CONSTITUTION AND BY-LAWS HAYNES SCHOOL ALUMNI ASSOCIATION

Transcription

1 CONSTITUTION AND BY-LAWS HAYNES SCHOOL ALUMNI ASSOCIATION Preamble We, the Alumni of Haynes School, do hereby announce the following fli!^ objectives: A. To foster the interest of Haynes School by: 1. Sponsoring no less than one aimual affair in the month of August. 2. Providing scholarships for the children and /or the relatives of members of the Association. B. To foster the acquaintance and fellowship among the 1. The publication of a newsletter or bulletin. ^J)^' membership through: (Ttl^ 2. The implementation of special events presented by the Executive and/or the Planning/Program Committees. We, the Alumni of Haynes School do ordain and establish this as our Constitution and By-Laws. ARTICLE I Name This organization shall be known as the Haynes School Alumni Association. ARTICLE II Object, Aim, Purpose Section 1: The object, aim and purpose of the Haynes School Alumni Association is listed in the preamble. With these objectives, the Association shall aim to gather into one compact organization the alumni, former students, and faculty/staff of Haynes School. Section 2: The Association shall arrange for the awarding of prizes, special * awards, trophies, certificates and other items of recognition for deserving ^ members of the organization. ARTICLE III Membership and Qualification for Office Section 1: All graduates, former students, faculty/staff, and their descendants are eligible for membership. Section 2: A member must pay dues for the current fiscal year to be eligible for election to an office and to vote at any business meeting. Section 3: The amount of the annual dues shall be decided by the general body and must be paid by the end of the fiscal year. ARTICLE IV Association Chapters Each class shall constitute a chapter. Descendants of members can be members of their ancestor's chapter.

2 ARTICLE V General Officers and their Duties Section 1: The ELECTED officers of the Association shall be: President, Vice President, Recording Secretary, Assistant Recording Secretary, Corresponding Secretary, Treasurer, and Assistant Treasurer. All other officers shall be appointed by the President, or the Executive Committee. Section 2: The OFFICERS are elected for one term of four (4) years, but may not serve more than two consecutive terms, (eight (8) years). The Executive Committee has the power to fill any elected vacancy that occurs before the annual meeting. Section 3: The PRESIDENT shall preside at all meetings of the Association and the Executive Committee; have direct charge of the business and management of the Association, perform all acts and responsibilities pertinent to the position of the office of president, and such duties that may assigned to him/her by the by-laws or resolution of the Executive Committee, and shall serve as ex-officio to all committees except the nomination committee. Section 4: The VICE PRESIDENT shall have the power to perform duties as the President or Executive Committee may prescribe, i.e., serving as chair of special committees, and perform all duties and exercise all powers of the office of president in the absence or inability of the president to fulfill the duties and responsibility of that office for the elected term. Section 5: The RECORDING SECRETARY shall take minutes at all meetings and make copies available to members of the Executive committee, maintain record books in which by-laws, special rules of order, standing rules, and minutes are entered, with amendments to these documents, if any, and have the current record books on hand at every meeting. Section 6: The ASSISTANT RECORDING SECRETARY shall take minutes the same as the recording secretary, be available in the absence of the recording secretary, and shall assist in the duties of the corresponding secretary. Section 7: The CORRESPONDING SECRETARY shall keep the official membership roster, coordinate the general correspondence of the Association, have on hand at each meeting a list of each committee and its members, and serve as official public relations personnel on behalf of the organization. Section 8: The TREASURER shall receive and keep a record of all money transactions, make bank deposits, pay all bills/debts wherever possible by check or as authorized by the general body or the Executive Committee, give a written account of all financial transactions at each meeting, unless otherwise directed by general body or Executive Committee, give a complete financial report from the auditor upon the completion of a required audit. Section 9: The ASSISTANT TREASURER shall assist the treasurer in any feasible manner in keeping records as deemed by the treasurer, the president or the Executive Committee, keep records the same as the treasurer and perform the duties of the treasurer in his/her absence.

