Alumni Association Constitution & By-Laws

* The Alumni Association Constitution & By-Laws are currently under review. Please direct any feedback to alumni@svc.edu.

THE ASSOCIATION - PURPOSE, MEMBERS & MEETINGS

Article I: Name & Location

The name of the organization shall be the Southern Vermont College/St. Joseph College Alumni Association, hereafter, referred to as the SVC/SJC Association.

The SVC/SJC Association shall be located at Southern Vermont College, care of the Office of Development, 982 Mansion Drive, Bennington, VT 05201-6002.

Article II: Purpose & Functions

The SVC/SJC Association will encourage its members to represent the College’s mission as lifelong learners and citizen leaders able to face the challenges presented by a complex, global society.

The SVC/SJC Association will cultivate and promote meaningful involvement and interaction between the SVC/SJC Association and the Southern Vermont College community.

The SVC/SJC Association will support the College’s fundraising efforts.

The SVC/SJC Association will assist with any and all activities and/or events produced by the Southern Vermont College community.

The SVC/SJC Association will strive to enhance the image of Southern Vermont College regionally and nationally.

The SVC/SJC Association will encourage alumni members to offer their knowledge and leadership in policy formation at the College, particularly those policies that directly relate to the SVC/SJC Association.

The SVC/SJC Association will evaluate the effectiveness of its work.

Article III: Membership

Membership in the SVC/SJC Association is open to any former Southern Vermont College/St. Joseph College student member, regardless of whether or not he/she holds a degree from the College, so long as he/she has a strong concern, appreciation, and care for the College’s current and future well-being. Eligible members will have full voting rights.

Any person holding an honorary degree from Southern Vermont College/St. Joseph College will be a lifetime honorary member without voting rights.

The SVC/SJC Association Executive Committee may also designate honorary members for a term determined by the Executive Committee. Honorary members will not have voting rights.

Members of the SVC/SJC Association will receive publications, notices of all meetings, and have access to any and all information via the SVC/SJC Association Website: www.svcalumni.org.

Article IV: Annual Meeting, Elections, Nominations, the Voting Process, Term Limits, & Vacancies

Annual Meeting: The Annual Meeting of the members of the SVC/SJC Association will be held at the College on Homecoming Weekend each year. Notice of such meeting shall be given to members of the SVC/SJC Association at least 30 days prior to such meeting. Notice shall be deemed effective if: (a) given by email to all members whose email address is listed in the records of the SVC/SJC Association and (b) posted to the SVC/SJC Association Web site with a prominent link to such notice placed on the home page of the Web site. Notice shall include the date, time, and place of the meeting; list of all nominees for election to the SVC/SJC Association Board or an Office on the Board; and all other business to come before the meeting.

Eligible Members: All persons meeting the membership criteria outlined in Article III: Membership, excluding honorary members, shall be eligible to vote.

Elections & Term Limits: The SVC/SJC Association Board to be elected by the members of the SVC/SJC Association will be elected at the Annual Meeting to hold office as designated in the description of their responsibilities or until their successors have been elected and qualified. The maximum number of consecutive terms a SVC/SJC Association Board member may serve shall be three. To be elected, a nominee must receive at least a majority of the votes to be tabulated and announced at the meeting.

Nomination Process: Persons standing for election to the SVC/SJC Association Board must be eligible to vote at the Annual Meeting. Elections will be held for the Chair, Vice-Chair, Treasurer and such number of other members of the SVC/SJC Association Board which will comprise the Board. To be included in the Notice of Meeting, nominations must be delivered to the Chair, Vice-Chair, Treasurer, or Recording Secretary at least 45 days prior to the Annual Meeting by mail, e-mail, or fax. Nominations may also be made from the floor at the Annual Meeting. Nominations may be made by the person seeking office or by any other member of the SVC/SJC Association.

Voting: Each person eligible to vote may do so in person, by e-mail: 24 hours before elections to alumni@svc.edu, by mail: postmarked 48 hours before elections to the Office of Development, or by written proxy delivered to the Recording Secretary prior to the meeting. A person who has voted by proxy and attends the meeting may revoke his/her proxy to cast a vote directly at the meeting. Voting at the meeting will be held by secret ballot. Inspectors of election will be appointed by the SVC/SJC Association Board to receive and tabulate the vote. Any business presented to the meeting shall be approved by majority vote of the persons attending the meeting, in person or by proxy, and eligible to vote.

Vacancies: Majority vote by the SVC/SJC Association Board members may fill any vacancy occurring on the SVC/SJC Association Board between annual meetings.

Failure to Hold the Annual Meeting. If the SVC/SJC Association Board fails to hold the Annual Meeting of the SVC/SJC Association at Homecoming Weekend, the Executive Committee of the Board of Trustees of the College may call and hold an Annual Meeting of the SVC/SJC Association.

