Alumni Relations
RYERSON UNIVERSITY ALUMNI ASSOCIATION (RUAA) BY-LAWS
Adopted: October 3rd, 2009
Revised: October 2nd, 2010
Revised November 19th, 2012
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ARTICLE 1. - GENERAL MEETINGS | ARTICLE 2. - RUAA BOARD | ARTICLE 3. - OFFICERS | ARTICLE 4. - RUAA BOARD PORTFOLIOS | ARTICLE 5. - AMENDMENTS
ARTICLE 1. - GENERAL MEETINGS
1.1 Meetings – Annual General
1.1.1 The Ryerson University Alumni Association (RUAA) shall designate the time, place and date of an Annual General Meeting (AGM), which shall be held at least once each year on campus.
1.2 Meetings – Special General
1.2.1 Special General Meetings may be called at any time by the RUAA President, by the majority vote of the RUAA Board or by the Vice-President University Advancement; such special meetings shall be held at such place and on such time and date as shall be fixed by the person or persons calling the meeting.
1.3 Meetings - Notice
1.3.1 Notice of the Annual General Meeting or Special General Meeting shall be given by the Executive Director of Alumni Relations by notice communicated at least thirty days in advance.
1.3.2 Each notice shall state the time, place and date of the meeting and, in the case of a Special General Meeting, shall state the purpose or purposes therefore.
1.4 Meetings - Quorum and Voting
1.4.1 At the Annual or Special General Meetings, the presence of twenty-one alumni shall be sufficient to constitute a quorum for the transaction of any business..
1.4.2 Each alumna/alumnus with valid identification shall be entitled to one vote.
1.4.3 Motions shall be decided by a majority of the votes cast, except as otherwise provided by the Constitution or these By-laws.
Return to TopARTICLE 2. - RUAA BOARD
2.1 Election and Term
2.1.1 Members of the RUAA Board (with the exception of officers) shall serve three-year terms as provided in the Constitution, shall be elected in a manner and at a time to be determined by the RUAA Board, and the slate presented at an Annual General Meeting or Special General Meeting.
2.1.2 Approximately one third of the total number of RUAA Board members shall typically be elected each year for a staggered roll over.
2.1.3 The RUAA Board nominations committee will take into account the leadership needs of the RUAA Board in the nominating process ensuring that the slate presented at the Annual General Meeting fills the specific leadership vacancy left open as a result of the departure of a then current member of the Board.
2.1.4 All terms for RUAA Board members shall terminate at the Alumni General Meeting, and newly elected members of the RUAA Board shall take office at that time.
2.1.5 The term of each ex officio member of the RUAA Board shall extend for the time of service in the office to which ex officio membership is based to a maximum of three years
2.2 Eligibility
2.2.1 o elected member of the RUAA Board shall be eligible to serve for more than one full term except after a lapse of five years, provided that the term of the President, the Vice-President, the Secretary/Treasurer of the RUAA Board shall be governed by Article 3 of these By-laws.
2.2.2 The eligibility of members of the RUAA Board elected to fill vacancies shall be governed by Section 4 of these By-laws.
2.3 Nomination
2.3.1 Nominations for election to the RUAA Board shall be made annually by the RUAA Board Nominations Committee.
2.3.2 Other applications may be made by petition signed by five Alumni and filed with the RUAA Board Nominations Committee in advance of their published deadline.
2.3.3 No applications for election to the RUAA Board shall be made from the floor of the Annual General Meeting.
2.4 Vacancies
2.4.1 Any vacancy in the elected seats on the RUAA Board may be filled by a majority vote of the remaining members of the RUAA Board. RUAA Board members elected in this manner will serve out the remaining term of the departed RUAA Board member.
2.4.2 A member of the RUAA Board elected to fill a vacancy shall be eligible thereafter to be elected to a full term on the RUAA Board if nominated and elected pursuant to Sections 1 and 3 of this Article of these By-laws.
2.4.3 If a member of the RUAA Board is elected to be President, Vice-President, Secretary/Treasurer prior to the expiration of that member's term, the RUAA Board may consider the seat of such member to be vacant and it may be filled in the manner prescribed herein.
