NorCal Hoyas Club Bylaws



BYLAWS OF THE
GEORGETOWN CLUB OF NORTHERN CALIFORNIA
(revised and adopted March 15, 2016) 


Article I          Name, Charter and Affiliation, and Territorial Limits

Section 1.         This organization shall be known as the Georgetown Club of Northern California, hereinafter known as the “Club.”

Section 2.         The Board of Governors of the Georgetown University Alumni Association (“the Association”) grants the charter for the Club and approves its Bylaws. Operations of the Club are subject to guidelines promulgated from time to time by the Board of Governors and its Alumni Clubs Committee.

Section 3.         The Club, as an affiliated member organization of the Association, is organized exclusively for charitable, religious, educational and scientific purposes, including for such purposes, the making of any distribution to Georgetown University and other organizations affiliated with Georgetown University that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code of 1986, as amended (or corresponding provision of any future United States Internal Revenue Laws).

Section 4.         The territorial limits of the Club shall be confined to Northern California.


Article II         Mission and Objectives

The mission of the Club shall be to serve Georgetown University and its alumni in Northern California by cultivating the connection of all Georgetown alumni to the University and to each other, through programs and communications, so as to provide wide ranging support for the mission of Georgetown University and the mission of the Association. In furtherance of these objectives, the Club will provide opportunities to promote the personal and professional development of alumni through fellowship with other alumni; social, intellectual, cultural and spiritual enrichment; service to the local community; and continuing involvement in the life of the University community.
 

Article III       Membership

Section 1.         The Club shall be composed of Voting Members and Non-Voting Members. All Members of the Club, with the exception of Honorary Members, must reside or work within the territorial limits of the Club.

Section 2.         Any individual who is a member of the Georgetown University Alumni Association in accordance with the bylaws of the Board of Governors of the Association, and who meets the conditions set forth in Section 1 of this Article, is a Member of the Club. Those Members who pay the annual dues set by the Club and remain in good standing shall be Voting Members of the Club.

Section 3.         Any other individual who meets the conditions set forth in Section 1 of this Article and is duly enrolled as a student at Georgetown University; is or has been a parent of a student at Georgetown University; is a spouse of a student or alumnus/a of Georgetown University; and/or has attended any non-degree program at Georgetown University is a Non-Voting Member of the Club.

Section 4.         The President of the Club may, with the unanimous approval of the Executive Committee at an Executive Committee meeting, appoint Honorary Members as Non-Voting Members of the Club. The President and all other Executive Officers and Trustees of Georgetown University, members of the faculty and friends of Georgetown University shall be eligible for appointment as Honorary Members of the Club.


Article IV       Termination of Membership

Section 1.         Any Member may resign from the Club by notifying the Secretary of the Club in writing.

Section 2.         Membership shall be terminated automatically whenever a Member ceases to reside or work within the territorial limits of the Club.

Section 3.         Any Member may be suspended from membership by the Executive Committee for substantial violation of the Club Bylaws, upon notice and after an opportunity for hearing before the Executive Committee.


Article V         Executive Committee

Section 1.         The governing body of the Club shall be the Executive Committee, which shall be comprised of the Club Officers and Standing Committee Chairs. Its decisions can be overruled only by a two-thirds vote of the Voting Members present at a Business Meeting.

Section 2.         The Executive Committee shall meet at least once every two months, at a time and place designated by the President. Any Club Member invited by a member of the Executive Committee may attend an Executive Committee meeting.
Section 3.         Any four members of the Executive Committee shall have the right to call an Executive Committee meeting on two weeks’ written notice to all members of the Executive Committee.
Section 4.         The Executive Committee and its members shall endeavor to comply with these Bylaws, including the deadlines established herein. In the event that the Executive Committee or one of its members fails to comply with any of the deadlines established in these Bylaws, the President of the Club may, with the two-thirds majority approval of the Executive Committee and the consent of the President of the Association, modify the deadline to achieve a result consistent with the intent and spirit of these Bylaws.

Article VI       Officers

Section 1.         The Officers of the Club shall be the President, the Vice President, the Treasurer, and the Secretary. All Officers shall actively participate in the activities of the Club. Only Voting Members in good standing may hold an Officer position.

