Alumni Association

Purpose of the Alumni Board

The Alumni Board’s purpose is to support the Mission of the school, its students, and the alumni of Saint Mary’s College High School. The Board will provide opportunities for alumni to re-connect and re-commit to the school and its Mission. The Board is also responsible for nurturing the Lasallian Charism and the tradition and heritage of Saint Mary’s College High School and the Brothers of the Christian Schools.

Purpose of the Alumni Association

The Saint Mary’s College High Alumni Association’s purpose is multi-faceted. The Association is called to strengthen and create friendships and connections between the many years of alumni while promoting and supporting the school’s Mission. Members of the Association actively support their events, programs, and initiatives established by the Alumni Board.

The Association’s events and projects are overseen by an Alumni Board. The Board creates opportunities for Alumni to return to campus to appreciate and share their role in the Saint Mary’s tradition and heritage. The Board will also create opportunities for Alumni to assist in the work of the school and its Mission by providing tangible benefits that will endear the school to them.

 

Objectives

1. To assist Saint Mary’s in communicating with its alumni and in maintaining a dialogue which interprets the goals and objectives of Saint Mary’s to the alumni.

2. To support the mission and goals of Saint Mary’s College High School.

3. To strengthen alumni activities and programs.

4. To serve Saint Mary’s by other ways and means to be mutually determined by the alumni and the School’s President, Alumni Director, and Advancement Director.

5. To actively record and communicate the Saint Mary’s history, traditions, and heritage.

Goals

1. Establish working committees to assist the Advancement and Alumni Offices.

2. Create opportunities for alumni to be active in the school.

3. Manage ways to preserve and strengthen Alumni friendships.

4. Establish fundraising activities that will provide financial support for Saint Mary’s Students.

5. Provide alumni to support school programs such as Career Day, Lasallian Days, Enrichment Week, etc.

 

Alumni Board and Alumni Association

Preamble

WHEREAS to honor the Christian Brothers and the many Lasallian educators who have taught and inspired us and, to actively preserve the Lasallian tradition and heritage, we, the alumni, are committed to furthering the educational, religious, and charitable interests of Saint Mary’s College High School by preserving and strengthening friendships among graduates, providing opportunity for Saint Mary’s students, and supporting the Mission and values established by the Christian Brothers from the writings of their founder, Saint John Baptist de La Salle.  Therefore be it RESOLVED that we, the alumni of Saint Mary’s College High School, do organize into an organization for the purpose before recited and adopt for its government the following Constitution.

Constitution

ARTICLE I (Name): This organization shall be known as the Alumni Association of Saint Mary’s College High School.

ARTICLE II (Membership):

SECTION 1. There shall be two classes of membership: Active and honorary.

SECTION 2. All graduates of Saint Mary’s College High School shall be eligible for active membership.

SECTION 3. The administration, teachers, and staff of Saint Mary’s College High School and patrons of outstanding merit shall be eligible for honorary membership and shall be entitled to all the privileges of the Association except the right of voting. This status must be approved by the President of Saint Mary’s College High School.

 

ARTICLE III (Purpose):

The Saint Mary’s College High Alumni Association’s purpose is multi-faceted. The Association is called to strengthen and create friendships and connections between the many years of alumni while promoting and supporting the school’s Mission. Members of the Association actively support their events, programs, and initiatives established by the Alumni Board. The Alumni Association is governed by an Alumni Board and the Director of Alumni.

The Association’s events and projects are overseen by an Alumni Board. The Board creates opportunities for Alumni to return to campus to appreciate and share their role in the Saint Mary’s tradition and heritage. The Board will also create opportunities for Alumni to assist in the work of the school and its Mission by providing tangible benefits that will endear the school to them.

 

ARTICLE IV (Alumni Board):

SECTION 1. The business of the Association shall be conducted by the Alumni Board, consisting of a maximum of fifteen (15) voting members and the Director of Alumni.

SECTION 2. Board membership is voluntary. The Director of Alumni, in conjunction with the President of the School, gives final approval of Board membership.

SECTION 3. The Alumni Director will serve as the voice of the school for the Board and for the Alumni Association. The Alumni Director will follow-up with school administration with concerns and issues from the board.

SECTION 4.  The Alumni Board Chair is to meet with the School’s President two times a year to review and discuss the work of the Alumni Board and the Alumni Association.

