L.G.Pinkston High School Alumni Association of Dallas, Texas
BYLAWS
The attached L.G. Pinkston High School Alumni Association of Dallas, Texas revised Bylaws have been discussed, worked on and/or written by the undersigned, and therefore submitted to the L.G. Pinkston Alumni Association of Dallas, Texas for review, additions, and changes.
These bylaws of operations, except as amended by popular vote and approved by the L.G. Pinkston Alumni Association of Dallas, Texas Executive Board.
Approved By:
Financial Secretary, Ramonia Shepherd (1984)
Recording Secretary, Vanessa Lee Terry (1976)
Honorary Advisor, Stacey Traylor McIntee, (1983)
Member-At-Large, Kathy Farrington, (1968)
Member-At-Large, Carol Conard Harrington, (1975)
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BYLAWS
ARTICLE I: NAME
This organization shall be known as the L.G. Pinkston High School Alumni Association of Dallas, Texas, hereafter referred to in the Bylaws as the “Association.”
ARTICLE II: PURPOSE
The Association shall be a voluntary, nonprofit organization affiliated with L.G. Pinkston High School for the purpose of meeting the following common objectives:
- Organize and track the location of alumni and maintain a current database of said alumni.
- Support and promote the continued educational growth and social development of the school within the community.
- Promote school spirit and loyalty among alumni, faculty, staff, and students of L.G. Pinkston High School through a variety of activities, including communication and reunions.
- Provide a source of historical information about L.G. Pinkston High School.
- Provide funding for scholarships for students.
ARTICLE III: HEADQUARTERS
The principal office of the Association shall be 1121 Muncie Ave., Dallas, Texas 75212.
ARTICLE IV: MEMBERSHIP
Section A: Eligibility. Any individual who attended (whether graduated or not) L.G. Pinkston High School is eligible to become a member of the Association.
Section B: Membership. Eligible individuals can become members of the Association by submitting an application for membership accompanied by the annual dues payment. This can be done in person or through the mail. The term of annual membership shall run from July 1 through June 30 of each year, the Association’s fiscal year. Upon majority vote, the Executive Board may prorate dues.
Section C: Classification of Membership.
- Graduate Member – Any person who has graduated from L.G. Pinkston High School, meets the current financial obligation, and who agrees to comply with the rules of the Association. Graduate members are allowed to vote and hold office.
- Associate Member – Any person who attended L.G. Pinkston High School, but did not graduate from this particular institution; to include faculty, staff, or the spouse of a graduate. Associate Members are not allowed to vote or hold office.
- Honorary Members – The Executive Board of the Association may nominate individuals to be conferred with an Honorary Membership. Honorary Members shall be individuals who have significantly contributed to the advancement of the Association. Honorary Members are not allowed to vote or hold office.
Section D: Termination. Membership in the Association will terminate upon failure to pay annual dues.
ARTICLE V: GOVERNING BOARD
Section A: Executive Board. The Executive Board of the Association shall be the President, Vice President, Recording Secretary, Treasurer, Financial Secretary, Historian, two Members-at-Large, Parliamentarian, Chaplain, and Honorary Advisor.
Section B: Elections. Office elections will be held at an annual meeting. The terms of office will be for two (2) years. The term of office shall begin on the day of the election and run until the following election one year hence. The officers shall be elected by a majority vote of members in attendance at the annual meeting. The President and Vice President shall not be eligible for re-elections to the same office for at least four (4) years following the expiration of two (2) terms.
Section C: Powers. The officers are vested with the powers appropriate to their elected office to accomplish the tasks necessary for the successful day-to-day operations of the Association.
The President shall be the chief operating officer of the Association, shall make all decisions concerning Association day-to-day operations and shall direct the activities of the Vice President, Secretary, Treasurer, and various committee chairs. Serve as ex-officio of all committee meetings. Countersign all orders of the Financial Secretary for money.
The Vice President shall assist the President, perform the duties of the President if the President is incapacitated or otherwise unavailable, and oversee the activities of Financial Secretary and Historian.
The Recording Secretary shall be the custodian of the Association’s business records, including the minutes of meetings, newspaper clippings and articles, committee reports, and documents produced by the Executive Board. Each June, the secretary shall write a letter to each graduating senior, congratulating them and inviting them to join the Association.
