Bylaws of the Alumni Association
ARTICLE I – NAME OF THE ASSOCIATION
The name of this organization shall be the Pacific University Alumni Association.
ARTICLE II – PURPOSE OF THE ASSOCIATION
The purpose of this Association shall be to extend and deepen the spiritual, intellectual and social relationship of college years and to further the welfare of Pacific University.
ARTICLE III – MEMBERSHIP OF THE ASSOCIATION
All graduates of Pacific University, Tualatin Academy, North Pacific College of Optometry, and the Oregon Graduate School of Professional Psychology (OGSPP); all former students who have completed at least one year of academic study at Pacific University; other former students who have expressed a desire to retain ties with the University (by submitting a request in writing to the Director of Alumni Relations); Honorary Degree recipients, and individuals honored by the Association through the Board of Director’s designation as “adopted alumni” are eligible for membership.
ARTICLE IV – BOARD OF DIRECTORS
Section 1.
COMPOSITION. (1) The management of the Association is vested in a Board of Directors comprised of four officers, twenty-one directors, two members of the University’s faculty, the President of the Student Alumni Relations Council (SARC), one graduate student appointed by the Professional Programs Council (PPC), and associate directors of the Association. Associate Directors have all rights and privileges of Directors except voting. Associate Director membership shall also be granted to the president/chair (or a designated representative) of each of the Graduate/Professional School alumni boards/councils and to regional chapter presidents/chairs. (2) The composition shall also strive to be representative of all aspects of the Association, and span as many decades as possible. The Board shall strive to have at least one alumnus representing each of the University’s colleges and schools: the Colleges of Arts and Sciences, Optometry, and Education, and the Schools of Dental Health Science, Occupational Therapy, Pharmacy, Physical Therapy, Physician Assistant Studies, and Professional Psychology. (3) The Director of Alumni Relations shall serve as an ex-officio non-voting member of the Board.
Section 2.
MEETINGS & QUORUM. (1) The Board of Directors shall meet quarterly, and at such other times as may be called by the President of the Association, the Director of Alumni Relations, or a quorum of the Board. Nine voting members of the Board shall constitute a quorum. Committee’s will convene at the request of the chair or staff liaison. (2) The Alumni Association will meet annually during Reunion Weekend
ARTICLE V – NOMINATIONS & ELECTIONS
Section 1.
NEW MEMBERS. New members and officers of the Board shall be elected by the Board and presented to the Alumni Association at the annual gathering during Reunion Weekend.
Section 2.
NOMINATIONS. The Executive Committee shall solicit from the membership of the Association suggested nominations for all positions. A Nomination request will be printed in the winter issue of the Pacific magazine, requesting nominations due by March 1. The committee shall then recommend one or more candidates for each position to the Board of Directors for approval at its spring meeting. Nominees will be invited to attend the meeting and names of new board members will be published in the summer issue of Pacific magazine.
Section 3.
LIAISON APPOINTMENTS. Each year, one faculty member shall be named to the Board by the University Faculty organization and shall serve a two year term. At the discretion of the President of the Board or the Director of Alumni Relations, a staff member(s) may be named as a non-voting liaison(s) to a committee(s).
Section 4.
VACANCIES. Any vacancy occurring in the Board of Directors shall be filled by the affirmative vote of a quorum of the Board, provided the remaining term of the vacant position is more than one year. If it is less than one year, the position may, at the discretion of the Executive Committee, remain vacant until filled in the manner provided herein at the following annual election.
Section 6.
REMOVAL. Any member of the Board of Directors may be removed, for cause, by the affirmative vote of two-thirds of the members of the Board.
Section 7.
TERMS & ATTENDANCE. Directors shall serve one (1) three-year term and upon completion of one term, may extend their service for a second term, with no member serving more than two (2) consecutive terms. Terms will run July 1 through June 30. Associate members shall be elected by a majority vote of the Board. Officers and associate members shall hold two-year terms. The officers shall be elected by the same ballot procedure as the Directors and may not serve two consecutive terms in the same office. Members (exclusive of associate members) who are absent from two successive regular meetings without notification to the President or Director of Alumni Relations is deemed to have resigned from the Board. The President or Director shall attempt to contact the member to discuss the situation before the member is replaced. The unexpired term of office shall be filled as outlined in Article V, Section 4.
ARTICLE VI – OFFICERS
Section 1.
NAMES. The officers of the Association are President, President-Elect, Past-President, Secretary, and Director of Alumni Relations (ex-officio/non-voting).
Section 2.
DUTIES OF OFFICERS. (1) The President of the Board of Directors will preside at all meetings of the Alumni Association and of the Board of Directors; will also appoint chairs of standing and special committees; will delegate to other members of the Board when necessary; will perform all executive and administrative duties pertaining to the office; will work in consultation with the Director of Alumni Relations; or those duties which may be assigned by the Association or the Board of Directors. (2) The President-Elect will assist the President and in his/her absence will assume the responsibilities and duties of that office. In the event of resignation, disability, or death of the President, the President-Elect will succeed the President and assume all responsibilities of that office; otherwise serves as a member of the Board of Directors before assuming the office of President. (3) The Secretary keeps a record of all proceedings of the Association and of the Board of Directors. S/He will also report once a year on the status of the Alumni Legacy Scholarship. (4) The Past-President shall serve on the Board of Directors one year after leaving the office of the President and serve as an advisor to the President and officers of the Association. Should the Past-President’s membership term expire before taking office, they shall serve as an associate member of the Board.
