Wisconsin Alumni Association Heart of Illinois Chapter By-Laws
Adopted June 15, 2020
NAME AND OBJECTIVE
Section 1: This organization shall be known as the Wisconsin Alumni Association: Heart of Illinois Chapter. (Hereinafter “WAA: Heart of Illinois” or “Chapter”)
Section 2: The territory serviced by this Chapter shall be as mutually agreed on by the chapter and WAA. The area shall include central Illinois and neighboring portions of eastern Iowa which will include the metropolitan areas of Bloomington/Normal, Champaign/Urbana, Decatur, Peoria, Springfield, and the Quad Cities.
Section 3: The objective of this Chapter shall be similar to those of the Wisconsin Alumni Association, namely to promote in an organized manner the best interests of the University of Wisconsin-Madison in establishing closer contact between the university and the WAA: Heart of Illinois Chapter, creating a scholarship program to assist young people in attending the University of Wisconsin-Madison and, in general, connecting, enriching and serving University of Wisconsin-Madison alumni.
Section 1: Any individual who has been a student of UW-Madison or who has an interest in the university shall be entitled to membership in the WAA: Heart of Illinois Chapter. This organization expressly encourages spouses of alumni or friends of the university to be included in any activity in which they wish to participate.
Section 2: Only alumni of UW-Madison shall have the right to serve as Directors and Officers, or be able to nominate individuals to serve in those positions.
Section 3: There shall be no membership cost or fee to be a member of the WAA: Heart of Illinois Chapter.
Section 4: All members are expected to uphold the guidelines outlined in the WAA Chapter Participant Code of Ethics. After consultation with the WAA, the Board of Directors reserves the right to remove members of the Chapter for good cause, including, but not limited to, conduct or decorum unbecoming a Chapter member, by a two-thirds vote of the members of the Board of Directors present at a Board
BOARD OF DIRECTORS
Section 1: The Board of Directors of the WAA: Heart of Illinois Chapter are volunteers formally recognized as those making a commitment to the governance of the organization or those serving as project or committee chairs. The Directors shall be elected for a term of two years. The Board of Directors shall consist of all Officers set forth in Article IV, all Committee Chairpersons, and the immediate past President of the Chapter. The immediate past President shall serve as an ex-officio member of the Board of Directors. Between annual elections, the Board shall, by a majority vote of its members, fill all vacancies on the Board that occur due to resignation or expulsion or for other reasons for the remainder of the unexpired term(s). All new terms, except for the term of a member filling a vacancy, shall begin on July 1st.
Section 2: Board members are encouraged to attend as many meetings as possible. However, the Board of Directors reserves the right to set minimal attendance expectations.
Section 3: The Board of Directors shall establish project teams where deemed necessary, overseen by volunteers from the Board.
Section 4: Board members will act in the role as “regional representatives” for each of the five main metropolitan areas within the WAA: Heart of Illinois Chapter area. These cities shall be identified as Bloomington/Normal, Champaign/Urbana, Peoria, Springfield, IL and the Quad Cities area.
Section 5: It is the obligation of each officer, Board member or committee member to fully disclose any direct or indirect interest in financial transactions or other issues coming before the Board that might create a conflict of interest were such person to vote in regard to the transaction or issue. Thereafter, the officer, Board member or committee member shall refrain from voting on or discussing matters related to that transaction or issue so as to avoid a conflict of interest.
RESPONSIBILITY OF OFFICERS
Section 1: The WAA: Heart of Illinois Chapter President, as elected bi-annually by the Board of Directors, shall be responsible for coordinating the organization. The President shall preside at all meetings of the Board of Directors and at all Chapter or special meetings where the proceedings are of a business nature. The President shall oversee all official Chapter activities, finances, the Board and yearly programming.
Section 2: The Vice President shall fulfill the duties of the President in case of his/her absence or disability. The Vice President shall serve as chairperson of the Scholarship Fundraising Committee and shall be responsible for all Chapter fundraising for student scholarships and activities.
Section 3: The Secretary shall be the custodian of all the permanent records of the Chapter. The Secretary shall prepare agendas and keep minutes of all meetings. The Secretary shall oversee all official newsletters and external membership mailings.
Section 4: The Treasurer shall have charge of all Chapter operating funds and shall disburse such funds as deemed necessary. The Treasurer shall keep accounts in books belonging to the Chapter, which at all times shall be open to inspection to any member of the Chapter in good standing. The Treasurer shall deposit all Chapter funds in the name of the Chapter in a bank or trust company approved by the Board of Directors. The Treasurer is empowered to issue and sign all checks drawn upon Chapter funds. The Treasurer shall prepare budgets and supply the chapter board members with a report of receipts and disbursements whenever required or at a minimum annually. At the expiration of the Treasurer’s term of office, all funds, records, papers and other Chapter property shall be transferred to his or her successor.
Section 5: All officers’ terms shall be for two years.
Section 1: Standing and special committees shall include membership, scholarship, scholarship fundraising, Founders’ Day, social media, philanthropy, young alumni and other committees as authorized by the Board of Directors.
Section 2: The President, subject to approval from the Board of Directors, shall appoint all committee chairpersons.
Section 3: Committees should have co-chairs to ensure that one person is not overly burdened with any one event or project. Committee co-chairs shall recruit team members from the general membership of the Chapter. The officers shall act in the capacity of resource members to the committee co-chairs for whatever tasks need to be performed for the common good of the Chapter.
MEETINGS AND ACTIVITIES
Section 1: A minimum of three activities shall be held annually, one of which shall be a Founders’ Day event.
Section 2: Founders’ Day shall be observed annually with a meeting appropriate to the occasion.
Section 3: Regular meetings of the Board of Directors shall be held, at a time designated by the President and upon at least ten days’ notice. Other meetings and activities shall be organized to coincide with the goals outlined in Article I,
Section 1: These bylaws may be amended at any regular meeting of the Board of Directors by a two-thirds vote of the members present. Notice of proposed amendments shall be given one month prior to the meeting at which the amendment will be voted upon. Amendments must be submitted in writing.
RULES OF ORDER
Section 1: The rules contained in the current edition of Robert’s Rules of Order, Newly Revised shall be the basis of authority for the WAA: Heart of Illinois Chapter and shall govern in cases not covered by the bylaws. However, if these Rules hinder proceedings, members may vote to set the Rules aside for greater expediency. If there are any objections to foregoing the Rules, a majority of present members must agree to lay them aside.
Section 1: In the event of WAA: Heart of Illinois Chapter dissolution, all of its assets and net income, current and accumulated, remaining after the payment of its debts, obligations and claims shall be transferred to and become the property of the Wisconsin Alumni Association, a nonprofit corporation exempt from the Federal Income Tax under
Section 501(c)(3) of the Internal Revenue Code of 1954, as amended.
STATEMENT OF NON-DISCRIMINATION
Section 1: The WAA: Heart of Illinois Chapter does not discriminate on the basis of race, color, creed, sex, sexual orientation, age, national origin, ancestry, disability, marital status, pregnancy, political affiliation, identity as a veteran or military service membership or any other basis prohibited by state or federal laws.