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Alumni Association Bylaws

HAMPDEN-SYDNEY ALUMNI ASSOCIATION

BY-LAWS

Article I – Name

This organization shall be called the Hampden-Sydney College Alumni Association, hereinafter referred to as the "Association.”

 

Article II – Objectives and Purpose

The objectives and purpose of the Association are to promote at all times the general welfare of Hampden-Sydney College and its mission to form good men and good citizens in an atmosphere of sound learning.  To this end, the Association shall strive to maintain the good will of all former students toward the College and their comradeship with each other, and to provide such aid, assistance, and advice to the College and its Trustees, faculty, and staff as may be deemed necessary and prudent by the Association, or as may be requested by the College and its Trustees, faculty, and staff.  In carrying out these general purposes, the Association shall strive at all times to provide and maintain close contact between the members of this Association and the College, and its Trustees, faculty, and students.

 

Article III – Membership

Section 1.   Any person who has matriculated at the College, or has been a member of its faculty, Board of Trustees, or has received an honorary degree, shall be a member of the Association until and unless they specifically request to no longer be considered an alumnus.

Section 2.   Honorary membership shall be conferred upon any person, upon nomination by a member or members of the  Board of Directors of the Association, and with approval from a two-thirds majority vote of those present at a meeting of the Board of Directors.

Section 3.   The College President, the Vice Presidents and Deans of the College, the Director of Alumni Relations, the student body president, and a faculty representative shall be members of the Association ex officio, but shall not have a vote unless otherwise qualified for membership under § 1 herein.

Section 4.   The Association shall, to the extent possible, organize itself into local alumni clubs based upon geographical divisions of cities, towns, and other local groupings.  Each club will have a President with a recommended term of two-years.  In addition to local alumni clubs, the Association may foster affinity groups based upon alumni professional and personal interests upon application to and approval of the Board of Directors.

 

Article IV – Board of Directors 

Section 1.   The Association shall be governed by a Board of Directors, consisting of the officers of the Association, representatives of local alumni clubs, a representative from the Board of Trustees, a Faculty Representative, and a Student Representative.  The Board of Directors shall be vested with full authority to act on behalf of the Association, and shall meet not less than once per academic semester.

Section 2.   In addition to the officers of the Association, the Board of Directors shall be composed of twenty-one (21) members, which shall serve as the governing body of the Association, and shall meet not less than once per academic semester.

Section 3.   Members of the Board of Directors shall, for their initial terms, be elected in three classes of staggered terms as listed below, and their successors shall be elected to full, three-year terms, as follows:

Class of 2014 – Scott Anderson ’10; Tom Crowder ’78; Bill Garrett ’74; Jason Nelson ’98; Michael Palmore ’97; John Simmons ’10; W. James Young ’86

Class of 2015 -- Eric Apperson ’85; Webster Baldwin ’07; Chris Brewer ’05; Stuart Cox ’87; Tom Goode ’79; John Moss ’02; Rett Turner ’04

Class of 2016 -- Stephen Abbitt ‘06; Lee Brooks ’75; Chris Hughes ’88; Judd McAdams ‘77; Gordon Nash ‘71; Will Shumadine ’94; Litz VanDyke ’86

Nothing herein shall preclude members of the Board of Directors from succeeding themselves.

Section 4.   The Association will hold an annual Alumni Leadership Summit on campus in order to properly train and equip the leaders of each local alumni club and affinity group. Each local alumni club should strive to insure representation at this annual Summit through its President or his designee.

Section 5.   The Representative of the Board of Trustees shall be elected by the Board of Trustees in accordance with its procedures, and shall serve a term of three years.

Section 6.   The Faculty Representative shall be appointed by the Provost and Dean of the Faculty of the College, subject to approval by the Faculty in accordance with its normal election procedures, and shall serve a term of three years, ex officio.

Section 7.   The Student Representative shall be elected by the Student Senate, and shall serve a term of one year, ex officio.

 

Article V – Officers and Executive Committee

Section 1.   The Officers of the Association shall consist of the President, the President-Elect, the National Chairmen as set forth in Article VI, § 3 herein, past Presidents, and the Trustee Representative.

Section 2.   The Executive Committee shall consist of the President, the President-Elect, the Immediate Past President, the Trustee representative, and the Director of Alumni Relations of the College.  The Executive Committee shall be responsible for the management of the Association’s affairs and, in consultation with the Alumni Relations Office, direct the operations of the Association.

Section 3.   The President shall appoint from among the members of the Board of Directors a Nominating Committee annually.  Any member of the Association may make nominations to the Nominating Committee.  The Nominating Committee shall, in consultation with College Staff (including, but not limited to, the Vice President for Institutional Advancement, the Director of Development and the Director of Alumni Relations), propose a slate of Officers and members of the Board of Directors.

Section 4.   In the event a vacancy in the office of President of the Association occurs prior to regular elections, the President-Elect shall succeed immediately to the office.  In the event a vacancy in any other office occurs prior to regular elections, the Executive Committee shall have the power to fill any such vacancy for the remainder of the term, or until the end of the next Board of Directors meeting, whichever is earlier. 