SECTION 5.  The Alumni Director will provide school support and guidance to each committee. The Director’s role is to assist each committee in keeping all activities true to the Board’s purpose and ensuring that each project is fiscally sound.

All subsequent members shall be elected annually for a three year term.  Each Board member shall be eligible for re-election to a second term of two years. Upon the expiration of a member’s second term, no such member shall again become eligible for election to the Board until a period of one year has elapsed.

(d) If a vacancy shall occur on the Alumni Board prior to the expiration of the term of any member thereof, the Alumni Board shall select and appoint a member of the general alumni body to serve as member of the Alumni Board, with input from the Class Agents, for the balance of the unexpired term so vacated.

SECTION 6. The Alumni Board may serve as an advisory committee to the Alumni or Advancement Director(s) when requested to do so and, in addition thereto, shall conduct the general business of the Association, including the establishment of policies, programs, committees, and have the authority:

(a) To fix the time and place of their own meetings and for any special meetings of the Association;

(b) To adopt such rules and regulations, not consistent with this Constitution, as said Board may consider necessary or advantageous in furthering the purposes of the Association;

No member of the Alumni Board shall be consistently absent from meetings of the Board without proper cause. In the event that a member of the Alumni Board is absent without proper excuse from two consecutive meetings of the Alumni Board, by majority vote of its membership can deem a vacancy and it shall be filled by the Alumni Board.

 

ARTICLE V (Officers of the Board):

SECTION 1. The Officers of the Alumni Board shall be the President, a Vice President, a Treasurer, and a Secretary, to be elected by and from the Board before the last meeting of the school year for the term of three (3) years. The terms of the newly-elected officers shall begin at the last meeting of the school year.

SECTION 2.No member shall hold the office of Chair for more than two (2) consecutive terms.

ARTICLE VI (Elections):The Nominating Committee will propose a slate of candidates to fill vacancies on the Alumni Board. These will be voted upon by the existing Alumni Board and upon approval of the Alumni Director and School President; the new names will be brought to the Class Agents for input. Final appointment will be by the Alumni Board with approval of the School President.

ARTICLE VII (Meetings)

SECTION 1. The Alumni Board shall meet three times a year or at the call of the Board Chair, Director of Alumni, or at the discretion of the Board.

SECTION 2. Special meetings of the Board may be called by the Alumni Director or by the Board Chair, provided at least fifteen (5) days notice be given to the members that such a special meeting will be held.

SECTION 3. At a meeting of the Board, one third of its members (4) shall constitute a quorum for all purposes.

 

ARTICLE VIII (Duties of Officers)

SECTION 1. The Chair of the Board shall preside at all meetings, preserve order and decorum in debate, and perform all other duties that custom and parliamentary usage may require.

SECTION 2. In the absence of the President or at his/her request, all of the duties of the President shall devolve upon the other officers successively (i.e. Vice Chair, then Treasurer; Treasurer then Secretary).

SECTION 3. It shall be the duty of the Chair, Vice Chair, and Director of Alumni to supervise and coordinate all committees for the Board. The Alumni office will provide support in this area.

SECTION 4. It shall be the duty of the Treasurer to oversee all financial matters of the Alumni Board and their activities in conjunction with the school’s Director of Finance.

SECTION 5. It shall be the duty of the Secretary, along with the alumni office,  to keep a general record of the proceedings of the Alumni Board. The Alumni office will provide support in this area.

 

ARTICLE IX (Amendments):This Constitution shall be in force from the date of its adoption. Any amendments thereto shall be brought forward in writing and shall be noted upon by the Alumni Board. Amendments that have been passed shall be communicated to all members of the general alumni body through the Class Agents. The Alumni Board may not enact any policies for the Alumni Association that conflict or challenge with Saint Mary’s Mission and/or current school policies. All current school policies are located in the Student – Parent Handbook.

 

ARTICLE X (By-Laws): The Alumni Board shall be authorized to promulgate a code of By-Laws for the Alumni Association; to alter the same from time to time; to publish such alterations for the information of its members and to change the same, subject to the right of the Association at any meeting called for this purpose.

