BOLD Council Policy and Procedures

POLICIES AND PROCEDURES OF GETTYSBURG BOLD COUNCIL

Updated 4/15/2023

ARTICLE I: Name

ARTICLE II: Mission and Purpose

ARTICLE III: BOLD Council Authority and Responsibilities

ARTICLE IV: Membership and Voting

ARTICLE V: Member Nomination, Onboarding, Elections and Vacancies

ARTICLE VI: Officers

ARTICLE VII: Duties of Officers and Committee Chairs

ARTICLE VIII: Committee Chairs

ARTICLE IX: Committees

ARTICLE X: Meetings

ARTICLE XI: Awards

ARTICLE XII: Amendment and Review of Policies and Procedures

ARTICLE I

Name

Section 1.1 Name - The organization shall be named the Burgians of the Last Decade (BOLD) Council, and hereinafter shall be called the Council.

ARTICLE II

Mission

Section 2.1 Mission

The BOLD Council represents alumni of the last ten years. The BOLD Council will work
to enhance the connection between Gettysburg College and BOLD alumni and increase the opportunities afforded to alumni of the last ten years. The BOLD Council will aim to
transition students to the Alumni Association by encouraging active involvement with the
College through connection and volunteerism, while focusing on increasing young alumni
engagement with and philanthropic contributions to the College.

Purpose

Section 2.2 Purpose - The BOLD Council exists to:

Encourage and maintain the relationship between young alumni and the College.
Serve as an advisory group to the College.
1. Make official recommendations on policy changes pertaining to young alumni
2. Recommend and support programs and events to serve young alumni
3. Respond to surveys sent by the College (relevant to college searches or general feedback)
Advocate for the needs and concerns of young alumni.
Implement young alumni programming to enhance career and social networking opportunities.
Promote and cultivate leadership through example while encouraging alumni to support the college both financially and through volunteer activities.
Assist Gettysburg graduates in the transition from students to alumni.

ARTICLE III

BOLD Council Authority and Responsibilities

Section 3.1 Authority - The Council is an advisory body to further the purposes of BOLD’s mission.

Section 3.2 - Responsibilities The responsibility of the Council shall include but shall not be limited to these illustrative functions:

Involvement - Council members are expected to:
1. Maintain their connection to campus during their time on the Council.
2. Be active Council and College representatives within their regions (including Welcome Gatherings and other regional chapter events).
3. Strive to be present at the College for major events such as Homecoming
  and Get Acquainted Day, which typically coincide with Council meetings.
Serving as a Representative Body - Council members will serve as advocates for the College and as representatives of the BOLD Council in appropriate matters and events.
Financial Contribution - The members of the Council will actively participate in strategies to secure financial support for the College, and are required to make their personal best financial contributions to the College.
Assessment - The Council is required to annually assess the performance of the Council and that of the BOLD program-based set goals.
1. Each summer, the Executive Committee will set a list of goals for the upcoming fiscal year. These goals may include, but are not limited to:
  1. Support of philanthropic goals established by the Development Committee
  2. Annual recruitment of new Council members
  3. Attendance at triannual Council meetings
  4. Participation in Standing and Administrative Committees.

b. Each Summer, the Executive Committee will assess the progress made towards the goals set for the previous year.

c. At the All-Council Fall meeting, the Executive Committee will summarize their assessment of the Council performance for the past year, and present the goals that have been set for the upcoming year.

E. Attendance -

Attendance is mandatory at Council and Committee meetings:
1. Members are expected to attend the Fall and Spring All-Council meetings in person each year, and attend the Winter All-Council meeting virtually each year.
  1. The Chair and Secretary can jointly approve a member’s
    virtual attendance for in-person All-Council meetings on
    a case-by-case basis. All such requests must be made at
    least 21 days before the relevant meeting.
2. Should a Council member be unable to attend an All-Council meeting, they must notify both the Chair and Secretary by personal email at least 21 days before the scheduled meeting.
3. After one absence without notification to a scheduled All-Council meeting, the chair of the BOLD Council will contact the Council member for a discussion about continued membership.
4. If any Council member misses more than one All-Council meeting within a year, the standard procedure is termination from the BOLD Council.
5. All absences shall be reviewed on an individual basis and the BOLD Executive Council has the discretion to waive penalties associated with any absences.
  
