Article I

ORGANIZATION

Name

The name of this Organization is the SUNNYSIDE SCHOOL DISTRICT ALUMNI ASSOCIATION,a Dollars for Scholars® Chapter affiliated with Scholarship America® ("The Association")

 

 

Article II

PURPOSE AND GOALS

The purpose and goals of the Association are:

 

  1. To raise scholarship funds from the community and alumni for the purpose of enhancing academic and career potential.
  2. To establish and maintain a recognition program for individuals and groups for outstanding achievement and/or service to the district.
  3. To support the local Learning Communities Initiative and local efforts to build a "Proud Learning Community."

 

Article III

MEMBERSHIP

 

Membership

 

  1. The right of membership in the Association is extended to all who are interested and are supportive of the goals and objectives of the Association and who agree to abide by its bylaws.
  2. Dues for membership shall be in such amounts and categories as the Board of Directors shall direct, and are subject to change by the Board of Directors.

 

 

Article IV

VOTING

 

Form of Voting

 

  1. At all meetings, all votes are in accordance with "Robert's Rules of Order Revised."
  2. Membership has the right to vote for board members and officers.

 

Article V

 

MEETINGS AND ORDER OF BUSINESS

 

Rules of Meeting

 

All meetings of the Association are governed by "Robert's Rules of Order Revised."

 

 Order of Business

 

The order of business is:

 

  1. Call to Order
  2. Corrections to the Minutes
  3. Reports of Officers
  4. Reports of Committees
  5. Unfinished Business
  6. New Business
  7. Adjournment

 

Open Meeting

 

All meetings are open unless an Executive Session is specifically invoked at the discretion of the chairperson of the meeting.

 

Article VI

ANNUAL MEETING AND SPECIAL MEMBERSHIP MEETINGS

 

Annual Meeting

 

  1. The annual membership meeting of the Association is held each year in April at a time and location to be determined by the Board of Directors.
  2. The Secretary will notify every member of this Association, informing of the time, place and agenda of the annual meeting no less than 30 days in advance.

 

  1. The presence a majority of the Board of Directors constitutes a quorum and is necessary to conduct the annual meeting.  A lesser number may adjourn the meeting for a period of not more than two weeks from the date of the annual meeting for the purpose of sending notice to all members who were not present at the meeting originally called.

 

Special Meetings

 

  1. Special meetings of the entire membership may be called by the President when s/he deems it in the best interest of the Association.  Members will be notified of such meetings.  Such notice must state the reasons that the meeting has been called and the business to be transacted.
  2. At the request of one-third of the members, a Special Meeting may be called.  Such a request must be made in writing at least seven (7) days before the requested scheduled date.
     

Article VII

BOARD OF DIRECTORS

Board of Directors

 

  1. The Business of this Association is managed by a Board of Directors consisting of:  immediate Past President, President, Vice-President, Secretary, Treasurer, Parliamentarian, Directors and other officers designated by these bylaws or the Board of Directors , and as ex-officio members, a representative of the SUSD Foundation Board of Directors, the SUSD Superintendent and the SUSD Director of Public Relations.

 

  1. The Alumni Association's Board of Directors is responsible for promoting the Dollars for Scholars Program of Scholarship America by developing an operational structure, raising funds for student aid distribution and distributing awards in a fair and nondiscriminatory basis. 

 

  1. Members of the Board of Directors hold office for one (1) year.  They are elected by the general membership at the annual meeting in April with the exception of appointed positions.  Newly elected officers will assume office the following June.  Vacancies may be filled by appointment of the President.

 

  1. It is the duty of each Board Member to attend all Board meetings.  The Secretary will inform the Board of three (3) consecutive unexcused absences by any member, and the Board shall take action as outlined in 5 below.

 

Removal and/or Resignation from Board of Directors

 

  1. A member of the Board who fails to attend three (3) consecutive Board meetings for unauthorized reasons, or a total of five (5) excused/unexcused absences during a twelve (12) month period, is subject to removal from office by simple majority vote of the Board of Directors.  The Secretary of the Board is to be notified when a member cannot attend.

