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Meyerhoff Alumni Advisory Board Bylaws
PLEASE NOTE: This is a working document to be presented to the Alumni Board of Directors in Spring 2009 for ratification and approval.
CHARTER FOR THE CHAPTER OF MEYERHOFF ALUMNI OF THE UNIVERSITY OF MARYLAND, BALTIMORE COUNTY ALUMNI ASSOCIATION
Article I. Name
This chapter shall be called the Chapter of Meyerhoff Alumni of the UMBC Alumni Association.
Article II. Purpose
The purpose of the Chapter of Meyerhoff Alumni will be:
A. To promote a relationship among the University of Maryland, Baltimore County (UMBC), the Meyerhoff Scholarship Program in particular, and its alumni, parents, students and friends;
B. To act as an extension of the University community;
C. To enhance a sense of community and to recognize the commitment and contributions of the Meyerhoff Scholarship Program Alumni;
D. To encourage career development networks;
E. To serve as a resource for students and faculty;
F. To encourage communication between alumni and students through social and cultural activities with the purpose of extending the learning experience.
The term “Meyerhoff Scholarship Program Alumni” as applies within this document is defined as students that matriculated into the Meyerhoff Scholarship Program and obtained a baccalaureate degree. This designation will also apply to all Meyerhoff Graduate Fellows.
Article III. Membership
A. Eligibility:
All Meyerhoff Scholarship Program alumni (as defined in Article II) are members.
Article IV. Officers
A. The Chapter officers shall be President, Vice President, Secretary, Historian and Treasurer referred to in this document as the Executive Board.
B. Terms of Office
The officers shall serve for a term of two years. Officers may be re-elected, with a limit of two consecutive terms.
C. President – Duties
Organizes and chairs meetings;
Greets alumni and guests at meetings and activities;
Represents chapter at major University and Development events;
Assists in recruitment and selection of committee chairs;
Serves as a liaison (or appoints a substitute) with University staff, UMBC Alumni Board of Directors, and Meyerhoff Parents Association.;
With the Secretary, provides annual report to the UMBC Alumni Association Executive Committee or Board of Directors; and
Establishes any ad hoc committees as deemed appropriate.
D. Vice President – Duties
- Serves in the absence of the President;
- Oversees the planning and implementation of chapter and committee activities; and
- Oversees membership benevolence.
E. Secretary – Duties
Submits notice and minutes of each meeting to the Meyerhoff Alumni Advisory Board as defined in Article V and Alumni Relations Office;
- Coordinates telephone, e-mail, newsletters, and other communication required;
- Tracks event attendance and provides reports to Alumni Relations Office; and
- With President, provides annual report to the UMBC Alumni Association Executive Committee or Board of Directors.
- F. Treasurer—Duties
- Facilitates financial transactions on site for all chapter and committee events (i.e. donations, registration fees);
- Creates and tracks budget for all chapter and committee events;
- Communicates regularly with Alumni Relations regarding budget; and
- Serves as a defacto member of the Fundraising Committee as defined in Article VI.
- G. Historian—Duties
- Documents major Chapter of Meyerhoff Alumni events;
- Works cooperatively with the Meyerhoff Scholarship Office to produce a usable record of the Program history;
- Maintains an archive of Meyerhoff staff and student photos and information for posterity;
- Interviews key staff and administrative personnel to obtain Program artifacts; and
- Works with UMBC’s photographers to obtain official photographs of key events.
H. Parliamentarian – Duties
- Advises the President, the Executive Board, and the general membership on all Parliamentary procedures according to Robert’s Rules of Order;
- Stands as the official interpreter on all Charter issues;
- Ensures that all meetings are conducted in accordance with proper procedures;
- Serves as Chairperson of the Elections Committee; and
- Conducts the election of new officers and prepares ballots if necessary.
I. Eligibility
Any member of the Chapter of Meyerhoff Alumni is eligible to hold the office of Vice-President, Treasurer, Secretary, Historian, or Parliamentarian. Only an active member can hold the office of President. An “active member” is defined as an alumna/us that have attended a minimum of 3 events/meetings during the previous year (one must be attendance at a chapter meeting, either in person or by conference call).
J. Elections
Nominations and self-nominations will be accepted from the membership at-large. An election will take place during an annually (or bi-annually) designated meeting and new officers will take office at that meeting, immediately following the election. Nominations will take place at a designated time between April 1 and May 15th.
