Board and Members Resources

Annual Meeting of Members

Caltech Alumni Association

Friday, September 23, 5:30 PM

Hybrid event, accessible in person and online


Thank you for your interest in attending the Caltech Alumni Association's Annual Meeting of Members. Learn about CAA's accomplishments over the last year, thank outgoing Board of Directors members, and congratulate new Board members.

2022 Meeting Agenda

June Annual Meeting Minutes

December Annual Meeting Minutes

2021 CAA Financial Statement

This meeting is open only to members of the CAA. You may choose to register to attend virtually or in person using the links below.

Proof of Vaccination

Consistent with Caltech's vaccination policy, all attendees at the in-person Annual Meeting of Members must be able to provide proof of their fully vaccinated and boosted status, if they are eligible for a booster dose or more than 30 days post becoming eligible; or have proof of a negative viral test result from within 72 hours prior to the event. Acceptable viral tests include a PCR test or a proctored antigen test.

The timeframe for acceptable viral test results is subject to public health requirements and may change in accordance with those rules and regulations.

To see Caltech’s Coronavirus information, visit together.caltech.edu. 

2022 CAA Board Nominees, Process & Timeline


The voting period for CAA Board of Director positions is now closed.

The Board will canvass the vote and notify those elected prior to the Annual Meeting of Members on September 23, where new Directors will be formally announced. To view the Board's slate of Director candidates and their election information, go to 2022 Board Nominees using the tab on the left of this page.

Process and Overview

To identify high-performing potential Board members capable of effectively leading the Caltech Alumni Association (CAA), a large and complex organization that represents over 25,000 Caltech alumni across the world, the Nomination Proposal Committee has received nominations and advised the Board in carefully developing an initial slate of candidates for CAA Board of Director seats that will be vacated in September of this year. 

The Nomination Proposal Committee is a 10-member committee guided by the principle that the Board should represent the diverse perspectives of all Caltech alumni. It is comprised of 6 Directors of the Board and 4 alumni not affiliated with the Board to ensure the CAA’s broader needs and priorities are addressed to benefit all members. 

We acknowledge and thank the following 2022 Nomination Committee members for their service:

  • Satoshi Ohtake, Board Chair 
  • Christie Canaria, Board Vice Chair – Governance 
  • Keith Karasek, Board Vice Chair – Leadership
  • Tara Gomez Hampton, Committee Co-Chair, Board Director
  • Michela Muñoz Fernandez, Committee Member 
  • Tom Fletcher, Committee Member
  • Ruth Ann Mullen, Committee Member
  • Brice Nzeukou, Committee Member
  • Jen Blank, Board Director
  • Dan Liebling, Board Director

While taking account of the Board’s present composition and the organization’s future needs to develop its report for the Board's Candidate slate, the Nomination Proposal Committee considers a set of relevant attributes including:

  • A commitment to investing the time and energy necessary for effective service
  • An understanding of complex organizations
  • Leadership, mediation, community-building, and consensus-building skills
  • Experience and accomplishment in one of the following academic or professional domains relevant to the Caltech and effective organizational management: Healthcare/ Medicine, Advocacy/Public Policy, Fundraising, Government Relations, Marketing, Financial Management: Accounting, Financial Management: Investments, Law, Public Relations, Social Media

2022 Board Slate Candidates 

 The Board has received the Nomination Proposal Committee’s report and presents its slate of candidates for election. These accomplished alumni were selected based on their personal qualifications, experience and commitment to CAA’s mission and vision:

  • Amanda Cashin, PhD (PhD ’06)
  • Angela Poole, PhD (BS ’99)
  • David Chavez, PhD (BS ’96)
  • Evan Tsang, MS (BS ’99)
  • Jason Turner, MS (BS ’01)

The current candidates’ personal qualifications reflect myriad experiences and abilities that benefit CAA, including:

  • Experience in coalition and partnership-building 
  • Firsthand scientific knowledge of complex topics
  • Marketing and management abilities 
  • Expertise in organizational leadership
  • Significant fundraising experience
  • Distinguished Alumni recipient

The following Board Members are nominated for seats on the Executive Committee:

  •  Jennifer Lee, Chair
  • Tara Gomez-Hampton, Vice Chair, Governance
  • Dan Liebling, Vice Chair, Leadership
  • Kevin Noertker, Vice Chair, Finance

Process Continued 

As outlined in the 2022 Board and Members Frequently Asked Questions (FAQs), the nominations process includes two periods for identifying board candidates: an Open Nomination Period, which closed on April 18; and an Open Petition Period, which closes on July 14 at 6PM Pacific Time.

