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April 26, 1991
THE CONSTITUTION AND BY-LAWS OF
THE CHARLOTTE HALL MILITARY ACADEMY ALUMNI ASSOCIATION
ARTICLE I: NAME
The name of the organization shall be the Charlotte Hall Military Academy
Alumni Association.
ARTICLE II: OBJECTIVES:
The objectives of this Association are as follows: 1. To stimulate and
perpetuate the interest and the financial support of the Association and to
perpetuate the principles for which Charlotte Hall Military Academy stood. 2.
To continue freindships among former students. 3. To develop a scholarship
fund.
ARTICLE III: MEMBERSHIP
All graduates, former students, former faculty, and relatives of former
students of Charlotte
Hall Military
Academy, as hereinafter
provided, shall be entitled to be members of this Association.
ARTICLE IV: MEETINGS
A biennial meeting of this Association shall be held at Charlotte Hall,
Maryland on such day and at such hour as Executive Committee and its
President shall direct. Special meetings may be called at any time at the
direction of the Executive Committee as hereinafter provided.
ARTICLE V: BOARD OF DIRECTORS
A Board of Directors, consisting of alumni elected by the membership shall
provide general oversight of Assocication matters.
ARTICLE VI: OFFICERS
The officers of this Association shall be a President, Vice President,
Secretary, Treasurer, Assistant Secretary, Assistant Treasurer, and
Parliamentarian.
ARTICLE VII: EXECUTIVE COMMITTEE
The Executive Committee shall be composed of the President, Vice President,
Secretary, Treasurer, and three members of the Board of Directors as hereinafter
provided.
The Executive Committee shall act for the Association between meetings and
may delegate such authority as it may see fit to the President. Minutes shall
be kept of all proceedings which shall be presented to the Alumni Association
for its ratification. The President or three members of the Executive
Committee may be giving written notice fourteen days in advance, call a
meeting of the Executive Committee on the day of the biennial meeting at an
hour not interfering with the biennial meeting.
ARTICLE VIII: AMENDMENTS
Amendments to the constitution of this Association may be made at any
biennial meeting, provided notice of the proposed amendments shall have been
submitted in writing to the Active Membership not less than three (3) months
prior to the meeting at which the amendments are to be voted upon. The
Association at its discretion may be a simple majority vote of those present
defer action on any amendment for a period of twenty-four (24) months.
BY-LAWS
ARTICLE 1: MEMBERSHIP
Section 1.01
The membership of this Association shall consist of the following two
classes:
Active Members
(a) All graduates, former students, former faculty, and relatives of former
students.
Honorary Members
(a) Individuals approved for honorary membership by two thirds of the members
present at a biennial meeting.
Section 1.02
While both classes of members are entitled to vote, only active members may
hold office in the Association.
Section 1.03
All members shall pay dues from time to time as may be established by this
Association.
ARTICLE 2: MEETINGS
Section 2.01
The biennial meeting of the Association shall be held at Charlotte Hall,
Maryland on such day and at such hour as its President and Executive
Committee shall direct. Notice of the place, date and time for the meeting
shall be mailed to the last known address of every member at least thirty
(30) days prior thereto.
Section 2.02
Special meetings may be called at any time at the direction of the Executive
Committee, upon giving at least thirty (30) days notice in writing, mailed to
the last known address of each member.
Section 2.03
Meetings of the Executive Committee may be called at any time by the
President or three (3) members of the Committee by giving notice fourteen
(14) days in advance as to the place, date, and hour of the meeting.
Section 2.04
There shall be no proxies allowed at any meeting of this Association or of
one of its Committees.
ARTICLE 3: ELECTIONS AND TERMS OF OFFICE
Section 3.01.a Board of Directors
The primary duty of the Board of Directors shall be to elect members of the
Executive Committee and exercise oversight of the Association and the
Executive Committee. Each member of the Board is an ex-officio member of the
Executive Committee. Twenty-one [ changed to fifteen (15) 10 Oct 1992] members
of the Board shall be elected in 1990; eleven for two-year terms and ten for
four year term. Subsequent elections shall be for four-year terms.
Section 3.01.b A board member absence of
two consecutive meetings, out of any given year of his or her term, with the
exception of extenuating circumstances or board approved absence, may forfeit
their elected postion to an appointment by the Board President or quorum of
the Board of Directors.
