2011-2012 Draft Constitution and Bylaws

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Union Springs Academy Alumni Association

Constitution and By-laws - Draft

 

 

Recommended Revised/Updated Constitution/Bylaws and Job Descriptions 5/2012:

1) The USA Alumni Constitution (who, what, where, when & why),

2) The By-laws (how), and,

3) The Job Descriptions and flow chart(s).

Respectfully submitted,

Linda Ulrich, Chairperson

Bud Schermerhorn, Brian Strayer, Donene Caster-Braithwaite, Nina Littell and Dan Kelly – committee members

 

 

USA ALUMNI ASSOCIAITON CONSTITUTION CONTENTS

 

Page

ARTICLE I: NAME 2

 

 

ARTICLE II: PURPOSE 2

 

 

ARTICLE III: MEMBERSHIP 2

 

 

ARTICLE IV: BOARD OF DIRECTORS 2

 

 

ARTICLE V: OFFICERS, EXECUTIVE COMMITTEE,

POSITIONS AND THEIR DUTIES 2

 

 

ARTICLE VI: BOARDS, COMMITTEES, AND MEETINGS 3

 

 

ARTICLE VII: AMENDMENDMENT PROCESS AND CHANGES

 

 

ARTICLE VIII: USA ALUMNI NEWS-LETTER RE-ECHOES

AND COMMUNICATIONS

 

 

ARTICLE IX: FINANCES

 

 

ARTICLE X: Use of Appendix A: Job Descriptions

 

 

ARTICLE XI: In the Event of the Academy Closure/Disolution of the ASSOCIATION

ARTICLE I: NAME Page 2

 

The name of this organization is: The UNION SPRINGS ACADEMY ALUMNI ASSOCIATION. Hereby, in this Constitution will be named, the “ASSOCIATION.”

 

 

ARTICLE II: PURPOSE

 

  1. To renew acquaintances by keeping contact with former students and faculty/staff and providing avenues to share their current contact information.

  2. To promote Union Springs Academy spirit by organizing Alumni gathering functions, maintaining interactive web sites and class rosters, producing regular Re-Echoes communications to the ASSOCIATION members by linking the people together as well as promoting school news and reunion and chapter information.

  3. To encourage spiritual renewal.

  4. Maintain open liaison with the Operating Board of Union Springs Academy.

  5. To promote active involvement of all the members within the ASSOCIATION.

  6. To be a financially independent ASSOCIATION, and, secondarily, support academic, spiritual, and industrial programs, or develop scholarships for deserving students as long as the Academy is active.

 

 

ARTICLE III: MEMBERSHIP

 

1. ALL Graduates and Former Students.

Classifications:

Q=quad= four-year student, G= Graduate, A= Attendee for any length of time.

2. ALL Former Faculty and Staff.

3. Honorary Members: These may be persons who have “adopted” and supported our ASSOCIATION and may be spouses of members, sponsors, or “concerned others”

regarding our ASSOCIATION. They will be designated in their own section in the

membership database and linked to a class (or classes) as appropriate.

 

 

ARTICLE IV: ALUMNI BOARD OF DIRECTORS (BOD)

 

SECTION 1: The Alumni Board of Directors (BOD) purpose and functions:

 

The BOD will act as a governing and regulatory body for the ASSOCIATION President, the Executive Committee, and for the ASSOCIATION as a whole. This BOD will have authority to take action upon important matters, that cannot be deferred for action until the Membership vote or an annual meeting (or on-line voting). The BOD will hold regular meetings, a minimum of twice a year, and as necessary, to determine guidelines, policies, programs and advice, governing the ASSOCIATION Officers/Executive Committee to insure the efficient carrying out of their duties and holding the Officers accountable through adequte reports and communications. They will have the power to approve new positions and people recommeded for those positions. They will have the power to accept or request resignations of Officers/Positions and approve other individuals for postions per policy. The ASSOCIATION President will sumit to this body a report with annual goals for the calendar year to the BOD.

 

SECTION 2: BOD Members - voting:

 

A) The current ASSOCIATION President, acting as secretary of the BOD – term 2 years per President Office.

B) The past ASSOCIATION President - term 2 years.

C) Academy Principal

D) School Liaison Person (faculty/staff person appointed by the Principal); term 1

year, can be served in consecutive terms.

E) Six Alumni Representatives (student or faculty/staff included in definition of “Alumni”): Term 4 years and can be consecutive.

1- from the Golden Ager Group (a 50 yr alumnus, or more);

1-from the 60's era;

1-from the 70s era;

1-from the 80s era;

1 from the 90s era;

1-from the '00 era.

F) Another Past Alumni Officer, term 5 years, and can be consecutive

G) A Legal Advisor or consultant, having legal experience. (Term: unlimited).

H) A Business Advisor or consultant, having either buisness or accounting experience. (Term: unlimited)

 

SECTION 3: BOD Members - non-voting:

 

A) The Vice-President, for training purposes.

B) Director of Communications, to facilitate communications with the members.

 

SECTION 4: BOD Quorum:

 

A quorum will be 7 of 13 of the voting members (excluding the non-voting members).

 

SECTION 5: BOD Chairperson:

 

A Chairperson will be elected from among the voting members of the BOD, other than the current President who is the secretary of the BOD. The term of the BOD chairperson will be for a term of 1 year. It can be the Past-President, but not limited to this option. The Principal and School Liason Person are omitted from this role due to their current Academy duties taking precedence.

 

SECTION 6: Eligibility: Any Alumni Member (student/faculty/staff) may be eligible for BOD positions with qualifying (above) assests, per the appointment approval policy and procedures. Excluded are persons with voting Office positions already.

 

SECTION 7: Appointments to the BOD will be through the President request/development or a name given to the President by membership nomination, BOD suggestion, or Officer nomination or by self-volunteering and voted as accepted by the BOD itself.

 

 

 

ARTICLE V: OFFICERS, EXECUTIVE COMMITTEE, NON-OFFICER POSITIONS AND THEIR DUTIES AND RELATIONSHIPS

 

SECTION 1: Definitions and Eligibility

 

OFFICERS will compose the Executive Committee. There will be seven (7) positions of office. These include: 1) President, 2) Vice-President, 3) Executive Secretary, 4) Director of Communications, 5) Membership Secretary, 6) Treasurer, and, 7) Alumni Development Director. The structure of the officers' responsibilities are to empower individuals to perform their duties and report to “supervisors” in a business-model forum for position empowerment, accountability and smooth communication and operating proceedures.

 

EXECUTIVE COMMITTEE: This Executive Committee is comprised of the Voting Officers that perform regular business of the ASSOCIATION within their job descriptions/duties on the daily, weekly, monthly and annual schedules and responsibilities. See more information in section labeled Meetings below.

 

NON-OFFICER POSITIONS: These are Positions that are filled to perfrom duties within their job descriptions/duties that do not require voting or Executive Committee involvement, on the regular basis, but are supervised by one of the Officers as one of the Officer's duties. These include, but are not limited to: 1) Asst. Treasurer, 2) Class and Faculty Representatives (CRs and FRs), 3) Class /Faculty Representative Coordinator, 4) Archivist 5) Photographer, 6) Weekend Coordinator, 7) Alumni Project Manager, and 8) Web Site Administrator.

 

ELIGIBILITY: Any Alumni Member (student faculty/staff) may be eligible for any/all Officers and Positions in the ASSOCIATION, per the appointment approval policy and

procedures.

 

SECTION 2-A: Overview of Duties and Job Responsibilities of VOTING POSITIONS of the

Executive Committee are:

 

Note: Please refer to the Job Descriptions for a full account that is just overviewed for this document. Please refer to the Job Descriptions Section after the Bylaws for more

specifics.

 

1. President – One who presides over the Executive Committee of voting Officers, schedules meetings, has responsibility to implement strategies and plans of the ALUMNI BOARD OF DIRECTORS (BOD). He/She will have ultimate responsibility ensuring smooth financial operations, Alumni Weekend planning, and communitaions of the Re-ECHOES and operations and coordination of the Officers and Position volunteers. Term: 2 years; then advance to BOD as Past-Pres for 2 years.

