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By-Laws
[PRINTER FRIENDLY VERSION]
BY-LAWS OF THE 2008 KHS ACR
Article I. NAME OF ORGANIZATION
(a) The name of this organization shall be called: KENNEWICK HIGH SCHOOL ALL CLASS REUNION from now on in this document referred to as KHS ACR.
Article II. NATURE AND OBJECTIVES OF THE ORGANIZATION
Section 2.01 KHS ACR is a non-profit, non-sectarian, and non-political organization, incorporated under the laws of the State of Washington.
Section 2.02 The objectives of KHS ACR shall be to plan, promote and fulfill the purposes of conducting an All-Class Reunion for the graduates and past attendees of Kennewick High School
Section 2.03 To create a supportive atmosphere for Members who strive for excellence in planning, design, and production of each KHS ACR event and activity.
Section 2.04 No part of the net earnings of KHS ACR shall inure to the benefit of, or be distributable to, its directors, officers, committees, or other private persons, except that KHS ACR shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of its exempt purposes. Except as otherwise provided by Section 501(h) of the Code, no substantial part of the activities of KHS ACR shall consist of carrying on propaganda, or otherwise attempting to influence legislation.
Section 2.05 KHS ACR will purchase General Liability Insurance and a Bond as needed.
Article III. MEMBERSHIP
Section 3.01 Membership is open to anyone who has ever attended Kennewick Schools. This is to include all students who attended any district school up to and including 1970 prior to the opening of Kamiakin High School regardless of graduation status, who will abide by the KHS ACR By-Laws and who express a desire and willingness to be dedicated to the purpose herein stated. Graduation IS NOT a requirement.
Section 3.02 Each member will be entitled to one vote.
Section 3.03 The affairs of the KHS ACR are to be governed by the Membership, except as specified in the By-Laws.
Article IV. DUES AND FINANCIAL RESPONSIBILITIES OF MEMBERS
Section 4.01 There will be no dues required for membership
Section 4.02 The Board of Directors shall submit to the membership Members present at a general meeting the suggested price for ticket(s) for admittance to the reunion. Cost for ticket(s) shall be voted on at a general meeting and approved by a majority vote.
Section 4.03 Members shall be responsible for all expenses incurred by the KHS ACR due to their negligence. This includes, but is not limited to, broken equipment and returned check charges.
Section 4.04 Members may have the opportunity to donate monies, in-kind services, and other donated items in support of KHS ACR’s objectives.
Article V. ELECTED AND APPOINTED OFFICERS
Section 5.01 KHS ACR will have Elected Officers and Appointed Officers.
Section 5.02 Officers shall operate according to the KHS ACR By-Laws.
Article VI. ELECTIONS AND ELECTED OFFICERS
Section 6.01 Nominations and elections of Officers for the upcoming term (2008 All-Class Reunion) shall take place upon acceptance of these By-Laws.
Section 6.02 Subsequent elections will take place on a regularly scheduled basis, which will be as follows:
(a) Nominations will begin in the month of September following the closure of the All Class Reunion Event, and Elections will take place the following month. Officers will then be installed in January of the following year.
Section 6.03 Nominations may be submitted by anyone by e-mail or written correspondence through the mail. The nominated persons will be notified of their nomination. With their acceptance, those persons will be put on a ballot to be distributed to the membership. The candidate need not attend during the election.
Section 6.04 The following officers shall be elected by the membership
(a) President
(b) 1st Vice-President (to serve in the absence of the President)
(c) 2nd Vice-President
(d) Treasurer
(e) Treasure Pro-Tem
(f) Secretary
(g) Secretary Pro-Tem
Section 6.05 The Parliamentarian shall be appointed with acceptance from the General Membership.
Section 6.06 In the event an elected position cannot be filled or one becomes vacant, another Officer or Member may also serve in that position in a Pro-Tem capacity until it is filled. At the discretion of the attending Members present during a General Meeting, any Pro-Tem position may be filled by a simple majority vote by the Members present.
Section 6.07 Elections shall be conducted by a show of hands. Those candidates receiving a simple majority of the vote at the General Meeting shall be deemed elected.
Section 6.08 There are no absentee ballots or votes by proxy.
Section 6.09 Elected officers shall serve for one term (one reunion) and may succeed themselves, if elected by the Membership, for an additional term.