Section 3.
DIRECTOR OF ALUMNI RELATIONS. The Director of Alumni Relations is appointed by the University in consultation with the Board of Directors of the Association. The individual is a member of the University staff as well as an ex-officio officer of the Association and is responsible to the University’s administration. The Director of Alumni Relations maintains the Association office at the University, keeps the membership directory and files, and with the cooperation of the Board of Directors and the administration of the University, plans and implements the program of the Association. In the event of the disability of the Director of Alumni Relations or a vacancy in the office, the duties of the office are arranged for by the Vice President for University Relations in consultation with the Board of Directors.
ARTICLE VII – UNIVERSITY GOVERNANCE
Section 1.
UNIVERSITY COUNCIL. The Board of Directors shall be represented in University governance in accordance with the Bylaws of the Pacific University Governance System.
Section 2.
The President of the Board or Director of Alumni Relations may request to be heard by or present to the University’s Board of Trustees by contacting the Office of the President or Chair of the Board of Trustees.
ARTICLE VIII – COMMITTEES
Section 1.
REGULAR COMMITTEES. Each year, regular committees shall be appointed by the President to discharge the duties of the Board of Directors. The chairs of all regular committees shall be members of the Board of Directors. Each member and associate member of the Board shall serve as a participant on at least one regular committee.
Section 2.
EXECUTIVE COMMITTEE. The Executive Committee includes the President, President-Elect, Secretary, Past-President, Director of Alumni Relations, and all regular committee chairs. It shall meet as needed to coordinate long-range planning and to expedite the business of the Association and shall perform specific duties designated by the Board of Directors. A quorum shall be a majority of the members of the Executive Committee. All action of the Executive Committee shall be reported to the Board of Directors. The Executive Committee is not empowered to amend the Bylaws of the Association.
Section 3.
OTHER COMMITTEES. Temporary and special committees are appointed as the need arises.
Section 4.
APPOINTMENT. Regular, temporary, and special committees are ordinarily appointed by the President, or in the latter's absence by the President-Elect, but temporary and special committees authorized by the Board of Directors may be elected by the Board at its discretion.
ARTICLE IX – ALUMNI RECOGNITION
Section 1.
OUTSTANDING ALUMNI AWARDS. Each year, the Alumni Association recognizes alumni in two categories during Reunion Weekend. Individual alumni shall be selected for this recognition based on (1) SERVICE: significant contributions of time, service, and talents to Pacific University throughout the years; (2) ACHIEVEMENT: contribution to community or profession, recognizing those who have made tremendous accomplishments toward their life goals. All alumni are eligible for the Outstanding Alumni Awards except those who have received an honorary degree from the University. Alumni will not be eligible until 10 years after their class reunion year. Only nominations made by alumni, current/former faculty, and administration are accepted, and are due in mid-January – date to be set by the alumni director. A call for nominations shall be printed in the fall issue of Pacific magazine. Special consideration shall be given to nominees from the classes celebrating their 25th and 50th year reunions. Nominations shall be reviewed by the Executive Committee and presented to and confirmed by a majority vote of the Board of Directors.
Section 2.
YOUNG ALUMNI LEADERSHIP AWARDS. Each year, the Alumni Association recognizes alumni who graduated within the past 10 years, during Reunion Weekend. Individuals shall be selected for this recognition based on outstanding leadership in their vocation, community service, and/or service to the University. Only nominations made by alumni, current/former faculty, and administration are accepted, and are due in mid-January – date to be set by the alumni director. A call for nominations shall be printed in the fall issue of Pacific magazine. Special consideration shall be given to nominees from the class celebrating their 10th year reunion. Nominations shall be reviewed by the Executive Committee and presented to and confirmed by a majority vote of the Board of Directors.
Section 3.
OUTSTANDING GRADUATE AWARDS. Each year, the Alumni Association recognizes graduating students from each of the University’s colleges and schools. These awards are presented during each of the College/School award programs and in some cases, during the hooding ceremonies. Individuals shall be selected for this recognition based on outstanding campus leadership and involvement, community service, academic achievement, and/or service to the University. Awardees are selected by the academic dean or program director, with the exception of the undergraduate College of Arts and Sciences, where students are nominated by faculty members. Nominations shall be reviewed by the Executive Committee and presented to and confirmed by a majority vote of the Board of Directors.
ARTICLE X – AMENDMENTS
These Bylaws may be amended: (l) by a two-thirds vote of the Association at its annual meeting, provided that publication of the proposed amendment has been submitted to the Association membership at least 30 days in advance of the meeting; or (2) by a two-thirds vote of the Board of Directors of the Association and then publication of the proposed amendment in an all-alumni publication at least 30 days in advance of the final vote by the Board of Directors.*