THE UNIVERSITY OF LETHBRIDGE ALUMNI ASSOCIATION BYLAWS
In the Bylaws:
(a) Alumni - The term alumni shall include individuals who have had a degree, certificate or diploma conferred on them by the University of Lethbridge;
(b) Association – The term association shall mean The University of Lethbridge Alumni Association;
(c) University – The term university shall mean The University of Lethbridge;
(d) Constitution – The term constitution shall mean The University of Lethbridge Alumni Association Constitution.
Section 1: Composition
(a) The members of the Association shall include all graduate, charter, associate and honorary members.
i) Graduate Members
- Any person who has graduated from the University;
ii) Charter Members
- Any person who has graduated from any other university who shall have applied for membership in the Association on or before the first day of July, AD 1968.
iii) Associate Members
- Any person who is not presently enrolled and who has completed 20 or more courses at the University, upon application to and approval by the Council.
iv) Honorary Members
- Any person who has received an honorary degree from the University;
- Any person upon whom the Council confers honorary membership as a signal honor for unusual contributions to the welfare of the Association or University;
v) Honorary Officers
- The President of the University shall be Honorary President of the Association;
- The Vice President (Finance and Administration) of the University shall be Honorary Treasurer of the Association;
- The Chancellor of the University shall be an Honorary Director of the Association.
Section 2: Duties
(a) The members of the Association shall:
i) exercise their responsibility at the Association’s Annual General Meeting and Special Meetings;
ii) receive at each Annual General Meeting a report of the activities of the council and a financial statement for that year.
iii) elect at its Annual General Meeting the council of the Association for the following year.
Section 1: Membership and Duties
(a) The members of the Council shall be:
i) The five Executive Officers of the Association as defined in Section 2(a);
ii) Directors – not to exceed ten. These are in addition to the five Executive Officers.
(b) The appointed members of the Council shall be:
i) The President of the Students Union
ii) The President of the Graduate Students’ Association.
iii) The Presidents of each Association Chapters. If unable to attend the meetings the president may appoint a designate.
iv) The Alumni representatives to the University Board of Governors, and to the University Senate.
(c) Ex-officio members of the Council shall be:
i) The Honorary President (President of the University) as a non-voting member;
ii) The Honorary Treasurer (Vice President Administration of the University) as a non-voting member;
iii) The Honorary Director (Chancellor of the University) as a non-voting member;
iv) The Director of Alumni Relations of the University of Lethbridge and/or his or her delegate, as a non-voting member.
(d) The duties of the Council are:
i) To be responsible to the general membership;
ii) To initiate, receive and pass on any business of the Association which may be presented to it by the executive officers, appointed members and directors or which may otherwise arise between Annual General Meetings of the Association;
iii) To delegate such duties and responsibilities to the Executive as are necessary for the proper carrying out of the day-to-day business of the Association;
iv) To report its actions to each Annual General Meeting of the general membership;
v) To make policies from time to time as needed to administer the provisions of the constitution and bylaws;
vi) To receive reports of all appointed and ex-officio members at Alumni Council Meetings.
Section 2: Executive Committee
The executive committee of the Association shall be President, Vice President, Treasurer, Secretary, and Past President;
(b) Executive Duties
i) The President shall act as Chairman of all meetings of the general membership, the Council and the Executive, and is an ex-officio member of all committees;
ii) The Vice President shall act in the absence of the President and shall have powers of the President when so acting;
iii) The Past President shall act as Chair of the Nomination Committee;
iv) The Treasurer shall be in charge of the financial affairs of the Association and shall present regular financial reports to the Council and prepare a financial statement to be presented to the general membership at the Annual General Meeting of the Association;
v) The Secretary shall record the meetings and ensure that the agenda and minutes are sent out in a timely manner.
Section 3: Alumni Chapters
Alumni Chapters of the Association shall be acknowledged in an effort to enhance connections with the University and service to Alumni. In order for designated chapters to be officially recognized and carry the name of the “Association,” the following articles must be adhered to:
(a) A duly constituted Chapter shall be one which has been organized by the Alumni of any local area, has a constitution approved by the Association, and has been recognized by the Council;
(b) Each duly constituted Chapter in good standing shall be entitled to send its President or a delegate to any meeting of the Council;
(c) To be in good standing, a duly constituted Chapter shall:
i) Hold an annual meeting;
ii) Elect officers annually;
iii) Report its annual meeting and election of officers to the Council;
iv) Hold at least two meetings of its Executive each year;
v) Have at least 10 graduate members.
vi) Be actively involved in fulfilling the objectives set out in its constitution and approved by the Association.
vii) Report to the Association any activities to be carried out.
