Alumni Affairs

Constitution

Associated Alumni of Acadia University

May, 2013

ARTICLE 1: NAME

The name of the Association shall be the Associated Alumni of Acadia University.

ARTICLE 2: HEAD OFFICE

The Head Office of the AAAU shall be located at Alumni Hall, in Wolfville, N.S.

ARTICLE 3: DEFINITIONS

In this constitution:

3.01 “AAAU” means the Associated Alumni of Acadia University.
3.02 “Acadia University President” means the President of the University.
3.03 “Board” means the Board of Directors of the AAAU.
3.04 “Constitution” means this constitution of the AAAU.
3.05 “Executive” or “Executive Members” means the members of the Executive Committee pursuant to Article 8.
3.06 “Member” means an individual who is a member of the AAAU pursuant to Article 5 of the Constitution.
3.07 “University” means Acadia University.

ARTICLE 4: OBJECTS

The Objects of the AAAU are:

4.01 To bring about the unity of graduates and former students of Acadia University and to afford Members of the AAAU the opportunity to promote the best interests of the University

ARTICLE 5: MEMBERSHIP

5.01 Regular Members shall include:

(1) All holders of degrees, certificates, and diplomas of Acadia University.
(2) Any person who has attended Acadia University for at least two years, has left the University in good standing and who has made application to the AAAU for membership which receives approval of the Board of Directors.

5.02 Associate Members shall include:

(1) Members of the Board of Governors of the University who are not otherwise entitled to membership in the AAAU;
(2) Faculty and staff of the University, including retirees, who are not otherwise entitled to membership in the AAAU; and
(3) Any other individual upon application to and approval by the Board of Directors.

5.03 Current Members of the AAAU shall include all graduates of the Acadia Ladies Seminary and Horton Academy, all Regular Members, and all Associate Members who have not otherwise resigned their membership pursuant to Article 5.05.

5.04 Honorary Members

(1) Any person, other than a Regular member, who receives an Honorary Degree from Acadia University shall be an Honorary member of the AAAU.
(2) The Board of Directors of the AAAU may from time to time designate individuals (who are not otherwise entitled to membership) as Honorary members of the AAAU.

5.05 Any member wishing to resign from or withdraw his/her membership in the AAAU shall be entitled to do so upon notifying the Board of Directors in writing of such intentions.

ARTICLE 6: OFFICERS

6.01 The Officers of the AAAU shall include the following:

(1) President
(2) First Vice-President
(3) Second Vice-President
(4) Secretary
(5) Treasurer
(6) Past-President

6.02 Only a Regular Member of the AAAU may hold office as an Officer.

6.03 Officers shall be elected for a two-year term and shall not be eligible for re-election for a successive term in the same position.

6.04 If a vacancy occurs in any office, such vacancy may be filled by the Executive. Any person so elected shall hold office until the next Annual General Meeting of the AAAU.

ARTICLE 7: DUTIES OF THE OFFICERS

7.01 The President shall:

(1) supervise the general conduct of the affairs of the AAAU and the Executive Committee;
(2) preside over all meetings of the AAAU and the Executive Committee;
(3) sign documents on behalf of the AAAU
(4) be an appointee of the AAAU to the Board of Governors for the duration of their term as President;
(5) act as spokesperson of the AAAU;
(6) perform all duties incidental to the office; and
(7) for greater certainty, shall assume the role of Past President at the conclusion of their term as President;

7.02 The First Vice-President shall:

(1) perform the duties of the President in her/his absence;
(2) sign documents on behalf of the AAAU;
(3) perform all duties incidental to the office; and
(4) for greater certainty, shall assume the role of President at the conclusion of their term as First Vice-President.

7.03 The Second Vice-President shall:

(1) perform the duties of the President in the event both the President and First-Vice President are absent;
(2) perform all duties incidental to the office; and
(3) for greater certainty, shall assume the role of First Vice-President at the conclusion of their term as Second Vice-President.

7.04 The Secretary shall:

(1) give notice of all meetings of the Board and all meetings of the Executive Committee;
(2) have oversight for the minutes of the Association;
(3) handle all the correspondence on behalf of the Association; and
(4) perform all duties incidental to the office.