 

2. Vice-President – One who is in training for 2 years and advances to the Office of the

Alumni President. Term 2 years; then advance to President for 2 years.

 

3. Executive Secretary – One who takes minutes and keeps records (hard copy and electronic) of the ASSOCIATION meetings and keeps records of business in annual and chronological organization and places them in archives when appropriate. This person will also distribute minutes to the designated people and sites as directed by their job description. Term: Five (5) years, may serve consecutive terms.

 

4. Director of Communications – One who is the editor and distributor of the ReECHOES, and directs the official ASSOCIATION web-site(s). Term: Five (5) years, may serve consecutive terms.

 

5. Memership Secreatary – One who keeps updated member lists and contact information of the ASSOCIATION Members. Term: Five (5) years, may serve consecutive terms.

 

6. Treasurer – One who organizes and keeps the financial records of the ASSOCIATION. Term : Five (5) years, may serve consecutive terms.

 

7. Assistant Treasurer – (Irregular voting Officer – only if Treasurer is not available). See below under non-voting positions. Term: Three (3) years, may serve consecutive terms.

 

8. Alumni Development Director – One who oversees and develops income for the ASSOCIAITON. Term: Five (5) years, may serve consecutive terms.

 

SECTION 2-B: Overview of Duties and Job Responsibilities of the NON-VOTING

POSITIONS within the ASSOCIATION, are (not in any specific order):

 

Note: Please refer to the Job Descriptions for a full account that is just overviewed for this document. Please refer to the Job Descriptions Section after the Bylaws for more

specifics.

 

  1. Assistant Treasurer (Non-Voting – unless covering for the Treasurer's absence). One who will assist the Treasurer and fill in the position of Office if the Treasurer is unavailable. Term: Three (3) years, may serve consecutive terms.

 

  1. Class Representatives (CRs) and Faculty Representatives (FRs) – Those who are designated as “hubs” for their class or group as depicted by the C/F Rep Coordinator and Membership Secretary. Term: Once appointed, until official resignation.

 

3. Class/Faculty Representative Coordinator – One who identifies, recruits, trains and assists the CR/FRs to find their classmates or faculty co-workers. He/she will keep CRs and FRs current and actively participating in updating the contact information. Term: Once appointed, until official resignation.

 

4. Archivist/Historian – One who keeps ASSOCIATION memorabilia and displays it at Alumni Weekends. Term: Five (5) years, may serve consecutive terms.

 

5. Photographer – One who uses audio-visual media for historical and publishing uses. Term: Once appointed, until official resignation.

 

6. Alumni Weekend Coordinator –One who does some of the ROUTINE duties and

coordinates with the School Liaison Person that are required each year, such as (but not limited to) getting hotel package deals, setting up a theme and décor and flowers within the budget directed by the President. May also help with program typing, name tags, sign-in set-up per Membership Secretary's oversight or setting up chairs and rooms etc. Term: 3 years and may serve consecutive terms.

 

7. Alumni Project Manager – One who is “local” to the Academy who can have eyes/hands on with projects at the school for the ASSOCIATION and view as completed or identify other projects to sumit for completion by the Alumni.

 

8. Web Site Administrator – One who updates the Official Alumni Association Web-site

and works under the Dir. of Communications and has the necessary technological expertise in design and updating an Official Alumni Association Web-site.

 

 

ARTICLE VI: BOARDS, COMMITTEES, AND MEETINGS

 

SECTION 1: BOD Meets twice a year, and as needed.

 

SECTION 2: Executive Committee – Meets monthly, and as needed. This committee is empowered to perform the basic functions of the ASSOCIATION under the President's guidance and is subject to the BOD's oversight.

 

SECTION 3: Other ad hoc, or permanent, committees as created by BOD or Executive Committee--

These might be designated by the ASSOCIATION President or requested by the BOD for the President to implement. They might be fact-finding in nature, or empowered to enact as in a committee to review policies/constitution or other procedural needs or updates and ratified by Members' votes at an annual meeting (or electronic voting) or by the BOD, if deemed necessary. A chairperson will be appointed by the originating entity (President, or BOD Chairperson) within one month of onset.

 

SECTION 4: List of regular Meetings

1. BOD

2. Executive Committee

3. Other. Constitution committee(s), nominating committee(s), action or fact-finding committees, project committees, fund raising sub-committees. All these are to be set up by either the President, or BOD, pending the situation. The initiator will appoint the appropriate chairperson and minutes will be forwarded to the Executive Secretary as per design, and to those individuals that require them.

Editor's question if this section is needed???

 

SECTION 5: Meeting - Definition. A meeeting (Executive, BOD, committee, all) can be in person, a phone conference, part in person and technological imaging (ie: video conferencing, etc) or by an email meeting for a combined meeting of a quorum for business to take place. They will all have an adgenda, minutes and/or votes documented, plans of action delineated for the next scheduled meeting for follow- up/closure agendas, summarized in writing by the secretaries/chairpersons and kept in the archives via the Exec. Secreatry. These minutes may also be viewed by any member. Group or private conversations (vocal or written in email/paper) without minutes are not considered official buisness or a “Meeting.” A quorum, or majority of members of the group's voting base, must be met by each group for any resultant action to be deemed “official.”

 

 

ARTICLE VII: AMENDMENDMENT PROCESS AND CHANGES

 

SECTION 1: Amendments to this ASSOCIATION Constitution

 

An amendment of the ASSOCIATION Constitution can be implemented following the Bylaws section of the Constituion Amendement procedures. A review of the Constituion will be done every two (2) years to identify this need by the BOD. If changes are required before that designated time-frame, an amendment can be voted upon, per proceedures, at any time that it is needed. In other words, waiting to the scheduled review time is not required.

 

SECTION 2: Amendments to the ASSOCIATION Bylaws

 

An amendment of the Bylaws can be done following prodedures stated in the Bylaws. The Bylaws will be reviewed by the Executive Committee every 2 years AFTER the BOD reviews the Constitution for any needed updates. A written amendement will be submitted to the Executive Committee for vote and to the BOD for final approval vote. If passed, it can be immediately implemented by the Executive Committee as written. No Membership vote will be needed at this level for Bylaws amendments.

 

SECTION 3: Changes to the specific Job Descriptions and or Length of Terms of Office

 

Job Descriptions and Duties, and terms, can be changed at any time following the procedures in the Bylaws. The Executive Committee has jurisdiciton over all the Offices or Positions except President, Vice-President and Treasurer. These three will be reviewed by the BOD. All job descriptions will be reviewed every two (2) years as part of the Constitution review process.

 

SECTION 4: Adding or Deleting Positions/Descriptions

 

New Offices or Positions can be added at any time, following the procedures in the Bylaws. Same with deleting an obsolete Office or Position in the ASSOCIATION.

 

 

SECTION 5: Adding/Deleting/Resigning of Officer & Non-Officer Position Appointees

 

Adding an individual or appointing an individual to an Office or Position can be done following the Bylaws procedures on the Appendix A: Job Descriptions.

 

Terminating an individual's involvement as an Officer or Position Volunteer can also be addressed following the Bylaw procedure. Reasons may include not doing the job well, not being accessible, poor communication, being untimely with duties expected of him/her, inavailability over 3 months time, or for any reason deemed appropriate that interfers with required business as needed.

 

All acceptance of resignations or requests of termination of Officers and Non-Officer Appointees will be handled on the Executive Committee level except for the Pres. VP and Treasurer Officers, those three will be handled by the BOD. A final acceptance of the Executive vote will be voted and noted in the BOD minutes.

 

 

ARTICLE VIII: USA ALUMNI NEWS-LETTER RE-ECHOES AND COMMUNICATIONS

 

SECTION 1: RE-ECHOES

Quarterly Newletter, named “ReECHOES” will be distributed to all members. The Editor will be the Dir. of Communications.

