220.127.116.11 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 (3) 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 (2/3) vote of the membership present and voting at any annual meeting.
Section 2: A total of one-tenth (1/10) of one percent (1%) of the members of this Association shall be necessary to constitute a quorum.
18.104.22.168 Ithaca College Alumni Association Bylaws
Amended April 2014
The Ithaca College Alumni Association, guided by its Board of Directors, will be a national model for alumni engagement by assisting alumni in benefitting from meaningful connections with the College and for the College to be enriched by those relationships.
The Ithaca College Alumni Association Board of Directors (AABD) will foster life-long connections with alumni, as well as the greater college community. It will enrich the social and professional relationships among its membership, while instilling pride and loyalty. Furthermore, the AABD will promote creative collaboration and continuous learning. It will support the Ithaca College community by promoting the institution’s mission, vision, and values, building a culture of participation and philanthropy, as well as continually recognizing alumni as significant and valued stakeholders.
Name of Organization
Section 1.1: The organization shall be known as the Ithaca College Alumni Association. Its board of directors shall be known as the Ithaca College Alumni Association Board of Directors.
Section 2.1: 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.
The board of directors provides a framework to advise Ithaca College on matters pertaining to alumni relations and the strategic direction of the Office of Alumni Relations and the Ithaca College Alumni Association.
Section 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 shall be members of 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. All such resolutions, or rules and regulations, relating to members adopted by the board of directors shall be affixed to the bylaws of the association and shall be deemed to be part thereof.
Section 3.2: The association shall keep at the Office of Alumni Relations complete and accurate records of the names, addresses, and associated contact information (telephone numbers, email addresses, etc.) of all members.
Section 3.3: The association seal, if any, shall be in such form as the board of directors shall prescribe, in concert with Ithaca College.
Section 3.4: The association shall keep at the Office of Alumni Relations complete and correct records and minutes of the proceedings of the board.
Board of Directors
Section 4.1: The association shall be managed by a board of directors (hereafter referred to as the board throughout these bylaws). Each director shall be a member of the association during his or her directorship. The members of the board shall be designated as elected directors (hereafter referred to as directors throughout these bylaws) directors emeriti, or ex-officio directors.
- 4.1.1 Only directors shall be entitled to vote on matters before the board. Directors emeriti 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, provided that the number of directors shall consist of not less than three directors and that any action by the board to affect 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.
- 4.1.3 Two student directors shall be elected to the board for two-year terms, according to the procedures document for the Membership Committee attached to the bylaws. The student directors 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 directors shall be freshmen, sophomores or juniors at the start of his or her first year of the two-year term and in good academic standing when elected to the board. The terms of the student directors shall not be counted toward term limits specified elsewhere in these bylaws.
Section 4.2: The board shall consider the following in its selection criteria for directors:
- personal qualities and attributes;
- the background, knowledge, and experience necessary to make a meaningful contribution to the board’s activities;
- the ability to commit the time necessary to make a meaningful contribution;
- a demonstrated record of involvement in alumni activities and College events; and
- a record of giving to the College.
Section 4.3: New directors shall be elected by the board for a term of three years and shall be eligible to serve a second three-year term. Except as otherwise specified in these bylaws, no director shall serve for more than two consecutive three-year terms. Retiring directors may apply to serve on the board following a one-year hiatus from the board.
- 4.3.1: The term limit of a director is two consecutive three-year 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 then. All current directors elected prior to January 2009, who would have been eligible to serve an additional three-year term under the previous bylaws, may be eligible to serve for one additional term.
- 4.3.2: The reelection of incumbent directors shall be in accordance with the procedures document for the Membership Committee attached to the bylaws..
- 4.3.3: Newly created directorships or vacancies on the board shall be filled at the next election of new directors in accordance with the procedures document for the Membership Committee attached to the bylaws.
Section 4.4: The board may remove any director with cause only.
- 4.4.1: A director may resign at any time by submitting written notice to the board or an officer of the board. Unless otherwise specified in the notice, the resignation shall take effect upon receipt thereof by the board or such officer.
- 4.4.2: Any director who is absent from more than one 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, be removed from the board. This decision is to be made solely by the directors, based on the facts as they know them.
Section 4.5: The board shall hold at least two regular meetings a year. One of these two meetings shall coincide with Alumni Weekend. The second, designated as the annual meeting, shall be held during the spring, at a time fixed by the board. All other meetings shall be held at such time and place as shall be fixed by the board.
- 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 in sufficient time for the convenient assembly of the directors. The notice of any meeting need not specify the purpose of such meeting.
Section 4.6 At all meetings of the board, 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.
