Constitution and By-laws of the
College of Communications Alumni Society
The Pennsylvania State University
The name of this organization shall be the College of Communications Alumni Society of The Pennsylvania State University, hereinafter referred to as the Society. It is a constituent society of the Penn State Alumni Association.
The purpose of this organization is to unite alumni in the College of Communications from the former School of Journalism (Liberal Arts), the Film/Video Program (Arts and Architecture), and Telecommunications Program (Liberal Arts) of The Pennsylvania State University, or alumni of the University who are currently professionally engaged in fields of communication and have declared the College's constituent alumni society as their preferred society, in order to promote the objectives of strengthening all professions in communications, providing a means whereby alumni may join together to enhance the interests and reputations of the College of Communications and University, and achieving closer fellowship among its alumni, faculty, and students.
The Society shall also assist faculty and staff to elevate and sustain the academic stature of the College; encourage support of development of academic programs and scholarships; promote professional development of students in all media through alumni counseling; and foster a sense of pride in and a commitment to the College while enhancing its reputation and prestige.
Section 1. Alumni Membership
All persons who are currently members of the Penn State Alumni Association and who have completed one semester or two terms of classes in the College of Communications and/or its predecessors (program areas) or, those who have declared this constituent alumni society as their preferred society, shall be eligible for all membership privileges of this Society.
Section 2. Associate Membership
Faculty members, present and past, parents of students or of alumni, and other friends of the College shall be admitted to associate membership in this Society upon payment of a fee to the Penn State Alumni Association for associate membership. Associate members may not vote or hold office in this society.
Section 3. Life Membership
Members of the College of Communications Alumni Society, who became life members of the Penn State Alumni Association, shall be life members of the Society.
Section 1. Dues
Dues as set and paid to the Penn State Alumni Association shall provide a basis of eligibility for membership in the Society under a combined membership plan.
Section 2. Fiscal Year
The fiscal year of the Society shall be a period from July 1 through June 30.
Section 3. Operating Expenses
The basic operating expenses of the Society will be met with funds transferred to the College by the Penn State Alumni Association.
Section 4. Other Expenses
The other expenses of the Society (non-operating expenses) shall be met with funds solicited through fund raising efforts and the dean's general operating budget.
Section 5. Accounting
The funds of the Society are held within the accounting system of The Pennsylvania State University and administered by the director of alumni activities within the College with the advice and counsel of the board, and with final approval of the dean of the College. The alumni director shall render a statement of receipts and expenditures at each meeting of the board.
BOARD OF DIRECTORS
Section 1. Board of Directors
The board of directors shall be the governing body of the Society. It shall be the duty of the board to carry out the purpose, policies, and will of the Society, including the appointment of any representatives of and for the Society on any outside boards, councils, or committees to which the Society may have invitation and occasion to have representatives.
Section 2.1 Elected Members
The board shall consist of twenty-seven (27) members, including twenty-five (25) alumni members and two student representatives, both undergraduates enrolled full-time with third to sixth-semester standing. The students will be nominated by the Dean, members of his administration or College of Communications faculty.
Section 2.2 Immediate Past-President
This shall include the immediate past-president of the Society who shall serve as a member of the Executive Board for two (2) years.
Section 2.3 Presidential Appointments
All current program areas of the College shall be represented on the board by at least one member. To accomplish this goal, the president of the Society may appoint one or more director(s) to serve for one year with full privileges. The number of presidential appointments for the purpose of achieving board balance may not exceed six (6) in one year and must be approved by the executive committee.
Section 2.4 Ex-Officio Members
The following shall serve as ex-officio members of the board: the College's Dean, manager of alumni relations, and director of development; and presidents of The Daily Collegian Alumni Interest Group; Manchester Alumni Interest Group; Student Radio Alumni Interest Group; Advertising/Public Relations Alumni Network; and Lion Film & Video Guild.
Section 2.5 Term of Office
Beginning with new members of the Board seated after July 1, 2004, the terms of the members shall be for three years. No member shall be eligible to serve more than two consecutive terms, but after a period of one year of non-membership, a former member shall again be eligible. Any period of membership in excess of two years shall be considered a full term, and any lesser period shall be disregarded for the purpose of determining eligibility.
Section 2.6 Term Limitation
Beginning with members of the Board seated after July 1, 2004, a former member, after having been off of the Board for at least one year, may be elected again and eligible to serve two consecutive three-year terms. The term limit shall not be applied to the president, the president-elect or the secretary during their respective terms of office nor shall it be applicable to the immediate past president for the two years following his/her term as president. The Executive Committee shall have the discretion, subject to the approval of the Board, to adopt policies and procedures to implement the provisions of this Section in an orderly fashion. The Executive Committee, on the recommendation of the Nominating Committee and subject to approval of the Board, may waive the provisions of this Section for any member if it is deemed that such waiver would be in the best interests of the College of Communications and its Constituent Alumni Society.
Section 2.7 Retired Board Members
The Dean of the College may establish a means for retired Board members to continue their involvement with affairs of the College, e.g. The Carnegie Society.
