Minersville Area High School Alumni Assocation
Minersville Area High School
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By-Laws
Minersville Area Alumni Association By-Laws
 
ARTICLE 1
Name 
Section 1. This organization shall be known as the Minersville Area Alumni Association.

ARTICLE 2
Purpose
Section 1. The mission of the Minersville Area Alumni Association is to promote the Minersville Area School District by providing assistance to enrich its facilities and programs, and to foster loyalty and friendship among its members by sponsoring social and community events.
Section 2. Specific purposes for the association are:
  1. Organize and attend social events to promote pride and fellowship.
  2. Meet and form friendships with other Minersville Area alumni.
  3. Promote Battlin’ Miner events by displaying pride and school colors.
  4. Facilitate the organizing of class reunions.
  5. Provide information on school and the association’s news and events by maintaining a web-site (www.MinersvilleAlumni.com).
  6. Support the school district with fund raising activities to assist and enrich its facilities and programs.
Section 3. The Minersville Area Alumni Association is a private, independent, separate entity consisting of alumni members. The Minersville Area Alumni Association is not legally associated with or in any other way associated with, either officially or unofficially, the Minersville Area School District.

ARTICLE 3
Membership
Section 1. Membership is open to any alumni member of the Minersville Area High School, which will include alumni of the former Minersville High School, Cass Township High School, Branch Township High School, and alumni of any high schools also located in Foster and Reilly Townships.
Section 2. Any alumni who desires to be a member shall complete an application and pay annual dues of $12.00 ($1.00 per month), renewable by the end of January of each year. Dues for members who join after January shall be prorated to $1.00 per month to the end of the year, renewable by the end of January at $12.00 per year.
Section 3. Applications are available from any officer. Alumni may also complete an application on-line and either electronically submit or send the application to an officer. That information, as well as payment of dues, is outlined on the web-site and the association’s brochure.
Section 4. New alumni from each graduating class will be offered a free membership until the second January after graduation, in which the normal membership dues will be imposed.
Section 5. Dues shall be set by the membership and shall be reviewed annually in January for fairness and equity.
Section 6. A member who wishes to terminate membership from the association must do so by letter to the president. Termination of membership will result in the forfeiture of the remaining membership dues. There shall be no refund of annual and/or monthly dues.
  
ARTICLE 4
Officers
Section 1. Officers of the Minersville Area Alumni Association shall be president, vice-president, secretary, and treasurer.
Section 2. Officers shall be elected every two (2) years by the members in attendance at the November meeting and resume the duties and responsibilities of that office in January. In order to cast a vote, a member must be in attendance at the January meeting. In the event there is not a forum to conduct a meeting and vote on business, the election shall be postponed to the next monthly meeting that a forum exists. Terms of offices shall be two (2) years.
Section 3. In order to avoid a potential conflict of interest, a school board director, superintendent, principal or assistant principal shall not be eligible to hold office.
Section 4. A plurality of the votes cast will be required to hold that office.
Section 5. In the event the president resigns the office, the vice-president shall assume the office of president, until the term of that office expires. A new vice-president will be elected at that meeting unless a forum does not exist. If the vice-president, secretary or treasurer resigns that office, that position will be elected at the meeting in which the resignation becomes effective. If there are not at least two members interested in running for the vacated office, the president may appoint a new officer for the vacated position. A member need not be in attendance to be elected or appointed to an office.
Section 6. Duties of Officers:
  1. The president shall preside over and conduct meetings, set the agenda for meetings, and appoint committee chairpersons and supervise the activities of committees. The president shall appoint a liaison person, who is an employee of the Minersville Area School District, to facilitate communication between the association and the school district.
  2. The vice-president shall conduct all the required and necessary duties of the president in the absence of the president and will also be required to maintain the membership enrollment records.
  3. The secretary shall keep a written record of the proceedings of all meetings and maintain custody of all records. The minutes of the previous meeting will be subject to approval by the attending members at the next meeting in accordance with Robert’s Rules of Parliamentary Procedure. Approved minutes will also be displayed on the association’s web site for review. The secretary will be responsible for all correspondence.The vice-president shall conduct all the required and necessary duties of the president in the absence of the president and will also be required to maintain the membership enrollment records.
  4. The treasurer shall keep and maintain all the financial records of the association and shall make a report of the financial condition of the association at each meeting, subject to the approval of the members at that meeting. All financial records will be subject to review by the president and subject to audit if a major discrepancy occurs or if a governmental agency or the school district legally request one.
  5. In the absence of the president and vice-president, the secretary will run the meeting.
  6. When deemed necessary, any officer may assist another officer with that officer’s duties.
  7. Officers may assist committee chairpersons and their committees with their activities and projects.
  
