South Mountain Community College Alumni Association BY-LAWS

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1 South Mountain Community College Alumni Association BY-LAWS MISSION STATEMENT The SMCC Alumni Association exists to provide opportunities for former students and friends of SMCC to continue their relationship with the college, to build relationships with alumni and friends, and to support and promote the goals and objectives of the college in the greater Phoenix area and beyond. ARTICLE 1-THE ASSOCIATION Section 1: Name The name of the organization shall be the South Mountain Community College Alumni Association. (SMCCAA) Section 2: Association Year The Association year shall be from July 1 of each year to June 30 of the following year which coincides with the fiscal year of the Maricopa Community College Foundation. Section 3: Office of the Association The offices of the Association shall be located on the main campus of South Mountain Community College, 7050 S. 24 th St, Phoenix, Arizona, Section 4: Nondiscrimination Statement The South Mountain Community College Alumni Association and the Maricopa Community College District do not discriminate on the basis of race, color, national origin, sex, handicap, or age in application, admission, participation, access and treatment of persons in instructional or employment programs and activities. ARTICLE 11 Finances Section 1: Affiliation with the Maricopa Community College District Foundation The South Mountain Alumni Association will affiliate with the Maricopa Community College Foundation (MCCDF) for the purpose of accumulating, controlling and distributing scholarship funds for Alumni Association student recipients. Section 2: South Mountain Community College Fund 9 a) The South Mountain Community College Alumni Association will deposit all of its money from dues and fund raising activities, with the exception of scholarship money, in a SMCC Fund 9. b) The Alumni Association funds may only be allocated to projects and expenditures approved by the South Mountain Community College Alumni Association Board of Directors and/or the SMCC Alumni Association President. c) Any withdrawal of funds must have the signature of the SMCC Alumni Association President and one other member of the Board of Directors. 1

2 ARTICLE III- MEMBERSHIP Section 1: Regular Membership Any person who holds a degree, diploma, certificate, or has completed a course at South Mountain Community College campus is eligible for membership. Section 2: Associate Membership Associate members shall be comprised of faculty and staff of the College who do not qualify for regular membership, and spouses of regular members. Associate members of the Association will not have voting privileges. Section 3: Honorary Membership Honorary Membership may be conferred upon persons who have distinguished themselves by service to the Alumni Association and/or the College. The Board of Directors will have the authority to offer such Honorary Memberships. Honorary members of the Association will not have voting privileges. Section 4: Corporate Membership Corporate membership may be offered to businesses and industries who have befriended SMCC. Corporate membership shall entitle three (3) individuals from the chosen business or industry to receive the membership benefits offered through the Alumni Association. The Board of Directors will have the authority to offer such Corporate Memberships. Corporate members of the Association do not have voting privileges. Section 6: Rights and Privileges Regular Membership entitles one to vote and hold office, serve on committees and enjoy all other rights and privileges of an Association membership. Associate, Honorary and Corporate Memberships entitles one to enjoy all the rights and privileges of a Regular Membership, except the right to vote or hold office Section 7: Membership Card /Dues Membership in the SMCC Alumni Association is $10.00 annually. Upon completion of the Personal Information Form, a membership card will be mailed to the alumnus and the alumnus will be officially enrolled as a member of the Alumni Association with the all the rights and privileges thereof. Section 8: Renewal Membership Amendments to By-Laws May 23, The SMCC Alumni Association membership is renewed annually by making a minimum $10.00 contribution to the SMCC Alumni Association scholarship fund. This can be done online through the SMCC website under Alumni and Donors or Maricopa Community College Foundation by selecting SMCC Alumni Scholarship. Also, a check can be sent to the Maricopa Community College Foundation. Write SMCC Alumni Scholarship fund in memo line. ARTICLE IV-OFFICERS Section 1: The Officers of the Association The officers of the Association shall come from the membership of the Association, shall be in good standing with the Association, and shall have participated actively in the Association. The officers will consist of a President, Vice President/President Elect, Secretary, and Treasurer. 2

