*for reference of reviewers, this constitution is organized into two main sections, Definitions and Bylaws. The former defines terms and also outlines the Mission, Aims, Objectives of the organization. The idea is that this portion of the document will remain fairly static. The section on Bylaws is more about what we do and is designed to be the part of the document that evolves and is added to. This is a structure I saw in alot of constitutions but this iteration is most similar to St. FX’s document which can be found here: https://www.stfx.ca/sites/default/files/alumnistfx_constitution.pdf
The elected representative body of the Association, consisting of a President and at least one other representative fulfilling the specific roles and duties as set out in the Bylaws.
The name of this Association shall be the Quest University Canada Alumni Association, hereinafter referred to as the Association or the QUCAA.
There are three types of QUCAA membership:
All degree-holding graduates of Quest University Canada and any other members of the University community deserving of such membership as determined by the Alumni Council are eligible for membership in the Association and shall enjoy the privileges of membership.
Executive members shall be elected every year to fulfill the roles of the Alumni Council described in section 2 of the Association Bylaws.
Every graduate of Quest University Canada is eligible to become a member of the QUCAA and will be automatically registered as such unless the individual states otherwise in writing to the Secretary at firstname.lastname@example.org.
Administrative or university officers as listed in the University Calendar; anyone designated as a friend of the University as determined by the Alumni Council; and anyone who merits special recognition may be made an associate member of the Association by resolution at any meeting of the Association, or by Special Resolution of the Alumni Council.
A registrant of the University for at least one academic year.
Quest University Canada and any future subsidiaries
The Association shall be the official voice of the alumni of the University and of all Association members and shall on behalf of all alumni carry out the aims, objectives and purposes of the Association.
Aims and Objectives
The aims, objectives, and purposes of the Quest University Canada Alumni Association (QUCAA) are to:
- To advance and promote the best interests of the University;
- To facilitate networking, reunions, and job or learning opportunities amongst former and current students.
- To foster and encourage, in former students of the University, the present student body and faculty and other interested persons, a spirit of loyalty to the University;
- To communicate news between the University and the Alumni community;
- To promote and maintain an informed public awareness of the University, its activities, its programs, its accomplishments;
- To provide counsel to the University administration, faculty and student body;
- To do all such other things conducive to the attainment of the foregoing aims, objectives and purposes.
Any alumnus of the University will enjoy the following membership privileges:
- a) To be eligible to hold office in the Association and to be eligible to be a member of the Alumni Council;
- b) To benefit from any of the services provided by the Association and the Alumni Council;
- b) To speak and vote at all meetings of the Association;
- c) To make and introduce motions, resolutions, petitions and suggestions to the Association and the Alumni Council;
- d) To propose and advocate any measure meant to advance or promote the best interests of the University and to submit such proposals to the Association or the Alumni Council for approval.
Representation on the Quest University Canada Board of Governors
The Association works directly with the University Board of Governors to promote Alumni representation and facilitate nomination of this representation under the existing roles and responsibilities.
The Association may, from time to time, enact such Bylaws that are considered necessary to meet the aims and objectives of the Association and provide for effective governance.
Annual General Meeting
The Annual Meeting of the Association shall be held at such time and place as the Alumni Council determines, following notice of at least 60 days.
This Constitution may be amended from time to time, by a resolution passed by a two-third majority of the votes cast at an Annual General Meeting of the Association, or at a Special Meeting called for that purpose, by members of the Association, provided there is notice of at least 60 days of such amendments.
1. Conditions of Membership
Cessation of Membership
A person shall cease to be a member of the Association by; delivering their resignation to the Secretary in office in writing through email, on their death, or on being expelled.
A member may be expelled by a resolution of the members passed at a General Meeting. The notice for expulsion shall be accompanied by a brief statement of the reasons for the proposed expulsion. The person who is subject to the proposed expulsion shall be given the opportunity to be heard at the General Meeting before the decision is put to vote (refer to 6.3 for decision making rules).
The Alumni Council is the representative and governing body of the Association and its affairs shall be managed by a team of constituent Executive members.
Duties of Alumni Council and Executive
The Alumni Council shall promote the objectives of the Association and shall have charge, control and management of the property and resources of the Association and all matters relating thereto and deemed expedient to the best interests of the Association, and, without limiting the generality of the foregoing, may recommend Bylaws, rules, appoint members to standing committees, convene ad hoc committees, and in all respects liaison with the University, communicate with the public and speak on behalf of the Association in its representative and governing capacity.
Executive members shall be elected every year to fulfill the following roles:
- Shall be an ambassador and spokesperson for the Association;
- Shall be the official representative of the Association at the University, shall promote the goals of the University and shall be the primary representative on University committees, unless delegated or deemed necessary by an Alumni Council Resolution.;
- Shall communicate with Council members and the relevant Alumni Affairs staff of the University to ensure fulsome communication with Association members. In particular, the President shall provide semi-annual reports and ensure minutes of meetings are available to all members;
- Shall carry on the usual duties of a President, presiding at meetings, exercising general supervision and overseeing the interests of the Association and shall oversee the carrying out of duties by the Alumni Council and the Executive team;
- Shall assign appropriate executive members or Council members to act in his or her stead when the President is unavailable;
- Shall represent the Association to the Quest University Canada Board of Governors and pursue Alumni representation on said Board;
- Shall sit as ex officio member of all Council committees.
- Shall act for and discharge the duties of the President in the President’s absence or inability to perform those duties. This includes acting as the public representative when President is unavailable.
