1. education
2. alumni and reunions

900 Daisy Bates Drive
Little Rock, Arkansas 72202
Founded 1877
NATIONAL ALUMNI ASSOCIATION
PHILANDER SMITH COLLEGE, Inc.
OPERATIONAL MANUAL
2012 Revision
of
Alumni Handbook
Dear Philander Smith College Alumni,
In 2010, National Alumni Association President Erma Williams appointed an ad hoc committee to
review the Alumni Handbook and determine what needed to be updated, added, deleted, or
remain in the document. The ad hoc committee, composed of the members listed below,
reviewed very carefully every page of the handbook and made the following major changes.
The first thing you will notice is that the name has changed. While some may feel that there is
little difference in the two terms handbook and manual, the committee feels that “Operational
Manual” better describes what we want the document to be. See our reasoning below.
•
The handbook is sometimes considered as a reference tool designed to be easily
consulted and provide quick answers on a certain subject. It is also sometimes seen as a
pocket reference that is intended to be carried at all times.
•
The Operational Manual, on the other hand, is seen as a more detailed reference to
serve as a guide for organizations such as ours. It provides information pertaining to the
duties and responsibilities for officers and members and approved methods of operation
and time frames. It also provides descriptions of activities and how they are to be
organized and managed.
Other significant changes are:
•
Added the current College logo. It was added for consistency since it is placed on all
college communications and publications: Letterhead, business cards, note pads, signs,
promotional and recruiting items.
•
Deleted some details regarding the establishment of the Association. The information in
the “Brief History” section outlines when the Association was incorporated and who was
involved in the process. It also gives some background information about the first charter.
Other details of the establishment are on file at the College and can be obtained upon
request.
•
Included current membership fees.
•
Added a map of the regional boundaries.
•
Included the July 2003 revision of the Constitution and By-Laws.
•
Placed the Constitution and By-laws at the back of the Operational Manual as a separate
document. The Constitution and By-Laws establish the broad structure and fundamental
principles of the Association and outline the rules and procedures. Therefore, they should
always be included in this manual.
We recommend that the manual be updated by the current president or his/her designee(s) as
frequently as changes occur.
i
Suggestions and proposed improvements are welcomed and should be sent to the President of
the National Alumni Association.
Sincerely,
THE AD HOC COMMITTEE
Herman L. Davis
Sandra Davis
Minnie G. Glover
Barbara Brock Jordan, Chairperson
Harry Roberson, Jr.
Shirley Tolefree, Proofreader
Lillie B. Tyler-Paddio
Erma L. Williams, ex-officio
ii
CONTENTS
Letter from the Ad Hoc Committee ------------------------------------------------ i-ii
The College Shield ------------------------------------------------------------------The College Seal --------------------------------------------------------------------The College Logo/Slogan/Tagline ------------------------------------------------The College Motto ------------------------------------------------------------------The College Presidents -------------------------------------------------------------The College Accreditations and Degrees------------------------------------------The College Song -------------------------------------------------------------------The College Hymn -------------------------------------------------------------------
4
4
4
5
5
5
5
5
The National Alumni Association -------------------------------------------------Purpose ----------------------------------------------------------------------------Brief History ------------------------------------------------------------------------
6
6
6-7
NAAPSC Operational Manual ------------------------------------------------------Introduction -----------------------------------------------------------------------Membership in the NAAPSC ------------------------------------------------------Organization Structure of the NAAPSC ------------------------------------------The Functions of the Alumni Chapter --------------------------------------------Forming a Philander Smith College Chapter ------------------------------------NAAPSC Relationship with the National Alumni Council (NAC) of the
United Negro College Fund, Inc. (UNCF) ----------------------------------------NAAPSC Funds and Scholarships -------------------------------------------------Guidelines for the National Convention -----------------------------------------Procedures for Handling Expenditures and Income -----------------------------
8
8
8-9
9
9-10
10-16
Appendix A, NAAPSC Officers, 2012-2014 ----------------------------------------Appendix B, Model Organization Structure of the NAAPSC ---------------------Appendix C, NAAPSC Regional Map -----------------------------------------------Appendix D, Official Membership Roster Form -----------------------------------Appendix E, At-Large Membership Form ------------------------------------------Appendix F, Life Membership Form ------------------------------------------------Appendix G, Application for a Charter ---------------------------------------------Appendix H, Muldrew Scholarship Application ------------------------------------Appendix I, NAAPSC Expense Voucher --------------------------------------------Appendix J, NAAPSC Voucher Register Form -------------------------------------Appendix K, NAAPSC Check Register Form ----------------------------------------
21-22
23
24
25
26
27
28
29-30
31
32
33
Constitution and By-Laws
iii
16
17-18
19
19-20
Our Symbols
THE COLLEGE SHIELD
The Cross symbolizes our Christian origin and Heritage.
The Hammer and Anvil indicate industry and hard work. These attributes were essential to the
Smiths when family names were of great significance.
The Rose is an emblem of Love. The word “Philander” is derived from the Greek word for Love.
The Lamp stands for learning and truth as expressed in the Legend.
The Open Book stands for Knowledge.
The Latin, “VERITAS EST LUX,” means “Truth is Light”.
The Shield reflects the heritage of all colleges/universities. It is used for ceremonies, and special
events. It first appeared in 1953 as part of the Honor System (then called the Coat of Arms).
THE COLLEGE SEAL
The Seal is a legal mark of the college with watermarks. It is used on official documents,
buildings and plaques. It first appeared in 1937.
THE COLLEGE LOGO/SLOGAN/TAG LINE
The Logo is placed on all communications and publications: Letterhead, business cards, note
pads, signs, promotional and recruiting items, etc. It first appeared around 2000.
The Slogan/Tag Line is a memorable phrase used to sum up the premise of the brand. It is brief
evocative, and implies what we do and what we stand for. It is different from the Motto.
4
THE COLLEGE MOTO
“Ye shall know the truth, and the truth shall make you free.”
THE COLLEGE PRESIDENTS
The Reverend Thomas Mason
The Reverend James M. Cox
The Reverend George C. Taylor
Dr. Marquis L. Harris
Dr. Roosevelt D. Crockett
Dr. Ernest T. Dixon
Dr. Walter R. Hazzard
Dr. Grant S. Shockley
Dr. Hazo W. Carter, Jr.
Dr. Myer L. Titus
Dr. Trudie Kibbe Reed
Dr. Walter F. Kimbrough
Dr. Johnnie Moore
1877-1896
1896-1924
1924-1936
1936-1960
1961-1964
1965-1969
1969-1979
1980-1983
1983-1987
1987-1998
1998-2004
2004-2012
2012-
ACCREDITATIONS AND DEGREES
North Central Association of Colleges and Schools
National Council for the Accreditation of Teacher Education
Association for Collegiate and Business Schools and Programs
Council on Social Work Education
Offers four degrees: the Bachelor of Arts, Bachelor of Science,
Bachelor of Business Administration, and the Bachelor of Social Work.
THE COLLEGE SONG
Dear Alma Mater, tried and true, We’ll win respect and love for you, We
Pledge our hearts to you each day. To do our best at work, at play.