  b. BOLD are expected to attend all scheduled committee meetings.
  1. Members of each committee must notify their committee chair at least five (5) days before the scheduled meeting if they are to miss the meeting.
  2. After a Council member misses two consecutive assigned committee meetings without giving notice to the committee chair, or half of their assigned committee meetings in a sixmonth span, the committee chair will contact the Council member, the Chair, and the Secretary.
    
    c. See section 4.6 for not adhering to the BOLD Council attendance policy.
    F. Approve Policies - The Council will be responsible for creating the Policies and Procedures that govern it, including the establishment of standing committees of the BOLD Council.

ARTICLE IV

Membership and Voting

Section 4.1 Qualifications - All members of the Council shall be Gettysburg College
Alumni who have graduated in the past ten years.

Section 4.2 Council Membership - The Council shall consist of approximately 25 members, three ex-officio members, and the option of ad hoc members. Members should represent a variety of BOLD class years, geographic regions, career fields, undergraduate activities, and personal identities. Council members have sole voting privileges.

Section 4.3 Ex-Officio Members - The ex-officio members shall consist of one (1) representative from each of the following offices: Alumni Relations, Annual Giving, and Center for Career Engagement. Ex-officio members may not vote.

Section 4.4 Ad hoc Members - Ad hoc membership shall consist of all students and young alumni who are interested in being provided agendas and minutes from the Council. Ad hoc members have no voting privileges. Ad hoc members have a standing invitation to all Council meetings, but are not required to attend annual meetings.

Section 4.5 Terms of Office

Council members shall serve a two (2) year term. Subject to Section 5.2, a BOLD Council member may serve up to two (2) additional terms. Terms need not be successive. No member may serve for more than six (6) years unless necessary to serve out a term as an officer of the Council. A member’s term shall begin on June 1st and end on May 31st.
Ad hoc members shall serve terms as dictated by their affiliation.

Section 4.6 Removal of Members - Any general member missing more than one All-
Council meeting without notifying the Chair or Secretary is subject to removal from the
Council. Any member missing two consecutive committee meetings, or more than half of
their assigned committee meetings within a six-month span without notifying the committee chair will be subject to removal from the Council. The Executive Committee
shall review the status of any Council member missing two All-Council meetings, two
consecutive committee meetings, or more than half of their committee meetings in a six
-month span and shall remove such Council member unless it determines that the absences resulted from just cause.

Members failing in their duties or otherwise found to be ineffective can be removed at any
time, with or without notice, by a two-thirds vote of the Council.

Section 4.7 Voting - Each member of the Council shall be entitled to one vote on any
matter which may be submitted to a vote of members of the Council by the Officers. No
meetings of members of the Council shall be necessary or required for voting on any matter. Electronic voting via e-mail, phone, or otherwise is permissible.

Section 4.8 Membership Records - A complete and accurate list of members of the Council shall be maintained by the Offices of Annual Giving and Alumni Relations and made accessible to the Vice Chair.

ARTICLE V

Member Nominations, Onboarding, Elections and Vacancies

Section 5.1 Nominations and Elections - Each year the Nominations Committee, chaired
by the Vice Chair of the BOLD Council, shall identify the number of anticipated vacancies
in the BOLD Council (effective June 1 of the following year). In collaboration with College
staff, the Nominations Committee is responsible for updating the BOLD Council member
application, reviewing the membership rubric, advertising and collecting applications. The
Nominations Committee should determine a process for reviewing applications and will
make recommendations for filling vacancies (effective June 1 the following year) to the
BOLD Council no later than March 15 with consideration given to appropriate
representation of BOLD class years, regional distribution, career field, diversity, and
undergraduate activities. A majority vote of the BOLD Council is required for each
nominee presented. In the event further deliberation is required, the Executive Committee, in consultation with the Nominations Committee, may determine appropriate next steps to ensure complete membership by June 1. The Nominations Committee will select at least two new members every year. In general, the Council should aim to have roughly twentyfive members. But the Executive Committee—in consultation with the Nominations Committee and the College Liaison—shall recommend, and the Council may approve, any number of new members each year. At no time should the Council exceed 30 members, nor should the Council have fewer than 20 members. Given this flexible size, any midterm departures shall not be replaced until the subsequent annual nominations process unless the Council has fewer than 20 members.

