CUSHING ACADEMY ALUMNI ASSOCIATION AND ALUMNI COUNCIL BY-LAWS
Revised April 5, 2017
Article I – Name
The name of the organization shall be the Cushing Academy Alumni Association, known as the Association.
Article II – Purpose
The Association shall bring together alumni of Cushing Academy to advance in the interests of and promote the welfare of the Academy through open communication, understanding, and a close relationship between the Academy and its alumni, and to ensure that the alumni resources will benefit the Academy
Article III – Membership
Membership shall consist of any former student who attended Cushing Academy for not less than one school year.
Article IV - Alumni Council
The Alumni Council (the council) shall consist of the officers of the Alumni Association, two ex-officio (non-voting) members, namely, the headmaster and director of Alumni Programs, and a minimum of nine (9) representatives and such other members, as the council deems necessary.
The duties of the council shall be:
- To transact necessary business,
- To approve committees
- To create or dissolve committees as necessary
- To present a report at the general meetings,
- There shall be a minimum number of 7 (a quorum)and a maximum of 23 Members
Meetings of the council will normally be held every six weeks, when school is in session, and as deemed necessary by the chair and members of the council.
The officers of the council shall be the chair, the vice-chair and secretary, Each officer shall be a member of the Alumni Council and will serve at least one two-year term.
The chair shall:
a. Preside at all meetings,
b. Appoint chairs for standing and special committees upon approval of the council,
c. Serve as a member ex-officio of all council committees,
d. Provide a list of the standing and special committees and a description of their function,
e. Create or dissolve committees as necessary, and
f. Set the date and agenda for the general meetings with the advice and consent of the members of the council.
g. Preside as ex-officio at Board of Trustees meetings
The vice-chair shall:
a. In the absence of the chair, perform all the duties of the chair, and
b. Assume the office of the chair if he/she is no longer able to fulfill his/her obligations
The secretary shall:
a. Keep the minutes of the council meetings and send to all
b. Keep roll at council and council meetings,
c. Keep files of the council and council's papers,
d. Keep the bylaws current,
e. Keep the names, addresses, and telephone numbers of the members of the council, and
f. Issue notices of all meetings.
** All meetings shall be electronically recorded
All officers shall perform the duties outlined in these bylaws and those assigned to them. Upon the expiration of the term of office or in case of resignation, each officer shall turn over to his or her successor or the chair, without delay, all records, books, and other material pertaining to the office.
Election of officers shall be done during the last meeting of the school year before Graduation. Any person nominated for an office and not elected may be nominated from the floor for any other office on which voting has not taken place.
No members of the council shall profit financially from any activities associated with this council.
All policies developed and defined by the council and these bylaws as established or amended, shall be consistent with the mission of Cushing Academy and the Board of Trustees.
Article VI – Governance and Committees
The council will hold a minimum of one (1) general or open meeting of the Alumni Association per year. This meeting may be combined with another school function or activity. At that time, council members shall present their annual reports. Special meetings of the council may be called by the chair or by a majority of the council.
a. There shall be a Nominating Committee composed of three (3) current council members [at least three (3) and always an uneven number] who shall be appointed by the council;
b. The committee shall elect its own chair;
c. The chair will accept nominations for officers by voice or electronically; nominations to be received one month before election
d. The Nominating Committee shall nominate eligible alumni for each council seat to be filled, and report its nominees thirty (30) days prior to the general meeting. Additional nominations may be made from the floor;
e. Only those persons who have signified their consent to serve if elected shall be nominated for or elected to such seat; and
e. The Nominating Committee will be responsible for determining and administering the election process.
The term of a council member shall be two years. However, a member may succeed himself/herself as an office or council member, if elected. If any member on the council cannot consistently fulfill his/her council obligations, they may be removed by majority vote of the council.
In case a vacancy occurs in the office of the chair, the vice-chair shall assume the office. The vice-chair shall also serve his/her elected term as chair. Vacancies in the council and/or other offices shall be filled by consensus of the remaining members of the council.
These by-laws may be amended by a two-thirds vote of the members present at the meeting at which the vote is taken, provided that the proposed amendment has been presented in writing to the council.
The rules contained in Robert's Rules of Order, Newly Revised, shall govern the council in all cases in which they are applicable and consistent with these bylaws.