DINTHILL TECHNICAL HIGH SCHOOL ALUMNI ASSOCIATION (NY) INC.
ARTICLE I. NAME AND PURPOSE
Section: 1. Name
- The name of the organization shall be the Dinthill Technical High School Alumni Association (NY), Inc., hereinafter referred to as “the Association.”
- The name DTHS or Dinthill when used shall mean the institution as it is currently known and any other name or names that might have been used in the past and /or may be used in the future.
- The personal pronouns in these By-Laws shall have neuter gender and shall refer to both male and female.
Section 2. Purpose
The Association, organized under the Not-for-Profit Corporation Law of the State of New York, shall have for its purposes:
- To award scholarships and other grants to deserving students of public high schools, particularly Dinthill Technical High School (“the School”),
- To maintain the relationship of alumni to the School and to each other through written and other communications, social, academic, and other events.
- To render financial aid and cooperation to public schools in order to facilitate academic, extracurricular, and infrastructure programs and other student activities, and
- To fundraise by dues, contributions, events, and otherwise, in order to support those activities which result in the furtherance of items (a) through (c) above.
ARTICLE II. MEMBERSHIP
Any person who attended Dinthill for the purpose of pursuing a formal academic education was registered under his name for a minimum of one school year, for the day, evening, or night instruction during any period of Dinthill existence shall be eligible as a regular member.
Membership shall not be determined on geographic boundaries, year of graduation, class, sex, race, religion, or ethnic origin.
Annual dues shall be $40.00.
An annual due shall be subject to change at the beginning of any year after it has been reviewed by the Board and, approved by the general membership.
The treasurer shall notify members before the Annual General Meeting of any arrears in dues. The dues shall be paid before voting at the Annual General Meeting.
Any Member who is in arrears at the time of voting, on the day of the Annual General Meeting shall be automatically excluded from voting. Payment of dues on the day of the Annual General Meeting shall be in cash only.
Membership dues in arrears shall be for the current year only, and shall not accumulate yearly.
Only members who are in good financial standing shall be allowed to vote [e] or hold office. A member in good financial standing shall mean one who has paid all outstanding annual membership dues.
At the end of the year, the Membership Chairperson and the Treasurer shall prepare an alphabetical list of members who are in good financial standing. This list shall be posted and shall be the official voting list for the Annual General Meeting.
The list of members in good standing shall be forwarded to the Correspondence Secretary each month and also shall be available for the Annual General Meeting.
No member, director or officer shall benefit from the net earnings of the Association; except that reasonable compensation may be paid for services rendered to or for the Association.
Section 2. Classes of Membership
Honorary Membership may be conferred upon an adult who shall have rendered notable service to the Association. The nomination of the honoree shall be made by the President and seconded from the floor. This shall be confirmed by the Board. An honorary member shall have none of the obligations of membership, but shall be entitled to all privileges except those of making motions, of voting, and of holding office.
An Associate member shall be admitted to the Association with the approval of the Board.
An Associate Member shall be one who did not attend Dinthill. Such members shall be one whose social and educational philosophy is compatible with the policies and purpose of the association. In addition, he shall be interested in participating in the programs and affairs of the Association.
Associate Members shall have all the obligations and responsibilities as regular members except that they shall not hold office.
A regular member shall submit names of prospective associate members to the membership Chairperson who shall ask the Board for approval.
ARTICLE III. OFFICERS
Section I. General
- The elected officers of the Association shall be:
- Vice President
- Assistant Treasurer
- Recording Secretary
- Correspondence Secretary
- The elected officers shall be President, Vice President, Recording Secretary, Treasurer, Correspondence Secretary, and Assistant Treasurer. The officers shall perform their duties according to the By-Laws and the Parliamentary authority adopted by the Association.
- An eligible candidate for President
- Shall declare in writing to the Correspondence Secretary his/her intention of running for the office of the President by the second Saturday of November in the year preceding the election.
- Shall be a Board member (appointed or elected) in the year proceeding to the election year. (option 1)
- Shall be a Board member (appointed or elected) for at least one year prior to the election. (option 2)
- Shall be a fully paid-up member for at least two years prior to the election year.
