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CONSTITUTION & BYLAWS |
The name of this organization shall be The National Alumni Association of Shaw University, Inc. (hereafter referred to as "The Association").
The Mission of the National Alumni Association is to promote fellowship among alumni, fundraise and assist in recruitment and retention of students for the advancement of Shaw University.
The purpose of the organization shall be:
The membership of The Association and any of its constituent groups (chapters) shall consist of all graduates, former students and associates of Shaw University.
Section 1
The two levels of organization shall be Chapters and Regions in North Carolina and Chapters and Regions outside North Carolina.
Section 2
Organization of Chapters - Three or more alumni living within a city or town or metropolitan complex where there is no organized chapter may organize to form a local chapter. The Chapter shall be named for the city or county in which the alumni live or with which the alumni wish to affiliate and be distinguished as a chapter of the National Alumni Association of Shaw University.
Parliamentary Authority of the National Alumni Association of Shaw University shall be Robert's Rule of Order, current edition.
Section 1: Elected and Appointed Officers (Shall be called Executive Committee)
Section 2. Executive Committee:
Shall be composed of the elected officers of the Association, Shaw
University Director of Alumni Relations, (or designee), immediate past President of the Association
for one (1) year. Chairpersons appointed by the President are not eligible to vote on any matter
concerning the NAA and should only be present in meetings when their sub-committee is scheduled to
report to the Executive Committee regarding affairs of the sub-committee. No more than two members
from any one chapter shall be represented on the Executive Committee at any given time.
Section 3. Attendance
All officers, elected and appointed are expected to attend all Association meetings (CONFAB and
Homecoming).
Section 1. President
It shall be the duty of the President to preside at all meetings of the National Alumni
Association and the Executive Committee and to perform all reasonable and necessary
duties to maintain The Association. The President shall serve as chairperson of the
Executive Committee, appoint the chair and members of all committees. The President
shall act for The Association in collaboration with Executive Officers, authenticate by
signature all proceedings and represent The Association. The Association President shall
attend meetings of the Shaw University Board of Trustees as the authorized and legal
representative of the National Alumni Association.
Section 2. Executive Vice President
It shall be the duty of the Executive Vice President to preside in the absence of the
President. The Executive VP shall visit local chapters during each fiscal year, maintain
communications with all regional VP’s and act as the Chief Operations Officer for the
NAA. The Executive Vice President is an ex-officio member of all standing sub-
committees and have the responsibilities to ensure that the association conducts two (2)
annual meetings by chairing or coordinating relevant sub-committees.
Section 3. Regional Vice Presidents
It shall be the duty of the Regional Vice President to strengthen public relations and
maintain cooperative relationships with local chapters and The Association. The Regional
Vice Presidents shall ensure that their respective Chapters are functioning and operating
effectively, and in accordance with the Constitution and By-laws of the National Alumni Association. It shall be the duty of the Regional Vice Presidents to conduct at least two (2)
Regional Meetings per year and submit to the President and Executive Vice President a
calendar of visits/meetings annually.
Section 4. Recording Secretary
It shall be the duty of the Recording Secretary to keep a record of all meetings of The
Association and the Executive Committee, to prepare and maintain the attendance roster of
the Executive Committee and presidents, and to post all minutes. The Recording Secretary
shall assure that all records are properly maintained and kept in the National Alumni
Office.
Section 5. Corresponding Secretary
It shall be the duty of the Corresponding Secretary to receive and distribute the
correspondence of The Association and to maintain a record of all correspondence. The
Corresponding Secretary shall be responsible for the general correspondence of The
Association and notifying members of all meetings, including special call meetings of The
Association. At the direction of the Association President, the corresponding secretary
shall send out correspondence and appropriate information and other materials to alumni
chapters and the Office of Alumni Relations. The Corresponding Secretary shall, at each
regular meeting, inform and review for the membership all correspondence received
pertaining to the business of The Association. In the absence of the Recording Secretary,
the Corresponding Secretary shall record minutes of meetings, and perform all other duties
of the Recording Secretary.
Section 6. Financial Secretary
It shall be the duty of the Financial Secretary to receive all membership dues, issue
membership cards and certificates, and to maintain accurate lists of current memberships
by chapter, The Financial Secretary shall send reminder notices to those members subject
to annual renewal and to “becoming life members”. The Financial Secretary shall issue
official receipts for membership dues received, forwarding all monies to the Treasurer, and
resolve financial membership questions from the local chapters or members. The Financial
Secretary shall serve as a member of the Budget-Finance Committee and shall perform
other duties as the office may require.
