Constitution and Bylaws
The name of this association shall be, "The Alumni Association of the School of Medicine of West Virginia University."
The purpose of the association shall be:
- the establishment of a mutually beneficial relationship between the school and its alumni;
- the promotion of the general welfare of the school; and contribution to improvement of health care for all citizens.
Article I - Membership
Section 1. Types of Membership
There shall be three types of membership:
Section 2. Active Membership
The following classes of individuals shall be eligible for active membership:
- Any person who has completed the regularly prescribed course leading to the MD degree at the West Virginia University School of Medicine
Life Membership: Any eligible regular member may obtain a life affiliation with a one-time payment of an amount set by the Executive Council. This payment may also be made in two and no more than three installments.
Emeritus Membership: Granted to a physician of merit status, 65 years of age or older, who has been a dues-paying member of the Association for at least five years. No fee.
Resident: Fist year membership complimentary. Dues at reduced rate while in an approved residency program.
Section 3. Associate Membership
The following classes of individuals shall be eligible for associate membership:
- All licensed physicians in the State of West Virginia, which includes any faculty member of the West Virginia University School of Medicine.
- All present house officers and physicians who have completed a residency program at West Virginia University Hospital.
Section 4. Honorary Membership
This type of membership is reserved for physicians or others who demonstrate outstanding service to the association or the School of Medicine. Persons are generally proposed for such honorary membership by the executive council of the association and duly elected by the active membership.
Article II - Organization
Section 1. Officers of the Association
The officers of the association shall be:
- Chairman and Members of an Executive Council
Section 2. Executive Council
The governing body of the association shall be an executive council, hereby created, in which shall be vested all powers of the association, subservient only to these Bylaws. The executive council shall be composed as follows:
- The chairman of the council, who shall be the immediate past-president of the association.
- The president of the association.
- The vice-president of the association.
- The secretary-treasurer of the association.
- Five (5) elected members, each for a term of three years in rotating order according to their year of election.
The executive council shall be responsible for the government and management of the association. It shall have the power to fix dues, and may increase, decrease, or abolish all dues. The secretary-treasurer shall carry out the will of the council with regard to collection and disbursement of all funds of the association.
The council shall render, through the secretary-treasurer, an annual financial report at the time of each annual meeting. The council shall authorize the appointment by the president of such committees as may be required, and shall make provisions for such periodic or occasional publications as council may find desirable.
Section 3. President of the Association
A president shall be elected annually at the regular business meeting of the association. The term of office of the president shall be one year, at the conclusion of which he/she shall become the chairman of the executive council. The president shall preside at all meetings of the association, appoint committees, and perform such other duties as pertain to the office.
Section 4. Vice-President of the Association
A vice-president shall be elected annually at the regular business meeting of the association. The term of office of the vice-president shall be one year at the conclusion of which he/she will succeed to the presidency of the association. The vice-president shall assist the president in the performance of his/her duties, upon request, and in the absence or incapacity of the president shall assume his/her duties.
Section 5. Secretary-Treasurer of the Association
A secretary-treasurer shall be elected annually at the regular business meeting of the association. The term of office of the secretary-treasurer shall be one year, at the conclusion of which he/she may be elected to succeed him/herself, but in no case shall one person serve as secretary-treasurer for more than five consecutive years. The secretary-treasurer shall attend all meetings of the association and of the council, and keep records of all proceedings thereof. He/she shall conduct the correspondence, and shall keep, so far as it is possible, a current record of the history of each graduate of the school. He/she shall keep the books and accounts of the association under direction of the executive council. He/she shall receive and acknowledge all monies the property of the association, and shall be responsible for the adequate accounting for the same, and for their prompt transfer to such depositories as may be designated by the council and for the prompt discharge of the financial obligations incurred by the association.
Section 6. Term of Office
In all cases a year of office shall be from one annual business meeting of the association to the next such meeting.
Section 7. Vacancies
Any vacancy occurring in the office of the association or in the membership of the executive council shall be filled by the executive council by plurality balloting. A successor so chosen will complete the unexpired term of the one whom he/she succeeds.
Article III - Meetings
Section 1. Meetings of the Association
The association shall hold at least one meeting during each calendar year, at a time and place to be designated by the executive council. The place, date, and hour of the annual meeting shall be announced to the members by appropriate means at least 30 days in advance of the meeting. Additional meetings may be held as circumstances, in the opinion of the executive council, warrant, and shall be announced to the membership in like manner as the annual meeting.
Section 2. Voting Privileges
Voting privileges shall be confined to active members whose dues covering the then current fiscal year have been paid prior to the time the meeting is called to order. Proxy voting shall not be permitted.
Section 3. Privilege of the Floor
Any member of the association, whether active, associate, or honorary, shall be granted the privilege to speak from the floor of any meeting, subject only to customary recognition by the presiding officer.
Section 4. Quorum
A quorum shall be declared present whenever the number of active members not holding any elective office in the association exceeds the number of total elective offices.
Section 5. Meetings of the Executive Council
The executive council shall meet at the call of the chairman, or at the request of any three members of the council. The secretary shall issue the call for any meeting at the direction of the chairman, and at least two weeks in advance of the date of the meeting. Four members of the executive council shall constitute a quorum for meetings of that body.
Section 6. Rules of Order
The business of all meetings shall be conducted in accordance with Robert's Rules of Order.
Article IV - Nominations and Election
Section 1. Nominating Committee
At each annual business meeting a nominating committee shall be established made up of the current council chair and two immediate past chairs to serve for the next ensuing year. It shall be the duty of the nominating committee to submit, at the annual meeting following the committee's formation, the name of one candidate for each elective office to be filled in accordance with the provisions of Article II of the by-laws, giving attention to balanced representation on the Executive Council with respect to graduate year and gender.
Section 2. Elections
After receiving the report of the nominating committee the president shall ascertain, before proceeding with the election of each nominee, whether there are further nominations for that office. The manner of casting votes shall be at the discretion of the presiding officer unless overruled by regular procedures as prescribed in Robert's Rules of Order.
Article V - Fiscal Year
The fiscal year of the association membership shall begin with January 1 and terminate December 31 of the same year. Fiscal accounting is done from annual meeting date to annual meeting date.
Article VI - Amendments
These bylaws may be amended by a vote of the majority of the full membership of the executive council at any meeting of the council to which the matter has been continued, by not less than two weeks, the proposing of the amendment at a legal meeting of the council.
Article VII - Ratification
The bylaws shall become effective immediately upon ratification by a majority of the alumni of the West Virginia University School of Medicine attending a meeting called for that purpose, at least two weeks after copies of the proposed constitution and bylaws have been circulated to those alumni whose current mailing addresses are available to the secretary.
Adopted July 24, 1953
Revised and Ratified at Annual Meeting, November 14, 1970
Revised at Executive Council Meeting, October 12, 1984
Adopted at Annual Meeting, October 13, 1984
Amended, October 13, 1990
Amended, January 31, 1995