Bylaws of the Norland Vikings Alumni Association To Thee Dear Norland High We Pledge
Devotion; for thee our hopes, our fears, our
aims are one. Our love for thee is boundless as
the ocean; for thee we’ll work from dawn to
setting sun. We’ll think of Norland High with
deep emotion, while through the years, the
course of life is run.
2/7/2015
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TABLE OF CONTENTS
Preamble: Purpose……………………………………….….…3
Article I: Name…………………………………………..…....3
Article II: Offices……………………………………………...4
Article III: Members………………………………………..…4
Article IV: Executive Board of Directors…………………..5
Article V: Executive Board of Directors Meetings…...6
Article VI: General Meetings…………………………………8
Article VII: Officers & Duties…………………….…………..9
Article VIII: Committees………………………………………13
Article IX: Other Provisions………………………………...14
Article X: Fiscal Year………………………………………..15
Revision History ......................................................... ………16
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Norland Vikings Alumni Association Bylaws
Miami Norland Senior High School
Miami-Dade County, Miami, Florida
PREAMBLE
The purpose of the Norland Vikings Alumni Association (NVAA) of Miami-Dade
County, Miami, FL is to serve as a support group for Miami Norland Senior High
School within the guidelines of the Miami-Dade Public Schools. This purpose may
be achieved through the promotion of four core initiatives: (1) the gift of time and
talent of the NVAA members to the school for various programs benefiting the
students (2) the contribution of funds, individually or collectively by the NVAA for
financial assistance, a Laptop Initiative and Scholarship Fund (3) the contribution of
opinions and ideas to the school’s administration based on the schools strategic
plans, and (4) the creation of activities, parties, events and reunions for camaraderie
amongst the alumni body. All of these initiatives, of course, assume the underlying
goal of involving the alumni in long-term loyalty and dedication to Miami Norland
Senior High School and its programs.
ARTICLE I
NAME
The name of the Not-for-Profit Corporation shall be the Norland Vikings Alumni Association,
Incorporated.
This corporation was organized exclusively for charitable and educational purposes,
within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986, as now
enacted or hereafter amended, including, for such purposes, the making of distributions
to organizations that also qualify as exempt organizations.
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ARTICLE II
OFFICES
Section 2.1 Address:
The principle address of the association shall be in Miami-Dade
County, Florida.
Section 2.2 Offices:
The NVAA may have offices at Miami Norland Senior High School or such
other places deemed necessary by the NVAA’s Executive Board of
Directors.
Section 2.3 Registered Agent:
The registered office of the Association shall be established and
maintained at P.O. Box 694861, Miami, FL 33269.
ARTICLE III
MEMBERS
Section 3.1 Members shall include the following :
(a) All graduates of Miami Norland Senior High School.
(b) Non-graduates who attended Miami Norland Senior High School at any time.
(c) An individual designated as a Non-Alumni but displays dedication
to and supports Miami Norland Senior High School or the NVAA.
Section 3.2 Membership Cards
All active NVAA members shall be issued a membership card during
a new membership period at the discretion of the Board of Directors.
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Section 3.3 Membership Dues
The NVAA annual membership dues shall be $25.00 but fees are subject
to change based on the economy and rate of inflation. An incentive
program may be established to promote membership fees at reduced
rates such as an Early Bird Membership period.
Section 3.4 Member Denial or Removal
If an active or potential member is considered controversial, poses
a threat or sheds a negative light on the alumni association they
may be denied membership. In the event they are an active
member they can be removed as a member with a majority vote of
the alumni association body at a General Meeting. That individual
will be reimbursed their membership dues if it is prior to July 1st
of the calendar year.
ARTICLE IV
EXECUTIVE BOARD OF DIRECTORS
Section 4.1 Management of the Association
The management of the affairs of the alumni association shall be vested
in the Executive Board of Directors, all of whom are elected or appointed.
The Executive Board of Directors shall establish policy and direct the
supervision and management of the affairs of the alumni association in
conformity with the Bylaws and parliamentary procedures. It shall
receive and approve the reports of all officers and committees. The
Executive Board shall approve all budgets, commissions and obtain
annual audits and financial reports. Once the Executive Board approves
the annual budget the NVAA members must vote to approve it. Once the
Executive Board approves the budget the NVAA members must vote to
approve the annual budget.
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Section 4.2 Number of Executive Board of Directors
The Executive Board of Directors shall consist of a minimum of 5 and a
maximum of 7 elected Board members.
