Constitution and By-laws of the

New Iberia Senior High (NISH) Alumni Association

 

Preface

 

This document is the approved Constitution and ByLaws of the New Iberia Senior High (NISH) Alumni Association, hereinafter called the NISH Alumni Association.  The Association was founded in November, 2003 by members of the New Iberia Senior High School graduating class of 1978 and formally organized in September, 2004.

 

CONSTITUTION

ARTICLE I – NAME OF ORGANIZATION

The name of this organization shall be the New Iberia Senior High (NISH) Alumni Association, hereinafter referred to in this Constitution as the Associatio

 

ARTICLE II – PURPOSE

The purpose of the New Iberia Senior High (NISH) Alumni Association is to foster goodwill amongst all alumni, to promote the achievements and accomplishments for all alumni and the school, to foster a positive community image of the school and its graduates, and to support educational excellence by providing financial support in the form of scholarships to graduates.

 

ARTICLE II – MEMBERSHIP

The membership of this Association shall consist of the following:

Legacy Members – All persons who have graduated with a diploma or obtain a certificate from an accredited program of New Iberia Senior High.  Legacy members are not entitled to voting privileges but are entitled to selected correspondence from the Board of Directors.  Legacy members can obtain voting rights by becoming an active member through the payment of annual dues.

Honorary Members – Upon recommendation and approval of the Board of Directors, may be conferred upon persons who have rendered distinguished service to the school or this Association.  The honorary status is good for one (1) year.  Honorary members are not entitled to voting privileges but are entitled to selected correspondence from the Board of Directors.  Honorary members can obtain voting right by becoming an active member through the payment of annual dues.  Honorary status can be maintained by an annual vote of the Board of Directors.

Active Members – Active membership is held by those who are eligible for membership and who have contributed to the annual fund in the current fiscal year.  Active members have the right to vote at all general meetings for the Association, to receive all publications and notices of general meetings to be held under the auspices of the Association, and to participate in activities held in the name of and for the Association.

 

ARTICLE IV – ALUMNI BOARD FOR DIRECTORS 

Section I – Description

The Association Board of Directors, hereinafter called the Board, shall be the governing body of the Association and shall consist of six (6) members who shall serve as the governing officers.

Section II – Terms of Office

Elected Board members may serve with no term limits.

ARTICLE V – OFFICERS

The officers of this Association shall be as listed below along with the duties, responsibilities and authority of each position.

Director of Administration – the Director would maintain the Association’s Board of Directors roster, set regular and special meeting dates, co-ordinate the agenda of all meetings, conduct all meetings, receive progress reports from all directors and/or committee chairpersons, be responsible for the execution of all rules and regulations of the Association.  The Director of Administration would not vote on issues but would be responsible for casting any tie breaking vote.  The Director would be one of the requiredsignatures on all banking accounts.

Director of Records – the Director would serve in a “secretarial” capacity and will take minutes at all Association meetings, collect and retain minutes from any committee meetings, will be responsible for the Association’s official membership roster, and will be responsible for all correspondence received and set forth by the Board. Director of Financial Affairs – the Director would serve in a “treasurer’s”  capacity and will be in charge of all banking deposit/disbursement/reconciliation) transactions, responsible for the collection of all Association membership dues, would be responsible for maintaining the roster of paid members, and would be one of the required signatures on all Association bank accounts.

Director of Community Relations – the Director would handle all publicity for the Association, attend school board meetings and serve as liaison between the Association and the school board and/or the school.

Directors of Promotions – the Director would be responsible for coordinating membership drives, serve in a “fundraising” capacity and will be responsible for the coordination of all money-raising events.

Director of Education – the Director would be responsible for establishing scholarship guidelines and criteria, collecting the applications for any scholarships to be awarded, review and make recommendations to the Association regarding applicants (to be noted, the Association Board of Directors as a whole, or it’s assigned selection committee will choose any and all scholarship recipients).

ARTICLE VI – MEETINGS 

Section I

There shall be no less than one General Assembly meeting called each year at a date and time to be determined by the Board.  Any other General Assembly meetings may be held as necessary and called by the Director of Administration and/or two-thirds majority of the Board.

Section II

All members shall be notified of the date and time of each General Assembly meeting no less than ten (10) days prior to the actual date of the meeting.

Section III

The Director of Administration shall call a Board meeting no less than one per calendar quarter, but may call additional meetings as the need arises.

ARTICLE VII – AMENDMENTS AND RATIFICATION

This Constitution may be amended at any General Assembly meeting by a two-thirds vote of those present.  Printed copies of the pending amendments will be sent to each Board member and available to the general membership for public viewing at least ten (10) days prior to the General Assembly meeting

ARTICLE VIII – BYLAWS

Section I

The Board may propose Bylaws and/or amendments for the government of the Association, consistent with the provisions of the Constitution.

