Alumni Chapter Constitution

Article 1 – Name
The name of this organization shall be the Richmond Chapter of the Virginia Tech Alumni Association.

Article 2 – Goals
The goals of this organization shall be to promote closer fellowship among the alumni and students, to establish more effective relations between the University and the alumni, to further the image and reputation of the University, to cooperate with the University with suggesting and carrying out proposals of the University.

Article 3 – Membership
All graduates of the University and all other persons who have been in attendance as students of the University are members of this organization.

Article 4 – Non-Discrimination Policy
All provisions of this constitution shall be applied to all members without regard to race, color, sex, sexual orientation, disability, age, veteran status, national origin, religion, or political affiliation

Article 5 – Chapter Grants
Chapters may request an annual grant from the Alumni Association. To qualify for a grant, the chapter must submit, annually, a chapter grant request form, an updated officers and directors roster, an annual plan, and a year end financial statement.

Article 6 – Officers and Terms of Service
The officers of this chapter shall be: President, President-Elect, Corresponding Secretary, Recording Secretary and Treasurer; these officers shall constitute the Executive Committee. Officers will serve one (1) year terms, beginning July 1, with elections held June of each year. The officers should meet on a monthly basis. For President and President-elect, these positions will have a term limit of two (2) consecutive terms. Other positions, such as Secretary and Treasurer, tend to remain in office for a longer term.

Article 7 – Board of Directors
The Board of Directors will consist of the Executive Committee, immediate Past President and six (6) appointed Ambassadors.

The Ambassadors shall be appointed to serve by the Executive Committee; two for one year, two for two years, and two for three years. Each July thereafter, two members shall be appointed to serve for three years.

The Board of Directors shall meet no less than on a quarterly basis each January, April, July and October.

A majority of its members shall constitute a quorum.

Ambassador selection should come from methods 1, 2 or 3, or a combination thereof.
1. Select the group from individuals in your community that best represent the various geographic locations in your chapter area.
2. Select the group from each of the previous seven (7) decades of graduation, i.e. 2000s, 1990s, 1980s, 1970s, 1960s, 1950s, and 1940s.
3. A group of individuals in our community that represent a graduate of each college within the University.

Article 8 – Committee Chairpersons
Each chapter shall have Committee Chairpersons appointed by the President. The chairpersons will serve at the pleasure of the Board of Directors for one (1) year, beginning July 1. Each committee chairperson attends monthly Executive meetings when required by the President. See list on Bylaws, Article 6.

Article 9 – Parliamentary Procedure
In the absence of rules in this Constitution and Bylaws, the proceedings of this chapter shall be conducted in accordance with Robert’s Rules of Order.

Article 10 – Amendments
This Constitution may be amended at any regular Board of Directors meeting by a two-thirds (2/3) vote of those present and voting, provided:
1. The amendment is not in conflict with the Constitution and Bylaws of the Virginia Tech Alumni Association.
2. Notice shall have been given to each member of the board of directors at least two (2) weeks previous to the meeting at which the vote is to be taken on the amendment, and said notice is to state the proposed amendment; and
3. A quorum is present.

ALUMNI CHAPTER BYLAWS:

Article 1 – Meetings
1. The Board of Directors shall meet on the third Tuesday of each month, unless otherwise decided upon by the Board of Directors.
2. The Chapter shall host at least four (4) meetings per year, open to the entire alumni population in the chapter area.

Article 2 – Elections
1. At the April Board of Directors meeting, the Board shall appoint a five (5) member Nominating Committee whose duty shall be to nominate officers. The Board shall also designate a chairperson of this committee. The President shall serve as the ex-officio member of this committee when not up for re-election.
2. The Nominating Committee shall interview potential candidates for the positions of President, President-elect, Reporting Secretary, Corresponding Secretary and Treasurer. The slate of officers is then presented to the Board of Directors for their review unless circumstances dictate the President-elect should assume the office of the President.
3. The slate of officers shall be presented for election to the members of the chapter during the month of May. The active members must be given the opportunity to nominate other candidates. The person receiving the majority of the votes cast for each office shall be declared elected.
4. All officers shall hold office for a term of one (1) year, beginning on the first day of July.