3 Section 2: Duties of the Officers of the Association The President shall preside at each meeting of the Association as well as at each meeting of the Executive Committee. The President shall perform such duties as may be assigned to the office either by the Association duly convened or by decision of the Executive Committee unless otherwise provided and shall perform other duties that develop in keeping with the purpose of the Association. The President shall appoint all taskforces unless otherwise provided. The President shall be an ex-officio member of all committees/taskforces, except the Nominating Committee. The Vice-President/President Elect shall assume the duties of the President in case of the President s absence. The Vice President shall assist the President and perform such additional duties as the President or the Executive Committee may designate. The Vice- President/President Elect will become the President of the Association at the end of the current term of the outgoing President or at such time as the office becomes vacant. The Secretary shall record the minutes of the meetings of the Association and Executive Committee. In addition, the Secretary shall keep all records of the activities of the Association and other duties as may be developed by the Executive Committee or Association. The Treasurer will work in conjunction with the College to keep an accurate account of all membership dues and funds from other sources. The Treasurer shall render reports to the Executive Committee and the Association giving itemized statements of the accounts of the Association. The President and the Treasurer will sign check requests for funds only upon the order of the Executive Committee. Section 3: Nominations and Voting Thirty days prior to the annual meeting, a nominating committee shall publish a slate of candidates for officers and directors- at-large along with their resumes. Additional nominations may be made from the floor providing prior consent to serve has been given by the person(s) being nominated. The slate for Association Offices and current vacancies of Directors-at-large shall be voted on at the annual meeting. The Officers and Directors-at-large shall be elected by a majority vote of those regular members attending the annual meeting of the Association. Section 4: Term of Office All officers of the Association shall be elected for two-year terms beginning July 1 and ending June 30 each year. Officers, with the exception of the President, may be re-elected to two consecutive term in the office currently held. Section 5: Vacancy In case of a vacancy in the office of President, the Vice President/President Elect shall become President. A vacancy in any other office will be filled through an appointment by the Executive Committee. The Board of Directors, by two-thirds vote of all its members, may remove any officer from office. 3

4 ARTICLE V-BOARD OF DIRECTORS Section 1: Description The governing body of this Association shall be the Board of Directors. The Board of Directors shall have supervision, control and direction of the affairs of the Association, its committees and publications; shall determine its policies or changes therein; shall actively pursue its objectives and supervise the disbursement of its funds. The board may adopt such rules and regulations for the conduct of its business as shall be deemed advisable, and may, in the execution of the powers granted, delegate certain of its authority and responsibility to the Executive Committee. Section 2: Composition of the Board of Directors The Board of Directors shall consist of the officers of the Association (named in Article IV, Section 1), the Immediate Past President of the Association, and six (6) Directors at Large elected by the voting membership. Committee Chairpersons and the SMCC alumni coordinator shall be ex-officio members without the right to vote. The number of Directors fixed at six (6), may be increased or decreased by a two-thirds vote of the entire Board of Directors and/or by a two-third vote of Associate Alumni at an annual meeting. Any such vote shall specify the terms of the additional directors to assure continuity on the Board of Directors. Section 3: Length of Term Directors-at-large shall serve for a term of three (3) years or until successors have been elected and assume office. For the initial Directors at Large the terms will be as follows in order that a rotation be established: two Directors at Large will be elected for two years, two elected for three years, and two elected for four years. Section 4: Selection of the Board Members-at large The Nominating Committee shall present at least one (1) nominee for each seat on the Board which is vacant or is about to expire to the Alumni Association who will then vote on the nominees as per Article IV, Section 3. Section 5: Quorum At any meeting of the Board of Directors, a majority of the voting members of the Board present shall constitute a quorum for the transaction for the business of the Association and any such business thus transacted shall be valid providing it is affirmatively passed by a majority vote of those present and voting. Section 6: Board Meetings A regular meeting of the Board of Directors shall be held quarterly. Notice of all such meetings shall be given to the Directors not less than thirty (30) days before the meeting is held. Special meetings of the Board may be called by the President or at the request of twentyfive percent (25%) of the Board of Directors, provided each member of the Board has been notified by US mail, telephone, fax, or not less than seventy-two (72) hours before the meeting is held. Action by the Board of Directors without a meeting: Any action required or permitted to be taken at a Board meeting, may be taken without a meeting if all directors consent thereto in writing. Such consent shall have the same effect as a unanimous vote of the directors of the Association. 4