Dear PSC, when from your fold We’ll lift the dear old green and gold; O’er
Alma Mater vigil keep, her high ideals we’ll strive to meet.
When college days are at an end, our hearts will ever toward you bend; With
loyalty We’ll always be a part of you, dear PSC.
THE COLLEGE HYMN
Philander Smith, oh how we love thy name.
Your rich tradition brought to you much fame.
Through years of service you have grown to be:
A place of wisdom, love, humility.
Philander Smith, when we are far away,
From your great teachings we will never stray.
You’ve giv’n a gift none other could ever give.
A wholesome and abundant life to live.
Philander Smith, your high ideals we’ll keep:
A Christian heart, and love for truth, we’ll seek:
We’ll know the Truth and it shall make us free;
Thy fruits shall grow through all eternity.
5
THE NATIONAL ALUMNI ASSOCIATION
PHILANDER SMITH COLLEGE, INC. (NAAPSC)
Purpose
The Purposes of the NAAPSC, as stated in the July 2003 revision of the Constitution and By-Laws,
are:
1. Promote the general welfare of Philander Smith College.
2. Promote close relationships among the Philander Smith College administration, faculty,
students, graduates, former students and supporters.
3. Promote, encourage and recruit students for enrollment in the College.
4. Encourage, support and enhance high educational standards at Philander Smith College.
5. Provide support services to Philander Smith College in accordance with its status as a
nonprofit organization.
6. Provide support to the United Negro College Fund and its affiliate, the National Alumni
Council in accordance with its status as a nonprofit organization.
Brief History*:
“There are records suggesting that efforts to organize a National Alumni Association dates back
to 1897 (National Alumni Association Bulletin No. 6, December 1979).
“The Philanderian, a quarterly review edited by the faculty, students and alumni of Philander
Smith College, published in its December issue of 1938 that the Chicago Chapter was interested
in organizing a National Alumni Association 41 years ago.
“In 1938, there were two alumni chapters, Little Rock and Chicago.
“It is possible that the groundwork was laid in 1955 for our present association; however, we do
know that the framer of our modern constitution met December 30, 1956.
“It is believed that the first Charter was issued to the Little Rock Chapter on March 2, 1967.
“The NAAPSC was duly incorporated on April 15, 1974, under the presidency of Robert Nelson.
“The principal office or place of business was located at Philander Smith College, 812 West
Thirteenth (renamed 900 Daisy Bates Drive), Little Rock, Pulaski County, Arkansas.”
The resident agent for the Corporation was Willie Mae Shockley. The initial Board of Directors
(since renamed Executive Board) consisted of seven persons. Members of the initial Board were:
Richard King, Robert Nelson, Lavada Mason, Henrietta H. Torrence, Allene W. Oliver, B.H.
Muldrew, and Willie Mae Shockley.
6
“The incorporators were: Robert Nelson, Lavada Mason, Henrietta H. Torrence, Allene W. Oliver,
and Willie Mae Shockley.
“The Articles of Incorporation were signed on April 15, 1974, in the presence of Aubrey Taylor,
Notary Public. The document was prepared by John M. Bilheimer, Attorney at Law.”
The Association was not granted tax exemption until 1999. This was accomplished largely
through the efforts of Herman Davis, Treasurer of the NAAPSC at that time. This exemption
continues in force with the Internal Revenue as of this date.
*Historical information listed above, with the exception of taxation exemption, was taken from
the NAAPSC Alumni Handbook revised 1994.
7
THE ALUMNI ASSOCIATION OPERATIONAL MANUAL
Introduction:
This manual provides information pertinent to the operations of the NAAPSC. It has been
prepared specifically for use by the following:
•
•
•
•
•
•
Organized alumni chapters.
Alumni seeking to organize chapters.
Alumni seeking to revitalize or reactivate their chapters.
National Alumni Association Officers.
NAAPSC Committee Chairs.
Other members of the Association as designated by the NAAPSC President.
Membership in the NAAPSC:
Membership in the NAAPSC: (Regular, At-Large, Life, Associate and Honorary)
•
•
•
•
Regular Membership
At-Large Membership
Life Membership
Associate Membership
$ 50.00
$ 55.00
$1,000.00
$ 50.00
Any graduate, former student or associate of the College may become a member of the National
Alumni Association by paying the prescribed dues set by the association for the following
memberships. (See Membership Applications, Appendices D, E and F.)
Regular Membership
Any graduate, former student, or associate who wishes to be become affiliated with a local
chapter, may become a Regular Member by paying both the prescribed national and local dues
through that chapter.
•
National Dues
The local chapter must submit membership dues to the financial secretary no later than
January 31, using Appendix D, the Official Membership Roster form. The current rate for
each member is listed above.
Each local chapter must also remit to the financial secretary an annual chapter renewal
fee of $20 along with the Official Membership Roster by January 31.
•
Local Dues
In addition to paying dues to the National Alumni Association, members are also required
to pay dues to the local chapter. The amount is to be determined by the local chapter,
and these dues stay with the chapter.
At-Large Membership
Any graduates, former student or associate that is not affiliated with a chapter may become an
8
At-Large Member by paying the prescribed dues directly to the financial secretary no later than
January 31. The current rate for the At-Large Member is listed above.
Life Membership
Any graduate, former student or associate may become a Life Member of the NAAPSC by paying
a one-time fee of $1,000.00. Payment for the Life Membership dues may be paid in three years.
The initial payment is $250.00 with the remaining balance of $750.00 to be paid over the next
three years. The Life Membership Application, Appendix F, should be completed and sent to the
Financial Secretary at the time of the first installment. Upon completion of the installment
payment plan, a life membership certificate and a permanent life membership card will be issued
to the member.
Associate Member
Any person ascribing to the goals and philosophy of the Association may become an Associate
member upon fulfillment of financial obligations.
Honorary Member
Anyone selected by The Association for acceptance and designation as Honorary.
Organizational Structure of the NAAPSC
The officers of the Association are the President, Vice President, Recording Secretary. Financial
Secretary, and Treasurer. The names and addresses of the 2012-2014 officers can be found in
Appendix A.
As of January 1, 2010, four regions have been organized and functioning as cooperating units of
the NAAPSC. The President of each region is appointed by the President of the NAAPSC at the
beginning of his/her term of office. Regional designations include Far West, Midwest, Central
American, and Eastern. (See Regional Map, Appendix C.)
The duties and responsibilities of all officers and committee members are located in Constitution
and By-Laws, pages 5-8, which is included as a separate document in this manual.
As of January 1, 2012, nineteen chapters are affiliated with the NAAPC. Chapter presidents are
elected by local alumni. The purpose, function and responsibility of the chapter are listed below.
A model of the organizational structure of the NAAPSC can be found in Appendix B.
The Functions of the Alumni Chapter:
The fundamental purpose of a National Alumni Chapter is to organize graduates and former
students, who reside in a city or in close proximity, into a unified body affiliated with the National
Alumni Association. It is the vehicle which fosters the advancement of the College and programs
which directly influence higher education. Efforts and services rendered in the name of a
Philander Smith College Alumni Chapter strengthen the image of the College, in a particular local
community.
