GVSU Alumni Association Bylaws

Bylaws

Article I - Name
The name of the organization shall be the Grand Valley State University Alumni Association.

Article II - Purpose

The Grand Valley State University Alumni Association is the organizational entity within the University representing the alumni of the University. The purpose of the Association is to promote, assist, and perpetuate the goals and objectives of Grand Valley State University. The Alumni Association represents a vital resource of the University - one for which the University has an expressed interest and a desire for further development. The alumni and the University are united through the Association by common interests, concerns, and goals. 

Article III - Location

The principal office shall be in the Alumni House and Visitor Center on the Allendale campus of Grand Valley State University, County of Ottawa, State of Michigan. The business of the Association shall be conducted usually and chiefly on the Allendale campus of Grand Valley State University, County of Ottawa, State of Michigan. 

Article IV - Membership

A.  All graduates of Grand Valley State University shall be eligible Members of the Alumni Association. Former students who have completed at least one-half the required hours for a graduate or undergraduate degree shall be eligible for Associate membership in the Alumni Association. Such persons may obtain full membership upon request to and approval by a two-thirds vote of the GVSU Alumni Board of Directors. Such membership entitles those who are qualified the rights and benefits of full membership except the right to hold Association office. They may only vote on such issues as may be placed from time to time before the entire body of the Association. 

B.  Persons who have attended GVSU but who have not completed the required credit hours for Associate membership may obtain Honorary membership upon request to and approval by a two-thirds vote of the GVSU Alumni Association Board of Directors.

C.  All persons receiving honorary degrees from Grand Valley State University, parents of alumni, friends of the University, and other persons as designated from time to time by a two-thirds vote of the GVSU Alumni Association Board of Directors shall be eligible for Honorary membership. These members shall possess all the rights and privileges as other alumni, however, they will not have the right to vote, hold office, or entitlement to the membership card.

D.  Membership of any person may be revoked at any time, when deemed by the Association Board of Directors and Executive Director to be in the best interests of the Association.

Article V - Board of Directors, GVSU Alumni Association

A.  The GVSU Alumni Association Board of Directors shall be the representative body of the Alumni Association and shall have full authority to transact business and engage in all lawful activities related to the purpose of the Alumni Association. The Board of Directors will create and maintain a long-range strategic plan for its own growth, development and governance of the organization, and work closely with the Alumni Relations Office in administration of business, regular and special events. The Board will adhere strictly to the provisions of its own mission statement, and the vision and mission statements of Grand Valley State University. 

B.  Membership - The GVSU Alumni Association Board of Directors shall consist of not less than 20 members. The membership shall include the following:

1.  At-large members whose terms are normally arranged so that one-third expires each September 30. At large candidates may be nominated by any individual or group not later than June 30. A written ballot, which includes the names and biographical information of nominees compiled by the Nomination Committee will be furnished to members of the Board of Directors no later than 30 days prior to the September Board meeting. The results of balloting will be announced at the September meeting.

2.  One representative of each Alumni Society. "Societies" are defined as groups of alumni who organize according to common interest, such as majors, athletics, year groups, or any other aspect of their college or professional experiences. Such groups may name themselves "Associations," "Chapters," or other suitable titles. Board membership will not include leaders of GVSU Regional Alumni Clubs.  For this purpose, "Clubs" are defined as groups of alumni residing in areas of concentration away from the Grand Valley State University campus.  

3.  The Immediate Past President of the Alumni Association shall serve on the GVSU Alumni Association Board of Directors until there is a new Immediate Past President.

4.  A current member of the Grand Valley State University faculty nominated by the Provost and confirmed by the Executive Committee.  The term of the Faculty Representative will be three years, with the same opportunity to extend for another three-year term as is afforded Board members.

5.   The Executive Committee shall appoint members to the GVSU Alumni Association Board of Directors to fill vacant positions for the remainder of the vacant term.

6.  Up to two current students appointed by the GVSU Student Senate may serve on the GVSU Alumni Association Board of Directors as non-voting, ex-officio members.

7.  The Director of Alumni Relations shall serve as a non-voting, ex-officio member of the GVSU Alumni Association Board of Directors, and as Executive Director of the GVSU Alumni Association.

