Constitution & ByLaws | Alumni Association

Article I. Name

The official name of this organization shall be The North Greenville University Alumni Association, hereafter referred to as the "Association."

Article II. Definitions

Association Membership shall refer to members of the Association who have met the membership requirements as described under Article IV of the Constitution and Bylaws.

Board Member shall refer to a member of the Association who has been appointed to represent the Association on the Board of Directors.

Board of Directors shall refer collectively to members of the Association who have been appointed as a Board Member.

Constitution and Bylaws shall refer to the written guidelines implemented by the Association to conduct the business of the Association.

Executive Committee shall refer collectively to the Officers who have been appointed by the Board of Directors to serve in leadership roles on behalf of the Association.

Member in good standing shall refer to an individual who has fulfilled the requirements for membership in the Association, who neither has voluntarily withdrawn from membership nor has been expelled or suspended from membership after appropriate proceedings consistent with provisions of the Constitution and Bylaws.

North Greenville University, hereafter ďUniversityĒ, shall refer to the educational institution itself and shall be inclusive of any previous official names held by the University including but not limited to North Greenville College, North Greenville Junior College, and North Greenville Baptist Academy.

Officers shall refer to Board Members who have been appointed to serve in the following leadership roles on the Executive Committee: President, Vice President, Second Vice President, and Secretary.
President shall refer to the President of the Association who is appointed by the Board of Directors and serves on the Executive Committee.

President of the University shall refer to an individual serving as the chief executive officer of the University.

Term shall refer to the number of years for which a Board Member and/or Officer shall serve.

Article III. Purpose

The purpose of the Association shall be to promote the growth, progress, and general welfare of the University by:

  1. representing the interests of Alumni and the Association in matters affecting the University;
  2. encouraging Alumni participation in Association and University sponsored events and activities;
  3. enhancing solicitation of donations, gifts, and contributions of whatsoever nature to the University;
  4. fostering and maintaining mutually beneficial relationships between its Alumni, friends, and University administration; and
  5. supporting and participating in the recruitment and retention of students to the University.

Article IV. Membership

The Association Membership shall be as follows:

  1. Members. Graduates of the University shall automatically be members of the Association.
  2. Associate Members. Students who have attended at least one semester at the University may become members of the Association upon receipt of a Membership Application and $25 annual membership dues and upon approval of the Board of Directors.
  3. Honorary Members. Honorary degree holders, trustees, members of the faculty, and officers of the administration of the University may become members of the Association upon receipt of a Membership Application and $25 annual membership dues and upon approval of the Board of Directors.

The Board of Directors reserves the right to establish policies for granting an honorary membership in the Association to individuals who have made significant contributions to the University or are friends of the University but do not qualify for membership.

The Board of Directors reserves the right to establish additional levels of membership and to set membership dues and provide policy for the collection of those dues. Dues collected on behalf of the Association shall be deposited into a financial account of the Association. The establishment of dues shall require a two-thirds approval of the Board of Directors.

The Association Membership may attend the Board of Directors Meetings or the Annual Meeting; however, only Board Members shall vote on agenda items presented during the Board of Directors meeting.

In the event a Member, Associate Member, or Honorary Member shall be deemed to be a member not in good standing and necessitates removal, a two-thirds vote of the Board of Directors shall be required.

Article V. Board of Directors

The purpose of the Board of Directors shall be to exercise and manage the duties and responsibilities of the Association as provided for in the Constitution and Bylaws. The Board of Directors shall consist of no more than twenty (20) Members who are graduates of the University.

The President of the University, or their designee, shall serve as an ex officio non-voting member of the Board of Directors.

Applications to serve on the Board of Directors shall be accepted by the Office of Alumni Affairs and presented to the Board of Directors for consideration. The Board of Directors shall approve by a majority vote appointments to the Board of Directors at any time during the year. After completing a term, Board Members may serve a new term following a one (1) year absence from the Board of Directors. Former Board Members must submit an Application to be considered for reappointment to the Board of Directors.

In the event a Board Member is unable to serve and/or complete their term, the Board of Directors may declare a vacancy of the position and appoint by a majority vote a Member of the Association to fill such vacancy. Board Members appointed to fill a vacancy shall serve a full term of three (3) years upon appointment.

In the event a Board Member shall be deemed to be a member not in good standing and necessitates removal, a two-thirds vote of the Board of Directors shall be required.

Article VI. Officers / Executive Committee

The Officers of the Association shall be the President, Vice President, Second Vice President and Secretary and shall be known collectively as the Executive Committee. The Board of Directors shall appoint by a majority vote Officers at the Annual Meeting. Officers shall serve a term of one year assuming office on May 1 of each year and relinquishing office on April 30 of the following year. Meetings of the Executive Committee shall be scheduled by the President as deemed necessary.