ARTICLE XI (Order of Business): At all regular meetings of the Alumni Board; the order of business shall be as follows:

1. Reading/approval of the minutes of the preceding meeting;

2. School Report to be determined by the Board;

♦ Report of the President;

♦ Report of the Treasurer;

♦ Report of the Secretary;

♦ Report of Committees;

♦ Report from the Director of Alumni;

♦ New Business

The order of business may be changed at any meeting by approval of the Board President.

 

By-Laws of the Saint Mary’s College High School the Alumni Association

Article I

Name

The name of this organization shall be the Saint Mary’s College High School Alumni Association.

Article II

Purpose of the Alumni Association

The Saint Mary’s College High Alumni Association’s purpose is multi-faceted. The Association is called to strengthen and create friendships and connections between the many years of alumni while promoting and supporting the school’s Mission. Members of the Association actively support their events, programs, and initiatives established by the Alumni Board.

The Association’s events and projects are overseen by an Alumni Board. The Board creates opportunities for Alumni to return to campus to appreciate and share their role in the Saint Mary’s tradition and heritage. The Board will also create opportunities for Alumni to assist in the work of the school and its Mission by providing tangible benefits that will endear the school to them.

Accordingly, the Alumni Board is committed to:

1. Keeping alumni informed of the activities and programs of the School;

2. Facilitate the mutual exchange of ideas between the Association and School;

3. Promote a strong sense of community among those who have graduated from Saint Mary’s;

4. Assist the Saint Mary’s College High School’s President’s office with charitable activities and fund raising.

 

Article III

Membership

Active (voting) membership shall consist of:

1. Holders of diplomas from Saint Mary’s College High School

2. Honorary membership shall consist of selected non-alumni from the following

Groups:

1. Members of the administration, faculty, and staff;

2. Members of the Board of Trustees;

3. Others who, by virtue of their assistance and support of Saint Mary’s College High School, are elected by the Alumni Board and approved by the President of Saint Mary’s College High School.

 

Article IV

Alumni Board

The Alumni Association shall be governed by an Alumni Board which, including the Alumni Director, shall consist of a minimum of eleven (11) alumni and no more than fifteen (15).

Nominations for the Board will be organized as such:

1. Four (4) officers shall be elected from nominated candidates. Officers must have graduated to be considered for an officer position. The Board, at its discretion, may add additional members, up to the fifteen (15) maximum, from any graduating year if they deem the interest, support, and enthusiasm of the candidate worthy.

2. The Alumni Board will meet as needed but not less than three times each year.

3. The Alumni Board will establish annual goals in order to carry forth the work of the Association.

4. The Alumni Board shall serve for a three-year term. They may be nominated for one additional two year term and if elected serve.

 

Article V

Executive Staff

1. The Alumni Director for the school shall be appointed by the President of Saint Mary’s College High School and shall be the Executive Secretary of the

Association and shall serve as a voting member of the Alumni Board.

 

Article VI

Officers of the Board

1. The officers of the Association will be President, Vice President, Treasurer, and Secretary.

2. The officers must be active (voting) members of the Alumni Board.

3. The Director of Finance of Saint Mary’s College High School will coordinate all the funds, bookkeeping, and financial records for all alumni events. The Alumni Association, or any alumni activity associated with Saint Mary’s, is not allowed to open accounts. The treasurer of the Alumni Board will work with the Director of Finance on their own financial reports. The Alumni Board Treasurer and/or the Alumni Director will coordinate with the school’s Director of Finance on all alumni events.

 

Article VII

Elections for the Board and Class Agents

1. The Alumni Board, along with the Alumni Director, will nominate alumni to serve on the board. The Class Agents will have an opportunity to have input on the appointment before the Alumni Board votes.

2. The Alumni Association will utilize the school’s alumni website, e-mail communications, and other online communications as tools to maintain a wide spectrum of participation from all eligible alumni in the Class Agent and Alumni Board process.

3. It is the intent of this process to receive input from alumni and give alumni an opportunity to elevate their class agents role and responsibilities.. It is the responsibility of the Alumni Board and the Alumni Director to monitor this process and provide support for the Class Agents. Each class agent will be offered the position based on their ASB or Class President status. For the classes that the presidents are not able to serve, nominations will come from the Director of Alumni and the and sent to the class for approval and the Alumni Board President with final approval from the Alumni Board, and the President of Saint Mary’s College High School.

