The name of this association is The Friends of The Department of Athletics, Physical Education and Recreation, hereinafter referred to as the “Friends of DAPER” or “FOD".
Unless otherwise designated by the Board, the principal office of the FOD is c/o The Department of Athletics, Physical Education and Recreation, Massachusetts Institute of Technology, PO Box 397404 Cambridge, Massachusetts 021397.
Our goal is to enrich student life by improving the accessibility and quality of athletics at MIT. We believe athletics are an important and constructive part of the MIT experience. They build community, develop leadership and teamwork, and add balance to student life. Even though MIT has the largest and one of the most successful Division III athletic programs in the country, it would benefit from increased recognition and greater alumni support. The objectives of this group are to assist the Department of Athletics, Physical Education, and Recreation in the following areas:
· Developing a direct solicitation program in conjunction with the Resource Development Office and Alumni Association to expand alumni financial support;
· Developing a marketing program with the Alumni Association and the Office of the Dean of Student Life to increase visibility of the department and its needs to MIT alumni, and to enhance interactions between MIT students and alumni; and
· Enhancing the visibility of the department to educational counselors and prospective students.
The FOD is an umbrella group for the existing organizations associated with specific sports (the “Friends” programs). It intends to help establish new Friends programs and to nurture new and existing Friends programs by sharing and evolving “best practices” for alumni communications, marketing, and fund raising.
The initial focus of the FOD is intercollegiate athletics because it is easiest to identify the potential alumni supporters for that area and the historical ties are often the strongest. Over time, our hope is that the FOD will expand its supporting role to include physical education and recreational programs (including club and intramural sports).
Within 12 months of the approval of these bylaws, the Board will identify metrics for measuring the success of the FOD to track on an annual basis. The Board of Directors may revise this set of metrics over time.
Membership in the FOD is open to any member of the MIT community who supports an individual athletic program or DAPER. Support can take the form of a monetary contribution, the donation of goods, or the donation of services.
The FOD consists of the following organizational components:
· The membership at large;
· The Board of Directors;
· Officers;
· An Executive Committee made up of the Officers;
· A Nominating Committee; and
· Other committees created by the Officers or the Board of Directors.
There will be two categories of Directors. The first category consists of Directors with voting rights (referred to simply as Directors). The second category consists of non-voting Ex Officio Directors (referred to as Ex Officio Directors) who may attend Board meetings and will be copied on FOD correspondence.
A) Directors serve three (3) year terms. The terms of Directors will be staggered so that roughly one third (1/3) of the terms expire in any year. Terms expire at the end of each fiscal year (see Article VI, Section 1).
A Director may hold office for two consecutive terms. A Director who serves two consecutive terms is not eligible for reelection until three years after his or her most recent service.
The Board of Directors will fill any vacancy occurring on the Board of Directors. A Director selected to fill a vacancy for an unexpired term of less than one year is eligible to serve two consecutive full terms on the Board.
B) The terms of the Ex Officio Directors are set by the groups they represent.
Each voting Director must be presented as a candidate by the Nominating Committee and elected by the Board membership. Outgoing Directors are responsible for nominating at least one (1) replacement candidate if they are leaving the Board.
A) There will initially be forty (40) elected Directors. Each year, as part of the election process, the Executive Committee will review the list of candidates generated by the Nominating Committee and recommend whether the number of Directors should be adjusted, subject to the approval of the Board.
B) The initial make up of the board will be the individuals listed in Appendix A. Appendix B describes the process used to assign initial terms of one, two, or three years to these individuals, each of which will be treated as one term.
Starting for the fiscal year that begins on July 1, 2005, one-third (1/3) of the elected, voting Directors will be elected for staggered three year terms at the annual meeting of the Board of Directors by the Directors voting in person, by mailed ballot (e-mail, postal mail, or web site), or by written proxy based upon the ballot materials circulated in advance by the Nominating Committee.
The outgoing Board of Directors will decide any dispute as to the outcome or validity of this election.
C) Each of the following groups is invited to select one (1) Ex-Officio Director to sit in on Board meetings and be copied on FOD correspondence.