9
An alumni chapter networks between the College, its former students, and a particular
community. It functions as a cohesive bond bringing all these elements together to achieve a
common goal. Chapters network with the NAAPSC through the Regional President, but may also
network directly with the NAAPSC.
The Alumni Affairs Office and the National Alumni Association will work in concert to generate
more support among alumni, to organize new chapters, to revitalize inactive chapters and to
support active chapters.
An alumni chapter may establish such specific objectives as:
•
Providing a medium through which former students and graduates may communicate
with each other.
•
Assisting alumni in keeping abreast of recent developments, policies, programs, and
progress of Philander Smith College.
•
Promoting increased involvement on the part of the alumni in academic cultural, and
student activities at Philander Smith College.
•
Coordinating programs to recruit students who demonstrate potential for high academic
achievement.
•
Assisting the Alumni Affairs Office at the College in locating and maintaining current
alumni names, addresses and careers.
•
Supporting the Alumni fund-raising activities.
•
Generating interest and attendance at special college activities such as Commencement,
Founder’s Day, athletic events, important social and civic events that involve Alumni.
•
Assisting the College in cultivating support from United Methodist Churches, special
foundations, and businesses.
•
Helping Philander Smith College to achieve its desired goals. As individual alumni
chapters progress, other worthwhile purposes may develop. Chapter leadership should
be cognizant of local talents, interests, and needs as it relates to formulating and
responding to alumni chapter purposes.
•
Providing financial support to the college administration when necessary for scholarship
aid and operational expenses to the college.
Forming a Philander Smith College Alumni Chapter: (See Appendix G)
A Philander Smith College Alumni Chapter may be organized by:
•
Five (5) or more individuals may establish an alumni chapter. Three (3) of the five (5)
must be graduates of Philander Smith College.
•
The Alumni Affairs Office deciding that a chapter would be beneficial to the College in a
certain area providing there is enough potential membership in the area.
10
Whether the initiative originates from the alumni of the College, the initial organizing steps must
be taken by the alumni. The Alumni Affairs Office is always willing to render assistance to the
interested group.
National Alumni Affairs Office Responsibility:
When a group of at least five (5) alumni and associates want to organize a chapter, the Alumni
Affairs will:
•
Provide a list of names and addresses of all known alumni in the area.
•
Provide copies of the Alumni Operational Manual, a sample chapter constitution with
sample program suggestions, and a copy of the National Constitution.
•
Send a representative of the Alumni Affairs Office to assist the organizational meeting, if
the Regional President or National President is not available.
•
Provide any other available information which the group requests and deems necessary
in the initial organization stages.
Local Alumni Group Responsibility:
The Alumni Affairs Office recommends that the following steps be taken by a group seeking to
establish a new chapter or to reactivate a chapter.
Secure from the Alumni Affairs Office:
•
A list of names and addresses of alumni residing in the area.
•
Several copies of the Philander Smith College, Alumni Operational Manual.
•
Suggestions and information from persons who might be willing to assist with the
organization of the chapter or from whose experience the group will profit.
•
Information concerning efforts of a chapter organized in the area and the names of
former officers and members.
Organize a Steering Committee Meeting:
•
All Alumni in the area should be invited to this meeting. A representative of the Alumni
Affairs Office should be invited to attend this meeting. Where there are a limited number
of alumni residing in an area, distance should be considered. This meeting may also
serve as the Organizational Meeting.
•
A temporary chairperson should be elected until regular chapter officers are elected.
•
The temporary chairperson should appoint:
1. A Nominating Committee to prepare a slate of officers to be presented at the
Organizational Meeting. A Constitution and By-Laws Committee to prepare a
basic form of organization for the chapter.
11
2. Other persons to assume responsibility of arranging the initial meeting and its
related chores.
•
Decide upon a date, place, and time for the Organizational Meeting
Conduct an Organizational Meeting:
•
Review briefly the purpose of an alumni chapter.
•
Introduce the chairman of the temporary Nominating Committee and hear the
committee’s report. After the slate has been presented, nominations may come from the
floor.
•
Elect new chapter officers.
•
Present the constitution prepared by the Constitution and By-Laws Committee and vote
on it.
•
Obtain names of alumni willing to serve on chapter committees.
•
Discuss chapter program budget and determine chapter dues.
•
Allow sufficient time for fellowship period.
•
Send the names, addresses, national dues and charter fees to the financial secretary.
Follow up the Organizational Meeting:
•
Send a report of the Organizational Meeting to the Alumni Affairs Office and the National
Alumni President. Include names of officers and copy of adopted chapter constitution.
•
Send a brief report of the chapter’s Organizational Meeting to the area alumni who were
unable to attend the first meeting.
•
Give coverage of the proceedings to the local newspapers.
Proceed now as an organized alumni chapter.
Role of Elected Chapter Officers and Committees
The effectiveness of your chapter program depends on you, the elected officers. Your selection
is an indication of the confidence the alumni have in your leadership and guidance. The
resourcefulness and vigor displayed by your members in attaining chapter goals will be in
proportion to the quality of your success in assuming your designated responsibilities.
Some duties of the elected officer are cited below. However, based on the talents and resources
in your chapter, you may add others to your chapter constitution.
Elected Chapter Officers
President
•
Presides at all chapter and executive committee meetings.
12
•
Is an ex-officio member of all committees, advising and encouraging, but not
encroaching upon their responsibilities.
•
Assumes responsibility for the success of each activity and project the club undertakes.
•
Represents the chapter at designated National Alumni Association Conventions or special
activities.
•
Represents the College within local area when necessary.
•
Compiles promptly with requests from the National Officers and Alumni Office for
information about chapter affairs.
•
Cultivates new members for the chapter.
•
Keeps the chapter membership informed of important institutional developments and
National Alumni Association affairs.
•
Acts as hostess to special guests of the chapter.
•
Nurtures new leadership within the chapter and seeks to encourage widespread
involvement.
•
Prepares an annual report of the chapter’s program and sends a copy to the National
Alumni President at the end of each calendar year.
Vice President
•
Performs the duties of the president in his/her absence.
•
Assists the president in fulfillment of his/her duties.
•
Executes any other assignments given to him/her by the president. (The vice president
is often asked to assume the chairmanship of standing or special committee, usually
fundraising, program, or membership.)
•
Helps the president prepare the chapter’s annual report.
Recording Secretary
•
Takes the minutes of all chapter and executive committee meetings to be maintained as
a permanent record which can be passed on and referred to for future reference.
•
Compiles committee and individual reports.
•
Maintains and updates chapter roster.
•
Assists the Membership Committee’s fundraising solicitations.
•
Informs the Alumni Affairs Office of any newsworthy chapter events or membership
achievements.
13
•
Sends list of new officers and members to the National President, Financial Secretary,
Regional President and Alumni Affairs Office. (See Application for a Local Chapter of
NAAPSC, Appendix G.)
Financial Secretary
•
Assists the Membership Committee in fundraising solicitation by maintaining accurate
records of the membership’s contributions.
