August 30, 2009 Meeting Minutes

PHS National Alumni Association (PHSNAA) Agenda: To establish a timeline for completing the PHSNAA organization establishment and level of impact to the high school. Purpose of the PHS NAA is to conduct outreach activities in the high school, mentorship, fund the endowment and provide scholarships. Attendance: Lisa Mickens, Crystal Suber, Travis Lynch, Vamana Brown, Vera Brown, Cherra Mitchell, Julie Fitzpatrick, Tomeka Williams, Mrs. Mickens Potential for impact in the school was discussed. Annual membership dues are the primary source of raising money. PHSNAA will provide donations to the existing scholarship endowment for the high school. PHSNAA would like to provide for 5 annual scholarships of $1000 on our own and balance of money towards the endowment. Exact donation/scholarship amounts will be created Class size from 70-89, average class size was 500-600, but after that average class size was 200-250 in size. 25% participation from each class will yield Alumni are will to lead the mentoring and public speaking organizations. Jehan Jones & Ivy Harrington Patquin Walker is interested in being the high school liaison to the PHSNAA. Also need to explore options for students not on college preparatory path. i.e. (trade school, military, community college) Donations are needed in order to pay incorporation fees. Estimated cost - $75 for incorporation Resident agent required for the articles of incorporation paperwork – ideally will be the PHSNAA lawyer Bank requires articles of incorporation for organizations tax-exempt status. Tax-exempt status and 501c3 are two separate documents/processes. Non-profit establishment process - Register entity with the state, then get a bank account, file articles of incorporation Resident agent needs to be on Articles of Incorporation. This drives the needs to select an attorney. Group to brainstorm for potential lawyers that reside in VA and can provide

pro bono work for the group. Initial group please provide your responses to group email list by Sept 4th. Julie Fitzpatrick will contact potential selectees provided from group suggestion and provide Lisa Mickens with selection on Sept. 18th. Potential attorney - Lynn White – Rev. Andrew White’s daughter, class of 84’. Julie Fitzpatrick to follow-up on initial contact. Mrs. Mickens to check w/ Petersburg Alumni Association for their resident agent (contact Dr. Germaine Fauntleroy) Organizational structure discussed according to Executive Summary. Election not expected to occur until Feb, pending non-profit establishment. Executive committee has power to do functions without organization structure approval. Current goal: To have Steps 1-6 of the Next Steps section in the Executive Summary on completed by October 30th, 2009. Document attached. 1. By 4th of Sept, submit the contact information for resident agent from the entire committee. 2. Bylaws critiques will be reviewed by Sept 4th by the group. 3. Julie Fitzpatrick will have resident agent selection by 18th of Sept and will provide selection to Lisa Mickens. 4. Lisa will assemble and submit AIC paperwork, bylaws by Oct 5th. 5. Cherra Mitchell will get PO Box by Sept 18th. 6. Mid November due date for PHSNAA bank account creation. 7. Cherra will create blog/website. 8. Travis Lynch/Crystal Suber will research/create registration data profile/online database storage. Registry – online storage, member should be PDF online and they can print document out their self. 9. Status meeting scheduled for 11/11/09 at 7:30. Conference call. Membership drive expected to occur in Jan. to get interest. Event to be marketed a networking/membership event in order to garner interest in PHSNAA and join. Feb. 20th meeting expected to be the organization election committee. Contact will continue through email until our November status meeting. Name

Email

Phone

Julie Fitzpatrick Tomeka Williams Cherra Mitchell Vera L. Lewis Vamana Brown Crystal Suber Travis Lynch Lisa Mickens

[email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected]

832-563-6025 703-655-2157 804-863-1982 804-712-1687 804-943-7612 757-806-8261 434-825-8321 443-732-0850