Alumni Association Bylaws

BYLAWS

OF THE

LOCK HAVEN UNIVERSITY ALUMNI ASSOCIATION

 

ARTICLE I. NAME

The name of this organization shall be the Lock Haven University Alumni Association.  Its principle place of business shall be Lock Haven University, Lock Haven, Pennsylvania.

ARTICLE ll. GOVERNANCE

The Bylaws of the Lock Haven University Alumni Association, hereafter called the Alumni Association shall govern this organization in all its practices.  The Bylaws of the Alumni Association shall in no way conflict with the Charter and Bylaws of Lock Haven University or the Lock Haven University Foundation.

ARTICLE III. PURPOSE

The purposes of the Alumni Association shall be:

Section 1. To promote the interests and welfare of Lock Haven University and its alumni;

Section 2. To encourage communication and fellowship among the alumni, former students, and the faculty of the University;

Section 3. To encourage and support, by fund raising or other means, any desirable projects which shall serve the general welfare of the University, its students, and the Pennsylvania State System of Higher Education, of which the University is a part;

Section 4. To assist in raising additional revenues for scholarships or other special projects; and

Section 5. To conduct and carry on any activity or activities defined by these Bylaws as they now exist or as they may hereafter be amended.

ARTICLE IV. USE OF NAME

Section 1. The policies and program of the Alumni Association shall be binding on all members and no member shall use the name of the Alumni Association to oppose such policies or programEstablished channels may be used to change a policy or program.

Section 2. The freedom of speech of the individual member to speak a personal opinion in the member's own name is not abridged.

ARTICLE V. MEMBERSHIP

Section 1. All graduates of Central Alumni Association Normal School, Lock Haven Alumni Association Teachers College, Lock Haven Alumni Association College, or Lock Haven University of Pennsylvania; former students who attended the University (or any of the above-named predecessors) for at least one year and who left in good standing; and elected honorary members shall constitute the membership of this Association.

Section 2. All members shall be entitled to membership rights and privileges except that honorary members may not vote or hold office.

Section 3. All Emeritus faculty members shall be given lifetime honorary membership in the Association.

Section 4. At any Board Meeting, the Alumni Board may elect, upon the recommendation of the Executive Committee, persons as honorary members who have not attended the University but have given it meritorious service or support.

ARTICLE VI. FINANCIAL ADMINISTRATION

Section 1. The fiscal year shall begin July l and end on June 30 of the following year.

Section 2. The annual budget and financial report shall be prepared at the direction of the Alumni Board for presentation at the Annual Board Meeting.

Section 3. The Alumni Board shall set and maintain policies and procedures to control financial records consistent with generally accepted accounting principles and federal, state and local laws.

ARTICLE VII. ANNUAL MEETING OF THE ALUMNI ASSOCIATION

Section 1. The Annual Meeting of the Alumni Association shall be held in conjunction with the Annual Board Meeting on Alumni Weekend or as otherwise designated.

Section 2.  The Alumni Association Annual Meeting shall be announced at least fifteen (15) days in advance.

ARTICLE VIII. THE ALUMNI BOARD OF DIRECTORS

Section 1. The Alumni Board of Directors shall include the elected and appointed officers, as well as the immediate past president of the Alumni Board of Directors.

Section 2. The Alumni Board shall be limited to 20 elected directors, including officers.

Section 3. The elected officers of the Alumni Association shall be the President, President-Elect, Treasurer, Secretary, Past President, and fifteen (15) elected Directors.

Section 4. Ex Officio Members – The President of Lock Haven University, the Chief Advancement Officer, the Director of Alumni Relations, the President of the Lock Haven University Foundation Board of Directors and one student representative shall serve as ex-officio members without vote.

Section 5. The elected officers, as well as the immediate past president, shall serve as the Executive Committee of the Alumni Board.

Section 6. The student representative shall not to be a Freshman and shall be recommended by the Director of Alumni Relations and appointed by the President of the Alumni Association

Section 7. If at any time a Board Member is employed by either the offices of Alumni Affairs or Development at Lock Haven University, this member must be made an Ex-Officio, Non-Voting Member.