7.05 The Treasurer shall:

(1) have oversight for all funds of the AAAU;
(2) have oversight for the financial records and reporting of the AAAU;
(3) preside over all meetings of the Finance Committee;
(4) sign documents on behalf of the AAAU and/or the Finance Committee;
(5) have oversight for reporting on the finances of the AAAU at each meeting of the Executive Committee and at the Annual General Meeting; and
(6) perform all duties incidental to the office.

7.06 The Past President shall:

(1) be an appointee of the AAAU to the Board of Governors for the duration of his/her term in office;
(2) serve as counsel to the current President;
(3) serve as Chair of the Nomination Committee; and
(4) perform all duties incidental to the office.

ARTICLE 8: EXECUTIVE COMMITTEE

8.01 The Executive Committee shall consist of all Officers of the AAAU and four Members at Large.

8.02 The Members at Large of the Executive Committee shall:

(1) sit on or chair committees as requested by the Executive;
(2) support the activities of the Executive and the AAAU;
(3) carry out such duties as are assigned by the Executive Committee.

8.03 The Executive Committee shall meet as follows:

(1) when a meeting is called by the President; or
(2) when a meeting is called by any three members of the Executive.

8.04 The Executive Committee shall meet at least two times annually and may call special meetings from time to time as the Committee deems necessary to conduct the business of the AAAU.

8.05 The President shall serve as chair for Executive Committee meetings.

8.06 The President, and in his or her absence one of the Vice-Presidents, and in the absence of all three, any member of the Executive Committee present and chosen by the meeting shall preside at any meeting of the Executive Committee or Board of Directors of the AAAU.

8.07 The Secretary shall give Notice to the Executive Committee of all planned or called meetings of the Executive Committee.

8.08 The Executive Committee may meet in person or by teleconference.

8.09 A quorum of five (5) members of the Executive is required to transact business.

8.10 The Executive shall be voting Members of the Board of Directors

ARTICLE 9: DUTIES OF THE EXECUTIVE COMMITTEE

9.01 The Executive Committee shall be responsible for the general conduct of the affairs of the AAAU and shall be accountable for such conduct to the membership of the AAAU.

9.02 The Executive Committee may exercise and discharge all the rights, powers, privileges, and functions of the Board in the intervals between meetings of the Board.

9.03 The Executive Committee shall report to the Current Members respecting their actions on behalf of the AAAU.

9.04 The Executive Committee shall be responsible for the execution of documents on behalf of the AAAU which execution may be effected by such manner as authorized by resolution of the Executive Committee. When executed, the documents shall be binding on the AAAU.

ARTICLE 10: BOARD OF DIRECTORS

10.01 The Board of Directors of the AAAU shall be comprised of:

(1) The Executive Committee of the AAAU; and
(2) Eighteen (18) Directors of the AAAU who shall be elected for a two year term and may be re-elected for successive terms not to exceed a total of four years as Directors.

10.02 The Board of Directors of the AAAU shall include as ex-officio members two (2) student representatives from the University as follows:

(1) the sitting Grad Class President for Life; and
(2) the immediate past Grad Class President for Life.

The Grad Class President for Life shall be appointed to the AAAU Board at the AGM in the May following their election and shall sit for a two year term. For greater clarity, the two year term shall include their graduation year as sitting Grad Class President plus the first year immediately following their graduation year as the immediate past Grad Class President.

10.03 The Board of Directors of the AAAU may include as ex-officio members the following:

(1) The Director of Alumni Affairs and Advancement Strategy;
(2) The Vice President of Advancement or their delegate; and
(3) Any such person as the Executive Committee shall appoint from time to time.

10.04 The Directors and the Executive Committee shall be the voting members of Board of Directors.

10.05 Ex-officio members of the Board of Directors shall be non-voting members.

10.06 The Board of Directors shall manage the affairs of the AAAU and shall have all powers necessary for this purpose.

10.07 The Board of Directors, on behalf of the AAAU, shall have the power to enter into arrangements for the purpose of establishing, maintaining, receiving monies for, and disbursing the Acadia Annual Alumni Fund.

10.08 The Board of Directors shall meet at least twice a year, once at Homecoming and once at the Annual General Meeting during May convocation, but may meet more often as deemed necessary.

