ARTICLE I
Section 1: Name
The name of this organization shall be The Penn State Alumni Association Greater Phoenix Chapter ("The Chapter"), a field organization of the Penn State Alumni Association ("Alumni Association").
Section 2: Mission
The Chapter is organized exclusively to promote, by organized effort, the interests and welfare of The Pennsylvania State University. In furtherance of this goal, The Chapter shall work to establish a network of close fellowship and cooperation among members of the Penn State family (alumni, parent; students, and friends) residing in the Greater Phoenix Metropolitan Area. Through this network The Chapter shall endeavor to support and develop civic activities in the community, to assist the general Alumni Association, and to establish better understanding between the University and its former students.
ARTICLE II
Section 1: Membership
Any graduate, former student, or friend of Penn State and their spouses are eligible to be members of The Chapter. The Chapter encourages and welcomes members to attend and/or volunteer for Chapter events and activities.
Section 2: Dues
Dues for membership will be paid directly to the Alumni Association. Our Chapter will not charge separate dues or other perceived fees for membership.
Section 3: Event Fees
The Chapter’s events and activities shall be open to the entire Penn State community regardless of membership status. Chapters may charge fees for attendance at events. These fees do not constitute membership dues in part or in whole.
ARTICLE III
Section 1: Officers
The officers of The Chapter shall consist of:
Section 2: Committee Chairs and Sub-Chairs
The Committee Chairs of The Chapter shall consist of:
Section 3: Board of Directors
Section 4: Terms of Office
1. Officers: The term of office for the Officers of The Chapter shall be twenty-four (24) months (2 years), beginning in February of each year. Officers of The Chapter may be re-elected to an unlimited number of terms but shall in no instance serve more than two consecutive terms in the same office.
The succession of office shall be as follows:
- The President and Treasurer shall be elected in the opposite year as the Vice-President and Secretary. This is to ensure that two (2) Officers who have served twelve (12) full months remain on for the next 12 months while two (2) new Officers come in.
- The outgoing President becomes the Immediate Past President.
2. Committee Chairs and Sub-Chairs: The term of office for Committee Chairs shall be twenty-four (24) months, beginning in February of each year. Committee Chairs may be reelected to an unlimited number of terms but shall in no instance serve more than two consecutive terms in the same office.
The succession of office shall be as follows:
- The Member/Benefits Chair, Public Relations Chair, and Programs Chair shall be elected in the opposite year as the Community Service Sub-Chair and Fundraising Sub-Chair.
3. The Board: The term of office for members of The Board shall be twenty-four (24) months, with terms starting in the month of February. Members of The Board may be re-elected to an unlimited number of terms.
4. Past Presidents: A Past-President who is not elected to The Board, and so desires, may be an ex officio member of The Board. They shall be non-voting members. The Immediate Past-President shall be a voting member of The Board as well as an Officer of The Chapter.
5. The Executive Director of the Alumni Association shall be a permanent ex officio member of The Board.
Section 5: Elections
ARTICLE IV
Section 1: Duties of Officers
The duties of the officers shall be as set forth below and additional duties as assigned by the Board.
Section 2: Duties of The Board
ARTICLE V
Section 1: Committee Chairs and Sub-Chairs
The following Committee Chairs and Sub-Chairs shall be established to assist the Officers in fulfilling the mission of The Chapter. Each Chair and Sub-Chair must be a current member of the Alumni Association.
Section 2: Functions of Committee Chairs and Sub-Chairs
The function of the Committee Chairs and Sub-Chairs will be those set forth below and such additional functions as assigned and agreed upon by The Board.
(a) Member/Benefits Chair
The Member/Benefits Chair shall serve as the Chapter’s primary point of contact for questions related to involvement in The Chapter. The Secretary shall oversee the Member/Benefits Chair.
(b) Public Relations Chair
The Public Relations Chair shall work with a team to keep the Chapter website current to display all Chapter events, activities, accomplishments, and awards. This position will manage the Chapter’s social media platforms to post all current events on the Chapter’s Facebook, Instagram, Twitter, LinkedIn, and any new social media platforms that the Chapter subscribes too. The Vice President shall oversee the Public Relations Chair.
(c) Programs Chair
The Programs Chair shall propose an annual schedule of Chapter activities which shall be presented for The Board’s approval no later than November 30. The Chair must manage and oversee the Community Service Sub-Chair and Fundraising Sub-Chair, and work directly with these Sub-Chairs to ensure that the schedule of activities consists of well-rounded events. The Treasurer shall oversee the Programs Chair.
