THE BYLAWS OF HOLY CROSS PAST PUPILS ASSOCIATION.
For past students of Holy Cross College
HOLY CROSS PAST PUPILS ASSOCIATION
NAME & PURPOSE
Section 1: Name:
The name of the organization shall be the “Holy Cross College Past Pupils Association”, herein after referred to as the ‘PAST PUPILS ASSOCIATION’.
Section 2: 2.1 The PAST PUPILS ASSOCIATION is organized exclusively for sporting, educational, social and cultural development purposes.
2.2 The PAST PUPILS ASSOCIATION is devoted to fostering and promoting support to the College activities (both educational and cultural) namely Football, Cricket, Basketball, Tennis, Golf, Swimming, and other civic activities.
2.3 The PAST PUPILS ASSOCIATION will facilitate the dissemination of information about all the Sporting/Educational/Cultural activities in which the members plan to participate, to all individuals and organizations; thereby, promoting a greater understanding, appreciation and preservation of the various sporting and cultural art forms indigenous to our homeland of Trinidad and Tobago.
2.4 The PAST PUPILS ASSOCIATION will provide a forum for cultural and social interaction, support the learning of various sporting disciplines and promote the cultural exchange for its participants; to provide assistance and support in special interest areas subject to the resources available to the PAST PUPILS ASSOCIATION; to assist in the coordination and promotion of social, economic, civic, sporting and cultural activities among organizations within the twin island nation of Trinidad and Tobago and communities of the neighboring islands of the Caribbean..
Section 1: EXECUTIVE: Role, Size and Composition:
1.1 The EXECUTIVE shall be responsible for overall policy, direction and day-to-day general management of the PAST PUPILS ASSOCIATION’s affairs.
Size and Composition:
1.2 The EXECUTIVE shall be comprised of seven members, namely, the President, Vice President, Secretary, Assistant Secretary, Treasurer, Public Relations Officer and Parliamentarian.
Section 2: EXECUTIVE Elections:
2.1 All EXECUTIVE members shall serve two 2- year terms and may be eligible for reelection in the same position or any other executive position. However, no member shall hold the same EXECUTIVE position for more than two consecutive terms. EXECUTIVE members shall be elected by majority vote of members in good standing as provided in Article III Sect I and shall serve until their successors are elected. All members of the EXECUTIVE shall be residents of the Republic of Trinidad and Tobago and in good standing.
Section 3: Meetings Quorum & Voting:
3.1 The EXECUTIVE shall meet at least monthly, at an agreed upon time and place. An official EXECUTIVE meeting requires that each EXECUTIVE member have written notice two weeks in advance of the meeting. Five (5) members shall constitute a quorum for the transaction of EXECUTIVE business. Each EXECUTIVE member shall have one vote in EXECUTIVE meetings and such voting shall not be done by proxy.
Section 4: Officers and Duties:
4.1 There shall be seven (7) officers of the EXECUTIVE consisting of the President, Vice President, Secretary, Assistant Secretary, Treasurer, Public Relations Officer and Sports Marshall. There shall be two (2) trustees to hold the property of the Organization.
4.2 The President shall convene and preside at all meetings. The President shall be Chairperson of the EXECUTIVE and shall preside or arrange for other members of the EXECUTIVE to preside at each meeting in the following order: Vice President, Secretary, and Treasurer.
4.3 The Vice President shall in the event of the absence or inability of the President to exercise his/her office become acting president of the PAST PUPILS ASSOCIATION with all the rights, privileges and powers as if he/she had been the duly elected president.
4.4 The Secretary shall be responsible for keeping records of EXECUTIVE actions, including overseeing the taking of minutes at all EXECUTIVE meetings, sending out meeting announcements, distributing copies of minutes and the agenda to each EXECUTIVE member, and ensuring that corporate records are maintained. The secretary shall file any certificate required by any National statute and shall be the official custodian of the seal of the PAST PUPILS ASSOCIATION. The secretary shall be one of the officers required to sign checks and bank drafts of the PAST PUPILS ASSOCIATION.
4.5 The Assistant Secretary shall assist the Secretary in the performance of his/her duties. The Assistant Secretary shall record the minutes of general, Executive and special meetings. He/she shall also be responsible for maintaining the membership registrar and communicating information to the general membership.
