(Last revised in October 2004)
The name of the organization shall
be the "Florida Institute of Technology Alumni Association," also
referred to as "Florida Tech Alumni Association" or simply the "Association."
The Alumni Association is the official
Association for all the alumni of the institution. The purpose
of the Alumni Association is to promote a lifelong relationship
of mutual benefits and assistance to both the University and
Alumni. To fulfill the mission and purpose of this organization,
it's objectives will be to:
Strengthen the ties and contacts between the University and the Alumni,
Increase fellowship among the members of the Association as fellow alumni
with common interests,
Promote mutually beneficial contacts between students and alumni,
Support student activities to supplement and diversify the educational
experiences available at the university,
Promote the identity and recognition of the University both nationally
and internationally,
Support the quality of education and well being of the University, and
Assist the University in obtaining human and financial resources necessary
to fulfill its mission.
3.1 Regular Membership
Regular membership shall include any person who has graduated from the University. Every Regular Member in good standing shall be entitled to one vote.
3.2 Associate Membership
Associate membership shall be open to students, prior students, individual supporters of the University and faculty, staff and members of the Board of Trustees of the University. Every Associate member in good standing shall be entitled to one vote.
3.3 Corporate Membership
Corporate membership shall be open to all corporations interested in supporting the purpose of the Association and shall be approved by the Board of Directors.
3.4 Honorary Membership
Same as existing paragraph 3.2 but with the additional sentence.
“Honorary Members shall be approved by the Board of Directors.”
3.5 Good Standing
The definition of Good Standing herein will be defined by the Board of Directors. The Membership Committee may from time to time recommend revisions to this definition.
3.6 Paid Membership
The Board of Directors may stipulate that any category of membership defined herein be a paid membership and may establish a subcategory for any category of membership herein as a paid membership. The dollar amounts for Paid Membership shall be determined by the Board of Directors. The Finance Committee and/or Membership Committee may from time to time recommend amounts or subcategories for Paid Memberships.
ARTICLE IV - MEETINGS
OF THE ASSOCIATION
4.1 The annual meeting of the Association
shall be held in February, in conjunction with Homecoming;
in the event there is no Homecoming Weekend in February, the
President will designate a time and location.
4.2 All meetings of the Association shall be conducted in accordance with
Robert's Rules of Order.
4.3 General meetings of the Association, other than the annual meeting,
shall be held at such time and place as designated by the President or
his designee or at the request in writing of a majority of the members
of the Board of Directors. Notification of a general meeting will be issued
by the Executive Director.
4.4 Written notice of the annual meeting will be announced in the fall
University Newsletter; written notice of other meetings will be announced
in the University Newsletter or by separate correspondence.
4.5 Members attending shall constitute a quorum.
5.1 The Board of Directors shall manage
the business of the Association.
5.2 The membership of the Board of Directors shall consist of not less
than 45 individuals.
5.3 The following University officials shall be ex-officio, non voting
members of the Board of Directors:
- a. President of the University
b. Vice President for Development & University Relations
c. Associate Vice President for Development
d. Director of Alumni Affairs
5.4 The Director of Alumni Affairs will be designated as Executive
Director of the Board. The Assistant Director of Alumni Affairs will
be designated as the Assistant Secretary of the Board.
5.5 Faculty representative/s and student representative/s, appointed
by the University President, will be invited to meetings and functions
as non-voting members. They will serve as a liaison between the Association
and the faculty and the Association and the student body respectively.
5.6 Resignation of directors and officers may be submitted to the Executive
Director at any time, who will inform the President. Announcement of
resignation will be made at the next meeting of the Board.
5.7 The Board may remove any member of the Board for good cause at a
regular meeting or special meeting. Inactivity of a Board member shall
be considered sufficient cause for removal. All members of the Board
shall be given special written notice of such proposed action. The board
may remove a member from office by a majority plus one vote of the total
number of voting Directors then serving.
6.1 The annual meeting of the Board
shall be held each year prior to the annual Association meeting.
6.2 Regular meetings of the Board shall be held at least two times each
year in Melbourne, including the annual meeting, with one meeting each
in the Fall and Spring. The President shall set the time and date of
meetings at the annual meeting. Written notice for a regular meeting
of the Board will be issued not less than 30 days nor more than 60 days
prior to the meeting. The Executive Committee will convene one face-to-face
meeting each year at an off-campus location linked to one of our chapters.
All board members may attend all Executive Committee meetings.
6.3 Special meetings of the Board may be called at any time by the President,
the Executive Director, or 50 percent or more of the Board. Notification
of a special meeting will be issued in writing, in as expedient a manner
as possible, preferably 14 days prior to meeting.
6.4 Meeting requests shall state the purpose or purposes of the scheduled
meeting; business to be transacted at regular meetings shall be announced
in the written notice of the meeting.
