Alumni Association Bylaws

Last revised on March 23, 2009

ARTICLE I - NAME

The name of the organization shall be the "Florida Institute of Technology Alumni Association "also referred to as "Florida Tech Alumni Association" or simply the "Association."

ARTICLE II - PURPOSE & OBJECTIVES

The Alumni Association is the official Association for all the alumni of the institution. The purpose of the Alumni Association is to promote a lifelong relationship of mutual benefits and assistance to both the university and alumni. To fulfill the mission and purpose of this organization, its objectives will be to:

  • Strengthen the ties and contacts between the university and the alumni,
  • Increase fellowship among the members of the association as fellow alumni with common interests,
  • Promote mutually beneficial contacts between students and alumni,
  • Support student activities to supplement and diversify the educational experiences available at the university.
  • Promote the identity and recognition of the university both nationally and internationally,
  • Support the quality of education and well-being of the university, and
  • Assist the university in obtaining human and financial resources necessary to fulfill its mission.

ARTICLE III - ASSOCIATION MEMBERSHIP

3.1 Regular Membership

Regular membership shall include any person who has graduated from the university. Every regular member in good standing shall be entitled to one vote.

3.2 Associate Membership

Associate membership shall be open to students, prior students, individual supporters of the university and faculty, staff and members of the Board of Trustees of the university. Every associate member in good standing shall be entitled to one vote.

3.3 Corporate Membership

Corporate membership shall be open to all corporations interested in supporting the purpose of the association and shall be approved by the Board of Directors.

3.4 Honorary Membership

Same as existing paragraph 3.2 but with the additional sentence. "Honorary Members shall be approved by the Board of Directors."

3.5 Good Standing

The definition of good standing herein will be defined by the Board of Directors. The Membership Committee may from time to time recommend revisions to this definition.

3.6 Paid Membership

The Board of Directors may stipulate that any category of membership defined herein be a paid membership and may establish a subcategory for any category of membership herein as a paid membership. The dollar amounts for paid membership shall be determined by the Board of Directors. The Finance Committee and/or Membership Committee may from time to time recommend amounts or subcategories for paid memberships.

ARTICLE IV - MEETINGS OF THE ASSOCIATION

4.1

The annual meeting of the association shall be held in conjunction with Homecoming; in the event there is no Homecoming Weekend, the President will designate a time and location.

4.2

All meetings of the Association shall be conducted in accordance with Robert's Rules of Order.

4.3

General meetings of the Association, other than the annual meeting, shall be held at such time and place as designated by the President or his designee or at the request in writing of a majority of the members of the Board of Directors. The Executive Director will issue notification of a general meeting.

4.4

Written notice of the annual meeting will be announced in the spring issue of the alumni magazine; written notice of other meetings will be announced in the alumni magazine or by separate written or electronic correspondence.

4.5

Members attending shall constitute a quorum.

ARTICLE V - BOARD OF DIRECTORS

5.1

The Board of Directors shall manage the business of the Association.

5.2

The membership of the Board of Directors shall consist of not less than 35 members and no more than 45 individuals. All elected board members shall mandatorily be a paid member of the Florida Institute of Technology Alumni Association.

5.3

The following University officials shall be ex-officio, non-voting members of the Board of Directors:

  1. President of the University
  2. Vice President for Advancement
  3. Associate Vice President for Advancement
  4. Executive Director of the Alumni Association and Board of Directors

5.4

The Associate Director of the Alumni Association will be designated as the Assistant Secretary of the Board.

5.5

Faculty representative/s and student representative/s, appointed by the university president, will be invited to meetings and functions as non-voting members. They will serve as a liaison between the association and the faculty and the association and the student body respectively.

5.6

Resignation of directors and officers may be submitted to the Executive Director at any time, who will inform the president. Announcement of resignation will be made at the next meeting of the board.

5.7

The board may remove any member of the board for good cause at a regular meeting or special meeting. Inactivity of a board member shall be considered sufficient cause for removal. All members of the board shall be given special written notice of such proposed action. The board may remove a member from office by a majority plus one vote of the total number of voting directors then serving.

ARTICLES VI - MEETINGS OF THE BOARD OF DIRECTORS

(Section 6.2 revised May 18, 1996)

6.1

The annual meeting of the board shall be held each year prior to the annual association meeting.

6.2

Regular meetings of the board shall be held at least two times each year including the annual meeting, with one meeting each in the fall and spring. The president shall set the time and date of meetings at the annual meeting. Written or electronic notice for a regular meeting of the board will be issued not less than 30 days nor more than 60 days prior to the meeting.

6.3

Special meetings of the board may be called at any time by the president, the executive director, or 50 percent or more of the board. Notification of a special meeting will be issued in writing or via e-mail, in as expedient a manner as possible, preferably 14 days prior to meeting.

