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Whitehall
Yearling High School
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Proposed ByLaws of the Whitehall Yearling High School Alumni Association
PURPOSE
The purpose of the Whitehall Yearling High School Alumni Association shall be to help encourage, build and foster a community of Whitehall Yearling High School alumni. The Whitehall Yearling High School Alumni Association shall encourage and assist the alumni community to provide various types of support to the children and students currently in the Whitehall City Schools. The Whitehall Yearling High School Alumni Association shall also assist in planning and coordination of various alumni activities.
MEMBERSHIP
There will two types of membership in the Association, General and Voting. The Association will have a Board of Trustees (hereinafter commonly referred to as "the Board"). The business of the Association shall be conducted by the Board of Trustees.
General Membership
General Membership will be anyone who has ever attended or employed by any one of the schools within the Whitehall, Ohio City limits. General Membership will not have voting rights in the Association.
Voting Membership
Voting Membership will be any General Member in good standing. To be in good standing, the Member will have paid their annual dues in a proper manner.
Board of Trustees
The Board of Trustees shall consist of five (5) Voting Members. They must have been Voting Members for at least one year before accepting a position on the Board (except for the initial member of the Board). The members of the Board shall consist of the President, Vice President, Secretary/Treasure, and two Trustees. The President shall be the Lead the Board. The Vice President shall take the place of the President when the President is can not perform his/her duties.
Terms
The President and Vice Presidents shall serve for terms of two (2) years. The initial Vice PresidentÍs shall serve for a term of one (1) year. The Secretary/Treasurer and two Trustees shall serve terms of three (3) years. The terms shall be staggered so that no more than two (2) members shall be elected each year. A Board member may not serve more than two (2) consecutive terms in a given position.
Quorum
A quorum for meetings of the Board of Trustees shall consist of at least three (3) voting Trustees who shall be present in person. No business of the Association shall take place at a meeting in the absence of a quorum.
Meetings
General meetings will be held four (4) times per year (February; May; August; November). Board meetings will be held two (2) times per year ( ). More General or Board meetings may be held as needed. All meetings will be held within the city limits of Whitehall, Ohio.
Official Conduct Other Than by Meeting
Between meetings, if necessary, the Board of Trustees may act by written authorization and consent. The written authorization must be approved by a majority of the voting members of the Board of Trustees. Any such authorization and consent must be filed in the Corporate Minute Book.
Elections
The election of the Officers and Board members will be held during the March general meeting.
OFFICERS
Positions
The Officers shall be a (1) President, (2) Vice President, (3) Secretary/Treasurer. These Officers shall be elected by the Association membership. Any vacancy must be filled by appointment by the President and ratified thereafter by a majority of the voting members of the Board of Trustees.
Terms
Each Officer shall serve from the first meeting of the General Membership following his election until the March General Meeting of the year in which their successor is elected. The Board of Trustees, in the exercise of its sound discretion, may remove any Officer or Board member upon an affirmative vote of three-fifths (3/5) of the Board of Trustees for removal, which must be based upon good cause shown. In the event that an Officer or Board member is removed by the Board of Trustees, the Board of Trustees shall also name the successor. The Board of Trustees shall name a successor upon a majority vote of the Board members. The successor shall then complete the remainder of the term of the officer replaced. The Board of Trustees may, in the event of the absence and/or disability of an Officer or Board member, delegate the powers and/or duties of the absent and/or disabled Officer or Board member to any other Officer or Board member for the interim period.
Duties
President
The President shall be the primary executive officer of the Board, and it shall be his/her duty to advise the other officers of their duties and evaluate their performance, as necessary and appropriate. It shall further be his duty to appoint and supervise the functions of all committees and in general to direct all functions of the association. He shall prepare an Annual Report of the associationÍs activities for presentation at a regularly scheduled alumni association meeting. He shall abide by and enforce all lawful directions of the Board of Trustees. The President also has the ability to sign checks and may be required to do so in the event that the Treasurer is unable to perform his duties.
Vice President
The Vice President shall assume the powers and duties of the President in the absence of the President and/or due to the PresidentÍs inability to serve. He/She shall also coordinate and oversee special projects authorized by the Board not falling under the scope of responsibilities of the Secretary, Treasurer, or any designated committee.
Secretary/ Treasurer
The Secretary shall keep proper written minutes of all meetings of the Board in a permanent record book. He/She shall be responsible for the distribution of all notices required by law or these Bylaws. He/She shall be responsible for maintaining and preserving the records of the Association, including but not limited to records pertaining to its corporate status and a current mailing list of all Members. He/She shall ensure the proper handling of all finances and financial records of the Association, which responsibility includes but is not limited to signing checks on behalf of the Association. They shall prepare a written report of the financial condition of the Association for each regularly scheduled meeting. He shall also supervise any Endowment Fund investment or expenditure of the Association, as approved by the Board, and he/she shall Chair the Endowment Investment Committee.
DISBURSEMENT OF FUNDS
Funds can be disbursed according to the budget and the knowledge of the Officers and Board Members. Withdrawal from the Association will be made with the signature of two (2) of the three (3) Officers (President, Vice President, and Secretary/Treasurer).
Foundation Committee
The committee will budget and submit their recommendation for how the money should be distributed by the Board of Trustees. To change the recommendation, there must be at least three-fifths (3/5) vote by members of Board of Trustees.
Meetings will be held four times a year one (1) month before the Regular General Meeting (January; April; July; October).
The membership of this committee will consist of five (5) members.
Two (2) members shall be appointed by the Whitehall, Ohio School Superintendent.
Three (3) members shall be appointed by the AssociationÍs Board of Trustees.
Members of this Committee should not be members of the Board of Trustees, unless no other competent general member agrees to be a committee member.
Appointments to this committee with last a term of two (2) years.
All members of this Committee must be general members of the Association for one year before the appointment, except for the initial appointment of board members.
The Leader of the Committee will be decided by a majority vote of the Committee Members. The appointment of Committee leader will be performed annually in the April meeting.
Endowment Investment Committee
The Endowment Investment Committee is responsible for the investment of endowment funds under the control of the Whitehall Yearling High School Alumni Association. This Committee shall consist of three (3) members, one of whom shall be the Treasurer of the Board, who shall also serve as Chair of the Committee. This Committee is required to prepare a written report of the state of the Endowment Funds with recommendations for future handling of the funds on January 1st and July 1st of each year. That report shall be filed with the minutes of the next regularly scheduled meeting of the Board.
Other Committees
Other committees may be formed upon the majority vote and approval of the Board, each of which shall operate at the direction of the President.
AMENDMENTS
The Board of Trustees may amend these Bylaws only by a vote of two-thirds (2/3) of the Board in favor of the amendment. All other provisions of these Bylaws shall remain in full force and effect.