The San Diego County A&M Club Bylaws
Section 1 Nonprofit:
The name of this organization shall be The San Diego County A&M Club.
Section 1 Relationship with The Association:
The San Diego County A&M Club shall not be financially obligated to or by The Association of Former Students nor shall The Association in any way be obligated or responsible for the financial affairs of the Club.
In the event of dissolution of the Club, all assets of the Club remaining after payment or settlement of the indebtedness of the Club shall be allocated to The Association of Former Students of Texas A&M University in totality and with no encumbrances. This is construed in no way to obscure the separateness and independence of the Club from The Association during the Club’s legal existence.
Section 1 Purpose:
The purposes of this Club are: To assist the University and The Association of Former Students in any worthy undertaking to the best of our ability as a Club and as individual former students, to strengthen and renew friendship formed in student days and when possible to establish and maintain scholarships for needy and worthy students attending Texas A&M University.
Section 1 Regular Members:
Any person who at one time was enrolled in any of the regular courses of Texas A&M University and all persons who have received advanced or honorary degrees from the University shall be eligible for regular membership in the Club.
Section 2 Associate Members:
Any person not eligible under the foregoing provisions who has demonstrated his/her interest in the University and in the activities of the Club shall have all of the privileges of membership, except the right to hold the office of president.
Section 3 Honorary Members:
The title of “Honorary Member” may be conferred upon any deserving individual to recognize service given to, or interest displayed in, The San Diego County A&M Club. It is the highest tribute that can be extended to a person who is not a member of The San Diego County A&M Club. Honorary Members shall have all of the privileges of membership, except the right to vote in elections or hold voting officer positions.
Section 4 Lifetime Members:
Any member of the Club who has rendered outstanding service to the Club may, with the unanimous approval of the Board of Directors, be elected a Lifetime member. This position is designed to be the highest honor that can be given by this Club.
Section 5 Dues:
The San Diego County A&M Club Officers, with the approval of the Board of Directors, shall set annual dues as necessary. Lifetime members shall be exempt from paying dues.
Section 1 Officers:
Mandatory officers of the Club shall consist of:
Vice-President of Programs
Vice-President of Young Alumni Outreach
Vice-President of Membership
Vice-President of Marketing
Any other necessary positions as the Executive Committee sees fit
Recommended positions which are non-voting and appointed by the Executive Committee and/or applicable Officer (see descriptions):
High School Relations Chair
Watch Party North Chair
Watch Party South Chair
Section 2 Method of Nomination:
Each year, in advance of the election, the Executive Committee shall appoint a nominating committee to prepare a slate of officers to manage the Club for the following year. The positions included will be from the mandatory positions list and will not include the other required positions. At least one person will be selected for each vacancy and provisions will be made on the ballot for write-in candidates.
Section 3 Method of Election:
The officers shall be elected by membership ballot at Muster each year. All elected officers will assume their respective office on May 1 following the election. The officers shall serve for a term of one year. All officer elections or changes must be reported to the Club Programs Office of The Association of Former Students immediately. Communications methods to establish elections and to collect ballots will be determined by the officers and election procedures shall be promulgated via every means determined feasible.
Section 4 Duties of the Officers:
President: Presides at all meetings of the Club and the Board of Directors of which the president is the non-voting Chair. Appoints all committees (except the nominating committee) and serves as ex-officio member of all committees and acts as liaison with The Association of Former Students. MUST be a former student of Texas A&M University.
Executive Vice-President: Serves on the Executive Committee and presides at meetings in the absence of the President. Assists the President as needed. Maintains all permanent records of the Club, and minutes of all Officer meetings.
President Emeritus: Representative of the Board of Directors (generally the immediate prior president) and serves on the Executive Committee.
Vice-President of Programs: Plans and coordinates programs for the club. Oversees and appoints Chairs for programs, as needed, such as: Muster Chair, High School Relations Chair, Club meetings, Watch Parties, special events, and will function in close liaison with The Association Club Programs Office.
Vice-President of Young Alumni Outreach: Serves the Club and young alumni in the San Diego area to build membership and attendance by young alumni. Works with the Vice-President of Programs to plan events geared towards young alumni, with the Vice-President of Membership to recruit young alumni members, and with the Vice-President of Marketing to market all events/membership to young alumni.
Treasurer: Serves as treasurer of the Club; develops annual Club budget in coordination with the Board of Directors, Executive Committee and other Club officers.
Vice-President of Membership: Directs annual membership drive to recruit new members and reactivate previous members. Prepares a Club membership directory to make it easy for new and current members to obtain information about Club meetings and activities.
Vice-President of Marketing: Plans and directs local Club publicity and press relations to enhance its reputation and public image, functions directly with The Association Club Programs Office, and keeps local Club membership informed as to state, national and international activities of Texas A&M. Creates and maintains social media accounts (Facebook, Email, Twitter, LinkedIn, etc). Works with the Executive Committee to select the Webmaster and provides direction the Webmaster as needed.