•
Coordinates the distribution of membership cards with the corresponding secretary.
•
Receives all monies belonging to the chapter and make permanent records of all financial
transactions.
•
Presents a monthly financial statement with the treasurer’s report.
•
Maintains an accurate record of the complete (dues, contributions and donations)
financial standing of each member.
•
Provides the recording secretary with a complete list of financial members in the chapter.
Treasurer
•
Receives the chapter funds; writes checks for the financial obligations of the chapter, and
keep an accurate permanent record of all financial transactions.
•
Coordinates, with appropriate officers, the distribution of membership cards upon receipt
from the National Financial Secretary.
•
Presents quarterly financial reports.
•
Signs, with the president, all written financial obligations and contracts, including
vouchers for disbursement of chapter funds.
•
Arranges annual audit of financial records and present results to chapter in the annual
report.
Other officers include the Corresponding Secretary, Chaplain, Parliamentarian, and Sergeant-atArms.
Chapter Committees
The alumni chapter should have various standing committees. The number, size and types of
committees will be determined by the purposes and scope of the chapter’s annual program.
While distributing the workload among chapter members, committees also serve to provide
opportunities for members to work with each other and make a contribution to the success of the
chapter.
The constitution of the chapter usually indicates the standing committees and authorizes their
appointment by the president or executive committee. In some cases, the chairpersons are
permitted to name other members for their respective committee.
14
Some of the traditional standing committees and their responsibilities are:
Membership Committee
•
Conducts an annual membership drive.
•
Contacts alumni moving into the area and acquaints them with the chapter program.
The Alumni Affairs Office will notify the chapter president of alumni moving into his/her
respective area.
•
Assists the corresponding secretary in keeping a current list of active chapter members.
•
Prepares written notices and publicity of upcoming meetings or special events.
•
Organizes a telephone committee for chapter members.
Program Committee
•
Shares with executive committee the responsibility of planning the total year’s program.
•
Appoints a committee member to take charge of a program for each meeting.
•
Arranges the entertainment, special activity, physical facilities, and necessary equipment.
•
Selects, when the occasion demands program, speakers, toastmasters, masters of
ceremonies, music, etc.
•
Provides a place on the program or agenda for the introduction of new members.
•
Designates a member of the committee to act as hostess at each meeting in the absence
of a hospitality committee or hostess grouping.
Recruitment Committee
•
Arranges special recruitment activities in the area high schools, churches, youth
organizations, etc., for colleges or chapter representatives; distributes posters and
publications.
•
Plans chapter recruitment programs to acquaint area youth with Philander Smith College.
In some cases, College Day Fairs may be planned which include representatives from
other Black colleges.
•
Coordinates small and large group visitations to the College with the assistance of the
Admissions and Recruitment Offices.
•
Arranges activities for the parents of prospective Philander Smith College students to
acquaint them with its policies and programs.
•
Maintains close contact with college Admissions and Recruitment personnel; keeps
updated college publications in supply.
•
Informs the Admissions and Recruitment Offices of prospective student pools in the area.
15
•
Sends a current listing of high school counselors to the Recruitment Office.
•
Coordinates local alumni recruitment workshops for chapter members. A representative
from the College may be invited to assist in this endeavor.
Publicity Committee
•
Establishes working relationship with appropriate newspaper editors and broadcast
personnel; invites them to newsworthy events.
•
Arranges for publicity prior to and following the chapter meetings or special events.
•
Arranges for pictures to be taken in advance and/or during the chapter activity.
•
Contacts the Alumni Affairs Office regarding information and pictures of college and
National Alumni Association speakers which are required for advance publicity.
•
Publicizes not only chapter activities, but news of chapter member achievements and
honors
•
Sends copies of information to the Alumni Affairs Office for publication in The
Philanderian.
NAAPSC Relationship with the National Alumni Council (NAC) of the
United Negro College Fund, Inc. (UNCF)
The NAC is a UNCF sponsored organization of concerned graduates, current students and
individuals who want to advance the cause of black higher education. Its mission is to support,
promote, influence and strengthen Historically Black Colleges and Universities. NAC endeavors
to accomplish this mission by:
•
•
•
•
•
Raising funds for UNCF member colleges and universities.
Recruiting students for UNCF member institutions.
Encouraging cooperation among black alumni groups and friends of black higher
education.
Providing a national forum for educational issues.
Stimulating public awareness and interest in Historically Black Colleges and Universities.
NAAPSC through its affiliation with NAC works to cultivate and build an alumni support base for
UNCF. This is accomplished by encouraging alumni to support local programs of UNCF InterAlumni Councils throughout the country. In areas where there is no Inter-Alumni Council, alumni
are encouraged to support programs of UNCF Area Offices.
NAAPSC has been a member of NAC in good standing since its found in 1946. To remain in good
standing, annual membership dues are required. Business of the organization is conducted at
the annual conference and board meetings. Throughout the years, members of NAAPSC have
played active roles in the governance of NAC. Philander Smith College is the recipient of an
annual grant and special stipends from UNCF.
For information on UNCF Area Offices and Inter-Alumni Councils, please access:
www.uncf.org.
16
National Alumni Association Funds and Scholarships:
The Funds and Scholarships
Alumni Endowment Fund
The first large scale fund-raiser of NAAPSC (the “Association”) came under the leadership of Mr.
Richard King in 1975. The goal was to raise $500,000 over a period of four (4) years that could
be used to make annual contributions to the College from the earnings of the Endowment
Funds. Members were challenged to make pledges and contribution to the Fund to be paid over
a period of four (4) years.
In accordance with the By-Laws of the Association, a resolution was approved on March 8, 1975,
that allowed for the establishment of the NAAPSC Endowment Fund. The National Treasurer was
empowered to open a separate interest bearing account at a bank for the Endowment Funds.
Subsequent amendments to the resolution now allow the Treasurer to invest the Funds in other
marketable investment type instruments to include stocks, bonds and government securities.
Objective/Purpose:
To raise funds that can be invested and the earnings can be used to make annual contributions
to the College.
Plan:
To have each member of the Association donate $100.00 annually to
the fund.
The Committee:
The NAAPSC Endowment Fund is operated under the control of the elected officials of the
Associations with duties and responsibilities assigned to the Endowment Committee and the
Finance Committee. The combined Endowment Committee and Finance Committee shall consist
of no less than three (3) financial members of the Association to include the Treasurer, and
no more than five f (5) financial members, including the Treasurer, that are in good standing
with the Association. The National President can serve as a non-voting member of the combined
committees.
Duties and Responsibilities of the Combined Committee:
The Endowment Committee will report directly to the Executive Board of the NAAPSC and meet
annually at the National Convention, when in session. This committee will also:
•
•
•
•
Report the status of the endowment fund.
Make recommendations for increasing contributions to the fund.
Determine and report proposed investments that will place the funds at risk.
Review and recommend investment options to the National Convention for approval.
Powers:
The National Convention reserves all powers relating to the administration of the Endowment
Funds.
