CONSTITUTION AND BY-LAWS OF THE CUSHING ACADEMY ALUMNI ASSOCIATION AND ALUMNI COUNCIL
Approved September 25, 2012
Article I – Name
The name of this organization shall be the Cushing Academy Alumni Association (the association).
Article II – Purpose
The association shall bring together alumni of Cushing Academy in an effort to advance the interests 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 alumni resources will benefit the Academy.
Article III – Membership
Membership shall consist of every 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:
a. To transact necessary business,
b. To approve plans of work of the standing committees,
c. To present a report at the general meetings, and
d. To create or dissolve committees as necessary.
Meetings of the council will normally be held monthly, when school is in session, and as deemed necessary by the chair and members of the council.
Article V – Officers
The officers of the council shall be the chair, the vice-chair, secretary, and treasurer. 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.
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 at the time of installation of the next election year's officers.
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.
The treasurer shall:
a. Receive and deposit all money of the organization through the Alumni Office, as needed,
b. Keep an accurate record of receipts and expenditures, as needed,
c. Pay out funds only as authorized by the Alumni Council, as needed,
d. Monitor funds and present a statement of account at every meeting of the council, as needed, and
e. Make a full report at the annual meeting.
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.
The order of the election of officers shall be by electing the vice-chair, after which the secretary and treasurer shall be elected, in that order. 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. Expenditures exceeding $500 shall be subject to prior approval of the 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 and new council members will be elected. Special meetings of the council may be called by the chair or by the 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 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;
d. 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.
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.
A majority of the members of the council must be present, either in person, or through a virtual meeting application, in order to transact official business at any committee or general membership meeting.
The decisions of the council shall be made by a simple majority of the members present, except for amendments to these bylaws. A majority of the council members shall constitute a quorum.
The council can act outside a meeting by written consent of a majority of council members.
These bylaws may be amended by a two-thirds vote of those council members present at the meeting at which the vote is taken, provided that the proposed amendment has been presented in writing to the council at least one month prior to the meeting at which the vote is to be taken.