• To Alumni

Service

• Through Alumni Chapters

• Through letters and publications

• Through Special events

• Through Class Agents

• Through awareness and support of future alumni

Article IV.   MEMBERSHIP

Section 4.01            Definition of Alumnus:

An alumnus is any person who:

a)      Has received a degree , or

b)     Has a diploma or certificate from the University’s School of Arts and Sciences acceptable to the Association’s Board of Directors; or

c)      Has completed ninety (90) credits in the School of Arts and Sciences and has transferred to another school of SGU or another institution; or

d)     Has been voted Honorary Alumnus by the Association’s Board of Directors.

Section 4.02           Eligibility for Membership

Membership in the Association is open to anyone who qualifies as an alumnus.

Section 4.03           Classification of Membership

 The Association has three classes of members:

a)      Active members

b)     Life members

c)      Special members

Active member

Alumnus of the School of Arts and Sciences who is in good standing, who is registered on the Alumni website, and has paid dues for the current and past two years.

Life member

Alumnus of the SAS who has met the requirement for life membership stated in section 12.01 and who has registered on the Alumni website.

Special member

a)      Associate member – Currently enrolled student who has attained ninety (90) credits, is registered on the Alumni website, and has paid the required dues.

b)     Honorary member – Member of the University community who do not otherwise meet the criteria established for membership and has been designated honorary alumnus with the approval the Board of Directors.

c)      Friends of SAS – Membership is open to all faculty, administrative personnel, other persons who have been admitted to this class by the Board of Directors.

Section 4.04           Benefits of Membership

a)      All members will have use of the Alumni website.

b)     Active and life members will be eligible to participate in the governance of the Association, in addition to a) above.

Section 4.06           Governing Authority:

The governing authority of the affairs of the Association shall be vested in its active and life members and shall be exercised, subject to their control, by a Board of Directors. Active and life members will be eligible to hold office in the Association.

Section 4.07           Termination of Membership:

Membership of the Association may be terminated by giving written notice to the Association’s Secretary. Membership may also be terminated by the action of the Board of Directors for acts not in the interest of the Association (including the non-payment of dues). In any instance, such members shall receive written notice prior to termination and shall have the right to a hearing before the Executive Committee. Policies and procedures shall be established by the Board of Directors for handling termination of membership.

Section 4.08           Transferring or Assigning Membership:

 Association membership is not transferable or assignable.

Article V.    THE BOARD OF DIRECTORS

Section 5.01            Powers:

The Board of Directors of the St. George’s University School of Arts and Sciences Alumni Association shall be the official decision-making body for the Association.

Section 5.02           Composition:

The Board of Directors shall not be less than five (5) nor more than ten (10), including the members of the Executive committee, a member of the Arts & Sciences faculty invited by the Board of Directors and a member of the Undergraduate Student Government Association (USGA) invited by the Board.  The number of Directors may be increased or decreased from time to time by the Board of Directors however; no decrease shall reduce the term of any incumbent Director.  The term of the Directors shall be fixed.

Section 5.03           Term:

A Director shall hold office for a period of two (2) years commencing at the Annual General Meeting for a maximum of two (2) consecutive terms. However a Director appointed by the Board to fill a vacancy, shall hold office for the balance of the term of the Director he or she is replacing.

Section 5.04     Continuation in Office:

After the expiration of the term for which he or she was elected, a Director who is not re-elected or whose successor has not been elected shall, unless he or she sooner resigns or is removed, continue to hold office until his or her successor is elected.

Section 5.05     Vacancies:

A vacancy existing by reason of the resignation, incapacity, death, or removal of a Director before the expiration of his or her term, shall be filled by majority vote of the remaining Directors. A Director so elected shall serve for the remainder of his or her predecessor’s term. A vacancy created by an increase in the number of Directors pursuant to Section 2 shall be filled by majority vote of the Directors in office.

Section 5.06     Resignation:

Any member of the Board of Directors may resign at any time by providing written notice to the Association’s Secretary.  Such resignation shall take effect at the specified time therein.  Acceptance by the Board of Directors of such resignation shall not be necessary to make it effective.

Section 5.07     Removal:

Any Director may be removed from office by a majority vote of all of the other Directors.  A special meeting may be convened for this purpose.

Section 5.08     Compensation:

No director shall receive a salary or other compensation for service to the Association as a Board member; however, the Board of Directors may authorize reimbursement for all expenses incurred in connection with the performance of services for the Association.

Section 5.09     Chapter Representation:

The Board of Directors shall seek, as far as possible, to have representation from each Chapter of the Association.

Article VI.   OFFICERS

Section 6.01     Designation:

 The officers of the Association shall consist of the following positions:

a)      President;

b)     Vice President;

c)      Treasurer;

d)     Secretary/Editor

These officers shall comprise the Executive Committee and form part of the Board of Directors.

Section 6.02    Election:

Elections are to be run under the direction of the President of the Association, in conjunction with the Alumni Relations Office. Every two years, a call will be made for nominations from the general membership. Only members in good standing will be eligible to be candidates. Alumni publication, newsletter, postcard and web may do this call for nominations. Upon receipt of all nominations, the Alumni Relations Office will contact all nominees, to accept or decline the nomination. The Alumni Relations Office will tally all the votes and nominees will be notified of the results upon completion of the count. New officers will be announced during graduation. In the event that an officer is unable to complete his/her term of office, the next officer in line will assume the position. At the scheduled election of an alumni officer, a special election will be held concurrently to fill the vacated position, using the same procedures as the regular election.