 

SECTION 2: OFFICIAL WEB-SITE

An Official web-site will be kept updated of ASSOCIATION news, business minutes, Re-ECHOES posting, class rosters and contact information as appropriate. This will be managed by the Web Site Administrator under the Dir. of Communications direction.

 

SECTION 3: Other mailings, communications, and miscellaneous

Other web-sites will also be utilized as appropriate (facebook, classmates and

others, to be named in the future), but will be second to the Official Alumni Web Site.

 

SECTION 4: Management:

See Dir. of Communications job description.

 

 

ARTICLE IX: FINANACES (to be completed by the BOD by 1/2013)

 

SECTION 1: The Treasurer will keep an accurate accounting of all finances, care for all accounts payable in a timely manner and give regular reports as required by the Executive Committee and the Board of Directors. The ASSOCIATION finances will be kept separate, for accountability, from the Academy's business and will be managed by the Executive Committee and BOD oversight.

 

SECTION 2: The fiscal Year of the ASSOCIATION will begin/end on _______

 

SECTION 3: An annual business plan, projected budget, and actual accounting totals will be available to the members in the ReECHOES and Official ASSOCIATION web-site at least once a year (annually). This will first be reviewed by the BOD and action plans might accompany this report per BOD oversight.

 

SECTION 4: Income based funding projects or programs will be approved by both the Executive Committee and the BOD before implementation. This will be under the direction of the Alumni Development Director.

 

SECTION 5: Project determination of spending ASSOCIATION assets will be in the annually stated budget and through the Executive Committee, first, and BOD approval vote.

 

 

ARTICLE X: Use of Appendix A: Job Descriptions.

Note: There are many details that are set up in Bylaws -- Appendix A: Job Descriptions. These are the minimum position job requirements and duties of responsibility, type of position appointment and etc. The President has the power to adjust a line-item responsibilities to another Officer/Position under specific lengths of time and reasons to be documented at an Executive Committee meeting. (Example: if for a time one Officer has more expertise than another in a given area, they can swap duties to optimize the workload accomplishments or training.) There are many positions that will “cover,” or overlap, with another position, in cases of resignation and/or short leaves of absence, and these are also delineated.

 

 

ARTICLE XI: In the Event of Academy Closure/Disolution of the ASSOCIATION.

In the event of the closure of Union Springs Academy, the ASSOCIATION will assess the condition and wellfare to continue as a separate entity as our fellow alumni friends at Pioneer Valley Academy has, using donations and web services to continue to connect the alumni. An update of fund allocations and stated purpose of the ASSOCIATION will need to be accomplished within 3 months by the BOD and Executive Committee and Members.

 

--end of Constituion 4/2012 recommendation

 

 

 

 

 

 

UNION SPRINGS ACADEMY ALUMNI ASSOCIATION --- BY-LAWS:

 

Definition: Bylaws are specific “how to do” the objectives of the Constitution.

 

 

By-Law Contents

Page

 

ARTICLE 1: Officers and Volunteer Positions and Their Duties.

Apendix A – Job Descriptions of the Offices and Positions

of the ASSOCIATION and Flow Chart.

Including Appointments, Office Terms, Specific Duties, Coverage

 

 

ARTICLE II: A) BOD, Executive Committee, Sub-Committees Meetings and Quorums

B) Annual Business Meetings

 

 

ARTICLE III: Elections, Resignations, and Terminations

 

 

ARTICLE IV: Communication: Re-ECHOES and web-site.

 

 

ARTICLE V: Finances and Budget

 

 

ARTICLE VI: Amendments to the Constitution and By-laws and Appedix A – Job Descriptions

 

 

ARTICLE VII: Responsibilities of the School Liaison Person

 

 

ARTICLE VIII: Responsibilites of the Academy to the ASSOCIATION.

 

 

ARTICLE IX: NY Confernece involvement: (?Needed?)

 

 

ARTICLE X: In event of Academy closure. In event of disolution of the ASSOCIATION.

 

 

 

 

 

ARTICLE I: Officers and Volunteer Positions and Their Duties

Apendix A – Offices and Positions of the ASSOCIATION Job Descriptions

and Flow Chart. Including Appointments, Office Terms, Specific Duties, Coverage

 

See Apendix A.

 

 

ARTICLE II-A: BOD, Executive Committee, Sub-Committees Meetings and Quorums

 

 

SECTION 1: BOD

 

BOD representatives: When a calendar year has a “5” in it, the next decade goes into the Golden Ager Group. Example: in 2015 the 1960s-decade will become members of the Golden Ager Group for this function. At that same time a person of the 2010s-decade will be added as a representative.

 

Term onset/expiration rotation so that 1-2 representatives are changed per year. Example: 4 groups: Representatives Group #1 = Golden and 80s; Representatives Group #2 = 60s and 90s; Representative #3-70s; and, Representative #4- '00s; renewing as staggered each year.

 

All other terms of the BOD Mebers will be staggered to minimize disruptive turn-overs on certain years.

 

The meeting will follow the Constitution Meeting Definition and Protocol.

 

SECTION 2: BOD Quorum:

 

A quorum will be 7 of 13 of the voting members (excluding the non-voting members).

 

SECTION 3: Executive Committee and Quorum:

 

The Executive Committee will follow the Meeting Definition in the Constitution.

 

An Executive committee quorum is 5 of 7 voting members.

 

SECTION 4: Other Ad Hoc, or Permanent, Committees' Quorum

 

Other Committees will work with the 80% of total members as a quorum and will have an odd number in the members with a chairperson designated who may elect a secretary for the committee. Deadlines and scheduled reports will be made to the originating entity as deemed necessary, and filed with the Executive Secretary.

 

 

ARTICLE II-B: Annual Business Meeting.

Section 1: Annual Business Meeting:

This is in a state of flux with electronic voting coming into the picture and the beginning of on-line voting on the web site. This section will need to be re-written with updated information by 1/2013 by the BOD. Traditionally an Annual Business Meeting was held annually, usually at the Alumni Weekend in May, but this might change with use of technology.

 

Plans for the annual meeting shall be made in coordination with the Academy Principal or Alumni Liaison Person.

 

Section 2: Other Meetings:

The Pres. has the authority to call other meetings when such action is deemed necessary.

 

ARTICLE III: Elections, Resignations, and Terminations

 

SECTION 1: Elections.

The only Office of Election will be of the Vice-President. Two individual's names will be submitted by the President for BOD approval, with the individual's concent, to run for office. The election will be held either at the Alumni Weekend or electronically and election and/or results will be announced at the Annual Business Meeting. A month will be the time to get either written or electronic votes in for counting. Voting will be by the Memerbship in the odd calendar years. All other Offices and Positioins are appointed per their Job Description.

 

Voting for Vice-President and other Membership voting for Constitution Updates or Amendments can also be done by Web Site voting. A minimum of 2% of Membership is needed for a quorum of buisness voting on-line. Voting may be done both electronically and in combination of written ballots for those who do not have computer access.

 

SECTION 2: Resignations.

A resignation of an individual from an Office or a Position can be accomplished by a verbal or written resignation acceptance by the designated supervisor. It will then go to the Executive Committee or BOD as stated in the Job Description for official acceptance and vote. There are guidelines as to doing this in a timely manner, to find replacements and to train the next individual, if possible, on the Job Description.

 

SECTION 3: Termination.

A request will be made of an Officer or Position holder for a resignation/termination if they have had extended absenses or failure to perform their duties well. All terminations will be handled by the supervisor, as stated by the Job Description. The President, VP and Treasurer will be that of the direct domain of the BOD. The supervisor has 3 months to contact the individual and put in writing what corrections or actions need to happen and give added support to the situation.. At the end of 3 months, it will proceed to a vote at the Exec. Committee for all Officers and Postions except the Pres/VP/Treasurer (they go to the BOD level). If any Officer or Position is in the act of trying to work things out, they must notify the President and he/she then immediately notifies the BOD to the situation, time line, and what actions have been asked of the individual. A final vote for Termination of Office, or Position, will then be taken by the Executive Committee and/or BOD for the Pres/VP/Tres. The BOD Secretary (Current President) will then write a termination letter and begin the process of filling the position as soon as possible. The President will also be accountable for the return of ASSOCIATION matierials from the indivitual at the cost to the ASSOCIAITON.

