POLICIES & BYLAWS
PRIVACY POLICY
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The Madge Lewis Scholarship Foundation (MLSF) maintains a strict Privacy Policy. All information received from ‘for scholarships is kept strictly confidential, and is never shared with, sold to, nor discussed with any other organization. Applicants’ information is seen only by Officers and Board of Directors. Awardees’ information is stored in a safe, secure database and will be destroyed at the end of three (3) years. All other applicants’ data will be destroyed at the end of the annual review period.
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MADGE LEWIS SCHOLARSHIP FOUNDATION, INC. BY-LAWS
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ARTICLE 1: NAME
The name of this corporation is Madge Lewis Scholarship Foundation (MLSF), hereafter referred to as the “Scholarship Foundation” and/or “MLSF”.
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ARTICLE 2: PURPOSE
A. The Madge Lewis scholarship Foundation, Inc. exists to offer scholarships and financial assistance to High School, Technical School and College students who are financially in need, in order to assist them in the pursuit of educational advancement. In addition, the Madge Lewis Scholarship Foundation (MLSF) will, at its discretion, engage in Outreach Programs that will assist financially needy persons within and outside the United States.
B. Participation in Outreach Programs will be guided by the four strategic pillars of the Foundation - Youth Empowerment, Community Service, Education and Humanitarian Efforts.
C. “Need” has to be proven to the Officers and Board of Directors of the Scholarship Foundation.
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ARTICLE 3: STATUS
A. The Scholarship Foundation shall be a Non-Profit Organization, a Corporation organized and existing under the laws of the State of Florida and operated exclusively for the purpose specified in Article 2.
B. In accordance with 3a above, the Board of Directors will apply to the Tax Department for 501 © 3 status.
C. All Officers and Board of Directors will volunteer their time and will not receive any compensation for their services.
D. No Board Member shall be liable for the acts or failure to act on the part of any other Board Member. Nor shall any Board Member be liable for his act or failure to act under Constitution and By-Laws, excepting only acts or omission arising from willful misfeasance.
E. Nothing herein shall constitute any liability for acts or omissions committed by anyone associated with the Scholarship Foundation.
â–¡ F. The Scholarship Foundation shall use its funds to accomplish the purpose specified in Article 2. No part of such funds shall be beneficial or directly distributed to an Officer or a Board Member, except for reimbursement of approved expenses.
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ARTICLE 4: OFFICERS AND BOARD OF DIRECTORS
The Scholarship Foundation Board shall consist of an odd number of Directors with a minimum of nine (9) Board of directors, including the officers. Officers shall include:President, Treasurer, Secretary and Registered Agent. Officers and Board of directors shall always include members of the Lewis family and others, as decided by the Board. ​
ARTICLE 5: GOVERNANCE
The Officers and Board of Directors shall direct and control the business management and affairs of the Scholarship Foundation. They shall have the authority to approve or deny requests for scholarships and to recommend dispensing of funds.
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ARTICLE 6: SCHOLARSHIP FUNDS
The funds of the Scholarship Foundation shall be obtained primarily from donations, contribution from family members, friends, corporations and the general public. All funds received must be unconditional and the allocation of funds will be at the discretion of MLSF.
ARTICLE 7: MEETINGS
A. The Officers and Board of Directors shall meet monthly to discuss the business of the Foundation, with at least 14 days notification.
B. The Board shall meet at least annually at a date designated by the President or their designate to select recipients for scholarships.
C. The Board shall meet annually at a date designated by the President or their designate to review performance, financials andproposed budget for the organization. Board Directors shall participate in planning and training sessions.
D. Meetings may be held in-person or virtually.
E. If a meeting is held without a quorum, the business must be postponed until a quorum is present.​
ARTICLE 8: DUTIES OF OFFICERS AND BOARD OF DIRECTORS
A. The President or their designate shall preside over all meetings of the Board, and:
1. In conjunction with the Secretary, shall be responsible to ensure that all applications are properly screened.
2. Shall announce the successful applicants’ names, scholarship values, and college or institution they will attend at the time and place appointed for this announcement.
B. The Secretary shall be responsible for scheduling all meetings; recording and distributing the minutes to all Board Members and:
1. Shall receive completed applications and shall compile and make them available to the
Board of Directors for study prior to the scheduled scholarship selection meeting.
The Board of Directors shall review each application and prepare recommendations prior to the scheduled meeting. They will vote on the selection of qualified recipients.
2. Shall preside over voting sessions in meetings and record results.
C. The Treasurer shall:
1. Be responsible for the care, safekeeping and accounting of all funds and property of the Scholarship Foundation, which come into their possession, and
2. Shall distribute payments in the approved amount(s) to the appropriate office of the college or institution, ensuring there is Board approval.
3. Shall distribute payments for approved operational expenses.
4. Shall provide a financial report at the annual meeting of the Board of Directors.
D. The Registered Agent shall be responsible for the governance and compliance of the Scholarship Foundation, and:
1. Shall bring to the attention of the other Officers and Board of Directors changes to laws which may affect the Scholarship Foundation.
2. Ensure the website is maintained and information reviewed prior to publication.
3. Ensure all amendments to the By-Laws are duly implemented and published.
4. Ensure all publications are in compliance with the core principles and pillars of MLSF.
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ARTICLE 9: FINANCIAL
A. All funds received shall be placed promptly into federally insured account(s) paying the highest available interest or in any mutual fund
or similar vehicle (etc.) deemed appropriate by the Officers and Board of Directors.
