Alumni Association Bylaws

Effective May 8, 2017

alumni association logo

THE BYLAWS
of the
UNIVERSITY OF PITTSBURGH AT JOHNSTOWN ALUMNI ASSOCIATION

ARTICLE I: Name  

The name of this organization shall be the University of Pittsburgh Johnstown Alumni Association. 

 

ARTICLE II: Purpose  

The purpose of the Alumni Association shall be to promote the welfare and interest of the University of Pittsburgh Johnstown and its alumni. It shall foster close cooperation between said persons and institution and shall support and advance the cause of higher education generally. 

 

ARTICLE III: Membership 

Section 1. Governance of the Alumni Association is by the Association Board of Directors, hereafter referred to the “the Board” (see Article V)

Section 2. For the purposes of these ByLaws, the following persons shall be considered to be alumni of the University of Pittsburgh at Johnstown: 

a) students who have completed degree requirements at the University of Pittsburgh Johnstown

OR 

b) students who have earned a bachelor’s degree from the University of Pittsburgh after completing two years of study at PittJohnstown during a period when fouryear degrees were not available at the Johnstown Campus. 

Section 3.  

a)  All alumni of the University of Pittsburgh at Johnstown shall be “Regular Members” of the Alumni Association. 

  1. Regular Members may not run for office on the Association Board and have limited benefits set by the Board of Directors. 

  1. Regular Members are non-paying members of the Alumni Association.  

b) Former students of Pitt-Johnstown who have completed a least 12 credit hours of study at the Johnstown campus are qualified to become annual or lifetime “Associate Gold Members” of the Alumni Association who shall be entitled to the social benefits of membership and discounts at alumni held events of the association. 

c) Dues related to Associate Gold Membership and Gold Membership shall be identical except Associate Gold Membership may not vote in alumni association board elections. 

d) Alumni of Pitt-Johnstown shall be “Gold Members” of the Alumni Association upon payment of annual or lifetime membership dues to the Association. (Alumni who became lifetime members prior to the establishment of “Gold Membership” status shall automatically become “Lifetime Gold Members.”) 

e) The Board shall establish: 

  1. the annual Gold Membership/Associate Gold Membership dues 

  1. The dues for Lifetime Gold Membership/Associate Lifetime Gold Membership 

  1. Criteria for sustaining membership 

Section 4.  

a) The Board may nominate and elect an individual to be an honorary member of the Association. 

b) Honorary members shall be entitled to the social benefits of membership and discounts at alumni held events of the association. 

c) Honorary members may attend Board and Association meetings and activities and serve on project committees, but may not make or second motions, vote, hold office or serve as a chairperson of a standing committee. 

Section 5.Honorary, Annual or Associate Gold Memberships shall commence July 1 and end June 30 of the following year.  

Section 6. The Alumni Board may bestow any type of membership on individuals who are not otherwise qualified for such membership by a two-thirds vote. 

ARTICLE IV: Management 

Section 1. The management of the business of the Alumni Association shall be vested in the Alumni Board in conjunction with the University staff responsible for working with the Alumni Association.

Section 2. Except as otherwise provided in these ByLaws, the voting members of the Alumni Board shall be chosen as follows: 

a) Twenty-four individuals elected for a term of three years by and from Gold members of the Association.  One-third of the foregoing individuals shall be elected each year. 

b) Up to five individuals may be appointed for a term of one year from Gold members of the Association by the President and confirmed by the Executive Committee of the Board.  The foregoing individuals shall be designated at-large Board members and shall have the same privileges as elected. 

c)  The President shall appoint Gold members to fill any vacancies on the Board of Directors and confirmed by the Executive Committee of the Board. 

d) Up to eight individuals for the next term shall be appointed from among Gold Members by the President and confirmed by the Executive Committee of the Board and Board of Directors if only eight or less nominations are received and all are in good standings. 

e) The President of the Student Government Association of the University of Pittsburgh Johnstown and President of the Blue and Gold Society of the PittJohnstown Alumni Association, and one member of each affiliate group shall be ex-officio members of the Board. 

f) Voting members of the Board of Directors shall be the President, Vice-President, Secretary, Treasurer, the twenty-four individuals elected or appointed to the Board of Directors, and up to five at-large Board members. 

g) Voting members of the Board of Directors shall be authorized to cast votes electronically, at a meeting, or by any other means instructed by the President. 

Section 3. The selection of Board members shall be conducted each year. The Nominations Committee will present a slate of potential Board of Directors to the Executive Committee. The university staff responsible for working with the Alumni Association shall confirm eligibility with registrar office and communicate information to the nominations committee for appropriate action. Nomination material shall be distributed not earlier than February 1 and, in order to be considered valid, must be received in the Alumni Association office not later than April 1. In the event that April 1 falls on a Saturday, Sunday, legal holiday or on a day when the Alumni Association office is closed, then the time limit for a valid receipt of ballots shall be extended to the next business day. The Executive Committee shall endorse candidates from the eligible pool of candidates for each open seat on the Board of Directors subject to election to be presented at the May meeting for voting from the Board of Directors. 

