Alumni Association Bylaws

Name
Mission
Membership
Executive Officers
Executive Committee & Board of Directors
Committees
Meetings
Executive Director and/or Alumni Affairs Coordinator
Amendments

ARTICLE I. NAME
The name of this organization shall be the University of Pittsburgh School of Dental Medicine Alumni Association. (Herein after referred to as the Association).

ARTICLE II. MISSION

The University of Pittsburgh School of Dental Medicine Alumni Association exists to sustain and advance the interests of its members, the University of Pittsburgh Alumni Association and the School of Dental Medicine.

The Association plans to accomplish this by:

  • developing a network  of Dental Medicine Alumni;     

  •  promoting member involvement in the School of Dental Medicine development programs;

  • establishing meaningful roles for alumni volunteers;

  • involving alumni in student recruitment, mentoring, and placement programs;

  • maintaining communication between the School of Dental Medicine and its alumni;

  • implementing programs of continuing education and interest for alumni; and

  • providing opportunities to enhance friendships and camaraderie among Dental Medicine Alumni.

ARTICLE III. MEMBERSHIP
SECTION 1. There shall be three general classes of membership.

A. ACTIVE Members
These members shall consist of graduates of the University of Pittsburgh School of Dental Medicine. This class shall include:

1. All degree programs of the School of Dental Medicine as well as certificate programs including Dental Hygiene and graduate/specialty residency programs.

B. ASSOCIATE Members
These members may consist of:

  1. A representative from the Dental Medicine student body;
  2. A representative from the Dental Hygiene Program student body;
  3. A representative from the Graduate/Specialty Residency Programs;
  4. Graduates of other Dental Schools who wish to affiliate with the School of Dental Medicine must be recommended by the Executive Committee to the Dean of the SDM for approval.

C. HONORARY MEMBERS
These members shall consist of persons elected for their outstanding contribution to dentistry and/or the Association, and who may be affirmed at any stated meeting of the Association by a two/thirds (2/3) majority of active members present.

SECTION 2. All active members shall be entitled to all the rights and privileges and be subject to the duties and responsibilities of full membership. Associate and Honorary members shall not be eligible to vote in the Dental Medicine Alumni Association elections nor be permitted to stand for election as an officer in the Association.


ARTICLE IV. EXECUTIVE OFFICERS
SECTION 1. President
The President shall be elected for a two year term. The President shall have the following duties and responsibilities:

A. chair and set the agenda for all regular and special meetings of the Association (including Executive Committee and Board of Directors meetings);

B. delegate any duties (not responsibilities) which he/she feels appropriate;

C. establish any ad-hoc committees which he/she feels necessary to carry out the Association's purpose;

D. appoint all committee chairpersons, serve as an ex- officio member of all committees;

E. serve as School of Dental Medicine Alumni Association representative on the University of Pittsburgh Alumni Association Board of Directors or appoint a representative; and

F. belong to the University of Pittsburgh Alumni Association as an active dues paying member.

SECTION 2. Vice President, Dental Affairs
The Vice-President for Dental Affairs shall be elected for a two year term. The Vice-President, Dental Affairs shall have the following duties and responsibilities:

A. assist the President and the Association in the proper and orderly conduct of matters related to dentist members of the Association;

B. discharge the duties of the President when the President is unable or unwilling to do so;

C. chair all regular and special meetings of the Association (including Executive Committee and Board of Directors meetings) in the President’s absence;

D. assume such other duties and responsibilities as the President deems appropriate;

E. chair the Alumni Reunion/Relations, Events Committee; and

F. co-chair the Awards and Honors Committee

SECTION 3. VICE-PRESIDENT, DENTAL HYGIENE
The Vice-President for Dental Hygiene shall be elected for a two year term. The Vice-President, Dental Hygiene shall have the following duties and responsibilities:

A. assist the President and the Association in the proper and orderly conduct of matters related to dental hygienist members of the Association;

