By-Laws

T.W. Josey Alumni Foundation Inc. Bylaws - Effective Date: Sep 21, 2024

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MISSION STATEMENT

The mission of the T.W. Josey Alumni Foundation Inc. is to foster lifelong engagement between alumni and the school, promote educational excellence, support alumni networking, promote school traditions by preserving legacy, and enhance the institution's growth through targeted fundraising and community outreach.

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ARTICLE I – NAME

The name of this organization shall be the “T.W. Josey Alumni Foundation Inc,” hereby known as “Foundation” throughout this document.

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ARTICLE II – PURPOSE

The purposes of the Foundation are:

• To promote the growth, progress, and general welfare of T.W. Josey High School.

• To foster mutually beneficial relationships between Josey (students, parents, and staff) and its alumni.

• To foster and encourage improved educational enterprises, programs, and services of T.W. Josey.

• To solicit and encourage alumni and friends of Josey to make gifts and contributions of any nature to the Foundation in support of T.W. Josey.

 

ARTICLE III – MEMBERSHIP AND DUES

Section 1. Eligibility

The following persons (hereinafter called the alumni) shall be eligible for membership in the Foundation:

• All graduates of T.W. Josey Comprehensive High School.

• Former students who have attended Josey but didn’t receive a diploma from Josey.

• Faculty and staff of Josey, spouses of graduates of Josey, parents of students from T.W. Josey, community, and supporters of Josey.

 

Section 2. Dues Categories

The Foundation shall be financed by dues and other fundraising means by its members. The Finance Committee shall have the responsibility of reevaluating the amount of dues for the membership categories every two years for possible increases.

In order to participate in the various functions, have voting rights, and perform duties of the Foundation , members must be financially paid for the fiscal year, July 1st through June 30th, in one form as noted below:

• Annual Membership – This status is obtained by paying annual dues that are for the fiscal year July 1st to June 30th. All members of the Foundation shall be assessed $25.00 per year. The assessment is due no later than September 30th of each year.

• Extended Membership – An extended membership is available that is good for three years at a rate of $60.00. This assessment is due no later than September 30th. This membership will expire upon the ending of the third fiscal year for which the initial payment was received.

• Lifetime Membership – This status is obtained by a one-time payment. A lifetime member is exempt from annual dues. Lifetime membership dues are $150.00. This assessment is due no later than September 30th.

 

Section 3. Membership Categories

• Alumni Membership – Alumni Membership shall include those individuals who are graduates of T.W. Josey or former students of Josey. An alumni shall be assessed the membership dues as referenced above.

• Associate Membership – Associate membership shall include those individuals who have not attended T.W. Josey Comprehensive High School but wish to be a part of this Foundation. This may be the spouse of a graduate, parent of a student who attends Josey, Faculty and/or Staff of Josey, community members, supporters of Josey, etc. An Associate member will be assessed the membership dues as referenced above. Associate members are invited to participate in alumni events, activities, meetings, and serve on committees. However, Associate members are not eligible to run for an office in the Foundation but are voting members of the organization.

• Nestling Membership - Nestling membership shall include those individuals that are graduating seniors of the current fiscal year. A nestling member will not be assessed  membership dues as referenced above, as the category is only applicable for the fiscal year in which they become a graduating senior at T.W. Josey High School. Nestling members are invited to participate in alumni events, activities, meetings, and serve on committees. However, nestling members are not eligible to run for an office in the Foundation and may become a voting member after graduation. Nestling members become eligible as a graduating senior but must register during their senior year to take advantage of complimentary membership.

 

Section 4. Dues Collection and Management

Dues Collection Procedures:

• Electronic Payment Options: Members can pay their dues electronically through the Foundation’s designated online payment platform, a secure payment gateway integrated into the Foundation’s website. Instructions for electronic payments will be provided on the Foundation’s website and in membership communications. Receipts will be issued electronically.

• Traditional Payment Options: Members who prefer traditional methods can pay their dues via check or money order, mailed to the Foundation’s official address. Cash payments may be accepted in person only at monthly or annual meetings if two of the three following roles are present: treasurer, financial secretary, and vice president. Receipts will be issued upon receipt of funds.

Payment Reminders:

• Initial Notice: A notice will be sent to all members at least 30 days before the due date, reminding them of the upcoming deadline for annual, extended, or lifetime membership dues.

• Follow-Up Reminders: Additional reminders will be sent 15 days and 7 days before the due date. If dues remain unpaid after the deadline, a final reminder will be sent within 7 days after the due date.

• Communication Channels: Reminders will be sent via email, SMS, and/or postal mail, depending on the member’s preferred method of communication.

Consequences for Non-Payment:

• Suspension of Membership Benefits: Members who do not pay their dues by the specified deadline will have their membership benefits suspended, including voting rights, participation in events, and eligibility to serve on committees or hold office.

• Notification of Suspension: A notification of suspension will be sent to the member, explaining the loss of membership benefits due to non-payment and providing instructions for reinstatement.

Reinstatement of Lapsed Members:

• Reinstatement Process: To reinstate membership, lapsed members will restart membership by choosing a membership and signing up via dues collection procedures. 

