Adopted January 2025
Xavier University Alumni Association - New Orleans Chapter Bylaws
Article I - Name
The name of this organization shall be the Xavier University Alumni Association - New Orleans Chapter, hereinafter designated as “the Chapter”.
Article II - Objective
The objectives of the Chapter shall be to promote the interests of Xavier University of Louisiana,
establish mutually beneficial relationships between the university and its alumni, foster and preserve
friendly relations among members and alumni, establish scholarships for undergraduate and graduate
students, and foster the mission of St. Katherine Drexel.
Article III - Membership
Section 1. Eligibility of Membership. All graduate, former students, or any individual who has a
connection to Xavier University shall be eligible for membership in the Chapter.
Section 2. Levels of Membership. The membership of the Chapter shall consist of three (3) levels: Active, Associate, and Friend of Xavier (FOX).
Active Members. Any individual who has graduated from Xavier University shall be eligible for
active membership. Eligible graduates who pay membership dues for the calendar year shall
participate in the governance of the Chapter by having the right to vote at all meetings of the
General Membership and hold offices of the Chapter. They shall receive any publications and
notices to all meetings held under the auspices of the Chapter.
i. Recent Graduates- Active Members. Recent graduates shall enjoy one (1) year of
complimentary membership to the Chapter during the year following their graduation.
Recent Graduate Active Members shall be entitled to full rights and privileges of
members, including the right to participate in the governance of the association.
ii. Pre-Alumni Members. Any individual of the Xavier University Pre-Alumni Council shall be
eligible for pre-alumni membership. Eligible individuals who pay membership dues for
the calendar year will be paired with an active or associate member for mentorship. They
shall receive any publications and notices to all meetings held under the auspices of the Chapter.
Associate Members. Any individual who matriculated at Xavier University and has withdrawn in
good standing after having completed one (1) semester shall be eligible for associate
membership. Additionally, any individual who has an interest in the University, including
spouses and children of alumni, shall be entitled to associate membership. Eligible individuals
who pay membership dues for the calendar year shall participate in the governance of the
Chapter by having the right to vote at all meetings of the General Membership of the Chapter.
They shall receive any publications and notices to all meetings held under the auspices of the
Chapter.
Friend of Xavier Members (FOX). Any individual who wants to support the Chapter with their
time and/or monetary gifts. Eligible individuals who pay membership dues for the calendar year shall receive any publications and notices to all meetings held under the auspices of the
Chapter. Although FOX have the right to participate in all meetings of the General Membership of the Chapter, they do not have the right to vote nor hold offices of the Chapter.
Article IV - Dues
Section 1. Calendar Year. Each calendar year shall commence on January 1 and end on
December 31. Membership dues paid on or after November 1st will be applied to the following year.
Section 2. Dues of Members. The annual dues of active and associate members shall be $50.00 per calendar year, from which $10.00 shall be donated to the Xavier Annual Fund. The annual dues of
pre-alumni members shall be $5.00 per calendar year. The annual dues of Friend of Xavier Members
shall be $30.00 per calendar year.
Section 3. Grace Period. Members shall have a grace period until the first meeting of the General
Membership of the calendar year to pay dues.
Article V - Officers
Section 1. Elective Officers. The elective officers of the Chapter shall consist of a president, a
vice-president, a treasurer, and a secretary. The elected officers shall be known as the Executive
Board.
Section 2. Appointive Officers. The appointive officers of the Chapter shall consist of the committee
chairpersons, a parliamentarian, and a chaplain.
Section 3. Term of Officers. Officers shall be elected for a term of two (2) years, in the manner provided for in the bylaws. The officers shall serve no more than two (2) terms.
A. Removal. An elected officer of the Chapter may be removed from office by the general body at a
regular or special meeting for good cause, including, but not limited to, the following:
a. Failure to attend three (3) meetings within a term of office without sufficient justification;
b. Failure to repeatedly respond to requests for information from the Chapter or the
University;
c. Failure to fulfill the duties of the office; or
d. Taking any action or engaging in any activity which could bring disrepute, damage or
injury to the stature or reputation to the University.
Removal shall require an affirmative vote of two-thirds (2⁄3) of the members of the General Body.
Section 4. Vacancies.
Presidency. Should the office of President become vacant, the Vice-President shall succeed to
the presidency and make an appointment to fill the vacant office of Vice-President. Both officers
shall serve the unexpired portion of the term.
Other offices. Should the office of any other officer become vacant, the President shall make an
appointment to fill the vacant office. The officer shall serve the unexpired portion of the term.rm.
Eligibility for Appointment. An appointee shall be an active member of the Chapter.