- 4.6.1: When possible, agenda items requiring a vote shall be communicated to the board prior to the meeting. Any director unable to attend the meeting shall be able to proffer his or her vote up to 48 hours before such meeting. Votes shall be submitted by mailed letter or email to the Office of Alumni Relations.
Section 4.7: Ex-officio members on the board shall consist of the president of the College, the vice president for institutional advancement, the executive director of alumni relations, associate director(s) of alumni relations, directors emeriti, and alumni trustees who are not also current directors.
- 4.7.1: The executive director of alumni relations shall have the responsibility for the general management of the affairs of the association and the board.
Section 4.8: A historian may be appointed by the board for an indefinite period of time.
Section 4.9: The board may, at its discretion, confer upon a director the position of director emeritus. The title is intended to acknowledge those who have demonstrated outstanding dedication and contribution to the work of the board, the alumni association, and the College as a whole over an extended period of time. Conferral of the position of director emeritus upon any member of the board requires approval of the board by majority vote following nomination by the Membership Committee. The ex-officio director shall be an ex-officio member of the board for life. The position is a high honor and is to be conferred accordingly.
Section 4.10: Board members are expected to give annually to board fundraising efforts (ex: Senior Class Gift Challenge) to ensure 100% participation by the board.
Section 5.1: The board 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 be the chief executive officer of the association.
- 5.1.2: The board president shall preside at all meetings of the board. In his or her absence, the vice president, secretary, or any director chosen by the board shall preside in that order.
Section 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.
Section 5.3: All elections of officers shall be in accordance with the procedures document for the Membership Committee attached to the bylaws. . The board may remove any officer with cause at any time.
- 5.3.1 Officer terms shall be two years. Directors with less than two years remaining on the board, who are elected as officers, shall have their terms extended automatically to coincide with their terms as officers. In these instances, the board term shall end when the current officer term expires. All other provisions and limitations on board membership remain in effect. Unexpired terms shall be filled by special election at the next meeting of the board. Procedures for such special elections shall be recommended by the Membership Committee.
- 5.3.2 No elected officers shall be eligible to serve more than two consecutive two-year terms in a given office. If there are no candidates to fill an office, after the current officer’s term limit has expired, the board may ask the current officer to continue in the position for one additional year, after which a new officer must be elected.
Section 6.1: Currently, the Ithaca College Board of Trustees includes up to two alumni trustee positions for current or past members of the Ithaca College Alumni Association Board of Directors. Eligible directors (see section 6.2) may serve one three-year term. The board of directors, at the time of term expiration of one or both alumni trustees, shall present to the board of trustees three eligible candidates to be considered for the position of alumni trustee. The board of directors shall select these three candidates 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.
Section 6.2: To be eligible to be nominated to serve as an alumni trustee, an alumnus or alumni representative must either be a current director who has completed at least one full term (three years) on the board of directors or a former director who has served one complete three-year term as a director. According to article III, section 1 (Active Membership) of the Ithaca College Board of Trustees bylaws: “When a vacancy occurs among alumni, faculty, student or staff seats, the appropriate body (the Alumni Association, the Faculty Council, the Student Government Association or the Staff Council) will recommend three individuals, with appropriate credentials—persons capable of acting in the interests of the College as a whole rather than representing a particular constituency within the College—to the Trusteeship Committee. This Trusteeship Committee may then nominate to the full board such person or persons as seem best suited for the election to membership on the board.”
Section 6.3: An alumni trustee who is not currently a director shall be an ex-officio director for the length of his or her term as an alumni trustee. Attendance at board of directors’ meetings shall not be required. A written report may given via conference call or be submitted letter, or email. However, in the absence of a conference call, a written report must be submitted one month following the most recent trustees’ meeting.
Section 6.4: A director with less than three years of eligibility remaining, who is elected as an alumni trustee, shall have his or her term extended automatically to coincide with the term as alumni trustee. In these instances, the director’s term shall end when the term as alumni trustee ends. All other provisions and limitations of board membership shall remain in effect.
- 6.4.1 An alumni trustee who is a director shall not be required to stand for reelection to the board for the duration of his or her term as alumni trustee and shall be automatically reelected if eligible to serve an additional term. The term for which an alumni trustee is deemed reelected shall constitute one of the two terms to which a director is entitled, pursuant to section 4.3.1 of these bylaws.
- 6.4.2 If the term of a director, currently serving as an alumni trustee, expires in the same year in which his or her alumni trusteeship expires, the director shall not be deemed to be reelected to the board in that year of expiration and must stand for reelection to the board, provided he or she desires to seek another term and is eligible.
