Pea Ridge High School Alumni Association
Article I – Title
The name of the organization shall be the Pea Ridge High School
Article II – Purpose
The purpose of the Pea Ridge High School Alumni Association is to facilitate
reunion activities among the alumni of Pea Ridge High School, to celebrate the
school’s heritage in community life, and to apply the resources available among
alumni toward supporting and strengthening the educational, civic, and social
programs of the High School.
Article III - Location
The principal office of Pea Ridge High School Alumni Association shall be in the
city of Pea Ridge, Benton County, Arkansas.
Article IV – Membership
Membership in the Pea Ridge High School Alumni Association shall be categorized
in four types, as follows:
- Basic Membership shall be recognized for all graduates of Pea Ridge High
School, and also former students, teachers, and school administratve personnel.
- Participating Membership shall be recognized for all the above who
contribute from $10 to $24 annually to the association.
- Supporting Membership shall be recognized for all the above who
contribute from $25 to $99 annually to the association
- Sustaining Membership shall be recognized for all the above who
contribute $100 or more annually to the association.
Article V – The Board of Directors
The Board of Directors for the Pea Ridge High School Alumni Association shall
be composed of nine graduates of the Pea Ridge High School, with three in the
beginning to be elected to serve for one year (2006-2007), three to serve for
two years (2006-2008), and three to serve for three years (2006-2009).
Thereafter, each year three new board members shall be elected, with each new
board member to serve a three year term. Selection of board members shall be
done in a manner which maintains a broad and equitable representation of the
graduating classes through the years.
Members of the Board of Directors shall be elected by the Association membership
at its annual general membership meeting; with provision that Board member
vacancies occuring between elections may be filled in the interim by the Board
The work of the Board of Directors shall be coordinated and directed by five
officers, to be elected by the Board from its current membership at the beginning
of the fiscal year: a President, Vice-president, Secretary, Treasurer, and
Communications Coordinator. The five officers may organize as an Executive
Committee for consultative purposes.
Meetings of the Board of Directors shall be held at least quarterly. The Board,
at its discretion, may establish a bi-monthly or monthly schedule of meetings.
Meetings of the Board shall be open for attendance by members of the Association
at large. Special meetings of the Board may be called by the President, or by
the five officers in consultation together, provided that at least one-week notice
shall be given prior to the meeting.
Article VI – Committees
To effectively apply the working talents and leadership skills of alumni toward
meeting the objectives of the Association, the Board of Directors shall establish
standing committees, here to be named, having defined areas of ongoing
responsibility. The Board also may use temporary committees or work groups to
address short-term tasks.
Five Standing Committees, amenable to the Board of Directors, shall be formed
at the beginning of each fiscal year, and shall serve as indicated in this section.
It is recommended that each standing committee be organized with five members,
with each committee authorized to recruit a reasonable number of additional
working members drawn from the Association membership at-large. For each
committee, a chairperson shall be named by the Board, and a recording secretary
shall be selected by the committee. The chairperson or secretary shall report
for the committee to the Board at least quarterly, or as directed by the Board.
- Finance and Fundraising Committee
- Evaluate the Association’s funding needs and present to the Board of Directors
in May or June a proposed operating budget for the new fiscal year.
- Propose and coordinate fundraising activities in support of the activities
and programs of the Association.
- Membership Cultivation and Retention Committee
- Formulate and carry out a plan for promoting Membership Registration
and collection of membership dues.
- Maintain the Association’s membership records, reporting membership
changes to regular meetings of the Board, and providing the Board with an
updated membership roster at least annually.
- Events and Programs Committee
- Plan, arrange for, and coordinate activities for an annual PRHS Alumni
Reunion and Alumni Association general membership meeting.
- Administer an Alumni Scholarship Program
- Establish and maintain a liaison with the Pea Ridge High School, its
students, teachers, and administrative personnel.
- Initiate and present to the Board of Directors proposals for programs and
activities designed to carry out the purposes and objectives of the Alumni
- Work cooperatively with the Communications Coordinator in publicizing
events and programs sponsored by the Alumni Association.
- Nominating Committee
- The Nominating Committee shall be composed of five members; with three
members representing each of the three Board member classes, and with two
members who are not members of the Board of Directors representing the
- For annual elections, the Nominating Committee shall prepare a slate of
nominees for the open Board of Directors positions to be elected at the
annual membership meeting, checking with nominees in advance to assure that
they are available and willing to serve if elected.
