HMC
The HMCAA BoG Vice-President is voted into office by a plurality of votes of the BoG and shall serve a one year term.
TREASURER'S DUTIES:
The HMCAA BoG Treasurer is voted into office by a plurality of votes of the BoG and shall serve a one year term. In addition, this person shall...
The HMCAA BoG Secretary is voted into office by a plurality of votes of the BoG and shall serve a one year term. In addition this person shall...
The HMCAA BoG Assistant Treasurer is voted into office by a plurality of votes of the BoG and shall serve a one year term. In addition, this person shall...
EXECUTIVE COMMITTEE DUTIES:
The HMCAA BoG Executive Committee shall...
HMCAA BoG Alumni Fundd Committee, with the assistance of the Alumni Office, shall...
The HMCAA BoG Alumni Events Committee, with the assistance of the Alumni Office, shall...
The HMCAA BoG Selections Committee, with the assistance of the Alumni Office, shall...
BOARD OF GOVERNORS MEETINGS:
The Board has adopted the parliamentary procedure spelled out in the booklet entitled "Parliamentary Procedure", published by the Extension Service, College of Agriculture, Rutgers -- the State University, New Brunswick, NJ; Extension Bulletin 332. (12 Feb. 83)
The schedule of the HMCAA BoG meetings should be published well in advance so that interested parties may attend. (29 Oct. 77)
Three HMCAA BoG meetings per year are to be held in Southern California and one per year in Northern California. (1 Apr. 89)
The BoG will, on a yearly basis, invite ASHMC to send a representative to all regularly scheduled BoG meetings. (2 Dec. 95)
All alumni who are members of the BoT shall be invited to all regularly scheduled BoG meetings. (2 Dec. 95)
Members of the Administration (including but not limited to the President of the College) are regularly invited to BoG meetings to report on topics of interest to the alumni. (2 Dec. 95)
Committee meetings will be held concurrent with BoG meetings. (2 Dec. 95)
BOARD OF GOVERNORS BALLOTS:
HMCAA BoG ballots should have a candidate's statement for each candidate. A candidate's statement shall not exceed 150 words. If a candidate's statement exceeds 150 words as received, the candidate shall be asked to revise to 150 words or less. If the candidate refuses, the statement may be truncated. (12 Jun. 82)
Each candidate shall be asked to provide biographical information which should include name, class and present location. Additional information such as activities on campus or with the Alumni Association may be included if the candidate desires. (9 Feb. 80)
HMCAA BoG ballots shall include the instruction: vote for no more than seven. (1 Apr. 89)
BOARD OF GOVERNORS MINUTES AND INFORMATION:
Any alumnus actively interested in BoG activities may be included on the distribution list of BoG notices, agendas, etc., by making a request to the Alumni Office. (11 Mar. 76)
The Alumni Office will make available and/or send a copy of the minutes of BoG meeting to any alumnus upon request.
The Alumni Office will work with BoG members to make the minutes of BoG meetings available on-oine. (17 Sept. 04)
All graduating seniors shall be sent a Welcome to the Alumni Association package comprising the following items: (2 Dec. 95)
FINANCIAL MATTERS
DISCRETIONARY FUND:
PUBLICATIONS
ALUMNI DIRECTORY
The Alumni Directory should be published on a triennial basis. The directory should consist of at least name, home address, phone number, and e-mail address. (22 Jun. 02)
Alumni Directories are to have geographical sorts at the end. (2 Dec. 95)
The standing committees of the Alumni Association, a statement of what the Board of Governors does, and how to get nominated to the BoG is to be posted on the web site. (17 Sept. 04)
Other information may be included at the discretion of the Executive Committee or the Alumni Office.
PUBLICATION ADVISORY BOARD:
The Executive Committee is empowered by the BoG to designate or act as a publication advisory board to the staff of the college. (10 Mar 79)
GENERAL ALUMNI MATTERS
MEMBERSHIP IN HMCAA:
The opportunity to become a member of the HMCAA will be extended to all former Harvey Mudd Students. Those who did not graduate but spent at least one semester in residence will be sent an invitation immediately following the graduation of their class. A positive response, yes or no, will be acted on in an appropriate manner. (27 Apr. 74)
HONORARY ALUMNI:
Recipients of Honorary Degrees from Harvey Mudd College are to be recognized as Honorary Alumni of the college with all rights and privileges pertaining there unto. Such alumni will not be solicited by the Alumni Fundd.
