DMV Alumni Chapter
Serving the Washington D.C., Maryland and Virginia Metro Area
Chapter Bylaws
Article I: NAME
The alumni chapter is Xavier University of Louisiana (XULA) National Alumni Association (NAA) of the District of Columbia, Maryland and Virginia (DMV). This organization may also be referred to as XULA DMV Alumni Chapter.
Article II: PURPOSE, OBJECTIVES AND STATUS
Section 1. PURPOSE
To promote the mission of XULA.
Section 2. OBJECTIVES
Establish and encourage mutually beneficial relations between XULA and its alumni. Promote and preserve welcoming relations among the alumni, to foster and maintain a keen interest in financial support of XULA pertinent to the maintenance, welfare, and expansion of XULA; to encourage interest in the NAA and XULA DMV Alumni Chapter among students, and to assist XULA in recruitment activities. We recognize and welcome the special charge inherent to our being the Chapter of the National Capital Region of the United States.
Section 3. NONPROFIT STATUS
The XULA DMV Alumni Chapter is a nonprofit organization as defined under the guidelines of Internal Revenue Service 501(c)(3) status and as covered under the umbrella certifications granted to XULA.
Article III: MEMBERSHIP
Section 1. ELIGIBILITY
All alumni, former students in good standing with XULA, and Friends of Xavier (FOX(es)) shall be eligible for membership in XULA DMV Alumni Chapter.
Section 2. CLASSES OF MEMBERSHIP AND PRIVILEGES
A. Alumni Members
Any graduate in good standing with XULA. Alumni Members are eligible to hold office and to vote provided they hold Active Membership in the XULA DMV Alumni Chapter.
B. Associate Members
Any student who has matriculated at XULA and has withdrawn in good standing, after having completed a minimum of one semester, shall be eligible for Associate Membership in the XULA DMV Alumni Chapter upon completion of the class(es) that he or she was enrolled in. Associate Members are not eligible to hold elective office in the XULA DMV Alumni Chapter but are entitled to vote, provided they hold Active Membership in the XULA DMV Alumni Chapter.
C. Friend(s) of Xavier (FOX(es))
Any person who supports XULA and/or the XULA DMV Alumni Chapter can be deemed a Friend of Xavier (FOX). FOX members are not eligible to hold elective office in the XULA DMV Alumni Chapter but are entitled to vote, provided they hold Active Membership in the XULA DMV Alumni Chapter.
Section 3. ACTIVE MEMBERSHIP
A. Any person falling within a Class of Membership identified in Article III Section 2 who has fully paid their annual dues to the XULA DMV Alumni Chapter and is in good standing shall be an Active Member. Active membership shall last from the payment date of annual dues to the end to the corresponding fiscal year. The XULA DMV Alumni Chapter’s fiscal year shall begin on July 1st and end on June 30th of each calendar year.
Article IV: ELECTED OFFICERS AND DUTIES
Section l. PRESIDENT
A. Provide leadership, direction and support to the XULA DMV Alumni Chapter. The President will preside over Executive Board, Executive Committee, and General Body Meetings in accordance with the By-Laws.
B. Perform executive duties in accordance with By-Laws, assist with events and fundraising, and serve as spokesperson for the DMV Alumni Chapter.
C. Serves as Ex-Officio on all committees.
Section 2. VICE PRESIDENT
A. Support the President and Executive Board in accomplishment of the Chapter’s Objectives. In the absence of the President, he or she will perform all the duties and exercise all the powers conferred upon the President.
B. Support the President in execution of his or her executive responsibilities and fulfilling the club agenda.
C. Keep informed of activities and well-being of leadership.
D. Understand and articulate the status of affairs of the President, Executive Board, and General Body.
E. Identify and allocate resources to drive initiatives where additional support is needed.
Section 3. TREASURER
A. Support the XULA DMV Alumni Chapter and Executive Board members with financial and budgetary objectives. Monitor all financial accounts of XULA DMV Alumni Chapter to ensure accountability of funds.
