SENR Alumni Society Constitution

CONSTITUTION AND BYLAWS

 

THE OHIO STATE UNIVERSITY

ENVIRONMENT AND NATURAL RESOURCES

ALUMNI SOCIETY

 

 

TABLE OF CONTENTS

Article 1                                  Name and Purpose 

 

Article 2                                  Executive Council and Officers 

 

Article 3                                  Membership and Dues 

 

Article 4                                  Officers’ Duties  

 

Article 5                                  Meetings of the Executive Council 

 

Article 6                                  Meetings of the Society 

 

Article 7                                  Nominations and Elections 

 

Article 8                                  Affiliation 

 

Article 9                                  Monies 

 

Article 10                                Bylaws 

 

Article 11                                Constitutional Amendments 

 

 


 

CONSTITUTION

THE OHIO STATE UNIVERSITY

ENVIRONMENT AND NATURAL RESOURCES

ALUMNI SOCIETY

 

Article 1.         Name and Purpose

 

Sec. 1.    Name – The name of the organization shall be The Ohio State University Environment and Natural Resources Alumni Society, hereinafter referred to as “the Society.”

 

Sec. 2.    Purpose – The Society is organized for the educational and professional purposes of:

·         Advancing the professions within the fields of Environment or Natural Resources;

·         Augmenting the educational and career development of students in the School of Environment and Natural Resources and persons who have graduated from or               are associated with the School of Environment and Natural Resources; and

·         Promoting the growth and development of the School of Environment and Natural Resources.

 

                The Society shall be an integral part of The Ohio State University Alumni Association, Inc. (hereafter referred to as the Association), the official alumni organization of The Ohio State                               University (hereafter referred to as the University), and the College of Food, Agriculture, and Environmental Science’s Alumni Society.

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Article 2.         Executive Council and Officers

 

Sec. 1.    Executive Council – The governing body of the Society is the Executive Council.  The Executive Council is composed of up to 21 alumni representatives, a representative of the Student Body, and non-voting, ex-officio members including the Director of the School of Environment and Natural Resources or his/her designee, the Coordinator of Alumni Relations of the Association or his/her designee.  The Student Representative shall be appointed by the School of Environment and Natural Resources Secretary with the concurrence of Executive Council.  Executive Council Members shall be Active Members of the Association, except the Student Representative, and shall be active members of the Society as defined in Article 3.

 

Sec. 2.    Officers – The officers of the Society shall be the President, Vice President, Secretary, and Treasurer.  All Officers shall be selected by and from the members of the Executive Council.  Each officer shall be elected for a two year term, and take office the first Executive Council meeting following their election.  The election of officers shall take place during the first Executive Council meeting following the Annual Membership Meeting, or the first meeting in July, whichever is later. Officers may serve no more than two successive two year terms in any office. 

 

Sec. 3.    Election of Executive Council Members – Executive Council Members shall be elected by the eligible voting members of the Society for a three-year term.  Members of the Executive Council shall be elected each year at the annual meeting and shall hold office until their successors have been qualified and elected. Up to seven members will be elected each year in accordance with Article 7 and shall take office on July 1st. If a vacancy occurs on the Executive Council prior to completion of a member’s 3 year term, the Executive Council shall appoint a successor to complete the three year term. If an Executive Council member’s term ends while they are in the middle of a two year officer term, their term on the Executive Council may be extended by up to three years on a vote of the Executive Council members.  In addition, the Executive Council may elect new Executive Council members from the Society at any time when there is a vacancy for a period not to exceed one year.  These members shall be nominated for election by the Society at the next Annual Membership Meeting. 

 

Sec. 4.    Authority – The Executive Council shall direct the affairs of the Society, shall be responsible for policy development, planning and financial management, and shall conduct educational activities through public discussion groups, forums, panels, and lectures.  The Executive Council may adopt by-laws and rules as may be appropriate for the governance of the Society.  The Executive Council shall have the authority to contract for goods and services in connection with the management of the Society, to delegate powers and duties to the Officers, and to provide for the business and conduct regular, annual, and special meetings.  The Executive Council may issue and distribute publications, and set dues and fees.  It may establish or participate in scholarships consistent with its purposes.