6.4

Meeting requests shall state the purpose or purposes of the scheduled meeting; business to be transacted at regular meetings shall be announced in the written notice of the meeting.

6.5

The Board of Directors shall conduct such business as may come before it by a majority vote of the voting members present. Board members may participate telephonically, including by fax and e-mail.

ARTICLE VII-DUTIES OF THE OFFICERS

7.1 DUTIES OF THE PRESIDENT:

The President shall be the primary spokesperson for the membership of the association. The president shall preside over all meetings of the association and the Board of Directors. The president shall have general charge of the business affairs and property of the association and shall exercise general supervision over its officers and membership.

7.2 DUTIES OF THE VICE PRESIDENT(S):

As principal deputy(s) to the president, a Vice-President may act in the president's absence when appropriate or when specifically requested to do so. Other specific duties of the Vice President are as specified by the president, or as assigned by the Board of Directors from time to time.

7.3 DUTIES OF THE EXECUTIVE DIRECTOR:

The Executive Director shall be responsible for the day-to-day affairs and management of the association, subject to the direction of the board and consistent with the powers and duties of the officers as defined in the bylaws. The executive director will conduct the general correspondence of the association, have charge of its records and papers, and perform other such duties as the board and executive committee may request.

7.4 DUTIES OF THE SECRETARY:

The secretary shall give notice of all meetings, keep records of the proceedings of all board meetings and business matters, and perform any other duties pertaining to the office of secretary.

7.5 DUTIES OF THE ASSISTANT SECRETARY:

The assistant secretary shall assist the secretary of the board in recording the minutes of all annual and special meetings of the board or executive committee, and in accomplishing all paperwork necessary to the administration of the association.

7.6 DUTIES OF THE TREASURER:

The treasurer shall be responsible for all funds of the association and shall be chairperson of the Budget and Finance committee. The treasurer shall be responsible for overseeing the receipt and disbursement of the monies of the association, subject to the approval of the board, although actual transactions will be handled by the executive director's office. The treasurer shall present a yearly financial statement and a proposed annual budget at the spring Board of Directors meeting. The treasurer shall report on the financial status of the association at all regular meetings of the board and shall oversee the necessary financial records of the association.

ARTICLE VIII - NOMINATIONS & ELECTION OF ALUMNI BOARD OF DIRECTORS AND OFFICERS

(Revised October 17, 1997)

8.10

The Nominations Committee shall meet as needed during the year to consider potential board members and officers. Nominations will be solicited from the membership, as well as the board. The Nominations & Membership Committee will report its nominations to the board at the fall meeting, from which a slate of nominees for each of the vacant elective positions as well as nominees for officer positions shall be prepared. The board will elect new members and officers after consideration of the slate. Members and officers will be installed at the homecoming meeting at which time their respective terms of office shall commence.

8.2

The administration and general management of the association shall be vested in a board of directors and officers. The terms of office are as specified below and shall begin upon installation.

  1. President 1 Year: Can be re-elected 1 term, then must wait 2 terms before eligible for re-election.
  2. Vice President 1 Year: Can be re-elected
  3. Secretary 1 Year: Can be re-elected.
  4. Treasurer 1 Year: Can be re-elected.
  5. Board of Directors 3 Years for initial term: Can be re-elected. Subsequent terms shall be for three years for a total of nine consecutive years at the discretion of the continuing member. Then, must wait 1 year for re-election.
  6. The immediate past president (IPP) shall continue as a non-voting, ex-officio member of the board/executive committee in such case when his/her term may be subject to term limitations as set forth in Article 8.2.F. Refer to Article 9.2.1.

8.3

Vacancies in any office or board position may be filled by a qualified person nominated by the Nominations and Membership Committee and approved by the board for the unused portion of the term of office.

8.4

Anytime there is more than one candidate for one position; elections for that office will be by secret ballot.

ARTICLE IX - COMMITTEES

(Section 9 revised on February 23, 1995, May 18, 1996, October 19, 2001 and October 18, 2002)

9.1

The Board of Directors shall form the following standing committees. The president of the alumni association will appoint chairs of the committees. The president of the alumni association, the executive director, and the vice president to whom the association reports shall be ex-officio members of all committees.