Section 6.5: If an alumni trustee vacancy occurs because an alumni representative does not complete the term for which he or she was elected, a replacement may be secured for the remainder of the unexpired term. The board shall recommend three current or former members of the alumni association board of directors, 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 in accordance with the rules of the board of trustees.
Standing Committees of the Board of Directors
Section 7.1: The Executive Committee shall serve as an advisory body to the board president. It shall be chaired by the president and shall comprise all officers and standing committee chairs. The Executive Committee shall have full authority to act, between all meetings of the board, on any matter requiring interim action, provided that the committee shall not take interim action that is inconsistent with prior acts and resolutions of the board itself or that 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.
Section 7.2: The board president shall determine the membership and chairmanship of each of the following standing committees:
- 7.2.1 The Membership Committee shall administer all board elections in accordance with these bylaws and shall recommend and develop a slate of nominees, screen candidates, and present recommendations to the board for election.
- 7.2.2 The Bylaws Committee shall review these bylaws on a yearly basis and make recommendations for revisions to the board.
- 7.2.3 The Awards Committee shall gather nominations, screen candidates, and present recommendations to the board for the alumni association awards in accordance with the timeline and procedure detailed the procedures document for the Awards Committee attached to the bylaws.
- 7.2.4 The Fund-Raising Committee shall work in conjunction with the Division of Institutional Advancement to advance and strengthen fund-raising efforts within the student body and the alumni association. The committee shall suggest, undertake, and endorse activities designed to build and maintain a culture of giving both on and off campus.
- 7.2.5 The executive director of alumni relations shall serve as an ex-officio member of all committees.
Section 7.3: The board president shall, from time to time, appoint ad hoc committees to further the work of the board and the Office of Alumni Relations.
- 7.3.1 An ad hoc committee shall have a short-term function and shall dissolve when the work is complete or at the discretion of the board president.
Section 8.1: The board may amend or repeal these bylaws and may adopt new bylaws by a majority vote of the members of the board.
Adopted March 1, 1992; revised September 22, 2002; amended February 16, 2003l amended December 31, 2008; amended April 19, 2009; amended August 2010; amended December 2010; amended April 2013; amended April 2014)
Candidate: A nominee who has submitted to the Office of Alumni Relations a letter of intent to run as a director
Finalist: A candidate who has been selected by the Membership Committee to be interviewed and, if applicable, presented to the full board for a vote
Incumbent: A director of the Ithaca College Alumni Association Board of Directors who is eligible for reelection and declares his or her candidacy
Nominee: An alumnus or alumna who has been suggested for consideration as a candidate
8 months prior to term ending (Oct 1)
The chair of the Membership Committee shall notify in writing each director and/or officer who is in the last year of his or her current term and is eligible for reelection.
7 months prior to term ending (Nov 1)
The incumbent director and/or officer shall declare in writing his or her intention to continue to serve by this date. Each letter of intent shall be sent to the Membership Committee chair and the Office of Alumni Relations.
6.5 months prior to term ending (Nov 15)
A ballot to reseat incumbents shall be emailed to the board along with each incumbent’s letter of intent to serve.
6 months prior to term ending (Dec 1)
A simple majority of yes votes from all ballots received via email shall retain the seat for each incumbent. An equal number of yes and no votes for any single incumbent shall not constitute a simple majority.
A member of the Office of Alumni Relations staff chosen by the executive director of alumni relations will tabulate the results. The ballot tabulator shall not be related in any way to anyone named on the ballot.
The Office of Alumni Relations ballot tabulator shall report results to the Membership Committee chair, the board president, and the executive director of alumni relations. Vacancies, if any, shall be determined.
The Membership Committee chair shall inform each incumbent of the results of the board vote and shall also inform the full board.
All alumni and members of the faculty, staff, and administration of Ithaca College shall be encouraged to seek qualified alumni to serve on the board. Nominations shall be submitted to the Office of Alumni Relations. Upon receipt of a nomination, acknowledgment shall be sent to the nominator and nominee. The names of all nominees shall form a pool to be considered for vacancies on the board.
Nominations may be submitted year-round, and elections for new board members shall take place prior to the spring board meeting.
New directors shall be elected at least two months prior to the spring board meeting, so as to allow them time to plan for attending the meeting.
Procedure Prior to the Spring Meeting:
August 1–October 15
Calls for nominees shall be posted in campus and external communications, including, AR Web site, social media, IC View, an electronic letter to all alumni from the current president and Membership Committee Chair soliciting nominations, among others.
The executive director of alumni relations shall ask the vice president for institutional advancement, other institutional advancement staff, as well as deans and college administrators to submit nominations.
