HUNTINGTON PARK HIGH SCHOOL ALUMNI ASSOCIATION BY-LAWS
HUNTINGTON PARK HIGH SCHOOL ALUMNI ASSOCIATION BY-LAWS
I. NAME: Huntington Park High School Alumni Association
II. DESCRIPTION & PURPOSE: HPHSAA is an organization for HPHS alumni, former students, retired staff & friends. HPHSAA promotes communication, rekindling of friendships and building new friendships. HPHSAA also promotes school spirit and provides school service. This organization is non-sectarian and non-political.
III. MEMBERSHIP: Any HPHS alumnus, former student, retired staff member, or friend who has paid a one-time life amount of $25 is an Official HPHSAA Lifetime Member. In cases where married couples are HP alumni or retired faculty, both may be admitted as Members for the one-time fee of $25. Members may vote on any issue and are eligible for election to Board of Directors. Membership terminates upon written notification from Member or death of Member.
IV. BY-LAWS: Copies of By-Laws are available to all Members from the President. Recommendations for changes or revisions may be submitted by any Member to the Board of Directors. The President shall appoint a By-Laws Committee to review and write revisions. Suggested revisions to By-Laws shall be presented to Board of Directors at least two weeks prior to the next General Meeting. By-Laws may be revised by 2/3 of Members present at any General or Annual Meeting.
V. BOARD OF DIRECTORS: HPHSAA is governed by an elected Board of Directors. The term of service is for one year. Term of office begins upon election in May of each year and ends at time of the next election. After one each one year term, Board of Directors members may retire from office, run for re-election to their present office, or stand for election to a different office.
A. President: The President shall be Chairperson at all General Meetings. He/she shall appoint all Standing Committee chairpersons with approval of the other members of the Board of Directors. The President shall not introduce a motion or second any motion. The President shall prepare an Annual Message which shall be sent to all Members in June of each year. The President shall direct Membership/Database Chair to send the Annual Message by USPS. If requested by the Membership/Database Chair, the President shall appoint a committee to assist with the USPS distribution of the Annual Message. The President is an ex-officio member of all committees. He/she shall have one vote.
B. Vice-President: Vice-President shall assist the President in the performance of his/her duties and exercise all powers in the absence of the President. Vice-President shall be a member of the Membership and Finance Committees. The Vice-President shall serve as Parliamentarian in the absence of an active Past President to fill this duty. The Vice-President shall have one vote
C. Secretary: The Secretary shall take minutes at all General Meetings and send correspondence as directed by the Board of Directors. The Secretary shall present minutes of previous General Meetings at each General Meeting. The seated Secretary shall take minutes at the Annual Meeting to be submitted at next General Meeting. The Secretary shall have one vote.
D. Treasurer: The Treasurer shall receive all money due to or gifted to HPHSAA. Treasury funds may be used only for expenses directly related to HPHSAA business. The Treasurer shall present a Financial Activity Report and Budget Report at each meeting. Any disbursements that are not in the budget will require a vote to authorize expenditures. The Treasurer and one other designated member of the Board of Directors shall be authorized to sign checks. There is no paid HPHSAA staff. HPHSAA treasury funds may not be used for any personal gift, tributes or memorials. However, such gifts may be generated by individual members. HPHSAAA Treasurer may not manage any funds from any outside group, such as a reunion or any other committee. The Treasurer shall have one vote.
E. Past Presidents: Past President(s) as long as they remain active in HPHSAA, and unless they become elected or appointed to some other capacity on the Board of Directors, are entitled to be members of the Board of Directors for one year following their term of office. After one year, Past President(s) may be re-elected to the Board of Directors. Duties of the Past President(s) are to serve as advisors to the Board of Directors. The most immediate Past President shall serve as Parliamentarian and shall provide a copy of "Robert’s Rules of Order" for reference at each meeting. The Past President(s) shall have one vote.
F. Vacancies: When a vacancy occurs on the Board of Directors, the President shall appoint a Member to fill the vacancy for the unexpired term. The appointment shall be ratified by the Board of Directors. Should a vacancy occur in the Presidency, the Vice-President shall succeed to the Presidency for the remainder of the unexpired term? In the event these two officers become unavailable to serve, the Secretary shall act as Interim President and shall conduct a General Meeting for the purpose of electing Members to fill the vacancies.
