Dayton Club Bylaws

ARTICLES OF ASSOCIATION

University of Michigan Alumni Club of Dayton OH

Adopted May 2007/Revised June 2014

Article One – NAME

The name of this organization is the University of Michigan Alumni Club of Dayton Ohio, hereinafter referred to as UM Club of Dayton.

Article Two – PURPOSE

The UM Club of Dayton 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. The club and AAUM bring alumni together in support of each other and to promote the objectives of the University of Michigan through the establishment and maintenance of contact among the University, its graduates, and present and prospective students. 

Article Three – MEMBERSHIP

UM Club of Dayton membership is a benefit of membership in AAUM without additional payment of dues.  The classes of AAUM membership are:

• Regular members who consist of all those who have been regularly enrolled in a degree granting program at the University of Michigan for one semester or more and have paid current annual or life dues to AAUM.
• Associate members who consist of all persons, excluding those qualified as regular members, who have shown an active or vital interest in the University of Michigan and the AAUM and who have paid current annual or life dues to AAUM.

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 Alumni Club of Dayton OH

Adopted May 2007

Section One –  OFFICERS AND DIRECTORS

The UM Club of Dayton shall be governed by an Governing Board (hereinafter the Board) and an Advisory Board (hereinafter Advisors). Board members are expected to be current dues paying members of the Alumni Association of the University of Michigan. Board members prior to May 2007 are grandfathered in as permanent board members so long as they continue to wish to serve in a governing capacity.

Section Two – ELECTION OF OFFICERS AND DIRECTORS

New board members shall be nominated at a scheduled board meeting following a general announcement to club members seeking nominations. Election of a new board member will be held at the following board meeting. For a single candidate, approval to join the board will be by a simple majority vote. For multiple candidates for a single position, each candidate will be allowed to address the board at the election meeting and selection of a candidate will be approved with a majority vote of the board.

The members of the Board shall be drawn from the membership of the UM Club of Dayton, who are members of the AAUM.  Board membership is defined to be one each of the following positions: president, treasurer, secretary, scholarship chair, fundraising chair, communications chair, membership chair, community outreach chair, career development chair, webmaster, and two large members. Whenever possible one current board member in any position will be voted in as president elect, to serve dually in both positions until the existing president’s term expires.  Resignation or other event(s) which prevents a board member from fulfilling their duties (such as death, moving out of area, continuous absence from meetings and club events) will be cause for election of a new board member. The removal of a board member must be confirmed by a majority vote of current board members at a scheduled meeting with quorum.

Board members wishing to remain involved but no longer serve in a governing capacity may choose to join the Advisors, for which there is no size or term limit. An informal request to move to the Advisors may be submitted to the president at any time. No board vote is required.

The President of the Board shall be elected following a vote of the Executive Board at a scheduled meeting in a manner similar to the general board member election.

Section Three – TERMS OF OFFICE FOR OFFICERS AND DIRECTORS

UM Club of Dayton Officers are elected for an indefinite term and may continue to serve at their discretion barring actions that would disqualify them from board service as defined in Section Two. UM Club of Dayton President may serve for a maximum of two years before a re-certification vote by the Board is necessary. There is no term limit for board member or officer.

If the President resigns before the end of his or her term or is otherwise unable to fulfill his or her term, an Acting President shall be elected by simple majority of the Board and act in full authority as the President of the UM Club of Dayton until a presidential election in the manner as described in Section Two can be held. Preferably this election will be at the next scheduled Board Meeting following the appointment of an Acting President.

Section Four – QUORUM AND VOTING

A quorum for the Board shall consist of a minimum of 6 Board members with at least the President or Treasurer in attendance.  Action by the Board must be by a majority of the quorum.

Section Five – COMMITTEES

No standing committees exist for the UM Club of Dayton, but may be established by an act of the Board by a simple majority vote.

Section Six – MEETINGS

Board members shall hold a scheduled meeting at least 4 times each year, preferably held approximately every two months.  Any member in good standing may attend, although accommodations may prohibit those members without scheduled agenda business from attending.  Notice of such meeting may be provided by e-mail, phone call or with mailed notice.

Section Seven – 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 the UM Club of Dayton meetings.