Record Keeping and Reporting:

• Accurate Records: The Financial Secretary will maintain accurate and up-to-date records of all dues payments, including electronic and traditional methods. This will include tracking the status of each member’s dues and sending reminders as needed.

• Monthly Reports: The Financial Secretary will present a monthly report to the Executive Board detailing the status of dues collections, including the number of paid, unpaid, and lapsed members, and any reinstatements.

• Annual Review: The Treasurer and Financial Secretary will conduct an annual review of the dues collection process to ensure its efficiency and effectiveness. Recommendations for improvements will be presented to the Executive Board for approval.

 

ARTICLE IV – MEETINGS

Section 1. Regular Meetings

1. Meeting Schedule:

• Frequency: Alumni meetings will be held on the fourth Saturday of each month at 12:00 P.M.

• Duration: Meetings are expected to last no more than two hours unless extended by a majority vote of the members present.

• Location: Meetings will be held at a designated venue announced at the previous meeting or communicated via email and the Foundation’s official communication channels.

2. Rescheduling and Cancellations:

• Holiday Conflicts: If a scheduled meeting falls on a holiday, it may be canceled or rescheduled. Members will be notified of the change at least seven days in advance.

• Majority Vote: Meetings can be rescheduled if a majority of the Executive Board members present at the previous meeting vote to change the time or date.

• Emergency Cancellations: In case of emergencies, the officers may cancel a meeting with as much notice as possible given to Executive Board  members via email and other communication channels.

3. Agenda and Preparation:

• Agenda Distribution: The agenda for regular meetings will be distributed via email to members at least three days prior to the meeting. Members can request suggestions to add items to the agenda by contacting the Recording Secretary.

• Supporting Documents: Any documents or committee reports to be discussed at the meeting will be attached to the agenda for members to review in advance.

4. Meeting Conduct:

• Call to Order: Meetings will commence promptly at 12:00 P.M. with the President calling the meeting to order.

• Meeting Etiquette: Members are expected to follow standard meeting etiquette, including addressing the chair before speaking and keeping discussions relevant to the agenda items. Members should state their full name and class year when acknowledged by the presiding member for recordkeeping purposes.

 

Section 2. Annual Meeting

1. Timing and Purpose:

• Date: The Annual Meeting shall be held in June, in conjunction with the regular business meeting and the alumni fellowship event.

• Purpose: The main purposes of the Annual Meeting are to present new officers elected by the Nominating Committee in an election year, or present current officers, and to provide a full and complete annual accounting of the financial condition of the Foundation.

2. Election of Officers:

• Presentation of Officers: Newly elected officers will be presented to the membership during the Annual Meeting.

• Induction Ceremony: An induction ceremony may be held for the new officers, conducted by the Nominating Committee.

3. Financial Reporting:

• Annual Report: The Treasurer will present a detailed annual report on the financial status of the Foundation, including income, expenditures, and balances.

• Audit Results: If an independent audit was conducted, the results will be shared with the membership during the meeting.

4. Additional Agenda Items:

• Year in Review: A review of the Foundation’s activities, achievements, and challenges over the past year will be presented.

• Future Plans: Plans and goals for the upcoming year will be discussed and approved by the membership.

 

Section 3. Special Meetings

1. Calling Special Meetings:

• President’s Authority: The President may call special meetings at any time, as deemed necessary. This includes emergency meetings of the Executive Board.

• Member Requests: Any alumni member may request a special meeting by submitting a written request to the President, stating the purpose of the meeting. The President will present requests to determine if there is a need for a full meeting.

2. Notification:

• Advance Notice: All members will be notified of a special meeting at least seven days in advance. The notification will include the date, time, location, and purpose of the meeting.

• Communication Channels: Notifications will be sent via email, posted on the Foundation’s website, and communicated through any other official channels.

3. Meeting Limitations:

• Stated Purpose: Special meetings shall be limited to the stated purpose, which must be communicated in advance to all alumni members.

• Discussion and Voting: Only items related to the stated purpose of the meeting will be discussed and voted upon.

 

Section 4. Quorum

1. Definition of Quorum:

• Majority Requirement: A quorum for any regular, special, or Annual meeting shall be at least five alumni members, including members of the Executive Board. For virtual meetings, a quorum will be defined as the presence (either by video or audio) of at least five of the voting members.

2. Verification:

• Roll Call: At the beginning of each meeting, the Recording Secretary will conduct a roll call to document attendance and ensure that a quorum is present.

• Proceedings Without Quorum: If a quorum is not present, the meeting may proceed for discussion purposes, but no official decisions or votes will be taken until a quorum is achieved.

3. Maintaining Quorum:

• Continuous Presence: Members are required to stay for the duration of the meeting to maintain quorum. If members leave and quorum is lost, no further official business can be conducted until quorum is restored.

• Adjournment: If quorum is not achieved or maintained, the meeting may be adjourned and rescheduled by the President or the presiding member. Members will be notified of the new meeting date and time.

