Red Deer College Alumni Association Society Bylaws
ARTICLE 1 - MEMBERSHIP:
1. Membership fee, if any, in the society shall be determined, from time to time, by the members at a general meeting.
2. General Membership shall be available to persons previously registered as students at Red Deer College who successfully:
a) received a parchment or; b) completed a minimum of 30 credits or; c) completed one period of apprenticeship technical training. Members have the right to attend meetings of the Association and are responsible for behaving in accordance with the bylaws and objectives of the society.
3. Associate Membership shall be available to persons who have an interest in the aims and objectives of the Alumni Association but do not qualify for any other membership. Application must be made to the Alumni Board and approved by a majority vote at a meeting of the Board. Associate Members may not be Directors of the Association.
4. Founding Members – This special designation to be given to all those members from October 1986 to September 1991 who have paid lifetime memberships to the Association.
5. Honorary Members – This special designation is for persons who contribute significantly to the College, financially and otherwise. These persons are not required to be Alumni and their membership will require Board Approval.
6. Any member wishing to withdraw from membership may do so upon a notice in writing to the Board. If any member is in arrears for fees or assessments for any year, such member shall be automatically suspended at the expiration of six months from the end of such year and shall thereafter be entitled to no membership privileges or powers in the society until reinstated. Any member upon a majority vote of all members of the society in good standing may be expelled from membership for any cause which the society may deem reasonable.
ARTICLE 2 - BOARD OF DIRECTORS:
1. The Board of the Association shall be elected as Directors for one (1) two year (2 year) term, but a maximum of three (3) consecutive terms, from the membership at the Annual General Meeting. Board of Directors, shall mean the Board of Directors of the society and will be comprised of the following positions:
|Students’ Association Director (1)*||1 term|
|Faculty Association Director (1)*||1 term|
|President of Red Deer College*|| Continuous
|Vice-President, Enterprise & Community Relations* Continuous (ex-officio)||Continuous
|Director, Community Relations*|| Continuous
|Alumni Development Coordinator (1) (Executive Director)||Continuous
*Appointed positions, therefore not elected by virtue of the position they hold within Red Deer College.
3. A person appointed or elected a director becomes a director if they were present at the meeting when being appointed or elected, and did not refuse the appointment. They may also become a director if they were not present at the meeting but consented in writing to act as director before the appointment or election, or within ten days after the appointment or election, or if they acted as a director pursuant to the appointment or election. Members must be present to vote. Members may not vote by proxy.
4. A director or officer may be removed from office for conduct deemed unbecoming to the Association upon a three-fourths majority vote of a quorum of the Board.
5. Conduct that could lead to removal from office includes the following but is not limited to:
a) failure to act in accordance with these Bylaws.
b) failure to attend 3 consecutive Board meetings, unless granted leave of absence by the Chairperson.
6. The Board may, at its discretion, extend the term of any member of the board who has exceeded the maximum term (6 years), upon a three-fourths majority vote of a quorum of the Executive.
7. The Alumni Development Coordinator, designated as ‘Executive Director’, shall assume all duties of a Director as a functioning member of the Association. The Executive Director will be responsible for all government and financial relations with respect to the Association. The Executive Director, in conjunction with the Alumni Board, will oversee the financial status of the Association. The Executive Director, will be able to present a full and detailed account of receipts and disbursements whenever requested by the Executive and ensures the appropriate audited financial statements are available for the Annual General Meeting.
8. Alumni Relations shall be the custodian of the Corporate Seal. The seal may be used only by the Chairperson and/or Secretary.
9. The Executive Director will ensure that a record of all the members of the Association is kept and maintained and send all notices of meetings as required. This person will also attend all meetings of the Board and ensure accurate minutes are kept of the same.
10. It shall be the duty of the Board to oversee the affairs of the Association to achieve the purposes and objectives of the Association and shall approve, in advance, any fundraising activities in the name of the Alumni Association. The Alumni Association does not have the ability to borrow money.
11. The Students’ Association Director shall act as liaison to the student body.
12. The Faculty Association Director shall act as a liaison to the Faculty Association.
ARTICLE 3 - VACANCIES OF DIRECTORS:
Should a vacancy (or vacancies) occur, the Board may appoint a person (or persons) from the Membership to fill the unexpired term(s) of office.
ARTICLE 4 - EXECUTIVE OFFICERS:
Executive Officers will be comprised of the following positions and will be elected annually by the Board at the first meeting immediately following the Annual General Meeting:
ARTICLE 5 - DUTIES OF EXECUTIVE OFFICERS:
1. Past-Chairperson shall attend Board meetings and give counsel and assistance consistent with service as a member of the Board.
2. The Chairperson shall be an ex-officio member of all committees and shall preside at all meetings of the Board.
3. At the end of the Chairperson’s term of office a written and oral report shall be submitted to the Board. The Chairperson shall ensure that all officers fulfill their duties as well authorizing the Alumni Development Coordinator to pay all accounts and shall have a good working knowledge of the Association.
