Algonquin College - Alumni Association

Constitution of the Algonquin College Alumni Association

ARTICLE I
NAME

The name of this Association is the Algonquin College Alumni Association, referred to hereafter as the Association.

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ARTICLE II
MISSION STATEMENT

The many thousands of graduates and former students of Algonquin College of Applied Arts and Technology and its predecessor organizations are a unique group of individuals who hold strong personal convictions and unforgettable memories of their alma mater as a distinctive institution where they received their education and training.

The mission of the Algonquin College Alumni Association is to offer to these alumni a focal point of support and coordination plus a package of services and activities for individual growth, group interaction, and ongoing career development. To accomplish this challenge the Alumni Association is committed to maintaining ongoing communication and contact with all alumni and to encourage a continuing interest in and support of the activities and education programs of the College.

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ARTICLE III
MEMBERSHIP

3.1 Graduates
All graduates of Algonquin College and its predecessor institutions.

3.1.1
The word "graduate" refers to any person formerly enrolled as:

3.1.2
Full-time student at Algonquin College in any one its facilities, schools or institutes and having obtained a degree, certificate or diploma.

3.1.3
Part-time student having obtained a degree, certificate or diploma.

3.2 Faculty Members
All current and past faculty members of Algonquin College and its predecessor institutions.
3.3 Honourary Members
Persons upon whom the Board of Directors confers honourary membership in recognition of outstanding contribution, financial or otherwise, to the Alumni Association or to the College.

3.4 Associate Members
Persons upon whom the Board of Directors confers associate membership who are or have been a student, employee or member of the Board of Governors of Algonquin College.

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ARTICLE IV
DIRECTORS AND OFFICERS

Section 4A. Board of Directors
The Board of Directors of the Algonquin College Alumni Association shall hereafter be referred to as the Board or the Board of Directors.

4A1.
The Board of Directors manages the Association. The board shall consist of at least six appointed directors and one student representative (as per Article VII), and the Alumni Administrator as a non-voting ex-officio.

4A1.1
Elected directors shall assume office at the AGM following the election, and shall hold office for a term of 2 years, in accordance with Bylaw IV, Section 3, or until they are replaced by election or otherwise.

4A1.2
Appointed directors shall hold office for a term of 3 years, renewable, or until they are replaced by appointment or otherwise.

4A2.
The first Board of Directors of the Association is: Bill Mantle, President; Merlyn Gamble, Vice-President; Bonnie Stuart Anderson, Director of Membership; Helen Clarke Hanna, Director of Finance; Stephen Kennedy, Director of Communications.

4A3.
The Board of Directors shall exercise the following powers and perform the following duties:
4A3.1

it shall meet not less than 4 times per calendar year, in accordance with Article VI, Section 1
4A3.2

it shall convene a General Meeting of the members not less than once every year, in accordance with Article V, Section 1.1
4A3.3

it may fill a vacancy in the Board, as needed, by appointment under the terms and conditions of Bylaw IV, and in accordance with Section 4.2

4A3.4
it may amend the Constitution, in accordance with Article VIII

4A3.5
Alumni Chapters will be officially recognized by the Board of the Alumni Association under the terms and conditions of Bylaw II, and in accordance with Section 5

4A3.6
All other Alumni groupings may be recognized by the Alumni Association, without a right to vote or representation on the Board. They can, however, attend meetings of the Board as observers.

Section 4B. Officers
4B1. Prime Officers
The prime officers are President, Vice-President, and Director of Finance.

4B1.1 President
The President exercises general supervision over all activities of the Association, and is member ex-officio of all committees. The President shall convene General Meetings, shall convene and chair Board and Executive meetings, and set up agendas. In the absence of the President, the duties and functions of the presidency shall be carried out by the Vice-President, or, in his or her absence, a chair is appointed by the alumni administrator. (as per Article 6, Section 3).

4B1.2 Vice-President
The Vice-President performs such duties as the president or the Executive Committee delegates.

4B1.3 Director of Finance
The Director of Finance manages and keeps records of the finances of the Association and presents an annual financial report to the Executive Committee and the Association. The Director of Finance performs other duties as may be delegated by the Executive Committee.

4B2. Ex-Officio
The Alumni Administrator sits on the Board as an ex-officio member, and is responsible for the recording of minutes. The Alumni Administrator acts as a liaison between the Board and Algonquin College.

4B3. Student Representation
A student in his or her graduating year, selected by the Board in consultation with the Students' Association, sits on the Board as a voting member.

4B4. Other Officers
The Board may establish new officers of the Association and appoint the first incumbent for the duration of the Board's term. Such new directors must, thereafter, be ratified at the Annual General Meeting following the creation of the new position(s).

Section 4C. Election of Directors
The election of the directors shall be carried out under the terms and conditions of Article VII, and in accordance with Bylaw IV.

Section 4D. Indemnity of Directors
Every member of the Board of Directors, and his or her heirs, or assigns, are indemnified by the Association from loss and against all costs or charges whatsoever that a director sustains or incurs during the execution or non-execution of the duties of office, except those arising by his or her own willful neglect or default.

