University of Michigan Alumni Association

ALUMNAE COUNCIL POLICIES AND PROCEDURES

1.0   PURPOSE
2.0   MEMBER CLUBS
3.0   COUNCILORS
4.0   OFFICERS AND DUTIES
5.0   GOVERNING BOARD
6.0   STANDING COMMITTEES
7.0   STAFF DESIGNEE TO ALUMNAE COUNCIL
8.0   ALUMNAE COUNCIL MEETINGS
9.0   REPRESENTATIVES TO OTHER BODIES
10.0  HENDERSON HOUSE
11.0  MICHIGAN LEAGUE
12.0  AMENDMENTS
13.0  DISSOLUTION 

1.0 PURPOSE             
1.1     This document provides standing rules used to implement the provisions of the Alumnae Council Bylaws and to furnish guidelines for Alumnae Council members, officers, and committees in the performance of their respective duties.
1.2     The Alumnae Council Policies and Procedures establish rules to assure that programs and activities of member clubs shall be consistent with Alumnae Council actions and policies and supportive of its projects.
2.0 MEMBER CLUBS
2.1    Active Clubs

a.      Are recognized by the Alumnae Council of the Alumni Association of the University of Michigan.
b.      Are in conformance with the purposes and requirements of  the  Alumnae Council Bylaws.
c.      Hold at least one meeting a year that presents a program from or about the University of Michigan.
d.      Submit their bylaws and any subsequent amendments to the Alumnae Council Corresponding Secretary for review and recommendations.
e.      Submit to the Alumnae Council Corresponding Secretary, prior to July 1 of each year, their membership and board rosters. The membership rosters should contain the names, addresses, telephone numbers, and e-mail addresses, if known, of each member. The board rosters should contain the same information as well as the position or committee responsibility for each board member.
f.      Offer membership to all area alumnae/i and friends of the University of Michigan.
g.      May use the name of the University of Michigan Alumnae Council only with the approval of the Alumnae Council Governing Board.

2.2    New Clubs

a.      Submit proposed bylaws to the Alumnae Council Governing Board for review and recommendations. The bylaws should include the club's mission and definition of membership, and be in compliance with the bylaws of the Alumnae Council of the University of Michigan Alumni Association.
b.      Submit to the Alumnae Council their membership and board rosters. The membership rosters should contain the names, addresses, telephone numbers, and e-mail addresses, if known, of each member. The board rosters should contain the same information as well as the position or committee responsibility for each board member.
c.      Will, at the recommendation of the Governing Board, have their request for membership considered for approval at the next semi-annual Alumnae Council meeting.


2.3    Member Clubs Wishing to Become Emerita Clubs

a. Have been active clubs for a minimum of 25 years. 
b.      Have a membership that consists of those 65 years or older in the amount of 70% or more.
c.      Can no longer meet the requirements of being an active club.
d.      Submit their written request for change of status to the Alumnae Council and are granted emerita status by the Alumnae Council.
e.      Submit any remaining assets for disposition by the Alumnae Council.
f.      Submit the name of a contact agent and a club membership roster to the Alumnae Council Corresponding Secretary by July 1 of each year.
g.      Are considered disbanded by the Alumnae Council when the club can no longer designate a contact agent.
2.4    Member Clubs electing to dissolve 

a. Notify the Alumnae Council of their intent to dissolve the club when their members deem they are no longer viable. 
b.      Retain their member status for the period of one year before finalizing dissolution.
c.      Pay all remaining club debts by the end of the one-year waiting period and submit all remaining assets to the Alumnae Council.

3.0 COUNCILORS
3.1     Inasmuch as the Alumnae Council is the legislative and policy-making body, councilors should be selected with care by their clubs to ensure that the Alumnae Council is composed of members having knowledge of the purposes and functions of the Alumnae Council.          
3.2     It is strongly recommended that club officers and board members be included as club councilors.
3.3     Councilors are fully empowered delegates, free to exercise their individual judgments on matters coming before the Alumnae Council, but should be ever mindful of the views of their respective clubs.

