XLCR Alumni Association of Florida - logo
XLCR Alumni Association of Florida - logo
MENU

By Laws

Article I. OFFICIAL NAME

Section 1: This organization shall be known as Excelsior Alumni Association of Florida Inc. herein referred to as the Association.

Article II. OBJECTS

Section 1: The objects of this Association are:

  • To foster alumni collaboration and participation for the purposes of providing support and assistance primarily to the Excelsior School in Kingston, Jamaica, West Indies.
  • To maintain social interaction and fellowship with Alumni in the United States especially in Florida and the States south of New York
  • To promote fundraising activities, the proceeds of which shall in part provide financial aid to the Excelsior School, to assist in expanding and maintaining its infrastructure and provide educational assistance to students
  • To support and take active interest in other charitable organizations in our local area as well as within the United States

Article III. MEMBERSHIP AND CLASSIFICATION

Section 1: Membership shall be open to all alumni of the Excelsior School and shall be of the active class as defined herein.

Section 2: Members (other than honorary) have the duty to attend meetings, participate in projects and other activities, pay annual membership dues, be appointed to committees and be elected as officers or directors.

Section 3: All members of the Association must believe in and subscribe to the objects of the Association.

Section 4: Qualifications for Active Membership

  1. An active member must believe in and subscribe to the objects of the Association
  2. An active member must participate in projects and fundraising activities
  3. An active member must pay membership dues annually
  4. An active member must attend General meetings

Section 5: Qualifications for Honorary Membership

  1. Any person who has performed outstanding contribution to the Excelsior School may be elected by the Board of Directors as an honorary member for a period of one (1) year and thereafter may be reelected annually
  2. An honorary member shall not pay annual membership dues, and shall be entitled to all privileges of the Association, except those of voting and holding office.
  3. An honorary member shall not be obligated to attend General meetings
  4. An honorary member shall be elected by a majority vote of the entire Board of Directors

Article IV. OFFICERS

Section 1: The officers shall be a President, a Vice President, a Treasurer, an Assistant Treasurer, a Secretary, an Assistant Secretary, Director and Assistant Director of Public Relations, Director and Assistant Director of Membership, Director of Sports, Director and Assistant Director of Communications. There may also be election and appointment of other offices as desired by the Association.

Section 2: Each officer shall be an active member in good standing.

Section 3: All officers shall enter upon their official duties on the first day of April each year and shall serve for a term on three (3) years or until their successors shall be duly elected and qualified.

Section 4: No one person shall be elected for more than three (3) consecutive terms for the same office.

Section 5: Resignation of an officer before the expiration of the term shall be in writing to the Board of Directors.

Section 6: The President has the following duties and responsibilities:

  1. Be the executive officer of the Association.
  2. Preside over all meetings of the Association and the Executive Board.
  3. Promote the objects of the Excelsior Alumni Association of Florida, Inc.
  4. Be an ex-officio member of all special committees and vote only if there is tie.
  5. Promote membership growth.
  6. Represent the Association at official meetings and functions.
  7. Perform such other duties and responsibilities as usually pertain to such office.

Section 7: In the absence of the President, the Vice President shall preside over all meetings of the Association and the Executive Board.

Section 8: The Vice President shall perform such duties as usually pertain to such office or as may be assigned by the President or the Executive Board.

Section 9: The Treasurer and Assistant Treasurer have the following duties and responsibilities:

  1. Receive all funds paid to the Association and promptly deposit them in the official depositories.
  2. Disburse funds as approved by the Board of Directors.
  3. Maintain the Association financial accounts and records.
  4. At all times, make available for inspection by the President, the Board, or any authorized auditors, the financial accounts and records of Association.
  5. Make a financial update verbally or in writing to the Board monthly, and produce a Financial Report at the annual meeting of the Association, and at such times as the President or Board may require.
  6. Perform such other duties and responsibilities as usually pertain to such office or as may be assigned by the President or Board.
  7. Collect and track membership dues

Section 10: The Secretary and Assistant Secretary have the following duties and responsibilities:

  1. Keep the Association books and records, including membership and attendance
  2. At all times make available for inspection by the President , the Board of Directors, or any authorized auditors, the Association books and records
  3. Keep minutes of the meetings of the Association, Board and committees
  4. Promptly reply to correspondence and submit all official reports as required by the Association
  5. Submit reports to the Association at such times as the President or Board may require
  6. Perform such other duties and responsibilities as usually pertain to such office or as may be assigned by the President or Board.

Section 11: The Director and Assistant Director of Public Relations have the following duties and responsibilities:

  1. Maintaining a relationship with New and existing Sponsors.
  2. Helping to create a public image that attracts and sustains membership.
  3. Develops advertising material and channel through the appropriate medium.
  4. Work with the membership and communications teams to meet overall Association goals.

Section 12: The Director and Assistant Director of Membership have the following duties and responsibilities:

  1. Create membership marketing strategy and plan to promote growth.
  2. To manage and track recruiting and renewing membership.
  3. Provide annual budget for membership events.

Section 13: The Director and Assistant Director of Communications have the following duties and responsibilities:

  1. Develop, implement, and evaluate the annual communications plan.
  2. Manage the development, distribution, and maintenance of all print and electronic.
  3. Coordinate webpage maintenance—ensure that new and consistent information (article links, stories, and events) is posted regularly
  4. Track and measure the level of engagement.

