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June 29, 2008

Alumnae Association

"...perpetuation of friendship and mutual encouragement..."

Article 1
Name of Organization

This organization shall be known as Academy Immaculate Conception/ Marian Heights Academy Alumnae Association of Ferdinand, Indiana.

Article II
Purpose of Organization

The purpose of the Alumnae Association shall be the perpetuation of friendship and mutual encouragement among its members and the Sisters of Saint Benedict.

Article III
Membership

All who have attended Academy Immaculate Conception/Marian Heights Academy of Ferdinand, Indiana, or who have served on the staff of the school have membership in the Alumnae Association.

Article IV
The Board of Directors of the Alumnae Association

A self-perpetuating board of directors of 12–16 elected/appointed
members shall provide leadership to the association.

1. Board of Directors — Membership on the board of directors shall be determined in the manner herein described:
   1. The immediate past president of the board
   2. Nine members elected as representatives-at-large 
   3. Three alumnae members appointed by the board
   4. The sister-alumnae representative
   5. The monastery/alumnae liaison
   6. The Mission Advancement Office liaison (if not also the monastery/alumnae liaison).
2. Election and Term of Office of Board Members
   1. The immediate past president of the board shall serve for one year.
   2. Nine at-large representatives are elected by the alumnae and shall serve three-year staggered terms, with the possibility of one successive re-election. Annually, three at-large members shall be elected for a three-year term in the following manner: A slate of nominees and a brief summary of each is submitted by the board to the alumnae through the spring newsletter. From these nominees, three are elected by a ballot at the annual Alumnae Association meeting in the summer and by an online/e-mail ballot. These elected members take office at the fall board meeting.
   3. Three members shall be appointed by the board and shall serve three-year staggered terms. Each year at the winter/spring board meeting, the board will appoint one member who is suggested and agreed upon by the board.
   4. The monastery/alumnae liaison and the sister-alumnae representative shall be appointed by the prioress and shall serve as ex-officio members. The Mission Advancement Office liaison shall serve as an ex-officio member by virtue of her office.  The terms of ex-officio members shall be reviewed every three years by the prioress.
   5. All members of the board are expected to attend two of the three yearly meetings.
3. Structure of the Board
   1. The primary officers of the board of directors shall be the president, vice-president, and secretary.
   2. The executive committee of the board shall consist of the president, vice-president, secretary of the board, and the monastery/alumnae liaison.
   3. Board committees shall be appointed as needed. A chairperson for these committees shall be appointed by the president of the board. Membership on these committees is not limited to those serving on the board.
4. Duties of the Board of Directors — The board of directors of the AIC/MHA Alumnae Association work closely with the monastery/alumnae liaison to provide counsel and assistance in maintaining an active, involved, and committed Alumnae Association. It shall ensure that the purpose of the Alumnae Association, the “perpetuation of friendship and mutual encouragement among its members,” is carried out.
   Specifically the Board of Directors shall:
   1. assist in planning and administering all alumnae activities
   2. establish and maintain needed committees
   3. initiate and/or approve changes in major policies of the association.
5. Meetings
   Annually, there shall be one Alumnae Association meeting and at least two board meetings, one in the fall and one in the winter/spring.

Article V
Monastery/Alumnae Liaison

The monastery/alumnae liaison of the AIC/MHA Alumnae Association shall be appointed by the prioress of the Sisters of Saint Benedict.

1. The Duties of the Monastery/Alumnae Liaison:
   1. coordinate and encourage alumnae activities 
   2. work directly with class representatives to encourage and facilitate class activities
   3. serve as a resource/contact person for alumnae members
   4. work with the board of directors in maintaining an active Alumnae Association
   5. assist the Mission Advancement Office in preparing alumnae publications
   6. serve as a member of all board committees
   7. maintain contact with alumnae to acknowledge (as much as possible) significant events in their lives
   8. serve as coordinator for regional meetings of alumnae
   9. assist Mission Advancement Office in coordinating alumnae fundraising activities
   10. keep Alumnae Association files current
   11. assist Mission Advancement Office in keeping data on alumnae current.
       

Article VI
Officers

The president, vice-president, and secretary of the board of directors shall serve as officers of AIC/MHA Alumnae Association. Their chief duty is to provide leadership in the activities of the association. 

1. Election and Term of Service — The officers of the board shall be elected by the board at their annual winter/spring meeting for a term of one year with the possibility of re-election. Their service in  this capacity is limited to three successive terms. The officers of the board shall also serve as the  officers of the Alumnae Association and shall be introduced at the annual summer Alumnae Association meeting.
2. Duties of Board Officers:
   1. The president shall call and preside at all meetings of the Alumnae Association and of the board of directors and, in consultation with the monastery/ alumnae liaison, establish ad hoc committees as needed and represent the Alumnae Association in an official capacity whenever appropriate, including at least one annual alumnae meeting.
   2. The vice-president shall assist the president in her duties and assume those duties in the absence of the president. 
   3. The secretary shall record the minutes and preserve reports of the Alumnae Association and the board of directors. 

Click here for a list of the current Leadership Board members.

Article VII
Alumnae Association Meetings

AIC/MHA Alumnae Association shall conduct one annual meeting.  This meeting shall be held at the time of the annual summer alumnae weekend.

Article VIII
Class Representatives

The class representative of each AIC/MHA class shall serve as long as she wishes to provide leadership for her class.  The monastery/alumnae liaison may appoint a representative for any class which has no active representative.

1. The Class Representative shall:
   1. stimulate loyalty and cohesiveness among class members
   2. report class news (especially new addresses) to the monastery/alumnae liaison or president of the board of directors
   3. coordinate class reunions at least once every five years
   4. assist the monastery/alumnae liaison and the Alumnae Association officers in coordinating events for Alumnae Day during the class anniversary year.

Article X
Amendments

The constitution, or parts thereof, may be amended, annulled, or suspended by a two-thirds vote of the members present at the annual alumnae meeting. The board of directors shall have power to amend, in particular cases, any part of the constitution.

Article XI
By-laws

By-laws may be amended to this constitution to interpret its meanings and rulings.  By-laws may be adopted by a two-thirds vote at any annual meeting.

Article IX
Regional Gatherings

Alumnae members are encouraged to gather regionally. The monastery/ alumnae liaison and the board of directors will help coordinate the scheduling of these regional meetings. Former AIC/MHA staff, members of the board of directors and the monastery/alumnae liaison will attend meetings as possible.