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WNMU Alumni Association Charter

Adopted Oct.2011 dm


Western New Mexico University

Alumni Association Charter



ARTICLE I   NAME AND LOCATION


The name of the organization is "Western New Mexico University Alumni Association," hereinafter called the Association. Its principal office shall be located at Western New Mexico University, within the Alumni Affairs Office, Silver City, New Mexico.


ARTICLE II   PURPOSE


The object and purposes of this Association are to establish a mutually beneficial relationship between Western New Mexico University and its alumni; to promote in every way the best image, interests and development of the University. In carrying out such objects and purposes, the Association shall seek to create, foster, develop, and encourage individual and community interest in and support of Western New Mexico University and higher education in general.


ARTICLE III   MEMBERSHIP


Section A. Qualifications for Membership


All former students and graduates of Western shall be members.


Section B. CLASS OF MEMBERSHIP


1. Life Membership   All former students and graduates of Western New Mexico University.


2. Associate Membership   Spouses and relationship partners of members shall be Associate Members. Friends of Western who do not qualify for Life Membership or Honorary Membership may be selected in partnership with the university for vote to Associate Membership.


3. Honorary Membership   Friends of Western and parents of present and former students may be invited by vote of the Board, in partnership with the university, for Honorary Membership. Persons awarded honorary degrees by Western shall be Honorary Members.


4. Associate and Honorary Members shall not vote or hold any Office within the Association, and may address the Association Membership during meetings with permission from the Association President or designee.



Section C. Privileges of Members


1. Voting and Office holding privileges   All Life Members shall have voting privileges at all general meetings of the Association and in all other forms of voting as approved by the Board and shall be eligible to hold office.


2. Publications and Notices   All Members (Life, Associate, and Honorary) shall receive all alumni publications and notices of general meetings.


3. Annual Reports   All Members (Life, Associate, and Honorary) shall receive an annual report of Association activities and a copy of the Annual Message of the President of the University.


ARTICLE IV   BOARD OF DIRECTORS


The Board of Directors operates in support of the Association, Alumni Affairs Office, and WNMU. The advancement of the Association shall be vested in the Board of Directors. In hiring for the position of Alumni Affairs Director, the Board of Directors shall submit its recommendation to the hiring authority.


Section A. Membership


The Board shall consist of a President, Vice President, immediate Past President, Secretary, and Treasurer elected by the Association, the Association's representative on the WNMU Foundation who shall be elected by the Association's Board of Directors, one representative from each chartered alumni chapter, and not less than nine members of the Association elected at-large. Six of the members-at-large shall be elected from New Mexico with no more than two coming from one county, and three shall be elected from other states. Each elected member-at-large shall serve a term of three years with a minimum of three directors being elected each year. Elected board members may seek successive terms and serve if elected.


Section B. Ex officio Members


Ex officio Members shall have no vote nor hold any Office within the Association, and may address the Association Membership during meetings with permission from the Association President or designee, and shall include: President of the Associated Students of WNMU or designee, Faculty Senate President or designee, Staff Senate President or designee, Director of Alumni Affairs, and Editor of the Alumni Bulletin.


Section C. Quorum and Vacancies


1. Five members of the Board of Directors shall constitute a quorum for the transaction of any business except as herein otherwise provided.


2. Upon calling a meeting of the Board of Directors, the Alumni Affairs Office shall notify the Board Members of the date and time of the meeting at their last known address. The Board Members will have a choice of attending in person, by telephone, or other electronic means. Within five days of the meeting the Board Members shall notify the Alumni Affairs Office of their attendance. Any director who has missed three consecutive meetings without notice shall be immediately deemed to have forfeited his/her membership on the Board.


3. Vacancies on the Board shall be filled by a majority vote of the remaining Life Members of the Board and shall serve for the remaining term of the previous Board member.


ARTICLE V   OFFICERS


Officers of the Association shall consist of a President, Vice President, who will serve as President Elect, Secretary and Treasurer. The offices of Secretary and Treasurer may be combined as one office. All officers shall be Life Members of the Association in good standing and elected to office by the Life Membership during the fall meeting. Board decision required here: Officers may serve no more than one two-year term. OR Officers may serve one two-year term that may be extended for one additional year.

Section A. Duties of Officers


1. President


The President shall be the chief officer of the Association; shall preside at meetings of the Board of Directors and at general meetings of the Association; shall assist in the formulating and promoting of the general program the Association; shall with the Alumni Affairs Director, set Board Meeting agendas, sign all contracts and obligations of the Association; shall preside at all meetings of the members of the Association. The President shall be a Life Member and chairperson of the executive committee and an Ex officio Member of all committees of the Association. The President shall submit an annual report of the activities of the Association to the members. As immediate past President she/he shall serve as a member of the Executive Committee and the Board of Directors.