Section 2.         The President shall preside over all Club and Executive Committee meetings; chair the Executive Committee; appoint all Committee members and Committee chairs with the approval of a majority of the other Officers; and have such further duties as ordinarily pertain to the office of President, including but not limited to developing and pursuing a vision for the Club and its activities, being the Club’s primary representative to the University, the Association and other external entities, and generally overseeing the Club’s activities.

Section 3.         The Vice President shall assume the duties of the President in his or her absence. As desired by the President and with the consent of a majority of the Executive Committee, the Vice President shall take on responsibilities with respect to participation in, coordination with and/or leadership of Standing Committees and/or Ad Hoc Committees.

Section 4.         The Treasurer shall keep the books and accounts, adhering to generally accepted accounting standards; have custody of all Club funds; attend to the payment of all bills and obligations; deposit all Club funds in the account of the Georgetown Club of Northern California in a federally insured financial institution designated by the Executive Committee; maintain records of annual dues revenues, non-event related Club expenses, and revenues and expenses categorized by event; present on a quarterly basis a current financial statement to the Executive Committee; prepare an Annual Report of the Club’s financial position for the fiscal year beginning on July 1 and ending on June 30 to be delivered to the Association and all members of the Executive Committee; and have such further duties as ordinarily pertain to the office of Treasurer.

Section 5.         The Secretary shall have primary responsibility for monitoring compliance with these Bylaws; provide a copy of these Bylaws to any member of the Club upon written request; record all proceedings of Club meetings; be custodian and maintain archives of Club records; prepare an Annual Report of the Club’s membership and events for the fiscal year beginning on July 1 and ending on June 30 to be delivered to the Association and all members of the Executive Committee; present to the Executive Committee in December a written summary of the deadlines imposed by these Bylaws for the upcoming calendar year; oversee Officer elections; and have such further duties as ordinarily pertain to the office of Secretary.

Section 6.         Officers shall each serve a renewable term of two fiscal years. An individual may serve no more than six consecutive years as an Officer of the Club. Following six consecutive years as an Officer, an individual may not serve in any Officer role for a period of at least two years. However, such individual may serve as a member of the Executive Committee in a non-Officer role.

Section 7.         The Officers shall identify potential new Club leaders, provide for a smooth transition to new Club leadership, and work cooperatively with the Association, the Association staff and the Alumni Clubs Committee to further the Club’s Mission.


Article VII      Election of Officers

Section 1.         The election of Officers of the Club shall be administered centrally by the Alumni Clubs Committee or its designees in accordance with procedures defined by the Alumni Clubs Committee. In the absence of procedures defined by the Alumni Clubs Committee, the election of Officers of the Club shall be held at a duly called Business Meeting or through an electronic voting system open to all Voting Members, as determined by the Executive Committee, provided that such electronic voting system must maintain the secrecy of ballots cast. The Secretary shall oversee and chair the election. If the election is held in person at a Business Meeting, members of the Executive Committee may vote by absentee ballot.

Section 2.         The President and Vice President shall each be elected for a two-year term to begin July 1 of odd-numbered fiscal years. The Secretary and Treasurer shall each be elected for a two-year term to begin July 1 of even-numbered fiscal years.       

Section 3.         In the absence of election procedures defined by the Alumni Clubs Committee, no fewer than 45 days prior to the election, the Executive Committee shall notify all Voting Members of the date of the election and the election format, and shall invite all Voting Members to submit to the Secretary any candidate(s) to be considered for the Executive Committee’s nomination.

Section 4.         In the absence of election procedures defined by the Alumni Clubs Committee, at a scheduled Executive Committee meeting held no more than 35 days prior to the election, the Executive Committee shall nominate candidates for election to office, with one nomination for each elected position. Nominees shall be determined by a majority vote of the Executive Committee. The names of all Executive Committee nominees shall appear on the election ballot.

Section 5.         In the absence of election procedures defined by the Alumni Clubs Committee, no fewer than 30 days prior to the election, the Executive Committee shall notify all Voting Members of the date of the election and the election format, announce the Executive Committee’s nominations for office, and inform all Voting Members of the procedure set forth in Section 6 for declaring candidacy for office.

Section 6.         Only Voting Members are eligible for election to an Officer position. In the absence of election procedures defined by the Alumni Clubs Committee, Voting Members who wish to add their name to the ballot for one of the available offices must submit to the Secretary in writing, no fewer than seven days prior to the election, their declaration of candidacy together with a statement of support from at least five other Voting Members. The names of all candidates who comply with these procedures shall appear on the election ballot.