2.4.4 The absence of a member of the RUAA Board for two consecutive RUAA Board meetings shall be deemed a resignation that the RUAA Board may accept.
2.5 Quorum and Conduct of Meetings
2.5.1 A majority of the number of RUAA Board members currently in office, which must include either the President or the Vice President, shall constitute a quorum for the transaction of all business and, except as otherwise provided in these By-laws, a majority of those present shall be sufficient to adopt any resolution of the RUAA Board.
2.5.2 The RUAA Board shall meet at least three times in each year, at such times and places as shall be fixed by the President or by a majority of the RUAA Board and notice of each such meeting shall be communicated by the Executive Director of Alumni Relations not later than ten days in advance of the meeting.
ARTICLE 3. - OFFICERS
3.1 Election of the President, Vice President and Secretary/Treasurer
3.1.1 The President, the Vice President, and Secretary/Treasurer shall be elected by a majority of the RUAA Board.
3.1.2 Officers shall begin their term of service as President, Vice President, Secretary/Treasurer at the Annual General Meeting.
3.1.3 The RUAA Board Nominations Committee shall assist the RUAA Board in the conduct of these elections.
3.1.4 Election to all offices shall be for a two year term.
3.1.5 All officers shall be ineligible for re-election to their respective offices.
3.1.6 The Secretary/Treasurer shall be eligible for election to Vice President and the Vice President will succeed to the Presidency.
3.1.7 As with the regular election process, the RUAA Board Nominations Committee shall assist the RUAA Board in filling vacancies in the officer group.
3.2 Officers - Duties
3.2.1 The President of the RUAA and shall preside at all RUAA Board, the Annual General Meeting or Special General Meeting. The President shall perform such other duties as pertain to the office.
3.2.2 In the event of the President's absence or inability for any reason to discharge the duties of office, the Vice President shall temporarily perform those duties. The Vice President also shall perform the duties as specified in the Constitution and such other duties as the RUAA Board may assign.
3.2.3 The Secretary/Treasurer shall be responsible for the minutes of the RUAA Annual General Meeting and RUAA Board meetings and shall perform the duties as specified in the Constitution and such other duties as the RUAA Board may assign.
3.3 The President
3.3.1 Represents the “official” alumni face of the RUAA
3.3.2 Works in close partnership with the Executive Director of Alumni Relations
3.3.3 Provides overarching leadership of the RUAA Board
3.3.4 Coordinates with other RUAA Board officers
3.3.5 Attends and conducts in person all RUAA Board and executive meetings according to established rules of governance
3.3.6 Strong working knowledge and application of the RUAA Constitution and By-Laws
3.3.7 Promoting communication within the RUAA Board
3.3.8 Promotes and encourages participation of RUAA Board members in achieving their goals, and contributing to overall affairs of the RUAA
3.3.9 Completes RUAA Board reports on behalf of the executive, and submits articles for Ryerson University magazine, etc, as appropriate
3.3.10 Facilitates the transition of new Board officers
3.3.11 Preferred Skill Set: leadership, diplomacy, communication, team-building, meeting management, public speaking, delegation, volunteer management and motivation, managing a multi-level, complex organization.
3.4 Vice-President
3.4.1 Attends in person all RUAA Board and executive meetings
3.4.2 Coordinates with the President and other RUAA Board officers
3.4.3 Promotes and encourages participation of RUAA Board members in achieving their goals, and contributing to overall affairs of the RUAA
3.4.4 Represents the “official” alumni face of RUAA
3.4.5 Strong working knowledge and application of the RUAA Constitution and By-Laws
3.4.6 Serves as Co-Chair of the Nominations Committee
3.4.7 Shadows the President in order to fulfill those duties in due course
3.4.8 In the absence of the President, fulfills presidential duties as described above
3.4.9 Preferred Skill Set (as per the President): leadership, diplomacy, communication, team-building, meeting management, public speaking, delegation, volunteer management and motivation, managing a multi-level, complex organization.
