By-Laws

Immaculate Conception High School

Alumni Association

Mission Statement

To promote Immaculate Conception High School by supporting the philosophy of Catholic education through positive alumni relations.

ARTICLE 1

Purpose

The ICHS Alumni Association will establish alumni relations through social events, communications and fundraising.  The ICHS Development Office will act as the ICHS representative to assist the ICHS Alumni Association.

ARTICLE 2

Membership

The ICHS Alumni Association members shall demonstrate an interest in Immaculate Conception High School and consist of a representative sampling of the ICHS alumni base.  The ICHS Alumni Coordinator will act as an ICHS liaison to the ICHS Alumni Association.

The ICHS Alumni Association President will appoint all ICHS Alumni Association Committee Chairpersons and new membership.  There is no term limit for maintaining membership on the ICHS Alumni Association.  ICHS Alumni Association members failing to fulfill their obligations will be asked to resign from the ICHS Alumni Association.

ARTICLE 3

Elections

The ICHS Alumni Association President and Vice President will be elected positions by the ICHS Alumni Association membership with a one (1) year term beginning at the August ICHS Alumni Association meeting.  The President and Vice President may serve consecutive terms and there is no limit to the number of terms either is able to serve.

Elections for the President and Vice President will be conducted by the Membership Committee Chairperson and tabulated at the April ICHS Alumni Association meeting.  The Membership Committee Chairperson will solicit nominations of interested members who are willing to serve as President or Vice President of the ICHS Alumni Association no later than the 28 days prior to the April ICHS Alumni Association meeting.  The Membership Committee will slate and mail an election ballot no later than 21 days prior to the April ICHS Alumni Association meeting.

ARTICLE 4

Organization

The ICHS Alumni Association shall consist of a Board of Directors, which manages four (4) committees: Scholarships & Grants Committee; Golf Outing Committee; Social Committee and Membership Committee.

Board of Directors:

The ICHS Alumni Association Board shall consist of the President, Vice President, Treasurer, Chairpersons of the four (4) ICHS Alumni Association Committees, and the ICHS Alumni Coordinator.  Each Board member shall cast one (1) vote.  Approval of any action set by the Board will require a majority of the Board’s vote.

• Set goals and objectives of the ICHS Alumni Association.
• Develop and manage the ICHS Alumni Association’s budget.
• Oversee the activities of each of the ICHS Alumni Association Committees.
• Approve all fund distribution and committee recommendations of the ICHS Alumni Association.
• Appoint an ICHS Alumni Association representative to the ICHS Principal’s Advisory Board.

Scholarships & Grants Committee:

• Make ICHS scholarship and capital improvement recommendations to the ICHS Alumni Association Board.
• Review and revise the ICHS Alumni Association Scholarship Program.  Make Scholarship change recommendations to the ICHS Alumni Association Board.
• Manage and monitor the ICHS Alumni Association Scholarship Program.

Golf Committee:

• Organize and manage the annual ICHS Alumni Association Golf Outing.

Social Committee:

• Organize and mange the ICHS Alumni Association Homecoming event.
• Organize and manage all ICHS Alumni Association social events.

Membership Committee:

• Identify and recruit ICHS alumni for membership into the ICHS Alumni Association.
• Conduct elections or the ICHS Alumni Association President and Vice President.

ARTICLE 5

Meetings

The ICHS Alumni Association shall meet once per month, minimally, in the months of August, October, December, February, April and June.  The President will preside over the Board.  Board Members are expected to attend all meetings or be excused by the President.  More meetings may be added if deemed necessary by the Alumni Association Board of Directors.

The ICHS Alumni Association Committees shall meet at the committee chairperson’s discretion and shall meet a minimum of two (2) times per year.

ARTICLE 6

Duties & Responsibilities

The ICHS Alumni Association President shall be responsible to make sure each of the ICHS Alumni Association’s Committees follow the mission and purpose of the organization.  The President and IC Parish Pastor shall be responsible for providing approval to the IC Parish Finance Office for withdrawal of ICHS Alumni Association funds.  The President must attend at least one (1) of each of the ICHS Alumni Association’s committee meetings each year.

The ICHS Alumni Association Treasurer shall be responsible for working with the IC Parish Finance Office in monitoring and accounting for all ICHS Alumni Association Funds.

All ICHS Alumni Association members shall be responsible for being an active part of the ICHS Alumni Association and assist, as needed, in any of the ICHS Alumni Association sponsored events.

IMMACULATE CONCEPTION HIGH SCHOOL ALUMNI ASSOCIATION

Job Description

President

Duties:

• Oversee all aspects of the Alumni Association to ensure they conform to the Alumni Association’s Mission Statement, By-Laws, and Job Descriptions.
• Review all aspects of the Alumni Association and make change recommendations if necessary.
• Communicate with IC Pastor and ICHS Principal the Association’s goals and objectives for each year.
• Conduct 6 (or more) Alumni Association Board Meetings.  Set meeting day, time and meeting location.  Set meeting agenda and provide relevant information to the Alumni Association Board and membership.
• Attend committee meetings as necessary (a minimum of 1 golf, 1 social, 1 scholarships and grants, 1 membership committee meeting).
• Assign Committee Chairpersons.
• Assign existing and new membership to committees.
• Write President’s Letter for ICHS Annual & Mid-Year Report, Alumni Association New Membership Packet, and Alumni Association Mid-Year Newsletter.

IMMACULATE CONCEPTION HIGH SCHOOL ALUMNI ASSOCIATION

Job Description

Vice President

Duties:

• Assist President in presidential duties as needed.
• Assume role of Interim President in the absence of the President.
• Work with Secretary on dictation of meeting minutes.
• Attend committee meetings as necessary.  Communicate proceeding with President.