Section 5.2 New Member Onboarding

New members will be invited to attend the Spring meeting following nomination and confirmed vote to the BOLD Council. New members will be welcomed to the Council with a call from a Nominations Committee member and a follow-up email outlining the expectations of a BOLD Council member.

The formal new member Council training will cover the following topics: (1) history and
purpose of the BOLD Council, (2) responsibilities of BOLD Council Members, (3) overview of standing committees, and (4) training and general information about serving
on a volunteer board. The best delivery method of this training will be determined by the
College liaisons and BOLD Council officers.

Section 5.3 Additional Terms - Any eligible member may be invited by the Council to
serve an additional consecutive term. The Vice Chair will solicit members eligible to serve
an additional consecutive term to determine their desire to serve another term, and will
allow at least seven days for members to respond. These members must reply to the
Vice Chair stating their intent no later than the date set by the Vice Chair. The Vice Chair
shall then present to the Executive Committee a list of those eligible members who desire
to serve another consecutive term. The Executive Committee shall then determine which
of those members it wishes to invite to continue as a member of the Council. In making
such a determination, the Executive Committee is encouraged to consult with each member who desires to serve another consecutive term. If a member has served a prior nonconsecutive term, that member must be nominated and approved through the standard nominations process outlined in Section 5.1.

ARTICLE VI

Officers

Section 6.1 Officers and Qualifications - The officers of the Council shall consist of a
Chair, a Vice Chair, and a Secretary. An Officer shall be a member of the Council.
Temporary officers may be established at the discretion of the Council and will be members of the Executive Committee. Members should serve on the BOLD Council for at least one year to be eligible for nomination to a BOLD Officer position.

Section 6.2 Terms of Office – All officers of the Council shall serve for a term of two
years. An officer may be reelected to one successive term. The term of each officer shall
begin on June 1st. The term shall expire on May 31st.

Section 6.3 Nominations and Election of Officers– When an officer’s term expires , the
BOLD Council shall elect a new officer at the annual spring meeting. The college liaisons,
in consultation with the Executive Committee, shall solicit nominations from the BOLD Council for all officer positions at least forty-five days prior to the All-Council Spring
Meeting. Any Council member may nominate an eligible member, including themselves.
Nominations will be presented on a ballot individually. Approval from a simple majority
of members is required for election.

Section 6.4 Removal of Officers - Any officer may be removed at any time, with or without
notice, by a two-thirds vote of the Council.

Removal proceedings are initiated if an Officer has violated the policies of the Council, if their actions are not aligned with the mission and purpose of the Council and/or mission of Gettysburg College during their time in office, if they are ineffective and/or fail to meet the expectations of their office as outlined in the Policies and Procedures document.

Any member of the Council may initiate removal proceedings.

Once removal proceedings are initiated, the Council Chair shall conduct a vote to determine whether the officer shall be removed from their position. If removal proceedings are initiated for the Council Chair, the Vice Chair shall conduct the vote.

Section 6.5 Officer Vacancies – Should an officer vacancy occur, the Chair shall appoint a
replacement to serve for the balance of the unexpired term. In the case of a vacancy in the position of the Chair, the Vice Chair will assume the Chair’s responsibilities on an interim basis and be responsible for appointing either a new Chair to fill the balance of the unexpired term or to fill the balance of the unexpired term and appoint a new Vice Chair.

ARTICLE VII

Duties of Officers and Committee Chairs

Section 7.1 Chair - The Chair shall be the chief executive officer of the Council and shall
have general and active supervision, control, and management of the Council’s affairs. The Chair shall serve as an ex-officio member on the Board of Trustees and will be the primary contact between the College and the Council. The Chair will serve as the Chair of the Executive Committee. The Chair shall preside at meetings of the Council. The Chair is encouraged to make a Gettysburg Fund gift at the respective Cupola Society level.
Should the Chair not be able to attend a Council meeting, then the Vice Chair will preside
over the meeting.