(d) Community Service Sub-Chair
The Community Service Sub-Chair shall work as a liaison between The Chapter and non-profit community service organizations for the purpose of providing Chapter members an opportunity to assist in community projects. The Programs Chair shall oversee the Community Service Sub-Chair.
(e) Fundraising Sub-Chair
The Fundraising Sub-Chair is responsible for making sure The Chapter can meet and maintain its fundraising goal to support annual scholarships to incoming students and THON. The Programs Chair shall oversee on the Fundraising Sub-Chair.
ARTICLE VI
Special Chapter Meetings and Other Chapter Activities
The President shall call special Chapter meetings and/or activities that are not included in The Chapter's annual schedule that The President or The Board deem necessary to carry out the purposes of The Chapter.
ARTICLE VII
Section 1: Adoption
This constitution shall be officially adopted upon its approval by the majority vote of members of The Chapter in attendance at any regular or special meeting of The Board. It shall take effect upon the granting of a charter by the Executive Board of the Alumni Association, authorizing its functioning as one of the official Penn State Chapters.
Section 2: Amendment
This constitution may be amended by a simple majority vote of all Executive Board Members of The Penn State Alumni Association Greater Phoenix Chapter present at any duly called meeting of The Board. No amendments shall take effect until duly approved by this Executive Board.
Section 1: Name
The name of this organization shall be The Penn State Alumni Association Greater Phoenix Chapter ("The Chapter"), a field organization of the Penn State Alumni Association ("Alumni Association").
Section 2: Mission
The Chapter is organized exclusively to promote, by organized effort, the interests and welfare of The Pennsylvania State University. In furtherance of this goal, The Chapter shall work to establish a network of close fellowship and cooperation among members of the Penn State family (alumni, parent; students, and friends) residing in the Greater Phoenix Metropolitan Area. Through this network The Chapter shall endeavor to support and develop civic activities in the community, to assist the general Alumni Association, and to establish better understanding between the University and its former students.
ARTICLE II
Section 1: Membership
Any graduate, former student, or friend of Penn State and their spouses are eligible to be members of The Chapter. The Chapter encourages and welcomes members to attend and/or volunteer for Chapter events and activities.
Section 2: Dues
Dues for membership will be paid directly to the Alumni Association. Our Chapter will not charge separate dues or other perceived fees for membership.
Section 3: Event Fees
The Chapter’s events and activities shall be open to the entire Penn State community regardless of membership status. Chapters may charge fees for attendance at events. These fees do not constitute membership dues in part or in whole.
ARTICLE III
Section 1: Officers
The officers of The Chapter shall consist of:
- President
- Vice President
- Secretary
- Treasurer
- Immediate Past-President.
Section 2: Committee Chairs and Sub-Chairs
The Committee Chairs of The Chapter shall consist of:
- Member/Benefits Chair
- Public Relations Chair
- Programs Chair
- Community Service Sub-Chair
- Fundraising Sub-Chair
Section 3: Board of Directors
- The Board of Directors (“The Board”) shall consist of members from The Chapter, and must be current members of the Alumni Association
- Ex officio members shall not be entitled to vote or hold office in The Chapter.
Section 4: Terms of Office
1. Officers: The term of office for the Officers of The Chapter shall be twenty-four (24) months (2 years), beginning in February of each year. Officers of The Chapter may be re-elected to an unlimited number of terms but shall in no instance serve more than two consecutive terms in the same office.
The succession of office shall be as follows:
- The President and Treasurer shall be elected in the opposite year as the Vice-President and Secretary. This is to ensure that two (2) Officers who have served twelve (12) full months remain on for the next 12 months while two (2) new Officers come in.
- The outgoing President becomes the Immediate Past President.
2. Committee Chairs and Sub-Chairs: The term of office for Committee Chairs shall be twenty-four (24) months, beginning in February of each year. Committee Chairs may be reelected to an unlimited number of terms but shall in no instance serve more than two consecutive terms in the same office.
The succession of office shall be as follows:
- The Member/Benefits Chair, Public Relations Chair, and Programs Chair shall be elected in the opposite year as the Community Service Sub-Chair and Fundraising Sub-Chair.
3. The Board: The term of office for members of The Board shall be twenty-four (24) months, with terms starting in the month of February. Members of The Board may be re-elected to an unlimited number of terms.
