1.6 Internal Governance

1.6.7 Alumni Association

1.6.7 Ithaca College Alumni Association Constitution


1.6.7.1 Ithaca College Alumni Association Constitution

Articles II, III, and IV, section 1, amended 6/5/94

Article I
 

Name
 

 

The organization shall be known as the Ithaca College Alumni Association.
 

Article II
 

Purpose
 

 

The Ithaca College Alumni Association is devoted to the perpetuation of Ithaca College through programs that offer opportunities for alumni to maintain strong bonds with their alma mater and with each other. Members work with the Office of Alumni Relations to develop, foster, and implement activities that are in the best interests of the College and its alumni.
 

Article III
 

Membership
 

Section 1.
 

All persons who hold degrees (undergraduate, graduate, and honorary) from Ithaca College and all non-degree holders who have attended Ithaca College for one full semester or more in good standing but are not current students shall be members of the association.
 

Section 2.
 

Other classifications of membership shall be established in accordance with the provisions of the bylaws.
 

Article IV
 

Administration
 

Section 1.
 

The administrative control of the association shall be vested in a board of directors which shall include the elected officers. the officers shall be: president, vice-president; secretary; and other such officers as may be determined by the board.
 

Section 2.
 

The number of directors shall be fixed by action of the board of directors, provided, however, that the board shall be composed of not less than three elected or appointed members.
 

Section 3.
 

The methods of election, duties, and responsibilities of each officer and board member shall be prescribed in the bylaws of this association.
 

Article V
 

Meetings
 

 

This association shall hold one meeting each year designated as the Annual Meeting and such other meetings as prescribed in the bylaws of this association.
 

Article VI
 

Amendments
 

Section 1.
 

Amendments to this constitution may be adopted by a two-thirds vote of the membership present and voting at any annual meeting.
 

Section 2.

A total of one-tenth (1/10) of one percent (0.1%) of the members of this association shall be necessary to constitute a quorum.


1.6.7.2 Bylaws of the Ithaca College Alumni Association

Amended and Restated, September 20, 1992 and February 16, 2003

Article I
 

Name of Organization
 

 

The organization shall be known as the Ithaca College Alumni Association.
 

Article II
 

Purpose
 

 

The Ithaca College Alumni Association is devoted to the perpetuation of Ithaca College through programs that offer opportunities for alumni to maintain strong bonds with their alma mater and with each other. Members work with the Office of Alumni Relations to develop, foster, and implement activities that are in the best interests of the College and its alumni.
 

Article III
 

Association Membership
 

3.1
 

All holders of degrees (undergraduate, graduate, and honorary) from Ithaca College and all non-degree holders who have attended Ithaca College for one full semester or more in good standing but are not current students shall be afforded membership in the association. The eligibility and qualifications for membership, and the manner of and admission into membership, may be prescribed by resolutions duly adopted by the board of directors of the association. All such resolutions or rules and regulations relating to members adopted by the board of directors of the association shall be affixed to the bylaws of the association and shall be deemed to be part thereof.
 

3.2
 

The association shall keep at the Office of Alumni Relations complete and correct records of the names, addresses and associated contact information (telephone numbers, email addresses, etc.) of all members.
 

3.3
 

The association seal, if any, shall be in such form as the board of directors shall prescribe, in concert with Ithaca College.
 

Article IV
 

Board of Directors
 

4.1
 

The association shall be managed by a board of directors. Each director shall be a member of the association during his/her directorship. The members of the board shall be designated as elected directors, referred to throughout these bylaws by the term director(s), directors emeritus, or ex officio directors.
 

 

4.1.1
 

 

Only directors shall be entitled to vote on matters before the board. directors emeritus and ex officio directors shall not be entitled to vote, but shall have all other rights and privileges of board membership as set forth in these bylaws.
 

 

4.1.2
 

 

The number of directors may be increased or decreased by the board of directors, provided that the number of directors shall consist of not less than three directors, and that any action by the board of directors to effect such increase or decrease shall require the vote of a majority of the directors. No decrease shall shorten the term of any director then in office. As of September 22, 1991, the number of directors is set at 24.
 

 

4.1.3
 

 

A student director shall be elected to the board of directors for a two-year term according to the procedures set forth in section 1.6.7.3.5. The student director shall have all rights and privileges of board membership as set forth in these bylaws, including the right to vote on matters before the board. The student director shall be a freshman, sophomore or junior, in good academic standing, when elected to the board. The term of the student director shall not be counted toward term limits specified elsewhere in these bylaws.
 

