ARTICLES OF ASSOCIATION
Article One - NAME
The name of this organization is the University of Michigan Club of Charlotte, hereinafter referred to as “the Club”. The Club may also be referred to as U of M Club of Charlotte.
Article Two – PURPOSE
The Club is an affiliate of, and chartered by, the Alumni Association of the University of Michigan (AAUM), an educational, non-profit membership organization of graduates and friends of the University of Michigan (University or U-M). It is expressly recognized that the chartering and continued recognition of this Club by AAUM, and its affiliation with AAUM, shall be in accordance with such rules and regulations as may be promulgated from time to time by AAUM.
The Club and AAUM bring alumni together in support of each other and to promote the objectives of the University through the establishment and maintenance of contact among the University, its graduates, and present and prospective students. In planning, promoting, and hosting alumni events and other initiatives, the Club should emphasize and encourage AAUM membership. Additionally, the Club encourages and supports the matriculation of local students at U-M through funding and administering student scholarships.
Article Three – MEMBERSHIP
All current members of AAUM in the Club’s geographic area (as determined by AAUM) are automatically members of the Club. The Club does not charge membership dues exclusive of AAUM. U-M alumni, U-M students and their parents, and other supporters of U-M who are not AAUM members are welcome and encouraged to participate in most club activity, though they are not entitled to vote on club business.
Article Four - AMENDMENT OF ARTICLES OF ASSOCIATION
A majority vote by the Board is required to amend the Articles of Association.
Section One – OFFICERS AND DIRECTORS
The University of Michigan Club of Charlotte (hereinafter “the Club”) shall be governed by a Board of Officers and Directors (hereinafter the “Board”) who are elected by the general membership at the Annual Meeting.
All Officers and Directors are required to be AAUM members for the duration of their term on the Club’s Board. Directors shall not receive compensation for their services other than reasonable expenses incurred in the course of their Board duties.
Four of the Club’s Directors shall serve as officers of the Board in the following roles: President, Vice President, Secretary, and Treasurer. The officers’ responsibilities include setting overall strategy for the Club and leading efforts to revise these Bylaws, as needed. General responsibilities for each officer position are set forth in Addendum A.
The general responsibilities of all Directors are listed in Addendum B.
Section Two – ELECTION OF OFFICERS AND DIRECTORS
Officers and Directors shall be nominated by existing Board members or Club members prior to the Annual Meeting and presented to the Board for approval by a majority vote of the Board members present at the Board meeting occurring prior to the Annual Meeting. The nominations shall be affirmed by a simple majority vote of Club members present at the Annual Meeting.
The Club shall notify AAUM of the results of the election of directors and officers within thirty days of such election.
Section Three - TERMS OF OFFICE FOR OFFICERS AND DIRECTORS
The Club Officers and Directors are elected for a one-year term and may be re-elected for additional terms serving until their successors have been elected and qualified.
If an Officer or Director should resign before his or her term ends or be unable to complete his or her term of office, the President, with concurrence of a majority of the Board, may replace that Officer or Director for the remainder of the unexpired term until the next election, at which time a replacement will be selected by utilizing the nomination and selection process outlined Section Two. In addition, the President, with concurrence of a majority of the Board, may add additional temporary Directors during the year for a term up until the next Annual Meeting, at which time they will be nominated and elected for a new one year term as outlined in Section Two.
If the Presidency position becomes vacant, the Vice President shall assume the role of President (unless a majority of the Board votes otherwise) until the next Annual Meeting, at which time a replacement President will be elected.
Section Four - QUORUM AND VOTING
A quorum for the Board shall consist of a minimum of one-half of the seated Board members with at least two (2) Officers in attendance. Action by the Board must be by a majority of the quorum. Voting by telephone or via Internet (email, SMS, video chat) is permitted.
Section Five - COMMITTEES
Committees shall be formed, either standing or for a particular purpose and term, by the President with the concurrence of a majority of the Board. Duties will be as defined at the time of the formation of the Committee. The Club’s present standing committees, including the general responsibilities of each, are listed in Addendum C.
