BYLAWS OF THE____________________________ Alumni Chapter
AN OFFICIALLY CHARTERED ALUMNI CHAPTER OF
THE UNIVERSITY OF ARIZONA ALUMNI ASSOCIATION
(Last revised August 28, 2013)
ARTICLE I
Name and Affiliation
Section 100
Chapter Name and Affiliation
The formal name of this organization shall be: The University of Arizona Alumni
Association ________________ Chapter. It may also be referred to as
"__________________________________ _________________". This chapter is affiliated
with and organized under the authority of Article III of the bylaws of the University of
Arizona Alumni Association (sometimes referred to as “UAAA”). The bylaws of this
chapter shall be consistent with the bylaws of the UAAA.
ARTICLE II
Purposes of Chapter
Section 200
Designation of Chapter's Purposes
The purposes of this organization are:
A.
To promote the objectives of the University of Arizona (UA) and the
University of Arizona Alumni Association through the establishment and
maintenance of contact between the UA, its alumni and its students, present,
former and prospective.
B.
To promote interest in and loyalty to the UA and the University of Arizona
Alumni Association on the part of its alumni and the public in general and
to promote the general welfare and the best interests of the UA.
C.
To support student needs and interests, and foster and encourage the pursuit
of higher education at the UA of a diverse population through direct
involvement by alumni in student recruitment efforts. This includes efforts
targeted to under-represented populations, the promotion and awarding of
scholarship funds to deserving students, and other activities as may be
deemed appropriate by the chapter.
D.
To offer awards and appropriate means of recognition for excellence in
scholarship and all forms of educational, professional and volunteer
endeavors by students, alumni, faculty and friends of the UA.
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E.
To promote the cause of education through direct involvement by alumni in
educational, community and public service and other activities as may be
deemed appropriate by the chapter;
F.
To provide input to the UA in order to aid the University's goals and
continuing efforts to provide the finest in higher education, including
teaching, research and public service.
G.
To coordinate and promote a diverse set of educational, cultural, athleticrelated, networking and social activities for alumni, donors and friends of the
UA in the area.
H.
To promote the UA Alumni Association’s dues paying membership program
at all local events and communications to our local constituency, through
various channels including web site and e-mails to help insure the financial
stability of the UAAA.
I.
To promote the UA Alumni Association’s corporate affinity program at all
local events and through various channels including web site and e-mails in
order to help insure the financial stability of the UAAA.
ARTICLE III
Membership
Section 300
Members
All former students who have received a degree from the University of Arizona or
completed 30 or more units of credit at the UA are eligible for membership.
Section 301
Non-alumni associate members
The board of directors shall have the power to confer associate memberships in this chapter
upon non-alumni, including interested spouses, who the board of directors shall deem
worthy of this designation because of their interest and activity on behalf of the chapter, the
UAAA or the University. Associate members may serve as members of the local board of
directors, although they are ineligible to serve as the president of the local chapter or as
members of the board of directors of the University of Arizona Alumni Association.
Section 302
Honorary members
The board of directors shall have power to confer honorary membership upon such persons
as it shall deem worthy of such honor, and who shall have rendered some outstanding
service to the chapter or University. Honorary members may serve as members of the local
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board of directors, although they are ineligible to serve as the president of the local chapter
or as members of the board of directors of the University of Arizona Alumni Association.
ARTICLE IV
Dues
Section 400
Dues
The _____________ Chapter does not have a dues membership program as we strongly
encourage every local UA alumnus and alumna to be a dues-paying member of the
University of Arizona Alumni Association because a strong Alumni Association is essential
to a strong University of Arizona. In support of this principle, our bylaws require that
chapter board members and officers are dues-paying members of the University of Arizona
Alumni Association.
ARTICLE V
Board of Directors
Section 500
Management
The direction and administration of the affairs and funds of this chapter shall be vested in a
board of directors elected in the manner set forth in Section 502, below.
Section 501
Number of directors
The board of directors shall consist of at least three directors in addition to the elected
officers.
Section 502
Nominations and election to the board of directors
The president shall appoint a nominating committee of three or more members. The
nominating committee shall present a slate of nominees at least equal to the number of
vacancies. Additional nominations for directors may be made from the floor at the meeting
where the elections are held. Elections to the board of directors may be held at a regularly
scheduled meeting of the board of directors or in conjunction with a chapter meeting or
event. All votes shall be made by secret ballot.
Section 503
Term of office
A. Members of the board shall be elected for a two-year term beginning on the date of the
meeting where he/she was elected.
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B. Members may serve no more than nine consecutive years on the board unless otherwise
approved by the board.
Section 504
Vacancies
Vacancies may be filled by the affirmative vote of the remaining directors then in office and
the directors so chosen shall serve for the unexpired term to which he/she was elected.
Section 505
Quorum
A quorum shall consist of a majority of members of the board of directors present; provided
however, that in the case of removal of a board member for cause, a quorum shall be at least
a majority of the board of directors.
Section 506
Meetings
A. The board of directors shall hold meetings as called from time to time by the
president. The board of directors shall meet at least four times per year.
