WESTON HIGH SCHOOL OF LOUISIANA
ALUMNI ASSOCIATION CONSTITUTION & BY-LAWS
Article I Association Name and Purpose
Section A: Name
This organization shall be known as the Weston High School Louisiana
Alumni Association, hereafter known as the "Association", a non-profit
Section B: Purpose
The Association’s purposes are as follow:
1. To serve and promote the educational, recreational and athletic interests of
Weston High School in the City of Jonesboro, Louisiana.
2. To serve as an educational forum for alumni to maintain contact with the
school and one another.
3. To support periodic reunions and other events for alumni and students.
4. Act as beneficiary and guardian of memorabilia/history related to Weston
5. To carry out fund raising and other charitable activities for the benefit of
the school, its current students and alumni.
6. To function as the alumni’s official voice in communicating with the school.
7. All other purposes for which an organization may be exempt from federal
taxation under Section 501 of the Internal Revenue Code of 1954 and any
Article II: Articles of Agreement
Section A: Legal Status and Compliance
This association is organized for charitable, educational and social
purposes, including the making of distributions to organizations under
Section 501(c) (3) of the Internal Revenue Code (or corresponding
section of any future Federal tax code). No part of the net earnings of the
organization shall inure to the benefit of, or be distributable to its
members, directors, officers, or any private persons, except that the
organization shall be authorized and empowered to pay reasonable
compensation for services rendered and to make payments and
distributions in furtherance of Section 501(c)(3) purposes. No substantial
part of the activities of the organization shall be the carrying on of
propaganda, or otherwise attempting to influence legislation, and the
organization shall not participate in, or intervene in (including the
publishing or distribution of statements) any political campaign on
behalf of, or in opposition to, any candidate for public office.
Notwithstanding any other provision of these articles, the organization
shall not carry on any other activities not permitted to be carried on, (a)
by an organization exempt from Federal income tax under Section 501(c)
(3) of the Internal Revenue Code (or corresponding section of any future
Federal tax code) or (b) by an organization contributions to which are
deductible under Section 170(c) (2) of the Internal Revenue Code (or
corresponding section of any future Federal tax code). Upon dissolution
of this organization assets shall be distributed for one or more exempt
purposes within the meaning of Section 501(c)(3) of the Internal Revenue
Code (or corresponding section of any future Federal tax code), or shall
be distributed to the Federal government, or to a state or local
government, for a public purpose.
There shall be no financial relationship between the Association and
Weston High School, although the Association may periodically donate
funds to the School for various purposes.
Section B: By-Laws and Amendments
The conduct of the affairs of the Association, its membership and Board
of Directors shall be governed by this set of By-Laws, which may be
amended from time to time in accordance with the provisions thereof. All
matters and rules for the governance of the Association not specifically
covered in the By-Laws, insofar as permitted by law, may be set forth in
Association Policies and Procedures as adopted by the majority vote of
the Board of Directors. The By-Laws, Policies, and Procedures shall be
provided to any member upon their request.
The power to make, alter, amend or repeal the By-Laws of the
Association shall be vested in the Board of Directors. Regular members
in good standing may propose an amendment at any time by submitting
it in writing to the President.
Approval of Amendments.
Association By-Laws may be amended by a two-thirds (2/3) vote of the
Board of Directors present at a regular meeting.
Article III: Membership
Section A: Classes of Membership
Regular Members – Any person who is a graduate of Weston High
Associate Members – Present members of Weston High School faculty,
administrative staff and currently enrolled students
Former Student Members – Any person who attended the Weston High
School but did not graduate. Former Student Members shall not be
entitled to vote or hold office.
Honorary Members – Another person who has rendered notable service
to Weston High School as approved by 2/3 vote of the Board of Directors.
Honorary Members shall not be entitled to vote or hold office.
Charter Members - Alumni Member who initially made a $200.00
donation to the association to get the association started.
Section B: Other Membership Classifications
The Board of Directors of the Association may establish other
membership categories for the purpose of acknowledging contributions
made to the Association by individuals or entities.
Section C: Membership Fee
There shall be a one time membership fee established by the Board of
Directors. Members are also encouraged to make donations to help fund
the activities of the Association.