Section 4. 

a) Except as otherwise provided in these ByLaws, the term of office of all Board members shall run for three full elected years. 

Section 5.  

a) January and May of each year. At least ten days notice of the time and place of a regular Board meeting shall be given in writing or via email to each Board member. 

b) In the event of the cancellation of a regular Board meeting, said meeting may be rescheduled. 

c) Special meetings of the Board may be called by the President or upon the written request of five Board members. At least five days notice of the time, place and purpose of a special meeting of the Board shall be given in writing, by telephone or via email to each Board member. 

d) Fifty percent of voting members shall constitute a quorum at any meeting of the Board. 

e)  Board members shall attend a minimum of two meetings (one of which may be attended via phone or video conference), contribute a financial gift annually to the University of Pittsburgh Johnstown, and one Association-sponsored event per year. 

Section 6. An individual who has been elected and has served two consecutive full terms of three years each shall not again be eligible to be an elected member of the Board for one year. 

Section 7If an elected or an appointed position on the Board becomes vacant, an individual who is eligible to hold such a position may be appointed for the remainder of the term of the vacated position by the President and confirmed by the Executive Committee of the Board. 

 

ARTICLE V:       Duties of Officers 

Section 1.  

a) The President shall be the chief executive officer of the Alumni Association and shall exercise general supervision over the affairs of the Association. He or she shall preside at all meetings of the Alumni Association and of the Alumni Board. He or she shall see that all orders and resolutions of the Board are implemented. He or she shall be an exofficio member of all committees and shall have the general powers and duties usually associated with the president of an organization. 

b) The immediate Past President shall serve as a member of the Executive Committee for a period not to exceed two (2) years. 

Section 2. The Vice President shall have and exercise all the powers and duties of the President during the absence or incapacity of the President. 

Section 3. The Secretary shall attend all meetings of the Alumni Association and of the Alumni Board. He or she shall preserve in books of the Association the minutes of the proceedings of such meetings. 

Section 4. The Treasurer shall coordinate with the university staff responsible for working with the alumni association on a full and accurate accounts of receipts and disbursements of books belonging to the Association. He or shall oversee the disbursement of funds of the Association as ordered by the Board. He or she shall report to the President and Board, at regular meetings of the Board, or when otherwise required, an account of all the University transaction on behalf of the association as Treasurer and of the financial condition of the Association. Responsibilities include working with the university staff responsible for working with the Alumni Association in the preparation of the annual budget, cost/benefit analysis for Alumni Association sponsored events. Treasurer may request monthly financial reports all done by office staff in coordination with treasurer 

Section 5. The President shall be an ex officio member of all standing committees and have such additional powers and duties as prescribed by the Alumni Board. 

 

ARTICLE VI: Election and Term of Officers

Section 1.  

a) The election of the Alumni Association officers shall be conducted in every oddnumbered year. 

b) Ballots for the elections described above shall be distributed not earlier than April 15, and, in order to be considered valid, must be received in the Alumni Association office not later than the Monday immediately preceding the May meeting. 

Section 2. The terms of office of all officers shall run from July 1 of the elected year through June 30 of the second following year. 

Section 3. The officers shall be elected by the current members of the Board. 

Section 4. If the office of any officer becomes vacant, the members of the Executive Committee shall choose a successor who shall hold office for the remainder of the term of the vacated office. 

Section 5. If the term of office of a Board officer extends beyond the term of office as a Board member, then the term of office as a Board member shall continue until the expiration of the term as a Board officer. 

 

ARTICLE VII: Association Meetings  

Section 1. Special meetings of the Alumni Association may be called by the President or upon the written request of 75 regular members. At least 20 days notice of the time, place and purpose of a special meeting of the Association shall be either given in writing or via email to each regular member. 

Section 2. Eighteen regular members shall constitute a quorum at any meeting of the Association. 

 

ARTICLE VIII: Standing Committees 

 

Section 1. Nominating Committee 

a)  The Nominating Committee shall consist of at least three (3) members of the Board. It shall nominate the Board individuals who would be willing to serve the Association in elected positions. Brief biographical information about each nominee shall accompany the nominations. 

b) A slate of nominations for Board positions whose terms are expiring shall be presented to the Board not later than the January meeting thereof. 

c) A slate of Board officers shall be made from the elected membership of the Board to the Executive Committee not later than the May meeting thereof. 

d) The recommendations for appointed Board positions shall be made to the President not later than the May meeting thereof. 

e)  The Nominating Committee shall not have the exclusive right to nominate individuals for Board positions. Any Association member may nominate an individual for Board membership. Any Board member may nominate an individual for the position of Board officer or recommend an individual for the position of appointed Board member. The deadlines for such nominations shall be the same as the deadlines for the nominations made by the Committee. 

