Alumni Association By-Laws
KEYSTONE COLLEGE NATIONAL ALUMNI ASSOCIATION
CONSTITUTION and BY-LAWS
ARTICLE I - Name and Principal Office
Section 1: Name of the Association
This organization shall be known as the Keystone College National Alumni Association, commonly known as KCNAA (the "Alumni Association").
Section 2: Principal Office of the Association
The Keystone College (the "College") Alumni Office, which is located on the campus of Keystone College, One College Green, La Plume, Pennsylvania, 18440, shall serve as the mailing address and coordination center of the National Alumni Association. All books and records pertaining to the Alumni Association shall be kept at the Alumni Office. The Alumni Association is an entity of Keystone College, a non-profit, non-commercial, non-sectarian, organization.
ARTICLE II - Purpose
Section 1: Purpose of the Alumni Association
- The purposes of the Alumni Association are:
a. to promote the interests of the College by enlisting the support and participation of all the College's Alumni,
b. to promote good will, harmony, and cooperation between the College and its alumni,
c. to assist in bringing qualified students of high promise to the College as students,
d. to promote and support fund raising that is consistent with these purposes and policies
e. to communicate information concerning the College, including activities and achievements to alumni,
f. to consider and act upon all matters referred to the Alumni Association by the Board of Trustees, administration or faculty of the College that is consistent with these purposes and policies.
ARTICLE III -Membership
Section 1: Membership of the Alumni Association
- All persons who have attended or are graduates of Keystone College, Keystone Junior College or Keystone Academy shall be considered members of the Alumni Association.
- All honorary degree recipients are honorary members of the Alumni Association. Honorary members may neither hold office nor vote.
ARTICLE IV - Officers of the Association
Section 1: Elections and Terms of Office
- a. Elections of the Board officers shall take place in the last Board meeting of the fiscal year. Officers shall be nominated by the Nominations and Board Development Committee to serve a two (2) year term. Additional nominations may be added to the slate by the directors when it is presented. The Trustee Liaison shall be appointed by the Board of Trustees of the College to serve on the Executive Committee.
- b. All officers shall be, and continue to be throughout their terms of office, sitting members of the Board. Should a President be elected to a two (2) year term while only having one year remaining on his or her term as a board member, the board term would be extended one additional year.
- c. No officer shall serve more than one (1) consecutive two (2) year term in the same office, but shall not be barred from election to a different office. No person shall hold more than one (1) office at a time. This limitation shall not be applied retroactively, but shall only apply to terms begun after the adoption of this Section.
Section 2: Duties of Officers
- President: The President shall preside at all Alumni Association and executive committee meetings. The President shall be a member, ex officio, of all committees. The President shall appoint all committee chairpersons or direct a method for their selection. The President shall perform such duties as the by-laws may require, including the following duties, which shall be carried out with the advice and consent of the Director of Alumni Outreach: creation of the agenda for each Alumni Association and executive committee meeting, provision of leadership in the recruitment of alumni to active membership in the Alumni Association, and representation of the Alumni Association.
- Vice President: The Vice President shall perform the duties of the President in the absence, temporary inability, or resignation of the President, and other such duties the President may from time to time designate. He/She shall supervise and coordinate the work of all standing committees as needed, and shall recommend to the President individuals for selection as chairpersons and committee representatives for all standing committees.
- Treasurer: The treasurer shall work with the Director of Alumni Outreach to report on the financial status of the Alumni Association accounts maintained by the College. All KCNAA financial accounts will be held at the College.
- Secretary: The secretary shall be responsible for recording the minutes of the proceedings of the Alumni Association and of the executive committee. He/She shall submit a draft of the minutes of all Alumni Association meetings to the Director of Alumni Outreach for distribution to the Board.
Section 3: Replacement of Officers
In the event of the resignation, dismissal or death of any officer, it shall be filled by a majority vote of the Executive Committee, after consultation with the Nominations and Board Development Committee. Any replacement officer so appointed shall serve out the remaining term of office. More than two absences of an officer from regularly scheduled meetings of the Executive Committee in one fiscal year shall be reason for dismissal.
