Pioneer Alumni Association By-Laws

Transcription

1 Pioneer Alumni Association By-Laws Article 1 Identification Section 1.1 Name The name of the association shall be the Pioneer Alumni Association (herein referred to as the Association ). To avoid potential confusion, the Association will refer to itself as the Pioneer Alumni Association and not as the Pioneer or Pioneer Alumni. Section 1.2 Relationship The Association is a separate legal entity from Pioneer Drum and Bugle Corps (herein referred to as Pioneer). It shall not be deemed to be an agency or instrumentality of Pioneer and Pioneer shall not be deemed to be an agency or instrumentality of the Association. The Association shall not hold itself out to the public as an agent of Pioneer without the express written consent of Pioneer. The Association shall not contract in the name of the Pioneer without the express written consent of Pioneer. Article 2 Purpose The purpose of the Association is to: Utilize time, talent, and resources of the Association to build a stronger connection to the current and future corps. Establish a framework for alumni to easily connect with old friends, share and coordinate local alumni events and happenings, and celebrate milestones in alumni lives. Preserve the history and traditions of Pioneer. Create an ongoing financial legacy that will ensure the long-term stability of Pioneer. Article 3 Fiscal Year The fiscal year of the Association shall be the calendar year. Article 4 Membership Section 4.1 Eligibility A former marching member who participated in Pioneer, Imperials of St. Patrick, Thunderbolts, The Thing and any cadet corps that feed into the listed corps, as a competing member is an alumnus and therefore eligible to be an Association member. If an eligible alumnus has more than one year of eligibility left, to march with any World or Open Class Drum and Bugle Corps, Including Pioneer, that individual will not be able to run for any elected positions of the Pioneer Alumni Association.

2 Section 4.2 Additional Eligibility Former Staff, Support Personnel, Boosters and Volunteers may join the Pioneer Alumni Association and be granted all rights and privileges as current and former members of the competing corps have as members of Pioneer Alumni Association. Section 4.3 Application for Membership Application for membership shall be on the Association application form. All applications shall be reviewed by the Director of Membership and approved by the Board of Directors. New members shall be afforded full membership rights from the date of the application approval by the Board of Directors. Section 4.4 Voting Each member of the Association shall have the right to cast one vote on each matter brought before a vote of the membership. Votes shall be tallied by the President and verified by the Secretary. Section 4.5 Dues Annual membership dues shall be established for the next year by the Board of Directors prior to the renewal reminder going out to the membership. Article 5 Member Meetings Section 5.1 Regular Meetings Regular meetings shall be held in January, April, September, and November, at such time and place the Board of Directors may designate. Section 5.2 Annual Meeting The annual meeting of the members for announcing the Board of Directors and conducting other appropriate business, including a financial report, shall be held at the November regular meeting. Section 5.3 Special Meetings Special meetings of the members, shall be called by the President, the Board of Directors, or by a vote of 25% of eligible voting members Section 5.4 Notice of Meetings Notice will be provided to all members: For the following, special and annual meetings will be (10) days prior to the meetings. Regular meetings will be at least seven (7) days prior to the meeting. Section 5.5 Quorum A quorum, will be met, when 1% members are represented in person or by conference call. A majority vote by the members present at any meeting held, when there is a quorum, either in person or by conference call, will be necessary for the adoption of any matter voted on by the members.

3 Section 5.6 Virtual Meeting Space Association meetings will be held virtually, on a platform that supports audio and video capabilities. This will be done to support those members who do not reside in the Milwaukee, WI area, and cannot attend in person. Meetings will be recorded and available on the Pioneer Alumni Association page. Article 6 Board of Directors Section 6.1 Power and Duties The Board of Directors (also referred to as the Board ) shall manage and control property, business, and affairs of the Association and in general exercise all powers of the Association. Section 6.2 Officers The following shall be members of the Board of Directors and shall be officers of the Association: President Vice President Treasurer Secretary Section 6.3 Composition of the Board of Directors Along with the Officers listed in Section 6.2 of this Article, the Board of Directors shall also include the following positions: Director of Membership Director of Marketing and Public Relations Director of Philanthropy Director of Current Member Relations President-Elect Past President Member at Large These shall constitute the governing body of the Association. Additional Board of Director positions shall be nominated by the president and elected among the eligible membership as members of the board of Directors, should a new Core Leadership Area be established. Section 6.4 Qualifications All candidates for the Board of Directors must be members of the Association in good standing at the time of nomination or appointment and for the complete term of office. All candidates must also complete a satisfactory background check. Section 6.5 Term of Office Officers and Directors will be elected by the alumni members annually from the proposed list of candidates that self-nominate for each elected position. A committee will be formed by the Board of Directors, each year, to organize all candidates and to hold the elections of new members. Each elected Officer and Director will start their time in office on January 1 st,

