ARTICLE I: Name of the Organization
The name of this organization is The Jefferson College of Health Sciences Alumni Association.
The college is located at 101 Elm Avenue, SE, Roanoke, VA 24013.
ARTICLE II: Purpose
- The purpose of the Association shall be to:
- Promote the mission, core values, philosophy and objectives of the Jefferson College of Health Sciences and Carilion Clinic.
- Promote an environment for personal and professional growth.
- Encourage participation in college activities and college development.
- Establish lines of communication between JCHS alumni and the college.
- Promote scholarships development for students at JCHS.
ARTICLE III: Membership
Eligibility: All graduates who have received a degree, diploma or certificate from a program of one year or greater duration from JCHS (Jefferson College of Health Sciences), or any of its predecessor organizations shall be members of the Association and are eligible to vote. Members of The Alumni Association are all graduates of JCHS or any school that was a precursor to JCHS since its inception as the Jefferson Hospital School of Nursing, including Lewis-Gale School of Nursing, Community Hospital of Roanoke Valley School of Nursing and the Community Hospital of Roanoke Valley College of Health Sciences.
Ambassador Membership: Ambassador membership shall be conferred to the JCHS Student Senate President. Such membership shall confer all privileges except voting and holding office.
Section I: The Annual Meeting shall be held in conjunction with Alumni weekend and all alumni are invited to attend.
Section II: Meeting of the Association will be held 4 times each year: Alumni Weekend, the first Thursday of November, March and May at 5:30 pm. Additional meetings will be scheduled as needed to accomplish the business of the Association.
Section III: Notice of meetings shall be included in printed communication from JCHS Alumni Office; all Alumni are invited to attend. Closed meetings of the Board may precede full meetings as needed. Changes will be announced 30 days in advance when possible.
Section IV: Any member who fails to attend two (2) consecutive meetings without advance notice of absence to the JCHS Resource Development Officer may be removed from the Board at the discretion of the Executive Committee of the Board.
ARTICLE IV: Leadership
Section I: Regular meetings of the Alumni Association Board of Directors shall be held at least four timesper year at the college or other designated location.
Section II: A quorum at any meeting of the Board of Directors shall consist of 50% of the membership of the Board and two officers. Meetings may be conducted through telecommunications equipment, provided all Directors participating can hear each other simultaneously
Section III: Leadership of the Association shall be the responsibility of the Board of Directors. The Board of Directors is composed of not less than twelve (12) members consisting of the President, President-elect, past President, Secretary, Treasurer and not more than twenty (20) representing a variety of degrees and disciplines offered by JCHS. Term should not exceed two (2) years.
Offices of the President-elect, President and Past Presidents will have a term limit of one (1) year each, for a total of three (3) years. A President-elect will be elected each year, as the Past President rotates off the Alumni Board
Non-executive members can have unlimited consecutive terms. Elections shall be held in conjunction with the Alumni Weekend activities. Ballots of candidates shall be issued 30 days prior to elections and “mail-in” and e-mail votes are accepted when received 10 days prior to formal elections.
Section IV: Committees shall consist of an Executive Committee, a Nominating Committee and other ad hoc committees as needed, such as Communications, Awards, Student Alumni, and Events. Committee chairs are free to recruit members for their ad hoc committees who are not members of the Board of Directors.
- Executive Committee-chaired by the president
- Nominating Committee-chaired by the Vice-president
- Membership Committee-chaired by the Corresponding Secretary
- Fundraising/Activity/Event Committee-Chaired by the Treasurer.
Each committee shall have 2 or more additional members.
(a) The President exercises a general executive control of the affairs of the Association; presides at all meetings of the Association, the Board, and the Executive Committee; appoints members of committees; serves as an ex-officio member of all committees; performs all duties incident to the office; serves as primary liaison with the JCHS Resource Development Officer and such other powers and duties as may from time to time be delegated to the President by the Board.
(b) The Vice President, in the absence or disability of the President, shall perform the duties of the President. S/he shall chair one of the major committees and such other duties as the Board may from time to time prescribe.
(c) The Corresponding Secretary shall chair one of the major committees and such other duties as the Board may from time to time prescribe. In the absence of the president and vice president(s), call the meeting to order and preside until the immediate election of a chairman pro tempore.
(d) The Recording Secretary keeps the minutes of meetings of the Association, the Board, and the Executive Committee, and submits them to the Executive Committee within fifteen (15) days of the meeting. Keep on file all committee reports. Keep the organization’s official membership roll.
(e) The Treasurer approves all financial transactions/expenditures and then the JCHS Resource Development Officer approves based on the Association’s consent. The Association’s account is held in the alumni associations agency fund in the Jefferson College of Health Sciences general ledger. The treasurer is responsible for a quarterly financial report, and works with the JCHS Resource Development Officer to assure the transfer of funds to the Association’s account. The JCHS Resource Development Officer is required to sign check requests based on the consent of the Board and in accordance with standard College (Carilion) financial and accounting procedures.
Nominating Committee: The President of the Association shall appoint a Nominating Committee consisting of up to three (3) members of the Association, of whom at least one (1) is currently the Vice President of the Board who shall serve as Chair of the Nominating Committee. The task of the Nominating Committee shall be to solicit names to fill board vacancies and to submit nominations to the membership to fill such vacancies as needed.
A call for nominations shall be published in alumni communications and via e-mail at least two (2) months before the date of the election.
The Nominating Committee shall confer and consider all names which have been suggested and upon receiving the consent of the suggested persons chosen, shall nominate one at least (1) person for each vacancy which shall occur on the Board.
The Chair of the Nominating Committee shall present the nominees at the annual meeting of the Association at which time nominations from the floor from members may be accepted for members, and the election shall proceed. A plurality of votes cast shall elect the new members. The new board members’ shall be sworn in during Alumni Weekend and the term of office will begin at this time.
ARTICLE V: Rules of Procedure
Rules of Procedure shall follow Roberts Rules of Order.
ARTICLE VI: ByLaws Revision
Amendments: These bylaws may be amended by the Board of Directors at any regular or called meeting, provided that a copy of such amendment is distributed to the members a minimum of thirty (30) days before the meeting.
Bylaws should be reviewed at least every 4 years and revisions made with approval of the membership/board.
Amended March 8, 2012.