Section 6.10 All announcements of nominations, elections, candidates, and vacancies of elected offices shall be made on the KHS ACR Website.
Section 6.11 In the absence of the President, the order of succession shall be the 1st Vice-President, 2nd Vice-President, and Treasurer.
Article VII. DUTIES OF OFFICERS
Section 7.01 PRESIDENT
(a) Exercises overall leadership of the KHS ACR activities.
(b) Shall call to order, preside at the meetings, and be responsible for creating the agenda.
(c) Ensures that all officers and committees exercise their responsibilities in accordance with the By-Laws.
(d) Represents the KHS ACR as its official spokesperson in all media and public relations events or assigns a designee to act in this capacity.
(e) Arranges the schedules and guest speakers for general meetings.
(f) Shall arrange for all KHS ACR meeting locations.
(g) Shall write a monthly website message informing the Alumni of current activities and upcoming events.
(h) Shall be responsible for proofing the electronic copy of the Minutes of the General Meeting.
(i) Shall be responsible for responding to all correspondence.
(j) May delegate any of these duties above as necessary.
Section 7.02 1st VICE-PRESIDENT
(a) Shall assist the President in all items mentioned above.
Section 7.03 2nd VICE-PRESIDENT
(a) Shall assist the President and the 1st Vice-President in all items mentioned above.
Section 7.04 TREASURER
(a) Shall delegate responsibilities to the Treasurer Pro-Tem as necessary.
(b) Shall collect and disburse all monies payable to or from the KHS ACR. All Funds to be deposited into the KHS ACR account shall be counted by two or more Members. A photocopy of all checks shall be made and kept on file with the Treasurer. A written receipt from the Treasure to the persons who counted and/or received the funds will be given.
(c) Shall reconcile the bank account within 15 days after receipt of the bank statement.
(d) Shall maintain the KHS ACR financial records and have them available for inspection at all general meetings.
(e) Shall present financial reports at each General Meeting and prepare the annual fiscal report and budget.
(f) Shall monitor all budgeted activities.
(g) Shall prepare or assist any accountant retained to prepare any tax return or other financial forms required by any governmental agency.
(h) Shall maintain a current list of all paid ticket holders.
(i) Shall maintain a current list of all paid advertisement sponsors and their renewal dates.
(j) The Treasurer shall write all checks for expenditures, but WILL NOT be a signatory on the account.
(k) Shall prepare the reports and records for a yearly audit to be conducted by a volunteer committee from the General Membership, other than the elected officers, and the results put in a written report to be presented within sixty (60) days to the General Membership.
Section 7.05 TREASURER PRO-TEM
(a) Shall assist the Treasurer in all items mentioned above.
Section 7.06 SECRETARY
(a) Shall delegate responsibilities to the Secretary Pro-Tem.
(b) Shall keep accurate, legible, and comprehensive records of all general meetings.
(c) Additionally, a tape recording of all meetings may be used to further aid the Secretary in preparing the Minutes. If a tape recording is used, it will be deemed the property of the KHS ACR and shall be the responsibility of the Secretary to maintain control of the recording at all times until the Minutes are approved. After approval of the Minutes, the recording will be deemed immaterial.
(d) Shall provide the Website Administrator with an electronic copy of the Minutes to be posted to the website.
(e) Shall be responsible for having an adequate number of copies of the Minutes available for distribution to the Membership at the next General Meeting.
(f) Shall keep attendance of Membership at General Meetings.
(g) Shall keep an accurate record of contact information of attending Members at General Meetings.
(h) Shall assist the President and Vice-Presidents on responding to all correspondence.
Section 7.07 SECRETARY PRO-TEM
(a) Shall assist the Secretary in all items mentioned above.
Section 7.08 PARLIAMENTARIAN
(a) Shall be versed and be responsible for the orderly procedures of all General Membership Meetings according to the By-Laws and Robert’s Rules of Order.
(b) May appoint a Sergeant-At-Arms to maintain order of the Membership at all General Membership Meetings.
Article VIII. ATTENDANCE OF ELECTED OFFICERS
Section 8.01 All Officers shall be expected to attend all duly scheduled general meetings.
Section 8.02 Any officer missing three (3) meetings in a row within 1 year without a valid reason will be considered for removal from office. Conditions for an excused absence shall be.
