TSAA: CONSTITUTION AND BY LAWS
Article I – Name
The name of this organization shall be the Tennessee State University National Alumni Association (hereinafter referred to as “THE ASSOCIATION”). (Approved 6/26/2010)
Article II – Purpose
The purposes of the Association shall be as follows:
Section 1.To further the interest of the University, by promoting fellowship among alumni to secure alumni interest and support.
Section 2. To stimulate and encourage continuous achievement among alumni so that they may bring honor to their Alma Mater.
Section 3. To stimulate interest among the best students as potential candidates for admission to the
University. (Approved 6/2012)
Section 4. To develop and maintain a close relationship with the University and its alumni.
Article III – Location
The Office or Headquarters of the Association shall be in the city of Nashville, Davidson County, Tennessee.
Article IV – Membership
The membership of the Association shall be Regular, Life, Honorary, Associate, Member -at-Large, Millennium and Individual University Donor
Article V – Officers, Committee Chairmen (Approved 6/2008), Members (Approved 6/2010) and Employees
Section 1. The elected officers of the Association shall be the President, Vice President, Regional Vice Presidents, Vice President of the Affinity Chapter Virtual Region, Recording Secretary, and Treasurer. All elected officers shall serve for two years, or until their successors are elected or appointed and qualified or until suspended from office for good and just causes by the Executive Board.
Section 2. The elected chairmen of the Association shall be Program, Nominating and Membership. All elected committee chairs shall serve for two years, or until their successors are elected or appointed and qualified or until suspended from office for good and just causes by the Executive Board.
Section 3. The appointed members (approved 6/2010) of the Executive Board (approved 6/2010) shall be General Counsel, Parliamentarian, Archivist, Young Alumni Coordinator (approved 6/2010) and Editor of the Alumni Publication, who shall serve at the discretion of the Executive Board.
Section 4. The appointed committee chairmen of the Executive Board shall be the Scholarship, Fundraising, Legislative, Awards, Membership Benefits, Resolution, Website, and Strategic Planning who shall serve at the discretion of the Executive Board.
Section 5. The hired employees of the Association shall be the Administrative Assistant. This position is a paid,part-time worker who assists the National Executive Secretary in performing the day-to-day operations of the National Office and reports directly to the National President. The National Executive Secretary position may be appointed or hired. (Approved 6/2012)
Article VI – Executive Board
Section 1. The Executive Board will consist of the elected and appointed officers, members and standing(approved 6/2010) committee chairmen of the Association, the Immediate Past President for one (1) term immediately following his/her term of office and an Alumni Relations Office representative (approved 6/2010).
Section 2. The majority of the total membership of the Executive Board shall constitute a quorum for a Board meeting.
Article VII – Meetings
Section 1. The National Convention shall be held biennially in even years during the month of June.
Section 2. The Executive Board shall meet face to face or by conference call, a minimum of twice annually.
Article VIII – Fiscal Year
The Fiscal Year is from July 1 through June 30. (Approved 6/2006)
Article IX – Governance
Section 1. Bylaws. The Association shall establish Bylaws detailing governance that cannot be changed without previous notice.
Section 2. Standing Rules. The Association shall establish Standing Rules which are permanent resolutions that are binding on the organization until rescinded or modified.
Section 3. Rules of Order. The rules contained in Robert’s Rules of Order, Newly Revised, shall govern the Association in all cases to which they are applicable and which are not inconsistent with the Bylaws, Standing Rules or the Constitution.
Article X – Amendments
This Constitution may be amended at any regularly scheduled business meeting of the National Convention of The Association provided the proposed amendment was received by the Executive Secretary in time to be sent to the financial members at least thirty (30) days before the meeting date at which it is to be considered and receives three-fourths (3/4) votes of those present who are eligible to vote.
Article I – Types of membership
Section 1. Regular Member: Any person holding a degree or diploma, heretofore or hereafter, granted by Tennessee State University or who has been properly enrolled as a student at the University and has completed one year of resident work and left the University in good standing and is not currently enrolled as an undergraduate student is eligible for regular membership in the Association.
