Board Constitution and By Laws
Constitution and By Laws
ARTICLE I. NAME
Section 1. The name of this organization shall be St. Mary’s High School Alumni Association.
ARTICLE II. PURPOSES
Section 1. To keep the members in contact with each other and their school.
Section 2. To provide the members with social and recreational opportunities.
Section 3. To promote the interests of St. Mary’s High School.
Section 4. To provide financial assistance to the school for operational support, for scholarship assistance, for capital development, and/or for other objectives as indicated by the school administration.
Section 5. To contribute to the ongoing spiritual growth of the alumni.
ARTICLE III. MEMBERSHIP IN THE ASSOCIATION
Section 1. All graduates of St. Mary’s High school shall be members.
Section 2. Persons who have been associated with St. Mary’s High School as faculty members and administrative members, and other persons who have rendered distinguished service to the school or Association, and whose interest and service would make their membership significant, may be elected honorary members of the Association. Honorary members shall be inducted into the Alumni Association upon the recommendation of the Principal of the school or President of the Association and majority vote by the Board of the Association at any meeting. Honorary members shall be entitled to all the privileges of membership except the right to hold office.
ARTICLE IV. DUES
Section 1. All members are expected to pay dues. The amount and collection procedure shall be regulated by the officers of the Alumni Association.
ARTICLE V. MODERATOR AND OFFICERS
Section 1. The Principal shall designate a person to serve as Moderator of this Association.
Section 2. The officers of this Association shall consist of:
President, 1st Vice-President, 2nd Vice President, Secretary, Treasurer and Chaplain. Only alumni of the school and only those alumni who are graduates of St. Mary’s High School for more than four years may hold a position as Officer.
Section 3. The immediate Past President retains this title during the term of the succeeding president. At the end of that time he/she is given the option of becoming a member of the Board.
ARTICLE VI. CONSTITUTION OF THE BOARD
Section 1. The Board shall consist of the Pastor of the Church of St. Mary, the Principal, the Moderator, the Director of Development, the Officers of the Association, the Past President, the Chairpersons of all standing committees, two alumni representing each ten year grouping of graduating classes and Board Members at Large.
Section 2. Board member status can be extended with the approval of the board to an alumnus who has made extraordinary contributions to St. Mary’s Alumni Association and whose expertise would prove a valuable asset to the board.
Section 3, Presidents of Regional Chapters are members of the Board by right.
Section 4. There shall be representation of men and women on the Board.
ARTICLE VII. ELECTION OF BOARD
Section 1. A Nominating Committee of at least six (6) members shall be appointed by the President of the Association to present a slate of candidates to the Board for election.
Section 2. Members of the Board shall serve for either a term of two or three years as indicated at the time of election.
Section 3. There shall be no restriction on the number of terms a member of the Board may be re-elected.
Section 4. board members may decline to be re-elected at the end of their term.
Section 5. New members of the Board shall assume their duties on the first day of July following the election, which is normally held at the March meeting of the Board.
Section 6. Any two of the following members acting in their sole discretion shall have the right to remove any member of the Board, upon notice thereof to such member referencing this section: Pastor of the Church of St. Mary, the Principal and the President.
ARTICLE VIII. ELECTION OF OFFICERS
Section 1. In December of each election year, a Nominating Committee of at least six (6) Board members shall be appointed by the Association President to present a slate of candidates to the Board for election at its March meeting.
Section 2. Upon approval by the majority of the Board, the slate of officers shall be considered to be elected.
Section 3. Officers shall serve for a term of two years.
Section 4. An Officer cannot be re-elected to the same position for at least two years but may serve on the Board, in another elected capacity, and/or on any of the Standing or Ad Hoc Committees established by the Board.
Section 5. New Officers shall assume their duties on the first day of July following the election, which is normally held at the March meeting of the Board.
Section 6. In the event of a vacancy in the office of President, the 1st Vice President shall assume the office for the balance of the unexpired term.
Section 7. A vacancy in any other office shall be filled for the balance of the unexpired term by appointment by the President with the approval of the Board.
Section 8. Any two of the following members acting in their sole discretion shall have the right to remove any officer of the Board, upon notice thereof to such officer referencing this section: Pastor of the Church of St. Mary, the Principal and the President.
Section 9. The Association year shall be from July 1 to June 30.
ARTICLE IX. DUTIES OF THE MODERATOR, OFFICERS, AND BOARD
Section 1. The Moderator shall serve the Association as directed by the Principal and shall be a member of all committees by right of office
Section 2. The President of the Association is responsible for the following:
- preparing the agenda for board meetings in conjunction with the Moderator
- chairing Board meetings
- appointing chairpersons of committees or alumni events in conjunction with the Moderator
- providing for the representation of the Alumni Association at various alumni and school events as well as non- St. Mary’s events
Section 3. The Vice-Presidents shall assist the President as directed and shall perform all the duties of the President in his/her absence.
Section 4. The Secretary shall keep records of all meetings of the Association, maintain the files of the Association, provide notification of upcoming Board meetings and publish By-Laws and Amendments in conjunction with the Alumni Office.
