UVaClub of Korea By Laws

1. NAME AND AFFILIATION
   The name of this organization shall be the UVaClub of Korea. The Association is affiliated with the University of Virginia and the UVaClubs through the Office of Engagement.
   
2. PURPOSE
   The Association exists as an institutional organization of the University of Virginia to develop a continuous and effective program to promote the University among its alumni to encourage them to live in their personal and public life the ideals embodied in the U.Va. Values and within local communities: to assist in the growth and development of facilities, educational programs, human resources development, student recruitment and scholarships. The Association aims to support and contribute to the educational development of present and future generations of University students.
   
3. OFFICES
   3.1 Registered Office: The principal office of the Association is the same as that of the UVaClubs, Office of Engagement located at the main campus of University of Virginia.
   
   3.2 Other Offices: The Association may be represented by the President of a duly recognized association who resides in South Korea, such a place or places as the Board may from time to time determine.
   
4. FINANCES
   4.1 Contributions: The contributions are solicited from other individual members or a group in forms of scholarships fund or other special projects as approved by the Association Board.
   
   4.2 Membership Fee: The Association may collect annual membership fee from indivisual members as approved by the board.
   
   4.3 Special Events: The Association may undertake fund raising events as approved by the Association Board.
   
5. ASSOCIATION MEMBERSHIP
   5.1 Alumni are encouraged to be involved as members of the Association. They do so by participating in the activities, programs, services, committees, and Boards of the Association and the University.
   
   5.2 Categories of Membership
   
   5.2.1 Regular Members: All those who graduated from any college or basic education departments of the University of Virginia.
   
   5.2.2. Associate Members: They are those who studied in University of Virginia for a year or so but did not graduate and still wish to be identified as University of Virginia Alumni.
   
   5.2.3. Honorary Membership: The Alumni Board may elect with approval by the Association Board other person(s) it deems worthy for an honorary membership.
   
6. THE ASSOCIATION BOARD/ADVISORS
   6.1 Membership: The Alumni Association Board shall have 6 members consisting of previous Executive and/or Association Boards members.
   
   6.2 Responsibilities: A Board/Advisor member’s role is to provide organization representation, broaden committee perspective, and assist in planning and executing goals. The Board shall assist and advise the activities and programs of the Association. It shall meet regularly scheduled meetings with Executive Committee. Board Members must be able and willing to devote the time necessary to serve as board members. Every effort shall be made to attend meetings and foster a culture of being “Always Faithful” to the causes of the University.
   
   6.3 Resignation or Removal
   
   6.3.1 A member may resign by delivering a written notice to the Association Board. Any resignation shall take place as specified therein or if the time is not indicated upon delivery thereof .
   
   6.3.2 A Board Member may be removed for cause by a two-third (2/3) vote by the Board.
   
   6.3.3 Board Members must attend at least three (3) regular meetings each year and most of the special meetings to retain membership unless notice of absence is given to the Association board.
   
   
7. THE EXECUTIVE COMMITTEE
   7.1 Membership: The Executive Committee with nine (9) members shall consist of Officers and Chairmen.
   
   7.2 Responsibilities: The Executive Committee provides leadership to the Board in vision and action, chairs the working committees, and reports to the UVaClub and/ or special meetings. The committee shall have power to transact the necessary business of the organization.
   
   7.3 Officers: The Officers of the Association shall be a President, two Vice Presidents, Threasure and Public Relations. All officers must be college graduates of the University of Virginia (Regular Alumni Members).
   
   7.3.1 The President works with the Association, acts as primary representative for the Association, and chairs the Association Board, and Executive Committee meetings. The Chairman’s responsibilities include the active promotion of the University of Virginia and the Association, attendance at all major alumni events, and a concurrent term of office as the Association’s representative and liaison to the University. The Chairman will report the activities of the Executive Committee to the UVaClubs, Office of Engagement.
   
   7.3.2 The Vice Presidents, Threasurer, and Public Relations serves as a working committee chairperson and reports to the President and the Association Board. He/ she works with the Association members in the planning and execution of alumni events, mentoring careers, programs for current students and alumni, fund raising, recreational activities and supervision of volunteers and/ or other Association functions necessary to accomplish the mission of the Association.

   7.4 Chairs: The Chairs of the Association shall be Social, Media, Webmaster, and Sports. All officers must be college graduates of the University of Virginia (Regular Alumni Members).

