ARTICLE I. NAME
Section 1.1 The name of the organization is “IYRS Alumni Association” hereafter referred to as the “Association”.
ARTICLE II. OBJECTIVES
The primary objectives of the Association were agreed upon as follows:
· To benefit people who graduate from IYRS programs by creating and maintaining a network among them
· To promote the IYRS school and its activities
· To assist in preserving the craft of wooden boat building and restoration.
ARTICLE III. ARTICLES OF ORGANIZATION
Section 3.1 This Association shall exist as a non-profit organization.
Section 3.2 This Constitutional Bylaws shall serve as the operations procedures for the Association.
Section 3.3 This Association shall use calendar year (January 1 thru December 31) for all purposes.
ARTICLE IV. POLICIES AND RESTRICTIONS
Section 4.1 This Association shall conform to IYRS policies and decisions and will not engage in activities that could be detrimental to that organization.
Section 4.2 No part of the net earnings of the Association shall benefit or be distributable to, its trustees, officers, members or other private persons, except that the Association is authorized to pay reasonable compensation for services rendered and to make payments and distribution in furtherance of the purposes set forth in Article 2.
Section 4.3 The Association will follow the guidelines set forth under Section 501 (c)(3) of the IRS Code of 1986, as amended (the code) or (ii) to which contributions are deductible under Sections 170.2055 or 2522 of the Code.
Section 4.4 An annual meeting will be held in the winter months of each year to elect officers and conduct any business necessary for the transition of leadership.
Section 4.5 General meetings shall be scheduled if considered necessary with the time and place to be determined by the Executive Board. Furthermore, special meetings may be called by the president or other members of the Executive Board with at least 14 days advance notice given to all members of the Association.
Section 4.6 All meetings above are open to all members of the organization.
Section 4.7 The Executive Board shall meet a minimum of two (2) meetings per year unless otherwise determined with the time and place to be determined by the Executive Board. 50% constitutes quorum of Officers.
Section 4.8 The President, Vice President, Secretary, and / or Treasurer are authorized to sign checks. Any checks in excess of $500.00 require two signatures.
ARTICLE V. MEMBERSHIP AND DUES
Section 5.1 All students graduating from all full time programs of IYRS are automatically members of the Association. The Association has 4 memberships:
1. Classes: Membership includes the following classification:
2. Regular: Only full graduates of IYRS are eligible for regular membership.
3. Associate: IYRS students from the restoration program who completed one year but have not graduated are associate members.
4. Honorary: Special recognition given to an individual who has contributed to the furtherance of the Association’s well being.
Section 5.2 All members of the Association shall be eligible for membership without regards to race, religion, sex, national origin, handicap or ancestry.
Section 5.3 No membership dues are sought at this stage. The Association relies on volunteer labor and donations, contributed from within or outside the Association. A once lifetime contribution of $--- is recommended for all members.
Section 5.4 Only regular members can vote. All members of the Association can hold office.
Section 5.5 Dues, if applied, shall be set by the Executive Board and agreed upon with a vote of the regular membership.
Section 5.6 All members of the Association are required to conform to the Bylaws of the Association.
Section 5.7 Any member of this Association may be suspended or expelled for violating the Bylaws and/or for good cause shown by a two-thirds vote of the Executive Board.
Section 5.8 Any member of the Association may call for an audit of the Association bank account, not to exceed one per calendar year furthermore an audit will be conducted at the change of each Treasurer.
Section 5.9 Honorary members are gratis, non-voting members of the Association. Associate members can contribute to the Association but are non-voting members.
Section 5.10 A Board member may be removed from the Board by a two-thirds vote of the Executive Board.
ARTICLE VI EXECUTIVE BOARD
Section 6.1 Officers of the Association shall be:
President
Vice President
Secretary
Treasurer
Program Officer
Publication Officer
Past President (ex officio)
Section 6.2 The Executive Board shall consist of the seven members outlined in 6.1. The Executive Board may add other members to the board as deemed necessary for the good of the Association.
Section 6.3 The Executive Board shall insure that the Association follows all laws and regulations of the state of Rhode Island and United States Internal Revenue Code regarding not-for-profit organizations.
Section 6.4 An officer shall serve for a term of one (1) year but can be eligible for renewal.
Section 6.5 An officer shall not serve more than two (2) consecutive terms in the same office. An exception can be made in the case of an unfilled position. If the previous officer is agreeable to remaining in office, the Executive Board reserves the right to reappoint said officer.
Section 6.6 Officers shall be elected at the annual meeting by the majority of the participating regular members and those represented by proxy votes. Absentee votes will be accepted by any Executive Board Member and brought to the annual meeting.
Section 6.7 No election will be held without notifying all regular members in writing sixty (60) days prior to the election.