To support timely procedures for the Open Petition Period, individuals who wish to qualify by petition for 2022 election are expected to submit their Acceptance Documents through the Online Submission Portal during the Open Petition Period. Successful petitions also require that physical signatures of at least 50 regular association members in good standing are accepted by the Secretary at the Alumni House via mail or in person (addresses provided below) by July 14, 6:00PM PT. Petition signatures must be independently verifiable (for example, providing any or all of the following: A signatory’s printed name, Caltech graduation year, date of signature, email address and/or physical address). To access a sample Petition Signature Form and for additional information about the petition process, click here.

Mailing Address:

Caltech Alumni Association

Attn: CAA Secretary
MC 1-97
1200 E. California Boulevard
Pasadena, CA 91125

Physical Address:

Caltech Alumni Association

Attn: CAA Secretary
345 S. Hill Avenue,
Pasadena, CA 91106


Once all the above steps are complete, the petitioner will be added to the ballot. For information about the nomination and election processes, visit the Board and Members FAQs.

Acceptance Documents are reviewed by the Nomination Proposal Committee and CAA staff. Nominees and interested parties may also be invited for video interviews with the Nomination Proposal Committee. If petitions are received, the acceptance documents and relevant information for all candidates will be published on the CAA website during the Open Ballot period (August – September).

If no additional nominations beyond the initial slate are made during the petition period, nominations shall be closed, and the Secretary will cast the unanimous vote to elect those slate nominees at the Annual Meeting of Members.

If additional candidates are received during the Open Petitions Period, a ballot shall be prepared and distributed to each CAA member. The Board will canvass the vote and notify those elected prior to the Annual Meeting of Members. In the event of a tie, the Board shall elect one of the tied candidates by plurality vote. Formal announcement of elected Directors will be announced at the Annual Meeting of Members to ensure full transparency to all CAA members.

To further ensure inclusivity and responsiveness to its members, the Caltech Alumni Association (CAA) Board of Directors is also introducing e-voting in 2022. CAA members who wish to vote electronically may do so by opting to receive an electronic ballot and communications link here.

Timeline

To ensure CAA members are aware and have the opportunity to participate in the nomination and election processes, a brief timeline of notable events is included below:

  • June 15: The Board’s Slate of Nominees are announced.
  • July 14 (Open Petition Period Closes): Online Submission Portal closes on July 14, 2022 at 6PM PT. Petitioned Candidates are required to submit verifiable signatures and confirm acceptance of nomination before this deadline. 
  • August 8 – September 9 (Pending Petitions): Open Ballot/Voting period and ballots received/counted if additional candidates are received during the petition period.
  • September 23 (Annual Meeting of Members): New directors are announced at this meeting. For meeting details and to register to attend virtually or in-person, click here.

For additional information and answers to questions about the Election and Nomination processes and CAA Bylaws, please visit this link.

Webpage last updated: September 12, 2022

2022 Board Nominees

These are the seven nominees for five 2022 CAA Board positions. The five candidates who receive the most votes will be named as Board Members during the CAA’s Annual Meeting.

