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Petersburg High School National Alumni Association Proposal

Executive Summary

PROPOSED ORGANIZATION MISSION


The mission of the Petersburg High School National Alumni Association, Inc.
(PHSNAA) will be to enhance the learning and development opportunities at our
alma mater for the next generation of students and to keep alumni connected
through social events/activities.

PROPOSED ORGANIZATION PURPOSE


The purpose of the organization will be to:
1. Provide support to PHS in order to develop empowering academic,
extracurricular and other student activities;
2. Award academic scholarships and other grants (e.g. study-abroad) to
deserving PHS students;
3. Provide avenues for all PHS alumni to remain in contact with their alma
mater and each other; and,
4. Raise funds to support the main activities of the organization through
vehicles such membership dues, solicited and/or unsolicited donations
and targeted fund raisers.

Initial activities for the PHSNAA will include, but not be limited to the following:
• Mentorship program
• Speaker Bureau (i.e provide speakers for school activities)
• Scholarship program

PROPOSED FUNDRAISING PLAN TO SUPPORT ACTIVITIES


The primary means of fundraising for the PHSNAA will be through the collection
of membership dues. The first graduation class from the new/integrated PHS was
in 1975. This means that there are thirty-three (33) graduation classes through
2008.

If just fifty (50) people from each class pay membership dues of $25/year, the
organization will have annual revenue of $41,250.00 (50 people x $25.00 dues =
$1,250.00 * 33 classes = $41,250.00 annual revenue). Even at a 25%
participation rate, the organization will generate $10,312.50 in annual revenue
($41,250.00 * 25% = $10,312.50). As a 501c3 corporation, all dues/donations
will be tax-deductible.

These annual revenue estimates provide sufficient resources to fund the initial
organization programs. Potential fund raisers to raise additional funds include:
golf tournaments, holiday/seasonal socials, special events (e.g. awards
ceremonies, recognition dinners, etc.), etc.

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PROPOSED ORGANIZATION STRUCTURE
The PHSNAA shall be directed by a board of directors. The board of directors will
consist of eight (8) elected members that serve two-year terms:
- President
- Vice-President
- Treasurer
- Secretary
- Members-at-Large (4)

The Executive Committee

NEXT STEPS (could really use legal advice/help to get these steps done more
efficiently; maybe there's a lawyer in the PHS network that we can connect with):
1. Formally incorporate PHSNAA in the Commonwealth of Va.
2. Create PHSNAA bylaws
3. Hold an organizational meeting
a. Appoint directors and/or officers
b. Adopt bylaws
so"
c. Set budget for fiscal year (recommending July 1 - June fiscal
year)
d. Select a bank
e. Select a sealllogo
f. Take minutes and create records book
4. Get Employer Identification Number (EIN) from IRS
5. Apply for tax exemptions (federal 501c3 and state)
6. Open bank account (have to wait for IRS paperwork to get nonprofit status)

PHSNAA Proposal, Page 2 of 5


Petersburg High School National Alumni Association Proposal

Draft By-Laws (work in progress)

ARTICLE 1: NAME
The name of the organization will be the Petersburg High School (PHS) National
Alumni Association.

ARTICLE 2: PURPOSE

Section 1: Purpose
The purpose of the organization will be to:
A. Provide support to PHS in order to develop empowering academic,
extracurricular and other student activities;
B. Award academic scholarships and other grants (e.g. study-abroad) to
deserving PHS students;
C. Provide avenues for all PHS alumni to remain in contact with their alma
mater and each other; and,
D. Raise funds to support the main activities of the organization through
vehicles such membership dues, solicited and/or unsolicited donations
and targeted fund raisers.

ARTICLE 3: MEMBERSHIP

Section 1: Membership
The membership of the organization shall consist of two classes:
A. Associate membership: All individuals who either graduated from,
attended, taught at or significantly assisted PHS will be considered
associate members. Associate members will not have the right to vote,
hold office in, or to serve on the Board of Directors of the organization.
B. Voting membership: All dues-paying associate members will make up
the voting membership class. The dues schedule will be determined as
necessary by the Board of Directors. Voting members shall be eligible to
vote in elections of the Association, serve on the Board of Directors, serve
on committees of the Board, and hold office in the Association.

ARTICLE 4: OFFICERS & BOARD OF DIRECTORS

Section 1: Officers
A. The officers of the organization shall be the President, Vice President,
Treasurer and Secretary.
B. The officers shall be elected by a majority vote of the members.
C. The term of office for each officer shall be two years. The term of office
shall begin on the first day of July and run through the last day of June two
years later. There are no limits on the number of times an individual may
seek election to any office.

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Section 2: Board of Directors
A. The board of directors will consists of the four elected officers and four
elected members-at-Iarge elected by a majority vote of the members.
B. The directors will serve two-year terms. The term of office shall begin on
the first day of July and run through the last day of June two years later.
There are no limits on the number of times an individual may seek election
to any office.

Section 3: Elections
Elections will take place in May.

Section 4: Fiscal Year


The fiscal year of the organization will be from July 1 to June 30.

ARTICLE 5: DUTIES OF OFFICERS AND DIRECTORS

ARTICLE 6: COMMITIEES

Section 1: Membership Committee

Section 2: Reunions Committee

Section 3: Communications Committee

Section 4: Scholarship & Grants Committee

Section 5: Audit Committee

Section 6: General Committees (e.g. mentorship, career day, speaker's bureau,


etc.)

ARTICLE 7: CLASS REPRESENTATIVES

Section 1: Role
A. The role of the Class Representatives shall be to promote
communications between the organization and the members of their
respective classes.
B. Class representatives shall correspond directly with all found members of
their class at least once a year.
C. Class representatives will update the Communication Committee with
names and addresses of classmates

Section 2: Eligibility
A. Members interested in serving as representatives of their class will notify
the Vice President.

PHSNAA Proposal, Page 4 of 5


B. The number of representatives per class will normally be two but class
size and distribution may necessitate two or more representatives

Section 3: Oversight
A. The Vice President shall oversee the Class Representatives and be their
principle point of contact for Association activities.
B. The Vice President shall be active in searching for Representatives for
classes which have no active help, contact each Representative at least
twice a year to encourage positive activity regarding search for non-active
alumni, yearly newsletters to classmates in the directory, and sharing
classmate information with the newsletter editor

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