Elections of officers, cohort representatives, and alternates will take place during a one-week period in June with guidelines to be specified by the Elections Committee.
Article V. Vacancy
Any vacancy will be filled with an appointment by the President with the approval of the Meyerhoff Alumni Advisory Board on a pro tem basis until a special election can be held at the next scheduled chapter meeting. If the office of President becomes vacant, the Vice President will fill the vacancy on a pro tem basis until the next scheduled chapter meeting at which time a special election will take place to determine a replacement. A member chosen in a special election shall not be precluded from serving the full prescribed term for that office.
Article VI. Alumni Advisory Board
A. The voting members of the Alumni Advisory Board shall include the officers, no more than one representative from each cohort given that the cohort has at least one alumnus/a as defined in Article II, and one representative from the Meyerhoff Graduate Fellows.
B. There shall be a non-voting auxiliary member of the Advisory Board who is a member of the current Meyerhoff graduating class to be selected by their cohort representatives. Upon graduation, this member will serve as his/her cohort’s representative with full rights and voting privileges until the next election.
C. Chairpersons of standing committees as defined in Article VI shall have non-voting status on the Advisory Board unless they concurrently hold a position on the Board that confers voting status.
- D. The Advisory Board recruits, identifies, and involves new volunteers for committees and chapter leadership.
- E. The Advisory Board sets and reviews goals, plans and executes events, and develops the direction and focus for the Chapter of Meyerhoff Alumni.
- F. The cohort representatives and alternates on the Advisory Board shall be elected by their cohort and serve as the liaison with the Advisory Board and their respective cohorts on agenda, events, goals, and plans for the chapter
- Each cohort will also elect an alternative representative who will serve in the cohort representative’s stead.
- G. Cohort representatives will not concurrently hold positions as officers unless no other cohort representative is available.
- H. The length of membership for the cohort representatives and Meyerhoff Graduate Fellow on the Advisory Board shall not exceed two consecutive terms of one year each. Committee Chairpersons will remain members of the board until their appointments are up.
- Article VII. Committees
- A. Standing Committees
Committee chairs are to be appointed by the President subject to approval of the Advisory Board. Committee chairs and members can consist of any member of the chapter as defined in article
- Fundraising—cohort giving, general fundraising to support the Meyerhoff Program.
- Mentoring/Advising—support summer bridge activities and the mentoring program
- Recruitment—support for program recruitment activities leading up to and including selection weekend and selection of new Meyerhoff Program staff members.
- Service—development of a comprehensive community service program.
- Membership/Networking—Alumni networking and social events.
- Communications—Newsletter, website, and general alumni communications.
- Elections—facilitate executive board and cohort representative elections.
B. Ad Hoc Committees
Ad Hoc Committees may be formed by the Advisory Board as needed. Committee chairpersons shall be appointed by the President subject to the approval of the majority of the Advisory Board.
Article VIII. Quorum
Quorum shall be defined as fifty percent (50%) plus one (1) of the voting members of the Advisory Board.
Article IX. Removal from Office
Any officer or member of the Board may be removed from office for cause by two-thirds (2/3) vote of the Board membership, provided a written statement of the charge brought by no less than one-third (1/3) of the voting membership has been furnished to the officer or Board member prior to the meeting at which the vote is taken. The officer or Board member shall be given the opportunity to be heard in defense prior to the vote.
Article X. Finances
A. Dues, fees, or donations are not to be collected without the knowledge and prior consent of the UMBC Alumni Association Steering Committee, its Board or Directors, and the Director of Alumni Relations.
- B. No bank account is to be opened in the name of the Chapter of Meyerhoff Alumni.
- C. All legal contracts on behalf of the Chapter must be reviewed and signed by the Director of Alumni Relations, holding liability to the University and not to the Chapter volunteers.
Article X. Adoption and Amendments
The constitution may be adopted or amended by 2/3 of the voting members present at a regularly scheduled meeting. Approval by the UMBC Alumni Association Board of Directors is required.
Article XI. Meetings and Activities
A. The Advisory Board conducts a minimum of 4 meetings per year to communicate project plans and details. The Office of Alumni Relations shall provide administrative support to the Chapter of Meyerhoff Alumni as required.
- B. Some meetings (particularly for committees) may be conducted electronically (via email, IRC, conference call or similar means) rather than by a traditional face-to-face meeting, if this method can be used to accomplish the meeting objectives.