4. Elected student body and class presidents will traditionally hold the position of a Class Agent. If they do not accept the position or are no longer able to carry-out the duties assigned to a Class Agent, the class, and/or alumni office, will be asked a nominate and vote an alum to represent them.  All class Agents will need final approval from the Alumni Board and the Director of Alumni. A class agent may not hold a position on the Alumni Board.

5.  The nominating process for new Class Agents will commence on June 15 of each election year, nominations will close on July 15 of that year.

6. Once the nominations are closed all alumni for that decade will vote using the election website for any candidate nominated in their decade.

7. Election results will be approved at the first Board Meeting and announced to the Alumni Association. A class agent meeting will be held at the beginning of September. This meeting will also serve to resolve any conflicts or deficiencies in this process such as tie breakers or failure to nominate a representative from a decade.

8. The Election process will be organized and overseen by the Alumni office and the Alumni Board.

9. Emeritus Board: The Alumni Board recognizes the importance of previous board members, their contributions to alumni activities, and their support of the Mission of Saint Mary’s College High School. Any alumnus who has served and completed their term on the alumni board, past or present, will be a member of the Emeritus Board.

10. The Emeritus Board will be invited to participate in current board activities, when appropriate, to represent the school, as Emeritus members, at alumni events.

11. The Emeritus Board will be invited to two meetings a year to receive updates and reports on the school and its Mission.

 

Article VIII

Duties of Class Agents

1. The Class Agents will work with the Alumni Office in keeping communication open with their classmates.

2. The Class Agents will assist in organizing events involving their classmates and assisting communicating other alumni and school events that may be relevant to the class.

3. The Class Agents will assist the Alumni Office in providing updates on their class and submit the appropriate ones to be included in the Class Notes section of the alumni magazines, websites, emails, and other forms of communications.

4. The Class Agent will attend two meetings a year held by the Alumni Director and the Alumni Board Chair. If the Class Agent is not able to attend the meetings due to location, the Class Agent, Alumni Director, and Alumni Board Chair will make hold the annual check-in sessions by phone or online.

5. The Class Agents will be asked to assist in supporting the school’s Mission.

 

Committees

There will be five standing committees of the Alumni Board. Board members are encouraged to have members of the Alumni Association serve on these committees.

Alumni Fund Committee: This committee will assist in the organization of the Saint Mary’s Alumni so as to obtain annual contributions to the Annual Fund and also to assist Saint Mary’s in such other campaigns for funds as may be necessary from time to time.

Educational Committee: This committee will assist the Alumni Director in finding qualified alumni to work with the school in providing educational opportunities through the school’s various outreach programs. Additional ad hoc committees shall be established by the Alumni Director as needed. These could include Young Alumni, Career Development, Lifelong Learning, Healthy Living, Service & Spirituality, College Preparation, and others.

Communication Committee: This committee will assist the Alumni Director and the Class Agents in planning and reviewing alumni publications and communications throughout the year, as well as communicating the good news at Saint Mary’s. Any communication must be coordinated with the Director of Communications, the Director of Alumni and cleared through the President of Saint Mary’s College High School.

History, Records, and Recognition Committee: This committee will assist the Alumni Board and the Alumni Office in maintaining accurate and up-to-date records of all alumni and in obtaining information regarding the ongoing achievements of alumni. The Records and Recognition Committee will keep a record of outstanding alumni and will seek the advice and suggestions from members of the Association regarding alumni who should be recognized for their service and accomplishments. This committee will work on the Sports Hall of Fame and Alumni Awards. The Records and Recognition committee should also utilize the class chair gatherings and electronic media such as email and the web site to solicit recommendations and communicate results.

Reunion Committee: This committee will work with reunion classes to coordinate reunion activities and to plan general activities for all alumni. In addition this committee will recommend to the Alumni Board policy on reunions to promote as much consistency and uniformity in these events as possible.

Homecoming Committee: This committee will plan and staff the alumni activities related to various school activities that bring alumni back to campus in conjunction with a sporting or performing arts event.

 

Article X

Alumni Association Meetings

1. The Alumni Association shall convene an annual meeting of the general alumni body or at the request of a majority of the Alumni Board and the Director of Alumni. At special meetings, only those items specified in the call for the meeting shall be transacted.

2. Alumni Association Meetings will be open to all alumni from Saint Mary’s College High School.