The Treasurer shall be responsible for the financial operations of the Association, and shall receive all money from the financial secretary, giving proper receipt for the same. Pay all authorized expenditures of the Association, subject to the approval of the President and the Executive Board. Make a monthly report to the Association and an annual report to the Association.
The Financial Secretary shall collect all dues and monies of the Association’s business, and make a receipt to the treasurer at the close of the meeting (if applicable). Keep the official financial record of all members’ payments, and upon request, call roll during meetings. The secretary shall be responsible for maintaining a database of current members.
The Historian shall be responsible for maintaining a historical record of L. G. Pinkston High School and the Association by collecting memorabilia to include but not limited to yearbooks.
The Members-at-Large shall be responsible for attending meetings and performing the duties of any officer who is incapacitated or otherwise unavailable.
The Parliamentarian shall guard the door of the meetings.
The Chaplain shall provide meditation and inspiration messages at all Association other occasions, as needed.
The Honorary Advisor(s) shall promote the Association at all levels of the organization. Serve as liaison between members and officers. Maintain by-laws and make suggestions for changes as necessary. This position can only be held by a founding organizer caring one vote.
Section D: Resignation. Any officer may resign by tendering a letter of resignation to the President.
Section E: Removal from Office. Any officer who fails to perform the duties of the office to which the individual has been elected may be removed from the office by a two-thirds vote of the Executive Board.
Section F: Vacancies. If the President resigns or is removed from office, the Vice President will assume the Presidency for the balance of the existing term. If the Vice President, Treasurer, Recording Secretary, Financial Secretary, Historian, or Member-at-Large should resign or are removed from office, the President will nominate to the Executive Board an individual to fill the vacant office for the balance of the existing term. This individual will enter the office upon a majority vote of the Executive Board.
Section G: Quorum. Seven members of the Executive Board shall be considered a quorum for the purposes of voting. Either the President or Vice President must be present for the quorum to be met. All votes shall be decided by a majority of those voting. Members of the Executive Board may abstain from voting, and shall be considered to have abstained if they do not register a vote prior to any deadline designated by the President. In case of a tie, the President of the Association may vote to break the tie.
ARTICLE VI: CLASS REPRESENTATIVES
Section A: Role. The role of the Class Representatives shall be to promote communications between the various directors, officers and committee members and the members of their respective classes.
ARTICLE VII: COMMITTEES
Section A: Ad Hoc Committees. The President of the Association may establish Ad Hoc Committees as deemed necessary.
Section B: Committee Control. Each committee shall elect a Chairperson from its membership. The President, as the Association’s chief operating officer, will work with the chairs of each committee to direct and control the activities of all Ad Hoc Committees.
ARTICLE VIII: MEETINGS
Section A: Annual Meeting. The membership of the Association shall be invited to meet once a year and the date of such general meeting shall be set by the Executive Board and promulgated to the membership at least 60 days in advance. In addition to any business that will legitimately come before the membership, annual elections for the Executive Board shall take place at this meeting.
Section B: Executive Board Meetings. The Executive Board shall meet at the annual meeting, and every quarter thereafter, except December.
Section C: Association Meetings. The Association shall meet at the annual meeting and every quarter thereafter, except December.
ARTICLE IX: ASSOCIATION OPERATIONS
Section A: Database. The Association will maintain a database of alumni of the high school. This database will include, as a minimum, year of graduation, last name, first name, former name, address, telephone number, and e-mail address. The database will be maintained in two locations to decrease the chance of lost information. The database will remain the property of the Association and will be shared only at the discretion of the Executive Board.
Section B: Newsletter. The Association will publish a newsletter with information provided directly by members, Committee Members, or Executive Board members. The newsletter will be mailed to all Association members and a copy of the latest newsletter shall be posted on the Web site.
Section C: History. The Historian shall maintain archives of Association memorabilia to include but not limited to yearbooks.
Section D: Reunions. The Association shall host all-class reunions as frequently as deemed appropriate by the Executive Board. The Association will be available to assist any class that may be planning a reunion.
Section E: Scholarships. The Association will solicit special contributions to fund scholarship(s) for deserving graduating students of L.G. Pinkston High School. The Association will work with the administration to determine the method for awarding money with the approval of the Executive Board.
Section F: Official Web site. The Executive Board will designate the official Web site of the Association. The Webmaster will maintain the Web site to ensure consistency and timeliness.
