Bylaws of the Southern Delaware Academy of Lifelong Learning

ARTICLE I

Definitions

1. The name of this organization is the Southern Delaware Academy of Lifelong Learning (SDALL) and referred to hereafter as the Academy.

2. The Academy functions cooperatively with and under the aegis of the Division of Professional and Continuing Studies, University of Delaware.

3. The academic year will run from the first day of the month after the end of the spring Semester to the last day of the month of the following spring semester, e.g., from May 1 2005 to April 30, 2006. The fiscal year shall coincide with that of the University of Delaware.

ARTICLE II

Mission

The mission of the Academy, a Continuing Studies program of the University of Delaware, is to operate a self-governing cooperative educational community that fosters, promotes and provides intellectual, cultural and art-of-living learning experiences in a supportive social environment for mature adults in Southern Delaware.

ARTICLE III

Membership

1. Categories

   There shall be three categories of membership, with one basic prerequisite. The person must be interested in and support the mission of the Academy. Once established as a member for a semester, membership remains in effect until the beginning of the next semester.

   1. Full members are either 50 years old or older, or the spouse of a full member, and have completed an application form and paid the membership fee set by the Council for the current semester.

   2. Associate members are adults not eligible to be full members who have been recommended by a full member, approved by the Program Coordinator, and have submitted an application and paid the membership fee for the current semester.

   3. Instructor Only members need only have completed a course proposal and had the proposal accepted by the Academic Affairs Committee. Instructor Only members do not pay a fee and are not eligible to attend courses as students

2. Member Responsibility

   The Academy is a cooperative undertaking; its success depends on the willingness of members to serve as instructors, on committees, and as council members. The academic and social content of the Academy programs are created by the voluntary participation of its members.

3. Meetings

   There shall be a General Membership meeting once each semester open to all full and associate members. Meetings shall take place within the first half of the semester and dates shall be included in the course catalog. Minutes of the meeting shall be posted on the Academy bulletin board.

ARTICLE IV

University of Delaware/Academy Relations

1. The University of Delaware representative for the Academy, the Program Coordinator, is employed by the University of Delaware. The Program Coordinator is hired on Council recommendation based on interviews conducted by the Council.

2. The University, under the Professional and Continuing Studies Program, contracts space for the Academy courses and special events, serves as fiscal agent, and assumes responsibility for all fiscal matters of the Academy. The Council governs within the Budget agreed to by the University and the Academy, and can request changes of line items or seek additional funding (grants, gifts, fee changes, etc.) within the guidelines of the University of Delaware.

ARTICLE V

Academy Council

1. Composition

   The Academy Council shall consist of nine full members elected by the Academy Membership. The Program Coordinator is an ex-officio, non-voting member of the Council. Officers in order of precedence are Chairperson, Vice Chairperson, and Secretary. Duties of Officers are at Appendix A.

   1. Eligibility, Terms and Conditions.
      
      Council members shall be elected for three-year terms, with at least three seats vacant each year. Terms begin and end at the first Council meeting of the academic year. Members may not serve more than two consecutive terms on Council and they must be permanent residents of the area serviced by the Academy, i.e., Sussex County and contiguous areas of Kent County and Maryland. Each Council member may expect to serve as chair of a committee. If a Council member does not remain an Academy member in good standing or fails to attend three Council meetings out of six consecutive meetings, his or her term shall be reviewed by the Council and may be terminated by a majority vote. Council members should be present at each semester’s General Membership meeting.

   2. Nominations and Elections

      1. At least four months prior to the end of the spring semester, the Council chairperson shall appoint, with the concurrence of the Council, the chair of the Nominating Committee who shall be a member of council. The chair of the Nominating Committee shall select four additional members who represent the broad segments of Academy membership. The Nominating Committee shall prepare a slate consisting of three nominees, who shall be contacted to insure they are willing to serve as prescribed in these bylaws.

      2. At least one week prior to the General Membership meeting, the nominating committee will announce the nominations and notify the members that additional nominations from the membership-at-large will be accepted. Additional nominations must be made and seconded in writing by full members of the Academy. The Nominating Committee chair will contact nominees to insure they are willing to serve as defined by these bylaws before placing them on the ballot.