Section 8. The president/incoming president may call a meeting of the incoming officers prior to June 1.

ARTICLE IX.  TERMS OF OFFICE OF THE BOARD OF DIRECTORS & OFFICERS

Section 1. Starting June 2008, the term limit for an elected member of the Alumni Board of Directors shall be no more than two consecutive three-year elected terms with the following exceptions:

  1. If an Alumni Board Member is serving a second three-year term as an officer at the end of his/her term limit, that individual may complete his/her term of office before going off the Alumni Board.
  2. Directors who are on the Alumni Board at the time of the adoption of this amendment and who have exceeded the two-term limit shall be eligible to serve on the Alumni Board for one additional elected term at the discretion of the Executive Committee.
  3. The immediate past president shall continue to serve, without election, until the term of the current president has expired and a new president has been elected.
  4. For the three years immediately following the adoption of these bylaws, exceptions to the term limits may be made to allow for the election of six to seven directors each year.

Section 2. After being off the Alumni Board for a year, an individual shall be eligible for election to serve for two more terms.

Section 3. No member shall hold more than one office at a time, and no member shall be eligible to serve consecutive terms in the same office, except as hereinafter designated.

Section 4. All vacancies in office, excluding the presidency, shall be filled for the unexpired term by the Board of Directors.  If, for any reason, the President is unable to complete his/her two-year term, the President-Elect shall assume the office of President and a new President-Elect shall be appointed by the Executive Committee.  At the completion of a term as a result of a vacancy in the office of President, the former President-Elect shall continue in the office of President for his/her elected two-year term.

Section 5. Officers shall serve terms as hereinafter designated or until their successors have been elected or appointed and assume office. The term of each officer shall begin on July l.

  1. The President’s term of office shall be two years.  The President may not serve two consecutive terms.
  2. The President-Elect’s term of office shall be two (2) years.  The President-Elect shall automatically succeed to the office of President following the completion of his/her two-year term as President-Elect.
  3. The Treasurer’s term of office shall be two (2) years.  The Treasurer may be re-elected upon recommendation of the Nominating Committee and re-election by the Board.
  4. The Secretary’s term of office shall be two (2) years.  The Secretary may be re-elected upon recommendation of the Nominating Committee and re-election by the Board.
  5. Six to Seven Directors shall be elected each year by the Alumni Board for terms of three (3) years upon recommendation of the Nominating Committee in consultation with the Director of Alumni Relations.

Section 6.  If any Director misses two unexcused consecutive regularly scheduled meetings, that constitutes a resignation.

    ARTICLE X. DUTIES OF THE BOARD OF DIRECTORS

    Section 1.  The management of this Association shall be vested in the Alumni Board.

    Section 2The Alumni Board is empowered to establish policy, to administer the regular and special funds of the Association, to approve and implement projects, to transact all business that arises between meetings of the Association, to carry out by appropriate action, all policiesapproved by the Association, to fill unexpired terms among its own membership, to administer grants and voluntary gifts received by the Association, and to authorize affiliation with allied groups.

    Section 3. The Alumni Board shall follow established Lock Haven University Foundation policies and procedures consistent with generally accepted accounting principles and federal, state and local laws to control the financial records of the Alumni Association.

    Section 4. The Alumni Board shall recommend to the Association action to be taken in regard to new chapters, admittance of or discontinuance of present chapters.

    Section 5. The Alumni Board shall grant charters to subordinate Alumni Chapters upon recommendation of the Director of Alumni Relations and the receipt of approved Bylaws for the chapter and a roster of ten (10) or more charter members.

    Section 6. Directors of the Alumni Board are expected to be active participants in the Alumni Board’s activities and are expected to attend the regularly scheduled meetings of the Alumni Board each year. 

