bthsalumniassoc

Bethel-Tate High SchoolAlumni Association Bylaws

… ALUMNI OFFICERS AND BOARD MEMBERS

David Brannock (’74)
President
513.532.1691
dbrannock74@msn.com

Leann (Planck) Helton (’78)
Membership Secretary,
513.520.3460
bths-alumni@hotmail.com

Mark Planck (’85)
Treasurer
bths-alumni@hotmail.com

Cindy Rich (’65)
Board Member

Regina Planck (Attended)
Board Member

Markie Planck (’09)
Board Member

BETHEL-TATE HIGH SCHOOL ALUMNI ASSOCIATION BY-LAWS
ARTICLE I
This association shall be incorporated as a “corporation not for profit” and shall be officially known as, The Bethel-Tate High School Alumni Association, Incorporated.

ARTICLE II
The Association’s primary purpose is to maintain an ongoing data base with all Bethel- Tate graduates’ names and addresses, send out newsletters, hold an annual dinner and award scholarships to Bethel-Tate high school seniors if funds are available.

ARTICLE III
Regular membership to this Association shall be limited to the alumni of the Bethel-Tate High School and the current principal.  The term alumni for the purposes of this corporation shall be any person(s) who graduated and/or attended Bethel-Tate High School.

ARTICLE IV
A quorum, for the purpose of conducting business at the annual membership meeting, shall consist of not less than twenty (20) members of the Association.

ARTICLE V
Alumni members shall have complete control of the affairs of the Association.

ARTICLE VI
BOARD OF DIRECTORS – The Board of Directors shall consist of seven to ten members who are elected at the annual membership meeting by a majority vote of the qualified Association members present. They shall serve for a term of three (3) years. The terms are staggered to elect two (2), three (3), and two (2) in consecutive years on a continual basis.

a. If a Board of Directors member fails to attend four (4) or more successive Board of Directors meetings without a verifiable and valid excuse, that Board of Directors member may be removed from the Board and replaced.

It shall be the responsibility of the Board of Directors to:

Implement and ensure that the purposes of the Association are carried out. Ensure and guarantee that the tax-exempt status of the Association is secure and not subjected to any activity which may endanger its tax-exempt status.

Research, review, and recommend to the body of the Association any large projects which may be of significance to the Association as a whole, and Serve as the nominating committee for the purpose of presenting a slate of candidates at the annual membership meeting, which may be held in conjunction with the Annual Alumni Banquet. These candidates shall be voted on to fill those offices for which the current member’s terms are expiring, according to the current by-laws.

The Board of Directors is authorized and empowered to receive property, real or personal, by gift, bequest, or devise. The title to all property shall be in the name of the Association.

In the event a vacancy should occur on the Board of Directors for any reason, the remaining members of the Board of Directors shall fill such a vacancy. The vote of the remaining members must be a majority for their selection to fill the vacancy. The member or members so chosen shall hold their office for the balance of the term of the member or members they are chosen to succeed and until his/her successor(s) are duly elected and have accepted his/her position.

It shall be the responsibility of the Board of Directors to perform or oversee an audit of the books of the Bethel-Tate High School Alumni Association at least once annually, preferably one (1) month preceding the Annual Membership Meeting each year; and any other time as designated by the Board of Directors.

The Board of Directors shall, upon the dissolution of the Bethel-Tate High School Alumni Association, including but not limited to paying and making provisions for the payment of all liabilities of the corporation and disposing of the remaining assets of the corporation to the Bethel-Tate Village Schools, in a manner consistent with the provision of Article Three (10) of the Articles of Incorporation, in the following manner:

TRUST UPON DISSOLUTION OF ALUMNI ASSOCIATION

We, the Bethel-Tate High School Alumni Association, give and bequeath to the Board of Education of the Bethel-Tate Schools, Bethel, Ohio, the sum of                      ($             ), to be held in trust by said Board of Education so long as it is the governing body of Bethel-Tate LOCAL School DISTRICT and shall BE known as “The Bethel-Tate Alumni Association Scholarship Fund.”

The Trust Fund shall remain in one (1) sum and the principal invested to provide the highest rate of secured return as determined by sound investment practices, and the income generated there for, after payment of any operating expenses shall be used to provide scholarship(s) to a graduating senior(s) from Bethel-Tate High School.

Eligibility criteria shall be as now established under the by-laws of the Bethel-Tate High School Alumni Association and further as such terms, conditions, and restrictions as are in effect at the time this dissolution takes effect as promulgated by the Board of Directors.

The only requirement regarding the administration of this trust account shall be that following the selection of the recipient of the scholarship, one-half (½) of the accrued income, based on the yearly value, shall be distributed for the fall term, and the remaining one-half (½) shall be distributed at the commencement of the second term, or spring quarter/semester, in the recipient’s freshman year, and provided that they are a student in good standing at the educational institution.

The income from this Fund shall not be restricted to attendance at a college or university, but may be used to provide education in trade, technical, vocational, or other institution above the high school level.

The Board of Education may retain the services of a financial institution to serve as agent, and shall be authorized to pay such institution reasonable fees for its services in handling investments, receiving income, and making distribution there from. Fees shall be charged to income, not to principal.

The receipt by the Board of Education of the Bethel-Tate Local School District for this amount shall constitute complete and final release of the winding down of the affairs of the Bethel-Tate High School Alumni Association in accordance with their by-laws governing the dissolution of the Association and under Ohio Revised Code and Internal Revenue regulations.

Should this Scholarship Trust be refused or for any reason whatsoever be unable to carry out the terms and conditions of distribution of the Trust, the Trust assets shall be governed by Article 3 (10) of the Articles of Incorporation under Section 1702.01 et seq. O.R.C. or authorized by Common Pleas Court of Clermont County to distribute to any other Section 501(c)(3) of the Internal Revenue Code of 1988 or any revision of this Code section.