 

 

 

ARTICLE IV: Communication: Re-ECHOES and USA Alumni Association Web Site

 

SECTION 1: Re-ECHOES.

A hard copy, quarterly (at minimum), Re-ECHOES will be sent to all alumni not on the emailing list to receive it. One can sign up for this email copy to be sent through the USA Alumni Association Web Site. This is to be encouraged as it saves costs of printing, envelopes, and postage. Expenses to publish and mail the “Re-Echoes” will be drawn from the “ReEchoes” line account.

 

The mandatory times will be May/June for new graduates and review of the May Alumni Event; September to focus on the new school year; December/January a new year and fund raising; and March/April to include Alumni Events and schedule and dates/prices.

 

Other sections in each issue may include school news, Alumni news by year or era, Allumni Memories, a short note from the Academy Principal and/or Association President on the ASSOCIATION's goals.

 

Returns/bad addresses or email addresses no longer in service will be immediately reported to the Membership Secreaty and forwarded to the CR for member contact and updates.

 

SECTION 2: Official Alumni Association Web Site. http://usaalumniassociation.org

The web site will contain both the minutes of the meetings (in public format), and regular postings of our budget by the Treasurer. The RE-ECHOES will also be posted on the Web Site. Other information about the Alumni Weekend, donations, and other projects will also be updated regularly and timely. Complete Membership Class Rosters, Faculty and Class Representative/Faculty Representative lists will also be available and updated regularly.

 

The Web Site will be overseen by the Dir. of Commuications who oversees the Web Site Administrator. All postings will be reviewed by the President, first. It will be the Director of Communications to ensure that information is kept up-to-date and accurate.

 

The Web Site also affords the ASSOCIATION to take direct poll and opinions of the Members. Elections will also be allowed on-line with a minimum of one month of notification to have it “up” on the Web Site.

 

SECTION 3: The Re-ECHOES and the Web Site will be Directed by the Director of Communications, under the President.

 

 

ARTICLE V: Finances and Budget

 

SECTION 1: Transparency and Membership Control and Information.

The ASSOCIATION will provide accurate and complete budget status to the Membership via the Web Site and Re-ECHOES publications. The Members can donate to specific funding streams, or pockets, and their money will stay in that projected pocket. If money remains in a pocket, after completion of a project, the remainder will be placed in the general operations stream or reallocated to another bonified alumni project, in progress.

 

SECTION 2 ---> ONWARD: To be completed by the BOD by 1/2013.

 

 

ARTICLE VI: Amendments to the Constitution and By-laws and Appedixes.

 

SECTION 1: Amendments to the Constitution.

An amendment must be written and submitted to the BOD for approval. A BOD quorum vote must approve it to be forwarded to the general Members for either a paper ballot (Annual Meeting), or electronic ballot (or combination of written and electronic votes), with majority of votes received as carried or not of 2% of the Members. A process of amending a failed proposed amendment at the BOD or Membership voting levels, will then go back to the originating submitters for possible re-write and re-submission to the BOD (and the return to the Membership vote, if indicated). The origination of an amendment can come from: 1) the Executive Committee, 2) the BOD, 3) any designated or standing Constitution Committee that is set up by BOD for this purpose of review, amending, or updating recommendations this Constitution, or 4) any ASSOCIATION Member. A regularly scheduled review of the Constitution will be made by the BOD every 2 years, on the year that a new President takes office (odd years), to identify any need to proceed and amend this Constitution. The BOD can then set up a committee (or activate a “standing” Constitution Committee) to update/recommend any changes.

 

SECTION 2: Amendments to the By-Laws.

An amendment of the Bylaws, meaning the procedural, or implementatin, of the ASSOCIATION constitution, can be made at any time. A review of the Bylaws will also be done AFTER the BOD review of the Constitution, every two (2) years, and will be reviewed by the Executive Committee or a designated Constitution Review Committee. Amendments and changes need to be submitted to the BOD and have the BOD majority vote of a quorum to pass. Other amendments can originate from: 1) The Executive Committee, 2) the BOD, 3) a Constitution Committee, or, 4) any ASSOCIATION Member. It does not need membership vote as it is a procedure/implementation level of action and may change more frequently than the Constitution itself.

 

SECTION 3: Changes to Office Job Descriptions and Duties of Offices or Positions.

 

Changes to the Job Descriptions for all Offices or Positions can be done at any time and will be reviewed every 2 years by the New President during his/her first quarter in office. Any changes will then be submitted to the Executive Committee for ratification vote, to pass. The exception will be the Job Descriptions of the President, Vice-President and Treasurer. These three offices will be reviewed in the same time-frame but by the BOD, AFTER the other reviews, and changes voted by the Executive Committee. A final approval vote will be done at the BOD level to note any/all changes.

 

SECTION 4: Adding/Deleting Offices or Positions.

Either the BOD or Executive Committee can identify and write up a new Officer/Position's Job Description and duties to add a Office/Position or to add on to current Positions/Offices. All new Offices/Positions will need BOD approval initally and then deemed who will then continue to reivew and update at that time, per Job Description information.

 

If a Position/Office becomes obsolete, the Executive Committee can vote the discontinuance and pass along the recommendation to the BOD for final approval (except for the President, VP, and Treasurer's Offices).

 

Note: Each Office/Position appointee is identified as requiring approval for appointment per their job description. See Appendix A in Bylaws.

 

SECTION 5: Personnel.

Each Officer/Position appointee is identified as requiring approval for appointment per their job description. See Appendix A in Bylaws.

 

 

ARTICLE VII: Responsibilities of the Academy Liaison Person

 

To be completed by the Executive Committee with BOD approval and Liaison Person and Principal's input by 9/2012.

 

 

ARTICLE VIII: Responsibilites of the Academy to the ASSOCIATION.

To be completed by the Executive Committee with BOD approval and Liaison Person's input by 1/2013.

 

 

 

ARTICLE IX: NY SDA Confernece Involvement:

To be completed by the Executive Committee with BOD approval and Liaison Person's input by 1/2013.

 

 

 

ARTICLE X: In event of Academy closure. In event of disolution of the ASSOCIATION.

 

SECTION 1: Academy Closure.

The ASSOCIATION will remain on its own if viable.

 

SECTION 2: ASSOCIATION Disolution.

To be completed by the BOD by 1/2013.

 

 

--end of By-law section 4/2012.

 

 

 

 

 

Appendix - A Job Descriptions

Contents

 

1. Voting Offices: The Executive Committee Page

 

1-1 President 1

 

1-2 Vice-President

 

1-3 Executive Secretary

 

1-4 Director of Commuications

 

1-5 Membership Secretary

 

1-6 Treasurer

 

1-7 Alumni Development Director

 

 

2. Non-Voting Offices / Volunteer Positions

 

2-1 Assistant Treasurer

 

2-2 Class Representatives (CRs) and Faculty Representatives (FRs)

 

2-3 Class/Faculty Representative Coordinator

 

2-4 Archivist

 

2-5 Photographer

 

2-6 Weekend Coordinator

 

2-7 Alumni Project Manager

 

2-8 Web Site Administrator

Extra stuff from old const. Or other thoughts still needed to be added in: Editor's notes:

 

OLD: ARTICLE VI: Amendments to and revisions of the Constitution and By-Laws:

SECTION 1: Amendments to the Constitution and By-Laws of the Assoc. maybe made only at the annual meeting [at Alumni Weekend].

SECTION 2: Proposed amendments shall be proposed in advance to the Exec. Committee and be published in the newsletter [on-line/web site] or sent to members 30 days prior to action at the annual meeting. [ re-write to say will be included at the ReEcho of MARCH issue]. Amendments may be adopted by a majority vote.

 

 

Need: Alumni Weekend Manual.