4.0 OFFICERS AND DUTIES

4.1    Chairman

a.      Presides at all meetings of the Alumnae Council, Governing Board and Executive Committee.
b.      Appoints the Chairman of all committees except the Nominating Committee.
c.      Is authorized to speak on behalf of the Alumnae Council.
d.      Serves ex-officio on all committees except the Nominating Committee.

4.2    Vice Chairman

a.    Performs the duties of Chairman in the absence or disability of the chairman.
b.  Reports the activities of the Executive Committee to the Alumnae Council.

4.3    Recording Secretary a.      Records the proceedings of all meetings of the Alumnae Council, its Governing Board, and the Executive Committee.
b.      Transmits the minutes in a timely fashion to the Executive Committee.
4.4    Corresponding Secretary

a.   Is responsible for external communications of the Alumnae Council.
b.  Maintains a database of Governing Board members, Alumnae Council representatives to other boards, appointees, past presidents, board rosters of member clubs, individual Alumnae Council members, anyone who would like to receive Alumnae Council mailings, and prospects.
c.      Maintains information about Governing  Board committee assignments.          
d.  Produces lists of Governing Board members and Committee Chairs by June of each year which are distributed to all those whose names appear on the lists and to the president of each member club.
e.      Receives all communications from clubs including board rosters, membership lists and bylaws. Copies of these lists are then transmitted to the Alumni Association staff designee.  (These lists should, if possible, be submitted in electronic format.)
f.      Maintains up-to-date files on Henderson House and the Michigan League.
g.   Oversees the preparation and mailing of Alumnae Council meeting notices and announcements including their submission to the Alumni Association staff for mailing.
4.5    Treasurer  

a.   Monitors the finances of the Council, the collection of monies and the disbursements for expenditures.
b.      Secures and maintains accounts in the name of the Alumnae Council at financial institutions approved annually by the Executive Committee at its fall meeting. 
c.      Prepares periodic reports of the income, expenditures and balances in accounts controlled by the Alumnae Council as set forth in the Treasurer's job description.
d.  Provides all other reports as required by law.       

5.0 GOVERNING BOARD
5.1    The Governing Board
a.      Is the directive body of the Alumnae Council.
b.      Determines the activities and focus of the Alumnae Council.
c.      Assesses administrative fees for the operation of Alumnae Council.
d.      Approves new clubs.
e.      Meets at least twice a year.
f.       Oversees arrangements for Alumnae Council meetings.


5.2    The Executive Committee of the Governing Board
a.      Exercises the power and duties of the Governing Board in the intervals between its meetings.
b.      May request the resignation of any Governing board member who has  been absent from two consecutive Alumnae Council Governing Board meetings.
c.      Approves all expenditures in excess of $250.

6.0 STANDING COMMITTEES
6.1    The Standing Committees of the Alumnae Council shall be:
a.      Athena/Alumna-in-Residence Award
b.     Birthday Greeting
c.    Membership/Marketing
d.     Nominating
e.     Program
f.      Scholarships
g.     Service Citations
h.     Women's Athletics
6.2    Each standing committee, except the Athena/Alumna-in-Residence Committee and the Nominating Committee, must be chaired by an elected member of the Governing Board.
6.3    The responsibilities of the Standing Committees shall be:
a.        Athena/Alumna-in-Residence Award Committee: is responsible for selecting the Alumnae Council's Athena Award recipient and its Alumna-in-Residence.  The committee makes other administrative decisions regarding the selection procedure and award ceremony.
b.       Birthday Greeting Committee: is responsible for the Council's annual fund raising.  After considering submitted proposals, the Birthday Greeting Committee presents its recommendation to the Governing Board for Alumnae Council action at the spring meeting for allocation of funds raised by the Birthday Greeting.
c.       Membership/Marketing Committee: is responsible for maintaining and increasing  membership in the Alumnae Council and for assisting clubs to retain and increase their club membership.
d.      Nominating Committee: is responsible for soliciting candidates for Alumnae Council appointed and elected positions and presenting a slate of nominees to the Council at its Annual Meeting.
e.       Program Committee:  is responsible for working with the Alumnae Council Chairman and the staff designee planning meetings and events.
f.       Scholarship Committee: is responsible for determining the distribution of Alumnae Council scholarship funds and for reporting on the amount of funds provided by clubs and the Council for scholarships.  The reports should contain the amount of funds, both on deposit with the University and those distributed directly by the clubs. The Scholarship Committee includes as an ex-officio member, the Alumni Association staff designee.  At least one member of the previous year's Scholarship Committee is appointed  to continue to serve on the current committee.
g.      Service Citations Committee: is responsible for nominating all candidates for Alumnae Council Service Citations and for distributing eligibility requirements for this award and others granted by clubs and the Council.
h.       Women's Athletics Committee:  serves as designee for communication between the Athletic Department and the Alumnae Council and member clubs.        