17
B. H. Muldrew Scholarship Fund
The B. H. Muldrew Scholarship was initiated by the Midwest Region of the National Alumni
Association of Philander Smith College in 1976 during the National Convention in memory of its
recently deceased member whose name the Scholarship bears. Mr. Muldrew served as National
Coordinator of Alumni Affairs and was an outstanding contributor to the Association.
Subsequently, he was recognized by alumni nationwide and they joined the Midwest Region in
support of this scholarship.
Any student in the nation who has a high school grade point average (GPA) of 3.0 or higher, and
who will enter Philander Smith College as a freshman, may apply for the scholarship. The
scholarship is a four-year full-tuition award; renewable each semester as long as the recipient
maintains a 3.0 GPA; is enrolled for a minimum of 12 semester hours and is in good standing
with the college. This scholarship is not available to a student who is currently receiving
assistance from another scholarship.
At the 2010 National Convention, the decision was made to transfer the responsibility of selecting
the scholarship recipient to the Vice President for Enrollment and Financial Aid, Philander Smith
College, 900 Daisy Bates Drive, Little Rock, AR 72202
To obtain a B.H. Muldrew Scholarship application, contact one of the following staff at Philander
Smith College.
Director of Alumni Affairs
Vice President for Enrollment and Financial Aid
Chairperson Scholarship Committee
How to Apply
See Scholarship Application form, Appendix H
The Versie Winstead Scholarship
The Versie Winstead Scholarship was established in 1986 by Mrs. Versie Winstead with a
$10,000.00 donation. It was financed by Mr. and Mrs. Homer Winstead of Little Rock, Arkansas.
It is named for Mrs. Versie Winstead, an efficient, hardworking and devoted member of the
Greater Little Rock Chapter of the National Alumni Association. “I wanted to offer an incentive for
some of the better (academic) students to enroll at Philander Smith College,” Mrs. Winstead said.
She saw the scholarship as a systematic means of “giving back” to her Alma Mater.
In 2008, the Administrator of the Estate of Mrs. Versie Winstead relinquished the funding and
management of the scholarship to the National Alumni Association of Philander Smith College. At
that time the Scholarship fund had increased to about $21,000.00.
During the 2010 National Convention, the Association voted to participate in the Renaissances
100 Scholarship Fund via the Winstead Scholarship. This decision was made due to a lack of
students applying for the scholarship. The goal of the Renaissances 100 Program is to secure
scholarships (full ride, full tuition, half tuition, and grants) for 100 incoming students who have
been identified as embodying the qualities of “Philanderians of old”. Students, who will through
their ambitious pursuit of academic excellence, take the college to new educational heights. The
National Alumni Association will fund, from Mrs. Winstead’s Scholarship, a $2,500 grant for the
Renaissances 100 Scholarship Program. This grant will be administered by the Office of
Institutional Advancement, Philander Smith College.
18
Guidelines for National Conventions:
The National Convention is held annually in March unless otherwise ordered by the Executive
Board.
•
Conference dates for the immediate following year will be provided prior to close of
present conference.
•
Host chapter/ convention committee will furnish the name of general chairperson to
National President by November 1.
•
A list of conference committees, conference budget and tentative plans will be furnished
to the National President and the Director of Alumni Affairs by host chapter/chairperson
of convention by December 1.
•
Conference program participants shall be confirmed at least 60 days prior to conference.
•
Tentative agenda shall be forwarded to Executive Board no later than 90 days prior to
convention.
•
Registration materials shall be forwarded to members of the Executive Board and all
members of the NAAPSC no later than 90 days prior to conference.
•
Complimentary registration shall be provided to the College President and spouse (also
two students when feasible).
•
The host chapter/chairperson of convention shall furnish a complete report of all phases
of the conference, including names and addresses of registrants to the Executive Board
within 90 days of the conference adjournment.
•
Plans shall not be finalized (contracts signed, speakers confirmed, etc.) until approved by
National President.
NAAPSC Procedure for Handling Expenditures and Income:
The following procedures will be used for all expenditures and income of the NAAPSC:
•
Requests for payment of invoices or reimbursement for expenses paid will be made using
the four part voucher form of the NAAPSC (See Appendix I) and submitted first to the
NAAPSC National President with invoices/receipts. After the voucher is approved by the
president, the entire package is forwarded to the financial secretary.
•
The financial secretary will record the voucher in the voucher register, sign and date the
voucher, retain the receipts and send all four copies of the voucher to the treasurer.
•
Upon receipt of the voucher, the treasurer will prepare and sign the check and distribute
the voucher copies as follows:
1. Yellow copy to the financial secretary.
2. Pink copy to the president.
3. Gold copy with check attached to it, sent to the president for her/his
check execution.
19
4. White copy retained by the treasurer.
•
The president and financial secretary will maintain a voucher register. (See Appendix J.)
•
The financial secretary will maintain an income receipt register (See Appendix K) for
balancing with the treasurer. All income of the NAAPSC will first be sent to the financial
secretary and thereafter to the treasurer for deposit in the appropriate bank account.
•
Elected national officers, regional presidents, committee chairs and the director of alumni
affairs requesting reimbursement for various authorized expenditures or requesting
payment for invoiced expenses, must submit a voucher to the president for approval.
The president will review the voucher for approval and forward it to the financial
secretary for recording.
•
Each financial officer will prepare a report for the National President to be reviewed and
approved for presentation at the annual NAAPC Convention. This report is due each year
30 days after the end of the NAAPSC fiscal year (December 31)
The voucher form can be obtained by contacting the Office of Alumni Affairs or the National
Alumni President.
20
APPENDIX A
21
APPENDIX A
22
APPENDIX C
24
APPENDIX D
25
APPENDIX E
NATIONAL ALUMNI ASSOCIATION
PHILANDER SMITH COLLEGE
OFFICIAL AT-LARGE MEMBERSHIP ROSTER
(Please use this form to remit at-large dues)
Region ___________________________________________________________
(See NAA Regions Listed below)
Name ______________________________________
Class _______________
Address___________________________________________________________
City______________________State______________________Zip Code_______
Telephone ________________________________ E-Mail __________________
Philander Smith College National Alumni Association Regions
Far West
Alaska
Arizona
California
Colorado
Hawaii
Idaho
Montana
Midwest
N. Mexico
Nevada
Oregon
Utah
Washington
Wyoming
Kansas
Kentucky
Illinois
Indiana
Iowa
Michigan
Central
Minnesota
Missouri
Nebraska
N. & S. Dakota
Ohio
Wisconsin
National Dues
• Regular Member
• At-Large Member
• Life Membership
Arkansas
Louisiana
Mississippi
Oklahoma
Tennessee
Texas
Eastern
Alabama
Connecticut
Delaware
District of Columbia
Florida
Georgia
Maine
Maryland
Massachusetts
N. Hampshire
New Jersey
New York
N. Carolina
Pennsylvania
Rhode Island
S. Carolina
Vermont
Virginia
West Virginia
- $50
(For alumni who belong to a chapter)
- $55
(For Alumni who do not belong to a chapter)
- $1,000
(Payment of the Life Membership dues may also be done in three installments over a period of
three years. The first installment must be for $250.00 with the remaining balance of $750.00 to
be paid over the next three years.)