4. Past Presidents: A Past-President who is not elected to The Board, and so desires, may be an ex officio member of The Board. They shall be non-voting members. The Immediate Past-President shall be a voting member of The Board as well as an Officer of The Chapter.
5. The Executive Director of the Alumni Association shall be a permanent ex officio member of The Board.
Section 5: Elections
- All Members in good standing whose dues have been paid to the Alumni Association, shall be eligible to vote in Chapter elections.
- Any Alumni Association paid member of The Chapter may submit their name to be placed on the ballot.
- Candidates for the Executive Board, Committee Chairs, Sub-Chairs, and The Board must be current members of the Alumni Association.
- The President and Treasurer shall be elected every 2 years and in opposite years as the election of the Vice-President and Secretary.
- The Vice-President and Secretary shall be elected every 2 years and in opposite years as the election of the President and Treasurer.
- The Member/Benefits Chair, Public Relations Chair, and Programs Chair shall be elected every 2 years and in opposite years as the election of the Community Service Sub-Chair and Fundraising Sub-Chair.
- One half of the members of The Board shall be elected annually.
ARTICLE IV
Section 1: Duties of Officers
The duties of the officers shall be as set forth below and additional duties as assigned by the Board.
- President: The President shall preside at all Chapter meetings as Board Chair. Through the Secretary, The President shall be responsible for the calling of all regular and special meetings of The Chapter. The President shall certify all elections. Upon completion of one (1) two-year term in office, The President assumes the office of Immediate Past-President. The President shall be an ex officio member of all committees.
- Vice-President: The Vice President, in the absence or disability of the President, or at the President’s request, shall perform the duties of President. The Vice President shall perform such additional duties as may be delegated by The President. If the office of President becomes vacant, the Vice-President shall assume the duties of President and complete the unfilled term. The Board can hold a special election or appoint someone from The Board to take over the vacant Vice-President role. This person shall assume all the duties of the Vice-President and complete the unfilled term. The Vice-President shall be an ex officio member of all committees but is assigned to oversee the Public Relations Chair. To “oversee” is to be a part of all Public Relations Chair meetings and to ensure the Public Relations Chair is performing all the duties and requirements of the position.
- Secretary: The Secretary shall maintain the official copy of The Chapter's Constitution and past minutes of meetings of The Board. In addition, The Secretary shall forward a report all activities of The Chapter to the Executive Director of the Alumni Association; shall send out all notices of meetings to members of The Chapter; shall keep complete records of all potential and inactive members of The Chapter; and shall secure a current list of Alumni Members. This list shall be used only for Chapter and Alumni Association activities and shall never be released for non-Chapter activities. The Secretary shall oversee the Member/Benefits Chair. To “oversee” is to be a part of all Member/Benefits Chair meetings and to ensure the Member/Benefits Chair is performing all the duties and requirements of the position.
- Treasurer: The Treasurer shall be responsible for ensuring that disbursements are made in accordance with accepted accounting principles; shall be responsible for submitting a financial statement at each board meeting; shall submit an annual financial report to The Board; and forward a copy of same to the Alumni Office. The Treasurer shall oversee the Programs Chair. To “oversee” is to be a part of all Programs Chair meetings and to ensure the Programs Chair is performing all the duties and requirements of the position.
- Immediate Past-President: The Immediate Past-President shall act as role of tie breaker, if need be, in matters requiring a vote by The Executive Board. If the position of Immediate Past-President becomes vacant, The Board shall select a replacement. This person must be a Past-President in good standing with The Chapter.
Section 2: Duties of The Board
- Membership on The Board is open to all current members of the Alumni Association.
- The Board is the legislature of The Chapter and is empowered to debate local policy consistent with the program set forth by the Alumni Association. The Board is empowered to nominate individuals for the annual elections for the Executive Board, and fill midterm vacancies should they arise.
- An Executive Board, consisting of the Officers, Committee Chairs, and Sub-Chairs, shall be established. The Executive Board shall vote on all matters debated by The Board which affect financial matters, Chapter policy, and amendments to this Constitution.
- The Board shall hold a minimum of four (4) four meetings each year and other meetings as deemed necessary by The President; or upon petition, bearing the signature of at least one-third of the members of The Board. A petition calling for a meeting shall state the specific purpose for holding such a meeting and The President shall call such meeting within seven days and shall hold such meeting within fourteen days of receipt of said petition. The location and time of Chapter meetings is to be discussed and agreed upon by The Board.
