Guidelines and Working Policies
Indiana Academy Alumni Association
(Revised and Voted October 13, 2007)

 

ARTICLE I.

Sec.  1 Description

The Indiana Academy Alumni Association is an association comprised of people who have been bound together by their connection with Indiana Academy (see below for membership requirements.) It is a supporting organization of the Indiana Conference of Seventh-day Adventists and of Indiana Academy and seeks to further the mission of that school.  It is a voluntary organization with no member, officer, or Director receiving remuneration.


Sec. 2 Purposes

The purposes for which the Association is formed are:
- To promote and provide support for quality secondary Seventh-day Adventist Christian education at Indiana Academy.
- To help foster a spiritual presence on the campus of Indiana Academy.
- To facilitate involvement and input of alumni by keeping alumni regularly,  fully and currently informed about the plans, issues, initiatives, prospects and  concerns at Indiana Academy.
-To raise money for needed projects at IA--which include worthy student, capital improvements, operating and academic programming and physical plant needs.
- To establish an endowment for worthy student, maintenance, tuition reduction, etc.
- To hold a yearly alumni weekend.
- To publish an alumni newsletter.
- To maintain an alumni mailing list.
- To be a voting member of the Indiana Conference
K-12 board through the Alumni Association representative.
- To develop and maintain archives of IAAA activities and Indiana Academy memorabilia.


ARTICLE II.


Sec. 1 Constituency:

The constituency of the Indiana Academy Alumni Association shall be:

  • - All persons who graduated from Indiana Academy.

  • - Others who attended (associate members).
    -
  • Former and current faculty and staff.
    -
  • Former pastors of the Cicero church.

  • - Or other interested parties who have been designated as Honorary Alumni by the Board of Directors of Indiana Academy Alumni Association.

 

Sec. 2 Meetings:

  • - At all meetings of the constituency the President of the Association or in absence of the President or an appointed chairman pro, the Vice-President, the Secretary, or the Treasurer, in that order of succession, shall preside.

  • - Regular meetings of the constituent members of the Association shall be called by the Board of Directors of the Indiana Association and be held annually during alumni homecoming on the campus of Indiana Academy.

  • - Special meetings of the constituent members may be called by majority vote of the Board of Directors.
    -
  • Meetings shall be conducted in accordance with General Conference Rules of Order.

 

Sec. 3 Quorum:

  • - A quorum of the constituency for the transaction of business at any regular business meeting held in conjunction with Alumni Weekend shall be ten (10).
  • - Any special meeting shall consist of not less than twenty-five (25) members of the constituency.
  • - Each member shall cast only his own vote and no votes cast by proxy shall be recognized.

  • - All members voting at the business meeting shall be dues paying members.

ARTICLE III.

Officers of the Association


Sec. 1 Elections:

The officers of the Association shall consist of:

  • - a President,
    -
  • a Vice-President,
    -
  • a Secretary,
    -
  • and a Treasurer. 

 

These officers may be elected only from graduate alumni of Indiana Academy.  All officers shall be elected by the members of the IAAA constituency during a business session.

Sec. 2 Duties:

  • - The officers of the Association shall serve as members of the Board of Directors.

  • - The Treasurer and such other officers as the Board of Directors may designate shall sign all checks for the Association.

 

Sec. 3 Tenure:

Officers shall hold office for one year or until their successors are duly appointed and enter upon their duties.

 

 

ARTICLE IV.


Board of Directors

Sec. 1  Membership

The members of the Indiana Academy Alumni Board of Directors will be comprised of Indiana Academy graduate alumni or associate alumni and be members of the Seventh-day Adventist church in good and regular standing.  Others, except Ex-Officio, may be persons who have attended Indiana Academy or who have been employed by said school or have been designated as honorary Alumni by the Board of Directors of Indiana Academy Alumni Association.


The board shall consist of eighteen (18) members:

  • - eight (8) elected members

  • - Newsletter editor

  • - Golf Chairman

  • - Past President

  • - IA Principal

  • - Historian

  • - the Development Coordinator for Education

  • - the President

  • - Vice-President
    -
  • Secretary
    -
  • and Treasurer


Voting for the eight (8) elected members shall be accomplished at the Alumni Weekend business meeting or any other duly called meeting.  All dues paying members of the Indiana Academy Alumni Association shall be eligible to vote. 

Invitees to the board (non-voting members) will be:

  • - others as deemed advisable by the Board of Directors.

 

At the first meeting of each new board, the board shall elect one of its members to serve as chairperson. Chairperson's term will be for one year and may be elected for no more than four consecutive terms. The President shall be responsible to make sure meeting is called and will lead in the selection of the chairperson.

Sec. 2 Tenure, Vacancies:

Members of the Board of Directors shall be elected for a four year term with one quarter being elected each year--providing continuity with the others remaining.

All member vacancies occurring between regular meetings shall be filled by the Alumni Board of Directors and those appointed will serve only until the next scheduled election.

Board members may be replaced if they miss three consecutive meetings.

No director may serve more than two consecutive four year terms.

Sec. 3 Meetings:

Regular meetings of the Board of Directors shall be held at least three (3) times a year with the Alumni business meeting being counted as one meeting.  The time and place shall be at the discretion of the officers of the Board of Directors.  Special or emergency meetings may be called by the President or at the request of any four (4) board members.  Board meetings may be conducted by teleconferencing.