Section D: Benefits and Responsibilities
Each Regular and Associate Member shall be entitled to a vote for
members of the Board of Directors.
With permission of each member, a membership directory shall be
created and may be published on an Association website with the
member’s name, mailing address, phone number and/or E-mail address.
If any member of the Association uses his/her membership in an
unethical way, the Board of Directors shall have the power to take action
as it may see fit, including removal of membership privileges.
If the Association establishes a logo, it may not be used by any
Association member without the approval of the Board of Directors.
Section E: Termination of Membership.
Any member may resign his or her membership in the Association.
Article IV: Board of Directors
Section A: Board Responsibilities
The Board of Directors shall be made of members and shall be the
principal decision making body of the Association, shall manage the
business and property of the Association and shall perform such
functions as required to promote the growth, effectiveness and general
welfare of the Association. The Board of Directors will provide a list of
members to the Association to be nominated for service to the board.
These nominations will be approved at the annual meeting.
The Board of Directors shall be Regular Members in good standing of
Section B: Number of Board Members
The Association will have no fewer than five (5) or more than twenty (20)
board members. Any vacancy on the Board may be filled by a majority
vote of the remaining members of the Board. If, with prior notice of
consideration, a board member is determined by a 2/3 vote to be
negligent in performance of duties, that member shall be removed from
Section C: Term of Service
Each board member will serve for five (5) years. The first board will
consist of ten members to begin service on June 12, 2010. One year later
five board members will be added and five more the next year. The
purpose is to provide staggered terms to insure that experienced board
members will be serving at all times.
Section D: Officer Election
Members of the Board of Directors at their first meeting shall nominate
and elected officers to serve for a three (3) year term.
Section E: Officers:
The President of the Association shall preside over all business of the
Association and shall be the primary spokesperson for the membership
of the Association. The President shall exercise general supervision over
the Association’s officers and membership and may appoint
The first Vice-President of the Association shall act in the President’s
absence when appropriate or when requested to do so. He will coordinate
all services provided to Association members. Other specific duties of the
Vice-President are as specified by the President, Alumni By-Law or as
assigned by the Board of Directors.
The Secretary shall be the official recording secretary of the Association,
shall conduct the general correspondence of the Association, shall have
the charge of Association records and papers and shall maintain the
Association’s official records, including Association membership records.
The Secretary shall process applications for membership. The Secretary
is also responsible for filing any documents required by the government
to maintain the Association’s legal status as a non-profit corporation.
The Secretary shall maintain a current Board of Directors list and shall
perform other duties as directed by the President or Board of Directors.
The Treasurer shall be responsible for all funds of the Association and
shall oversee the receipt and disbursement of the monies of the
Association, subject to the approval of the President and the Board of
Directors. The Treasurer shall present an annual financial statement and
a proposed annual budget to the Board of Directors and shall provide
other financial records as reports as requested. The Treasurer shall not
disburse funds without the approval of the President and the Board of
The Reporter shall notify members and directors of periodic meetings
and agenda items. The Reporter shall be in charge of newsletters and
correspondence of with members.
The Historian shall be responsible for maintaining school history.
Section F: Meetings
Association Board of Directors are required to meet on at least on an
annual basis and more frequently as deemed necessary by majority of the
Board members. Board members shall be notified at least 2 weeks prior
the meeting. Members may meet in person or in a “virtual” format as
approved by the President. Six members of the Board of Directors are
considered a quorum for the purposes of voting. Either the President or
Vice-President must be present for the quorum to be met. All votes shall
be decided by a majority.
Section G: Indemnity of Directors and Officers
In discharging their duties, the Directors, Officers, and various
Committee Members of the Association shall be indemnified by the
Association for judgments and fines (whether civil, criminal,
administrative or investigative) for any of the above enumerated matters,
as well as reasonable expenses for each, including attorney’s fees actually
and necessarily incurred as a result of such action or proceeding, if such
Director, Officer or Committee Member acted in good faith, for a
purpose which he or she reasonably believed to be in the best interests of
the Association, but had no reasonable cause to believe that his or her
conduct was unlawful.
