The Washington Park/Rochelle High School
Alumni Association, Incorporated
P.O. Box 90452
Lakeland, Florida 33804-0452
CONSTITUTION AND BY-LAWS
Section 1 NAME
The name of this organization shall be WASHINGTON PARK/ROCHELLE HIGH
SCHOOL ALUMNI ASSOCIATION, Incorporated.
Section 2 JURISDICTION
The Washington Park/Rochelle High School Alumni Association, Inc. shall be subject
to the general authority and jurisdiction of the Executive Committee of the Association.
Section 3 PURPOSES AND AIMS
The purpose and aims of the Washington Park/Rochelle High School Alumni Association
shall be to work diligently to raise funds to help deserving students by awarding scholarships for higher education at Colleges/Universities, Community Colleges, and Technology Schools. Funds awarded are to assist students to pay for tuition, books, and supplies. If a student is planning to attend a Vocational/Technology program, the same high school academic requirements will apply. The Alumni Association may also use funds to assist in the local community for educational purposes as approved by the executive board. The Alumni Association is organized and shall be operated exclusively for charitable educational purposes within the meaning of Section 501 ©3 of the Internal Revenue Code.
Section 1 MEMBERSHIP
Section 1 Any person who attended Washington Park/Rochelle Elementary, Junior or Senior High School, whether graduated or not, and their ancestors may become a member of the alumni. Any person who did not attend this school and is willing to assist in raising funds for
the organization and is willing to abide by the Constitution and By-Laws may also become a member of the association. Annual dues of $50.00, (January to December) must be paid to become a full pledged member. If a person joins the association after July 1st, their dues for the remainder of the year will be $25.00. Life time membership is $500. No other membership payments will be required of that member once the $500 is paid in full.
The effective date of alumni membership is the date the alumni’s name is recorded on the rolls. In addition to being recorded on the rolls, the name will be listed on the alumni website.
Section 2 VOTING RIGHTS
Member must be in good standing to have voting privileges (dues paid in full)
and must be present to cast a ballot or vote on issues before the association. The presiding officer shall not vote unless voting is done by a secret ballot or in cases where there is a tie-vote. When the president is voted upon every two years, all members, in good standing, whether present or not, will be given an opportunity to cast a vote.
SECTION I OFFICERS
All officers shall be elected to serve two calendar years and may be re-elected to serve additional years. The elective officers shall be a President, Vice President, Secretary, Assistant Secretary, Corresponding Secretary, Financial Secretary, Treasurer, Parliamentarian, Chaplain, Sergeant-At-Arms, and any additional officers the association may deem necessary. Each elected officer will pledge to perform the duties of his/her office with a strong commitment to serve with dedication and high standards, while making certain not to discredit the office elected to or the association.
SECTION 2 PRESIDENT
The duties of the president shall be: (a) To preside at meetings of the General Membership and Executive Committee and serve as Chair of the Executive Committee. (b) To appoint chairpersons and members of all committees not directly elected by the general membership or
the executive committee. (c) Between meetings of the executive committee and general membership, to exercise general executive authority on behalf of the association, subject to
ratification by the executive committee. (d) To countersign all requisitions prepared by the Financial Secretary for disbursements from the Treasury.
(e) To serve as ex officio member of all committees.
Section 3 VICE PRESIDENT
The duties of the Vice-President shall be to perform all the duties of the President in his/her absence or disability. In case of more than one vice-president, Vice-presidents shall be designated as first, second, third, etc., and shall perform their duties according to their numerical rank.
SECTION 4 SECRETARY
The duties of the Secretary are to: (a) Act as Secretary of the association and the executive committee: (b) To keep full and accurate records of the proceedings of the association and the executive committee. (c) To submit reports to all meetings. (d) To give an annual report of Membership. (e) To notify the Asst. Secretary in a timely manner when unable to attend a meeting and ensure that minutes are available.
SECTION 5 ASSISTANT SECRETARY
The duties of the Assistant Secretary shall be to perform all the duties of the Secretary in his/her absence or disability. It is imperative that a secretary be available at every meeting to distribute the minutes from the last meeting and take minutes at the current meeting.
SECTION 6 CORRESPONDING SECRETARY
The duties of the Corresponding Secretary are to prepare and send all mail outs, such as notices to members, thank you notes, receipts of payment, etc. Record and keep records of names, addresses, email addresses, and telephone numbers of members and clients, etc.