B. Keep accurate records on all financial transactions. Provide financial reports as requested.
C. Receive and deposit funds from members and donors.
D. Write checks to vendors and/or members for reimbursement on authorized purchases or services made on behalf of the Chapter.
E. Remain informed of activities and the well-being of leadership and execution of the chapter agenda.
F. Understand and articulate the status of affairs of the President, Executive Board, and General Body.
G. Identify and allocate resources to drive initiatives where additional support is needed.
H. Participate in Chapter activities.
Section 4. RECORDING SECRETARY
A. Record Executive Board and General Body meeting minutes and Chapter votes.
B. Maintain and update Chapter calendar.
C. Provide minutes to members as needed or requested.
D. Participate in Chapter activities.
Section 5. CORRESPONDING SECRETARY
A. Serve as a technology resource to the Executive Board. Foster growth via digital media. Maintain the website and Club email accounts.
B. Maintain email and other contact lists.
C. Use various forms of media to inform the XULA DMV community on upcoming events and announcements.
D. Attend General Body meetings and Participate in Chapter activities.
E. Assist with Membership and Reclamation tasks.
F. Assist or manage information technology-related tasks.
G. Maintain oversight of social media and other correspondence pertaining to XULA DMV Alumni Chapter affairs.
Section 6. FINANCIAL SECRETARY
A. Support the Goals and Objectives of the XULA DMV Alumni Chapter with financial status and reports to enable planning and implementation of activities.
B. Keep a written record of funds received and bank deposits with proper receipts.
C. Reconcile all financial actions with the Treasurer received directly or electronically.
D. Submit current financial reports, signed and dated, to the Executive Board and membership.
E. Collaborate with the Executive Leadership to establish financial goals of Chapter.
F. Collaborate with the Treasurer to monitor and maintain financial records and reports.
G. Participate in Chapter activities.
Section 7. PARLIAMENTARIAN
A. Ensure that appropriate procedures are consistently and fairly applied in meetings.
B. Advise officers and members of appropriate applications of parliamentary authority, as well as potential adaptations of such (Roberts Rules of Order, etc.).
C. Assist in the installation of new officers by administering the oath of office. In the absence of the Parliamentarian, this task should be carried out by the highest sitting officer present.
D. Participate in Chapter activities.
ARTICLE V: PARLIAMENTARY AUTHORITY
Section 1. BY-LAWS
By-laws shall be reviewed by an ad-hoc committee appointed by the President. Upon completion of the By-laws, members in good standing shall be notified of the meeting that the by-laws will be voted upon.
Section 2. AMENDMENTS
The By-laws may be amended by a two-thirds vote of the members in good standing who are present at any regular or called General Body Meeting.
Article VI: GENERAL BODY MEETINGS
Section 1. REGULAR MEETINGS OF THE GENERAL BODY
A. The Executive Board (E-Board) shall publicize a schedule, listing every regular General Body Meeting (GBM) to be held during the calendar year. This schedule must be made available to the Membership in January or during the 4th Quarter of previous year.
B. The above schedule should include not only days and dates, but times and locations of meetings. If this information is deemed tentative, such must be made clear publicly. If such details have not been readily established by the above deadline, the Membership must be kept abreast as the E-Board moves quickly to solidify such details.
C. Regular GBMs should be held on a bimonthly basis. However, the E-Board, in consultation with the Membership, reserves the right to alter this frequency when planning the schedule for the upcoming year.
D. Having consulted the General Body, the E-Board may opt for an occasional GBM of some virtual nature. This option may be selected only with extraordinary justification and with a clearly established plan of execution.
E. The E-Board may alter the publicized calendar of GBMs only under extraordinary circumstances, e.g., treacherous weather conditions or unforeseen events of major national significance or major significance to the DMV.
F. A change of the publicized calendar may be made by the President with a majority of Board members in agreement. In such a case, once the President has exercised due diligence in attempting to contact all members of the Board, such a majority will be determined by those officers who have been successfully contacted.
