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Constitution and Bylaws
The purposes of the Alumni Association of the Graduate School of Biomedical Sciences of the UMDNJ, Inc., are to serve the interests of the Graduate School alumni and students, to promote better understanding among alumni and students so they can assist each other in the professional arena, to enhance and maintain the influence of the organization and its parent institution on the scientific community, and to reflect the sentiments and philosophies of its members to other institutions, the surrounding community, and the State of New Jersey.
Article I: Name
The name of the association shall be: Alumni Association of the Graduate School of Biomedical Sciences of the University of Medicine and Dentistry of New Jersey, Incorporated (“Association”).
Article II: Membership
Section 1. The membership of the Association shall be composed of active members, associate members and honorary members.
Section 2. Active members are graduates of the Graduate School of Biomedical Sciences of the University of Medicine and Dentistry of New Jersey (“Graduate School”).
Section 3. Associate members are current full- and part-time students in good standing with the Graduate School
Section 4. Honorary members are those elected by the Association to membership for significant contributions that have furthered the objectives of the Association, the Graduate School, or the scientific and medical community.
Section 5. Only active members in good standing are eligible to vote or be elected to office in the Association. These are dues-paying members who are in compliance with the rules of the Association
Article III: Officers
Section 1. The officers of the Association are the President, Vice President, Treasurer, and Secretary. These Officers constitute the Executive Committee (“Committee”). None shall hold more than one office during a term.
Article IV: Duties of Officers
Section 1. The President presides at all meetings of the Association, the Executive Council, and the Executive Committee; appoints committees and members thereof not elected by the Association or the Executive Council; upholds the Constitution and the resolutions of the Association; insures that the other officers and committees properly perform the duties required of them; and performs such duties as are usually associated with the office of President.
Section 2. In the absence of the President, the Vice President presides at meetings of the Association, the Executive Council, and the Executive Committee; and performs other duties prescribed by the President. In case of a vacancy in the office of the President, the Vice President performs the duties of President until a new president is elected.
Section 3. The Treasurer has care and custody of all funds of the Association, keeps an accurate record of them, and reports thereon to the Executive Council and the Association; presides at meetings of the Executive Council and Association in the absence of the President and Vice President; and performs other duties that are customarily performed by the Treasurer. Funds of the Association must be kept in interest-bearing accounts. Disbursement of Association funds by the Treasurer must be conducted by permission of at least one other member of the Executive Committee. The Association will operate on a fiscal year beginning October 1. Financial records of the Association must be audited at the end of each fiscal year by a Certified Public Accountant appointed by the Executive Committee.
Section 4. The Secretary attends to and keeps an accurate record of all correspondence of the Executive Council and the Association; keeps an accurate record of all meetings of the Executive Council and the Association (“meetings”); transmits the respective minutes to members of the Executive Council within thirty days after each meeting; presides at meetings of the Executive Council and Association in the absence of the President, Vice President and Treasurer; and performs other duties that are customarily performed by the Secretary.
Article V: Executive Council
Section 1. The governing board of the Association is the Executive Council (“Council”). Its voting members are the members of the Executive Committee, except the President, and six Alumni Representatives. Alumni Representatives may not serve concurrently as Executive Committee members. The President serves only to break a tie. The current President of the Graduate Student Association, and a Graduate Student Representative, usually the Assistant Dean of Alumni Affairs, also will serve as non-voting members of the Executive Council.
Section 2. Any Council member who has unexcused absences for three consecutive regularly scheduled Executive Council Meetings shall be considered to have resigned. Absences will be excused for illness, death in the family, engagements schedules before establishment of the meeting schedule, and other reasons accepted by the President.
Article VI: Meetings
Section 1. A quorum for meetings of the Council is five voting members, at least one of whom is a Committee member.
Section 2. The Committee arranges the dates, times, places, and programs for all meetings of the Association and conducts all elections and the Association’s business.
Section 3. The Association shall have an annual meeting for the transaction of yearly business. Members shall receive written notice of such meetings at least 30 days in advance. The annual meeting will take place in September in time for installation of new Officers by October 1.
Section 4. The Council shall meet at least four times a year. Additional meetings may be held at the call of the President or any three members of the Council. Each member of the Council shall receive written notice of each meeting at least fifteen days before the meeting.
Article VII: Elections
Section 1. Election of all voting Council members will be by majority vote of the active members of the Association.
Section 2. Members of the Council shall be elected to terms of two years. Committee members will be elected for terms beginning October 1 of even numbered years, while Alumni Representatives will be elected for terms beginning October 1 of odd numbered years.
Section 3. Prospective Committee members will be nominated by the Council, by June 1 of even numbered years, and the nominations sent to the Association members. Association member votes will be received by September 1so that they can be tabulated and new Committee members can be installed at the September annual meeting. Such representatives may serve no more than two consecutive terms.
Section 4. Prospective Alumni Representatives will be nominated from the recommendations of both the Council and the Association. They will be nominated by the Association through polling that will be sent by mail to Association members by April 1 of odd numbered years. Nominees of the Association will be received by June 1 and the Council will add their nominees. A slate of prospective Alumni Representatives will be sent to the Association by July 1. Association member votes for all Alumni Representatives must be received by September 1 of the appropriate year so that votes can be tabulated and new Alumni Representatives installed at the September annual Association meeting. Such representatives may serve no more than two consecutive terms.
Section 5. The Committee, subject to ratification by the Council, fills all vacancies on the Council by appointment, and the appointees serve for the remainder of the unexpired terms. These appointees are therefore eligible for election to serve two consecutive complete terms at any Council position after finishing the appointed unexpired term without reference to such appointments.
Article VIII: Committees
Section 1. Aside from the Executive Committee, additional committees of the Association; the Nominating Committee, and all other committees, are established by the Executive Council. The chairpersons and members of these committees are appointed by the President and are subject to ratification only by the Executive Council.
Section 2. The Executive Committee deals with emergencies that cannot be expeditiously handled by the Council. A quorum is three of the four members. All actins of the Executive Committee are subject to Council ratification at the next regularly scheduled Council meeting.
Article IX: Dues
Section 1. The amount of dues, and the payment rules, for membership in the Association shall be set by the Executive Council.
Article X: Amendments
Section 1. Amendments to this constitution may be proposed by any Association member, in writing, to the Council by May 1 of each year. If approved by the Council, they will be provided to all Association members by July 1 with ballot, and all votes will be received by September 1 of the same year, so that the results can be presented to the Association members at the annual meeting. Amendments must be ratified by a two-thirds vote of the responding Association members.
Constitution and Bylaws
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