6.5 The Board of Directors shall conduct such business as may come before
it by a majority vote of the voting members present. Board members may
participate telephonically including by fax and e-mail. One third or
more voting members then serving shall constitute a quorum.
7.1 DUTIES OF THE PRESIDENT: The President
shall be the primary spokesperson for the membership of
the Association. The President shall preside over all meetings
of the Association and the Board of Directors. The President
shall have general charge of the business affairs and property
of the Association and shall exercise general supervision
over its officers and membership.
7.2 DUTIES OF THE VICE PRESIDENT(S): As principal deputy(s) to the President,
a Vice President may act in the President's absence when appropriate
or when specifically requested to do so. Other specific duties of the
Vice Presidents are as specified by the President, or as assigned by
the Board of Directors from time to time.
7.3 DUTIES OF THE EXECUTIVE DIRECTOR: The Executive Director shall be
responsible for the day-to-day affairs and management of the Association,
subject to the direction of the Board and consistent with the powers
and duties of the officers as defined in the By-laws. The Executive Director
will conduct the general correspondence of the Association, have charge
of its records and papers, and perform other such duties as the Board
and Executive Committee may request.
7.4 DUTIES OF THE SECRETARY: The secretary shall give notice of all meetings,
keep records of the proceedings of all Board meetings and business matters,
and perform any other duties pertaining to the office of secretary.
7.5 DUTIES OF THE ASSISTANT SECRETARY: The Assistant Secretary shall
assist the Secretary of the Board in recording the minutes of all annual
and special meetings of the Board or Executive Committee, and in accomplishing
all paperwork necessary to the administration of the Association.
7.6 DUTIES OF THE TREASURER: The treasurer shall be responsible for all
funds of the Association and shall be chairperson of the Budget and Finance
committee. The treasurer shall be responsible for overseeing the receipt
and disbursement of the monies of the Association, subject to the approval
of the Board, although actual transactions will be handled by the Executive
Director's office. The treasurer shall present a yearly financial statement
and a proposed annual budget to the fall Board of Directors meeting.
The treasurer shall report on the financial status of the Association
at all regular meetings of the Board and shall oversee the necessary
financial records of the Association.
8.1 The Nominations Committee shall
meet as needed during the year to consider potential Board
members and officers. Nominations will be solicited from
the membership, as well as the Board. The Nominations & Membership
Committee will report its nominations to the Board at the
fall meeting, from which a slate of nominees for each of
the vacant elective positions as well as nominees for officers
positions shall be prepared. The board will elect new members
and officers after consideration of the slate. Members
and officers will be installed at the Homecoming meeting
at which
time their respective terms of office shall commence.
8.2 The administration and general management of the Association shall
be vested in a Board of Directors and officers. The terms of office are
as specified below and shall begin upon installation.
A. President
1 Year
Can be re-elected 1 term, then must wait 2 terms
before eligible for re-election.
B. First Vice President
1 Year
Can be re-elected.
C. Second Vice President
1 Year
Can be re-elected.
D. Secretary
1 Year
Can be re-elected.
E. Treasurer
1 Year
Can be re-elected.
F. Board of Directors
3 Years for initial term.
Can be re-elected. Subsequent terms may be for either
one year
or three years for a total of nine consecutive years
at the
discretion of the continuing member. Then must wait
one year for re-election.
G. Immediate Past President (IPP)
The IPP shall continue as a non-voting, ex-offico
member of the Board/Executive
Committee in such case when his/her term may be subject
to term limitations as set
forth in Article 8.2.F. Refer to Article 9.2.1.
8.3 Vacancies in any office or Board
position may be filled by a qualified person nominated by
the Nominations and Membership Committee and approved by
the Board for the unexpired portion of the term of office.
8.4 Anytime there is more than one candidate for one position, elections
for that office will be by secret ballot.
9.1 The Board of Directors shall form the following
standing committees. Chairs of the committees will be appointed by the
President of the Alumni Association. The President of the Alumni Association,
the Executive Director, and the Vice President for Development and University
Relations shall be ex-officio members of all committees.
- a. Executive
Committee
b. Alumni Relations Committee
c. University Relations Committee
d. Admissions Committee
e. Student Relations Committee
f. Finance Committee
g. Nominations Committee
h. Alumni Board Advisory Council
(ABAC)
9.2 EXECUTIVE COMMITTEE: The Executive Committee provides
overall direction for the board and its Committees. It shall be comprised of
the Officers and two other members of the Board of Directors appointed by the
President. In addition, the immediate past President shall serve as an ex officio
member of the Executive Committee. It shall advise the Board and make interim
policy interpretations between Board meetings. The committee is empowered to
act on behalf of the Board of Directors when necessary, subject to the subsequent
ratification of the Board. In such instances, the Executive Committee shall
have all the powers of the Board of Directors, except the powers to make or
amend Bylaws. It is also responsible for the development of a long-range plan,
updated yearly, that will outline the general scope and breadth of organized
alumni activities the Association desires.
