University Circle > About > Constitution and By-Laws

Constitution and By-Laws

Constitution

Article I-Name

The name of this organization shall be "University Circle."

Article II-Mission

The mission of University Circle is to provide opportunities for Northwestern University women to participate in service, scholarship and social activities that enhance the University community.

Article III-Officers

The officers shall be: President, Vice-President for Membership, Vice-President for Programs, Recording Secretary, Corresponding Secretary, Treasurer and Assistant Treasurer.

Article IV-Amendment

The Constitution may be amended at any regular meeting by a two-thirds vote of the members present, provided that advance notice of the proposed amendment has been given to University Circle membership and that the proposed amendment has received the approval of the Executive Board.

Article V-Parliamentary Authority

"Robert's Rules of Order Revised" shall be the parliamentary authority in all matters not specified in the Constitution, By-Laws, or Standing Rules of University Circle.

By-Laws

Article I-Membership

Section 1. Eligibility. The following shall be eligible for membership in University Circle:

A. Any person who has an association with the Northwestern University community.

B. Special cases may be handled by the Executive Board.

Section 2. Honorary Membership. The spouse of the President of Northwestern University and spouses of former presidents shall be honorary members with all the privileges of membership.

Section 3. The Executive Board may extend honorary membership to individuals when appropriate.

Article II-Executive Board

Section 1. The Executive Board of University Circle shall consist of the officers. The spouse of the President of Northwestern University shall be a member ex-officio of the Executive Board. Other members of the Executive Board may include, but are not limited to, Interest Group chairpersons, Scholarship chairperson, Courier Editor , immediate past President, Nominating and Revisions Chairpersons, Archivist, Directory Chairperson, Label Chairperson and Field Trip Chairperson.

Section 2. Elected officers and chairpersons, including those appointed by the President, shall serve for a term of two years.

A. Officers elected in the odd-numbered years shall be a President, a Vice-President for Programs, a Corresponding Secretary and an Assistant Treasurer.

B. Officers elected in the even-numbered years shall be a Vice-President for Membership, a Recording Secretary, and a Treasurer.

Section 3. The Executive Board shall have full control of the affairs and funds of University Circle. It shall have the authority to draw up and make necessary changes in the Standing Rules.

Section 4. The Executive Board shall fill vacancies in the elective offices.

Section 5. In the absence of a Standing Committee Chairperson, a representative from the Standing Committee may attend meetings of the Executive Board.

Section 6. Nine members shall constitute a quorum for the transaction of business at any meeting of the Executive Board.

Article III-Dues and Finance (Amendment)

Section 1. There shall be annual dues, the amount to be fixed by the Executive Board.

Section 2. The fiscal year shall begin July 1 and end the following June 30.

Section 3. An audit of the Treasurer's books shall take place by August 31 of the new fiscal year.

Article IV-Meetings

Section 1. Meetings of University Circle shall be held during the program year as determined by the Executive Board.

Section 2. Special meetings may be called by the President.

Section 3. The Annual Meeting of University Circle shall be the last meeting of the program year. Those members, who attend the Annual Meeting and have indicated on their reservation form that this is their twenty-fifth or fiftieth year of University Circle membership, or that this is the twenty-fifth or fiftieth year they or their spouses have been employed at the University, or that they or their spouses are retiring from the University, shall be recognized. The spouses of the University Presidents, past and present, shall be honored guests and receive an invitation from the Program Committee.

Article V-Nominations & Elections

Section 1. The Nominating Committee shall consist of three or more members to be selected as follows: the President shall appoint the chairperson and the chairperson shall appoint additional members. The chairperson shall ask the Executive Board for recommendations to the committee. The President shall announce the names of members of the Nominating Committee no later than the February meeting. In case a vacancy occurs on the Nominating Committee, the President shall have the power to fill the vacancy by appointment.

Section 2. Elections will be held at the Annual Meeting. The Nominating Committee shall notify the membership in advance of said meeting of the slate of officers it proposes. The chair will entertain nominations from the floor. Officers will assume their duties following the election.

Article VI-Duties of Officers

Section 1. The duties of the officers shall be such as usually pertain to these offices in similar organizations. The officers shall hold office until their successors are selected. The officers shall maintain and pass on to their successors a file pertaining to the duties of their respective offices. They shall also send a detailed report to the President and the Archives Chairperson. These reports are due within six weeks after the duties of the office are completed.

Section 2. The President

A. The President shall appoint chairpersons of the Standing Committees.

B. The President may, with the approval of the Executive Board, appoint committees for special purposes.

C. The President shall be an ex-officio member of all committees except the Nominating Committee.

D. The President shall be responsible for scheduling meetings of the Executive Board.

E. The President shall review the minutes of the meetings before they are sent to the Executive Board.

Section 3. The Vice-Presidents

A. It shall be the duty of the Vice-Presidents or the officers in their order to perform the duties of the President when the President is unable to serve.

