Pitt Community College Alumni Association DRAFT DOCUMENTS Charter pages 2-3 By-Laws pages 4-7 Job Description pages 8-14 Director, PCC Alumni Association 1
Alumni Association Pitt Community College Charter of the I. Purpose/Mission Building a tradition to reconnect and engage alumni through loyalty and commitment to the future of PCC. II. Membership Membership shall be divided into two classifications voting membership and nonvoting membership: 1. Voting Membership shall be comprised of members in good standing of the PCC Alumni Association. 2. Non-voting members of the association shall include those members not in good standing. III. Meetings Meetings for board shall be held during the fiscal year with a minimum of 4 per year. Outside of the fiscal year, meetings shall be at the President s discretion. Regular meetings shall be scheduled 1 ½ hours hours in length. All meetings shall be run according to Robert s Rules of Order except as stated herein. The PCC Alumni Association s fiscal year is July 1-June 30. Committees shall meet a minimum of 4 times per fiscal year. One-third of the voting board shall constitute a quorum.. A simple majority shall govern except as stated herein. IV. Officers and Committees The Officers shall be the Chair, the Vice Chair, the Treasurer/Secretary, and Past Chair each of whom shall be elected for a term of one year, except Vice Chair who will step into Chair role. Officers may stand for reelection. Only alumni are eligible for election to offices. Officer elections shall be during the final meeting of the fiscal year. Newly elected officers shall assume their duties at the first meeting of the new fiscal year. The Executive Committee shall consist of the Officers and one SGA representative. The Executive Committee shall have the power to conduct all regular business of the Committee during the interim between meetings. 2
Officers responsibilities: Chair Shall call for and preside over all meetings. Serve on Foundation Board. Shall be the chief executive and representative in all public affairs. Shall appoint all committee chairs. Shall meet regularly with Director of Alumni Association The Chair can appoint Special committees as the occasion demands. Vice President/Chair Elect Shall assume the responsibilities of the President in his/her absence. Shall coordinate and supervise the activities of any and all committees of with the exception of the Executive Committee. Shall plan the board retreat Shall assume the role of Chair after serving term as vice chair Treasurer/Secretary Shall work closely with Foundation staff and finance committee in order to accurately report financials Shall work with Foundation staff and finance committee to submit an annual financial report detailing all monies received and spent. Shall keep a record of all Executive Committee meetings, and shall distribute minutes of all meetings to members in a timely manner. Shall be responsible for all official correspondence, invitations, etc. Shall perform other duties assigned by the Executive Committee. V. Amendments Bi-annually, the Chair shall appoint a committee to review the Charter and By-Laws in order to recommend amendments if needed. This charter may be amended, altered or repealed by the action of Executive Officers at any regularly stated meeting provided notice has been introduced at a previous meeting or written notice given to each member one month in advance. Amendments to the Charter require a 2/3 majority. Votes on amendments may be cast by proxy prior to the meeting by any voting member via notification of the secretary in writing. 3
Bylaws of the Pitt Community College Alumni Association Article I: Name The name of this organization shall be the Alumni Association of Pitt Community College, hereafter referred to as the PCC Alumni Association. Article II: Purpose The purpose of the PCC Alumni Association is to develop, provide, direct and support opportunities for alumni to connect as students and to remain connected to PCC and to each other; to promote lifelong learning and professional growth; and to promote and support Pitt Community College and its divisions, programs and activities; and, to advise and support the President of the College and his Leadership Team. Our mission is building a tradition to reconnect and engage alumni through loyalty and commitment to the future of PCC. Article III: PCC Alumni Association Organization and Responsibilities Section 1: Organization a. The PCC Alumni Association is chartered by the President and Board of Trustees and affiliated with Pitt Community College and Pitt Community College Foundation. b. The PCC Alumni Association is a constituent group of alumni and friends who invest in annual or lifetime membership dues paid to the PCC Alumni Association by individuals who are former, current students, or friends of the college who indicate their commitment to affiliation with the PCC Alumni Association. Section 2: Responsibilities Responsibilities of the PCC Alumni Association shall be to coordinate programs, events, outreach and communication for and with alumni of Pitt Community College (including members and non-members) and for current students. The PCC Alumni Association shall award Outstanding Alumni Awards each year. The Association shall also serve in an advisory capacity to the President of Pitt Community College. Article IV: Membership A member is defined as an individual who has paid lifetime or annual Association dues as prescribed by the PCC Alumni Association. Any PCC graduate, former student, current student, or friend of the College is eligible for membership in the PCC Alumni AssociationMembership in the PCC Alumni Association shall be available without regard to race, sex, color, creed, national origin or sexual orientation. All Board of Directors must be members of the alumni association. Article V: Officers 4
