Structure of the Alumni Association

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Randolph-Macon Academy
Alumni Association Board of Directors (AABOD)

Officers
Committees
Member Expectations

 



President

The President shall be the chief executive officer of the Association and serve as an ex-officio member of the Randolph-Macon Academy Board of Trustees.  They shall preside over all meetings of the Board of Directors and meetings of the Association. They will attend all Board of Trustees meetings, or in their absence with permission from the President of the R-MA Board of Trustees, will assign an officer of the Association to attend as their representative.
 

Vice President

The Vice President shall assist the President and shall perform such other duties as may be delegated by the President or assigned by the Board of Directors. In the absence of the President, the Vice President shall preside at meetings of the Association and of the Board.

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Secretary-Treasurer

The Secretary-Treasurer shall have oversight responsibility for all funds designated to the Association and for the financial records and shall record the minutes of the Board meetings and Association meetings. They shall, to the best of their ability, endeavor to assure the proper accounting of contributions received, expenditures thereof and charges thereto.  They shall see that all notices are duly given in accordance with the provisions of these bylaws. They shall serve as Chairman of the Budget Committee. 

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Sergeant-At-Arms

The Sergeant-At-Arms serves in any capacity as directed by the President; assists in the preparation and control of the meeting place; and assists in conducting all meetings according to parliamentary procedure as guided by Robert’s Rules of Orders, Newly Revised.

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Committees

Executive Committee:

The Executive Committee is comprised of the President, the Vice President, the Secretary-Treasurer, the Sergeant-At-Arms, the immediate Past President, and the Chairman of the Nominating Committee, and may include one (1) other person as identified by the Executive Committee for the purpose of addressing subjects requiring action before or after meetings of the Board. 

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Nominating Committee:

The Nominating Committee will identify, interview, evaluate and perform initial introduction of responsibilities of a Board member to prospective members of the Board of Directors.  The committee presents prospective members for approval by the Board and will be responsible for assuring that the Board is staffed with adequate Directors to fully carry out the Mission and responsibility of the Board of Directors.

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Homecoming Committee:

The Homecoming Committee works on the coordination, organization, and execution of all activities associated with the annual Homecoming Weekend.

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Budget Committee:

The Budget Committee focuses on the formulation, implementation, and oversight of the Association’s budget, including all associated trust funds.

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Rules and Procedures Committee:

The Rules and Procedures Committee focuses on the formulation and implementation of all rules and procedures which govern the activities of the Association and the Association Board including evaluation and modification of the bylaws. The committee is responsible for creating “expectations” for Board members.

 

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Young Alumni Committee:

The Young Alumni Committee creates activities and programs to encourage and promote service to the Academy and the Association by all members of the Association. This committee also is responsible for encouraging and promoting participation in the Association and Board by young alumni.

 

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AABOD Job Description

PURPOSE: To serve as important ambassadors of Randolph-Macon Academy; to provide a forum for the support of Randolph-Macon Academy; to promote the close association of alumni; and to stimulate alumni interest and participation in Association and Academy activities.

REQUIREMENTS: Any graduate or former student who attended at least one semester is eligible for election to the Board.

TERM: Directors serve three-years terms, which begin with the Annual Meeting held during Homecoming. Officers are elected at that same meeting and serve a one-year term.

BOARD MEMBERS RESPONSIBILITIES:

Meeting Attendance: There are three board meetings a year, usually in February, May and August. All meetings of the full board are on Saturdays and attendance can be in-person or by teleconference. Any Board Member who fails to attend at least two consecutive meetings or 50% of the regular meetings during any given board-term year, without giving proper advanced notice of the absence to the President, shall be considered to have tendered his/her resignation. A fourth meeting is held during Homecoming as a General Membership Meeting.

Committee Membership: Based on talents and preferences, each board member is asked to work with at least two committees. The Committees are: Nominating, Homecoming, Budget, Rules and Procedures and Young Alumni.

Financial Support: Board members are expected to support the R-MA Annual Fund and participate in any Board-related fundraising efforts each year.

Event Attendance: Board members are expected to attend major on campus events (Homecoming, graduation) and as many regional events as possible. Acting as ambassadors for R-MA, Board Members are encouraged to bring alumni to these events.

Recruitment: Board members are expected to be involved with student recruitment by participating in R-MA activities where they live and referring talented students to R-MA. They also should assist in recruiting future R-MA alumni volunteers.

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