MUWAA SUMMER BOARD MEETING Cochran Hall NEW BOARD … · Katy Canion Pacelli Rebecca Rogers Pam...

Mississippi University for Women

Alumni Association

HTTP://LONGBLUELINE.MUW.EDU/ALUMNI/ALUMNI-ASSOCIATION

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MUWAA SUMMER BOARD MEETING

Saturday, July 30, 2016

Cochran Hall

NEW BOARD MEMBER ORIENTATION, Cochran Board Room (305), 10:00 – 11:00 a.m.

PHOTOS & LUNCH, Limbert Assembly Room, 11:00 a.m. – 12:30 p.m.

UNIVERSITY PRESIDENT’S UPDATE, Cochran Rose Room (303), 12:30 – 1:00 p.m.

BUSINESS SESSION, Cochran Rose Room (303), 1:00 – 3:00 p.m.

I. Call to Order & Adoption of the Agenda

II. President’s Welcome

III. Roll Call

IV. Approval of Minutes

V. Alumni Office Report

VI. MUWAA Officers Reports

VII. Standing Committee Reports

- Nominations

- Elections

- Bylaws

- Recruitment & Retention

- Chapter & Constituency Groups

- Special Events

- Finance

- Public Relations

- Former Presidents

VIII. Special Committee Reports

- Membership Recruitment

- New Graduates/Young Alums

- Strategy & Support

IX. Unfinished Business

X. New Business

XI. Open Forum

XII. President’s Closing Comments/Adjourn

http://web3.muw.edu/alumni/alumni-association

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MISSISSIPPI UNIVERSITY FOR WOMEN ALUMNI ASSOCIATION

2015 – 2016 BOARD OF DIRECTORS’ SPRING MEETING

Cochran Hall

Friday, April 1, 2016

I. CALL TO ORDER AND ROLL CALL

The spring quarterly meeting of the Mississippi University for Women Alumni

Association 2015 – 2016 Board of Directors was held on the MUW campus at Cochran

Hall on April 1, 2016, at 2:02 p.m. with President Amy Strickland Tate presiding. A

quorum was present. President Tate called the meeting to order.

The roll was called. MUW Alumni Association Board Members present:

Amy Strickland Tate, President Sue Simmons Freeman, Secretary

Deborah Stockman Hodges, President-Elect Wesley H. Garrett, Parlimentarian

Jenny Katool, Immediate Past President Wanda G. Ray

Malinda Mabry-Scott, Treasurer Barbara Austin

Elizabeth Whittington Brandy Burnette

Chris Halbrooks Carrie V. Pate

Sunshine Burgess Kristi Hipp Mosley

Courtney Ballard Murtaugh Erica W. Woodard

Katherine Shell Benson (via teleconference) Stephen Taylor (via teleconference)

MUW Alumni Association Board Members absent:

Troy J. Lewis

Donna E. Marrero

Mr. Ralph W. McLain, Foundation Chair

Ex-Officio Members of the MUW Alumni Association Board present:

Lyndsay B. Cumberland, Director of Alumni Relations

Guests present:

Beverly K. Jones Peggy Scott Hampton

Susan R. Puckett Ricki R. Garrett

Erin Gioia Betty Lou Jones

Dr. Elaine Logan Evans Judge Mary Libby Payne

Katy Canion Pacelli Rebecca Rogers

Pam Rhea Melissa Gilmore

Heather Fasciocco Stone Carolyn Byrd

Suzanne Scanlan Lind Ross Aldy

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II. ADOPTION OF THE AGENDA

The agenda was adopted as presented.

III. PRESIDENT’S WELCOME

President Tate welcomed all the board members (current and new) as well as the guests.

IV. APPROVAL OF MINUTES

As there were no corrections to the February 13, 2016 minutes, Barbara Austin moved

that the minutes be approved as presented. The motion carried.

V. ALUMNI OFFICE REPORT

Lyndsay Cumberland, Director of Alumni Relations, reported that the university had 335

alumni that pre-registered for Homecoming (an increase over the prior year). She

reported that 29 new active members had joined the Alumni Association through

Homecoming registration. She also reported on upcoming alumni gatherings planned

over the next several months (the list is on the university website under the Alumni

Association tab).

VI. MUWAA OFFICERS’ REPORTS

Malinda Mabry-Scott, Treasurer, provided the following fund balances as of February 29,

2016. Alumni Association Activities Fund - $10,976.49; Southern Grace - $769.68

($3,000.00 was moved to the Culinary Arts Scholarship); MUW Alumni Association

Legacy Scholarship - $2,630.40 ($2,099.25 in Faculty expenses were paid in December);

Alumni Restricted Account - $16,178.78.

VII. STANDING COMMITTEE REPORTS

Nominations Committee – Jenny Katool, Chair, indicated that Courtney Ballard

Murtaugh’s selection as President-Elect will vacate a Board member position for the

Class of 2018 and as per the Bylaws, the Nominations Committee recommends that

Rebecca Rogers ’01 fill the unexpired term for the Class of 2018 for the MUWAA Board

of Directors.

Elections Committee – Chair Troy Lewis’ report detailed that a total of 169 valid ballots

were cast and the Elections Committee confirms the following results for the MUWAA

Board of Directors for the 2016 – 2019 term.

Carolyn Wilson Byrd, Mobile, AL, Class of 1976

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Melissa Hays Gilmore, Columbus, MS, Class of 1982

Kristie Lynn Metcalfe, Jackson, MS, Class of 2004

Pam Towery Rhea, Columbus, MS, Class of 1992

Heather Fasciocco Stone, Longmont, CO, Class of 2002

The Elections Committee confirms the following result for the MUWAA President-Elect

for 2016 – 2017 term.

Courtney Ballard Murtaugh, Barrington, IL, Class of 1978

Bylaws Committee – Brandy Burnette, Chair, reported that the Bylaws Committee made

revisions to the Bylaws and Policies & Procedures as per modifications that were voted

on during the Winter Board Meeting on February 13, 2016. The revision integrated the

Bylaws’ provision for write-in candidates with the actual process of current elections by

allowing for the write-in candidates to be added to the ballot at the time of election and

vetted afterwards if that person receives a sufficient number of votes. The Bylaws

Committee also made revisions to the Bylaws correcting Lyndsay Cumberland’s title

from “Executive Director” to “Director”; changed references from “dues” to “minimum

contributions”; and changed contribution payments for membership from both the

Foundation and the MUWAA to just the Foundation. All edits were submitted to Dr. Jim

Borsig for his approval as per the Affiliation Agreement. He granted his approval on

March 22, 2016.

Recruitment and Retention – Member Sue Simmons Freeman gave the report for Chair

Katherine Shell Benson. The Faculty Scholarship Committee (Bridget Pieschel, Chair,

Jennifer Box, Towanda Williams, Dustin Nolan, Pam Thomas, and Marion McEwen)

will meet in May to choose the recipient and the winners will be announced in August.

The Faculty Research Committee selected Mr. Lee Crouse for the New Faculty Award

Winner and Mr. Valentin Bogdan from the College of Arts and Sciences as a Faculty

Enhancement Grant Winner.

The Alumni Award Winners for 2016 are as listed below.

Distinguished Alumni Achievement Award: Doris A. Taylor, Class of 1976

Distinguished Achievement Award: Chris Jenkins, Friend of the University

Alumni Service Award: Elysa Harvey MacLellan, Class of 1988

Outstanding Recent Graduate Award: Joey Barnes, Class of 2005

The PR Committee will be doing press releases on all the above winners.

The Homecoming MUWAA Award Reception will be held directly following

Convocation on April 2 in the Rent Atrium of Whitfield Hall. All Board members are

encouraged to attend this celebration of our Award and Grant winners.

100th Night was held on February 4, 2016, to honor the graduating seniors 100 days

before Graduation Day. The R&R Committee chose to repeat the Hot Chocolate +

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Sweets Station. The gift for the students this year was a blue tumbler with a University

Relations approved logo of Ody the Owl designed by committee member, Laura Tubb

Prestwich. The survey from the students indicated that if the event is held during the

evening meal time, then they would prefer that dinner be served. Currently the R&R

Committee budget does not have enough funds to provide dinner. The R&R Committee

suggests that either the event time of the 100th Night be changed or that alumni sponsors

be approached and asked to donate money to this and other R&R Committee hosted

campus events to provide a better experience.

Chapters & Constituencies – Katy Canion Pacelli, Chair, reported that the Board

approved the change to the Chapter Guidelines to read: “All officers should be active

members of the MUW Alumni Association and will be elected by a majority vote of

membership at an annual meeting.” She reported that The Back to Blue membership

drive was very successful and yielded a 20% increase in dues paying members. The

number of alumni who are active for 2016 is 1,618. Also of note – more than 200 alumni

made a first-time donation to The W, and an additional 203 alumni gave for the first time

in the past five (5) years. The PR Committee issued a press release touting the great

increase in numbers. President Tate thanked Amy for the outstanding work in leading

our Alumni Board members and our chapters to reach out and increase the number of

active alumni.

Special Events – Kristi Hipp Mosley, Chair, reported that the online auction was held

from March 14th – March 25th. The Long Blue Line Silent Auction will be held tonight

(April 1) from 5:30 – 7:30 p.m. in Shattuck Hall. She encouraged all Board members to

attend and to bid on several items. She reported an increase in the number of items

donated to the auction this year (135 compared to 116 last year). The Special Events

Committee thanked the Long Blue Line Event Donors. President Tate thanked Kristi and

her committee members for all their diligent work for this special project.

Finance – Malinda Mabry-Scott, Treasurer of the MUWAA, reported that some moneys

were transferred from one account to another and that $19,000.00 was moved into the

Legacy Scholarship Fund. Another $3,000.00 was moved from the Southern Grace Fund

to the Culinary Arts Scholarship Fund. The Legacy Scholarship Fund and the Faculty

Awards Fund were combined to simplify bookkeeping for the MUW Foundation.

Public Relations – Elizabeth Yoste Whittington, Chair, reported that her committee

issued a press release on the Long Blue Line Auction and has encouraged both The

Spectator and The Commercial Dispatch to feature the auction in stories. The committee

will issue press releases on the Alumni Award recipients; the Faculty Award and Faculty

Grant winners; the new MUWAA Board members and the President-Elect of the

MUWAA. She urged all of the Board members to encourage their friends attending

Homecoming to attend the reception honoring the Alumni Award winners. The PR

Committee purchased a half-page ad for $126.00 in The Spectator Homecoming edition

to welcome alumni back to Homecoming and to promote membership in the MUWAA.

It has also purchased a quarter page ad for the Graduation issue in May. The committee

continues to use Facebook as an outreach campaign to introduce the new MUWAA

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Board members, engage alumni, and promote the MUWAA. The PR Committee released

the first quarterly Back to Blue email newsletter with help from President Tate and

Lyndsay Cumberland in the Alumni Office on March 8th. President Tate thanked

Elizabeth for her time of service on the Board and for the innovative media programs

used by her committee to publicize outstanding and positive information regarding the

University.

Former Presidents – No formal report as Sherri Jackson Cooper, Chair, was unable to

attend due to a death in her family. Dr. Borsig and the University are hosting a breakfast

for the former MUWAA Presidents and the former MUW Foundation Chairs at the

President’s home on Saturday, April 1, 2016.

VIII. SPECIAL COMMITTEE REPORTS

Southern Grace Committee – Courtney Ballard Murtaugh, Chair, reported that the

committee recommends that the remaining inventory (approximately 1400 copies) of the

Southern Grace cookbooks be given as gifts to graduates who walk and turn in their cap

and gown; new faculty members; Welty Gala speakers; graduation speakers; and other

VIP’s. Barbara Austin suggested that the MUWAA put 10 copies of the cookbook in the

MUW Archives. Courtney and Lyndsay will follow up on this action item.

IX. UNFINISHED BUSINESS

Brandy Burnette, Chair of Bylaws, explained the proposed Bylaws changes in regards to

elections and the write-in candidate provision. Brandy moved that the red-line changes in

the Bylaws document be approved as presented. Courtney Murtaugh second. The

motion carried.

