By-Laws of The Hilton Head Preparatory School Alumni Association

Article I Name and Purpose

Section 1.01 Name

This organization shall be known as the Hilton Head Preparatory School Alumni Association (or, “the Association”). The governing body of the Association shall be known as the Alumni Board (“the Board).

Section 1.02 Purpose

The purpose of the Hilton Head Preparatory School Alumni Association is to cultivate, promote and renew relationships among alumni of Sea Pines Academy, May River Academy and Hilton Head Preparatory School through effective communication and events.

Article II Membership

Section 2.01 Members

Any person who has attended and/or graduated from Sea Pines Academy, May River Academy or Hilton Head Preparatory School, and having left the school in good standing, shall automatically become a member of the Hilton Head Preparatory School Alumni Association and thereby qualify to serve on the Alumni Board.

Section 2.02 Class Representatives

The Alumni Board shall name one or more members of each graduating class to be Class Representatives. The Class Representatives shall serve until replaced. The Class Representatives shall function as a link between the School and their graduating class and shall perform duties as assigned by the Development Office. The Class Representatives will also serve as a liaison to the Alumni Board.

Article III The Board

Section 3.01 Purpose and Authority

(a) The affairs and business of the Alumni Association will be managed by a Board of up to ten members and overseen by the office of Institutional Advancement at Prep.

(b) A member of the Hilton Head Preparatory School Alumni Association Board is appointed to hold the position based on demonstrated involvement, support and commitment to Hilton Head Prep and the Alumni Association. In accepting the appointment, an individual agrees to fulfill the requirements and meet the responsibilities associated with board membership. These include, but are not limited to:

(i) Attending and participating in a minimum of half of the scheduled Board meetings

(ii) Serving actively in scheduled Alumni Association events and committees as assigned.

(iii) Becoming a representative and spokesperson in your community for Hilton Head Prep and the Alumni Association. This task may involve talking with prospective students, meeting with or calling other alumni, enlisting the interest of current students and their parents in alumni activities and attending institutional and alumni activities and programs, both locally and on campus whenever possible.

(iv) Assisting Hilton Head Prep and the Alumni Association in identifying, cultivating and involving alumni in areas such as student recruitment, leadership, financial support and more.

(v) Being familiar with the programs and activities sponsored, organized and coordinated by the School.

(vi) Exercising loyalty toward the School and the Alumni Association and confidentiality regarding items discussed at Board meetings.

(vii) Contributing financially to Hilton Head Prep. It is mandatory that All Alumni Association Board members contribute at a level appropriate to their capacity as donors. It is important for Board members to set the example for all other alumni by participating financially in the life of the School.

Section 3.02 Membership

(a) Any member of the Alumni Association may be selected to serve on the Alumni Board.

(d) The members of the Board shall be elected to serve for three year terms. Board members shall be nominated by the Board members and shall be elected by a majority vote of the Board members.

(e) The members of the Alumni Board will rotate off in a staggered pattern so that elections must be held each year.

(f) The Board may fill the place of any member which may become vacant prior to the expiration of the term. Such appointment shall continue until the expiration of the vacated term.

(g) The Alumni Board shall meet monthly during the academic school year and members will be reminded within two weeks of the meeting time.

Section 3.03 Officers

The Alumni Board shall elect from its own membership a President, Vice-President and Secretary.

(a) Duties of the President

(i) Preside at all Board Meetings – prepare for meetings with Director of Institutional Advancement

(ii) Keep meetings on track (follow agenda)

(iii) Coordinate Annual Fund Drive with Development Office

(iv) Determine committee/activity/event assignments

(b) Duties of the Vice-President

(i) In absence of President, preside at Board Meetings

(ii) Serve as President of the Board for the following term

(iii) Evaluate potential Board Members and recommend to the Board

(c) Duties of the Secretary

(i) Take and prepare minutes of each Board Meeting

(ii) Announce meeting dates to the Board

(iii) Assist with quarterly alumni newsletter

Section 3.04 Resignation and Removal of Board Members

(a) Any Board member may resign at any time.

(b) Any Board member may be removed as any time, for any reason, including the failure to act in the best interests of the Association, by the affirmative vote of a majority of the Board. Any vacancy shall be filled in accordance with Section 3.02.

Section 3.05 Meetings

(a) The Hilton Head Preparatory School Alumni Board shall meet monthly during the academic school year. A reminder will be sent at least 1 week before each meeting.

(b) The Board will not meet during the summer months, unless deemed necessary by the Alumni Board President.

Article IV. Finances

Section 4.01 No Annual Dues

There shall be no annual dues for Association membership.

Section 4.02 Financial Support to the School

All members are encouraged to demonstrate their support for the School by participating in the Annual Fund and any capital campaign.

Article V. Amending the By-Laws

These By-Laws may be amended by a majority vote of Board members.