Sec. 4 Quorum:

A quorum will be fixed at six (with the chair included in the count).

 


ARTICLE V.

                                
Powers and Responsibilities of the Board of Directors

It shall be the responsibility of the Indiana Academy Alumni Association Board of Directors:

  • - To provide for the operation of the Alumni Association in harmony with the teachings of the Seventh-day Adventist Church.

  • - To adopt annually an operating budget which provides sufficient funds for the efficient operation of the Association and to fund its various programs.

  • - To perform such other functions as is generally recognized to be the responsibility of an Alumni Association.

  • - To appoint a Communications Director, Sports Coordinator, and others as needed.

  • - Prospective slate of officers brought to the April meeting.

 

ARTICLE VI.

                                
Duties and Responsibilities of the Board Chairperson

The duties and responsibilities of the Board Chairperson are:

  • - To preside over all meetings of the Board of Directors.

  • - To call special meetings of the Board.

  • - To perform all acts and duties usually performed by an executive and presiding officer.

  • - To sign all such papers of the Association as he/she may be authorized or directed to sign by the Board of Directors- however, the Board of Directors may authorize another officer to sign all checks, and other instruments in writing on behalf of the Association.

  • - To perform such other duties as may be prescribed by the Board of Directors.

  • - To serve - or appoint a representative to serve - on the Indiana Conference K-12 Board as a representative of the Alumni Association.

 

ARTICLE VII.

                     
Duties and Responsibilities of the President

The duties and responsibilities of the President of the Association are:

  • - To serve on the board of directors.

  • - To plan and implement an annual homecoming alumni weekend.

  • - To provide necessary information and opening letter for alumni newsletter.

  • - To call the first meeting of the alumni board each year and direct in the choosing of the chairperson.

 

ARTICLE VIII.

                     
Duties and Responsibilities of the Vice President

The duties and responsibilities of the Vice President of the Association are to perform the duties of the President in the event of the absence or disability of the President.  If the President must leave office for whatever reason, the Vice President shall assume those responsibilities until the next alumni business meeting or duly called business meeting of the IAAA constituency.

Although it is not mandated, it is suggested that the Vice-President regularly be elected as the next President by the IAAA business meeting when it elects officers.

 

ARTICLE IX.


Duties and Responsibilities of the Secretary

The duties and responsibilities of the Secretary are:

- To keep a full and complete record of the proceedings of all regular and special meetings of the Alumni Association business meetings and meetings of the Board of Directors. Copies of these minutes are to be placed in the archives.

  • - To notify members of meetings.

  • - To perform such duties as normally required by the Board of Directors.

  • - Maintain archive of former newsletters.

  • - Prepare correspondence.
  •  

                                                                 
ARTICLE X.

Duties and Responsibilities of the Treasurer

The duties and responsibilities of the Treasurer are:

  • - To be accountable for all funds entrusted to the Association.

  • - To keep an accurate account of all receipts and expenditures pertaining to the operation of the Association.

  • - To submit a financial statement at each regular meeting of the Board of Directors and such other financial reports as may be requested by the President or Board of Directors.

  • - To keep a copy of reports in archives.

  • - To disburse funds in harmony with the accepted budgetary provisions or at the discretion of the Board of Directors of the Alumni Association.

  • - All money received by check, cash, etc. labeled to Indiana Academy Alumni Association will be recorded, receipted, deposited in the account of Indiana Academy Alumni Association, in a local banking institution, one which pays interest on the account balance.

  • - To make available all records for an audit by duly authorized persons (i.e., Indiana Academy Alumni Association Board of Directors, state, federal, local conference, or general conference).

 

ARTICLE XI.

Dissolution

In the event of the dissolution of this Association, all assets remaining after all claims have been satisfied shall be transferred to the Indiana Conference Association of Seventh-day Adventists to be used for educational purposes in Indiana.  Exception - the documents/ pictures/ register/ banners/Alumni Register and/or the general contents of the Archives.  These artifacts shall be transferred to the custody of an ad hoc committee appointed by the Indiana Academy Alumni Association Board of Directors.

                                                                
ARTICLE XII.

Changes of Working Policies

These working policies may be altered, amended, repealed, or suspended, in whole or in part, by a two third vote of those present at any regular meeting of the constituency or at a special meeting where notice of the proposal to alter, amend, repeal or suspend has been announced in the call and notice of such meeting.

                                                               
ARTICLE XIII.

                                                                
Indemnification

The Association, Indiana Academy, and the Indiana Conference shall indemnify any person who is serving or has served as a director or officer of the Association (and his/her executor, administrator, and heirs) against all reasonable expenses (including, but not limited to Judgements, costs and legal fees) actually and necessarily incurred by him/her in connection with the defense if any litigation, action, suit, or proceeding, civil, criminal or administrative, to which he/she may have been made a party by reason of being or having been an officer or board member of the Association, except he/she shall have no right to indemnification for matters in which he/she has been adjudged liable to the Association for negligence or misconduct in the performance of his/her duties.


The right of indemnification shall be in addition to, and not exclusive of, all other rights to which such an officer or board member may be entitled. Copies of the minutes of all Alumni Association business meetings and board meetings will be sent to the Indiana Conference for inclusion in the minutes of the Indiana Conference K- 12 board in order to guarantee said indemnification.