Jenny Katool, Chair of Nominations, moved that Rebecca Rogers, Class of 2001, fill

Courtney Ballard Murtaugh’s unexpired term (2 remaining years) for the Class of 2018

as Courtney has become President-Elect. Malinda Mabry-Scott seconded. The motion

carried.

X. NEW BUSINESS

President Tate moved that the MUWAA continue as a 501(c)3 organization to continue

our tax exempt status. The motion carried.

Malinda Mabry-Scott, Treasurer, presented the proposed budget for 2016 – 2017.

It was noted that the Legacy Scholarship Fund Expense of $2,500.00 was deleted as this

scholarship is now funded by car tag sales. Malinda also noted that the funding in the

Activities Fund Expense Account is being depleted at a rapid pace and the MUWAA

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Board of Directors should be thinking of means of generating new sources of income to

replenish this account. Jenny Katool moved to approve the budget with the addition of

$1,000.00 for the New Faculty of the Year Award which had been deleted by mistake.

The motion carried.

XI. OPEN FORUM

President Tate welcomed all of the guests to the Board meeting and asked for comments.

Beverly Koch Jones, former President of the MUWAA, expressed her concerns regarding

the MUWAA’s inability to raise funds to replenish the Activities Fund Account in order

to pay for the Alumni and Faculty Awards that the Alumni Association gives each year.

She feels that these awards are the Alumni Association’s way of showing appreciation

for not only our alumni who have been leaders for the university and in their chosen

professions, but also to continue to encourage our faculty to be the best that they can be.

XII. PRESIDENT’S CLOSING COMMENTS/ADJOURN

President Amy Tate expressed her heart-felt thanks for all the support that she has been

given during her term as President of the MUWAA. She said that the legacy of this

Board will be the increase of active alumni membership by 20% and also the positive

changes that were enacted for the nominations and the election processes. She thanked

all the outgoing Board members, Barbara Austin; Jenny Katool; Donna Marrero; Wanda

Ray; Elizabeth Whittington; and Troy Lewis for their dedicated service to the MUWAA

Board of Directors for the past three (3) years. President Tate extended a welcome to the

new Board members.

The oath was administered to the President-Elect and incoming Board members.

As there was no further business, the meeting was adjourned at 2:57 p.m.

Sue Simmons Freeman, Secretary

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MISSISSIPPI UNIVERSITY FOR WOMEN ALUMNI ASSOCIATION

2016-2017 BOARD OF DIRECTORS’ SPRING MEETING

Cochran Hall

Friday, April 1, 2016

I. CALL TO ORDER AND ROLL CALL

The spring quarterly meeting of the Mississippi University for Women Alumni

Association 2016 – 2017 Board of Directors was held on the MUW campus at Cochran

Hall on April 1, 2016, at 3:07 p.m. with President Deborah Stockman Hodges presiding.

A quorum was present. President Hodges called the meeting to order.

The roll was called. MUW Alumni Association Board Members present:

Deborah Stockman Hodges, President Sue Simmons Freeman, Secretary

Courtney Ballard Murtaugh, President-Elect Wesley H. Garrett, Parliamentarian

Amy Strickland Tate, Past President Erica W. Woodard, Treasurer

Malinda Mabry-Scott Brandy Burnette

Chris Halbrooks Carrie V. Pate

Sunshine Burgess Kristi Hipp Mosley

Carolyn Wilson Byrd Melissa Hays Gilmore

Kristie Metcalfe Pam Towery Rhea

Heather Fasciocco Stone

MUW Alumni Association Board Members absent:

Katherine Shell Benson

Mr. Ralph W. McLain, Foundation Chair

Ex-Officio Members of the MUW Alumni Association Board present:

Lyndsay B. Cumberland, Director of Alumni Relations

Guests present:

Erin Gioia Katy Canion Pacelli

Elizabeth Whittington Barbara Austin

Jenny Katool

II. ADOPTION OF THE AGENDA

Malinda Mabry-Scott moved to adopt the agenda. Chris Halbrooks seconded. The

motion carried.

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III. PRESIDENT’S WELCOME

President Hodges welcomed the returning Board members and the new Board members

and said she was looking forward to working with them, the alumni, the administration,

the faculty, and friends of the University to further the interests of MUW.

IV. NEW BUSINESS

Approval of the Parliamentarian - President Hodges moved that Wesley H. Garrett be

approved as Parliamentarian. Motion carried.

Election of Officers:

President Hodges moved that Erica W. Woodard be approved as Treasurer. Motion

carried.

President Hodges moved that Sue Simmons Freeman be approved as Secretary. Motion

carried.

Election of Nominating Committee – The following alumni were nominated to serve on

the committee: Barbara Jones Nelson ’86; Laurie Hawkins Teague ’71, Elizabeth

Whittington ’00; Erin Gioia ’07; Terry G. Coffey ‘85; and Clemmie Phillips ’11.

Amy Strickland Tate will chair the committee as Immediate Past President of the Alumni

Association.

The vote was taken by written ballot with instructions to vote for four (4). After the

ballots were counted, the following received the highest number of votes:

Barbara Jones Nelson, Laurie Hawkins Teague, Elizabeth Whittington, and Erin Gioia.

Board Approval of Committee Appointments – Amy Strickland Tate, Nominations

Committee Chair, moved that the Board accept the Committee appointments as presented

with one (1) change to remove Heather F. Stone from the Public Relations Committee.

The motion carried.

Amy also encouraged all Board members to think of ways to get young alums 5 – 8 years

removed from graduation more involved in the Alumni Association.

V. PRESIDENT’S CLOSING REMARKS

President Hodges reiterated that she is looking forward to working with all the Board

members during her term and that the Board has a great deal to accomplish over the

next year.

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She outlined her plan of action during her term of 2016-2017 as follows.

1. Increase membership of the Alumni Association by working with Alumni

Chapters; identifying Constituency Groups that can connect to The W; and

increase attendance at Homecoming and other University events.

2. Continue to identify and refer students to MUW.

3. Continue to fund the MUWAA scholarships and awards, and at the same

time develop a long range plan to endow the awards.

4. Execute an effective financial plan including budgeting and income.

5. Develop strategic goals for the Alumni Association in support of the

University’s recently announced initiative.

6. Continue to be responsive to the requests of Mississippi University for

Women.

President Hodges announced that the summer Board meeting will be held on Saturday,

July 30, 2016. The new Board members will have orientation an hour prior to the

scheduled meeting. Committee reports are next due on Monday, July 18, 2016.

Other scheduled meetings are as follows.

Saturday, October 22, 2016 (Welty Weekend)

Saturday, January 28, 2017

Friday, March 24, 2017 (Homecoming)

Other committee reports are due as follows.

Monday, October 10, 2016

Monday, January 16, 2017

Monday, March 13, 2017

President Hodges reminded the Committee Chairs to submit a list of their committee

members to her by April 18, 2016.

As there was no further business, the meeting was adjourned at 3:23 p.m.

Sue Simmons Freeman, Secretary

MUWAA

Foundation Account Balances

6/30/2016

Project Account Name Balance

26062 Alumni Association Activities Fund $ 9,790.43

26114 Southern Grace $ 1,070.61

26108 MUWAA Legacy Scholarship $ 14,380.40

23003 Alumni Restricted Account $ 16,178.78

$ 41,420.22

MUW ALUMNI ASSOCIATION Bylaws Committee Report

July 6, 2016

MUWAA President Hodges asked this Committee to review and amend certain sections of the Bylaws related to the merger of the “old” and the “new” alumni associations. These sections have ceased to be operational as written due to the full integration of the two associations and are a bit confusing in light of where we stand today. The Committee has reviewed the Bylaws and recommends the changes summarized in this report and detailed in the attached redlined version of the MUWAA Bylaws and the MUWAA Policies and Procedures. SUBSTANTIVE AMENDMENTS TO BYLAWS MUWAA Board Add provision allowing the MUW Foundation Chair to designate a person to serve in

his/her place on the Board. This will make MUWAA Bylaws consistent with some recent changes to the Foundation’s Bylaws. (Section II.A.6.)

Alumni Associations Delete reference to “transition period.” (Section III.A.1.) Delete entire paragraph with reference to two alumni Boards. Renumber subsequent

paragraphs. (Section III.A.2.) Delete language requiring reunifed association to jointly fill officer positions from both

alumni Boards. (Section III.B.)

Alumni Contribution Requirements Delete references to “minimum” contribution requirements. Generally, alumni

contributions will be made on an annual basis to maintain active membership in the Association. But no minimum amount will be required. (Amended throughout the Bylaws)

Board Approval of Committee Members Remove required Board approval of committee members. Committee members are

already vetted by the Director of Alumni Relations. (Section IV.B-C.) Elections Create a new subsection D that establishes the procedure for when a write-in candidate

receives the majority of votes cast but is not eligible to serve. In these situations, the eligible candidate with the next highest number of votes will be declared the winner. (Section VI.D)

NONSUBSTANTIVE AMENDMENTS TO BYLAWS Delete reference to the Parliamentarian as an “it.” (Section III.B.2.a.ii.) New language is

as follows: The Parliamentarian shall use as its parliamentary authority the most current edition of Robert’s Rules of Order as the Association's parliamentary authority.

Make font size consistent at 12 pt. throughout. Add proper punctuation as needed.

MUW ALUMNI ASSOCIATION Bylaws Committee Report

July 6, 2016

Standardize the outline formatting style as follows: I. ALL CAPITALS A. Bold 1. Underline a. Italics

Any other nonsubstantive amendments are reflected in the redline version of the Bylaws that is attached to this report.

The Committee notes that even after making several rounds of edits, the Bylaws may need several other formatting and grammatical amendments. These edits should be made at a later date. The Committee Chair notes that a reading of Sections III.A.3.e. and VII.I. together, suggests that nonsubstantive changes to the Bylaws do not have to be submitted to the membership for a vote.

BYLAWS AMENDMENTS BY PREVIOUS BYLAWS COMMITTEE There are some changes that the Board may have approved. But these changes are not reflected on the version of the Bylaws available on the MUWAA website. The Committee is including the changes in the report out of an abundance of caution. “Executive Director of Alumni Relations” is changed to “Director of Alumni Relations” or

“Director.” Alumni “minimum contribution” replaces “dues.” But note that the current committee

has replaced “minimum contribution” with “contribution.” Alumni contributions are made to the MUW Foundation only. They are not made to the

Foundation or MUWAA. SUBSTANTIVE AMENDMENTS TO MUWAA POLICIES AND PROCEDURES, APPENDIX E The previous Bylaws Committee deleted the December 1st deadline for the receipt of

petitions by write-in candidates. This Committee added language that establishes the procedure for when a write-in

candidate receives the majority of votes cast but is not eligible to serve. In these situations, the eligible candidate with the next highest number of votes will be declared the winner.

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BYLAWS

of the

MISSISSIPPI UNIVERSITY FOR WOMEN

ALUMNI ASSOCIATION

As Amended June 27, 2014 April 2July 30, 2016

I. NAME AND PURPOSE

A. Name: The name of this organization shall be the Mississippi University for Women

Alumni Association (the Association). The Association is incorporated by the State of

Mississippi and has supported Mississippi University for Women (University or

MUW) since 1889.

B. Purpose: The Association exists to support and promote MUW and its mission and to

keep former students informed of Association and University activities by promoting

the programs, academic excellence, and vision of MUW through a mutually beneficial

relationship between the University and the Association.

II. MEMBERSHIP

A. Membership Categories: Membership in the Association consists of the following

categories.

1. Active Member: A former student who has completed at least 12 semester hours

at the University and who has made an minimum annual contribution either to the

MUW Alumni Association or the MUW Foundation. Active members are eligible

to vote and hold office subject to the eligibility requirements provided in VI.C of

these bylaws.

2. New Graduate Member: From the date of graduation from the University, through

and including the following calendar year ending December 31, each graduate

will be granted a complimentary active membership. New Graduate Members are

eligible to vote but not hold office.

