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Petersburg High School National Alumni Association ProposalExecutive Summary

PROPOSED ORGANIZATION MISSIONThe mission of the Petersburg High School National Alumni Association, Inc.(PHSNAA) will be to enhance the learning and development opportunities at ouralma mater for the next generation of students and to keep alumni connectedthrough social events/activities.PROPOSED ORGANIZATION PURPOSEThe 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 almamater and each other; and,4. Raise funds to support the main activities of the organization throughvehicles such membership dues, solicited and/or unsolicited donationsand 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 ACTIVITIESThe primary means of fundraising for the PHSNAA will be through the collectionof membership dues. The first graduation class from the new/integrated PHS wasin 1975. This means that there are thirty-three (33) graduation classes through2008.If just fifty (50) people from each class pay membership dues of $25/year, theorganization 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/donationswill be tax-deductible.These annual revenue estimates provide sufficient resources to fund the initialorganization programs. Potential fund raisers to raise additional funds include:golf tournaments, holiday/seasonal socials, special events (e.g. awardsceremonies, recognition dinners, etc.), etc.

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PROPOSED ORGANIZATION STRUCTUREThe PHSNAA shall be directed by a board of directors. The board of directors willconsist 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 moreefficiently; 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 bylaws3. Hold an organizational meetinga. Appoint directors and/or officersb. Adopt bylawsc. Set budget for fiscal year (recommending July 1 - June so" fiscalyear)d. Select a banke. Select a sealllogof. Take minutes and create records book4. Get Employer Identification Number (EIN) from IRS5. Apply for tax exemptions (federal 501c3 and state)6. Open bank account (have to wait for IRS paperwork to get nonprofit status)

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Petersburg High School National Alumni Association ProposalDraft By-Laws (work in progress)

ARTICLE 1:NAMEThe name of the organization will be the Petersburg High School (PHS) NationalAlumni Association.

ARTICLE 2: PURPOSESection 1: PurposeThe 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) todeserving PHS students;

C. Provide avenues for all PHS alumni to remain in contact with their almamater and each other; and,D. Raise funds to support the main activities of the organization throughvehicles such membership dues, solicited and/or unsolicited donationsand targeted fund raisers.ARTICLE 3: MEMBERSHIP

Section 1: MembershipThe 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 consideredassociate 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 upthe voting membership class. The dues schedule will be determined asnecessary by the Board of Directors. Voting members shall be eligible tovote in elections of the Association, serve on the Board of Directors, serveon committees of the Board, and hold office in the Association.ARTICLE 4: OFFICERS & BOARD OF DIRECTORS

Section 1: OfficersA. 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 officeshall begin on the first day of July and run through the last day of June twoyears later. There are no limits on the number of times an individual mayseek election to any office.PHSNAA Proposal, Page 3 of 5

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Section 2: Board of DirectorsA. The board of directors will consists of the four elected officers and fourelected 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 onthe 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 electionto any office.

Section 3: ElectionsElections will take place in May.Section 4: Fiscal YearThe fiscal year of the organization will be from July 1 to June 30.

ARTICLE 5: DUTIES OF OFFICERS AND DIRECTORSARTICLE 6: COMMITIEES

Section 1: Membership CommitteeSection 2: Reunions CommitteeSection 3: Communications CommitteeSection 4: Scholarship & Grants CommitteeSection 5: Audit CommitteeSection 6: General Committees (e.g. mentorship, career day, speaker's bureau,etc.)

ARTICLE 7: CLASS REPRESENTATIVESSection 1: RoleA. The role of the Class Representatives shall be to promotecommunications between the organization and the members of theirrespective classes.B. Class representatives shall correspond directly with all found members oftheir class at least once a year.C. Class representatives will update the Communication Committee withnames and addresses of classmatesSection 2: EligibilityA. Members interested in serving as representatives of their class will notifythe Vice President.

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B. The number of representatives per class will normally be two but classsize and distribution may necessitate two or more representativesSection 3: OversightA. 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 forclasses which have no active help, contact each Representative at leasttwice a year to encourage positive activity regarding search for non-activealumni, yearly newsletters to classmates in the directory, and sharingclassmate information with the newsletter editor

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