Bryn Mawr Alumnae Club Handbook



Alumnae Association Regions and Clubs

The Alumnae Association uses the regional structure that is utilized by the rest of the
Bryn Mawr College community. It consists of the six U.S. regions plus the international region.
Local Clubs that fall within the specific regions are as follows (as of 6/08):

Middle States Regions Middle States Clubs
Delaware New York Baltimore Club Princeton Club
DC Pennsylvania New York City Club Washington, DC, Club
Maryland Virginia (Northern) Northern New Jersey Club Westchester County Club
New Jersey   Philadelphia Club Western Pennsylvania Club

Midwestern Regions Midwestern Clubs
Illinois Nebraska Ann Arbor Club Minneapolis-St. Paul Club
Indiana North Dakota Chicago Club St. Louis Club
Iowa Ohio Indiana Club  
Kansas South Dakota    
Michigan West Virginia    
Minnesota Wisconsin    

Western Regions Western Clubs
Alaska Nevada Colorado/Wyoming Club Portland Club
Arizona Oregon Eugene Oregon Club Seattle Club
California Utah Greater Phoenix Gathering Southern California Club
Colorado Washington Northern California Club Tucson Club
Hawaii Wyoming    

Southern Region Southern Clubs
Alabama Mississippi Atlanta Gathering
Florida North Carolina Triangle NC Club
Georgia South Carolina  
Kentucky Tennessee  
Louisiana Virginia
(except Northern VA)

Southwestern Region Southwestern Clubs
Arkansas Oklahoma Houston Area
New Mexico Texas  

New England Region New England Clubs
Connecticut New Hampshire Boston Club New Hampshire/Vermont Club
Maine Rhode Island Hartford Club New Haven Club
Massachusetts Vermont Fairfield Club Rhode Island Club

International Clubs
Great Britain Club Hong Kong Club Israel Club
Japan Club Paris Club  

BY-LAWS (sample)

Article I—Name

The name of this club shall be (the Bryn Mawr College Club of:_________________)

Article II—Purpose

The Club is organized exclusively for charitable and educational purposes within the meaning of Section 501(c) (3) of the Internal Revenue Code of 1954. Specifically, the purpose of the Club shall be to further the interests and general welfare of Bryn Mawr College, an exempt organization, and thus to advance and maintain the cause of higher education.

Article III—Membership

Membership shall be open to all alumnae/i of Bryn Mawr College.

Article IV—Dues

There shall be no dues for membership in the Club. (Or: The amount of annual dues will be determined by the Executive Board, but is not to exceed $____________________.)

Article V—Officers

Section 1: Officers

The officers of the Club shall be a President, a Secretary, and a Treasurer, and such other officers as shall be elected by the Executive Board from time to time.

Section 2: Term of Office

Each officer shall hold office for three years and until the election and qualification of her successor.

Section 3: Elections

Officers shall be elected at the annual meeting of the Club. The Executive Board shall recommend possible candidates to the members.

Section 4: Duties of Officers

The duties of the President, Secretary, and Treasurer shall be such as usually pertaining to these offices.

Section 5: Vacancies

A vacancy in any office shall be filled by appointment by a majority vote of the remaining members of the Executive Board, even if less than a quorum. The officer so appointed shall serve until the next meeting of the members, when the vacancy shall be filled by the election of a candidate for the unexpired term. In the event there shall be no remaining officers able to act, the District Councilor designated by the Alumnae Association of Bryn Mawr College may fill any vacancies or appoint a board, all of whom shall act until a meeting of the members shall be called to elect officers to fill the vacancies.

Section 6: Removal of Officers

Any officer may be removed for cause by a majority of the members present at a special meeting of the members called for that purpose upon the recommendation of the Executive Board.

Article VI—Executive Board

Section 1: Members

The President, the Secretary, and the Treasurer of the Club shall constitute an Executive Board to conduct the business and affairs of the Club.

Section 2: Committees

The Executive Board may consult and appoint such committees as it deems advisable to help carry out the purposes of the Club. Such committees shall report to the Executive Board.

Section 3: Meetings

The Executive Board shall meet before the annual meeting of the Club and at such other times as the President may designate or any member of the Executive Board shall request. The Executive Board shall act by a majority vote of those board members attending a meeting at which a quorum is present.

Section 4: Quorum

A majority of the members of the Executive Board shall constitute a quorum.

Section 5: Notice

All board members must be notified at least three days before a meeting of the Executive Board. Notice may be waived in writing by any board member before or after the meeting. Attendance at a meeting without objection shall constitute a waiver of notice.

Article VII—Restriction on Holding Office

All Board members and officers must be alumnae/i of Bryn Mawr College.

Article VIII—Meetings of Members

Section 1: Regular and Special Meetings

There shall be one annual meeting of the members on a date and at a place selected by the Executive Board. Special meetings may be called at the discretion of the president and shall be called on the written request of ten members.

Section 2: Quorum

Fifteen (or: insert appropriate number) members shall constitute a quorum.

Section 3: Notice

Notice shall be sent to all members neither more than sixty nor less than ten days before the meetings. Attendance at a meeting without objection shall constitute a waiver of notice.

Article IX—Financial Affairs

Section 1: Receipt of Funds

The Treasurer shall deposit all funds collected by the Club in a bank account in the name of (The Bryn Mawr Club of ___________________________).

Section 2: Checks

The president or the Treasurer shall be authorized to sign all checks; but any check written in an amount greater than one thousand dollars shall require the signatures of both the president and the Treasurer.

Article X—Dissolution

Upon dissolution of the Club, the Executive Board shall distribute the remaining assets of the Club to the Alumnae Association of Bryn Mawr College to be used for the charitable and educational purposes for which the Club was organized.

Article XI—Restriction Of Activities

The Club shall not carry on propaganda or otherwise attempt to influence legislation, and the Club shall not participate in or intervene in any political campaign on behalf of any candidate for public office.

Article XII—Annual Report

The President shall submit to the Alumnae Association of Bryn Mawr College an Annual Report on the Club's activities and such other information as may be requested from time to time.

Article XIII—Amendments

The provisions of these bylaws may be amended with the approval of a majority of the Executive Board or a majority of the members of the Club.


EIN Number/Club Tax Exempt Number

If your club has received tax-exempt status, these numbers, most likely, will be the same. If your club does not have tax-exempt status, you should still have an Employer Identification Number (this is required to open a checking account).

Section I—Account Balances as of June 1

Enter account balances as of the beginning of the fiscal year for which you are filing a report (i.e., for the 1999–2000 fiscal year, you would enter account balances as of June 1, 1999).

Section II—Revenue

Itemize all revenue received during the fiscal year. If necessary, attach an additional page.

Section III—Expenses

Itemize all expenses incurred during the fiscal year. If necessary, attach an additional page.

Account Balances as of May 31

Enter account balances as of the end of the fiscal year for which you are filing a report (i.e., for the 1999–2000 fiscal year, you would enter account balances as of May 31, 2000).

Please be sure that your financial report balances:
TOTAL I + TOTAL II - TOTAL III = Total Account Balances as of May 31
If you cannot make it balance, please attach a note of explanation.

Scholarship Fundraising Detail

Briefly describe your organization's scholarship fundraising project.

Sign and date your report.

Note: You will need three copies of your financial report - you should keep one for your records, send one to your club president by May 31, and send the original to the Alumnae Association by June 30.

Questions should be directed to the accounting and financial specialist in the Alumnae Association office.