3. Life Member: A life member is one who is currently recognized as a Life Member

by either the MUW Alumni Association or Mississippi’s First Alumnae

Association and who wishes to be listed in this category. Life membership is

granted to pre-1979 graduates. No additional Life Memberships will be granted.

Life Members are eligible to vote and hold office.

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4. Inactive Member: A former student who has completed at least 12 semester hours

at the University but who has not made an minimum annual contribution either to

the MUW Alumni Association or the MUW Foundation. Inactive members are

ineligible to vote and hold office.

5. Associate Member: A friend of MUW who is not a former student may join as an

Associate Member by making an minimum annual contribution to the MUW

Foundation and sending an official request for Associate Member status to the

MUW Office of Alumni Relations. Associate members are not eligible to vote or

hold office.

6. Ex-Officio Member: Ex-officio members are individuals who by virtue of the

position they hold or have held represent a valuable experience and knowledge

resource with which they can assist the Board of Directors in an advisory

capacity. The Chair of the MUW Foundation or the Chair’s designee shall be an

ex-officio member and is eligible to vote. The University President and the

Executive Director of the University’s Office of Alumni Relations shall be Eex-

Oofficio Board members but are not eligible to vote or hold office. Ex-Oofficio

members can be added by majority vote of the Board of Directors.

B. Membership Status: Any person will automatically be a member at the level to which

they are entitled when they reach the membership categories defined in Paragraph II.A.

Renewal of active membership will be from calendar year to calendar year with the

requisiteannual contribution due by December 31st. Any pPersons may request to have

their membership vacated (i.e., opt-out) by communicating their intent withto the

Executive Director of Alumni Relations.

C. Diversity: The Association shall encourage the participation and representation of the

many diverse groups within the Association, the University, and the communities that

the Association and the University serve.

D. Membership Benefits: The Association may define varying types of benefits for its

members based on categories of membership as stated in Policies and Procedures

approved by the Board.

E. Meetings:

1. Annual Meetings: There shall be an annual meeting of the Association

membership held during Homecoming, at a time designated by the University.

Only if the Board of Directors establishes another time for the annual meeting is it

required to give notice of the meeting to the general Association membership.

2. Special Meetings: Special meetings of the Association may be called by the

Association President or upon the request of ten percent (10%) of the voting

members or thirty (30) voting members, whichever is less. Members shall receive

no less than fifteen (15) days’ notice prior to special meetings. Notice shall be

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given telephonically or digitally (via the web)electronically and the notice shall

state the purposes of the special meeting.

F. Electronic Voting: Voting by the membership during the annual election of President-

elect and the Board of Directors, or for any matter upon which a special meeting of the

membership is called, may be conducted electronically (i.e., telephonic conference call,

electronic survey or email) and by paper ballot, where electronic means are

unavailable.

III. ORGANIZATION

A. Board of Directors: A Board of fifteen (15) Directors elected from voting members in

the Association membership will govern the Association and may act on the

Association’s behalf in any matter that is consistent with any bylaw. The Directors, as

the Board, will supervise and control the business and activities of the Association,

except as otherwise expressly provided by these Bylaws. The Directors of the

Association, operating as a Board, shall be the primary governance authority of the

Association, by promoting the best interests of the Association and the University and

representing the wishes of the voting membership.

1. Eligibility: After the transition period, tTo serve on the Board of Directors, a

member (i) must have been a voting member of the Association for two (2)

consecutive years immediately preceding nomination, (ii) must agree to abide by

the Bylaws of the Association, and (iii) must agree to abide by the Affiliation

Agreement between the University and the Association.

2. Composition: For one year from the formation of the reunified Association,

the Board of Directors of the Association shall consist of fifteen members from

the current Board of Directors of the MUW Alumni Association and fifteen

members from the current Board of Directors of Mississippi’s First Alumnae

Association. Each Board will determine which of its current directors will serve

on the newly constituted Board. During the three year transition plan, which

begins with the July 1, 2011 to June 30, 2012 fiscal year and ends with the July 1,

2013 to June 30, 2014 fiscal year, an equal number of Alumni Association board

members and Alumnae Association board members will rotate off the Board, with

a goal of a accomplishing the rotation in three years to achieve continuity during

the transition period. Six new board members, including a president-elect, will be

elected each year during the transition period.

3.2. Meetings:

a. The Board will hold a minimum of three (3) meetings a year, with one (1) of

the three (3) to be the annual business meeting held during Homecoming, at

a time designated by the University. Ten (10) days’ notice shall be given for

each regular meeting and notice shall be given digitally (via the

web)electronically.

Formatted: Indent: Left: 1.05", No bullets or numbering

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b. Additional meetings may be scheduled by the President upon no less than

forty-eight (48) hours’ notice. Any necessary meeting of the Board of

Directors may be held by any electronic means to facilitate communication

and aid in Association management and effectiveness.

c. All members of the Association may attend Board meetings.

4.3. Duties and Powers:

a. The President of the Board or a majority of Directors may call special

meetings with at least thirty (30) days’ written notice to the Directors and the

University. Such notice shall include the time, date, place, and purpose for

the called meeting.

b. The President of the Board may call emergency Board meetings without

thirty (30) days’ notice in extenuating circumstances and with the approval

of at least two (2) Directors and notification of the other Directors and the

University.

c. Each Director shall physically, telephonically, or digitally (via the web)

attend at least two (2) Board meetings annually, unless excused by the

President due to extenuating circumstances. A Director may attend Board

meetings in person, by telephone, or by electronic means. Failure to meet

this obligation shall result in the Director’s position on the Board being

declared vacant by a majority vote of the Board.

d. Directors shall vote on all proposed Board actions before those actions are

implemented, unless the Board of Directors gives express approval to

selected members of the Board to act in its behalf on specific matters that are

considered routine and non-controversial.

e. Directors shall submit to the vote of the membership, through the approved

election procedure, any proposed actions by the Board that would change or

amend the Association’s Affiliation Agreement or these Bylaws.

f. Directors shall collaborate with the University’s Executive Director of

Alumni Relations to initiate and develop projects and activities to achieve

the purposes of the Association and the University.

g. Directors shall vote as a Board to establish the required level of contribution

to determine membership in the Association.

h. Every Director shall serve on at least one (1) committee to provide liaison

between the Board and the committees.

i. Directors shall approve recommendations by Association committees in

advance before action can be taken by the committees.

5

j. All incoming Directors shall participate in the annual Directors’ Orientation

Session to be held before the initial meeting of the new Association year. An

alternate date may be scheduled if necessary.

k. Directors shall select the Secretary and Treasurer from the Board of

Directors at the initial meeting of the new Association year.

l. Directors shall be responsible for oversight and management of the

Association’s resources, including any financial assets. The Board will

review the financial status of the Association at each scheduled business

meeting and at any other meeting where such review is deemed necessary.

5.4. Length of Term: Board members will serve staggered three-year terms. A Board

member may serve two (2) consecutive terms and must remain off the Board for

two (2) years before returning to a term on the Board. Service of bBoard members

shall coincide with Homecoming.

6.5. Removal: When it is determined by the Board to be in the best interest of the

Association, the Board may a remove a member of the Board or an officer listed

in III.B.1.a-ed, with or without cause. The removal may be only by a three-fourths

(3/4) vote of the elected Board and officers at a special meeting called for that

express purpose.

7.6. Vacancies: Vacancies occurring in the Board of Directors for reasons other than

expiration of the term shall be filled by a voting member recommended by the

Association’s Nominations/Elections Committee and approved by the Board of

Directors. The appointed director shall serve temporarily until the next annual

election at which time the director’s appointment shall be submitted to the voting

membership for ratification. Any director so appointed shall serve the unexpired

portion of that term.

8.7. Quorum: The quorum for a meeting of the Association membership is the number

of voting members present at the time. The presence physically or electronically

of two-thirds (2/3) of the voting Directors shall constitute a quorum for the

transaction of business at any meeting of the Board of Directors.

9.8. Manner of Acting: Except as otherwise expressly required by these Bylaws, the

affirmative vote of a majority of the Directors in attendance physically,

telephonically, or digitally (via the web) or electronically at any meeting at which

a quorum is present shall be the act of the Board of Directors. Each director shall

have one (1) vote. Voting by proxy shall not be permitted. Action authorized in

any poll of the Board must be ratified at the next meeting and be included in the

minutes of that meeting.

10.9. Unanimous Written Consent in Lieu of a Meeting: The Board may take action

without a meeting if written consent to the action is provided, by the original

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signature all of the Directors. Action must be recorded in the minutes of the next

meeting.

B. Officers: The officers of the Association shall be a President, a President-elect, a

Secretary, a Treasurer, and the Immediate Past President. For one year from the

formation of the reunified Association, the above-mentioned positions will be jointly

filled by those individuals holding the positions in the MUW Alumni Association and

Mississippi’s First Alumnae Association.

1. Selection:

a. President-elect: The President-elect shall automatically assume the role of

President and shall be elected by the voting members of the Association. The

President-elect shall serve a term for one (1) year and shall serve as a voting

member of the Board of Directors.

b. Secretary: The Secretary shall be elected by the Board of Directors from

within the Board of Directors to serve a one-year term. The Secretary shall

serve a term for one year, and may be re-elected the following term by the

Board and may serve a maximum term of two (2) consecutive years. The

Secretary shall serve as a voting member of the Board of Directors.

c. Treasurer: The Treasurer shall be elected by the Board of Directors from

within the Board of Directors to serve a one-year term. The Treasurer shall

serve a term for one year, and may be re-elected the following term by the

Board and mayto serve for a maximum term of two (2) consecutive years.

The Treasurer shall serve as a voting member of the Board of Directors.

d. Immediate Past President: The Immediate Past President of the Association

shall serve as a voting member of the Board of Directors.

2. Duties:

a. President:

i. To pPreside at all meetings and functions of the Association and the

Board of Directors.

ii. To aAppoint the Parliamentarian subject to approval by the Board of

Directors. The Parliamentarian is a non-voting member of the Board of

Directors and shall serve a term concurrent with the Association

President. The Parliamentarian shall advise the Board on points of

parliamentary procedure upon request in conducting the business of the

Board. The Parliamentarian shall use as its parliamentary authority the

most current edition of Robert’s Rules of Order as the Association’s

parliamentary authority. The Parliamentarian may be re-appointed by

Formatted: Font: 12 pt, Italic

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the President and approved by the Board annually, and may serveing

without term limitations.

iii. To beAct as the general representative and official spokesperson of the

Association.

iv. To aAssure that the purposes and the mandates of the Association are

carried out and to perform all duties usual to the office.

v. To mMake a report at the annual meeting of the Association informing

the membership of the accomplishments of the past year.

vi. To pProvide continuity of leadership and assist the incoming President

during the following year by serving as Immediate Past President on

the Board of Directors.

vii. To sSign contracts or other instruments, which the Board of Directors

has authorized to be executed, and shall perform all duties incident to

the office of President as may be prescribed by the Board of Directors.

viii. To aAppoint committee chairs with input from the University’s

Executive Director of Alumni Relations subject to approval by the

Board. The chair of each standing and special committee does not have

to be a member of the Board, but a member of the Board will serve on

each committee.

b. President-elect:

i. To uUnderstudy the President and succeed the President at the end of

the term of office.

ii. In the event the office of President is vacated, to serve as President for

the unexpired term.

iii. At the end of the term as President-elect, to prepare and present to the

Board of Directors a one -year plan of action for the coming year.

iv. Aassist the President in the general conduct of the work of the

Association and, in the absence of the President, perform all duties of

the office.

v. To oOrganize and implement an annual Board orientation and retreat,

in coordination with the Executive Director of Alumni Relations.

vi. To pPerform such duties as assigned by the President or the Board.

c. Secretary:

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i. Prepare or cause to be prepared the minutes of the meetings of the

Board of Directors.

ii. Ensure that all notices are duly given in accordance with the provisions

of these Bylaws.

iii. Collaborate with the Director of the Alumni Relations to ensure that

Association records are properly maintained.

iv. Perform all duties incident to the office of Secretary and such other

duties as may be assigned by the President or the Board of Directors.

v. Provide the President of the Board a written copy of the minutes within

two weeks of the meeting.

vi. Arrange for distribution of the minutes to members of the Board of

Directors and thereafter to the membership.

d. Treasurer:

i. Ensure that proper records are maintained and financial accountings are

made in accordance with Association, Foundation, and University

guidelines.

ii. Prepare or cause to be prepared a report to the specific Association

accounts in the MUW Foundation.

e. Immediate Past President:

i. To sServe as Chair of the Nominating Committee

ii. To sServe in an advisory capacity to the President.

iii. To sServe as bBoard liaison to the Former Presidents Committee

3. Term of Office:

a. Officers shall hold office for one (1) year following installation to office.

b. No officer shall serve two (2) consecutive terms in an office, except for the

Treasurer and Secretary; or in the case of the President’s inability to serve a

full term, necessitating the President-elect to assume the office of President

for the remainder of that term and the selection of a new President-elect.