(i) The Officer has made another member of the elected officers aware of the circumstances surrounding the absence, or,
(ii) The Officer has brought the matter to the attention of the Membership present during a subsequent regularly scheduled meeting in which the Members present determine by majority vote that the extenuating circumstances were valid.
Article IX. REMOVAL AND REPLACEMENT OF ELECTED OFFICERS
Section 9.01 In the event it becomes necessary to remove an Officer, removal proceedings shall be conducted at a General Meeting and a two-thirds (majority) vote of the Members by secret ballot shall be required. If the removal proceedings are against the President, the 1st Vice-President will preside.
Article X. COMMITTEES
Section 10.01 Committee types can be suggested and created by the President by a vote of the Membership. The elected Officers shall ask a volunteer to become a Committee Chairperson. In the event a volunteer does not come forward, the President may appoint a Chairperson.
Section 10.02 A Committee Chairperson can be removed by the Membership if deemed necessary for non-performance and replaced by a person they feel will fulfill the committee goals.
Section 10.03 Following are examples of possible types of committees:
(i) Fundraising
(ii) Special Events and Activities
(iii) Membership
(iv) Communication and Marketing
(v) Historical
(vi) Community Outreach
(vii) Website
(viii) Ticket
(ix) Budget and Financial
Section 10.04 There shall be no minimum/maximum number of committees and/or Members on any Committee.
Section 10.05 A Committee may be dissolved after it has fulfilled its purpose
Section 10.06 Committee Members serving on multiple committees will have one vote at any meeting.
Section 10.07 Committee meetings will be scheduled and held upon the decision of the Committee.
Section 10.08 The Financial Committee shall institute a process for re-imbursement of out-of-pocket expenses.
Article XI. DUTIES OF THE KHS ACR WEBSITE ADMINISTRATOR
Section 11.01 Shall ask Volunteers to form a Website Committee.
Section 11.02 Shall be the Chairperson of the Website Committee.
Section 11.03 Shall be the liaison between the Committee and the Host Server for our website.
Section 11.04 Shall coordinate the gathering of information and photography for internet/website.
Section 11.05 Shall maintain and monitor the website on a weekly basis for accuracy.
Article XII. GENERAL MEETINGS
Section 12.01 AGENDA
(a) The order of business during a General Membership Meeting shall be
(i) Sign in Requested
(ii) Call the Meeting to Order
(iii) For the Good of the Group
(iv) Reading of the Minutes
(v) Treasurers Report
(vi) Old/Unfinished Business
(vii) New Business
(viii) Announcement of next meeting
(ix) Adjournment
Section 12.02 General meetings will be held on an as needed basis, but shall be held at least once a month. If the majority of elected officers determine that a meeting will conflict with a holiday, weather is potentially dangerous, or some unforeseen event happens, a meeting may be canceled and rescheduled. All rescheduled meetings will occur before the end of the month. In the event a meeting is canceled and rescheduled, a notice will be posted on the KHS Alumni Homepage.
Section 12.03 No smoking or drinking of alcohol will be allowed during any business of the KHS ACR.
Section 12.04 All Members are responsible for maintaining appropriate and courteous conduct during general meetings.
Section 12.05 Members are responsible for the conduct of their guests during any meetings.
Section 12.06 The Parliamentarian may remove Members and/or their guests for improper conduct.
Section 12.07 A quorum of at least 15 Members is required to vote on any issue.
Section 12.08 Once a quorum has been established, it shall be deemed broken any time fewer than 15 Members remain from which point no further voting may occur.
Article XIII. ASSETS AND EXPENDITURES
Section 13.01 KHS ACR funds shall not be expended or committed to be expended without prior authorization, by vote of the Membership. No reimbursement by the KHS ACR shall be made to any person for any unauthorized expenditures.
Section 13.02 A dedicated checking account shall be instituted. All checks will be imprinted with sequential numbers and accounted for including voided checks.
Section 13.03 Checks shall be signed by two elected officers other than the Treasurer, Treasure Pro-Tem, Secretary or Secretary Pro-Tem.
Section 13.04 A copy of the current bank signature card will be kept on file.
Section 13.05 NO CHECKS WILL BE WRITTEN FOR CASH.
Section 13.06 In the case of a fundraiser that will need Petty Cash. The amount of the Petty Cash check will be voted upon, approved by the Membership, and appropriately signed.
