Bylaws of the Varsity M Association
An Affinity Organization of The University of Missouri Alumni Association
and The University of Missouri Department of Intercollegiate Athletics
- Established in 1994
- Revised January 24, 1998
- Revised December 4, 1999
- Revised April 18, 2002
- Revised September 4, 2004
- Revised February 4, 2005
Article I: Name
The name of the organization shall be the University of Missouri Varsity M Association hereinafter referred to as the Association.
Article II: Purpose
The Association is an affiliate program of The University of Missouri Alumni Association and supports the University of Missouri Department of Intercollegiate Athletics. The purpose of the Association is to support the goals and objectives of the University of Missouri Athletic Department in carrying out its mission for academic and athletic excellence for its student-athletes.
The Association reunites former Mizzou varsity student-athletes in the spirit of fellowship and cooperation for the proactive reason of supplementing the athletic department's effort to enhance the academic and athletic experience for current Tiger student-athletes. The Association will also assist the athletic department in its ongoing effort to promote the best image possible for all of its programs.
The Association will maintain the World War II Memorial display in the Hearnes Center at all times.
Article III: Members
Section 1. Membership
Membership in the Association shall be limited to those persons who have earned a letter in varsity athletics or sports medicine while attending the University of Missouri, and who have paid the established dues as set forth in Article XI.
Section 2. Honorary Membership
Honorary members shall include persons who have rendered distinguished service and devotion to the enhancement of athletics at the University of Missouri and who have been elected to honorary membership by the board of directors. Former athletes who were unable to earn a letter due to career ending injuries may be considered for selection. Selection to honorary membership shall require sponsorship by an active Association member and approval by a majority vote of the board of directors who are in attendance at the meeting during which the honorary membership is being considered. The organization shall pay the established dues, for a number of years to be determined by the Board, to the University of Missouri Alumni Association for any Honorary members who are not also Honorary Members of the national Association.
Section 3. Rights, Benefits and Privileges
All members, including honorary members, receive identical rights, benefits, and privileges of membership as may be determined from time to time by the board of directors with the exception that honorary members may not vote or hold office in the Association. Each active member is entitled to one vote.
Article IV: Officers
Section 1. Officers
Officers of the Association shall consist of a president, a president-elect, a secretary and a treasurer. These officers shall perform the duties prescribed by these bylaws and by the parliamentary authority adopted in Article X of these bylaws.
Section 1.a. President
The president shall call and preside at all meetings of the Association, its board of directors and executive committee, and shall have general charge of, and control over, its operations. The president shall appoint the members of all committees and shall be an ex-officio member of all committees, except the nominating committee. The president shall perform such additional duties as may from time to time be prescribed by the board of directors or the bylaws. The president shall enforce observance of the bylaws, and remain on the board of directors for three years after the term of presidency expires unless elected for another term by the majority of the board.
Section 1.b. President-Elect
The president-elect shall assist the president in the operations of the Association and shall perform such additional duties as may be prescribed from time to time by the board of directors or bylaws. The president-elect shall succeed to the office of president upon expiration of the current president's term, or in the event of a vacancy in the office of president. In the absence of the president, the president-elect shall serve in his or her stead.
Section 1.c. Secretary
An elected member shall hold the position of secretary. The secretary shall keep a record of all proceedings of the Association including all committee reports, the official membership roll, record books of bylaws, and standing rules and minutes. The secretary shall send the membership notices of each meeting, prepare the meeting agenda, and conduct the general correspondence of the Association. The secretary shall make the minutes and records of the Association reasonably available to any member upon request. In the absence of the president and president-elect, the secretary shall call the meeting to order and preside until the immediate election of a chairperson pro tem.
Section 1.d Treasurer
The treasurer shall receive all money belonging to the Association and deposit same in a bank or other approved depository in the name of the Association. The treasurer shall make a full financial report at the annual meeting, reporting all receipts and disbursements, and make such interim reports as the board of directors may direct. All payments of all invoices will be made in a timely fashion with the signature of the president.
Section 2. Term and Eligibility
The president and president-elect shall serve for a period of two years or until their successors are elected, and their terms of office shall begin at the close of the meeting at which they were elected. The treasurer shall be elected and will serve according to Article VI of these bylaws. The president-elect shall automatically assume the office of president. No member shall hold more than one office at a time; and no member shall be eligible to serve more than two consecutive terms in the same office.
Section 3. Nominations
Not less than 60 days in advance of a meeting regularly held for such purpose, the president shall appoint a nominating committee of three members. It shall be the duty of this committee to nominate candidates for the position of president-elect, treasurer, and secretary and for vacancies on the board of directors. In the case that the president-elect is unable to fulfill the duties of president, this committee shall also assume the responsibility of nominating candidates for the office of president.
