University of Michigan Alumni Association

Club Bylaws

Article One - NAME

The name of this organization is the University of Michigan Alumni Club of Sacramento, hereinafter referred to as UMACS or the Club.

Article Two – PURPOSES

The UMACS 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 (the “University”).  Together, the Club and AAUM promote programs and services that bring alumni together in support of each other and of the University of Michigan.  UMACS promotes the following goals, independently of and through cooperation with the University and AAUM:

Sponsor and support social, educational, and charitable programs and activities for alumni of the University and their families and friends in the Sacramento area.

  • Sponsor and support social, educational, and charitable programs and activities for alumni of the University and their families and friends in the Sacramento area.
  • Foster a spirit of loyalty and fraternity among the graduate, current, and former students of the University.
  • Act as a liaison between prospective students in the Sacramento area of the University and current students of the University.
  • Award scholarships to current and prospective admitted students of the University from the Sacramento area.  

Article Three – MEMBERSHIP

UMACS membership is a benefit of membership in AAUM without additional payment of dues. 

There shall be two classes of members: (i) regular club members and (ii) associate club members.

1.   Regular club members are those individuals who attended the University and who wish to participate in and further the activities of the UMACS and who have paid the appropriate dues to the AAUM. 

2.   Associate club members are individuals who have not attended the University but who currently have or have had children in attendance at the University, or have shown a vital interest in the University and who wish to participate in and further the activities of the UMACS and who have paid the appropriate dues to the AAUM.  Associate members are not eligible for election as Officers; however their rights and responsibilities shall be the same as regular members.

Article Four – BOARD OF OFFICERS 

The UMACS shall be governed by a Board of Officers (hereinafter the “Board”) who are elected by the regular club members in attendance at the Spring Board Meeting. Officers are expected to be current dues paying members of the Alumni Association of the University of Michigan. If an officer position is not contested, then an officer position(s) may be filled by appointment of a majority of the current Board.

Article Five - BYLAWS

The Bylaws shall be adopted for the governance of the UMACS by a majority of the Board.

Article Six - AMENDMENT OF ARTICLES OF ASSOCIATION

A majority vote by the Board is required to amend the Articles of Association.   

BYLAWS

University of Michigan Alumni Club of Sacramento

Section One – BOARD OF OFFICERS AND DIRECTORS

The UMACS shall be governed by a Board of Officers and Directors (hereinafter the “Board”) who are elected by the regular club members in attendance at the Spring Board Meeting or who vote by proxy. 

The board consists of Officers and Directors who are expected to be current dues paying members of the Alumni Association of the University of Michigan.

  • Officers of the Board shall be drawn from the membership of the UMACS who are current dues paying members of the AAUM: 
    • President
    • First Vice President
    • Second Vice President  
    • Secretary
    • Treasurer
    • Past President
    • Director at Large  
  • General responsibilities are listed in Addendum A.

Section Two – ELECTION OF OFFICERS

Persons running for an Officer or the Director position may be nominated by regular club members or be self-nominated and shall be elected by the regular club members in attendance, or by proxy, at the Spring Board Meeting.  The Board members terms of office shall start July 1st.

Section Three - TERMS OF OFFICE FOR OFFICERS

Officers are elected for a 2-year term and may be re-elected. If an Officer should resign before his or her term ends, be unable to complete his or her term of office, or be unable to perform the duties required by the position, the President, with concurrence of a majority of the Board, may replace that Officer for the remainder of the un-expired term until the next election, at which time a replacement will be selected by utilizing the nomination and selection process outlined above. If the President resigns before the end of his or her term, the First Vice President shall assume the role of President, and with concurrence of a majority of the Board, may replace the First Vice President for the remainder of the un-expired term until the next election, at which time a replacement will be selected by utilizing the nomination and selection process outlined above.

Section Four - QUORUM AND VOTING

A quorum for voting purposes requires a simple majority of the Board.  Action by the Board must be by a majority of the quorum.