4 following the election of that position and will hold office for two years. The exception will be the Past President, who will serve a one-year term, or until the successor is elected and takes office. If there is a shorter term, see section 6.6. The President may not be eligible for re-election for two consecutive terms. The following positions renew in odd years: President President-Elect Past President Secretary Director of Membership Director of Philanthropy The following positions renew in even years: Vice President Treasure Director of Marketing and Public Relations Director of Current Member Relations Member at Large Section 6.6 Vacancies Any vacancy in the Board may be filled for the unexpired term by appointment of the President with the consent of the Board of Directors or a complete election process can be completed for the opening. Section 6.7 Quorum 5 out of 11 Board of Directors shall constitute a quorum for the transaction of business. The act of a majority of the Board of Directors present at any meeting at which there is a quorum, either in person or by conference call, shall be the act of the Governing Body, except to the extent that applicable state law may require a greater number. In addition, the Board may act by unanimous written consent or electronic consent of all voting members. Section 6.8 Board of Directors Responsibilities The Board of Directors will carry out all business of the Association except, stated differently in these By-Laws or other governing documents of the Association. A member in good standing may request the President to place on the agenda, at the Presidents discretion, of the next regular Board of Directors meeting any action for consideration by the Board of Directors. Article 7 Duties and Responsibilities The responsibilities of each member of the Board of Directors shall be as outlined in the position descriptions maintained by the Association. The position descriptions are subject to change as deemed necessary by the President and of the Board of Directors.

5 Section 7.1 President The president shall oversee the meetings of the members and of the board. The president shall direct the Association and have charge and supervision of the affairs and business of the association, subject to the ultimate management authority of the Board of Directors. The president shall maintain liaison and be a current member in good standing throughout the duration of their term of office. Section 7.2 Vice President The Vice-President, at the request of the President or in absence or disability of the president, may perform any duties of the President. They shall have such powers and perform such other liaison duties as the Board or the President may determine. They shall maintain liaison and be a current member in good standing throughout the duration of their term of office. Section 7.3 Treasurer The Treasurer shall be responsible for the financial affairs of the Association, including all required filings. These responsibilities shall include financial reports to the Board, annual reports to the members at the Annual Meeting and coordinating arrangements for the annual examination audit of the accounts as may be required by the board. Section 7.4 Secretary The Secretary shall serve as the recorder of Association activities. The Secretary will record minutes at all board meetings and will ensure the retention of such minutes. Section 7.5 President-Elect The President-Elect shall serve in a preparatory capacity, gaining experience from the Past President and President, and fulfills such duties as requested by the President and/or Board of Directors. Section 7.6 Past President The Past President shall serve as an advisor to the President, and fulfill such duties as requested by the President and/or Board of Directors. Section 7.7 Core Leadership Area (CLA) Directors Core Leadership Area (CLA) Directors shall have such powers and perform such liaison duties as the Board of the President may determine. The responsibilities include awareness sessions and initiatives in the CLA as determined by the President and the Board. They shall have the authority to appoint sub-committees to plan and implement the activities associated with the CLA during their term. Article 8 Standing Committees Section 8.1 Nominating Committee The Nominating Committee shall prepare a slate of candidates as nominees for the Association s Board positions to be filled, as well as consider any self-nominations received.

6 The Nominating Committee consists of the President (chair), the President-Elect, and the immediate Past President. Section 8.2 Membership Engagement Committee The Membership Engagement Committee works with new Association members to ensure engagement throughout their membership with the Association. In addition, the committee explores new ways to continually grow and engage current membership. This committee is led by the Director of Membership. Section 8.3 Scholarship Committee To Be Determined. Article 9 Scholarships To Be Determined Article 10 Endowment Program Section 10.1 Mission To maintain an open designed endowment fund to benefit charitable interest and programs that support the mission of the Association. Article 11 Electronic Voting Electronic ballots can be used for the election of Directors as well as other types of voting as designated by the Association. Article 12 Local Chapters Section Chapters The Association consists of different alumni chapters ( Chapters ) throughout world. The coordination of the Chapters is the responsibility of the Director of Memberships. Each Chapter s main goal must be to create opportunities for alumni to connect socially, keep in touch with the organization, and participate in activities that support of the purposes of the Association. Section 12.2 Chapter Requirements Each Chapter is expected to: Have at least one alumnus committed to service as a Chapter Leader volunteer. The Chapter Leader is the main point of contact with the Director of Membership. The Chapter Leader ensures continuity of leadership by providing opportunities for new leaders to develop. Have at least two named Alumni volunteers to help with events and promotion (as a Co-Leader and a Planning Committee member). These leader/volunteers have primary responsibility for the management and spirit of an alumni Chapter. Each chapter should establish short-range and long-range objectives for the Chapter.

7 o Examples: raise funds for scholarships, volunteer in your community on behalf of Pioneer, and reach out to younger Alumni File an annual report by November 1st of each year. File a Spring/Summer plan by February 1st with the Director of Membership detailing plans for the coming season and including a list of chapter volunteers responsible for the various activities. Plan at least two events per year that serve different purposes (i.e. community service, career/networking, fundraising, family-friendly, etc.). Article 13 Parliamentary Procedure Meetings of the Association shall be governed by the rules contained in Robert s Rules of Order in all cases to which they are applicable and in which they are consistent with the Law and Bylaws of the Association. Article 14 Amendment of By-Laws The Bylaws may be amended by a majority vote of the members present at any meeting at which a quorum exists, and in which required notice has been met, provided that no such amendment shall be effective unless and until approved by the Association President or his designee as being in furtherance for the purpose of the Association. Any motion to amend the bylaws shall clearly state that it is not effective unless and until approved by the Association President or his designee. Article 15 Association Dissolution In the event of the Association s dissolution, the remaining monies in the treasury, after the Association expenses have been paid, will be contributed to an organization decided upon by the Board of Directors at the time of dissolution.