Section 5.   Any Officer of the Association may be removed from office by the vote of two-thirds (2/3) of the Board of Directors, after being furnished with notice that such removal will be sought, with the charges, in writing, signed by not less than one-fifth (1/5) of the Members of the Board of Directors, or upon recommendation by a majority of the members of the Executive Committee; and allowing thirty (30) days within which to appear and defend against the charges.  In the event that the removal of the President is sought, the President-Elect or his designee shall preside at the meeting at which removal is considered.

Section 6.   Resignation from any office in the Association shall be conveyed in writing to the Director of Alumni Relations and the President of the Association.

 

Article VI – Duties of Officers and Board of Directors

Section 1.   The President shall be the chief executive officer of the Association and shall:

  1. Preside over all meetings of the Association, the Executive Committee, and the Board of Directors;
  2. Represent the Association at official College functions, which shall be deemed consistent with the purpose of the Association;
  3. Appoint special ad hoc committees and Association representatives;
  4. Have the power to call such special meetings, as he shall deem necessary; and
  5. Have the power to fill all such vacancies, except the President-Elect, as shall occur during his term, until regular elections shall take place.

Section 2.   The President-Elect of the Association shall:

  1. Preside over all meetings of the Association, the Executive Committee, and the Board of Directors in the absence of the President.
  2. Shall fulfill the duties of the President in his absence and shall assume the Presidency of the Association should that position become vacant.

Section 3.   The National Chairmen of the Association shall serve as the chairmen for their respective committees, with the following duties:

  1. National Chairman for Admissions shall serve as the chairman of the Admissions Committee and shall be responsible for coordinating and administering relations between the Association and the Admissions Office. Emphasis will be placed on accomplishing the application goals established by the Admissions Office;
  2. National Chairman for Development shall serve as the chairman of the Development Committee and serve as the National Chair for the Annual Fund.  The Vice President for Institutional Advancement shall be responsible for assisting and attaining regional goals and objectives of the Annual Fund and communicating the Institutional Advancement objectives with each local club;
  3. National Chairman for Communications shall serve as chairman of the Public Relations Committee and shall be responsible for overseeing and managing all communications on behalf of the Association with the members of the Alumni Council. Duties include maintenance and distribution of an electronic Association newsletter;
  4. National Chairman for Young Alumni Programs shall serve as Chairman of the Young Alumni Committee. Duties include the implementation of young alumni initiatives established by the College’s Alumni Relations and Annual Fund Office;
  5. National Chairman for Career Development shall serve as Chairman of the Career Development Committee and be the liaison between the Association and the Career Development office; and
  6. National Chairman for Small Alumni Clubs shall serve as Chairman of the Small Alumni Club Committee.

Nothing herein shall preclude the appointment of Co-Chairmen for any of these positions.

Section 4.   The members of the Board of Directors of the Association shall:

 

  1. Cooperate with the several officers of the Association in the execution of their respective duties and to implement the goals of the Association by direct participation in its programs and activities;

  2. Attend all meetings of the Association and, to the best of their ability, be informed about all relevant Association and College matters;

  3. Be removed from the Board upon failure, absent adequate explanation provided to the President and the Director of Alumni Relations, to attend two or more consecutive meetings of the Board of Directors; and

  4. Make such uniform annual financial contributions to the College which may, from time to time, be recommended by the Executive Committee of the Association, and approved by the Board of Directors; except that nothing herein shall preclude the Association from setting a reduced amount for younger alumni serving on the Board of Directors within ten years of their graduation.

 

Section 5.   Past Presidents shall serve as consultants to the Executive Committee and may attend any meetings of the Executive Committee and Board of Directors.

 

Article VII – Election of Officers, Board of Directors, and Club Presidents

Section 1.   Officers of the Association shall be elected by the Board of Directors from a slate of nominees provided by the Nominating Committee.  They shall be elected for a term of two years and may not succeed themselves in the same position.

Section 2.   Except as provided in Article IV, § 3 herein, Members of the Board of Directors shall be elected for a term of three years, and may succeed themselves without limitation.

Section 3.   Club Presidents shall be elected by their respective clubs for a term of two years and may serve no more than two consecutive terms without approval by the Executive Committee of the Alumni Association.

 

Article VIII – Quorum

Section 1.   A Quorum of any meeting of the Board of Directors shall consist of a third of its members present at a duly-called meeting of the Board.

Section 2.   A Quorum of the Executive Committee shall consist of one-half its members.

 

Article IX – Amendments

Section 1.   Amendments to these By-Laws may be proposed by any Member of the Association and must be presented to the Director of Alumni Relations in writing before being presented to the Board of Directors for consideration.  Nothing herein shall preclude consideration of any proposed amendments by the Executive Committee for its recommendation prior to consideration by the Board of Directors.

Section 2.   The Director of Alumni Relations shall make known to the members of the Board of Directors, in writing, all amendments which shall be considered by the Board at the next regularly scheduled meeting, at least two days prior to such meeting.

Section 3.   Amendments to these bylaws shall be enacted when ratified by a two-thirds (2/3) majority vote of those members of the Board of Directors present and voting at a regularly scheduled meeting of the Board.


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