Article V: Standing Committees
Section A: Eligibility to Serve
The Association will maintain Standing Committees to conduct the
various Association functions. Association members from all
membership classifications are eligible to serve on Standing Committees
Section B: Chairperson and Members
Each Standing Committee chairperson and member either shall be
appointed by the President with Board of Directors approval or shall be
as defined in the Committee descriptions below. Each Committee shall
consist of a minimum of three (3) members. Additional Committee
members shall be determined by each Committee’s chairperson.
The Finance Committee chairperson is the Treasurer. Committee duties
include development of annual budget, periodic financial reports,
recommendations to the President or Board of Directors on fund raising
and Association event cost estimates and funding.
Student Achievements and Scholarship
The Student Achievements and Scholarship Committee will monitor
current student actions and interface with school administration and
faculty to develop recommendations for achievement awards and
The Alumni Registry Committee maintains a database of Association
members and other alumni including names, addresses, telephone
numbers and eMail addresses. The committee is responsible for assuring
the database remains confidential and used only for purposes of the
The Alumni Achievement Committee monitors the achievements of
alumni in the areas of community service, military service and
professional accomplishments. The committee prepares periodic reports
advising the President and Board of Directors of noteworthy alumni
The Alumni Communications Committee chairperson is the Reporter.
The Committee will maintain an Association website to foster effective
communication with Association members of upcoming events, school
activities, student and alumni achievements and access to the Alumni
Registry. The committee is responsible for preparing information for
broadcast or publishing by state and local media. All information
requires approval by the President and Board of Directors prior to
Historical Records and Faculty/Administration Status
The Historical Records Committee chairperson is the Historian. The
Committee is responsible for assuring school records of historical interest
are preserved. These records include items such as Yearbooks,
photographs, sports memorabilia, newspaper articles and similar
records. The committee shall also monitor status of previous faculty and
administrative staff and prepare periodic reports advising the
Association of status.
The Association By-Laws Committee chairperson is the Vice President.
The committee is responsible for reviewing Association By-Laws to
assure effectiveness and to make amendment recommendations to the
President and Board of Directors as required.
Article VI - Fiscal Policy
Section A: Fiscal Year
The fiscal year of the Association shall be from June 1 through May 31.
Section B: Banking
All incoming funds will be deposited in a general fund account and may
be used to pay any or all expenses incurred by the Association.
Contributions made for specific activities will be earmarked and
accounted for separately in financial reports.
Section C: Compensation
Officers, Directors and Committee Members shall receive no compensati
on for their services. Reimbursement for expenses will be made only
if the expenditures were contained in the President’s Program Budget
Plan and approved by the Board of Directors.
Section D: Control
Approval by the President and the Board of Directors is required prior
to releasing any payment in excess of $5,000.00. Any two authorized
Officers shall sign all checks, drafts, loans or other orders for payment of
money, notes, and other evidence of indebtedness issued in the name of
Section E: Contracts
All contracts entered into by the Association require Board of Directors
approval. The President is authorized to enter into any Board approved
contract or execute any instrument in the name of the Association. All
contracts shall require the signature of at least one additional member of
the Board of Directors.
Section F: Financial Report
Within 30 days of the end of each fiscal year, the Treasurer shall prepare
Financial Statements, which shall include as a minimum a Balance Sheet,
Income and Expense Statement, Notes, and proposed Annual Budget.
These statements and supporting records shall be reviewed by the Board
of Directors and if deemed necessary by the Board the President,
reviewed or audited by an independent public accountant.
The Board of Directors shall review and approve the Financial
Statements. Upon approval by the Board, the President's Financial
Review report shall be provided to the Association members either in a
newsletter or by website.
Article VI: General Provisions
Section A: Procedural Rules
For any circumstances not covered by these by-laws, Robert’s Rules of
Order (Newly Revised Edition) shall govern.
Section B: Dissolution
The Board of Directors must approve a motion to dissolve the
Association by a three-fourths majority vote and then send the approved
motion to the membership for ratification. Dissolution will be approved if
three-fourths of the members returning ballots vote in favor of the
Once dissolution has been approved, all liabilities and obligations of the
Association will be discharged or adequate provision to discharge them
will be made. Any remaining assets will be distributed to any Association
or Associations that the Board of Directors determines to be consistent
with the Association’s purpose as set in Article 2 above and with
applicable provisions of law.