Section 5. Duties of the President. The President shall preside at the meetings of the Chapter, serve as
a voting member of the Board of Governors, and be an ex-officio member of all committees of the
Chapter, except the Election Committee. The President shall sign all contracts to which the Chapter is
a party. Normally the President does not vote, however in case of a tie vote, the President shall have
the deciding vote. The President has the authority to intervene in decision making, (with the General
Body and/or Committees) under extenuating circumstances, that go against the advancement of the
Chapter and/or bring disrepute to the reputation of the University. The President shall make all
appointments of the Chapter.
Section 6. Duties of the Vice-President. In the absence of the President, the Vice-President shall
perform the duties of the President. The Vice-President shall chair the Membership Development
Committee and be responsible for checking the Chapter’s post office mailbox.
Section 7. Duties of the Treasurer. The Treasurer shall keep an account of all receipts and
expenditures of the Chapter, receive all funds, and give receipts for all monies received. The
Treasurer shall pay out money only upon approval of bills authorized by the Executive Board.
Section 8. Duties of the Secretary. The Secretary shall record and distribute minutes of the
proceedings of the meeting of the General Membership. The Secretary shall send out notices of the
meetings of the General Membership. The Secretary shall attend to the correspondence of the
Chapter and report all communications received, including amenities.
Section 9. Duties of the Committee Chairpersons. The Committee Chairpersons shall organize its
respective committee to fulfill its duty and give reports at the meetings of the General Membership.
Each committee chairperson may request or appoint a co-chair and determine responsibilities before
the committee to include, but not limited to: (1) establish scheduled meetings, (2) prepare agenda
before each scheduled meeting, (3) send calendar invites, and (4) record and distribute meeting
minutes.
Section 10. Duties of the Parliamentarian. The Parliamentarian shall advise the President, officers,
committees and members on matters of Parliamentary Procedure.
Section 11. Duties of the Chaplain. The Chaplain shall serve as the spiritual advisor for the New
Orleans Chapter. The Chaplain shall determine and deliver the appropriate opening and closing
prayers at all meetings and gatherings.
Section 12. Executive Board.
Officers. The Executive Board shall consist of the elective officers of the Chapter. The
Executive Board shall have general supervision of the affairs of the Chapter between its
regularly scheduled meetings.
Meetings. The Executive Board and Committee Chairpersons shall meet during the interim
between meetings of the General Membership, when necessary.
Quorum. Two (2) members shall constitute a quorum for the transaction of business at any
meeting of the Executive Board.
Article VI - Committees
Section 1. Standing Committees. Standing Committees are constituted to perform certain functions of the Chapter to remain in existence permanently. The President will appoint the chairperson of each
standing committee and fill any vacancy that may arise in the committees. Chairpersons of the
standing committees serve for a term corresponding to that of the officers and are normally appointed
by the President at the beginning of the President’s administration. The standing committees of the
Chapter shall be:
Bylaws Committee. The Bylaws Committee shall ensure that the Chapter has a body of rules
that facilitates its overall governance and formulate recommendations on bylaws proposals
made by the Chapter members. The Bylaws Committee shall meet quarterly within the calendar
year and present a report at the General Body Meeting.
Fundraising Committee. The Fundraising Committee shall oversee the Chapter’s overall
fundraising by establishing special events to raise money for the Chapter’s Scholarship Fund
and develop relationships with corporate sponsors. The Committee plans, develops, manages,
and implements the chapter’s fundraising initiatives. The Fundraising Committee shall meet
monthly within the calendar year and present a report at the General Body Meeting.
Events Committee. The Events Committee shall oversee the Chapter’s events by planning and
executing social events to raise money for the Chapter and develop relationships with potential
members. The Events Committee shall meet monthly within the calendar year and present a
report at the General Body Meeting.
Membership Development Committee. The Membership Development Committee shall make
recommendations to ensure the Chapter growth by developing recommendations regarding
membership recruitment and retention strategies and engaging undergraduate and graduate
students in the Pre-Alumni Council. The Membership Development Committee shall meet every
other month, one week prior to general body meetings within the calendar year and present a
report at the General Body Meeting.
Section 2. Ad Hoc Committees. The President shall appoint committees to carry out specific tasks, as the need arises. The President will appoint the chairperson of each ad hoc committee. At the
completion of the task and presentation of the final report to the Chapter, the ad hoc committee shall
cease to exist.
Scholarship Committee. The Scholarship Committee shall review all essays and/or videos
submitted by students who have applied to the Chapter’s #1 Scholarship (provided by Alumni
Relations). The Scholarship Committee will develop questions and a system to rank/grade
submissions.
Homecoming Committee. The Homecoming Committee shall coordinate and organize any and
all activities associated with the Chapter’s Tailgating Homecoming tent/table. The Committee
shall work closely with the Events Committee and Membership Development Committee.