§ Alumni Association
§ Communications Department of the Resource Development Office
§ DAPER administration
§ Dean of Student Life
§ Resource Development Office
§ Faculty
§ Student Athletic Advisory Committee
§ Varsity coaches
The Board of Directors (the “Board”) manages the business and affairs of the FOD and has responsibility for all of its programs.
An annual meeting of the Board of Directors will be held in the vicinity of MIT each year. Directors and Ex-Officio Directors will receive a meeting notice that includes a draft agenda of business for the meeting at least thirty (30) days in advance.
Other meetings of the Board may be held at such time and place as determined by the Board of Directors. Board meetings may be conducted in person or by electronic conference. The entire membership of the Board of Directors will be notified at least seven (7) days in advance in a manner designed to reach all Directors or all committee members.
A majority of the Directors will constitute a quorum for the transaction of business at any meeting of the Board. If a quorum is not present, the Directors present may conduct business but any such business must be approved at a meeting of the Board of Directors within 30 days or ratified in writing or via electronic ballots within thirty (30) days by a majority of the Board.
The Board of Directors will keep regular minutes of its proceedings, which will be transmitted to Board members not more than thirty (30) days after the meeting.
A) The Board may remove any Director by a vote of seventy-five percent (75%) of all voting Directors. Non-participation in any Board or committee activities for a period of 12 months is equivalent to resignation from the Board, at the discretion of the Board. The Secretary will give notice of removal in writing to the Director not more than ten (10) days subsequent to such action.
B) Ex Officio Directors may be removed based on criteria set by the organization they represent.
The Officers are as follows:
· Two Co-Chairs;
· A Secretary;
· Four Vice Presidents;
· Three At Large Members of the Executive Committee; and
such other officers as determined by the Board of Directors. The Board of Directors will elect Officers at the beginning of the annual meeting of the Board with terms that begin at the start of the fiscal year (see Article VI, Section1).
The Co-Chairs will serve overlapping 2-year terms. If a Co-Chair’s term as a voting director expires prior to the end of his or her term as an officer, he or she will continue to serve as Co-Chair until their term of their office expires.
All other officers will serve one-year terms. All officers may be re-elected for additional terms so long as they are voting Directors.
All terms of office begin at the start of the fiscal year (see Article VI, Section 1). A vacancy in any office may be filled by the Board for the remainder of the term.
We propose the following to facilitate the startup of this organization. We hope to finalize the bylaws and fill the slate of officers in the coming months. These officers will serve through the next fiscal year (July 1, 2004 through June 30, 2005). In order to start the process of staggering the terms of the Co-Chairs, Donald Shobrys will serve through the next fiscal year (June 30, 2005) while Michael Schoen’s term will extend through the following fiscal year as well (June 30, 2006).
The duties of the Officers as described are subject to modification by the Board of Directors. The Board may also delegate other responsibilities to these or other officers.
· The Co-Chairs serve as the Chief Executive Officers of the Friends. The Chair whose term is closest to expiration will have the lead role. The Co-Chairs or other Officers that they delegate will preside at meetings of the Officers and the Board of Directors. Although the Co-Chairs will initially be involved with tactical issues, their focus should shift to strategic issues as the FOD matures.
· The Secretary records attendance and the minutes of all Officer and Board of Directors meetings, keeps a register of the post office and e-mail addresses and other contact information for each member and performs all duties normally incident to the office of Secretary. This includes posting relevant materials to the internal FOD web site.
· The duties of the four Vice Presidents will be defined by the Board. An initial definition of the responsibilities of the four Vice Presidents is found in Appendix C.
· The three At Large members of the Executive Committee (see Article V, Section 2) serve on the Executive Committee with the same status as the other officers.
The Board of Directors has the power to appoint standing boards, councils, committees and special committees not otherwise provided for in these bylaws.
The Executive Committee is comprised of the Officers and three At Large members elected by the Board and is subject to the authority and supervision of the Board of Directors. The role of the Executive Committee is to manage the day to day activities of the FOD. It possesses and can exercise the power and authority of the Board of Directors with regard to matters requiring action during the interim period between meetings of the full Board.
The Executive Committee is chaired by the senior Co-Chair or an Executive Committee appointed by the Co-Chair. A majority of the members shall constitute a quorum of the Executive Committee, and when acting on behalf of the Board the Executive Committee may reach decisions only by unanimous vote. All such decisions shall be immediately communicated to the full Board.
