Constitution & Bylaws
Alumni Association of Lincoln University, Pennsylvania, Inc.
ARTICLE I – NAME
The name of the organization shall be: Alumni Association of Lincoln University, Pennsylvania, Inc.
ARTICLE II – PURPOSES
The Alumni Association of Lincoln University, Pennsylvania, Inc. (Association) is an IRS Section 501(c)(3) charitable membership organization dedicated to advancing the interests of Lincoln University PA(University) and its graduates.
The purposes of this Association shall be:
A) To cultivate and foster a close fellowship among graduates, Alumni Chapters and former students of Lincoln University.
B) To encourage financial support for Lincoln University
C) To assist in the recruitment of students to Lincoln University
D) To work cooperatively with Lincoln University personnel to develop and implement programs that will benefit Lincoln and the Alumni Association of Lincoln University, PA, Inc.
ARTICLE III – MEMBERSHIP
Membership shall consist of Life, Regular, Honorary and Associate Categories
ARTICLE IV – OFFICERS
The elected officers shall consist of a President, Vice President and Treasurer. The appointed officers shall consist of: Four Regional Directors, Chaplain, Historian, Financial Secretary and Parliamentarian. The Executive Secretary shall be a contract position.
ARTICLE V – MEETINGS
The annual meeting of the Association shall be held in October on a date and time determined by the Executive Committee. The Preferred location shall be on the campus of Lincoln University. The Council shall have minimum of 3 regular meetings per fiscal year. The Association shall have a minimum of 2 meetings per fiscal year. The Fiscal year of the Association shall begin on July 1 and End on June 30.
ARTICLE VI – COUNCIL
The duty of the Council is to serve as the governing body of the Alumni Association and to administer the policies of the Association. The Council shall consist of the officers of the Association, alumni trustees, committee chairpersons, and (1) one chapter representative from active chapters.
ARTICLE – VII COMMITTEES
The Standing Committees shall be the Executive, Nominating, Ways and Means, Program, Audit, Membership and Sunshine Committees. All other committees are ad hoc and created at the discretion of the President and the Council.
ARTICLE VIII – PARLIAMENTARY AUTHORITY
The Parliamentary Authority shall be Robert’s Rules of Order Newly Revised Edition.
ARTICLE IX – AMENDMENT OF CONSTITUTION
Amendments to this constitution as presented by the Constitution Review Committee may be ratified at any regular meeting of the Association by two-thirds vote. Proposed amendments must be submitted in writing to the Council at least 60 days prior to a Regular Meeting. All proposed amendments shall be disseminated to the membership 30 days prior to the regular membership meeting.
CHAPTER 1 – MEMBERSHIP
Section 1 – Classification
The membership of the Association shall consist of Life, Regular, Honorary and Associate categories.
Section 2 – Qualifications
A. Life: All graduates of Lincoln University who have made the required lifetime financial contribution to the Alumni Association of Lincoln University, Pennsylvania, Inc., or who are holders of certificates or equivalents from programs or who have completed at least one year of study at Lincoln University, Pennsylvania.
B. Regular: All graduates of Lincoln University who have made the required yearly financial contribution to the Alumni Association of Lincoln University, Pennsylvania, Inc., or who are holders of certificates or equivalents from programs or who have completed at least one year of study at Lincoln University, Pa.
C. Honorary: All recipients of honorary degrees, the President of the University and all members of the faculty (non-graduates) holding rank of Professor. Honorary members shall not hold office or have voting privileges.
D. Associate: All members of the faculty (non-graduates). The holders of certificates or equivalents from programs as sanctioned by the Council, or who have completed at least one year’s work. Associate members shall not hold office or have voting privileges.
CHAPTER II – MEETINGS:
Section 1 – Annual Meeting
There shall be an Annual Meeting of this Association which will be held commensurate with Homecoming in October at Lincoln University. Notice of such meeting shall be mailed to all members at least thirty (30) days in advance of such meeting. Thirty (30) or more members shall constitute a quorum for the transaction of business.