Section 6.8 The President’s duties shall consist of:
- preside at and develop agendas for all meetings of the Association
- to expound and enforce a due observance of the by-laws
- decide all questions of order
- appoint all committees not otherwise provided for and fill all temporary vacancies with the advice and consent of the Executive Board
- present views of the Association to IYRS
- represent the Association at public affairs or assign a delegate and perform such other duties as the office may require
- empowered to sign checks on behalf of the Association
- presents a summarized report of the past years activities at the Annual meeting
Section 6.9 The Vice President’s duties shall consist of:
- preside in the absence of the President assuming all his/her powers and duties.
- serves as Chairperson of the Membership Committee
- maintains the Membership Directory with IYRS liaison.
- distributes new member packet to each graduating class member
Section 6.10 The Secretary’s duties shall consist of:
- keeps an accurate record of the minutes of all Board and General membership meetings
- sends out all notices of Executive Board and special meetings
- sends letters of thanks to speakers, guests, etc. (in conjunction with the President).
- send reminders to members assigned special duties
- notify persons and committee affected by action taken by the Executive Board
- keep an updated calendar of events
- updates policy documentation
- maintains a supply of stationary and letterhead
- answers correspondence promptly (in conjunction with the President and IYRS).
- keeps copies of letters sent and received.
Section 6.11 The treasurer’s duties shall consist of:
- receives all monies and shall deposit them in the name of the Association in a depository approved by the Executive Board.
- keeps in a book provided for the purpose, an account of financial transactions
- present regular financial statements and report active member dues received to the Executive Board and General membership.
- has the authority to pay all normal recurring expenses; all other expenses must be approved by the Executive Board.
- keep the Executive Board members current with up-to-date listing of Regular Membership
The treasurer shall, at the expiration of the term of office, present a full accounting of the receipts and expenditures during said term in office, and hand over to the successor within twenty (20) days all books and monies belonging to the Association
Section 6.12 The Program Officer’s duties shall consist of:
- be responsible for the organization of all educational and social activities with approval of the Executive Board
- organizes and presides all events’ committees
- shall make meeting place reservations for all activities and meetings
Section 6.13 The Publication Officer / Historian’s duties shall consist of:
- oversees the activities related to the Association website and any other internet tools in conjunction with it
- publishing and mailing the newsletter
- creating and maintaining a yearly scrapbook of Association events
- the creation of any news releases pertaining to any Association business and/or events.
The Publication Officer can appoint a Historian for the Association with the approval of the Board.
Section 6.14 The Immediate Past President’s duties shall consist of:
- advises Executive Board at monthly meetings
- serves as chairperson of the election committee
The Immediate Past President has no voting rights on the Executive Board only.
Section 6.15 The Executive Board may authorize a gift of up to $100.00 for a memorial or benevolent gift to a current student.
ARTICLE VII COMMITTEES
Section 7.1 Standing Committees shall consist of Membership, Election and Program Committees. Each committee chair will seek members to serve on their committee from the regular membership.
Section 7.2 The Membership Committee shall be chaired by the Vice President. This committee will be responsible for recruiting new members for the Association, provided they meet the membership requirements outlined in Sec 5.1.
Section 7.3 The Election Committee shall be chaired by the Past-President and members shall be appointed by the Executive Board, each year in November. The committee shall publish, distribute and collect the ballots at the annual meeting; supervise and count the votes, present the results to the general membership present and turn the vote tabulation over to the Publications Officer for presentation in the newsletter, at that point they will be destroyed. Any member of the Election Committee who accepts nomination for office is deemed to have resigned from the Election committee.
Section 7.4 The Program Committee and/or event subcommittees shall be chaired by the Program Officer. The committee shall be responsible for the Association of all educational and social activities with approval of the Board; shall make meeting place reservations for all activities and meetings.
ARTICLE VIII. AMENDMENTS
Section 8.1 These BYLAWS may be amended at any meeting by a two-thirds (2/3) vote of the regular membership present provided that the amendment has been submitted in writing to the Executive Board and thirty (30) days prior notice has been given to all regular members.
Section 8.2 Any amendment will become effective on the date approved by the regular membership. Amendments must list the date of approval by membership.
Section 8.3 Once the by-laws have been amended and approved, they cannot be amended for six (6) months.
ARTICLE IX. DISSOLUTION
Section 9.1 The Association, having been formed for the purposes stated in Article 2, may be dissolved by a vote of two/thirds majority vote of the regular membership of the Association.
Section 9.2 A vote to dissolve the Association shall occur only at a regular scheduled meeting of the Association and only upon all members of the Association being notified in writing of such questions, thirty (30) days prior to the next meeting.
Section 9.3 Upon dissolution of the Association, any assets remaining shall be disposed of for the purposes of this Association or shall be deposited to IYRS, after all expenses of the Association have been paid.