Section G: Rules of Order. Meetings of the Association and Executive Board shall be governed by the current Robert’s Rules of Order, Revised, except when in conflict with these Bylaws.
ARTICLE X: FISCAL POLICY
Section A: Fiscal Year. The fiscal year of the Association shall be from July 1 through June 30.
Section B: Dues. The Association shall collect dues from each eligible individual as a requirement for membership. The Executive Board shall propose a level of dues annually, which shall be approved by a majority vote of the Association. Dues are due in July of each year and are considered delinquent if not paid by October 1. Failure to pay the annual dues will terminate membership in the Association. All dues can be paid in installments. Partial payment of dues and assessments is not refundable.
Section C: Allocation. All dues and contributions will be deposited in a general fund account and may be used to pay any or all expenses incurred by the Association. Contributions received by the Association that are designated for scholarships only may be deposited in the general fund account, but shall be appropriated and used only to fund scholarship(s) as directed by the Executive Board or the wishes of the contributor.
Section D: Compensation. Officers, Executors, Committee Members and Class Representatives shall receive no compensation for their services. Compensation for expenses will be made only if the expenditures were contained in the President’s Program Budget Plan and approved by the Executive Board.
Section E: Control. Both President and Treasurer shall sign all requests for checks, drafts, or other orders of payment of money, notes, and other evidence of indebtedness issued in the name of the Association. If the President is unavailable, the Vice President may sign in the President’s place.
Section F: Contracts. All written contracts or agreements, with the exception of those necessary to secure a location for regular alumni and Executive Board meetings, that bind or legally obligate L. G. Pinkston Alumni Association shall be reviewed by the Executive Board and signed by the President, after said agreements have been approved by a majority vote. The Vice President shall sign all contracts necessary for securing a location for regular alumni and Executive Board meetings, after approval has been obtained by a majority vote. Any member who signs a contract or agreement without proper authorization may be liable for penalties imposed due to early termination or failure to adhere to the terms of the agreement.
Section G: Status. The Association will file for tax-exempt status as nonprofit.
Section H: Carryover of Funds. A minimum of $1000 will be maintained in the treasury of the Association at the end of the fiscal year. This is intended primarily for the purpose of having sufficient funds to support the start of the next season.
Section I: Audit or Review. After the various financial records have been closed at the end of the fiscal year, the Executive Board may, if it chooses, require an audit or review of these records. After the Executive Board has reviewed and approved the report of the audit or review, it will be provided to the Association members either in the newsletter or by other appropriate means.
Section J: Gifts. The Executive Board may accept on behalf of the Association any contribution, gift, bequest, or device for the general purpose of or for any special purpose of the Association.
Section K. Deposits. All funds of the Association shall be deposited from time-to-time to the credit of the Association in such bank(s), trust companies or other depositories as the Executive Board may select.
Section L: Volunteering. There are no minimum requirements of volunteer hours for members of the Association.
Section M: Annual Budget. A budget and annual plan will be presented for approval at the first executive board meeting for the fiscal year.
ARTICLE XI: EXISTENCE
Section A: Implementation. These Bylaws will be implemented immediately following their approval. These Bylaws shall be approved by a two-thirds majority vote of the Executive Board.
Section B: Amendments. The Bylaws of this Association may be amended by a two-thirds vote of the Executive Board. Any active members wishing to amend or revise the By-laws of this Association must present the proposed change and rationale in writing to the members of Executive Board 30 days prior to its next regularly scheduled meeting to be considered.
ARTICLE XII: LEGAL DISSOLUTION
Section A: Legal. “Upon the dissolution of this organization, assets shall be distributed for one or more exempt purposes within the meaning of the Internal Revenue Code (or corresponding section of any future tax code), or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not so disposed of shall be disposed by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purchases or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.”
Section B: Approval. The Association may be dissolved by two-thirds majority vote of the Executive Board.
Section C: Implementation. Once dissolution has been approved, the Executive Board shall pay or make provisions for the payment of all liabilities and obligations of the Association. The provisions shall be made in accordance with all County, State and Federal laws. Any remaining assets shall go to L.G. Pinkston High School.
Developed: May 18, 2009
Amended: August 14, 2009
Amended: January 2010
Amended: April 26, 2010
Amended: March 20, 2011