Section 2. Member -At – Large: Any person holding a degree or diploma granted by Tennessee State University and who lives in an area where an alumni chapter does not exist or does not affiliate with a chapter may become a member by paying National dues and is designated as Member-At Large.
Section 3. Associate Member: Any person who did not attend Tennessee State University, but manifests a genuine interest in the promotion of this Association is eligible for Associate Membership in the Association. Associate membership carries with it the rights of deliberation and committee assignments, except holding of National Office.
Section 4. Honorary Member: Any person, who did not attend Tennessee State University, but manifests a genuine interest in the promotion of the program of this Association, upon two-thirds vote of the Executive Board and approved by a majority vote at a plenary session of the National Convention will be selected for Honorary Membership in the National Association. Honorary Membership carries with it all the rights of deliberation and committee assignments but no rights to vote or hold office.
Section 5. Life Membership: Any person otherwise eligible for membership in the Association may become a life member by payment of a membership fee approved by the Executive Board and the majority of the membership.
Section 6. Millennium Member: Any person otherwise eligible for membership in the association may become a millennium member by payment of a ten year membership fee approved by the Executive Board.
Section 7. Individual University Donor: Any individual who makes a $1500 minimum lump sum donation to the university Foundation will receive one year of free membership into the Association. (Approved 6/2010)
Article II – Duties of Officers and Board Members (Approved 6/2010)
Section 1. The President shall (1) serve as Chief Executive Officer of the Association, the Executive Board and the Executive Committee; (2) take the initiative within the Executive Board in planning the program of the of the Association; (3) represent the Association; (4) prepare the agenda for the Executive Board and Executive Committee meetings, and submit to the Executive Secretary for distribution at least one week prior to such meetings; (5) serve as an ex-officio member of all committees; (6) present a report from the Executive Board and Executive Committee to the body at the National Convention; (7) appoint the officers and chairpersons as required by the constitution; and (8) fill all vacancies subject to approval of the Executive Board.
Section 2. The Vice President shall (1) perform the duties of the President in his/her absence; (2) perform other duties as designated by the President; and (3) oversee the conduct of the annual audit and its report at the National Convention and the implementation of its recommendations.
Section 3. There shall be Regional Vice Presidents, Vice President Affinity elected by the Regions/Cluster(s) and/or appointed by the President with the advice and consent of the National Executive Board. The Regional Vice President/Vice President Affinity Cluster shall (1) organize chapters in areas where a sufficient number of alumni are located and no chapter exist; (2) supervise chapters according to the latest revised Chapter Guide or equivalent; (3) organize and conduct membership drives in cooperation with the National Membership Chairperson; (4) report quarterly on activities of the Region/Cluster(s) to the National Alumni Association Office; (5) represent the Association wherever desirable and necessary, and the University when requested to do so; (6) serve on committees and subcommittees of the Executive Board; (7) perform other regionally related duties as designated by the their regional /cluster constituencies, Executive Board and Executive Committee; and (8) provide an Annual Report including the activities, regional/cluster minutes, financial statements and listing of registered attendees at all regional/cluster meetings.
Section 4. The Recording Secretary shall (1) record the minutes of the meetings of the Association, the Executive Board and the Executive Committee and (2) ensure that the minutes of all meetings and records of all transactions of the Association are properly and duly recorded, disseminated and maintained in the official records of the Association. She/he shall make available a copy to the President and Executive Secretary within two weeks after any meeting and shall discharge such duties as may be assigned by the Association.
Section 5. The Executive Secretary shall (1) maintain status of membership dues and assessments; (2) keep accurate records of all funds received; (3) write receipts for all funds received; (4) deposit all funds in the appropriate accounts; (5) approve, sign and submit all expense vouchers to Treasurer; (6) counter sign all checks; (7) provide financial reports to the National Convention and Executive Board meetings; (8) make available to the Audit Committee all available financial records; (9) perform the day to day operations of the organization as specified in the Constitution, Bylaws, and Operational Guide with the help of the Administrative Assistant; (10) perform those duties specified in the Bylaws and Standing Rules relative to Nominations and Election of Officers; (11) ensure that all specified documents are properly documented and archived according to the Operational Guide; (12) coordinate and support as required, with the Alumni Relations Office for special events relative to the organization during the Homecoming Celebration (Approved 6/2012); (13) handle the general correspondence of the organization as well as assisting the National President and other Executive Board
Members upon request; and (14) assist with the compilation of the National’s Year-End Report.