The BoG may, by majority vote, create Honorary Alumni according to the criteria below. A candidate for Honorary Alumni shall:
be a long standing friend of the college, its students, and alumni.
have contributed significantly to the betterment of the students and alumni.
Proposed Honorary Alumni are to be presented to the BoG by the Selections Committee with reasons for the person's nomination. (2 Dec. 95)
ORDER OF THE WART:
Given for a significant contribution to the alumni of HMC. Proposed Order of the Wart recipients are to be presented to the BoG by the Selections Committee with reasons for the person's nomination. (22 Jun. 02)
AWARDING OF WARTS:
Whereas warts have important meaning to alumni, and whereas the alumni created, nurtured, and fostered the concept of the wart as recognition for a job well done, the BoG hereby claims and asks all others to respect the exclusive use by alumni of warts or the Order of the Wart for special recognition of those parties deemed worthy by the BoG. However, the BoG recognizes that the Alumni Director may award warts, subject to the approval of the Executive Committee. (22 Jun. 02)
OUTSTANDING ALUMNI:
Given to alumni who have made significant contributions to humanity or society, and whose contributions demonstrate a high level of sustained commitment and involve considerable personal sacrifice. The categories for recognition are as follows:
ATHLETIC HONORS:
The HMCAA will support Hall of Fame/Wall of Fame/Athletic Honors programs by paying the cost of awards to HMC alumni. (7 Sep. 91)
BoG Policies and Procedures
August 2004
This revision of the June 2002 version updates the document to come into line with the operating policies and procedures of the HMCAA BoG. Contradicting and inaccurate items have been removed. For the purposes of this document, the Alumni Director is that person who is employed by Harvey Mudd College and is responsible for directing the alumni relations program on behalf of the college.
DUTIES OF OFFICES
PRESIDENT'S DUTIES:
The Harvey Mudd College Alumni Association (HMCAA) BoG President is voted into office by a plurality of votes of the BoG and shall serve a one year term. In addition, this person shall...
- write a letter of appreciation and congratulations or otherwise honor each faculty member planning to retire. (19 Jul. 95)
- invite the HMC President to speak to the BoG annually. (19 Jul. 95)
- provide the Alumni Office with a welcome letter to be included in the Welcome to the Alumni Association package given to graduating seniors in the Spring of each year. (2 Feb. 81)
- provide information and assistance to a 'potential president in training' if such a person has been identified. (1 Apr. 89)
- chair and submit a report on the activities of the Executive Committee at each BoG meeting. (22 Jun. 02)
- represent the BoG at appropriate college events unless another person has been identified as the BoG's representative. (22 Jun. 02)
- immediately after vacating the office of BoG President, be available to serve for a one-year term as a regular trustee on the college Board of Trustees. If the outgoing BoG President is unable to serve, this position will be filled by an alumni nominated by the BoG that meets the criteria set forth by the Board of Trustees. While serving on the Board of Trustees, this trustee also shall serve as liaison between the Board of Trustees and the BoG. (22 Jun. 02)
The HMCAA BoG Vice-President is voted into office by a plurality of votes of the BoG and shall serve a one year term.
TREASURER'S DUTIES:
The HMCAA BoG Treasurer is voted into office by a plurality of votes of the BoG and shall serve a one year term. In addition, this person shall...
- chair the Alumni Fundd Committee. (22 Jun. 02)
- advise the Alumni Office regarding any solicitation of funds from the Alumni by the College, student groups and also use of the address lists in the Alumni Office. (19 Jul. 95)
- present to the BoG the financial status of the Discretionary Fund. (22 Jun. 02)
The HMCAA BoG Secretary is voted into office by a plurality of votes of the BoG and shall serve a one year term. In addition this person shall...
- submit copies of the minutes of any BoG meeting to the Alumni Office within four (4) weeks of the conclusion of that meeting so they can be forwarded to the BoG and posted on the web. (17 Sept. 04)
- review and update the Policies and Procedures if revisions are necessary, and send revised copies of those revisions to each BoG member. (22 Jun. 02)
- annually review and bring to the attention of the BoG any inconsistencies with the Bylaws pursuant to the procedures set forth in Article VI of the Bylaws. (22 Jun. 02)
The HMCAA BoG Assistant Treasurer is voted into office by a plurality of votes of the BoG and shall serve a one year term. In addition, this person shall...
