Memorial Minutemen Alumni Association

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1 Memorial Minutemen Alumni Association Official By-Laws August 11, 2010

2 Table of Contents Article I Name and Purpose Page 3 Article II Articles of Agreement Page 3 Article III Board of Directors Page 3 Article IV Elections Page 4 Article V General Duties of the Board of Directors Page 5 Article VI Duties of Officers Page 5 Article VII Membership Page 6 Article VIII Meetings Page 7 Article IX By-Laws, Policies & Procedures and Amendments Page 8-2 -

3 BY-LAWS OF THE MEMORIAL MINUTEMEN ALUMNI ASSOCIATION Article I. Name and Purpose The Memorial Minutemen Alumni Association is founded by and for the alumni of Memorial High School of San Antonio, Texas. The Memorial Minutemen Alumni Association has established the adoption of the Articles of Agreement and within the By-Laws of the organization. The Memorial Minutemen Alumni Association purposes are as follow: 1. Maintain permanent historical records of the school and its students. 2. Provide ways and means to support members and relatives of members seeking degrees of higher education. 3. Recognize and commend graduates and staff members, who have distinguished themselves as leaders in the state, city and local community. 4. Support programs and activities for the benefit and enjoyment of Memorial High School students and alumni. 5. Maintain a purposeful information system that promotes communication among its members and supporters. Mission Statement: Promote fellowship among graduates, current students, faculty and staff members, and supporters of the school for its development and well being as an educational community

4 Article II. Articles of Agreement The name of the organization, the transaction of business, and the location of its principal place and other places of business shall be from time to time changed by the Board of Directors and voted by active members as set forth in the Articles of Agreement and are hereby made a part of these By-Laws. Article III. Board of Directors 1. The Board shall consist of: a. President b. Vice-President c. Secretary d. Treasurer (2 individuals may be elected) e. Historian f. Events Coordinator (2 individuals may be elected) g. Sergeant-of-arms (must be appointed) h. ex-oficio members *Board of Directors may be deleted or combined. 2. No member of the Board of Directors shall hold more than one position on the Board of Directors

5 Article IV. Elections 1. Nominations a. The Board of Directors Secretary shall be the chairman for the Nominating Committee for the purpose of approving candidates to run for the vacancies of the Board of Directors. b. The slate of candidates will be presented on second week of October. c. Nominations will be accepted up to the second Wednesday of November and no later. Ballots will be made for elections in December. d. The elections will be held on the second Wednesday of every December. e. No person shall be nominated for more than one Board of Directors Position. 2. Pre-requisites a. Candidates for President must have an active membership status of the association. 3. Term of Office a. The term of office for all Board of Directors is one year. b. Any Board of Director unable to serve the complete term will be replace with a 2/3 vote of the remaining Board of Directors. 4. Board of Directors Elections Procedure a. The elections will be held on the second Wednesday of every December. b. The General Membership will be informed of the expectations of individuals desiring to run for office. c. A ballot will be issued to each active member who has paid their membership dues. The name of each active member will be validated on the Official Association Roster to ensure only valid votes are cast. d. There will be three individuals selected from the Board of Directors (secretary, treasurer, Events Coordinator) to verify and certify the ballot counts

6 Article V. General Duties of the Board of Directors 1. Financial Management is the responsibility of the entire Board of Directors. 2. All checks drawn will have a minimum of two signatures. 3. All Checks must be signed by the President or Vice President and the Treasurer. 4. The two signatures appearing on the check will not consist of two members of the same family. In the event of this occurrence, the Board will designate a Board Member who is not related as co-signer. 5. All bank statements will be reviewed by the President and Treasurer. They may also be reviewed by any member of the Board of Directors or active member upon making any appointment with the Treasurer for that purpose. 6. An annual report will be present on the second Wednesday of December. Monthly income/expense reports will be provided to the general membership. 7. In the event of a discrepancy, of a yearly audit of the financial records maintained by the Treasurer, an outside auditing firm will be contacted. 8. No property will be sold, traded, destroyed or given away without the approval of the Board (majority vote)

