Alumni Board of Directors Duties

By-Laws & Constitution: ARTICLE III – Government

  1. The general management of the affairs, funds, and property of the Association shall be vested in the Alumni Association Board.
  2. The fiscal year of the Association shall be from June 1 through May 31.
  3. The officers of the Board shall consist of: President; 1st Vice President; 2nd Vice President; Secretary; Treasurer; Immediate Past President; Registrar; Alumni Scholarship Chairperson; and nine directors.
  4. The duties of the President shall be:
    1. to carry out tasks determined by the Board;
    2. to preside at all meetings of the members, and at all meetings of the Board;
    3. to appoint committees as deemed necessary by the President; the Board; or by the members at an annual meeting or at a special meeting;
    4. be a member ex-officio, with right to vote, of all committees except the nominating committee.
  5. In the event of the absence of the President, the Vice President shall perform the President’s duties, and in the event of the absence of both the President and 1st Vice President, the 2nd Vice President shall preside and assume the duties of the President.
  6. The duties of the 1st Vice President shall be:
    1. to carry out tasks assigned by the Board or President;
    2. to perform the duties of President, in the absence of the President;
    3. to organize the Annual Meeting and Banquet, in cooperation with the President and the Registrar.
  7. The duties of the 2nd Vice President shall be:
    1. to carry out tasks assigned by the Board or President;
    2. to perform the duties of the President in the absence of both the President and Vice President;
    3. to carry out plans, as determined by the Board, to increase the active membership, in cooperation with the Registrar.
  8. The duties of the Secretary shall be:
    1. to carry out tasks assigned by the Board or the President;
    2. to give notice of all meetings of the members of the Association, and all meetings of the Board, and to keep a record of their proceedings;
    3. to conduct all correspondence;
    4. to prepare an annual report of the transactions and condition of the Association for submission to the annual meeting.
  9. The duties of the Treasurer shall be:
    1. to carry out tasks assigned by the Board or the President;
    2. to develop an annual Association budget, in cooperation with the President;
    3. to maintain custody of all moneys of the Association;
    4. to deposit all moneys in the name of the Association in bank accounts as the Board shall designate;
    5. to disburse money for all Board-approved budgetary expenditures on order of the President;
    6. to keep regular and accurate financial accounts of Association receipts and disbursements;
    7. to submit such records when requested by the Board;
    8. to give an itemized statement of the Association’s financial status at the annual meeting of the members.
    9. to update the signature cards for all bank accounts as needed by obtaining the signatures of the current President and Treasurer as co-signers for all accounts.
  10. The duties of the Registrar shall be:
    1. to carry out tasks assigned by the Board or the President;
    2. to maintain an up to date record of all active and inactive members of the Association;
    3. to perform the registration tasks for the Association Annual Meeting and Banquet;
    4. to assist the Vice President in the process of organizing and conducting the Annual Meeting and Banquet;
    5. to increase active membership in the Association, in cooperation with the 2nd Vice President and Membership Directors;
    6. to maintain a record of donations to the Alumni Scholarship Fund;
  11. The duties of the Alumni Scholarship Chairperson shall be:
    1. to carry out the tasks assigned by the Board or the President;
    2. to solicit donations to the Alumni Scholarship Fund, in cooperation with the Immediate Past President;
    3. to convene and preside over the Scholarship Committee, as an ex-officio member;
    4. to determine whether each scholarship recipient qualifies for payment;
    5. to notify the Treasurer of qualified scholarship recipient names so that the Treasurer can make payments by October First.
  12. The duties of Immediate Past President shall be:
    1. to carry out tasks assigned by the Board or the President;
    2. to honor the outgoing President when the President’s term is completed;
    3. to sit on the Alumni Scholarship Committee as a voting member;
    4. to assist the Alumni Scholarship Chairperson in carrying out the duties of the office
  13. The duties of Board Directors shall be:
    1. to carry out tasks assigned by the Board or the President;
    2. to participate on one of three sub-committees: Banquet and Annual Meeting, Scholarship, or Membership, and assist the respective presiding sub-committee officer in carrying out the functions of that sub-committee.
      1. No three directors from the same “class” of directors shall serve on the same sub-committee. (see Article V, Section 3 of the ByLaws & Constitution)