Service of officers shall coincide with Homecoming.

4. Succession:

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a. The President-elect shall automatically assume the role of President of the

Association when the office of President becomes vacant.

b. If the President-elect is required to fill the unexpired term of the President,

the President-elect shall be eligible to continue in office until the end of their

his/her elected Board term.

c. If the President-elect cannot assume the position of President, the Directors

will elect a President from among the remaining Directors.

5. Resignation:

a. Any officer may resign at any time by giving written notice to the President

of the Board, or to the President-elect in the case of the resignation of the

President.

b. The resignation shall take effect at the time specified in the notice, or if no

time is specified, then at the time the noticed was received.

IV. COMMITTEES

A. There shall be two types of committees: Standing and Special. All activities of

committees should support the University.

B. Standing Committees: A Standing Committee shall consist of at least five (5)

members but no more than eight (8) members with at least one (1) member of whom

must be a Board Member. No more than two (2) bBoard members shall serve on any

Standing Committee. No one shall serve as Chair for more than one (1) Standing

Committee. Except as otherwise provided herein, the President shall appoint at least

one (1), and up to two (2) bBoard members to each Standing Committee. Except as

otherwise provide herein, the Chair shall appoint the remaining members of the

committee who shall be voting members of the aAssociation. Any member of the

aAssociation who pays annual dues makes their the minimum a contribution to the

MUW Foundation after December 31 but before being appointed shall be eligible to

serve on a standing committee. All Standing committee appointments are subject to

approval by the Board.

The Standing Committees are as follows:

1. Nominations Committee.: This Committee shall be chaired by the Immediate Past

President of the Association. The Board of Directors will elect four (4) voting

members of the Association to serve on this Committee, with input from the

University’s Executive Director of Alumni Relations.

a. This Committee shall be responsible for identifying, contacting, and

nominating at least one (1) candidate for the position of President-elect and

every vacant Board directorship from among voting members of the

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Association. An open process for receiving suggestions for each position

from the membership will be followed.

b. The Committee shall consider issues of diversity in drawing up its slate of

candidates.

c. Write-in candidates may be received for consideration by this

Committee from the voting membership upon petition signed by ten

percent or thirty voting members, whichever is less. The candidates

must be voting members of the Association and must consent in

writing to the nomination. The write-in nomination must be

submitted to this Committee in writing by the first day of December of

each year.

2. Elections Committee: This Committee shall make preparations for the orderly and

timely conduct of elections and ensure that voting methods are efficient,

coordinated effectively, and validated.

3. Bylaws Committee: This Committee shall is responsible for reviewingreview the

Bylaws and the Policies &and Procedures, and recommending changes when

necessary to the Board of Directors.

4. Recruitment and Retention Committee: This Committee shall support the

University in coordination with the Vice President for Student Services in the

University’s recruitment and retention of students and faculty.

5. Chapters/Constituency Groups Committee: This Committee shall work to increase

active participation in the Association and shall develop chapters and constituent

groups in coordination with the University’s Executive Director of Alumni

Relations.

6. Special Events Committee: This Committee shall assist in coordinating the

participation of Association members in support of formal programs and special

activities planned by the Association President or the University. The committee

will consult with the University’s Executive Director of Alumni Relations

regarding these events.

7. Finance Committee: This Committee shall develops and manages a budget for the

Association and ensures that the Association is in compliance with the provisions

in the Affiliation Agreement related to finance. This Committee shall include the

Treasurer, who shall act as committee chair, and four (4) other members

appointed by the Association President, subject to approval by the Board of

Directors.

8. Public Relations Committee: This Committee shall, in coordination with the

University’s Executive Director of Alumni Relations, create, produce and

11

disseminate information on behalf of the Association and work to project a

positive image of MUW, the Association, and former students.

9. Former Presidents Committee: This Committee shall serves as a support and

advisory group for the current President and Board of Directors.

C. Special Committees:

1. The President or the Board of Directors shall determine the need for special

committees as circumstances warrant. A special committee’s activities are limited

to accomplishing the task for which it is created. The chair of a special committee

shall be appointed by the President from the voting membership, subject to

approval by the Board of Directors. The members of a special committee shall be

chosen from the voting membership by the chair subject to approval by the Board

of Directors. Any member of the aAssociation who pays annual dues makes

their minimuma contribution to the MUW Foundation after December 31 but

before being appointed shall be eligible to serve on a special committee.

V. CHAPTERS AND CONSTITUENCY GROUPS

A. A1. The Association supports the organization of chapters and constituency groups.

B. B2. Any group of former students may petition the Board of Directors for approval to

organize a new chapter or constituency group.

VI. ELECTIONS

A. Before the annual meeting, the membership shall elect a President-elect. The outgoing

President becomes the Immediate Past President and shall be succeeded automatically

by the President-Elect to enable orderly succession.

B. The Immediate Past President serves as chair of the Nominating Committee, with four

members elected to the committee by the bBoard at its first meeting following the

annual election. This committee will initiate an open call for nominations from the

general membership and from those submissions will prepare a slate of nominees.

C. Active members of the Association, who have made the minimum requiredan annual

contribution as of December 31 of the previous calendar year may vote and be eligible

to hold office in the Association.

C.D. Write-in candidates will be accepted on the ballot during the voting period. Any write-

in candidate who receives a majority of the votes cast, must be determined eligible to

serve in the position prior tobefore the Elections Committee certifyingcertifies the

election results. Should a write-in candidate not be eligible, the candidate with the next

highest number of votes greater than a majority of the votes cast wouldwill be selected.

If a write-in candidate is not eligible to serve in the position, the eligible candidate with

the next highest number of votes cast in the election will be selected.

Commented [S1]:

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D.E. Unless otherwise specified in the Bylaws, elections are decided by a majority of the

votes cast.

VII. MISCELLANEOUS

A. Fiscal Year Term: The fiscal year of the Association shall begin on July 1 of each

year and shall end on June 30 of the following year. Contributions will be based on a

calendar year.

B. Conflict of Interest: The Association has adopted a conflict of interest policy

consistent with the Affiliation Agreement between the University and the Association.

This Policy is attached as an appendix to these Bylaws.

C. Indemnification: The Officers and Board of Directors of the Association shall not be

personally liable for the debts or obligations of the Association.

D. Affiliation Agreement: The relationship with MUW is set forth in an Affiliation

Agreement between the University and the Association. The Affiliation Agreement

takes precedence over any provision of the Association’s Bylaws, Policies and

Procedures and any other actions of the Association.

E. Amendments to Bylaws: Proposed amendments to these Bylaws may originate from

the Bylaws committee or from any active member of the Association who presents a

proposal in writing to the Bylaws Committee two weeks before distribution to the

Board of Directors for action. The Board-approved amendment shall be presented to

the active members for ratification by a two-thirds (2/3) vote of the members voting.

F. Non-profit 501(c)(3) status: The Association has obtained non-profit status effective

April 14, 1994, the date of its incorporation with the Secretary of State of the State of

Mississippi.

This organization is organized exclusively for charitable, religious, educational, and

scientific purposes, including, for such purposes, the making of distributions to

organizations that qualify as exempt organizations under section 501(c)(3) of the

Internal Revenue Code, or corresponding section(s) of any future federal tax code.

No part of the net earnings of the organization shall inure to the benefit of, or be

distributable to its members, trustees, officers, or other private persons, except that the

organization shall be authorized and empowered to pay reasonable compensation for

services rendered and to make payments and distributions in furtherance of the

purposes set forth in the purpose clause of the organization in its Articles of

Incorporation. No substantial part of the activities of the organization shall be the

carrying on of propaganda, or otherwise attempt to influence legislation, and the

organization shall not participate in, or intervene in (including the publishing or

distribution of statements) any political campaign on behalf of any candidate for public

office. Notwithstanding any other provision of this document, the organization shall

13

not carry on any other purposes not permitted to be carried on (a) by an organization

exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code,

or corresponding section of any future federal tax code, or (b) by an organization,

contributions of which are deductible under section 170(c)(2) of the Internal Revenue

code, or corresponding section of any future federal tax code.

Upon dissolution of this organization, assets shall be distributed to the University or its

designee that qualifies as a non-profit organization consistent with section 501(c)(3) of

the Internal Revenue Code, or corresponding section of any future federal tax code or

shall be distributed to the federal government, or to a state government, for a public

purpose.

G. Executive Director of Association: The University's Executive Director of Alumni

Relations will serve as Executive Director of the Association. The Executive Director

of the Association shall work with the Association's Board of Directors to carry out the

strategic plans and policies as established by the Board of Directors and to perform the

day-to-day operations of the Association, including receipt and disbursement of

Association funds, in accordance with Association, Foundation, and University

guidelines.

H. Policies and Procedures: In order to comply with the specific provisions of the

Association Bylaws the Board of Directors may from time to time establish Policies

and Procedures, which shall be binding upon the bBoard. Policies and Procedures may

be amended or rescinded by a two-thirds (2/3) margin of the Board of Directors’ votes

cast without previous notice or by a majority vote with such notice.

I. Formatting and Transcription Changes: The Board shall be allowed to correct and

amend any formatting, or transcription errors, contained in any provision of these

bylaws which do not change the substance or intent of any of the aforesaid provisions.

Any formatting, or transcription errors, contained in any provision herein requiring a

change shall be approved by a majority vote of the bBoard.


Alumni Association

POLICIES AND PROCEDURES

________________________________

1100 College Street, MUW-10

Columbus MS 39701-5800

(662) 241-7483

Policies and Procedures

of the


Alumni Association

Originally adopted July 28, 2012

AMENDED JULY 25, 2015APRIL 1, 2016JULY 30, 2016


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LIST OF APPENDICES

A. MANNER OF ACTING

B. FUNDS MANAGEMENT

C. ALUMNI AWARDS

D. SCHOLARSHIPS/GRANTS

E. MUWAA NOMINATIONS AND ELECTIONS POLICIES AND PROCEDURES

I. INTRODUCTION

In accordance with Association Bylaws, the Board of Directors may from time to time establish

Policies and Procedures, which shall be binding upon the membership. Policies and procedures

may be amended or rescinded by a two-thirds margin of the Board of Directors’ votes cast

without previous notice or by a majority vote with such notice. Any policy and procedure, which

restricts or imposes obligations or responsibilities on the membership, must be approved by a

majority margin of votes cast by the membership.

II. POLICIES

A. Terms of office. Beginning July 1, 2012, two co-presidents will serve for the 2012-2013

year. Beginning July 1, 2013, one president will serve for the 2013-2014 year.

B. Resolution of Commendation. The board may issue a Resolution of Commendation to

congratulate University Alumni upon unique personal or professional achievement.

Nominations for the Resolution of Commendation may come from the Membership, with

the approval authority being delegated to the Association President and Executive

Director. A report to the board is required for each issued Resolution of Commendation.

C. Recognition of Departing Members. Members of the board whose terms have expired

shall be presented with a token of gratitude for their service to the association.

D. Alumni Awards. The Association has four approved Alumni Awards: Distinguished,

Alumni Achievement Award, Distinguished Achievement Award, Alumni Service

Award, and Outstanding Recent Graduate Award. See Appendix C, Alumni Awards.