Section 14: The Director of Sports has the following duties and responsibilities:

  1. To manage and oversee all sports related activities for the Association. 
  2. Prepare a master budget annually for approval.
  3. Prepare an annual calendar of events for approval.
  4. Ensure that all participants for sports activities are prepared and available.

Section 15: Other officers shall perform such duties as usually pertain to such office or as may be assigned by the President or Board.

Article V. EXECUTIVE BOARD

Section 1: The Executive Board shall consist of the 13 elected Officers.

Section 2: Each Officer shall be an active member.

Section 3: The Officers shall determine the policies and activities of the Association, elect members, approve the budget, approve all bills, take council with committees, and have general management of the Association.

Section 4: The Officers shall meet regularly at least once per month and hold additional meetings at the call of the President or a majority of the Board. At the discretion of the Board, the committee chairmen shall meet in joint sessions with the Board.

Section 5: A majority of the Executive Board shall constitute a quorum for the transaction of all business, except in cases where a larger vote of the entire Board is required under these bylaws.

Article VI. COMMITTEES

Section 1: The basic structure should include separate committees that address membership growth, fund raising and public relations.

Section 2: Where desired, there shall be the option of expanding the committee structure by creating other standing committees which would enable the Association to function more effectively in terms of its own needs and interests. The duties of such committees shall be determined at the time they are created.

Section 3: Each standing committee shall be composed of three (3) or more members and shall serve for a term of one (1) year, and commence their duties within 30 days after the resolution to form the committee has been approved by the Board. All members of the committee are appointed by and subject to the removal by the Executive Board. Each committee shall be responsible to the President and shall make such reports as the President or Executive Board may direct.

Section 4: Subject to the approval of the Executive Board, special committees may be appointed by the President and they shall perform such duties as may be defined in their creation.

Article VII. MEETINGS

Section 1: The Association shall hold at least three (3) meetings per year for its membership. The day and place shall be determined by the Executive Board.

Section 2: The Association may hold such other meetings as the Board or membership may desire.

Section 3: The membership meeting shall not be more than three (3) hours and thirty (30) minutes in duration, except on special occasions as approved by the Executive Board.

Section 4: The annual meeting of the Association should be held at a regular meeting no later than the first meeting in April. The members shall be given at least two (2) weeks notice of the date and place of the annual meeting. One-third (1/3) of the active members of the Association shall constitute a quorum. In the absence of membership quorum, the Executive Board will elect the officers.

Article VIII. ELECTION OF OFFICERS AND DIRECTORS

Section 1: The election of officer and directors will be held every three (3) years at the annual meeting.

Section 2: The nominations are made by the membership. The names of the nominees are presented and votes casted. The individuals that receive the highest number of votes shall be declared elected for the specific office.

Article IX. VACANCIES IN OFFICE

Section 1: In the case of a vacancy in the office of President, the Vice-President shall succeed to the office. In the case of a vacancy in the office of any other officer, the vacancy shall be filled by the Executive Board.

Article X. REMOVAL OF OFFICERS OR DIRECTORS

Section 1: Whenever it shall appear to the President or a majority of the Executive Board that an officer may be engaging in conduct unbecoming of the Association or is failing to perform the duties of that office, the Board shall give written notice to the officer and declare such office vacant.

Article XI. REVENUE

Section 1: The annual membership dues shall be as determined by the Executive Board and become due on April 1st each year.

Section 2: Revenue from sources other than those defined in this Article may be raised as determined by the Executive Board.

Section 3: Monies received from fundraising projects will be duly documented and the decision to distribute to appropriate projects shall be the decision of the Executive Board.

Article XII. FINANCE

Section 1: Separate budgets of estimated income and expenditures for the year (April 1 – March 31) for administrative and project funds shall be adopted by the Executive Board.

Section 2: The Association books shall be audited at least once each year. The auditors shall be named by the Executive Board. The auditors should be familiar with financial statements and should reconcile bank statements (if necessary) and conduct tests of income and expenditures for the past year. The auditors may be members of the Association, but shall not be the Secretary or the Treasurer. A copy of the auditor’s report shall be provided to the current Executive Board and, upon request, to any member of the Association.

Section 3: The Executive Board shall determine the official depository or depositories and shall designate those persons who shall sign checks.

Section 4: If the Association is dissolved, its assets remaining after payment, or provision for payment, of all debts and liabilities of the corporation, shall be distributed to a non-profit fund, foundation or corporation which is organized and operated exclusively for educational purposes and which has established its tax exempt status under section 501(c) (3) of the Internal Revenue Code of 1986 or corresponding provisions of any subsequent federal tax laws.

Article XIII. PARLIAMENTARY AUTHORITY

Section 1: Robert’s Rules of Order Newly Revised shall be the parliamentary authority for all matters of substance or procedure not specifically covered in the bylaws.

Article XIII. PARLIAMENTARY AUTHORITY

Section 1: Any amendment of these bylaws shall be approved by the Executive Board.

Contact Information

Phone: 954-433-8875

Email: xlcrflorida@aol.com