Section 7.         In the absence of election procedures defined by the Alumni Clubs Committee, in the event of a contested election, each nominee and candidate for office shall have the opportunity to make a pre-election statement to all members.

Section 8.         In the absence of election procedures defined by the Alumni Clubs Committee, as to any contested office, elections shall occur by secret ballot. Each Voting Member present at the election shall be entitled to one vote. The candidate who receives the largest number of the votes cast on the first ballot shall be elected.

Section 9.         To ensure experience and continuity in all Officer positions of the Club, there shall be a transition period from the date of the election until July 1, at which time the newly-elected Officers will assume office.

Section 10.       In the event of a vacancy in any Officer position, the vacancy shall be filled within 60 days, either by election or, for a vacancy that occurs at least six months before a scheduled Club election, by appointment by the President with approval of a majority of the Executive Committee. Such partial term shall count as a full term for purposes of the term limit specified in Article VI, Section 6. In the event the office of President becomes vacant, the Vice President shall succeed to that office for the remainder of the term.

Section 11.       In the event that these Bylaws be amended to establish new Officers, the Club shall hold a special election open to all Voting Members at the first Business Meeting after ratification of such amendment or at a Special Business Meeting called for that purpose, provided, however, that such election shall not occur fewer than 10 days after said ratification. In a notice distributed no fewer than 10 days prior to such election, the Executive Committee shall notify all Voting Members of the date of the election and the election format. The Secretary shall include on the ballot all nominations from Voting Members received in writing no less than 3 days prior to the election. Officers elected under this provision shall serve terms to conclude at such time that their regular election comes due as provided in Section 1, above.


Article VIII    Removal of Officers

Section 1.         An Officer may be removed from his or her office pursuant to duly authorized procedures established by the Alumni Clubs Committee or through a Recall Election as described in Sections 2 through 4 of this Article.

Section 2.         Fifty (50) or more Voting Members, or a number of Voting Members that is no less than one-third of all Voting Members, may submit to the Secretary, with a copy to each other member of the Executive Committee, a written petition for a Recall Election for a particular Officer, together with the reasons for their request set forth in reasonable detail. The original petition submitted to the Secretary must reflect the original signatures of all of the Voting Members seeking the Recall Election. All properly framed and executed requests shall be granted by the Executive Committee. Within 10 days of receiving such a petition, the Secretary shall notify all Voting Members of the Recall Election, indicating in the notice the reasons for the Recall Election and providing at least 30 days advance notice of the election meeting. The Recall Election shall be held no more than 40 days after the Secretary receives the petition.

Section 3.         The Recall Election meeting shall be chaired by the President or, if the President is the subject of the Recall Election, by the Secretary or by an Executive Committee member who is designated by the Executive Committee and is not the subject of the Recall Election. After opportunity for discussion, including a statement by any Officer who is the subject of the Recall Election, the Recall Election shall be conducted by secret ballot. To carry, the recall of an Officer pursuant to a Recall Election must be supported by no less than two-thirds of the Voting Members present at the meeting.

Section 4.         In the event that an Officer is recalled through a Recall Election, a Special Election to fill that office shall be conducted in accordance with the procedures set forth above in Article VII, except that (a) the same person who chaired the Recall Election will chair the Special Election; (b) the Special Election shall be conducted no more than 40 days after the Recall Election, on no less than 30 days’ notice to the Members; and (c) if the Executive Committee chooses to nominate a candidate for any available office, it will do so no less than 20 days prior to the Special Election.


Article IX       Standing Committees

Section 1.         The Club shall have Standing Committees for Social Events, Academic Events, Athletics, Membership & Outreach, Communications, Community Service, East Bay, Peninsula & South Bay, Networking, and Mission & Ministry.

Section 2.         The Executive Committee may, by majority vote, create or disband Ad Hoc Committees as it deems appropriate and shall have the authority to designate an Officer to oversee any Ad Hoc Committee.

Section 3.         The President shall engage in a reasonable selection process to appoint (or, following the election of a new President, affirm) a Chair or Chairs of the Standing Committees and any Ad Hoc Committees. Only Voting Members are eligible to chair Committees. The Chairs of all Committees shall serve at the pleasure of the President and may be removed by the President, with approval of a majority of the other Officers, for any reason. The Chairs of the Standing Committees, in addition to their duties specified in the following Sections, shall have responsibility to coordinate with each other and with the Officers regarding their activities and events and to share reasonable responsibility for all Club activities.