All alumni dues must be mailed to the financial secretary by January 31.
Ms. Shirley J. Brown
8719 Ridgeway Court
Kansas City, MO 64138
26
APPENDIX F
LIFE MEMBERSHIP APPLICATION
NATIONAL ALUMNI ASSOCIATION
PHILANDER SMTIH COLLEGE, INC.
Date ________________
Applicant’s Full Name _________________________________________________
Applicant’s Current Street Address _______________________________________
City/State/Zip Code ___________________________________________________
Telephone Number/Home (
) __________________Work (
) _____________
Applicant’s Graduation/Month _____________ Date __________ Year __________
Applicants Graduate Chapter Affiliation ___________________________________
Payment Method:
____ Payment in Full $1,000.00
____ Extended Payment Plan Desired:
Payments(s) in _______One Year ______ Two Years ______ Three Years
Initial Payment of $250.00
Check Made Payable to NAAPSC, INC.
Application and Payment Mailed to Attention: Ms. Shirley Brown
8719 Ridgeway Court
Kansas City, MO 64138
Applicant’s Signature: _________________________________________________
************************INTEROFFICE USE ONLY**********************
Application Received ________________ Life Membership Eligibility Verified _________________
(Date)
Certificate Issued ______________ Life Membership Card # ___________ _______________
(Date)
Certificate and Membership Card Mailed/First Class ________ Certified __________ Other _______
Annual Fee Due to National Association $ _______
Original Form should be sent: Attn: Herman L. Davis, Chairman Life Membership
Committee, 405 Park Drive, Glenwood, IL. 60425 (773) 533-5208
27
APPENDIX G
PHILANDER SMITH COLLEGE
NATIONAL ALUMNI ASSOCIATION
DATE________________________
APPLICATION FOR A LOCAL CHAPTER IN THE NATIONAL
ALUMNI ASSOCIATION OF PHILANDER SMITH COLLEGE
We the undersigned, hereby make application as graduates and/or former students of
Philander Smith College, Little Rock, Arkansas, for a local chapter charter in the
National Alumni Association to be known as _________________________________
Name of Chapter
Located at _______________________________________, _____________________
City
State
Enclosed are the names and addresses of chapter members together with $20.00 Charter
fee as required.
NAME
ADDRESS
CITY
STATE
ZIP CODE
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
MAIL TWO (2) COPIES TO:
Financial Secretary
CHARTER FEE ENCLOSED $__________
SIGNED___________________________
28
APPENDIX H
Page 1 of 2
NATIONAL ALUMNI ASSOCIATION
PHILANDER SMITH COLLEGE
ACADEMIC SCHOLARSHIP APPLICATION
DEADLINE: JUNE 1,
B. H. Muldrew Scholarship
(Please type or Print)
Name_____________________________________ Age _________ Sex ___________
Current Address__________________________________________________________
Street
City
State
Zip
Permanent Address________________________________________________________
Street
Phone_____________
City
or _______________
Present
State
Zip
Student Classification ______________
Permanent
High School_____________________City___________State________ Grad. Date_____
H.S. Grade Point Avg.______ Intended Major__________________Minor____________
Career Objective____________________________________Expected Grad. Date_____
Plans for Enrolling in College: ____________Full Time __________________Part Time
Church Affilication________________________________________________________
Persons Living in Household:
Mother’s Name__________________________________Occupation________________
Father’s Name___________________________________ Occupation_______________
Guardian’s Name_________________________________ Occupation_______________
Number of Brothers/Sisters_____________________________ Ages________________
Others in Household___________________________________ ___________________
Name
Relationship
__________________________________ ___________________
Name
Relationship
29
Page 2 of 2
Annual Household Income $______________
In 200 to 500 words, on a separate sheet, identify your African American Hero and why
chosen. State also what contributions to your community or society you will make as a
result of completing your college education.
Honors, Awards, Scholarships, Certificates you have received during your High
School Career. (Attach separate sheet, if needed)
Name
Year
Name
Year
Name
Year
Non-Academic Activities (Attach separate sheet, if needed)
________________________________________________________________________
Organization
Position
Year
Organization
Position
Year
Organization
Position
Year
Please include with this application:
1. An official copy of your senior high school transcript.
2. Three letters of recommendation (high school counselor*, principal, teachers,
pastor, etc.)
(*Required Recommendation)
I certify that the information submitted is complete and accurate.
Signature_________________________________________Date_________________
Please mail the completed application to:
Vice President for Enrollment and Financial Aid
Philander Smith College
900 Daisy Bates Drive
Little Rock, AR 72202
30
APPENDIX I
NATIONAL ALUMNI ASSOCIATION, PHILANDER SMITH, INC.
EXPENSE VOUCHER
VOUCHER NO.__________DATE_______SUBMITTED BY____________________
PAYBLE TO:______________________________________________________
ADDRESS:_________________________________________________________
INCLUDE BRIEF EXPLANATION – ATTACH INVOICES & RECEIPTS
National President
National Vice President
National Treasurer
National Financial Secretary
National Record Secretary
Regional President
Alumni Affairs Director
Awards Committee
Scholarship Committee
Nominating Committee
Life Membership Committee
Executive Board
B.H. Muldrew Scholarship
Versie Winstead Scholarship
Convention Expenses
Office Expenses
Stationery & Printing
Fidelity Bond
NAC Dues
NPAC Convention Registration
Philanderian Newsletter
Alumni Affairs Postage
Alumni Operational Manual
Alumni Affairs Printing
Alumni Affairs Archives
Alumni Affairs Supplies
Miscellaneous Expenses
AMOUNT
TOTAL EXPENSE
Voucher Approved by:__________________________________________Date:___________
National Alumni President
Recorded at Register Page # ______by ____________________________Date:___________
National Financial Secretary
Check No. _________________________________Amount $ ______________
Date:_____________________
Paid
Approved by ______________________________________________, Treasurer
31
Date:_____________________
APPENDIX J
32
APPENDIX K
33
National Alumni Association,
Philander Smith College, Inc.
Constitution and By-Laws
Revised: July 2003
NATIONAL ALUMNI ASSOCIATION
PHILANDER SMITH COLLEGE, INC.
CONSTITUTION
ARTICLE I - NAME
The name of the organization shall be National Alumni Association Philander
Smith College, Inc., hereinafter referred to as “The Association.”
ARTICLE II – PURPOSE
The purposes of The Association shall be to:
1.
Promote the general welfare of Philander Smith College.
2.
Promote close relationships among the Philander Smith College
administration, faculty, students, graduates, former students and
supporters.
3.
Promote, encourage and recruit students for enrollment in the College.
4.
Encourage, support and enhance high educational standards at Philander
Smith College.
5.
Provide support services to Philander Smith College in accordance with its
status as a nonprofit organization.
6.
Provide support to the United Negro College Fund and its affiliate, the
National Alumni Council in accordance with its status as a nonprofit
organization.