ARTICLE 5
Meetings
Section 1. Regular meetings are held the third Wednesday of every month at 7:00 p.m. in the cafeteria of the Minersville Area Junior-Senior High School. Members may choose to hold a regular meeting at an alternative date, time and location when agreed upon at the previous meeting.
Section 2. No official meeting shall be conducted and no business officially carried out unless a forum requiring a minimum of nine (9) members, including two (2) officers are in attendance. If a forum does not exist, a discussion on any topic by members could take place, just as any committee would meet. Any discussion of ideas, projects or activities would have to made by motion and voted upon at the next regular, official meeting where a forum exists to officially approve the idea, project or activity.
Section 3. Committee meetings may be scheduled by the committee chairperson at any time and place which is convenient for the members. A record of the meeting should be kept and a report made at the next meeting.
Section 4. Robert’s Rules of Parliamentary Procedure shall be used at all regular meetings and a simple majority vote of those members present shall be required to pass any motion at any regular meeting.

ARTICLE 6
Committees
Section 1. The association shall have two (2) primary committees, a Social Committee and a Fund-Raising Committee, with a chairperson for each appointed by the president and committee members consisting of volunteers. The Social Committee shall plan and prepare social events to promote fellowship among members for the good of the association. The Fund-Raising Committee shall plan and prepare projects to raise money to meet the association’s normal operating expenses and the expenses related to a specific project, including those projects designed to enrich, renovate or beautify the district’s facilities, grounds or programs.
Section 2. The two primary committees may have sub-committees which focus on specific projects. A primary committee shall consist of no less than five (5) members, including the chairperson.
Section 3. Committees and sub-committees may meet outside the regular meetings at a time, date, and location set by the committee chairperson, which is convenient for the committee or sub-committee members.
Section 4. Committee meetings may be informal and need not adhere to Robert’s Rules of Parliamentary Procedure, although a record should be kept of the meeting so that a report could be given at the next regular meeting.
Section 5. Any member of the association may assist and is expected to assist with projects and activities planned by the committees and approved at a regular meeting.

ARTICLE 7
Use of Funds
Section 1. Funds, receipts, assets, and money raised by projects and activities shall be used to pay for normal operating expenses, social events to promote fellowship among alumni members, and projects designed to enrich the Minersville Area School District’s facilities, grounds and programs.
Section 2. The Minersville Area Alumni Association is not a community service organization and shall not approve any requests or activities that are designed to provide, assist or lend financial support to the following: 
  1. Any individual or groups of individuals, whether or not the individual is an alumni member or the group consist of alumni members.
  2. Any community service that is not directly related to the Minersville Area Alumni Association or the Minersville Area School District.
  3. Any individual student in the Minersville Area School District, unless that student or a group of students indirectly benefit by a specifically designed project to enrich the school district.
  4. A scholarship fund may be created, even though those funds may be used to benefit one or more students. A Scholarship Committee, which shall be a sub-committee of the Fund-Raising Committee, may be created to raise money for a scholarship program and develop criteria for the disbursement of scholarships.
Section 3. The Minersville Area Alumni Association shall first seek the permission and authorization of the school district superintendent and the Minersville Area School Board of Directors prior to a specific fund-raising project, campaign, or activity that involves the property and grounds, facilities and buildings, and programs of the Minersville Area School District.
Section 4. The Minersville Area Alumni Association need not seek permission from the Minersville Area School District for social events, projects and activities to promote fellowship among members, unless those social events, projects and activities occur on school district property or use school district facilities, or are otherwise are directly related to a school function.

ARTICLE 8
Communication
Section 1. The Minersville Area Alumni Association shall communicate information about the association, membership, news and events, and projects by the following methods:
  1. Web-Site: www.MinersvilleAlumni.com – which will contain information about the association, membership, news and events (including calendar of events), memories section with numerous photo galleries, history of schools, membership directory and listing of officers, contact information, and an on-line store to order and purchase alumni merchandise.
  2. Brochure: describing the mission, membership information, listing of officers, and contact information.
  3. Quarterly Newsletter: containing news and information about the association, the school district and the community. This newsletter will be located on the web-site and electronically sent to members by e-mail. A copy of the newsletter shall be sent to members who do not have computers or e-mail addresses.

ARTICLE 9
Amendments
 Section 1. The membership may, by a majority vote, alter, amend, suspend or annul any or all of these by-laws. Since many members of the association may not reside locally and be unable to attend meetings, the voting process for altering, amending, suspending or annulling an article or a section of an article shall be made to all members by e-mail or letter if the member does not have an e-mail address. The proposed amendment shall be communicated to each member in letter form. The member will be provided twenty (20) days to vote for or reject the proposed amendment and return that vote by either electronic means (e-mail) or U.S. Postal Service Mail to the president.