INDIANAPOLIS CHAPTER OF THE NEAL-MARSHALL ALUMNI CLUB MEETINGS AND BY-LAWS
The Indianapolis Chapter of the Neal-Marshall Alumni Club holds Monthly General Body Business meetings on the 3rd Wednesday at 7:00pm at IUPUI- University Hall, Room 1006. Meeting announcements and changes will be sent through regular Chapter communications.
DEFINITION OF TERMS
The term Chapter means the Indianapolis Chapter of the Neal-Marshall Alumni Club. The Chapter will be organized as an Affiliate society under the Bylaws and Articles of Incorporation of the Indiana University Alumni Association.
The term “Indiana University Alumni Association” (or Alumni Association) means the alliance of graduates, former students and friends of Indiana University who are joined together to promote the interests of Indiana University and its alumni.
The term “affiliate society” means an organization of the Indiana University Alumni Association. Its purposes will be the same as the purpose of the Indiana University Alumni Association, but in addition, may be organized for more specific objectives, such as promoting the interests of the Neal-Marshall Alumni Club and the Indianapolis Chapter.
The term ‘University’ means the Indiana University system.
The term ‘Board’ means the Chapter’s Executive Board.
Name. The name of this organization shall be the Indiana University Alumni Association’s Indianapolis Chapter of the Neal-Marshall Alumni Club, herein after referred to as The Chapter. This Chapter is an affiliate organization of the Indiana University Alumni Association, herein after referred to the Association.
Principle Office. The principal office of the Chapter shall be located in the city of Indianapolis, Marion County, Indiana.
Purpose. The Chapter is organized to promote the welfare of the University. In furtherance of this goal, The Chapter shall assist the Alumni Association to develop programs beneficial to Indiana University Purdue University Indianapolis (IUPUI). The Chapter shall work to primarily establish a network of close fellowship and cooperation among members of the IUPUI family (i.e., alumni, parents of students, and friends) residing in the Indianapolis metropolitan area; and secondarily promote networking amongst all IU-system African American alumni residing in the Indianapolis metropolitan area. Through this network The Chapter shall endeavor to enhance the area’s knowledge of IUPUI’s, the University’s, and the Alumni Associations’ programs and activities and the accomplishments of its students, faculty and alumni, and shall assist in IUPUI’s and the University’s recruitment of outstanding applicants for admission as well as their retention and graduation.
Fiscal Year. The fiscal year of The Chapter shall begin on the first day of July of each year and shall end on the last day of June next succeeding year.
Alumni Qualifications. All persons who are either graduates or former students of IUPUI or IU are considered alumni of IUPUI or IU and are eligible for membership in The Chapter. All other friends of IUPUI or IU are welcome to participate in the activities of The Chapter.
Membership Eligibility. There shall be two classes of membership in The Chapter, consisting of regular members and affiliate members. Alumni of IUPUI or IU may become regular members upon written application for such membership in accordance with the provisions of the Bylaws and other applicable rules adopted from time to time by the Board or by the Officers of The Chapter with the approval of the Board. Any person who is neither a graduate nor a former student of IUPUI or IU may become an affiliate member under the conditions as may be prescribed from time to time in these Bylaws or such other rules. Affiliate members shall have every right of membership except that of becoming an Officer or member of the Board and voting in Chapter elections. No person shall be entitled to more than one (1) membership, and no membership shall be transferable or assignable in any manner.
Dues. Membership dues shall be established in accordance with the Alumni Association and may be changed from time to time by the Alumni Association. The Chapter is an affiliate group of the Alumni Association, and membership in the Alumni Association includes membership in The Chapter.
MEETINGS OF MEMBERS
Place of Meetings. All meetings of the members of The Chapter shall be held at such place as determined by the Board.
Notice and Call of Meetings. The Board shall hold no less than two (2) General Business Meetings of the members of the Chapter a year. The meetings shall be held at the exact place and time to be set by the President of the Chapter. Notice of the place and time of the meetings shall be communicated to members at least thirty (30) days before each meeting. Such other meetings of the members as may be necessary may be called by the Board, upon thirty (30) days notice by mail or electronic medium to the members at their most recent address on file in the office of The Chapter.
Voting at Meetings. Every regular member shall have the right at every General Business Meeting to one (1) vote upon all matters submitted to a vote of members. Such vote may be cast in person at the meeting, and in the case of elections or specific questions submitted by ballot to the members, voting may also be by mail or electronic medium as prescribed and set forth by rules established from time to time by the Executive Board.
Quorum. A quorum for any meeting of members shall consist of a minimum of ten (10) members including of a quorum of the Board. The quorum of the Board shall consist of a majority of the Board members. At least one (1) Ex-Officio - University Representative Board Member must be present to conduct a meeting.
