University of Michigan Alumni Association

Club Bylaws

Article One - NAME

The name of this organization is the University of Michigan Club of St. Louis (“UMSTL”).

Article Two - PURPOSES

The UMSTL promotes the following goals, independently of and through cooperation with the University of Michigan (the“University”) and the Alumni Association of the University of Michigan (“AAUM”):

a)            Foster a spirit of loyalty and fraternity among the graduate, current, and former students of the University.

b)            Effect united action in promoting the general welfare of the University as an educational institution.

c)            Act as a liaison between prospective students of the University in secondary schools in the St. Louis area and students of the University.

d)            Award scholarships to current and prospective admitted students of the University in the St. Louis area.

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

Article Three - MEMBERSHIP

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

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

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 UMSTL and who have paid the appropriate dues to the AAUM.  Associate members are not eligible for election as Directors or Officers, however their rights and responsibilities shall be the same as regular members.

Article Four - BOARD OF OFFICERS AND DIRECTORS

The UMSTL shall be governed by a Board of Officers and Directors (the “Board”).  New Officers and Directors shall be nominated by the then existing Nominating Committee six (6) weeks prior to the Annual Meeting in June and presented to the Board at the May Board Meeting.  The nominations shall be affirmed by a majority vote of the Board members at the June Annual Meeting.

The members of the Board shall be drawn from the membership of the UMSTL, who are members of the AAUM.  The Board shall consist of the following:

A. Five (5) Officers: President, Vice President, Secretary, Treasurer, and Immediate Past President.

B. Five (5) Directors: Programs, Membership, Young Alumni, Web Support, Scholarship and Student Relations,

The duties and terms of office are specified in the accompanying Bylaws.  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 elected by a majority vote of the Board members present.

Article Five - MEETINGS

An Annual Meeting of the Board shall be held in June of each year for the election of Officers and Directors. All classes of members and guests can attend the Annual Meeting.  There shall be at least one other meeting of the Board each year open to all members in good standing.  Ideally, the Board will meet on the second Tuesday of each month.  Additional meetings of the Board may be called when determined to be necessary by the President or a majority of the Board.  Notice of meetings shall be provided at least seven (7) days prior to the meeting.

Article Six - BYLAWS

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

Article Seven - AMENDMENT OF ARTICLES OF ASSOCIATION

The Articles of Association may be amended at any meeting of the Board by a two-thirds majority vote of the Board members present, as long as specific information about the amendment(s) is presented in writing 30 days in advance at a board meeting.  A committee of Board members appointed by the President shall review the Articles of Association and accompanying Bylaws on a biannual basis.

Section One – GENERAL DUTIES OF OFFICERS AND DIRECTORS

OFFICERS (not all positions are currently used by the club)

President:  The President shall call regular and special meetings of the Board, supervise and coordinate UMSTL activities, and ensure the holding of the Annual meeting.  With a majority vote of the Board, the President may appoint standing or ad hoc committees for the UMSTL and their respective chairpersons.  The President shall complete the UMSTL's Annual Report for the AAUM.  If the President fails to complete the term of office, the Vice President shall assume the Presidential responsibilities on an interim basis and a new President shall be elected by the Board at the next Annual meeting.

Vice President:  The Vice President shall serve as Chair on the Nomination Committee, preside over the Board meetings in the absence of the President, and coordinate and lead initiatives to identify and recruit volunteers from outside of the Board.  The Vice President shall be responsible for ensuring the term limits described herein are adhered to by the Officers and Directors of the Board. The Vice President shall serve as a resource for the Chairs of Programs, Membership, and Young Alumni and participate in the associated activities as needed.  The Vice President shall be added to the slate for the President the following fiscal year.

Secretary:  The Secretary shall give notice of the Board meetings, maintain a record of all UMSTL proceedings, tally votes from the Board, and maintain and circulate the current Articles of Association and Bylaws of the UMSTL. The Secretary shall serve as a resource for the Michigan Alumni Connection (MAC) Database Administrator, Contributing Editor(s) and Web Support, and participate in the associated activities as needed.