7 Article VI. Duties of Officers A. President: shall preside over all meetings, create agendas and up-coming dates of meetings, organize committees, recommend committee chairperson for vote, promotes good relations within the Association, insures a yearly audit of the financial records maintained by the Treasurer or as required by the Board and during Board meetings, all decisions regarding financial requests and program submissions must have board approval, does not have vote unless there is a tie. B. Vice-President: shall act in the President s absence when appropriate or when requested to do so. In case of resignation, impeachment or death of the president, assume all the duties of the president for the remainder of the term. Shall performs all duties incident to the office of the 1st Vice President and related duties as may be imposed on behalf of the organization and organize any events or tasks as specified by the President. C. Secretary: shall maintain and provide a filing system or record keeping system of reports, notices, elections, correspondence, schedules, by-laws, etc. Contact all those involved concerning meetings or other appropriate information. Maintain, publish and provide a directory of the Board members. Responsible for the verification of all registration documentation for submittal at the official registration. Responsible for obtaining and preparing the necessary documentation and signatures required for registration. Perform all duties incident to the office of Secretary and related duties as may be imposed on behalf of the association. Responsible for keeping accurate records of receipt books issued. D. Treasurers: shall be responsible for all funds of the organization and oversee the receipt and disbursement of funds subject to the approval of the Board of Directors. Prepare and deliver monthly (or as required) financial reports to the Board and monthly income /expense reports during the season to the General Membership. Responsible for receiving and issuing receipts for monies due and/or payable to the Memorial Minutemen Alumni Association from the various sources, including Membership fees, fundraisers, and donations and deposits all such monies in the general fund of the club in such bank(s) or other depositories as selected by the Board in accordance with the provisions off these bylaws. The Treasurer shall not disburse funds without the approval of the President. E. Historian: shall show up for each board meeting to take pictures (speaker, audience, interesting displays, etc.). If there is to be an absence, arrange ahead of time to have somebody else take the pictures. Take pictures at special events held by the Association (fundraisers, community events, meetings, etc.). Post pictures on the web site. F. Events Coordinator: shall generate new ideas to engage alumni. Brings these ideas to the Board along with a plan as to how the event would function, venue information, a contact person, estimated cost, etc. Collaborate with all the Board of Directors and general members to execute the success of all events

8 Article VII. Membership 1. Classes of Membership. There shall be two classes of membership: A. General Membership: Any person who is a graduate of Memorial High School. B. Active Membership: a graduate of Memorial High school who has paid their membership due. These members will receive a membership card. 2. Membership Fees. There will be a membership fee as established and determined from time to time by the Board of Directors. Members are also encouraged to make donations to help fund the activities of the organization. 3. Benefits and Responsibilities. A. Each active member shall be entitled to a vote for members of the Board of Directors. B. During elections, Active members may be nominated to hold a position within the Board of Directors. C. If any member of the organization uses his/her membership in an unethical way, the Alumni Officers shall have the power to take action as it may see fit, including removal of membership privileges. 4. Termination of Membership. Any member may resign his or her membership in the Association

9 Article VIII Meetings 1. Board Meetings a. A Board Meeting will be held on the 2nd Wednesday of each month throughout the year or as deemed necessary. b. There must be a majority of the Board Members present to constitute a meeting of the Board. c. A quorum must be present for any requiring voting. d. The location and time of the Board Meeting will be addressed at each monthly meeting. e. Any Board Member missing more than five (5) meetings or three (3) consecutive meetings in a given year will be subject to replacement upon a majority vote from the existing Board. It will be the duty of the Board to appoint a qualified member in good standing to serve in this office during the interim. f. Order of Meeting: i. Opening and Invocation ii. Roll Call of Directors iii. Reading of Minutes iv. Treasurer s Report v. President s communications vi. ld Business vii. New Business viii. Closing - 9 -

10 Article IX. By-Laws, Policies and Procedures and Amendments The conduct of the affairs of the Association, its membership and Board of Directors shall be governed by this set of By-Laws, which may be changed or revised from time to time in accordance with the provisions thereof. Any and all matters and rules for the governance of the Association not specifically covered in the By-Laws, therefore as permitted by law, may be set forth in Association Policies and Procedures as adopted by the majority vote of the Board of Directors. The By-Laws and Policies and Procedures shall be provided to any member upon their request. 1. Recommended Amendments. 2. The power to create, modify, amend or revoke the By-Laws of the Association shall be vested in the Board of Directors. a. Active members in good standing may propose an amendment at any time by submitting it in writing to the President and Secretary. b. The By-Laws of this Alumni Association may be amended by a majority vote of the Board of Directors present at the board meetings. 3. The Board shall be the keepers of the By-Laws. Distribution of copies of the By- Laws will be coordinated through the President and Secretary. 4. All Memorial Minutemen Alumni Association members have the right to review the By-Laws by appointment with the President and Secretary

11 These By-Laws have been viewed and approved by its Board of Directors. Date President Vice President Secretary Treasurer Treasurer Historian Events Coordinator Events Coordinator

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