Bylaws of the Georgia Tech Computing Alumni Organization

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Georgia Institute of Technology

College of Computing

CONSTITUTION OF THE GEORGIA TECH COLLEGE OF COMPUTING ALUMNI ORGANIZATION

JUNE 2009

Contents

ARTICLE I – NAME

The name of this organization shall be the Georgia Tech College of Computing Alumni Organization (hereafter Organization”), or Computing Alumni Organization for short.

ARTICLE II – MISSION

The Computing Alumni Organization exists for the benefit of all current and former students of the Georgia Tech College of Computing (CoC), the former Georgia Tech School of Information and Computer Science (ICS) and all interested friends of Georgia Tech.

The Computing Alumni Organization has the following mission:  

  1. Fostering life-long alumni participation with Georgia Tech and the College of Computing,
  2. Assisting the College of Computing and Georgia Tech to enhance alumni involvement in both volunteerism and philanthropic support including Roll Call,
  3. Planning and implementing CoC alumni events and activities,
  4. Providing networking opportunities for CoC alumni and students, and
  5. Supporting the continued excellence of the College of Computing. 

The organization is guided by a Computing Alumni Council, which operates with the support of both the College of Computing’s Office of Development and the Georgia Tech Alumni Association.

ARTICLE III – AFFINITY GROUP STATUS

The Organization operates as an Affinity Group of the Georgia Tech Alumni Association (GTAA). As such, we are governed by the policies and afforded legal protection as set forth in the GTAA by-laws.

ARTICLE IV – 501(c)(7) STATUS

The Organization is operated with 501(c)(7) tax-exempt status as a “Social and Recreation Club.”

ARTICLE V – MEMBERSHIP

Membership in the Organization shall be automatically granted to all graduates and former students of the College of Computing, ICS, CS and predecessor schools at Georgia Tech. Present students are not considered members unless they have previously received a degree from one of the aforementioned schools.

ARTICLE VI – ALUMNI COUNCIL

The Computing Alumni Organization shall be governed by the Georgia Tech College of Computing Alumni Council (hereafter “Council”), or Computing Alumni Council for short, as set forth in this document.

Section 1 – Purpose.

The general administration, management and direction of the Computing Alumni Organization shall be vested in the Computing Alumni Council.

Section 2 – Membership.

The Council will consist of approximately ten to twelve (10-12) members, each of whom shall be a member in good standing of the Georgia Tech Alumni Association. In addition, a representative of the CoC Development Office shall be an ex-officio, non-voting member.

Section 3 – Officers and Duties.

The officers of the Council shall be a Chair, a Vice Chair, Secretary, Treasurer, and Communications. Each of whom shall during his or her term of office, be a member of the Computing Alumni Council. Officers are elected by the Council.

  1. Chair – The Chair shall be charged with the following duties and responsibilities:
    1. Preside over, and set the agenda for each meeting of the Council.
    2. Supervise the general affairs of the Council.
    3. Chair the Executive Committee made up of the officers of the Council.
    4. Oversee the operation of all committees, by serving as a member of each committee of the Council or actively communicating with the chairperson of each committee.
    5. Direct the Council in approving formation of other ad hoc committees of the Organization, and appointing a Council member as part of them.
    6. Send appropriate notice of each meeting of the Organization and of the Council.
    7. Serve as a representative of the Organization and Alumni in general at College events and activities.
    8. Participate in any review of this Constitution, to occur at a minimum annually.
    9. Prepare an Annual Report on the activities of the Computing Alumni Council to be published to the membership of the Computing Alumni Organization and to the College.
  2. Vice Chair – The Vice Chair shall be charged with the following duties and responsibilities:
    1. Perform the duties of the Chair in the event of his or her absence.
    2. Preside over any review of this Constitution, to occur at a minimum annually.
    3. It is recommended that the Vice Chair intend to run for election as Chair for the subsequent term, and that their term as Vice Chair be a form of training.
  3. Secretary – The Secretary shall be charged with the following duties and responsibilities:
    1. Keep and distribute in a timely fashion a record of all meetings of the Council. Post meeting minutes in the appropriate forums.
    2. Preside over the orientation of new members of the Council.
    3. Recruit members to fill the officer vacancies.
    4. Announce and administer the elections.
  4. Treasurer – The treasurer shall be responsible for keeping track of all funding issued to and used by the Council. All money must be channeled through and approved by this officer.
    1. Draft an annual budget, based on the preliminary event calendar provided by the Council.
    2. Maintain an accurate and detailed ledger, complete with receipts of all expenditures.
    3. Prepare and present a budget report to the Council annually, or upon request of the Chair.
    4. Report the current status of the Annual Fund of the Council at each meeting of the Council.
  5. Communications – The communications officer shall be responsible for coordinating communication between the Council and CoC alumni, the College of Computing, and the Alumni Association.
    1. Actively maintain communications with the College and the Development office, including regular face-to-face meetings.
    2. Participate or chair the Alumni Relations Committee and participate in the Student Relations Committee to ensure their operation is in sync with the alumni communications in general.
    3. Oversee the Organization’s website, wiki, blogs, and community pages.
    4. Maintain the alumni mailing list.