Treasurer:  The Treasurer shall chair the Finance Committee and oversee its functions, receive all funds paid to the UMSTL and to disburse money on properly authorized orders, oversee the appropriate investment of any substantial balances, and complete annual tax filings as required by law.  The Treasurer shall prepare a Treasurer’s Report on the status of the Operating and Scholarship funds at the Annual Meeting and all other meetings of the Board called during the fiscal year.  The Treasurer shall serve as a resource for the Chair(s) of Scholarship and Student Relations, and participate in the associated activities as needed.

Past President: The immediate Past President shall serve as a resource for the Board, advise and participate in UMSTL business as needed, and participate on the Nominating Committee.

DIRECTORS

The UMSTL Directors shall assist the Officers in the administration of the UMSTL.  Directors shall serve as liaisons among the UMSTL leadership, the membership, and community at large. Directorship requires a contribution to the work of UMSTL in one of the following activities: Programs, Membership, Young Alumni, Scholarship and Student Relations, Contributing Editor, MAC Administration, and Web Support.  A duty description for each of the preceding activities is provided below:

Programs Chair(s):  The Programs Chair(s) shall plan, arrange, and coordinate programs, services, and events that are focused on engaging alumni and helping them maintain contact with the UMSTL.  The Programs Chair(s) shall work with the UMSTL members on the Programs Committee in establishing financial objectives of the events and programs of the UMSTL.  The Programs Chair(s) shall be responsible for leading the annual Programs/Planning meeting, scheduled annually in July, where the UMSTL establishes events for the fiscal year (July 1 - June 30).  The Programs Chair(s) shall work with the Contributing Editor and Web Support to ensure that upcoming events are posted and communicated in a timely manner.  The Programming Chair(s) shall be responsible for ensuring informal feedback is collected from event participants to solicit candid and constructive criticism, advice, and comments regarding the UMSTL programs.  The Chair(s) of Programs are required to attend all UMSTL events or secure designates to attend in their place.  The Programs Chair(s) shall assist the Vice President in volunteer identification and recruitment.

Membership Chair(s):  The Membership Chair(s) shall keep the club leadership informed about membership growth statistics and changes in applicable membership requirements.  The Membership Chair(s) shall obtain and distribute membership materials for the AAUM to participants at events.  The Membership Chair(s) shall ensure that an event welcoming new members is an annual event.  With the assistance of the MAC Administrator, the Membership Chair(s) shall ensure that current postal and e-mail addresses are used in contacting members.  The Membership Chair(s) shall coordinate and lead initiatives and events designed to reach-out to prospective alumni members in the St. Louis area.

Young Alumni Chair(s):  The Young Alumni Chair(s) shall periodically review and amend as necessary the definition of a “young alumni,” which is currently defined by date of graduation.  The Young Alumni Chair(s) shall assist in the development of UMSTL programs and services focused on engaging young alumni in club activities. The Young Alumni Chair(s) shall act as a liaison between the young alumni and the Board, as the single point of contact for initiating and responding  to young alumni communications.  The Young Alumni Chair(s) shall keep the Board informed of events and programs suggested by young alumni.  The Young Alumni Chair(s) shall assist in volunteer identification and recruitment for young alumni events and events involving local high school students.

Scholarship & Student Relations Chair(s):  The Scholarship & Student Relations Chair(s) shall chair the Scholarship Committee and oversee its functions, including recruiting of students for the University, facilitating a student send-off and information session, attending college nights at local high schools, recruiting volunteers for the Alumni Association's adopt-a-school program, and contacting high school guidance counselors within the St. Louis area.  The Scholarship & Student Relations Chair(s) shall coordinate prospective student receptions.  The Scholarship & Student Relations Chair(s) shall also disseminate scholarship information and materials for the incoming freshmen and Wolverine Scholarship awards.

Web Support: The UMSTL will assign a designated representative(s) ("Web Support") to receive password-protected access to the UMSTL Web site (www.umclubs.com/stlouis) to manage and update the content of the website on a regular basis and as requested by the Board.