    Section 7. Directors are expected to:

    1. Prepare for and participate in Alumni Board and committee meetings;
    2. Participate in the planning process to effectively reach more alumni with the Alumni Association’s programs, activities and services;
    3. Serve in leadership positions and/or undertake special assignments willingly and passionately to enhance the overall effectiveness of the LHU Alumni Association
    4. Know the Alumni Association’s mission, goals, strengths and needs;
    5. Understand the Board’s financial status;
    6. Present and discuss issues based on your beliefs and interests, while supporting the final decision on issues decided by the majority of the Board;
    7. Assist with fund-raising strategies and activities through personal influence with others (individuals, parents, corporations),
    8. Make a minimum annual financial contribution of $100 to the Lock Haven University Foundation;
    9. Actively participate in alumni events and programs;
    10. Enthusiastically assist with student recruitment;
    11. Recommend potential nominees for Board membership who can make significant contributions to the Board’s progress;
    12. Recruit other alumni to serve as volunteers;
    13. Serve as a spokesperson for the Alumni Association to enhance the LHU Alumni Association’s public image;
    14. Monitor and assess the effectiveness of the Alumni Association’s programs, services and activities in terms of alumni participation and satisfaction.  (Are the current programs and services consistent with the mission and goals?);
    15. Bring a sense of humor to all Board meetings and events; and
    16. The Director’s are expected to attend at least three (3) Alumni Association special events and programs in a fiscal year from the following:

                            1)      Homecoming

                            2)      President’s Reception/Dinner(s)

                            3)      Alumni Weekend

                            4)      Award Ceremonies

                            5)      Chapter Events

                            6)      Academic Convocation

                            7)      Teas/Receptions/Ceremonies/Other Events scheduled by the Director of Alumni Relations

    Section 8. The student representative to the Alumni Board shall attend all Alumni Board Meetings.  The student representative is charged with adding a student's perspective to issues that the Board discusses. This may include, but is not limited to, student scholarships and other relevant issues.

    Section 9. All actions of the Alumni Board shall be reported to the Association at its Annual Meeting.

    ARTICLE XI. MEETINGS OF THE BOARD OF DIRECTORS

    Section 1. The Alumni Board shall hold at least two regular meetings annually and such other meetings as may be called by the President.

    Section 2. The Director of Alumni Relations shall provide at least 15 days written notification of all meetings.

    Section 3. Special meetings may be called by the president or shall be called upon written request or any electronic means of four members of the Alumni Board or one chapter of the Alumni Association, provided that at least fifteen (15) days notice of such meeting and its agenda have been given to the members of the Board.

    Section 4. A constituted quorum at all Board meetings shall be a majority of the Alumni Board.  For committee meetings, a majority of committee members shall constitute a quorum.

    Section 5. Between meetings of the Alumni Board, a vote may be taken at the request of the president on any question submitted in writing, conference call, or any electronic means to all members of the Alumni Board. Deadline for responses shall be as soon as possible, but no later than 15 days after the question has been submitted, or earlier at the discretion of the chair and the committee. A majority of responses shall be required for the vote to be counted and when the vote is counted it shall have the same effect as if cast at a meeting of the Alumni Board. The Board shall be immediately notified of the result.

    Section 6. Between meetings of the Alumni Board, the Board may delegate such authority as it deems necessary to the Executive Committee or other constituted committees.

    ARTICLE XII. EXECUTIVE COMMITTEE

    Section 1. The Executive Committee shall include the elected officers and those ex-officio members deemed necessary for Executive Committee meetings.

    Section 2. The Executive Committee may act for the Alumni Board of Directors between Alumni Board meetings and shall have such power and duties as may be delegated to it by the Board.

    Section 3. The Executive Committee shall report to the Alumni Board its work and actions.

    Section 4. The quorum shall be a majority of the members of the Executive Committee.

    Section 5. Between meetings of the Executive Committee, a written, conference call or electronic vote may be taken at the request of the president on any question submitted in writing, by the previously mentioned means, to all members of the Executive Committee. Voting shall close fifteen days after the question has been submitted, or earlier at the discretion of the chair and the committee. If a majority shall vote on a question, the vote shall be counted and shall have the same effect as if cast at a meeting of the Executive Committee.

