Skip To Main Content

Alumni Association By-Laws

 image

New England College of Optometry Alumni Association By-Laws

Approved May 21, 2014

Article I NAME

The name and title of this organization shall be the New England College of Optometry Alumni Association. (Alumni Association)

Article II OBJECTIVES

  1. To create and enhance fraternal spirit and communication among alumni and prospective alumni,
  2. To represent the Alumni at New England College of Optometry (NECO) functions,
  3. To promote and assist in establishing programs for alumni and students,
  4. To provide leadership in promoting the interests of alumni,
  5. To establish mutually beneficial relations between alumni and NECO,
  6. To advance the cause of higher education through cooperation with NECO in its postgraduate program,
  7. To further the advancement of optometric education by offering scholarships to worthy and qualifying students of NECO,
  8. Advise NECO on the needs and concerns of the alumni community,
  9. To participate in and assist recruitment of student applicants to NECO.

Article III Alumni Association Membership

Section 1. Composition

The Alumni Association shall consist of:

Any graduate from NECO or its predecessors (Massachusetts College of Optometry, Massachusetts School of Optometry, Klein School of Optics).

Each member shall be entitled to debate, to vote at the Annual Meeting on any business items, to hold office, and to serve the Alumni Association in any special capacity as specified by the Alumni Association Board of Directors, herein after referred to as The Board or Alumni Board.
Honorary Member: A individual who did not receive his/her Doctor of Optometry degree at NECO, but did complete his/her residency through NECO. Honorary members have all the rights and privileges of members.

Student Member: Any matriculating student in a degree program at NECO.

Article IV ALUMNI ASSOCIATION BOARD

Section 1. Composition

The Board shall be composed of:
Four officers (elected): President, Vice-President, Secretary, Immediate Past-President,
A minimum of nine and maximum of fifteen Directors (elected), consisting of no more than 33% faculty members with FTEs of 0.3 or greater,
Three student representative members from NECO,
An indeterminate number of appointed Delegates and Regional Representatives.

Section 2. Responsibilities
The members of the Alumni Board shall meet a minimum of four times a year, and correspond as often as necessary, to administer to the affairs of the Alumni Association, to supervise the interests and welfare of the membership, to contribute to NECO publications, and to advise the Vice-President of Institutional Advancement as needed.

Role and Responsibilities of Directors
Directors serve up to two consecutive, two-year terms, and are eligible for re-election following a two year hiatus. Each Director is responsible for assisting NECO with a variety of outreach efforts and overall stewardship of alumni and students transitioning into alumni. Directors will work directly with the Office of Institutional Advancement on inspiring alumni to stay connected with NECO.

  • Serve as a voting member of the Board
  • Serve on committees of the Board
  • Chair a committee(s) of the Board
  • Attend quarterly Board meetings either in person or by telephone
  • Represent the Alumni Association at NECO related events
  • Attend Career Seminar and other Alumni Association sponsored events
  • Serve as a voice of the alumni by conducting outreach calls and surveys
  • Recruit alumni to serve on committees and attend NECO sponsored events
  • Serve as a liaison between alumni and the Office of Institutional Advancement
  • Serve as a mentor to students and recent graduates in ones’ community
  • Take a leadership role in planning class reunions
  • Participate in recruitment of prospective students
  • Lead class fundraising and stewardship efforts – lend name on solicitation letter

Role and Responsibilities of Delegates
Delegates serve a two-year term, and are eligible for reappointment. Each delegate is responsible for assisting NECO with a variety of outreach efforts and overall stewardship of alumni and students transitioning into alumni. Delegates will work directly with the Office of Institutional Advancement on inspiring alumni to stay connected to NECO.