Section 7 FINANCIAL SECRETARY
The duties of the Financial Secretary are to: (a) Record all incoming and outgoing finances;
(b) To give receipts for all membership dues received and to transmit such dues received to the Treasurer: (c) To submit reports monthly to the membership or as required by the body: (d) To
submit annual reports to the body each January of the prior year’s financial status and activities of the association. A copy should be submitted on USB Drive to the president to be locked in the safe deposit box for save keepings: (e) In conjunction with the president, the financial secretary will sign requisitions for disbursements of funds and maintain a file of receipts and disbursements: (f) To review the financial records of the treasurer for correct balance of accounts funds.
Section 8 TREASURER
The duties of the Treasurer shall be: (a) To receive all monies of the association and promptly deposit same in either the savings account or charitable banking account or both, in a responsible bank: (b) List all checks separately on deposit slip: (c) No money shall be withdrawn from either account except by debt card or check, signed the treasurer and countersigned by the president and/or the absence, unavailability or disability of the president, by the first vice-president (d) To act as chief financial officer of the association and chairperson of the Finance committee: (e) To make authorized disbursements for requisitions signed by the financial secretary and countersigned by the president. (f) To submit reports to the association at al regular meetings, or whenever required by the body, covering the financial condition of the association, show receipts and disbursements, and outstanding accounts unpaid since the last report, and to submit an annual report to the last meeting.
Section 9 The Parliamentarian
The Parliamentarian shall be skilled in parliamentary rules, practice, or debate in PARLIAMENTARIAN accordance with Robert’s Rules of Order. The association will purchase
a copy of the book.
Section 10 The Chaplain
The Chaplain shall perform all religious function in the association.
Section 11 Sergeant-at-Arms
The Sergeant-at-Arms shall keep order during all meetings of the association.
Section I EXECUTIVE COMMITTEE
The Executive Committee is optional and shall consist of the President (not to exceed two Vice-Presidents), Secretary, Treasurer, and Chairpersons of all standing committees of the association.
Section 2 DUTIES OF EXECUTIVE COMMITTEE
The Executive Committee shall have general control of the affairs and programs of the association, subject to the authority of the association and provisions of the Constitution and By-Laws.
Section 3 STANDING COMMITTEES
Standing committees are: Budget and Finance, Program, Generation X & Millennials (X & M) and the remainder being specifically geared to the association’s fund- raising projects and banquet, namely: Tickets, corporate sponsorship, food service, souvenir book, decoration, hosts/hostess and classes sponsorship.
The Chairperson for each remaining standing committee shall be appointed by the President, or members may volunteer to become committee chairpersons. Committee membership may be voluntary or by appointment by the committee chairperson. There shall be no designated term limit for committee chairpersons, committee members, except for the chairperson of the budget and finance committee. (two years)
BY-LAW 1 Meetings
The association shall meet twice a month, January through April. The Association will meet weekly in May through the third week of June. There will be no meetings in July and August for summer break. The association will meet twice a week in September and October, and once in November, because of Thanksgiving. There won’t be a meeting in December, because of the Christmas holidays. The meetings will be the second and fourth Tuesday’s of the month, at 6pm. If there’s a decision made to have an active Executive committee, the executive meeting will be the second and general Alumni Association meeting will be the fourth Tuesday of the month. Special Meetings may be called by the president, in prior consultation with the executive committee, at a time and place of the presidents choosing, the president will notify association members of the location of the special meeting.
BY-LAW 2 Awards
The principal award, initially, was two (2) scholarships for deserving and under privileged high school seniors in the amount of $500.00 each. However, the Association’s fund-raising efforts have improved over the years and more funds have accrued. The Executive Committee and general membership will make the decision on the amount of the scholarship award and the number of scholarship recipients, in May, after the deadline for scholarship packages and an assessment of association funds. Awards, such as honorariums, plaques, trophies, and certificates, may be approved to give to association members, individuals, or groups in the community.
BY-LAW 3 RESIGNATION
Member of the association who wish to resign their position, whether elected, appointed or on a specific committee, shall do so in writing or by verbal communication with the President. This statement of resignation will be considered by the Executive Committee for approval. Members of the association who hold office, whether elected, appointed, volunteered, or serve on a committee, may be requested to submit his/her resignation by a two-third (2/3) vote of the Executive Committee for conduct, actions, or attitude which are not in the best interest or are in violation of any of the conditions of the Constitution and By-Laws.
