Middleburgh Central School District > Mission and By-Laws

Mission and By-Laws

Name

The name of this organization shall be the Middleburgh Central School Alumni Association (hereafter referred to as the MCS Alumni Association).

Purpose and Function

Promote and encourage fellowship and friendship, further the interest and growth of alumni, encourage the preservation of class and school history, and provide a network of communication.

By-Laws

Article I: Membership

  1. Active Member
    1. A person who has attended MCS is eligible to become a member with voting privileges.
  2. Associate Member
    1. A person employed by MCS, past or present, is eligible to become a member, without voting privileges.
    2. A spouse, widow, or widower of any person who attended MCS is eligible to become a member, without voting privileges.
    3. A parent of students/alumni is eligible to become a member, without voting privileges.
    4. A resident (18 or older) of the MCS district is eligible to become a member, without voting privileges.

Article II: Executive Committee (Board of Directors)

  1. The Executive committee shall consist of five active members: 
    1. President, Vice-President, Secretary, Treasurer, and Historian.
  2. Powers and Duties:
    1. Shall recommend the amount of donation for membership.
    2. Shall meet as necessary to conduct association business, time and place to be determined by the Executive Committee. A minimum of three (3) must be present to conduct business. Notification of meetings shall be published on the MCS website and in at least one local paper.

Article III: Officers

  1. The officers shall be elected by the Active membership at the Annual Meeting. The election of President, Secretary and Historian will be in even years, while the election of Vice-President and Treasurer will be in odd numbered years. 
  2. Terms of office will be two (2) years.
  3. Duties: 
    1. President
      1. Shall preside over all meetings, appoint all committees and subcommittees, represent the Association or appoint a delegate when representation is advisable.
      2. Shall make an appointment to fill a vacancy until the next annual meeting, at which time the election process will fill the vacancy for the unexpired term.
    2. Vice-President
      1. Shall assist, and assume the leadership duties of the President in his/her absence.
    3. Secretary
      1. Shall be responsible for the recording of minutes for all meetings and attend to the correspondence of the Association, at the direction of the Executive Committee.
      2. Shall assist the Historian in maintaining a membership roster and the sending of announcements.
      3. Shall deliver to a successor all books, papers, records, forms, instruments and/or other property pertaining to the duties of secretary, upon vacating office, within thirty (30) days.
    4. Treasurer
      1. Shall have custody of all funds, collect all dues, keep all financial records, pay all bills on the approval of the Executive Committee, and provide a written report of all transactions at each meeting.
      2. Shall assist the Historian in maintaining a membership roster and in the sending of announcements.
      3. Shall deliver to a successor all funds, books, papers, records, forms, instruments and/or other property pertaining to the duties of treasurer, upon vacating office, within thirty (30) days.
    5. Historian
      1. Shall maintain and update a membership roster, keep an ongoing record of events and happenings of the Association.
      2. Shall maintain a database of all alumni.
      3. Shall deliver to a successor all records, documents, and other articles pertaining to the Historian, upon vacating office, within thirty (30) days.

Article IV: Eligibility for Office

  1. In order to be nominated for office, a member must be an Active Member in good standing.
  2. If he/she is not present during the election process, a written commitment is required by the candidate.

Article V: Elections

  1. The President shall appoint a nominating committee consisting of at least three (3) but not to exceed five (5) members. A slate will be presented at the Annual Meeting. Nominations may come from the floor, with the approval of the candidate.
  2. At the close of nominations, voting shall be by paper ballot.
  3. In case of only one candidate for office, the Secretary shall be instructed to case one ballot for election of that candidate.
  4. Successful candidates will receive a majority of votes cast, and shall assume office at the beginning of the fiscal year following the elections.

Article VI: Finances

  1. All funds shall be deposited in an insured account.
  2. All expenditures shall require two (2) signatures.
  3. All members of the Executive Committee shall be authorized to co-sign checks with the Treasurer.

Article VII: Fiscal Year

  1. Shall be from January 1 through December 31.

Article VIII: Annual Meeting

  1. An Annual Meeting shall be held each year, the date to be determined at each Annual Meeting for the following year.
  2. All MCS Alumni Association members shall receive written notification thirty (30) days prior to the Annual Meeting. Notifications of said meeting shall be published on the Middleburgh Central School District website and in at least one local paper.
  3. Agenda
    1. Election of officers.
    2. Budget proposals.
    3. Reports.
    4. Other Association business.

Article IX: Regular and Special Meetings

Regular Meeting

  1. A schedule for regular meetings of the MCS Alumni Association will be determined at the Annual Meeting, subject to change as necessary.

Special Meeting

  1. A special meeting may be called by the President or by any two (2) members of the Executive Committee.
  2. A special meeting may be called by a written request of at least three (3) Active Members of the MCS Alumni Association to conduct business of the Association.
  3. Members are to be notified of a special meeting at least ten (10) days prior to the scheduled meeting.

Article X: Amendments

  1. These By-Laws may be amended at the Annual Meeting by the affirmative vote of two-thirds (2/3) of the members present; provided that any proposal change shall be presented to the membership at least thirty (30) days prior to the Annual Meeting and that it be listed on the agenda.

Article XI: Amendments

  1. In the event of the dissolution of the MCS Alumni Association, the distribution of all assets, records, and properties shall be determined by the Executive Committee.

Updates made at the following Annual Meetings:

Original May 8, 2008

Changed October 10, 2009: Article I, A & B

Changed October 6, 2012: Article II, A; Article III, A & B; Article VIII, A; Article IX, A

Changed October 12, 2013: Article VIII, B

Changed November 19, 2015: Article II, B; Article IV, A; Article V, C & D; Article VIII, B