B. Meetings can take place prior to or in conjunction with alumni events.
Section 507
Meetings via Telephone or Other Communications Systems
In the event it is necessary for the board of directors to make a decision but there is not time
to call an in-person meeting of the board, the president may transact the meeting with the
board members via the telephone or other communication systems, such as the Internet or
fax machine.
Section 508
Duties of all directors regarding membership in the University of Arizona Alumni
Association
Any person elected as a director shall be a dues-paying member of the University of
Arizona Alumni Association at the time of election and at all times during the person’s
term as a director.
Section 509
Duties of all directors regarding participation on the board
Any officer who does not attend three (3) consecutive board meetings without prior
approval from the board to miss such meeting may be removed from office at the discretion
of the board consistent with the requirements of Section 505 above.
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ARTICLE VI
Officers
Section 600
Number of Officers
The officers of this chapter shall consist of a president, vice president, secretary and
treasurer. One individual can hold two offices except that the president and treasurer's office
cannot be held by one person.
Section 601
Nomination and Election of Officers
The president shall appoint a nominating committee of three or more members. The
nominating committee shall present a slate of nominees at least equal to the number of
vacancies. Additional nominations for officers may be made from the floor at the meeting
where the elections are held. Elections for officers may be held at a regularly scheduled
meeting of the board of directors or in conjunction with a chapter meeting or event.
Section 602
Term of Office
The term of office is normally one year. Officers may be re-elected for not more than three
consecutive terms in the same office unless otherwise approved by the board.
Section 603
Vacancies
Subject to Section 605 below, a vacancy in any office shall be filled by election of the board
of directors and the officer chosen shall hold office for the unexpired term of the office to
which he/she was elected.
Section 604
President
A. General Duties. The president shall preside at all meetings of the chapter or
board of directors. The president shall make committee appointments and be an ex-officio
member of all committees. The president shall be responsible for ensuring that the duties of
the vice president, secretary and treasurer are carried out as set forth below. The president
shall perform other duties ordinarily pertaining to this office.
B. Chapter Annual Report. The president is responsible for keeping the UAAA
informed of all activities and shall submit to the UAAA, on or before the first of July of each
year, a report of its operations for the past twelve months.
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C. Chapter Annual Plan. The president is responsible for keeping the UAAA
informed of all activities and shall submit to the UAAA, on or before the first of July of each
year, a plan of its operations for the next twelve months.
Section 605
Vice President
The vice president, in the absence of the president, shall perform the duties of that office and
otherwise render assistance in the performance of the business and activities of the chapter.
In the event of the president's resignation or inability to serve, the vice president shall
succeed to the office of president for the unexpired term.
Section 606
Secretary
The secretary shall keep an accurate record of the minutes of each meeting/event of the
chapter or board of directors. The secretary shall keep minutes of all meetings and other
reports of the chapter in one notebook and shall bring this notebook to all meetings of the
chapter. The secretary is responsible for submitting information as requested by the UAAA
on guest attendance at events and additional information as necessary to keep the Arizona
Alumni Association informed of all chapter activities.
Section 607
Treasurer
The treasurer is responsible for handling the money transactions in connection with
meetings and events pursuant to the UAAA’s Financial Policies and Procedures referenced
in Article IX, Fiscal Matters, below. (Please refer to for the most up-to-date Financial
Policies and Procedures at http://arizonaalumni.com/chapters-and-clubs-online-resources)
Section 608
Duties of all officers regarding address updates
It is the duty of all officers of the chapter to keep the University of Arizona Alumni
Association informed of any and all address changes of its members.
Section 609
Duties of all officers regarding membership in the University of Arizona Alumni
Association
Any person elected as a chapter officer shall be a dues-paying member of the University
of Arizona Alumni Association at the time of election and at all times during the person’s
term as an officer. Under the bylaws of the University of Arizona Alumni Association, all
former students of the University of Arizona who have either received a University
degree or have completed thirty (30) units of credit or more at the University are eligible
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for membership in UAAA, upon payment of dues as are established by the University of
Arizona Alumni Association board of directors.
Section 610
Duties of all officers regarding participation on the board
Any officer who does not attend three (3) consecutive board meetings without prior
approval from the board to miss such meeting may be removed from office at the discretion
of the board consistent with the requirements of Section 505 above.
ARTICLE VII
Meetings and Events
Section 700
Membership Meetings
A. General Meetings. Meetings of the general membership may be called in the
discretion of the board of directors. The purpose of such meetings can be the election of
members of the board of directors and/or officers or any other chapter purpose. If the
purpose of the meeting is to elect directors and/or officers, then the meeting should be held
sometime prior to the beginning of the chapter's fiscal year of July 1st through June 30. A
general meeting may take place in conjunction with an alumni event.
B. Quorum. A quorum shall consist of those members present at the meeting.
Section 701
Suggested Order of Business
The suggested order of business at meetings of the board of directors or the general
membership is as follows:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Call to order by the presiding officer;
Roll call;
Approval of minutes of the previous meeting;
Reports of officers;
Reports of committees;
Unfinished business;
New business;
Suggestions by members;
Program;
Adjournment.