Section 7.2 Vice Chair - The Vice Chair shall serve as an ex-officio member on the Alumni Board of Directors, and also sit on their Executive Committee. The Vice Chair shall help coordinate and oversee all programming, networking, and College-based events for the Council. The Vice Chair will serve as Chair of the Nominations Committee. Should the Chair not be able to attend a meeting, the Vice Chair will preside.

Section 7.3 Secretary - The Secretary shall keep a record of the proceedings of all Executive Committee and Council meetings, and at the request of the Council, prepare any and all resolutions. The Secretary shall perform all such duties as may be assigned by the Chair,including notices required to be given by these Policies and Procedures. The Secretary shall send out minutes from all meetings and activities of the Executive Committee and Council, within 10 working days of the conclusion of the meeting. The Secretary will also coordinate any necessary follow-up discussion. The Secretary shall serve as the main contact for all ad hoc members.

Section 7.4 Committee Chairs - Committee Chairs shall serve as the primary contact
persons for the specified committees for which they are elected or appointed. The duties
of a committee chair are to coordinate and lead committee meetings, communications,
and other assigned duties. Committee Chairs will serve on the Executive Committee.
Chairs are elected to a one- year term renewable for up to three full years (so long as
such renewal is consistent with the Committee Chair’s term on the Council) each Spring
Meeting. Newly selected committee chairs will begin their duties at the conclusion of the
Spring Meeting. It is preferable that members selected to be a committee chair will have
been members of the BOLD Council for at least one year, and will have been a member of the corresponding committee for at least one year. At the Council Chair’s discretion,
committees may be led by co-chairs.

ARTICLE VIII

Committee Chairs

Section 8.1 Nominations and Elections of Committee Chairs- Each spring, the BOLD
Council shall elect new committee chairs at the annual spring meeting. The college liaisons, in consultation with the Executive Committee, shall solicit nominations from the BOLD Council for all open committee chair positions at least 45 days prior to the All-Council Spring Meeting. Any Council member may nominate an eligible member, including themselves. It is preferable for members to have served on the corresponding committee for at least one year to be nominated for a Committee Chair position.

Section 8.2 Removal of Committee Chairs- Any committee chair may be removed at any
time, with or without notice, by a two-thirds vote of the Council.

Removal proceedings are initiated if a Chair has violated the policies of the Council, if
their values are not aligned with the mission and values of the Council and/or values of
Gettysburg College during their time in office, if they are ineffective and/or fail to meet
the expectations of their office as outlined in the Policies and Procedures document.

Any member of the Council may initiate removal proceedings.

Once removal proceedings are initiated, the Chair of the Council shall conduct a vote to determine whether the Committee Chair shall be removed from their position.

Section 8.3 Committee Chair Vacancies- Should any committee chair vacancy occur midterm,
the Executive Committee shall appoint a replacement for the balance of the unexpired
term. To make an appointment, the Executive Committee will advertise the open position to all members of the BOLD Council, and interested parties will submit a letter of intent. The Executive Committee will appoint the new committee chair based on the merits and qualifications expressed in the letter of intent and—should the Executive Committee deem it necessary—an interview.

ARTICLE IX

Committees

Section 9.1 Standing Committees - All members of the BOLD Council shall serve as active members of at least one standing committee. Members can request appointment or to serve on (an) additional committee(s) with the start date to be determined by the Chair. Each standing committee is accountable for its respective responsibilities with its Committee Chair determining the agenda and best use of the Committee’s time. Each standing committee shall meet at least six times annually.

