Article I. Name, History and Authorization

The name of this organization shall be the Harlaxton Society.

The Harlaxton Society is the alumni organization for Harlaxton College. The Harlaxton Society was started in 1972 as an auxiliary, dues paying organization. In 2005 it became the Alumni Association of Harlaxton College.

The Harlaxton Society Board Bylaws have been amended in 1980, 1995, 2005, 2017, and 2026. The Harlaxton Society is an alumni organization within the University of Evansville and reports to the Board of Trustees via the Alumni Association Board.

Article II. Purpose

The purpose of the Harlaxton Society is to facilitate connections among alumni as well as to raise awareness about and advance the mission of Harlaxton College through service to its alumni, current students, and greater college community. This may include supporting the educational experiences of students attending Harlaxton College through fundraising and other activities.

Article III. Membership

Membership in the Harlaxton Society is open to all former students, faculty, and staff of Harlaxton and all members of the original Harlaxton Society as listed at Harlaxton College. Honorary membership may be granted to other friends of Harlaxton by the Harlaxton Society Board of Directors.

Article IV. Organization

Leadership of the Harlaxton Society shall be vested in the Harlaxton Society Board of Directors. The Harlaxton Society receives support from the University of Evansville through the Office of Alumni and Engagement and operates on the same fiscal year as the University (June 1 – May 31). The Harlaxton Society Board of Directors is an advisory body and does not decide on policy for or on behalf of Harlaxton College nor the University of Evansville.

Article V: Board of Directors

The Board of Directors is composed of a President, President-elect, Past President, and Secretary (who make up the Executive Committee) in addition to a minimum of 12 at-large Directors, each eligible to serve two consecutive three-year terms.

Section 1. Board Member Terms.
Board members selected following the process outlined in Article VI below shall not serve as a director more than six years in any nine year period, unless they have been elected to the President-elect, President, Past-President series. In this case, they will remain voting members of the board until they have completed their executive term. Any board member must leave the board for at least three years before being eligible to serve on the board again.

Section 2. Attendance and Financial Obligation
Board members (except student and ex-officio members) are expected to attend meetings including at least one meeting in person each year, serve on a committee, and donate annually to the Harlaxton Society or Harlaxton College. The status of any director who misses two consecutive meetings, fails to attend at least one meeting in person each year, or fails to donate to Harlaxton College in some way during the fiscal year will be subject to review by the Executive Committee.

Section 3. Lifetime Directorship
Lifetime directorships shall be granted to directors who show extraordinary dedication to our mission and purpose, who served at least two full-terms on the board, and who continue to support the Harlaxton community. This honor shall be at the discretion of the Executive Committee and must be approved by the University through the Director of Alumni and Engagement. Lifetime directors shall have full voting rights but do not have an obligation to committee service nor meeting attendance.  Lifetime directors do not count in the tally of board members who constitute a full board nor are taken into account when determining quorum.

Section 4. Ex-Officio Membership
Ex-officio membership on the board shall be granted to: the Executive Director and Dean of Harlaxton College and the following University of Evansville staff members: Director of Alumni and Engagement, Harlaxton Representative in the Study Abroad Office, and the Development Officer assigned to the Harlaxton Endowed Scholarship fund.

Article VI. Board appointments

Board members will be chosen based on the following criteria: Service to the University of Evansville or Harlaxton communities, financial commitment to Harlaxton College, involvement in alumni activities, ensuring a diverse representation on the Board, and willingness to serve on the Board.

The Nominating Committee will review all candidates, interview finalists, and make a recommendation to the President of the Board. At least three months before their first Board meeting, finalists will be voted upon by the Board.

Article VII. Officer appointments

The Executive Committee is composed of a President-elect, President, Past President, Secretary, and an ex-officio UE staff member. Officer candidates must meet the following qualifications: regularly attend Board meetings, actively serve on their assigned committee, and donate to Harlaxton College in some way.

Each year the Nominating Committee will identify at least one Board member to serve a three year term in the Presidential line with one year as President-elect, one year as President, and one year as Past President. The Secretary position is held for a one-year term based on nominations and can be occupied by the same person as long as they are re-nominated and continue to be an active board member. When a vacancy occurs, the Nominating Committee will identify at least one Board member to serve as Secretary. A vote will be held each year to elect both the secretary and the member to be in the Presidential line.

Article VIII. Officer Positions

Section 1. The President shall:

1. Preside over all meetings as the chair of the Board
2. Coordinate and supervise the activities of the Board
3. Serve as an ex-officio member for all committees in conjunction with the President-elect
4. Serve as the official representative of the Harlaxton Society Board at Alumni Association meetings
5. Approve all Board and Lifetime appointments
6. Chair the Executive Committee
7. Prepare agendas in discussion with the Executive Committee.

Section 2. The President-elect shall:

1. Assume the duties of the President in their absence
2. Serve as an ex-officio member for all committees in conjunction with the President
3. Sit on the Executive Committee.

Section 3.  The Past President shall:

1. Advise and aid the President as necessary
2. Chair the Nominations Committee
3. Sit on the Executive Committee.

Section 4. The Secretary shall:

1. Take minutes at all board meetings
2. Distribute minutes of all Board meetings to the Board
3. Maintain board and committee rosters
4. Help coordinate meetings and ensure board members receive necessary advance information
5. Ensure the board operates according to its bylaws and other governing documents
6. Maintain and update bylaws
7. Sit on the Executive Committee.

Article IX. Committees

Each Board member shall serve on at least one of six committees: Executive, Finance, Scholarship, Communication, Special Events, or Nominating. The Executive Committee will nominate committee chairs directly.

Each committee shall be composed of at least three board members and a representative from the University.

Section 1. The Executive Committee is composed of the President, President-elect, Past President, and Secretary. It may meet outside of the full Board meetings at the discretion of the President if there are pressing issues that require a decision before a full board meeting. They are responsible for setting the agenda prior to each Board meeting.

Section 2. The Finance Committee is responsible for raising funds to meet the Board’s purpose as well as keeping track of and sharing with the Board information about the balance of funds.

Section 3. The Scholarship Committee is responsible for choosing the student recipients for the semester Harlaxton Society Scholarships. They shall be available to review candidate applications.

Section 4. The Communications Committee is responsible for all marketing of the Harlaxton Society for fundraising and event purposes. They should update social media and share ideas for best practices with the University.

Section 5. The Special Events Committee is responsible for planning and implementing Gregory Gregory Day events, local community activities, and opportunities for social interaction among alumni.

Section 6. The Nominating Committee is responsible for nominating Board and officer appointments as per Articles VI and VII.

X. Meetings

The Harlaxton Society Board will meet at least twice each year for the purposes of conducting business.

XI. Voting

Only members present (either in person or virtually) at meetings may vote on business presented at meetings. Voting will be by a simple majority of Directors present at a meeting which has been called with at least one month’s notice and which has a quorum, except as detailed in Article XII. From time to time, the Executive Committee may identify an urgent need and call for an electronic vote by the entire board.

XII. Amendments

Any amendments to these bylaws must be made in writing and shared with the Board at least two weeks before the Board votes. Changes to the bylaws need a ⅔ majority of votes to pass.

By-laws Revised 16 January 2026.