Muster Chair: Leads the Muster committee in planning and executing Muster. Coordinates Muster activities and finances with the other officers. Muster Chair is selected by/reports directly to the Vice-President of Programs.
High School Relations Chair: Represents the Club in matters pertaining to the continuing relationship with the area high schools and serves as liaison with the AFS in matters of our endowed scholarship. High School Relations Chair is selected by/reports directly to the Vice-President of Programs.
Webmaster: Creates and maintains the website to keep local Club membership informed of upcoming events along with state, national and international activities of Texas A&M. Works with all officers of the club as needed but reports directly to the Vice-President of Marketing.
Watch Party North Chair: Leads the effort to determine the location for the North county watch party location and serves as the liaison to coordinate each event. Coordinates planning with the Watch Party South Chair and is selected by/reports directly to the Vice-President of Programs.
Watch Party South Chair: Leads the effort to determine the location for the South county watch party location and serves as the liaison to coordinate each event. Coordinates planning with the Watch Party North Chair and is selected by/reports directly to the Vice-President of Programs.
Section 1 Directors:
The Board of Directors shall consist of at least three, and preferably nine members. The President shall be a non-voting Chair of the Board of Directors and preside at all meetings of the Board.
Section 2 Method of Nomination:
Each year, in advance of the election, the Executive committee shall appoint a nominating committee to prepare a slate of directors to manage the Club for the following year. Only one person will be selected for each vacancy, but provision will be made on the ballot for write-in candidates.
Section 3 Method of Election:
The Directors shall be elected by membership ballot at Muster each year and shall assume their position on May 1, following their election. The Directors shall be elected for staggered terms, three years in length; with at least one, and preferably three vacancies being filled each year; however, the remaining two (or preferably six) Directors will continue to serve only if re-nominated each year for continued service in their term of office.
Section 4 Responsibility of Directors:
Provide overall vision, plans, policies and guidelines for the Club; and oversee the actions of the officers. Attend all meetings of the Board of Directors.
In the event of an unexpected vacancy in any Officer or Director position, the Board of Directors, by a two-thirds vote, can nominate and elect any eligible member to the vacant position.
The Executive Committee shall consist of the President, Executive Vice-President, and President Emeritus. The Executive Committee may meet at any time, and shall guide the annual activities of the Club. In instances where a meeting of all Directors is impractical, the Executive Committee may take action on its own and make a full report of such actions at the next regularly scheduled meeting of the Board of Directors. The Executive Committee may not spend funds in excess of $250 without Board approval.
Section 1 Club Meetings:
The regular meetings of the Club shall be held at a time and place designated by the Officers and may be held without notice. A report of the meetings will be made to the Club Programs Office of The Association of Former Students.
Section 2 Aggie Muster:
The annual Muster of the Club shall be held April 21 of each year. A report of the Muster held will be made to the Club Programs Office of The Association of Former Students with full details of the function. The Muster Committee Chair shall make this report.
Section 3 Meetings of the Officers and Directors:
The Executive Committee or the President may call meetings of the Officers and/or Directors at any time. These meetings may be in addition to or in lieu of any regularly scheduled meetings.
Section 4 Regular Meeting of Directors:
The Board of Directors shall have four quarterly meetings per year. The President shall distinguish one of these meetings to present and review the overall plans and policies of the Club.
Section 1 Appointment:
The President shall appoint standing committees and such others as may become necessary. Vice-Presidents will typically head the committees that fall under their purview.
Section 2 Programs:
The Program Committee under the direction of the Vice-President of Programs shall provide interesting and diversified programs, planned well in advance, and backed up by alternate stand-by programs. They shall also plan the food and beverage menus for each meeting.
Section 3 Scholarship Committee:
This committee shall conduct and manage the annual fund raising campaign to fund scholarship obligations of the Club. The Chairman of this committee shall act as liaison with the A & M Foundation to maintain a current status of the Club’s scholarship fund. If there is no High School Relations Chair it will be led by the Vice-President of Programs.
Section 4 Membership Committee:
This committee, under the direction of the Vice-President of Membership, will conduct an annual membership drive soon after the first of the year. The goal of the Committee should never be pure number of members, but rather, active, participating members. The Committee should periodically check the mailing list of the Club to add prospective members. The Association will also provide each active A&M Club with one listing per year at no charge. This listing can be obtained at the written request of the A&M Club President by contacting the Club Programs Office.
Section 5 Muster Committee:
This committee will plan and conduct the April 21 Muster under the direction of the Muster Chair. If there is no Muster Chair it will be led by the Vice-President of Programs.
Section 1/Two-Thirds Vote:
The Bylaws of this Club may be amended or changed by a two-thirds vote of the members present at the next regular meeting. The Board of Directors must approve such changes by a majority vote. All Bylaws changes must be submitted to The Association of Former Students and approved by the Coordinator of Club Programs of The Association.
These Bylaws were adopted by the Directors at a meeting held , 200 , and approved by the membership at a regular meeting on , 200 .