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Bylaws of
Article One General
Principles
1.1
Definitions Article Two Membership
2.1
Qualification Article
Three General Meetings 3.1
General 3.7
Board of Association 3.8
Honorary Advisors Article
Four Executive Committee 4.1
Authorities 4.9
Local Chapters Article
Five Election 5.1
General Article
Six Finance 6.1
Financial Year 6.6
Fund-Raising 6.8
Non-Liability of Members Article Seven Amendment to the Bylaws
7.1 Procedure 7.4 Web-Site and Email List
Article Article One General
Principles General
Principles 1.1 Definitions
The
following definitions of terms shall be adopted, unless otherwise stated, for
the purpose of interpreting the Bylaws: (a)
"Bylaws" shall mean the Bylaws of the Nanchang
University Alumni Association in (b)
"Association" shall mean the Nanchang
University Alumni Association in (c)
"University" shall mean the (d)
"Executive Committee" shall mean the Executive Committee of the
Association.
(e)
"Member" shall mean the Member of the Association.
1.2 Name The full
name of the Association shall be "Nanchang
University Alumni Association in 1.3 Objectives
The
Association is a non-profit organization. The objectives of the Association
shall be exclusively charitable within the meaning of Sec.501(c)(3) of the Internal Revenue Code, or the corresponding
section of any future federal tax code. These
objectives shall be to 1.4 Session
The session
of the Association's Executive Committee shall commence each year on June 1
and terminate on May 31 next year. Article Two
Membership 2.1
2.1
Qualification (a)
Regular members All the
people who were former students, staff, or faculty members in the University
shall be eligible for Regular Members of the Association. (b)
Honorary members Honorary
members shall be extended to the President, Provost, Deans, the Associate
Deans of the University, or other people upon invitation by the
Executive Committee. 2.2 Rights
All Regular
Members shall have the rights to The
Honorary Members do not have any voting rights, but are entitled to join all
events organized by the
Association. 2.3 Obligations
All Members
shall have the obligations to: (a)
abide by the Bylaws of the Association; (b) not act in any manner detrimental to the interest and
welfare of the Association. Article
Three Article Three General Meetings 3.1
General General
Meetings include the Annual General Meeting and Extraordinary General
Meetings. They can be held on Internet via email, telecommunication, or other
manners approved by the Executive Committee. The resolution of a General
Meeting can only be revoked by subsequent General Meeting or General Polling. 3.2 Chairperson The
Chairperson of the General Meeting shall be the President of the Executive
Committee or any Member appointed by the Executive Committee. The
Secretary General of the Executive Committee shall be responsible for taking
notes and preparing minutes of all General Meetings. In the absence of the
Secretary General, the Chairperson shall appoint a Member with his/her
agreement to take up this responsibility. 3.3 Notice
Notice of
General Meeting, together with the agenda, shall be delivered to all Members
at least two weeks before the Meeting. 3.4 Quorum
Thirty
percent or 40 of the Members, whichever is the less, shall form a quorum for
the General Meeting. No business shall be transacted at any General
Meeting unless a quorum is present. Except for a resolution that dismisses an
Executive Committee Member, which shall be handled in Section 4.5, any other
resolution needs two-thirds of majority of votes. 3.5 Annual General Meeting
The Annual
General Meeting shall be held in May of each year. The business of the Annual
General Meeting shall be to (a) receive
and adopt the minutes of the previous Annual General Meeting together with
the minutes of all Extraordinary General Meetings, which may have been held
since the previous Annual General Meeting; (b) receive
and adopt the Annual Report of the Secretary General for the current session
of the Executive Committee; (c) receive
and adopt the Financial Report including an Audited Financial Statement and a
Balance Sheet prepared by the Treasurer of the current session of the
Executive Committee; and (d) discuss other motion(s) stated in the agenda in the Annual
General Meeting. The motion(s), supported by at least 30% or 40 of the
Members, whichever is the less, wishing to bring before the Annual General
Meeting, shall be delivered to the Executive Committee one week before the
Annual General Meeting. 3.6 Extraordinary General Meeting
(a) The
Executive Committee shall have the right to convene an Extraordinary General
Meeting for any purpose whenever necessary. (b) If
there is a requisition signed by 30% or 40 of the Members, whichever is the less,
an Extraordinary General Meeting shall be convened by the President of the
Executive Committee within two weeks after the requisition. 3.7 Board of
Association Board of Association shall be composed of
the representatives of most majors and professionals. (a)
(a)
The members
of the board are nominated by the Executive Committee with approval of
two-thirds of majority of the Members. (b)
(b)
The chair or
co-chairs of the board shall be elected in each session by majority of all
the board members. The chair
or co-chairs of the board shall be limited to serve for no more than two