- Attendance of more than one half of the Executive Board shall constitute a quorum.
- Executive Board Members shall attend all meetings of The Board. Two excused absences approved by The President are allowed; additional absences require approval by The Board. More than one unapproved absence from Board meetings within a year is grounds for removal from The Board. It is the responsibility of each Board member to stay current on meeting dates, times, and locations, or in the case of absence from a meeting, confirm future meeting dates, times, and locations with The Secretary or another officer.
ARTICLE V
Section 1: Committee Chairs and Sub-Chairs
The following Committee Chairs and Sub-Chairs shall be established to assist the Officers in fulfilling the mission of The Chapter. Each Chair and Sub-Chair must be a current member of the Alumni Association.
- Member/Benefits Chair
- Public Relations Chair
- Programs Chair
- Community Service Sub-Chair
- Fundraising Sub-Chair
Section 2: Functions of Committee Chairs and Sub-Chairs
The function of the Committee Chairs and Sub-Chairs will be those set forth below and such additional functions as assigned and agreed upon by The Board.
(a) Member/Benefits Chair
The Member/Benefits Chair shall serve as the Chapter’s primary point of contact for questions related to involvement in The Chapter. The Secretary shall oversee the Member/Benefits Chair.
- Objective: The Chair works closely with other members of the Board to identify ways to engage local alumni and friends, with particular attention to Alumni Association members.
- Responsibilities: Attend all Board meetings; serve as resource person for alumni and friends who want to learn more about getting involved in chapter activities; familiarize self with member benefits at both local and national level; be well-versed in various pricing options (e.g. recent, grad, annual, life, senior); share info with other leaders so that everyone can talk about membership; work with other Board members to create local benefits for membership (e.g. identifying, recruiting, and retaining local discounts and benefits for the Alumni Association’s discount platform, member-only events or drawings, and member discount events).
- Qualifications: Knowledge of the Alumni Association and the benefits of being a member; ability to work well with other leaders; public speaking ability; and the ability to communicate effectively. Average time commitment is six (6) hours per month.
- Measure of Success: Attract alumni and friends to attend events; Alumni Association member recruitment and retention; benefits are highlighted on web and other communications; responsive to inquiries; available to other offices and committee members.
- Benefits: Gain leadership, teamwork and recruiting experience; play a key role in shaping chapter’s future; opportunity to network on various levels; gain experience that can be used on the job; and be a mentor to new volunteers.
(b) Public Relations Chair
The Public Relations Chair shall work with a team to keep the Chapter website current to display all Chapter events, activities, accomplishments, and awards. This position will manage the Chapter’s social media platforms to post all current events on the Chapter’s Facebook, Instagram, Twitter, LinkedIn, and any new social media platforms that the Chapter subscribes too. The Vice President shall oversee the Public Relations Chair.
- Objective: To reach all Chapter followers and members so everyone is informed on events, activities, accomplishments, and awards of the Chapter.
- Responsibilities: Attend all Board meetings; keep the Chapter website current with content and photos. To post on social media often to showcase what the Chapter is doing. It is a requirement to post/advertise all Chapter events and activities and then post photos once the event/activity is over so all members/followers on the Chapter’s social media platforms are informed of what occurred. The Chapter website should highlight everything that is posted on social media and anything on social media should be referenced on the Chapter website.
- Qualifications: Web design and social media savvy. Knows how to use Facebook, Instagram, Twitter, and LinkedIn. This person must also be able to report back to the Board on any new social media platforms that is recommended the Chapter investigate joining. Average time commitment is about four (4) hours per month during non-football season, and six (6) hours per month during football season.
- Measure of Success: Attract more followers to the Chapter and increase attendance at events and volunteer activities. Increase membership in the Alumni Association.
- Benefits: Play a key role in shaping the Chapter’s future, increase attendance and involvement in Chapter events and activities; being a major part of growing the Chapter.
(c) Programs Chair
The Programs Chair shall propose an annual schedule of Chapter activities which shall be presented for The Board’s approval no later than November 30. The Chair must manage and oversee the Community Service Sub-Chair and Fundraising Sub-Chair, and work directly with these Sub-Chairs to ensure that the schedule of activities consists of well-rounded events. The Treasurer shall oversee the Programs Chair.
- Objective: The Chair works closely with the Community Service Sub-Chair, Fundraising Sub-Chair, and The Board to propose a list of activities for the Chapter to accomplish on an annual basis.