Section 1: Titles The officers of the PCC Alumni Association shall be Chair,Vice Chair, Secretary/Treasurer, and Past Chair. This group of officers will be known as the Executive Board. These offices shall be voted on by ballot provided to the membership each spring. The qualified candidate receiving a plurality of the votes from the membership will serve. Section 2: Terms a. All officers typically serve a one-year term. b. The term of service is from the first through the final meeting of the Fiscal Year (July 1 through June 30). c. Officers will normally serve no more than two consecutive terms in any one office. d. The Chair-Elect automatically becomes Chair at the end of the Chairs term. Section 3: Duties a. The Chair shall coordinate meetings necessary to formulate, develop, and implement plans and strategies of the association. He or she will lead the PCC Alumni Association Board in furthering the Association s purpose (mission). In conjunction with Pitt Community College Staff and PCC Alumni Association leadership, it is the responsibility of the President to lead and provide direction to the organization and interpret and redefine the purpose and mission as necessary. b. The Chair-Elect shall fulfill the duties of Chair in the event of the Chair s absence. c. The Vice Chair shall be responsible for representing the Association at the request of the Chair. The Vice Chair will also plan board retreat annually. d. The Secretary/Treasurer shall keep the minutes of organization meetings and draft correspondence regarding alumni events. In addition the Treasurer will work with Foundation staff and Finance Committee to prepare financials each meeting. Section 4: Fulfillment of Duties If an officer cannot fulfill his or her duties, he or she will resign to the PCC Alumni Association Executive Board. In the event of a resignation, a majority of the remaining executive board may appoint a replacement. Article VI: Executive Board The PCC Alumni Association Board shall consist of alumni from Pitt Community College or individuals in the community. who are recommended/nominated by board members, members, or any community member.all potential board members must be approved by executive committee and voted on by full membership. All Board members shall be members in good standing of the PCC Alumni Association. They shall serve three-year terms. The Executive Board shall consist of no fewer than 12 and no more than 25 members representing different majors, certifications, professions and class years. Nominations for Board Members will be solicited from current board members, the 5
executive committee, PCC faculty and staff, and the community each year and invitations to serve will be extended in the Spring. Terms of office extend from July 1 to June 30 and Board members normally serve no more than two consecutive terms on the Board, however, board members may request additional terms of service. Board members are expected to serve on a committee during their term to retain good-standing. Article VII: Committees Section 1: Standing Committees a. There shall be four standing committees of the PCC Alumni Association; the Memberships/Affinity/Benefits Committee, the Finance Committee, the Awards Committee, Fundraising, Events, & Community Development Committee. b. Members of the committees may be Board members who select service on a particular committee or they may be non-board members appointed by the executive committee and recommended by the board of directors, faculty/staff, or other community member. Subsequent appointment to a committee is made by the executive committee. c. All committee members shall be dues paying members of the PCC Alumni Association. Section 2: Committee Duties a. The Program Committee shall be responsible for developing a yearly plan for programs and events designed to reconnect PCC alumni to Pitt Community College. The programs may be social, educational or professional in nature and may also include and involve current PCC students. b. The Advisory Committee shall provide alumni feedback, input and advice to the President of Pitt Community College in matters related to the advancement of the College. Members of the Advisory Committee do not have to be current Board Members and may be asked to serve by either the executive committee or through recommendation of President of PCC to the executive committee. c. The Awards committee shall solicit and accept nominations for the PCC Distinguished Alumni Award. The Committee will review submitted nominations and select a recipient for the award each year. The committee will work with the President of PCC on the planning and implementation of the award presentation. d. The Membership Committee shall develop a plan for enhancing services/benefits available to members of the PCC Alumni Association. Working with the Officers, the Membership Committee may develop a membership marketing plan to increase membership in the PCC Alumni Association. 6
ARTICLE VIII: DISSOLUTION In the event of dissolution of the PCC Alumni Association, after payment of any debts, any remaining assets of the Association will be turned over to the PCC Foundation with documentation to the PCC President for the specific purpose of alumni outreach and communication. 7
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