Section 7. Treasurer
It shall be the duty of the Alumni Treasurer to maintain the official
financial records of the funds and property of The Association, utilizing fiscally sound
accounting and reporting procedures. The Treasurer shall submit reports at each
Executive Committee meeting, maintain written records of all funds-income and disbursements, and reconcile bank statements and financial records. The Treasurer shall
submit an annual report at the Business Meetings of The Association and shall lead the
preparation of the annual budget. The Treasurer shall be responsible for tax filings and
annual returns along with the preparation for auditing of The Association’s fiscal
operations. Financial Records must be audited annually by an accredited auditing
company before the NAA Meeting during Homecoming. The Treasure shall recommend
to the Executive Committee at least two (2) companies by which one will be approve to
provide athorough report to the Executive Committee and provide a writing report to the
Membership at the Homecoming meeting. The Treasurer shall serve as one of the
authorized signatures for bank accounts and the Chairperson of the Budget-Finance
Committee. The Treasurer shall perform other duties as the office may require. An audit
(Both the out-going and in-coming Treasure must be a part of the audit performed by the
approved Auditing Company) shall be performed before a new Treasure takes position in
the NAA.
Section 8. Parliamentarian
It shall be the duty of the Parliamentarian to advise the President, other officers,
committees, and members on matters of parliamentary procedure as appropriate and to
assist the President in maintaining order at all times. It shall be the duty of the Alumni
Parliamentarian to see that Robert’s Rules of Order are carried out in the handling of The
Association’s business meetings. A copy of the latest edition of Robert’s Rules of Order
shall be available at all meetings. The Parliamentarian shall serve as chairperson of the
Constitution and By-Laws Committee and perform other duties as the office may require.
Section 9. Chaplain
It shall be the duty of the Chaplain to have charge of the openings and closing of
Membership Meetings, Executive Committee Meetings and whenever appropriate on
behalf of The Association. The Chaplain shall maintain an accurate record of deceased
members, submitting their names to the Recording Secretary and Financial Secretary. The
Chaplain shall perform other duties as the office may require.
Section 10. Vice President of Young Alumni
The Vice President of Young Alumni: It shall be the duty of the Vice President of Young
Alumni to serve as liaison between alumni who have graduated from the University within
the last four (4) years and or under the age of 30 years old and be financial in both the local
and national. This Vice-President shall be expected to meet with Pre-Alumni Council of
the University at least twice a year. The Vice President of Young Alumni shall perform
other duties as the office may require.
Section 11. Vice President of CAPE Affairs.
It shall be the duty of the Vice President of CAPE Affairs to serve as liaison between
CAPE Alumni and The Association, ensuring that the mission, motto and principles of the
University are considered in all communications and actions with CAPE Alumni. This
Vice President shall be expected to visit at least two (2) locations per year. Additionally, in
order to be eligible for this office, the officer must be a graduate of the CAPE program.
The Vice President of CAPE Affairs shall perform other duties as the office may require.
The Vice President of Cape Affairs must be financial in both the local and national
Section 12. Vice President of Divinity Concerns
The Vice President of Divinity Concerns shall be to serve as liaison between the Alumni of
the Divinity Chapter and The Association, ensuring that the mission, motto and principals
of the University are considered in all communications and actions with Divinity Alumni.
This Vice President shall be expected to have at least two (2) meeting per year.
Additionally, in order to be eligible for this office must be a graduate of the Divinity
program. The Vice President of Divinity Concerns shall perform other duties as the office
may require. The Vice President must be financial in both the local and national.
Section 13. Historian
Appointed by the President of the Association, the duty of the Historian shall be to prepare
a narrative account of the Association’s major activities and events of historical value to
the University, which when approved by the Association’s Executive Committee and
Association membership, will become a permanent part of the Association’s and
University’s official history. The Historian shall research and collect data and documents
of historical value, and maintain a chronological record of all such materials and
information. The Historian shall serve as the liaison between the Alumni Association and
the University archivist. (Not an elected position)
Section 1. Chapter Presidents
Section 2 Chapter Officers
Section 1. Executive Committee
Section 2. Standing Committees
Section 3. Executive Committee Authority
Section 4. Committee Chairpersons
Section 5. Duties of Committees
Section 1. Staggered Terms:
The Officers of The Association shall be elected to staggered terms of office. Staggered terms of office will prevent all Association Officers from leaving office at the same time. Staggered terms of office will help to maintain continuity and consistency between incoming and outgoing administrations. The election for the offices of President, Corresponding Secretary, Financial Secretary, Vice President of Young Alumni, Vice President of CAPE Affairs and Chaplain shall be held in even years. The election of Executive Vice President, Recording Secretary, Treasurer and Parliamentarian shall be held in odd years. The election for the offices of President, Corresponding Secretary, Financial Secretary, Vice President of Young Alumni Relations, Vice President of CAPE Affairs and Chaplain shall be held in even years. The election of Executive Vice President, Recording Secretary, Treasurer and Parliamentarian shall be held in odd years.
