (5) active members of the Association all of which are current members of the Board. The chair shall be a current Board member not serving as an officer. The committee shall be selected a minimum of three months prior to June 30.

BOpen Nominations for Directors:  The call for nominations shall be published in all alumni communications including newsletters, newspapers, magazines, and electronic broadcasts. These open nominations are to be executed by the Director of Alumni Affairs. 

CPresentation of Nominations:  The Nominating Committee shall confer and consider all names which have been suggested. Upon receiving the consent of the suggested persons chosen, the Nominating Committee shall nominate one (1) person for each vacancy which will occur on the Board. The chair of the Nominating Committee will present the nominees at the last meeting of the fiscal year of the Alumni Board at which time nominations from active members may be accepted and the election will proceed. A plurality of votes cast will elect the new members. The new members’ term begins on July 1of each year, or as otherwise determined by the Board.

Section 2.       Election of Officers:  The Past President’s Council will choose from the membership of the Board, nominees for the officers of the Alumni Association. Officers to be nominated are President, President-Elect and Secretary. A member must have served on the Board for one year to be considered for an officer position. The chair of Nominating Committee will present the nominees at the last meeting of the fiscal year of the Alumni Board at which time nominations from active members may be accepted and the election will proceed. A plurality of votes cast will elect the new members. The new members’ term begins on July 1 of each year, or as otherwise determined by the Board.

 

Article V: Executive Committee and Officer Responsibilities

Section 1.       Officers:  The officers of the Association shall be President, President Elect, Immediate Past President, and Secretary who shall be elected by the Board of Directors from its membership for a two (2) year term (except for the President-Elect) and shall hold office until their successors have been elected and have qualified. A Treasurer may be elected if required.

Section 2.       The President:  The President exercises a general executive control of the affairs of the Association; presides at all meetings of the Association, the Board, and the Executive Committee; appoints members of committees; serves as an ex-officio member of all committees; performs all duties incident to the office; and such other powers and duties as may from time to time be delegated to the President by the Board. 

Section 3.       The President Elect:  The President Elect, in the absence or disability of the President, shall perform the duties of the President and may perform other duties as the Board or President from time to time may prescribe. The President-Elect will serve a one (1) year term and may be re-elected.

Section 4.       The Immediate Past President:  The Immediate Past President will serve on the Board and Executive committee, and act as council in their deliberations. The Immediate Past President will serve a one (1) year term only.

Section 5.       The Secretary:  The Secretary keeps the minutes of the Association, the Board, and the Executive Committee, and submits them to the Director of Alumni Affairs within fifteen (15) days of the meeting. He/she shall chair one of the major committees and may perform other duties as the Board or President from time to time may prescribe.

Section 6.       Director of Alumni Affairs:  The Director of Alumni Affairs shall be the chief administrative officer of the Association and shall be charged with the administration of the day to day affairs of the Association and its principal office. He/she shall implement Board directives in accordance with Francis Marion University policies and procedures and shall support the missions and goals of the Association and the University. As long as the Director of Alumni Affairs is an employee of Francis Marion University assigned to serve the Association, in the event that a conflict exists between directives from the Director of Alumni Affairs and the President and/or Board of the Association, the Director shall notify the chief executive officers of Francis Marion University and the Association for their resolution of the conflict. He/she shall issue notices of all meetings of the Association and shall attend such meetings. He/she shall prepare and keep appropriate records of all alumni of Francis Marion University. He/she shall be responsible for the financial records of the Association and all special funds and the system(s) for efficient financial administration. He/she shall perform such other duties as are incident to this office. The Director shall also act as an Assistant Secretary at all meetings of the Association. It shall be his/her duty to keep a permanent record of its proceedings.

 

Article VI: Committees

 Section 1.       Executive Committee:  There shall be an Executive Committee of the Board of Directors to be composed of the officers and the Director of Alumni Affairs. The Executive Committee has general supervision of the affairs of the Association and the Board between meetings of the Board. The Executive Committee meets at least two (2) times each year, and the President or the Director of Alumni Affairs may call special meetings as required. The Executive Committee may act on behalf of the board as necessary in a situation requiring immediate action.

Section 2.       Student Relations Committee: The Student Relations Committee shall develop, plan, and implement a program for undergraduate and graduate students to become involved in the Association. It shall foster good relations between the students and the members of the Association. It shall work to develop loyalty to the Association among the students. The Student Relations Committee shall aid in advising the Student Alumni Association (SAA). Moreover, this committee will lend time and effort to the members of the SAA by being guest speakers at their monthly meetings, as needed.

A. Members:  The Student Relations Committee shall consist of at least three (3) members of Board. The Chair shall be a Director appointed by the Board upon the recommendation of the President. The Student Relations Committee shall recruit non-director members according to the needs of the Committee and volunteer interest.

B. Meetings:  This Committee shall meet as often as necessary to insure diligent execution of its duties and responsibilities. At least once a year during the first fall meeting of the Association, this Committee shall report on the activities of the prior year and plans for the coming year.

Section 3.       Membership and Development Committee:  The Membership and Development Committee shall identify, develop, review, and evaluate programs and services, which generate revenue for the Association including our ongoing Membership program. More importantly, they will work with the Director and the Board to increase active members in the Alumni Association.