Section 4.3 Elections of Executive Board of Directors
(a) The initial Executive Board members shall be voted in upon the
alumni association’s inception by alumni members present in that
initial general meeting.
(b) Each successor to an elected Executive Board of Director
shall be voted in by active alumni association members.
(c) Non-alumni seeking an Executive Board position shall be considered after 2 consecutive years of active NVAA membership.
(d) Must be an active member for at least one (1) year to be ballot eligible as a member of the Board of Directors. Must be an Executive Board member at least one (1) year to be ballot eligible for the position of Vice-President. Must be an Executive Board member at least two (2) consecutive years to be ballot eligible for the position of President.
(e) During a NVAA Board Election, 10% or more of the active, qualified alumni association members must submit a ballot in order to validate the election. This vote may be done at a general meeting, a special election meeting or via electronic mail on the day of the election. Election time frames will be determined in advance by the Executive Board of Directors.
Section 4.4 Tenure of Executive Board of Directors
(a) All Executive Board of Directors (President, Vice-President,
Secretary, Treasurer, Membership Coordinator and General Board
members) shall serve a consecutive, 2-year term.
(b) All Executive Board of Directors must be re-elected to an
additional term after their 2-year term expires. They can be
elected for numerous 2-year terms.
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ARTICLE V
EXECUTIVE BOARD OF DIRECTORS MEETINGS
Section 5.1 Meetings of the Executive Board of Directors
Regular meetings of the Executive Board of Directors shall be held on the
1st or 2nd Thursday of the calendar month. The Executive Board of
Directors shall determine the order of such business prior to each
meeting. It shall be the duty of the Secretary or Treasurer of the Executive
Board of Directors to provide a 5-day notice via electronic mail of the
date, time and location of the Executive Board meeting to each Executive
Board Director.
*Emergency meetings maybe held within 24-hour notice.*
Section 5.2 Quorum and Voting for Meetings
The presence of at least four (4) Executive Board of Directors constitutes a
quorum for the transaction of business. Each Executive Board member
shall have one (1) vote and the affirmative majority vote of the Executive
Board of Directors at a meeting at which a quorum is present shall be the
act of the Executive Board of Directors, except as otherwise specifically
provided by law or these Bylaws.
Section 5.3 Conduct of Meetings
The President or in the President’s absence, the Vice-President shall
preside at each meeting of the Board of Directors. The Secretary or in the
Secretary’s absence, an appointed Secretary or Treasurer shall record the
minutes of the meeting. The presiding officer along with the Secretary
or Treasurer shall rule whether there is a quorum present.
Section 5.4 Attendance of Meetings
Executive Board members must attend 75% of all meetings A written,
verbal or electronic mail notification of an Executive Board members
absence must be provided to the Secretary 24 hours prior to the meeting.
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Section 5.5 Vacancy Created by a Director’ s Resignation or Removal
In the event an Executive Board of Director vacates, resigns or is removed
from their position, the President can appoint an active alumni association
member or Executive Board member to fill that position until that term
expires.
Section 5.6 Removal or Resignation of an Executive Board of Director
The Executive Board of Directors may remove any Executive Board
member at any time when such removal is in the best interest of the
Executive Board of Directors and the alumni association. The
determination to remove an Executive Board member may be made in
several ways:
(1) The Executive Board of Directors by a majority vote
may remove a Board member. The Executive Board of
Directors must bring the removal or resignation decision
before the alumni body to receive a majority vote.
(2) Active NVAA members by a majority vote may
remove an Executive Board member.
NOTE: An Executive Board member may resign at any time by notifying
the Secretary or President in writing or via electronic mail.
Section 5.7 Appointment of an Executive Board of Director
In the event an Executive Board of Director vacates, resigns or is removed
from their position, the President can appoint an active alumni association
member or Executive Board member to the open position until the end of
that term.
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ARTICLE VI
GENERAL MEETINGS
Section 6.1 Meetings
The NVAA shall meet at least 6 times in a calendar year with the alumni body in what is termed a General Meeting.
*Emergency meetings may held within a 24-hour notice.*
Section 6.2 Notice of Meetings The Secretary or Membership Coordinator shall prepare a complete list of
all active members. All active members will be notified at least 1 week in
advance of all scheduled meetings. The notification shall state the time,
date and location of the General meetings.
