Bylaws of the Alumni Association
The Pacific University Alumni Association abides by the following bylaws, which align with a recent restructure of the Board.
More information about the bylaws and the restructure is available here.
The Office of Alumni Relations welcomes questions or requests for additional information at 503-352-2057 or firstname.lastname@example.org.
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 deepen the engagement of alumni and students in a lifelong relationship with Pacific University 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 study or who have expressed a desire to retain ties with the University; Honorary Degree recipients are eligible for membership.
ARTICLE IV – BOARD OF REPRESENTATIVES
COMPOSITION. (1) The management of the Association is vested in the Board of Representatives of the Association. The Board of Representatives is supported by the larger Alumni Council comprised of volunteer leaders who serve on committees appointed by the Board of Representatives. The Board of Representatives is comprised of four officers and the chairs of each committee. The officers, along with the Director of Alumni Relations (ex officio) comprise the Executive Committee (see article VIII, Section 1) (2) The composition of the Alumni Council and the Board of Representatives shall strive to be representative of all aspects of the Association. (3) The Director of Alumni Relations shall serve as an ex-officio member of the Board of Representatives and the Executive Committee and vote only in instance of a tie.
MEETINGS & QUORUM. (1) The Board of Representatives shall meet at least twice annually, 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 of Representatives. Two-thirds of current voting members of the Board of Representatives shall constitute a quorum. Representatives may participate in meetings by telephone by request. Committees will convene at the request of the chair. (2) The Alumni Association, represented by the Alumni Council, will meet annually.
ARTICLE V – NOMINATIONS & ELECTIONS
NOMINATIONS. The Alumni Council shall solicit from the membership of the Association suggested nominations for all positions. The Alumni Council shall then recommend one or more candidates for each voting position to the Board of Representatives for approval where Board of Representatives membership will be granted by the affirmative vote of two-thirds of the current voting members of the Board. Nominees approved by the Executive Committee will be invited to attend a meeting. Non-voting Alumni Council members are appointed under the terms of Article VIII, section 3.
LIAISON APPOINTMENTS. At the discretion of the Committee chair faculty, staff and students may be named as non-voting liaisons to Alumni Council committees.
VACANCIES. Any vacancy occurring in the Board of Representatives shall be filled by the affirmative vote two-thirds of the current voting members of the Board of Representatives..
REMOVAL. Any member of the Executive Committee, Board of Representatives or Alumni Council may be removed by the affirmative vote of two-thirds of the current voting members of the Board of Representatives.
TERMS & ATTENDANCE. Board of Representatives members 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. The term of service may be extended for members of the Executive Committee if Executive Committee term extends beyond Representative term. Terms will run July 1 through June 30. 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 of Representatives. 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. The officers shall be elected to serve two year terms by the same ballot procedure as the Representatives and may not serve two consecutive terms in the same office. If an officer leaves the board before the end of term, a replacement may be identified by an affirmative two-thirds vote of the current voting members. There are no term limits or attendance requirements for non-voting Alumni Council members.
ARTICLE VI – OFFICERS
NAMES. The officers of the Association are President, President-Elect, Past-President and Secretary.
DUTIES OF OFFICERS. (1) The President of the Board of Representatives will preside at all meetings of the Alumni Association and of the Executive Committee; will also appoint chairs of standing and special committees; will delegate to other members of the Board of Representatives 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 Representatives. (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 Representatives before assuming the office of President. S/He will also report once a year on the status of the Alumni Legacy Scholarship. (3) The Secretary keeps a record of all proceedings of the Association and of the Board of Representatives. (4) The Past-President shall serve on the Board of Representatives as an advisor to the President and officers of the Association.
DIRECTOR OF ALUMNI RELATIONS. The Director of Alumni Relations is appointed by the University in consultation with the Board of Representatives 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, works with others at the University to keep the membership directory and files, and with the cooperation of the Board of Representatives 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 Advancement in consultation with the Executive Committee. The Director of Alumni Relations may vote in instance of a tie.