ARTICLE III – GENERAL POWERS
The Association shall have the power to own, accept, acquire, mortgage and
dispose of real and personal property, and to obtain, invest and retain funds, advancing
the purpose stated in Article II of the Constitution.
The Association shall have the power to do any lawful act or thing reasonably
necessary or desirable for carrying out its purposes as stated in Article II of the
Constitution.
The Association shall have the power to do any lawful act or thing
reasonably necessary or desirable for protecting the lawful rights and interest of
its members in connection therewith.
2
ARTICLE IV – MEMBERSHIP
Section 1. Regular Member: Any graduate or former student of Philander Smith College
may become a regular member upon fulfillment of financial obligations. A Regular
member may be a chapter or at-large member. An at-large member is one who is not
affiliated with a chapter.
Section 2. Associate Member: Any person ascribing to the goals and philosophies of
The Association may become an associate member upon fulfillment of financial
obligations.
Section 3. Honorary Member: Any person selected by The Association for acceptance
and designation as Honorary.
Section 4. Life Member: Any person ascribing to the goals and philosophies of The
Association may become a life member upon payment of the Life Membership fee.
ARTICLE V – OFFICERS
Section 1. The Association officers shall be President, Vice President, Recording
Secretary, Financial Secretary, and Treasurer. The President shall appoint Region
Presidents.
Section 2. National officer shall be elected or appointed as provided in the By-Laws and
continue in office for two consecutive years or until their successors are elected or
appointed and installed.
Section 3. The elected national officers shall not serve more than two consecutive twoyear terms in the same office.
ARTICLE VI – EXECUTIVE BOARD
Section 1. The Executive Board shall consist of the President of all chapters, the elected
and appointed National Officers, the immediate past National President, the Director of
Alumni Affairs, and the Director of Alumni Affairs Emeritus. The President of the
College shall be an ex-officio member of the Executive Board.
Section 2. The Executive Board shall have power to act on and carry out the business of
The Association between national conventions. An Official report shall be made to the
General Body of such business at the next convention.
Section 3. A majority of the members of the Executive Board shall constitute a quorum
for transactions of business.
Section 4. The Executive Board, at different intervals, shall support the Director of
Alumni Affairs and the President of the College with the circulation of a news
3
publication that will cover such matters as may be of interest to alumni, friends and
supporters.
ARTICLE VII – NATIONAL MEETINGS AND QUORUM
Section 1. The National Convention shall be held annually in March unless otherwise
ordered by the Executive Board.
Section 2. An official notice of the dates of the National Convention shall be mailed to
chapters and members by the person so designated by the President or the By-Laws, at
least 90 day prior thereto.
Section 3. A simple majority of the registered voting members at the National
Convention shall constitute a quorum.
ARTICLE VIII – COMMITTEES
The Standing Committees of The Association shall be: Nominations, Finance,
Distinguished Alumni, Budget, Audit, Life Membership, Resolutions, and Constitution
and By-Laws. The President shall appoint all members of committees, with the
concurrence of the Executive Board. The National President is an ex-officio member of
all committees, except the Nominations Committee.
ARTICLE IX – AMENDMENTS
Section 1. This Constitution may be amended at any National Convention by a majority
vote of the voting members, provided the proposed amendment is submitted in writing to
the Chairperson of the Constitution and By-Laws Committee, with a copy to the
Recording Secretary at least 90 days prior to the National Convention. Copies of the
proposed amendment shall be forwarded to each chapter 60 days prior to the National
Convention.
Section 2. Standing rules may be adopted, amended, or repealed at any National
Convention by a two-thirds vote of members. Proposed changes must be submitted to the
Chairperson of the Constitution and By-Laws Committee for dissemination to members
at least one day prior to action on any proposal.
4
NATIONAL ALUMNI ASSOCIATION
PHILANDER SMITH COLLEGE, INC.
BY-LAWS
ARTICLE I – MEMBERSHIP
Section 1. There shall be four classes of membership: Regular, Associate, Honorary, and
Life.
Section 2. A Regular Member is any graduate or former student of Philander Smith
College.
Section 3. An Associate Member is any person ascribing to the goals and philosophies of
The Association.
Section 4. An Honorary Member is any person selected by The Association for
acceptance and designation as Honorary.
Section 5. A Life Member is any person who pays the Life Membership fee to The
Association.
ARTICLE II – NATIONAL OFFICERS
Section 1. Pursuant to Article IV, Section 1 of the Constitution, the National Officers
shall be: President, Vice President, Recording Secretary, Financial Secretary, and
Treasurer, who are all elected by ballot of all financial alumni. The President shall
appoint the Parliamentarian annually at the opening session of the National Convention.
The President shall appoint Regional Presidents at the beginning of the two-year term of
office of the President.
Section 2. Each term of office shall be for two consecutive years. Elected officers shall
not hold the same office for more than two consecutive terms. In case of a vacancy prior
to expiration of a term, the President shall appoint a member to fill the vacancy until the
next election can be held.
Section 3. To be eligible for an office in The Association, a person must have been
financial and an active participant at national conventions for a period of two consecutive
years prior to nomination or appointment to office.
Section 4. Nominations for elected offices must be submitted to the Chairperson of the
Nominations Committee at least 60 days prior to the Convention.
ARTICLE III – DUTIES AND POWERS OF THE OFFICERS
Section 1. It shall be the duty of the President to preside at all meetings of The
5
Association. He/She shall perform the duties that are usually executed by the Chief
Executive Officer. He/She shall be Chairperson of and shall preside at all meetings of
the Executive Board. He/She shall appoint, with the approval of the Executive Board, the
chairperson and members of all committees of The Association. He/she shall fill any
vacancies on committees, except as otherwise provided for in the By-Laws. The
Association annual programs shall be under his/her direction, and he/she will assume
responsibility for the success of each project, including leadership development and
membership growth. He/she shall be an ex-officio member of all committees, except the
Nominations Committee. He/she shall approve all vouchers for payment of bills. He/she
shall be a member of the Executive Board.
Section 2. It shall be the duty of the Vice President to preside and otherwise act in the
absence of the President. He/she shall coordinate the work of the Finance Committee, the
National Alumni Endowment Fund and the B.H. Muldrew Scholarship Fund. He/she
shall report progress and recommendation to chapters and the National Body on fund
raising activities. He/shall be a member of the Executive Board.
Section 3. It shall be the duty of the Recording Secretary to keep proper minutes of the
meetings of The Association and the Executive Board. He/she shall be the official
custodian of records and official documents. He/she shall be a member of the Executive
Board.
Section 4. It shall be the duty of the Financial Secretary to receive all monies belonging
to The Association for forwarding to the Treasurer. He/she shall record vouchers for
payment of bills and mail all membership cards. He/she shall maintain a current roster of
all alumni members by chapters and all other members. He/she shall be a member of the
Executive Board.
Section 5. It shall be the duty of the Treasurer to deposit all monies in the bank in the
name of The Association. He/she shall pay all bills by check, after receiving vouchers
for same, which have been signed by the President and Financial Secretary. He/she shall
be a member of the Executive Board.
