CONSTITUTION AND BYLAWS OF THE

TSUNAA East Tennessee Chapter

​

 

Article I – Name

 

The name of this organization shall be the East Tennessee Chapter of the National Alumni Association of Tennessee State University, hereinafter referred to as the East Tennessee Chapter (or) ETC.

 

Article II – Purpose

 

The purpose of this Chapter shall be consistent with the mission and goals of the Mid-South Region and the National Alumni Association.

 

Article III – Membership/Members

 

Section 1. The membership of the ETC shall be Regular, Life, Millennium, Complimentary, Individual Donor and Associate members from Anderson, Blount, Claiborne, Cocke, Grainger, Greene, Hamblen, Hawkins, Jefferson, Knox, Loudon, Roane, Sevier, Sullivan and Washington counties.

 

Section 2. Chapter members must have paid TSUNAA and local dues for the ETC and be in good standing and current financially with the ETC chapter for the current fiscal year, July to June.

 

Article IV – Officers

 

Section 1. The ETC Officers shall be elected at the second quarterly Bi-annual meeting of the calendar year by ballot. Note: All officers are nominated and elected by the membership (not the board).

 

Section 2. Elected officers of the ETC shall be: President, Vice President, Secretary and Treasurer.

 

Section 3. Appointed officers of the ETC shall be: Parliamentarian and Chaplain. The appointed chairpersons of the ETC shall be: Nominating Committee Chair, Scholarship Committee Chair, and other officers and chairs as deemed necessary and approved by the Chapter Members.

 

Section 4. All elected and appointed officers and chairpersons shall be current financially with the local chapter and the National Alumni Association. Officers shall serve a term of two (2) years and shall not serve more than two consecutive terms.

 

Section 5. In order to hold the Office of President, one must be at least an Associate member that has attended at least one semester at Tennessee State University.

 

Article V – Standing Committees

 

Section 1. The standing Committees of the ETC shall be: Nominating Committee and Scholarship Committee.

 

Section 2. Ad Hoc Committees shall be established as needed and approved by the elected officers.

 

Article VI. - Meetings

 

Section 1. The President and/or Vice President should attend a Mid-south Regional Conference which shall be held every other year, on the odd number year.

 

Section 2. The Conference shall be held, on a rotating basis, at a designated Midsouth Region Chapter location with the local chapter serving as host.

 

Section 3. The President and/or Vice President’s admission, admission only, to the Mid-south Regional Conference should be paid out of the ETCs allowance to guarantee attendance and proper representation for the chapter every other year.

 

Section 4. Meeting Quorum: The majority (half plus one) of the Chapter members will constitute a quorum for conducting business at a properly announced Chapter meeting location. The majority [half plus one) present at a properly announced Chapter meeting and/or Chapter Presidents meeting will constitute a quorum for conducting business of the region.

 

Section 5. Scheduled meetings for the ETC will occur once a quarter of each year.

 

Section 6. Special chapter meetings shall be called by the Chapter President as needed.

 

Article VII - Chapter Board

 

Section 1. The Chapter Board of the East Tennessee Chapter shall be comprised of the elected and appointed officers and committee chairs as listed in Article IV of this Constitution.

 

Section 2. This Board shall meet at the call of the President, Vice President, or a duly authorized representative of the National Alumni Executive Board and/or the local Chapter Board.

 

Section 3. The Board shall have authority to act in the name of the ETC.

 

Article VIII - Fiscal Year

 

The fiscal operating year for the Mid-South Region shall be from July 1st to June 30th.

 

Article IX - Method of Amendment

 

Revised. All amendments to the constitution shall be submitted in writing at any scheduled or called ETC meeting, and filed with the secretary. Once approved by the Elected Officers, The proposed amendment(s) shall be circulated to the chapter members 60 days prior. Such amendment(s) shall become law when ratified by an affirmative vote of two thirds of the chapter delegates or members present, provided the proposed amendment(s) have been circulated in writing to the Members previously. An amendment to the Constitution goes into effect immediately following the adjournment of the ETC meeting at which they are adopted.