Section 3.02 Officers
The President, Vice President, Secretary, Treasurer, Assistant Secretary,
Assistant Treasurer, and Parliamentarian shall be elected by the Board of
Directors to serve two-year terms.
Section 3.03 Executive Committee
The Board of Directors shall elect from its membership three members of the
Executive Committee in addition to the Officers named in Article VI of the
Constitution.
ARTICLE 4: DUTIES
Section 4.01 Executive Committee
The business and property of the Association shall be managed by the
Executive Committee. The Executive Committee may exercise all powers and do
all acts and things as may be legally done by a Board of Directors of a
business corporation under the laws of the State of Maryland.
Section 4.02 Officers
(a) The President shall be the Chief Executive Officer of this Association,
and shall have entire supervision of the affairs of this Association, subject
to the Regulations of the Executive Committee. He shall perform all acts
properly pertaining to the Executive Office of this Association, or that he
may be directed to perform by the Executive Committee from time to time. He
shall preside at all meetings of the Association and of the Executive
Committee. He shall appoint such Committees and their Chairmen as the
Executive Committee shall deem necessary for the efficient conduct of the
Association’s activities. He shall make a report at the biennial
meeting of the Association, reviewing the work that has been done, and
present any matters of interest in connection with the memory of Charlotte
Hall Military Academy and the Association. Vacancies in any Office not
otherwise provided for may be filled by the President, subject to
ratification at the next regularly or Special meeting of the Executive
Committee.
(b) The Vice President shall perform such executive and other duties as
requested by the President, and in case of absence, resignation, disability
or death of the President, shall perform all the duties of the Office in the
absence of the President.
(c) The Secretary will provide for the written registration of all members
attending Association meetings including name, address, class, graduate or
non-graduate. The Secretary shall maintain a record of the minutes of the
meetings of the Association and be prepared to read them and all minutes of
intervening meetings at the next regular meeting of the Association.
(d) The Treasurer shall receive members’ dues and any other finds the
Association is entitled to receive. The Treasurer shall keep a complete and
accurate record of all dues received and issue completed alumni membership
cards to those so entitled. The Treasurer shall maintain adequate financial
records to show all receipts and disbursements and the financial assets of
the Association at each annual meeting and at such other times as requested
by the President or Executive Committee. All bills must be approved by the Association
and/or the President. The Association’s checks must be signed by the
Treasurer or Assistant Treasurer.
(e) The Assistant Secretary shall assist the Secretary in the performance of
his duties and in the absence or inability of the Secretary shall perform the
Secretary’s duties.
(f) The Assistant Treasurer shall assist the Treasurer in the performance of
his duties and in the absence or inability of the Treasurer shall perform the
Treasurer’s duties.
(g) The Parliamentarian is to offer guidance and assistance in the conduct of
the Association’s meetings and when necessary he is to make rulings on
any parliamentary procedure using Robert’s Rules of Order as the
Association’s recognized and authorized device for the conduct of its meetings
and affairs.
ARTICLE 5: COMMITTEES
Section 5.01 Standing Committees
(a) Membership.
(b) Reunions.
(c) Historical.
Section 5.02 Special Committees
(a) Constitution and By-Laws.
(b) Finance.
ARTICLE 6: OUORUMS
Section 6.01 Association
Eighteen (18) members present shall constitute a quorum.
Section 6.02 Executive Committee
Four (4) members present shall constitute a quorum.
Section 6.03 Board of Directors
Seven (7) members present shall constitute a quorum.
ARTICLE 7: ORDER OF BUSINESS
Section 7.01
(a) Minutes.
(b) Treasurer's Report.
(c) Standing Committees.
(d) Special Committees.
(e) Report of President.
(f) Old Business.
(g) New Business.
ARTICLE 8: AMENDMENTS
Section 8.01 Procedure
The By-Laws may be amended by majority vote of the members present at any
biennial meeting, provided notice of the proposed amendments shall have been
submitted to the Active Membership not less than three (3) months prior to
the meeting at which the amendments are to be voted upon. The Association at
its discretion may by a majority vote of those present defer action on any
amendment for a period of twenty-four (24) months.
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