5 Meetings by conference telephone: Any member of the Board of Directors may participate in any meeting by means of a conference telephone or similar communication equipment whereby all members participating in such a meeting can hear one another. Such participation shall constitute attendance in person. Any member of the Board of Directors who is absent form three (3)consecutive meetings without good cause shall be deemed to have officially resigned from service on the Board of Directors thirty (30) days after having been given written notice, and shall be replaced under provision Article V, Section 9. Section 7: Voting rights Voting rights of a Director shall not be delegated to another nor exercised by proxy. Section 9: Vacancy Occurring during a Term Any vacancy occurring on the Board of Directors prior to the completion of the elected term will be filled in the following manner: The nominating committee will submit to the Executive committee a minimum of two (2) possible candidates for the position. The Executive Committee will select one person from the nominees to serve out the unexpired term of his or her predecessor. The Board of Directors may remove any Director-at-large by an affirmative two-thirds vote present at any regular or special meeting. Section 10: Compensation Directors and elected officers shall not receive any compensation for their services. ARTICLE VI COMMITTEES Section 1: The standing committees of the Association shall be the Executive Committee, Activities/Fund Raising Committee, Membership/Nominating Committee, Scholarship Committee, and Publication Committee. All committees, other than the executive committee, shall be appointed by the Executive Committee. Other committees may be developed as needed. Section 2: The Executive Committee The Executive Committee shall be composed of the Past President, and the current officers - President, Vice President/President Elect, Secretary and Treasurer. The current officers shall be the voting members of the committee. The non-voting members of the committee shall be the Past President, the Parliamentarian and the South Mountain Community College Alumni Advisor. Section 3: Activities/Fund Raising Committee The Activities/Fund Raising Committee shall be responsible for planning and implementing alumni events that bring alumni together in social and friend-building environment. At least one on the events will be a fund-raising event. There is to be a minimum of one annual alumni event per year. Section 4: Membership/Nominating Committee The Membership/Nominating Committee will be responsible for developing and implementing strategies to increase membership of the Association and will assist the College in maintaining an active membership roll. The committee will also submit, annually, after 2010, a slate of candidates for the offices of President, Vice President/President Elect, 5

6 Secretary, Treasurer and Directors-at-large to the Executive Committee to be presented and voted on at the annual Association meeting. Refer to Article IV, Section 3. Section 5: Scholarship Committee The Scholarship Committee will establish the scholarship requirements (subject to the approval of the Executive Committee), generate scholarship applications, and review and select students to be recommended to the Board of Directors for the Alumni Association Scholarships. Section 6: Publication/Alumni Website Committee The Publication Committee will be responsible for planning and publishing the Alumni newsletter and other publications as appropriate. The Committee will work with the SMCC Marketing & PR Department in monitoring the Alumni website. Publicity deemed necessary for the Association will also be the work of this committee. All publications and publicity will need to be pre-approved by the SMCC Marketing & PR Department. ARTICLE VII MEETINGS OF THE ASSOCIATION Section 1: Annual Meeting The annual meeting of the Association shall be held at such a place and on such a date in the month of February, as to be determined by the Executive Committee. Notice of the meeting and an agenda for the meeting shall be made at least 30 days prior to the meeting. Section 2: Quorum The members of the Association present at the annual meeting shall constitute a quorum for the transaction of business. Unless otherwise specifically provided by these By-Laws, a majority of those regular members present and voting shall govern. Section 3: Manner of Voting The voting on all questions that come before the Association shall be by voice vote after a statement of the issue by the presiding officer. However, the presiding officer may direct that votes be taken by show of hands or by written ballot. All actions taken by the said members shall be implemented by the Board of Directors. Section 4: Rules of Procedure The current edition of Roberts Rules of Order shall be the final source of authority for parliamentary procedure for the Association. The President shall function as parliamentarian for such matter concerning interpretation of Roberts Rules of Order as they relate to the resolution of any procedural disputes. ARTICLE VIII - AMENDMENTS TO BY-LAWS Section 1: Process An amendment to the By-Laws or a repeal of a By-Law may be proposed by the Board of Directors or upon petition by ten (10) percent of the active members. A written copy of the proposed amendment must be provided to the Board thirty (30) days prior to the annual meeting where the amendment is an agenda item. The proposed changed will be presented at the annual meeting and approved by a two-thirds (2/3) affirmative vote and thus change the By-Laws. 6

7 Section 2: Notification Any amendment adopted by the Board shall be printed in the next South Mountain Community College Alumni Association publication and be posted on the Alumni website. 7