Section 4.         The Social Events Chair shall, in collaboration with the Social Events Committee, coordinate and/or oversee the planning, execution and administration of Club-sponsored social events and programs and shall report on the same at Executive Committee meetings and Business Meetings. The Social Events Chair and/or a member of the Social Events Committee shall work with the President and the Treasurer to establish pricing for events and programs, and shall work with the Communications Committee (and, as needed, offices and departments of the University) to publicize and/or invite Members and other individuals to the Club’s social events and programs. 

Section 5.         The Academic Events Chair shall, in collaboration with the Academic Events Committee, coordinate and/or oversee the planning, execution and administration of Club-sponsored academic/intellectual events and programs and shall report on the same at Executive Committee meetings and Business Meetings. The Academic Events Chair and/or a member of the Academic Events Committee shall work with the President and the Treasurer to establish pricing for events and programs, and shall work with the Communications Committee (and, as needed, offices and departments of the University) to publicize and/or invite Members and other individuals to the Club’s academic/intellectual events and programs.

Section 6.         The Athletics Chair shall, in collaboration with the Athletics Committee, coordinate and/or oversee the planning, execution and administration of Club-sponsored athletic teams and athletic and sports-related events and programs and shall report on the same at Executive Committee meetings and Business Meetings. The Athletics Chair and/or a member of the Athletics Committee shall work with the President and the Treasurer to establish pricing for teams, events and programs, and shall work with the Communications Committee (and, as needed, offices and departments of the University) to publicize and/or invite Members and other individuals to the Club’s athletic teams, events and programs.

Section 7.         The Membership & Outreach Chair shall, in collaboration with the Membership & Outreach Committee, coordinate and/or oversee all aspects of Club membership and outreach and shall report on the same at Executive Committee meetings and Business Meetings; actively work to grow Club membership and promote general interest in the Club; maintain a current roster of Voting Members; and engage in outreach to and coordinate with other organized groups serving the Georgetown community in the Northern California area.

Section 8.         The Communications Chair shall, in collaboration with the Communications Committee, coordinate and/or oversee communications from the Club to its Members (and other audiences as needed), including managing the Club’s email account, developing and maintaining the Club website and content, drafting and sending Club broadcast emails, and drafting and posting event and program information via social media; and implementing new technology initiatives from the Association and/or the University.

Section 9.         The Community Service Chair shall, in collaboration with the Community Service Committee, coordinate and/or oversee the Club’s community service activities and shall report on the same at Executive Committee meetings and Business Meetings. The Community Service Chair and/or a member of the Community Service Committee shall work with the Communications Committee (and, as needed, offices and departments of the University) to publicize and/or invite Members and other individuals to the Club’s community service events and programs.

Section 10.       The East Bay Chair shall, in collaboration with the East Bay Committee, coordinate and/or oversee events and activities in the East Bay, including but not limited to social, sporting, educational, community service and spiritual events and activities, and shall report on the same at Executive Committee meetings and Business Meetings. The East Bay Chair and/or a member of the East Bay Committee shall work with the President and the Treasurer to establish pricing for events and programs, and shall work with the Communications Committee (and, as needed, offices and departments of the University) to publicize and/or invite Members and other individuals to the Club’s East Bay events and programs.

Section 11.       The Peninsula & South Bay Chair shall, in collaboration with the Peninsula & South Bay Committee, coordinate and/or oversee events and activities in the Peninsula & South Bay, including but not limited to social, sporting, educational, community service and spiritual events and activities, and shall report on the same at Executive Committee meetings and Business Meetings. The Peninsula & South Bay Chair and/or a member of the Peninsula & South Bay Committee shall work with the President and the Treasurer to establish pricing for events and programs, and shall work with the Communications Committee (and, as needed, offices and departments of the University) to publicize and/or invite Members and other individuals to the Club’s Peninsula & South Bay events and programs.

Section 12.       The Networking Chair shall, in collaboration with the Networking Committee, coordinate and/or oversee professional, career and networking related events and activities, and shall report on the same at Executive Committee meetings and Business Meetings. The Networking Chair and/or a member of the Networking Committee shall work with the President and the Treasurer to establish pricing for events and programs, and shall work with the Communications Committee (and, as needed, offices and departments of the University) to publicize and/or invite Members and other individuals to the Club’s Networking events and programs.