ARTICLE V - Meetings
Section 1: Annual Meeting of the Association
The Annual Meeting of the Alumni Association shall be designated by the Board of Directors.
Section 2: Regular Meetings of the Board of Directors
Including the Annual Meeting, there shall be at least four meetings during each fiscal year with the dates and times to be designated by the Board of Directors. Directors may attend any meeting in person or by conference call.
Section 3: Special Meetings
Special meetings may be scheduled by majority vote of the Executive Committee or College Administration who shall determine the manner of notice to be given to the membership.
Section 4: Meeting Procedure
The President shall preside at all meetings of the Alumni Association. In the event the President is unable to preside, the Vice President shall preside. At any meeting, the following shall be the order of business, subject to modifications by the presiding officer:
- Call to order.
- Acceptance of the minutes of previously distributed minutes of meetings (use of electronic distribution, will permit members to review the minutes prior to the meeting.)
- Reports and actions thereon.
ARTICLE VI - Board of Directors
The Keystone College National Alumni Association Board of Directors is the representative body of the National Alumni Association and works in partnership with the Alumni Office on alumni issues, events and programming for Keystone College. The Board of Directors as the governing body of the Association represents the alumni community of Keystone College to the College. The Board of Directors manages the affairs of the Alumni Association in accordance with the stated purpose of the Association and the mission of the College.
Section 1: Membership
The Board of Directors of the Alumni Association shall consist of 24 members. One member of the Board will be appointed by the Board of Trustees to serve as the Trustee Liaison. The Director of Alumni Outreach will serve as an ex officio member. Up to three members of the Board shall be non-voting student representatives (at least one appointed by Student Senate).
Section 2: Duties of the Directors
- Attend and participate in at least three of the four scheduled board meetings each year. Directors who miss more than two Board meetings one fiscal year will be contacted and subject to dismissal.
- Participate in at least one committee of the Board.
- Contribute a financial gift annually to Keystone College.
Section 3: Duties of the Director of Alumni Outreach
The Director of Alumni Outreach shall be a staff member of the College's Office of Institutional Advancement who will serve as a liaison between the Alumni Association and the College. The Director of Alumni Outreach is an ex officio member of the Board and all its committees. Specific responsibilities include: facilitating communication between the Board and the College, coordinating of local and regional activities, and other such duties as may be required.
Section 4: Elections and Terms of Office
One-third (1/3) of the seats on the Board shall be eligible for election each year. Directors will be elected to serve for a three (3) year term. No person shall serve more than two full terms in succession. The Nominating and Board Development Committee will choose a slate of nominees for election and present it to the Board. There shall be no limit to the number of candidates on the ballot. The Association-at-large will have the opportunity to cast ballots, either through email or via paper ballot. The new Board of Directors will be announced at the May Board meeting and will begin serving their term on June 1st. The exception to this section is the student representation on the Board; those members shall serve for the school year elected, and may be re-elected in subsequent school years until the student is no longer eligible due to graduation or departure from the College.
Section 4: Replacement of Directors
In the event of a vacancy on the Board, the Nominations and Board Development Committee shall present a candidate to fill the remainder of the term. The candidate shall be approved by a favorable vote of the Board. More than two absences from regularly scheduled meetings of the Board of Directors in one fiscal year shall be deemed to create a vacancy.
ARTICLE VII - Executive Committee
Section 1: Purpose of the Executive Committee
The executive committee shall be the governing body of the Alumni Association and shall be empowered to act on behalf of the Alumni Association except to the extent and as specifically reserved to the Alumni Association in these by-laws. The committee shall keep the Board of Directors informed of any actions taken.
Section 2: Membership of the Executive Committee
The Executive Committee shall consist of the President, Vice President, Treasurer, Secretary, Immediate Past President, Trustee Liaison, and Director of Alumni Outreach (non-voting).
Section 3: Meetings of the Executive Committee
The executive committee shall hold regular quarterly meetings and may hold special meetings as needed.
