Urbana CAAB Operating Guidlines
Revised and approved October 26, 2007

Purpose

The Urbana Campus Alumni Advisory Board (the “Urbana CAAB”), is duly constituted and formed to foster a spirit of loyalty and fraternity among the graduates and former students of the Urbana campus of the University of Illinois, and to effect united action in promoting the welfare of the Urbana campus.

Among other responsibilities, the Urbana CAAB is specifically tasked with the following matters:

• Promoting programs, advocacy and outreach among various Urbana campus interests;
• Identifying activities, issues and needs related to the Urbana campus and communicating about them among the alumni, the University of Illinois Alumni Association (“UIAA”) Board of Directors, and the University of Illinois Vice President of Alumni Relations for the Urbana campus;
• Recommending nominees to the UIAA Board of Directors and committees of the UIAA;
• Selecting recipients of the University of Illinois Distinguished Service Award, University of Illinois Loyalty Award for Exceptional Alumni Service and other recognitions that may be requested from time to time;
• Recommending representative(s) to the Urbana Campus Athletic Advisory Board.

These Operating Guidelines are designed to assist in the organization and operation of the Urbana CAAB.

Organization

Membership:  Members of the Urbana CAAB must be sustaining members of the UIAA and academic attendees of the Urbana campus of the University of Illinois, except for ex officio and student members (as set forth below).  The number of members at any one time is set by the Urbana CAAB itself, but will consist of a minimum of ten members.   In composing its membership, the Urbana CAAB will strive to reflect the vibrancy of the alumni community of the Urbana campus, including its geographic, racial, gender and constituency diversity.

General Members: Members of the Urbana CAAB are chosen based on past experience, representation of the diversity of the Urbana campus and experience in alumni and campus affairs representing the Urbana campus.  Nominations may be made by current Urbana CAAB members or others, and the selection will be made by internal procedures determined by the Recruitment and Membership Committee.

Members of the Urbana CAAB shall respectively serve terms of two years.  Members of the Urbana CAAB may be reappointed; however, a member shall serve no more than three consecutive terms, unless the member is elected to serve as the CAAB Chair or Chair Elect, in which instance the member can serve until the completion of his or her term as Immediate Past Chair. 

Ex Officio Members: Vice President of Alumni Relations, Urbana Campus shall serve as an ex officio non-voting member of the Urbana CAAB, with responsibilities (i) as the liaison to the University community on a day-to-day basis, (ii) the liaison to the Alumni Association staff, and (iii) to coordinate meetings and activities with the Chair and Executive Committee and facilitate the activities of the Urbana CAAB.  The UIAA CEO shall also serve as an ex officio non-voting member of the Urbana CAAB.  The Assistant to the Vice President shall serve as Urbana CAAB Secretary and is responsible for maintaining the records of the Urbana CAAB, and for scheduling regular meetings of the Urbana CAAB and sending meeting notices to participants.  The Vice President of Alumni Relations shall also be responsible for arranging the appropriate staff to attend CAAB meetings for assistance and guidance, as appropriate and determined in coordination with the Chair of the Urbana CAAB.  If the position of Vice President of Alumni Relations, Urbana Campus is vacant at any time, the UIAA CEO shall appoint another staff member of the UIAA to serve as ex officio member until a Vice President of Alumni Relations, Urbana Campus is named.

Student Member: A current member of the Student Alumni Ambassadors (SAA) shall be selected by SAA with the concurrence of the Vice President of Alumni Relations, Urbana Campus for one or more one-year terms.  This person shall have a vote in all matters to come before the CAAB.

Chair and Related Officers: The Urbana CAAB Chair will be elected by the members of the Urbana CAAB, and may serve no more than one two-year term.  The Immediate Past Chair and the Chair Elect also play leadership and advisory roles at the direction of the Chair.  The Chair sets organizational direction for the CAAB in coordination with the Executive Committee

Operation

Committees: Committees are the heart of the Urbana CAAB, where many specialized issues are reviewed in depth and new programs, recommendations or decisions are often made. Each committee will have a Chair, elected by the membership of the Urbana CAAB, who will serve for a two-year term or to fill the remainder of a two-year term.  Committee Chairs must be General Members of the Urbana CAAB and are eligible to serve so long as they remain a General Member of the CAAB. 