Section 6. The Treasurer shall (1) receive and hold the funds of the Association, which shall be deposited in a financial institution recommended by the Finance Committee and approved by the Executive Board of the Association and shall withdraw same upon receipt of a voucher signed by the Executive Secretary and/or counter signed by the President; (2) keep an accurate account of all financial transactions; (3) provide financial reports to the National Convention and to the Executive Board meetings; (4) file all annual financial reports required of the Association; and (5) make available to the Audit Committee all available financial records. The Treasurer shall serve as chairperson of the Finance and Budget Committee.
Section 7. Program Committee Chairman shall serve as chair of the Program Committee performing duties as outlined under Article V, Section 2 (Approved 6/2010).
Section 8. Membership Committee Chairman shall serve as chair of the Membership Committee performing duties as outlined under Article V, Section 3 (Approved 6/2010).
Section 9. Nominating Committee Chairman shall serve as chair of the Nominating Committee performing duties as outlined under Article IV, Section 4 (Approved 6/2010).
Section 10. The Young Alumni Coordinator (Approved 6/2010) shall (1) work with the Membership and Program Chairpersons to help design programs that will encourage recent graduates to participate in the Alumni Association and (2) advise chapters on how to get recent graduates to join the Association. He/she must have graduated from the University within the past five (5) years.
Section 11. The Parliamentarian shall (1) be responsible for ensuring that all meetings of the Association are conducted in accordance with appropriate and usual parliamentary procedure and (2) ensure that all local chapter and regional Constitutions and Bylaws are in conformance with the Bylaws and Constitution of the Association. The Parliamentarian shall serve as Chairperson of the Constitution and Bylaws Committee.
Section 12. The General Counsel shall be responsible for providing legal advice to the Association and shall be a member engaged in the practice of law.
Section 13. The Archivist shall serve as historian and oversee the security and proper display of alumni documents that are of historical importance.
Section 14. The Alumni Publications Editor shall have the responsibility of gathering, editing, publishing and distributing the official alumni publication. He/she shall serve as Chairperson of the Publications Committee.
Article III – Dues
Section 1. The Tennessee State University National Alumni Association fiscal year is from July 1 through June 30.
Section 2. The dues for the Association shall be classified as Regular, Associate, Life, Millennium andMember-at-Large. The dues structure for all categories shall be determined by the Executive Board and approved by the body at the National Convention, provided that written notice shall have been mailed to the active chapters at least thirty days (30) prior to the date of said meeting. The amount of dues will be included in the standing rules.
Section 3. Dues for the current fiscal year shall be paid on or before March 31. Dues received after March 31 will be applied to the next fiscal year’s dues or the Executive Board may move to a Rolling Membership Program.
Section 4. The Life Membership fee may be paid in installments, provided that the total fee is paid within twelve (12) calendar months immediately following the initial payment, otherwise the amount paid becomes a gift to the Association. The fee is to be deposited in a Life Endowment Fund; the principal to be left intact and the interest may be transferred annually into the operating or reserve fund account.
Section 5. The Millennium Membership may be paid in installments, provided that the total fee is paid within twelve (12) calendar months immediately following the initial payment, otherwise the amount paid becomes a gift to the Association. The fee is to be deposited in an interest bearing account. One tenth (1/10) of the principal should be transferred annually into the operating or reserve fund account.
Article IV – Election
Section 1. In order to be eligible to participate in the nomination and election of officers of the National Association, members must have complied with all of the requirements set forth in the Constitution and Bylaws, Standing Rules, Operations Guide, and/or the official Chapter Guide or equivalent, including payment of the stipulated annual national dues for individual members and annual chapter assessments.
