The Hanover Institute
  Non-Profit Organization of Dartmouth Alumni, by Dartmouth Alumni and for Dartmouth Alumni  

 


Guidelines for Conduct
of Meetings of the Association of Alumni of
Dartmouth College
(back to Alumni Association page)

(Adopted July 10, 2001)

1. Voting at Association Meetings. Except as expressly provided in the Association's constitution (regarding balloting for alumni trustees), members must be present in person to vote at any meeting of the Association or otherwise for any business of the Association.

2. Date of Annual Meeting. In accordance with the Association's constitution, at each annual meeting, the executive committee shall set the date for the Association's next annual meeting.

3. Notice of Annual Meeting. Notice of the date, time and place of the annual meeting shall be given by publishing the same in Dartmouth Life (or such other medium as the executive committee shall deem appropriate) beginning in the issue for the month which is three months before the annual meeting (if Dartmouth Life is not published in such month, then notice shall be published in the immediately preceding issue) and continuing in each issue thereafter until and including the month immediately preceding the annual meeting. (For example, if the annual meeting were scheduled for September 15, then notice of the meeting would be published in the June issue, provided that it is published in that month.) This published notice shall specify that the subject matter of the meeting (including proposed amendments to the constitution, if any) and the nominees for Association offices and the executive committee are available on the Association's web-site or will be provided by calling the Alumni Relations Office. The executive committee or its designee shall maintain the Association's web-site to ensure that it includes such information.

4. Proposed Amendments to Constitution. Any 50 members qualified to vote may file with the secretary of the Association a proposed amendment to the Association's constitution. If such proposed amendment is received by the 1st day of the fourth month preceding the next annual meeting, the proposed amendment shall be considered and voted upon at such meeting. The executive committee may, in its sole discretion, waive or extend the filing deadline. Proposed amendments to the Association's constitution may also be made by the executive committee, and such proposed amendments shall be considered and voted upon at the next annual meeting, provided that such proposed amendments are identified and described on the Association's web-site no later than the 1st day of the third month preceding the next annual meeting. The Association's constitution may only be amended in conformity with this section.

5. Nomination of Candidates for Officer and Executive Committee Positions. In addition to nominations by the nominating committee as provided in the Association's constitution, any 50 members qualified to vote may file with the secretary of the Association a nomination of one or more qualified persons for election as an officer or member of the executive committee of the Association. The notice of nomination shall indicate for which office each person is nominated. The notice of nomination must be received by the 1st day of the fourth month preceding the next annual meeting. The executive committee may, in its discretion, waive or extend the filing deadline. Candidates so nominated shall be identified on the Association's web-site to which the published notice of the annual meeting shall refer. If no candidates are nominated in this manner for a particular office or executive committee seat, then the nominating committee's candidates shall be the sole candidates. If one or more candidates are nominated in this manner for the office of president or secretary-treasurer, then the candidate receiving the greatest number of votes for such office at the annual meeting shall be elected. If one or more candidates are nominated in this manner for the offices of vice president, then each member may vote for up to two candidates and the two candidates receiving the greatest number of votes shall be elected. If one or more candidates are nominated in this manner for a non-officer seat on the executive committee, then each member may vote for up to seven candidates and the seven candidates receiving the greatest number of votes shall be elected. Only persons nominated in accordance with these provisions may be elected to any Association office or executive committee position.

6. Proposed Business of the Association. Any 25 members qualified to vote may file with the secretary of the Association any other proposal to be considered and voted upon at the annual meeting of the Association. Such proposal shall be detailed and specific and shall, if possible and relevant, include the text of the proposed resolution. Such proposal must be received by the 1st day of the fourth month preceding the annual meeting. The executive committee may, in its sole discretion, waive or extend the filing deadline. Matters proposed by the Members shall only be considered and voted upon at the annual meeting if the proposal is made in conformity with this guideline. Nothing in this guideline, however, shall prevent the executive committee or any officer of the Association from proposing particular action at the annual meeting, subject to the applicable notice requirements.

7. Original Signatures Required. Where these Guidelines set forth signature requirements, only original signatures in any ink other than black will be accepted and count toward such signature requirements. No fax or electronic documents or signatures will be accepted.

8. Amendment of Guidelines. These Guidelines may be amended by a majority vote of the executive committee.

 


 

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