B. assume such other duties and responsibilities as the President deems appropriate;

C. chair the Dental Hygiene Alumni Committee; and

D. co-chair the Awards and Honors Committee.

SECTION 4. SECRETARY
The Secretary shall be elected for a two year term. The Secretary shall have the following duties and responsibilities:

A. keep accurate minutes and attendance records of proceedings of all meeting of the Association, the Executive Committee, and the Board of Directors;

B. be responsible for all Association correspondence at the President's discretion; and

C. assume such other duties and responsibilities as the President deems appropriate.

SECTION 5.  IMMEDIATE PAST PRESIDENT
The Immediate Past-President shall chair the Nominating Committee and serve as an advisor to the President, and may also serve as Parlimentarian to the Association.

SECTION 6. VACANCIES
Except as herein provided, the vacancy of any Officer or Director shall be filled by appointment by the President of the Association. Any Officer or Director serving by appointment of the President to fill a vacancy shall serve the balance of the term of the Officer or Director for whom he/she is a replacement.


ARTICLE V. EXECUTIVE COMMITTEE & BOARD OF DIRECTORS
SECTION 1. EXECUTIVE COMMITTEE
The President, Immediate Past-President, Vice-President, Dental Affairs, Vice-President, Dental Hygiene, Secretary, the Dean of the School of Dental Medicine (ex-officio), the Senior Associate Dean (ex-officio), the Executive Director and/or Alumni Affairs Coordinator, School of Dental Medicine Alumni Affairs (ex-officio), shall be collectively known as the Executive Committee.

SECTION 2. BOARD OF DIRECTORS MEMBERSHIP
The Board of Directors shall consist of no more than twenty (20) members. The Executive  Committee of this Association will approve all appointments to its Board of Directors.

The Board of Directors shall be composed of Active Members recommended by the Nominating Committee. Active Members shall be required to attend at least one regularly scheduled board meeting and an additional alumni activity. (Alumni activities include one Annual Business meeting, students mentoring event, Dean's Scholarship Ball, White Coat Ceremony, and Diploma Ceremony.) All members of the Board of Directors must be current donors to the School of Dental Medicine in the form of monetary donations or School of Dental Medicine support activities, (i.e. class lectures, clinical supervision of students, contribution of continuing education courses, clinical and laboratory workshops or student advising).

Those not fulfilling both the attendance requirement and the donor requirement will be removed from the Board.

The term of office for Board Members will be for three (3) years and if a member resigns, retires, or is removed from office, a new member will be appointed by the President to complete the term of office. Members are eligible to serve three (3) consecutive, three (3) year terms.

SECTION 3. LIFE MEMBERS
Life Members of the Board of Directors shall be those members who have served as President of the Association or who have served on the Board of Directors for nine (9) years.  These life members are non-voting, but are encouraged to attend the meetings as advisers and consultants.  Life members may return to active board membership after a two (2) year hiatus.

SECTION 4. CONFLICT OF INTEREST
The Association shall not be precluded from conducting business with any partnership, firm or company with which one or more Directors are associated, provided any business relationship is established and maintained on an arm's length basis. Each Director shall disclose in advance of a vote any actual or potential conflict between the Director's personal interest and his/her duty to the Association. Any Director deemed by the Board to be disqualified because of an actual or apparent conflict of interest on any matter shall not vote or use his/her personal influence on the matter. The minutes of the meeting shall reflect that a disclosure was made, the abstention from the voting and the effect on the quorum.

ARTICLE VI. COMMITTEES
SECTION 1. All Standing Committees of the Association shall be composed of a minimum of three (3) members, appointed by the President.  In addition, ad-hoc committees may be appointed by the President as needed.

SECTION 2. The Standing Committees shall be as follows:

A. Nominating Committee


B. Alumni Reunion/Relations, Events Committee


C. Awards and Honors Committee


D. Dental Hygiene Alumni Committee

SECTION 3. The duties of the Standing Committees shall be as follows:

A. The Nominating Committee shall be chaired by the most available Immediate Past President. It is the duty of this committee to propose a slate of officers annually at least thirty (30) days prior to the election meeting and to recommend to the Executive Committee persons to fill vacancies on the Board of Directors.

