UIAA at Chicago: Volunteers: CAAB: Bylaws

CAAB Guidelines

FIRST AMENDED OPERATING GUIDELINES FOR THE
UNIVERSITY OF ILLINOIS AT CHICAGO ALUMNI ASSOCIATION
CAMPUS ALUMNI ADVISORY BOARD

Adopted: April 2004

RECITALS

WHEREAS the mission of the University of Illinois Alumni Association (UIAA) is to enhance and advance the relationship between the University of Illinois and all of its alumni, and to inspire lifelong loyalty and pride among alumni and friends by strengthening their continued relationship with the University in every way;

WHEREAS, to further this mission, and at the direction of the UIAA, the University of Illinois at Chicago Campus Alumni Advisory Board (CAAB) was created on March 14, 2001;

WHEREAS the UIAA also authorized the CAAB to develop operating guidelines consistent with the UIAA bylaws;

WHEREAS, the CAAB adopted its initial organizational and operational guidelines on March 14, 2001;

WHEREAS, the members of the CAAB now find it necessary and desirable to amend its organizational and operational guidelines; and

NOW THEREFORE, the University of Illinois at Chicago CAAB hereby adopts and sets forth the following amended organizational and operational guidelines for itself and its members:

SECTION ONE
Name, Purpose, Objectives and Location

1.1 Name. The name of this organization is the University of Illinois at Chicago (hereinafter referred to as UIC) Alumni Association Campus Alumni Advisory Board (hereinafter referred to as CAAB).

1.2 Purpose. The purpose of the CAAB is to further the goals and mission of the UIAA as they relate to UIC by overseeing and setting policy for CAAB activities. Collectively, the members will represent UIC’s broad range of constituents and work with the UIAA vice president, UIAA staff, and university representatives as appropriate.

1.3 Objectives. The objectives of the CAAB are to:

help maintain and enhance the lifelong relationship between UIC alumni and UIC;
ensure and enhance communications and connections with all UIC alumni;
solicit and recruit, on an on-going basis, candidates for award recognition;
recognize and celebrate the achievements and contributions of UIC alumni and friends;
promote UIAA membership, continual learning, and the importance of education and service in society; and
assist UIC in accomplishing specific goals set as priorities.

1.4 Location. The CAAB may have such offices and/or meet at such places as determined by its members.

SECTION TWO
CAAB Responsibilities

2.1 Responsibilities. The CAAB shall be responsible for fostering the purpose and objectives of the CAAB by, among other things:

advising on, participating in, promoting, and/or coordinating programs among various campus interests;
recommending to the UIAA Board of Directors Nominating Committee CAAB members to fill the three
UIC CAAB voting positions on the UIAA Board of Directors. At least one of these shall be an officer of the CAAB (preferably the Chair);
recommending candidates for at-large positions on the UIAA Board of Directors; recommending CAAB members to serve on the various UIAA board committees, including but not limited to (i) Awards and Recognition; (ii) Membership Services; (iii) Membership Development; (iv) Records and Information Systems Management and (v) Communications and Publications;
selecting UIC-UIAA award recipients;
recommending to the UIAA Vice President, constituent representatives [usually four (4)] to serve on the Constituent Management Committee of the UIAA Board of Directors; and
communicating UIC alumni issues to the UIAA Board of Directors.

SECTION THREE
CAAB Membership and Meetings

3.1 Eligibility. UIC alumni who are members of the UIAA (as defined in the UIAA bylaws) are eligible to be members of the CAAB.

3.2 Size. The CAAB shall consist of twenty-five (25) voting members, including at least one (1) representative from each UIC constituent board. One (1) student representative, appointed by the UIC Student Alumni League, shall be included among the 25 voting members.

3.3 Membership.
Nominations for at-large membership in the CAAB shall be made at any time in writing to the Chair of the CAAB’s nominating committee and may come from any UIAA member, including the nominee. CAAB selection of at-large members shall be conducted not later than ninety (90) days prior to the expiration of the terms of office to be filled. Constituent representatives shall be appointed by their respective constituent alumni boards with such terms that are consistent with these guidelines and shall coincide with the UIAA fiscal year of July 1 – June 30.

3.4 Term of Membership. Members of the CAAB shall serve two (2) year terms. A member can serve no more than three (3) consecutive terms, unless elected to serve as a CAAB officer where they may serve a maximum of four (4) terms. Members having served three (3) terms must then retire from the CAAB for at least one (1) year before serving a new term. The appointed representative of the UIC Student Alumni League shall serve a one (1) year term.

3.5 Frequency of Meetings. The CAAB shall meet at least four (4) times per year. Members are required to attend at least two (2) meetings per year. Whenever unable to attend they must notify the UIAA office.

3.6 Quorum. A quorum, defined as more than one half the members of the CAAB, shall be required in order for the CAAB to transact business at any meeting.

3.7 Rules. “Roberts Rules of Order” shall govern the transaction of business at meetings of the CAAB except when inconsistent with these operating guidelines.

SECTION FOUR
Officers

4.1 Officers. The officers of the CAAB shall be the Chair, Vice-Chair, Secretary, Parliamentarian and Immediate Past Chair.

4.2 Eligibility. Any member of the CAAB is eligible to hold office.

4.3 Elections and Terms of Office. The officers shall be elected every other year by voting on the candidates presented by the nominating committee, with a simple majority determining who is selected for each position. Except for the Chair, these officers shall serve for terms of two (2) years, and may not serve more than three (3) successive terms in one of these offices. The Chair of the CAAB shall serve no more than two (2) one-year consecutive terms.