Section 13.       The Mission & Ministry chair shall, in collaboration with the Mission & Ministry Committee, coordinate and/or oversee spiritual, intellectual and other programming reminiscent of activities, programs and interactions alumni experienced while they were students at Georgetown, and shall report on the same at Executive Committee meetings and Business Meetings. The Mission & Ministry Chair and/or a member of the Mission & Ministry Committee shall work with the President and the Treasurer to establish pricing for events and programs, and shall work with the Communications Committee (and, as needed, offices and departments of the University) to publicize and/or invite Members and other individuals to the Club’s Mission & Ministry events and programs.


Article X         Club Finances

Section 1.         The Club’s fiscal year shall commence on July 1 and end on June 30.

Section 2.         The Club may charge dues to Voting Members in an amount or amounts to be determined by two-thirds vote of the Executive Committee members present at a Business Meeting.

Section 3.         The Executive Committee may utilize Club funds in any way which will further the Club’s mission. Club funds shall be disbursed only by the Treasurer or his or her single designee. Any Voting Member may challenge the disbursement of Club funds. Any such challenge shall be considered by the Executive Committee. If two-thirds of the Executive Committee members present vote to approve the disbursement, the challenge shall be denied and the funds may be disbursed.

Section 4.         The President, the Vice President, the Treasurer, and the Programming Chair shall have authority to enter into contracts with a value of $550.00 or less on behalf of the Club. For contracts with a value exceeding $550.00, the President and Programming Chair shall obtain the advance approval of a majority of the Executive Committee prior to entering into the contract on behalf of the Club.


Article XI       Business Meetings

Section 1.         The Club shall hold a Business Meeting at least once per fiscal year. Additional Business Meetings may be called at any time on one month’s notice to Members by the President or by majority vote of the Executive Committee.

Section 2.         All Voting Members shall be invited to attend each Business Meeting. The Executive Committee shall make reasonable attempts to invite Non-Voting Members to attend each Business Meeting, taking into consideration the cost of such notification.

Section 3.         Ten or more Voting Members may submit to the President a written request for a Special Business Meeting together with the reasons for their request. All such requests shall be granted. Within 5 days of receiving such a request, the President shall notify all Voting Members of the Special Business Meeting and indicate in the notice the reasons for the Special Business Meeting.

Section 4.         In the event of any call for or challenge to the procedures governing Club meetings, including any Business Meeting or election, the proceedings shall be governed by the then-current version of Roberts Rules of Order, except where such rules are in direct conflict with specific provisions of the Club’s Bylaws.


Article XII      Dissolution of the Club

Upon the dissolution of the Club, the Executive Committee shall, after paying or making provisions for the payment of all of the liabilities of the Club, dispose of all of the assets of the Club exclusively for the purposes of the Club or Georgetown University or other organizations affiliated with Georgetown University organized and operated exclusively for charitable, educational, religious or scientific purposes as shall at the time qualify as an exempt organization or organizations under Section 501(c)(3) of the Internal Revenue Code of 1986, as amended (or corresponding provision of any future United States Internal Revenue Law), as the Executive Committee of the Club shall determine. Any such assets not so disposed of shall be disposed of by a court of appropriate jurisdiction having supervision over non-profit organizations of the county in which the principal office of the Club is then located, exclusively for charitable, educational, religious or scientific purposes, or to such organization or organizations, as said court shall determine, which are organized and operated exclusively for such purposes.


Article XIII    Amendments

Section 1.         The Bylaws may be amended only by a two-thirds vote of the Voting Members present and voting at a Business Meeting or a Special Business Meeting.

Section 2.         Proposed amendments to be considered at a Business Meeting shall be filed with the Secretary in writing no fewer than 15 days prior to the Business Meeting. The Secretary shall provide notice of all such proposed amendments to Voting Members no fewer than 10 days prior to the Business Meeting.

Section 3.         Proposed amendments to be considered at a Special Business Meeting shall be filed with the Secretary in writing no more than 5 days after the President has notified all Voting Members of the Special Business Meeting. The Secretary shall provide notice of all such proposed amendments to be considered at a Special Business Meeting to Voting Members no fewer than 2 days after the Secretary has received them.

Section 4.         A written resolution proposing all such amendments shall be introduced at the Business Meeting or Special Business Meeting.

Section 5.         Amendments shall not become a part of the Bylaws until the same have been submitted to and approved by the Board of Governors of the Association.