 

Section 5. Order of Business

The Order of Business at the Annual and Monthly Meetings of the Foundation may be as follows:

• Call to Order (President, or other Executive Board member presiding)

• Welcome

• Prayer

• Reading of the minutes of the last meeting

• Report of Treasurer

• Report of Alumni Committees

• Report of standing or special committees

• Old Business

• New Business

• Questions and Concerns

• Adjournment (to include announcement of next meeting and reinforcement of deadline dates)

The order may change if there is a special presentation or guests.

 

Section 6. Virtual Meetings

1. Use of Online Platforms:

• Approved Platforms: Virtual meetings of the Foundation will be conducted using approved online platforms that provide secure video conferencing services selected by the Executive Board.

• Access Information: Meeting access information, including the link, meeting ID, and password (if applicable), will be distributed to all members via email and/or the Foundation’s official communication channels at least 3 days prior to the scheduled meeting.

2. Meeting Procedures:

• Meeting Notice: A notice for virtual meetings will be sent at least 7 days in advance, including the agenda, access information, and any relevant documents or reports to be discussed.

• Technical Assistance: Members will be provided with technical assistance guidelines, including how to join the meeting, troubleshoot common issues, and use the platform’s features such as mute/unmute, video on/off, and chat functions.

• Roll Call: At the beginning of each virtual meeting, the Recording Secretary will conduct a roll call to document attendance and ensure that a quorum is present.

3. Quorum Requirements:

• Definition of Quorum: A quorum for virtual meetings will be the same as for in-person meetings, requiring the presence (either by video or audio) of at least five voting members.

• Verification: The Recording Secretary will verify and record the presence of a quorum at the start of the meeting. If a quorum is not present, the meeting may proceed for discussion purposes, but no official decisions or votes will be taken until a quorum is achieved.

4. Voting Mechanisms:

• Electronic Voting: Voting during virtual meetings will be conducted using the online platform’s built-in polling feature or a secure third-party voting tool. Each voting member will be provided with instructions on how to cast their vote electronically.

• Vote Recording: The Recording Secretary will document the results of all votes, including the number of votes for, against, and any abstentions. The results will be announced during the meeting and included in the meeting minutes.

5. Meeting Etiquette and Participation:

• Microphones and Cameras: Members are encouraged to keep their microphones muted when not speaking to minimize background noise. Members may choose to have their cameras on or off, but active participation is encouraged.

• Raising Hands: Members wishing to speak should use the platform’s “raise hand” feature or indicate their intention to speak in the chat. The President or meeting chair will acknowledge and grant permission to speak in the order received.

• Chat Function: The chat function may be used for submitting questions, comments, vote, or motions during the meeting. The chat will be monitored by the Recording Secretary or a designated member to ensure all contributions are addressed. Members must identify themselves if they plan to vote.

6. Security and Privacy:

• Meeting Security: Meetings will be secured with appropriate measures such as passwords, waiting rooms, or host approval to prevent unauthorized access.

• Privacy Considerations: Members are reminded to be mindful of their surroundings and personal privacy when participating in virtual meetings. Sensitive or confidential discussions should be conducted in a private setting.

7. Recording of Meetings:

• Recording Permission: Virtual meetings will be recorded for the purpose of accurately documenting minutes. Members will be notified at the start of the meeting if recording will take place.

• Access to Recordings: Recordings will be accessible to members upon request for a period of 30 days, as determined by the Executive Board, and will be stored securely.

8. Follow-Up and Documentation:

• Meeting Minutes: The Recording Secretary will prepare and distribute minutes of the virtual meeting within 7 days, highlighting key discussions, decisions, and action items.

• Action Items: Any action items or follow-up tasks assigned during the meeting will be documented and communicated to the relevant members with deadlines for completion.

 

ARTICLE V – OFFICERS

Section 1. Nomination of Officers

1. Eligibility to Nominate and Be Nominated:

• Financial Standing: Only members in good financial standing (i.e., those who have paid their dues in full for the current fiscal year) are eligible to nominate candidates for office and to be nominated.

• Membership Duration: Nominees must have been active members of the Foundation for at least one year prior to nomination.

• Active Participation: Nominees must have displayed constant activity with the Foundation through service on a committee, volunteering for events, attending meetings, or being active in the Foundation functions.

2. Nomination Process:

• Nomination Period: The nomination period will open on February 1st and close on April 1st each even year, which should be a nominating year.

• Submission of Nominations: Nominations must be submitted in writing to the Nomination Committee. Submissions can be made via the website when the nomination period opens. Nominations cannot be received anonymously.

• Nomination Form: A standard nomination form will be provided by the Nomination Committee via the website, which must include the nominee’s name, contact information, the position they are being nominated for, a statement of qualifications, and the nominator’s details.

3. Review and Verification:

• Eligibility Check: The Nomination Committee will review all nominations to ensure that nominees meet the eligibility criteria.

• Consent to Serve: The Nomination Committee will contact each nominee to confirm their willingness to serve if elected. Nominees must provide written consent to be included on the ballot.

• Volunteer Status: The nominee must be a minimum of a Level 2 volunteer with the Richmond County Board of Education. The nominee will be expected to gain Level 3 volunteer status before taking office if elected.

