Bylaws of the Ohio North Coast Alumni Chapter
THE BYLAWS OF
THE OHIO NORTH COAST ALUMNI CHAPTER
OF THE TAU BETA PI ASSOCIATION
- NAME. The name of this organization shall be The Ohio's North Coast Alumni Chapter of The Tau Beta Pi Association ("ONCAC"), hereinafter referred to in these Bylaws as the "Chapter."
- PURPOSE. The purpose of the Chapter shall be:
- to uphold the principles and ideals of The Tau Beta Pi Association,
- to advance the causes of the engineering profession,
- to provide opportunities for alumnus members to meet, discuss common interests, engage in social activities and engage in activities in support of the community (e.g. volunteering, MindSET)
- to assist the local collegiate chapters (including, but not limited to OH A; OH E; OH K; OH L; and OH Z) with their programs and the selection of suitable alumni and eminent engineers for election to membership in the Association.
2.01MEMBERSHIP. Membership in this Chapter is open to any member of Tau Beta Pi who is not an undergraduate student. Anyone eligible for membership may become a member by expressing his or her desire to become affiliated with the Chapter, his or her willingness to comply with these Bylaws, and by paying annual dues to the Treasurer of the Chapter on time, if so required by a vote of Chapter Members.
(a)If the member meets all of the above criteria, they shall be considered an “Active” member of the chapter.
3.01OFFICERS. The officers of the Chapter shall be a President, Vice President, Secretary, Treasurer (or Secretary-Treasurer), who shall comprise the Board of Directors. The President, Vice President, Secretary, Treasurer (or Secretary-Treasurer) shall serve a term of one year (or a longer term as may be allowed by the Constitution and Bylaws of the Tau Beta Pi Association, if so voted by the ChapterMembers).
3.02NOMINATIONS. A nominating committee composed of the officers shall contact possible nominees and, with the nominees' permission, nominate members for each office. The Vice President shall be given the opportunity to succeed to the Presidency, if he or she so desires and the acting President consents to resign the position. The names of those persons nominated are to be sent to members with the notice of the election meeting by the Secretary (or Secretary-Treasurer). Nominations may also be made from the floor at the regular election meeting.
3.03ELECTION OF OFFICERS. An election of officers shall be held at the election meeting in March of each year, provided a quorum is present, with the term of office from June 1 through May 31, allowing a two-month transition period for new Officer training purposes. In the event an active member wishes to participate in the election but cannot make the election meeting, the member may vote in absentia via email up to one week after the close of the election meeting. However, the results of the election meeting shall be withheld until all votes are in.
3.04RESIGNATION OF OFFICERS. In the event of the resignation of an officer, the Board of Directors shall elect a replacement from the membership (with the member's approval) to fill the office for the remainder of the term, except that the office of President shall automatically be filled by the Vice President, and a new Vice President shall be elected at the next meeting of the Chapter. Until such time as a replacement fills the vacancy, the duties of that office shall be assumed by the President
3.05COMMITTEES. The President shall appoint members to serve on committees, as deemed necessary bythe officers, and each committee shall have a chair elected at the March Election Meeting.
(a) The following committees shall be established:
- Social Activities Committee—to coordinate group social outings
- Social Media Committee—to facilitate online communication with membership
- Community Outreach Committee—to coordinate volunteer and service activities
- Membership Committee—to recruit new members to the organization
- Financial Committee—to hear and grant/amend budget proposals
- Convention Committee—to facilitate Convention delegate nomination and credentialing
- Bylaw Committee—to periodically (at least once per year) review the current chapter Bylaws and propose amendments to the chapter as necessary
3.06DUTIES OF THE PRESIDENT. It shall be the duty of the President:
(a) to perform the normal duties of that office
(b)to make certain that other officers perform their duties in accordance with these Bylaws and provide support to them as needed
(c)to be familiar with Robert’s Rules of Order and direct meetings accordingly
(d)to serve as the point of contact for HQ’s Director of Alumni Affairs, and
(e)to serve as Co-Chair of the Bylaw Committee
3.07DUTIES OF THE VICE PRESIDENT. It shall be the duty of the Vice President:
(a) to assist the President;
(b)to prepare for the Presidency
(c) to be responsible for Chapter programs, and
(d)to serve as Co-Chair of the Bylaw Committee
3.08DUTIES OF THE SECRETARY (or Secretary-Treasurer). It shall be the duty of the Secretary:
(a)to maintain records of the Chapter's membership, keep the roll, and take the minutes of the Chapter meetings and to keep them up-to-date;
(b) to preside at Chapter meetings in the absence of the President and Vice President, in which instance he or she shall appoint another member to take the minutes;
(c)to send notices of the time, date, and place of meetings to members at least two weeks prior to a meetingvia email; all other channels of communication (e.g. Facebook, LinkedIn) shall be the responsibility of the Social Media Chair
(d)to send to the Director of Alumni Affairs of the Association a copy of the Chapter's Bylaws within two weeks of their adoption or amendment;
(e)to send to the Executive Director of the Association the names and addresses of the Chapter'sofficial Convention delegate and alternate delegate on the official credentials form; and
(f)to carry on such other correspondence of the Chapter as the President or officers may direct. via email.