Board Members appointed to serve as an Officer may serve more than one term but shall not serve more than two consecutive years in the same office. This policy does not apply to the Secretary if such a limit to the term of office works against the best interest of the Association. All Officers must be Members in good standing with the Association.

No Ex Officio Board Members shall serve as an Officer of the Association.

In the event the President is unable to complete his/her term, the Vice President shall accept the responsibilities and duties of the President. In the event the Vice President, Second Vice President, or Secretary is unable to complete his/her term, the Board of Directors may declare a vacancy of the office and appoint by a majority vote a member of the Board of Directors to serve in the office.

Article VII. Duties of the Officers

The duties of the Officers of the Association shall be subject to the delegation of duties provided for in the Constitution and Bylaws. The Officers shall work with the Office of Alumni Affairs in fulfilling the purpose of the Association as provided for in the Constitution and Bylaws.

  1. President. The President shall provide the necessary leadership and guidance required to accomplish the purpose of the Association as defined herein, including but not limited to presiding over meetings of the Association, Board of Directors, and Executive Committee, serving as an ex officio member on each of the Board of Directorsí Standing Committees, coordinating planning objectives for the coming year, appearing on behalf of the Association as opportunities are provided, maintaining contact with the Office of Alumni Affairs and its staff, and performing such other duties as are required of the office.
  2. Vice President. The Vice President shall handle the duties and responsibilities of the President in the absence of or at the request of the President, shall accept the responsibilities and duties of the President if for any reason the President is unable to complete their term of office, shall serve as liaison to the Board of Directorsí Standing Committees and provide reports from the Standing Committees to the Board of Directors, and shall perform such other duties as are required of the office.
  3. Second Vice President. The Second Vice President shall handle the duties and responsibilities of the Vice President in the absence of or at the request of the Vice President, shall collect and maintain contact information of the Board of Directors, shall take attendance at the meetings of the Board of Directors, Executive Committee and Association, and shall perform such other duties as are required by the office.
  4. Secretary. The Secretary shall record the minutes of the Executive Committee, Board of Directors, and Association meetings, provide notice of meetings of the Board of Directors, Executive Committee and Association to the Office of Alumni Affairs, and perform such other duties as are required of the office.

Article VIII. Standing Committees

The Board of Directors shall have the authority to establish Standing Committees to fulfill the purpose of the Association as provided for in the Constitution and Bylaws. Establishment of additional Standing Committees shall be approved by a majority vote of the Board of Directors with the Constitution and Bylaws being amended upon approval of such Committees. The Executive Committee shall have the authority to appoint Board Members to the Standing Committees. Each of the Standing Committees shall appoint a member of their Committee to serve as the Chairman.
The duties of the Standing Committees shall be to review, develop, and present recommendations and updates to the Board of Directors on matters involving the responsibilities of each Committee. Recommendations brought by each Standing Committee shall be approved by the Board of Directors or Executive Committee, as provided for in the Constitution and Bylaws, by a majority vote. It shall be the responsibility of each Standing Committee to insure that actions approved and directions given by the Board of Directors are executed with the assistance of the Board of Directors and the Association.

In the event a Board Member is unable to serve on a Standing Committee, the Executive Committee shall appoint a Board Member to fill the vacancy. Meetings of the Standing Committees shall be scheduled by the Chairman of each Committee as deemed necessary.

The following Standing Committees have been established by the Board of Directors:

Activities Committee shall consist of three Board members and the President and shall be responsible for planning and scheduling activities and events sponsored by the Association and requested by the Office of Alumni Affairs or the University. The Committee shall also be responsible for obtaining Board Members and Association Members to volunteer and participate in those activities and events.

Awards Committee shall consist of three Board Members and the President and shall be responsible for receiving nominations for Alumni Awards and presenting recommendations to the Executive Committee for recognitions at the Annual Alumni Banquet to be held during Homecoming. Awards to be considered for distribution are provided for in the Constitution and Bylaws.

Finance Committee shall consist of three Board Members and the President and shall be responsible for providing an accounting of the Associationís finances to the Board of Directors, developing fundraising opportunities for the Association, and locating grant and funding opportunities which may become available to the Association. The Finance Committee shall work closely with the Office of Alumni Affairs in reviewing the Associationís accounts and investments.

Homecoming and Reunion Committee shall consist of three Board Members and the President and shall be responsible for working with the Office of Alumni Affairs in planning and implementing Annual Alumni reunion and Homecoming activities. The Homecoming and Reunion Committee shall work closely with the University in developing a schedule of activities during those and other similar events that accommodate students, alumni, and the University.

Media Committee shall consist of three Board Members and the President and shall be responsible for working with the Office of Alumni Affairs in preparing and distributing media releases providing information about the Association and events sponsored by the Association to the University publications, including but not limited to magazines, newsletters, email blasts, and the like, to publications supported by the Southern Baptist Convention and South Carolina Baptist Convention, to radio, internet and social media outlets, including the Universityís website(s), and such other media communication opportunities which may become available.