  • Appointed by the Alumni Association Board President
  • Serve as a non-voting member of the Board
  • Serve on committees of the Board
  • Invited to attend quarterly meetings of the Board
  • Represent the Alumni Association at NECO related events
  • Attend, and recruit others to attend, Career Seminar and other Alumni Association sponsored events
  • Serve as a voice of alumni by conducting outreach calls and surveys
  • Serve as a liaison between alumni and the Office of Institutional Advancement
  • Serve as a mentor to students and recent graduates in ones’ community
  • Take a leadership role in planning class reunions
  • Lead class fundraising and stewardship efforts – lend name on solicitation letter
  • Participate in recruitment of prospective students

Roles and Responsibilities of Regional Associates
Regional Associates serve a two-year term, and are eligible for reappointment. Each Associate will provide a voice for alumni in his/her geographic area, and act as a liaison between alumni and the Office of Institutional Advancement for specific regions in the US and Canada. Each Associate will assist NECO with a variety of outreach efforts, and overall stewardship of alumni, while inspiring them to stay connected to NECO.

  • Appointed by the Alumni Association Board President
  • Serve as a non-voting member of the Board
  • May participate in quarterly meetings of the Board
  • Represent the Alumni Association at NECO related events
  • Serve as a voice of alumni by conducting outreach calls and surveys
  • Serve as a mentor to students and recent graduates in ones’ community
  • Take a leadership role in planning class reunions
  • Lead class fundraising and stewardship efforts – lend name to solicitation letter
  • Participate in recruitment of prospective students

Section 3. Organizational Chart

Officers

  • President
  • Vice-President
  • Secretary
  • Immediate Past-President

Directors

Delegates

Regional Associates

  • Canada
  • Northern New England
  • Mid-Atlantic
  • South Eastern
  • Mid-Western/Texas
  • North Western
  • South Western/California

Student Representatives

Section 4. Nominations

Officers and Directors
The Nominating Committee shall present a proposed list of nominees for Officers and Directors to the Alumni Board 60 days prior to the Annual Meeting. Nominees must have consented to be nominated.

Section 5. Installation
The duly elected Officers and Directors shall begin their terms following the swearing in ceremony at the Annual Meeting of the Alumni Association.

Section 6. Tenure

  • Officers shall hold office for a term of two years, or until their successors have been installed. No Officer may be elected to the same office for more than two consecutive terms, except by a two thirds majority vote of the Board.
  • Directors shall hold office for a term of two years, or until their successors have been installed. No Director may be elected to more than two consecutive terms, but may be re-elected after a two year break. A Director may continue as a Delegate during this hiatus. No Director is eligible to hold more than one elected office at a time.

Section 7. Vacancies
A vacancy occurring in any office, or Director position, shall be filled by appointment of the Alumni Association Board President, subject to approval by the Alumni Board. Said appointee shall serve until the next election.

Article V DUTIES OF OFFICERS AND STUDENT REPRESENTATIVES OF THE ALUMNI BOARD

Section 1. President
The President shall preside at, and set the agenda for, all meetings of the Alumni Association. He/she shall have the power to call Special Meetings of the Alumni Association, and to set a schedule of Board meetings. He/she shall have general supervision of the activities of the Alumni Association, and recommend a nominee for any vacated office. He/she may appoint an indeterminate number of Delegates and Regional Associates to the Alumni Board, who will serve at the request of the President.

The President shall appoint members the following committees: Nomination Committee, Scholarship Award Committee, and Alumni Activities Committee.

The President shall be an ex-officio member of all committees, and shall appoint their chairs. In the event of a tie vote, the President shall cast the deciding vote.

At the termination of his/her term, the President shall assume the office of Immediate Past-President.

The President shall serve as the Alumni Association representative to the following committees of the NECO Board of Trustees for the duration of his/her The Student Affairs Committee, and the Development and Alumni Affairs Committee.

If the President is unable to serve during the elected term of office, then, for as long as the President is unable to serve, or until the end of the term, whichever comes first, the position shall be transferred to the Vice-President. If the Vice-President is unable or unwilling to serve, then the position will be transferred to the Director with the greatest number of years served on the Board, in alphabetical order. (The Alumni Board Secretary will continue to serve as Secretary).

Section 2. Vice-President
The Vice-President shall perform all such duties as shall be assigned by the President or the Alumni Board. In the absence of the President, the Vice-President shall perform the duties of the President.

Section 3. Secretary
The Secretary shall take minutes of the proceedings of all meetings of the Alumni Board, and shall assist the Vice-President of Institutional Advancement in maintaining records.