Amanda Cashin, PhD (PhD ’06)
VP, Global Head, Illumina For Startups
San Francisco, CA
CAA Board-Nominated
Read Bio
David E. Chavez, PhD (BS ’96)
Scientist 5, Los Alamos National Laboratory
Ranchos de Taos, NM
CAA Board-Nominated
Read Bio
John Hasier, PhD (BS ’09)
Senior Staff Engineer, Corrosion and Materials Failure Analysis, Rivian
Anaheim, CA
Self-Nominated
Read Bio
Angela C. Poole, PhD (BS ’99)
Assistant Professor, Cornell University
Ithaca, NY
CAA Board-Nominated
Read Bio
Carly Robison, BS (BS ’18)
Software Engineer, Waymo LLC
Minneapolis, MN
Self-Nominated
Read Bio
Evan Tsang, BS (BS ’99)
Vice President, Skylar Consulting
Pasadena, CA
CAA Board-Nominated
Read Bio
Jay Turner, MS (BS ’01)
Manager of Project Controls, Southern California Edison
Torrance, CA
CAA Board-Nominated
Read Bio

2022 Election FAQs

1. What is new about the elections and nomination process for the Board of Directors in 2022?

In 2022, as it does each year, the Nomination Proposal Committee will receive nominations to develop a slate of candidates for Board of Director seats, replacing the Directors whose terms are ending. A slate of five (5) nominees will be announced in June 2022, and the positions will be vacated and new candidates elected at the Annual Meeting of Members in September 2022 after terms end.

To help ensure inclusivity and become more responsive to its members, the Caltech Alumni Association (CAA) Board of Directors is also introducing e-voting in 2022.

CAA members who wish to vote electronically may do so by opting to receive an electronic ballot and communications link here.

2. What does a Director of the Board do?

The Caltech Alumni Association Board of Directors’ ultimate role is to assist the Alumni Association’s President/Chief Executive Officer and volunteers in carrying out the Mission and Strategic Plan of the Association in concert with the strategic goals of the Institute and other affiliated organizations, which include alumni learning, community development, and engagement. Board members hold fiduciary responsibility for more than $10 million in annual reserves and operating budgets for programs and communications. The CAA provides board members with indemnification insurance.

3. What is required of a Director of the Board?

Directors of the Board are asked to commit a considerable amount of time and resources to the CAA, including participating in approximately 20 events throughout the year and contributing financially to the Alumni Association as well as the Institute. 

In addition to attending regular quarterly Board meetings, Members of the Board of Directors are expected to serve on at least one Standing Committee and participate in monthly meetings as needed. Members are also expected to attend and assist with CAA events and special meetings, including Seminar Day, an annual retreat, reunions, and other events and alumni experiences.

4. What are the eligibility requirements and desired characteristics for a Board Member?

Eligibility requirements are as follows:

  • Caltech degree holders classified as an alumnus/a by Caltech are eligible for service on the Board. 
  • Current trustees on the Caltech Board of Trustees are not eligible for service on the Alumni Association Board of Directors. 
  • Non-degree holders and honorary alumni are not eligible for service on the Board of Directors.

While taking account of the Board’s present composition and the organization’s future needs, the Nomination Proposal Committee considers additional attributes, including:

  • A commitment to investing the time and energy necessary for effective service
  • An understanding of complex organizations
  • Leadership, mediator, community-building, and consensus-building skills
  • Experience and accomplishment in one of the following academic or professional domains relevant to the CAA and its goals: 1) Healthcare/ Medicine 2) Advocacy/Public Policy 3) Fundraising 4) Government Relations 5) Marketing 6) Financial Management: Accounting 7) Financial Management: Investments 8) Law 9) Public Relations 10) Social Media

5. How are candidates for the Board of Directors determined?

During the Open Nominations Period, prospective candidates may be invited to participate in informational video interviews with CAA leadership and Nomination Proposal Committee members. During the nomination period, the Committee will consider Acceptance Documents

Four months before the Annual Meeting of Members, the Board meets as a nominating committee for the purpose of receiving the report of the Nomination Proposal Committee and creating an initial slate of nominees for Board of Director positions. The initial slate consists of one (1) nomination for each of the five (5) Directors whose terms expire in 2022.

In addition to the initial slate prepared by the Board, and to further ensure an inclusive and open nomination process, candidates for Directors to the Board may also be nominated via petition during the Open Petitions Period with the signatures of at least 50 regular association members in good standing. Note that the petition period will open after the initial slate is announced in June 2022.