Section 2. The election of Elected Officers and Chairpersons of the Program, Membership and Nominating standing committees shall be by ballot. A majority of the votes cast will be necessary to elect. Neither write-innominees nor nominations from the floor will be accepted. Ballots must be received by the official published date in order to be counted.
Section 3. Only one elected position on the Executive Board may be held by an Executive Board member at the same time. The term of office of elected officers shall be two years and no person may be elected to any office for more than two terms in succession.
Section 4. Nomination for elective office shall be made by a committee of a minimum of 3-5 persons. The chairperson of which has been elected and the other members shall be appointed by the President, subject to the approval of the Executive Board. Names of the Nominating Committee shall be published in the alumni publication or by other such means as appropriate with requests from the membership at large. The committee shall confer not less than two months prior to the National Convention to consider all names suggested. All nominees must meet the criteria of the Nominating Committee: 1) be an regular member in good standing with the Local or Affinity Chapter, Regional and National and 2) have attended at least one of the last two Regional/Affinity cluster meetings and at least one of the last two National Conventions. In addition to the criteria # 1, 2 the nominee for the position of President must have served at least one term on the Executive Board and be a bona fide member of the local chapter and Regional/Affinity cluster(s) where there is a defined dues structure, within the area in which he/she resides.
The names of all nominees shall be placed by the Executive Secretary/Nominating Chair or designee on a printed or electronic (approved 6/2010) ballot and forwarded to all financial members thirty (30) days before the National Convention. All ballots must be postmarked or electronically time stamped (approved 6/2010) and received in the National Association Office by Friday, one week before the National Convention; dates will be assigned. Ballots are to be certified by the Executive Secretary and/or the Nominating Chair or designee. At the National Executive Board meeting on Thursday, all ballots, unopened and verified, are to be presented to the Counting Committee appointed by the President. The sealed electronic voting summary should be mailed directly from the Third party vendor to Executive Secretary to be included in the formal counting process. (Approved 6/2012)The President is to give instructions to the Counting committee as to when and where to count, and how to report, giving a definite time for the results to be reported at the National Convention. All ballots/electronic voting results must be retained by the Executive Secretary/Nominating Chair or designee for thirty (30) days following the National Convention for certification purposes. Any candidate may select his/her representative to be present at the time of the counting of the ballots/electronic voting summary.
Section 5. Upon election, each officer is to be notified in writing by the Executive Secretary/Nominating Chair or designee. The officers must reaffirm to the Executive Board (Approved 6/2012) their willingness and commitment to serve in the office for which elected. Failure to make this reaffirmation within two months after election will automatically vacate the office.
Section 6. Newly elected National Officers shall take office on August 1st following their election to insure a smooth transition.
Article V – Standing Committees
Section 1. The Executive Committee shall be composed of the President, Vice President, Recording Secretary, Executive Secretary, Treasurer and as ex-officio, nonvoting members, the General Counsel, and Immediate Past President. This Committee will be chaired by the National President. The Executive Committee shall 1) administer the affairs of the Alumni Association in the intervals between the meeting of the Executive Board and shall act for and possesses all the power of the said Board during said intervals subject to any instruction given by the said Board; 2) shall meet at the call of the President whenever matters warrant a meeting, and 3) shall keep careful minutes of each meeting and shall dispatch a copy to every member of the Executive Board. Three (3) voting members of the Executive Committee will constitute a quorum.
Section 2. The Program Committee consisting of a minimum of five (5) members shall; 1) develop a National Program based upon the emphasis determined at the National Convention; 2) shall be responsible for interpretation and implementation of the program subject to the approval of the Executive Board. This Committee will be chaired by the elected Program Chairperson. The President will appoint the other members of this committee with the approval of the Executive Board.
Section 3. The Membership Committee consisting of a minimum of seven (7) members shall; 1) foster ways and means to increase membership in the Association and represent the interests of the Members-at-Large on the Executive Committee. The Committee will be chaired by the elected Membership Chairperson. The President will appoint other members of this committee with the approval of the Executive Board.