A. Members:  The Membership and Development Committee shall consist of at least three (3) Directors including the Treasurer if applicable. The chair shall be appointed by the Board upon the recommendation of the President. The Membership and Development Committee shall recruit non-Director members according to the needs of the Committee and volunteer interest.

B. Meetings:  This Committee shall meet as often as necessary to insure diligent oversight and evaluation of the ongoing programs and activities within its jurisdiction and to review and make recommendations to the Board on proposals for new programs and services, which are presented to the Association prior to implementation. At least once a year during the first fall meeting of the Association, this Committee shall report on the activities of the prior year and plans for the coming year.

Section 4.       Program Committee:  The Program Committee shall develop, plan, implement, and evaluate social and non-revenue generating service programs and activities run by the Association. This committee will be responsible for formulating ideas and implementing strategies to improve Homecoming participation.

A. Members:  The Program Committee shall consist of at least three (3) Directors including the Secretary. The chair shall be appointed by the Board upon the recommendation of the President. The Program Committee shall recruit non-Director members according to the needs of the Committee and volunteer interest.

BMeetings:  This Committee shall meet as often as necessary to insure diligent oversight and evaluation of the ongoing programs and activities within its jurisdiction and to review and make recommendations to the Board on proposals for new programs and services, which are presented to the Association prior to implementation. At least once a year during the first fall meeting of the Association, this Committee shall report on the activities of the prior year and plans for the coming year.

Section 5.       Bylaws and Volunteer Development Committee:  The Bylaws and Volunteer Development Committee shall help cultivate volunteers and volunteer leadership participation in alumni and development activities, conduct ongoing review of the Association's Bylaws, and formulate recommendations to the Board and the general membership to process amendments and/or changes in the Bylaws. The Bylaws and Volunteer Development Committee shall recruit and identify possible alumni leaders with consideration towards, but not to be limited by, diversity in geography, graduation year, school, gender, race, ethnicity, and involvement with the University and/or the Alumni Association.

A. Members:  The Bylaws and Volunteer Development Committee shall be composed of a minimum of three (3) members. The chair shall appointed by the Board upon the recommendation of the President. The Bylaws and Volunteer Development Committee shall recruit non-Director members according to the needs of the Committee and volunteer interest.

B. Meetings:  This Committee shall meet as often as necessary to insure diligent oversight and evaluation of the ongoing programs and activities within its jurisdiction and to review and make recommendations to the Board on proposals for new programs and services, which are presented to the Association prior to implementation. At least once a year during the first fall meeting of the Association, this Committee shall report on the activities of the prior year and plans for the coming year.

 

Article VII: Board Meetings

 Section 1.       Regular Meetings:  Regular meetings of the Board shall be held At least four (4) times per year. . A notice of thirty (30) days for regular meetings shall be given to each member by mail or electronic mail. In addition, a reminder notice of seven (7) days for regular meetings shall be given to each member by mail or electronic mail. It is the responsibility of the Board member to verify that their contact information is up-to-date in the Office of Alumni Affairs.

Section 2.       Planning Meetings:  The Board of Directors will have one (1) yearly planning meeting. This meeting may be one of the regular meetings.

Section 3.       Special Meetings:  Special meetings may be called by the Executive Committee, the President, or by any three (3) members of the Board. A notice of five (5) days will be given to each member by mail or electronic mail.

Section 4.       Quorums:  A quorum shall consist of a simple majority of the board seats which are filled at a given time that a meeting of the Board is called. In order to transact business, a quorum of at least half of the current Board must be present. Vacant Board positions will not be computed in determining the quorum. Business shall be transacted by the result of the majority of the quorum.

Section 5.       Conduct of Meetings of Members:  Meetings of the Directors shall be presided over by the President of the Association, or if he/she is not present, by the Vice President. If neither the President nor the Vice President can attend, the President will designate a chairman of the meeting from the Board of Directors. The meeting shall follow procedures contained in the latest revision of Robert’s Rules of Order, except to the extent that they may conflict with these Bylaws.

Section 6.       Attendance:  Any Board member who has two absences per year from meetings of the Board shall be deemed to have resigned. A meeting shall be defined as any regularly scheduled meeting or other activity called by the President. This decision may be waived by the President for extenuating circumstances. 

 

Article VIII: Past President’s Council

 Section 1.       Members:  The Past President’s Council is composed of all former Alumni Association Presidents. The Director of Community Relations and the Director of Alumni Affairs serve as ex-officio members of this council without voting privileges. 

Section 2.       Duties:  The Past President’s Council serves as called upon by the Association or by the Office of Alumni Affairs. They act as an advisory council to the Alumni Association Board of Directors and appoint one of their members to serve as a Director on the Board. They will choose from the membership of the Board, nominees for the officers of the Alumni Association. Officers to be nominated are President, Vice President, and Secretary. It is recommended that Board members whom have served at least one (1) year be slated as an officer. In addition, this council nominates candidates and selects the winners for the Association’s Outstanding Alumnus Award. 

Section 3.       Meetings:  The Past President’s Council meets at least two (2) times each year, and the Director of Alumni Affairs may call special meetings as required.

 

Article IX: Amendments 

Section 1.       Amendments to the Bylaws:  The Bylaws may be amended at any regular or special meeting of the Board by two-thirds vote of those members present so long as quorum is present.

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