4. Publication of Nominees:

• Announcement: A list of verified nominees will be published and distributed to all members by April 15th. The list will include each nominee’s statement of qualifications and their intended contributions to the Foundation.

• Campaign Period: Nominees will have the opportunity to campaign from April 15th until the election date. Campaign guidelines and opportunities (such as speaking at meetings or posting on the Foundation’s website) will be provided by the Nomination Committee.

5. Election Process:

• Voting Methods: Elections will be conducted via electronic voting. Members will be provided with detailed instructions on how to cast their votes. Electronic voting will be made available for in-person voting.

• Ballot Distribution: Electronic ballots will be available to members in good financial standing by May 1st. 

• Voting Deadline: Electronic ballots must be received by May 31st. In-person voting will conclude at the end of the May General Meeting..

6. Term Limits:

• Consecutive Terms: An officer shall not be elected for more than two consecutive terms in the same position.

• Cooling-Off Period: After serving two consecutive terms, an officer must wait at least one term (two years) before being eligible to run for the same position again.

7. Election Results:

• Counting Votes: The Nomination Committee will oversee the counting of votes and ensure the process is fair and transparent.

• Announcing Results: Election results will be announced at the Annual Meeting in June. Results will also be communicated to all members via email and the Foundation’s website.

• Induction of Officers: Newly elected officers will be sworn in and inducted during the Annual Meeting and will assume their roles at the start of the new fiscal year on July 1st.

8. Vacancies:

• Mid-Term Vacancies: If a position becomes vacant mid-term, the Nomination Committee will call for nominations and conduct a special election to fill the vacancy for the remainder of the term. The process will follow the same guidelines as the regular nomination and election process. The Nomination Committee can create the nominating term and date of vote as needed.

• Appointing to Open Positions: In the event that an open position is not elected, the Executive Board can appoint a member to the position by majority vote, granted the appointment member meets the standard nomination requirements.

 

Section 2. Officers

The elected officers of the Foundation shall consist of:

• President

• Vice-President

• Recording Secretary

• Corresponding Secretary

• Financial Secretary

• Treasurer

• Parliamentarian

• Chaplain

• President Ex-Oficio

 

Section 3. Description of Officers' Duties

• President – The President shall preside over the meeting of the Foundation. The President shall be responsible for the general management of the Foundation affairs. The President has the authority to appoint assistant officers, via replacement or vacancy, as deemed necessary during his/her term. The President has the authority to appoint special committees as needed.

• Vice-President – The Vice-President shall perform the functions of the President in the President’s absence and serve as the chairperson for the Bylaws Committee. In the case of a vacancy of the office of President, the Vice-President shall automatically assume the office of President. The Vice-President shall oversee and hold all committee chairpersons accountable for the function and reporting duties of their committees.

• Recording Secretary – The Recording Secretary shall record the minutes of every Foundation meeting. The Recording Secretary shall make all minutes available to the general body of the previous meeting at each meeting for approval by majority vote present at the meeting. The Recording Secretary shall preside over meetings if the President and Vice President are not in attendance. 

• Corresponding Secretary – The Corresponding Secretary shall be responsible for retrieving alumni mail, responding to all mail, and for coordinating alumni communication. The Corresponding Secretary shall serve as the Public Relations liaison for the Foundation to keep the community, school, media, and membership informed of meetings, events, fundraisers, and activities.

• Financial Secretary – The Financial Secretary shall distribute receipts for monies received by the Treasurer, assist the treasurer in compiling written reports. The Financial Secretary shall coordinate membership renewals with the Membership Committee. The Financial Secretary shall be responsible for presenting a detailed monthly report  to the Treasurer.

• Treasurer – The Treasurer shall be responsible for the timely collection, recording, and banking of all financial transactions of the Foundation. The Treasurer will be responsible for reporting the current financial standing of the Foundation at each meeting. The Treasurer will be responsible for payment of liabilities as approved by the Executive Board of the Foundation. 

• Parliamentarian – The Parliamentarian shall be responsible for maintaining Robert’s Rules of Order during all Foundation meetings. The Parliamentarian shall be responsible for dismissing any member displaying inappropriate and disruptive behavior, including Executive Board members. 

• Chaplain – The Chaplain shall provide spiritual guidance and support to the Foundation members. The Chaplain is responsible for offering prayers or inspirational messages at meetings and events, providing comfort to members in times of need, and assisting in the coordination of memorial services or other ceremonies as requested by alumni. 

• President Ex-Oficio - The President Ex-Oficio shall serve as a consultant to the Executive Board based on past service as the immediate president of the previous term. The President Ex-Oficio shall assist the Corresponding Secretary with Public Affairs duties. The President Ex-Oficio is a non-voting member of the Executive Board.

 

Section 4. Removal of an Officer

1. Grounds for Removal:

• Non-Performance: Failure to fulfill the duties required as described in the bylaws.

• Misconduct: Involvement in activities that are harmful to the Foundation or its members.

• Conflict of Interest: Violation of the conflict of interest policy.

• Absenteeism: Absence from three consecutive meetings without valid reason.