4.2
 

The board of directors shall consider the following in its selection criteria for directors:

  1. personal qualities and attributes;
  2. the background, knowledge and experience necessary to make a meaningful contribution to the board's activities;
  3. he ability to commit the time necessary to make that meaningful contribution;
  4. a demonstrated record of involvement in alumni activities and College events;
  5. a prior giving record.

4.3
 

New directors shall be elected by the board of directors for a term of three years. Except as otherwise specified in these bylaws, no director shall serve for more than three consecutive three-year terms.
 

 


4.3.1
 

 

The limit of three consecutive terms for a director shall apply only to directors first elected after January 1, 1993. directors who were first elected between January 1, 1981 and December 31, 1992, and have served consecutive elected terms since that time shall be entitled to serve a maximum of four consecutive elected terms. There shall be no limit on the number of consecutive elected terms served by any director who was first elected prior to January 1, 1981, and has served uninterrupted terms since that time.
 

 

4.3.2
 

 

The re-election of incumbent directors shall be in accordance with the procedures set forth in section 1.6.7.3.2.
 

 

4.3.3
 

 

Newly created directorships or vacancies on the board of directors shall be filled at the next election of new directors in accordance with the procedures set forth in section 1.6.7.3.3.
 

4.4
 

The board of directors may remove any director with cause only.
 

 

4.4.1
 

 

A director may resign at any time by giving written notice to the board of directors or to an officer of the association. Unless otherwise specified in the notice, the resignation shall take effect upon receipt thereof by the board of directors or such officer.
 

 

4.4.2
 

 

Any director who is absent from more than one (1) scheduled meeting, in any one year, without having communicated to the board his or her inability to attend the meeting, may, at the discretion of the board of directors, be removed from the board. This decision is to be made solely by the directors based on the facts as they know them.
 

4.5
 

The board of directors shall hold at least three (3) regular meetings a year. Two of these three meetings shall coincide with the Homecoming Weekend and Alumni Weekend. The third of these regular meetings shall be held during the Winter at a time fixed by the board of directors. All other meetings shall be held at such time and place as shall be fixed by the board of directors.
 

 

4.5.1
 

 

Written, oral, or any other method of notice of the time and place shall be given for all meetings of the board of directors in sufficient time for the convenient assembly of the board of directors. The notice of any meeting need not specify the purpose of such meeting.
 

4.6
 

At all meetings of the board of directors, the quorum necessary for the transaction of business shall consist of at least one third of the entire number of directors and the vote of a majority of the directors present constituting such quorum shall be the act of the board. A majority of the directors present, whether or not a quorum is present, may adjourn a meeting to another time and place.
 

4.7
 

Ex officio membership on the board of directors shall consist of the president of the College, vice president of institutional advancement, executive director of development, director of the Ithaca Fund, director of alumni relations, assistant director(s) of alumni relations, alumni trustees who are not current directors and Senior Class president.
 

 

4.7.1
 

 

The director of alumni relations shall have the responsibility for the general management of the affairs of the association and the board of directors.
 

4.8
 

An historian may be appointed by the board for an indefinite period of time.
 

4.9
 

From time to time, the board may designate directors Emeritus, based on service and commitment to the Alumni Association and/or the board of directors.
 

4.10
 

The association shall keep at the Office of Alumni Relations complete and correct records and minutes of the proceedings of the board of directors.
 


Article V

 

Officers
 

5.1
 

The board of directors shall elect, from its membership a president, vice president, secretary, and other such officers as may be determined by the board.
 

 

5.1.1
 

 

The president shall preside at all meetings of the board of directors. In his/her absence, the vice president, secretary, or any director chosen by the board of directors shall preside in the order named.
 

 

5.1.2
 

 

The president shall be the chief executive officer of the association.
 

5.2
 

During the absence or disability of the president, the vice president and secretary, in that order, shall have all the powers and functions of the president.
 

5.3
 

All elections of officers shall be in accordance with the procedures set forth in section 1.6.7.3.4. The board of directors may remove any officer with cause at any time.
 

 

5.3.1
 

 

Terms of office shall be three years. directors with less than three years of eligibility remaining who are elected as officers will have their terms extended automatically to coincide with their terms as officers. In these instances, the board term will end when the current officer term expires. All other provisions and limitations on Board membership remain in effect. The balance of the term shall be filled by special election at the next meeting of the board. Procedures for such special elections shall be recommended by the Board Membership/Bylaws Subcommittee.
 