4.6 The Treasurer shall have the care and custody of all monies belonging to the PAST PUPILS ASSOCIATION and shall be solely responsible for such monies or securities of the PAST PUPILS ASSOCIATION. The Treasurer shall chair the finance committee, assist in the preparation of the budget and make financial information available to EXECUTIVE members and the general membership on a regular basis and upon request.
4.7 The Public Relations Officer (PRO) shall be responsible for building and maintaining a positive image of the PAST PUPILS ASSOCIATION to the membership and public. The PRO shall be responsible for all external communications to the public and ensure information is disseminated accurately and in a timely manner.
4.8 The Sports Marshall shall be responsible for ensuring all EXECUTIVE and general membership meetings are held in an orderly and organized manner and shall arbitrate all constitutional and procedural conflicts consistent with the Robert Rules of Order and the PAST PUPILS ASSOCIATION Bylaws. He is also responsible for all equipment belonging to the PAST PUPILS ASSOCIATION.
4.9 The TRUSTEES shall hold the property of the ASSOCIATION. Their tenure should be for ten (10) years and should be upstanding members of the society and may be non members of the ASSOCIATION.
Section 5: Vacancies:
5.1 When a vacancy on the EXECUTIVE exists, nominations for new members may be received from present EXECUTIVE members by the Secretary two weeks in advance of an EXECUTIVE meeting. These nominations shall be sent out to EXECUTIVE members with the regular EXECUTIVE meeting announcement, to be voted upon at the next EXECUTIVE meeting. Vacancies shall be filled only to the end of the particular EXECUTIVE member’s term.
Section 6: Resignation, Termination and Absences:
6.1 Resignation from the EXECUTIVE must be in writing and received by the Secretary. An EXECUTIVE member shall be dropped for excessive absences from the EXECUTIVE Meeting, if s/he has four (4) unexcused absences from EXECUTIVE meetings a year. An EXECUTIVE member shall be removed for other reasons by a three-forth (five members) vote of the remaining EXECUTIVE members.
Section 7: Special Meetings:
7.1 Special meetings of the EXECUTIVE shall be called upon the request of the Chair or one-third of the EXECUTIVE. The Secretary shall send out notices of special meetings to each EXECUTIVE member at least two weeks in advance.
Section 1: Members:
1.1 Membership of the PAST PUPILS ASSOCIATION shall be open to any individual who supports the purpose statement in Article I. Section 2. Continuing membership is contingent upon individuals being in good standing, subscribing to, and abiding by the By-laws of the PAST PUPILS ASSOCIATION.
Section 2: 2.1 Membership shall be granted upon the majority vote of the EXECUTIVE. Any person who possesses the qualifications for membership as outlined in Section 1 of the Article may become a candidate for membership in the PAST PUPILS ASSOCIATION by filing an application form for membership with the Executive Secretary. Each applicant for membership shall apply on the PAST PUPILS ASSOCIATION’s official application form, and which shall provide that the applicant(s) agrees to abide by these By-laws and the rules of the PAST PUPILS’ ASSOCIATION. All applicants shall be duly nominated and seconded by members in good standing. Affirmative votes of more than half of the total of present EXECUTIVE shall be required to elect an applicant provided a quorum as specified in Article 4, Section 4 of the By-laws is present.
Section 3: Classes of Members:
B. Honorary members
3.1 Regular membership is opened to all past students of Holy Cross College who are in good standing with the PAST PUPILS ASSOCIATION and who subscribe to the purpose of the PAST PUPILS ASSOCIATION. Regular members are entitled to one (1) vote and are eligible to hold office.
Honorary members (Advisors):
3.2 Honorary membership may be granted to any person who has contributed to the advancement of the PAST PUPILS ASSOCIATION or who is deemed to be outstanding in their field of professional endeavor by the EXECUTIVE. Nominations for Honorary Membership shall be made in writing to the EXECUTIVE by two (2) members in good standing, preceding the general meeting at which the final vote is taken. A two-third majority vote of a general meeting of members shall be required for election to Honorary Membership. An honorary member is not entitled to vote nor are they required to pay dues.
Section 4: Good Standing
4.1 Any member of the PAST PUPILS ASSOCIATION who is not under a final sentence of suspension or expulsion and whose dues are current shall be deemed a member in good standing of the PAST PUPILS ASSOCIATION.
