UNIVERSITY OF MICHIGAN CLUB OF CHARLOTTEAdopted 4/24/2013, Amended 6/29/2015

Article One – NAME

The name of this organization is the University of Michigan Club of Charlotte, hereinafter referred to as “the Club”. The Club may also be referred to as U-M Club of Charlotte.

Article Two – PURPOSE

The Club is an affiliate of, and chartered by, the Alumni Association of the University of Michigan (AAUM), an educational, non-profit membership organization of graduates and friends of the University of Michigan (University or U-M). It is expressly recognized that the chartering and continued recognition of this Club by AAUM, and its affiliation with AAUM, shall be in accordance with such rules and regulations as may be promulgated from time to time by AAUM.

The Club and AAUM bring alumni together in support of each other and to promote the objectives of the University through the establishment and maintenance of contact among the University, its graduates, and present and prospective students. In planning, promoting, and hosting alumni events and other initiatives, the Club should emphasize and encourage AAUM membership. Additionally, the Club encourages and supports the matriculation of local students at U-M through funding and administering student scholarships.

Article Three – MEMBERSHIP

All current members of AAUM in the Club’s geographic area (as determined by AAUM) are automatically members of the Club. The Club does not charge membership dues exclusive of AAUM. U-M alumni, U-M students and their parents, and other supporters of U-M who are not AAUM members are welcome and encouraged to participate in most club activity, though they are not entitled to vote on club business.

Article Four – AMENDMENT OF ARTICLES OF ASSOCIATION

A majority vote by the Board is required to amend the Articles of Association.

BYLAWS

UNIVERSITY OF MICHIGAN CLUB OF CHARLOTTEAdopted 4/24/2013, Amended 6/29/2015

Section One – OFFICERS AND DIRECTORS

The University of Michigan Club of Charlotte (hereinafter “the Club”) shall be governed by a Board of Officers and Directors (hereinafter the “Board”) who are elected by the general membership at the Annual Meeting.

All Officers and Directors are required to be AAUM members for the duration of their term on the Club’s Board. Directors shall not receive compensation for their services other than reasonable expenses incurred in the course of their Board duties.

Four of the Club’s Directors shall serve as officers of the Board in the following roles: President, Vice President, Secretary, and Treasurer. The officers’ responsibilities include setting overall strategy for the Club and leading efforts to revise these Bylaws, as needed. General responsibilities for each officer position are set forth in Addendum A.

The general responsibilities of all Directors are listed in Addendum B.

Section Two – ELECTION OF OFFICERS AND DIRECTORS

Officers and Directors shall be nominated by existing Board members or Club members prior to the Annual Meeting and presented to the Board for approval by a majority vote of the Board members present at the Board meeting occurring prior to the Annual Meeting. The nominations shall be affirmed by a simple majority vote of Club members present at the Annual Meeting.

The Club shall notify AAUM of the results of the election of directors and officers within thirty days of such election.

Section Three – TERMS OF OFFICE FOR OFFICERS AND DIRECTORS

The Club Officers and Directors are elected for a one-year term and may be re-elected for additional terms serving until their successors have been elected and qualified.

If an Officer or Director should resign before his or her term ends or be unable to complete his or her term of office, the President, with concurrence of a majority of the Board, may replace that Officer or Director for the remainder of the unexpired term until the next election, at which time a replacement will be selected by utilizing the nomination and selection process outlined Section Two. In addition, the President, with concurrence of a majority of the Board, may add additional temporary Directors during the year for a term up until the next Annual Meeting, at which time they will be nominated and elected for a new one year term as outlined in Section Two.

If the Presidency position becomes vacant, the Vice President shall assume the role of President (unless a majority of the Board votes otherwise) until the next Annual Meeting, at which time a replacement President will be elected.

Section Four – QUORUM AND VOTING

A quorum for the Board shall consist of a minimum of one-half of the seated Board members with at least two (2) Officers in attendance. Action by the Board must be by a majority of the quorum. Voting by telephone or via Internet (email, SMS, video chat) is permitted.

Section Five – COMMITTEES

Committees shall be formed, either standing or for a particular purpose and term, by the President with the concurrence of a majority of the Board. Duties will be as defined at the time of the formation of the Committee. The Club’s present standing committees, including the general responsibilities of each, are listed in Addendum C.

Section Six – MEETINGS

The Annual Meeting of the Board shall be held at a specified date, time, and location each year as the Board or President may designate with proper notice being sent to all members. Any member may attend.

In addition to the Annual Meeting, the Board shall hold regular meetings at least quarterly at a time and place designated by the President. Additional meetings of the full Board or Officers may be called when deemed necessary by the President or any three members of the Board. Notice of such meeting may be provided by e-mail provided such notice is given at least seven days prior to said meeting.

Section Seven – FISCAL YEAR

The fiscal year of the Club shall be consistent with the fiscal year of AAUM, which is presently July 1 to June 30.

Section Eight – RULES OF ORDER

Roberts Rules of Order, or any other set of Rules of Order duly adopted by a majority of the Board, shall govern parliamentary procedure in Club meetings.

Section Nine – BYLAWS

The Bylaws shall be adopted for the governance of the Club by a majority of the Board. A majority vote by the Board is required to amend the Bylaws.