- Shall attend at least fifty percent (50%) of the regular meetings in the year prior to the election.
The officers shall be elected by secret ballot at the Annual General Meeting. The elected officers shall serve for a term of two years and shall be eligible for re-election provided they meet the conditions of ARTICLE II Section H. The term begins at the close of the Annual General Meeting at which they were elected.
No officer shall hold more than one elected office at a time and none shall be eligible to serve more than two consecutive terms in the same office.
An elected officer or board member desiring to resign from his office shall submit a letter of resignation to the Corresponding Secretary who shall present it to the Board. On the date the Correspondence Secretary receives the letter, the officer or board member has resigned.
Corresponding Secretary shall submit a letter of resignation to the Recording Secretary and the date the Recording Secretary receives the letter the Corresponding Secretary has resigned.
At the inauguration of each officer, which shall take place at the next general meeting immediately after the election, the officers shall make the following declaration:
I do solemnly declare that I will faithfully discharge the duties of my office to the best of my ability and that I will strictly obey the Constitution and By-Laws of the Association
After the Appointment of officers to the Board, the new officer shall make the declaration before the beginning of any duties.
Newly elected officers shall attend a joint meeting with the outgoing Board to facilitate the transition from one administration to the next.
Section 2. Duties of Officers
The duties of the officers shall be those usually incident to their respective offices.
The President shall preside at all general meetings of the Board, special meetings, and the Annual General Meeting, and shall be a member ex-officio of all committees. The President shall, exercise supervision over the affairs and activities of the office as Chief Executive Officer. The President shall present an annual report of the activities, progress, and general state of the Association at the Annual General Meeting. The President shall, with the advice of the Board, appoint committee chairs and committee members. The President shall provide general direction for the affairs of the Association and shall have all powers necessary and incident thereto.
(b) Vice President
The Vice President shall perform in order of rank, the duties of President in the absence or incapacity of the President. He shall perform general administrative functions under the direction of the President. In the event of the President’s absence, resignation, removal, or death, the Vice President shall serve the remainder of the term.
c) Recording Secretary
The Recording Secretary shall keep an authentic record of all proceedings of the Association. The recording secretary shall be the custodian of the Association’s records.
(d) Correspondence Secretary
The Correspondence Secretary shall be responsible for all the correspondence for the Association including notifying the membership of meetings. This Secretary shall record attendance at meetings.
The Treasurer shall be the Fiscal Officer of the Association with full responsibility for the funds and the financial affairs. The Treasurer shall disburse the funds with the approval of the Board. Amount under $150.00 for expenditures within the budget may be disbursed without further approval. The Treasurer shall make monthly reports, to the Board and regular membership meetings. The Treasurer shall make a report at the Annual General Meeting. Whenever there are fundraising events, independent reports shall be given by the Treasurer within thirty (30) days after the event.
(f) Assistant Treasurer
The Assistant Treasurer shall assist the Treasurer in the performance of his duties and any other duties delegated by the President of the Board.
The incumbent of the office of treasurer or Assistant Treasurer shall not be eligible for appointment to the office of the chairperson, Entertainment/Fundraising Committee.
ARTICLE IV BOND
All officers authorized to endorse checks and/or other financial instruments on behalf of the Association shall be bonded in an amount to be determined by the Board; conditioned for the faithful performance of duties and for the restoration to the association in case of death, resignation, retirement or removal from office, of all works, papers, vouchers, funds and property of whatever kind belonging to the Association and under the control of the designated officers.
ARTICLE V. MEETINGS
- The fiscal year of the association shall run from January 1st. through December 31st. The regular meeting of the association shall be held on the second Saturday of every month of each year except for February when the Annual General meeting will be held on the last second Saturday of that month of each year.
- The Annual General Meeting of the Association shall be held on the last second Saturday in February of each year.
- Four (4) members in good standing shall constitute a quorum for a regular meeting and shall be necessary to conduct official business of the Association.
- A majority of the Board shall constitute a quorum for the transaction of business or any item of business.