Section Six - MEETINGS
The Annual Meeting of the Board shall be held at a specified date, time, and location each year as the Board or President may designate with proper notice being sent to all members. Any member may attend.
In addition to the Annual Meeting, the Board shall hold regular meetings at least quarterly at a time and place designated by the President. Additional meetings of the full Board or Officers may be called when deemed necessary by the President or any three members of the Board. Notice of such meeting may be provided by e-mail provided such notice is given at least seven days prior to said meeting.
Section Seven – FISCAL YEAR
The fiscal year of the Club shall be consistent with the fiscal year of AAUM, which is presently July 1 to June 30.
Section Eight - RULES OF ORDER
Roberts Rules of Order, or any other set of Rules of Order duly adopted by a majority of the Board, shall govern parliamentary procedure in Club meetings.
Section Nine - BYLAWS
The Bylaws shall be adopted for the governance of the Club by a majority of the Board. A majority vote by the Board is required to amend the Bylaws.
The responsibilities of Club officers shall include but not be limited to the following:
- Set overall strategy for the Club
- Lead efforts to revise Articles of Association, Bylaws, and Addendums as needed
The President’s responsibilities include:
- Supervising and coordinating Club activities
- Calling and presiding over regular and special meetings of the Board
- Ensuring the holding of the Annual Meeting as called for by the Club’s Bylaws
- Ensuring the completion of the Club’s annual report and its submittal to AAUM
- Serving, if interested, as a member of any standing or ad hoc committee, with the right to vote
- Appointing, with a majority vote of the Board, standing or ad hoc committees for the Club and their respective chairpersons
- Serving as principal liaison with the University, AAUM, and other organizations
The Vice President’s responsibilities include:
- Presiding over Club meetings in the absence of the President
- Ensuring that the term limits described in the Club’s Bylaws are adhered to by the Officers and Directors of the Board
- Assuming the duties of the President on an interim basis if the President is unable to complete his/her term
The Secretary’s responsibilities include:
- Giving notice of Club Board meetings
- Taking and distributing meeting minutes at Board and special meetings
- Maintaining a permanent record of all proceedings of the Club
- Recording votes from the Board and general membership
- Maintaining and circulating the current Articles of Association, Bylaws and Addendums
- Taking attendance at Club Board meetings
- Serve as Social Media /Web Administrator (another member of the Board may be appointed, with majority vote of the Board to fulfill or to assist with these functions)
The Treasurer’s responsibilities include:
- Receiving all funds paid to the Club
- Disbursing money on properly authorized orders/invoices
- Maintaining the permanent record of all financial matters
- Preparing a Treasurer’s Report on the status of the operating and scholarship funds for all meetings of the Board
- Preparing a final report for the prior fiscal year and submitting such report to the Board
- Transferring scholarship funds to the Office of Financial Aid of the University of Michigan
- Assisting in preparation of event-based budgets and related record keeping
- Serving as a resource for the other Board members and participating in associated activities as needed
ALL BOARD MEMBERS
All board members’ responsibilities shall include but not be limited to the following:
- Serving as liaisons among the Club’s leadership, its membership, and the community at large
- Representing the diverse interests of the general membership
- Attending 3 out of 4 quarterly Board meetings
- Planning, arranging, and coordinating events for the Club
- Attending events (at least one representative of the Board is required to attend all events)
- Establishing financial and operational objectives for the Club
- Assisting Officers in the administration of the Club and in volunteer identification and recruitment
- Determining committees and electing committee chairs that best fulfill the annual goals of the Club
- Contributing to the work of at least one standing or ad hoc committee
- Soliciting nominees for Officer and Director positions by canvassing current board members and collaborating with the Marketing and Communications Committee to develop a strategy to make opportunities for leadership known to the general membership
- Creating strategies, with the AAUM, to market membership to members
- Insuring that AAUM membership materials and volunteer sign-up sheets are available at Club events when practical
- Creating and executing strategies to welcome alumni moving to the Club area
- Collecting informal feedback from event attendees when possible and considering “lessons learned” from each event