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ARTICLE V
MEMBERSHIP MEETINGS

Section 1. Meetings
1.1 Annual General Meeting
The Board of Directors designates a date for the annual general meeting, notifies the membership 30 days in advance through the regular Association publication or publication in a newspaper having general circulation in the Ottawa-Carleton region, and makes necessary arrangement for the meeting.

1.2 Special General Meeting
A special general meeting of a member is called by the Board:
a) provided such a meeting is requested and passed by a vote of 2/3 of the Board or
b) with a written request by 50 regular Association members sent to the Alumni Officer stating the proposed business to be conducted.
c) notice of the meeting must be publicized.

1.3 Error of Omission in Notice
No error or omission in giving notice to the members of the Association of any annual or special general meeting or any adjourned meeting whether annual or special general invalidates the meeting or makes void any proceeding taken at it and any member may at any time waive notice of any of these meetings and may ratify any proceedings of the meeting. For the purpose of sending notice to any member, director or officer for any meeting or otherwise, the address of that member, director, or officer is his or her last address recorded on the books of the Association.

Section 2. Elections
Nomination and election to the Board is held at the annual general meeting prescribed in By-Law IV.

Section 3. Proxy
Every voting member can designate another voting member to attend and act for him or her at the meeting. A proxy must be in writing and ceases to be valid after six months. The proxy must be deposited with the secretary prior to the start of the meeting. If the member by proxy attends the meeting in which the proxy is to be used, the proxy will no longer be valid and the secretary must be notified.
Section 4. Quorum
Fifty members present in person or by proxy constitute quorum for an annual or special general meeting. If quorum is not met, the Board decides by a majority vote to proceed with the meeting if it is deemed to be in the best interest of the membership as a whole, provided sections 1.1 and 1.2 were respected.

Section 5. Adjournments
Any meetings of the Association or of the Board may be adjourned to any time and from time to time and the business may be transacted at a subsequent meeting as might have been transacted at the original meeting from which the adjournment took place. No notice is required of any adjournment. The adjournment may be made in spite of no quorum being present.

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ARTICLE VI
BOARD MEETINGS

Section 1. Regular Meetings
Meetings of the Board are scheduled as necessary with a minimum of four per calendar year. No formal notice of any such meeting is necessary if all the directors are present, or if those absent have signified their consent to the meeting being held in their absence. Meetings of the Board are formally called by the president, vice-president, any two directors, or the alumni officer on direction of any of these officers. Notice of such meetings is delivered, telephoned, faxed or mailed to each director not less than five days before the meeting is to take place. The Board may appoint a day or days in any month or months for regular meetings, at an hour to be named, and of such regular meeting no notice need be sent. A meeting of the Board may also be held, without notice, immediately following the annual general meeting of the Association. The Board may consider or transact any business, either special or general, at any meeting of the Board.

Section 2. Quorum
Fifty percent (50%) plus one (1) of the voting members of the Board constitutes quorum.

Section 3. Chair
The president of the Association chairs the Board meetings. In the absence of the president, the vice-president acts as chair. In the absence of the president and vice-president, a chair appointed by the alumni officer. The duties and voting privileges of the chair are those outlined in “Robert’s Rules of Order”.

Section 4. Committees
The Board establishes or dissolves by resolution any committees it deems necessary to carry out the affairs of the Association. The Board establishes the terms of reference of each committee and appoints the chair of each committee.

All committees submit a report to the Board at each Board meeting.

Section 5. Show of Hands
Voting is by a show of hands unless a ballot vote is requested by a voting member.

Section 6. General Membership
Board meetings are open to members with prior notification of attendance. If a member wishes to address the Board, a written request must be submitted in advance of the meeting.

6.1
Any Board member can designate items “in-camera” and ask that observers leave during the discussions.

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ARTICLE VII
ELECTIONS

Section 1. Policy
Nominees for president and for vice-president on the Board of Directors are elected into the positions by a majority vote of the membership.

Section 2. Other
The balance of the election procedures are outlined in Bylaw IV.

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ARTICLE VIII
AMENDMENTS

Section 1. Constitution
The articles of the Constitution are amended by the vote of two-thirds of the members in attendance at the annual general meeting or at a special general meeting called by the Board for the specific purpose of making amendments to the Constitution. The amendments documented and published in the Association publication for review by the membership.

Section 2. By-Laws
The Board of Directors adopts, amends, or repeals by-law(s) by a majority vote of the Board. The amendments are documented and published in the Association publication for review by the membership.