Section 6.3 Conduct and Quorum of Meetings
The President or in the absence of the President, the Vice-President shall
preside at the General Meetings. The Secretary or in the absence of the
Secretary, an appointed Secretary or the Treasurer shall record the
minutes of the meeting. The quorum for any meeting of this alumni
association, either general or special, shall be ten (10) members in good
standing.
Section 6.4 Meeting Agenda
This standing meeting agenda will serve as the prescribed order of
business for the General Meetings of the alumni association.
I. Call to Order
II. Reading and Approval of Minutes III. Reports of Officers and Committees
IV. Old Business
V. New Business
VI. For The Good of the Order
VII. Adjournment
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ARTICLE VII
OFFICERS & DUTIES
Section 7.1 Officers and Elections of the Alumni Association
The Officers of the Alumni Association shall consist of a President, Vice-
President, Secretary, Treasurer and Membership Coordinator. The
General Board members and Parliamentarian are a part of the Executive
Board but are not Officers. The Executive Board of Directors may also
create such officers as it deems necessary. All Officers and General Board
members shall be elected by the active members of the alumni association.
The officers shall be elected at the NVAA Board Election in November on
even number years. Newly elected Executive Board members shall begin
their official term January 1st of the new calendar year following the
election. All Officers of the NVAA shall reside within the local areas
which includes Miami -Dade, Broward, Palm Beach & Monroe Counties.
No Miami Norland Senior High School employee can serve as the Vice-
President or President of the alumni association as it may present a
conflict of interest.
Section 7.2 Removal or Resignation of an Officer
The resignation or removal of an Officer shall be according to Article V, Section 6 of these Bylaws. The vacancy created may be filled as stated in Article V, Section 5 of these Bylaws.
Section 7.3 President
The President is the CEO (Chief Executive Officer) of the organization and
Chairman of the Executive Board of Directors.
The President provides leadership and vision, proposes the
direction and ensures that the organization is working toward its
stated goals.
The President shall preside at all meetings of the Executive
Board of Directors and General meetings. The President, with the
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other officers of the Executive Board shall appoint the chairs of
committees.
Unless otherwise provided by these Bylaws, the President shall be
an Ex-officio member of each committee.
The President appoints a Parliamentarian and can remove or
replace that person at his/her discretion.
Section 7.4 Vice-President
In the event of the President’s absence, the Vice-President shall exercise all the
duties of the President.
The Vice-President shall assist the President in overseeing and
coordinating all the committees and shall serve as an Ex-officio
member of each committee.
Shall sit on the schools EESAC committee.
Section 7.5 Secretary
The Secretary shall maintain the minutes, records and Bylaws of the
alumni association. The Secretary shall be responsible for keeping a
written record of all Board and General meetings of the alumni
association making sure that all active members and the Executive
Board of Directors receive the minutes and records.
The Secretary shall be responsible for all correspondence,
meeting minutes and communicating them to each Executive
Board member within 5-7 days.
The Secretary shall prepare agendas for meetings in consultation
with the President. The Secretary maintains records of association
members.
If applicable, the Secretary shall write and edit the association’s
newsletters. The Secretary shall place the alumni association’s press
releases on social media and local media along with making use
of other available communication channels.
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Section 7.6 Treasurer
The Treasurer is responsible for accountability of alumni association’s
finances, for maintaining accurate records and for preparing a monthly,
quarterly and annual statement of the alumni association’s accounts.
The Treasurer is responsible for setting up systems to deal with the
association’s finances and oversees annual membership
subscriptions if applicable in conjunction with the
Secretary/Membership Coordinator.
The Treasurer, Secretary and/or President will manage financial
records and banking accounts.
Section 7.7 Membership Coordinator
The Membership Coordinator shall devise and implement strategies
for increasing membership and alumni participation.
The Membership Coordinator organizes events to increase the
alumni association’s membership and must have at least 1 yearly
membership drive per calendar year. The Membership Coordinator
may suggest possible activities and events to the committees,
investigate costs and venues along with generating new ideas to
engage the alumni.
The Membership Coordinator shall organize events to welcome
new alumni association members and recent Norland graduates.
The Membership Coordinator must attend alumni events and athletic
events to promote membership for the alumni association.
Section 7.8 General Board Members
The General Board members will be a part of various committees and/or
chair special committees.
General Board members may assist other Officers and members of
the Executive Board with their duties.
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General Board members will assist in fundraising, alumni events
and membership drives.