10.09 Any ten members of the Board of Directors shall form a quorum.

10.10 In the event that any member of the Board of Directors is unable to complete his or her term of office, the Executive Committee may appoint a successor to fill the remainder of such term of office.

ARTICLE 11: FINANCE COMMITTEE

11.01 The Finance Committee shall consist of:

(1) Treasurer
(2) President
(3) First Vice-President
(4) Past-President
(5) Two ad hoc members appointed pursuant to Article 11.02

11.02 From time to time, the Board of Directors may appoint as members to the Finance Committee a maximum of two additional representatives from the Board of Directors. Appointee(s) shall have a particular skill and expertise in finance, business, accounting or management such that their membership on the Finance Committee is deemed necessary or advisable. Ad hoc members shall be voting members of the Finance Committee.

11.03 The Chairman of the Committee shall be the Treasurer.

11.04 The Finance Committee of the Board of Directors shall maintain accounts of:

(1) All monetary transactions of the AAAU.
(2) All assets and liabilities of the AAAU.

11.05 The fiscal year of the AAAU shall be April 1 - March 31 in any year and may be changed from time to time by the Board of Directors.

11.06 The Finance Committee shall be responsible for the preparation of an annual budget and the supervision of expenditures of the AAAU.

11.07 The Finance Committee shall be responsible for the preparation of a budget for the disbursement of undesignated funds received through the Acadia Annual Alumni Fund.

11.08 The Finance Committee shall be responsible for the management, review and oversight of all service contracts and affinity partnerships on behalf of the AAAU.

11.09 The Finance Committee shall be responsible for management of all income generated from such partnerships or agreements, and the disbursement of those funds in accordance with the terms of the respective agreements.

ARTICLE 12: NOMINATING COMMITTEE

12.01 The Executive Committee shall appoint a Nominating Committee consisting of:

(1) the Past-President as a voting member;
(2) the two most recent Past-Presidents preceding the term of the current Past-President as voting members; and
(3) the President and First Vice-President as an ex-officio, non-voting members.

12.02 The Past-President shall Chair the Nominating Committee.

12.03 The Nominating Committee shall:

(1) Solicit candidates for nomination from within the AAAU membership for all vacant Officer, Member at Large, and Director positions on the Board of Directors;
(2) Prepare background information on all candidates;
(3) Obtain written acknowledgement from each candidate of their willingness to accept an appointment to serve on the Board of Directors; and
(4) Select final nominations for recommendation on behalf of the Board of Directors to the AAAU membership at the Annual General Meeting.

12.04 Any vacancy created by the removal or resignation of a Member of the Board of Directors may be filled by appointment by the Executive Committee and such an appointee shall hold office until the next Annual General Meeting.

12.05 The Nominating Committee shall report to the Current Members at the Annual General Meeting of the AAAU on all nominations for vacant positions of Officers, Directors, and Members at Large members of the AAAU.

12.06 The Nominating Committee shall be responsible for Appointments to the Board of Governors pursuant to Article 16.

ARTICLE 13: COMMUNICATIONS COMMITTEE

13.01 The Executive Committee shall appoint a Chairperson of the Communications Committee from amongst the Board of Directors for a one year term and shall be eligible for reappointment for successive terms in the same position.

13.02 The Chairperson of the Communications Committee shall form a committee and act as Chairperson of all meetings of the Committee.

13.03 The Communications Committee shall be responsible for:

(1) the communications and editorial policies of the AAAU;
(2) oversight of the Acadia Alumni Bulletin; and
(3) oversight of the AAAU webpage content.

ARTICLE 14: COMMITTEES

14.01 The Board of Directors may appoint such other committees from time to time as is deemed necessary or advisable.

ARTICLE 15: ELECTIONS

15.01 The election of all Officers, Directors and Executive Committee members shall be held at the Annual General Meeting.

15.02 The election of members of the Executive Committee (Officers and Members at Large) shall be held by a separate ballot from the election of Directors.

15.03 The voting procedure for the election of the Executive Committee and election of the Directors shall be based on simple majority.

15.04 The exact count of the vote shall be recorded and given to the President. Used ballots shall be returned to the President for safe-keeping for three (3) months.