3 Section 10: Thie fflstorian keeps an account of Haynes School's history, and the Association's activities and its history, which become a permanent part of the Association's records for future generations. This office shall be appointed by the President or the Executive Committee. Section 11: The CHAPLAIN is responsible for invocations, benedictions and the spiritual well-being of the Association. The office of chaplain is appointed by the president or the Executive Committee. Section 12: The PARLIAMENTARIAN advises the president, officers and members of parliamentary procedures. Roberts' Rules of Order shall be applied. ARTICLE VI Executive Committee Section 1: The EXECUTIVE COMMITTEE shall consist of the elected officers and the CHAIR of each Standing Committee as appointed by the president. Section 2: The EXECUTIVE COMMITTEE shall act on behalf of the entire Association between annual meetings, and shall meet as often as necessary to care for the business and programs of the Association. Section 3: A QUORUM shall consist of members present when notified 5 days prior to the meeting. Emergency call meetings shall be at the president's discretion. Members may give their proxy to another member who will be in attendance. Section 4: Any MEMBER of the Executive Committee not current with the payment of dues and who does not attend at least 50% of all meetings without probable cause shall lose the elected/appointed office. The Executive Committee has the power to elect or appoint a replacement for that office. ARTICLE VII Other Committees All COMMITTEE CHAIRPERSONS shall be appointed by the president and/or the Executive Committee. Committee make-up shall be a collaboration between the chair and the president. ARTICLE VIII Annual Meeting Section 1: The Haynes School Alumni Association shall meet ANNUALLY the first full week end in AUGUST. (Friday, Saturday and Sunday). Section 2: The ANNUAL MEETING shall be to transact business, hear reports from committees and to carry out the activities that are necessary for the fulfillment of the organization's purpose. Section 3: SPECIAL SESSIONS may be called at any time and place as the general body or Executive Committee deems necessary. ARTICLE IX Expenditure and Disbursement of Money Expenditure and disbursement of money shall be as follows:

4 Section 1: REQUESTS for reimbursement of expenses must be presented at any meeting Executive or general. Verification, for all expenditures and disbursements, is required. Section 2: The Executive Committee shall have the pov/er to make decisions in emergencies. Section 3: A MODERATE DONATION shall be allocated for the use of meeting facilites for general, special or call meetings, and services rendered during annual meetings. Section 4: There shall be four (4) SIGNATURES on all bank records and any two (2) of the four (4) required on all checks. These signatures shall be that of the president, vice president, treasurer and assistant treasurer. ARTICLE X Fiscal Year The FISCAL YEAR shall be from September 1. year. to August 31 of the following ARTICLE XI Agenda for Annual Meeting The agenda for the annual business meeting shall be as follows, but not limited to: Invocation Welcome and Call to Order Minutes Treasurer's Report Standing Committee Reports Chapter Reports Old/Unfinished Business New Business Election/Installation of New Officers Benediction Adjournment ARTICLE XII Constitution, By-Laws Amendments This Constitution, By-Laws, and Rules of Order may be amended, adopted or repealed at any regular annual meeting by a majority vote. This amended/revised Constitution was presented and approved this 16th day of September, Nineteen hundred ninety-five.

5 J ^ X ;;Vc^ I ADDENDUM RULES OF SUNSHINE FUND & BREAVEMENT SUNSHINE FUND GUIDELINES (Adopted 8/3/90) ILLINESS - ONLY PAID MEMBERS will be sent money, flowers or juice basket Member mast be ill for at least three (3) days and in the hospital Member are privileged to receive this amoant ONLY ONCE a year. DEATH - A Green Plant or Floral Design will be sent at the death of a PAID MEMBER. A Green Phint or Floral Design will be sent to a PAID MEMBER'S SPOUSE AND CBDDLDREN. Recognition to other family members wiu be throngh cards and telegrams. Amendment to Ike Sunshine Fmid Guidelines: Price of purchase not to exceed cost at market price. '