3.09DUTIES OF THE TREASURER (or Secretary-Treasurer). It shall be the duty of the Treasurer:
(a)to send promptly in December of each year to the Executive Director of the Association the annual Chapter dues; as provided in Article VII, Section 1(c), of the Constitution and Bylaws of the Association;
(b)to collect annual membership dues in March of each year if so required by a vote of Chapter Membersand to maintain a record of any member delinquent on dues.
(c)to maintain the financial records of the Chapter, and secure and maintain a Chapter Bank Account and Federal EIN for IRS reporting purposes, as may be required.
(d)to maintain the chapter’s Paypal account once established; and
(e)to serve as the Chair of the Finance Committee, unless he or she instead wishes to nominate another member of the committee to that role
(f)to file reports with the IRS as necessary
3.10CONVENTION REPRESENTATION. The Chapter shall be represented at the annual Convention of the Association by an official delegate, if possible. It shall be the duty of the Convention delegate to represent the best interests of the Chapter and the Association. The President of the Chapter shall be the delegate. In the event that the President cannot attend, the other officers shall be alternates in the order given in Bylaw III, 3.01. If none of the officers are able to attend, they shall name a delegate from the membership.
4.01MEMBERSHIP DUES. Annual dues, if so required by a vote of Chapter Members, in the amount designated by that Chapter vote, shall be payable in March at the Election Meeting. As determined by the Board of Directors, extensions may be allowed.
4.02CHAPTER DUES. The annual Chapter dues to the Association shall be paid by the Treasurer (or Secretary-Treasurer) in accordance with the Constitution and Bylaws of the Association, Article VII, Section 1(c).
4.03DISTRIBUTION OF NET EARNINGS. No part of the net earnings of the Chapter will inure to the benefit of, or be distributable to, members, officers or Directors of the Chapter or to any other individual.
4.04DISSOLUTION. In the event of dissolution of the Chapter, the residual assets shall be distributed to the Tau Beta Pi Association, a corporation organized and operated exclusively for educational and scientific purposes and exempt from Federal income tax under Section 501 (c)(3) of the U.S. Internal Revenue Code of 1954. Any of such assets not so disposed of shall be distributed to a fund, foundation orcorporation, organized and operated exclusively for charitable, educational or scientific purposes and similarly exempt from Federal income tax or to a Federal, State or Local Government for public purpose.
5.01BOARD MEETINGS. The President, as deemed necessary, or upon request of other officers, will call within ten days a meeting of the Board of Directors to plan Chapter activities or to act upon urgent business.
5.02CHAPTER MEETINGS. The regular meetings of the Chapter shall be the election of officers in March, and then (as possible) each calendar quarter after March (normally June, September and December. If a quorum is not present at the time of the March meeting, the election will be handled by an email ballot. The time limit to vote is specified in Bylaw 6.03.
5.03QUORUM. At leastfiftyseventy-five percent of the active members that RSVPd must be present at a meeting of the Chapter before any business may be transacted.
5.04RULES OF ORDER: Robert's Rules of Order Newly Revised shall govern the proceedings of all meetings of the Chapter, except as provided in these Bylaws.
6.01PROPOSED AMENDMENTS. Amendments to these Bylaws shall be proposed either by an active member of the Chapter at a regular meeting in writing for submission to the Bylaws Committee, or via e-mail for circulation to the Bylaw Committee for approval and then to the active Chapter Members for consideration; or by a majority of the officers at any time.
6.02ADOPTION. Any amendment proposed in the manner specified in Bylaw 6.01 will be adopted if approved by the affirmative vote of at least 75 percent of the Chapter membership entitled to vote thereon. Ballots will be e-mailed to all members eligible to vote if the matter cannot be handled at a regular Chapter meeting.
6.03TIME LIMIT OF VOTE. Any member who fails to return his or her ballot to the Secretary within two weeks of the time the ballot was emailed to him or her shall forfeit his or her vote to the officers of the Chapter who shall be empowered to vote for him or her in a manner which they believe to be in the best interests of the Chapter and of the Association.
7.01ENACTMENT. These Bylaws shall be in force when petition is signed by at least ten alumnus members of the Tau Beta Pi Association.
Adopted March 21, 2014
Amended February 19, 2016