Section 7.9 Parliamentarian
The Parliamentarian shall advise the presiding officer in responding to
points of order and parliamentary inquiries. The Parliamentarian will
generally provide advice on conducting the meeting according to the
rules.
The Parliamentarian, who should be seated next to the presiding
officer has a non-voting, purely advisory role. Only the presiding
officer, not the Parliamentarian shall rule on the proper application
in accordance to Robert’s Rules of Order. The Parliamentarian will
carry out the Robert’s Rule of Order when officiating meetings.
The Parliamentarian is appointed by the President and may be
removed or replaced at the discretion of the President at anytime.
Section 7.10 Ex-Officio
The Ex-Officio position is an appointed position. The past
Executive Board of Directors’ President or Vice President shall
automatically be appointed into the Ex-Officio position after his or her
term of President or Vice-President has concluded. They shall serve as an
Ex-Officio for a 1-year term. Should the Ex-Officio refuse to serve
his/her term then Ex-Officio may recommend a past Board of Directors
member fill their position. The current Board of Directors must approve
of this individual by a majority vote.
The Ex-Officio will serve on the Executive Board
Committee in a non-voting, advisement role and
shall attend the Executive Board Committee’s
meetings.
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ARTICLE VIII
COMMITTEES
Section 8.1 Standing and Special Committees
The Executive Board of Directors may designate 1 or more standing or
special committees necessary to do the work of the alumni association as
long as they are not in conflict with the duties assigned in other
provisions of these Bylaws.
Section 8.2 Quorum and Voting
A majority of the members of any committee shall constitute a quorum for the
transaction of business at any meeting of that committee. Each active member
of the committee shall have one (1) vote. All committee decisions must be
presented to the Executive Board Directors for a final approval.
Section 8.3 Members
All active members present of the alumni association are eligible to be
on a committee and can vote on items.
ARTICLE IX
OTHER PROVISIONS
Section 9.1 Amendments
The Executive Board of Directors or any active alumni association
member may make proposals for Bylaws amendments. Proposed
amendments shall be presented at any General meeting provided that
notice of the amendment has been given and the amendment is
distributed to the alumni body at least 30 days prior to the meeting in
which the amendment is being presented for vote. A majority vote of
active alumni association members present at any General meeting shall
be required for adoption of the proposed amendment. These Bylaws may
be amended at any time by a 2/3 majority vote of the Executive Board of
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Directors with the approval by the alumni body. No part of the Bylaws
shall be amended or annulled except by the methods herein described.
* Only in the event of special circumstances, can these Bylaws be amended by
the Executive Board of Directors and brought before the alumni body within
10-15 days for adoption.*
Section 9.2 Funds for the Association
Initially, funds for the alumni association shall be established by the
alumni membership. Any donations or contributions made to the alumni
association shall be used to promote the goals and purposes of the alumni
association as set forth in the Preamble of these Bylaws. Funds shall be
held in an established bank account under the authority of the alumni
association’s Treasurer, Secretary and President. No funds of alumni
association may be used in any other manner than as stated in these
Bylaws.
Section 9.3 Form of Notice
Under the provisions of these Bylaws whenever notice is required to be
given to any Executive Board of Director or committee member and no
provision is made as to how such notice shall be given, it shall be
considered a personal notice. However, any such notice may be provided
in writing, via fax, mail or electronic mail. Any notice shall be
considered given at the time it was sent by any of the permitted methods
herein stated.
ARTICLE X
FISCAL YEAR
The fiscal year of the Association shall begin on July 1 and end on June 30th of the
following year.
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HISTORY
VERSION
NUMBER
DATE FIGURE, TABLE OR
PARAGRAPH #
TITLE/BRIEF
DESCRIPTION
EDITOR
1.0 6/15/2011 Original draft of
document
Angelic Jeffers
2.0 7/1/2011 Viking, Table of
Contents & History
Table
2nd draft of document.
Revised Articles I –
Article X
Angelic Jeffers
3.0 8/28/2011 3rd draft of document
Revised Articles I –
Article X
Angelic Jeffers &
Milton Parris Jr.
4.0 8/30/2011 4th draft of document
Revised Articles III-IX
Executive Board
5.0 1/2/2012 FINAL DRAFT Executive Board
& General Body
6.0
4/01/2014
REVISED
Executive Board
Directors
7.0 2/7/2015 AMENDED Executive Board & General Body