Chapter Constitution & Bylaws

CHAPTER CONSTITUTION:

The name of this organization shall be the Richmond Chapter of the Virginia Tech Alumni Association.

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.

All graduates of the University and all other persons who have been in attendance as students of the University are members of this organization who reside in:

  • • City of Richmond
  • • Charles City County
  • • Chesterfield County
  • • Goochland County
  • • Hanover County
  • • Henrico County
  • • New Kent County
  • • Powhatan County

All provisions of this constitution shall be applied to all members without regard to:

  • • Age
  • • Color
  • • Disability
  • • Sex (including pregnancy)
  • • Gender
  • • Gender identity
  • • Gender expression
  • • Gender information
  • • National origin
  • • Political affiliation
  • • Race
  • • Religion
  • • Sexual orientation
  • • Veteran status
  • • Any other status protected by law

Chapter grants shall be requested from the Alumni Association when available, by vote of the Board of Directors. The President or their designee shall submit, as required by the University including:

  • • Chapter grant request form
  • • Updated officers and directors roster
  • • Annual plan
  • • Year-end financial statement

The officers of this chapter shall be:

  1. President
  2. President-Elect
  3. Communications Director
  4. Recording Secretary
  5. Treasurer

These officers shall constitute the Executive Committee and:

  • Serve one (1) year terms, beginning July 1, with elections held in June of each year
  • Meet on a monthly basis
  • President, President-Elect, and Treasurer positions will have a term limit of two (2) consecutive terms

The Board of Directors will consist of:

  1. The Executive Committee
  2. Immediate Past President
  3. Six (6) appointed Ambassadors

The Board of Directors shall:

  1. Meet no less than on a quarterly basis each January, April, July, and October
  2. Constitute a quorum via a majority of its members being present

The Ambassadors shall be appointed to serve by the Executive Committee:

  • To serve for three (3) years, with two (2) new Ambassadors appointed each year as two (2) leave

Ambassador selections 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 the Chapter community that represents a graduate of each college within the University.
  1. The following shall be standing committees:
  • • Chapter Events
  • • Scholarships
  • • Communications & Public Relations
  • • Community Service
  • • Information Systems and Information Technology
  • • Jobs, Careers, & Business Networking
  • • Sponsorships & Preferred Merchant Program
  • • Corps of Cadets Affairs
  • • Event Volunteers
  • • Young Alumni
  • • Diversity
  • • RVA Career Expo
  1. Standing committees with an active status shall have a Chairperson appointed by the President and members appointed by the Board of Directors or Chairperson.
  2. Committee Chairpersons serve at the pleasure of the Board of Directors for a term of one (1) year. There are no term limits for Committee Chairpersons.
  3. Committees may be added or removed by vote of the Board of Directors.
  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.

In the absence of rules in this Constitution and Bylaws, the proceedings of this Chapter shall be conducted in accordance to Robert’s Rules of Order.

Ratified September 1992. Amended October 2009. Amended June 2020.

CHAPTER BYLAWS:

  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 Greater Richmond Region.
  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 (unless being assumed by the President-Elect), President-Elect, Recording Secretary, Communications Director, and Treasurer. The slate of officers shall be presented to the Board of Directors for their review.
  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.

 President

The President is the highest officer in the Chapter and coordinator of all its activities.  The President’s leadership and guidance serves 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 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.
  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 the 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’s 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 on July 1 of the year the office of the President is vacant.
  8. Attend annual Officers’ Forum hosted by the University.
  9. Perform other duties as usually devolve upon such officer or are demanded by the needs of the Chapter.

Recording Secretary

  1. Keep the records of the Chapter, including login and passwords for all Chapter business.
  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 roster 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 the Chapter.

Communications Director

  1. Notify Executive Committee of time, place, and date of all monthly meetings.
  2. Responsible for creating a Committee comprised of social media and website technology volunteers.
  3. Attend monthly meetings of the Executive Committee.
  4. 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.
  5. Perform such other duties as usually devolve upon such officer or are demanded by the needs of the 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 the Chapter.
  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 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 major events held by the Chapter, as required.
  7. Select a five (5) member Nominating Committee each April, for which the Board shall designate a chairperson.
  8. Audit Chapter finances at least annually through full review by the Board of Directors, independent accountant, or assigned Committee.
  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.
  4. Submit all communication requests at least two (2) weeks prior to post.
  5. Perform such other duties as usually devolve upon such officer or are demanded by the needs of the Chapter.
  1. Committee Chairpersons shall be appointed by the President
  2. Chairpersons will serve at the pleasure of the Board of Directors for one (1) year, beginning July 1

These Bylaws may be amended at any regular Board of Directors meeting provided:

  1. The amendment is not in conflict with the Constitution and ByLaws of the Virginia Tech Alumni Association.
  2. A quorum is present.
  3. Two-thirds (2/3) vote of those present and voting.

Ratified September 1992. Amended October 2009. Amended June 2020.