 

  1. All resignations from office must be in writing to the President, who will forward the resignation to the Board of Directors at the next meeting.

 

Regular and Special Meetings

 

  1. The Board of Directors meets monthly at a time and location determined most convenient by the President.  All meetings of the Board are open to members of the Association.  Additional special meetings of the Board may be called by the President of a simple majority of the Board of Directors.

 

  1. A quorum must be present before any official business may be transacted.

 

  1. Each Board member is to be notified at least seven (7) days in advance of the meeting, except that the advance notice and method of notice for special meetings may vary as required by the circumstances.

 

  1. No Board member may obligate the Association beyond particular limits of the approved budget or in any other way without specific authorization from the Board.

 

Article VIII

 

OFFICERS OF THE ASSOCIATION

President

 

  1. Purpose:  Provide leadership to the Association
  2. Responsibilities:  The Membership elects its President, whose duties include:
  3. Presiding over all meetings;
  4. Compiling an agenda for all meetings;
  5. Developing annual calendar of events and committee assignments in conjunction with Board of Directors;
  6. Arranging for orientation for new members of the Board of Directors;
  7. Leading the evaluation of the Dollars for Scholars program on an annual basis and prepare a President's Report for the annual Dollars for Scholars meeting;
  8. Attending Dollars for Scholars workshops/training when offered and encourage others to attend;
  9. Ensuring that all annual reports for the Alumni Association, Sunnyside Foundation and Dollars for Scholars are submitted on time; 
  10. Performing such duties as are usually performed by the office of the President and under the authority of the Board of Directors;
  11. Voting in the event of a tie.

 

Vice-President

 

  1. Purpose:  Provide assistance to the president.
  2. Responsibilities:  The Membership elects its Vice-President, whose duties include:

 

  1. Acting in place of the President in the President's absence;
  2. Working with committee chairs to maintain a file for each activity/events with reports on numbers, process, assignments and outcomes.  These files are passed on to new committee chairs with support from the Vice-President;
  3. Organizing any needed training on topics of interest to board;

 

Secretary

 

  1. Purpose:  Maintain Association and Dollars for Scholars records.
  2. Responsibilities:  The Membership elects its Secretary, whose duties include:
  3. Notifying all members of the Board of Directors meetings;
  4. Recording and compiling of minutes (including attendance) of all Board business;
  5. Distributing minutes (mail or email) of preceding meetings prior to each subsequent meeting;
  6. Conducting all chapter correspondence including thank you letters to Dollars for Scholars donors;
  7. Taking charge of all documents belonging to the chapter (newspaper clippings, programs, etc. as a history of work and determine who will keep historical records;
  8. Overseeing the compilation and maintenance of the membership rolls and records.

 

 

Treasurer

 

  1. Purpose:  Keep financial records for the Association  
  2. Responsibilities:  The Membership elects its Treasurer whose duties include:
  3. Receiving and depositing all money received for the Association and Dollars for Scholars;
  4. Providing the Board with Financial Reports for the  Association and Dollars for Scholars at each regular and annual meetings;
  5. Making award payments to Dollars for Scholars scholarship recipients and/or postsecondary schools as designated;
  6. Keeping records of all scholarship award recipients, the institution attended, and the amount awarded;
  7. Maintaining accurate accounts for use by any Chairperson for whom funds are kept;
  8. Filing all reports as required by law;

.

 

Immediate Past President: 

  1. The Immediate Past President duties include:
  2. Serving as President in the event of the President's and Vice-President's absence.