- For elections of officers of the Board of Directors, the Nominating
Committee shall prepare a slate of nominees for the positions of president,
vice-president, secretary, treasurer, and communications coordinator;
checking with nominees in advance to assure that they are available and
willing to serve if elected.
- When positions are declared vacant by the Board of Directors, the
Nominating Committee shall nominate persons to fill Board officer vacancies
or Board member vacancies in the interim between regular elections.
Unless otherwise specified, members of the Association who are not members of
the Board of Directors may serve on the above standing committees, and on other
temporary committees established by the Board, including serving in a committee
leadership role. For effective connection, liaison, and coordination, committee
personnel should include members of the Board of Directors.
Article VII – Officers and Officer’s Duties
- The President will coordinate and direct the operation of the Association
and its Board of Directors, preside at meetings, and administer the policies
and programs of the association as established by the Board of Directors and
by the general meeting of the Association members. It shall be the
responsibility of the president to call meetings of the Board at least
quarterly (unless otherwise set by the Board), to prepare the meeting agenda,
and to conduct the business of the Board in accordance with Robert’s Rules of
Order. The president may appoint members to ad hoc committees for
specific assigned tasks. Such committees and committee appointments
shall become effective upon approval by a majority vote of the Board. When
unable to be present for meetings, or otherwise temporarily unable to perform
functions of the president, the president shall notify the vice-president of
the need to take up those functions.
- The Vice-President will work in cooperation with the president in
administering the operations of the Association and its Board of Directors,
presiding at Board meetings in the absence of the president, and working
under the direction of the president in administering the policies and
programs of the association.
- The Secretary will record and maintain minutes of meetings of the Board
of Directors and of the general membership, making the minutes available to
members of the Board for review following meetings, and providing copies of
the minutes for distribution at subsequent meetings of the Board. In
consultation with the President, the Secretary may be asked to receive and
reply to correspondence, send notices of meetings, and handle routine
- The Treasurer will manage the association’s bank account(s), write checks
to cover financial obligations, and make other disbursements of funds, in
accordance with the policies and instructions of the Board of Directors; and
will reconcile the check records with monthly bank statements, and provide
financial reports to the Board at regular Board meetings (at least quarterly),
All bank accounts will be set up to require two authorized signatures on
each check. In addition to the Treasurer, the Board will designate one
or two other members of the Association as authorized signatories.
The Treasurer will be an ex officio member of the Finance Committee, and will
participate in the budget process, providing records and information as needed
to assist with creation and revision of the Association’s operating budget.
- Communications Coordinator
- The Communications Coordinator will maintain a calendar of the Association’s
meetings and events; and will serve as the Association’s chief publicity officer,
using the resources of the Internet, newspapers, and other media to publicize
the activities of the Association, its sponsored events, alumni gatherings,
fundraising events, etc. The calendar will be made available on the
Association’s website and as a handout for Board Members and other interested
alumni. The Communications Coordinator will be an ex officio member of
the Events and Programs Committee, and will work in consultation with the
other Board officers and committee leaders to develop the Association’s ongoing
communications outreach to PRHS alumni and the community.
Article VIII – Fiscal Provisions
||The fiscal year for the Pea Ridge High School Alumni Association
shall run from July 1 of the year through June 30 of the following year.
||An annual operating budget for the upcoming fiscal year shall be developed
during the Spring each year, to be adopted by the Board of Directors in May
or June prior to the annual general membership meeting.
||Fundraising activities of various kinds may be planned and carried out under
the direction of the Finance and Fundraising Committee and with the oversight
of the Board of Directors. All monies received from fundraising activities
shall be administered and disbursed at the direction of the Board of Directors.
||The Board of Directors shall develop appropriate policies to assure the
responsible administration of the financial affairs of the Association,
giving oversight to financial procedures, obtaining regular reports, and
assuring reliable accounting for funds entrusted to the Association.
Article IX – Amending these By-Laws
The Board of Directors may at any regular meeting formulate proposed amendments or
revisions to these ByLaws. When approved by a 2/3 vote of the Board of
Directors, amendments shall become effective in the interim. Full
ratification of amendments shall be accomplished by presenting the proposed
amendments to the annual meeting of the full membership of the Association.
Full ratification shall be effective when the amendment is approved by a 2/3
vote of the annual general membership meeting.
Article X – Enacting Clause
We, the undersigned, being all members of the Board of Directors of the Pea Ridge
High School Alumni Association, hereby declare the foregoing to be the By-Laws of
the Alumni Association, enacted by us on the _______ Day of ______________, 2007.