2. Vice President


The Vice President shall serve as President elect of the Association and shall work with the President to become familiar with the duties of that office, and shall succeed the President at the end of the term or terms for which the President has been elected. The Vice President shall perform the duties of the President in the event of the President's temporary disability or absence from the Board and membership meetings. The Vice President shall succeed to the presidency upon the death, resignation or removal of the President and shall serve in that capacity through the remainder of the term for which the President was elected.


3. Treasurer


The Treasurer, under the direction of the Board of Directors, shall generally supervise the finances and budgets of the Association. In cooperation with the Alumni Affairs Director, the Treasurer shall provide written reports to the Association at all general meetings.


4. Secretary


The Secretary is charged with the statutory responsibility to record the proceedings of the meetings of members and directors in a book to be kept for that purpose.


ARTICLE VI ELECTIONS AND NOMINATIONS


Section A. Elections


1. The annual election for members of the Board of Directors shall be held during the fall meeting of the Association.


2. The Executive Committee shall count all votes immediately following the election and shall announce the vote at that time. A majority of votes cast shall suffice to elect a candidate. The newly elected officials will assume office the following Jan. 1.


Section B. Nominations


1. The Nominating Committee shall submit its nominations at the fall meeting each year and shall nominate at least one candidate for each open position.


2. Nominations may be made by Life Members of the Association.


3. The Nominating Committee will assure itself that the nominees selected are willing to have their names placed on the ballot and will serve if elected. Ballots shall be available in person and via other means by special request to the Alumni Affairs Office.


ARTICLE VII   COMMITTEES


The Board of Directors shall authorize and define the powers and duties of all standing committees. The President shall authorize and define the powers and duties of all special committees. Members of all standing committees shall be appointed by the Executive Committee and approved by the Board of Directors. Members of all special committees shall be appointed by the President and approved by the Executive Committee. Members may be removed in the same way except as herein otherwise provided. Following are the Standing Committees of the Association:


Finance Committee, Homecoming Committee, Membership Committee, Nominating Committee, and Scholarship Committee.




ARTICLE VIII   EXECUTIVE COMMITTEE


The Executive Committee shall be composed of the President, Vice President, Treasurer, Secretary and immediate Past President, and shall have the authority to make decisions of an emergency nature. Such actions shall be reported to the Board of Directors for their approval at the next Life meeting of the Board.


ARTICLE IX   Alumni Chapters


The establishment of each Alumni Chapter shall be approved by the Board of Directors, in partnership with the Alumni Affairs Office, in accordance with the Minimum Requirements guidelines provided by the Association.

ARTICLE X   Miscellaneous Matters


Section A. Rules and Procedures   Except as herein otherwise provided, Robert's Rules of Order, the latest revised edition, shall be the authority on all matters of parliamentary procedures.


Section B. Standing Rules  Standing rules consistent with the Charter may be prescribed by the Board of Directors to facilitate and expedite the carrying out of business by the Association.


Section C. Fiscal Year   The fiscal year of the Association shall extend from July to and including June 30.


Section D. Meetings of Members.


1. Annual Meetings: An annual meeting of the Members shall be held during Homecoming week of each year. The Board of Directors shall meet previous to this meeting and shall be prepared to give an annual report of its activities and financial status to the Association Membership. The Board shall set the priorities to be achieved for the year and the President and Alumni Affairs Director shall monitor the progress periodically and the results shall be a major portion of the Annual Report.



2. Special Meetings: Special meetings of the Members may be called in the same manner as for the Board of

Directors.


E. Powers. Life Members of the Association by a majority vote of those present shall have the authority to approve, disapprove, or modify all actions taken by the Board at any annual or special meeting.


F. Notice. All annual and special meetings of the Association shall have two week notice to Life Members, when possible, and the statement of the nature of the business on the agenda.


ARTICLE XI  Amendments to the Charter


Section 1. Notice –This Charter may be amended at any regular meeting of the Board of Directors, provided that a notice stating the purpose of each proposed amendment, the reason therefore, and a copy of the proposed amendment is sent to every member of the Board of Directors not less than ten days prior to the date of the meeting at which the proposed amendment is to be voted on. Major actions deemed necessary by the Board between Regular Meetings shall be presented to Life Members at the next Fall Meeting.


Section 2. Voting   It shall require a roll call concurring vote of not less than two thirds of the Members of the Board of Directors who are participating in the meeting to amend the Charter.


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