Alumni Association - Bylaws

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CONSTITUTION OF THE UNIVERSITY OF MASSACHUSETTS MEDICAL SCHOOL ALUMNI ASSOCIATION



ARTICLE I – NAME

The name of this Association shall be the “University of Massachusetts Medical School Alumni Association (the Association). 



ARTICLE II – PURPOSE


The objectives of this Association shall be to promote the interest of and to increase the usefulness of the University of Massachusetts Medical School (UMMS) in advancing medical education and improving care of the sick. The Association shall promote interactions of the alumni with each other, with our students, and with School of Medicine (SoM) leaders for the mutual benefit of all and of UMMS. 


ARTICLE III - MEMBERSHIP


Section 1. Classes of Membership: Membership in the Association shall consist of (a) Active Members; and (b) Honorary Members.

Section 2. Active Membership: All graduates of UMMS School of Medicine (SoM) shall automatically become Active Members of the Association upon graduation.  Active Members shall be entitled to receive all correspondence, to attend all meetings of the Association, to have the privilege of the floor, to make motions, to vote and to hold office as described herein.

Section 3. Honorary Membership: Honorary Membership may be conferred by the Board of the UMMS Alumni Association (the Board) to any individual who has made outstanding contributions to UMMS or to its Alumni.  Honorary Members may receive all correspondence and attend all meetings of the Association without capacity to vote.

Section 4. Termination of Membership: Any member may terminate his/her membership by submitting a written resignation to the President of the UMMS Alumni Association.


ARTICLE IV –BOARD OFFICERS AND DUTIES


Section 1. Officers: The officers of the Association will be President, Vice-President/President Elect and Secretary.

Section 2. Election and Terms of Office: The officers shall be elected at the Annual Meeting of the Association to serve for terms of two years and may be re-elected for one 2 year term. Officers will assume their respective duties at the time of their election.

Section 3. Duties: The officers shall perform the duties prescribed by these Bylaws and by the parliamentary authority adopted by the Association.

Section 4. President: The President shall be the principal executive officer of the Association and shall in general supervise and control all the business of the Association.  He/she shall preside at all meetings of the Association and of the Board.  He/she shall call regular and special meetings, as herein provided, and shall cast a deciding vote in all cases of a tie, except in the election of officers.  He/she shall appoint Standing and Special Committees and shall perform all other duties incidental to the Office of President and such other duties as may be prescribed by the Board from time to time.  Additionally, it is the President’s responsibility to liaise with SoM administrative committees to support and promote alumni involvement on those committees.  The President will work with the Director of Alumni Relations so that he/she may assist with business of the Association.

Section 5. Vice-President/President Elect: The Vice-President shall perform such duties as may be delegated to him/her by the President or by the Board.  He/she shall work closely with the President in the performance of the duties of that office, assisting wherever possible and be prepared to assume those duties whenever necessary.  In the absence of the President, the Vice-President shall perform all the duties of the President and preside over all meetings.

Section 6. Secretary:  The Secretary or his/her agent shall keep a record of the proceedings of all meetings of the Association and of the Board, give due notice of all meetings, notify all members and officers of their election, notify all committees of their appointment, keep the original By-Laws and all standing resolutions and have charge of letters and correspondence as may be directed by the Board.  He/she shall be a member of the Board.  The Secretary shall perform such duties as may be delegated to him/her by the President or by the Board.  The position of Secretary may remain vacant until filled by election or appointment by the President.

Section 7. Compensation: No officer or member of the organization is entitled to any pecuniary profit, income, loan or right from the Association either during its existence or upon its dissolution.


ARTICLE V –BOARD


Section 1. Duties:  The affairs of the Association shall be managed by the Board.

Section 2. Composition. The Board shall consist of the President, Vice-President/President Elect and Secretary.  There shall be additional At-Large Members not to exceed 20 nominated by the Board and elected by the membership at the Annual Meeting.  At-Large Members of the Board shall serve for a term of two years and may be re-elected twice.  

Section 3.  Vacancies:  If vacancies exist on the Board after elections, At-Large Board vacancies may be filled at the discretion of the Board. 

Section 4.  Meetings: the Board shall hold at least three meetings each year, one in the fall, one in the winter, and one to coincide with the Annual Meeting of the Alumni Association in conjunction with the SoM Reunion.  The President may postpone or cancel stated meetings. 

