Affiliate Group Resources

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Link to Suggested Affiliate Group Job Descriptions

The AAUM recommends that each affiliate group’s board set a minimum of four meetings per year. Research shows that alumni are less likely to volunteer time and resources than ever before – make the meetings fun for them and their families. Allow them to call in from work or home or conduct meetings online.

Sample Meeting Agenda
_________ (name of affiliate group) Meeting Agenda
Date and Location
Time of Meeting

Agenda

1.  Call to order
2. Approval of previous meeting minutes
3. Presentation of action items requiring a vote by the board members
4. Introduction of any guest speakers
5. Updates on any upcoming events or items of interest from any board members
6. Discussion of any new business
7. Discussion of any old business
8. Set date, time and location of next meeting
9. Adjournment

Sample Bylaws
These sample bylaws are adapted from the bylaws on the Club Leader Web site. This Web site has valuable tools which can be adjusted to meet the needs of affiliate groups.

BYLAWS
(Insert affiliate group name)
Adopted (insert date)

(These model bylaws are intended as illustrative only and neither the bylaws themselves nor any portion thereof should be utilized without a full review of their suitability in light of the particular facts known to your affiliate group or the person preparing your bylaws, including a review to assure compliance with your state’s laws, rules and regulations governing non-profit organizations.)

Section One – OFFICERS AND COORDINATORS
The (insert affiliate group name) shall be governed by a board of officers and coordinators (hereinafter the “board”) who are elected by the general membership at the (insert month) annual meeting.

Officers and coordinators are expected to be current dues paying members of the Alumni Association of the University of Michigan.

Section Two – ELECTION OF OFFICERS AND COORDINATORS
New officers and coordinators shall be nominated by the nominating committee (insert number) weeks prior to the (insert month) annual meeting and presented to the board for approval by a majority vote of the board members present at the (insert month of board meeting that proceeds the annual meeting) board meeting. The nominations shall be affirmed by a majority vote of the general members at the (insert month) annual meeting.

The members of the board shall be drawn from the membership of the (insert affiliate group name), who are members of the AAUM. The board shall consist of the following:

• Four officers: Chair, chair-elect, secretary and treasurer whose general responsibilities are listed in the Affiliate Relations programguidelines(create an addendum for those board positions best suited for your affiliate group).
• Necessary affiliate group coordinators: for example, newcomer coordinator, events coordinator, and website coordinator whose general responsibilities are listed in the Affiliate Relations program guidelines (create an addendum for those coordinator positions best suited for your affiliate group).

Section Three - TERMS OF OFFICE FOR OFFICERS AND DIRECTORS
(Insert affiliate group name) officers are elected for a (insert number) year term and may be re-elected for (insert number) additional terms for a total of (insert number) consecutive years of service in a single office.

(Insert affiliate group name) coordinators are elected for a (insert number) year term and may be re-elected for (insert number) additional terms for a total of (insert number) consecutive years of service on the board.
No board member, including both officers and coordinators, may serve for longer than a maximum of (insert number) years on the board.

If an officer or coordinator should resign before his or her term ends or be unable to complete his or her term of office, the chair, with concurrence of a majority of the board, may replace that officer or coordinator for the remainder of the un-expired term until the next election, at which time a replacement will be selected by utilizing the nomination and selection process outlined above.

If the coordinator resigns before the end of his or her term, the chair-elect shall assume the role of chair, and with concurrence of a majority of the board, may replace the chair-elect for the remainder of the un-expired term until the next election, at which time a replacement will be selected by utilizing the nomination and selection process outlined above.

Section Four–QUORUM AND VOTING
A quorum for the board shall consist of a minimum of (insert number) board members with at least (insert number) officer(s) in attendance. Action by the board must be by a majority of the quorum.

Section Five - COMMITTEES
(Insert affiliate group name) has (insert number) standing committees: (insert names of committees). General responsibilities for these committees are listed in the accompanying addendum.

Section Six–MEETINGS                                                                                                                          The annual meeting of the board shall be held at specified date, time and location in (insert month) each year as the board or chair may designate with proper notice being sent to all members. Any member in good standing may attend. Such notice shall accompany the notice of the election of officers and coordinators.
There shall be at least (insert number) other meetings of the board each year. Additional meetings of the board may be called when deemed necessary by the chair or any (insert number) members of the board. Notice of such meeting may be provided by email, or with mailed notice, provided such notice is given at least seven days prior to said meeting.                                       

Section Seven–RULES OF ORDER
Roberts Rules of Order, or any other set of Rules of Order duly adopted by a majority of the board, shall govern parliamentary procedure in the (insert affiliate group name) meetings.

Section Eight - BYLAWS
The bylaws shall be adopted for the governance of the (insert affiliate group initials) by a majority of the board. A majority vote by the board is required to amend the bylaws.