      3. Ballots shall be mailed to every member in those instances when additional nominations have been received in writing. A ballot box shall be available on the Academy administration desk. An election committee consisting of the Program Coordinator, the Council Chair, and the Chairperson of the Nomination Committee shall count the properly cast ballots after the close of the election and announce the results. Ties shall be broken by lottery administered by the election committee.

      4. Vacancies
         When a vacancy occurs for any reason, the Chairperson with approval of Council shall appoint a member who has not already served the two previous consecutive terms to fill the unexpired term, giving due regard to the needs of the Council and the past preferences of the members.

2. Meetings
   
   A quorum shall consist of a majority of the elected members of the Council. Except when otherwise specified in these bylaws, a majority of the members present is sufficient to pass a measure.

   1. Regular Meetings
      The Council shall meet at least once each month, except that December and two summer months may be skipped if agreed to by a majority of the Council. Meetings may be scheduled as far in advance as the Council Chair wishes, but in no case will a meeting be scheduled later than the last item of business of the previous meeting. The Chairperson shall insure an agenda is distributed to Council members at least one week prior to each meeting. Agenda items that cannot be quickly decided at the Council meeting will be referred to committee for further study. Minutes of each meeting shall be posted on the Academy bulletin board.

   2. Special Meetings
      The Chairperson may call a special meeting to consider urgent business. A quorum must be present to conduct business at this meeting. Notice of the meeting must be given in writing, by e-mail or by phone at least forty-eight hours in advance. In an emergency, the Chairperson may poll Council members either in writing, by e-mail, or by telephone; agreement of five members will be sufficient to pass items. The Chairperson will report any actions taken at a Special meeting to each Council member, either in writing, by e-mail, or by telephone, before the next regular Council meeting.

   3. First meeting of the year.
      A Council year starts with the first regular meeting of the academic year, when new members are seated. The meeting will be opened by the outgoing Chairperson. The first item of new business at this meeting is the election of a new Council Chairperson, who will then preside over the election of the remaining officers.

ARTICLE VI

Committees

1. The bulk of the work of the Council shall be done by committees. Each committee chair shall report on its items at each monthly meeting.

2. Standing Committees
   
   Responsibilities of standing committees are in Appendix B. Committee chairs shall be appointed by the Chairperson with the concurrence of the Council. Additional members shall be appointed by each committee chair as needed. Standing committees are:
   
         • Academic Affairs
         • Financial Affairs/Capital Expenditures
         • Communications
         • Scholarship
         • Social
         • Community Relations
         • Travel
         • Library
         • School Liaison

3. Temporary Committees
   
   An ad hoc committee may be appointed for the purpose of revising these bylaws. The Long Rand Planning Committee will revisit the Long Range Plan at least every 5 years. Other temporary committees may be established by the Council as needed. Procedures for the Nominating Committee are presented in Article V, Section 1 (b).

ARTICLE VII

Amendments

These bylaws may be amended by a vote of two-thirds of the Council at any regular meeting provided each member of the Council was given a copy of the proposed changes at a meeting held at least seven days prior to that meeting.

Adopted with several amendments by a vote of the Southern Delaware Academy of Lifelong Learning Steering Committee on April 28, 1989.

Revised by a vote of the Southern Delaware Academy of Lifelong Learning Council on May 12, 1993

Revised by a vote of the Southern Delaware Academy of Lifelong Learning Council on July 12, 1995.

Revised by a vote of the Southern Delaware Academy of Lifelong Learning Council on April 24, 1997.

Revised by a vote of the Southern Delaware Academy of Lifelong Learning Council on March 27, 2000.

Revised by a vote of the Southern Delaware Academy of Lifelong Learning Council on April 15, 2002.

Revised by a vote of the Southern Delaware Academy of Lifelong Learning Council on February 9, 2004.

Revised by a vote of the Southern Delaware Academy of Lifelong Learning Council on August 25, 2005.

APPENDIX A

Officer Duties

1. Council Chairperson (Chair)

   1. Presides at all Council meetings to guide deliberations and facilitate decision making on all matters of business coming before it.

   2. Prepares and manages meeting agendas. This is done in collaboration with the University Program Coordinator.

   3. Appoints committee chairpersons.

   4. Works closely with the University Program Coordinator in formulating policy and dealing with the programs and business of the Academy on a day-to-day basis.