2. Notification Process:

• Reporting: Any officer may make a claim for grounds of removal by reporting a complaint with valid documentation to the Chair of the Nominating Committee. The Nominating Committee will decide if sufficient documentation has been provided to initiate a discussion meeting.

• Written Notice: The officer in question will be notified in writing via email with read receipt enabled by the Nomination Committee of the intent to discuss their removal. This notice will include the specific reasons for the proposed removal and the date, time, and location of the meeting where the removal will be discussed.

• Notice Period: The written notice must be sent at least 14 days prior to the meeting. The Officer will be required to acknowledge the notice with a reply.

3. Meeting and Defense:

• Presentation of Case: At the meeting, the Nomination Committee will present the case for removal. The officer in question will be given the opportunity to present their statements and defense.

• Witnesses: Both parties, the reporting party, and the accused party, may present witnesses or evidence to support their positions.

4. Voting on Removal:

• Vote Requirement: After hearing both sides, a vote will be taken. Removal of the officer requires a two-thirds majority vote of the active alumni members present at the meeting.

• Immediate Effect: If the vote passes, the removal is effective immediately.

5. Documentation:

• Meeting Minutes: The proceedings, including the reasons for removal and the vote results, will be documented in the meeting minutes.

• Notification of Removal: The removed officer will be notified in writing of the decision within three days of the meeting.

 

Section 5. Fulfillment of an Officer

1. Presidential Vacancy:

• Vice President Assumes Role: In the event of a vacancy in the office of President, the Vice President will assume the duties of the President.

• Alternative Election: If the Vice President is unable or unwilling to accept the office, the remaining officers will elect an eligible alumni member to complete the term of the President. This process will be overseen and led by the Nomination Committee.

2. Other Officers’ Vacancies:

• Interim Appointment: In the event of a vacancy in other officer positions, the remaining officers will elect an eligible alumni member to complete the term of the vacant office. This process will be overseen and led by the Nomination Committee.

• Special Election: If deemed necessary, the Nomination Committee may call for a special election to fill the vacancy, following the standard nomination and election process.

3. Notification and Transition:

• Announcement: The appointment or election of a new officer to fill a vacancy will be announced to all members via email and other official communication channels.

• Transition Period: A transition period of 14 days prior to an officer taking office will be provided to ensure a smooth handover of duties and responsibilities from the outgoing officer to the newly appointed or elected officer.

 

Section 6. Term Limits

1. Term Duration:

• Officer Terms: All officer positions will have a term duration of two years, beginning on July 1st and ending on June 30th of each even year.

2. Consecutive Terms:

• Limit on Consecutive Terms: An officer shall not be elected for more than two consecutive terms in the same position.

3. Leadership Renewal:

• Encouraging New Leadership: After serving two consecutive terms, an officer must wait at least one term (two years) before being eligible to run for the same position again. This policy is intended to encourage leadership renewal and provide opportunities for new members to serve in leadership roles.

• President Ex-Oficio Limit: The President Ex-Oficio cannot serve in the capacity of an officer immediately after their last term. The President Ex-Oficio will need to wait until they complete their term as President Ex-Oficio to run for another officer position.

4. Term Limit Exceptions:

• Special Circumstances: In exceptional circumstances where no eligible candidates are available to fill a critical officer position, the Executive Board may vote to allow an officer to serve additional consecutive terms. This decision requires a two-thirds majority vote of the Executive Board.

 

ARTICLE VI – COMMITTEES

Section 1. Standing Committees

All Standing Committees shall consist of not less than five members. The Committee shall vote for the chairperson for their committees unless stated below by the description of that committee.

1. Executive Board:The President shall be the chairperson of the Executive Board. It shall be composed of the officers of the Foundation. It is the duty of the Executive Board to manage operations of the Foundation.

2. Nominating Committee: The Executive Board shall appoint the chairperson and members of the Nominating Committee for the Foundation. It shall be the duty of this committee to prepare a list of nominees for all offices of the Foundation. The Nominating Committee will be responsible for planning and implementing an Induction Ceremony for the new officers. The Nominating Committee will handle all officer complaints, disciplinary actions, elections, and removal of officers.

3. ByLaws Committee: The Vice-President shall serve as chairperson of the Bylaws Committee.  Membership shall be comprised of the Executive Board members and three other members appointed by the Executive Board. This committee is responsible for recommending proposed revisions to the Bylaws. It shall also make periodic reports to the Executive Board regarding any recommendations or findings it may have.

4. Fundraising Committee: The Treasurer shall appoint the chairperson and members of the Fundraising Committee from the Foundation. The chairperson submits recommendations for the development and coordination of the Foundation programs as related to fundraising and other activities which help or assist the Foundation in attaining its financial objectives.

5. Scholarship Committee: This committee is responsible for establishing the standards, policies, and procedures for the administration of Foundation scholarships. A representative from Josey’s staff shall be a non-voting ex-oficio member of the Scholarship Committee.

6. Membership Committee: This committee to advise the Foundation on strategies to solicit new members and memberships, publicity and promotion for membership drives, and reclamation of inactive members. The Membership Committee shall work with the Financial Secretary to ensure that an accurate and up-to-date members database is maintained at all times.