Section 4. Immediate Past-President
The Immediate Past-President shall serve as an advisor to the Board, in a non-voting capacity. He/she shall perform all such duties as shall be assigned by the President.

Section 5. Student Representatives
Each year the student body shall have three members in good standing to serve as members of the Alumni Board. One of the three members shall be the President of the Student Council, who will appoint the other two members. They shall have full rights and responsibilities of Alumni Board members, except no voting privileges on matters relating to the Alumni Association By-Laws. Collectively, they may cast one vote on all other matters before the Alumni Board.

Article VI STANDING COMMITTEES

Section 1. Executive Committee
The Executive Committee shall consist of the Officers of the Alumni Board, and function for the purpose of providing leadership to the Alumni Association.

Section 2. Nominating Committee
The Nominating Committee shall consist of a minimum of three members of the Alumni Board, the Vice-President of Institutional Advancement, and the Director of Professional Relations. The Nominating Committee shall have one Chair and shall meet as necessary to fill vacancies and propose nominees.

Section 3. Scholarship Award Committee
The Scholarship Award Committee shall meet as needed to make recommendations for recipients of all Alumni Awards.

Section 4. Alumni Activities Committee
The Alumni Activities Committee plans local and regional events to bring alumni together and engage them in programs at NECO.

Article VII MEETINGS

Section 1. Annual Meeting/Regular Meetings
The Annual Meeting of the Alumni Association shall be scheduled in September of each year such that all active members shall be sent notice of this meeting at least thirty days before said meeting. A minimum of three additional meetings, adequately spaced, will be scheduled during the timeframe from October to June of the following year.

Section 2. Special Meetings
Special Meetings may be called by the Alumni Board President upon notice of the majority of the Alumni Board, or upon request of twenty five Alumni Association members. No business may be transacted, or considered binding, unless notice and agenda is delivered to the membership at least seven days prior to such meeting.

Section 3. Quorum
For Alumni Board meetings, a quorum shall consist of one half of the current number of full voting members of the Board.

Section 4. Notice
Each member shall provide the Vice-President of Institutional Advancement a current mailing address and e-mail address to be recorded in the official list of members. Any notice required by the By-Laws shall be sufficient if mailed to either address so furnished.

Section 5. Attendance
All Alumni Board members (Officers, Directors, Delegates, Regional Associates, and Students) must make every effort possible to attend every meeting. Meetings may be attended either in person, or via conference call or other similar telecommunications. Each year Board positions will be reviewed by the Alumni Board President for meeting attendance, program participation, and leadership. The Alumni Board President shall consult with the Nominating Committee on this issue.

Article VIII BUDGET

Section 1. Budget
The budget of the Alumni Association comes under the responsibility of the Vice-President of Institutional Advancement. The Alumni Board will advise and make recommendations to the Vice-President of Institutional Affairs as to the budgetary needs of the Alumni Association consistent with the Objectives stated in Article II of the By-Laws. The Vice-President of Institutional Affairs shall give periodic budget reviews to the Alumni Board.

Section 2. Requests for Support
Requests for financial support to the Alumni Board shall be made in writing thirty days prior to the next Alumni Board meeting.

Section 3. Disbursement
All remittances to the Alumni Association shall be deposited in NECO Accounts.

Article IX AMENDMENTS

The By-Laws may be amended at any regular or special meeting of the Alumni Board. Notice of such proposed changes, alterations, or amendments shall be sent to each member of the Alumni Board at least fifteen days prior to said meeting. A two-thirds vote of those members of the Alumni Board present, or by proxy, shall be necessary for approval and adoption of the proposed changes, alterations, or amendments.

Article X RULES OF ORDER

Robert’s Rules of Order shall be the guide in all cases to which they are applicable in regard to parliamentary practice, and in which case they are not inconsistent with the By-Laws.

Article XI AMENDMENTS

Revisions voted on this date, May 21, 2014 will go into effect on May 21, 2014

Prior revisions are as follows:
October, 1993
January, 1995
July, 2002
June, 2006
October, 2009
June, 2011