Article One – NAME
The name of this organization is the University of Michigan Club of Hawaii, hereinafter referred to as (UMCH)
Article Two – PURPOSE
The University of Michigan Club of Hawaii 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
UMCH 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.
University of Michigan Club of Hawaii
Adopted June 14, 2008
Section One – OFFICERS AND DIRECTORS
The UMCH shall be governed by a Board of Officers and Directors (hereinafter the “Board”) who are elected by the general membership at the (June) Annual Meeting.
Officers and Directors are expected to be current dues paying members of the Alumni Association of the University of Michigan.
Section Two – ELECTION OF OFFICERS AND DIRECTORS
New Officers and Directors shall be nominated by the Nominating Committee four weeks prior to the (June) Annual Meeting and presented to the Board for approval by a majority vote of the Board members present at the (May) Board meeting. The nominations shall be affirmed by a majority vote of the general members at the (June) Annual Meeting. The members of the Board shall be drawn from the membership of the UMCH, who are members of the AAUM. The Board shall consist of the following:
Four officers: President, Vice President, Secretary and Treasurer whose general responsibilities are listed in Addendum A. (Four) Directors whose general responsibilities are listed in Addendum B.
Section Three – TERMS OF OFFICE FOR OFFICERS AND DIRECTORS
Four Officers are elected for a two year term and may be re-elected for three additional terms for a total of eight consecutive years of service in a single office.
UMCH Directors are elected for a two year term and may be re-elected for three additional terms for a total of eight consecutive years of service on the Board.
No Board member, including both Officers and Directors, may serve for longer than maximum of (twelve) years on the Board.
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 un-expired term until the next election, at which time a replacement will be selected by utilizing the nomination and selection process outlined above.
If the President resigns before the end of his or her term, the Vice President shall assume the role of President, and with concurrence of a majority of the Board, may replace the Vice President for the remainder of the un-expired term until the next election, at which time a replacement will be selected by utilizing the nomination and selection process outlined above.
Section Four – QUORUM AND VOTING
A quorum for the Board shall consist of a minimum of three Board members with at least three Officer(s) in attendance. Action by the Board must be by a majority of the quorum.
Section Five – COMMITTEES
UMCH has (three) standing committees: (nominating, program, young alumni). General responsibilities for these committees are listed in the accompanying addendum.
Section Six – MEETINGS
The Annual Meeting of the Board shall be held at specified date, time, and location in (June) each year as the Board or President may designate with proper notice being sent to all members. Any member in good standing may attend. Such notice shall accompany the notice of the election of Officers and Directors.
There shall be at least (two) other meetings of the Board each year. Additional meetings of the Board may be called when deemed necessary by the President or any two members of the Board. Notice of such meeting may be provided by e-mail, or with mailed notice, provided such notice is given at least seven days prior to said meeting.
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 UMCH meetings.
Section Eight – BYLAWS
The Bylaws shall be adopted for the governance of the UMCH by a majority of the Board. A majority vote by the Board is required to amend the Bylaws.
University of Michigan Club of Hawaii
Adopted June 14, 2008
OFFICER AND DIRECTOR POSITIONS
The responsibilities of the UMCH officers shall include but not be limited to the following:
o Set overall strategy for the UMCH
o Lead efforts to revise Articles of Association, By-Laws, and Addendums as needed
The President’s responsibilities include:
- Supervising and coordinating UMCH activities
- Calling and presiding over regular and special meetings of the Board
- Ensuring the holding of the Annual Meeting as called for by club’s bylaws
- Ensuring the completion of the UMCH 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 UMCH and their respective chairpersons
- Serving as principal liaison with the University, the Alumni Association and other organizations
The Vice President’s responsibilities include:
- Presiding over the UMCH meetings in the absence of the President
- Chairing the Nominating Committee
- Ensuring that the term limits described in the UMCH bylaws are adhered to by the Officers and Directors of the Board
- Serving as a resource for the Chairs of the following committees: (nominating, program, young alumni) and, participating in associated activities as needed
- Assuming the duties of the President on an interim basis if the President is unable to complete his/her term
Additional responsibilities to consider for this position:
- Larger clubs sometimes have more than one vice-president, each with different responsibilities related to chairing committees.
- Some clubs list completing the Annual Report for the AAUM as a responsibility of the Vice President.
- Some clubs require the Vice-President to automatically succeed the President when his/her term ends.
The Secretary’s responsibilities include:
- Giving notice of the UMCH Board meetings
- Taking and distributing meeting minutes at Board and special meetings
- Maintaining a permanent record of all UMCH proceedings
- Tallying votes from the Board and general membership
- Maintaining and circulating the current Articles of Association, Bylaws and Addendums of the UMCH
- Taking attendance at UMCH Board meetings
Additional responsibilities to consider for this position:
- Some clubs list completing the Annual Report for the AAUM as a responsibility of the Secretary
- Some clubs list serving as a resource for the MAC Database Administrator, Contributing
- Editor(s) and Web Site Administrator as a Secretary’s responsibility.