Nomination Committee shall consist of three Board Members and the President and shall be responsible for receiving Applications for the Board of Directors from the Association Membership who are interested in serving on the Board of Directors, contacting applicants to confirm their interest in serving, and presenting the slate of applicants to the Association during the Annual Meeting for a vote. Appointment to the Board of Directors shall be determined by a majority vote of the Board.

The Nomination Committee shall also be responsible for receiving nominations from the Board of Directors for appointment of Officers to the Executive Committee. Appointment to the Executive Committee shall be determined upon appointment of Officers of the Association.

Article IX. Alumni Awards

Nominations for Alumni Awards are accepted by the Board of Directors during the year to recognize outstanding Alumni and Association Membership and the contributions they have made to the University and/or Association. Nominations are accepted until the deadline date as provided on the Nomination Application with recommendations made by the Awards Committee and presented to the Executive Committee for consideration. Award recipients shall be selected by the Executive Committee and presented by the Association during the Annual Alumni Banquet held during Homecoming.

Alumni of the Year Award. The recipient shall be a graduate of the University and shall be recognized for providing significant service to the University through their involvement as a volunteer in University and/or Association activities.
Distinguished Alumni Award. The recipient shall be a graduate of the University and shall be recognized for their distinguished accomplishments that have brought or will likely bring recognition to the University.

Friend of the Year Award. The recipient shall be an individual who has not attended the University and shall be recognized for outstanding service to the University.

Young Alumni Award. The recipient shall be an individual who has graduated from the University during the past ten (10) years and shall be recognized for providing significant service and recognition to the University through their involvement in the University and/or Association.

Presidentís Award. The recipient shall be a member of the Board of Directors and shall be recognized for their contributions to the Association.

The Board of Directors reserves the right to establish additional awards not provided for in the Constitution and Bylaws as deemed appropriate and necessary. Such additional awards established shall be approved by a majority vote of the Board of Directors. The Constitution and Bylaws shall be amended to include such additions.

Article X. Meetings

Annual Meeting. The Annual Meeting of the Association shall be held in the spring at the University at such date and time as designated by the Board of Directors in conjunction with the bi-monthly meeting. Notification of the Annual Meeting shall be provided by the Secretary to the Association with the assistance of the Office of Alumni Affairs by acceptable means of communication which are most effective and efficient in notifying the Association Membership in a timely manner.

Board of Directors Meetings. Meetings of the Board of Directors shall be held bi-monthly during the year at such place and time as designated by the Board of Directors. One of the meetings shall be the Annual Meeting. Notification of the Board of Directors Meeting shall be provided by the Secretary to the Association with the assistance of the Office of Alumni Affairs by acceptable means of communication which are most effective and efficient in notifying the Association Membership in a timely manner.

Meetings shall follow procedures contained in the latest revision of Robertís Rules of Order, except to the extent as they may conflict with this Constitution and Bylaws.

Action may be taken on any matter presented to the Board of Directors as long as a quorum is present in person and/or by acceptable means of communication allowing for the member to participate in the meeting simultaneously. A quorum shall be considered as one additional Board Member over one-half in attendance. Proxy voting is prohibited by members who are not in attendance at the meeting either in person or by acceptable communication devices.
If, during any fiscal year, a Board Member fails to attend or participate in two scheduled Board meetings either in person or by acceptable means of communication without a satisfactory excuse to the President, the Board of Directors may declare the Board Member to be a member not in good standing. A two-thirds vote of the Board of Directors shall be required to remove a Board Member from the Board of Directors for lack of attendance.

Executive Committee Meetings. Meetings of the Executive Committee shall be scheduled by the President as deemed necessary.

Standing Committees. Meetings of each Standing Committee shall be scheduled by the Chairman of each Committee as deemed necessary.

Article X. Office of Alumni Affairs

The purpose of the Office of Alumni Affairs is to develop relationships and establish lifelong connections between the University and its alumni and friends, leading to increased support for the Universityís mission and goals.

Staff of the Office of Alumni Affairs and the Board of Directors shall work together to fulfill the purpose of the Association as provided for in the Constitution and Bylaws.

Membership Applications and Applications to serve on the Board of Directors shall be accepted by the Office of Alumni Affairs and presented to the Board of Directors for consideration.

Administrative assistance shall be provided by the Office of Alumni Affairs to the Association upon request of the Board of Directors.

Article XI. Amendments to the Constitution and Bylaws

Upon recommendation of the Board of Directors, the Constitution and Bylaws may be repealed, added to, or amended by a two-thirds vote of the Board of Directors members.

 

This document was submitted to and approved by the Board of Directors of the North Greenville University Alumni Association during its Annual Meeting in April, 2013.

Camilla Pitman, President
Walter Pym, Vice President
Cameron McClure, Second Vice President
Wanda Fudge, Secretary