ARTICLE I - Association Name
The name of this Association shall be The University of North Carolina at Pembroke Alumni Association (hereinafter, the “Association”).
ARTICLE II – Purpose
The purpose of this Association shall be to:
ARTICLE III - Membership and Voting Rights
Section 1: The following persons shall be eligible for membership in this Association:
(A) Graduates of the University;
(B) Former students who have completed at least twenty-four (24) semester hours of credit at the University;
(C) Student government president;
(D) President of the Student Alumni Association
Section 2: The following persons shall be eligible for honorary membership in this
(A) Recipients of honorary degrees from the University;
(B) Recipients of the Distinguished Service Award; and
(C) Trustees of the University.
Section 3: Only members of the Association who meet at least one of the criteria in Section 1
(A) and (B) shall be entitled to vote and hold office in the Association.
Section 4: Current students, honorary members, and advisory members shall not be eligible to vote or to hold office in this Association.
ARTICLE IV - Membership Dues
Section 1: Members as defined in Section 1 A and B may be assessed annual dues as approved by the Board of Directors.
Section 2: The Board of Directors shall establish a plan for informing the alumni about 1) membership enlistment campaigns, 2) campaign purposes and goals, and 3) procedures for handling membership receipts.
ARTICLE V - The Association Year
Section 1: The association year shall begin on November 1st and end on October 31st the following calendar year.
Section 2: The Association may hold an annual meeting of the membership each year during Homecoming Week. The Board of Directors shall determine the date, time, and location of this event. The Board of Directors will work with the Office of Alumni Relations in coordinating all events and functions scheduled during the Homecoming Week.
Article VI - Governance Structure
Section 1: The Board of Directors is the official governing and decision-making body of the Association and shall consist of four (4) officers and at least six (6) additional directors and the immediate past-president. Directors (non-officers) shall consist of affiliate chapter representatives, members at large, and eligible student representatives.
Section 2: The officers of the Association shall include a President, a First Vice President, a Second Vice President, a Secretary, and the immediate Past-President. These officers shall constitute the Executive Committee of the Board of Directors.
Section 3: The Chancellor of the University shall serve as an ex-officio member on the Board of Directors.
Article VII - Executive Director
Section 1: The Director of Alumni Relations, or his or her designee, shall serve as Executive Director of the Association. The Chancellor shall appoint the Director of Alumni Relations of the University. In the event the position of Director of Alumni Relations becomes vacant, The Board of Directors shall advise the Chancellor of the qualifications desired in any candidate for the position.
Section 2: The Association recognizes that the Director of Alumni Relations, as an employee of the University, is charged with administrative duties of the Office of Alumni Relations and subject to the supervision of the Chancellor and the Vice Chancellor for Advancement.
Section 3: The Director of Alumni Relations or his or her designee shall serve as the liaison between the Association and the University. The Executive Director shall not vote on any issue that comes before the Board of Directors or the affiliate chapters of the Association.
Article VIII - Duties of Officers and Term of Office
Section 1: Officers shall serve for two (2) years beginning November 1st following their election and ending on October 31st.
Section 2: The President shall be the executive head of the Association and shall preside at all meetings of the Association. As a member of the Board of Directors of The University of North Carolina at Pembroke Foundation, Incorporated (hereinafter the “Foundation”), the President will represent the interests of the Association and its members to the Foundation’s Board of Directors. The President shall appoint members to standing committees as described in these By Laws. When deemed necessary, the President shall establish ad hoc committees to study issues and to make recommendations to the Board of Directors. Only in the case of breaking a tie shall the President cast a vote on motions that come before the Board of Directors.
Section 3: The First Vice President shall have such duties and powers as delegated by the President or the Executive Committee, including the chairmanship of the Homecoming Committee and presiding at all meetings of the Board of Directors in the absence of the President.
Section 4: The Second Vice President shall have such duties and powers as delegated by the President or the Executive Committee, including the chairmanship of the Membership Committee and presiding at all meetings of the Board of Directors in the absence of the President and the First Vice President.
Section 5: Recording of the minutes of each meeting of the Board of Directors shall be the responsibility of the elected secretary. The Executive Director shall be responsible for ensuring the accuracy and timeliness of said minutes.
Article IX - Standing Committees
Section 1: The Executive Committee shall be responsible for preparing and presenting an
annual program for meetings of the Association, overseeing all standing and ad hoc committees, and establishing general procedures and policies for executing activities and programs adopted by the Board of Directors. The President shall preside over this committee and provide progress reports to the Board of Directors at quarterly meetings.
Section 2: The Homecoming Committee shall plan and carry out events for alumni during Homecoming Week. This committee shall coordinate with the Office of Alumni Relations and other campus departments to promote wide participation among alumni, students, and all communities in the University’s service region. The First Vice President shall preside over this committee and provide progress reports as requested by the Board of Directors.