G. Under extraordinary circumstances such as the examples listed above, two-thirds of the E-Board may also override the President’s decision not to adjust the schedule of GBMs. The E-Board must discuss and reflect upon such action and any possible ramifications during a subsequent meeting of the Board.
Section 2. SPECIAL OR EMERGENCY MEETINGS OF THE GENERAL BODY
A. Under special circumstances, the President or a majority of Officers may call a Special GBM that must be publicized in as timely a manner as possible.
B. The President may veto a majority decision by the Executive Board to call a Special or Emergency GBM. Such a veto is subject to override by two-thirds of the E-Board.
C. A Presidential call for a Special or Emergency GBM is subject to override by two-thirds of the E-Board.
Section 3. QUORUM
A. A Quorum in a General Body Meeting includes any two officers, plus a percentage of Active Members established by the E-Board while planning the GBM calendar. This percentage must be publicized no later than January of the affected year and well in advance of any regular GBM of that year.
B. If the two conditions to establish Quorum are not met, the officer(s) present may choose to proceed with a meeting. In such a case, no votes may be taken. If all officers fail to attend a GBM, the meeting is not to be held. The exception is if special arrangements, e.g., the appointment of proxies, have already been made.
1. A proxy for an Executive Board member must be an Active Alumni Member.
2. A proxy for an Active Alumni Member at a GBM can be appointed in advance and should possess the proper qualifications.
Article VII: EXECUTIVE BOARD
Section 1. COLLECTIVE ROLE
The executive Board (E-Board) is the Executive Branch of the XULA DMV Alumni Chapter. The E-Board is composed of the President, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, Financial Secretary, and Parliamentarian.
Section 2. MEETINGS
A. The E-Board shall establish a calendar of regular E-Board meetings for the calendar year.
B. Officers should participate in at least a majority of these agreed-upon meetings. Any officer who anticipates his or her absence (both physical and virtual) from a meeting should arrange for a qualified proxy to act in their place. The President or the Board must be notified of this arrangement in advance; dire emergencies excepted.
C. A majority of the Board must agree to any altering of the established E-Board meeting calendar.
D. Under special circumstances, the President may call a Special or Emergency Meeting of the Executive Board. Due diligence must be exercised in attempting to notify every Board Member of such a meeting. No official action may be taken without such an effort. Officers who are unable to participate are asked, but not required, to appoint qualified proxies.
E. Under special circumstances, a majority of the Board may call a Special or Emergency Meeting of the Executive Board. Due diligence must be exercised in attempting to notify every Board Member of such a meeting. No official action may be taken without such an effort. Officers who are unable to participate are asked, but not required, to appoint qualified proxies.
F. In general, the Board will not prohibit other Members of the chapter from attending its meetings and it reserves the right to do so when practical.
G. The Board will not exclude board members from participating in its meetings, except under extraordinary circumstances, e.g., discussion of corrective action involving the excluded member. Under such circumstances, the officer in question must be made aware that such a meeting is to be held. Only under extraordinary circumstances of a positive nature, e.g., discussion of a commendation for an officer, may the Board intentionally meet without the knowledge of an officer.
Section 3. COMMENDATION AND CORRECTIVE ACTION
A. The President may choose to officially commend any officer other than him/herself. The President must notify the Board in advance. If there is opposition within the Board, a vote must be taken before the commendation can be issued.
B. A majority of the E-Board may vote to officially commend any member of the chapter.
C. In order for the General Body to remove an elected officer or appointed committee member from his or her post, a simple majority must choose to hold a recall vote. The upcoming recall vote must be well-publicized, and as stated above, at least two-thirds of those voting must vote in favor of the recall.
D. An officer can be suspended from his or her post with a minimum of two-thirds majority vote within the E-Board. Only in matters involving serious criminal allegations or serious civil action does the Board have the right to suspend an officer for a period of longer than 60 days.
E. The Executive Board maintains the right to censure an officer for behavior unbecoming of that person’s office. A minimum of two-thirds of the E-Board must vote in favor of censure.