BY-LAW 4 MAINTENANCE OF NON-TREASURER FINANCIAL RECORDS
It is recognized that in fund-raising activities individual members or standing
committees may collect funds. Those individuals shall prepare and maintain appropriate financial records, provide copies to the financial secretary, and turn monies over to the treasurer, only after counting the funds in the presence of the financial secretary and treasurer. Financial files yearly reports
BY-LAW 5 KEEPER OF RECORDS
All officers and standing committees shall maintain records pertaining to their areas
of operation in the association. At the end of the calendar year, all records shall be
turned over to the president for permanent storage in case they are needed for
Review internally (association) or externally (Florida Secretary of State or Internal
BY-LAW 6 REPORTS
All reports will be prepared in accordance with the legal existence of Washington Park/Rochelle High School Alumni Association, Incorporated within the meaning of Florida statutes which deal with not-for-profit Corporations and Section 501 (c )3 of the Internal Revenue Code, shall be
submitted as required on a timely basis. It shall be the duty of the President to submit reports and documents within the time frame required by law.
BY-LAW 7 QUORUM
The quorum for the association will be seven (7) members present to legally transact business.
BY-LAW 8 FINANCIAL TRANSACTIONS
Once the membership has voted to authorize disbursements from the checking account or savings account, or both, any two (2) of the following three (3) signatures on file at the bank, may validate financial transitions for the Association – President, Treasurer, and Financial Secretary.
BY-LAW 9 BY-LAWS COMMITTEE
A By-Laws Committee shall be formed, as needed to make recommendations to the embership on changes in the by-laws which will be beneficial to the growth of the organization and will allow the association to better serve its intended purpose. Any member or members proposing a by-law amendment shall first make it known to the President for inclusion on the regular meeting’s agenda. Because by-law amendments have a profound effect upon the organization The President will appoint a by-laws committee, whose membership will consist
of an effective working group. The by-law committee shall deliberate and make a recommendation to association for action.
SEGREGATION OF DUTIES
To protect the financial integrity of association finances, WP/Rochelle Alumni maintains and
adheres to segregation of duties guidelines. Segregation of duties is the means by which duties
are separated so that no one person has control over the lifespan of a transaction.
According to this policy, no one person can initiated, record, authorize, deposit, and reconcile a
transaction. The separation of responsibilities ensures that a sound system of checks and balances are in place to ensure that mistakes intentional and unintentional cannot be made without being discovered by another person.
The following procedures govern the oversight, presentation, and discussion of financial statements:
- Checks are prepared for two signatures.
- The Financial Secretary records all financial transactions from which monthly, quarterly, and yearly financial reports are provided accordingly.
a. The treasured reviews the report.
b. The reports/statements are presented and approved by the President and Vice President prior to the general meeting where the report is presented to the members.
c. At the general meeting, the financial secretary will ensure that all questions are answered prior to the vote for approval of the financial statements.
d. Copies all end-of-year reports are maintained in the safe deposit box on USB drive.
AVAILABITY OF REPORTS
Washington Park/Rochelle Alumni Association, Inc. will provide a copy of current financial statements to any member in good standing as requested.
THE CONSITTUTION AND BY-LAWS ADOPTED ON OCTOBER 25, 1994 AS AMENDED ON NOVEMBER 26, 1994 TO REFLECT FINAL INCORPORATION BYTHE FLORIDA SECRETARY OF STATE, FURTHER AMENDED ON SEPTEMBER 5, 1995 TO REFLECT
CHANGES IN BY-LAWS ARTICLES II AND III, AND TO STATE NOW TAX EXEMPT STATUS UNDER SECTION 501 (c) 3, INTERNAL REVENUE CODE EFFECTIVE
AUGUST 25, 19995 IS FINALIZED AND GOVERNING THIS 17th DAY OF OCTOBER IN
THE YEAR OF OUR LORD ONE THOUSAND NINE HUNDRED NINETY-FIVE.
CHANGES IN BY-LAWS AMENDED JANUARY 8,2019 TO UPDATE AND ENSURE THE PRESENCE OF SOUND GOVERING PRACTICES.
Beverly B. Boatwright