- serve as a member of the Alumni Fundd Committee. (19 Jul. 95)
- be nominated for the office of HMCAA BoG Treasurer at the following annual meeting of the HMCAA BoG. (19 Jul. 95)
EXECUTIVE COMMITTEE DUTIES:
The HMCAA BoG Executive Committee shall...
- shall hold an annual retreat. (22 Jun. 02)
- after its election at the annual meeting (but not necessarily at that meeting), establish a calendar of meetings, the dates, places, and times of which are to be made known to the Alumni Association and the Alumni Office. (22 Jun. 02)
HMCAA BoG Alumni Fundd Committee, with the assistance of the Alumni Office, shall...
- coordinate all appeals to the Alumni for money for the college, HMC students or student organizations, etc. (9 Feb. 89)
The HMCAA BoG Alumni Events Committee, with the assistance of the Alumni Office, shall...
- organize and publicize alumni activities. (19 Jul. 95)
- assist in the planning, organization, publication, and execution of Alumni Weekend. (22 Jun. 02)
The HMCAA BoG Selections Committee, with the assistance of the Alumni Office, shall...
- select and invite BoG nominations
- recommend to the Board of Trustees prospective Board of Trustees candidates, as requested. (22 Jun. 02)
- propose Honorary Alumni Nominees. (22 Jun. 02)propose Order of the Wart Nominees. (22 Jun. 02)
- propose Outstanding Alumni Nominees. (22 Jun. 02)propose Hall of Fame Nominees. (22 Jun. 02)
- contact the Athletic Department prior to the start of the selection for the Outstanding Athlete award so that the designated representative of the Board of Governors can participate in the election process. (19 Jul. 95)
- appoint an interested alumnus to maintain liaison with the CMS coaching staff to monitor the selection and awarding of the Outstanding Athlete award. (19 Jul. 95)
- invite alumni to attend the annual Saddle Rock trustee retreat. (19 Jul. 95)
- review submissions from the CMS coaching staff for Hall of Fame honors and submit nominees. (19 Jul. 95)
BOARD OF GOVERNORS MEETINGS:
The Board has adopted the parliamentary procedure spelled out in the booklet entitled "Parliamentary Procedure", published by the Extension Service, College of Agriculture, Rutgers -- the State University, New Brunswick, NJ; Extension Bulletin 332. (12 Feb. 83)
The schedule of the HMCAA BoG meetings should be published well in advance so that interested parties may attend. (29 Oct. 77)
Three HMCAA BoG meetings per year are to be held in Southern California and one per year in Northern California. (1 Apr. 89)
The BoG will, on a yearly basis, invite ASHMC to send a representative to all regularly scheduled BoG meetings. (2 Dec. 95)
All alumni who are members of the BoT shall be invited to all regularly scheduled BoG meetings. (2 Dec. 95)
Members of the Administration (including but not limited to the President of the College) are regularly invited to BoG meetings to report on topics of interest to the alumni. (2 Dec. 95)
Committee meetings will be held concurrent with BoG meetings. (2 Dec. 95)
BOARD OF GOVERNORS BALLOTS:
HMCAA BoG ballots should have a candidate's statement for each candidate. A candidate's statement shall not exceed 150 words. If a candidate's statement exceeds 150 words as received, the candidate shall be asked to revise to 150 words or less. If the candidate refuses, the statement may be truncated. (12 Jun. 82)
Each candidate shall be asked to provide biographical information which should include name, class and present location. Additional information such as activities on campus or with the Alumni Association may be included if the candidate desires. (9 Feb. 80)
HMCAA BoG ballots shall include the instruction: vote for no more than seven. (1 Apr. 89)
BOARD OF GOVERNORS MINUTES AND INFORMATION:
Any alumnus actively interested in BoG activities may be included on the distribution list of BoG notices, agendas, etc., by making a request to the Alumni Office. (11 Mar. 76)
The Alumni Office will make available and/or send a copy of the minutes of BoG meeting to any alumnus upon request.
The Alumni Office will work with BoG members to make the minutes of BoG meetings available on-oine. (17 Sept. 04)
All graduating seniors shall be sent a Welcome to the Alumni Association package comprising the following items: (2 Dec. 95)
- A welcome letter from the HMCAA BoG President
- HMCAA decal or similar item when availableAn explanation of the Board of Governors
- A change of address return card
- All graduating seniors shall be given an opportunity to receive a current copy of the Alumni Directory (2 Dec. 95)
FINANCIAL MATTERS
DISCRETIONARY FUND:
I. Uses
All uses of this fund must directly benefit the college or directly benefit the alumni.
