Ivy League Battle Over Constitution and Control of Alumni Council

Those who have read Al Collins's letter explaining why he and the other members of the presumptive Executive Committee (the legality of that election is currently being challenged) should consider the following:

Without much more time than it takes to have a cup of coffee after its election on Oct. 23, 2005, this Executive Committee called a special meeting for Feb. 12, specifically to amend the present constitution so that ratification of the new constitution proposed by the Alumni Governance Task Force (AGTF) might be made easier. Although announced on Nov. 1 on the Alumni Association website, most alumni first read of it on page 17 of the Jan.-Feb. Alumni Magazine where it advertises a meeting: "To consider a constitutional amendment that would allow voting via mail 'or other appropriate means.' This would nullify the existing constitutional requirement that votes be cast in person."

Those of us who oppose the new constitution saw this meeting as an opportunity to introduce other amendments to the present constitution, regarding off-site voting in elections (as well as for constitutional amendments) and the conduct of meetings by Robert's Rules. Given that all parties are now professing to favor off-site voting in elections and the evident advantage of substituting Robert's Rules for arbitrary rule from the chair, we wanted to insure immediate adoption of these changes if, as we fervidly hope, the proposed new constitution fails to gain approval. And so, in December, after much discussion via e-mail, we solicited the 50 required petitions for three amendments.

As soon as that number was reached, I tried to call the Alumni Relations Office to submit them, but, as often happens, there was no answer. Before I could call again, the College was on its Christmas break. On Jan. 3, the first day offices were again open, I left 75 petitions with Patricia Fisher's secretary. I also told her I had more at home and that they were still coming in. A day or two later, Alumni Relations Director David Spalding phoned me to say that the deadline had passed and that it would be up to the Executive Committee to waive it. As we now all know, he and his presumptive Executive Committee refused to do so, citing the necessity of observing Guidelines.

These Guidelines he invokes, which his predecessor had similarly invoked to bar off-site voting for the Oct. 23 election, have never been voted upon by the Association membership even though they are effectively constitutional amendments. Evidently, they were first issued by the Executive Committee in 2001. The latest date they bear is Oct. 17, 2005. They have no constitutional standing; the Executive Committee can add to them, rescind them or change them through nothing more complicated than a conference call.

Now let us examine the application of these non-constitutional Guidelines. They state that the Executive Committee may call a special meeting provided that such proposed amendments are identified and described on the Association's website no later than the first day of the third month preceding the next annual or special meeting. This, Collins and his group have done. But the same Guidelines also state that petitions for amendments must be filed "the first day of the fourth month preceding the next annual or special meeting." Given that the special meeting was announced for Feb. 12, the first day of the fourth month would be Oct. 1, 2005. Therefore, I would have had to file those petitions, not only a month before the meeting was called, but (given that the first fell on a weekend) 25 days before those who called it were elected.

In light of this absurdity, how can Collins justify his action by saying that we must follow all appropriate guidelines so that everyone knows and is governed by the same rules, but at the same time maintain an understanding flexibility, as some situations may be unique or unforeseen?

Here is the "official" letter referred to in the letter above! This issue boils down to attempts by the college to prevent outside "meddling" by other than hand-selected alumni representatives and ultimately to make it more difficult, if not impossible to put petition candidates on the trustee ballot who would not be acceptable to the PC elite! (Note the liberal use of the words "fair" and "enfranchisement"!)

--- Forwarded message from Association of Alumni ---

>Date: 16 Jan 2006 14:37:57 EST
>From: Association.of.Alumni@Alum.Dartmouth.ORG (Association of Alumni)
>Subject: Special Meeting of the Association of Alumni
>To: association-of-alumni@LISTSERV.DARTMOUTH.EDU

My Fellow Alumni,

During the October annual meeting of the Dartmouth Association of Alumni, it was made clear to the members of the newly-elected executive committee that a great many alumni would like to be able to vote on constitutional amendments without having to attend meetings in person.

To respond as quickly as possible to that request, we called a special meeting for February 12 in Hanover. The purpose will be to vote on a proposal to change the alumni constitution to require that future amendment proposals be voted on by all alumni via all-media voting (as we do now during alumni trustee balloting). This would finally eliminate the current requirement to vote in person in Hanover on constitutional matters, providing alumni with a more democratic and transparent mechanism for change.

I urge you to attend this important meeting and have your voice counted.

Five years ago, the elected leaders of the association realized the need for a clearer, more participatory form of alumni governance. In response, the association and the Alumni Council charged an Alumni Governance Task Force to explore how this could be accomplished. As your representatives, we continue to be completely supportive of this process, and to carrying out the will of the alumni to achieve these objectives.

As we move forward with this process, it is important that the alumni be aware of the principles that guide their leadership. We will make every effort to commit ourselves to an inclusive association and address issues with as much fairness and understanding as we possibly can. We pledge to

- protect all alumni rights and privileges during a transitional period that is unprecedented
- encourage constitutional and procedural changes
- always provide fair and timely notice, so that all alumni can fully understand any proposals on which they are asked to vote
- provide universal and equal alumni enfranchisement opportunity
- follow all appropriate guidelines so that everyone knows and is governed by the same rules, but at the same time maintaining an understanding flexibility, as some situations may be unique or unforeseen
- continually strive to implement a fair process that is well publicized and easily understood.

It is essential that all alumni have the opportunity to understand well in advance the issues that will be addressed at an annual or special meeting of the association. Submission of agenda items must be made in a timely manner in order for alumni to not only review the content, but (under the existing rules) to make travel plans to come to Hanover to vote. Accordingly, your executive committee made a difficult decision last week on behalf of all alumni to not allow petition amendments to be placed on the February 12 agenda.

The proposed amendment allowing multi-media voting on constitutional issues is long overdue. However, this is your association and under existing rules you must be present to vote. So please join us on February 12 and cast your vote. For additional information about the meeting and to read the text of the amendment please visit http://alumni.dartmouth.edu/leadership/association/special.html or contact Patricia Harris '81 at (603) 646-3929

We remain committed to maintaining an ongoing and open dialogue with all members of the alumni association.

Sincerely,

Allen V. Collins '53, President
Dartmouth Association of Alumni

--- End of forwarded text ---

Jan Brigham Bent '82 MALS
Dartmouth College
Alumni Relations
Director, Alumni Information Resources
Dartmouth College
(603) 646-3306

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