6. What is the process if additional candidates are nominated?

If additional candidates are received during the petition period, a ballot shall be prepared and distributed to each regular member. The nominees that receive the largest number of votes shall be elected. In the event of a tie, the Board shall elect one of the tied candidates by plurality vote. NOTE: Members may request electronic ballots in advance at the following link here.

Prior to the Annual Meeting of Members, the Board will canvass the vote and notify those elected of their election. Formal announcement of elected Directors will be announced at the Annual Meeting of Members to ensure full transparency to all members.

If no additional nominations beyond the initial slate are made during the petition period, nominations shall be closed, and the Secretary will cast the unanimous vote to elect those slate nominees at the Annual Meeting of Members.

7. How long do Directors of the Board serve? How often are they elected?

Directors on the Board of the CAA serve 3-year terms, and approximately one-third of the Board rolls off and is replenished with a new cohort of Directors each year.

8. Who should be nominated for Board of Director positions?

Individuals who must be Caltech alumni should be nominated for Director to the Board based on their personal qualifications and commitment to CAA’s mission and vision.

9. When can I nominate a candidate? When will elections take place?

The CAA bylaws provide two open periods to receive candidate names: Open Nominations Period and Open Petitions Period. 

Here are notable dates for the 2022 nomination and election cycle:

  • March 21- April 18: Open Nominations Period. Online submission portal closes on April 18, 2022 at 6PM PT. Nominated Candidates are required to confirm acceptance of nomination before this deadline.
  • June 15: The Board’s Slate of Nominees are announced.
  • Ending July 14: Open Petition Process. Online submission portal closes on July 14, 2022 at 6PM PT. Petitioned Candidates are required to submit verifiable signatures and confirm acceptance of nomination before this deadline.
  • August - September: Pending Petitions. Open Ballot/Voting period and ballots received/counted if additional candidates are received during the petition period.
  • September: Pending Announcement. Annual Meeting of Members. New directors are announced at this meeting.

10. How do I nominate someone to become a Director? Can I nominate myself?

Alumni may nominate themselves and/or each other to be considered for this year’s slate of nominees for Director positions during the Open Nominations Period. These nominees will be considered by the Nomination Proposal Committee for inclusion on the initial slate.

Candidates for Directors of the Board may also be nominated during the Open Petitions Period, which will open after the slate is announced in June, via a petition with the signatures of at least 50 regular members in good standing.

Individuals who wish to qualify by petition for the 2022 election are expected to notify the Secretary of the Board of their intent and to submit a formal Nominee’s Acceptance Documents Letter during the petition period. We encourage all interested parties to submit their interest in service during the open nominations period. Incomplete petitions will be considered withdrawn.

To learn more and nominate an individual, including yourself, please visit this link.

11. What happens after a candidate is nominated?

Nominees must formally accept their nomination as outlined on the CAA Board of Directors’ Nominations Submission Portal, where detailed instructions for submitting the Nominee’s Formal Acceptance are provided. Nominations not formally accepted during the nomination period will be considered withdrawn. Incomplete nominations will be considered withdrawn, as well.

Acceptance Documents are reviewed by the Nomination Proposal Committee, Board, and CAA staff. Nominees and interested parties may also be invited for video interviews with the Nomination Proposal Committee. Successful slate nominees, their acceptance documents, and their relevant information will be published on the CAA website during the Open Ballot period.

In the case of an election, additional Acceptance Documents for slate nominees and petition nominees will be posted on candidate profile pages on the website. 

12. Who is responsible for overseeing the Board nomination and election processes?

The Nomination Proposal Committee oversees the Board nomination and election processes, and under the CAA bylaws, are guided by the principle that membership on the Board should be inclusive and broad enough to reflect the diverse perspectives of Caltech alumni. 

13. Where can I find more information about the Bylaws and election process?

For additional information or answers to questions about the Election and Nomination processes or CAA Bylaws, please visit this link.

Webpage last updated: June 15, 2022

Electronic and Paper Ballots

1. Can members vote via email or another electronic method? Did the State of California create an exemption during the pandemic, allowing for electronic voting instead of physical ballots?