B. The Vice-President for Membership shall serve as chairperson of the Finance Committee and of the Membership Committee.

C. The Vice-President for Programs shall be responsible for arranging all programs except for those arranged by specific chairpersons. The Vice-President for Programs shall be responsible for the Annual May Meeting.

Section 4. The Recording Secretary

The Recording Secretary shall keep the minutes of any business meeting of University Circle and each meeting of the Executive Board. Minutes of the previous meeting shall be sent to Executive Board members at least one week before the following meeting of the Executive Board.

Section 5. The Corresponding Secretary

The Corresponding Secretary shall perform official correspondence and other such duties as directed by the President and is responsible for sending cards to University Circle members in cases of illness or bereavement. The Corresponding Secretary shall prepare each year a list of people to whom cards and letters were sent and submit this to the University Archivist.

Section 6. The Courier Editor

The Courier Editor shall be responsible for the preparation and mailing of The University Circle newsletter.

Section 7. The Treasurer

A. The Treasurer shall send dues notices, collect dues, keep the accounts of University Circle, pay all bills upon presentation of approved vouchers and preserve the vouchers of all payments. A report shall be made at each meeting of the Executive Board and at the Annual Meeting of University Circle.

B. As dues are received, a list of the paid members shall be sent to the Vice-President for Membership, the Directory Chairperson, and the Labels Chairperson.

C. A summary financial report shall be prepared for presentation at the last Board meeting of the year.

D. The Treasurer shall arrange for the annual audit.

Section 8. The Assistant Treasurer

A. The Assistant Treasurer shall assist the Treasurer and shall perform the duties of the Treasurer when the Treasurer is unable to serve.

B. The Assistant Treasurer shall regularly review University Circle accounts maintained by the University.

Section 9. The President, the Vice-Presidents, the Recording Secretary, and the Treasurer, in consultation, are empowered to resolve any financial emergency of University Circle.

Article VII-Amendments

The By-Laws may be amended at any regular University Circle meeting by a two-thirds vote of the members present, provided that the proposed amendment has been approved by the Executive Board and advance notice has been given to the membership.

Article VIII-Special Groups

Section 1. Interest Groups

A. There shall be Interest Groups open to all members of the University Circle community. All Interest Group members are expected to join University Circle.

B. A general chairperson appointed by the President for The University Circle shall correlate the work of these groups through their leaders and shall be their representative on the Executive Board.

C. New groups may be formed and old groups disbanded with the approval of the Executive Board.

Section 2. Social Service Groups

A. There shall be Social Service Groups open to all members of the University Circle community.

B. The President of University Circle may appoint a general Social Service Chairperson and a general Project Chairperson who shall correlate the work of these groups through leaders whom they appoint. These chairpersons shall represent these groups on the Executive Board.

Article IX-Advisory Committee

An Advisory Committee consisting of five former Presidents of University Circle shall serve as needed. The committee and its chairperson shall be chosen by the Executive Board.

Standing Rules

1. The Standing Rules may be revised at any meeting of the Executive Board.

2. Standing Committees may be added or disbanded at the discretion of the Executive Board.

3. Chairpersons of Standing Committees shall choose members subject to approval by the President to avoid duplication. Chairpersons shall maintain and pass on to their successors a file pertaining to their duties and the work of their respective committees. They shall also send a detailed report to the President and the Archives Chairperson. These reports are due within six weeks after the duties of the office are completed.

4. The Finance Committee shall consist of the Vice-President for Membership, who shall be the chairperson, the Treasurer or the Assistant Treasurer, the Vice-President for Programs and the President. This committee shall prepare a budget of estimated expenditures for the next program year and shall submit the budget to the Executive Board at its first meeting. This committee shall advise the Executive Board on the expenditure and procurement of money for special purposes.

5. The Membership/Newcomer Committee shall actively seek members and welcome newcomers on a continuing basis and maintain membership records.

6. The Scholarship Committee shall be responsible for awarding the University Circle Tuition Scholarship.

7. The Settlement House Committee shall be responsible for University Circle activities involving the Northwestern University Settlement House.

8. The Directory Chairperson shall be responsible for updating, printing, and distribution of any yearbook or directory designated by the Executive Board.

9. The Revisions Chairperson shall present to the Executive Board suggested revisions to the Constitution, By-Laws, and Standing rules. The chairperson shall serve in an advisory capacity in matters of policy affecting the welfare of University Circle and shall function upon call of the President.

10. The Archives Chairperson shall be responsible for collecting and submitting reports and documents to the University Archivist.

(Revised 2009)