VI. STANDING COMMITTEES: Standing Committee chair persons and members are appointed by the President with approval of the Board of Directors.
A. Finance: The Finance Committee is composed of the Treasurer, Vice-President and one other Member to be named by the President. This committee will prepare and present Annual Financial Review and Proposed Budget in August of each year. These reports will be presented at the Annual Meeting.These reports will be presented at the Annual Meeting (New) or other General Meeting and may be adopted by a simple majority vote of Members present at the Annual Meeting or any subsequent meeting. Finance Committee Chair shall submit this report to the Board of Directors at least two weeks prior to the Annual Meeting.
B. Webmaster: Manage website, www.hphsalumni.org, and work with the President to make changes and provide updates as needed on a timely basis.
C. Database/Membership: Keep membership application forms as a record of names of Members. Keep a computer database of HPHSAA information for the purpose of sending email and USPS communications to alumni. Database information shall remain confidential and may not be used for any purpose other than HPHSAA business. The Database/Membership Chair shall organize the distribution of the Annual Message to all Members by USPS in June of each year.
D. Nominating: Two or more Members appointed by Board of Directors in March for the purpose of seeking Members to stand for election to Board of Directors. Nominating Committee shall provide the names of nominees to Board of Directors at least two weeks prior to the Annual Meeting.
E. Other Committees: To be created as deemed necessary by Board of Directors.
VII. MEETINGS: "Committee of the Whole"
A. GENERAL MEETINGS: President shall call for General Meetings to be held as deemed necessary by the Board of Directors for the purpose of making decisions and transacting business. Dates shall be submitted to Board of Directors at least two weeks prior to the meeting. There shall be one meeting per quarter unless dispensed with by Board of Directors. President shall prepare an agenda for each meeting. Meetings are conducted in a "Committee of the Whole" format where all HPHSAA members present may discuss, motion or vote on any matter.
B. ANNUAL GENERAL MEETING: The Annual Meeting shall take place in September of each year. All interested alumni and friends are invited to attend. The Annual Meeting Date shall be published in the President’s Annual Message to all Members in October of each year. The President shall plan and conduct the Annual Meeting. The Annual Meeting shall follow the "Committee of the Whole" format where all Members may discuss, motion, and vote on any matter and elect new officers.
Annual Meeting Agenda:
Secretary’s Report & Minutes
Vice President’s Report
Standing Committee Reports
Other Committee Reports
Nominating Committee Report
Election of Board of Directors
Announcement of Next Meeting
C. "VIRTUAL MEETINGS": When a decision on any subject is necessary that cannot wait until the next scheduled meeting, the President may request a "virtual" email or telephone vote of members of the Board of Directors for the purpose of making a decision on the subject.
A. FISCAL YEAR: The fiscal year of HPHSAA shall begin on September 1 and end on August 31.
B. EVENTS YEAR: The calendar year, for the purpose of planning events and activities, shall run form June 1 until May 31.
IX. PROCEDURAL RULES: For any circumstances not covered by these by-laws, Robert’s Rules of Order (Newly Revised Edition) shall govern. The most immediate Past President, if a serving as member of the Board of Directors, shall serve as Parliamentarian. In the absence of a Past President to serve as Parliamentarian, the Vice-President will serve as Parliamentarian.
X. GENDER: Where the male gender is used in any terminology with reference to HPHSAA, the female gender shall be interpreted to have the same meaning.
XI. DISSOLUTION OF THE ORGANIZATION: HPHSAA shall dissolve if only two or fewer of the Members of the Board of Directors remain seated for a six month period. At dissolution, all assets, financial and/or properties shall be offered to the HPHS Principal. If the school does not accept the offer or if the school does not exist, the remaining members of the Board of Directors shall make the decisions on the specific details for donation and transfer of monetary and physical assets to an appropriate agency. The existing Board members, at the time of dissolution, shall be empowered, by these By-Laws, to make any and all final decisions concerning the closure of the organization.
Original Adopted 7-15-00, Revised 11-10-01, Rewritten and Adopted: ___________