Section 6. It shall be the duty of the Parliamentarian to assist the presiding officer in the
interpretation of the Constitution and By-Laws of The Association. The Parliamentarian
shall also assist the presiding officer in the conducting of business and procedures, using
ROBERT’S RULES OF ORDER NEWLY REVISED.
Section 7. The duties of each Regional President shall be:
a. To develop and coordinate methodologies for increasing memberships in the chapters.
b. To establish new chapters.
c. To commend and recognize chapters for outstanding achievements.
D. To keep abreast of political climate and keep the region aware of political activities.
e. To provide a written report of activities to the National President 30 days prior to
National Convention.
6
f. To provide and present a report of regional activities at the National Convention.
g. To develop fundraising activities in the region.
h. To serve on the Executive Board.
Section 8. It shall be the duty of each officer to deliver to his/her successor all files,
supplies, and other materials in his/her possession 45 days after the close of the National
Convention.
ARTICLE IV – COMMITTEES
Section 1. The Constitution and By-Laws Committee shall consist of five (5) members.
This Committee shall propose necessary changes in the Constitution and By-Laws. The
Committee shall carefully examine proposed amendments to the Constitution and ByLaws from chapters and/or members and formulate all proposed changes for circulation
in accordance with Article IX of the Constitution.
Section 2. The Nominations Committee shall consist of five (5) members. This
Committee shall certify the credentials of all candidates (assisted by the Financial
Secretary and Treasurer) for office and prepare the official ballot of nominees for
circulation to members in good standing no later than 45 days prior to the National
Convention (Members in good standing are those who have paid dues by January 31).
Each member shall return the ballot to the Chairperson of the Committee in an envelope
with a postmark no later than seven (7) days prior to the opening of the National
Convention. The Chairperson shall transfer the unopened ballots to the Tellers
Committee at the National Convention for tabulating and reporting the results.
Section 3. The Budget Committee shall consist of five (5) members and shall recommend
the annual budget for The Association. Request for appropriations for the next year shall
be submitted to the Chairperson 45 days prior to the National Convention.
Section 4. The Audit Committee shall consist of five (5) members and shall be
responsible for auditing the financial records of The Association.
Section 5. The Finance Committee shall consist of five (5) members and shall be
responsible for suggestions and recommendations for maintenance and growth of the
various funds of The Association. These funds include the National Alumni Endowment
Fund, the B.H. Muldrew Scholarship Fund, the Life Membership Fund, and any other
funds established. This Committee shall be responsible for creating fund raising
activities while working cooperatively with the Regional Presidents.
Section 6. The Distinguished Alumni Committee, consisting of five (5) members, shall
evaluate the credentials of nominees in accordance with a system approved by the
Executive Board and select an award recipient.
7
Section 7. The Resolutions Committee, consisting of five (5) members, shall accept and
present all resolutions at the National Convention for consideration. Resolutions shall be
presented to the Chairperson the first day of the National Convention.
Section 8. The Life Membership Committee, consisting of five (5) members, shall
maintain records, files and enrollment data of Life Members. The Committee shall be
responsible for promotional activities and for providing Life Membership cards and
plaques to new members.
Section 9. The President shall establish committees, in addition to those listed in Article
VII of the Constitution, as necessary during or after the National Convention. One such
ad hoc committee is the Tellers Committee.
ARTICLE V - FINANCES
Section 1. The fiscal year of The Association shall be January 1 to December 31.
Section 2. All regular dues and assessment are due and payable to The Association by
January 31.
Section 3. The Life Membership fee may be paid at any time, and once paid, the
member’s dues to The Association are paid forever. The Life Membership fee may be
paid in a lump sum or in three installments over a three-year period.
Section 4. Each local chapter shall remit an annual charter renewal fee to the Financial
Secretary, payable to The Association, by January 31.
Section 5. Each member shall pay an annual membership fee by January 31.
Section 6. The Life Membership application and fee, payable to The Association, shall
be submitted to the Financial Secretary. The Financial Secretary shall forward the
application to the Chairperson of the Life Membership Committee and notify him/her of
all payments.
Section 7. Upon receipt of Life Membership fees from the Financial Secretary, the
Treasurer shall record and deposit the same into the Life Membership Fund Account.
Upon receipt of an approved voucher, the Treasurer shall transfer annually in January the
dues from the Life Membership Account to the General Fund Account for those life
members who were fully paid members at the end of the year. Dues for each life member
to be transferred shall be the amount approved by The Association for regular or at-large
members. The Life Membership fee shall be $1,000.
Section 8. In the event of the death of a life member before the transfer of all of the
membership fees to the General Fund, the remaining balance shall be donated to The
Association in January of the year following the member’s death.
8
Section 9. One hundred percent (100%) of the net income from the National Convention,
not to exceed $5,000 shall accrue to the benefit of The Association. All net income in
excess of $5,000 shall be distributed on a pro-rate basis: Sixty percent (60%) to the host
chapter and forty percent to The Association
Section 10. The Executive Board shall execute the Financial and administrative affairs of
The Association.
ARTICLE VI – CHAPTERS
Section 1. Five (5) or more individuals may establish an alumni chapter. Three (3) of the
five (5) must be graduates of Philander Smith College.
Section 2. The name of the chapter shall indicate its location.
Section 3. Local alumni chapters shall be charted by The Association to promote the
welfare and the progress of Philander Smith College and to support and fulfill the
purposes of The Association as listed in Article II of the Constitution.
Section 4. The Association shall provide a copy of the Constitution and By-Laws to each
local chapter and at-large member.
Section 5. Each chapter shall forward a current roster of officers and members to the
national President, Financial Secretary and Recording Secretary by January 31.
ARTICLE VII – REPORTS
Section 1. It shall be the responsibility of all National Officers and Committee
Chairpersons to submit annual written reports to the Recording Secretary of The
Association at the National Convention. Each chapter President shall provide a written
report to the Regional President 45 days prior to the National Convention. All National
Officers, Regional Presidents, and Committee Chairpersons (when required) shall submit
written reports to the National President 30 days prior to the National Convention. The
National President shall submit the reports to the Office of Alumni Affairs for
reproduction and distribution at the National Convention.
Section 2. It shall be the responsibility of each National Officer and Committee
Chairperson to present a brief oral report at the National Convention if requested by the
president officer.
ARTICLE VIII – RULES FOR THE NATIONAL CONVENTION
Section 1. Each registered members shall be entitled to one vote.
Section 2. A majority vote of the members shall be required for action on all convention
business unless otherwise stipulated in these By-Laws.
9
Section 3. The Host Chapter, within 45 days after the close of the convention, shall
balance the books relating to the convention and pay to the National Financial Secretary
the funds due The Association according to the formula stated in Article I, Section 5, of
these By-Laws.
ARTICLE IX – PARLIAMENTARY AUTHORITY
All matters provided for in the Constitution and By-Laws of The Association and
the conduct of all meetings and deliberations of The Association shall be governed by
ROBERT’S RULES OF ORDER NEWLY REVISED.
ARTICLE X – AMENDMENTS
These By-Laws may be amended in the same manner as provided in Article IX of the
Constitution.
10