At the meeting, additional nominations from the floor shall be permitted before the election. Nominees need not be members of the Board. All nominees must be members in good standing of the Association prior to the time of assuming their duties.
Section 4. Elections
The officers shall be elected at a regularly scheduled board meeting. All positions shall be filled by a majority vote of the members present.
Section 5. Resignation or Removal
Any officer may resign by notice in writing to the board of directors in care of the secretary. Any officer may be removed from office for good cause upon the vote of at least two-thirds of the directors present at a meeting where a quorum of the directors exists. Such removal shall be considered upon the request of not less than five directors; any such request shall be submitted in writing to the board in care of the secretary. The officer in question shall receive written notice not less than 30 days in advance of the meeting at which the issue of removal is to be addressed. Upon request
of the officer subject to removal action, a hearing shall be held at said meeting prior to the vote of the directors.
Section 6. Vacancies
In the event of a vacancy in the office of president, the president-elect shall fill the office for the unexpired term. Other vacancies shall be filled by appointment of the president, with approval of the Association's board of directors, for the unexpired term. In the event of the absence or inability to act of the president, the president-elect shall temporarily carry out the duties of the office.
Article V: Meetings
Section 1. Regular Meetings
The Association shall hold at least one meeting annually on a date and location to be determined by the officers. Such date shall coincide with a University of Missouri Tiger athletic event. In addition, other regular meetings may be scheduled as needed for the transaction of business or to carry out the purposes of the Association. Notice of the annual meeting and of other regular meetings shall be communicated by mail, newsletter, posting to the Varsity M Web site or by e-mail to the membership not less than 14 days prior to the meeting date.
Section 2. Special Meetings
Special meetings of the Association may be called by the president, by the executive committee, or upon the written request of four (4) members of the Board. The purposes of the meeting shall be stated in the call. Except in cases of emergency, at least 14 days notice shall be given.
Section 3. Quorum
At least eight board members must be present at any meeting to constitute a quorum for the conduct of any business of the Association.
Article VI: Board of Directors
Section 1. Composition
The board of directors shall be composed of the officers of the Association and an attempt to include at least one representative from each varsity sport. The board shall also include additional at-large members as deemed necessary to meet the objectives of the Association.
Section 2. Powers and Duties
Except as otherwise provided by law or by the bylaws of the Association, the board of directors shall exercise all of the authority of the Association and its government. The board of directors shall have general supervision of the affairs of the Association between its business meetings, fix the hour and place of meetings, make recommendations, assist the executive committee in formulating all policy matters, work toward increasing and maintaining active and honorary memberships, and perform such other duties as are specified in these bylaws. Notices of all meetings called by the president or secretary shall be attended or acknowledged. When appropriate, the board may assist with solicitation of funds for specific association purposes.
Section 3. Meetings
The board shall meet quarterly for the transaction of business or to carry out the purposes of the Association; it shall determine its own meeting times. Special meetings of the board may be called by the president and may be called upon the written request of three members of the board.
Procedures for notice shall be similar to those established in Article V, Sections 1 and 2. The board may authorize the transaction of business by mail or by telephone. All members of the Association are entitled to attend board meetings.
Section 4. Term and Eligibility
Section 5. Nominations
- Terms of office for directors shall begin at the close of the meeting at which they are elected, and directors shall serve for a period of three years from the date of election.
- No person shall be selected for more than six consecutive years as a director of the Association except as follows: officers listed in Article IV, Section 1, shall be members of the board for as long as they hold office, without regard to any limit otherwise imposed by this section. Immediate past president shall remain on the board for three years after the term of presidency expires unless an exception for an additional term is voted by a majority of the Board members present at the meeting during which the exception is considered.
- After absence from the board of directors for a minimum of two years, any former director may be selected for additional terms as a director; however, such additional service is again subject to the limits imposed herein.
The nominating committee appointed in Article IV, Section 3, shall nominate candidates for vacancies on the board of directors. A report of the nominating committee shall be mailed to the members of the association at least fourteen days prior to the meeting scheduled for election of board members.
Section 6. Elections
The election procedure established in Article IV, Section 4 shall be followed in electing members to the board of directors.
Section 7. Resignation and Removal
Any director may resign by notice in writing to the president in care of the secretary. Any director may be removed from office for good cause upon the vote of at least two-thirds of the directors present at a meeting where a quorum of the directors exists. Such removal shall be considered upon the request of not less than five directors; any such request shall be submitted in writing to the president in care of the secretary. The director in question shall receive written notice not less than thirty days in advance of the meeting at which the issue of removal is to be addressed. Upon request of the director subject to the removal action, a hearing shall be held at said meeting prior to the vote of the directors.