E. Scholarships/Grants. The Association has three approved Scholarships/Grants: Legacy

Scholarship, Faculty Enhancement Grants, and New Faculty Awards. See Appendix D,

Scholarships/Grants.

F. Definition of “Minimum Annual Contribution”. The minimum annual contribution

required for Active or Associate Membership in the Association is $40.


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III. PROCEDURES

A. Board of Directors Meetings. The following procedures apply

1. Manner of Acting. The Board of Directors shall operate with the customs and

courtesies of a “small board” as defined by Robert’s Rules of Order Newly

Revised. See Appendix A, Manner of Acting.

2. Roll Call Voting for Telephonic Participants. Members of the Board of Directors

participating in board proceedings via telephonic means (conference call, etc.)

will cast their voice vote via roll call to ensure that their vote is properly recorded.

3. Open Forum. At every regular board meeting, the Order of Business will include

an Open Forum with the intent that Members of the Association may be allowed

to address the board. If a Members plans to discuss a complex issue, the Member

should notify either the President or Executive Director of the Association of their

intent and topic at least 48 hours in advance, unless waived.

4. Posting of Order of Business. The Order of Business and supporting documents

shall be posted online 14 days prior to Board of Directors meetings.

5. Posting of Minutes. Within 14 days following a Board of Directors meeting, a

draft copy of the minutes shall be distributed to the Members of the Board for

their feedback. Members shall have one week to respond. After recommended

corrections are addressed, and upon affirmative response from a majority of the

Board, a copy of the draft minutes shall be posted to the Association website. The

draft minutes shall be marked as “draft”, and include the statement “These

minutes are presented as a draft and may be changed, perhaps substantially, upon

review at the next Board of Directors meeting.”

6. Oath of Office. The Oath of Office for the Members of the Board shall be:

I, (state your name) do solemnly promise, that I will support the bylaws and

affiliation agreement and all other laws thereof, and the policies of the Mississippi

University for Women Alumni Association and that I will faithfully discharge the

duties of Director according to the best of my ability.

B. Funds Management. The procedures used by the Association Office to manage funds are

specified in Appendix B, Funds Management.


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C. University Consent of Proposed By-Laws Changes. Proposed changes to the By-Laws shall be

forwarded by the Association President to the University for its consent following preliminary

approval by the board of directors. Any recommendations or feedback from the University other

than consent to the proposed changes shall cause said changes to be returned to the By-Laws

Committee for further consideration.

D. Advocacy Procedures. Public action is defined as any official statement. The Association shall

understand the following: i.) That action shall grow out of a careful study of the subject, which

would be relevant to the Association’s purpose, mission, and objectives in supporting the

University, and shall not conflict with the Bylaws, Policies, or Affiliation Agreement of the

Association; ii.) That action shall be the result of a study by the Association’s Advocacy

Committee, with review and approval by the Board, and should involve situations affecting the

Association and its mission; iii.) That action shall not support or oppose candidates for public

office; iv). That the many aspects of an issue, both pro and con, be presented to the Association

membership after careful study; v.) That the action shall be approved by two-thirds of votes cast

by the voting members, and vi.) That the President of the Board or Board designee shall then

serve as the spokesperson in advocating the action supported by the Association.

IV. Summary of Changes

Changes are listed in the order in which they occurred.

-Added Section II, F., Definition of “Minimum Annual Contribution”, approved Nov. 16, 2011.

-Added Section II, E., and Appendix D, MUWAA Scholarships/Grants, approved July 28, 2012.

-Added Section III,. A4, Posting of Order of Business, approved July 28, 2012.

-Added Section III, A3., Open Forum, approved July 28, 2012.

-Added Section III. A2., Roll Call Voting for Telephonic Participants, approved July 28, 2012.

-Added Section III. A1., Manner of Acting, approved July 28, 2012.

-Added Section II, C., Recognition of Departing Members, approved July 28, 2012

-Added Section II, B., Resolution of Commendation, approved July 28, 2012.

-Section III. C, Funds Management, approved January 21, 2012.

-Section II. A., Terms of Office, approved January 21, 2012.

-Section II. D., Alumni Awards Structure, written July 6, 2011, approved January 21, 2012.

-Section III. C. University Consent to Proposed By-Law Changes approved April 20 2013.

-Section III.A.5, Posting of Minutes, approved April 20, 2013.

-Section III.A.6, Oath of Office, approved April 20, 2013.

-Appendix D, MUWAA Legacy Scholarship Changes approved October 26, 2013.

-Appendix D, New Faculty Awards Changes, approved January 11, 2014

-Appendix D, added Culinary Arts Advisory Board Scholarship, approved January 11, 2014

-Appendix D, added Southern Grace Scholarship, approved January 11, 2014

-Added Section III.D. Advocacy Procedures, approved July 14, 2014

-Appendix D, Southern Grace Scholarship change, approved September 7, 2014


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-Appendix C, Alumni Awards Amendments, approved October 24, 2014 (further by electronic

vote November 19, 2014).

-Appendix E, added MUWAA Nominations and Elections Policies and Procedures, approved

July 25, 2015.

-Appendix E, Write-in Candidate Election ProcdureProcedure Change,----------------?,April 1,

2016..


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Appendix A: Manner of Acting

Procedure in Small Boards. In a board meeting where there are not more than about a dozen

members present, some of the formality that is necessary in a large assembly would hinder

business. The rules governing such meetings are different from the rules that hold in other

assemblies, in the following respects:

Members may raise a hand instead of standing when seeking to obtain the floor, and may

remain seated while making motions or speaking.

Motions need not be seconded.

There is no limit to the number of times a member can speak to a debatable question.*

Appeals, however, are debatable under the regular rules – that is, each member (except

the chair) can speak only once in debate on them, while the chair may speak twice.

Informal discussion of a subject is permitted while no motion is pending.

When a proposal is perfectly clear to all present, a vote can be taken without a motion’s

having been introduced. Unless agreed to by unanimous consent, however, all proposed

actions must be approved by a vote under the same rules as in larger meetings, except

that a vote can be taken initially by a show of hands, which is often a better method in

small meetings.

The chairman need not rise while putting questions to a vote.

If the chairman is a member, he may, without leaving the chair, speak in informal

discussions and in debate, and vote on all questions.**

*However, motions to close or limit debate, including motions to limit the number of times a

member can speak to a question, are in order even in meetings of a small board (but not in

meetings of a committee), although occasions where they are necessary or appropriate may be

rarer than in larger assemblies.

**Informal discussion may be initiated by the chairman himself, which, in effect, enables the

chairman to submit his own proposals without formally making a motion (although he has the

right to make a motion if he wishes).


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Appendix B: Funds Management Procedures for Receiving Checks or Cash for the MUW Foundation 1. Mail is opened in the Office of Alumni Relations by an Office of Alumni Relations employee.

2. Checks or cash are presented by the Office of Alumni Relations employee who opened mail to the

Office of Alumni Relations employee preparing checks or cash for delivery to the MUW Foundation.

3. Each check and/or the cash received is recorded in a log. The log includes the date, name of

contributor, amount, source of funds (cash or check number), and designation (Foundation fund name).

This log is kept on file in the Office of Alumni Relations.

4. Funds are secured for delivery to the MUW Foundation within one business day of receipt in the Office

of Alumni Relations. If funds are received by an Office of Alumni Relations employee off-campus, funds

should be delivered to the MUW Foundation within one business day of the employee’s return to campus.

5. Funds are delivered to the MUW Foundation with the amount and designation of funds clearly noted.

6. A receipt of delivery is received from the MUW Foundation.

7. Contributions recorded in log are verified upon review of MUW Foundation fund reports.

Procedures for Requesting Disbursements from MUW Foundation Funds 1. Necessary documentation of expense such as an invoice or receipt is obtained and attached to the

MUW Foundation’s Check Request Form.

2. The MUW Foundation’s Check Request Form is completed with all necessary information including

the name of the Foundation fund from which disbursement is requested.

3. Appropriate approval(s) for MUW Foundation’s Check Request Form is obtained as determined by the

individual Foundation fund agreement. For example, if a board, club, or committee must approve

expenditures according to the fund restrictions, documentation of the board, club, or committee action

approving an expenditure must be attached to the MUW Foundation’s Check Request Form.

4. Signature of the Foundation fund’s designated signatory authority is obtained on Check Request Form.

5. A copy of the completed MUW Foundation Check Request Form, documentation of expense, and any

additional required documentation is made and kept on file in the Office of Alumni Relations.

6. MUW Foundation’s Check Request Form with all supporting documentation is submitted to the MUW

Foundation for approval and payment.

7. Payments are verified upon review of MUW Foundation fund reports.


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Appendix C: Alumni Awards

Distinguished Alumni Achievement Award This award is extended to alumni and friends of the university who have achieved professional

distinction and made significant community service contributions at the local, national and/or

international level, bringing distinction and honor to the university.

Distinguished Achievement Award This award is extended to friends of the university who have achieved professional distinction

and made significant community service contributions at the local, national and/or international

level, bringing distinction and honor to the university.

Alumni Service Award* This award is presented to alumni of the university who have consistently demonstrated

outstanding commitment, dedication, leadership, and service to the advancement of the

university and alumni association.

Outstanding Recent Graduate Award*+ This award is presented to recognize recent graduates for outstanding service and contributions

in their careers and to the university within 15 years following graduation.

*Nominees for Outstanding Recent Graduate Award and Alumni Service Award must have

attended the university for a minimum of one semester and must be members of the MUW Alumni

Association.

+Outstanding Recent Graduate Award nominees will have graduated in the past 15 years.

An alumnus can only receive the Distinguished Achievement Award, Alumni Service Award

and Outstanding Recent Graduate Award once in their lifetime.

Board Members are not eligible for an Alumni Award while serving on the MUWAA Board.

However the MUWAA President may award a board member an Outstanding Achievement

Award if that board member has achieved professional distinction and/or made significant

community service contributions at the local, national and/or international level, bringing

distinction and honor to the university.

All active members of the MUW Alumni Association, the University Cabinet, and the

University Deans may make nominations using the standard nomination form provided.

Selection is made by a vote of the MUW Alumni Association Board of Directors.


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Appendix D: Scholarships/Grants

Mississippi University for Women Alumni Association Legacy Scholarship

Purpose: The Mississippi University for Women Alumni Association's Legacy Scholarship is

awarded to one family member of an alumna/us who has been admitted to MUW as a new, full-

time student. The MUWAA Legacy Scholarship selection is based on the student’s potential for

academic and leadership success at MUW. Criteria should not include student's financial need.

Amount: The amount of the MUWAA Legacy Scholarship is $2,500 (divided equally between

fall and spring).

Criteria:

To be considered for this scholarship a student must be entering their first semester at MUW.

Those eligible for the MUWAA Legacy Scholarship will be considered in this order:

1. The child, grandchild, great-grandchild of an alumna/us.*

2. The niece, nephew, great-niece/nephew, cousin, or sibling* of an alumna/us.

* Child includes step-children; sibling includes half or step-siblings.

To maintain eligibility Legacy Scholars must maintain full-time enrollment and a MUW GPA of

3.0 or better.

Application Process: The priority deadline to submit applications to the MUWAA is April 1 for

the following fall semester. Applications must be postmarked by that date. Applications should

include:

1. Student’s complete résumé, including academic achievements, extracurricular

activities, and work and volunteer activities;

2. Statement describing why she or he has decided to attend MUW; and

3. Letter of recommendation from a high school teacher or counselor.

Mail applications to: MUWAA Scholarship Chair

Legacy Scholarship

1100 College Street

MUW Box 10

Columbus, MS 39701

Funds for this scholarship are held in a restricted account in the MUW Foundation for

distribution to the winner’s account with the Comptroller, upon receipt of a letter from the

MUWAA President accompanied by the association minutes approving dispersal of funds. This

letter and attachment should be kept on file in the Alumni Relations office, the Foundation

office, and with the President of the MUWAA.