Election and Qualifications. The business of The Chapter shall be managed by the Executive Board. The Board shall consist each year of the six (6) Officers of the Chapter, at least three (3) regularly elected members of the Chapter (Members-At-Large), four (4) Ex-Officio members (e.g., the Executive Director of the National Neal-Marshall Alumni Club, an IUPUI Office of Alumni Relations representative, an Indiana University Foundation representative, and a representative appointed by the university) and such other members as the Board may designate from time to time.
The Members-At-Large and the non-university staff appointed Ex-Officio members of the Executive Board shall hold office for 2 years and until his/her respective successor is chosen and qualified. Only regular members of the Chapter on December 1 may be considered for nomination.
Vacancies. Any vacancy occurring on the Executive Board shall be filled by a majority vote of the Executive Board at any meeting called for such purpose. Any Executive Board member so elected will serve the unexpired term or until a successor is chosen.
Meetings. Meetings of the Executive Board shall be held on the request of the President or any member of the Executive Board at any reasonable and convenient place upon not less than forty-eight (48) hours notice specifying the time, place, and general purpose of such meeting. Notice of any special called meeting may be waived in writing or by electronic medium, and attendance at any meeting shall constitute a waiver of notice of such meeting. At least one (1) Ex-Officio - University Representative Board Member must be present to conduct a meeting.
Quorum. At any meeting of the Executive Board, a majority of the Executive Board shall constitute a quorum for the transaction of business, and the act of a majority of the Executive Board members present at a meeting at which a quorum is present shall constitute the action of the Executive Board unless the act of a greater number is required by law, or The Chapter’s Bylaws.
Record of Meetings. The Board shall keep a written record of its proceedings and shall make a summary written report to The Chapter at the General Business Meetings. It shall also report to the members of The Chapter from time to time, as the same may be necessary.
Responsibilities of the Executive Board. The Board shall have general management and supervision over the affairs of The Chapter. The Board has the authority, duty and responsibility to establish, and amend from time to time, the policies of The Chapter and the President has the duty, responsibility and authority to manage and administer The Chapter in accordance with such policies, the authority delegated to the President, the Board and all applicable law. The President has the further responsibility of presenting to the Board recommended policies of The Chapter for consideration and action by the Board and at all times shall attempt to keep the Board appropriately advised. For the Board to give full consideration to policies that are of a substantial and continuing value to The Chapter, it is desirable that the President should be delegated authority by the Board to manage and administer The Chapter and establish routine administrative procedures of The Chapter. The Board shall adopt The Chapter’s budget annually. Contracts and agreements of a substantial nature must be submitted to the Board for approval. All contracts will be executed by the University.
Compensation of the Executive Board. No member of the Board may receive compensation.
Past President’s Council. An advisory group shall consist of the initial Executive Board and all former living Presidents of The Chapter and shall be known as the Past Presidents’ Council. The Council shall be established to give advice and counsel to the Executive Board as needed. The Chancellor of IUPUI, the Executive Director of the National Neal-Marshall Alumni Club, the IUPUI Office of Alumni Association representative, and the current President of The Chapter shall serve as ex-officio members of the Past Presidents’ Council. The Past Presidents’ Council may meet twice each fiscal year; one such meeting may be held at a time and place designated by the Chair of the Past Presidents’ Council. The Chair of the Past Presidents’ Council shall be the immediate Past President of The Chapter whose term most recently expired.
Designation. The officers of The Chapter shall consist of a President, President-Elect, Immediate Past President, Vice President, Secretary, and Treasurer. The Executive Board may create such other offices as in its judgment the business of The Chapter may from time to time require.
Term of Office. An office begins July 1 and ends on June 30 of the following year. The term of office for President and Vice President is one (1) year. The person serving as President-Elect automatically becomes President upon the expiration of his or her term as President-Elect. In the event of a vacancy in the office of President-Elect, the Vice President automatically becomes President-Elect. The office of Vice President then shall be filled in accordance with Article V, Section 2, of these Bylaws until expiration of the term.
A person may serve as Secretary for a maximum of five (5) consecutive terms or as Treasurer for a maximum of five (5) consecutive terms.
Procedures for Election. The President will appoint a Nominating Committee of up to five (5) regular members not currently holding an elective office in The Chapter. The Immediate Past President of The Chapter shall appoint a chair for the Nominating Committee. The Nominating Committee will issue a call for names of persons to be considered for slating of Officers and Executive Board positions. Additional nominations may be made for any office by write-in or Petition by January 15 of the election year. The Nominating Committee shall prepare a list of candidates for office, which list may be distributed to all members of The Chapter by February 1 of the election year. The Nominating Committee shall supervise the election procedures and ascertain that all requirements are complied with to the fullest extent possible. The Nominating Committee shall tally the votes and shall certify the names of those elected to the current President of The Chapter.