 

Sec. 5.    Referendum – The Executive Council may vote to hold an advisory referendum of the eligible voting members of the Society by mail ballot or electronic means whenever, in the Executive Council’s judgment, the best interests of the Society will be served by obtaining a vote of the membership concerning an issue or issues.  An advisory referendum may also be called by petition of one-fifth of the eligible voting membership of the society.

 

Sec. 6.    Advisory Council – The Executive Council may establish and appoint an Advisory Council which will guide and assist the Executive Council in fulfilling the Society’s purposes.  The Advisory Council membership may be drawn from any membership category as defined in Article 3, Section 3.  The Executive Council shall determine the size of the Advisory Council and shall select members of the Advisory Council who represent a broad range of experiences.  The Advisory Council shall meet as needed.  The Advisory Council will be invited to all Executive Council meetings and will be included in all Executive Council communications.

 

Sec. 7.    Newsletter – The Executive Council shall establish a newsletter, and the President, with the consent of the Executive Council, shall appoint a Newsletter Editor.

 

Sec. 8.     Regional Councils – The Executive Council may establish regional or satellite groups of the Society.  These groups will elect Regional Councils to conduct business for that region.  Regional Councils will be subsidiaries of the Executive Council and will have similar authority within their region.  Regional Councils will be governed by the Society’s Constitution and will be comprised of up to 21 alumni who will be elected either at a regional membership meeting, or the Annual Membership Meeting.

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Article 3.         Membership and Dues

 

       Sec. 1.     Eligibility – All graduates holding an associate, bachelor, graduate professional or honorary degree from The Ohio State University, School of Environment and Natural              

       Resources are eligible for membership in the Society and may hold office and vote on matters of the Society.

 

Sec. 2.    Participation – The Executive Council may establish membership classes and other categories of participation, and dues and fees thereof, may provide that members delinquent in dues be dropped from membership, and may expel any member when it deems such action in the best interest of the Society. 

 

Sec. 3.    Membership Classes – The Society shall have at least three classes of members:  Alumni Members, persons who have graduated from The Ohio State University with a degree in Environment or Natural Resources or a related degree earned prior to the conception of the School of Environment and Natural Resources; Associate Members, persons who are interested in the purposes of the Society; Honorary 100 Members, persons who are interested in the development and betterment of The Ohio State University School of Environment and Natural Resources.  The Executive Council shall determine by proclamation those who are eligible for the Honorary 100 class.              Only Alumni Members and the Student Representative to the Executive Council are eligible to hold office. Honorary members and Associate members may be eligible to vote on matters of the Society, as determined by the Executive Council.

 

Sec. 4.    Membership Status – Active Membership shall be defined as those members who have made the required minimum financial contribution as established by Executive Council for the current fiscal year.

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Article 4.         Officers’ Duties

 

Sec. 1.    President – The President shall:  (a) preside at all meetings of the Executive Council and of the Society, (b) serve as an ex-officio member of all committees, except the Nominating Committee and Elections Committee; (c) propose actions and activities that are consistent with the Society’s purposes; (d) serve as the principal spokesperson for the Society; (e) appoint such committees and task forces as may be consistent with the provisions of the Constitution; and (f) perform such duties as may be prescribed by the Constitution or otherwise entrusted to the Office of the President.

 

Sec. 2.    Vice-President – The Vice-President shall exercise such duties as may be assigned by the President of the Executive Council, and shall be the presiding officer in the absence of the President.  In the event of the vacancy of the office of the President, the Vice-President shall assume that office.