Executive Committee: The overall direction of the CAAB is set by the Executive Committee (“ExCom”), consisting of the Chair, Immediate Past Chair, Chair Elect, with the Vice President of Alumni Relations as ex officio.

Athletic Advisory Committee: The Athletic Advisory Committee is responsible for recommending representative(s) to the Urbana campus Athletic Board, in accordance with the Athletic Board guidelines. The Athletic Advisory Committee will maintain a liaison role to the Athletic Board to improve its candidate selection process.  Recommendations of the Athletic Advisory Committee will be presented to the membership of the CAAB and forwarded to the Chancellor to finalize the selection process.

Awards Committee: The Awards Committee is responsible for (i) selecting recipients of the Distinguished Service Award and the Loyalty Award for Exceptional Alumni Service, (ii) providing nominations to the UIAA for all other campus alumni awards, and (iii) representing the views of the Urbana campus alumni with respect to the process for the awards presented by the UIAA.  Recommendations of the Awards Committee will be presented to the membership of the Urbana CAAB to finalize the selection process.

Club and Constituent Liaison Committee: The Club and Constituent Liaison Committee is responsible for (i)  identifying synergies in the activities of the local alumni clubs and campus constituent organizations, as appropriate, (ii) addressing issues on behalf of the local alumni clubs with the Urbana campus community and on behalf of the alumni groups with respect to the campus constituent organizations, and (iii) advocating for the activities and needs of the local alumni clubs and campus constituent organizations in keeping with the purpose of the CAAB.

Governance Committee: The Governance Committee is responsible for the periodic review of the organizing documents, including these Operating Guidelines, and proposing changes to these documents when necessary or convenient to the efficient operation of the Urbana CAAB.  The Chair of the Governance Committee is also responsible for determining points of order and procedure during Urbana CAAB meetings and coordinating with the Urbana CAAB Chair in organizational questions that relate to the UIAA or the wider University of Illinois community.

Recruitment and Membership Committee: The Recruitment and Membership Committee is responsible for determining the membership of the Urbana CAAB (with the approval of the UIAA Board of Directors) and for nominations of up to five Urbana CAAB representatives to serve on the UIAA Board of Directors.  All recommendations of the Recruitment and Membership Committee must be approved by a simple majority of the membership of the Urbana CAAB.  The Recruitment and Membership Committee is also responsible for outreach to the Urbana campus community to continuously improve the pool of available candidates for the boards and committees its nominees populate.

Meetings: Meetings shall be organized and dates determined by the Chair, with Robert’s Rules of Order governing unless otherwise decided, and meetings may be conducted in whole or in part by telephonic or electronic means without any effect on validity whatsoever. 

Proxies: Proxies will be accepted by the CAAB Chair or committee chair unless there is reason to believe that the proxy is not a valid proxy for conducting CAAB business or otherwise deficient. 

Removal of Members: A member may be removed for cause by a two-thirds vote of the CAAB at any regular or special meeting, if the Member is notified in writing by the Chair of the CAAB prior to the meeting of such charges as may be proffered.

Amendments: These Operating Guidelines may be changed from time to time by the approval of the Urbana CAAB.  The Urbana CAAB will have the power necessary to effectuate the above responsibilities.

Confidential Information
By accepting appointment in the Urbana CAAB, members acknowledge that, in performance of CAAB duties, they may receive confidential information; and that such confidential information is to be kept confidential and used only for those purposes intended and authorized by the UIAA.  Putative members of the Urbana CAAB, therefore agree to sign and be bound by Confidentiality Agreements and/or Conflict of Interest Agreements as are necessary, customary and reasonable.