- The meeting on the second (2nd) Saturday in February of an election year shall be the Annual General Meeting for the purpose of electing officers, receiving reports from officers and committees and, conducting any other business that shall arise.
- Special meetings of the Board or Association may be called at any time, by the President or by the written request of eight (8) members in good financial standing. The purpose of the meeting shall be stated at the “call;” except in cases of emergency, at least two (2) calendar days’ notice shall be given.
- The presiding officer may, at his or her discretion, use Robert’s Rules of Order to conduct the meeting.
ARTICLE VI. STANDING COMMITTEES
Standing committees shall be created and have the power to perform the functions specified below, any functions incident thereto, and any other functions that may be assigned to them by the Board from time to time. All committee activities shall be subject to review by the Board. Except as otherwise stated, standing committees shall report regularly to the Board. The President shall appoint committee chairpersons promptly after the Annual General Meeting.
Section 2. The Finance
The Finance Committee shall consist of the Treasurer, Assistant Treasurer, and at least one (1) other members. This committee shall prepare the budget at the beginning of the year to submit to the Board for approval. It shall be the duty of the Finance Committee to advise the Association of ways to raise funds and shall support those affairs.
Section 3. Entertainment/Fundraising
The Entertainment & Fund Raising Committee shall include seven (7) members. It shall be the responsible for the planning of the annual programs for the Association. These shall include programs that impact externally on the community, entertainment for fundraising, social function for members interaction, seminar, workshop and, training. The Chairperson of this committee shall not be an eligible candidate for the office of Treasurer or Assistant Treasurer
Section 4. Membership
The Membership Committee shall maintain accurate records pertaining to the members of the Association including, but not limited to, dues payments and current contact information. It shall consist of at least three (3) members. It shall be in touch with the membership with the objective of keeping them active. The Committee shall seek to enroll new members as the opportunity arises. The chairperson shall keep an official list of members and advise them of their status. The chairperson shall consult with the Treasurer to keep the list of eligible voting members current. The Committee shall give quarterly reports on the growth and status of the organization.
Section 5. Public Relations
The Public Relations Committee shall consist of at least three (3) members. Its duty is to enhance the image of the Association through publicity, utilizing media, and other means. It shall solicit speakers, arrange forums and use other appropriate methods to keep the Association informed. It shall have the responsibility of designing the Association’s media package. It shall actively promote planned affairs. On the advice of the President, it shall designate accredited representatives who shall interface with the United Jamaica Alumni Association. The Committee shall work to enhance good relations and communication between other associations and the membership.
Section 6. Hospitality and Welfare
The Hospitality Committee shall consist of at least three (3) members and shall be in charge of the welfare of the members. It shall take steps to see that a meeting room and refreshment are available. It shall consult with the Entertainment-Fund Raising Committee regarding entertainment programs. It shall keep the membership informed of sick or hospitalized members, of any family deaths or disappointments so that appropriate actions shall be taken It shall also keep a roster of birthdays, achievements, meritorious milestones and, anniversaries so as to make appropriate greetings and congratulations.
Section 7. Asset
The Assets Committee shall include at least four (4) members. It shall be responsible for all financial programs, capital improvement, equipment, and financial service that would have a long-term impact on the financial viability of Dinthill. It shall through research, determine the source of funds available for capital improvement: equipment and structural.
Section 8. Education
The Education Committee/ Scholarships and Grants shall, from time to time, establish procedures for applying for, and criteria for granting, scholarships, grants, and other financial assistance. The Committee shall review all individual student applications for assistance and determine, in its judgment, which applicants are entitled to assistance and the amount of such assistance.
Section 9. Parliamentarian/Rules Committee
- The Parliamentarian shall be the chairperson of the Rules/Parliamentary Committee. The Parliamentarian shall settle question or proper parliamentary procedures during each meeting. The Committee shall consist of at least three (3) members and shall seek to settle internal disputes of matters concerning the Association. The committee shall be responsible for conducting the election of the officers at the Annual General Meeting. It shall also oversee the transfer of property from one administration to the next and shall see that the Association operates within the By-Laws. No elected officer shall be a member of this Committee and no member of the Committee Shall run for elected office while serving.