7. Program and Events Committee: This committee shall be responsible for planning and coordinating Foundation activities for the fiscal year. These planned activities are to be in conjunction with our purpose as outlined in our Bylaws. A tentative calendar of events is to be presented at the Annual Meeting. These activities shall include but are not limited to class reunions, super reunions, homecoming celebrations, community outreach, and commencement week activities.

8. Historical Committee: This committee shall be responsible for preserving the historical artifacts, both tangible and written, of the Foundation as well as the history of T.W. Josey Comprehensive High School. This committee is also tasked with the overall preservation of the school within the CSRA. This includes maintaining school operations with regard to the Richmond County Board of Education, preservation of grounds, and the T.W Josey Hall of Fame.

9. Academic Enrichment Committee: This committee is responsible for developing and promoting programs that enhance the academic experiences and outcomes of current students. Activities may include tutoring, mentorship programs, academic workshops, and partnerships with educational organizations.

10. Workforce Development Committee: This committee focuses on preparing students and alumni for successful careers by organizing job fairs, internships, career counseling, and skills development workshops. The committee may also establish partnerships with businesses and industry leaders to provide employment opportunities and training.

11. Parent Engagement Committee:. This committee aims to strengthen the relationship between the school, alumni, and the parents of current students. Activities may include organizing informational sessions, parent workshops, and creating a support network for parents to enhance their involvement in their children's education.

12. Legal Affairs Committee: This committee provides legal guidance and support to the Foundation, ensuring compliance with all applicable laws and regulations. Responsibilities may include reviewing contracts, advising on legal issues, and overseeing any legal disputes involving the Foundation. At least one attorney should be apart of this committee as a member of the Foundation.

13. Extracurricular Committee: This committee is responsible for organizing and coordinating activities related to extracurricular activities such as band, sports, ROTC, and other programs that promote the heritage of T.W. Josey Comprehensive High School. This committee will coordinate support for current coaches and directors as well as their students.

 

Section 2. Special Committees

The Executive Board may appoint committees for particular tasks as appropriate.

 

Section 3. Committee Responsibilities

• Reporting Requirements: Committees should provide monthly reports at monthly membership meetings as attachments to the agenda provided by the Recording Secretary. If there is no report for the month, that information should be communicated to the Recording Secretary. 

 

Section 4. Committee Structures

• Each Committee should have a Chairperson and a Vice-Chairperson.

• Vice-Chairpersons will serve as Chairperson in the absence of the Chairperson.

• Executive Board members cannot serve as committee chairpersons.

 

ARTICLE VII – ACCOUNTING AUDIT AND EXPENDITURES

Section 1. Annual Accounting and Audit

Each fiscal year a full and complete financial account of the condition of the Foundation shall be prepared and presented to the Executive Board for review. An audit by an outside financial firm should be performed.

 

Section 2. Bank Account

The Foundation may select a bank for the purpose of opening a bank account. Funds in the bank account shall be withdrawn by checks, electronic debit, or ACH with the required two signatures – President and/or Treasurer/Financial Secretary. For electronic activity, the Financial Secretary will record permission by two account signers to process a transaction.

 

Section 3. Expenditures

The Executive Board shall have overall responsibility for expenditures incurred by the Foundation. Expenditures shall not be authorized without the approval of the majority of the Executive Board or general Foundation membership. Requests for reimbursement will only be approved by the Executive Board if the expenditure is within 6 months of the request and the expenditure was approved before it was incurred.

The President can allocate emergency expenditures up to $250.00 per month without the approval of the Executive Board but will need to communicate such approved expenses to the Executive Board upon execution of said order.

Any financial requests from the T.W. Josey Comprehensive High School staff shall be presented in writing to the Recording Secretary for discussion and vote by the Executive Board.

 

ARTICLE VIII – CONFLICT OF INTEREST POLICY

1. Purpose:

• The purpose of this Conflict of Interest Policy is to ensure the integrity and transparency of the Foundation's operations by requiring the disclosure of any potential conflicts of interest and mandating recusal from related decisions.

2. Policy Statement:

• All board members, officers, committee members, and staff of the Foundation must act in the best interests of the Foundation. Personal, professional, or financial interests should not interfere with the independent judgment exercised on behalf of the Foundation.

3. Disclosure Requirements:

• Initial Disclosure: Upon assuming a position within the Foundation, all board members, officers, committee members, and staff must complete a Conflict of Interest Disclosure Form, detailing any potential conflicts.

• Ongoing Disclosure: Members must promptly disclose any new potential conflicts of interest that arise during their tenure. This includes any financial interest in transactions involving the Foundation, relationships with entities doing business with the Foundation, or personal relationships that could influence decision-making.

4. Recusal Procedures:

• Recusal from Decision-Making: Any member with a disclosed conflict of interest must recuse themselves from discussions and decision-making processes related to the conflict. This includes abstaining from voting and being absent during the deliberation of the matter.

• Documentation: The minutes of meetings will document the disclosure of the conflict of interest and the recusal of the member from the related discussions and decisions.