  1. Executive Committee
  2. Alumni Relations Committee
  3. University Relations Committee
  4. Student Relations Committee
  5. Finance Committee
  6. Nominations/Membership Committee
  7. Alumni Board Advisory Council

9.2 EXECUTIVE COMMITTEE:

The Executive Committee provides overall direction for the board and its committees. It shall be comprised of the officers and two other members of the Board of Directors appointed by the president. In addition, the immediate past president shall serve as an ex-Officio member of the Executive Committee. It shall advise the board and make interim policy interpretations between board meetings. The committee is empowered to act on behalf of the board of directors when necessary, subject to the subsequent ratification of the board. In such instances, the Executive Committee shall have all the powers of the Board of Directors, except the powers to make or amend bylaws. It is also responsible for the development of a long-range plan, updated yearly, that will outline the general scope and breadth of organized alumni activities the association desires.

1. The immediate past president (IPP) shall continue as a non-voting, ex-officio member of the board/Executive Committee in such case when his/her term may be subject to term limitations as set forth in Article 8.2.F.

9.3 ALUMNI RELATIONS COMMITTEE:

This committee is responsible for building good relationships between the alumni association and the alumni. It develops networks among our alumni to facilitate professional interaction and career opportunities for alumni and current students. This committee also works to establish, expand, and promote chapters and other alumni organizations. It advises staff and chapter leaders in the areas of planning, chapter development, and program promotions. This committee also ensures that the alumni association utilizes the most effective communication and marketing techniques and vehicles to reach our alumni. It is concerned with improving communication with alumni in order to facilitate greater involvement of alumni in association programs and services. It reviews and recommends new programs and services for alumni.

9.4 UNIVERSITY RELATIONS COMMITTEE:

This committee is responsible for improving relations between the alumni association and the university by developing programs which support the university in achieving its goals. It assists the Office of Development in generating donor resources for the enhancement of the University. The Associate Vice President for Development shall be an ex-officio member of this committee.

9.5 STUDENT RELATIONS:

This committee is responsible for developing good relationships between alumni and current students. A primary responsibility is to support and encourage the student-alumni program that is building closer links between alumni and students through service projects, which support the mission of Florida Tech. This committee is also responsible for coordinating alumni related-homecoming activities and for promoting alumni participation.

9.6 FINANCE COMMITTEE:

This committee reviews and oversees the financial affairs of the association and recommends an annual association budget to the board of directors. This committee is also responsible for implementing association programs and activities designed to benefit the members and/or promote revenue sources for association programs. Activities such as group insurance, credit cards, travel, and similar programs are in this committee's purview.

9.7 NOMINATIONS/MEMBERSHIP COMMITTEE:

This committee is responsible for searching out and evaluating prospective members of the board. In preparing recommendations for board membership, the committee ensures appropriate alumni representation from the various geographical areas, organizational units, and demographic characteristics of the alumni. The committee evaluates current members of the board for possible re-election and considers nominations from the general membership to the board. The committee also evaluates current board members in order to provide a selection of candidates for officer positions. The committee also nominates an individual for any vacancy of an office or board position. This committee is also responsible for reviewing criteria for honors and awards established by the board. It receives nominations and makes recommendations of recipients of annual honors and awards. This committee also assists in developing award presentation ceremonies.

9.8 ALUMNI BOARD ADVISORY COUNCIL (ABAC):

This committee shall be composed of all prior association presidents, the current president, vice president and board members who by virtue of service and experience warrant membership. The executive committee shall extend invitations to the latter. Operating in an ex-officio capacity, the Alumni Board Advisory Council's mission shall be to advise the officers and Executive Committee when called upon relating to matters of long tern planning and significance.

ARTICLE X - RELATIONSHIP WITH THE UNIVERSITY

10.1 GENERAL RELATIONSHIP:

In accordance with the stated purposes of the association, the Board of Directors shall make all reasonable efforts to maintain good relations and communication with the university and its constituents.

10.2 FINANCIAL RELATIONSHIP:

The Office of Alumni Affairs, under the direction of the Executive Director of the alumni association, is responsible for all alumni programs. The alumni association is separately constituted as a critical and essential part of the overall alumni program. The university provides an operating budget to the alumni office to conduct alumni activities and programs, including association related activities. The association may also generate funds to be used at its discretion to supplement these programs and activities. To accommodate association generated and controlled funds, the University will set up restricted accounts in the association's name, which will be managed by the executive director on behalf of and under the direction of the board. The signatories shall be the President, Treasurer, or Executive Director.

XI - AMENDMENTS

11.1

These by-laws may be amended by a two-thirds majority vote of Board members in attendance or participating via telephone at any scheduled meeting.

11.2

Notice of proposed amendments shall be given in the regular meeting notice.

11.3

Exceptions to these by-laws, which do not constitute a permanent change to these by-laws, shall require a written vote of three-quarters of the entire voting Board membership. 2.9.09

Alumni Affairs

150 W. University Blvd. Melbourne, FL 32901
Phone: (321) 674-7190  |  Fax: (321) 674-7210
alumni@fit.edu

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