ADDENDUM (A)

OFFICERS POSITIONS

The responsibilities of Club officers shall include but not be limited to the following:

Set overall strategy for the Club
Lead efforts to revise Articles of Association, Bylaws, and Addendums as needed

President

The President’s responsibilities include:

Supervising and coordinating Club activities
Calling and presiding over regular and special meetings of the Board
Ensuring the holding of the Annual Meeting as called for by the Club’s Bylaws
Ensuring the completion of the Club’s annual report and its submittal to AAUM
Serving, if interested, as a member of any standing or ad hoc committee, with the right to vote
Appointing, with a majority vote of the Board, standing or ad hoc committees for the Club and their respective chairpersons
Serving as principal liaison with the University, AAUM, and other organizations

Vice President

The Vice President’s responsibilities include:

Presiding over Club meetings in the absence of the President
Ensuring that the term limits described in the Club’s Bylaws are adhered to by the Officers and Directors of the Board
Assuming the duties of the President on an interim basis if the President is unable to complete his/her term

Secretary

The Secretary’s responsibilities include:

Giving notice of Club Board meetings
Taking and distributing meeting minutes at Board and special meetings
Maintaining a permanent record of all proceedings of the Club
Recording votes from the Board and general membership
Maintaining and circulating the current Articles of Association, Bylaws and Addendums
Taking attendance at Club Board meetings
Serve as Social Media /Web Administrator (another member of the Board may be appointed, with majority vote of the Board to fulfill or to assist with these functions)

Treasurer

The Treasurer’s responsibilities include:

Receiving all funds paid to the Club
Disbursing money on properly authorized orders/invoices
Maintaining the permanent record of all financial matters
Preparing a Treasurer’s Report on the status of the operating and scholarship funds for all meetings of the Board
Preparing a final report for the prior fiscal year and submitting such report to the Board
Transferring scholarship funds to the Office of Financial Aid of the University of Michigan
Assisting in preparation of event-based budgets and related record keeping
Serving as a resource for the other Board members and participating in associated activities as needed

ADDENDUM (B)

ALL BOARD MEMBERS

All board members’ responsibilities shall include but not be limited to the following:

Serving as liaisons among the Club’s leadership, its membership, and the community at large
Representing the diverse interests of the general membership
Attending 3 out of 4 quarterly Board meetings
Planning, arranging, and coordinating events for the Club
Attending events (at least one representative of the Board is required to attend all events)
Establishing financial and operational objectives for the Club
Assisting Officers in the administration of the Club and in volunteer identification and recruitment
Determining committees and electing committee chairs that best fulfill the annual goals of the Club
Contributing to the work of at least one standing or ad hoc committee
Soliciting nominees for Officer and Director positions by canvassing current board members and collaborating with the Marketing and Communications Committee to develop a strategy to make opportunities for leadership known to the general membership
Creating strategies, with the AAUM, to market membership to members
Insuring that AAUM membership materials and volunteer sign-up sheets are available at Club events when practical
Creating and executing strategies to welcome alumni moving to the Club area
Collecting informal feedback from event attendees when possible and considering “lessons learned” from each event
Ensuring that the Marketing and Communications Committee is informed of all events with sufficient time to make sure members are notified of events and encouraged to attend

ADDENDUM (C)

COMMITTEES

Marketing and Communications Committee

The responsibilities of the Marketing and Communications Committee include coordinating the communication and marketing strategies for the Club and assisting other committees with creation and execution of the Club’s Social Media strategy:

Maintaining the Club’s website, including drafting copy for it
Maintaining the Club’s social media accounts, including drafting copy for them and engaging with constituents
Drafting and sending email listserv messages on at least a monthly basis to the Club’s members and other constituents
Monitoring the Club’s email inbox and responding to constituents within a reasonable time
Submitting copy regarding upcoming events to AAUM’s Event Calendar
Coordinating the design and creation of physical marketing materials (e.g., flyers, business cards, signs, physical mailings) as needed
Proposing and executing strategies to promote events, initiatives, and benefits of the Club and AAUM
Assisting other Club committees with their promotional efforts
Cooperating with AAUM’s marketing and communications initiatives
Otherwise proposing, coordinating, and executing the marketing, promotion, and communication strategies of the Club, including additional initiatives as agreed upon by the Board

Scholarship and Student Relations Committee

The responsibilities of the Scholarship and Student Relations Committee include:

Soliciting qualified students in the Club’s area to apply for Club scholarship awards, reviewing applications submitted by students, and awarding the winners funding from the Club’s scholarship fund, in conjunction with U-M’s Office of Financial Aid
Coordinating the raising of funds to support the Club’s scholarship fund and recommending to the Board how to manage and distribute such funds
Maintaining regular communication with volunteers in AAUM’s Alumni Student Recruiting (ASR) program
Assisting in the recruitment of students from the Club’s area to U-M, in conjunction with U-M’s Office of Undergraduate Admissions, including disseminating information and materials regarding U-M to prospective students and schools in the area, attending college nights in the area, and contacting area high school guidance counselors
Developing and coordinating an admitted student reception for accepted students
Developing and coordinating a student send-off reception for newly enrolled students

Programming Committee

The responsibilities of this committee shall include but not be limited to the following:

Planning and coordinating Club events that align with AAUM’s brand values, including establishing financial and operational objectives for such events
Informing the Marketing and Communications Committee of all information on events and other matters of interest to Club members with sufficient time to market such events and matters
Collecting feedback from event attendees and informing the Board of “lessons learned” from events
Ensuring at least one Club board member attends each event planned by the committee

Membership Committee