Section 2. Public Relations Committee 

The Public Relations Committee shall consist of at least three (3) members of the Board. It shall promote awareness of the Alumni Association and its activities by encouraging local and regional media to report on the same, by assisting in the production of the Association newsletter and by other appropriate means. 

Section 3. Membership Development and Student Affairs Committee 

This committee shall consist of at least three (3) members of the Board. It shall assist project committees in obtaining sufficient numbers of Association members for the successful conduct of Association projects by compiling and maintaining uptodate lists of those members who are willing to serve on either project or standing committees. It shall also promote a greater awareness of and a more positive attitude toward the Association on the part of PittJohnstown students by acting as liaison between the Board and the student body. It should periodically meet with representatives of student organizations, investigate the desirability of joint alumnistudent projects, and communicate the opinions and proposals of each group to the other. 

Section 4. Executive Committee 

a)  The Executive Committee shall consist of the officers of the Board and the chairs of all Standing Committees. This committee shall have the power to act on behalf of the Board and to perform any function allocated to the Board, except to the extent that these ByLaws require specific action by the Board. 

b) A quorum necessary for the conduct of business shall consist of a simple majority of the committee membership. 

c) All business transacted by the Executive Committee shall be reported at the next Board meeting. 

d) The Executive Committee shall handle all financial transactions of the Board. 

e) The Executive Committee will review and recommend the annual budget to the full board at the July board meeting. 

 

ARTICLE IX:      Project Committees  

The Board shall establish project committees to plan and execute specific activities of the Association, which are authorized by the Board. Project committees may consist of any number of the Board or Association members. The duties of each project committee shall be determined by the Board. 

 

ARTICLE X:        Committee Management 

Section 1.  

a)  Each elected Board member shall serve on at least one standing committee and one project committee, but may not serve as chair of more than one standing committee. 

b) Each appointed Board member shall serve on at least one standing and one project committee. 

c) Regular Alumni Association members who are not members of the Alumni Board may serve on any standing or project committee. Said Association members shall have the right to vote on internal committee matters and on committee matters which come before the Board 

d) Honorary members may not serve as chairpersons of standing committees. 

 

Section 2.  

a) Except where the membership of certain committees has been set forth herein, the President shall have the power to appoint the members of all committees and to remove any committee member for cause. 

b) The President shall appoint the members of all standing committees and designate the chairs thereof at the July meeting. The term of membership on a standing committee shall run from the July meeting through the annual meeting of the following year.  

c) The President shall appoint the members of each project committee and designate the chair thereof at the earliest practicable time. The term of membership on a project committee shall run from the appointment thereto until the conclusion of the activity. 

Section 3.  

a) The Executive Committee shall meet prior to each board meeting. All other standing committees should meet on a regular basis as responsibilities dictate. 

b) Project committees shall meet as needed. 

 

Section 4.  

a) Standing committees shall make regular reports of their activities to the Board. 

b) Project committees shall make regular reports of their activities to the Executive Committee prior to the completion of the activity and at least one report to the Council following the completion of the activity. 

 

ARTICLE XI: Order of Business at Board and Executive Committee Meetings  

The order of business at Board and Executive Committee meetings shall be as follows: 

  1. Call to Order 

  1. Approval of the Minutes of the Preceding Meeting 

  1. Treasurer’s Report and Quarterly Budget Report 

  1. Standing Committee Reports 

  1. Project Committee Reports 

  1. Report from the Alumni Affairs Office 

  1. Old Business 

  1. New Business 

  1. Other 

  1. Adjournment 

 

Article XII:  Affiliate Groups 

Section 1.  A minimum number of five (5) Regular Alumni Association members who are graduates from the same Pitt-Johnstown academic division or department must agree to serve as members of the Affiliate Group before it can petition the Association and receive a seat on the Board. 

Section 2.  The Affiliate Group must formally petition the Alumni Board for official recognition and provide a copy of proposed bylaws. 

Section 3.  All dues money from members of Affiliate Groups will be collected and received by the Association.  Affiliate Groups may then request funds from the Board for specific projects and activities. 

 

ARTICLE XIII:   Parliamentary Authority  


The rules contained in the current edition of The American Institute of Parliamentarians’ The Standard Code of Parliamentary Procedure shall be the parliamentary authority with respect to all proceedings not specifically provided for in these ByLaws. 

 

ARTICLE XIV:   Amendments 

Section 1.  

a)  Amendments to the By-Laws will be presented as an agenda item at a regular board meeting.  The ByLaws may be amended by a twothirds (2/3)majority vote of the Alumni Board members present at said meeting. 

b)  At least 10 days notice of the time and place of such a Board meeting, together with the text of the proposed amendment, shall be given in writing to each Board member. 

Section 2.  

The President shall appoint a project committee to review these bylaws for revision at least once every three years or as otherwise needed.