THE ASSOCIATION BOARD

Article V: SVC/SJC Association Board and Officers

Association Board Members: The Board of the SVC/SJC Association will have such number of members as is designated by the SVC/SJC Association Board by majority vote, from time to time, provided the number shall be a minimum of 7 SVC/SJC Association members with not more than 15 members in addition to one non-voting member appointed by the College and one non-voting member who shall be an undergraduate at the College serving as student leader. The Chair, Vice-Chair and Treasurer shall be elected by the members of the SVC/SJC Association and other Officers shall be appointed by the SVC/SJC Association Board, and serve a term as designated in the description of their responsibilities for a maximum of three consecutive terms. Any Officer appointed by the SVC/SJC Association Board may be removed from office at any time by a majority vote of the Board.

Officer Positions:

• Chair
• Former Chair
• Vice-Chair
• Treasurer
• Fundraising Chair
• Student Interaction and Events Chair
• Networking Chair
• Student Recruitment and Membership Chair

Other Officers will be:

• Recording Secretary/Alumni Coordinator who shall be a non-voting member of the SVC/SJC Association Board Executive Committee and who is appointed by the College
• Student Representative who shall be a non-voting member of the SVC/SJC Association Board serving as the student leader
• A member from the SVC/SJC Association Board will be designated by majority vote of the SVC/SJC Association Board to represent the SVC/SJC Association on the College’s Board of Trustees

Chair: The Chair shall preside at meetings of the SVC/SJC Association Board. Other responsibilities include, but are not limited to, preparing an agenda for each SVC/SJC Association Board meeting and assigning a recording secretary. He/she will serve as an Executive Committee member for a term of two years on the SVC/SJC Association Board.

Former Chair: The Former Chair shall serve as a non-voting member of the SVC/SJC Association Executive Committee on the SVC/SJC Association Board and provide guidance and support during the time of transition to the newly elected Chair. He/she will serve for a term of one year.

Vice-Chair: The Vice-Chair will assume the duties of the Chair in his/her absence. Other responsibilities include, but are not limited to, serving as an ex-officio member of all standing committees and overseeing the functions of ad hoc committees. The Vice-Chair will provide the Executive Committee with any and all necessary information related to standing and ad hoc committees. He/she will serve as an Executive Committee member for a term of one year on the SVC/SJC Association Board.

Recording Secretary/Alumni Coordinator: The Recording Secretary/Alumni Coordinator shall be the person appointed by the College as a non-voting member of the SVC/SJC Association Board. The Alumni Coordinator or designee shall keep records of proceedings, and document discussion and events of all SVC/SJC Association Board and Committee meetings. He/she will be given notice of and attend, if possible, and record meeting minutes for all standing committees. Should they meet separately from the regularly scheduled SVC/SJC Association Board meetings and if he/she is unable to attend, the Chair of each such Committee shall appoint another person to keep minutes which will be delivered to the Recording Secretary/Alumni Coordinator. Other responsibilities include: distributing SVC/SJC Association Board minutes to the SVC/SJC Association Board at the following scheduled meeting, and to any SVC/SJC Association member who may request a written copy of the minutes; assist the treasurer in keeping an accurate record of all monies provided to the SVC/SJC Association and distributing those funds as necessary; and serve as a liaison between the SVC/SJC Association and the College. He/she will serve as a non-voting member of the Executive Committee for a term designated by the College’s Board of Trustees.

Treasurer: The Treasurer shall be responsible for assisting the Recording Secretary/Alumni Coordinator by keeping accurate records of all monies provided to the SVC/SJC Association and distributing those funds as necessary. This includes keeping an itemized account of all receipts and expenditures. The Treasurer shall report on the status of SVC/SJC Association monies at all regularly held meetings of the SVC/SJC Association Board or of the SVC/SJC Association. He/she will serve as an Executive Committee member for a term of two years on the SVC/SJC Association Board.

Current Southern Vermont College Student Leader: The student leader representative will serve as a liaison between the SVC/SJC Association and current student body. The student leader representative will assist the SVC/SJC Association in efforts to maintain or increase the Association’s presence on campus and involvement in student activities. He/she will serve for a term of one year.

The following chairs: Fundraising Chair, Student Interaction and Events Chair, Networking Chair, Student Recruitment and Membership Chair, and a current student leader at Southern Vermont College will facilitate all duties described under Article VI ~ Standing Committees and Ad Hoc Committees.

Article VI: Standing Committees and Ad Hoc Committees

Standing Committees are permanent structures within the SVC/SJC Association designed to perform specific functions on a regular basis. Standing Committees can be dissolved or restructured by an amendment to the SVC/SJC Alumni Association Constitution as described in Article IX ~ Amendments. The SVC/SJC Association Board may appoint persons who are not members of the SVC/SJC Association Board as members of any committee except all members of the Executive Committee and the Chair of each committee shall be a member of the SVC/SJC Association Board.