Article VI

 

Alumni Trustees
 


6.1
 

Alumni representation on the board of trustees of the College: the board of directors from time to time shall present to the board of trustees three alumni to be considered for the position of alumni trustee. (The board of directors shall select these three alumni by special election.) The alumni trustee shall be selected by the board of trustees of the College in accordance with the rules of the board of trustees. The term "alumni trustee" refers to an alumni representative who is selected in this manner to serve on the board of trustees.
 

 

6.2
 

In order to be eligible to be nominated to serve as an alumni trustee, an alumni representative must either be a current director who has completed at least one full term (three years) on the board of directors, be a director emeritus, or have previously served one complete term or three years as a director.
 

6.3
 

An alumni trustee who is not a current director (i.e. director emeritus or past director), shall be an ex officio director for the length of their term as an alumni trustee. Attendance at alumni association board meetings would not be required. A report may be submitted by conference call or in writing.
 

6.4
 

A director with less than three years of eligibility remaining who is elected as an alumni trustee will have their term extended automatically to coincide with their term as alumni trustee. In these instances, the director's term will end when the alumni trustee term ends. All other provisions and limitations of Board membership remain in effect.
 

 

6.4.1
 

 

An alumni trustee who is a director shall not be required to stand for re-election to the board of directors for the duration of his/her term as alumni trustee and shall be automatically re-elected if eligible to serve an additional term. The term for which an alumni trustee is deemed re-elected shall constitute one of the three (3) terms to which a director is entitled pursuant to 4.3.1 of these bylaws.
 

 

6.4.2
 

 

If the term of a director, currently serving as alumni trustee, expires in the same year in which his/her alumni trusteeship expires, the director will not be deemed to be re-elected to the board of directors in that year of expiration, and must stand for re-election to the board, provided he/she desires to seek another term and is otherwise eligible.
 

6.5
 

If an alumni trustee vacancy occurs because an alumni representative does not complete the term for which they have been elected, a replacement may be secured. The board of directors shall recommend three members of the alumni as set forth in 6.1 of these bylaws to the board of trustees. The replacement alumni trustee shall be selected by the board of trustees of the College in accordance with the rules of the board of trustees.
 

Article VII
 

Standing Committees of the Board of Directors
 

7.1
 

Executive Committee: Chaired by the president, and made up of all officers, standing committee chairs, and current Trustees (both regular and alumni trustees who are currently serving as directors), the Executive Committee serves as an advisory body to the president. The Executive Committee shall have full authority to act, between all meetings of the board, on any matter requiring interim action, provided, however, that the Executive Committee shall not take interim action which is inconsistent with prior acts and resolutions of the board itself, or which affect the fixed duties of any other standing committee of the board. Any such action taken by the Executive Committee shall be deemed the action of the board and shall be reported at the next full Board meeting.
 

7.2
 

The president shall determine the membership and chairmanship of each of the following standing committees:
 

 

7.2.1
 

 

Membership/Bylaws/Awards Committee:

Board Membership/Bylaws Subcommittee: (a) Shall administer all Board elections in accordance with these bylaws. (b) Shall review these bylaws on an on-going basis, making recommendations for needed changes/revisions to the board of directors.

Awards Subcommittee: Shall gather nominations, screen candidates, and present recommendations to the board of directors for the Alumni Association awards.
 

 

7.2.2
 

 

Program Planning Committee: (a) Shall review and provide feedback for all campus alumni activities in concert with the Office of Alumni Relations. (b) Shall seek and suggest new programming ideas for future campus alumni activities.
 

 

7.2.3
 

 

Alumni Clubs Committee: (a) Shall review and provide feedback for all alumni club activities in concert with the Office of Alumni Relations. (b) Shall seek and suggest new programming ideas for future alumni club activities. (c) Shall serve, when necessary, in a liaison capacity between the clubs and the College.
 

 

7.2.4
 

 

Fund-raising Committee: Shall work in conjunction with the Office of Institutional Advancement and the Office of Development to advance and strengthen fundraising efforts within the student body and the Alumni Association. The committee will suggest, undertake and endorse activities designed to build and maintain a culture of giving both on and off campus.
 

7.3
 

The president may create ad hoc committees as deemed necessary.
 

7.4
 

The director of alumni relations shall serve as an ex officio member of all committees.
 

Article VIII
 

Liaisons/Liaison Committee
 

8.1
 

Liaisons with various Ithaca College organizations are as follows:

Admission Liaison: Shall work in conjunction with and report on behalf of the Office of Admissions.

Athletics Liaison: Shall work in conjunction with and report on behalf of the Department of Intercollegiate Athletics.

Career Services Liaison: Shall work in conjunction with and report on behalf of the Office of Career Services.

Multicultural Affairs Liaison: Shall work in conjunction with and report on behalf of the Office of Multicultural Affairs.
 