    ARTICLE XIII. DUTIES OF OFFICERS

    Section 1. The President shall:

            a. preside at all meetings of the Executive Committee, the Alumni Board, and the Alumni Association;

            b. serve as a member of the Executive Committee, the Alumni Board, and as an ex officio member of all committees;

            c. appoint all committees (except as hereinafter provided) in consultation with the Director of Alumni Development; and 

           d. represent the Alumni Association at the Lock Haven University Foundation meetings.

    Section 2. The President-Elect shall:

            a. preside at any meetings at which the President is unable to serve;

            b. serve as a member of the Executive Committee, the Alumni Board, and on committees as appointed;

            c. chair the Alumni Association’s Nominating Committee; and

            d. perform the duties of the President whenever the President is unable to perform.

    Section 3. The Treasurer shall:

            a. be responsible for all financial records and reports of the Alumni Association; and

            b. serve as a member of the Finance and Advancement Committee, Executive Committee, the Alumni Board, and on other committees as appointed.

    Section 4 The Secretary shall:

            a. review and sign minutes of meetings of the Alumni Association;

            b. serve as a member of the Executive Committee, the Alumni Board, and on committees as appointed; and

            c. perform such other duties as may be designated by the President or Executive Committee.

    ARTICLE XIV. DIRECTOR OF ALUMNI RELATIONS

    Section 1. The Director of Alumni Relations shall be appointed by the President of the University with the consent of the President of the Alumni Association.  The University shall determine the terms and conditions of the Director’s employment.

    Section 2. The Director of Alumni Relations shall be the professional administrator of the alumni program of the University and give guidance to the officers and members of the Association, attending all meetings of the Executive Committee and Alumni Board.

    Section 3 The Director shall act as a liaison between Lock Haven University and the Alumni Association, manage the Alumni Relations Office, maintain permanent membership and class rosters, promote chapter organization, be the executive editor of all alumni publications, represent the Association at professional meetings and conferences, and perform such other duties as may be delegated to him by the President of the University or the Association’s Executive Committee.

    ARTICLE XV. COMMITTEES

    Section 1. A Nominating Committee of three (3) to five (5) members, and chaired by the President-Elect, shall be appointed by the President.  Duties of the Committee include nomination of officers and Directors for approval by the Alumni Board and the Association.  Presentation of the slate of officers and Directors shall include a biographical sketch of each nominee.  This Committee shall report at the Annual Meeting of the Association.

    Section 2. A Bylaws Committee of three (3) to five (5) members shall be appointed by the President of the Association.  Duties of the Committee include biannual review of the Bylaws and presentation of recommendations for amendments to the Alumni Board and the Association.  This Committee shall report as needed at the Annual Meeting of the Association.

    Section 3. A Finance and Advancement Committee of five (5) members, including the Treasurer, shall be appointed by the President of the Association.  Duties of the Committee Include review of fund-raising opportunities and requests for expenditures, allocation of funds, oversight for new scholarship opportunities, and other fiscal issues, with the authority to act upon requests of $1,000 or less.  Issues involving more than $1,000 shall require a favorable vote of a majority Alumni Board.  This vote may be conducted by telephone, with votes recorded through the Alumni Office and reported at the next regular meeting of the Alumni Board.  A summary of all activities of the Committee will be reported to the Alumni Board and the Association at the Annual Meeting of the Association.

    Section 4. An Events Committee of three (3) to five (5) members shall be appointed by the President of the Association.  Duties of the Committee include assisting in making plans for Alumni Weekend, Homecoming, and any other special events.  The Committee’s activities will be reported to the Alumni Board and the Association at the Annual Meeting of the Association.

    Section 5. A Golf Tournament Committee of three (4) to five (6) members shall be appointed by the President of the Association.  Duties of the Committee include organization of the Annual Golf Tournament.  This Committee shall report at the Annual Meeting of the Association.

    Section 6. An Awards/Roll of Service Committee of three (3) to five (5) members shall be appointed by the President of the Association.  Duties of the Committee include review of nominees and selection of recipients of annual Alumni Awards and faculty to be inducted into the Roll of Service, in consultation with the Director of Alumni Relations.  This Committee shall report at the Annual Meeting of the Association.

