University Circle > About > Constitution and By-Laws

Constitution and By-Laws

Constitution

Article I-Name

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

Article II-Object

The object of The University Circle shall be to promote friendship and to advance the interests of Northwestern University.

Article III-Officers

The officers shall be a President, a Vice-President for Membership, a Vice-President for Programs, a Recording Secretary, a Corresponding Secretary, a Courier Editor, a Treasurer and an 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 The 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 The University Circle.

By-Laws

Article I-Membership

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

A. Any person who holds an official relationship to Northwestern University, to Garrett-Evangelical Theological Seminary or to Seabury-Western Theological Seminary.

B. Any person whose spouse holds an official relationship to Northwestern University, to Garrett-Evangelical Theological Seminary or to Seabury-Western Theological Seminary, or any parent residing with anyone holding such a relationship.

C. Any House Director.

D. Any person who has been a member of The University Circle.

E. 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.

Circle members who have been given honorary membership by previous directives before May 1986 shall continue to hold honorary membership.

Article II-Executive Board

Section 1. The Executive Board of The University Circle shall consist of the officers, the chairpersons of Special Groups, and the chairpersons of Standing Committees. The spouse of the President of Northwestern University shall be a member ex-officio of the Executive Board.

Section 2. Members of the Executive Board 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. Committee Chairpersons selected in odd-numbered years may include, but would not be limited to, Archives, Directory, February Meeting, Field Trips, Newcomers, Nominating, Revisions, Spring Luncheon, and Spring Party.

B. Officers elected in the even-numbered years shall be a Vice-President for Membership, a Recording Secretary, a Courier Editor, and a Treasurer. Committee Chairpersons selected in even-numbered years may include, but would not be limited to, Child Care, Evening Program, Interest Groups, November Meeting, October Meeting, Publicity, Social Service, Social Service Projects, and Summer Event.

Section 3. The Executive Board shall have full control of the affairs and funds of The 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 within two weeks following the end of the fiscal year.

Section 4. Guidelines for an audit shall be included in the president's and treasurer's year-end reports.

Article IV-Meetings

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

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

Section 3. The Annual Meeting of The University Circle shall be the last meeting of the year.

Article V-Nominations & Elections

Section 1. The Nominating Committee shall consist of five members to be selected as follows: the President shall appoint the chairperson and one assistant; three members shall be elected by the Executive Board. The names of members of the Nominating Committee shall be announced in January. In case a vacancy occurs in 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 send to the Budget Office of the University each year the name and address of The University Circle Treasurer.

E. The President, with the approval of the Executive Board, shall arrange for an independent audit of the accounts.

F. The President shall be responsible for scheduling meetings of 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.

Section 4. The Recording Secretary

The Recording Secretary shall keep the minutes of any business meeting of The University Circle and each meeting of the Executive Board, and shall send all Executive Board members a copy of the previous minutes at least one week before the following meeting of the Executive Board.

Section 5. The Corresponding Secretary

The Corresponding Secretary shall send notices of all Executive Board meetings, conduct official correspondence, and perform other such duties as directed by the President. The Corresponding Secretary shall also be responsible for extending the sympathy of The University Circle to members in cases of illness or bereavement.

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 collect dues, keep the accounts of The 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 The University Circle.

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

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

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. When dues notices are sent, the Assistant Treasurer shall be responsible for sending dues notices.

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

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.

B. The President of The University Circle shall 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 The 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, the Assistant Treasurer and one member selected by the chairperson. This committee shall prepare a budget of estimated expenditures for the ensuing 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 Committee shall actively seek members on a continuing basis and maintain membership records.

6. The Newcomers Committee shall send out a welcoming letter to all newcomers to the University and be responsible for acquainting newcomers with the University and The University Circle activities. In cooperation with the Vice-President for Membership, the Newcomers Committee shall be responsible for special recognition of newcomers at one of the fall meetings of The University Circle.

7. The Child Care Chairperson shall arrange for nursery care as needed.

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

9. The Publicity Chairperson shall be responsible for press notices for all meetings of The University Circle.

10. An Event Chairperson shall be responsible for each luncheon or event as agreed upon by the Executive Board. The chairperson shall secure assistants to handle room reservations, sale of tickets, food, decorations, seating arrangements and name tags. This committee shall send invitations to honored guests. This may include honoring at the Annual Meeting those who have been members of University Circle twenty-five or fifty years, those members who themselves or their spouses have been at the University twenty-five or fifty years, those members who themselves or their spouses are retiring from the University, as well as the spouses of the University Chancellor and President, past and present.

11. 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 The University Circle and shall function upon call of the President.

12. The Archives Chairperson shall be responsible for maintaining the Archives.

(Revised 2001)