4.4 CAAB Officers. Board officers are key to the success of the CAAB. They lead by example, as chairs or very active members of various CAAB, UIAA Board or University committees. They provide leadership and vision and are continually encouraging other alumni to join the alumni association and participate with them in the important work of the Board. Some responsibilities of officers (who must be UIAA members) include the following:

Chair:
i) provides strong leadership and takes general responsibility for Board activities and projects;
ii) presides at Board meetings and events;
iii) appoints committee chairpersons and acts as ex-officio member of all committees; and
iv) attends and participates in the Alumni Volunteer Leadership Conference.
Vice Chair:
i) acts as the presiding officer in the absence of the Chair;
ii) works closely with all committees and is responsible for activity review process;
iii) chairs the Nominating Committee
iv) assists the Chair in carrying out his/her responsibilities; and
v) is encouraged to attend the Alumni Volunteer Leadership Conference.
Secretary:
i) works with UIAA Chicago Office staff to coordinate meeting dates and mailing of notices of events and Board of Director meetings to members;
ii) notifies the UIAA of all constituent group meetings;
iii) keeps minutes/summaries of all Board meetings and distributes accordingly;
iv) notifies the UIAA of all alumni address changes; and
v) is encouraged to attend the Alumni Volunteer Leadership Conference.
Parliamentarian:
i) assures for proper conduct of business during meetings
(e) Immediate Past Chair:
i) works with new officers to ensure smooth transition of duties
ii) advises Nominating Committee on proposed candidates
iii) assists CAAB officers as appropriate

4.5 Powers and Duties. Except as otherwise provided in these operating guidelines, the officers have such powers and duties usually pertaining to their respective offices and such other powers and duties as a simple majority of the CAAB may direct.

4.6 Removal of Officers. Any officer of the CAAB may be removed for cause by a two-thirds vote of the CAAB at any duly constituted meeting, if such officer is notified in writing by the Chair or the Secretary not less than thirty (30) days prior to such meeting of such charges as may be proffered.

4.7 Vacancies. In the event of a vacancy, such vacancy shall be filled by the CAAB for the unexpired term from among its members.

SECTION FIVE
Committees

5.1 The Standing Committees of the CAAB shall include those mentioned below. Said committees shall have the power to establish sub-committees. The chair shall appoint each committee head from among the CAAB members. Service on CAAB committees will not be restricted to UIC alumni.

5.2 Executive Committee.

The Executive Committee consists of the Chair, Vice Chair, Secretary, Parliamentarian, Immediate Past Chair and the Members of the Standing Committees. The UIAA Vice President of Alumni Relations is an ex officio member of the Executive committee. The Executive Committee shall meet as needed, in person, by teleconferencing or by other electronic means. A simple majority constitutes a quorum.
Duties shall include setting CAAB agendas, overall direction and emphasis for the CAAB and transacting the business of the CAAB in the intervals between CAAB meetings. The Executive Committee shall have all the powers of the CAAB, but may not overrule, reverse or change the previous acts of the CAAB. Shall appoint or dissolve committees and subcommittees, to perform the duties of the CAAB.

5.3 Nominating Committee.

(a) The Nominating Committee shall be chaired by the CAAB Vice Chair and consist of five (5) CAAB members representing at least three (3) different UIC colleges. The primary duty of the Nominating Committee shall be to identify and recommend to the CAAB, three (3) UIC alumni to serve as voting members of the UIAA Board of Directors to represent UIC, consistent with paragraph 4.1(b) of these Operating Guidelines. These nominations must be submitted to the UIAA Nominating Committee by December 1st of each year.
(b) The Nominating Committee shall also propose officers and new members of the CAAB, CAAB committees, UIAA Board Committees and at-large members of the UIAA Board, in accordance with the various required timelines, as set forth in the UIAA Bylaws and other relevant documents.

5.4 Awards Committee.

The Awards Committee shall be chaired by a CAAB member and consist of at least five (5) members representing at least three (3) different UIC colleges.
The primary duties of the Award Committee shall be to work with the UIAA Chicago Office staff to identify candidates and set selection procedures for UIC-UIAA Awards (i.e. the Distinguished Service Award, Loyalty Award, Flame Award for Teaching Excellence, Student Leadership Awards, City Partner Award, or other future awards.

5.5 Campus and University Activity Committee.

The Campus and University Activity Committee shall be chaired by a CAAB member and consist of at least five (5) members representing at least three (3) different UIC colleges.
Members of this committee shall work closely with the UIAA staff in identifying ways to involve UIC alumni and students in various campus offices and campus programs.

5.6 Community Outreach Committee.

The Community Outreach Committee shall be chaired by a CAAB member and will consist of at least five members representing at least three (3) different colleges.
Members of this committee shall identify opportunities for UIC alumni to participate in meaningful ways in the community and propose mechanisms through which this participation can be effected.

SECTION SIX
Publications and Records

6.1 The CAAB may publish in accordance with the UIAA communications and publications committee policies and guidelines such newsletters, pamphlets, electronic publications and other periodicals under such names and at such times, as it shall consider appropriate.

SECTION SEVEN
Operating Guidelines Available for Inspection

7.1 The Secretary of the CAAB shall make a true, accurate and current copy of the Operating Guidelines of the CAAB available for inspection by any member of the CAAB (or other interested parties) upon reasonable notice.

SECTION EIGHT
Amendment of Operating Guidelines

8.1 Amendments. The Executive Committee shall review the CAAB Operating Guidelines at least once a year. These Operating Guidelines may be amended at any time by a two-thirds vote of the voting CAAB members upon thirty (30) days prior written notice of the proposed amendment (and the substance thereof) to the CAAB members.