Section 13.07 Any material and equipment purchased by the Organization will be the sole property of the KHS ACR for any future events.
Section 13.08 The cost of the copies of the Minutes for use during General Meetings shall be borne by the KHS ACR.
Section 13.09 Notwithstanding the provisions in Section 13.01 of this Article, the appropriate officers shall be authorized to make those routine expenditures (e.g. costs of the meeting room, printing of the Minutes, costs associated with the Post Office Box rental fees, Website fees, etc) considered necessary in the normal functioning of the KHS ACR.
Section 13.10 The Membership shall determine which expenses shall be considered routine, reasonable in amount, and which officers shall be authorized to make them.
Section 13.11 A budget shall be prepared and presented by a Budget Committee and/or a Financial Committee. The Membership shall approve in advance for those KHS ACR expenses or activities not considered routine by the provisions of Section 13.10 of this article. In no event shall any officer or member spend or commit to expend any KHS ACR funds.
Section 13.12 Reimbursement shall be made to those persons for out-of-pocket expenses made on behalf of the KHS ACR by vote of the Membership, PRIOR to incurring the debt. Any request for reimbursement to a member shall be accompanied by appropriate documentation (e.g. sales receipts, canceled checks, expense logs, etc.) clearly evidencing the expense and the purpose for which it was made.
Section 13.13 No member shall profit from KHS ACR activities without a Contract with KHS ACR and prior approval from the Membership.
Section 13.14 Members are encouraged to volunteer time, services, and materials.
Section 13.15 Any equipment or cash donations made to another organization by KHS ACR will be voted on and approved by the Membership, and such donations will not be deductible except by the donor (KHS ACR).
Section 13.16 Any profit seen by the Organization, may be authorized by the Membership to turn the profit into a profitable investment by a two-thirds vote of the Members present at any meeting. All pertinent details concerning the Investment shall be voted upon by the Membership and kept in the name of KHS ACR for future use as so deemed by the Membership.
Article XIV. FISCAL YEAR
Section 14.01 KHS ACR shall operate on a fiscal year basis, which will coincide with the calendar year.
Article XV. AMENDING THE CONSTITUTION AND BY-LAWS
Section 15.01 The By-Laws may be amended, altered or rescinded by a two-thirds vote of the Members during a General Meeting at which the vote on the proposed changes are to be made. No absentee ballots may be submitted. In the absence of Members, non-response will be considered an abstention. There will be no votes by proxy.
Section 15.02 Changes to the By-Laws may be proposed to the Members present, by a Member and introduced during the New Business segment of the Agenda, at all meetings.
Section 15.03 The elected officers shall notify the Membership of the proposed changes of the By-Laws in the KHS ACR Website on the home page and through mass e-mailings preceding the General Meeting at which the proposed changes are to be considered and voted on.
Article XVI. DISSOLUTION OF THE ACR
Section 16.01 The ACR may be dissolved by a two-thirds vote of the Members during a General Meeting. No absentee ballots may be submitted. In the absence of Members, non-response will be considered an abstention. There will be no votes by proxy.
Section 16.02 Dissolution of the ACR may be proposed to the Members present, by a Member and introduced during the New Business segment of the Agenda, at all meetings.
Section 16.03 The elected officers shall notify the Membership of the date of the upcoming vote for dissolution in the KHS ACR Website on the home page. The notification shall include an explanatory statement of the reasons for dissolution.
Section 16.04 In the event that the ACR is dissolved with the intent of forming another association whose purpose is to benefit the alumni of Kennewick High School and which will be eligible for Section 501(c)(3) status with the Internal Revenue Code, any assets then owned by the KHS ACR may be held for a period of six months while the new organization is being formed and/or until Section 501(c)(3) status for the new organization is confirmed. If a new organization is not formed, or if it does not acquire 501(c)(3) status, the assets of the organization shall be handled as defined in Section 16.05 below.
Section 16.05 In the event of the dissolution or liquidation of the ACR, the Elected Officers shall donate any assets then owned by the ACR to Kennewick High School or an organization which supports Kennewick High School and which satisfies Section 501(c)(3) of the Internal Revenue Code. If Kennewick High School no longer exists, the Elected Officers shall designate an educational institution which satisfies the definition contained in Section 501(c)(3) of the Internal Revenue Code of an exempt educational institution to receive said assets.
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