Section 4: Annual General Meeting and Special Meetings
(a) Annual General Meeting
i) The annual meeting of the general membership shall be held at such time as the Council shall determine;
ii) The Notice of Meeting shall include an agenda of the business to be transacted at the meeting;
iii) Written notice of items not on the agenda must be received prior to 1:00 pm seven days prior to the Annual General Meeting.
iv) Written notice may be received by any member of the Executive Committee with a copy to the Alumni Relations Office.
v) All alumni are eligible to vote at the Annual General Meeting.
vi) The financial statements of the Association for any fiscal year shall be approved by the Executive and shall then be presented to the Association members at the next Annual General Meeting of the Association.
(b) Special Meeting
i) A Special Meeting of the general membership shall be held:
· At the call of the President, or
· At the request of the Council, or
· At the request of 25 alumni presented in writing to the President, with a copy to the Alumni Relations Office, stating the reason for the request. Quorum for special meetings shall be 25 alumni of the Association.
ii) Special Meetings held by request shall be called not later than 30 days and held not later than 60 days after the request has been received by the President or the office of Alumni Relations.
iii) The Notice of Special Meeting shall be accompanied by an agenda which shall indicate the purpose of the meeting.
iv) At any Special Meeting of the membership the only business transacted shall be that included in the agenda that accompanied the Notice of Meeting.
(c) Notices of Meeting
Notice of the Annual General Meeting, or of a Special Meeting of the membership, shall be given at least 30 days prior to the date of the meeting. It shall be made known by an announcement in the official publication of the Association (should such a publication exist), by posting on the Association’s Web Page and University Notice Board, and by sending via e-mail to the alumni announcement distribution list.
At the Annual General Meeting, a quorum shall consist of 15 alumni present. If there is no quorum, the Annual General Meeting shall reconvene one week later, those present shall form a quorum.
Section 5: Meetings of Council
i) Regular Meetings of the Council shall be held at least six times in a calendar year, and the first meeting of the newly elected council must be held on a date announced at the Annual General Meeting.
ii) The Council shall determine a regular meeting date for its meetings.
iii) Special Meetings
· Shall be held at the call of the President or at the request of any four members of the Council presented in writing to the President stating the reason for the request;
· At any Special Meeting of the Council the only business transacted shall be that included in the agenda that accompanied the Notice of Meeting.
(b) Notice of Meeting
A Notice of Meeting of the Council shall be e-mailed by the Secretary to all members of the Council at least seven days prior to the date of the meeting and an agenda shall be included.
At any meeting of the Council, seven members shall constitute a quorum. One must be a member of the Executive and will chair the meeting.
Section 6: Committees of Council
(a) Committees of Council may be appointed from time to time as required by direction of the Council.
Section 7: Representation on University Bodies
(a) Nominations of the Association representatives to The University of Lethbridge Board of Governors and The University of Lethbridge Senate shall adhere to the following procedures:
i) Board of Governors
Post-Secondary Learning Act
Two alumni of the university nominated by the Alumni Association
Eligibility of Nominees
Each nominee for a position as an Alumni representative on the Board of Governors (and the election of that representative) shall be subject to the legislation and Board of Governors rules governing that position and where required by legislation, the approval of the Lieutenant-Governor in Council (Alberta).
Post-Secondary Learning Act
The president and vice-president of the alumni association
Two members of the Alumni Association, appointed by the Alumni Association
Eligibility of Nominees
Each nominee for a position of an alumni representative on the Senate shall be elected subject to the legislation and Senate rules governing that position and where required by legislation, the approval of the Lieutenant-Governor in Council (Alberta).
Section 8: Finances
All funds under the control of the Association, except funds held in trust for specific purposes, shall be used to pay the operating and program expenses of the Association. No special fund or deposit in the name of, or constituting the property of, the Association shall be created without the prior authorization of the Executive Committee.
Council, or any member at his or her expense, may, at any time, request an audit or review of the accounts or financial statements of the Association by an independent firm of qualified accountants.
(c) Financial Statement Approval
The financial statements of the Association for the current year shall be approved by the Executive Committee and shall then be presented to the Association members at the next Annual General Meeting of the Association.
(d) Fiscal Year
The fiscal year of the Association shall be from the 1st day of July of each year to the 30th day of June of the following year.
(a) The constitution and bylaws may be amended by a two-thirds vote of the voting members who are present at the Annual General Meeting of the Association.
(b) When deemed appropriate by the Association, a Constitution and Bylaws Review Committee shall meet with the mandate of reviewing the constitution and bylaws and proposing any amendments. The Constitution and Bylaws Review Committee shall consist of the President, Vice President and Past President.
(c) Amendments to the constitution and bylaws shall be submitted in writing as a Notice of Motion signed by two members of the Constitution and Bylaws Review Committee. Such Notice of Motion shall be provided to and approved by the Association at least six weeks prior to the Annual General Meeting when the amendment(s) will be proposed.
(d) Amendments shall come into effect upon approval by the general membership of the Association at the annual general meeting.