Section 4. The Legislative Committee consisting of a minimum of seven (7) members shall investigate and promote education of alumni on any and all legislation that involves the interests of the University. The General Counsel shall be chairperson of this committee. The President will appoint the other members of this committee with the approval of the Executive Board.
Section 5. The Nominating Committee; (See Article IV, Section 4 of Bylaws.)
Section 6. The Publication Committee shall consist of a minimum of 3-5 members to help develop publications of the Association. The Editor shall serve as Chairperson. The Editor and members of this committee will be appointed by the President with the approval of the Executive Board. The Webmaster shall be a member of this committee.
Section 7. The Scholarship Committee shall consist of a minimum of 3-5 members whose responsibilities shall be to 1) act as the liaison between the University Scholarship Committee and the Executive Board; 2) collect scholarship award data from local chapters to develop the national picture of scholarship awards; 3) develop relationships with awardees; and 4) additional duties as defined by the Executive Board.
Section 8. The Awards Committee shall consist of a Chairperson and a minimum of three (3) members whose responsibilities shall be 1) to establish guidelines for awarding the National Awards; and 2) to develop the process of determining the winners of the awards (see Operational Guide). One of the Regional Vice
Presidents shall be appointed Chairperson. The committee members will be appointed by the President with the approval of the Executive Board.
Section 9. The Membership Benefits Committee shall consist of a Chairperson and a minimum of three (3) members whose responsibilities shall be 1) o secure identifiable benefits for being a member of the Association; 2) to keep this information updated; and 3) to keep all alumni informed of these benefits. The President will appoint the Chairperson and committee members with the approval of the Executive Board.
Section 10. The Finance and Budget Committee shall consist of a minimum of five (5) members. The Treasurer will be the Chairperson of this Committee. The Executive Secretary will be a member and the other members shall have knowledge of finance, investments and budgeting and will be appointed by the President with the approval of the Executive Board. The immediate past treasurer shall serve on this committee for one year.(Approved 6/2010) The Committee, with Board approval will 1) formulate and implement investment strategies for all funds of the Association; 2) develop a proposed annual budget; and 3) develop and implement other financial guidelines.
Section 11. The Constitution and Bylaws Committee shall consist of a minimum of five (5) members. The Parliamentarian will be the chairperson and the other members will be appointed by the President with the approval of the Executive Board. The committee will 1) Propose and formulate needed changes to the Constitution and Bylaws; 2) Review proposed amendments from the membership; and 3) present proposed amendments at the National Convention for approval or rejection following the procedure in Article VII on Amendments in these Bylaws.
Section 12. The Website Committee shall consist of a minimum of three (3) members. The Webmaster will be the chairperson of this committee and the other members will be appointed by the President with the approval of the Executive Board. The immediate past webmaster shall serve as a member of this committee for one year. The Committee will oversee the design and maintenance of the Association’s website and other related systems.
Section 13. The Strategic Planning Committee and required subcommittees shall compose the strategic plan approved by the TSUNAA Executive Board in order to 1) to facilitate the organizational assessment and analysis that will be deployed by the TSUNAA Executive Board; 2) to design and implement the survey of students, university staff and alumni; 3) to collaboratively develop measurable performance indicators at all levels of the TSUNAA; 4) to monitor the implementation of the strategic plan and provide feedback to the Board on the performance indicators; and 5) to facilitate updating and changes to the strategic plan on a cyclical basis.
Article VI – Resolutions and Quorum
Section 1. Resolutions are the process by which concerns of Members- at- Large, Chapters and Regions can be properly addressed by the Association at the National Convention.
Section 2. The Resolution Committee shall consist of a minimum of three (3) members. The Committee shall be for 1) reviewing resolutions submitted by individuals, chapters, and regions and 2) drafting resolutions for presentation at a plenary session at the National Convention.
Section 3. All resolutions shall be submitted to the Committee at least thirty (30) days prior to the National Convention or within ten days of its adoption at a Regional/Chapter meeting. Resolutions may be accepted by the Committee at the National Convention, provided that the subject matter relates to substantive issues discussed in connection with the agenda at that National Convention, but not included items on the agenda.