- The Committees shall be subordinate to the Board and must report to it for action. The President and Vice is an ex-officio member of all committees.
- When necessary, the President shall appoint Ad Hoc committees to carry out specific functions.
Section 10. Webmaster
- The webmaster shall be appointed by the President.
- They will be responsible for maintaining the association’s website and work with the board to make changes and provide updates as needed on a timely basis.
ARTICLE VII. VOTING
- A member in good standing shall have only (1) vote which shall be weighted and counted as three (3) votes.
- A member in good standing shall be allowed to vote by proxy.
- A written proxy shall authorize a member to vote for another at any meeting to express consent or dissent on any issue that may arise at the meeting prescribed.
- Every proxy must be signed by the member or his attorney in fact.
- A proxy shall not be valid for use after the adjournment of the meeting where it was first used.
- All proxies shall be recorded by the Recording Secretary at the beginning of the meeting where the proxies shall be used.
- A proxy shall have the date of the meeting where it shall be used.
- The use of proxies shall be governed by regular business practice and conventional acceptance.
- A proxy from a member who has attended at least three (3) regular meetings in the year prior to the election shall be weighted the same as a regular vote and shall be counted as three (3) votes.
- A proxy from a member who has attended less than three (3) regular meetings in the year prior to the election year shall be weighted less than the regular vote and shall be counted as one (1) vote.
ARTICLE VIII. THE EXECUTIVE/BOARD
The Board shall consist of all the officers named in Article III Section a], the chairpersons of all standing committees named in Article VII, the immediate past president, and two Directors named by the President. The appointed officers shall serve for one year and shall be eligible for re-appointment, provided that they are members in good standing [Article II, Section h].
The President, as Chief Executive Officer, shall preside at all the meetings and shall have such and other duties as customarily devolve on a Chief Executive Officer.
The Board shall have general supervision of the affairs of the Association. It shall exercises all its powers to keep the Association beyond reproach.
A vacancy on the Board shall be filled at the next regular meeting.
All regular meetings of the Board shall be open to the general membership unless have been designated closed by the President and such decision has not been overruled by a majority of the directors present and voting.
Unless otherwise required by law, the vote of the majority of officers present at the time of the vote, if a quorum is present at such time, shall be binding on the association as an act of the Board.
The elected officers of the Board shall constitute the Executive Committee.
Each member of the Board shall have only one (1) vote that is weighted the same as any other regular member.
No member shall be or remain a Board Member if the member’s dues are not fully paid.
ARTICLE IX. REMOVAL FROM OFFICE
The President, any other elected officer or Board member shall be impeached for proven dishonesty, fraud, malfeasance and/or any activity inimical to the Association.
Voting on an article of impeachment shall take precedence over all business of the Association after it is brought before the Board.
All accusation(s) shall be reviewed by the Board. The allegations shall be turned over to the Rules Committee for initiation of impeachment proceedings when a majority of the Board members present vote in favor of further investigation for impeachment.
Articles of impeachment shall be brought to any meeting of the Board by a member of the Association.
Any member who brings unsubstantiated or frivolous charges against any elected officer or other Board member shall be deprived of official communication or interaction with the Association or activities of the Association.
The period of member isolation for bringing false charges shall not exceed two (2) years.
The Chairman of the Rules Committee shall serve notice to all interested parties including the accused.
The person(s) making accusation(s) for impeachment shall be present at the Rules Committee hearing and be prepared to support the articles of impeachment with sufficient evidence and witness(es) satisfactory to the committee.
The Rules Committee shall convene a special session as soon as practicable to hear all evidence but not more than fourteen (14) calendar days after the Board votes for a hearing.
If the accused is not present when the charges are first brought before the Rules Committee, the accused shall be notified again by registered/certified mail, return receipt requested.
The accused shall respond within seven (7) days, otherwise impeachment is automatic. If the charges involve misuse of funds, the Board under the direction of the current Chairman is obligated to use legal channels to recover the funds.
Recommendation(s) of the Rules Committee shall be submitted in writing to the current Chairman of the Board or the Recording Secretary.