 

Sec. 3.     Secretary – The Secretary shall be responsible for correspondence and for the performance of administrative functions.  The Secretary shall keep all records of meetings, and the non-financial transactions of the Society.  The Secretary shall submit official minutes of all Executive Council and membership meetings for approval. The Secretary shall have the custody of the names and addresses of alumni and other persons eligible for membership in the area provided by the Association.  The Secretary shall record all changes, notifying the Association immediately of any additions or corrections to the list.  The Society shall not release the list for political, personal or commercial purposes.  Any person violating this policy is subject to expulsion from office by the Board of Directors of the Association.  Release of the list shall be made only on approval of the Association, subject to the constitution of the Association. 

The Secretary shall send out all notices of meetings and shall send reports of all meetings and activities of the Society to the Association.  The Secretary shall assist the President of the Society.

 

Sec. 4.     Treasurer – The Treasurer shall be responsible for keeping an accurate account of the receipts and disbursements, selecting a suitable depository for the Society funds, preparing an annual budget subject to approval by the Executive Council, submitting an annual financial summary, submitting a financial statement at each Executive Council meeting, collecting dues and fees as directed by the Executive Council or according to authority delegated by the Executive Council. As requested, the Treasurer shall complete and submit annual financial forms to the Association.  Additionally, he or she shall complete and submit any documents that may be required by the Internal Revenue Service.

 

Sec. 5.    Past President – The immediate Past President shall be a member of the Executive Council and shall assist the Executive Council and President with activities assigned to the immediate Past President.  The immediate Past President may offer proposals for the long-term development of the Society to the Executive Council.

 

Sec. 6.    Committees – The President, with the consent of the Executive Council, has the authority to appoint the chairpersons and members of the following Executive Council committees:  Nominations, Membership, Elections, Newsletter and Events.  The President, in consultation with the Executive Council, may establish other necessary committees and task forces as well as appoint chairpersons and members.

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Article 5.         Meetings of the Executive Council

 

Sec. 1.    Regular Executive Council Meetings – The Executive Council shall have no fewer than four regular meetings each program year, one of which shall be held at the Annual Membership Meeting.  The meetings shall be called by the President, and notice shall be provided in writing or electronically no fewer than 7 calendar days prior to the meeting.  However, every effort should be made to provide such notice at least 15 days prior to the meeting. All meetings shall be open to the membership.

 

Sec. 2.    Special Executive Council Meetings – Special Executive Council meetings may be called at the discretion of the President, but they must be called by the President if requested by at least one-third of the Executive Council members.  Notice must be given to Executive Council members at least seven calendar days prior to the meeting, and written notice or notice by electronic means must state the purpose of the meeting, the time, and the place.  The above requirements may be waived with the consent of the Executive Council members.

 

Sec. 3.    Quorum – One third of the alumni Executive Council members, one of which must be an officer, shall constitute a quorum of the Executive Council to conduct business.  All actions of the Executive Council shall be by majority of votes of the members present unless otherwise specified in the constitution, bylaws or Robert’s Rules of Order.

 

      Sec. 4.     Parliamentary Rules – Where this constitution fails to provide authority for procedure, Robert’s Rules of Order shall be used.

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Article 6.         Meetings of the Society

 

Sec. 1.    Annual Membership Meeting – The Annual Membership Meeting shall be held each year.  Failure to comply with this provision shall make the Society Charter subject to revocation by the Association.  All active members shall be notified in writing or electronically of the Annual Membership Meeting, and may propose to the Executive Council, ideas and actions for the agenda. 

 

Sec. 2.    Special Membership Meetings – Special meetings may be called by petition of 10 active members to any Executive Council member, citing the purpose for such a meeting.  The Executive Council shall promptly act upon receipt of the petition, notifying the active membership of the time and place of the meeting at least 15 calendar days prior to the meeting.

 

Sec. 3.    Program and Fiscal Year – The program and fiscal year of the Society shall be July 1 to June 30.

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Article 7.         Nominations and Elections

Sec. 1.    Nominations Committee – The President, with the consent of the Executive Council shall appoint a Nominations Committee, which shall propose names for each Executive Council position to be filled, by written or electronic ballot, at the Annual Membership Meeting.