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Section 702
Chapter events
The chapter shall have at least two alumni events or meetings during the fiscal year. Ideally,
the chapter should plan four alumni events per year: two in the fall/winter and two in the
spring/summer.
ARTICLE VIII
COMMITTEES
Section 800
Appointment
The president shall appoint committee members from among the board of directors, first,
and the membership at large, second.
Section 801
Committees (suggested but not required)
In order to carry out the objectives of the chapter, the president may appoint STANDING
COMMITTEES. The following are suggested committees:
A. Student Recruitment and Scholarship
The Student Recruitment and Scholarship committee assists the UA in the
recruitment of students. To this end, the committee works in conjunction with the
UA Admissions Office in order to achieve the goal of enrolling diverse and wellqualified students. The committee is also charged with developing and/or
implementing a plan for raising scholarship funds for deserving students.
B. Programming Committee
The Programming Committee plans chapter functions including educational,
cultural, sports-related and networking activities.
C. Community and Public Service Committee
The Community and Public Service Committee plans projects and/or activities
directed toward community and public service and philanthropic purposes.
D. Membership Committee
The Membership Committee shall be responsible for recruiting local alumni to
become dues-paying members of the University of Arizona Alumni Association;
and, in addition, shall focus on strategies to increase the number of local alumni who
are dues-paying members of the University of Arizona Alumni Association.
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In order to carry out objectives of the chapter, the president may, from time to time, appoint
SPECIAL AD HOC committees. These committees shall cease to function when their
specific task is complete. Examples of such committees include: continuing education,
publicity, and chapter fundraising.
ARTICLE IX
Fiscal Matters
(Please refer to http://arizonaalumni.com/chapters-and-clubs-online-resources for the
most up-to-date Financial Policies and Procedures.
Section 900
In general
The UAAA is a 501(c) (3) non-profit corporation chartered in the State of Arizona. This
provides certain tax rules and benefits that the Chapter should discuss with its contact at the
UAAA. In addition, there are certain financial policies and procedures that were written to
comply with University and Foundation policies, as well as federal and state regulations.
Adherence to these standards is intended to help ensure the financial stability and integrity
of the UAAA and its affiliated groups.
Section 901
Fiscal year
The fiscal year of the Chapter shall be July 1 through June 30, which is the same fiscal year
as used by the UAAA.
Section 902
Accounts at the UA Foundation
The Chapter is required to maintain its scholarship accounts and other tax-deductible funds
at the University of Arizona Foundation . These funds can be from various sources,
including fundraising events or direct donations; but the common denominator is that the
funds, or portions of the funds, are tax-deductible in nature and must therefore be run
through the Foundation in order for (a) the donor to receive a receipt; (b) to be in
compliance with various federal and state regulations concerning donations to 501(c)(3)
organizations; and (c) to be in compliance with University of Arizona gift policy.
Section 903
UAAA Checking Account
The Chapter is required to maintain a Bank of America checking account through the
UAAA for transactions not involving tax-deductible donations.
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Section 904
Disbursement of funds
The President or the Treasurer of the Chapter has the authority to disburse monies from any
of the Chapter’s accounts on the President’s or Treasurer’s authority/signature for any
amounts under $500, subject to UAAA, University or Foundation policies. Any
disbursements of amounts equal to or greater than $500 shall be made only on the
authority/signature of both the President and the Treasurer and subject to UAAA, University
or Foundation policies.
Section 905
Dissolution
In the event of dissolution of the Chapter, the assets shall be used as follows: 1) pay any
indebtedness of the Chapter; and 2) any remainder of the assets shall be disbursed to the
UAAA.
ARTICLE X
AMENDMENTS
Section 1000
Procedure
A. Amendments of these bylaws may be accomplished by: 1) two-thirds affirmative
vote of the board of directors present at a meeting designated for such action, provided
notice of such proposed action is given to each director at least five days prior to the date of
the meeting; and 2) approval of the University of Arizona Alumni Association board of
directors.
B. These bylaws shall be amended to conform to any changes in the University of
Arizona Alumni Association articles or bylaws. Failure of the chapter to adopt the required
amendments shall not delay or modify the effect of such changes.
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ADOPTION OF BYLAWS
These bylaws approved and adopted at a meeting of the board of directors of the
________________________________ University of Arizona Alumni Association Chapter
on ________________________________, 200 . These bylaws shall supersede any other
bylaws of this chapter now in existence.
Members present:
1._____________________________
Signature
______________________________
Title
_____________________________
Printed Name
2. _____________________________
Signature
______________________________
Title
______________________________
Printed Name
3. ____________________________
Signature
______________________________
Title
______________________________
Printed Name
4. ____________________________
Signature
______________________________
Title
______________________________
Printed Name
These bylaws approved at a meeting of The University of Arizona Alumni Association
board of directors on:
________________________________________, 200__
____________________________________________________________
President, the University of Arizona Alumni Association
_____________________________________________________________
Secretary, the University of Arizona Alumni Association
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