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MUWAA Scholarship Chair’s Responsibilities and Selection Process: The MUWAA

President notifies the MUW Director of Admissions of scholarship availability and its criteria in

a letter or email accompanied by the association minutes approving dispersal of funds. The

MUW Director of Admissions will notify eligible students and direct them to the on-line

application form. Applications are mailed to the Alumni Relations office where they are checked

for compliance. The Scholarship Chair selects a faculty member to lead a campus committee of

four (4) faculty and/or staff members (with preference given to alumni) in the selection process.

The MUW Director of Alumni Relations will serve as an ex-officio member of the committee.

The committee reviews applications, ranks eligible applicants, and sends the list to the MUWAA

Scholarship Chair through the MUW Director of Alumni Relations. If the first student on the list

declines the scholarship for any reason, the scholarship will be awarded to the next name on the

list. If feasible, a representative from the MUWAA will make the presentation at the recipient’s

awards day. Appropriate publicity should be arranged through the Public Affairs office.

The MUW Alumni Association President will send a letter to the applicants that did not receive

the scholarship.

The current year recipient will be announced each year at Homecoming.

MUW Foundation Account ID: 26108

Name: Mississippi University for Women Alumni Association Legacy Scholarship

Quarterly Statements: Copies to MUWAA President, MUWAA Treasurer and MUW Director of

Alumni Relations.


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CULINARY ARTS ADVISORY BOARD SCHOLARSHIP

Purpose: The Culinary Arts Institute has two departmental scholarships which can be awarded

each fall semester. The annual awards are supported by funds from two endowed scholarships

funded by the MUW Alumni Association from the proceeds of the Southern Grace cookbook and

through contributions to the scholarship.

Criteria:

1. Culinary Arts major enrolled full time as a freshman or sophomore GPA of 2.5 or above

based on high school, transfer, or MUW grades (if applicable)

2. ACT of 21 or above

Application Process: For consideration, applicants should submit the following. The priority

deadline is April 1 of each year.

1. MUWAA Scholarship Application

2. Student issued transcript and documentation of ACT score;

3. Student’s complete résumé, including academic achievements, extracurricular activities,

and work and volunteer activities;

4. A 250 word essay addressing “why you deserve the scholarship and overall career goals;”

5. Two faculty letters of recommendation, addressing the student’s leadership and

volunteerism


President notifies the MUW Director of Admissions and the Director of the Culinary Arts

Institute of scholarship availability and its criteria in a letter or email accompanied by the

association minutes approving dispersal of funds. The MUW Director of Admissions and the

Director of the Culinary Arts Institute will notify eligible students and direct them to the on-line








list. If the recipient is a freshman and it is feasible, a representative from the MUWAA will


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make the presentation at the recipient’s awards day. Appropriate publicity should be arranged

through the Public Affairs office.


the scholarship.


MUW Foundation Account Number: 35287

Name: Culinary Arts Advisory Board Scholarship

Annual Statements: Copies to MUWAA President, MUWAA Treasurer and MUW Director of

Alumni Relations.


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SOUTHERN GRACE SCHOLARSHIP

Purpose: The Culinary Arts Institute has two departmental scholarships which can be awarded

each fall semester. The annual awards are supported by funds from two endowed scholarships

funded by the MUW Alumni Association from the proceeds of the Southern Grace cookbook and

through contributions to the scholarship.

Criteria:

1. Culinary Arts major enrolled full time with junior or senior standing

2. Overall 2.75 GPA

3. Culinary Arts course GPA of 3.0 or above

Application Process: For consideration, applicants should submit the following. The priority

deadline is April 1 of each year.

1. MUWAA Scholarship Application

2. Student issued transcript;

3. Student’s complete résumé, including academic achievements, extracurricular activities,

and work and volunteer activities;

4. A 250 word essay addressing “why you deserve the scholarship and overall career goals;”

5. Two faculty letters of recommendation (address leadership and volunteerism)


President notifies the MUW Director of Admissions and the Director of the Culinary Arts

Institute of scholarship availability and its criteria in a letter or email accompanied by the

association minutes approving dispersal of funds. The MUW Director of Admissions and the

Director of the Culinary Arts Institute will notify eligible students and direct them to the on-line








list. Appropriate publicity should be arranged through the Public Affairs office.


the scholarship.


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MUW Foundation Account Number: 36062

Name: Southern Grace Scholarship

Annual Statements: Copies to MUWAA President, MUWAA Treasurer and MUW Director of

Alumni Relations.


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Mississippi University for Women Alumni Association

Grants/Awards for Mississippi University for Women (MUW) Faculty

Faculty Enhancement Grants

($250 to one faculty member in each college)

Purpose: To enhance educational/professional activities of faculty members.

Eligibility: All tenured/tenure track faculty (includes deans and department chairs who teach).

Application: Interested faculty should submit to their deans a 1-2 page proposal detailing how

the grant will enhance their activity in one or more of the following areas. Deadline: To be set by

Provost.

1. Instruction: purchase of classroom materials, etc.

2. Educational programming: enable students to go on field trip, take part in off-

campus programming (in person or on-line), etc.

3. Research: enable the collection of data or access to information (archives, etc.)

for the purpose of furthering scholarly pursuits intended for publication.

4. Conferences: assist in defraying costs of travel to academic conferences for the

purpose of presenting a paper/poster, or taking part in workshops/panels for

scholarly or pedagogical purposes, or presiding over the conference itself.

Selection: Deans of each college will forward the submitted proposals to the Faculty Research

Committee (FRC), which will notify applicant of receipt. A copy of each proposal will also be

forwarded to the MUWAA Awards Chair. The FRC will select one winner in each college and

notify them of their selection. Simultaneously, they will forward the winners’ names to the

MUWAA. The grant awards will be made before the close of the Spring Semester. Money not

awarded in a college (presumably because of a lack of applications) will be split evenly among

winners in the other colleges. Funds for the grants are held in a restricted account in the MUW

Foundation for distribution to winners upon receipt of a letter from the President of the

MUWAA accompanied by the association minutes approving dispersal of funds.

Report: Each recipient is requested to submit to the FRC and MUWAA a one-page description

(plus any supplementary materials attached, if one so wishes) of how the money was spent to

fulfill the activity described in the proposal, and how the award supported the academic life of

MUW overall. Deadline: To be set by the Provost.


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New Faculty Award

($1,000 to one newer faculty member at the University)

Purpose: To reward the hard work of a newer faculty member in supporting the academic

mission of MUW.

Eligibility: Faculty members at the rank of Assistant Professor (tenure track) who have been at

MUW for no more than five years.

Nomination: Each department chair may nominate no more than one faculty member.

Nomination will be in the form of a letter (by the chair) detailing the nominee’s contribution to

MUW’s academic mission. The letter will be submitted to the dean of the chair’s college by the

date set by the Provost.

Selection: Deans of each college forward the nomination letters to the Faculty Research

Committee (FRC), which will officially notify each applicant of his/her nomination. The

MUWAA will also receive a copy of nominations. The FRC will select one winner and

notify the winner before the close of the Spring Semester. Simultaneously, they will

forward the winner’s name to the MUWAA. The award will be made before the close of

the Spring Semester. Funds for the award are held in a restricted account in the MUW

Foundation for distribution to the winner upon receipt of a letter from the President of the

MUWAA accompanied by the association minutes approving dispersal of funds.

Use: The grant will be used to enhance the recipient’s activity in one or more of the

following areas:

1. Instruction: purchase of classroom materials, etc.

2. Educational programming: enable students to go on field trip, take part in off-

campus programming (in person or on-line), etc.

3. Research: enable the collection of data or access to information (archives, etc.)

for the purpose of furthering scholarly pursuits intended for publication.

4. Conferences: assist in defraying costs of travel to academic conferences for the

purpose of presenting a paper/poster, or taking part in workshops/panels for

scholarly or pedagogical purposes, or presiding over the conference itself.

Report: Each recipient is requested to submit to the FRC and MUWAA a one-page description

(plus any supplementary materials attached, if one so wishes) of how the money was spent to

fulfill the activity and how the award supported the academic life of MUW overall. Deadline:

To be set by the Provost.

MUW Foundation Account ID: 26107

Name: Mississippi University for Women Alumni Association Faculty Award Fund

Quarterly Statement: Copies to MUWAA President, MUWAA Treasurer and MUW Alumni

Director.


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Appendix E: MUWAA Nominations and Elections

Policies and Procedures

1. Purpose and Use

These Policies and Procedures are intended to guide orderly, fair, and consistent conduct of the

MUWAA Nominations and Elections Committees of the Mississippi University for Women

Alumni Association. They are available to all members of the Association, and are in compliance

with the MUWAA Bylaws, which take precedence.

2. Functions of the Nominations Committee

The Nominations Committee is responsible for identifying a slate of one or more qualified

candidates for each open MUWAA office that is to be submitted to the voting members of the

Association in an annual election. Open positions include President-Elect and five (5) Directors.

The standards, composition, and chair of the Nominations Committee are detailed in the

MUWAA Bylaws. The Nominations Committee shall manage the nominations processes in a

fair, consistent, and unbiased manner.

3. Timeline for the Nominations Committee Process

The timeline for generating a slate of candidates for President-Elect and Directors is

approximately as follows:

NOMINATIONS/ELECTION TIMELINE

First Week of December

“Last call” to activate MUWAA membership for the coming year

The Deadline for write-in nomination petitions is December 1st.

First Week in January (Weeks 1 & 2)

Call for Recommendations of alumni to serve as Directors and President-Elect. (See sample

“Call for Candidate Recommendations” included as an addendum to these Policies and

Procedures.)

As recommendations are received by the Director of Alumni Relations, a process of “vetting” the

candidates immediately begins:


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MUW Alumni Office confirms alumni submitting names are active members of the MUWAA

and alumni recommended to serve meet eligibility criteria outlined in the MUWAA bylaws.

Nominations Committee confirms those willing to accept nomination if selected by the

Nominations Committee and to serve if elected. This is done by an email/letter written by the

Nominations Chair and sent by the Director of Alumni Relations.

All candidates determined to be eligible for consideration will be contacted and asked to

complete a Candidate Information Form. (See sample “E-Mail to Send with Candidate

Information Form” and “Candidate Information Form” included as addendums to these Policies

and Procedures.)

Third Week in January (Weeks 3 & 4)

Submission Process Closes

Nominations Committee reviews all nominations, further vets the candidates as necessary, and

deliberates. Upon completion of committee discussions and deliberations and upon a decision

based on a majority vote, the slate of nominated candidates for the offices of President-Elect and

Board of Directors will be conveyed in writing to the MUWAA President.

First Week in February (Weeks 5 & 6)

The Report of the Nominations Committee is prepared by the Nominations Chair, submitted to

the MUWAA President and the MUWAA Elections Chair, and copied to the elected members of

the Nominations Committee and the MUW Director of Alumni Relations.

Elections Committee prepares the ballot and the biographical packet with pictures of the

nominees to be attached to the elections survey.

Third Week of February (Weeks 7 & 8)

Election window opens via transmission of ballot to eligible voters. Two weeks after balloting

opens, voting/tabulation closes at midnight.

First Week of March (Week 9)

The Elections Committee reviews the election results to determine if any write-in candidate

received a majority of the votes cast and needs to be determined eligible to serve. If so, the

Committee will send the name(s) to the Director of Alumni Relations to confirm the eligibility of

the member- or president-electcandidate decided by write-in voter submission. Should the

member- or president-elect not be eligible to serve, the candidate with the next highest number of

votes greater than a majority of the votes cast will be selected


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If an eligible candidate does not receive a majority of the votes cast, the eligible candidate with

the next highest number of votes cast in the election will be selected.

TThe Report of the Elections Committee is then prepared by the Elections Chair, submitted to

the MUWAA President, and copied to the members of the Elections Committee and the MUW

Director of Alumni Relations.

Notify Nominees and MUWAA Board of Results

Timely and clear communication with all members participating in the nominations process is

important. To assist in achieving this goal, emails will be sent by the Nominations Chair to

candidates recommended but not eligible for consideration, nominated candidates for President-

Elect and Board of Directors, and candidates for President-Elect and Board of Directors who

were recommended but not nominated.