Sec.2.     Membership Committee - It shall be the duty of this committee to check the names of all eligible for membership with the Association and to use all means possible to encourage nonmembers to do their share in furthering the interests of the School of Environment and Natural Resources by being active members of the Association and the Society. 

Sec. 3.    Elections Committee – All elections, except the election of Executive Council officers, shall be conducted by written or electronic ballot at the Annual Membership Meeting or within a reasonable time frame set by the Executive Council and supervised by an Elections Committee.  The President shall appoint the Elections Committee, with the consent of the Executive Council.

Sec. 4.    Nominations from the Floor – The Nominations Committee is to present the names proposed for Executive Council membership for the ballot at the Annual Membership Meeting.  At that time, any eligible voting member may place additional names in nomination, but the person being nominated must accept the nomination in order for the name to be placed on the ballot.

Sec. 5.    Electoral Process – The Executive Council shall assure, through the Nominations Committee, that timely notice shall be given to the active members, as defined in Article 3, Section 4, of full electoral process, so that each eligible voting member may propose nominees to the Nominations Committee and vote in each election. 

Sec. 6.    Guidance – A member may not serve simultaneously on the Nominations Committee and Elections Committee nor shall a member be a nominee and be a member of either committee.

Sec. 7.    Election Results – The eligible voting members shall be notified of the election results as soon as practical and within 15 days of the Annual Membership Meeting.  Additionally, the results will be posted on the Society’s website and in the Society’s newsletter. 

Sec. 8.    Endorsements – Nominations Committee and Elections Committee members may not publicly endorse any nominee for any Society elective office during the electoral process.

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Article 8.         Affiliation

Sec. 1.    Authority – The Executive Council, acting on behalf of the Society, may affiliate with other educational organizations for the purpose of furthering the purposes of the Society.

Sec. 2.    Limitations – The Society shall not support candidates for public office.

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Article 9.         Monies

Sec. 1.    Distribution of Funds – No part of the net earnings of the Society shall inure to the benefit of, or be distributed to, its members, Executive Council members, officers, or other private persons, except that the Society shall be authorized and empowered to furtherance of the purposes set forth in Article One hereof. 

Sec. 2.    Dissolution Provisions – Upon the dissolutions of the Society, the Executive Council shall, after paying or making provision for the payment of all the liabilities of the Society, dispose of all assets of the Society exclusively for the purpose of the Society in such a manner as the Executive Council shall determine.  All monies generated from the disposal of said assets shall be contributed to scholarship funds benefiting students of the School of Environment and Natural Resources.  Any such assets not so disposed of shall be contributed to The Ohio State University Development Fund.

Sec. 3.    Political Campaigns – The Society shall not participate in, or intervene in, including the publishing or distribution of statements, any political campaign on behalf of any candidate for public office.   

Sec. 4.    Fiscal Restraint – The Executive Council shall prudently use the Society’s funds, balancing fiscal restraint with the membership rights as cited in this Constitution.

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Article 10 ‑ Bylaws

 

Sec. 1.     Bylaws - The Society is permitted to establish bylaws at any regular Executive Council meeting of the Society, a quorum being present, by a two‑thirds vote of all Executive Council members present, provided that notice of such proposed bylaw(s) shall have been communicated via mail or electronic means to each board member at least ten days before such meeting.  No amendment or addition to the bylaws can be made which is not in harmony with the Society constitution or is contrary to the constitution of the Association.

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Article 11.       Constitutional Amendments

Sec. 1.    Amendments – The Executive Council shall submit the exact language of proposed Constitutional amendments to the active members at least 30 days before the Annual Membership Meeting or 30 days before voting is closed.  Voting will be done at the Annual Membership Meeting or by electronic means, within a reasonable time frame set by the Executive Council.  A majority of those voting shall be required to amend the Constitution. No amendments shall take effect until duly approved by the Board of Directors of The Ohio State University Alumni Association, Inc.

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