Section 2 – Regular Meetings
There shall be at least two regular (general membership) meetings during the fiscal year. Meetings shall occur during, October (Homecoming) and May. All members current in their financial responsibilities shall have voting privileges.
Section 3 – Special Meetings
Special meetings of the Council may be called by or at the request of the Chair (if one has been duly elected), or by fifty-one (51) percent of the polled Council. Such meetings may be held either within or without the Commonwealth of Pennsylvania.
CHAPTER III – OFFICERS
Section 1- Number and Title There shall be thirteen (13) officers.
The elected officers of the Association shall be a President, Vice President, Treasurer, and Six (6) alumni trustees.
Section 2 – Eligibility All Elected and Appointed Officers of the Association:
(a) Shall be current in their financial responsibilities with the Alumni Association by the October Council meeting prior to the next election;
(b) Shall be current in their financial responsibilities with their local chapter (if established) one year prior to the election;
(c) Shall not be an employee of the University;
(d) Shall not hold any other elected office in the association.
Section 3 – Nominations
The Nominating Committee shall present to the Council during the October meeting a slate of candidates for officers listed in Chapter III,
(a) Nominations from the floor are permitted at the Fall meeting provided by petition, signed by at least ten (10) percent of the members current in their financial responsibilities to the association.
Section 4 – Tenure of Office
The term of office shall be two years for all elective and appointed officers of the Association. The term of office for Alumni Trustee shall be four years. No more than two trustees shall be elected each year. No officer or alumni trustee shall serve more than two (2) consecutive terms in the same office.
Section 5 – Installation Service
The newly elected officers shall assume their respective offices at the conclusion of the Annual Meeting at which they were elected.
Section 6 – Recall / Removal of Officers
(a)Officers elected by the membership, with the exception of alumni trustees, may be recalled/removed from office, with cause, by a 2/3 vote of the membership.
(b)The call for removal or recall with cause may be presented to the executive committee for consideration by any member of the Council presented with petition of 1/3 of the membership.
(c)The determination to proceed with this action must be made by the council with a simple majority vote.
(d)The vote will be called by the executive committee and must occur at a regular council meeting or a special meeting called by the executive committee for this purpose. Notice of the recall agenda item at the regular meeting or as the purpose of the special meeting must be provided to the membership a minimum of 2 weeks prior to the meeting by regular postal mail or electronic mail.
(e) An affirmative vote to proceed by the council shall result in the suspension of the accused officer from all duties until an election is held within 30 days of the suspension action.
(f) The President or the Vice President, in the absence of the President, shall appoint an interim officer to serve until the election results are determined.
(g) Ballots for the election shall be administered within 10 days of the suspension action to all members current in their financial responsibilities.
(h) The council shall administer the election.
Section 7: Resignation
Any officer may resign at any time by communicating their resignation in writing via certified mail to the AALU Executive Secretary and the President. A resignations is effective when it is received unless the notice specifies a later effective date or subsequent event upon which is will become effective. Resignation shall not be granted until all property of the Association in the possession of the officer is returned to the Association.
Section 8 – Bonded Officers
The Bonded officers of the Association Shall are the President, the Treasurer and the Executive Secretary. These Officers shall be bonded at the expense of the Association.
CHAPTER IV – DUTIES OF OFFICERS
Section 1 – President
The duties of the President are:
(a) To preside at all meetings and functions of the Association and to serve as the Chairperson of the Executive Committee.
(b) To appoint Chairpersons and members of all committees not directly elected by the Association, except the Nominating Committee.
(c) To exercise general executive authority on behalf of the Association, and such authority is subjected t the approval of the Association.
(d) To assure that the purposes of the Association are being carried out.
(e) To countersign all requisitions for disbursements from the Association’s treasury.
(f) To countersign all Association checks
(g) To perform such further functions and duties as may be deemed appropriate by the Association or the Executive Committee.
(h) To serve ex-offio member of all committees except the Nominating Committee.