ARTICLE VII
There shall be an Annual Membership Meeting, generally to be held in conjunction with the Annual Alumni Banquet.

ARTICLE VIII
The officers of the Association shall be –  President, Vice President, Recording and Membership Secretary, Historian and Treasurer as may be elected in accordance with the provisions of these by-laws. The election shall be held at the Annual Membership Meeting.

ARTICLE IX
The terms of office for the officers are as follows:
PRESIDENT: A three (3) year term.
VICE PRESIDENT: A three (3) year term.
RECORDING SECRETARY: A three (3) year term.
MEMBERSHIP SECRETARY: A three (3) year term.
TREASURER: A three (3) year term.
HISTORIAN:  A three (3) year term.

If a vacancy should occur in any officer position, the Board of Directors shall appoint a replacement officer(s) for such office(s) for the balance of the term of the officer(s) they have been chosen to succeed and until their successor(s) are duly elected and have accepted their position.

The duties of office for the officers are as follows:
PRESIDENT: The President shall be the chief executive officer of the Association and shall have supervision over the activity and operations of the Association. The President shall preside at all meetings of the Association, shall create and/or dissolve the necessary standing and ad hoc committees of the Association.
VICE PRESIDENT: The Vice President shall perform the duties of the President in that individual’s absence and shall perform those tasks assigned by the President.  The Vice President shall attend all meetings of the Association.
RECORDING SECRETARY: The Secretary shall attend all meetings of the Association and shall record the voting outcomes on all motions and shall keep the minutes of all meetings in a book(s) established for those purposes; shall see that all notices are given and reports and records properly kept and filed; and shall perform all duties pertaining to the office of Secretary and such other duties as may be assigned by the President.
MEMBERSHIP SECRETARY: The Membership Secretary shall attend all meetings of the Association and shall keep all names and addresses updated for the Alumni Association, prepare labels for mailings, supply class lists for honor classes when requested and sort the name list for labels for the newsletters.
TREASURER: The Treasurer shall be responsible for: receiving monetary funds in the name of the Association and depositing them into the appropriate account(s); maintaining accounts and reconciling them as required; servicing all debts and liabilities incurred by the Association  The Treasurer must file a “Treasurer’s Report” on or before each scheduled business meeting which may include the reconciliation of account(s) and records of revenues and expenditures and the balance of each Association fund for the report period. The Treasurer shall insure that all State and Federal information and tax returns are completed and filed annually on behalf of the Association. In conjunction with the Chairperson of the Scholarship Committee, the Treasurer shall annually determine the amount(s) available for annual scholarship awards.  The Treasurer shall attend all meeting of the Association.
HISTORIAN: The Historian shall maintain and preserve memorabilia such as yearbooks, school newspapers, pictures, newspaper articles, clothing, and other items pertaining to the Association and/or Bethel-Tate Schools. The Historian shall also maintain an accurate account of all salable merchandise in the possession of the Association.  The Historian shall attend all meetings of the Association.

ARTICLE X
The Association shall be made up of one permanent committee and any standing or ad hoc committees created by the President. The permanent committee is the Scholarship Committee.  A chairman shall be appointed by the Board of Directors for this committee.

SCHOLARSHIP COMMITTEE: The Scholarship Committee shall consist of ten (10) members, (maximum of 15, including the Bd. Of  Directors).

In the event a vacancy should occur in the Scholarship Committee for any reason, the Board of Directors shall fill such vacancy. It shall be the responsibility of the Scholarship Committee to:

a. Employ such guidelines or policies in connection with its selections of scholarship recipients as it may, from time to time, enact/adopt with the general objective to be the awarding of a scholarship(s) to a deserving student(s) who may be expected to complete his/her college/trade/technical/vocational, etc. education in such manner as to bring credit to Bethel-Tate High School. Factors to be considered by the Scholarship Committee in the selection of scholarship recipients shall include but not be limited to: academic achievement, extracurricular activities, and personal interview. Financial need may be considered in conjunction with other factors in the selection of scholarship recipients, but shall not, in and of it’s self, be determinative.

b. Nothing herein shall preclude the Scholarship Committee, in its discretion, from awarding a scholarship(s) for specific purposes or based upon specific factors (e.g. athletic achievement, vocational training/education, etc.).

c. Scholarships awarded by the Scholarship Committee shall be subject to such terms, conditions, restrictions, etc., as the Scholarship Committee may, from time to time, in its sole discretion, adopt. In the event a recipient is not able to utilize his/her awarded scholarship in accordance with said terms, conditions, and restrictions, etc., the Scholarship Committee may, upon application by such applicant, modify the requirements on a case by case basis, as may be deemed appropriate by the Scholarship Committee.

d. A financial report and a report of the scholarship award(s) shall be made at the annual membership meeting each year.

e. At the present time, the Scholarship Committee shall award scholarships annually as determined by the Board of Directors.

ARTICLE XI
The by-laws or any part of them, may be amended or suspended by a two-thirds (⅔) vote of the regular members present at any regular or special meeting of the Association.

Revised Bylaws – May 2008
Bethel-Tate High School Alumni Association 2008

DEFINITIONS TO BETHEL-TATE HIGH SCHOOL ALUMNI ASSOCIATION BY-LAWS:

ANNUAL MEMBERSHIP MEETING: An annual meeting of the general membership designed to elect officers and honor outstanding alumni. Traditionally, it has been incorporated with the Alumni Banquet.

GENERAL MEMBERSHIP: Those persons defined as qualified alumni according to Articles III through V.

YEAR: For the purposes of term lengths, a year is the time between two successive Annual Membership Meetings. This applies to Officers and all committee members.