ARTICLE I: NAME & MISSION STATEMENT
(a) The name of this organization shall be the Sycamore Alumni & Friends Association (“SAFA”).
(b) The mission of the Sycamore Alumni and Friends Association (SAFA) is to strengthen connections between Sycamore High School's alumni, the school, and our entire community. We will achieve this through activities which embody the traditions of the school and through welcoming all members of the Sycamore family to be involved.
(c) SAFA will co-exist with and work in cooperation with the existing organizations that serve the diverse interests of the Sycamore Schools Community.
ARTICLE II: MEMBERSHIP
(a) Qualifications. Membership in SAFA is open to all those who are or were enrolled in a school within the Sycamore Community Schools and those who have demonstrated interest in the goals and aims of SAFA. Registration is available online and an alternate paper entry for those without an electronic device.
ARTICLE III: MEETINGS OF MEMBERS
(a) Annual Meetings of Members. The Board of Trustees will designate the date for an annual meeting of the general membership to be held each year and generally will be held between October 15 and November 15. At the Annual Meeting, the President of SAFA Board of Directors will present an update as to the activities and plans for SAFA for the upcoming year. Also, at the Annual Meeting, those nominated for the Board of Trustees will be presented for election by the general membership.
(b) Special Meetings of Members. Special meetings of the members may be called by the President of the Board of Directors or, in the case of his/her absence, death, or disability, the Vice-President, the Trustees acting at a physical or telephonic meeting, or a majority of the Trustees acting without a meeting, such as via email.
(c) Quorum. At all meetings those present shall constitute a quorum.
ARTICLE IV: BOARD OF TRUSTEES
The governing board for the organization shall be the Board of Trustees consisting of 3 members in good standing who will each serve a two year term. For the initial term, one trustee, the President of the Board of Directors, will serve a one year term. Every year thereafter members shall be elected for a term of two years. The election of Trustees shall be held at the Annual Meeting of members.
No person shall be prohibited from serving on the Board of Trustees based on race, creed religion, gender or national origin. In the event of any vacancy on the Board of Trustees, through death, resignation or disqualification, the remaining Trustees, though not less than three, by affirmative vote of a majority of those present at any duly convened meeting, shall elect a successor for the unexpired term of the Trustee whose place shall have been vacated.
Three members of the Board of Trustees shall constitute a quorum.
No Trustee shall be entitled to compensation for his or her service.
ARTICLE V: DUTIES OF THE BOARD OF TRUSTEES
The Board of Trustees shall meet at least once each year.The Board of Trustees shall elect and install the officers to the Board of Directors and chairs for the standing committees at the Annual Meeting.
ARTICLE VI: BOARD OF DIRECTORS
The Board of Directors shall be comprised of the following officers: President, Immediate Past President, Vice President and President Elect, Treasurer and Secretary. The President must be a member of the Board of Trustees.
Officers serving on the Board of Directors shall be elected by the Trustees. An officer may choose, but is not required, to serve as a Trustee. An officer must be a member of SAFA and be in good standing. The same person may not serve in two capacities on the Board of Directors.
The term for the positions of President, Vice President & President Elect, and Immediate Past President shall be two years; the term for the other positions will be 3 years. The initial term for the President, Vice President & President Elect, and the Immediate Past President shall be one year.
In the event of any vacancy on the Board of Directors, through death, resignation or disqualification, the Board of Trustees shall fill the position.
Five members chosen by the President shall also be members of the Board of Directors, and entitled to voting privileges.
In addition to these officers, there shall be three Ex-Officio officers who will not be entitled to voting privileges in their capacity as officers:
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(a) The Superintendent of the Sycamore Schools or designee approved by the Sycamore Board of Education shall serve as an ex-officio officer. The term shall continue until a successor shall be appointed, or until the earlier of resignation, removal from office or death.
(b) Two members of the senior class of Sycamore High School designated by the principal of Sycamore High School shall serve as ex-officio officers. The term shall continue until a successor shall be appointed, or until the earlier of high school graduation, resignation, removal from office or death.
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No officer shall be entitled to compensation for his or her service.The Board of Directors may hire an Executive Director. The Executive Director may not serve as a Trustee or officer. The Executive Director may be compensated and such compensation is to be set by the Board of Directors.
ARTICLE VII: DUTIES OF THE BOARD OF DIRECTORS
(a) President - The President shall preside at the Annual Meeting and all meetings of the Board of Directors, sign the records thereof, appoint such committee chairs as deemed necessary, and perform such other and further duties as shall be, from time to time, required of him/her by other members of the Board of Trustees.
(b) Immediate Past President - The Immediate Past President shall serve on the Board of Directors to provide guidance and perspective to the Board of Directors.
(c) Vice President & President Elect - The Vice-President & President Elect shall perform all of the duties of the President, in case of the absence, death, or disability of the latter. This officer shall succeed to the position of President at the conclusion of the President’s term.
(d) Treasurer - The Treasurer shall receive and have in charge all monies and securities belonging to the organization and shall disburse, or otherwise deal with, the same as shall be ordered by the Board of Directors. He/she shall keep an accurate account of all monies received and disbursed by him/her and shall generally perform such duties as maybe required of him/her by the Board of Directors. On the expiration of his/her term of office, he/she shall turn over to his/her successor, or to the Board of Directors, all money and property of this organization in his/her hands.
(e) Secretary - The Secretary shall keep written minutes of all the proceedings of the members, the Board of Directors, and the Board of Trustees and make a proper record of the same, which shall be attested by him/her, and generally perform such duties as may be required of him/her by the Board of Trustees.
The Board of Directors shall select the recipient of The Distinguished Alumni Award each year.
ARTICLE VIII: STANDING COMMITTEES
Ways and Means - responsible for fundraising and income generating activities including the annual donor drive and other similar activities.
Membership - responsible for attraction and retention of members and record keeping as to membership status and other similar activities.
Communications - responsible for communications with members and the community, including a website, newsletters, e-mail and publicity and other similar activities.
Service - responsible for service activities, including scholarships, grants, community service projects, school service projects, student mentoring, and alumni speakers and other similar activities.
Social - responsible for planning and executing social events, including homecoming, The Athletic Hall of Fame Dinner, The Distinguished Alumni Reception, and the Recent Alumni Information Assembly. Also will assist classes with reunions and schedule other social gatherings and other similar activities.
Members of these committees will be selected from SAFA membership by the respective chairs and serve at the pleasure of the respective chairs.
Committee chairs will serve two year terms.
No Chair or committee member shall be entitled to compensation for his or her service.
ARTICLE IX: INDEMNIFICATION
SAFA shall defend and indemnify any trustee or officer or member as against any allegation or claim (except a claim by SAFA) by reason of the fact that he or she is or was operating as a trustee, officer or member.
ARTICLE X: AMENDMENTS
The Regulations and By-laws will be reviewed annually and may be periodically revised to meet the needs of the organization The Regulations may be amended, supplemented or replaced by the assent thereto of 2/3 of the voting members of this organization present at the Annual Meeting of the members. Notice of any proposed amendment(s) with the text or the language of the proposed amendment(s) shall be publicized to the membership at least 30 days prior to vote. This notice will be given by email and posted on the SAFA website.
Revised by the Board of Directors July 24, 2013.
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