Method of Election. The election of officers may take place between February 1 and 5:00 p.m. the day preceding the first General Business Meeting of the calendar year. Election voting may be by ballot which may be distributed by mail or electronic medium to all members at their most recent address on file in the Alumni Association Office before the first General Business Meeting. The persons receiving the greatest number of votes tallied at the meeting shall be declared elected.
Responsibilities of Officers. The responsibilities of the various officers shall be those usually associated with their respective offices.
A. President: The President shall be responsible for ensuring that the Board has general management and supervision over the affairs of The Chapter. The President shall participate in and preside over all meetings of the Board and all General Business Meetings. The President shall serve as Chairman of the Board and an ex-officio member of all Board designated committees, have the power to create any committees not specified in these Bylaws that are necessary to conduct Chapter business or organize events, and assist in the appointment of committee members. The President shall represent the Board in IUPUI, University, and all Alumni Association activities and inform the Alumni Association of Chapter activities and programs. For Chapter elections, the President will appoint a Nominating Committee.
B. President-Elect: The President-Elect shall participate in all meetings of the Executive Board and all General Business Meetings and shall perform such additional duties as may be delegated by the President. The President-Elect shall become acquainted with all the details of the office of President, and generally become prepared to serve as President. In the absence or disability of the President or Vice President, or at the office of President�s request, the President-Elect shall perform the duties of the President. The President-Elect shall serve for one (1) year as such and in the following year shall assume the office of President.
C. Immediate Past President: The Immediate Past President shall serve as a non-elected officer of the Board and shall participate in all meetings of the Board and all General Business Meetings. The Immediate Past President shall appoint a chair for the Nominating Committee during the elections process and carry out duties as assigned by the President or the Board.
D. Vice President: The Vice President shall participate in all meetings of the Executive Board and all General Business Meetings. In the absence or disability of the President, or at the President�s request, the Vice President shall perform the duties of the President. If the office of the President becomes vacant, the Vice President shall become President until the next annual (or designated) election of officers. The Vice President shall perform such additional duties as may be delegated by the President.
E. Secretary: The Secretary shall participate in all meetings of the Executive Board and all General Business Meetings and shall keep official minutes of all the Executive Board and General Business Meetings. The Secretary shall send copies of all official meetings to the Alumni Association office in a timely fashion.
F. Treasurer: The Treasurer shall participate in all meetings of the Executive Board and all General Business Meetings. In conjunction with the Executive Board, the Treasurer shall develop and monitor The Chapter's annual budget and be responsible for submitting a current financial report at each Executive Board meeting and all and the General Business Meetings. The Treasurer shall assist committee chairs as needed in management of committee budgets and shall assist the Secretary with the Chapter�s records as necessary. The Treasurer, working with the Chapter�s IUPUI campus Alumni Association liaison, shall oversee that all collections, receipts and disbursements are made in accordance with the guidelines set by the Alumni Association.
REMOVAL FROM OFFICE
Any Officer or Executive Board member may be impeached from office for malfeasance or misfeasance as an Officer or Board member; provided, charges shall be made in writing by at least three (3) Executive Board members and filed with the President, or if charges pertain to the President, they should be filed with the Vice President. The Board shall conduct public hearings not less than forty (40) days nor more than sixty (60) days following the filing of formal charges, notice of which hearings shall be given by mail or by electronic medium not less than thirty (30) days prior to the hearing. An Officer or Executive Board member so impeached shall be removed from office by three-fourths (3/4) majority of the entire membership of the Executive Board; provided, that a special meeting shall be held for that purpose and vote be taken within ninety (90) days after the filing of original charges, and the provisions herein as to notice and hearing have been strictly met.
Committees. The President may create committees, and/or ad hoc task forces as needed in conjunction with the Executive Board to generally review, analyze, oversee, or make recommendations to the President and/or Executive Board on various activities of The Chapter. The Chapter shall have the following standing committees:
- a) Activities and Events Committee
- b) Awards & Scholarship Committee
- c) Finance Committee
- d) Marketing and Communications Committee
- e) Recruitment Committee (Students, Alumni and Membership)
- f) Service and Mentorship Committee
Rules of Order. Meetings of the members of The Chapter and the Executive Board shall be governed by the rules contained in Robert’s Rules of Order Revised in all cases in which such rules are applicable and in which they are not inconsistent with the Bylaws.
Procedure for Amendment of Bylaws. The Executive Board may amend the Bylaws. Regular members may make recommendations to the Executive Board to amend the Bylaws from time to time. A two-thirds (2/3) vote of the regular members of The Chapter present at General Business Meetings must approve such proposed amendments.