1.  A GVSU Alumni Association Board of Directors member shall serve for a three-year term and is eligible to petition for re-election or re-appointment to one additional three-year term unless otherwise stated. After one year's absence, a past board member is eligible again for a three-year term.

2.  Any officer, GVSU Alumni Association Board of Directors member, or committee chairperson may be removed from office by a two-thirds vote of the GVSU Alumni Association Board of Directors members who are present at a scheduled board meeting. Grounds for removal may include, but are not limited to, absence from two consecutive meetings of the GVSU Alumni Association Board of Directors without reasonable cause.

3.  Any officer, GVSU Alumni Association Board of Directors member, or committee chairperson who is unable to perform the duties of his/her office, may resign by submitting a letter of resignation to the President of the Alumni Association.

1.  The GVSU Alumni Association Board of Directors shall meet at least four times each year, at such date, time and place as the Executive Committee shall designate in a calendar published annually. Special meetings of the GVSU Alumni Association Board of Directors may be scheduled at any time by majority vote of the Executive Committee or on petition of over half of the GVSU Alumni Association Board of Directors members in good standing. The Executive Committee shall decide the exact time and place of the meeting and shall send not less than two notices to each GVSU Alumni Association Board of Directors member in good standing at least four and two weeks respectively prior to the date of the meeting. No business not stated in the calls for the special meeting is binding in any way on the Association.

2.  An orientation meeting will be held each year, and will include presentations by the Executive Committee of the Association Board, the Alumni Relations Office staff, and other components of the University faculty and staff that may be useful in orienting new members to their duties and the mission of the Association Board. All new and incumbent members will be expected to attend the meeting, normally held in October each year. 

Article VI - Quorum
At least ten members in attendance at a meeting of the GVSU Alumni Association Board of Directors constitute a quorum for the purpose of conducting business. Two of the ten must be members of the Executive Committee; one of the two Executive Committee members must be either the President or a Vice President. All actions taken by the Board except those specifically stated herein, require a majority of the members present and voting.

Article VII - Executive Officers

A.  Governance

The Alumni Association shall be governed by a President, three or more Vice Presidents, and a Secretary. Terms of Executive Officers will be three years.

B.  Election of Officers

Election of officers shall take place at a regular meeting of the GVSU Alumni Association Board of Directors, concurrent with the election and installation of new members of the Board of Directors. Terms of office shall begin on October 1 and end on September 30. Officers shall be elected from and by the GVSU Alumni Association Board of Directors membership. For nomination and election to the Executive Committee as an officer, the person must have served on the Association Board for a minimum of two years.  GVSU Alumni Association Board of Directors terms of office may be extended to match the term of office of an officer in special cases.

C.  President

The President shall preside over all meetings of the Association, GVSU Alumni Association Board of Directors, and Executive Committee. He/She shall act as spokesperson for the Alumni Association or designate, when appropriate, another member of the Executive Committee for that purpose. In that capacity, the President shall regularly attend meetings of the Board of Trustees. The President shall delegate to the Vice Presidents and other members of the Executive Committee such affairs and activities of the Board as he/she deems appropriate. He/She shall also have the right to attend all committee, and sub-committee meetings, in addition to other activities and University events. The President shall vote only in tie-breaking situations.

D.  Vice Presidents

The Vice Presidents shall have primary responsibility for community service, affiliate organizations, and activities, and other areas as assigned.  In the absence of the President, the First Vice President shall preside at meetings.

E.  Secretary

The Secretary shall be responsible for recording and transcription of all official meetings of the GVSU Alumni Association Board of Directors and Executive Committee meetings. In conjunction with the Alumni Relations Office, he/she shall maintain the records of the Alumni Association and direct all notices or correspondence to the Executive Committee, GVSU Alumni Association Board of Directors or members of the Association. The Secretary shall also report to the appropriate committee(s) the status of the Association's funds. The Secretary will serve as a committee liaison as directed by the President in section VII C. above.

Article VIII - The Executive Committee

A.  The Executive Committee shall consist of the President, Vice Presidents, Secretary, Immediate Past President of the Association, the Director of Alumni Relations/Executive Director of the GVSU Alumni Association, and the Faculty Representative.

B.  The Executive Committee shall be responsible to develop, maintain, and implementthe general policies and programs of the GVSU Alumni Association Board of Directors consistent with the strategic plan of the Alumni Association.