Section Eight – BYLAWS

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

ADDENDUMS

University of Michigan Alumni Club of Dayton OH

Adopted May 2007/ Revised June 2014

ADDENDUM (A)

GOVERNING BOARD MEMBER AND OFFICER POSITIONS

Governing Board Members

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

• Set overall strategy for the club
• Lead efforts to revise Articles of Association, By-Laws, and Addendums as needed

Participate in club activities: Each governing board member will be responsible for  planning and hosting at least one club event each year. Participate in Board meetings: Board members shall be expected to attend all scheduled meetings. More than one unexcused absence per year will be grounds for removal.

President

The President’s responsibilities include:

• Supervising and coordinating UM Club of Dayton activities
• Calling and presiding over regular and special meetings of the Board
• Ensuring the holding of meetings as called for by club’s bylaws
• Ensuring the completion of the UM Club of Dayton Annual Report for the 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 UM Club of Dayton and their respective chairpersons 
• Serving as principal liaison with the University, the Alumni Association and other organizations

 Participating at as many events as is possible and hosting at least one event each year.

Treasurer

The Treasurer responsibilities include:

• Presiding over the UM Club of Dayton meetings in the absence of the President or President Elect
• Assuming the duties of the President on an interim basis if the President is unable to complete his/her term
• Receiving all funds paid to the UM Club of Dayton
• 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, including the Annual Meeting
• Preparing a final report for the prior fiscal year and submitting such report to the Board
• Transferring 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 Scholarship  Chair and any fundraising activities, participating in associated activities as needed
• Hosting at least one event per year.

Secretary

• Taking and distributing detailed meeting minutes.
• Maintaining a permanent record of UM Club Dayton activities.
• Assisting the president in the preparation of necessary reports.
• Together with the president and webmaster, serving as club historian to archive club activities and files.
• Hosting at least one event per year.

Scholarship Chair

• Requesting the matriculated student list from AAUM in May of each year
• Setting scholarship timelines and soliciting scholarship applications via email or mail from matriculated students,
• With the assistance of a committee, reviewing applications, interviewing, and selecting and notifying scholarship winners
• Notifying UM Financial aid office regarding winners and work with the Treasurer to award scholarship monies in a timely fashion.
• With the assistance of the board, hosting the annual Student Send off and Scholarship Picnic in August of each year.

Fundraising Chair

• Developing and executing a long term plan to raise money for club scholarships
• Working closely with the president and other Board members to diversify income, seek out fundraising opportunities, and cultivate a culture of giving within the club.
• Hosting at least one fundraising event each year.

Communications Chair

•  
• Submitting UM Dayton Club submissions to Regional e-TrueBlue
• Hosting at least one event each year

Membership Chair

• Reaching out to new members & alums new to the area.
• Contacting current members to increase participation in club events,
• Assisting the Board in identifying potential new board members
• Hosting at least one New Member welcome event each year.

Career Development Chair

• Seeking ways to connect local alums to others that share similar professions
• Relaying useful information about AAUM career services to local alums
• Identifying and promoting opportunities for career based learning
• Hosting at least one career based learning or professional networking event per year.

Community Outreach Chair

• Connecting our club with local businesses/organizations/communities to raise our visibility in the Dayton region.
• Hosting at least one Community Service Day per year, preferably in the spring.

Webmaster  

• Maintaining and improving upon the club’s website and Facebook group, including timely posting of events & news
• Together with the president and secretary, maintaining a history of club activities and events including archiving photographs.
• Hosting at least one event per year.

At Large

• Assisting the president and other board members with special projects until a Chair position opens up. Ideally, this position is for brand new members that need time to learn how our board works.
• Hosting at least one event per year.

ADDENDUM (B)

ADVISORY BOARD MEMBERS

The Advisors shall be made up of past board members that wish to serve in an advisory capacity only. Responsibilities include attending board meetings whenever possible to provide input, feedback, and perspective to assist the board in running the club. Advisors are not responsible for day to day activities of the club, but may choose to assist any board member or join any committee at any time. There is no formal attendance requirement for an Advisor. Advisors are not considered governing board members and therefore do not count towards quorum.