Section 2. Election of Officers
The Officers of The Association shall be elected according to the following procedures:
All entries must be filed by June 1st of the election year.
Section 1. Quorum
A quorum shall consist of not less than fifty (50) paid members
present in order to conduct official business, information only (CONFAB), of The
National Alumni Association. All voting shall be conducted at the National Alumni
Association Homecoming meeting.
Section 2. Voting
A. Voting at National Alumni Association Meetings shall be by members who have paid their
dues no later than June 30th
B. All voting actions of The Association will be decided by majority vote and only paid alumni
will be eligible to vote.
C. Only those members whose dues are current will be able to attend meetings of the NAA
and vote.
This Constitution and By-Laws may be amended by a vote of two-thirds of the eligible electorate voting in an annual meeting or at a special meeting of The Association called for that purpose, provided that the proposed amendments and articles to be amended have been sent to each chapter for review and comment sixty (60) days prior to the meeting.
The Constitution and By-Laws Committee may make non-substantive changes that make no change in the way in which the Association does business, but make improvements in the structure and layout of the By-Laws to correct mistakes in matters such as paragraph numbering, inconsistent provisions, and grammar and spelling. Non-substantive changes shall require approval of the Executive Board and Members shall be notified of such non- substantive changes at one of the bi-annual meetings.
If, for any reason, The Association shall disband or cease operation, all assets of The Association shall be donated to Shaw University or its successor institution along with a final report.
The Association shall hold two business meetings annually, one at the annual CONFAB meeting (Information only) in June and one at the general membership meeting at Homecoming. Copies of the minutes should be provided to the members within 30 days of the meeting.
The Association’s Fiscal Year shall be July 1st to June 30th. Payment of Association dues shall run concurrent with The Association’s Fiscal Year of July 1st to June 30th
The National Alumni Association and Shaw University have executed an Agreement regarding the use of the University’s name and intellectual property by The Association and the alumni chapters in the solicitation of donations and contributions from alumni and others. The purpose of the Agreement is to promote cooperation and to coordinate the work of the University and The Association. The Association and the University believe that their respective missions can best be advanced by defining their working relationship, their respective line of authority, controls, and communication channels. This Agreement can be changed or amended with approval of both parties, and is attached hereto as an addendum to The Association’s Constitution and Bylaws.
In accordance with the Agreement between The Association, Shaw University (Article XVII of the Constitution and Bylaws), and the Internal Revenue Code, The Association is responsible for establishing and maintaining specific obligatory operational and financial practices of the alumni chapters. The purpose of the Agreement between The Association and the alumni chapters is to ensure that each alumni chapter is aware of these obligations, and to coordinate the fundraising and other activities between The Association and alumni chapters. This Agreement can be changed or amended upon approval of both The Association and alumni chapters.
Section 1. Compliance
All alumni chapters are required to comply with the Agreement between The Association
and the Alumni Chapters.
Section 2. Failure to Comply
Any alumni chapter that does not sign the Agreement or fails to comply with the
Agreement will receive a written notification of non-compliance, and will be given thirty
(30) days to comply.
Section 3. Disciplinary Action
Chapters that do not comply with the Agreement within the thirty (30) days notification
period shall immediately cease operations and the use of the University’s name and
intellectual property. All chapter funds and other assets shall be turned over to the
National Alumni Association.
Section 1. Alumni Dues
Alumni dues are due and payable prior to June 30th, which will be credited to the current
year. Dues received after June 30th will be credited to the next fiscal year.
Section 2. Amount for Dues
A. An amount of $1000.00 (one thousand) paid over a one (1) year period with an initial payment
of $500 (five hundred) down and the remaining $500 (five hundred) within that year
will constitute life membership.
B. Annual chapter dues will be $2.00 (two dollars) per member, not to exceed $60.00 (sixty
dollars) annually.
C. Individual dues will be $50.00 (fifty dollars) annually. Local chapters are encouraged to
include National dues as part of their local assessment.