Section 8. Vacancies
Vacancies shall be filled by appointment of the president, with approval of the Association's board of directors, for the unexpired term.
Section 9. Executive Committee
Section 10. Expenditures
- An executive committee shall be established whose members shall serve one-year terms commencing at the close of the meeting at which new officers and directors are elected. The executive committee shall consist of the officers and two directors selected by the board of directors at said meeting. The University of Missouri director of athletics or designee and Alumni Association staff members shall be ex-officio non-voting members of the executive committee.
- Unless otherwise provided by law or the bylaws of the Organization, the executive committee shall have full authority with the approval of the athletic director or designee to conduct the business of the Association. An act or authorization of an act by the executive committee shall be as effective for all purposes as the act or authorization of the board of directors, including authorization of activities, expenditures, and all other matters normally within the jurisdiction of the board, so long as the action is approved by a vote of a majority of the total membership of said executive committee. All members of the Association are entitled to attend meetings of the executive committee.
All checks over $500.00 shall be signed by the treasurer or secretary and the president or president-elect of the Association.
Article VII: Athletic Director
To assure all activities of the Association are in accordance with the goals, objectives and best interests of the University of Missouri Athletic Department as well as in compliance with all university, conference and NCAA rules, the Director of Athletics or designee (possibly the compliance officer) shall review the minutes of all board meetings and have final approval on all actions or recommendations of the board.
Article VII: Athletic Director's Designee
The Athletic Director shall, appoint a designee as his representative to the Varsity M Board subject to the approval of the Varsity M Board. This designee shall report to the Association president and the Director of Athletics on matters relating to the Association.
Article IX: Committees and Task Forces
Section 1. Standing Committees
The following standing committees shall be established: Membership, Nominating and Resolutions. The president, with the approval of the board, shall fill all vacancies on such standing committees and shall appoint or reappoint the committee chairperson each year. Chairs of standing committees shall be subject to term limitations established in Article VI, Section 4.
Section 2. Membership Committee
A membership committee of five members shall be appointed. This committee shall evaluate the status of the Association's membership, recommend ways to enhance service to its members, develop plans and programs for attracting new members and retaining existing members, and determine ways to encourage participation from active and inactive members in affairs of the Varsity "M" Association. The committee will be directly involved in the recruitment of new members. The committee shall report to the Association's membership at least once each year and to the board of directors at least twice each year.
Section 3. Nominating Committee
The nominating committee of at least five members shall nominate the slate of directors to succeed retiring board members.
Section 4. Resolutions Committee
The resolutions committee shall prepare for executive committee action such resolutions as are deemed necessary.
Section 5. Other Committees and Task Forces
- The board or the president may establish and appoint other committees and task forces deemed necessary or appropriate. The chairperson of any such advisory committee or task force must be members of the Association and is considered an advisor to the board of directors. The president of the Association automatically shall be an ex-officio member of all committees and task forces except the nominating committee.
Article X: Parliamentary Authority
The usual parliamentary rules governing deliberative bodies contained in the current edition of Robert's Rules of Order shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Association may adopt.
Article XI: Dues
Membership dues of the Varsity M Association and the University of Missouri Alumni Association are concurrent. Any letterwinner who joins the Varsity M Association is automatically a member of the University of Missouri Alumni Association. Membership dues for an individual, dual, faculty, student or life memberships are the same as those published by the University of Missouri Alumni Association.
Article XII: Amendments
These bylaws may be amended at any regular or special meeting of the Board of Directors by an affirmative two-thirds vote of board members present or attending by proxy at any meeting. All board members must be notified of the proposed amendments at least fourteen days before scheduled meeting by mail and with the proxy privilege enclosed.
Article XIII: Regional Groups
Section 1. Purpose
In geographic areas of high membership, regional groups shall provide additional opportunities for fulfilling the goals and objectives of the Varsity M
Association. Regional groups shall encourage fellowship, networking, and greater allegiance to the Varsity M Association, MU Alumni Association and the University of Missouri.
Section 2. Criteria for Forming a Regional Group
A minimum of 25 dues-paying members of the Varsity M Association must exhibit interest in forming a regional group. A request to form a regional group must be submitted to the Board of Directors for approval.
Section 3. Funding
Regional group functions shall be funded primarily by charging attendance fees paid by individuals choosing to attend the events. Regional groups may present a written request to the Board of Directors to receive funding for related activities.
Section 4. Regional Directors
Regional directors shall be nominated by the nominating committee and appointment by the President according to the provisions set forth in Article IV,
Section 2, 3, 4, 5, & 6.