Section 4. The Resolutions Committee may not refuse to present a convention resolution if it has met the above criteria. If there is a dispute, a member may seek to have the Committee’s decision overruled on the floor at the plenary session at which the Committee’s report is presented.
Section 5. The President is responsible for reporting on the progress of implementing each approved resolution at a plenary session of the National Convention until such resolution is considered discharged by the body.
Section 1. The number of members present at a legitimately convened and properly published meeting shall constitute a quorum for the transaction of business of the Association.
Section 2. Chapters and other members should be notified of the meeting by mail forty-five (45) days prior to the National Convention and thirty (30) days prior to a call meeting.
Article VII – Chapters
Section 1. The local Chapter shall be known as the locality or city Chapter of the Tennessee State University National Alumni Association and shall receive the authority for organization and program by the receipt of a charter issued by the Association and duly signed and attested by its constitutional officers. Affinity Chapters shall be known as the (name the affinity) chapter of the Tennessee State University National Alumni Association.
Section 2. The alumni in any city, locality, major school, or affinity group of Tennessee State University having ten (10) or more members are eligible to submit a petition to the Executive Board of the Association for approval to form a chapter.
Section 3. All members of local/Affinity chapters must become financial, concurrently with the local chapter, Regional/Cluster (where a dues structure exist) and the National Alumni Association by paying annual dues. Only those members who are financial by March 31 are eligible to vote. All chapters must pay annual regional and national assessments to be voting and financial chapters. The due date for assessments is December 31. A late fee of $25.00 will be assessed after that date. Any chapter that fails to pay its assessment and late fee by March 31st will be deemed delinquent and suspended from active status and cannot raise funds in the name of the Association until assessment is paid in full. Chapters must file appropriate chapter reports with the Regional Vice President and the National Alumni Association Office.
Section 4. Chapters may raise and retain funds for local purposes within the scope of the Association’s program through entertainment and other activities; but in all announcements regarding such entertainment and /or activities, the specific purpose for which the funds are to be used must be made clear and a full financial report must be rendered to the Chapter, Regional Vice President, and the National Alumni Association Office and to the public.
Section 5. Chapters and individual members who violate the provisions of the Constitution and Bylaws of the Association, and/or those individuals adjudged guilty of malfeasance and/or nonfeasance by the Executive Board shall be warned or suspended or expelled from the Association. This action requires a two-thirds vote of the Executive Board until the next National Convention of the Association. At such meeting, the Executive Board shall present the reason(s) for its action(s), and the Association shall then take whatever action deemed appropriate. At any time before the National Convention, if the Executive Board, by a two-thirds vote, decides the matter is rectified, the action may be rescinded. See the Operations Guide for detailed procedures.
Section 6. A chapter/ Affinity chapter can only change its catchment area or the name of the chapter upon the approval of the National Executive Board, following the procedures outlined in the Operations Guide. (Approved
Article VIII – Regions
Section 1. The chapters of the Association are organized into Regions/ Affinity Clusters, Where a cluster could be defined as a grouping of individual affinity chapters with a common thread i.e. Athletics, Greeks etc. The Regions are Fareast, Farwest, Midsouth, Midwest, Northeast, Southeast, and Southwest. Affinity Chapters may be national in geography. See Operations Guide for geographical areas included in regions. (Approved
Section 2. Each Region/Affinity Cluster will have a Regional Vice President or Vice President Affinity Cluster, Secretary and Treasurer elected by the members in the Region/Cluster at the Regional/Cluster meeting.
Section 3. The term of office for the elected officers shall be 2 years. No officer should serve for more than two consecutive terms, except under extenuating circumstances and with the approval of the Executive Board.
Section 4. Regional/Affinity Cluster (s) meetings shall be held at least once every two years to attend to the business of the Region or Cluster.
Section 5. Each Region/Cluster(s) shall develop Regional/Cluster(s) Bylaws which shall be congruent with the National Constitution and Bylaws and shall be submitted to the National Office.