Section Five – COMMITTEES

UMAC may have the following standing committees

  • Program Committee
  • Membership Committee
  • Communications Committee
  • Student Recruiting and Scholarship Committee
  • Nominating Committee
  • Young Alumni Committee. 

General responsibilities for these committees are listed in the accompanying addendum C.

Section Six - ANNUAL MEETING OF THE BOARD 

The Annual Meeting of the Board shall be in the spring.  At the Annual meeting, the following will be accomplished by the current and newly elected Board members:

  • Elect new officers for the Board
  • Complete the Annual Report for the UMAA
  • Discuss goals of the Club for the next year
  • Update the Articles of Association and By-Laws
  • Approve a budget for the upcoming year
  • Discuss the calendar of events   

Section Seven - 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 at Club meetings.

Section Eight – EXPENDITURES

Following the receipt of the annual funding, the Treasurer shall submit a proposed budget to the Board.  The budget and all expenditures for proposed events shall be approved by a simple majority of the Board.  A discretionary event shall be established for events not including in the annual budget.

Section Nine - AMENDMENT OF BYLAWS

A simple majority vote by the Board is required to amend the Bylaws.

ADDENDA

University of Michigan Alumni Club of Sacramento

ADDENDUM (A) - OFFICER POSITIONS and RESPONSIBILITIES

President

Responsibilities include:

  • Supervising and coordinating UMACS activities
  • Calling and presiding over regular and special meetings of the Board
  • Ensuring the holding of the Annual Meeting as called for by the UMACS bylaws
  • Ensuring the completion of the UMACS Annual Report for the AAUM
  • Serving, if interested, as a member of any standing or ad hoc committee, with the right to vote
  • Appointing, with a simple majority vote of the Board, standing or ad hoc committees for the UMACS
  • Serving as principle liaison with the University, the Alumni Association and other organizations
  • Approval of all communications sent on behalf of UMACS
  • Appoint a site event leader, if the Program Committee has not done so

First Vice President

Responsibilities include:

  • Presiding over the UMACS meetings in the absence of the President
  • Ensuring that the term limits described in the bylaws are adhered to by the Board
  • Serving as a resource to the Chairperson of a Standing Committee(s), if interested, or as a member of any standing or ad hoc committee, with the right to vote or serve as Chairperson if desired
  • Assuming the duties of the President in his/her absence or on an interim basis if the President is unable to complete his/her term 

Second Vice President

Responsibilities include:

  • Serving as a resource to the Chairperson of a Standing Committee(s), if interested, or as a member of any standing or ad hoc committee, with the right to vote or serve as Chairperson if desired
  • Assumes the duties of the First Vice President in his/her absence or on an interim basis if the First Vice President is unable to complete his/her term 

Secretary

Responsibilities include:

  • Taking and distributing meeting minutes at Board and special meetings
  • Maintaining a permanent record of all UMACS proceedings
  • Tallying votes from the Board and general membership
  • Maintaining and circulating the current Articles of Association, Bylaws and Addendums of the UMACS
  • Taking attendance at UMACS Board meetings
  • Prepare all appropriate correspondence

Treasurer

Responsibilities include:

  • Preparing an annual budget based on input from other Officers and Committees, which shall be approved by a simple majority of the Board
  • Preparing Treasurer’s reports of operating funds
  • Receiving, disbursing, and transferring all funds paid to or by the UMAC
  • Maintaining the permanent record of all financial matters
  • Preparing a final report for the prior fiscal year and submitting such report to the Board
  • Assisting in preparation of event-based budgets and related record keeping  

Past President

Responsibilities include:

  • Serving as a liaison among the UMACS leadership, the membership, and the community at large
  • Representing the diverse interests of the general membership
  • Assisting the Officers in the administration of the UMACS
  • Regularly attending board meetings

Director at Large

 Responsibilities include:

  • Serving as a liaison among the UMACS leadership, the membership, and the community at large
  • Representing the diverse interests of the general membership
  • Assisting the Officers in the administration of the UMACS
  • Regularly attending board meetings

ADDENDUM (B) – COMMITTEES                                   

If any of these committees are not functioning, then the duties of any committee shall be met by members of the Board.