 

 

 

Appendix A – Job Descriptions

 

 

pages

Voting Offices

 

Volunteer Positions

Officer: President (rewrite #1)

Term: Two (2) years as President and advances to Past President on BOD for 2 years.

Position Appointment: Automatic advancement from the VP on odd years.

Voting Power: Regular, per Officer Title; also votes on the BOD.

Resignation: 3 months prior to official end-date, to train successor, when able.

Structure: Takes direction from the Board of Directors is responsible to keep the appointed

Board of Directors' Chairperson informed, in writing/email.

Is the manager of all functions of the Alumni Offices and is a member of the BOD and is the BOD Secretary.

 

 

President's Duties: These include, but are not limited to:

 

  1. Schedules and presides at the regular Officer Executive Committee's meetings/ph conferences, or special meetings deemed as needed. Sends out meeting schedule and agenda at least one week prior, to give advance notice of old business and new business to be addressed.

  2. Has responsibility as an active, voting member of the Executive Committee.

  3. Has the responsibility to sit on the BOD and has voting power at this level also.

  4. Acts as the Secretary of the BOD.

  5. Monitors and supports the implementation of policies and actions of the BOD.

  6. Performs all the duties pertainng to the office, as demonstrated by: (fill-in.....)

  1. Approves payments for the Association's expenses (above $300.00 if item on regular budget see Treasurer duties ??). Will co-sign amounts of unexpected expenditures or higher than $300.00 and reports this to the BOD.

  2. Oversees the planning of all Association-sponsored events and programs including Alumni Weekend.

  3. Conducts business and activites in harmony with the Alumni Constitution and Bylaws.

  4. Cooperates with the Academy/Alumni Liaison Person in strategic planning for the Alumni Association, including the annual Alumni Weekend and other Assoc. activities.

  5. Keeps record of pertinent email and correspondence pertaining to the position of Presidency and Alumni Associ. Buisness and goals.

  6. Sets 3 Presidential/personal annual goals, to be submitted to the BOD, per schedule.

  7. Submits a complete annual business plan and Association goals to the BOD which is then submitted to the members at the Business Meeting, annually, at the Alumni Weekend or on-line.

  8. Submits any report of successes and difficulties requiring correction for recommendations to the BOD as needed.

  9. Follows through with policies set by the BOD.

  10. Is familiar with all duties/goals of each position to provide support and assistance with tools to do the jobs required. May ask for separate goal/objective progress reports, or working timelines, to make sure the Association tasks are accomplished well and appropriately. Will fill vacant or new positions, per policy, in timely manner (generally, in 3 months).

  11. Uses appropriate channels in changing job descriptions and position additions to the Association structure.

  12. Has final approval of all Re-ECHOES and officially posted publications.

  13. Analizes need for procurement of funds and investment and submits to BOD as required and appropriate.

  14. Uses wise delegation and consensus strategies in accomplishing tasks of the Association.

  15. Trains, collaborates, and communicates with VP for training for the Pres. position as appropriate.

  16. Keeps a log-book, diary, or file of the position's process and key contact persons and information to be passed along to the succeeding Treasurer to aide in training them.

  17. Be available to do miscellaneous duties, as requested by the BOD.

 

 

Oversees and approves all official communications; financial budgets, planning and implementations; and is responsible for all Officers and seeing that their duties are completed accurately and timely.

 

To inform the BOD of any leaves of absence and expected dates and coverage plans.

 

Notifies Officers and Adm Council of any election results, new appointees, added or filled positions or volunteers and/or newly established committees-at-work by the Pres. and provides appropriate contact information, appropriately. Gives new Officers & Adm/Advisors the needed ph conference numbers and notifies them how the conf. calls work and the year's schedule of meetings.

 

Welcomes all new Alumni members at Annual Biz mtg.

 

Oversees “Alumni Chapters.” per Action plan #18.

 

Assumes responsibility for the scheduling success (and follow-up) of each activity or project the chapter undertakes.

 

Accepts a regular report from each department/office per schedule and is kept abreast with review, comment and analysis of the content.

 

Liaises with the Officer Council, BOD, and Academy

 

 

 

 


 

Oversee all aspects of the Alumni Association to ensure they conform to the Alumni Association’s Mission Statement, By-Laws, and Job Descriptions.

Review all aspects of the Alumni Association and make change recommendations if necessary.

Communicate with IC Pastor and ICHS Principal the Association’s goals and objectives for each year.

Conduct 6 (or more) Alumni Association Board Meetings.  Set meeting day, time and meeting location.  Set meeting agenda and provide relevant information to the Alumni Association Board and membership.

Attend committee meetings as necessary (a minimum of 1 golf, 1 social, 1 scholarships and grants, 1 membership committee meeting).

Assign Committee Chairpersons.

Assign existing and new membership to committees.

Write President’s Letter for ICHS Annual & Mid-Year Report, Alumni Association New Membership Packet, and Alumni Association Mid-Year Newsletter.

 

 

 

Add: is Secretary of the BOD.

 

 

Officer: Vice President

Term: Two (2) years and advances to President Office.

Position Appointment: Two names nominated by the Assoc. President, approved by the board,

and elected/voted in, by most votes from members at Alumni Weekend and electronic or

paper ballot (in the future) received prior to the Weekend and added to the ballots at the

Weekend in odd years.

Voting Power: Regular, per Officer Title

Resignation: 6 months prior to official end-date, to train successor, when able.

Structure: Takes direction from the Association President and is responsible to keep him/her informed.

Is the lead worker for the Dir. of Communications

 

 

Vice President's Duties: These include, but are not limited to:

  1. Has responsibility as an active, voting member of the Executive Committee in regularly scheduled mtg/phone conferences, or special meeteings called by the Association President; and is a non-voting member of the Alumni Board of Directors to learn the ropes---reword.

  2. Assists the President in overseeing the planning of Association-sponsered events and programs (Weekend).

  3. In the absence of the President, the Vice-President will perform all the duties of the President and exercise all powers of the President. (Needs Time line? For months, missed occasional meetings, or what?)

  4. Is trained by the President to be advanced into the Presidency, for continuity, in all duties of the President. And co-leads Officer meetings with the President.

  5. Covers for the Exec. Sec in Executive Committee meetings for minutes and duties assigned.

  6. Is the lead-worker overseeing the Dir. of Comm.

  7. Attends extra committee meetings as assigned by the President.

  8. Assists the President and Alumni Development Dir in such duties as may be requested

  9. Supports the Alumni Association, in general....as demonstrated by: (fill in...)

  10. Supports the President....as demonstrated by: (fill-in...)

  11. Follows through with all policies set by the BOD.

  12. Keeps a log-book, diary, or file of the position's process and key contact persons and information to be passed along to the succeeding Vice President to aide in training them.

  13. Be available to do miscellaneous duties, as requested by the Association President.

 

 

Add from Dir. of Comm..... VP reads, proofs, edits communications from Dir. of Comm. And then passes to the Pres for final review.

 

 

Executive Secretary:

Term: Five (5) years, may be served in consecutive terms Final Write-up note: stagger dates, or we

could be in a mess later on?).

Position Appointment: Choice of TWO (minimally) candidates supplied by the Association

President, approved and chosen by Adm. Committee

Voting Power: Regular, per Officer Title

Resignation: 3 months prior to official end-date, to train successor, when able.

Structure: Takes direction from the Association President and is responsible to keep him/her informed.

Is the lead-worker coordinating with the Archivist. Hold for finishing the Archivist position for who supervises.

 

 

Duties:

  1. Has responsibility as an active, voting member of the Executive Committee in regularly scheduled mtg/phone conferences or mtgs. called by the Association President, and is a non-voting member of the Ad. Comm./council.

  2. Obtains agenda for monthly Executive Committee meetings/ph conferences and identifies old business/items/goals and new business items/goals. Emails/Sends this to each member prior (4-7 days) to the meeting date. Ascertains if they are planning attendance for a necessary quorum. Contacts, per Pres direction, any additional people to be invited for specific agenda reports to be placed on the agenda. Reports availability of the Forum/Council people to the Pres when complete. Fix numbers.