(i) To fill vacancies in Association offices, exclusive of Alumni Trustees, by appointing Association members in good standing to serve as interim officers. Such persons must be approved by the Executive Committee and shall serve until the next Association election.
(j) To fill the vacancy created by Alumni elected Trustee by Nominating an Association members in good standing to complete the term left vacant. The nominee must be approved by a simple majority of The Council.
(k) To present an official report on the state of the Association at the Annual meeting of the Association, including the actions taken to meet the objectives of the Association since the last official report.
Section 2 – Vice President
In the absence of the President, the Vice President shall serve in place of the President. The
Vice President will work with the Director of Alumni Relations and the Regional Directors to develop alumni chapters and other duties assigned by the Executive Committee and/or Council. Shall submit a report to the Executive, Council and Annual meetings of the Association.
Section 3 – Executive Secretary
A. The duties of the Executive Secretary shall be :
(a) To keep an accurate record and minutes of all meetings held by the Association, and will be responsible for distributing the previous Association meeting minutes at the next meeting.
(b) To receive and send correspondence for the Association, maintain an up-to –date and appropriate file of all such correspondence, and notify the membership of meetings of the Association.
(c) To have charge of the central office of the Association and management of the office under the direction of the council
(d) To serve as the secretary for the Council, Annual Meeting and the Executive Committee.
(e) To keep an accurate membership directory
(f) To keep a necrology list of members and present a report to the Annual Meeting.
(g) To submit a report at the Executive, Council, and the Annual Meetings of the Association for the current year.
(h) To keep an accurate record of all funds received and disbursed by the
(i) To work closely with the Treasurer and other secretaries to carry forth the functions of this office.
B. The Executive Secretary shall be employed by the Executive Committee and certified by the Council on an annual contract. The Executive Committee reviews the contract annually. The Executive Secretary shall be an alumnus/na of Lincoln University and shall be a non-voting employee who serves under the direction of the Council. The Executive Secretary shall be remunerated for his/her services, authorized travel and pre-approved expenditures to the
Association with the submission of proper invoices and receipts in accordance with the rules and regulations of the Internal Revenue Service.
Section 4 – Treasurer
The duties of the Treasurer shall be:
(a) To receive and deposit all monies of the Association promptly in an account or accounts in a responsible institution approved by the Association. No money shall be withdrawn from any such account except by checks signed by the Treasurer and countersigned by the President.
(b) To submit reports to the Association at all regular meetings or whenever required by either the body, covering the financial condition of the Association.
(c) To prepare and submit a full annual financial report to the Auditing Committee long enough in advance for an audit to be completed before the report is made at the annual meeting.
(d) To reimburse payees with proper itemized receipts for pre-approved activities.
(e) Shall be bonded at the expense of the Association.
(f) To: Provide remuneration to employee/employees of the Association in accordance with all applicable rules and regulations of the Internal Revenue Service.
Section 5 – Regional Directors
(a) North- New England states, New York, New Jersey, Pennsylvania, Delaware, Maryland,
Virginia, West Virginia and Washington, DC
(b) South- North and South Carolina, Georgia, Florida, Mississippi, Arkansas, Louisiana,
Tennessee, Alabama, and Kentucky
(c) Central: Illinois, Indiana, Iowa, Kansas, Michigan, Minnesota, Missouri, Nebraska, North Dakota, Ohio, South Dakota, and Wisconsin.
(d) West: Alaska, Hawaii, California, Texas, Oklahoma, New Mexico, Arizona, Oregon,
Washington, Idaho, Utah, Wyoming and Montana
2. The duties of the Regional Directors are:
(a) To be responsible for the development and continued activity of chapters in their areas.
(b) To work closely with the Director of Alumni Relations
(c) To perform other duties as deemed by the President
(d) To submit a report to the Executive, Council and Annual meetings of the Association.
Section 6 – Chaplain
The Chaplain shall recite or lead invocations and benedictions at the opening and closing of meetings or other services.
Section 7 – Parliamentarian
The Parliamentarian shall advise the President and other officers, members, and committees on matters of parliamentary procedures.