15.05 The newly elected Officers, Directors, and Executive Committee members of the AAAU shall assume their duties at the close of the Annual General Meeting.

ARTICLE 16: APPOINTMENTS TO THE BOARD OF GOVERNORS

16.01 The AAAU shall appoint twelve (12) of its Members to the Board of Governors of the University which shall be appointed as follows:

(1) Six (6) Members shall be appointed every three years for a six year term.
(2) Appointees shall serve a maximum of two successive terms; and
(3) The President and Past-President of the AAAU shall hold two (2) of the twelve (12) AAAU Appointments to the Board of Governors at any given time. Upon completion of their term of office, resignation from office, or removal from office, they shall be deemed to have resigned from the Board of Governors of the University. AAAU's Nominating Committee shall nominate successors to the Board of Governors.

16.02 The Nominating Committee, on behalf of the Board of Directors and the AAAU, shall be responsible for:

(1) Soliciting nominations and candidates for all vacant AAAU positions on the Board of Governors of the University;
(2) Prepare background information on all nominees or candidates; and
(3) Obtaining written acknowledgement from each nominee or candidate of their willingness to accept the AAAU's appointment to serve on the Board of Governors.

16.03 The Nominating Committee shall prepare and present to the Board of Directors a report on the nominations along with the Nominating Committee’s recommendations for Appointment to the Board of Governors.

16.04 The Board of Directors, on behalf of the AAAU, shall vote to elect the AAAU Appointees to the Board of Governors from the nominees put forth by the Nominating Committee.

16.05 The Board of Directors shall announce the Appointees on behalf of the AAAU to the Board of Governors at the Annual General Meeting.

16.06 The Board of Directors shall publish a brief biography of each Appointee on behalf of the AAAU to the Board of Governors in the Acadia Alumni Bulletin.

16.07 Any vacancy of the AAAU's appointments to the Board of Governors may be filled by appointment by the Nominating Committee and such an appointee shall hold office until the expiration of the term of office of the Governor whose seat is vacated.

ARTICLE 17: ANNUAL GENERAL MEETING

17.01 The Annual General Meeting of the AAAU shall take place at the time of the closing exercises of the University. Notice of such meeting shall be made public to the Regular Members.

17.02 The Board of Directors shall present to the Annual General Meeting a full report of its proceedings during the year.

17.03 The Treasurer shall present an interim financial statement to the Annual General Meeting.

17.04 The Treasurer shall present the financial statement of the AAAU to the Board of Directors. A summary of the final financial statement shall be published in the Acadia 'Bulletin'.

17.05 Only a Regular Member may vote at the Annual General Meeting or any special meetings, whether by mail in vote or in person.

17.06 Thirty Regular Members of the AAAU shall constitute quorum.

ARTICLE 18: ALUMNI BRANCHES

18.01 The Board of Directors shall encourage Alumni in the development of Alumni Branches or Alumni events at any location.

18.02 A report from each Alumni Branch and Alumni Event shall be presented at the Annual General Meeting.

ARTICLE 19: BY-LAWS

19.01 The Board of Directors shall have the power to make By-laws of the Board.

19.02 Proposed By-laws shall be provided to members of the Board at least thirty (30) days before any meeting of the Board in which a resolution will be made proposing to amend, delete, or approve a By-law.

19.03 A By-law shall be approved by majority vote of the members of the Board of Directors present at the meeting in which a resolution is made proposing to amend, delete, or approve a By-law.

ARTICLE 20: AMENDMENTS

20.01 The Constitution may be amended at any Annual General Meeting of the AAAU by approval of two-third majority vote of the Regular Members present at the Annual General Meeting.

20.02 Notice of any proposed Amendment to the Constitution shall be given in writing to the members at least ninety (90) days in advance of the Annual General Meeting.

20.03 Notice to the Membership shall be deemed to be given by the following:

(1) placing an advertisement in the provincial newspaper;
(2) placing an advertisement in the local newspaper serving Wolfville, NS;
(3) publishing an announcement on the University Alumni webpage;
(4) circulating an announcement to the Alumni membership by email; and
(5) publishing an announcement in the Bulletin where possible taking into consideration the publication schedule of the Bulletin.