The Chair(s) for each committee shall be responsible for submitting financial goals, including budgets, in writing to the Treasurer throughout each fiscal year.  The financial goals are to be reviewed and rejected, accepted, or amended by the Board.

Membership Committee

The responsibilities include:

  • Creating strategies, with the Alumni Association, to increase  membership in UMACS
  • Insuring that AAUM membership materials and volunteer sign-up sheets are available at UMACS events
  • Insuring that at least one representative on the committee attends events that are planned by a committee
  • Creating and executing strategies to welcome alumni moving to the Sacramento area
  • Planning an annual welcoming event for new members
  • Leading Board recruitment efforts to identify volunteers to serve on committees and to join the Board
  • Approve budget of UMACS

Communications Committee

The responsibilities include:

  • Coordinating the communication and marketing strategies for the UMACS
  • Assisting other committees with creation and execution of flyers, postcards, and other mailers.

Members of this committee include the MAC Database Administrator, Website Administrator, Contributing Editor and Social Media Editor. 

MAC (Michigan Alumni Connections) Database Administrator responsibilities include:

  • Updating alumni information for the UMACS on a regular basis
  • Running queries to download alumni information
  • Updating and maintaining the club’s listserv

Website Administrator responsibilities include:

  • Managing and updating the content of the website as requested by the President

Social Media Editor  responsibilities include:                 

  • Administer the club's social networking websites
  • Post club-sponsored events on the club's social networking websites

Contributing Editor responsibilities include:

  • Writing text for the UMACS website, listserv messages and Regional e-TrueBlue
  • Submitting UMACS monthly submissions to Regional e-TrueBlue
  • Submitting information for the AAUM website event calendar
  • Writing text for and coordinating supplemental and other AAUM sponsored paper mailings
  • Writing text and submitting information to the Facebook group, Meetup group and In-Circle group.

Program Committee

The responsibilities include:

  • Presenting the proposed calendar of events to the Board for approval
  • Planning, arranging and coordinating events
  • Establishing financial and operational objectives for events
  • Determining subcommittees and elect subcommittee chairs
  • Ensuring that the Communications Committee is informed of all events with sufficient time to insure that members are notified of events and encouraged to attend
  • Collecting informal feedback from event attendees and informing the Board of “lessons learned” from each event
  • Insuring that at least one representative on the Programming committee or Board attends events that are planned by the committee
  • Appointing a site event leader whose responsibilities are:
    • Welcoming attendees
    • Maintain sign in sheet
    • Bring supplies such as decorations, nametags, supplies, liability forms
    • Ensure cleanup
    • Ensure contract obligations (if any) are met

Scholarship & Student Relations Committee

The responsibilities include:

  • Ensuring Scholarship Fundraising activities and processes are in accordance with University guidelines
  • Assisting in the recruiting of high school students for the University.
  • Participating in college fairs at local high schools to provide information to students interested in attending the University of Michigan
  • Recruiting volunteers for the Alumni Association's  Adopt-a-School program
  • Contacting high school guidance counselors within the  Sacramento area 
  • Planning and hosting a student send-off reception for newly admitted students
  • Planning and hosting a “conversion” reception for accepted students
  • Raising scholarship funds to provide scholarships to local students
  • Awarding scholarships to Sacramento area UM students
  • Serving as liaison to the UM Office of Financial Aid
  • Act as Liaison with local ASR’s to provide resources as required
  • Provides calendar of events related to student recruiting

Young Alumni Committee

Young Alumni Committee is currently defined as having graduated within the last twenty (20) years from the University of Michigan.

The responsibilities of the Young Alumni Committee include:

  • Developing programs and events focused on engaging young alumni, including identifying young alumni to serve as volunteers for young alumni events
  • Follow the same procedures and responsibilities listed for the Program Committee
  • Encouraging and engaging young alumni participation in club activities and events as well as club leadership

Revised 8.23.2011