Section 6. Chapters in the Region/Cluster(s) may be assessed a fee, determined by the needs of the Region/Cluster(s) and approved by two thirds of the voting members in attendance at the meeting. Each chapter in the Region/ Affinity cluster(s) shall receive an annual accounting of funds by the Region/Affinity cluster Treasurer.
Article IX – National Convention
Section 1. The National Convention will be held biennially in even numbered years in June at a site determined by the Executive Board and ratified by the delegates to the National Convention based upon a regional rotation plan that shall be detailed in the Operations Guide.
Section 2. The voting body at the National Convention shall consist of one delegate from each active chapter, and active Member-at-Large delegate/s (see Article IV) and all officers and members of the Executive Board except when voting for changes in the Constitution, Bylaws or Standing Rules or Resolutions.
Section 3. Members-at-Large shall be entitled to one (1) delegate for each one hundred (100) such members in good standing with the Association. If membership totals less than one hundred (100) members, activeMembers-at-Large shall be entitled to one (1) delegate.
Article X – Amendments
These Bylaws may be amended at any regularly scheduled National business meeting of the Association, provided the proposed amendment was received by the Executive Secretary in time to be sent to financial members at least thirty (30) days before the convention date at which time it is to be considered. The amendment must receive two-third (2/3) votes of those present who are eligible to vote, or the amendment may be presented at one National Convention and voted upon at the next National Convention.
Article I – Balloting
The ballot, electronic (approved 6/2010) or printed on watermarked paper, will be mailed in an envelope along with a special return envelop marked “BALLOT.” The voter shall mark his/her ballot and return it in the ballot envelop, with an official postal marking, to the National Alumni Association Office according to directions and specified date (See Operations Guide).
Article II – Post Office Box
Chapters shall obtain a post office box for receiving chapter mailings. This will eliminate the need for a change in mailing address when the new officers are elected.
Article III – Amount of Chapter Assessment
All chapters must pay a National Assessment (of $125) per year (approved 6/2010). The amount will be determined by the Executive Board.
Article IV – The Administrative Assistant Job Description
The Administrative Assistant is a paid part-time position, filled by the approval of the Executive Board. The Administrative Assistant is expected to work a minimum of 15 hours per week, not exclusive of work done outside the National Office. That person works with the National Executive Secretary in performing the day to day operations of the National Office. She/he reports directly to the National President and assists the Executive Board members as requested. All requests are prioritized in conjunction with the Executive Secretary.
Specific duties to perform include (1) send notices to partial life and millennium members; (2) update all life and millennium members to current year on system; (3) invoices to At-Large Members and to previous years graduates; (4) prepare letter to graduates; (5) prepare for Board Meetings (notices, location, meals, and packets; (6) assist Awards Committee with mailing notices to chapters regarding Annual Reports; (7) mail out life and millennium packets to alumni who have completed the program; ( 8) print labels for Outreach and mail to Printer; (9) e-mail notices to chapters regarding membership and assessments; (10) maintain national membership database (update); (11) assist Nominating Chairman with preparing for national elections; (12) mail chapters draft roster for current year; (13) prepare annual End-of-Year Report; (14) answer and return phone calls; (15) type/email and send approved correspondence; (16) mail applications; (17) prepare chartering certificates for new chapters; and (18) distribute the National President’s letter at graduation rehearsal.
Article V – Regular Dues
The amount of annual regular dues shall increase from $25 to $30. This increased amount will take effect July 1, 2013.
Article VI – Life Dues
The amount of Life dues is $500 and shall increase to $750. This increased amount will take effect November 1, 2012.
Article VII – Millennium Dues
The amount of Millennium dues is $250 and shall increase to $300. This amount will take effect July 1, 2013.
Article VIII – Amendments
These Standing rules may be amended at any Biennial scheduled business meeting of the National Convention of the Association provided the proposed amendment receives the majority vote of those present who are eligible to vote.
(Once Standing Rules have been adopted, they cannot be modified during the same session except by a motion to reconsider them. They can be suspended, modified or rescinded by a Majority vote at any future meeting. Standing rules then are rules that are adopted like ordinary resolutions with no need to give previous notice.)
(Revision Adopted at the National Convention, June 14, 2012)