   7.4.2 The Chairs serves as a working committee and reports to the Officers and the Association Board. He/ she works with the Association members in the planning and execution of assigned tasks and projects to accomplish the mission of the Association.

8. THE CLASS REPRESENATIVES
   8.1 Membership: The Class Represenatives shall be a team engaged for the benefit and to represent assigned group of classes of the past, current and future alumni. Each group of classes are chaired by two represenatives assigned through consensus by the Executive Committee. The Executive Committee member shall call and chair the meetings as needed, and report to the organization the activities of the committee. Any committee member may be removed from the committee by a majority vote of the Executive and/or Association Board.
   
   8.2 Responsibilities: A committee shall work to enhance services to and contributions from each class members. Tasks may include designing, promoting, and implementing various facets of alumni relations as requested, including but not limited to alumni events, public relations, fund raising, career mentoring, and volunteer involvement. A majority of the members of the committee shall constitute a quorum, and the act of the majority of the committee members present at any meeting at which a quorum is present shall be the act of the committee.
   
9. ELECTION
   9.1 Eligibility: All regular members of the Association shall be eligible for nomination to become an Executive and/or Associate Board. An officer shall be nominated from within the Board for an term commencing at the time of his/ her election. The prior term as Associate will be considered vacant.
   
   9.2 The Executive Committee, the only officer elected association-wide, shall be nominated by the Board and elected by active Association members. In addition to the names presented by the Board Association, members will be given the privilege of a write-in vote for any qualifying individual. Volunteered nominees present a platform and program for the organiation development during their incumbency when elected. Elections shall be by written ballot, which shall be circulated to active regular members of the Association on the mailing list. The ballot shall be sent out at least 14 days prior to the election and must be returned to the UVaClubs, Office of Engagement, one week prior to the date of the business meeting. The candidate receiving the largest number of votes cast shall be declared elected to a two (2) year term.
   
   9.3 The Association Board and Class Represenatives shall be nominated and elected by the Executive and/or Associate Board from among its members; and they are to serve staggered two (2) year terms.
   
   9.4 Vacancies: Vacancies arising from any cause may be filled by appointment of the Board for the duration of the vacant term
   
   9.5 Other Actions: Any action required or permitted to be taken at a meeting of the Board may be taken without a meeting if a written consent for the action of the Board is signed by all Board members. Any such written consent
   
10. ASSOCIATION MEETING
    10.1 Regular Meeting: The Board, Executive Committee, and association members shall meet to conduct the business of the Association at organization meetings as scheduled by the Executive Committee. Every effort shall be made by the Executive Committee members to attend.
    
    10.2 Special Meetings: Special meetings may be called at the discretion of the Executive Committee providing that notice is sent in writing or by personal communication to the Association membership prior to the proposed meeting.
    
    10.3 Parliamentary Procedure: The generally accepted rules of parliamentary order shall govern all business of the Association.
    
11. HONORS AND AWARDS
    11.1 Prerogatives: The Association through its Executive Committee in consultation with the University President and Board of Trustees may institute and bestow such honours and awards that relate to the purposes of the Association. The Board may solicit contributions to finance these annual awards from the Association.
    
    11.2 Specific Honours and Awards
    
    11.2.1 Alumnus/a of the Year is the highest recognition of an alumnus/alumna by their peers and the University for noteworthy achievements in knowledge, leadership and service following an extended professional and public life after graduation. The Executive and/or Associate Board shall select one or more alumni of the year and honour him/her or them in an appropriate way at the Association’s annual grand reunion. The Executive and/or Associate Board shall establish criteria and procedures for the selection.
    
    11.2.2 Alumni Scholarship Award is for one or more upper division student at the prerogative, in coordination with the University’s Scholarship Office and availability of the scholarship. Such scholarship may be sponsored financially by an internal or external organization or person.
    
    
12. AMMENDMENTS
    12.1 Amendments: The By-laws may be amended at any regular or special meeting or by a mail ballot by a two-thirds (2/3) vote of those present and/ or casting a ballot, provided the proposed amendment has been distributed to each member of the Board at least 30 days prior to the meeting.
    
    12.2 Study Committee: A By-laws Committee consisting of the Executive and/or Associate Board at large, shall prepare amendments. Effectivity These By-laws shall be effective after sufficient consultations with Association members, and approval by the Executive and Associate Board.
    

Last Updated: April 26, 2011

Prepared by:

Kyu Song
President of UVaClub of Korea