Electronic transmission voting (voting by e-mail) was allowed for members before the pandemic and continues to be allowed. However, there are requirements that must be followed in order for voting by email to be legal and proper. See information concerning these requirements.

Source: Section 10.42 of Advising California Nonprofit Corporations entitled “Electronic Transmission by or to the Corporation,” published by Continuing Education of the Bar, 2021.

Individual organizations may have made their own policy changes on electronic voting, which would fall outside California requirements. It is possible that an organization is unaware of these requirements, or that it knowingly made the change and intentionally assumed the legal risks.

California has allowed for virtual membership meetings, provided those attending are able to have a voice and be “heard” by other attendees. It is possible that this decision on virtual meetings could have been misinterpreted to extend to voting by ballot.

Electronic voting is available, provided an individual member makes such a request in a signed document and indicates an email address to be used for casting ballots. However, the organization may not make a blanket decision to allow members to vote electronically either through an administrative action or by popular vote of members.

2. Can I change my own preference to vote by email?

Electronic voting is available, provided an individual member makes such a request in a signed document and indicates an email address to be used for casting ballots. Each individual must make this request. The organization may not make a blanket decision to allow members to vote electronically either through an administrative action or by popular vote of members.

If you would like to change your voting preference to electronic, you may download, complete, and return the Consent to Use of Electronic Transmissions form by email to info@alumni.caltech.edu or by mail to Caltech Alumni Association, MC 1-97, 1200 E California Blvd, Pasadena, CA, 91125.

3. How much does it cost to prepare and mail physical meeting announcements and ballots?

Based on the 2021 ballot printing and delivery, ballots cost from $1 to $1.50 each to print and mail. When possible, CAA inserts ballots into other publications already scheduled to mail to lessen organizational mailing costs. Since each meeting announcement and ballot can cost in excess of $25,000, CAA is taking extra measures with legal counsel to limit the number of mailings required to conduct regular administrative business.

4. Can Annual Meeting announcements and ballots be distributed electronically?

CAA is currently consulting legal counsel to determine whether Meeting Announcements and ballots may be distributed via email to the preferred address in Advance, based on state guidelines that permit virtual meetings. The guidelines may allow CAA to electronically distribute meeting announcements and ballots. However, the guidelines do not allow members to return ballots electronically unless an individual member has completed the Consent to Use of Electronic Transmissions form.

Information was developed with guidance and review of CAA legal counsel. CAA continues to consult with legal counsel to review interpretation of California guidelines and CAA Bylaws, in order to fulfill organization responsibilities more efficiently.

CAA Bylaws

The Caltech Alumni Association Board of Directors updated the Association’s Bylaws in 2021 to improve the Board’s operations, increase transparency and accountability, be more responsive to the Association’s members, especially during the ongoing COVID-19 pandemic, and address items that were missing from the previous bylaws, such as procedures for resignations and replacements of Directors and Officers. Adopted in November 2021, the current Bylaws were the culmination of nearly two years of review. For information about the changes, please visit the About CAA Bylaws tab.

About CAA Bylaws

Following is a list of Frequently Asked Questions and Answers regarding the recent update of Caltech Alumni Association’s Bylaws:

Why were the bylaws updated and why were they updated based on the Board’s approval?

The Caltech Alumni Association Board of Directors periodically has updated the Association’s bylaws many times over the years. In 2019, the Board initiated a thorough review of bylaws, in light of membership changes adopted in 2018, to determine how it could ensure its bylaws were in line with other high-performing alumni associations. The review was led by the Board's Governance Task Force, and guided by best practices recommendations from BoardSource, recognized leader in nonprofit board research, leadership, and support.

The Board adopted revised bylaws in November 2021 to improve the Board’s operations, increase transparency and accountability, be more responsive to its members and address items that were missing from the previous bylaws, such as procedures for resignations and replacements of Directors and Officers. As in the past, the Board updated and adopted those sections of the bylaws that under its authority to revise. The Board’s approval is all that was required to adopt these revisions.

Have the voting rights of Caltech Alumni Association’s members changed?

No. Members have the same voting rights they had prior to the bylaws update.