  1. Takes/keeps minutes/notes at the Executive Committee meetings/ph conferences.

  2. Obtains agenda for quarterly Adv. Comm/Council meetings/ph conferences and identifies old business/items/goals and new business items/goals. Emails/Sends this to each member prior (4-7 days) to the meeting date. Ascertains if they are planning attendance for a necessary quorum. Contacts, per Pres direction, any additional people to be invited for specific agenda reports to be placed on the agenda. Reports availability of the Council people to the Pres when complete. Move to Pres.

  3. Takes/keeps minutes/notes at quarterly (or as directed by Pres.) Advis./Adm Comm/Council meetings/ph conferences.

  4. Keeps a permanent record of both agenda and minutes (hard copy and electronic memory device) of all meetings/ph conf of all Executive Committee and Annual Business meetings and on-line polls and votes by members. Also collects and keeps a copy of financial annual reviews in the permanent record (hard copy and electronic memory device). This also includes keeping current Constitution and by-laws and amendments in order and updated.

  5. Keeps record and tracks the term end-dates and notifies the Pres of timelines of positions that might be open and prior-to-end-dates training intervals required for the postions in both Adm/Advis comm/council and Officer Group/Forum.

  6. Is the Chairperson, or appoints a chairperson, with Pres approval, to review the Alumni Association Constitution and By-laws in committee format, annually.

[The Const. Committee will consist of 5 members (including a chairperson), and one other also being a current Officer, all appointed by Pres.] HOLD for later to discuss in procedure manual or const. See Action plan #18.

  1. Collects and keeps minutes/summaries from all other committees, and important business (per Pres.), such as nominating, const review, finance, projects etc.

  2. Provides Alumni Officer Forum or Adm./Advisory Council Members the current Minutes of recent meetings and also provides information to the Comm Dir for publishing in the ReEcho or distribution via internet site(s), as appropriate.

  3. Keeps back-up database recieved from Memb. Sec.

  4. Gives/provides an Annual Secretary's Report of last Annual Biz Meeting at the current annual Biz. Meeting.

  5. Does correspondence for VP and Pres as needed. [ie: Thank yous and other things other than direct email that, Judy states that no paper-written correspondence has occurred in 4 years.]

  6. Trains to back-up the Memb Sec. position for emergency coverage.

  7. Is the lead-worker and assists the Alumni Archivist/Historian.

  8. Works closely with Alumni Weekend Coordinator and assists, as able, in general tasks assigned.

See Action plan summary #2 of #18.

  1. With discretion, ensures that a card of sympathy, or encouragement, is sent to alumni or families, as best determined with Memb. Sec input and notification.

  2. Keeps a log-book, diary, or file of the position's process and key contact persons and information.

  3. Trains successor for 2 months prior to a resignation end-date, when able.

  4. Has the power to develop his/her own volunteer(s) and structure to meet the above duties in a timely manner.

  5. Be available to do miscellaneous duties, as requested by the Association President or VP.

 

 

 

 

 

 

 

Note: Add to Pres:

 

Notifies Officers and Adm Council of any election results, new appointees, added or filled positions or volunteers and/or newly established committees-at-work by the Pres. and provides appropriate contact information, appropriately. Gives new Officers & Adm/Advisors the needed ph conference numbers and notifies them how the conf. calls work and the year's schedule of meetings.

 

Welcomes all new Alumni members at Annual Biz mtg.

 

Oversees “Alumni Chapters.” per Action plan #18.

 

 

 

 

To V.P.

Covers for Exec. Sec in minutes and duties for coverage.

 

 

 

Officer: Director of Communications FIX NUMBERS

Term: Five (5) years, may be served in consecutive terms (watch: time-frame with other offices---in final draft)

Position Appointment: By Association President appointment, approved by Adm. Committee

Voting Power: Regular, per Officer Title

Resignation: One year prior to official end-date, to train successor, when able.

Structure: Takes direction from the Assoc. V.P., as direct supervisor, and is

responsible to keep V.P. informed.

Is lead-worker coordinating ReEcho communications and Web-sites (Official Alumni Web-site and other media resources)

Is lead-worker coordinating photographer position.

 

Director of Communications's Duties: These include, but are not limited to:

  1. Develops, edits, and produces the Alumni Association ReEchoes Newsletter a minimum of four times a year (May-June follow-up of Alumni Weekend/welcome new grads; Aug./Sept-New school year and goals, Nov./Dec-business/project progress for calendar year of Assoc goals; March-new Alumni Weekend news and agenda and will be regular mail for updating purposes). A pre-approval, proof-reading of each issue will be first done by the Assoc.V.P., and then forwarded on to the Assoc. President for review. Special, or additional issues, must have Assoc. President's prior approval before production.

  2. Distributes Re-Echoes via individual member preferences as supplied by the Membership Secretary.

  3. Accounts for ReEcho Layout, Printing and Distribution and the Official Alumni Web-site in the annual budget and proposes cost efficient and effective measures.

  4. Requests and edits articles for the ReEchoes from: CR/FRs, Academy Liaison, Alumni Officer(s), Individual Alumni, Golden Era Members, etc. Publishes MIA lists, announces reunion events, Alumni Officer/Ad Council news, and Alumni Weekend news/agenda, etc. as needed.

  5. Coordinates the posting of the ReEcho on the Official Alumni Web-site.

  6. Coordinates the photos and texts that are used, posted, and labeled in ReEchoes and the Alumni Official Web-site and other media resources as appropriate.

  7. Coordinates and supervises the development and maintenance of the Alumni Web-site via the Developer(s) and Web-site Manager(s). Cross trains in this position of emergency coverage.

  8. Ensures that the Alumni Web-site is kept updated with recent ReEcho postings, pictures and stories/articles sent in by Alumni, Class Rosters and Alumni Contact Information per privacy policy.

  9. Oversees all media resources (ie: additional on-line sites) as neeed.

  10. Has responsibility as an active, voting member of the Officer Group/Forum in regularly scheduled mtg/phone conferences, or special meeteings called by the Association President; and is a non-voting member of the Ad. Comm./council.

  11. Has the power to develop his/her own volunteer(s) and structure to meet the above duties in a timely manner.

  12. Keeps a log-book, diary, or file of the position's process and key contact persons and information to be passed along to the succeeding Communications Dir.

  13. Keeps a hard copy of all issues of the ReEcho under his/her production to be passed along to their successor.

  14. Trains the succeeding Comm. Dir. for a minimum of two production cycles of the ReEcho from Start-to-Distribution and Returns, as available.

  15. Be available to do miscellaneous duties, as requested by the Association President or V.P.

-end

 

Officer: Membership Secretary (re-write #4)

Term: Five (5) years, may be served in consecutive terms Final Write-up note: stagger dates, or we

could be in a mess later on).

Position Appointment: By Association President's appointment, approved by BOD

Voting Power: Regular, per Officer Title

Resignation: One year prior to official end-date, to train successor, when able.

Structure: Takes direction from the Association President and is responsible to keep him/her informed.

Is the lead-worker coordinating the CA Manager position and all CAs and FAs.

 

Membership Secretary's Duties: These include, but are not limited to:

  1. Compiles and maintains an accurate Master Contact Database for ALL Association Members, using database/spreadsheet program(s) and appropriate back-up systems. This includes all contact information; class roster identification: Q (quad or 4-year), A(attendee), G (graduate); Faculty subjects/positions; veterans; filed under maiden names, privacy status, ReEcho distribution format preferences (email, snail mail, web only), etc.

  2. Develops and maintains TWO (one for the Association via Exec. Sec.; the other at the Academy) Back-up Databases that will be updated a minimum of once a year.

  3. Develops and maintains a relationship with the Academy Registrar and Alumni-Academy Liaison Person (Academy employee Final write up note: Make sure this is further described in what Academy's duties are) for record keeping and updating purposes.

  4. Ensures that all seniors and all attendees of each school year is added to the database. Invites new members to provide extended contact information before graduation or end of school year.