Section 5: Dues:
5.1 The dues of the PAST PUPILS ASSOCIATION are as outlined in the PAST PUPILS Association’s official membership form and are payable upon acceptance to the PAST PUPILS ASSOCIATION.
Section 1: Annual Meetings:
1.1 The annual membership meeting of the PAST PUPILS ASSOCIATION shall be held on the _________ day of __________ each and every year except if such day shall be a legal holiday, then and in that event, the EXECUTIVE shall fix the date but it shall not be more than two (2) weeks from the date fixed by these By-laws.
Section 2: Special Meetings:
2.1 Special meetings shall be called by the President, the EXECUTIVE, or a simple majority of the EXECUTIVE. A petition signed by ten percent (10%) of the voting members may call a special meeting.
Section 3: Notice:
3.1 Notice of each meeting, including time and place, shall be given to each voting member by mail or email not less than ten (10) days before the meeting.
Section 4: Quorum:
4.1 The presence of not less than 33 % percent of the members shall constitute a quorum and shall be necessary to conduct the business of the PAST PUPILS ASSOCIATION; but a lesser percentage may adjourn the meeting for a period of not more than two (2) weeks from the date scheduled. A quorum as herein before set forth shall be required at any adjourned meeting.
VOTING NOMINATIONS & ELECTIONS
Section 1: Voting:
1.1 At the annual meeting or at special meetings of the PAST PUPILS ASSOCIATION voting shall be limited to those members in good standing who are present at the meeting. At all meetings, except for the election of Executive members, all votes shall be by secret ballot. Decisions at all meetings shall be made by simple majority vote of those present and in good standing, except where it is otherwise provided by the Bylaws, and shall be binding on the PAST PUPILS ASSOCIATION.
Section 2: Annual Elections:
2.1 For the election of members of the EXECUTIVE, elections shall be by ballot with one ballot accorded to each member in good standing per position voted on. At annual elections and any election for which ballots are used, the EXECUTIVE shall appoint a committee of three (3) persons who shall act as ‘Inspector of Election’ and who shall, at the conclusion of such balloting, certify in writing to the President the results and the certified copy shall be physically affixed in the minute book to the minutes of that meeting.
No inspector of election shall be a candidate for office or shall be personally interested in the question voted on.
Section 3: Nominations:
3.1 All nominations for elected positions shall be made verbally at the general meeting. The team of ‘Election Inspectors’ shall perform the functions of nominating committee and shall be responsible for receiving and processing nominations. Only members in good standing are eligible to be nominated as candidates for elections.
Section 1: Formation of Committees:
1.1 The EXECUTIVE may create committees as needed. However, there shall be seven (7) standing committees, namely: Finance & Audit, Strategic Planning; Education; Public Relations & Communications; Special Interest; Membership; Events. The EXECUTIVE shall have the right to revise the list of standing committees, as it may from time-to-time deem appropriate.
Section 2: Composition:
2.1 The EXECUTIVE shall appoint the chairs of all committees who shall be members of the EXECUTIVE. All members of committees shall be members in good standing at the time of their election or appointment and shall maintain such membership during their term of office.
RULES OF ORDER
1.1 Robert Rules of Order, Revised Edition shall govern the deliberations of the PAST PUPILS ASSOCIATION in all cases in which they are applicable and not in conflict with the PAST PUPILS ASSOCIATION By-laws. The Sports Marshall shall ensure that meetings are conducted following the parliamentary procedures contained in the Robert Rules of Order, Revised and the By-laws.
ORDER OF BUSINESS
Section 1: Format:
1.1 The order of business shall be as follows:
Call to Order
Reading and adoption of the minutes of the preceding meeting
Report of the EXECUTIVE
Report of Committees
Special & New Business
The EXECUTIVE reserves the right to vary the format of the Order of Business from time to time as it may deem fit.
1.1 The fiscal year of the PAST PUPILS ASSOCIATION shall be the calendar year.
1.1 These By-laws may be amended, repealed or added to, or new By-laws may be adopted at any meeting of the membership of the PAST PUPILS ASSOCIATION duly called for the said purpose by a two-thirds (2/3) vote of the voting members present and voting. The proposed changes, amendments and/or new By-laws shall be mailed to each member at least fourteen (14) days prior to the meeting at which the voting is to occur.