The Nominating Committee is a standing committee made up of three (3) Directors appointed by the board and the last three (3) available past Co-Chairs. Until three (3) past Co-Chairs are available, the Nominating Committee will consist of the three (3) Directors appointed by the Board and as many past Co-Chairs as are available. The Board will select the chair of this committee.
The purpose of the Nominating Committee is to identify all interested parties in creating a slate of candidates for positions of Directors and Officers for the annual meeting. The goal of the Nominating Committee is to identify a surplus of candidates so that the Board has the option of selecting from the slate of candidates or expanding the number of available openings (See Article III, Section 4 A.).
In recruiting candidates, the Nominating Committee should consider diversity, including but not limited to, age, gender, and athletic experience, so that the membership of the Board is reasonably representative of the entire membership of the FOD. The Nominating Committee will announce each year to the entire membership the number of forthcoming Director vacancies and solicit suggestions for candidates from the membership. The ballot material will include all interested parties. All references to the candidates are to be presented in the same format.
Each VP will have a committee to support the area of activity he or she is leading. Committee members may include Voting and Ex Officio Directors, MIT staff, members of the MIT community, and others.
The fiscal year of the FOD is the same as MIT's fiscal year, July 1 to June 30.
The Officers will prepare and present an annual report to the membership.
These bylaws may be amended by a vote of two thirds (66%) of the Board of Directors by proxy or by mailed or electronic ballot at the annual meeting. Written notice describing completely any proposed change will be sent to the entire Board at least thirty (30) days prior to the meeting at which the vote is scheduled.
Bruce Anderson ‘69, (Crew)
Julie Ask '90, (Soccer and ice hockey club)
Allison Barmann (Christenson) '98,(Gymnastics)
Lisa Bendixen '79, (Gymnastics)
Emily Brown '96, (Basketball, crew, lacrosse, soccer and volleyball)
Theresa Burianek '99, (Crew, soccer and track)
Showna Chang '92, (Basketball, crew, softball)
Walter Crosby ‘81, (Football)
Evangelos Efstathiou ’00, (Fencing and wrestling)
Damian Engen ’03, (Men’s gymnastics)
Bob Ferrara ‘67, (Basketball)
Lila French, ’99, (Track)
Jack Frailey ’44, (Crew)
Lisa Jablonski '77, (Women’s Ice Hockey)
Coleen Kaiser ’94, (Volleyball and softball)
Ryan Maupin ’00, (Skiing)
Paola Nasser '01, (Soccer and track)
Pete Peterson ’58, (Crew)
Darcy Prather ’91, (Football)
Catherine Rocchio '89, (Gymnastics)
Paul Rudovsky ’66, (Golf)
Michael Schoen ’87, (Soccer and rugby)
Barb Schultze ‘02, (Volleyball)
Wallace Michael Scott ’73, (Crew)
Donald Shobrys ’75, (Cross Country and track)
Jeff Singer ’77, (Lacrosse)
Art Sterling ‘77, (Fencing)
Martin Stiaszny ‘00, (Rifle and soccer)
Surekha Vajjhala ‘96, (Field hockey and lacrosse)
Robert Wickham ’93, (Squash)
Linda Ystueta ’88, (Fencing)
The mechanism will be as follows. The term length will be based on the first letter of the last name, as follows.
|
Letter |
Term length (Years) |
|
A |
1 |
|
B |
2 |
|
C |
3 |
|
D |
1 |
|
E |
2 |
|
F |
3 |
|
G |
1 |
|
H |
2 |
|
I |
3 |
|
J |
1 |
|
K |
2 |
|
L |
3 |
|
M |
1 |
|
N |
2 |
|
O |
3 |
|
P |
1 |
|
Q |
2 |
|
R |
3 |
|
S |
1 |
|
T |
2 |
|
U |
3 |
|
V |
1 |
|
W |
2 |
|
X |
3 |
|
Y |
1 |
|
z |
2 |
|
|
|
The responsibilities for the four Vice Presidents are defined below. The initial task for each Vice President and their committee is to develop a business plan for their area. The resulting business plans will provide the basis for adjusting the allocation of responsibilities or adding addition Vice Presidents.