|ARTICLE I – NAME
The name of this organization is the University of Illinois Alumni Club of Greater Washington, D.C.
ARTICLE II – PURPOSE
The purpose of the Club will be to encourage and support the educational purposes of the University of Illinois, to cultivate friendship and fellowship among the members of the Club, and to express loyalty to, and promote the welfare of, the University of Illinois. The Club will be a non-profit organization, and will have at least one meeting or event each year.
ARTICLE III – MEMBERSHIP
All graduates and friends of the University of Illinois are eligible for membership in this club.
ARTICLE IV – OFFICERS
The officers of this club will consist of a President, Vice President, Secretary, and Treasurer all of whom must hold membership in the University of Illinois Alumni Association.
ARTICLE V – DUTIES OF OFFICERS
Section 1. President. The President will perform duties that generally pertain to the office of President, including any duties specified herein. The President will preside at all meetings of the Club and will be Chairperson of the Board of Directors and an ex-officio member of every committee.
Section 2. Vice-President. In the absence or disability of the President, or at the request of the President, the Vice-President will perform the duties of the President. If the office of the President becomes vacant, the Vice-President will act as President until the Board of Directors elect a new President. The Vice-President will assemble, present for Board approval, and submit an annual report to the University of Illinois Alumni Office.
Section 3. Secretary. The Secretary will maintain minutes of all Club and Board of Directors meetings.
Section 4. Treasurer. The Treasurer will supervise all receipts and expenditures and financial arrangements for all meetings, programs, and events.
ARTICLE VI – BOARD OF DIRECTORS
Section 1. The Board of Directors will consist of the officers, the immediate past President, and as many other members as are elected at the annual meeting. Board members shall be elected at the annual meeting for a term of one year. In addition, all committee chairperson shall be members of the Board of Directors. Each member of the Board of Directors will be a member of the University of Illinois Alumni Association.
Section 2. The Board of Directors will have full power to fill all vacancies.
Section 3. The Board of Directors will have the power to establish annual dues to be collected from eligible members. The Board of Directors is responsible for Club income, expenses, and financial obligations.
Section 4. The Board of Directors will meet at least once a year. Such meetings are to be held at such time and place as will be determined by the President, with the approval of the Board of Directors. A meeting of the Board of Directors may be called either by the President or by three (3) members of the Board upon written request to the President.
ARTICLE VII – COMMITTEES
Section 1. The President, with the approval of the Board of Directors, will appoint such committees as may be necessary to carry out the aims and objectives of the Club and to properly administer its affairs.
Section 2. The President, with the approval of the Board of Directors, will appoint an Audit Committee to review the Club’s statement of assets and liabilities, statements of operations and cash flow, and related records. Subject to review by the Board of Directors, the Committee shall establish policies for the conduct of such reviews and will determine their extent and frequency. A review shall be performed at least every two years. The Committee shall consist of at least two Club members and may not include the President, the Treasurer, or any of their family members.
ARTICLE VIII – MEETINGS
Section 1. Meetings of the Club will be held at least annually.
Section 2. The University of Illinois Club Coordinator at the Alumni Association in Champaign will be informed of all club meetings and given a brief report on all meetings.
ARTICLE IX – FISCAL YEAR
The membership year and fiscal year will coincide, beginning on August 1 and ending on July 31 of the following year.
ARTICLE X – ELECTIONS
Section 1. The officers and respective directors will be elected each year at the annual meeting and will hold office until their successors have been elected and are qualified. Terms of office will be one year.
Section 2. Vacancies will be filled by the Board of Directors until the next annual meeting.
ARTICLE XI – ADOPTION
The Bylaws will be officially adopted by the Club upon its approval by a majority vote of the members attending the meeting at which the Bylaws are considered and voted upon.
ARTICLE XII – BYLAW CHANGES
The Board of Directors may propose changes in the Bylaws. These changes will become effective when approved by a majority vote of those club members at the meeting at which the changes are considered and voted upon, provided that such Bylaws will not be inconsistent with or contradictory to the spirit and intent of the Bylaws of the University of Illinois Alumni Association.
GUIDELINESFollowing are some working procedures that have been established through the years.
1) Membership in the club is open to all former students, graduates and friends of the University of Illinois
2) Members can come from all three campuses (Champaign/Urbana, Chicago, and Springfield)
3) Individuals or families may join. When both spouses qualify for membership, they do not each have to join individually - they can join as a family.
4) Alums can currently reside in Washington DC, Virginia, Maryland, Pennsylvania, or in that general area especially if the area they live in does not have an alumni club.
5) The treasury should maintain a base amount in case of emergency. Funds collected over and above that amount should be spent on the membership in the same year that additional funds are collected.
6) The intramural sports teams can spend up to $100 from the club treasury each fiscal year. These funds can be used on entry fees, uniforms, equipment, a team party, or any normal expense that a sports team might encounter.
7) A member that pays their dues in the last three months of a fiscal year will have those dues credited towards the next fiscal year.
THE AUDIT COMMITTEEThe Audit Committee Of The Board Of Directors
This guidance identifies the purpose, composition and responsibilities of the Audit Committee (“Committee”) of the Board of Directors (“Board”) of the University of Illinois Alumni Club of Greater Washington, DC (“Club”).
The Committee has been established to review the financial statements and records prepared by the Club’s Treasurer. Specifically, the Committee will assist the Board in its oversight responsibilities regarding (1) the integrity of the Club’s financial statements, (2) the Club’s compliance with legal and regulatory requirements, and (3) the performance of the Club’s internal informal audits.
The Committee shall be composed of at least two members (including a Chairperson), all of who shall be “at-large directors” of the Club. The President, Treasurer and members of their families cannot serve on the Committee. The members of the Committee and the Chairperson shall be selected annually by the President and serve at the pleasure of the Board. The Board may designate one or more at-large directors as alternate members of the Committee, who may replace any absent member at any meetings of the Committee. Members of the Committee should have some familiarity with basic finance and accounting. At least one member of the Committee should, if possible, have accounting or related financial management expertise. The Chairperson shall maintain regular communication with the Club President.
The Committee shall meet at the call of its Chairperson. The Committee may meet by telephone conference call or email or by any other means deemed appropriate. A majority of the members (minimum of two) shall constitute a quorum. The Committee shall act on the affirmative vote of a majority of members present at a meeting at which a quorum is present. The Committee shall determine its own rules and procedures.
The Chairperson of the Committee shall prepare the agenda, preside over meetings, make Committee assignments, and report the Committee’s actions to the Board from time to time (but at least once each year).
The Committee shall perform periodic informal audits of the Club’s financial records using any Club member or members or other persons who are willing to perform the review pro-bono.
IV. INVESTIGATIONS AND STUDIES
The Committee may conduct investigations or studies of matters within the Committee’s scope of responsibilities. The Committee may recommend that the Board retain special legal, accounting or other consultants to advise the Committee. The Board shall have sole authority to negotiate and approve the fees and retention terms of such independent counsel or other consultants.
The purposes and responsibilities outlined in this Guidance are meant to serve as guidelines rather than as inflexible rules. The Committee is encouraged to adopt such additional procedures and standards, as it deems necessary from to fulfill its responsibilities.