- Shall provide counsel and support for the President
- Shall report on the status of all Association funds and property at each General Meeting;
- Shall developing and oversee budgets for each fiscal year including requests for future expenses;
- Shall develop and manage all Association investments and property;
- Shall work with the Fundraising Leader to develop strategies to meet the fiscal needs of the Alumni Association.
- Shall solicit and collate meeting agendas and arrange meeting times and venues;
- Shall record meeting minutes and attendance;
- Shall oversee the timely and transparent production of meeting minutes for review by all Members, in whatever format deemed necessary;
- Shall be the primary monitor of the Association email account, distributing messages and tasks as necessary;
- Shall oversee planning, executing, and reporting to Association on fundraising campaigns throughout the year.
- Shall work closely with Events Coordinator, Treasurer, and Communications Director to execute campaigns.
- Shall leading and elect events subcommittees.
- Shall plan and executing alumni events (e.g., socials, networking/professional, educational, fundraising etc.)
- Shall work with communications and fundraising leaders to plan these events.
- Updating alumni portal
- Updating alumni on news from the Alumni Association and Quest University via email communication and Facebook group;
- Soliciting feedback from alumni;
- Promoting events and campaigns organized by the Association;
- Managing alumni database
- Emailing minutes to subscribed alumni who wish to receive minutes
- Working closely with fundraising and events team
- Leading communications subcommittee
Both the President and Vice-President will be designated as signing officers for the Association, and may be extended to other members of the Alumni Council at their individual discretion.
Terms of Office
Terms on Alumni Council shall be for a period of one year with no maximum number of terms
Alumni Council Elections
Any Quest University Canada Alumnus is eligible to run for any Alumni Council position.
Elections will run once a year in September and October at the discretion of a Nomination and Recruitment Committee. Terms of office shall commence no later than December 1st.
President of the association will designate a Nomination and Recruitment Committee which shall design and implement the Association election process to the following specifications:
- Within reason, all Members shall be presented with the opportunity to vote for Association positions;
- Solicitation period for candidates shall remain open for no less than 14 days;
- Each nomination should include the candidate’s name, a short biography, and a statement of interest;
- In the case where no candidates are received for a position, the Nomination and Recruitment Committee will make arrangements to extend the nomination period and announce the open positions;
- Candidate information should be freely and easily accessible;
- Voting shall remain open for no less than 14 days;
- Elected representatives shall have 48 hours to accept their nominations;
- Once new Alumni Council members are elected and have accepted their nominations, results shall be announced in a timely and accessible manner.
In order to win the election, a candidate must have the majority votes out of all votes for a given position. There is no minimum number of votes required to make the election legitimate.
If an elected representative wishes to resign, they must send a resignation letter, electronic or physical, to the Secretary three weeks prior to their departure. In case of emergencies, this deadline is flexible as per the Secretary’s discretion. After receiving the letter, the Secretary can call another election according to the Procedure above.
If there are vacancies on Council or the Executive, or any standing or ad hoc committee of the Association, the Executive, on the advice of the Nominating and Recruitment Committee, shall take reasonable steps to fill the position. In the interim, the Association shall be deemed to be a fully constituted Council carrying on the business of the Association.
3. Ad Hoc Committees
The Council on its own motion may, from time to time, constitute ad hoc committees to deal with specific issues. Ad hoc committees shall have a determinate term, renewable on motion of Council and shall submit to the Council reports as directed by Council or the Executive. The Council will appoint a Chair for each committee from amongst the Executive Members.
Subject to the exceptions below, meetings of Council and meetings of all committees may be via electronic means or in person. In accordance with the Constitution and the Bylaws, the President shall call meetings or delegate this task as needed, ensuring there is appropriate notice given for the meeting of at least seven days.
Council meetings shall be held once a month and are open to all QUCAA members. If non-Executive QUCAA members wish to join the meeting, they can contact the Secretary in advance for meeting details. Meeting minutes will be made available to the entire association within 48 hours of the meeting.
The Annual General Meeting
Shall be a face-to-face meeting on campus of the University. The purpose of the meeting shall be to solicit member feedback, receive annual reports and transact any business that is appropriately brought before the meeting.
Special Meetings of The Association
A special Meeting may be called by the Alumni Council whenever the same is advisable or desirable. A Special Meeting shall be called by the Alumni Council upon receipt of a request addressed to either the President or the Secretary and signed by at least ten members. The purpose for the meeting shall be clearly stated in the request. In the event that a Special Meeting is not set down within ten days after receipt of a request by members, the members who signed such a request may then proceed to call such a meeting by appropriate notice, in accordance with the Bylaws.
Council Quorum and Decision Making
All official meetings require a Council quorum of ⅔ to run. All decisions shall be made through a ⅔ majority vote. All Executive Members’ votes have the same weight. Votes shall be casted online and reviewed by the President.
5. Altering Constitution Document
Making changes to this governing document requires a referendum, which should be executed by an ad hoc committee determined by the President and adhere to the following specifications:
- Within reason, all Members shall be presented with the opportunity to vote in a referendum;
- Suggested changes shall be published three weeks prior to the commencement of voting;
- Suggested changes should be freely and easily accessible;
- Voting shall remain open for no less than 14 days;
- During this time, elected representatives shall facilitate question and answer (Q&A) periods online or in person as appropriate;
- A majority vote is required for the referendum to pass. No minimum number of votes is required to make a vote official.
6. Effective Date
The Bylaws shall become operative without further formal notice upon their enactment, such enactment occurring upon their being passed by a simple majority in referendum or a Special Meeting called for that purpose.