All nominations for new directors must be received by the Office of Alumni Relations by this date for consideration for the following fiscal year (beginning June 1). Any nominations received after this date shall be placed in the pool for consideration for the next round of board elections.
The Office of Alumni Relations will send an email to nominees asking him or her to submit a letter of intent and a résumé (where not already provided) to the Office of Alumni Relations. The deadline for nominees to submit by mail or email their letters of intent and résumés is November 15.
The Office of Alumni Relations will collect letters of intent and résumés from nominees and place the documents in electronic files for each candidate, which will be posted in a secure online site. Each candidate will be assigned to a Membership Committee member, who will have access to the online files. Committee members are responsible for any additional research, review, and final presentation to the committee. Guidance on research sources and tools will be provided by Alumni Relations.
November 15-December 1
The members of the Committee will present their assigned candidates along with their letters of intent and résumés, which will be reviewed by the Membership Committee via conference call. During this call, the committee will select candidates to interview over the phone and will identify which members will conduct interviews.
Each nominee will be interviewed by phone by two members of the Membership Committee. The interviews will be recorded and the Membership Committee will have access to the recordings for review.
The Membership Committee will reconvene for another conference call to discuss the phone interviews and select finalists. Assigned committee members will create short profiles for finalists using the template provided.
The list of finalists and short profiles will be emailed to the full board.
The Office of Alumni Relations will email a ballot to the board with the names of the finalists by a member of the Office of Alumni Relations staff. Each board member will email his or her vote to both the Membership Committee chair and a member of the Office of Alumni Relations staff designated by the executive director of alumni relations. Neither ballot tabulator will be related to finalists who appear on the ballot.
A simple majority of yes votes shall elect a recommended candidate to the board. An equal number of yes and no votes shall not constitute a simple majority.
Assigned Committee members will contact new directors by phone to notify them of their election, followed by a mailed confirmation letter from the board president. The candidates who were not selected shall be notified by letter from the board president.
Spring board meeting
New directors will be present at the spring board meeting and take office at the beginning of the fiscal year (June 1).Outgoing directors’ terms will end on the last day of the fiscal year (May 31).
September to November
The Office of Alumni Relations shall place advertisements around campus and in the Ithacan seeking candidates for student director. Candidates shall be asked to submit a letter of intent and their resume, by mail or email, to the president of the Student Government Association and STAT (Students Today, Alumni Tomorrow).
By November 15
Deadline for all letters of intent and resumes to be received by the president of the Student Government Association and STAT.
By December 15
Deadline for the executive board of the Student Government Association and the president of the STAT to interview those students who submitted letters of intent and resumes and will forward the names of at least two candidates and supporting materials to the Membership Committee.
By January 28
Deadline for members of the Membership Committee, or directors living in the Ithaca area, to interview the candidates in person or by phone. Interviews will be recorded and available for review by the Committee.
By February 28
Deadline for the Membership Committee to discuss the candidates via phone conference and select one finalist to be presented to the board as a recommended candidate. The finalist’s letter of intent and supporting materials shall be emailed to the board for review.
By March 15
Deadline for ballot to be emailed to the board with the name of the finalist(s) by a member of the Office of Alumni Relations staff. Each board member shall email his or her vote to both the Membership Committee chair and a member of the Office of Alumni Relations staff designated by the executive director of alumni relations. Neither ballot tabulator will be related to the finalist(s).
A simple majority of yes votes elects the finalist to the board. An equal number of yes and no votes shall not constitute a simple majority.
The board president will notify the new student director by email, of his or her election to the board. The new student director will be invited to attend the spring meeting.
Those candidates not selected will be notified in writing by the board president.
Spring board meeting
The outgoing student director’s term is complete at the end of the fiscal year (May 31). The incoming student director’s term commences at the beginning of the fiscal year (June 1). Both outgoing and incoming student directors shall attend the spring meeting.
A letter shall be sent by the Office of Alumni Relations to alumni eligible for an alumni trustee position to notify them of the open position(s) and to inform them that those interested must submit a letter of interest (see article VI).
Deadline for Alumni trustee letters of interest are due.
Deadline for the Membership Committee to review candidates, via conference call and to select three finalists to submit to the alumni board for a vote.
Prior to Spring board meeting
The Office of Alumni Relations submits three finalists for alumni trustee to the alumni board for an electronic vote.
Immediately after Spring board meeting
If there is a majority vote for each of the three finalists, the name of each finalist is submitted to the Ithaca College Board of Trustees. The trustees shall interview the finalists and select the alumni trustee.
Last Updated: March 5, 2015