1. The immediate past president (IPP) shall continue as a non-voting,
ex-officio member of the Board/Executive Committee in such case
when his/her term may be subject to term limitations as set forth
in Article 8.2.F. Refer to 8.2.G.
9.3 ALUMNI RELATIONS
COMMITTEE: The committee is responsible for building good relationships
between the Alumni
Association and the alumni. It develops networks among our alumni
to facilitate professional interaction and career opportunities
for alumni and current students. This committee also works to
establish,
expand, and promote chapters and other alumni organizations. It
advises staff and chapter leaders in the areas of planning, chapter
development,
and program promotions.
This committee also ensures that the Alumni Association
utilizes the most effective communication and marketing techniques
and vehicles to reach our alumni. It is concerned with improving
communication with alumni in order to facilitate greater involvment
of alumni in Association programs and services. It reviews and recommends
new programs and services for alumni.
9.4 UNIVERSITY RELATIONS COMMITTEE: This committee is responsible
for improving relations between the Alumni Association and the University
by developing programs which support the university in acheiving
its goals. It assists the Office of Development in generating donor
resources for the enhancement of the University. The Associate Vice
President for Development shall be and ex-officio member of this
committee.
9.5 ADMISSIONS COMMITTEE: This committee coordinates alumni recruiting
efforts to encourage students of high academic and personal promise
to matriculate at Florida Tech. The committee works with both the
Alumni Office and the Admissions Office to develop and implement
the yearly recruiting plan.
9.6 STUDENT RELATIONS COMMITTEE: This committee is responsible for
developing good relationships between alumni and current students.
A primary responsibility is to support and encourage the student-alumni
program that is building closer links between alumni and students
through service projects which support the mission of Florida Tech.
This committee is also responsible for coordinating alumni related-Homecoming
activities and for promoting alumni participation.
9.7 FINANCE COMMITTEE: This committee reviews and oversees the financial
affairs of the Association and recommends an annual Association budget
to the Board of Directors. This committee is also responsible for
implementing Association programs and activities designed to benefit
the members and/or promote revenue sources for Association programs.
Activities such as group insurance, credit cards, travel, and similar
programs are in this committee's purview.
9.8 NOMINATIONS COMMITTEE: This committee is responsible for searching
out and evaluating prospective members of the Board. In preparing
recommendations for board membership, the committee ensures appropriate
alumni representation from the various geographical areas, organizational
units, and demographic characteristics of the alumni. The committee
will evaluate current members of the Board for possible re-election
and consider nominations from the general membership to the Board.
The committee also evaluates current Board members in order to provide
a selection of candidates for officer positions. The committee will
also nominate an individual for any vacancy of an office or Board
position.
9.9 ALUMNI BOARD ADVISORY COUNCIL (ABAC): This committee shall be
composed of all prior Association Presidents, the current President,
Vice President and Board members who by virtue of service and experience
warrant membership. Invitations to the latter shall be extended by
the Executive Committee. Operating in an ex-officio capacity, the
Alumni Board Advisory Council's mission shall be to advise the officers
and Executive Committee when called upon relating to matters of long
term planning and significance.
This committee is also responsible for reviewing
criteria for honors and awards established by the Board. It receives
nominations and makes recommendations of recipients of annual honors
and awards. This committee also assists in developing award presentation
ceremonies.
10.1 GENERAL RELATIONSHIP: In
accordance with the stated purposes of the Association,
the Board of Directors shall make all reasonable
efforts to maintain good relations and communication
with the
University and it's constituents.
10.2 FINANCIAL RELATIONSHIP: The Alumni Office, under the direction
of the Director of Alumni Affairs, is responsible for all alumni
programs. The Alumni Association is separately constituted as a
critical and essential part of the overall alumni program. The
University provides an operating budget to the Alumni Office to
conduct alumni activities and programs, including Association related
activities. The Association may also generate funds to be used
at its discretion to supplement these programs and activities.
To accommodate Association generated and controlled funds, the
University will set up restricted accounts in the Association's
name which will be managed by the Executive Director on behalf
of and under the direction of the Board. The signatories shall
be the President, Treasurer, or Executive Director.
11.1 These by-laws may be amended by a two-thirds
majority vote of Board members in attendance or participating
via telephone at any scheduled meeting.
11.2 Notice of proposed amendments shall be given in the regular
meeting notice.
11.3 Exceptions to these by-laws, which do not constitute a permanent
change to these by-laws, shall require a written vote of three-quarters
of the entire voting Board membership.
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