By Laws

Article I. OFFICIAL NAME

Section 1: This organization shall be known as the 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 purpose of providing support and assistance primarily to Excelsior High School in Kingston, Jamaica, West Indies.
• To maintain social interaction and fellowship with alumni in the United States, especially in Florida and states south of New York.
• To promote fundraising activities, the proceeds of which shall, in part, provide financial aid to Excelsior High School to assist in expanding and maintaining its infrastructure and providing educational assistance to students.
• To support and take an 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 Excelsior High 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, and may be appointed to committees or 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 made an outstanding contribution to Excelsior High School may be elected by the Board of Directors as an honorary member for a period of one (1) year and may thereafter be re-elected 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, Vice President, Treasurer, Assistant Treasurer, Secretary, Assistant Secretary, Director and Assistant Director of Public Relations, Director and Assistant Director of Membership, Director of Sports, and Director and Assistant Director of Communications. There may also be the election or appointment of other officers 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 of three (3) years or until their successors are duly elected and qualified.

Section 4: No one person shall be elected for more than three (3) consecutive terms in 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: Duties of the President

• Serve as the executive officer of the Association.
• Preside over all meetings of the Association and the Executive Board.
• Promote the objects of the Excelsior Alumni Association of Florida, Inc.
• Be an ex officio member of all special committees and vote only in the case of a tie.
• Promote membership growth.
• Represent the Association at official meetings and functions.
• Perform such other duties and responsibilities as usually pertain to the 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 the 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:

• Receive all funds paid to the Association and promptly deposit them in the official depository.
• Disburse funds as approved by the Board of Directors.
• Maintain the Association’s financial accounts and records.
• Make available, at all times, for inspection by the President, the Board, or any authorized auditors, the financial accounts and records of the Association.
• Provide 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 other times as required by the President or Board.
• Collect and track membership dues.
• Perform such other duties as usually pertain to the office or as may be assigned by the President or Board.

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

• Keep the Association’s books and records, including membership and attendance.
• Make available, at all times, for inspection by the President, the Board of Directors, or any authorized auditors, the Association’s books and records.
• Keep minutes of all meetings of the Association, Board, and committees.
• Promptly reply to correspondence and submit all official reports as required.
• Submit reports to the Association at such times as the President or Board may require.
• Perform such other duties as usually pertain to the 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:

• Maintain relationships with new and existing sponsors.
• Help create a public image that attracts and sustains membership.
• Develop advertising materials and channel them through appropriate media.
• Work with the membership and communications teams to meet overall Association goals.

Section 12: Duties of the Director and Assistant Director of Membership

• Create a membership marketing strategy and plan to promote growth.
• Manage and track recruitment and renewal of membership.
• Provide an annual budget for membership events.

Section 13: Duties of the Director and Assistant Director of Communications

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

Section 14: Duties of the Director of Sports

• Manage and oversee all sports-related activities for the Association.
• Prepare a master budget annually for approval.
• Prepare an annual calendar of events for approval.
• Ensure that all participants in sports activities are prepared and available.

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

Article V. EXECUTIVE BOARD

Section 1: The Executive Board shall consist of the thirteen (13) elected officers.

Section 2: Each officer shall be an active member.

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

Section 4: The Board shall meet regularly at least once per month and may hold additional meetings at the call of the President or a majority of the Board. Committee chairpersons may meet in joint sessions with the Board at its discretion.

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 is required under these bylaws.

Article VI. COMMITTEES

Section 1: The basic structure shall include separate committees addressing membership growth, fundraising, and public relations.

Section 2: Additional standing committees may be created to enable the Association to function more effectively according to its 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, commencing within 30 days after the resolution to form the committee has been approved by the Board. Members are appointed by, and subject to removal by, the Executive Board. Each committee shall be responsible to the President and shall report as directed.

Section 4: Subject to approval by the Executive Board, special committees may be appointed by the President to perform duties as defined at the time of 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 other meetings as the Board or membership may desire.

Section 3: Membership meetings shall not exceed 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 shall be held no later than the first meeting in April. Members shall be given at least two (2) weeks’ notice of the date and place. One-third (1/3) of the active members shall constitute a quorum. In the absence of a quorum, the Executive Board shall elect the officers.

Article VIII. ELECTION OF OFFICERS AND DIRECTORS

Section 1: The election of officers and directors shall be held every three (3) years at the annual meeting.
Section 2: Nominations shall be made by the membership. The names of the nominees shall be presented, and votes cast. The individuals receiving the highest number of votes shall be declared elected to their respective offices.

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. Vacancies in any other office shall be filled by the Executive Board.

Article X. REMOVAL OF OFFICERS OR DIRECTORS

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

Article XI. REVENUE

Section 1: The annual membership dues shall be as determined by the Executive Board and shall become due on April 1 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 shall be duly documented, and their distribution to appropriate projects shall be determined by 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’s books shall be audited at least once each year by auditors named by the Executive Board. Auditors should be familiar with financial statements and shall reconcile bank statements (if necessary) and test income and expenditures for the past year. Auditors may be members of the Association, but shall not be the Secretary or Treasurer. A copy of the auditor’s report shall be provided to the Executive Board and, upon request, to any member.

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

Section 4: If the Association is dissolved, its assets remaining after payment of all debts and liabilities shall be distributed to a nonprofit organization established exclusively for educational purposes and holding tax-exempt status under Section 501(c)(3) of the Internal Revenue Code of 1986 or any subsequent federal tax law.

Article XIII. PARLIAMENTARY AUTHORITY

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

Article XIV. AMENDMENTS

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