BY-LAWS OF THE ALGONQUIN COLLEGE ALUMNI ASSOCIATION

By-Law I
Duties of Officers

1. President

presides at all Association Board meetings is responsible for the implementation of the Constitution and the By-Laws is Chief Executive Officer for the Association is spokesperson for the Association
performs other duties assigned by the Board has signing authority

2. Vice-President

performs such duties as the president delegates or the Board prescribes
assumes the duties of the president in his or her absence
liaises with the different school representatives performs other duties that may be assigned by the Board
has signing authority

3. Director of Finance

manages and reports on the finances of the Association and presents an annual financial report to the Executive Committee and the Association
coordinates a Finance Committee as required
presents budgets and financial plans as required
performs other duties as may be assigned by the Board
presents a financial statement to the Board at each meeting
has signing authority

4. Director of Communications

establishes and maintains communication among the membership, the College, the public, and the alumni officer
creates an awareness and acceptance of the Alumni Association and its activities through publicity and advertising
performs other duties that may be assigned by the Executive Committee

5. Director of Membership

coordinates Alumni Association volunteers for various Association committees
assists the alumni officer with the development of alumni lists
performs other duties that may be assigned by the Executive Committee
ensures that as many graduates as possible become active members of the Alumni Association

6. Director of Chapters

facilitates the establishment of program, interest, and regional chapters of the Association
liaises with faculty representatives and interested alumni to maintain communication between chapters and the Association
performs other duties that may be assigned by the Executive Committee
recruits graduates to assist in the development of program chapters

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By-Law II
Committees and Subcommittees

Section 1. Executive Committee
Executive Committee is comprised of no more than five (5) members of the Board of Directors and includes at least two (2) of the following: the president, vice-president, director of finance, director of membership, or director of communications.

1.1 Purpose
The Executive Committee is empowered for the Board of Directors to act during the summer months and at times when the calling of a Board meeting is not feasible or at any time as the Board requires.

Section 2. Nominations and Elections Committee
Board of Directors annually appoints members of’the Association to a Nominations and Selections Committee. This committee prepares the ballot, conducts elections, canvasses the vote, and submits a report to the Board to be moved and seconded by members of the Association prior to the commencement of elections.

Section 3. Finance Committee
Finance Committee is responsible for developing the annual budget for the Association and comprised of the director of finance and his or her designates, and the alumni officer.

Section 4. Other Committees
The Board of Directors may appoint ad hoc committees from the membership to promote the aims of the Association.

Section 5. Chapters
Parameters for the establishment and maintenance of chapters of the Alumni Association may be outlined in a manual to be approved by the Board.

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By-Law III
Policy

Section 1. Executive Committee
The Executive Committee is charged with the direction of the Association. Matters of standing policy regarding the function of the Association and its programs are recommended by the Board of Directors and set forth in a policy manual kept by the alumni officer of the Association.

Section 2. Order of Business
The order of business may be altered or suspended at any meeting by a majority vote of the members present The usual parliamentary rules, as laid down in "Robert’s Rules of Order" govern all deliberations.

Section 3. Terms
The members of the Board of Directors of the Association are elected or appointed into each position and hold office for two years.

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By-Law IV
Elections

Section 1. Call for Nominations
The call for nominations takes place two months prior to the election date.

Section 2. Nominations and Elections Committee Report
See By-Law II, Section 2.

Section 3. Procedure
Elections for the Board of directors are held at every second annual general meeting. In the case of the early resignation of the president or vice-president, nominations are held at the next annual general meeting. Nominations from the Association membership are required one month in advance of the annual general meeting, provided the nominee and nominator are members of the Association and that the nominee is a current director on the Board.

Section 4. Chief Returning Officers
The alumni officer and a representative of the Board act as the Chief Returning Officers, whose responsibility involves conducting the ballots at the meeting.

Section 5. Voting
A closed ballot is cast for each elected position for which two or more nominees have been proposed. Prior to the casting of the ballot each nominee will have the opportunity to make a presentation to the Board for the position to which he or she has been nominated. If there is only one nominee for any Board of Director position, the nominee will be acclaimed to the position for which he or she was nominated and no ballot be cast. When an equality of votes is received by each candidate, successive ballots must be taken at the annual general meeting until a candidate is elected.

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By-Law V
Financial Policy

Section 1. Collection of Monies

The Association is empowered to collect fees, as directed by the Board, for and on behalf of the Association.

1.1 Deposits
All monies collected by the Association are deposited in the Association’s name in a financial institution approved by the Board.

1.2 Signing Authority
i) A minimum of two signatures is required.
ii) Authorized co-signers are the presidents, vice-president, director of finance, and the alumni officer.
iii) At least one of the signatures will be that of the alumni officer or the president.

1.3 Use of Funds
Money received by the Association is used for the operation of the Association in accordance with its mission.

1.3.1
Any disbursement in excess of $2500 must be approved by a majority vote of the board.

1.4 Chapter Fees
A chapter may charge an activity fee to cover the cost of events for the year.

1.5 Other Fees
Any committee or director may charge an activity fee, throughout the year, to cover the costs for any events held by the group.

Section 2. Appropriation of Monies
A budget detailing the appropriation of the Association’s monies is presented by the director of finance to the Board at the first meeting following the annual general meeting.

2.1 Budget Ratification
The budget is subject to ratification by the Board.