   5. Represents the Academy in meetings and for media interviews.

   6. Identifies individuals from within the general membership who have potential to assume leadership roles.

   7. Assists the Program Coordinator in matters dealing with the relationship and interface of the Academy with the University.

   8. Maintains liaison with the northern Academy of Lifelong Learning.

2. Vice Chairperson (Vice Chair)

   1. Shall perform all duties of the Chair in the Chair’s absence.

   2. Is primarily concerned with academic programs and as such will normally co-chair the Academic Affairs Committee.

3. Secretary

   1. Prepares, publishes, and maintains records (minutes) of all Council and General Membership meetings.

APPENDIX B

Committee Responsibilities

1. Academic Affairs Committee

   1. Responsible for the Academy curriculum

      1. Recruit instructors from within the Academy membership, and from without if deemed needed, and solicit new and interesting course proposals.

      2. Review, consider, and accept or decline course proposals.

      3. Develop academic schedules and insure that instructors are notified of their assigned periods.

      4. Schedule, plan, and conduct instructor orientation meeting in advance of semester start.

   2. The primary point of contact for instructors shall be the committee co-chairs who:

      1. Interact with instructors in a very direct and personal manner.

      2. Shall be available in person or by phone to discuss problem situations with Instructors.

      3. Oversee the assignment of members to classes based on the current selection system.

   3. The production of the catalog is a major responsibility of the Academic Affairs committee. It includes:

      1. Writing and editing catalog information.

      2. Coordinating the production of the catalog.

      3. Distribution of the catalog to the membership.

   4. The committee co-chairs are urged to appoint some members from the previous year’s committee to provide continuity. The Program Coordinator and the Council Chair are members ex-officio.

2. Finance/Capital Expenditures Committee

   1. Responsible for the financial affairs of the Academy.

   2. Prepares monthly reports of actual financial results and status of special funds for distribution to Council members at each meeting.

   3. Presents an annual budget to the Council for approval.

   4. Recommend changes in the fee schedule to the Council.

   5. Periodically audit procedures to establish cost saving measures.

   6. Prepare annual capital expenditure plan.

   7. Develop specific proposals for capital expenditures.

   8. The Program Coordinator shall be an ex-officio member.

3. Communications Committee

   1. Promote continued participation of existing members.

   2. Design, obtain and distribute posters and other promotional materials.

   3. Coordinate with the Community Relations Committee to promote a speakers bureau.

   4. Work with the Community Relations Committee to develop and distribute publicity.

   5. Write appropriate news releases for newspapers, radio and TV stations. Clears prepared releases with the Program Coordinator.

   6. Produce and arrange for distribution of an Academy newsletter.

   7. The University Program Coordinator is an ex-officio member of the committee.

4. Scholarship Committee

   1. Develop criteria for awarding scholarships with Council approval.

   2. Consider and act on scholarship requests.

   3. Advocate the availability of scholarships.

   4. Maintain confidentiality of scholarship applicants.

5. Social Committee

   1. Arrange special events, receptions, and luncheons, etc.

   2. Recruit and assign hosts and hostesses during first week of each semester to welcome and orient new members.

6. Community Relations

   1. Recruit new members and promote continued participation of existing members.

   2. Operate a speaker’s bureau of Academy members to publicize the Academy at various community organizations, such as service clubs, senior centers and retirement communities.

   3. Initiate programs to achieve a membership reflective of the racial and ethnic makeup of the community served by the Academy.

   4. Maintain a list of selected community organizations, with their purposes and Officers, and provides liaison with these groups as desired by Council.

   5. Report on community events, which may impact the Academy or its members.

   6. The Program Coordinator is an ex-officio member of the committee.

7. Travel Coordinator

   1. Maintain communication with representatives from the travel consultants concerning the Academy travel program.

   2. Provide up-to-date information to members of the Academy about the travel program.

   3. Coordinate travel arrangements with instructors regarding course related trips.

8. Library

   1. Maintain the library collection.

   2. Develop the collection through donations to supplement the Academy Program.

   3. Assess a fee for overdue books and a replacement value on lost books.

9. School Liaison

   1. Maintain communications with the Lewes school through meetings with the principal.

   2. Attend school meetings when invited.