    Section 7. A Memorial Committee of four (4) to six (6) members shall be appointed by the President of the Association.  Duties of the committee include overseeing the memorial program, organizing and implementing the Alumni Weekend service and promoting the project. The Committee’s activities will be reported to the Alumni Board and the Association at the Annual Meeting of the Association.

    Section 8. All other standing committees and ad hoc committees shall be appointed by the President of the Alumni Association with the consent of the Alumni Board.

    Section 9. All committees may include ex officio members as needed.

    Section 10. Participation in Committee Meetings – one or more persons may participate in a meeting of the Executive Committee or other Committees of the Association by means of a conference telephone or similar connection or electronically by means of which all personsparticipating in the meeting can hear and/or communicate with each other.  Participation in a meeting pursuant to this section shall constitute presence in person at such meeting.

    ARTICLE XVI. ALUMNI CHAPTERS

    Section 1. Any group of alumni may unite geographically to form a chartered chapter of the Association by:

             a. Declaring their intent to organize formally following procedures recommended by the Association;

             b. Selecting appropriate officers;

             c. Submitting Bylaws for approval by the Alumni Board;

             d Securing ten (10) or more charter members;

             e Agreeing to hold at least one (1) chapter meeting annually; and

             f. submitting a report at the Annual Meeting of the Association.

    Section 2. The policies and program of the Alumni Association shall be binding on all Alumni Chapters.

    Section 3. Violation of the Bylaws and Policies of the Alumni Association shall result in

              a. Chapter’s suspension  until violation(s) is/are corrected and the chapter is reinstated with approval by the Alumni Board or;

              b. The loss of recognition as an Alumni Chapter.

    ARTICLE XVII. PROPERTY

    Section 1. The title for all property, funds and assets of the Alumni Association shall at all times be vested in the Alumni Association for the joint use of members and no member or group of members shall have any severable right to all or any part of such property. The Alumni Board shall have complete control over the acquisition, administration and disposition of its property, except that such property shall not be used for any purposes contrary to those of the Alumni Association.

    Section 2. In the event of the dissolution of the Alumni Association, all assets of the Alumni Association shall be transferred and delivered to Lock Haven University, Lock Haven, Pennsylvania.

    ARTICLE XVIII. PARLIAMENTARY AUTHORITY

    The rules contained in the current edition of Robert's Rules of Order, Newly Revised shall govern this Alumni Association in all instances in which they are applicable and in which they are not inconsistent with these bylaws.

    ARTICLE XIX. INDEMNIFICATION

    A Director shall not be personally liable as a Director for monetary damages, for any action taken, or any failure to take any action, unless the Director has breached or failed to perform the duties of his office under Section 8363 of Title 42 (Judiciary and Judicial Procedure) of the Pennsylvania Consolidated Statutes, and the breach or failure to perform such duties constitutes self-dealing, willful misconduct, or recklessness.  This section shall not apply to the responsibility or liability of a director pursuant to any criminal statute, or the liability of a Director for the payment of taxes pursuant to local, state, or federal law, nor shall this section apply to any actions filed prior to the date of the amendment adding this section to the Bylaws, nor to any breach or performance of duty or any failure of performance of duty by a Director prior to such date.  No amendment to or repeal of this section shall apply to or have any effect on the liability or alleged liability of any Director for, or with respect to, any acts or omissions of such Director occurring prior to such amendment or repeal.  The foregoing right of indemnification shall be in addition to and not exclusive of all other rights to which the member of the Board is entitled.

    ARTICLE XX . AMENDMENT TO THE BYLAWS

    Section 1. Provisions of these bylaws may be amended upon recommendation of the Bylaws Committee at the Annual Alumni Board Meeting by a two-thirds vote of the entire Alumni Board (14 Directors), provided written notice shall have been sent to the members at least fifteen days prior to the meeting. 

    Section 2. Prior to being voted on, proposed changes to the Alumni Association Bylaws shall be sent the Alumni Board for review with discussion at the next scheduled Alumni Board meeting.

    (Dates Amended)

    October 20, 2007

    June 16, 2000