Development Committee - The Development Committee will work directly with the College Advancement staff, specifically in the area of Annual Giving. The committee will assist in advising and organizing strategies for obtaining resources for the College. A committee of at least four Council members will serve with the Committee Chair. The Assistant Director of Annual Giving, or their designee, will serve as the ex-officio member of the Development Committee.
Career Committee - The Career Committee will work directly with the Offices of Alumni Relations and Career Engagement to provide insight and resources to secure mentoring, internships and employment for current students and alumni. Creating and facilitating opportunities for young alumni networking opportunities is central to this committee. A committee of at least four Council members will assist the Committee Chair. The Director of the Center of Career Engagement, or their designee, will serve as the ex-officio member of the Career Committee.
Outreach Committee - The Outreach Committee will work directly with the Offices of Annual Giving and Alumni Relations to promote on- and off-campus engagement. The committee will work to support on-campus events such as Homecoming, BOLD events, Class and Affinity Reunions, and BOLD gatherings at athletic events. The committee will also be responsible for supporting regional activities and assisting Alumni Regional Chapters in planning area events specific to young alumni. In addition, the committee will assist in student programming for the current students, specifically with the current seniors encouraging active participation in senior events and Alumni Association. A committee of at least four Council members will serve with the Committee Chair. The Associate Director of Alumni Relations, or their designee, will serve as the ex-officio member of the Outreach Committee.

Section 9.2 Special Committees - At any time, special committees may be appointed by
the Chair for a specific purpose.

Section 9.3 Committee Participation - With the exception of the Nominations Committee,
Committee Chairs may invite BOLD-era alumni who are not Council members to serve as
committee members.

Section 9.4 Administrative Committees -These committees provide leadership and
guidance to the Council. Members of these Administrative Committees are still expected
to be members of a Standing Committee, unless the Executive Committee approves a
temporary exception.

Executive Committee - The Executive Committee will be responsible for the
coordination and guidance of the primary direction of the Council. As a result, the committee will have the ability to call meetings when necessary. The Executive Committee will be composed of the Chair, Vice Chair, Secretary, Committee Chairs, and anyone else that the Chair shall designate.
Nominations Committee - The Nominations Committee will be the primary
body coordinating the recruitment and selection of BOLD Council Members.
A committee of at least three Council Members will serve with the Vice
Chair, who will chair the Nominations Committee. The College Liaisons may
serve as ex-officio members of the Nominations Committee.
Policies and Procedures Committee – The Secretary can establish a committee to hold a review of the BOLD Policies and Procedures and/or make recommendations at any time and must do so at least once every three years.

As of 2026, the next reviews shall occur in 2029, 2032, 2035, and 2038..

ARTICLE X

Meetings

Section 10.1 Annual Meetings - The BOLD Council shall meet three times annually. One
in-person meeting shall be held in the first semester of classes (the “Fall Meeting”). One
in-person meeting shall be held in the second semester of classes (the “Spring Meeting”).
One virtual meeting shall be held in the months of January or February (the “Winter
Meeting”). The timing or location of any meeting may be changed at the discretion of the
Council. The Executive Committee shall notify the Council of the scheduled meetings no
less than 45 days prior to the dates of these meetings. Special meetings of the Council may
be called by the Council Chair upon written notice to all membership specifying time,
location, and purpose(s) of the meeting, not less than 21 days prior to the date of the
meeting.

Section 10.2 Quorum for Meetings- At any annual meeting of the Council, those members present, in person and via electronic means, shall constitute a quorum.

ARTICLE XI

Awards

Section 11.1 Approval of Awards The Council, upon the approval of a majority of the Council members then in office and in consideration of the recommendations of the appropriate standing committee(s), may give awards in recognition of achievement and participation of regional BOLD clubs, among others, on behalf of BOLD. Any BOLD alumni may submit a request for the BOLD Council to officially recognize achievement with an award through the Executive Committee or one of the ex-officio college staff members serving on the BOLD Council. The Executive Committee will then determine the best means for the BOLD Council to consider a nomination based on the meeting schedule and other factors (i.e., most appropriate occasion to formally announce or present the award).

Section 11.2 Creation and Criteria - The creation and criteria for all awards may be developed by the Executive Committee with the periodic assistance of other committees, as needed.

ARTICLE XII

Amendment and Review of Policies and Procedures

Section 12.1 Amendments - These Policies and Procedures may be changed or amended
and may be restated at any meeting of the Council by a two-thirds vote of those present,
provided that the members present shall not be less than one-half of the membership of the Council at that time and provided notice of the substance of the proposed amendment or restatement is sent to all Council members no less than five days before the meeting. Amendments shall become effective immediately upon adoption.

This document was last reviewed in Spring 2026.