5. Review and Enforcement:

• Annual Review: The Executive Board will conduct an annual review of all Conflict of Interest Disclosure Forms to ensure compliance and address any unresolved conflicts.

• Enforcement: Failure to disclose conflicts of interest or comply with recusal procedures may result in disciplinary action, up to and including removal from the position.

 

ARTICLE IX – INCLUSIVITY AND DIVERSITY

1. Commitment to Diversity:

• The Foundation is committed to promoting diversity and inclusivity within the organization. This commitment includes actively recruiting members from diverse backgrounds and ensuring equitable participation in all Foundation activities.

2. Recruitment and Membership:

• Active Recruitment: The Membership Committee will implement strategies to actively recruit members from various demographic groups, including but not limited to race, ethnicity, gender, age, sexuality, religion, disability, and socioeconomic background.

• Inclusive Environment: The Foundation will foster an inclusive environment where all members feel welcome, respected, and valued. This includes providing equal opportunities for participation in leadership roles, committees, and events.

3. Training and Education:

• Diversity Training: The Foundation will offer regular diversity and inclusion training for all board members, officers, and committee members to enhance their understanding and ability to promote an inclusive culture.

• Educational Programs: The Foundation will support educational programs and initiatives that highlight the importance of diversity and inclusivity in the alumni community and beyond.

4. Monitoring and Evaluation:

• Annual Assessment: The Membership Committee will conduct an annual assessment of the Foundation’s diversity and inclusion efforts, providing recommendations for improvement.

• Feedback Mechanism: Members will be encouraged to provide feedback on the Foundation’s inclusivity initiatives through surveys, suggestion boxes, or direct communication with the Membership Committee.

 

ARTICLE X – TECHNOLOGICAL INTEGRATION

1. Purpose:

• To enhance the efficiency and effectiveness of the Foundation's operations through the integration of modern technology in conducting meetings, maintaining records, and facilitating communication among members.

2. Use of Technology in Meetings:

• Virtual Meetings: The Foundation will utilize secure online meeting platforms  to conduct virtual meetings. These platforms will be used for regular, special, and committee meetings as necessary.

• Electronic Voting: Voting during virtual meetings will be conducted using the online platform’s built-in polling feature or a secure third-party voting tool. Instructions on how to vote electronically will be provided to all members.

3. Record Keeping:

• Digital Archives: The Recording Secretary will maintain digital archives of all meeting minutes, financial reports, and official documents. These records will be securely stored in a cloud-based system accessible to authorized members.

• Document Management: A document management system will be implemented to organize, store, and retrieve documents efficiently. This system will include access controls to ensure confidentiality and data security.

4. Communication and Member Engagement:

• Online Platforms: The Foundation will utilize online platforms such as email newsletters, social media, and the official website to communicate with members, share updates, and promote events.

• Member Portal: A secure online member portal will be developed to facilitate engagement, allowing members to update their information, pay dues, access resources, and participate in discussions.

• Electronic Newsletters: Regular electronic newsletters will be sent to members to keep them informed about the Foundation’s activities, upcoming events, and opportunities for involvement by the Corresponding Secretary and Membership Committee.

5. Training and Support:

• Technical Assistance: The Foundation will provide technical assistance and training to members on how to use the online platforms, participate in virtual meetings, and access digital archives.

6. Security and Privacy:

• Data Protection: Measures will be implemented to protect the privacy and security of member data, including encryption, secure access controls, and regular security audits.

• Confidentiality: Members will be required to adhere to confidentiality agreements when accessing sensitive information through the digital platforms.

 

ARTICLE XI – AMENDMENTS

The Executive Board and active members may make proposals for amendments once per year up to three times within a five-year period. Proposed amendments shall be presented at any regular or special meeting of the Foundation, provided proper notice (e.g. 30 days) is given to all members. A two-thirds vote of the active alumni present and voting at the meeting shall be required for adoption. Such amendment shall become effective immediately upon its passage.

 

ARTICLE XII – RECOGNITION AND AWARDS

1. Purpose:

• To establish recognition programs that acknowledge and celebrate the outstanding contributions and achievements of members of the Foundation, alumni, and community partners that support T.W. Josey Comprehensive High School.  

2. Types of Awards:

• Service Awards: Recognize members who have demonstrated exceptional dedication and service to the Foundation through volunteer work, committee participation, or leadership roles.

• Fundraising Achievements: Acknowledge members who have made significant contributions to the Foundation's fundraising efforts, either through organizing successful events, securing major donations, or consistently contributing financially.

• Alumni Excellence Awards: Celebrate alumni who have achieved notable success in their professional careers, personal endeavors, or community service, serving as exemplary representatives of the Foundation.

• Lifetime Achievement Awards: Honor members who have dedicated many years of service and made lasting contributions to the Foundation, the school, and the broader community.

• Innovation and Impact Awards: Recognize members who have introduced innovative ideas or projects that have significantly impacted the Foundation or its mission.

• Student Achievement Awards: Recognize students for academic, athletic, and extracurricular achievements during their time as current students at T.W. Josey High School.