8.2
 

Liaisons may consist of either a single director or a liaison committee chaired by a director and composed of directors and/or interested alumni at large.
 

8.3
 

Liaisons are appointed by the president of the Alumni Association board of directors. Committee members may be appointed by the president and/or appointed by the Liaison and approved by the president.
 

8.4
 

The director of alumni relations or his appointed representative will serve in an ex officio capacity to each Liaisons/Liaison Committee.
 

Article IX
 

Amendments
 

9.1

The board of directors may amend or repeal these bylaws and may adopt new bylaws by a majority vote of the members of the board.


1.6.7.3 Alumni Association Board of Directors Nominating and Voting Procedure

Adopted March 1, 1992; revised September 22, 2002; revised February 16, 2003


1.6.7.3.1 Definitions

Incumbent:

A director of the Alumni Association board of directors who is eligible for re-election and declares his/her candidacy.
 

Nominee:

An alumnus/alumna whose name has been suggested for consideration as a candidate. Also, a student who submits a letter of intent to serve as a student director.
 

Potential Candidate:

A nominee who has submitted a letter of intent to run to the Office of Alumni Relations.
 

Final Candidate:

A potential candidate selected by the Board Membership/Bylaws Subcommittee to be moved forward to the telephone interview process. Also, a student who has been recommended for service as a student director by the Student Government Association and the Student-Alumni Association president.
 

Recommended
Candidate:

A final candidate who has been selected by the Board Membership/Bylaws Subcommittee following the telephone interview process to be voted upon at the Winter Board meeting.


1.6.7.3.2 Nominating and Voting Procedure for the Reelection of Incumbent Directors

By September 15th:
 

The chair of the Board Membership/Bylaws Subcommittee will notify in writing each director who is in the last year of his/her current term and is eligible for re-election.
 

By October 1st:
 

Deadline for these directors to declare their candidacy in writing. These letters of intent to serve should be sent to the Board Membership/Bylaws Subcommittee chair with copies to the members of the Board Membership/Bylaws Subcommittee and the Office of Alumni Relations.
 

By October 15th:

A ballot to reseat incumbents is distributed to the board of directors by mail along with the incumbent's letter of intention to serve.
 

By November 1st:
 

A simple majority of yes votes from all ballots received will retain the seat for each incumbent. An equal number of yes and no votes for any single incumbent does not constitute a simple majority.

Ballot tabulation will be performed by a local director (as designated by the Board Membership/Bylaws Subcommittee chair and who is not currently running for re-election) and a member of the Office of Alumni Relations staff (as designated by the director of alumni relations). Neither ballot tabulator may be related in any way to anyone named on the ballot.

Vacancies (if any) are determined. The results of the ballot are announced by the president in writing to all directors of the board.


1.6.7.3.3 Nominating and Voting Procedure for the Election of New directors

Ongoing:

 

Any alumnus/alumna or member of the faculty, staff, and administration of Ithaca College is encouraged to seek qualified alumni to serve on the board of directors. Nominations should be submitted to the Office of Alumni Relations. Acknowledgement of a nomination is sent to the nominator and nominee upon receipt. These names will form a pool of nominees to be considered for vacancies on the board. The current list of nominees will be shared with the board of directors at the Homecoming meeting.
 

By October 1st:.

 

All nominations for new directors must be received by the Office of Alumni Relations. Any nominations received after this date will be placed in the pool for consideration the following year.
 

By October 15th:

 

All nominees will be sent a letter asking them to submit to the Office of Alumni Relations a letter of intent to run.
 

By December 1st:

Deadline for receipt of letters of intent to run from nominees including any supporting material such as letters of recommendation. A postmark of December 1st or earlier shall meet this requirement. These letters and supporting material will then be sent to the Board Membership/Bylaws Subcommittee for review. Nominees who have submitted a letter of intent to run will now be classified as potential candidates.
 

By January 1st:

 

The Board Membership/Bylaws Subcommittee will discuss potential candidates to determine whom to move forward to the telephone interview process. These individuals will then become final candidates.
 

By January 15th:


 

The Board Membership/Bylaws Subcommittee will complete all telephone interviews of final candidates. During the telephone interview, the Board Membership/Bylaws Subcommittee member will have discussed with the final candidate all information as outlined on the "Questions for Final Candidates" form. A written report of the telephone interview will be distributed to all Board Membership/Bylaws Subcommittee members for review.
 

By February 1st:

 

The Board Membership/Bylaws Subcommittee will discuss potential candidates to determine whom to move forward to the telephone interview process. These individuals will then become final candidates.
 