- Supervising the club’s annual election is sometimes listed as the Secretary’s responsibility.
The Treasurer’s responsibilities include:
- Receiving all funds paid to the UMCH.
- 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
- Transferring financial records to the current treasurer no later than the UMCH Board Meeting
- Assisting in preparation of event-based budgets and related record keeping
- Serving as a resource for the Director(s) of (1) Scholarship Awards & Student Relations and (2) Fundraising, participating in associated activities as needed
Larger clubs that have their own 501(c)3 or 501(c)7 status often include these additional responsibilities as Treasurer’s responsibilities:
- Preparing and filing an annual tax return
- Chairing the Investments or Finance Committee and overseeing its functions, including the appropriate investment of funds
- Preparing an annual budget with the assistance of the Finance Committee
- Overseeing risk management and insurance.
- Maintaining the club’s non-profit tax status
Directors’ responsibilities include:
- Serving as liaisons among the UMCH leadership, the membership, and the community at large
- Representing the diverse interests of the general membership
- Assisting the Officers in the administration of the UMCH and in volunteer identification and recruitment
- Attending Board meetings on a regular basis
- Attending club events on a regular basis
- Contributing to the work of at least one standing or ad hoc committee
The Chair(s) for each committee shall be responsible for submitting financial goals, including budgets, in writing to the Treasurer throughout each fiscal year. The financial goals are to be reviewed and rejected, accepted, or accepted with modifications by the Board.
Marketing and Communications Committee
Members of this committee include the MAC Database Administrator, Website Administrator, and Contributing Editor. The responsibilities of the Marketing and Communications Committee include coordinating the communication and marketing strategies for the UMCH and assisting other committees with creation and execution of flyers, postcards, and other mailers.
Website Administrator responsibilities include:
- Managing and updating the content of the website as requested by the Board and the Contributing Editor
Contributing Editor responsibilities include:
- Writing text for the UMCH website, listserv messages and Regional e-TrueBlue
- Submitting UMCH monthly submissions to Regional e-TrueBlue
- Submitting information for the AAUM website event calendar
- Writing text for and coordinating supplemental and other AAUM sponsored paper mailings
Michigan Alumni Connections (MAC) Database Administrator responsibilities include:
- Updating alumni information for the UMCH on a regular basis
- Running queries to download alumni information
- Updating and maintaining the club’s listserv
The responsibilities of the Membership Committee include:
- Creating and executing strategies to welcome alumni moving to the UMCH area
- Planning, with the Programming Committee, an annual welcoming event each August or September for new members
- Creating and executing strategies to welcome relocating alumni to the club’s area
- Creating strategies, with the Alumni Association, to market the value proposition of membership to members
- Leading Board recruitment efforts to identify volunteers to serve on committees and to join the Board
- Insuring that at least one representative on the committee attends events that are planned by the committee
- Insuring that AAUM membership materials and volunteer sign-up sheets are available at UMCH events
The responsibilities of the Nominating Committee include:
- 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
- Presenting a slate of nominees, through the Vice President who serves as chair of the Nominating Committee, to the Board of Directors for Officer and Director positions.
The responsibilities of the Programming Committee include:
- Leading the UMCH Programs Planning meeting, scheduled annually in (August), where a diverse calendar of events for the fiscal year (July 1 – June 30) are identified
- Presenting the proposed calendar of events to the Board for approval at the (September) Board meeting
- Planning, arranging and coordinating events for the UMCH.
- Establishing financial and operational objectives for UMCH events
- Determining subcommittees and electing subcommittee chairs that best fulfill the annual programming goals of the UMCH.
- Ensuring that the Communications Committee is informed of all events with sufficient time to make sure members are notified of events and encouraged to attend
- Collecting informal feedback from event attendees and informing the Board of “lessons learned” from each event
- Insuring that at least one representative on the Programming committee attends events that are planned by the committee
Scholarship & Student Relations Committee
The responsibilities of the Scholarship and Student Relations Committee include:
- Assisting in the recruiting of students for the University of Michigan
- Attending college nights at local high schools
- Recruiting volunteers for the Alumni Association’s adopt-a-school program
- Contacting high school guidance counselors within the UMCH area
- Developing and coordinating a student send-off reception for newly admitted students, information sessions, and a “conversion” party for accepted students
- Disseminating scholarship information and materials to UM students in the UMCH.
- Awarding scholarships to students from the UMCH area
- Serving as liaison to the UM Office of Financial Aid
Young Alumni Committee
The responsibilities of the Young Alumni Committee include:
- Advising the Board when necessary to amend the definition of “young alumni”, which is currently defined by year of graduation
- Serving as the single point of contact for initiating and responding to young alumni communications
- Assisting the Programming Committee in developing programs and events focused on engaging young alumni, including identifying young alumni to serve as volunteers for young alumni events and events involving local high school students