consecutive sessions. The dismissal of the chair or co-chairs of the board
shall be approved by at least two-thirds of majority of all the board
members. (c)
(c)
The service
term of each board member shall be three years. A board member could be
dismissed by a vote of two-thirds of majority of the Members. (d)
(d)
The Executive
Committee shall answer any suggestions provided by the Board of Association. (e)
(e)
With approval
of three-quarters of the board members, the Board of Association shall have
the right to request an Extraordinary General Meeting to discuss any major
concern about the Association affairs. 3.8 Honorary Advisors The Association shall appropriately invite
some important persons as honorary advisors. Article Article Four Executive
Committee 4.1
Authorities The
Executive Committee shall have the power to (a)
represent the Association in all matters; (b)
organize functions to achieve the objectives of the Association; (c) handle
the daily affairs of the Association; (d) implement the resolutions of the General Meetings. The
Executive Committee shall also have the authority to appoint an acting
official of the Executive Committee when any Executive Committee Member is
not available for a period due to any personal or other reasons. All the
members of the Executive Committee are volunteers and shall not receive any
salary or remuneration. 4.2 Composition
The
Executive Committee shall be composed of the following Members: (a) a
President; (b) four
Vice-presidents; (c) a
Secretary General, and (d) a Treasurer. 4.3 Responsibilities of Individual
Members
(a) The
President, being the Chief of the Executive Committee, shall govern the Association in all
affairs; preside over all meetings; and co-ordinate the work of the
Executive Committee and sub-committees. (c) The
Secretary General shall be responsible for preparing and keeping agenda and
minutes of all meetings of the Association; keeping records of all activities
of the Association; presenting Annual Report at the Annual General Meeting;
and preparing and keeping all general correspondences and documents of the
Association. (d) The
Treasurer shall prepare the
Annual Budget and Semi-Annual/Annual Financial Reports, submit them to the
Executive Committee, and present them in the next Annual General Meeting. The treasurer shall keep in the
Association’s Accounts book a continuous record of all financial transactions,
produce official receipts for all payments and for all donations, and provide relevant information to
facilitate auditing of the Accounts. 4.4 Quorum of the Executive
Committee Meeting No Executive
Committee Meeting should be conducted without a quorum of two-thirds or more
of the Executive Committee Members. Executive Committee Meeting can be held
via internet, telecommunication, or other manners approved by the Executive
Committee. 4.5 Dismissal of Executive Committee
Members
(a) At the
request of no less than two-thirds of the Members, an Extraordinary General
Meeting or Polling can be called solely for the purpose of dismissing the
Executive Committee Member(s). (b) The
responsibilities and authorities of the Executive Committee Member(s) will be
suspended by the time his/her dismissal is proposed.
(c) Only
Regular Members shall have the right to vote on the motions and dismissal of
any Executive Committee Member(s). Two-thirds of majority votes are
required for a motion of dismissal. 4.6 Resignation of Executive
Committee Member Any
Executive Committee Member wishing to resign shall give a written notice to
the Executive Committee in no less than 30 days notice. 4.7 Vacancies
In case of
vacancies in membership of the Executive Committee, Regular Members can fill
the position(s) through by-election. 4.8 Sub-Committees
The
Executive Committee shall have the power to appoint sub-committee(s) and its
Member(s) to carry out the duties delegated to it (them). The Executive
Committee shall also have the power to remove sub-committee(s) and its Member(s) from office. The Executive committees shall
establish the following sub-committees: i) Election
Committee, with the President as a chair, for supervising all the elections
of the Association; ii) Scientific Program Committee for holding scientific,
technological, and professional program activities; iii) Activity Program
Committee for organizing activities that foster the Member’s interest and
connection; iv) Funding Committee for the affairs related to donations and
other financial activities; v) Communication Committee
for managing web site and email list of the Association. The Executive Committee may also
set up regional sub-committees for governing all the affairs with the alumni
in a specific region. The chairs of all the regional sub-committees shall
become the members of the Board of Association and the members of the
Activity Program Committee. The Treasurer shall be a member of the Funding
Committee. 4.9 Local Chapters
All Executive
Committee and Regular Members are encouraged to form a local chapter of the
Association. Local chapters are subject to the Bylaws. Election
Article
Five Election 5.1
General Election
shall be held for filling the positions of the succeeding Executive Committee
before each Annual General Meeting. Election shall be conducted via an electronic
voting system or other voting system approved by the Executive Committee.