- Ensuring that the Marketing and Communications Committee is informed of all events with sufficient time to make sure members are notified of events and encouraged to attend
Marketing and Communications Committee
The responsibilities of the Marketing and Communications Committee include coordinating the communication and marketing strategies for the Club and assisting other committees with creation and execution of the Club’s Social Media strategy:
- Maintaining the Club’s website, including drafting copy for it
- Maintaining the Club’s social media accounts, including drafting copy for them and engaging with constituents
- Drafting and sending email listserv messages on at least a monthly basis to the Club’s members and other constituents
- Monitoring the Club’s email inbox and responding to constituents within a reasonable time
- Submitting copy regarding upcoming events to AAUM’s Event Calendar
- Coordinating the design and creation of physical marketing materials (e.g., flyers, business cards, signs, physical mailings) as needed
- Proposing and executing strategies to promote events, initiatives, and benefits of the Club and AAUM
- Assisting other Club committees with their promotional efforts
- Cooperating with AAUM’s marketing and communications initiatives
- Otherwise proposing, coordinating, and executing the marketing, promotion, and communication strategies of the Club, including additional initiatives as agreed upon by the Board
Scholarship and Student Relations Committee
The responsibilities of the Scholarship and Student Relations Committee include:
- Soliciting qualified students in the Club’s area to apply for Club scholarship awards, reviewing applications submitted by students, and awarding the winners funding from the Club’s scholarship fund, in conjunction with U-M’s Office of Financial Aid
- Coordinating the raising of funds to support the Club’s scholarship fund and recommending to the Board how to manage and distribute such funds
- Maintaining regular communication with volunteers in AAUM's Alumni Student Recruiting (ASR) program
- Assisting in the recruitment of students from the Club’s area to U-M, in conjunction with U-M’s Office of Undergraduate Admissions, including disseminating information and materials regarding U-M to prospective students and schools in the area, attending college nights in the area, and contacting area high school guidance counselors
- Developing and coordinating an admitted student reception for accepted students
- Developing and coordinating a student send-off reception for newly enrolled students
The responsibilities of this committee shall include but not be limited to the following:
- Planning and coordinating Club events that align with AAUM’s brand values, including establishing financial and operational objectives for such events
- Informing the Marketing and Communications Committee of all information on events and other matters of interest to Club members with sufficient time to market such events and matters
- Collecting feedback from event attendees and informing the Board of “lessons learned” from events
- Ensuring at least one Club board member attends each event planned by the committee
The responsibilities of this committee shall include but not be limited to the following:
- Ensuring at least one committee member is present at each Club event to explain and promote the benefits and value of AAUM membership (e.g., distribute handouts, acknowledge members at sign-in table or during event, promoting membership and educating attendees regarding its value during welcome remarks) and, when desirable, providing member giveaways
- Collaborating with Marketing and Communications Committee to ensure the benefits and value of AAUM membership are being adequately promoted via the Club’s online communication channels (e.g., website, listserv messages, social media)
- Collaborating with Programming Committee to ensure membership value is being emphasized in planning and pricing Club events
- Leading the planning of one or more “member appreciation” events each year
- Ensuring all of the Club’s directors (including officers) remain AAUM members during the entirety of their term on the Board
- Creating and executing strategies to welcome alumni moving to the Club’s area, including collaborating with the Programming Committee to plan an annual welcome event
- Otherwise cooperating with AAUM’s membership initiatives
Young Alumni Committee
The responsibilities of the Young Alumni Committee include:
- Advising the Board when necessary to amend the definition of “young alumni”, which is currently defined by year of graduation
- Serving as the single point of contact for initiating and responding to young alumni communications
- Assisting the Board in developing programs and events focused on engaging young alumni, including identifying young alumni to serve as volunteers for young alumni events