- Responsibilities: Attend all Board meetings; schedule and run meetings with the Community Service Sub-Chair and Fundraising Sub-Chair; ensure the Community Service Sub-Chair and Fundraising Sub-Chair carry out their assigned duties and responsibilities; serve as resource person for alumni and friends who want to learn more about getting involved in chapter activities; be financially sound when planning events for the Chapter; obtain approval from The Board on a budget for suggested planned activities; never exceed budget; works closely with the Public Relations Chair to advertise all events and activities.
- Qualifications: Knowledge of the Chapter’s standard annual activities and ensures those activities are scheduled; the ability to create and implement new activities for the Chapter; is a motivator and a leader; the ability to communicate effectively. Average time commitment is eight (8) hours per month.
- Measure of Success: To have at minimum one (1) activity per month that local alumni and friends can attend.
- Benefits: Gain leadership, teamwork and recruiting experience; play a key role in shaping chapter’s future; opportunity to network on various levels; gain experience that can be used on the job; and get one’s name out in the community.
(d) Community Service Sub-Chair
The Community Service Sub-Chair shall work as a liaison between The Chapter and non-profit community service organizations for the purpose of providing Chapter members an opportunity to assist in community projects. The Programs Chair shall oversee the Community Service Sub-Chair.
- Objective: The Sub-Chair works closely with the Programs Chair to propose philanthropic activities for the Chapter to accomplish on an annual basis.
- Responsibilities: Attend all Board meetings; will contact non-profit organizations to discuss opportunities for the Chapter to get involved; work with non-profit organizations to plan an event where Chapter members can get involved; be financially sound when planning events for the Chapter if a monetary donation is required; obtain approval from The Board on a budget for suggested philanthropic activities; never exceed budget; works closely with the Public Relations Chair to advertise any planned philanthropic event.
- Qualifications: Knowledge of the Chapter’s commitment to philanthropic events to give back to the community; the ability to create and implement new philanthropic events for the Chapter; is a motivator and a leader; the ability to communicate effectively. Average time commitment is three (3) hours per month.
- Measure of Success: To have at minimum three (3) philanthropic events annually.
- Benefits: Gain leadership, teamwork and recruiting experience; play a key role in shaping chapter’s future; opportunity to network on various levels; gain experience that can be used on the job; and get one’s name out in the community.
(e) Fundraising Sub-Chair
The Fundraising Sub-Chair is responsible for making sure The Chapter can meet and maintain its fundraising goal to support annual scholarships to incoming students and THON. The Programs Chair shall oversee on the Fundraising Sub-Chair.
- Objective: To develop a fundraising plan and monetary goal for procuring funds for The Chapter to achieve its annual donations. Present plan to The Board for approval through the Programs Chair by November 30.
- Responsibilities: Attend all Board meetings; serve as resource person for alumni and friends who want to learn more about making donations to the Chapter; be financially responsible; obtain approval from The Board on a proposed fundraising activity; never except a donation that goes against the Constitution of this Chapter; must procure merchandise for prize items to be raffled off at half-time during each football game; operates and handles the weekly football raffles; works closely with the Treasurer to ensure any expenditures are made in accordance with the available resources of the chapter; promptly gives the Treasurer any donation money collected.
- Qualifications: Knowledge of the Chapter’s annual target fundraising goal; the ability to create and implement a plan for procuring funds; is a motivator and a leader; financially responsible to handle money; the ability to communicate effectively. Average time commitment is four (4) hours per month.
- Measure of Success: To collect the target fundraising goal that has been approved by The Board.
- Benefits: Gain leadership, teamwork, and fundraising experience; play a key role in shaping chapter’s future; opportunity to network on various levels; gain experience that can be used on the job; and get one’s name out in the community.
ARTICLE VI
Special Chapter Meetings and Other Chapter Activities
The President shall call special Chapter meetings and/or activities that are not included in The Chapter's annual schedule that The President or The Board deem necessary to carry out the purposes of The Chapter.
ARTICLE VII
Section 1: Adoption
This constitution shall be officially adopted upon its approval by the majority vote of members of The Chapter in attendance at any regular or special meeting of The Board. It shall take effect upon the granting of a charter by the Executive Board of the Alumni Association, authorizing its functioning as one of the official Penn State Chapters.
Section 2: Amendment
This constitution may be amended by a simple majority vote of all Executive Board Members of The Penn State Alumni Association Greater Phoenix Chapter present at any duly called meeting of The Board. No amendments shall take effect until duly approved by this Executive Board.