The following additional responsibilities to be assumed by the above existing Director positions:

MAC Database Administration: The UMSTL will assign a designated representative to receive password-protected access to the AAUM Michigan Alumni Connections (“MAC”) database to access the UMSTL's related alumni records on the database.  These records include contact information such as mailing and email addresses, in addition to membership status.  Subsequent to executing the University of Michigan Access and Compliance Statement and receiving mandatory data access training documents, the MAC Database Administrator shall be responsible for retrieving and compiling alumni contact information as requested by the Board.  The MAC Database Administrator shall update the contact information in the MAC database as requested by the Board.

List Serve Administration: The UMSTL will assign a designated representative to maintain the list serve.  This includes adding and deleting email addresses and sending email to the list serve.  The MAC Database Administrator will provide the List Serve Administrator with new email addresses obtained from MAC on a regular basis.

Section Two - TERMS OF OFFICE FOR OFFICERS

UMSTL Officers are elected for a two (2) year term and may be reelected for two (2) additional terms for a total of six (6) consecutive years of service in a single office.

Section Three - QUORUM AND VOTING

A quorum for the Board shall consist of a minimum six (6) Board members or a minimum of 60% of the filled Board positions, with at least one (1) Officer in attendance.  Action by the Board must be by a majority of the quorum.

Section Four - COMMITTEES

UMSTL has four Standing Committees:  (a) the Nominating Committee; (b) the Finance Committee; (c) the Programs Committee; and (d) the Scholarship & Student Relations Committee.  Any and all Directors may be assigned to one of these committees.  Non-Board members should also be assigned to these committees in such numbers as the scope of the jobs at hand indicates.  The President, with the majority vote of the Board, may add standing or ad hoc committees.

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

A.            The Nominating Committee

The ongoing strength of the UMSTL lies in the hands of the Nominating Committee. The Vice President shall chair this Committee.  The Nominating Committee shall consist of the Chair, one other Board member, who is selected by the President, and the immediate Past President. The Vice President may request additional Board members for the committee.  The Vice President shall, with the consultation of the President, present names to be voted on by the Board as vacancies on the Board occur during the year and to prepare a slate of nominees to serve as Officers and Directors for election prior to the Annual Meeting.  An affirmation notice, with the aforesaid nominees for Directors and Officers, shall be sent to each UMSTL member with an invitation to attend the Annual Meeting.

B.            The Finance Committee

The Treasurer shall chair this Committee.  The duties of this Committee shall include, but not be limited to, the following:

(1)           Provide recommendations and guidance on investing the UMSTL's operating and scholarship funds; and

(2)           Recommend the monies allocated to scholarship awards for each fiscal year during the March Board Meeting.

C.            The Scholarship & Student Relations Committee

The Scholarship and Student Relations Chair(s), with the guidance of the Treasurer, shall oversee the functions of this Committee.  The duties of this Committee shall include, but not be limited to, the following:

(1)            Review scholarship applications from candidates in the St. Louis area and recommend to the Board the number of scholarships to award;

(2)            Select candidates to receive awards from the scholarship fund and present those candidates to the Board; and

(3)            Disseminate information regarding the University to prospective students.

D.            Programs Committee

The Programs Committee shall meet from time to time to plan events for the UMSTL.  The Programs Committee shall ensure that regular and associate members are notified of events and encouraged to attend.  This committee’s members are encouraged to attend events; at least one representative of the committee shall be present at all UMSTL events. The Vice President will serve as a resource for this Committee.

Section Five - ANNUAL MEETING OF MEMBERS

The Annual Meeting of the Board shall be held at specified date, time, and location in June each year as the Board or President may designate with proper notice being sent to all members at least seven (7) days before the meeting.  Any member in good standing may attend.  Such notice shall accompany the notice of the election of Officers and Directors.

Section Six - 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 the UMSTL meetings.

Section Seven - AMENDMENT OF BYLAWS

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

Enacted December 4, 2013; Approved December 16, 2013