A. Mailing Lists
Privacy
(1) Privacy.
Names and membership information of members is the exclusive
property of the corporation; and that it such data would not
be sold or leased to third parties. January 19, 2000 Minutes.
(2) Use Parents Address for First 10 Years
Experience has shown that most young alumni move regularly
during the first decade after graduation, and frequently fail
to notify us of those changes. Thus to avoid the extra costs
of address correction notices from the postal service, use
their parent's address during this period unless specifically
requested not to do so.
B. Communications
(1) Newsletter
It was agreed that we should publish a periodic newsletter to
the members for distribution through the Internet. Paper
copies would be available for a premium. February 23, 2000
Minutes.
C. Copyright
The corporation shall hold the copyright of all materials
developed by volunteers on its behalf.
D. Financial Management
(1) Budgeting
Normally activities should be self-supporting, unless a
majority of the Board approves the underwriting of a portion
of the cost of any given activity. January 19, 2000.
Exception: Unless underwriting the cost of an activity was
approved by a vote of a majority of the directors. February
23, 2000 Minutes
(2) Dues
o Initial dues of $10 per year were agreed to. August 9, 2000
Minutes.
NOTE:
January 19, 2000 Minutes set dues at $5 per year.
Except:
As an incentive to join, it was agreed that the initial
invitation to join to the parents of a graduating class would
include an incentive to parents of Graduating Seniors to
prepay four (4) year's membership for the initial five (5)
year's our of high school. February 23, 2000 Minutes
o Lifetime Dues - Tabled January 19, 2000
(3) Newsletter
It was agreed that we should publish a periodic newsletter to
the members for distribution through the Internet. Paper
copies would be available for a premium. February 23, 2000
Minutes.
E. Privacy
(1) Membership Data
Names and membership information of members is the exclusive
property of the corporation; and that it such data would not
be sold or leased to third parties. January 19, 2000 Minutes
(2) Non-Disclosure of Private Information to Third Parties
Except when required to do so by law, no member of the
corporation shall release personal information about a member
to third parties.
1. When any person, whether or not a member of the
corporation, wishes to contact a graduate of Yorktown High
School the Officer, Director or Volunteer contacted shall
communicate details regarding the inquiry and how to contact
the inquiring person to the individual with whom contact is
sought. If the person with whom contact is sought desires to
communicate with the inquiring party they do so at their own
risk, and the corporation assumes no responsibility for any
actions which might arise as a result of this voluntary
response.
(2) School directories shall not be sold over the internet,
nor to anyone who was not at one time a student, their
families, or who were on the school staff.
F. Reunions
(1) Master Checklist
It was agreed that the compilation of a reunion checklist
should be compiled, and circulated amongst the various
individuals who have administered previous class reunions for
their suggestions. The completed list will be made available
to all future class reunion committees for their use and
updating. Marie Anne STARN Lillis '72 is the key contact
person for this project. February 23, 2000.
G. Taxes
Federal Income Taxation
Income related to the tax-exempt purpose of the corporation is
provisionally exempt from Federal Income Taxation through Oct.
10, 2004, at which time the Corporation must substantiate it’s
sources of income to the IRS for a final determination.
Return Filing
No IRS Form 990 Return of Organization Exempt From Income Tax
is required if exempt income normally is $25,000 or less. When
required it is due no later than the 15th Day of the fifth
Month May 15th ) after the end of our annual accounting
period, December 31. Form 990’s are required to be made
available to the public for three years after they were filed.
(See Exemption Letter Attachment T-3).
IRS Form 990-T Exempt Organization Exempt Business Income may
be due on business income "unrelated" to the exempt purpose of
the corporation, as defined by Internal Revenue Code Sec. 511.
(See Exemption Letter Attachment T-3)
Charitable Donations under Internal Revenue Sec. 170 are
deductible. (See Exemption Letter Attachment T-3)
Federal Social Security Taxation
The Corporation is not exempt from the requirements of the
Social Security Administration for salaries of paid employees
receiving more than $100 in any calendar year. If there are no
paid employees, or then are paid less than $100 per calendar
year, there is no filing requirement. (See Exemption Letter
Attachment T-3)
State Taxation
Corporations exempt from Federal income taxation under
Internal Revenue Code Sec. 501(c)3 are not required to file
Virginia Annual Tax Returns on exempt income. (Check accuracy
of statement….)
Sales Tax
Federal recognition of exempt income does not exempt the
corporation from it’s obligation to pay state Sales taxes on
it’s purchases, unless a special bill is sponsored and
approved by the State Legislature. See Memorandum of Yorktown
Crew Boosters President, Ralph C. Oser, to Crew Booster Board
of Directors dated May 5, 1996 (Attachment T – 4). Delegate
Jim Almand sponsored such a Special Bill in Oct. 2001.