 

Article X - Obligation to National Association and Region

 

The provisions of the National Constitution and Bylaws allows the Midsouth Region Constitution and Bylaws, The ETC Constitution and Bylaws, and all other governing laws enacted that are not in direct conflict with those of the National Association, to be binding for all members of the ETC of Tennessee State University.

 

 

BYLAWS

 

Article I - Officers

 

Section 1. Qualification. All officers must be active members in good standing and current financially with the TSUNAA and the local ETC chapter and be sufficiently capable and willing to perform the position responsibilities in a timely manner.

 

Section 2. Term of Office. Officers shall serve a term of two (2) years and shall not serve more than two consecutive terms. Said officers shall assume their duties on August 1st following the second quarterly Bi-annual meeting of the calendar year by ballot at which they were elected, which is usually in May. July 1st serves as an official transition period day, which is the first day of the fiscal year.

 

Section 3. Reporting. A report of current (regional) officers shall be filed with the National Alumni Association Office through the Mid-South Region’s appointed spokesperson. The report should be filed by July 31st.

 

Section 4. Duties of Officers:

 

The Chapter President; as required by the ETC Constitution, shall have the responsibilities to oversee and assist in any or all elected officers and serve as the primary chair for the ETC all while assisting with any establishment and elected office or committee; primary spokesman for the ETC and can speak to and on the behalf of any and all ETC officers and ETC members; inform the ETC on the latest guidance from the Mid-South Region’s updates, issues, or concerns; attend National and local chapter meetings/functions when feasible; perform local duties as directed by the body and the Chapter Board; represent the Association/University as required and/or requested; serve on committees/subcommittees of the ETC; compile and distribute the ETC year-end report to include activities accomplishments and wards for the calendar year.

 

The Chapter Vice President; as required by the ETC Constitution, shall have the responsibilities to: direct in organizing and conducting membership and recruitment drives; re-activate chapter members in ETC; institute and enhance recruitment through social media and outreach; assist with the organizational development of the ETC chapter; direct, guide and advise the ETC chapter on the latest issue of the National Chapter Guide; attend chapter meetings/functions when feasible; perform local duties as directed by the body and the Chapter Board; report on activities of the ETC to the Chapter Board; represent the Association/University as required and/or requested; serve on committees/subcommittees of the ETC; and assist the ETC with the planning/implementation of regional conferences as specified in TSU National Alumni Association Guide.

 

The ETC Secretary shall: keep accurate records of all meetings; provide typewritten copies of minutes of meetings within two (2) weeks following the meetings, assist with planning and preparation of regional meetings, keep a list of the current chapter president and members in the ETC including contact information; satisfy all correspondence within the ETC; report regional and local information to the Executive Secretary of the National Executive Board and ETC board upon request and also contact members prior to each scheduled meeting via social media to include email and/or telephone contacts.

 

 

The ETC Treasurer shall: receives all monies for the ETC, and gives receipts and accounts for deposits of all monies for the ETC upon request and/or designates financial duties to the ETC President; notifies the ETC board of delinquencies; pays all bills upon a verbal request by the ETC President; and submits a written report at each chapter meeting. Checks written on the ETC account must be signed by the ETC President and/or the Treasurer.

 

The ETC Parliamentarian: shall advise the ETC board members in the interpretation of the Constitution and Bylaws of the National and Regional Alumni Association and the ETC alumni chapter. The Parliamentarian shall perform other duties requested by the Executive Board and the ETC President as noted in Robert’s Rules of Order, and must be in attendance at all business meetings. In the absence of the Parliamentarian, the ETC presiding office shall appoint an acting parliamentarian. (To Be Formally Approved 2/2016)

 

The ETC Chaplain: shall provide meditation at all meeting as requested. The Chaplain shall perform other duties as requested by the Chapter President that pertain to an ordained minister.

 

 

The ETC Nominating Committee Chair: does not appoint the Nominating Committee nor is an ex officio member of this committee. The Chair shall conduct the election process at the ETC meeting, unless he/she has been nominated for an elected position. In said case, another committee member (not on the ballot) will conduct the process. The Nominating Committee Chair shall coordinate the duties as outlined in Article II, Section 1 of the Bylaws. The Chair serves on the Chapter Board.

