Frederick Douglass High School Alumni Association of Upper Marlboro, Maryland
Frederick Douglass High School Alumni Association of Upper Marlboro, Maryland
PREAMBLE
The following Bylaws shall be subject to and governed by Maryland law.
ARTICLE 1 - NAME
The legal name of the organization shall be the Frederick Douglass High School Alumni Association of Upper Marlboro, Maryland, Incorporated, hereafter referred to as the Association.
ARTICLE 2 – PURPOSE & MISSION
The general purpose is to preserve and promote the legacy of Frederick Douglass High School, Upper Marlboro, Maryland by:
A. strengthening and maintaining relationships amongst its alumni, current students, faculty, staff, and other organizations (such as the Parents Teachers Student Organization) that support the purpose and mission of the Association:
B. Developing and maintaining a current website
C. Developing and presenting programs and activities conducive to community engagement
D. Encouraging members to provide financial support or in-kind service necessary to develop and present programs and activities
The Association is established within the meaning of IRS Publication 557 Section 501(c)(3) Organization of the Internal Revenue Code of 1986, as amended (the “Code”) or the corresponding section of any future federal tax code.
A. The Association shall be exclusively charitable and educational.
B. The Association shall refrain from participating in or attempting to influence or endorse legislation. The Association shall reject all political activities of any candidate campaigning for public office at all levels, i.e. federal, state, county, municipal.
In addition, the Association has been formed for the purpose of performing all things incidental to, or appropriate in, the foregoing specific and primary purposes. However, the Association shall not, except to an insubstantial degree, engage in any activity of the exercise of any powers which are not in furtherance of its primary non-profit purposes.
The Association shall hold and may exercise all such powers as may be conferred upon any nonprofit organization by the laws of the State of Maryland and as may be necessary or expedient for the administration of the affairs and attainment of the purposes of the Association. At no time and in no event shall the Association participate in any activities that have not been permitted to be carried out by
an organization exempt under Section 501(c)(3) of the Internal Revenue Code of 1986 (the “Code”)
ARTICLE 3 – MEMBERSHIP
A. Types
B. Dues
C. Termination
ARTICLE 4 – OFFICERS
Officers shall be elected by the active members—those whose dues are current-- of the Association.
The elected officials shall be president; vice president; recording secretary; treasurer; sergeant at arms; Parliamentarian.
Association officers and chairpersons of the permanent committees shall comprise the Executive Committee.
A. President: In general, it shall be the responsibility of the president to supervise and conduct all activities and operations of the Association, subject to the control, advice, and consent of the Executive Committee. Specific duties include, but are not limited to:
B. Vice President: In general, it shall be the responsibility of the vice president to carry out the duties assigned to the president in the absence, inability, or refusal of the president to carry out the assigned duties. In so doing, the vice president shall have all the power and authority vested in the president and shall be subject to the restrictions on the president.
C. Recording Secretary: Record minutes of all meetings, maintain the minutes and any other records of the Association.
D. Treasurer: Keep and maintain or cause to be kept and maintained, accurate accounts of all financial transactions and other matters customarily included in financial statements. All such records shall be kept at the Frederick Douglass High School in the area designated by the school.
E. Financial Secretary: Insure that financial records of the Association are maintained and kept in a secure place.
F. Parliamentarian: Primary role is to advise president. Maintain compliance with proper meeting procedures in accordance with the current version of Robert’s Rules of Order.
G. Sergeant At Arms: keeps order during meetings; if meeting attendees are disruptive, shall warn them, and if necessary, eject them from the meeting; may have some administrative duties such as collecting ballots, assisting in tabulation of votes, etc.
ARTICLE 5 – ELECTIONS
The president, vice president, recording secretary, treasurer, and parliamentarian of the Association shall be elected to serve terms of two years. Thus, officers are elected for two-year terms which are capped at four years. There must be at least a two-year break from the immediately vacated position. Eligible to be elected to a different office . Election of any of the aforementioned offices requires a majority vote by eligible voters.
A. Eligible voters – individual active members are entitled to cast one vote for each office.
B. Requirements for Office
C. Tie – a second vote shall be held and the person receiving the highest number shall be deemed duly elected
D. Installation of Officers – successful candidates shall be installed immediately upon election
ARTILCE 6 – TERMINATION FROM OFFICE
An officer may be removed from office for sufficient cause. Removal from office requires the concurrence of ¾ of the members present at the general meeting when such vote is taken.
Termination from office can also result from resignation, incapacitation, death.
ARTICLE 7 – MEETINGS
General meetings of the Association shall be held at least twice per year: once between January and June and once between September and December.
Special call meetings of the Association may be convened when required.
Quorum – ¾ of the eligible voters present at general , special, executive or other committee meetings necessary to ratify decisions of those present at the meeting.
ARTICLE 8 – EXECUTIVE COMMITTEE
Members include all officers and chairpersons of committees of the Association.
A. Responsibilities
ARTICLE 9 – COMMITTEES
A. Permanent Committees
2. Finance
3. Programs
4. Public Relations
5. By-Laws
6. Scholarship
B. Special Committees – appointed as needed by the president with the concurrence of the Executive Committee. The Nominating Committee will be appointed by Executive Board. The chairperson of the committee will be selected by its members.
ARTICLE 10 – VOTING
Each financially current individual member is entitled to one vote at a general, special, or committee meeting. Proxy voting is prohibited.
Total number of votes to be based upon status of those eligible voters present at the general, special, or committee meeting.
Quorum requires ¾ of eligible voters at the meeting to approve matter being voted upon.
ARTICLE 11 – FISCAL YEAR
Begins on January 1st and ends on December 31st .
ARTICLE 12 – AMENDMENTS
The By-laws Committee shall receive suggested amendments and review and present them to the Executive Committee. The Executive Committee will review and if changes needed, present proposed changes to the Association.
Approval requires ¾ of eligible voters at the duly called meeting upon which amendment(s) proposed.
At least 30 days notice to the Association before action/voting can take place on a proposed amendment.
Effective date of amendment(s) 30 days after approved by ¾ of eligible voters.
Last Amended: February 1, 2019 to reflect change in dues
Last Amended: September 9, 2020 to reflect addition of Financial Secretary office
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