  5. Identifies and produces updated “honor year lists/groups” for Alumni Weekend, two years in advance for CR and FR use. Ensures that proper materials (count/need to order) for Alumni Weekend is given to Alumni Weekend Coordinator upon his/her request deadline.

  6. Be the lead-worker coordinating the C/F R Coordinator position to keep information current.

  7. Informs Communication Director of deaths etc., and with discretion, ensures that a card of sympathy, or encouragement, is sent by the Exec. Secretary, as best determined. Also communicates this situation to CA/FAs, as appropriate.

  8. Be responsible for the oversight of Alumni Weekend “sign in” procedure, complete class rosters and list of current, “lost” members.

  9.  

  10. Works with the Communications Director to add items in Re-Echoes for publication regarding Alumni news.

  11. Be prepared to cover Re-Echoes email format distribution, if needed.

  12. Trains the Exec. Sec. for cross-training of Membership Secretary's Duties for emergency coverage.

  13. Be trained in the Exec Sec. duties, for their coverage, if/when needed.

  14. Have responsibility as an active, voting member of the Officer Group in phone conferences or meetings called by the Association President.

  15. Will release information on class lists with approval of.....? Limited acces to the database....vs limited info on web site??? confusion.

  16. Keeps a log-book, diary, or file of the position's process and key contact persons and information.

  17. Trains successor for one year prior to a resignation end-date, when able.

  18. Has the power to develop his/her own volunteer(s) and structure to meet the above duties in a timely manner.

  19. May be called to the Adm. Committee by the Association President's invitation, or, on Membership Secretary's request to be on that agenda.

  20. Be available to do miscellaneous duties, as requested by the Association President.

 

Final draft ?s: who has access within the Assoc. Positions (including CA/FAs) of the database? And who will access it from without, process?

 

 

ADD: Is responsible for identifying alumni preferences in receiving the ReEcho (regular mail, email, web only options) and maintain this distribution list with input from CR/FRs. List also to be given to Membership Sec. and then circulated back to CR/FRs. From Comm. Dir. Duties sheet.

 

 

School responsibility: Provide yearbook to Assoc. each year, along with a list of students not pictured who attended that year.

 

 

 

Officer: Treasurer (rewrite #2)

Term: Five (5) years, may be served in consecutive terms Final Write-up note: stagger dates, or we

could be in a mess later on).

Position Appointment: Two names nominated by the Assoc. President and chosen by the BOD.

Voting Power: Regular, per Officer Title

Resignation: 3 months prior to official end-date, to train successor, when able.

Structure: Takes direction from the Association President and is responsible to keep him/her informed.

Is the lead worker in the financial business of the Assoc. over the Asst. Treasurer.

 

 

Treasurer's Duties: These include, but are not limited to:

 

  1. Has responsibility as an active, voting member of the Officer Group/Forum in regularly scheduled mtg/phone conferences, or special meeteings called by the Association President; and is a non-voting member of the Alumni Board of Directors.

  2. With an accounting and business background, keeps accurate monitory records of income and expenditures on a monthly basis (including all baking accounts, cash and checking/investment accounts) and keeps receipts as long as the BOD (or current accounting practices) dictate.

  3. Follows through with all financial policies set by the BOD.

  4. Prepares and analizes a current and projected annual report and blance sheet at the end of the fiscal year, per policy, set by Board of Directors, for their analysis and approval. These annual reports will follow continuity of format for easy review and line/column comparisons. The president might ask for financial updates more frequently at the Officer Forum Meetings (about monthly).

  5. Prepares a simple report for membership publication in the Re-Echoes and/or to be posted on the Alumni Web-site, monthly, for transparency and membership information. Also prepares a simple summary report at the close of each fiscal year ans posted/published as stated above.

  6. Storage: of reports...by Treas or by Exec. Sec with other reports? Needs re-wording with facts as to where.

  7. Writes checks and payments upon regular, annual budget approved by the BOD (example Re-Echoes and basic expenses of the Alumni Weekend) and up to $300.00 outisde the routine expenditures. Anything above this amount will require a second signature of the President and a report to the BOD.

  8. Keeps both, electronic and hard copies, of files, reports and account information. Provides back-up file account numbers and access to the appropriate designated individual(s) [to be determined] for back-up redundancy. Keeps confidential information, confidential.

  9. Evaluates need for procurement of funds and investment of surplus, and gives President information as required and appropriate.

  10. Follows the President's direction, per BOD, for ensuring assurity bonds when required [TBD].

  11. Trains and directs the Assist. Treasurer in on-going/current financial matters, for coverage if unable to preform duties for up to 2 months (or a resignation would be effective by 3 months), when able.

  12. Coordinates with the Assist. Treasurer for their input for any analysis or recommendations to the Assoc. Pres. or BOD for any finiancial needs or direction or practices and/or reports.

  13. Provides a basic education memo of the Assoc. financial structure and setting, and policies at the orientation of all new BOD persons, or new Officers.See if there is assist. Treas position. Action plan #23.

  14. Cooperates with a peer audit per Pres./BOD descretion no less than every 3 years.

  15. Keeps a log-book, diary, or file of the position's process and key contact persons and information to be passed along to the succeeding Treasurer to aide in training them.

  16. Be available to do miscellaneous financially related duties, as requested by the Association President...

 

 

Per number 13: BOD needs to determine the definition of a “Peer audit”. Confrernce, BOD memebers, Officers, other Alumni, etc.

 

 

Officer: Alumni Director of Development (re-write #1)

Term: Five (5) years, may be served in consecutive terms Final Write-up note: stagger dates, or we

could be in a mess later on).

Position Appointment: By Association President's appointment, approved by Alumni BOD.

Voting Power: Regular, per Officer Title

Resignation: Six (6) months prior to official end-date, to train successor, when able.

Structure: Takes direction from the Association President and is responsible to keep him/her informed.

 

Alumni Director of Development's Duties: These include, but are not limited to:

 

  1. Is a voting member of the Officer Group and a non-voting member of the BOD.

  2. Works closely with the President and Dir. of Comm in identifying, creating, and implementing effective ways for the Alumni Association's financial income strategy management. This may includes identifying and developing a varied funding stream through (and not limited to the following): personal Alumnus contact, special letter/email contact, mass-membership programs for donations through Re-Echoes or other publications like the web-site, pledge drives, bake sales, campmeeting projects, USA and NY Confernece programs, and special interst groups, and/or not limited to, class or era challenges for donations. Each plan and program will be approved by the Association President and BOD at each onset, and also annually, at the annual or fiscal BOD meeting per BOD schedule.

  3. Has a thorough understanding of all components of a diversified funding base and may use a pyramid schema of business income to help fascilitate continuing and effective flow of income (Dan, please help me put this item in better/specific words as you were talking with me the other day...). May identify trends and key group interests to provide effective and both long and short term income sources. Develops and grows an individual donor bases.

  4. Manages annual giving campaigns and assesses their effectiveness.

  5. Organizes events and campaigns per Pres. approval for income.

  6. Coaches the Membership and Officers and BOD regarding campaingn onset and development and effective communnication with the Membership pertaining to income business matters.

  7. Uses leadership, decretion, creativity, enthusiasm, sales pitches etc to develop and promote a sense of unity, positive awareness, and rationale for monitarily supporting the Alumni Assoc.'s independence and longevity and meeting it's financial goals.

  8. Develops and maintains an ongoing relathipship with major donors.

  9. May research or poll either membership or outside business practices for ideas of implementation of plans to meet income goals, per President's approval.

  10. Coordinates with the Dir. of Comm and other Officers, to produce promotions, and promote good will.

  11. Develops and tracks proposals for fundraising capabilities and reports them to the Assoc. President for review, approvals, denials.

  12. Establishes and maintains cooperative relationships with the BOD, Officer Group and Membership to meet objectives and goals.

  13. Develops a close association to the Membership as a whole for trust and relationship building to promote cheerful donations and contributions with sensitivity.

  14. Developes and plans, with clear goals and objectives, for continual annual income sources, in general. This may include one-time projects also, but the primary development will be for the sustained, long term.