 

The ETC Scholarship Committee Chair: shall keep a record of the ETC active members and establish a committee to evaluate and select Scholarship recipients for the coming fiscal year. The Scholarship Committee Chair shall coordinate the duties as outlined in Article II, Section 4 of the Bylaws. The Chair serves on the Chapter Board.

 

Section 5. Removal from Office. Any officer who fails to perform the duties of said office may be removed from office by a vote from the ETC members, provided the following has been done: notification of a lack of performance has been given to the officer in question and a majority (half plus one) vote from the quorum. Removal can be instituted at an official meeting following the notification, the Chapter Board and members who constitute a quorum may cast their vote. The Chapter Board and members who constitute a quorum may recommend to the National President and Mid-South region’s appointed spokesperson that this Officer be removed.

 

Article II – Committees

 

Section 1. Nominating Committee: shall be selected the Chapter President and approved by the Chapter Board. The Chapter President cannot be an ex officio member on this committee. This Committee shall submit an appropriate slate of names for each of the offices to be voted on Bi-annually at the second quarterly Bi-annual meeting of the calendar year by ballot. Nominations shall come from the Chapter members thereof. The Nominating Committee shall follow Robert’s Rules of Order in performing their duties. Note: Nominations can come from the floor during this selection and the Chapter President cannot appoint anyone to this position without the vote of the membership.

 

Section 2. Scholarship Committee: shall consist of a chairperson and a minimum of two (2) members whose responsibilities shall be; 1) to establish guidelines for awarding the scholarship awards; 2) to recommend what type and amount of scholarship awards will be presented; 3) to make certain that the scholarship awards are properly prepared and available at the appropriate place and time; and 4) to make the official scholarship award presentations unless otherwise notified by the Chapter Board. This Committee shall submit an appropriate slate of Officers to be voted on at the second quarterly Bi-annual meeting of the calendar year by ballot. Nominations shall come from the Chapter members thereof.

 

Section 3. Ad Hoc Committees: shall be appointed by the ETC President as needed. This Committee shall submit an appropriate [slate of Officers] to be voted on at an ETC quarterly meeting. Nominations shall come from the Chapter members thereof.

 

Article III- Voting at the ETC meetings

 

Section 1. Chapter Business: The voting members of the ETC and quorum shall consist of all individuals who have paid local dues and are in good standing with the National and local ETC. The voting members shall be in accordance with the membership/member description as outlined under Article III of the Constitution.

 

Article IV - Records

 

Section 1. The ETC shall provide record books and other electronic storage media and materials needed for official minutes and financial record keeping for all ETC meetings and/or by request.

 

Section 2. The ETC shall maintain permanent records for the local chapter, Constitution/Bylaws, annual reports, financial reports, and all other records of official actions (meeting minutes) and programs of the region. The ETC elected officers are responsible for submitting any/all hard and/or soft copies (electronic) of all of the above items to the Mid-South Region VP.

 

Section 3. The ETC records shall be held by the specified officers and transferred to newly elected/appointed officers as subsequent elections and installations are held. They should be in a central location and easily accessible.

 

Article V - Finances

 

Section 1. The financial business of the ETC shall be subject to the approved Midsouth Regional Financial Operating Policies.

 

Section 2. The Midsouth Regional Financial Operating Policies shall be amended by the method as outlined under Article VII of the Bylaws.

 

Article VI - Parliamentarian Authority

 

The rules contained in the current edition of Robert’s Rules of Order Newly Revised (latest Edition), shall govern the Midsouth Region of the Tennessee State University Alumni Association in all cases to which they are applicable and in which they are not inconsistent with the Constitution and Bylaws and special rules of order adopted by the Tennessee State University National Alumni Association and this local ETC.

 

Article VII – Amendment of Bylaws

 

These Bylaws shall constitute an operating document for the ETC and all amendments shall be submitted in writing at any scheduled or called ETC Meetings and as approved by the Chapter Board. The Bylaws may be amended at any of our ETC quarterly meetings by majority (half plus one) of the Chapter member’s casted votes, provided the proposed amendment(s) have been circulated in writing to the ETC chapter members 60 days in advance. An amendment to the Constitution goes into effect immediately following the adjournment of the ETC meeting at which they are adopted.