Executive Summary & By-laws Draft

Petersburg High School National Alumni Association

Proposal

Executive Summary

PROPOSED ORGANIZATION

MISSION

The mission of the Petersburg High School National Alumni Association, Inc. (PHSNAA) will be to enhance the learning and development opportunities at our alma mater for the next generation of students and to keep alumni connected through social events/activities. PROPOSED ORGANIZATION

PURPOSE

The purpose of the organization will be to: 1. Provide support to PHS in order to develop empowering academic, extracurricular and other student activities; 2. Award academic scholarships and other grants (e.g. study-abroad) to deserving PHS students; 3. Provide avenues for all PHS alumni to remain in contact with their alma mater and each other; and, 4. Raise funds to support the main activities of the organization through vehicles such membership dues, solicited and/or unsolicited donations and targeted fund raisers. Initial activities for the PHSNAA will include, but not be limited to the following: • Mentorship program • Speaker Bureau (i.e provide speakers for school activities) • Scholarship program PROPOSED FUNDRAISING PLAN TO SUPPORT ACTIVITIES

The primary means of fundraising for the PHSNAA will be through the collection of membership dues. The first graduation class from the new/integrated PHS was in 1975. This means that there are thirty-three (33) graduation classes through 2008. If just fifty (50) people from each class pay membership dues of $25/year, the organization will have annual revenue of $41,250.00 (50 people x $25.00 dues = $1,250.00 * 33 classes $41,250.00 annual revenue). Even at a 25% participation rate, the organization will generate $10,312.50 in annual revenue ($41,250.00 * 25% = $10,312.50). As a 501c3 corporation, all dues/donations will be tax-deductible.

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These annual revenue estimates provide sufficient resources to fund the initial organization programs. Potential fund raisers to raise additional funds include: golf tournaments, holiday/seasonal socials, special events (e.g. awards ceremonies, recognition dinners, etc.), etc.

PHSNAA Proposal, Page 1 of 5

PROPOSED ORGANIZATION STRUCTURE

The PHSNAA shall be directed by a board of directors. The board of directors will consist of eight (8) elected members that serve two-year terms: - President - Vice-President - Treasurer - Secretary - Members-at-Large (4) The Executive Committee

NEXT STEPS (could really use legal advice/help to get these steps done more efficiently; maybe there's a lawyer in the PHS network that we can connect with): 1. Formally incorporate PHSNAA in the Commonwealth of Va. 2. Create PHSNAA bylaws 3. Hold an organizational meeting a. Appoint directors and/or officers b. Adopt bylaws c. Set budget for fiscal year (recommending July 1 - June fiscal year) d. Select a bank e. Select a sealllogo f. Take minutes and create records book 4. Get Employer Identification Number (EIN) from IRS 5. Apply for tax exemptions (federal 501c3 and state) 6. Open bank account (have to wait for IRS paperwork to get nonprofit status)

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PHSNAA Proposal, Page 2 of 5

Petersburg High School National Alumni Association

Proposal

Draft By-Laws (work in progress) ARTICLE

1: NAME

The name of the organization will be the Petersburg High School (PHS) National Alumni Association. ARTICLE

2:

PURPOSE

Section 1: Purpose The purpose of the organization will be to: A. Provide support to PHS in order to develop empowering academic, extracurricular and other student activities; B. Award academic scholarships and other grants (e.g. study-abroad) to deserving PHS students; C. Provide avenues for all PHS alumni to remain in contact with their alma mater and each other; and, D. Raise funds to support the main activities of the organization through vehicles such membership dues, solicited and/or unsolicited donations and targeted fund raisers. ARTICLE

3: MEMBERSHIP

Section 1: Membership The membership of the organization shall consist of two classes: A. Associate membership: All individuals who either graduated from, attended, taught at or significantly assisted PHS will be considered associate members. Associate members will not have the right to vote, hold office in, or to serve on the Board of Directors of the organization. B. Voting membership: All dues-paying associate members will make up the voting membership class. The dues schedule will be determined as necessary by the Board of Directors. Voting members shall be eligible to vote in elections of the Association, serve on the Board of Directors, serve on committees of the Board, and hold office in the Association. ARTICLE

4: OFFICERS & BOARD

OF DIRECTORS

Section 1: Officers A. The officers of the organization shall be the President, Vice President, Treasurer and Secretary. B. The officers shall be elected by a majority vote of the members. C. The term of office for each officer shall be two years. The term of office shall begin on the first day of July and run through the last day of June two years later. There are no limits on the number of times an individual may seek election to any office. PHSNAA Proposal, Page 3 of 5

Section 2: Board of Directors A. The board of directors will consists of the four elected officers and four elected members-at-Iarge elected by a majority vote of the members. B. The directors will serve two-year terms. The term of office shall begin on the first day of July and run through the last day of June two years later. There are no limits on the number of times an individual may seek election to any office. Section 3: Elections Elections will take place in May. Section 4: Fiscal Year The fiscal year of the organization will be from July 1 to June 30. ARTICLE

5: DUTIES

OF OFFICERS AND DIRECTORS

ARTICLE

Section 1: Membership

6: COMMITIEES

Committee

Section 2: Reunions Committee Section 3: Communications Section 4: Scholarship

Committee

& Grants Committee

Section 5: Audit Committee Section 6: General Committees etc.) ARTICLE

(e.g. mentorship, career day, speaker's bureau,

7: CLASS

REPRESENTATIVES

Section 1: Role A. The role of the Class Representatives shall be to promote communications between the organization and the members of their respective classes. B. Class representatives shall correspond directly with all found members of their class at least once a year. C. Class representatives will update the Communication Committee with names and addresses of classmates Section 2: Eligibility A. Members interested in serving as representatives of their class will notify the Vice President. PHSNAA Proposal, Page 4 of 5

B. The number of representatives per class will normally be two but class size and distribution may necessitate two or more representatives Section 3: Oversight A. The Vice President shall oversee the Class Representatives and be their principle point of contact for Association activities. B. The Vice President shall be active in searching for Representatives for classes which have no active help, contact each Representative at least twice a year to encourage positive activity regarding search for non-active alumni, yearly newsletters to classmates in the directory, and sharing classmate information with the newsletter editor

PHSNAA Proposal, Page 5 of 5