4. The Vice-Chairperson shall attend all meetings. In the absence of the Chairperson, the Vice-Chairperson shall assume all the duties and responsibilities of the Chairperson and shall assist and advise the Chairperson in all working matters of the Association.
5. The Minutes and records of the Association shall be available for inspection by any members in good standing, in the office of Alumni Relations at Red Deer College during regular business hours.
ARTICLE 6 - ELECTIONS:
1. Nominations shall be submitted to the Executive Director prior to or during the Annual General Meeting.
2. Voting shall be done by a show of hands. All members have the right to vote in person, by a show of hands at any general or special meeting of the society.
3. The Executive Director shall assume the position of Chief Returning Officer or the Board shall appoint the CRO by a two-thirds majority vote of the Board.
4. The Chief Returning Officer shall:
a) In the event the Executive Director cannot act as the Chief Returning Officer one can be appointed at the last Board Meeting prior to the Annual General Meeting.
b) Conduct the election as governed by Robert’s Rules of Order.
5. Candidates standing for election shall:
a) Appoint an official scrutineer for the election process.
b) Make a maximum two (2) minute address to the Annual General Meeting.
c) Leave the room during the voting process.
6. The Chief Returning Officer shall take any appropriate remedial action in the event of any violations of the election rules and procedures, subject to the ratification of a majority vote at the Annual General Meeting.
7. Immediately following the adjournment of the Annual General Meeting, the incumbent directors and newly elected directors will meet to determine the positions of Chairperson, and Vice-Chairperson, as in Article 6.4b.
ARTICLE 7- SIGNING AUTHORITIES:
Chairperson, Vice-Chairperson, Secretary Treasurer, the President of Red Deer College and the Vice-President, Enterprise & Community Relations and Director, Community Relations shall have signing authority. Two signatures are required on all documents, one of which must be either the Chairperson, Vice-Chairperson or Secretary/Treasurer and one of which must be the Alumni Development Coordinator (Executive Director) or the Vice-President, Enterprise & Community Relations or the Director, Community Relations.
ARTICLE 8 - REMUNERATION:
There shall be no remuneration paid to any member, officer or director of the Board.
ARTICLE 9 - APPOINTMENT OF AUDITOR:
1. The auditor of the Association shall be appointed at the Annual General Meeting. The fiscal year of the Association shall be from July 1 to the following June 30 at which time the accounts shall be audited.
2. The books, accounts and records of the Association shall be audited at least once each year by a duly qualified accountant appointed by RDC. A complete and proper statement of the standing of the books for the previous year shall be submitted by such auditor at the Annual Meeting of the society. The fiscal year end of the society in each year shall be June 30.
3. The books and records of the society may be inspected by any member of the society at the Annual Meeting or at any time upon giving reasonable notice and arranging a time satisfactory to the officer or officers having charge of same. Each member of the Board shall at all times have access to such books and records.
ARTICLE 10 - MEETINGS:
1. The Annual General Meeting shall be called once a year between September 1 and November 30. Notice shall be given in the local press or through the medium of the Alumni’s newsletter at least thirty (30) days prior to the date of the meeting.
2. A Special Meeting may be called by the Board or any twenty (20) general members, provided that no less than thirty (30) days prior notice shall be given.
3. A quorum at an Annual General Meeting shall require a minimum of fifty per cent (50%) plus one (1) of the members of the Board plus at least one (1) additional member at large.
4. A quorum at a Board or Special Meeting shall be a minimum of fifty per cent (50%) plus one (1) of all the members of the Board.
5. Procedure shall be governed by Robert’s Rules of Order.
ARTICLE 11 - APPOINTMENT OF COMMITTEES:
The Board may appoint such standing committees and ad hoc committees as are required from time to time.
A. BOARD STANDING COMMITTEES:
1. Board Standing Committees will meet at the discretion of the Chair on an as-needed basis.
2. The Board is responsible for assigning terms of reference to each Standing Committee.
3. The Standing Committees shall have as members at least two (2) Directors and one (1) staff member of the division of Alumni Relations.
4. The Standing Committees shall serve an advisory function and report at all regular meetings of the Board.
B. AD HOC COMMITTEES:
1. Ad Hoc Committees can be created at the discretion of the Board as a sub-committee of an existing Standing Committee of the Executive.
2. The board will define the scope and duration of any sub-committee.
3. Sub-committees must have at least one (1) Director and (1) Community Relations staff member but can include General members, Associate members and non-members.
ARTICLE 12 - AMENDMENT OF BYLAWS:
1. Notice of any proposal to amend these Bylaws shall be given notice of motion to the Chairperson at least thirty-five (35) days prior to the date of the Annual General Meeting or Special Meeting. Bylaws can only be changed by a special resolution of the members.
2. Amendments to these Bylaws shall require a three-fourths majority vote of all members present and voting at any Annual or Special meeting of the Association.
The Red Deer College Alumni Association Society Bylaws presented on this webpage are current as of May 2014
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