High School Alumni Association
Article 1: Identity
Name. This organization shall be known as the Columbia City High School
Alumni Association. It shall hereafter be designated and referred to in
the by-laws as CCHSAA.
Article 2: Purpose
The purposes of the Association shall be to
Promote school spirit,
loyalty and fellowship among alumni, students, faculty and staff of
CCHS through a variety of activities, including communication and
Location of alumni and
maintenance of a current database of said alumni
Provide a source of
historical information about Columbia City High School.
Actively support and
promote Columbia City High School within the community.
Help with the funding of
old and new scholarships for students.
Promote the general
fellowship and community involvement with the school.
Article 3: Membership
Eligibility. Any individual who attended (whether graduated or not) CCHS
is eligible to become a member of the Association.
Classes of Membership. There shall be three classes of membership:
1. Regular Members - Any
person who has graduated from Columbia City High School. A regular member
agrees to comply with the rules of the CCHSAA. Regular members are allowed
to vote and hold office.
2. Associate members - Any
person who did not graduate from Columbia City High School, but who wishes
to promote the ideas of the CCHSAA. Associate members shall be a member in
good standing, allowed to vote but may not hold office.
3. Honorary members - The
Board of Directors of CCHSAA may nominate individuals to be conferred with
an Honorary Membership. Honorary memberships shall be individuals who have
significantly contributed to the advancement of the CCHSAA.
Eligible individuals become
members of the Association by submitting an application for membership.
The Board of Directors of the Association will select an individual to
accept such applications and submit them to the board.
A member may terminate his
membership by written or verbal communication to the President of the
Article 4: Officers
Officers. The officers of the Association shall be the President, Vice
President, Secretary, Treasurer and Immediate Past President.
Elections. Office elections will be held on the first Saturday in October of
even-numbered years, beginning in 2006. The terms of office will be for
two years. The term of office shall begin on the day of election and run
until the following election two years hence. The officers shall be
elected by a majority vote of members in attendance at the October meeting.
There are no limits on the number of times an individual may seek election
to any office.
Powers. The officers are vested with the powers appropriate to their
elected office to accomplish the tasks necessary for the successful,
day-to-day operations of the Association.
The President shall be
the chief operating officer of the Association, shall make all decisions
concerning Association day-to-day operations and shall direct the
activities of the Vice President, the Treasurer, the Secretary and various
The Vice President
shall assist the President, perform the duties of the President if the
President is incapacitated or otherwise unavailable and oversee the
activities of the Class Coordinators. The Vice President will also
coordinate and have primary responsibility for membership activities,
including maintaining a database of current members with the help of the
Class Coordinators and the webmaster..
The Treasurer shall be
responsible for the financial operations of the Association.
The Secretary shall be
custodian of the Association's business records including the minutes of
meetings, newspaper clippings and articles, committee reports, and
documents produced by the Association Officers and the Board of Directors.
Resignation. Any officer may resign by tendering a letter of resignation
to the Chairman of the Board of Directors with a copy to the President and
Removal from Office. Any officer who fails to perform the duties of the
office to which the individual has been elected may be removed from the
office by a two-thirds vote of the Board of Directors.
Vacancies. If the President resigns or is removed from office, the Vice
President will assume the Presidency for the balance of the existing term.
If the Vice President, Treasurer or the Secretary should resign or are
removed from office, the President will nominate to the Board of Directors
an individual to fill the vacant office for the balance of the existing
term. This individual will enter the office upon a majority vote of the
Board of Directors.
Article 5: Board of Directors
Board of Directors. The Board of Directors of the Association shall
consist of twelve Directors. The Immediate Past President of the
Association automatically becomes a member of the Board of Directors. The
remaining directors shall be categorized into rotating positions as
indicated in Appendix 1 of this document.
Elections. The initial Board of Directors will be elected on the first
Sunday in March. They will then be assigned Positions indicated in
Appendix 1. Nominations for that Position will be taken at the March
meeting and a new Director will be elected by those members of the
Association in attendance.
Term of Office. The term of office of each director shall be two years.
The term of office shall begin on the day of the March meeting of the
Association and run until the March meeting two years hence. There are no
limits to the number of terms a person may serve on the Board of
Chairman of the Board of Directors. The members of the Board of Directors
will elect a Chairman within five days of the March meeting, to serve for
a period of two years.