There shall be five standing committees:

• Executive Committee
• Fundraising Committee
• Student Interaction and Events Committee
• Networking Committee
• Student Recruitment and Membership Committee

Executive Committee: The Executive Committee will be comprised of the Chair, Vice-Chair, and Treasurer, as voting members, and the Recording Secretary/Alumni Coordinator and Former Chair as non-voting members. Majority vote of the SVC/SJC Association Board may appoint additional members to the SVC/SJC Association Executive Committee. The SVC/SJC Association Executive Committee shall have the power and authority of the SVC/SJC Association Board when the Board is not in session except as such powers may be expressly limited by the SVC/SJC Association Board by majority vote.

Fundraising Committee: The Fundraising Committee will be responsible for planning, organizing, and implementing activities designed with the intention of generating revenue for the SVC/SJC Association and the College’s various fundraising efforts. The Fundraising Committee will recommend fundraising ideas to the SVC/SJC Association Board who will collaborate with the College to ensure success. Members of this committee will serve a term of one year or as specified by the SVC/SJC Association Executive Committee.

Student Interaction and Events Committee: The Student Interaction and Events Committee will coordinate and implement events that will engage both Southern Vermont College(SVC) and St. Joseph College (SJC) alumni in conversation and activity with each other and with the College. The Chair of the Committee and its members will also work closely with the current student leader to assure that there are events that will bridge past and present SVC/SJC students and alum. Members of this committee will serve a term of one year or as specified by the SVC/SJC Association Executive Committee.

Networking Committee: The Networking Committee will be responsible for coordinating all regional alumni functions with the members of the StudentInteraction and Events Committee. The Committee will also work with the Recording Secretary/Alumni Coordinator to maintain an updated database of all Southern Vermont College and St. Joseph College alumni. Members of this committee will serve a term of one year or as specified by the SVC/SJC Association Executive Committee.

Student Recruitment and Membership Committee: The Student Recruitment and Membership Committee will be responsible for producing any and all membership information; creating awareness about the SVC/SJC Association to past, present, and future members through numerous channels; and assisting the Southern Vermont College Office of Admission if called upon. Members of this committee will serve a term of one year or as specified by the SVC/SJC Association Executive Committee.

Ad Hoc Committees: Select committees may be created by the SVC/SJC Association Executive Committee. The Committee’s purpose, membership, authority, and duration will be defined upon its creation.

Article VII: SVC/SJC Association Board and Committee Meetings & Attendance

The SVC/SJC Association Board and Committees shall establish regular quarterly meetings at which any business brought before the SVC/SJC Association Board or Committee may be conducted. Dates and places or changes in dates or places of regular meetings shall require at least 30 days prior notice to all persons entitled to attend. Special meetings may be called by the Chair or by any two members of the SVC/SJC Association Board or Committee, respectively, in all cases upon at least 10 days prior notice to all persons entitled to attend, which notice shall state the time, place, and purpose of any such special meeting. Action may be taken at a special meeting only for such matters as are indicated in the notice of meeting. All meetings will be open to affiliates of the SVC/SJC Alumni Association except when executive session is held.

Attendance at any SVC/SJC Association Board or Committee meeting may be by telephone. Attendance may not be by proxy. If a person objects to any meeting as not being validly called, he/she must state such objection prior to the meeting and attendance at a meeting without such objection is a waiver of any such objection.

If the Recording Secretary/Alumni Coordinator is unable to attend a meeting of the SVC/SJC Association Board or of a Committee, the Chair of the SVC/SJC Association Board or Committee will select a designee to record the minutes for that meeting.

Minutes from SVC/SJC Association Board and Committee meetings must be posted on the SVC/SJC Web site no later than 10 business days after the meeting date. Failure or delay in posting such minutes shall not invalidate the action taken.

If any SVC/SJC Association Board Member fails to attend at least half of the Regular meetings during any twelve-month period, he/she shall be deemed to have resigned from the Board unless the Board, by majority vote, waives these provisions.

Article VIII: Quorum of the SVC/SJC Association Board & Voting

Quorum: A quorum of the SVC/SJC Association Board or any Committee shall be a majority of the voting members of the SVC/SJC Association Board or Committee at a meeting duly called and held. Attendance at any meeting may be by telephone.

Voting: All matters coming before the SVC/SJC Association Board or any Committee may be approved or rejected by the vote of a majority of the persons attending such meeting. If a majority vote is required such action shall be approved only by the affirmative vote of members constituting a majority of the full membership of the SVC/SJC Association Board or Committee. Any action of the SVC/SJC Association Board or Committee may be taken by the unanimous written consent of the members thereof in lieu of a meeting.

AMENDMENTS

Article IX: Amendments

This constitution can be amended by a two-thirds vote of the full SVC/SJC Association Board at any regularly scheduled meeting, except that no such amendment shall change the qualifications for membership in the Association or adversely affect the voting rights of members unless such amendments are approved by the members of the SVC/SJC Association at the Annual Meeting. Upon amendment, changes must be posted for 30 days on the SVC/SJC Association Web site before they become effective.