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CONSTITUTION BY-LAWS OF THE HOUSTON CHAPTER
HUSTON-TILLOTSON UNIVERSITY ALUMNI AND EX-STUDENTS ASSOCIATION (REVISION 2008, REVISION 2010)
Article I – NAME
The name of this organization shall be the Houston Chapter of the Huston-Tillotson University Alumni and Ex-Student Association. (The Association)
Article II- PURPOSE
The purposes of the organization:
To unite in one body all alumni, ex-students and friends of the University in the Houston and surrounding area.
To promote the growth of the institution-financially, morally, and spiritually.
To provide cultural, civic, religious and social activities among the members.
To provide scholarships to deserving prospective and existing students who attend Huston-Tillotson University.
Article III- MEMBERSHIP
The membership shall consist of all interested graduates, ex-students and friends of Huston-Tillotson University in the Houston and surrounding area.
Article IV- OFFICERS AND DUTIES
Section 1. The elected officers of this organization shall be a President, President-Elect, Vice-President, Recording Secretary, Corresponding Secretary, Treasurer, Chaplain, Parliamentarian; all of whom shall be financial members in good standing with the organization. All officers are required to attend at least of two-thirds of regularly scheduled meetings per fiscal year; failure to do so shall be subject to removal from office by two-thirds (2/3) vote of the body of the organization of those members present and voting at any regularly scheduled meeting.
Section 2. The President shall preside at all meetings of the Association, and the Executive Board. The President shall call special meetings, administer programs of the Chapter, serve as spokesperson for the Chapter, appoint officers authorized by these bylaws, chair the Executive Committee, serve as ex-officio member of all committees, submit (in cooperation with the secretary) an annual report of the work done by the Chapter during the year, co-sign checks with the Treasurer, and enforce the Bylaws of the Chapter related to the issue at hand with the aid of the parliamentarian,
Section 3. The Vice-President shall assist the President; shall in the absence of the President perform duties of the office and in case of permanent disability or resignation of the President shall succeed to the office until the time of the next election; and shall assist the President in planning meetings; Vice-President will also chair nomination committee.
Section 4. The President-Elect shall assume the office of President upon the expiration of the office of the President when his two-year expires unless the President elected for a second two-year term, in such case President-Elect also serves a second two-year term and shall assume the office of President at the expiration of the Presidents second two year term.
Section 5. The Recording Secretary shall keep minutes of this organization along with attendance record; shall keep a record of action taken by the Executive Board; and shall keep a list of officers and chairpersons.
Section 6. The Corresponding Secretary shall assist the Recording Secretary, plus sent (gr.: change sent to send) out all communication relevant to the business of the organization to all members. (Newsletter) The Corresponding Secretary shall have daily access to all modes of communication (including, but not limited to electronic mail, social networking, hard copy, telephone, text messaging). The Corresponding Secretary shall issue all notifications of Chapter meeting; shall report the content of all correspondence received by the Chapter; shall send correspondence on behalf of the Chapter, after approval from the Publicity Committee; shall keep an up-to-date membership roster (electronic and hardcopy) including names, addresses, and telephone numbers of the Executive Committee and members of the Chapter.
Section 7. The Treasurer shall be responsible for accepting all money and depositing the money in a financial institution approved by the organization; shall make written monthly reports at meetings; and shall serve as chairperson of the Finance Committee in preparing a proposed operating budget. The Treasurer shall be responsible for requesting budgets from all committees at each meeting.
Section 8. The Chaplain shall be responsible for devotional periods at each meeting.
Section 9. The Parliamentarian shall be responsible for keeping order of meeting during all regularly scheduled meeting of the Association, enforcing parliamentary procedures. (Roberts Rules of Order)
Section 10. During the term of elected and appointed offices, no officer can chair more than one committee at a time. No officer can hold more than one office at a time. If an officer becomes unable or unwilling to serve their term, a replacement to fulfill the unexpired term will be appointed by the President from the body
Article V- ELECTIONS AND APPOINTMENTS
Section 1. Elections: Officers shall be elected by simple majority vote.
Section 2. Term of Office: The term of all elected officers shall be for two years. No person shall serve more than two consecutive terms in the same office unless the organization, by two-thirds vote, waives this requirement.
Section 3. Time of Election and Appointments: The election of officers shall be held during the regular meeting in June and all appointments shall be made prior to the next regularly scheduled meeting of the Executive Board or the Association.
Section 4. Installations: The newly elected officers shall be installed at the
June meeting and shall assume office on the first day of the next fiscal year.
Article VI- MEETINGS
Section 1. The meetings of the organization shall be held the second Sunday in each month at a time and place designated by the membership at each meeting.
Section 2. The President may call special meetings at any time.
Section 3. A quorum shall consist of a majority of the members that are in good standing with the organization.
Section 4. The meetings shall be conducted in accordance with Roberts Rules
Section 5. The Executive Board shall be empowered to act officially between regular meetings. The Executive Board will meet twice during the fiscal year or as needed.
Article VII- EXECUTIVE BOARD
The Executive Board shall be composed of the President, Vice-President, President-Elect, Recording Secretary, Corresponding Secretary, Treasurer, Parliamentarian, Chaplain and the Chairpersons of the Standing Committees.
Article VIII- COMMITTEE AND DUTIES
Section 1. Standing Committee
There shall be the following Standing Committees: Membership, Fundraising, Scholarship, Recruiting, Publicity and Courtesy. The President shall appoint additional committees as deemed necessary. Chairpersons of standing committees shall provide written reports at each monthly meeting. Reports are to be submitted to the Corresponding Secretary and President by the frist Sunday of each month. Standing Committees shall meet monthly via live meeting, electronically, or teleconference. Standing Committees shall submit budgets at the beginning of each fiscal year. No
committee shall consist of only officers.
Section 2. Duties of Standing Committee
It shall be the duty of the MEMBERSHIP Committee to locate and contact alumni and ex-students; and to encourage them to become members of the organization.
It shall be the duty of the FUNDRAISING Committee to develop and foster a program to insure the availability of funds for chapter operations as well as funds to be given to Huston-Tillotson University.
It shall be the duty of the SCHOLARSHIP Committee to identify candidates to receive scholarships from the Association; to set standards for evaluating the candidates; and to establish guidelines for awarding the scholarships.
It shall be the duty of the RECRUITING Committee to stimulate interest in students to attend Huston-Tillotson University; and to inform the students of requirements and characteristics of
It shall be the duty of the PUBLICITY Committee to advertise, promote and prepare for publication all events and activities of the Association; maintain the Chapter website. The Committee Chairperson must have computer with internet access and webbing capabilities.
Section 3. Ad Hoc Committee
It shall be the duty of ad hoc committees to be established as needed for any and all special fundraising activities. Chairpersons of ad hoc committees shall submit written reports to the Corresponding Secretary and the President prior to the monthly meeting when necessary.
Article IX – DUES
Each member of the Association shall be assessed an annual fee of $25.00 as chapter dues, $25.00 international dues, $50.00 total for the support of the program of the Association. Any spouse, relative, or friend of the Alumni can become an associate member of the local alumni chapter; dues shall be $25.00
Article X – FISCAL YEAR
The fiscal year of the Association shall begin on the first day of July and end on the last day in June each year.
Article XI – AMENDMENT OF BY-LAWS
These By-Laws may be amended at any Regular Meeting of the Association by a two-third (2/3) vote of the members present and voting, provided previous notice has been submitted to the President and received at least seven (7) days in advance of the meeting.