B. Madge Lewis Scholarship Foundation, Inc. shall be audited and reported annually.
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ARTICLE 10: AWARDS
A. The total amount awarded annually for scholarships shall be limited to no more than one-half (1/2) of the yearly income until reaching a balance of Ten Thousand Dollars ($10,000) in the Scholarship Foundation. Thereafter, the total yearly income may be awarded. Awards of at least Five Hundred Dollars ($500) is to be given annually, once applications have been received.
B. The Officers and Board of Directors will decide on the number, type, and amount of each scholarship and determine the recipient(s).
C. Amounts awarded shall take into consideration the amount available for the number of successful applicant(s).
D. Distributions for each scholarship awarded shall be paid directly to the college or institution. No distribution shall be paid to individuals.
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ARTICLE 11: APPLICATIONS
SECTION 1
A. Completed application forms, together with all required attachments, must be received no later than March 31st of each year.
B. All applications received after the deadline will not be accepted.
C. The application for scholarship must be completed in its entirety and shall include all required attachments. Among these must be:
1. A letter along with supporting tax information attesting to the applicant’s eligibility.
2. Name of college or institution with a copy of letter of admission or proof of current enrollment.
3. Two (2) letters of recommendation from current teachers or final year teachers.
4. A 500-word essay on subjects decided on by the Scholarship Foundation Officers and Board of Directors.
SECTION 2
A. Scholarships are awarded for one (1) year.
B. Applicants must file a new application for each successive year.
C. Scholarships are not available for graduate studies.
D. The method and schedule for processing applications will be determined by the Officers and Board of Directors.
E. Successful applications will be announced at the time and place designated by the Officers and Board of Directors.
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ARTICLE 12: SUCCESSOR CORPORATION OR DISSOLUTION
Should this Scholarship Foundation for any reason whatsoever surrender its Charter, either voluntarily by action of the Officers and Board of Directors, or by action of State Officials or a Court of Law, all of the property of the Scholarship Foundation shall be turned over and delivered to the Successor Corporation, if a successor corporation has been duly formed. Otherwise, all property of this Scholarship Foundation shall be donated to a bona-fide not-for-profit organization that is engaged in a similar work.
ARTICLE 13: CONFLICT OF INTEREST
Purpose:
The purpose of the Conflict-of-Interest policy is to protect the tax-exempt organization, The Madge Lewis Scholarship Foundation, Inc. (MLSF), when it is contemplating entering intoa transaction or arrangement that might benefit the private interest of an officer or director of the organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to non-profit and charitable organizations.
Definitions: Interested Person
Any director, principal officer, or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person.
Financial Interest
A person has a financial interest if the person has, directly or indirectly, through business, investments, or immediate family members:
An ownership or investment in any entity with which the Organization has a transaction or arrangement,
A compensation arrangement with the Organization or with any entity or individual with which the Organization has transaction or arrangement, or a potential ownership or investments interest in, or compensation arrangement with, any entity or individual with which the MLSF is negotiating a transaction or arrangement.
Compensation includes direct or indirect remuneration as well as gifts or favors that are not insubstantial.
A financial interest is not necessarily a conflict of interest. A person who has financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists.
ARTICLE 14: NON-ELIGIBILITY CLAUSE
Children of Officers, Board of Directors, or Advisors are not eligible to receive scholarships offered by the Madge Lewis Scholarship Foundation; nor will substantial contributors, fund managers be eligible to receive scholarships.
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​ARTICLE 15: AMENDMENT
The Constitution and By-Laws of the Scholarship Foundation may be amended, or a new Constitution may be adopted by a two-thirds majority vote of the Officers and Board of Directors at any Annual Meeting, or regularly called meeting of the Scholarship Foundation, provided that prior notice of at least one (1) month has been published and given to all Officers and Board of Directors in writing.
DATED: November 2008.
AMENDMENTS
Amendments herein are made pursuant to ARTICLE 15 of the MADGE LEWIS
SCHOLARSHIP FOUNDATION, INC. BY-LAWS.
ARTICLE 1: NAME
The name of this corporation is Madge Lewis Scholarship Foundation (MLSF), hereafter referred to as the “Scholarship Foundation” and/or “MLSF”. – Voted on per MinutesDated July, 7, 2013, added 1/14/2014
The name of this corporation is Madge Lewis Scholarship Fund (MLSF), hereafter referred to as the “Scholarship Fund” and/or “MLSF”. – November 2008
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ARTICLE 2: PURPOSE
A. The Madge Lewis scholarship Foundation, Inc. exists to offer scholarships and financial assistance to High School, Technical School and College students who are financially in need, in order to assist them in the pursuit of educational advancement. In addition, the Madge Lewis Scholarship Foundation (MLSF) will, at its discretion, engage in Outreach Programs that will assist financially needy persons within and outside the United States. – Voted on per
Annual Meeting July 21, 2012, added 1/14/2014
A. The Madge Lewis scholarship Foundation, Inc. exists to offer scholarships and financial assistance to High School, Technical School and College students who are financially in need, in order to assist them in the pursuit of educational advancement.
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ARTICLE 11: APPLICATIONS
SECTION 1
4. Essay on topics decided by the Scholarship Foundation Officers and Board of Directors. – added 1/11/2016
A. Completed application forms, together with all required enclosures, must reach our mail box no later than March 31st of each year. – added 9/8/2015
A. Completed application forms, together with all required enclosures, must reach our mail box no later than May 31st of each year. – added 1/20/2013
A. Completed application forms, together with all required enclosures, must reach our mail box no later June 15th of each year. – added 2/26/11