By-election shall be held to fill any vacancies of the Executive Committee. 5.2 Eligibility of Candidates
All
nominated candidates must be Regular Members of the Association. 5.3 Nomination
Nomination
of candidates shall be submitted to the Election Committee three weeks before
the General Meeting of each year or a specified date determined by the
Executive Committee. 5.4 Voting
All Regular
Members shall have the right to vote. Each Regular Member shall have one vote
for each post. A list of candidates shall be presented to the voting Members
for balloting by email at least two weeks before the Annual General Meeting.
After verifying that the ballots are in good standing, the Secretary General
shall transfer the ballots to two scrutinizers appointed by the Election
Committee for counting and tabulation at the Annual Meeting. A plurality
shall be required. Article
Six Article Six
Finance Finance 6.1
Financial Year The
Financial period of the Association shall coincide with the Association
session beginning on June 1 and ending on May 31 of each year. 6.2 Executive Fund
(a) The
outstanding balance, activity fee, donation and proceeds of the last
financial period shall be transferred to the Executive Fund.
Furthermore, the Executive Committee shall approve transactions of the
Executive Fund. (b) All
Executive Fund shall be used only for activities of
the Association and other purposes that comply with the Association's
objectives. 6.3 Annual Financial Report
At the end
of each session, the Treasurer shall prepare an Annual Financial Report that
shall be approved by the Executive Committee before presenting it at the General
Meeting. The treasurer shall also submit a Semi-Annual Financial Report to
the Executive Committee. 6.4 Auditing
At least
two Members of the Association will audit the Annual Financial Report, which
shall be presented at the General Meeting. The auditors should not
carry any post in the Executive Committee, and shall be appointed by the
Executive Committee each year. 6.5 Expenditure
Any
expenditure of the Association shall be approved by the Executive Committee
and signed by two of the three Executive Committee Members including the
President, the Treasurer and one Executive Committee Member appointed among themselves. 6.6 Fund-Raising The Executive committee must
approve all of Association’s donation forms and campaign letters. The
Treasurer shall provide official receipts to contributors no late than four
weeks after receiving the donations. 6.7 Bank Account
The
Association may open a current and/or savings account(s) in any government
approved financial institutions under the name of the Association, provided
that money can only be withdrawn with two signatures from the three
authorized persons, including the President, the Treasurer and one appointed
Executive Committee Member. 6.8 Non-liability of Members No member of the Association
shall be personally liable for debts or obligations of the Association.
Memberships shall be non-assessable. Article
Seven Amendment to the Bylaws 7.1 Procedure An amendment to this Bylaws may be made by a resolution of not less than
two-thirds of the Regular Members voting at a General Meeting or at a General
Polling for which proper notice has been given, or by two-thirds of majority
votes of the Executive
Committee, or by three-quarters of majority of the Board of Association. 7.2 7.2 Limitation No
President of the Executive Committee shall consecutively serve for more than
two sessions. 7.3 Prohibited Activities Nothing herein shall authorize
the Association, directly or indirectly, to engage in or include among its
purposes, any activity not permitted by a corporation organized under the
provision of the General Not for Profit Corporation Act of the State of
Illinois, or to engage in any activity that is not permitted to be carried on
(a) by a corporation exempt from federal income tax under Section 501(c)(3)
of the Internal Revenue Code, or the corresponding section of any future
federal tax code, or (b) by a corporation, contributions to which are
deductible under Section 170(c)(2) of the Internal Revenue Code, or the
corresponding section of any future federal tax code. No substantial part of
the activities of the Association shall be for the purpose of carrying on
propaganda, or otherwise attempting to influence legislation. None of the
activities of the Association shall consist of participating in, or
intervening in (including the publishing or distributing of statement), any
political campaign on behalf of any candidate for public office. Unless authorized by the
Executive Committee, no officer, agent, or member has any power or authority
to bind the Association by any contract or engagement or to pledge its credit
or to render it liable monetarily for any purpose or in any amount. The members of the
Executive Committee are forbidden to conduct any political, business and
other activities under the Association’s name that are inconsistent with the
objectives of the Association. 7.4 7.4 Web-Site and Email
List The President and the Vice
President, who charges this affair, shall approve any major contents posted
on the web-site. The alumni email list shall be strictly kept for the uses of
alumni affairs. Unless approved by the Executive Committee, the alumni email
list shall not be released for any other purposes.
Article
Eight Dissolution The
Association shall be dissolved only if a motion is passed by not less than
two-thirds of the Regular Members voting at a General Meeting or a General
Polling for which proper notice has been given. Before the dissolution
of the Association, all assets and liabilities legally incurred on behalf of
the Association shall be fully discharged. The remaining funds shall be
distributed for one or more exempt purposes within the meaning of Section
510(c)(3) of the Internal Revenue Code, or the corresponding section of any
future federal tax code, or shall be distributed to the University, or to
federal, state or local government, for a public purpose. |
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