3. Nomination and Selection Process:

• Call for Nominations: An annual call for nominations will be announced to all members. Nominations can be submitted by any member in good standing, using a standard nomination form available on the Foundation’s website.

• Nomination Form: The form will require detailed information about the nominee, including their contributions, achievements, and reasons for the nomination. Supporting documents or testimonials may be included.

• Review Committee: The Nominating Committee will evaluate all nominations. The committee will use a standardized scoring system to ensure fairness and objectivity in the selection process.

• Selection Criteria: Criteria for selection will include the impact of the nominee’s contributions, the significance of their achievements, their commitment to the Foundation’s mission, and the extent to which they have inspired others.

4. Award Presentation:

• Annual Awards Ceremony: The Foundation may host an annual awards ceremony, either as part of the Annual Meeting or as a standalone event, to present awards. The ceremony will be a celebration of the recipients' contributions and an opportunity for the entire Foundation to acknowledge and appreciate their efforts.

• Award Certificates/Trophies: Recipients will receive a formal certificate or trophy, along with public recognition through the Foundation’s communication channels, including the website, newsletters, and social media.

5. Public Recognition:

• Newsletter and Website: Award recipients will be featured in the Foundation’s newsletters and on the website, with detailed profiles highlighting their achievements and contributions.

• Press Releases: Press releases announcing the award recipients may be sent to local media outlets to share the recipients' accomplishments with the broader community.

• Social Media: The Foundation will utilize its social media platforms to share the stories and achievements of award recipients, promoting their contributions to a wider audience.

6. Continuous Improvement:

• Feedback and Evaluation: After each awards cycle, the Nominating Committee will solicit feedback from participants and members to evaluate the process and make improvements as necessary. The goal is to ensure that the recognition programs remain meaningful, inclusive, and reflective of the Foundation’s values.

7. Special Recognition Programs:

• Monthly Spotlights: In addition to annual awards, the Foundation may implement a monthly spotlight program to recognize and highlight the ongoing contributions of members and community partners throughout the year.

• Youth Achievement Awards: Establish a separate category of awards specifically for younger alumni or students who have made significant contributions or shown exceptional promise in their academic or extracurricular activities.

 

ARTICLE XIII – BOARD MEMBER AGREEMENT

Section 1. Purpose

Establish a formal agreement outlining the roles, responsibilities, and commitments of board members to ensure effective governance and accountability.

 

Section 2. Board Member Agreement

All board members are required to sign a Board Member Agreement upon their election or appointment. The agreement will outline the board member's roles, responsibilities, commitments, code of conduct, confidentiality obligations, and conflict of interest policies.

 

Section 3. Components of the Board Member Agreement

• Roles and Responsibilities: Description of governance duties, strategic planning, policy development, and oversight responsibilities.

• Commitments: Expectations regarding time and financial contributions.

• Code of Conduct: Professional and ethical standards.

• Confidentiality: Agreement to maintain the confidentiality of sensitive information.

• Conflict of Interest: Disclosure and management of conflicts of interest.

• Term and Renewal: Duration of the board member’s term and conditions for renewal or reappointment.

 

Section 4. Enforcement

Failure to adhere to the Board Member Agreement may result in disciplinary action, including removal from the board.

 

ARTICLE XIV – VOLUNTEER CONFIDENTIALITY AGREEMENT

Section 1. Purpose

Establish a formal agreement to protect the confidentiality of sensitive information accessible to volunteers.

 

Section 2. Volunteer Confidentiality Agreement

All volunteers are required to sign a Volunteer Confidentiality Agreement before commencing their duties. The agreement will outline the volunteer’s obligations regarding the handling, storage, and transmission of confidential information.

 

Section 3. Components of the Volunteer Confidentiality Agreement

• Definition of Confidential Information: Clear definition of what constitutes confidential information.

• Obligations of the Volunteer: Responsibilities for maintaining confidentiality and protecting sensitive information.

• Permitted Disclosures: Conditions under which information may be disclosed.

• Duration of Confidentiality: Time frame for maintaining confidentiality both during and after the volunteer’s service.

• Consequences of Breach: Potential disciplinary actions for violating the agreement.

 

Section 4. Training and Enforcement

Volunteers will receive training on the importance of confidentiality and proper handling of sensitive information. Violations of the Volunteer Confidentiality Agreement may result in disciplinary actions, including termination of volunteer service, civil action, or criminal charges levied.

 

ARTICLE XV – FISCAL YEAR

The fiscal year of the Foundation shall be July 1st to June 30th.

 

ARTICLE XVI – DISSOLUTION OF THE FOUNDATION

In the event of the dissolution of the Foundation, the assets remaining after payment of all costs and expenses of such dissolution shall be decided for disbursement by the Executive Board to either the school body organizations within the T.W. Josey Comprehensive High School after discussions with the School Administration to determine financial needs of said organizations or to other organizations that will further fulfill theintended purpose as outlined within our Bylaws. None of the funds or assets shall inure to the benefit of or be distributed to any individual Foundation member.

 

ARTICLE XVII – PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert’s Rules of Order shall govern the Foundation in all cases to which they are applicable and in which they are not inconsistent with the Bylaws of the Foundation.