Second Second Week of March (Week 1010)

Inform Members of Election Results

Inform Members of Election Results

Last Weekend of March (Dates TBD, set by the University) – Homecoming/Annual Meeting

4. Privacy in Confirmation of Candidates and Announcement of Results

No public release of candidate names shall be made until the final slate is fixed. All

deliberations of the Nominations Committee shall be held in Executive Session and the strictest

confidentiality maintained by members of the Committee. Committee deliberations and

discussions are not to be shared outside the Nominations Committee and the Director of Alumni

Relations.

ADDENDUMS:

1. CALL FOR CANDIDATE RECOMMENDATIONS

2. E-MAIL TO ACCOMPANY CANDIDATE INFORMATION FORM

3. CANDIDATE INFORMATION FORM (Three Pages)

Formatted: Font: Not Bold, Underline


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Addendum E.1

CALL FOR CANDIDATE RECOMMENDATIONS

Dear Voting Member of the MUWAA:

The MUW Alumni Association Nominations Committee is now accepting recommendations for

members to serve on the Board of Directors and for the office of President-Elect of the

MUWAA. Each year, the Nominations Committee nominates one or more qualified candidates

for each vacant office. Nominees are then presented by ballot to be voted upon by the Voting

Members. Annually, five (5) Board Members are elected to the Board of Directors to serve three-

year terms, and a President-Elect is elected to serve a one-year term and then advance to the

office of President the following year.

Any Active Member of the MUWAA is eligible to suggest Members for consideration by the

Nominations Committee. You may submit recommended candidates’ names online or by mail to

the MUW Office of Alumni Relations before the deadline of ( ). The link to submit names

online is: (_________)

You may submit as many suggestions as you like by returning to the link and completing the

form for each individual whose name you are submitting for consideration by the Nominations

Committee. If you have any questions about this process, please do not hesitate to contact the

Alumni Office at 662-329-7295.

Remember, the MUWAA Alumni Association is YOUR organization, designed to bring alumni

together in support of the W. Please consider recommending one or more alums for office, and

don’t hesitate to submit your own name if you are interested!

Thank you for your continued support of the MUW Alumni Association and the University.

With Warm Wishes,

(signature graphic)

(MUWAA Nominations Chair Name and Class Year)

MUWAA Immediate Past President/Nominations Committee Chair


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Addendum E.2

E-Mail to Accompany Candidate Information Form

Subject: Congratulations from the MUW Alumni Association Nominations Committee

Congratulations! Your name has been submitted to the MUW Alumni Association Nominations

Committee as an alum who should be considered for a leadership position in the Association.

(You have been suggested for the Board of Directors/President-Elect.) The MUWAA

Nominations Committee is currently preparing the slate for this year’s election.

Each year, the Nominations Committee nominates one or more qualified candidates for each

vacant office. Nominees are then presented by ballot to be voted upon by the Voting Members.

Annually, five (5) Board Members are elected to the Board of Directors to serve three-year

terms, and a President-Elect is elected to serve a one-year term and then advance to the office of

President the following year.

By submitting this Information Form, you are providing the Nominations Committee with a brief

overview of your qualifications and indicating your willingness to be placed on the ballot should

you be selected for nomination. You can review the MUWAA Bylaws for an overview of the

duties of President-Elect and/or Board of Directors Member:

http://longblueline.muw.edu/file/muwaa-documents/governing-documents/Bylaws.pdf.

Please complete this Information Form and return it as soon as possible! It must be received

no later than ( ). You are welcome to attach a resume, curriculum vitae or other information you

think would be of interest to the Nominations Committee when considering your qualifications.

Please e-mail completed Candidate Information Form to the MUW Office of Development &

Alumni ATTN: Lyndsay Cumberland [email protected] or fax the completed form to

662-329-7463. All Candidate Information Forms will be reviewed upon receipt; please submit

your completed form at your earliest opportunity. Candidate Information Forms submitted after

( ) will not be considered.

If you are interested in the possibility of serving the MUWAA on its Board of Directors or as

President-Elect of the Association – thank you! We sincerely appreciate your willingness to

serve the Association and the University.

With Warm Wishes,

(Signature graphic)

(MUWAA Nominations Committee Chair Name and Class Year)

MUWAA Immediate Past President/Nominations Committee Chair

http://longblueline.muw.edu/file/muwaa-documents/governing-documents/Bylaws.pdf

mailto:[email protected]


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Addendum E.3

CANDIDATE INFORMATION FORM ________ (Year)

Congratulations for being recommended to serve in a leadership capacity in the MUW Alumni Association! We, the MUW Nominations Committee, appreciate your willingness to serve the Association and the University.

Serving the Association in an elected capacity requires a three-year commitment: Board Members will serve a three-year term on the Board of Directors, and the President-Elect serves for one year as President-Elect, one year as President and one year as Immediate Past President. By submitting this Information Form, you are indicating your willingness to actively give your time and effort to the MUW Alumni Association. You can review the MUWAA Bylaws for an overview of the duties of President-Elect and/or Board of Directors Member: http://longblueline.muw.edu/file/muwaa-documents/governing-documents/Bylaws.pdf.

Please complete this Information Form and return it as soon as possible (must be received no later than _____(time and date). You are welcome to attach a resume, curriculum vitae or other information you think would be of interest to the Nominations Committee when considering your qualifications.

PREFERRED OFFICE (May select one or both) Board of Directors Member President-Elect PERSONAL Name: Name as commonly used while a student: ACADEMIC - MUW Degree/Degree Year/Field of Study: SUPPLEMENTAL – MUW Organizations/Activities:

http://longblueline.muw.edu/file/muwaa-documents/governing-documents/Bylaws.pdf


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CONTACT INFORMATION Primary Email address: Additional Email Address: Mailing Address: Business Phone: Mobile Phone: Home Phone: Fax: PROFESSIONAL Brief Summary, including current professional information, affiliations SUPPLEMENTAL Hobbies, Special Interests, Awards & Honors PERSONAL Marital Status, Spouse, Children, Other Family Members Attending MUW ADDITIONAL Please indicate why you are interested in serving the university and alumni in an elected position: OPTIONAL You are being given the opportunity to provide the following information in order to assist the MUWAA Nominations Committee when considering diversity in the makeup of the Board of Directors, reflecting the diverse student body and alumni community. It is optional and declining to self-identify will not affect the consideration of your qualifications for office. Gender: Male Female Decline to Self-Identify Ethnicity/Race: White or Caucasian Black or African American Hispanic or Latino Native Hawaiian or Other Pacific Islander Asian American Indian or Alaska Native Identify with more than one race/ethnicity Decline to Self-Identify


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Veteran Status: Veteran Recently Separated Veteran Not a Veteran Decline to Self-Identify

Please e-mail completed Candidate Information Form to the MUW Office of Development & Alumni ATTN: Lyndsay Cumberland [email protected] or fax the completed form to 662-329-7463. All Candidate Information Forms will be reviewed upon receipt; please submit your completed form at your earliest opportunity. Candidate Information Forms submitted after ______(deadline), will not be considered.

THANK YOU FOR YOUR INTEREST IN THE MUW ALUMNI ASSOCIATION!


MUWAA Committee Report

Summer Board Meeting

July 30, 2016

Committee Name: Recruitment and Retention

Chair of Committee: Sunshine Bradshaw Burgess ‘98

Committee Members: Carolyn Byrd, MaryBeth Finley Hesse, Amy J. Johnson Lewis,

Neshanta Linson, Michael Morgan, and Leta DiGiuseppe Palmitter

Dates of Committee Meetings: Email correspondence June and July

OLD BUSINESS:

The New Faculty Welcome Luncheon is scheduled for Thursday, August 18th at noon in the

President’s Dining Room. The MUWAA does this luncheon to show support for University

Faculty. All new faculty will receive a Southern Grace Cookbook as their gift and be treated to a

buffet lunch.

All MUWAA Scholarship recipients have accepted their scholarships and are as follows:

Legacy Scholarship: Hannah Small, incoming Freshman from Houston, TX; plans to major in

marketing or business management

Southern Grace Scholarship: Allie Burt, Junior from Philadelphia, MS; Culinary Arts Major

Culinary Arts Advisory Board Scholarship: Taylor Greer, Sophomore from Clinton, MS;

Culinary Arts Major

NEW BUSINESS:

We discussed and recommend that a change be made to the existing procedure for notification of

selection/non-selection of the Faculty Awards and Grants. As it is currently done, notifications

are done by the Alumni Director to the nominees and nominators once the Board has made their

decision. This puts the University in a precarious situation as the assumption is being made that

it is the University and not the MUWAA Board that is making the decision. We are suggesting

that the procedure be changed to the notifications being made by the Recruitment and Retention

Chair instead of the Alumni Director, which is the same procedure that is used by the

Nominations Committee.

Submitted by: Sunshine Bradshaw Burgess

Mississippi University for Women Alumni Association www.muwaa.org

________________________________

MUWAA CHAPTERS & CONSTITUENCY GROUP COMMITTEE

QUARTERLY REPORT – JULY 2016

Committee Name: Chapters & Constituency Groups (C&CG)

Function of the Committee: This Committee shall work to increase active participation in the Association and shall develop chapters and constituent groups in coordination with the University’s Executive Director of Alumni Relations. Chair of Committee: Heather Fasciocco Stone

Committee Members (7): Erin Boozer Zimmer, Sunshine Burgess, Ashley Dean, Bridget Ellis Smith, Amy Harris, Kacey Keeton & Sheila Wendt Vickery

Dates of Committee Meetings (In Person, Telephonic and Electronic): Confirmation of Committee Members to MUWAA Leadership and Alumni Office – 5/9/2016 Meeting Doodle and Welcome Note sent to Committee – 6/13/2016 Conference Call Reminder – 6/24 & 6/28/2016 Initial conference call, welcome new committee members – 6/28/2016 Email meeting follow-up notes and deadlines – 7/19/2016

MUWAA Chapters & Constituencies Snapshot (as of 7/18/2016): Number of Chapters in MS: 8 Number of Chapters Outside of MS: 9* Number of Interested Parties YTD: 3 Current Active Alumni:1,668 * 2 chapters are social club alumni

2016-2017 Goals & Action Items

1. Actively reach out to personal alumni network and encourage alumni participation or starting a local chapter or constituency. (Member-to-Non-Member/Member) Committee members are encouraged to actively participate or consider building at local chapter MUW Alumni Office encourages the development of non-MS chapters

o Action: Committee Members Bridget & Erin collaborating on an informal message template with personalization sections to share with C&CG, MUWAA and MUWAA members to reach network and “solicit” membership to MUWAA & C&CG.

2. Foster relationships and support existing chapters and constituencies (Chapter/CG-to-Chapter/CG) Provide a safe space and discussion board for existing chapters to share best practices and network

among each other. Information Gathering: Offer a Quarterly Conference Call “Chapter Roundtable” inviting a chapter

representative to attend. This call could include what works/what doesn’t, what’s happening at W, guest speakers, W dates to remember, fundraising ideas; highlight a chapter event, etc. o Action: Committee Members Ashley & Heather co-host a recurring webinar among C&CGs with

agenda, visual aid, C&CG committee members asked to join and time for Q&A.

3. Maintain & Improve Standard Operating Procedures (C&CG Committee-to-Chapter/CG) Reintroduce & encourage use of Event Report Form template Reminder about End-of-the-Year Report Form template (due by 7/1) Update Chapter Guidelines: Add social media and branding guidelines like using a Chapter-specific logo,

MUWAAA Chapter Name i.e. X Chapter of MUWAA (chapter name) o Action: Committee Member Sheila Wendt Vickery to co-lead gathering information and a solution

around reminders and deadlines for formal chapters. This may include developing new form templates or altering existing ones and partnering with MUWAA to decipher efficient and effective process. *Recommend one more C&CG committee member to assist Sheila.

