MSW Alumni Association Constitution and Bylaws

FAYETTEVILLE STATE UNIVERSITY
(Revised September 15, 2007)
DRAFT

ARTICLE I. Name

The name of this Association shall be the Fayetteville State University Master of Social Work (MSW) Alumni Association, Incorporated, herein referred to as “the Association.”

ARTICLE II. Mission

The Fayetteville State University Master of Social Work Alumni Association (the Association) exists to advance Fayetteville State University, Department of Social Work, among the general alumni population, and to serve as an advocate for the department. The goals and objectives of the Fayetteville State University MSW Alumni Association are to:

Promote and coordinate alumni support with the purpose of strengthening the academic, and public service programs of the department:
Enter into a partnership with the department in recruiting students and providing scholarship opportunities:
Develop the personal, and academic professional growth of its members/students, and prospective students.
Promote communication and create programs to encourage alumni commitment to and involvement in both the department and the MSW alumni association:

ARTICLE III. Membership

Provide Mentorship to Social Work students and prospective social work students

Section 1. Membership in the Association shall be accorded to the following classes upon the payment of annual dues: Regular, Life, and Honorary. There shall be an annual assessment of dues for members to be fixed by the Association at the end of the year.

Section 2. Regular Members – Persons who have matriculated at or graduated from Fayetteville State University or any of its former entities. First 2 years of graduation dues or $25.00. After 2 years annual dues of $50.00.

Section 3. Life Members – Persons who have paid $500.00 over 2 year period. The gift must be credited through the Association’s treasury. Persons qualifying as life members who have not matriculated or graduated from Fayetteville State University or any of its former entities are not eligible to hold national office.

Section 4. Honorary members – Certificates of Honorary membership will be issued to persons who have never matriculated at Fayetteville State University, but who have given outstanding support to the cause of the Association. Recommendations must be approved by the Association at its annual meeting. These members are not eligible to hold any local or national office.

Section 5. Student Members, Social Workers – Students currently enrolled at Fayetteville State University may become a member of the Association. These members will serve under the guidance of the MSW Alumni Association Program, or under the President designee or such other persons as may be approved by the board of directors. Student members will not be assessed dues, nor will they be allowed to hold an Alumni office.

ARTICLE IV. Officers

Section 1. The elected officers of the Association (who ipso facto are officers) shall be President, a First Vice president, a Financial Secretary, a Recording Secretary, an Assistant Recording Secretary and a Treasurer. Each officer may succeed himself/herself, except he or she may not serve more than two consecutive year terms. The office shall be assumed at the beginning of the administrative year, following the election.

Section 2. The President shall appoint a Parliamentarian, Sergeant-at-Arms, Historian, and News Editor.

Section 3. Qualifications – Any regular or life member who is in good standing with the Association for the one preceding years prior to the election is eligible to hold an elective or appointed office in the Association.

Section 4. Elections – The Officers of the Association shall be elected biannually by majority vote. The election shall be conducted by a direct mail ballot.

Section 5. The duties of the Officers shall be those usually associated with their respective offices, including the following:

A. The President shall:

Preside at meetings of the Association, the Board of Directors, and its Executive Committee;

Be a member, ex-officio, with the right to vote on all committees except the Nominating Committee;

Appoint all committees and chairpersons, with approval of the Board of Directors;

Maintain liaison with the Chancellor on behalf of the Association;

Submit a report on the state of the Association at the annual convention; and,

Appoint a Second Vice President, with approval of the board of Directors, in the event the post is vacated prior to the expiration of the term of office.

B. The Vice President shall:

Coordinate all activities of the Homecoming Committee;

Act for the President in his/her absence or inability to act due to any cause; and,

Succeed automatically to the Presidency in the event the Office of president is made vacant prior to the expiration of the term of office.

C. Secretary shall:

1. Record the proceedings of all meetings
2. Make available to the Financial Secretary a copy of the proceedings for the purpose of duplicating and distributing the same to the members of the board of Directors; and,
3. Assist the News Editor in securing information for the alumni newsletter.