Section 3. Voting Rights
Elected members, presidential appointments, and the immediate past-president shall serve with vote. Ex-officio members shall serve without vote.
Section 4. Absences
Two (2) consecutive absences from board meetings without notification may be deemed a resignation.
Section 5. Vacancies of Unexpired Terms
Vacancies of unexpired terms shall be filled as specified in Article V, Section 2.3.
Section 1. Officers
Officers shall serve for terms of two (2) years. Officers of the Society shall be president, president-elect, and secretary. All officers shall be elected from the active, eligible members of the board who have voting privileges.
Section 2. Election of Officers
The board of directors shall elect their officers at the spring meeting of the Society.
Section 3. Terms of Office
No officer may be elected to the same office for more than two (2) successive terms. Officers elected while serving their last year on the board will have their term extended to coincide with the term of office. Persons so extended shall be additional members of the board until their term as an officer expires.
Section 4. Office Vacancies
A vacancy occurring in the presidency shall be filled by the president-elect. Should any other office be vacant, an eligible member of the board who already has voting privileges shall be appointed by the president to serve until the office shall be filled by election.
Pursuant to Section 3 above, appointment to fill a vacant office shall not be considered as election to that office.
DUTIES OF OFFICERS
Section 1. President
The president shall preside at all meetings and shall be responsible for general supervision of all work of the Society, including the appointment of such committees as may be deemed desirable. The president or member of the board appointed by the president shall serve as representative to the Alumni Council of the Penn State Alumni Association.
Section 2. The President-Elect
The president-elect shall perform such duties as may be designated by the president and the board. In the absence of the president, the president-elect shall preside at meetings.
Section 3.1 Secretary
The minutes of the Society, the executive committee, and the board shall be kept by the secretary. He or she shall send the minutes to the manager of alumni relations who shall have them duplicated and distributed to the members of the board in a timely manner.
Section 1. Standing Committees
There shall be (at least) three standing committees:
The members of this committee shall be all officers, immediate past president, chairs of standing committees, and shall include the alumni liaison as an ex-officio member. The executive committee shall be empowered to create the agenda for board of director meetings, have emergency decision-making powers, and carry on the business of the board whenever necessary between regular or special meetings of the board; however, all decision of the executive committee regarding unbudgeted expenditures of funds in excess of $1,000 must have prior approval by a majority vote of the board of directors.
A nominating committee of three (3) shall be appointed by the President from any at-large members of the board who are not desirous of being considered as candidates for election. In addition to advancing their own recommended slate, the nominating committee shall solicit nominations from the general membership and put forth a slate advancing candidates proposed by it.
Candidates must be a member of the Alumni Association and a graduate of the College of Communications or its constituent predecessors or working in fields of communication and have declared the College's constituent alumni society as their preferred society. Individuals not specifically placed by nomination as the nominating committee's choice must submit 25 signatures pledging support of their name before being placed in nomination. All nominees will be requested to signify in writing to the nominating committee their willingness to serve and to present a biographical sketch. After review for eligibility, the alumni relations staff shall mail ballots, along with background information on each eligible candidate, to all members of the Society Board for a vote. Tabulation to be verified by a tellers committee composed of three (3) board members other than the nominating committee. Other procedures for conducting the elections shall be determined by the Executive Committee.
Program committees implement initiatives of the Board that support the Society's mission of service to alumni, students, faculty and staff, and the College, in general.
Section 2. Special Committees
The president or the board of directors shall create such special committees as necessary for the proper functioning of the Society. Any member of the Society may serve as a member of a special committee when appointed by the president with approval of the executive committee.
Section 1. Regular Meetings
The board of directors shall meet at least twice a year. The meetings shall be held on the date and at the place fixed by the board provided that one meeting shall be held during the fall semester and the second meeting shall be held during the spring semester.
Section 2. Special Meetings
Special meetings may be held at such time and place determined by majority of the board. Written announcement must be made at least four (4) weeks in advance of the date of the meeting.
Section 3. Quorum
Fourteen (14) voting board members present or participating via teleconferencing shall constitute a quorum.
Section 4. No Conflict
No provisions or actions may be taken by this Society which would be in conflict with the Constitution and By-Laws of the Penn State Alumni Association or the rules and regulations established by the Alumni Council.
Section 1. Amendments
Amendments to this Constitution and By-Laws may originate with the board of directors or by written petition of twenty-five (25) or more members of the Society and must be submitted in writing to the president not less than two (2) months ahead for inclusion on the agenda of the next regular meeting of the board of directors.
Section 2. Special Notice
The alumni director shall send notice of intent to amend the Constitution and By-Laws along with complete information regarding the proposed amendments to each member of the board of directors and the Society at least four (4) weeks prior to the announced meeting.
Section 3. Notice Required
The Constitution and By-Laws may be amended at a regular or special meeting, providing that the special notice required by Section 2 above has been distributed to the board and to the Society.
Section 4. Voting on Amendments
Amendments to this Constitution and By-Laws may be passed by favorable vote of two-thirds of those members of the board of directors present and voting at the announced meeting, or participating via teleconferencing or by written proxy ballot submitted.