Winter Board Meeting:

 

A ballot will be distributed with recommended candidates for vacant seats on the board. The number of names on the ballot will not exceed the number of vacant seats on the board. After discussion, the vote is taken and ballots are counted. Ballot tabulation will be performed by one member of the Board Membership/Bylaws Subcommittee (as designated by the committee chairperson) and one member of the Office of Alumni Relations staff (as designated by the director of alumni relations). Neither ballot tabulator may be related in any way to anyone who appears on the ballot. A simple majority of yes votes will elect a recommended candidate to the board. An equal number of yes and no votes does not constitute a simple majority.
 

By March 15th:
 

New directors will be notified in writing by the president of their election to the board. Those final candidates not selected will also be notified in writing by the president.
 

Alumni Weekend
Meeting:

Outgoing directors' terms end at the completion of Old Business. Incoming directors' terms begin with the introduction of New Business.


1.6.7.3.4 Nominating and Voting Procedure for the Election of officers

Prior to Homecoming
Board Meeting:

The meeting notice accompanying the published agenda distributed by the Office of Alumni Relations will include a reminder of any anticipated officer vacancies in the following year.
 

Homecoming Board
Meeting:

The chair of the Board Membership/Bylaws Subcommittee will review the officer Nominating and Voting Procedure with the board of directors and remind directors that they have until December 15th to declare their candidacy for any anticipated officer vacancies.
 

By December 15th:

 

 
 

Interested directors will declare their candidacy, in writing, to the chair of the Board Membership/Bylaws Subcommittee with copies to all members of the Board Membership/Bylaws Subcommittee and the Office of Alumni Relations. This self-nomination shall also serve as a purpose statement for each candidate.
 

Prior to Winter
Board Meeting:

The declarations of candidacy will be distributed to the board of directors for their review.
 

Winter Board
Meeting:

 

 
 

The Board Membership/Bylaws Subcommittee will distribute a ballot containing the names of all declared candidates. directors will vote for only one candidate for each officer vacancy. Ballot tabulation will be performed by one member of the Board Membership/Bylaws Subcommittee (as designated by the committee chairperson) and one member of the Office of Alumni Relations staff (as designated by the director of alumni relations.) Neither ballot tabulator may be related in any way to anyone whose name appears on the ballot. If there is more than one candidate for any given vacancy, the winner will be determined by a plurality of the votes cast. The president will notify all directors of the election results upon completion of the vote tally.
 

Alumni Weekend
Meeting:

Outgoing officers' terms end at the completion of Old Business. Incoming officers' terms begin the introduction of New Business.


1.6.7.3.5 Nominating and Voting Procedure for the Election of student director

September-October:

Advertisements around campus and in The Ithacan seek potential nominees for student director to submit a letter of intent to serve to the president of the Student Government Association.
 

By October 31:

Deadline for receipt of letter of intent to serve.
 

By November 30:

The Student Government Association Executive Board and the president of the Student Alumni Association will interview those students who submitted a letter of intent to serve. They will forward the names of three final candidates, with a minimum of two, to the Board Membership/Bylaws Subcommittee.
 

By January 15th:

The Board Membership/Bylaws Subcommittee will complete all telephone interviews of final candidates. During the telephone interview, the Board Membership/Bylaws Subcommittee member will have discussed with the final candidate all information as outlined on the "Questions for Student Director Final Candidates" form. A written report of the telephone interview will be distributed to all Board Membership/Bylaws Subcommittee members for review.
 

By February 1st:

The Board Membership/Bylaws Subcommittee will discuss and select a recommended candidate to be presented to the board of directors at the Winter meeting. Nomination packet with letter of intent and all supporting material will be submitted to the board of directors for review.
 

Winter Board Meeting:

A ballot will be distributed with the name of the recommended candidate. After discussion, the vote is taken and ballots are counted. Ballot tabulation will be performed by one member of the Board Membership/Bylaws Subcommittee (as designated by the committee chairperson) and one member of the Office of Alumni Relations staff (as designated by the director of alumni relations.) Neither ballot tabulator may be related in any way to the name which appears on the ballot. A simple majority of yes votes will elect the recommended candidate to the board. An equal number of yes and no votes does not constitute a simple majority.
 

By March 15th:
 

The new student director will be notified in writing by the president of his/her election to the board. Those final candidates not selected will also be notified in writing by the president.
 

Alumni Weekend
Meeting:

The outgoing student director's term ends at the completion of Old Business. The incoming student director's term begins with the introduction of New Business.

 

Last Updated: February 16, 2003