D. The Financial Secretary shall:

Receive and record all monies payable to the Association, submit same to treasurer and obtain receipts from treasure;

Receive copies of the original disbursement authorizations or invoices and copies of all checks;

Track all individual contributions;

Issue receipts and membership cards to all dues paying members;

Provide a timely written statement to the donor, acknowledging any ingle contribution of $250 or more (tax deduction). This acknowledgment must be sent no later than January 31 of the year following the donation;

Provide a written disclosure statement to a donor who receives goods or services from the Association in exchange for a payment in excess of $75 (tax deduction) (Quid pro quo contribution over $75);

Maintain a financial roll of members;

Jointly sign with the treasurer or the president all checks drawn on the Association;

Is responsible for the filing of the annual information returns (Form 990) (Internal Revenue) for tax exempt organizations and;

Recommend to the board of Directors an insurance bonding company. (The treasurer and the financial secretary must be bonded).

E. The Treasurer shall:

Receive from the Financial Secretary all financial funds from the Association;

Keep a just and accurate accounting of all finances paid or due the Association;

Report the state of the Treasury whenever requested by the Board of Directors;

Present a written annual report at the Association’s annual meeting;

Make payments only with the written approval of the President AND/OR THE Financial Secretary (in case of an emergency, subsequent written notice will follow within five [days];

With the Financial Secretary jointly sign all checks drawn on the Association; and,

Be bonded.

H. The Parliamentarian shall:

Aid the presiding officer in deciding matters of parliamentary procedure and interpreting the constitution and Bylaws; and,

Use the latest edition of Robert’s Rules of Order as the authority in deciding matters of parliamentary procedure.

The rules contained in the latest revision of Robert’s Rules of Orders shall govern all meetings of the Board and the Association except to the extent that the same may conflict with this Constitution and Bylaws.

J. The Historian shall:

Prepare a narrative account of the Association activities which, when approved by the Association, shall become a permanent part of its official history; and,

Solicit activities and pictures from Chapters pertinent to the Association.

ARTICLE V. Meetings

Section 1. The Association shall meet quarterly or as needed. The purpose of meetings shall be to receive reports of Officers and committees and for any other business that may arise.

Section 2. Special meetings of the Association may be called by the President, or upon the written request of the committee of the Association through the approval of the President and his or her cabinet. The purpose of the meeting shall be stated in the call except in the case of emergency and at least five (5) days notice shall be given.

ARTICLE VI. Committees

Section 1. Standing Committees- The members and Chairpersons of all Standing Committees shall be appointed by the President. The following committees shall be Standing Committees of the Association: Constitution and Bylaws, Fundraising and Budget Committee, Membership, Public Relations, and Recruitment.

Section 2. Constitution and Bylaws Committee

Shall be responsible for receiving proposed amendments to the Constitution and Bylaws from the Association members, and recommending proposed revisions with justifications to the Association.
Shall periodically review the Constitution and Bylaws of the constituent units.
Balloting:
1. The names shall be placed alphabetically on the ballot.
2. No allowance shall be made for write-in candidates on the ballot.
3. Each ballot shall be accompanied by general voting instructions, and a biographical sketch of each nominee.
4. Ballots shall be unsigned by the voter. The Director of Alumni Affairs shall devise a procedure for validating ballots.
5. A minimum of one month from the date of mailing will be allowed for the return of the ballot.
6. A return envelope will be enclosed with each ballot.
7. The ballots shall be returned to the Director of Alumni Affairs.
8. Ballots shall be devised which will permit machine tabulation, and the nominee who polls the highest number of votes will be declared the winner. Nominee will be presented to the Association at its annual meeting

Section 3. Public Relations and Outreach Committee -

1. Shall be responsible for keeping the news media informed of pertinent Association activities.
2. Shall initiate Association involvement in community programs and with the approval of the Association shall implement ways to assist in accomplishing these programs.

Section 4. Recruitment Committee

Shall be responsible for recruiting students to attend Fayetteville State University. Section I Standards, and Performance Committee

1. Shall be appointed on an as needed basis.
2. Shall serve as the study and recommending body for Chapter Constitutions.
3. Shall be empowered to hear grievances from Chapters and individual members, and recommend procedures for the resolution of them.

ARTICLE VII. Dues and Finances

Section 1. There shall be an annual assessment of dues for members to be established by the Association. All financial matters shall be cleared by May 30th.

Section 2. Authorization must be given by the Association Alumni Officers before any committee or individual may undertake any project involving the Association in financial or other commitments, except provided for in this constitution.