Any use must meet one or both of these requirements. In a decision process, care should be taken to meet both requirements.
II. Expenditures
The Alumni Director is authorized to make routine expenditures up to $100. The Executive Committee will authorize all expenditures exceeding $100.
III. Discretionary Fund
As a matter of policy, the size of the Discretionary Fund will be limited to 50% of the current annual tuition level. If at any time the balance of the account exceeds this amount, the Alumni Director will notify the Executive Committee who will authorize, as soon as possible and within 120 days, transfer of funds to Current Funds Unrestricted (CFU) at least sufficient to bring the balance within limits. If the Executive Committee fails to act within the 120-day period, the Alumni Director may, not withstanding the paragraph above, and acting alone, transfer only sufficient funds to CFU to bring the balance within limits. (22 Jun. 02)
IV. Accounting
The records of this account shall be kept in the Alumni Office and shall be available for inspection at any reasonable time by the college or its agents or by any member of the HMCAA. At the first meeting following the close of the college fiscal year, the Alumni Director shall prepare a report on the discretionary fund, and expenditures from it including the basis of approval of same. This report shall be accepted by a majority vote of the BoG. The account may be audited as part of the college's regular accounting cycle, or by a majority vote of the BoG.
PUBLICATIONS
ALUMNI DIRECTORY
The Alumni Directory should be published on a triennial basis. The directory should consist of at least name, home address, phone number, and e-mail address. (22 Jun. 02)
Alumni Directories are to have geographical sorts at the end. (2 Dec. 95)
The standing committees of the Alumni Association, a statement of what the Board of Governors does, and how to get nominated to the BoG is to be posted on the web site. (17 Sept. 04)
Other information may be included at the discretion of the Executive Committee or the Alumni Office.
PUBLICATION ADVISORY BOARD:
The Executive Committee is empowered by the BoG to designate or act as a publication advisory board to the staff of the college. (10 Mar 79)
GENERAL ALUMNI MATTERS
MEMBERSHIP IN HMCAA:
The opportunity to become a member of the HMCAA will be extended to all former Harvey Mudd Students. Those who did not graduate but spent at least one semester in residence will be sent an invitation immediately following the graduation of their class. A positive response, yes or no, will be acted on in an appropriate manner. (27 Apr. 74)
HONORARY ALUMNI:
Recipients of Honorary Degrees from Harvey Mudd College are to be recognized as Honorary Alumni of the college with all rights and privileges pertaining there unto. Such alumni will not be solicited by the Alumni Fundd.
The BoG may, by majority vote, create Honorary Alumni according to the criteria below. A candidate for Honorary Alumni shall:
be a long standing friend of the college, its students, and alumni.
have contributed significantly to the betterment of the students and alumni.
Proposed Honorary Alumni are to be presented to the BoG by the Selections Committee with reasons for the person's nomination. (2 Dec. 95)
ORDER OF THE WART:
Given for a significant contribution to the alumni of HMC. Proposed Order of the Wart recipients are to be presented to the BoG by the Selections Committee with reasons for the person's nomination. (22 Jun. 02)
AWARDING OF WARTS:
Whereas warts have important meaning to alumni, and whereas the alumni created, nurtured, and fostered the concept of the wart as recognition for a job well done, the BoG hereby claims and asks all others to respect the exclusive use by alumni of warts or the Order of the Wart for special recognition of those parties deemed worthy by the BoG. However, the BoG recognizes that the Alumni Director may award warts, subject to the approval of the Executive Committee. (22 Jun. 02)
OUTSTANDING ALUMNI:
Given to alumni who have made significant contributions to humanity or society, and whose contributions demonstrate a high level of sustained commitment and involve considerable personal sacrifice. The categories for recognition are as follows:
- community service (work with institutions, organizations, etc.)
- global contribution (work in education, the environment, world relations, philanthropy, etc.)
- science and technology (technological development and application, product development, advances in medicine, etc.)
ATHLETIC HONORS:
The HMCAA will support Hall of Fame/Wall of Fame/Athletic Honors programs by paying the cost of awards to HMC alumni. (7 Sep. 91)
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