  15. Is accountable for budgeting and money expenditures, in promoting income per Association President's approval and also projects future budgetary needs and income for annual fiscal review, per policy.

  16. Keeps a log-book, diary, or file of the position's pocess and key contact persons and information to be used in training a successor.

  17. Trains successor for a minimum of 3 months prior to a resignation end-date, when able.

  18. Has the power to develop his/her own volunteer(s) and structure to meet the above duties in a timely and effective manner.

  19. Be available to do miscellaneous duties, as requested by the Association President.

 

 

Officer/Position: Assistant Treasurer (re-write #1 need to add finalized action plan points)

Term: Three (3) years, may be served in consecutive terms Final Write-up note: stagger dates, or we

could be in a mess later on).

Position Appointment: Two names nominated by the Assoc. President and chosen by the BOD.

Voting Power: None unless covering for the Treasurer, then Regular, per Officer Title

Resignation: Three (3) months prior to official end-date, to train successor, when able.

Structure: Takes direction from the Treasurer and is responsible to keep Treasurer informed. If under “coverage status” for the Treasurer, then takes direction from the Association President and is responsible to keep him/her informed.

 

Assistant Treasurer's Duties: These include, but are not limited to:

  1. Attends Officer Group meetings, to be informed, as non-voting member.

  2. Assists in the financial reports and analysis and recommendations, with the Treasurer, for the Treasurer to present the info to the Assoc. Pres and/or BOD pertaining to financial issues, per Treasurer's direction.

  3. Provides “coverage” for the Treasurer and votes in his/her place at the Officer Group and attends the BOD as non-voting member when “covering” for the Treasurer.

  4. Takes direction/instruction from the Treasurer about financial and bookkeeping strategies and practices to be performed on a regular basis or for training for coverage for the Treasurer's unavailability.

  5. Performs timely duties and demonstrates discretion and confidentiality in financial records and acctounts (numbers, passwords, balances etc).

  6. Assumes the role of the Treasurer for time duration up to 60 days (several non-consecutive coverage intervals, can be allowed in one, 3-year, term, however), via specific (start/end) dates approved by the Association President and Treasurer. After that duration, either a new Treasurer or Assist. Treasurer must be appointed. An Asst. Treasurer can be made Treasurer through the process of his and another's name being presented and approved by the BOD per regular Position Appointment process.

  7. In “coverage mode,” please refer to Treasurer's Duties, as this Officer (Assist. Treas.) would fill all of them, as needed and appropriate. The Assist. Treasurer will keep the Pres informed during this interval; and also, if appropriate, inform the Treasurer while he/she is officially unavailable through appropriate documentation for return-to-duties training/communications to promote seamless transitions.

 

 

 

 

 

Pres to inform BOD of any leaves of absence and dates.

Position: Class Representative (CR) & Faculty Representative (FR): DRAFT 4/2011 write-up #2

 

Term: Life

Position Activation: by CR/FR Coord. appointment, Membership Secretary's approval.

Voting Power: None

Resignation: 3 months prior to end-date to C/F Representative Manager

Structure: Takes direction/instruction from Membership Secretary and C/F Rep. Manger

 

CR and FR Duties:

 

  1. Maintains a specific class/faculty list from Membership Secretary's database regarding contact information of their group, current release of information policy, and CR/FR How-To Guidelines.

 

  1. Develops and maintains an individual relationship with the Alumni Members of their class/group throughout the year(s).

 

  1. Updates and forwards new contact information, per procedure, in an appropriate and timely manner, to the Membership Secretary.

 

  1. Contacts the C/F Rep. Manager with difficulties, MIA lists, questions, or, other issues pertaining to contact information gathering and updating.

 

  1. Develops coordination between multiple CRs or FRs per group/class, when designated.

 

  1. May be asked to contact their group per Communication Dir. or Membership Secretary for blanket communications as needed.

 

  1. Be involved in Alumni Weekend, or other official events, for their honor class(es), or era reunion(s) as directed by the Membership Secretary or Alumni Weekend Coordinator.

 

Note: Some classes, or groups, may have up to THREE CR/FRs with one person designated as a lead-worker for that group. It is also helpful that the lead-worker CR be a 4-year student. Alumni membership contact information will be freely shared among CR/FRs of one class/group and also forwarded to the Membership Secretary via the lead-CR/FR.

 

 

Position: CR/FR Coordinator DRAFT 3/2011 write-up #2

Term: Life Once appointed, until official resignation. Better wording???? Change on all “life” ones in all others.

Position Activation: By Membership Secretary appointment,

approved by the Association President.

Voting Power: none

Resignations: 6 months before end-date, when able.

Structure: Takes direction from the Membership Secretary and keeps him/her informed.

Is lead-worker in the coordination of the CA and FA positions.

 

Agent Manager's Duties:

  1. Compiles and maintains an active list of CAs or FAs, per class and/or group, under the Membership Secretary's direction.

 

  1. Develops and maintains a system of training of the CAs and FAs to form a communicating network at this level and to train the CA group to uniformly follow some guidelines of conduct for CAs under Membership Secretary's direction. This includes “how to update contact information” and forwarding it to the Membership Secretary, and follow release of information policy.

 

  1. Develops and maintains an organizational system of CAs and FAs, and assesses the need and/or development of the use of smaller (5 year spread), Unit Manager network system over CAs of that span.

 

  1. Develops methods to assist all CAs and FAs in finding ALL their classmates/members and keeping contact information current.

 

  1. Works under the Communication Director on distributing information to the Alumni through the CA/FA network, when required.

 

  1. Trains successor as needed for continuity of duties.

 

  1. Be available to do miscellaneous duties, as requested by the Membership Secretary.

 

Positioin: Archivist

Term: Five (5) years, may be served in consecutive terms Final Write-up note: stagger dates, or we

could be in a mess later on?).

Position Appointment: By Secretary's appointment, approved by Alumni President

Voting Power: None

Resignation: 3 months prior to official end-date,

to transfer stored items and train successor, when able.

Structure: Takes direction from the Association Secretary and is responsible to keep him/her informed.

 

Duties:

 

  1. Accepts, catalogs (by list), and oversees storage of Alumni Memorabilia and Historical items of USA and the Alumni Assoc.

  2. Displays and ensures safety of items at Alumni Weekends and other events per Secretary direction.

  3. Organizes a 3-person committee to organize and streamline items, through time, as needed.

  4. Researches ways/places to store items in the best, time-safe, way and place.

  5. Maintains a full collection of Memorias and ensure that the Academy provides a Memoria each year to add to the collection.

 

 

 

Position: Photographer

Term: Five (5) years, may be served in consecutive terms Once appointed, until official resignation. Better wording???? Final Write-up note: stagger dates, or we

could be in a mess later on?).

Position Appointment: By Communication Director's appointment,

approved by Alumni President

Voting Power: None

Resignation: 3 months prior to official end-date,

to transfer stored items and train successor, when able.

Structure: Takes direction from the Communication Director and is responsible to keep him/her informed.

 

Duties:

  1. Take photographs at Alumni Weekend and other Alumni events for the Association, or at the school events per Association request, for the purposes of placing events in the ReEchoes, or to be given to the Archivist for historical purposes.

  2. Catalog events and photographs to retrieve photos as needed or as requested, in the future.

  3. Copy photos per alumni request and charge postage and fee as determined by Comm Dir. as appropriate.

  4. Keep a log of expenses to give to the Comm Dir. per his/her direction for budgeting and payment needed.

 

 

Office: Weekend Coordinator: Draft Write-up #1

 

Term: 3 years, may be served in consecutive terms Final Write-up note: stagger dates, or we

could be in a mess later on?).

Position Appointment: By Association President's appointment, approved by Adm. Committee

Voting Power: Non-voting.

Resignation: 6 months prior to official end-date, to train successor, when able.

Structure: Takes direction from the Association President and is responsible to keep him/her informed.

 

 

Duties:

 

 

 

Office: Alumni Project Manager

 

Office: Web Site Administrator