Powers. The directors are vested with the powers appropriate to oversee
and approve the actions of the Officers of the Association. The Board of
Directors will develop and approve a charter detailing the various powers
of the Board, the Board’s method of operations and describing its decision
Operations. The Board of Directors will conduct business at the regularly
scheduled meetings of the Association. The chairman may conduct business
at other times as circumstances require. Because of the geographical
dispersion of directors, business will normally be conducted by email,
regular mail or by conference call.
Resignation. Any director may resign by tendering a letter of resignation
to the Chairman of the Board of Directors with a copy to the President and
Section H: Removal
from Office. Any director who fails to perform the duties of the office of
director may be removed as a director by a two-thirds vote of the
remaining members of the Board of Directors.
Vacancies. If any director resigns or is removed from office, the
President of the Association will nominate an individual to fill the
vacant director position to the Board of Directors and this individual
will become a director upon a majority vote of the Board of Directors.
Quorum: Six members of the Board
of Directors shall be considered a quorum for purposes of voting. Either
the President or Vice-President must be present for the quorum to be met.
All votes shall be decided by a majority of those voting. Members of the
Board may abstain from voting, and shall be considered to have abstained
if they do not register a vote prior to any deadline designated by the
President. In case of a tie, the President of the Association may vote to
break the tie.
Article 6 Committees
Standing Committees. The Association will have the following permanent
standing committees: History/Memorabilia, Reunion, Nominating and
Ad Hoc Committees. The President of the Association may establish Ad Hoc
Committees as deemed necessary
Committee Control. Each committee shall elect a Chairman from its
membership. The President, as the Association's chief operating officer,
will work with the chairs of each committee to direct and control the
activities of Standing and Ad Hoc Committees.
Article 7: Class Coordinators
Status. Members interested in serving as Class Coordinators of their class
will notify the Vice President. Each graduating class of Columbia City
High School shall be eligible to name one Class Coordinator to the Class
Role. The role of the Class Coordinators Board shall be to promote
communications between the various directors, officers and committee
members and the members of their respective classes. Class Coordinators
shall correspond directly with all found members of their class at least
once a year.
Oversight. The Vice President shall oversee the Class Coordinators and be
their principle point of contact for Association activities. The Vice
President shall be active in searching for Class Coordinators for classes
which have no active help; be liaison between all Class Coordinators and
the Board of Directors; contact each Class Coordinator at least twice a
year to encourage proactivity regarding search for "lost" alumni. However,
Class Coordinators should have frequent contact directly with the
webmaster, and individuals arranging reunions or other Association
Article 8: Association
Database: The Association will, through cooperation with the Webmaster,
maintain a database of all alumni of the high school. This database will
include, as a minimum, alumni name, e-mail address, mailing address,
telephone number and membership status, which shall be the option of the
alumnus and/or Board of Directors.
Newsletter. The Association will publish a newsletter at least once a year
with information provided directly by members, Class Coordinators,
Officers, by Directors or Committee Members. The newsletter will be
emailed to all Association members and a copy of the latest newsletter
shall be posted on the CCHSAA website. Upon request, a copy of the CCHSAA
Newletter may be mailed to member without an email address. Operating
procedures for the Newsletter will be developed by the President and
approved by the Board of Directors
History. The Board of Directors shall appoint an historian to maintain
archives of Association memorabilia to include but not limited to
yearbooks. Duties of the Historian include: keeper of Association
archives, including all memorabilia, and proactive searching for said
memorabilia; point of contact for research questions from students
currently at the school or any other interested individuals.
Reunions. The Association will host an annual reunion and homecoming to
which all class years will be invited. The Officers, with the approval of
the Board of Directors, will set the date of this reunion.
Scholarships. The Association
will solicit special contributions to fund and/or add to scholarship(s)
for deserving graduating students of Columbia City High School. The
Association will work with Columbia City High School administration to
determine the method for actually awarding money to old or new
scholarship(s) with the approval of the CCHSAA Board of Directors.
a. Official Web Site: The
President, with the approval of the Board of Directors will designate the
official website of the Columbia City High School Alumni Association.
b. Webmaster: The
Webmaster is responsible for supporting the Association's website and
managing the site's evolution and well-being, as well as the more
traditional HTML and other technical work; working with the elected
Officers and Board of Directors to ensure website consistency and
timeliness; and finding tools to help in website development and
maintenance. The Webmaster is also responsible for an e-mail listserv to
which individuals may subscribe to receive Association updates. This
position is appointed by the President.