F. An officer who is the subject of corrective action has the right to appeal such action beyond the chapter level.
ARTICLE VIII: ELECTIONS
Section 1. OFFICERS AND TERM
The officers of the XULA DMV Alumni Chapter are elected on a nomination and voting timeline to coincide with the NAA officer elections on the following schedule:
3rd Saturday of January - Call for Nominations.
2nd Saturday of February - Deadline for Nominations.
4th Saturday of February - Biographical information forms sent to nominees, vetting of nominees, and extension of nominations (if necessary due to lack of nominees).
3rd Saturday of March - Close of extended nominations (if necessary), final vetting of nominees and announcement/publication of eligible candidates/nominees.
4th Saturday of March - Electronic ballots emailed to Active Members, electronic (online) voting opens.
3rd Saturday of April - Deadline to vote. Electronic (online) voting ends.
4th Saturday of April - Announcement of election results.
3rd Saturday of May - Newly elected officers are installed at May GBM. The transition with the current and newly elected officers will be conducted in June.
July 1 - New elected officers shall take office and begin their term on this date.
Section 2. TERM
The XULA DMV Alumni Chapter Officers shall be elected for and serve a term of three years. The offices of President and Vice-President are limited to two consecutive terms in the same elected office. In the absence of a suitable candidate for officer positions, the incumbent may serve on an interim basis until a replacement is elected. In addition, nominees for the office of President shall have prior service as an elected or appointed member of the Executive Board or Executive Committee. However, in the absence of such qualified nominees for President, such nominees shall have been an Active Member of the XULA DMV Alumni Chapter during the previous annual membership period.
Section 3. NOMINATIONS
Nominees shall be Active Alumni Members in good standing in the XULA DMV Alumni Chapter.
Section 4. SLATE OF CANDIDATES
The Executive Committee shall prepare a slate of candidates before the scheduled election. It will be the duty of the Executive Committee to:
A. Solicit and receive nominations from the Alumni Members of XULA DMV Alumni Chapter.
B. Provide timely notice of office vacancies, requirements and timelines.
C. Publish the slate nominees/candidates before the election.
D. Notify the Executive Board and General Body of the election results.
Section 5. VACANCIES
If possible, two nominees will be provided by the Executive Committee to fill any Executive Board vacancy. Active Members will vote to elect one of the two nominees by majority vote via electronic (online) ballot or at a designated GBM. Elected Officers shall serve until the next election and installation of officers.
ARTICLE IX: COMMITTEES
Section 1. EXECUTIVE COMMITTEE
A. The Executive Committee shall consist of the Elected Officers and Committee Chairpersons.
B. The Executive Committee shall transact the business of the XULA DMV Alumni Chapter. All expenditures and projects sponsored by the Alumni Chapter must be approved by a two-third vote of the Executive Committee.
C. The Committee Chairpersons shall be able to participate in Executive Committee meetings but will not have an Executive Board vote.
D. Any Executive Officer who is unable to fulfil his/her responsibilities and duties must submit a letter of resignation to the Executive Committee.
Section 2. STANDING COMMITTEES
The President shall appoint a chairperson for each Standing Committee. Each chairperson shall assume responsibility for all activities of that committee. Standing committees are as follows:
A. Membership and Reclamation.
B. Fundraising.
C. Outreach.
D. Social.
Section 3. AD-HOC COMMITTEES AND SPECIAL ASSIGNMENTS
Ad-Hoc Committees may be appointed by the President as needed for a specific function. Special assignments, such as Historian, Assistant Treasurer, FOX Chair, etc., may be appointed by the President.
Section 4. COMMITTEE CHAIRPERSONS
All Committee Chairpersons shall be responsible for setting and conducting Committee Meetings to preparing, studying, and/or planning for various projects. Committee Chairpersons shall submit a report of their meeting to the General Body at the subsequent meeting. All Standing Committee Chairpersons are required to attend all Executive Board Meetings. All other Committee Chairpersons are to attend Executive Board and Executive Committee Meetings by invitation only.
(Revised May 16, 2026)
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