Have the roles and responsibilities of the Officers of the Board of Directors and Staff changed?

The recently adopted bylaws change some Board titles to conform to titles used by other high-performing alumni associations. Secretary duties were divided between the new position of Vice Chair, Governance, and the Corporate Secretary. The Vice Chair, Governance is responsible for leading the Nominations Committee and Governance Committee. Following are the changes in titles:

  • The President of the Board is now the Chair of the Board
  • The Vice President of the Board is now the Vice Chair, Leadership
  • The Treasurer of the Board is now Vice Chair, Finance
  •  The Executive Director is now the President/CEO
  • The Secretary duties are now split between Vice Chair, Governance and the Corporate Secretary of the Board.

Below are detailed descriptions of the responsibilities, which are essentially the same as they were in the previous bylaws except in the case of Vice Chair, Governance, which is a new position:

  • Chair: The Chair is responsible for active oversight of the affairs of the Association and presiding at all meetings of the Board. The Chair will also have such other powers and perform such other duties as may be prescribed by the Board or the Bylaws.
  • Vice Chair, Leadership: The Vice Chair, Leadership is responsible for presiding at all meetings of the Board and performing the duties of the Chair in all cases involving the Chair’s absence.
  • Corporate Secretary: The Corporate Secretary is responsible for maintaining all meeting minutes and details, keeping secure the Association’s original articles and bylaws and giving notice of all relevant Board and member meetings as required by these bylaws.   
  • Vice Chair, Finance: The Vice Chair, Finance is responsible for overseeing all financial matters including record keeping, receiving and distributing monies and valuables as ordered by the Board of Directors and serving as chair of the Finance Committee.
  • Vice Chair, Governance: The Vice Chair, Governance chairs the Nominations Committee and the Governance Committee and is responsible for other duties as may be prescribed by the Board. This is a new position.
  • President/Chief Executive Officer: The President is the Chief Executive Officer of the Association, directing and overseeing the day-to-day activities of the Association under control of the Board. The President/CEO reports directly to Caltech and to the Association and is provided with such staff as is necessary to conduct the affairs of the Association.

How does the bylaws update improve the Board’s operations?

The bylaws update improves the Board’s operations by creating new committees and a new Board officer position to better address important matters before the Board. The new standing committees are the Governance, Finance and Audit committees. The new Board Officer is the Vice Chair, Governance, who is responsible for ensuring a fair nomination process and providing leadership for the Governance Committee.

The bylaws update also includes simple changes to clarify language and dates, such as including language to better reflect evolving calendars and the removal of arbitrary dates. For instance, the previous bylaws required the Nominations Committee meet on Jan. 15 of every year. The updated bylaws say the Nominations Committee will now meet 6 months before the annual meeting.

How does the bylaws update increase transparency and accountability?

The bylaws update increases transparency and accountability by including a receipt and disbursement of funds section to ensure the Board's fundraising and spending align with the Association's purpose and objectives. The update also clarified prohibitions on Conflicts of Interest and compensation for Directors and Committee members. In addition, the updated bylaws include an objectives section that clearly defines the Association’s goals, and they seek to ensure the Association properly maintains its articles, bylaws and other records.

How does the bylaws update make the Association more responsive to its members and the Board of Directors?

The bylaws update provides more clarity about the Association’s priorities and responds to the significant changes in communications necessitated by the COVID-19 pandemic by allowing for more digital communications and teleconference participation. Currently, California nonprofit code does not allow the Board to make digital voting available to all members; each member must make that request individually. To request electronic voting, please visit the Electronic and Paper Ballots tab.  

How does the bylaws update address items that were missing in the previous bylaws?

The bylaws update provide procedures for Officer and Director resignation and replacement, as well as adds consecutive term limits for Directors. It also makes changes throughout the document to reflect the new titles for Board of Directors, officers, and staff.

How long have these changes been discussed?

For nearly two years, just after previous bylaws were adopted in 2018, the Association has studied ways to improve its operations and effectiveness to benefit its current members and future alumni, and updated Bylaws were adopted by the Board in November 2021.