C.  The Executive Committee shall have the power to act for the GVSU Alumni Association Board of Directors between meetings, provided their acts are ratified at a subsequent meeting of the Alumni Board of Directors

D.  The Executive Committee shall appoint new members to the GVSU Alumni Association Board of Directors and its committees to fill vacant positions for the remainder of the term.

E.  Individual members of the Executive Committee and Board of Directors will be held harmless by the Association and the University for any liability caused by their actions in the performance of their duties under these Bylaws on behalf of the alumni they represent.

F.  The Executive Committee shall provide leadership and assistance to the Director of Alumni Relations/Executive Director of the GVSU Alumni Association in the performance of his/her duties.

Article IX - Committees

A.  The President of the Alumni Association may establish and appoint members to committees in cooperation with the Director of Alumni Relations/Executive Director of the GVSU Alumni Association, the Executive Committee, and the GVSU Alumni Association Board of Directors. 

B.  To ensure the careful selection of nominees for open officer and Board member positions, a Nominating Committee of at least five members will be appointed. The Committee will evaluate and propose candidates to the Board of Directors, on a schedule to coincide with elections as prescribed in Article V.B.1. of these Bylaws. 

The President of the Alumni Association will appoint the Nominating Committee in June of each year and will ensure that its membership includes two members of the incumbent Executive Committee, one Alumni Society representative, and two at-large members of the Board. The Committee will prepare and present slates of nominees for both Board membership and membership on the Executive Committee, from a field of eligible incumbent Board members. 

C.  Any member of the Alumni Association may be a member of any committee.

D.  Unless the Board provides otherwise, each committee created by the Board may make, alter, and repeal rules for the conduct of its business.

E.  Each Board committee shall serve at the pleasure of the Board.

Article X - Alumni Societies and Regional Clubs

A.  Alumni Societies must be chartered and Regional Clubs recognized by the Association and may be established with the approval of the GVSU Alumni Association Board of Directors and the Office of Alumni Relations. Procedural instructions for preparation and submission of charters for ratification will be furnished by the Alumni Relations Office. Members of such organizations must also qualify as members of the Association under Article IV. These organizations must exhibit a common interest in supporting the University, either through curriculum, past campus activity, or other appropriate affiliation.

B.  Primary administrative responsibility for such groups will rest on the Alumni Relations Office, with the support of the responsible Vice President. The Vice President of the Board charged with affiliate groups shall serve as a liaison between such organizations and the Board.

C.  Each affiliate organization shall submit an annual report to the Executive Committee for the purpose of cooperatively strengthening the Alumni Association.

D.  Each affiliate organization shall hold at least one service event annually to benefit either the University or the community at large. The event should bring recognition and credit to the alumni organization and the University.

E.  Constituent Alumni Societies or Regional Clubs that are inactive will have their charters revoked by the Association Board of Directors and motions to renew those charters will not be entertained by the Board for one year after the date of revocation.  Inactivity is defined as failure to actively participate in any local or Association-wide activity for one year.

Article XI - Financial contributions

Given that the lives of all members of the Association have been impacted by their engagement with the University and the benefits continue to grow as the strength of the University grows, all members are expected to make financial contributions to the University.

Article XII - Dues

Membership dues may be established by a two-thirds vote of the GVSU Alumni Association Board of Directors and approval of the Executive Committee. Alumni Societies and Regional Clubs, may also charge dues with the approval of their individual governing or leadership organization and upon notifying the Alumni Association Board of Directors. Dues will not be considered as part of any scholarship or other fundraising initiative undertaken by the Board. 

Article XIII - Bylaws

A.  Amendments to these Bylaws will be adopted upon the affirmative vote of two-thirds of the GVSU Alumni Association Board of Directors in office at any regularly scheduled meeting. Written copy of the proposed changes to the Bylaws and written notification of the meeting shall be sent to each member at least 21 days in advance of such a vote.

B.  A Bylaws Committee will meet periodically to review and amend the organizations Bylaws so as to keep them current with the Association's mission and needs of the alumni community.

These amended Bylaws were adopted as the Bylaws of the Grand Valley State University Alumni Association, by action of the GVSU Alumni Association Board of Directors present at a meeting held on the Allendale Campus of Grand Valley State University on the 10th day of January, 2009.