ARTICLE VII – UNIVERSITY GOVERNANCE
UNIVERSITY COUNCIL. The Board of Representatives shall be represented in University governance in accordance with the Bylaws of the Pacific University Governance System. The Board of Representatives will appoint a representative annually.
The President of the Board of Representatives 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 after consultation with the Vice President for University Advancement
The Alumni Association and all councils and committees included within are unincorporated entities, established, sanctioned by and affiliated with Pacific University, an existing non-profit corporation.
ARTICLE VIII – COMMITTEES
EXECUTIVE COMMITTEE. The Executive Committee includes the President, President-Elect, Secretary, Past-President and Director of Alumni Relations (ex-officio). 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 Representatives. All action of the Executive Committee shall be reported to the Board of Representatives. The Executive Committee is not empowered to amend the Bylaws of the Association or take other action without consultation with the Board of Representatives. The Executive Committee is empowered to make recommendations to the Board of Representatives when situations arise that are not addressed by the bylaws. Resolutions to address unforeseen situations may be enacted with an affirmative vote of two-thirds of current voting members. The bylaws may be amended to further address these situations, in accordance with Article X.
Awards & Scholarship Committee
One of the officers, appointed by the President, will chair the Awards & Scholarship Committee. Any member of the Alumni Association may serve on this committee. Members of the Executive Committee are encouraged to participate. This committee is tasked with coordinating the selection of Award recipients and make recommendations to the University pertaining to the selection of Alumni Board Legacy Scholarship Recipients. All committee recommendations will be brought to the Board of Representatives for a final vote.
One of the officers, appointed by the President, will chair the Fundraising Committee. Any member of the Alumni Association may serve on this committee. Members of the Executive Committee are encouraged to participate. This committee is tasked with 1. Maintaining annual philanthropic contributions by all Board of Representatives members; 2. Supporting University fundraising efforts as directed by the Office of University Advancement. All committee recommendations will be brought to the Board of Representatives for a final vote.
A member of the Board of Representatives, appointed by the Board, will serve as chair of the Reunions committee. This committee is tasked with increasing number of volunteers who support reunions with an overall effort to increase alumni attendance at reunions and philanthropy associated with reunions. All committee actions will be reported to the Board of Representatives.
REGULAR COMMITTEES. Each year the Executive Committee will review potential new committees and appoint new committees to fulfill the mission of the Association. The chairs of all regular committees shall be members of the Board of Representatives. Membership of each committee is comprised primarily of non-voting Alumni Council members and can include faculty, staff and students. Board of Representatives members must participate in at least one committee and all committees must be led by a Board of Representatives member who must be an alumnus or member of the university community. Nominations of committee members can be made by any member of the University community and are approved by the committee chair and/or the Director of Alumni Relations. Committees will meet regularly in addition to regular Alumni Council and Board of Representatives meetings. All committee actions will be reported to the Board of Representatives.
OTHER COMMITTEES. Temporary and special committees are appointed as the need arises.
ARTICLE IX – ALUMNI RECOGNITION
ALUMNI AWARDS. Each year, the Alumni Association recognizes alumni in multiple categories. Nominations shall be reviewed by the Awards & Scholarship Committee and presented to and confirmed by a two-thirds vote of the current Board.
OUTSTANDING GRADUATE AWARDS. Each year, the Alumni Association recognizes graduating students from each of the University’s colleges and schools. Nominations shall be reviewed by the Awards & Scholarship Committee and presented to and confirmed by a two-thirds vote of the current Board.
The Alumni Association has established a scholarship to recognize students who are direct descendants of Pacific University Alumni. This scholarship is awarded annually to students from Legacy families who meet the stated academic criteria. The Awards & Scholarship Committee will work with University staff to ensure this scholarship is awarded according to the fund criteria and arrange for opportunities for the Board of Representatives to meet the recipients.
ARTICLE XI – AMENDMENTS
These Bylaws may be amended by a two-thirds vote of the current Board of Representatives of the Association and then published for review least 30 days in advance of the final vote by the Board of Representatives.*
* Approved by the Alumni Association at its annual meeting in 1864. Amended 1892, 1919, 1924, 1927, September 1996, July 2001, May 2006 and March 2013.