Rules of Order
Meetings of this organization
shall be governed by the current Robert’s Rules of Order, Revised, except
when in conflict with these By-laws.
Article 9: Fiscal Policy
Fiscal year. The fiscal year of the Association shall be from January 1 to
December 31 of the following year.
Allocation. All contributions will be deposited in a general fund account
and may be used to pay any or all expenses incurred by the Association.
Contributions received by the Association that are designated as for
scholarships only may be deposited in the general fund account but shall
be appropriated and used only to fund scholarship(s) as directed by the
Board of Directors or the wishes of the contributor.
Compensation. Officers, directors, Committee Members and Class
Coordinators shall receive no compensation for their services.
Compensation for expenses will be made to officers of the Association
after approval by the Board of Directors.
Control. All checks, drafts, loans or other orders for payment of money,
notes, and other evidence of indebtedness issued in the name of the
Association shall be signed by the Treasurer. If the Treasurer is
unavailable, the President may sign in the Treasurer’s place. If at any
time the amount of any of the above instruments is greater than $500.00,
both the President and Treasurer shall sign the instrument.
Audit. After the various financial records have been closed at the end of
the fiscal year, the Board of Directors may, if they choose, require an
audit of these records. Upon completion of the audit, these records along
with the record of the audit, will be transmitted to the Chairman of the
Board of Directors. After the Board of Directors has reviewed and approved
the Financial Review report, it will be provided to the Association
members either in the Newsletter or by other appropriate means.
Article 10: General Provision
Contracts. The President shall propose and the Board of Directors shall
approve a policy detailing which Officer(s), or agent(s) shall be
authorized to enter into any contract or execute any instrument in the
name of the Association. All contracts shall require the signature of the
President or Vice President, with the approval of the Board of Directors.
Indemnification. In discharging their duties, the Directors, Officers, and
various Committee Members of the Association shall be indemnified by the
Association for judgments and fines (whether civil, criminal,
administrative or investigative) for any of the above enumerated matters,
as well as reasonable expenses for each, including attorney’s fees
actually and necessarily incurred as a result of such action or
proceeding, if such Director, Officer or Committee Member acted in good
faith, for a purpose which he or she reasonably believed to be in the best
interests of the Association, but had no reasonable cause to believe that
his or her conduct was unlawful.
Gifts. The Board of Directors, President, Vice President, Secretary, or
Treasurer may accept on behalf of the Association any contribution, gift,
bequest or device for the general purpose of or for any special purpose of
Article 11: Existence
Implementation. These By-Laws will be implemented immediately following
their approval. These by-laws shall be approved by a majority vote of the
members attending the regularly scheduled meeting of the Association.
Amendment. The By-Laws of this Association may be amended by a two-thirds
vote of the Board of Directors. Any amendment to be considered must be
presented at a regular meeting of the association at least one month prior
to it being brought to a vote.
Article 12: Dissolution
Approval. This Association may be dissolved by unanimous vote of the Board
Implementation. Once a motion for dissolution has been approved, all
liabilities and obligations of the Association will be discharged or
adequate provision to discharge them will be made by the Chairman of the
Board of Directors. Any remaining assets will be donated, unconditionally,
to the current administration of Columbia City High School. If Columbia
City High School no longer exists upon the dissolution of the Association,
the Board of Directors shall dispose of all assets of the Association to
such corporations or organizations operating exclusively for charitable,
educational, religious, or scientific purposes and qualify as an exempt
organization under Section 501©(3) of the Internal Revenue Code of 1954
(or such corresponding provisions of any future United States Internal
Revenue Law.) Assets not so disposed of shall be disposed by the Circuit
Court of Whitley County, Indiana.
Article 13: Relationship with
Columbia City High School
In accordance with the stated
purposes of the Association, the Board of Directors and Officers shall
make all reasonable efforts to maintain good relations and communication
with Columbia City High School, its successors and its constituents. There
shall be no financial relationship between the Alumni Association and the
School, although the Association may periodically donate funds to the
School for various purposes. The Association shall uphold the high
standards set by the CCHS School Board.