Section 4 – Election and Terms.

  1. Council members serve for a twelve month term, from July 1 through June 30, following the academic year.
  2. Any member of the Organization can submit their desire for service as an officer, committee chair, or standing committee member in the Council to the Chair or to the Awards and Nominations Committee.
    1. Individuals must submit this notification in response to a call for nominations typically conducted during April preceding the start of a new term.
    2. Candidates can be nominated by members of the Council as well, subject to being contacted by the Awards and Nominations Committee and indicating their desire to serve.
    3. Candidates for Chair must be presently serving on the Council during the current term.
  3. Prior to the last Council meeting of the academic year, typically held during May, the Awards and Nominations Committee shall send to each member of the Council for their review and consideration a list of nominations for officers, committee chairs, and committee members in the Council for the coming term.
  4. At the last Council meeting of the academic year, typically held in May, the Awards and Nominations Committee shall present to the Council the proposed list of nominees for approval. The Council shall by majority vote elect officers, committee chairs, and approve members of the Council for the upcoming term.
  5. The Awards and Nominations Committee shall be responsible for contacting the new members of the Council and mailing a notification of the new officers, committee chairs, and members of the Council to all members.
  6. Should a Council member no longer meet the duties and responsibilities of Council membership, the Council can by majority vote at any meeting attended by a quorum of the Council remove that individual from Council membership.

Section 5 – Membership Duties and Responsibilities.

Members of the Council shall be charged with the following duties and responsibilities:

  1. Participate through regular attendance at meetings of the Council.
  2. Actively support Council activities.
  3. Participate fully in the committee assignments.
  4. Provide financial support for the Roll Call on an annual basis.

Section 6 – Vacancies.

Vacancies in the Council shall be filled by the Council for the unexpired term, by majority vote of the Council at any of the Council meetings attended by a quorum of members.

Section 7 – Quorum.

The presence of at least five (5) of the Council members shall be required to constitute a quorum for the transaction of business at any stated or special meeting of the Council.

Section 8 – Authority.

The Council shall have the authority to make by-laws and rules for the regulation of all the affairs of the Council consistent with its Constitution.

Section 9 – Meetings.

The Council shall meet at a location agreeable to the members no less than three (3) times each year. Preferably a Council meeting will be held each month on a recurring schedule. Meetings maybe called by the Chair, Vice Chair, or any three (3) members of the Council. For a non-recurring meeting, a notice of not less than ten (10) days shall be given before each meeting.

Section 10 – Disputes.

Any disputes within the Council shall be resolved by majority vote of the Council at any of the Council meetings attended by a quorum of members.

ARTICLE VII – COMMITTEES

Section 1 – Standing Council Committees.

The following standing committees shall be maintained. Members of these committees are all members of the Council.

  1. Executive Committee – The Council shall have an Executive Committee, with the Chair as the chairperson, consisting of the officers of the Council. The Committee shall meet when called at the discretion of the Chair, and shall assist the Chair in coordinating the affairs of the Council.
  2. Alumni Relations Committee – The Alumni Relations Committee shall engage alumni in activities which connect alumni to each other and to the College. The Committee shall, in conjunction with representatives of the Development Office, provide programs which increase participation of the alumni at College and/or Council activities on and off campus. The Committee will further provide opportunities for alumni networking, career development, and support.
  3. Awards and Nominations – The Awards and Nominations Committee shall recognize alumni who have demonstrated exceptional commitment to the College and the greater community, and promote alumni leadership. The Committee shall, in conjunction with representatives of the College, be responsible for recommending recipients of the Alumni Service Awards, in addition to any further recognitions which may be established. The Committee shall further nominate officers and recruit new Council members in accordance with Constitution.
  4. Events Committee – The Events Committee shall provide programs which sustain and increase the relationship of the alumni with fellow alumni, students, faculty, administration and trustees of the College. The Committee shall, in conjunction with the representatives of the Development Office, be responsible for the planning of alumni activities of the Council on and off campus. The Committee shall further secure volunteers to participate in such events.
  5. Student Relations Committee – The Student Relations Committee shall engage current students and recently graduated alumni in programs which enhance the collegiate and immediate post-graduate experience for students of the College. The Committee shall, in conjunction with the faculty and staff of the College, be actively involved in activities which support student diversity, recruitment, orientation, retention, and assist in coordinating the student/alumni mentor program. One focus of this Committee is to encourage young alumni to join the Organization and participate in the Council.

Section 2 – Other Ad-Hoc Organization Committees.

Other committees may be created and members appointed by the Council as necessary based on needs and desires of the members of the Organization.. These committee members need not be members ofthe Council, but at least one Council member must be part of each committee. The duties and functions of all committees shall be determined by the specific assignment of the Council.

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