IMMACULATE CONCEPTION HIGH SCHOOL ALUMNI ASSOCIATION

Job Description

Treasurer

Duties:

• Monitor all funds of the Alumni Association.  Maintain a minimum fund balance of $2,000.00(+).
• Maintain a financial record book of all Alumni Association activities.
• Manage the distribution of funds of the Alumni Association.  Duties shall include but not limited to: collect check & petty cash requests from Alumni Association members and submit check requests of the Alumni Association to the IC Parish Business Administrator for distributing funds or petty cash reimbursement.
• Work with the IC Parish Business Administrator in obtaining Alumni Association monthly financial information.  Submit to the Alumni Board a monthly financial statement (Directive to Pay).

IMMACULATE CONCEPTION HIGH SCHOOL ALUMNI ASSOCIATION

Job Description

Secretary

Duties:

• Non-voting Board Member position of the Alumni Association.
• Liaison to the ICHS Alumni Coordinator.
• Take notes during Alumni Association Meetings.  Coordinate with the President the dictation and distribution of meeting minutes.
• Call roll for opening Alumni Association Minutes and for Board vote for items requiring action.

IMMACULATE CONCEPTION HIGH SCHOOL ALUMNI ASSOCIATION

Job Description

Golf Committee

Committee Number: 6+ persons

Number of Meetings per Year:  Minimum 3

Duties:

• Determine and secure golf outing location by August 15th.
• Make arrangements for food and beverage.
• Develop and mail golf outing brochure/registration form by December 15th.
• Advertise golf outing to alumni and businesses by March 15th.
• Solicit donations for golf outing by April 15th.  Donations shall include but not limited to: major, corporate, beverage and family sponsorships; product donations for raffles and auctions, product donations for golf participants.
• Coordinate printed material (posters, raffle/auction information, student recipient information).
• Host Alumni Association Golf Outing.  Duties shall include but not limited to: coordination with the golf course, registration table, placement of sponsorship signs, managing participant contests/gimmicks, managing hole volunteers.
• Host Alumni Association Golf Outing Dinner.  Duties shall include but not limited to: coordination with golf course, managing raffle and auction, Master of Ceremony duties.
• Write thank you letters to sponsors and participants.

IMMACULATE CONCEPTION HIGH SCHOOL ALUMNI ASSOCIATION

Job Description

Social Committee

Committee Number: 4+ persons

Number of Meetings per Year: Minimum 3

Duties:

• Set up and host Alumni Association table/tent at the Homecoming game.  Duties at the tent shall include but not limited to: gather and update Alumni contact information, recruit new members to the Alumni Association, selling spirit wear.
• Host Alumni Remembrance Mass.  Duties shall include but not limited to: determining mass date, advertising Remembrance Mass information, and hosting a continental breakfast after the mass.
• Host additional Alumni Association social events.  Duties shall include but not limited to: determining social themes, securing locations, making arrangements for food and beverage, making arrangements for decorations (if needed), advertising event information, and managing fundraising activities (if included in event).
• Set up and host Alumni Association table/tent for special functions (sport play-off games, special functions, etc.).  Duties shall include but not limited to: setting up and hosting tent and providing giveaways/gimmicks.

IMMACULATE CONCEPTION HIGH SCHOOL ALUMNI ASSOCIATION

Job Description

Scholarships and Grants Committee

Committee Number: 2-3 persons

Number of Meetings per Year: Minimum 2

Duties:

• Manage application and distribution of Needs Based Scholarships.  Four (4) - $600.00 Needs Based Scholarships are available per year.  Duties shall include but not limited to: develop scholarship application, advertise scholarship availability by February 15th accept applications by April 1st; make recommendations to Alumni Association Board at April Board meeting.  Monitor progress of scholarship recipients.
• Work with ICHS Principal on identifying high school capital projects that the Alumni Association might fund.  $4,000.00 per year is budgeted for capital projects.  The money may be spent in a single year or combined with future years for a larger project.  Make recommendation to Alumni Association Board at June Board meeting.
• Manage special fund-raising projects that are associated with the Alumni Association.  Make recommendation to Alumni Association Board.

IMMACULATE CONCEPTION HIGH SCHOOL ALUMNI ASSOCIATION

Job Description

Membership Committee

Committee Number:  2-3 persons

Number of Meetings per Year: Minimum 2

Duties:

• Develop new membership packet.  Mail new membership packet to new membership.  Information should include but not limited to: Welcome letter, Alumni Association By-Laws, committee job descriptions, interest questionnaire, membership list, and previous year’s information (social gathering fliers, golf outing brochure).
• Host August meeting of Alumni Association.  Duties shall include but not limited to: securing meeting site, order/purchase food and beverage, identify and mail invitations to existing and new membership.
• Develop complete membership list and submit to membership within one (1) month of August meeting.  Submit list to Alumni Association President.
• Attend all Alumni Association social functions (Homecoming and otherwise) and golf outing with the purpose of soliciting new membership.
• Develop and mail a mid-year newsletter for the membership.  The newsletter shall include but not limited to: committee updates and upcoming information.  Newsletter should be mailed on or around January 15th.
• Monitor election for Alumni Association President and Vice President.  Duties shall include solicitation of interested candidates by February 15th, slating of candidates, mailing ballots by March 1st, tabulation of ballots by April 1st, and presenting results at April Board meeting.
• Maintain Alumni database.  Duties shall include but not limited to: initiate calling or e-mail trees and insure that information is received by all alumni.
• Maintain Alumni Association website.

 

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Alumni Officer - Mr. Tim Chandler, '01

Phone - (630) 530-3494

Email - tchandler@ichsknights.org