4. Enhance Communication among Chapters & Constituencies (C&CG Rep-to-own Chapter/CG)

Create a social forum and/or tool where chapters can gather and share externally, in addition to, internally to own chapter members and social network. This could include but is not limited to other chapter events, MUWAA & MUW news, W event reminders, alumni award process, student recruitment and alumni awareness to share among their own chapter members.

o Action: Committee Member Bridget Ellis Smith to co-lead develop FB closed group, invite chapter members and launch program by first day of class. Committee members are recommended to join and encourage conversation, participation and use of new initiative. *Recommend one more C&CG committee member to assist Bridget.

Additional Supporting Items:

Chair to create a revised intro letter that is sent to interested parties contacting the Alumni Office in response to inquiries around new or existing chapters & constituency groups

Items Completed: On 7/8/16, Chair submitted Annual Chapter Event Report Template to Lyndsay Cumberland for review, C&CG

Committee to review, edit and/or approve before submitting to board. Budget Requirements: $0

Comments: We are thrilled to have a full committee of eight members to leverage our time, talent and effort in supporting MUIWAA Chapter and Constituency Groups. We believe we have a robust set of goals for the new year and look forward to seeing how these may shape and grow our participation within the alumni association.

Submitted by: Heather Fasciocco Stone

Date: July 18, 2016


www.muwaa.org

MUWAA STANDING COMMITTEE REPORT

July 30, 2016

Committee Name: Special Events

Function of the Committee: This Committee shall assist in coordinating the participation of Association members

in support of formal programs and special activities planned by the Association President or the University. The

committee will consult with the University’s Executive Director of Alumni Relations regarding these events.

Chair of Committee: Kristi Hipp Mosley

Committee Members: Melissa Gilmore, Shelly Morris Davis, Elizabeth Whittington, Beth Reed-Richardson, Ashley

Shedd Lewter and Emily Baggett

Dates of Committee Meetings (In Person, Telephonic and Electronic):

Ongoing email exchanges between members of committee.

Silent Auction at 2016 Homecoming

Final Money Raised: $13,000

Silent Auction 2017

Building on the success of the 2016 Auction, this year’s Silent Auction Committee is in the process of researching

new software that will manage the inventory and check out process more efficiently. The committee will continue

to assess whether the online portion of the auction is to continue as a part of the event.

Date and time of the event is TBD at Homecoming 2017.

The new email for the 2017 Auction is [email protected]. If you have questions, donations, or

leads for donations/sponsorships please send it to this email.

The Silent Auction Committee is looking for items/donations for the 2017 auction that are:

Vintage/Nostalgic/Gently Used MUW, MUW Alumni or Staff Created Items/Art/Services, Items that Celebrate

Cities/Regions of our MUWAA Chapters (especially Chapter Baskets), Vacation Donations (Beach House/Cabin

Rentals/Etc.), Table or Auction Sponsorships of $100 or more.

The Silent Auction Committee asks that each MUWAA Board Member finds or donates at least ONE (1) item for

auction or Event Donation of $100 for the Silent Auction. We would be grateful for multiple items or

Sponsorships/Event Donations! Please remember that all items and event donations are tax deductible and benefit

MUWAA annual scholarships and grants, including Legacy Scholarships, Faculty Enhancement Grants and New

Faculty Awards.

Submitted by: Kristi Hipp Mosley

http://www.muwaa.org/


Mississippi University for Women Alumni Association FINANCE COMMITTEE STANDING REPORT as of JUNE 30, 2016

Function of the Committee: This Committee develops and manages a budget for the Association and ensures that

the Association is in compliance with the provisions in the Affiliation Agreement related to finance. This Committee

shall include the Treasurer, who shall act as committee chair, and four other members appointed by the Association

President, subject to approval by the Board of Directors.

Chair of Committee: Erica Woodard

Committee Members: Troy Lewis, Terisa McQueen, Antwann Richardson, Malinda Mabry Scott, and David Vega

Dates of Committee Meetings: The committee was introduced via email in April 2016 and committee

responsibilities were discussed. A follow-up email was sent in June 2016 to reiterate our responsibility and to plan a

meet-and-greet and brainstorming session to enhance our function.

Committee Actions Taken: The committee analyzed the previous and current year budgets and expenses to

determine if allocations were sufficient. The committee decided a plan of action for maintaining finance reports,

where each member will be responsible for keeping up with expenditures for a specific committee. Activity reports

will be retrieved from the MUW Foundation for reconciliation.

Submitted by: Erica Woodard Date: July 13, 2016

26062 - Alumni Association Activities Fund 9,790.43

26114 - Southern Grace 1,070.61

26108 - MUWAA Legacy Scholarship 14,380.40

23003 - Alumni Restricted Account 16,178.78

41,420.22

2015-2016 Actual Funds 2016-2017

MUWAA Activities Fund Expenses Budget Expenditure Available Budget

Insurance Policy 1,000.00 916.00 84.00 1,000.00

Sponsor 100th Night 1,000.00 1,000.00 - 1,000.00

New Faculty Orientation Luncheon 900.00 825.46 74.54 900.00

Sponsor Faculty of the Year ($1,000 award) 1,100.00 1,000.00 100.00 -

Sponsor MUWAA Alumni Awards 500.00 316.70 183.30 500.00

MUWAA Board Member Recognition 500.00 390.62 109.38 500.00

Travel for MUWAA President/Board Rep 1,500.00 313.48 1,186.52 2,000.00

Annual Advertising 500.00 202.00 298.00 500.00

Long Blue Line Auction 500.00 500.00 500.00

Total Activities Fund Expenses 7,500.00 4,964.26 2,535.74 6,900.00

Beginning Balance 12,239.69

Revenue 2,515.00

Expenditures (4,964.26)

Ending Balance 9,790.43

Projected Balance for 6/30/2017 2,890.43

Faculty Award Fund Expenses (funded by Long Blue Line Auction)-Faculty Awards 2,000.00

Legacy Scholarship Fund Expenses (funded by Car Tag Sales)-Legacy Scholarship 2,500.00

MUWAA Account Balances as of 6/30/2016


www.muwaa.org

________________________________

MUWAA STANDING COMMITTEE REPORT

July 18, 2016

Public Relations Committee

This Committee shall, in coordination with the University’s Executive Director of Alumni Relations,

create, produce and disseminate information on behalf of the Association and work to project a positive

image of MUW, the Association, and former students.

Chair of Committee: Carrie Pate

Committee Members: Laura Tubb Prestwich, Ruth Curcuru, Mack Spencer, Jimmie Moomaw, Michelle

Wescovich Daugherty, Lynne Lott Schneider, Lydia Quarles

Meetings:

Initial conference call: 7/10/16 and follow up emails

1. Press Releases

a. Board Announcement

b. Alumni Awards Winners

c. Upcoming: Legacy Scholarship and Silent Auction Results

d. Welty Weekend- we would like to push for the writing conference, possibly releases

to go to various local papers to encourage more people and more writers to attend,

and encourage alumni to come and participate

e. Committees: Let us know what you have going on! We would love to put the

information out there.

2. Advertising

a. The graduation ad in the Spectator comes out blurry due to the printing process and

color overlays. Laura Tubb Prestwich has agreed to take on the graphic design of all

advertisements to ensure that they can be printed.

3. Goals for PR

a. Increasing alumni visibility: Facebook, Visions, promotion of events held/supported

by alumni, promoting chapter meetings

b. Please encourage all to like and share posts from the MUWAA, University Relations,

and local chapters

c. Board Highlights – will start with Board Highlights as in years past, would like to

expand to other alumni as well, but will focus on the Board first

d. Newsletter- committees and chapters, please let us know what you have going on,

and we can add the information to the newsletter.

i. The newsletter is currently structured to email- do we want print?

e. Local News: would like to explore ways to expand alumni and students in local

papers with mentions of the W and the great things W students and alumni do.


________________________________

MUWAA STANDING COMMITTEE REPORT – ANNUAL REPORT 2016-2017

Committee Name: Former Presidents

Function of the Committee: This committee serves as a support and advisory group for the current

President and Board of Directors.

Chair of Committee: Jenny Katool

Committee Members: Sherrie Cooper, Elaine Evans, Gail Laws, Meredith Talley, Amy Tate

Dates of Committee Meetings: July14-16, 2016 via email.

Items Undertaken by the Committee:

Our work for the coming year includes the following:

1. Establish an account in the Foundation where the past presidents can contribute money. These

funds would be used by the past presidents to donate to the University. There are many

opportunities to contribute. There are plans for new landscape/hardscape outdoor spaces on

front campus. This could be an area for us to contribute.

2. Join one of the Culinary Arts lunches on campus and then meet afterwards.

3. We have been asked by the alumni office to host events at homecoming such as the Golden Girls

Luncheon or welcoming alums at Registration. We will have more information on this as we get

closer to homecoming.

Submitted by: Jenny Katool

Date: July 17, 2016

Mississippi University for Women Alumni Associationwww.muwaa.org

________________________________

MUWAA SPECIAL COMMITTEE REPORTJuly 18, 2016

Committee Name: Membership Recruitment

Function of the Committee: This committee will focus on growing our membership and its participation in Association and University activities. Chair of Committee: Katherine Shell Benson

Committee Members: Linda Ross Aldy, Ashley Dean, Trey Harper, Monique Jenkins, Rebecca Rogers, Natasha Wilson

The goal of this committee is to work with the University and MUWAA Board to create a long range Membership Recruitment plan that focuses on increasing MUWAA Membership while supporting current and future University and MUWAA goals. This plan will emphasize gaining and retaining membership of the multi-faceted and diverse Alumni base that reflects the University (traditional, non-traditional, multi-cultural, social club, non-social club, multi-generational, different majors, male and female) and those that may not want to commit to or live near a chapter/constituency. This will be a 3-5 year plan that will feature short term goals within each yearly Board cycle to serve as plan benchmarks of levels of success.

The development of this plan will be set in four stages throughout the 2016-2017 year:

• Stage 1 Research: The Committee will research options and actions to accomplish Plan goals. This will be done through: surveys and discussions with Alumni and the University; research of possible Alumni benefits or future benefit partnerships; research of possible Alumni All Membership drives or events through email / internet.

• Stage 2 Drafting: The written development of the Plan with oversight by the MUWAA President, President-Elect and the University.

• Stage 3 Approval: Voting on the Plan by the Board, tentatively scheduled for the 2017 Winter Board Meeting• Stage 4 Implementation: Introduce and initiate the Plan to the larger Alumni population at Homecoming 2017.

Suggestions for Stage Related Items are welcome by the Committee throughout this process.

Back to Blue Campaign

Following the success of the 2015 “Back to Blue” Membership Drive, the Drive is scheduled to be repeated in the lead-up season to 2017 Homecoming. This will again be a two week period, exact dates to be determined.

Submitted by: Katherine Shell Benson


________________________________

MUWAA SPECIAL COMMITTEE REPORT

Committee Name: New Graduates/ Young Alums

Function of the Committee: This committee represents recent graduates who will be tasked with helping the

Association to engage our newest graduates in Association and University activities.

Chair of Committee: Melissa Gilmore

Committee Members: Amber Parker, Dawn Palmer DeArmond, Lisa Baskin Bailey, Audra Polk, Harli Eaves

Dates of Committee Meetings (In Person, Telephonic and Electronic):

Email communications- 4-8-16 (welcome new committee members)

Email communications- May 9-13, 2016

Email communications- 7-12-16

Items Undertaken by the Committee:

Worked at Graduation May 14, 2016 giving out MUWAA pens and other items, as well as a copy of the

Southern Grace cookbook for each graduate who turned in their cap and gown. Welcomed each

graduate to the Long Blue Line, and assisted in obtaining contact information for each one.

Items Completed/Incomplete/Ongoing:

Plan to work at August 6, 2016 graduation using same format as above.

Outreach to nursing graduates through the ongoing formation of a new chapter at the Tupelo Campus.

Continued outreach to new graduates through established chapters. Urge them to join their local groups

if they have one in their area.

Budget Requirements: Unknown at the present time.

Recommendations: Innovative outreach to new graduates through social media which urges involvement and

investment in the University. Publicity regarding membership dues (stress that new graduates have no dues for

the first year) .

Other Comments: Potential for greater new alum/young alum involvement with establishment of MUW

sports programs.

Submitted By: Melissa Gilmore

Date: 7/17/16

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