3.5 Secretary/Treasurer
3.5.1 Attends in person all RUAA Board and executive meetings
3.5.2 Coordinating with other Board officers
3.5.3 Works in partnership with the Administrative Assistant of the Executive
Director of Alumni Relations
3.5.4 Represents, with or without the President and/or Vice President, the “official” alumni face of RUAA
3.5.5 Strong working knowledge and application of the RUAA Constitution and By-Laws
3.5.5 Maintains a record of RUAA Board meeting meetings, minutes, documents and/or financial records as appropriate
3.5.7 Responsible for roll call and establishment of quorum at RUAA Board meetings
3.5.8 Reviews RUAA Board meeting minutes in advance of circulation
3.5.9 Preferred Skill Set: leadership, financial, communication, computer, business, and knowledge of fundraising, thoroughness and attention to detail, communication, computer, organization, time management, and event planning.
3.6 Executive Director of Alumni Relations – RUAA Duties
3.6.1 Report to the Vice President, University Advancement
3.6.2 Direct Alumni Relations staff and operations as directed by the Vice President, University Advancement
3.6.3 Act as a full voting member of, and work in close partnership with, the RUAA Board and executive
3.6.4 Represent the wishes of the RUAA Board to the university, and the needs of the university to the RUAA Board
3.6.5 Fulfill all the duties of the Chief Operating Officer of the RUAA, and ensure the effectiveness and efficiency of the RUAA’s operation
3.6.6 Maintain an archival record of RUAA Board minutes, including the Annual General Meeting, as well as current versions of the RUAA Constitution and By-Laws
3.6.7 Cause to be maintained current records of the names and contact information of all members of the RUAA Board and Committees
3.6.8 Cause copies of the minutes of the meetings of the RUAA Board and Committees to be made available to all interested alumni via the RUAA website
3.6.9 Cause timely notices of the regular, general and special meetings of the RUAA Board to be communicated as required by these By-laws
3.6.10 Act as non-voting Secretary of the Board Nominating Committee and as a full voting member of all other committees of the Board
3.6.11 Perform such other duties as pertain to the office as may be necessary for the fulfillment of the RUAA’s purpose, as per its Constitution
3.7 The Board’s Executive Committee
3.7.1 The three officers of the RUAA Board and the Executive Director of Alumni Relations will act as the executive committee of the RUAA Board, functioning on behalf of the RUAA Board between meetings.
ARTICLE 4. - RUAA BOARD PORTFOLIOS
4.1 The Portfolios of the Board
4.11 The portfolios of the RUAA Board will mirror the major business units of Alumni Relations, with Board Members selected by the Nominations Committee based on a defined skill set and experience.
4.1.2 Board members will work in partnership and liaise with their counterpart, as applicable, among the professional paid Alumni Relations and Development staff.
4.2 Board Portfolio Assignments
4.2.1The active Board Portfolios are:
4.2.1.1 Executive (President, Vice President, Secretary/Treasurer, Executive Director, Alumni Relations)
4.2.1.2 Academic Associations
4.2.1.3 Regional Branches
4.2.1.4 Shared Interest Groups
4.2.1.5 Student and Recent Alumni
4.2.1.6 Awards and Nominations
4.2.1.7 Marketing and Communications
4.2.1.8 Liaison, Board of Governors
4.2.1.9 Liaison, Senate
4.2.10 Liaison, Annual Fund
4.2.11 Directors at Large (2)
4.3 The Formation / Establishment of Portfolios and Committees
4.3.1 The RUAA Board, by amendment to these By-Laws, may from time to time add or subtract from the number of established RUAA Board Portfolios to ensure that the then key functions of the alumni relations effort at Ryerson University are addressed by the RUAA Board in partnership with the Ryerson University alumni relations staff.
4.3.2 Specific staff members will be assigned to work directly with the Board members responsible for each committee area.
4.3.3 In addition, each RUAA Board Member may bring forward to the RUAA Board for approval a committee of alumni to assist with the portfolio.
4.3.4 In the case of Associations, Branches, Chapters, Board of Governors and Senate, the members of those respective groups are considered to comprise the committee membership.
ARTICLE 5. - AMENDMENTS
5.1 These By-laws may be altered, amended or supplemented by vote of a majority of the whole RUAA Board, provided that notice thereof shall have been included in the notice of the meeting at which such action is to be considered.
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