 

Directors: 

  1. The membership elects its Directors whose duties include:
  2. Serving as chairperson of one the standing or temporary committees and acting as liaison between the committee and the Board of Directors;
  3. Setting agendas and chairing committee meetings
  4. Performing duties as determined by the Board of Directors.
  5. The number of Directors shall be determined by the Board of Directors

 

 

Parliamentarian: 

  1. The President appoints the Parliamentarian whose duties include:
  2. Facilitating meetings in accordance with the most current "Robert's Rules of Order."
  3. Chairing the Bylaws and Rules Committee

 

 

Article IX

 

COMMITTEES

Appointment

  1. The Board of Directors shall designate committees as needed.
  2. Committee appointments shall be made as identified by the board.
  3. Committees are composed of interested members of the Association.
  4. Each committee has a chairperson who is appointed by the Board of Directors.  The chairperson is responsible for calling the meetings and setting the agenda.
  5. Each committee has a secretary who is appointed by the committee membership to record minutes of all business.

Committees

  1. Standing committees are permanently formed committees of the Association.  The standing committees will be as follows:

 

  1. Publicity
i)Responsibilities:  Publicize the purpose and accomplishments of the Association's activities and programs (i.e., events, scholarship opportunities) throughout the district and community.  Create and update website and promotional materials.
  1. Membership
i)Responsibilities:  Recruit and submit the membership applications and dues for new members and update/maintain membership database.

 

  1. Fundraising
i)Responsibilities:  Raise funds in conjunction with the Sunnyside Foundation by the solicitation of gifts and by other means that support Alumni Association's events, activities and scholarships for the Dollars for Scholars program.  Work with the Treasurer to transmit funds for the records of the Association and the Dollars for Scholars national organization.  

 

  1. Scholarships
i)Responsibilities:  Oversee the application and distribution process for scholarships offered and managed under the Alumni Association and the Dollars for Scholars program.  Work with the Treasurer to ensure that scholarship monies are being transmitted, deposited and documented according to the guidelines set by the national Dollars for Scholars organization.  In awarding scholarships, the committee shall apply the rules and standards consistent with the purpose of the Dollars for Scholars program as prescribed in the Dollars for Scholars Chapter Guidebook.  Serve as the point of contact for any requests related to the Alumni Association's participation in school awards programs where scholarship recipients will be recognized.

 

  1. Recognition/Awards

 

i)Responsibilities: Plan and coordinate events related to recognition and awards i.e., Hall of Fame.  Point of contact for any requests related to Alumni Association's participation in other events i.e., Sunnyside Foundation fundraising events.

 

  1. Academic Support Committee.
i)Responsibilites: To initiate and extend academic support to students in the community as prescribed in Dollars for Scholars' Chapter Guidebook.  In developing academic support activities, the Academic Support Committee shall be subject to these Bylaws and the approval of the Board of Directors, and shall transmit to the Secretary for the information of the Chapter and thereby to Dollars for Scholars such reports as Dollars for Scholars may prescribe relative to academic support procedures.
  1. Bylaws and Rules Committee
i)Responsibilities: Annually review the Bylaws to ensure that they are meeting the requirements of the Association and to make written proposed amendments as required for compliance with Association and external requirements.  To make written proposals for policies and  standing rules. 
  1. Other Committees.  The Board of Directors shall designate other standing committees and temporary committees as it deems necessary

 

  1. President as Ex-Officio Committee Member.  The President shall serve as a member ex-officio on all Committees.
 

 

Article X

AMENDMENTS

 

Bylaws

 

  1. Amendments to the Bylaws may be proposed in writing to the Board of Directors for information prior to presentation to the membership. 
  2. Notice will be available with such proposed amendments prior to the annual April meeting.
  3. Voting on the amendments to the Bylaws shall be by roll call and a 2/3 vote cast by the Board of Directors in favor of the amendment shall adopt.   This roll call vote shall be recorded in the minutes.

 

 

Appendix A

 

Amendment History

 

Approved December 10th 2008

  • This amendment covers the dates for the annual meeting, election of Officers and the assumption of office.  The dates for the annual meeting and election of officers would be changed from 'November' to 'April'.  The date for the assumption of office would be changed from 'January' to 'June'. 

VI A 1    Strike November, insert April

VII A 4   Strike November, insert April

                Strike January, insert  June

X A 2      Strike November, insert April

 

  • This amendment changes the title of the office of 'President-Elect' to 'Vice-President'.

