Structure of the Alumni Association
The President shall be the chief executive officer of the Association. He or she shall preside over all meetings of the Board of Directors and the annual membership meeting. The President will not make motions, and shall be a non-voting member of the Board, except he or she may vote to break a tie vote of the Directors on any issue. The President will propose chairman and members for all committees for the Board’s approval. He is responsible to form ad hoc committees and appoint a chair and members of such committees to respond to special needs of the Board or to respond to specific situations that require unique and specialized attention to support the mission of the Board. He shall be an ex-officio member of all committees in the Association with exception of the Nominating Committee.
The President will report to the membership at the annual membership meeting the status of the Association, the financial security and the endeavors and programs of the Association as it relates to the mission of the Association.
The Vice Presidents shall assist the President and shall perform such other duties as may be delegated by the President or assigned by the Board of Directors. Each of the two Vice Presidents shall chair one of the two standing committees of the Board. In the absence of the President, the senior Vice President shall preside at meetings of the Association and of the Board.
The Secretary shall record the minutes of the Board meetings and Association meetings and shall distribute a draft copy of such minutes within (30) days after such meetings to all Board members for review prior to final publication. He shall maintain a permanent record of such minutes. He shall see that all notices are duly given in accordance with the provisions of these Bylaws. The Secretary shall provide an updated list of resolutions passed by current and past Boards that effect the operation and budget of the Board. He shall see that all documents, the execution of which on behalf of the Association are duly authorized in accordance with the provisions of these Bylaws. He shall serve as a member of the Advisory Support Committee.
The Treasurer shall have oversight responsibility for all funds designated to the Association and for the financial records. He shall, to the best of his ability, endeavor to assure the proper accounting of contributions received, expenditures thereof and charges thereto. He shall prepare, with the assistance of the academy staff, a written status report regarding the Associations’ receipts and expenditures and present such reports at each regular meeting of the Board of Directors. He shall perform such other financially related duties as may be assigned to him by the President. He shall serve as a member of the Advisory Support Committee.
The Executive Committee shall be comprised of the President, the two Vice Presidents, the Secretary, the Treasurer, the immediate Past President, Chairman of the Nominating Committee, and may include one other person as identified by the Executive Committee for the purpose of addressing subjects requiring action before or after meetings of the Board. This committee shall be authorized to commit unanticipated, non-budget expenditures up to an annual aggregate of $5,000, and such actions shall be reported to the Board at the subsequent Board meeting. This committee shall coordinate the development of the Association’s annual budget proposal, which shall include a provision for funding requested support of Randolph-Macon Academy’s religious education and athletic programs.
Alumni Affairs Committee:
The Alumni Affairs Committee shall be a standing committee, and will be chaired by one of the Vice Presidents of the Association. This committee shall be comprised of at least one member from each Board panel, appointed annually by the President with approval of the Board. This committee shall have as its primary responsibility, the affairs of the Association as they relate to infrastructure to support the Association in matters and functions as it might relate to the support of Association activities, and will include but is not limited to Homecoming, the Class Agent System and Regional Alumni Chapters.
Advisory Support Committee:
The Advisory Committee shall be a standing committee, and will be chaired by one of the Vice Presidents of the Association. This committee shall be comprised of at least one member from each Board panel, appointed annually by the President with approval of the Board. This committee shall be comprised of the Nominating Committee and the functional and reporting responsibilities of the Treasurer and Secretary. This committee shall have as its primary responsibility support of the Association’s functional responsibilities and will include but not be limited to Fund Raising, Special Projects and Capital Expenditures.
AD HOC Committees:
The President of the Board may appoint such other committees as deemed necessary and to support the mission and activities of the Board. Such committees serve at the appointees pleasure and may be appointed annually and shall be chaired by, and with, a majority composed by Board members.
AABOD Member Expectations
- Record of effective alumni involvement
- Attended Randolph-Macon Academy for one year or longer
- Officers serve a one year term. The Director Panels serve three years. Term begins at conclusion of Annual Meeting held during Homecoming in which Board member's election is ratified; it concludes at the meeting three years later.
- Occasionally, an alumnus/a will be asked to fill an expired term of a board member who has resigned. In that case, a full term may be offered at the conclusion of the term being filled.
- Meeting Attendance: There are four board meetings a year, usually in February, April, July and August. All meetings of the full board are on Saturdays.
- Committee Membership: Based on talents and preference, each board member is assigned to two committees each year. Most often, the committees meet on board meeting days, with independent assignments between meetings.
- Event Attendance: Board members are expected to attend major on campus events (Homecoming, Graduation) and as many regional events as possible. You are encouraged to bring other involved alumni friends to these events and assist the event volunteer leadership and staff in welcoming people and ensuring a smooth operation.
- Student Recruitment: Board members are expected to be involved with student recruitment by referring talented students and participating in R-MA alumni activities where you live.
- Financial Support: Board members are expected to donate appropriately and participate in regional phone-a-thon each year.
- Read Materials: Board members receive voluminous materials from the Alumni Office and other offices so that you can make informed decisions and be current on the state of R-MA. We respectfully ask that you read as much as possible, especially materials pertaining to the upcoming Board meeting.
- Respond to Requests: Promptly respond to requests for information, attendance plans, etc., so that staff can plan properly.