Article 3 – Responsibilities of Chapter Officers and Succession Plan

President
The President is the highest officer in the chapter and coordinator of all its activities. The President’s leadership and guidance should serve as an inspiration to all members in achieving the objectives of the chapter.
1. Preside at all meetings of the chapter.
2. Preside at monthly meetings of the Executive Committee.
3. Serve as an ex-officio member of all committees.
4. Make appointments to all committees.
5. Represent Virginia Tech in the chapter area.
6. Attend annual Officers Forum in Blacksburg, held each fall.
7. Submit annual chapter report to Blacksburg on or before July 1 each year.
8. Work to ensure chapter and committee goals are accomplished yearly.
9. Carry out the annual plan devised during the previous year.
10. Attend Board of Directors meetings.
11. Perform such other duties as usually devolve upon such officer or are demanded by the needs of this chapter.
12. Train and prepare president-elect for office of president.

President-elect
1. Perform the duties of the President in the absence or disability of the President.
2. Attend monthly meetings of the Executive Committee.
3. Train and prepare for the office of the President.
4. Help develop the chapter annual plan for the following year.
5. Recruit committee chairs for the upcoming year.
6. Assist the President in the fulfillment of the President’s duties.
7. Assume the office of the President at the appointed time.
8. Attend annual Officers Forum in Blacksburg each fall.
9. Perform other duties as usually devolve upon such officer or are demanded by the needs of this chapter.

Recording Secretary
1. Keep the records of the chapter.
2. Record minutes of all chapter and Executive Committee meetings.
3. Submit to the Alumni Association a report of each chapter meeting, Executive Committee meeting and chapter event regularly.
4. Attend monthly meetings of the Executive Committee.
5. Work with Executive Committee to complete and file annual plan, chapter year-end financial report, and rosters with Blacksburg on or before July 1 of each year.
6. Perform such other duties as usually devolve upon such officer or are demanded by the needs of this chapter.

Corresponding Secretary
1. Notify Executive Committee of time, place, and date of all monthly meetings.
2. Attend monthly meetings of the Executive Committee.
3. Work with Executive Committee to complete and file annual plan, chapter year-end financial report, and rosters with Blacksburg on or before July 1 of each year.
4. Perform such other duties as usually devolve upon such officer or are demanded by the needs of this chapter.

Treasurer
1. Maintain chapter checking accounts and other funds.
2. Record all chapter financial transactions.
3. Pay all financial obligations of the chapter.
4. Submit monthly financial reports to the Board of Directors.
5. Submit financial event reports to the Board of Directors regularly.
6. Submit complete year-end financial report to Blacksburg by July 1 of each year.
7. Perform such other duties as usually devolve upon such officer or are demanded by the needs of this chapter.

Article 4 – Responsibilities of Board of Directors
1. Attend at minimum quarterly meetings of the Board of Directors.
2. Assist in formulation of chapter goals and objectives and ensure the achievement of those goals.
3. See that the policies of the chapter, and the procedures set forth in the Chapter Constitution and Bylaws and the current Alumni Volunteer Handbook are adhered to.
4. Handle matters referred by the chapter to the Board for proper action.
5. Attend special meetings of the Board as needed and properly called.
6. Attend all major events held by the chapter.
7. Select a five (5) member Nominating Committee each April, for which the Board shall designate a chairperson.
8. Select an accountant or committee to audit chapter finances annually or bi-annually.

Article 5 – Responsibilities of Committee Chairpersons
1. Direct the efforts of the Committee.
2. Ensure the success of objectives as set forth by the Executive Committee.
3. Attend Board of Directors meetings when requested by the President as it pertains to the individual committee’s responsibility or event.
4. Submit all Chapter Mailing/E-mail Request Forms to Corresponding Secretary for printing eight/ten weeks prior to each event (dependent on your chapter location).
5. Perform such other duties as usually devolve upon such chair or are demanded by the needs of this chapter.

Article 6 – Committees
1. The following shall be standing committees for each chapter:

1. Chapter Events
2. Scholarships
3. Communications & Public Relations
4. Legislative (in-state)
5. Community Service
6. Information Systems
7. Jobs, Careers, & Business Networking
8. Sponsorships & Preferred Merchant Program
9. Corps of Cadets Affairs
10. Event Volunteers

2. Standing committees shall consist of six (6) to ten (10) members, with a chairperson of each committee appointed by the President.

3. Additional committees are recommended as chapters become more active.

4. Each committee shall transact such business as is delegated to it in the Bylaws and such additional business as directed by the President and inherent in its title.

Article 7 – Amendments
These Bylaws may be amended at any regular Board of Directors meeting by two-thirds (2/3) vote of those present and voting, provided:
1. The amendment is not in conflict with the Constitution and Bylaws of the Virginia Tech Alumni Association.

Ratified September 1992. Amended October 2009.