Section II

The Bylaws may be amended at any Board or General Assembly meeting by a majority of those qualified to vote.  Members of the Association shall be notified of such recommended amendments at least ten (10) days prior to the scheduled meeting.

 

BYLAWS

ARTICLE I – ALUMNI BOARD

The Board shall oversee all activities of the Association.  It shall formulate and determine the execution of all Association policies and programs.  It may enter into contracts on behalf of the Association.  It may delegate any portion of its responsibilities as it deems proper.

 

ARTICLE II – OFFICERS, POWERS, DUTIES AND RESPONSIBILTIES

Section I

The Director of Administration shall:

A.              Preside at all meetings of the Association.  The Director of Administration shall also be the principal representative of the Association.

B.              Appoint any special committees, program committees, and other committees necessary for efficient functioning of the Association.

C.              Act as an ex-officio member of all committees except the Nominating Committee.

D.              Appoint replacement officers to fill unexpired terms in case of resignation, death or disability, subject to the two-thirds approval of those present of the Board.

E.               The Director of Administration shall meet with the principal of the school as needed on matters involving the stated purpose of the Association and functions of the Board.

Section II

The Director of Records shall:

A.              Record the proceedings of all Board meetings and maintain minutes for archives.

B.              Record the proceedings of the annual General Assembly meeting and maintain minutes for archives.

C.              Keep an up-to-date copy of the Constitution and Bylaws and have this copy present at all meetings.

D.              Supply the presiding officer with an agenda if he/she so desires.

E.               Maintain the official membership roster of the Association.

F.               Maintain all in-coming and out-going correspondence of the Board and the Association.

Section III

The Director of Financial Affairs shall:

A.              Monitor the Association’s funds.

B.              Keep an accurate record of receipts and disbursements.

C.              Submit a written report at each Board meeting.

D.              Provide an annual financial statement at the annual General Assembly meeting.

E.               Keep possession of the checking account which checks must be co-signed by the Director of Administration and the Director of Financial Affairs.

F.               Shall assume the duties of the Director of Administration in the event that the Director of Administration is absent from a meeting.

Section IV

The Director of Community Relations shall:

A.              Handle all publicity for the Association.

B.              Attend school board meetings, as necessary, and report back to the Board.

C.              Serve as liaison between the Association and the school board/and or the school.

Section V

The Director of Promotions shall:

A.              Coordinate all membership drives.

B.              Coordinate all fundraising events for the Association.

Section VI

The Director of Education shall:

A.              Establish the guidelines and criteria for the scholarship selection process.

B.              Collect all applications from potential scholarship recipients.

C.              Review all applications and make recommendations to the Board.

Section VII

Officers shall perform the duties in these Bylaws and shall deliver to their successors all materials pertaining to their respective offices within thirty (30) days after an election meeting or upon their resignation from office

 

ARTICLE III – ELECTIONS/NOMINATIONS 

Section I

The Nominations Committee of the Board shall select a slate of suggested nominees for the officers of the Association.  Prior to the General Assembly meeting, the Nominations Committee shall solicit names of candidates for the officers of the Association from members of the Board and the general membership.  Officers must be members of the Board at the time of the election.

Prior to the General Assembly meeting, a brief biographical sketch of each nominee for the officers of the Association shall be presented to the Board by the Nominations Committee.

The members of the Association, by a majority vote of members present at the annual General Assembly meeting, shall elect the officers of the Association.  Terms of office shall commence at the January meeting.

The results of the election shall be announced to the Association at the annual General Assembly meeting and through the appropriate publications.

Section II

If any officer vacancy occurs by resignation or otherwise, the Director of Administration may fill the vacancy by appointment for the remainder of the term.

 

ARTICLE IV – PROCEDURES

Section I

Procedures of the Association shall be in accordance with those outlined in Roberts’ Revised Rules of Order except in cases where those procedures of Roberts’ Revised rules of Order conflict with procedures incorporated into the Constitution and Bylaws of this Association, in which case the incorporated procedures will take precedence.

Section II

There will be no quorum limitations for transactions of General Assembly meetings of the Association.  For Board meetings, a quorum shall consist of a presiding officer and a majority of the members of the Board. 

 

ARTICLE V – COMMITTEEE 

Section I

Standing committees shall be Executive, Nominating, Fundraising, Publicity and Special Events.

Section II

Special committees may be appointed by the Director of Administration when deemed necessary.

Section III

All Standing Committee chairs should complete an annual written report of committee proceedings and should forward their report to the Board prior to the annual General Assembly meeting.

Section IV

Any one committee chairperson may request the Director of Administration to call a special meeting of the Board.  He or she must state the purpose of the requested meeting.  The Director of Administration may comply at his/her discretion.