7.0  STAFF DESIGNEE TO ALUMNAE COUNCIL

A designee from the Alumni Association's staff is an ex-officio member of the Governing Board and all committees and serves without right to vote or make motions.

8.0 ALUMNAE COUNCIL MEETINGS

8.1    The Chairman of the Alumnae Council appoints a parliamentarian for each meeting of the Governing Board and Alumnae Council.
8.2    In matters on which there has not been substantial consensus in the Governing Board meeting, both majority and minority views shall be presented at the Alumnae Council meeting.
8.3    Each individual and club member of the Alumnae Council, who is in attendance at a Council meeting, has the right to cast one vote on any motion that comes before the Council.
8.4    On close votes at Alumnae Council meetings, the vote is confirmed by a roll call.
8.5    A policy or procedure may be suspended at any Alumnae Council Governing Board meeting by a majority vote.
8.6    The Chairman or Program Committee, at their discretion, may invite representatives from the administrative offices of the University and/or Alumni Association to report to the Governing Board and/or the Alumnae Council at appropriate meetings.

9.0  REPRESENTATIVES TO OTHER BODIES
9.1    Alumnae serving as Directors of the Alumni Association, or Governors of Henderson House or the Michigan League are responsible for providing current bylaws of those bodies to the Alumnae Council.
9.2    Representatives to other bodies including to the Alumni Association Board of Directors are responsible for preparing reports of their meetings for the Alumnae Council. These reports are given at the semi-annual Alumnae Council meetings.

10.0  HENDERSON HOUSE
10.1       Henderson House operates under its own bylaws.
10.2      An up-to-date file on Henderson House is kept by the Alumnae Council Corresponding Secretary .
10.3      The members of the Board of Governors of Henderson House are nominated by the Alumnae Council for appointment by the President of the University of Michigan.
10.4     The Chairman of the Board of Governors of Henderson House serves as an ex-officio member of the Governing Board without right to vote or make motions.        

11.0 MICHIGAN LEAGUE
11.1    Three members of the Michigan League Board of Governors are nominated by the Alumnae Council, for appointment by the President of the University.
11.2     The Chairman of the Michigan League Board of Governors serves as an ex-fficio member of the Governing Board without right to vote or make motions.

12.0 AMENDMENTS
  Amendments to the Alumnae Council Policies and Procedures document are made by
majority vote of the Alumnae Council Governing Board.

13.0 DISSOLUTION
13.1        A dissolution petition or motion may be made during a regular meeting  of the Alumnae Council and go  forward in the same manner as a Bylaws amendment as set forth in BYLAWS Article XVII.
13.2     Following a vote to dissolve the Council, after payment of all debts, the proceeds remaining are given to the University of Michigan, a tax-exempt organization under Section 501 (c)(3) of the Internal Revenue code (or the corresponding provision of any future United States Internal Revenue Law) as a contribution to a scholarship fund to be determined by the Executive Committee of the Alumnae Council.