Section 6.03     Logistics of Elections:

The Board of Directors and the Alumni Relations Office shall together agree on the logistics of the election in any given year.

Section 6.04           Resignation:

 Ref to Article IV section 8

Section 6.05    Removal:

 Ref to Article IV section 9

Section 6.06    Vacancies:

A vacancy in any office caused by resignation, removal, or death, may be filled for the unexpired term of the predecessor in office by the Board of Directors at any regular or special meeting.

Article VII.             DUTIES OF OFFICERS

Section 7.01     The Board of Directors:

It shall be the duty of the Board of Directors to administer all the affairs of the Association, and, notwithstanding the generality of the foregoing, the said Board shall have the authority to appoint the Chairs of Standing Committees (as in ARTICLE XI) and perform other duties whatsoever which are in keeping with the Bylaws, and necessary for the administration of the Association.

Section 7.02      The President:

The President shall assume all responsibilities and discharge all obligations and duties generally pertaining to that office. Without limiting the generality of the foregoing, he or she shall preside at all meetings of the Association, the Board of Directors and the Executive Committee; shall be entitled to sit as an ex-officio member of all committees of the Association; shall represent the Association on the Alumni Coordinating Board (ACB); and such powers that may from time to time be delegated to the President by the Board of Directors.

Section 7.03    The Vice-President:

The Vice-President shall assist the President and perform the duties of President in the absence of the President; shall liaise and report with chapter representatives; shall be the Chair of the Chapter Development Committee; and shall perform such other duties as may from time to time be delegated to him or her.

Section 7.04    The Treasurer:

The Treasurer shall keep an accurate account of all income and expenditures, and shall submit a report of the financial standing of the Association at such times as the Board shall request.  An annual report should be submitted to the members at the annual meeting.

Section 7.05    The Secretary/Editor:

The Secretary/Editor shall attend the meetings of the Association, and shall record the proceedings of such meetings; attend to correspondence, maintain custody of minutes, books, records, and perform such other duties as may be assigned by the Association.

Section 7.06    The Alumni Office:

Administrative responsibilities of the Officers may be delegated to the Alumni Office of the University. The Alumni Office shall keep a database of the name and address of each person eligible for membership in the Association and provide a voting ballot with the names of the candidates, Officers and Directors of the Association to be balloted. The Secretary/Editor shall notify the members in accordance with the Bylaws of the Association.

Article VIII.         ELECTION OF OFFICERS

Section 8.01    Officers:

The election of members of the Executive committee shall be as follows:

(a) The President of the Association shall appoint a Nominating Committee consisting of up to five (5) active members of the Association, of whom at least (3) are currently members of the Board. A current Board member not serving as an officer shall chair the Nominating Committee. The Committee shall be selected a minimum of four (4) months prior to the date of the annual meeting of the Association.

(b) The call for nominations shall be published in all alumni communications including newsletters, newspapers, magazines, websites and electronic broadcasts beginning five (5) months before the date of the election.

(c) The Nominating Committee shall confer and consider all names which have been suggested and upon receiving the consent of the selected persons, shall nominate at least one (1) person for each vacancy which shall occur on the Board.

Article IX.   MEETINGS

Section 9.01            Annual General Meetings:

The Association shall hold an Annual General Meeting at such time and place as may be determined by the Board of Directors, for the purpose of inducting newly elected directors and for the transaction of such other business as may come before the meeting.

Section 9.02           Voting:

At the annual meeting, a member shall be entitled to one vote per person by ballot. The Board may establish an alternative voting process.

Section 9.03           Mandatory Meetings for Officers:

There will be a mandatory meeting of all officers, newly elected officers, and the Board of Directors in July of each year or as otherwise determined by the Board of Directors. At this meeting the officers will also set dates for a minimum of three future meetings to take place in the coming year. These additional meetings are mandatory for all officers. Missing 50% of these meetings without due cause is reason for dismissal from office at the discretion of the Board.

Section 9.04           Notice of Meetings:

Notice of meetings shall be in writing and shall be served to participants by mail, facsimile, or email addressed to his/her last known address at least ten (10) days before the time designated for such meeting. 

Section 9.05           Special Meetings:

Special meetings may be called at any time by the President, or the Secretary on the request of a majority of the Board of Directors, upon giving at least ten (10) days notice of the time, place and purpose of the said meeting. No business shall be transacted at a special meeting that does not relate to the purposes stated in the notice.

Section 9.06           Committee Meetings:

Meetings of any committee shall, to the extent not otherwise specified in resolutions of the Board of Directors, be conducted as if the foregoing provisions of this Article were applicable.

Section 9.07           Schedule:

Meetings shall be held at the determination of the current officers of the Association. Meetings may be conducted through telecommunications equipment, provided all participants can hear others simultaneously.

Article X.      QUORUM

Section 10.01               Board of Directors:

Quorum for the Board of Directors and the Executive Committee meeting shall be fifty percent (50%) of the membership. The President shall not vote, unless to break a tie.

Section 10.02              Annual General Meetings:

Quorum for the Annual General Meeting shall be no less than ten per cent of the registered members

Section 10.03              Committees:

Two members of the Board of Directors who are members of a committee shall constitute a quorum for the transaction of business at any meeting of the committee.

Article XI.  COMMITTEES

Section 11.01                Standing Committees:

The Association shall establish Standing Committees as deemed necessary by the Board of Directors, composed of at least two members of the Board. Examples would include, but are not limited to, the Finance Committee, Website Committee, Bylaws and Objectives Committee and Publications Committee.