Section 8 – Historian
The Historian shall prepare a narrative account of the Association’s activities during his/her term in office, which, when approved by the Association, shall become a permanent part of the Association’s official history.
CHAPTER V – COMMITTEES
Section 1 – Standing Committees
The Standing Committees of the Association shall consist of the Executive, Nominating, Finance, Auditing, Publicity, Program, Ways and Means, Membership and Sunshine Committees.
Section 2 – Executive Committee
The Executive Committee shall be composed of the elected officers of the Association and shall have the general control of the affairs and programs of the Association subject to the authority of the Council, and the provisions of the by-laws. The quorum of the Executive Committee shall be one-third of the Committee’s total membership. The Executive Committee shall be responsible:
(a) To approve the creation of special committees as needs arise
(b) To approve interim Association officers appointed by the Association President to fill all vacancies in Association offices.
(c) To decide matters of Association policy subject to endorsements by the Council.
Section 3 – Nominating Committee
The Nominating Committee shall be composed of five members who shall be elected at the annual meeting of the Association. The member receiving the highest number of votes shall be the chairperson of the committee. If this situation does not occur, the members of the committee shall elect its own chairperson. The Nominating Committee shall oversee the election process after its report is formally presented to the assembly. If one of the nominees withdraws before the election, the committee shall be re-convened and must meet within 2 weeks to agree upon another nomination. Members of the Nominating Committee may become nominees for an elective office themselves; however once they agree to become a nominee they must resign from their nominating committee position. In the event that a member of the nominating committee resigns, The President must nominate a replacement committee member within 30 days. The nominee must be approved by a simple majority of the Executive Committee.
Section 4 – Finance Committee
The Finance Committee shall be composed of the Treasurer and four other members appointed by the President before the annual meeting. The Finance Committee shall prepare a budget for the program year beginning the first day of July and to submit it to the Council at its regular meeting in May. The Finance Committee shall from time to time submit supplements to the budget.
Section 5 – Auditing Committee
The Auditing Committee shall be composed of three members appointed by the President at the Annual Meeting who shall be responsible for auditing the Treasurer’s accounts at the close of the program year and present a report to the Council at the Fall meeting.
Section 6 – Publicity Committee
The Publicity Committee shall be composed of three Council members appointed by the President. The function of the Publicity Committee is to positively publicize the association’s members and events to all available media.
Section 7 – Program Committee
The Program Committee shall be composed of five members appointed by the President promptly after the annual meeting. The Program Committee shall be responsible for planning the annual program of the Association, including how it can accomplish the objectives spelled out in the Constitution. This committee’s report shall be submitted to the Association for its approval at its regular meeting in October.
Section 8 – Ways and Means Committee
The Ways and Means Committee shall be composed of five members from the Council chosen by the President. The function of this committee will be to coordinate fund raising efforts of the Association.
Section 9 – Sunshine Committee
The Sunshine Committee shall consist of three members of the Association. The purpose of the Sunshine Committee is to provide for the health and welfare of the membership as needed.
Section 10 – Membership Committee
The Membership Committee shall consist of five members of the Association. The purpose of the Membership Committee is to recruit new members (dues paying) retaining current members, and reclaiming inactive members of the Association.
CHAPTER VI- Chapter Authority
It shall be the sole authority of the AALU to formulate, establish, create and recognize all alumni chapters. Local chapters of the General Alumni Association shall be formed by authorization of the Executive Committee on the application of five (5) or more members who are current in their financial responsibilities residing in a contiguous territory subject to the following conditions:
1) The number of chapters in any given area locality shall be determined by the Council.
2) After approval by the Executive Committee of the application for establishing a local chapter of the Alumni Association, a charter signed by the president and secretary shall be issued upon payment of a fee established by the Council.
3) A chapter failing to hold at least two meetings during a calendar year may be asked to surrender its charter, if such action is voted on by the Council.
Revised – October, 2000
Revised – November, 2000
Revised – January, 2001
Adopted – May 5, 2001
Revised – February 2013
Adopted – May 11, 2013