Section 3: The Membership Committee shall plan and implement strategies for soliciting new members and reclaiming inactive members through annual drives and campaigns. The Membership Committee shall carry out all procedures in these By Laws pertaining to the nomination and election of officers as well as directors. The Second Vice President shall preside over this committee and provide progress as requested by the Board of Directors.
Article X - Electing Officers and Appointing Interim Seats
Section 1: The Executive Committee shall establish the calendar period and procedures for nominating and electing officers of the Association, including procedures for eligible alumni to submit names to the Membership Committee. The proposed election procedures shall go into effect upon approval by the Board of Directors.
Section 2: Any eligible member of the Association may submit names of individuals and biographical information to the Membership Committee for inclusion on the slate of candidates.
Section 4: The Membership Committee shall screen all candidates and submit a slate of names to the Board of Directors for approval. The process is outlined below
a. Applications are submitted to the Office of Alumni Relations.
b. Application is reviewed by Director and forwarded to membership committee.
c. Committee will review application and meet with candidate. If committee decides to recommend, committee will notified Director of Alumni Relations who will contact and send a letter to attend the next board meeting. If committee rejects, a letter will be sent to applicant.
d. Candidate is presented to the board. The board will ask questions as well as give the candidate an opportunity to ask questions. Candidate is dismissed. Board will vote. A formal letter of acceptance or denial will be sent to the candidate.
e. Candidate must attend a board orientation prior to the next board meeting. Orientation will be conducted by the Director of Alumni Relations.
Section 5: Every two years, the President shall announce the names of newly elected officers at the annual meeting of the Association.
Section 6: The President shall recommend to the Board of Directors for its approval prospective appointees to fill vacancies caused by reasons other than term expiration. An interim seat may become permanent by a majority vote of the Board of Directors.
Article XI - Board of Directors Meetings
Section 1: There shall be at least four (4) regular meetings of the Board of Directors each year, one of which may take place in conjunction with the annual meeting of the Association. The President may call a special meeting, if members are notified at least five (5) days before the meeting. At the request of the President, the Director of Alumni Relations shall notify other directors via fax, telephone or e-mail, of the time, date, location, and purpose of special meetings.
Section 2: The President shall declare a seat on the Board of Directors vacant if a director misses two consecutive meetings. A letter notifying the affected director will be sent by the President notifying the director. The affected director will have a 30 days from the date of receipt to appeal the action to the Executive Board prior to the next scheduled meeting.
Section 3: A simple majority constitutes a quorum of the Board of Directors for a duly called meeting.
Section 4: Unless otherwise specified, action by the Board of Directors shall be by majority vote of members present.
Article XII – Funds
Funds of the Association may be requisitioned or withdrawn from established accounts upon signed authorization of the Executive Director. He or she shall provide timely reports to the Board of Directors on the financial status of the Association.
Article XIII - Affiliate Chapters
The Association encourages alumni across the state and nation to organize affiliate chapters and become part of the UNCP alumni family. The following sections provide guidelines for organizing affiliate chapters under the umbrella of The University of North Carolina at Pembroke Alumni Association.
Section 1: An affiliate chapter is any group of at least five (5) alumni members that organizes to support the vision and goals of the University and this Association.
Section 2: Upon approval by the Board of Directors, the Director of Alumni Relations shall invite regional groups to become affiliate chapters of the Association.
Section 3: Each chapter shall follow the governance structure of the Association and operate according to these By Laws.
Section 4: Affiliate chapters shall meet at least once a year at a time and place determined by its Executive Committee and submit minutes of meetings and attendance rosters to the Office of Alumni Relations within thirty (30) days following each meeting.
Section 5: Affiliate chapters shall submit an activity/project report to the Board of Directors for presentation by the President at the annual meeting of the Association.
Section 6: The Board of Directors reserves the right to recommend consolidating of two (2) or more chapters, if consolidation is in the best interest of each chapter in question and this Association.
Section 7: The President (or his/her designee) of an affiliate chapter shall be eligible to serve on the Board of Directors.
Article XIV – Amendments
These By Laws may be amended by two-thirds of members of the Board of Directors present at a regular or special meeting, provided, the motion and vote calling for amendments are properly recorded in the Board of Directors minutes. No proposed amendment to these By-laws shall be voted on during the same meeting at which it is offered.
Historical Note: On December 10, 2011, the Board of Directors of the University North Carolina at Pembroke Alumni Association voted unanimously in favor of all amendments proposed by the By Laws Sub-Committee. This document, which reflects these amendments, will govern the Association until the Board of Directors deems it necessary to consider future changes in these By Laws.
By Laws Sub-Committee
Updated: Thursday, December 20, 2012
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PO Box 1510 Pembroke, NC 28372-1510 • 910.521.6000