Senior & Freshman Care Committee. The Senior & Freshman Care Committee shall coordinate
and organize any and all activities associated with Senior Care Packages (typically in May) and
Freshman Care Packages (typically in December).
Section 3. Events. All committees shall submit to the body, in writing, a detailed proposal of each
suggested event to include but not be limited to the following: the purpose of the event, an itemized
budget, the expected revenue generated, and the requirements needed from each member to reach
the goal of the event. It requires a two-thirds (2⁄3) vote at the meetings of the General Membership.
Article VII - Meetings of the General Membership
Section 1. Meetings of the General Membership. The meetings of the General Membership shall be
scheduled six (6) times a year, set by the Executive Board, via conference call, in-person, and/or using
a virtual platform.
Section 2. Quorum. At least two (2) Executive Board members and at least ten (10) members shall
constitute a quorum for the transaction of business at the meetings of the General Membership.
Section 3. Order of Business. The following shall be the order of business at the meetings of the General Membership:
Call to Order
Approval of Minutes of Previous Meeting
Reports
President
Treasurer
Committees
Unfinished Business
New Business
Adjournment
Section 4. Parliamentary Authority. The rules contained in the most current edition of Robert’s Rules of Order Newly Revised shall govern the Chapter in all cases to which they are applicable and in which they are inconsistent with these bylaws and any special rules of order the Chapter may adopt. The Parliamentarian shall be available at every meeting of the General Membership and available for consultation, as needed.
Section 5. Budget.
Proposed Budget. During the last meeting of the General Membership of the calendar year, the
President or President-Elect shall present a proposed budget for the upcoming calendar year to
be approved by the General Membership.
Amenities. If the President or a former president of the Chapter is hospitalized or dies, a plant
or flowers shall be sent or hand delivered. The plant should not exceed $50.00. A card shall be
sent to the other members of the Chapter who are hospitalized or die. This courtesy card shall
be extended to immediate family members of the Chapter, including spouses, parents, or
children.
Section 6. Voting. In the event of a major impact (time-sensitive or financial) to the Chapter, the
President may call for a Chapter/General Body (anonymous) vote via email or electronic voting
platform.
Article VIII - Nominations and Elections
Section 1. Election Year. The election shall be held biennially before the last meeting of the General
Membership of the calendar year.
Section 2. Election Committee. The role of the Election Committee shall be to manage all aspects of
the election. A committee of three (3) members, appointed by the President, shall nominate at least
two (2) candidates for each of the elective officers to fill. Members of the Election Committee shall not
be eligible to be candidates for office. The Election Committee shall be appointed at least three (3)
months before the installation of officers.
Section 3. Eligibility for Office. Any active members of the Chapter shall be eligible to run for office. Any active member who wishes to hold office shall demonstrate:
1. A commitment to Xavier University
2. Evidence of Leadership: must submit personal bio to Election Committee
3. Be willing to attend at least three (3) General Body Meetings, outside of extenuating
circumstances
(a) Eligibility for Office of the President. In order to qualify for Office of the President,
the individual must:
(i) Demonstrate a commitment to Xavier through volunteer service on behalf
of Xavier
(ii) Meet the qualifications above for elected officers
Section 4. Nominations. The Election Committee shall finalize a list of nominees for the offices of the Chapter. After eligibility to be nominated has been validated, the Election Committee shall proceed to publish and circulate a ballot.
Section 5. Eligibility to Vote. Any active and associate members shall be eligible to vote.
Section 6. Balloting. Election by paper balloting or electronic balloting shall be allowed. The process must provide for reasonable access to all eligible voters and for the confidentiality and security of such voting process.
Section 7. Counting. The Election Committee shall declare winners based on majority vote.
Section 8. Installation of Officers. The newly elected officers shall be installed no later than the first
meeting following election of officers. However, they shall not take office until the following January. All officers shall have an orientation on Robert’s Rules of Order Newly Revised prior to taking office.
Article IX - Amendments to Bylaws
Section 1. Amendments. Proposed amendments shall be submitted by the Executive Board or by the
General Membership to the Bylaws Committee for review and action sixty (60) days prior to quarterly
Bylaws Committee meeting. Comments and/or suggestions from the body must be submitted at least
thirty (30) days prior to the General Body meeting.
Section 2. Vote on Amendments. These bylaws shall be amended by two-thirds (⅔) vote at the meetings of the General Membership.
Article X- Registered Agent
The full name and post office address of the Chapter’s registered agent shall be:
New Orleans Alumni Chapter
Xavier University of Louisiana
1 Drexel Drive, Campus PO Box 203
New Orleans, LA 70125