Section 5. The Treasurer shall maintain records of all income and expenditures and report to the Board at each meeting. All monies received shall be deposited in the Alumni account, through the Parish Business Office. All bills to be paid shall be approved by the Moderator and forwarded to the Parish Business Office. All financial records shall be maintained by the Moderator or delegate under the supervision of the Parish Controller and shall be accessible to the officers of the Association. All financial decisions must meet with the Pastor’s and Principal’s approval. The Treasurer shall also prepare an annual report of income and expenses which shall be communicated to the general membership.
Section 6. The Chaplain of the Alumni Association shall be the Chairperson of the Spirituality Committee by right and shall be responsible for appointing committee members to assist in the preparation and planning of special Masses, days of retreat and seminars to help further the spiritual growth of the alumni.
Section 7. The Board shall appoint the Chairpersons of all Standing or Ad Hoc Committees and shall approve the objectives of said Committees.
ARTICLE X. MEETINGS
Section 1. The Board shall meet at least four times a year (October, December, March and May), if not more frequently, as determined by the Board. The dates, place, and time of such meetings shall be published to the entire Association. Highlights of the meeting shall be communicated to the membership.
Section 2. There shall be one meeting of the general membership each year.
Section 3. The President and Moderator shall be responsible for the preparation of the agenda of the meetings.
Section 3. Special meetings of the Board may be called at any time by order of the President, or by written request from five members of the Board, specifying the purpose of said meeting. Highlights of the meeting shall be communicated to the membership.
ARTICLE XI. THE STANDING AND AD HOC COMMITTEES
Section 1. Each year the Board shall establish, review, disband or reorganize such standing or Ad Hoc Committees as are determined necessary for the smooth operation of the Association.
Section 2. There shall be at least one member of the on any and all committees established by the Board.
Section 3. The nominating committee shall remain a standing permanent committee and may not be disbanded by the Board.
Section 4. The Fundraising Committee shall remain a standing committee. All Committees established for the purpose of raising funds to benefit St. Mary’s High School, Including the Golf & Tennis Committee, shall be under the jurisdiction of this Standing Committee. Chairpersons of all such Committees shall be members of the Fundraising Committee by right.
Section 5. The Spirituality Committee shall remain a Standing Committee, the purpose of which shall be to plan special Masses, seminars and/or days of retreat to assist in the further spiritual development of the members of the Association.
ARTICLE XII. REGIONAL CHAPTERS
Section 1. The Alumni Association will endeavor to establish chapters in areas of the country outside the metropolitan New York area in which there is a sufficient concentration of St. Mary’s alumni to warrant such an effort.
Section 2. The purpose of these chapters is to enable alumni in their respective areas to remain in contact with each other and with St. Mary’s High School.
Section 3. Each chapter will have its own officers and board. The local chapter is responsible for the composition of this board, but the membership is subject to approval by the Alumni Board. The usual tenure of officers is two years. However, since the number of alumni in a given area is limited, local boards may extend terms or give subsequent terms to the same individuals as they see fit.
Section 4. The local board will be responsible for the scheduling, planning, and execution of events in its respective area. The Alumni Office will assist with mailings and registrations for these events. All funds collected by each Regional Chapter, and the bills for approved events must be submitted through the Alumni/Development Office.
Section 5. To the extent possible, and where applicable, Regional Chapters are expected to conform to the rules governing the Association Board and Officers as detailed in this Constitution and By-Laws.
Section 6. New chapters are established when alumni in a given area express an interest and a willingness to begin organizing events for their area.
Section 7. The Alumni Board must approve the activities planned by the Regional Chapters, and reserves the right to discontinue such activities as it deems inappropriate.
ARTICLE XIII. CLASS REPRESENTATIVES
Section 1. A network of Class Representatives is organized by the Alumni/Development Office. They serve as contact people between St. Mary’s, the Alumni Association and their class at large.
Section 2. Any willing alumnus may serve as a Class Representative for his/her particular graduating class. In the event of multiple Representatives within a class, each Class Representative will be assigned certain classmates with whom he/she is asked to maintain contact to the degree that he/she is able.
Section 3. The Class Representatives are called upon particularly to assist with the promotion of
Class Reunions and to encourage their classmates to participate in the annual appeal and other fund-raising.
Section 4. Class Representatives are encouraged, but not required to attend Alumni Association Board meetings.
ARTICLE XIV. AMENDMENTS
Section 1. This Constitution and By-Laws may be amended by a majority vote of the Board.
Section 2. Such amendments to the Constitution and By-Laws shall be communicated to the entire Association on a timely basis.
ARTICLE XV. BY-LAWS
Section 1. Proposed by-laws shall take effect when approved by a majority vote of the Board.
Section 2. By-laws may be amended when approved by a majority vote of the Board.
Section 3. Any and all scholarship funds established in the name of a St. Mary’s alumnus shall be coordinated through the Alumni/Development Department.
Section 4. St. Mary’s Alumni Association has not and does not endorse, recommend, sanction and/or promote any product or service under the name of St. Mary’s or the St. Mary’s High School Alumni Association. Any effort by any person to claim such endorsement shall be dealt with by appropriate means.
ARTICLE XVI. RULES OF ORDER
Section 1. In respect to all questions of construction of this Constitution and By-Laws, the decision of a majority of the Board present at any stated meeting shall govern.
Section 2. The rules contained in Robert’s Rules of Order, Revised, shall govern this Association when applicable unless inconsistent with this Constitution and By-Laws.