B. The Alumni Reunion/Relations, Events Committee shall be chaired by the Vice-President, Dental Affairs and will assist with the planning of Dental Alumni Reunions and Events, and developing programs to enhance Alumni Relations.              

C. The Awards and Honors Committee shall be chaired jointly by the Vice-President, Dental Affairs and the Vice-President, Dental Hygiene and shall meet to consider and recommend those individuals deemed worthy of receiving any of the various awards of the Association.

The Awards Committee shall consist of six members:

  • Two Chairs indicated above
  • A representative of the faculty/staff of the school
  • President of the Dental Alumni Association
  • A previous recipient of the award
  • The Executive Director of the Alumni Association and/or Coordinator of Alumni Affairs

D. The Dental Hygiene Alumni Committee shall be chaired by the Vice-President, Dental Hygiene and shall meet at least once a year and will be responsible for coordinating efforts for the planning of Dental Hygiene Alumni reunions and developing programs to enhance alumni relations.


ARTICLE VII. MEETINGS


SECTION 1. The Annual Meeting of the membership and the election of officers shall be held in conjunction with The T. F. Bowser  Memorial Lecture in the Spring of each year. Four (4) weeks notice of such meetings shall be given to the membership in writing by the Secretary of the Association or his/her designee. Fifteen (15) members of the Association shall constitute a quorum for the transaction of business. (Note the exceptions for voting as described in Article III, Section 2.)

SECTION 2. A minimum of two (2) meetings of the Board of Directors will be held yearly. Four (4) weeks notice of such meetings shall be given to members for the Board in writing by the Secretary of the Association or his/her designee. Ten (10) members of the Board of Directors shall constitute a quorum for the transaction of business.

SECTION 3. Meetings of the Executive Committee will be scheduled prior to each of the three (3) meetings of the Board of Directors. Reasonable and timely notice for such meetings shall be given. Three (3) members of the Executive Committee shall constitute a quorum for the transaction of business.

SECTION 4. Other meetings of the Board of Directors School of Dental Medicine Alumni Association may be called at any time by the President or, upon the written request of three (3) active members of the Board of Directors,  to the President; the matters of the business to come before such meetings shall be given at least seven (7) days prior to any such meeting.

SECTION 5. Rules of Order: The rules of procedure at meetings of the Association shall be those set forth in Sturgis Standard Code of Parliamentary Procedure (the most recent edition a copy of which will be available) unless otherwise provided in these Bylaws. 


ARTICLE VIII. EXECUTIVE DIRECTOR AND/OR ALUMNI AFFAIRS COORDINATOR
The Executive Director and/or Alumni Affairs Coordinator of the School of Dental Medicine Alumni Association shall be appointed by the Dean of the School of Dental Medicine with the advice from the Alumni Board of Directors. The Executive Director and/or Alumni Affairs Coordinator shall be responsible for the conduct of daily and routine business in accordance with the policies and procedures described by the School of Dental Medicine and the School of Dental Medicine Alumni Association. The Executive Director and/or Alumni Affairs Coordinator shall keep a true and faithful record of all proceedings of the School of Dental Medicine Alumni Association, and shall be the custodian of all the books, papers, records, and reports of the Association. The Executive Director and/or Alumni Affairs Coordinator shall serve as the liaison between the School of Dental Medicine Administration and the School of Dental Medicine Alumni Association.

ARTICLE IX. AMENDMENTS

These Bylaws may be amended by the two-thirds (2/3) vote of the voting members of the School of Dental Medicine Alumni Board of Directors at any regular or special meeting, provided twenty-one (21)  days notice of the proposed amendment shall have been given to the members in writing. The twenty-one (21) days notice provision may be waived by a two-thirds (2/3) vote of the voting members of the School of Dental Medicine Alumni Board.

Amendments to the Bylaws may also be proposed in writing to the Board of Directors by any active member of the School of Dental Medicine Alumni Association.