VII A 1   Strike President Elect, insert Vice-President

VIII 2      Strike President-Elect, insert Vice-President in title

                Strike President-Elect, insert Vice-President in Responsibilities

VIII 2 b)                Strike President-Elect, insert Vice-President

VIII 5 a)Strike President Elect, insert Vice-President

 

  • This amendment changes the formatting in Article VIII to be consistent with the other articles.

The numbers would be changed to the Letters and the lower case letters would be changed to numbers

 

 

Approved February 18th 2010

 

The following changes were accepted as one amendment:

  • Article I, added ', a Dollars for Scholars® Chapter affiliated with Scholarship America®'

·Article I, deleted

 ' B. Affiliation

 

  1. The Association is an affiliate of the SUNNYSIDE UNIFIED SCHOOL DISTRICT FOUNDATION ("SUSD Foundation") and derives its tax-exempt status from the Foundation's 501(c)(3) IRS ruling.
  2. The Association has become the scholarship component of the Foundation and has agreed to utilize and promote the Dollars for Scholars Program of Scholarship America as described in the Chapter Guidebook and as it works to expand access to higher education.
  3. The Association is also recognized as a primary fiscal agent for funds received through the national Learning Communities Coalition. 
  4. Article IV, deleted ', except for the election of officers and directors'
  5. Article V, 2. Replaced 'Reading of' with 'Corrections to'

5. Deleted 'Old and'

 

  • Article VI, B, 3.  Replace 'of not less than five members' with 'a majority'
  • Article VII, A, 1. Replace 'three representatives at large' with 'Directors and other officers designated by these bylaws or the Board of Directors'
  • Article VII A, 2..  The board will work in coordination with SUSD Foundation and provide periodic progress and financial reports to the Foundation. 
  • Article VII A 3. Delete 'The Association's Board of Directors has been recognized by the national Learning Communities Coalition (the Coalition) as the fiscal agent for grant funds raised or provided by the Coalition to the Sunnyside Learning Community Initiative.  As such, the board will play a leadership role in the local Initiative; coordinate with other agencies and organizations associated with the Initiative and distribute funds as articulated in the terms and conditions of the grants'
  • Article VIII, B, 2, D. Delete 'Acting as representative to the Sunnyside Unified School District Foundation.'

·Article VIII, C, 3. Delete 'Distributing funds as authorized by the Board of Directors, SUSD Foundation Treasury;'

Delete 'Setting up and maintaining bank accounts of funds on deposit through the SUSD Foundation approval'

  •  
  • Article VIII, F, Replace 'Members At Large' with 'Directors' in all instances.

Replace '

Serving as a liaison between one of the standing committees and the Board of Directors' with 'Serving as chairpersonof one the standing or temporary committees and acting as liaison between the committee and the Board of Directors'

Add 'Setting agendas and chairing committee meetings'

Add' The number of Directors shall be determined by the Board of Directors

  • Article VIII G  Add 'Chairing the Bylaws and Rules Committee'
  • Article VIII Add

 

  1. Academic Support Committee.
i)Responsibilites: To initiate and extend academic support to students in the community as prescribed in Dollars for Scholars' Chapter Guidebook.  In developing academic support activities, the Academic Support Committee shall be subject to these Bylaws and the approval of the Board of Directors, and shall transmit to the Secretary for the information of the Chapter and thereby to Dollars for Scholars such reports as Dollars for Scholars may prescribe relative to academic support procedures.
  1. Bylaws and Rules Committee
i)Responsibilities: Annually review the Bylaws to ensure that they are meeting the requirements of the Association and to make written proposed amendments as required for compliance with Association and external requirements.  To make written proposals for policies and  standing rules. 
  1. Other Committees.  The Board of Directors shall designate other standing committees and temporary committees as it deems necessary

 

  1. President as Ex-Officio Committee Member.  The President shall serve as a member ex-officio on all Committees.