Section 4A.  Special Meetings:  Special meetings of the Board may be called by the President or any three members of the Board.  Notice of regular and special meetings of the Board shall be given at least five working days in advance by written notice delivered personally or sent by e-mail to each member of the Board.  A majority of Board members shall constitute a quorum for any regular or special meeting of the Alumni Board. 

ARTICLE VI - MEETINGS OF THE ASSOCIATION


Section 1. Annual Meeting:  The annual meeting of the Association may be held in Worcester, Massachusetts, in conjunction with the SoM Reunion, or as otherwise decided by the Board.  The President shall submit an annual report to the Association at its annual meeting.

Section 2.  Business Meeting: The order of business at all Annual Meetings of the Association shall be as follows:

1. call to order
2. reading and approval of minutes
3. reports of officers
4. reports of regular committees
5. reports of special committees
6. unfinished business
7. new business
8. adjournment


Section 3.  Special Meetings: Special meetings of the members of the Association may be called by the President and a majority of the Board.  The president may postpone or cancel stated meetings.   Appropriate written notice including the purpose of such meeting shall be delivered to the membership not less than ten working days prior to scheduled date of the meeting.


ARTICLE VII - STANDING COMMITTEES


Section 1. General: There shall be standing committees of the Board, appointed by the President, subject to the approval of the Board.  The purpose of these committees is to advise the Board concerning matters designated for that committee’s activities.  Committee members shall serve as indicated and elect their own chair person.

Section 1A. Nominating Committee: The Nominating Committee shall consist of at least three active Board members to serve for one year.  It is the duty of this Committee to present a slate of candidates for the offices and At-Large Members of the Board to be filled at the Annual meeting.  At the Annual meeting, additional nominations from the floor shall be permitted.

Section 1B. Bylaws Committee: The Bylaws Committee shall consist of at least three active or past Board members to serve for one year.  The Committee shall consider all proposed changes in the Bylaws and submit their recommendations to the Board.  The Committee shall undertake a complete review of the Bylaws as needed.  The President may appoint past members of the Board ex officio as appropriate.

Section 1C. Awards Committee: The Awards Committee shall consist of at least three active Board members to serve for one year.  It is the duty of this Committee to provide input for the nomination and/or selection of recipients for alumni awards given by the Board on behalf of the Association   The President may appoint non-Board members ex officio as appropriate.

Section 1D. Programs Committee:  The Programs Committee shall consist of at least three active Board members to serve for one year.  It is the duty of this Committee to review the overall direction of the Association's outreach programs. The President may appoint non-Board members ex officio as appropriate.

Section 1E. Student/Alumni Committee:  The Student/Alumni Committee shall consist of at least three active Board members to serve for one year.  It is the duty of this committee to help in creating programs that will facilitate student and alumni interaction.  This committee shall invite each graduating class to identify a representative to further communication with the Association and maintain class connection with the school.

Section 1F. Curriculum Representative:  The Board will appoint one representative to the SoM Educational Policy Committee. The SoM Bylaws reserve a voting seat on the EPC membership for “one alumnus representative selected by the SoM Alumni Board.”   The representative will make a report to Board at least annually.

Section 1G. Admissions Representative:  The Board will appoint one representative to the SoM Admissions Committee, in accord with the SoM Bylaws.  The representative will make a report to the Board at least annually. 


Section 2. Other Committees:  Other and special committees may be appointed by the President as the Board deems necessary to carry out the work of the Association.  The President shall be ex officio member of all committees except the Nominating Committee.  A simple majority shall constitute a quorum of all Committee deliberations and actions.


ARTICLE VIII - PARLIAMENTARY AUTHORITY


Robert Rules of Order, Revised, shall govern the conduct of all meetings of the Executive Board and of the Association where appropriate and consistent with these By-Laws.


ARTICLE IX - AMENDMENTS


The Constitution may be amended by majority vote of the members of the Association present at the annual meeting, or by proxy through the mail, or at any special meeting called for such purpose, notice of such amendment having been given in the call for the meeting.


ARTICLE X - EX-OFFICIO ALUMNI BOARD MEMBERS


Past Presidents of the Alumni Association will have a permanent ex-officio position on the Board. 

 

Bylaws Board approved 10/18/16

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