ARTICLE VIII - Committees
Section 1: Membership and Duties
Each standing committee shall consist of two or more members of the Board of Directors. Each standing committee, through its chairperson or a representative of the chairperson, shall report on its activities to the Board of Directors at regular quarterly meetings. Each standing committee shall take charge of and execute such directions as may be given to it by the executive committee. No standing committee shall proceed with any business or matters before it, or initiate any new projects, except with the authorization of the Alumni Association Board or of the executive committee.
Section 2: Selection of Chairpersons
In June of each year, with the approval and consent of the executive committee, the President, after consultation with the Vice President, shall appoint chairpersons and members of the standing committees or direct a method for their selection. In addition, the President, after consultation with the Vice President, shall have the authority to fill any vacancies occurring in the standing committees during the course of the year.
Section 3: Standing Committees
The standing committees shall be:
a. National Alumni Association Scholarship Committee
The Scholarship Committee shall propose the guidelines for reviewing applicants and awarding scholarships. This Committee will consider students' qualifications for scholarship(s) and recommend candidates to the College's Financial Aid Office for approval in order to present to the Board of Directors.
b. Nominations and Board Development
The Nominations and Board Development Committee shall be responsible for periodically (at least every two years) reviewing the by-laws. In addition, this Committee will oversee nominations and conduct elections in accordance with these by-laws.
c. Alumni Activities
The Alumni Activities Committee shall design and implement opportunities for alumni to communicate, network, and socialize through special events and programs on and off campus. This Committee will also encourage involvement of young alumni and current students.
The Development shall promote and support fundraising activities on behalf of Keystone College.
f. Awards and Benefits
The Awards and Benefits Committee shall recognize and acknowledge distinguished alumni for outstanding service to Keystone College and for extraordinary accomplishments which bring honor to Alma Mater and pride to all alumni. This Committee will also review membership benefits and propose new alumni benefits to the Board for consideration.
- Other Committees
Committees will be reviewed annually by the Executive Committee and additional committees may be appointed at the discretion of the President or by a favorable vote of the Board of Directors.
ARTICLE IX - Alumni Chapters
The purpose of the Alumni Chapters shall be to carry out the purpose of the Alumni Association.
Section 1: Formation of Alumni Chapters
A regional Chapter of the Alumni Association may be formed by any four (4) alumni with the approval of the executive committee. Each Chapter shall register with the Alumni Association through the Alumni Office.
Section 2: Governance and Officers of Alumni Chapters
Each Chapter shall determine its organization and procedures consistent with the by-laws of the Alumni Association. Each Chapter shall hold a meeting at least once a year. The officers of the Chapter shall be elected from the membership of the Chapter. Each Chapter shall report the name and term of office of each Chapter officer to the Director of Alumni Outreach.
Section 3: Communication with Alumni Chapters
The Alumni Office shall serve as the primary channel of communication between the regional Chapters and the Alumni Association. Any change of status regarding a Chapter shall be reported to the Director of Alumni Outreach. Each Chapter shall provide at least an eight week notice of Chapter events or projects to the Alumni Office.
ARTICLE X - Parliamentary Authority
Robert's Rules of Order, Newly Revised, shall govern all meetings of the Alumni Association, including the establishment of a quorum. Any action of the Alumni Association shall require a majority vote of the members present at the meeting. Directors may attend any meeting in person or by electronic communication.
ARTICLE XI - Amendments
Section 1: Procedure for By-Law Amendments
Proposed amendments to these by-laws may be initiated from time to time by the executive committee and any voting member of the Alumni Association. Any proposed amendment shall be submitted in writing, signed by the initiating party, and submitted to the director of alumni outreach for approval at the next scheduled quarterly meeting of the Alumni Association. The proposed amendment will be provided to each member at least 5 days in advance of such a vote.
Section 2: Voting on Proposed By-Law Amendments
A proposed amendment may be voted on at a quarterly meeting of the Alumni Association or at any special meeting duly called in accordance with these by-laws. Adoption of the proposed amendment shall require a Two-Thirds vote of the members present and voting. The amendment will then be brought by the Trustee Liaison to the Board of Trustees for approval. Any changes to the by-laws will be posted on the alumni portion of Keystone College's website.