Upon receipt of the written report of the Rules Committee, a Board Meeting shall be convened within five (5) calendar days.
Recommendations of the Rules Committee shall be final and binding when two-thirds (2/3) of the Board members present at a meeting vote in favor of the findings.
ARTICLE X. PARLIAMENTARY AURHORITY
The rules contained in the current edition of Roberts Rule of Order Newly Revised shall govern the Association.
ARTICLE XI. SUSPENSION
Any member who acts in any way detrimental to the Association may be suspended or expelled. These acts may include but not limited to:
Unlawfully holding property of the Association including funds from sale of tickets for an unreasonable time.
An officer not performing the duties of office or not attending meetings. If an officer or board member has not attended or reported to three (3) consecutive Board meetings or three (3) consecutive regular meetings and has not performed any of the duties of his office, that officer or Board member shall be relieved of the duties unless he shows cause why it shall not be so. The Rules Committee shall do the investigation and make a recommendation on behalf of the officer.
Any action which would damage the credibility or reputation of the Association.
Alleged deficiencies of officers or members shall be presented to the Corresponding Secretary in writing.
The Corresponding Secretary shall notify the Board and the complaint shall be submitted to the Rules Committee.
The Rules Committee shall schedule a hearing. No action shall be taken without the right to due process unless the accused has waived that right.
Failure of the accused to attend the hearing without reasonable cause shall be reason enough for suspension.
A suspended member shall not serve the association in any capacity until the period of suspension has expired.
An expelled member shall be prohibited from holding office or serving the Association in any capacity.
The suspension of any member shall not exceed two (2) years.
An expelled member shall not be reinstated until after a minimum of five (5) years have expired.
Reinstatement requires a majority vote of the membership after two thirds (2/3) of the members of the Board present at a meeting vote in favor of reinstatement.
ARTICLE XII. GRIEVANCES
Complaints which arise against any member or officer during the performance of work for the Association shall be communicated to the Correspondence Secretary.
The Correspondence Secretary shall submit the complaint to the Board in writing.
The Board shall decide, by voting, whether or not the Rules Committee shall conduct further investigation and hearing to resolve the matter.
ARTICLE XIII. GRANTS
The Board shall review all requests for funds from other organizations. The Board shall require that such requests specify the use to which the funds will be put, and if the Board approves the request, it shall authorize payment of such funds to the approved grantee. The Board require that the grantees furnish a periodic accounting to show that the funds were expenses for the purpose which were approved by the Board. The Board may, in its absolute discretion, refuse to make any grants or contributions or otherwise render financial assistance to or for any or all the purposes for which funds are requested. After the Board has approved a grant to another organization for a specific project or purposes, the Association may solicit funds for the grant to the specifically approved project or purpose of the other organization. However, the Board shall, at all times have the right to withdraw approval of the grant and use the funds for other charitable, scientific or educational purposes.
ARTICLE XIV. AMENDMENTS
The By-Laws may be amended at any regular meeting by two-thirds (2/3) majority vote of members present. The amendment shall be previously submitted in writing at a regular meeting and signed by at least one-third (1/3) of the members present and in good standing.
Amendment to these By-Laws may be proposed by an ad hoc committee created for the purpose of reviewing these By-Laws for amendment.
Proposal to amend these By-Laws may be initiated by the Board or any ten (10) members in good standing.
Amendment to these By-Laws shall not reduce the tenure of any incumbent.
ARTICLE XV. DISSOLUTION OF THE ASSOCIATION
In case of liquidation, all proceeds of the assets of the Association shall go to any 501(c)(3) organization, after settlement of all the liabilities of the Association.
Articles of Dissolution with the names and day time telephone numbers of all the officers at the time of the dissolution shall be filed with the State of New York.
The Federal Internal Revenue Service (IRS) shall receive a copy of the information submitted to the State of New York, with the name of the recipient of the proceeds from
the assets and, a copy of the minutes outlining the decision to dissolve the Association.
If the School no longer exists, the Board of Directors shall designate an educational institution which satisfies the definition contained in Section 501(c)(3) of the Internal Revenue Code of an exempt educational institution to receive said assets