Charlestown Alumni Association Bylaws
ARTICLE I: THE TITLE
This organization shall be known as the Charlestown Alumni Association.
ARTICLE II: OBJECTIVE
Section I
Mission Statement:
To promote and carry on the rich history and tradition of the Charlestown Alumni Association by providing community enhancement through scholarships awarded to deserving CHS graduates and donations to the CHS media center. We encourage membership of all graduates in this Alumni Association by bringing them together annually for fellowship and reunion. Though we each graduated in different years, we are all one family.
ARTICLE III: ELIGIBILITY
All graduates with a Diploma or GED from Charlestown High School are eligible for membership in the Charlestown Alumni Association. Any person who has attended CHS, may attend functions if they pay annual dues.
Section I
Any person who has attended Charlestown High School may attend these Alumni Association functions. All (including their spouse or guest) are eligible to attend the Alumni Banquet and Dance or any other function held by this association.
Membership dues are paid on an annual basis. Dues must be paid to attend the annual banquet.
ARTICLE IV: OFFICERS
The officers of this organization shall be President, Vice President, Secretary, Treasurer, Public Relations Officer, Reunion Coordinator and Historian.
Section I: OFFICER TERMS
All officers shall be elected for a term of one year at the Annual Banquet meeting. The officers may hold the office to limit terms of five (5) years. If any officer holds an officer position for one year, he/she may ascend to another position by nomination and vote. Regardless of office held, no one member may remain an officer for longer than five consecutive years. After one year away from office, members may be nominated and hold office again.
Section II: DUTIES OF OFFICERS
Note: Detailed officer duties are outlined in the Charlestown Alumni Association Standard Operating Procedures.
President:
It shall be the duty of the President to preside over all meetings, to appoint necessary committees to properly plan the Alumni Association functions, and to perform such other duties pertaining to this office.
Vice President:
It shall be the duty of the Vice President to assist the President in planning Alumni Association functions and to act in the absence of the President. Additionally, the Vice President must perform such other duties pertaining to this office or as assigned by the President.
Secretary:
It shall be the duty of the Secretary to record and maintain minutes of all Alumni Association meetings; and to perform such other duties pertaining to this office or as assigned by the President.
Treasurer:
It shall be the duty of the Treasurer to accept all money and pay all bills; to itemize all receipts and disbursements; to balance the books at the close of his/her term of office; to submit a written report, and to perform such other duties pertaining to this office or as assigned by the President.
Public Relations Officer:
It shall be the duty of the Public Relations Officer to supervise all publicity; coordinate all printing materials with the printing company; and to perform such other duties pertaining to this office or as assigned by the President.
Reunion Coordinator:
It shall be the duty of the Reunion Coordinator to Distribute all invitations to alumni and Seniors, collect incoming invitations and distribute accordingly; and to perform such other duties pertaining to this office or as assigned by the President.
Historian:
It shall be the duty of the Historian to maintain a current and comprehensive database of all Alumni; to regularly maintain online Alumni communications via the internet using social media sources of Facebook and the Association’s website; and to perform such other duties pertaining to this office or as assigned by the President.
ARTICLE V: FUNDS
Section I: Scholarship Award
Each year at least two scholarships will be awarded, based on funding from Alumni contributions, to graduating seniors. Recipients of the scholarships will be selected in a blind vetting process by the officers of the Charlestown Alumni Association. Scholarships are awarded at the annual Honors Day Awards program of the Charlestown High School. Funds are remitted to the college or educational institution for students to obtain their first semester. Graduating seniors applying must meet the following requirements:
- Must be accepted to a school of higher education or vocational school full time
- 3.0 GPA or higher
- Must demonstrate extra-curricular high school activities and/or community involvement
- Must show proof of registration for the first semester
Section II: MEDIA CENTER FUND
Each year alumni are encouraged to donate to the Charlestown High School Media Center Fund. All monies collected will be used to purchase materials or supplies for use at the Charlestown High School Media Center as requested by the Charlestown High School Media Center Director.
Materials or items requested should be materials not funded by the Charlestown High School budget.
Any materials or supplies donated to the Charlestown High School Media Center will have publicity as scheduled by the Alumni Secretary. Materials should be inscribed or labeled as a donation from the Charlestown Alumni Association.
Section III: GENERAL FUND
The Alumni Association welcomes donations to support our mission. Anyone wishing to contribute to the General use fund may do so at his or her pleasure. These funds will be used to offset any shortfalls within the normal operating budgets of the alumni.
The annual banquet and dance is funded by ticket purchases for the dinner and annual membership dues. Funding is necessary for the building venue, meal, entertainment, and other miscellaneous items for the evening. It is the responsibility of the Charlestown Alumni Association officers to adjust these fees as necessary based on price increases from vendors and other factors such as mailing and printing expenses, etc. Membership dues and ticket purchases are deposited into the General Fund.
ARTICLE VI: Distinguished Alumni Award
Each year alumni may nominate fellow alumni for this award. Nominations may be submitted with the reservation form or by email or U.S. mail. Deadline for submission will be noted on the reservation form and the Alumni website. The most recent Distinguished Alumnus will poll past recipients of the Distinguished Alumni Awards to select the recipient. A minimum of five past recipients of the Distinguished Alumni Award will select the future Distinguished Alumni. Qualifications for nomination are as follows:
- must be an alumnus of Charlestown High School
- must be or have been a member in the alumni
- must demonstrate good citizenship and involvement in his or her community
Professional accomplishment may also be an item for consideration as this is often a matter of outstanding achievement.
The committee may select up to three Distinguished Alumni.
ARTICLE VII: ALTERATION OR AMENDMENT
Amendments must be presented at the annual business meeting to be approved by a 2/3 majority vote with only Charlestown graduates voting. A quorum shall consist of 2/3 of the members present at the annual business meeting.
The duly elected officers are responsible for updating the Bylaws with any amendments that are approved at the annual business meeting of the Charlestown Alumni Association.
To ensure that verbiage outlining new or altered amendment change(s) is correct, the wording will be presented at the following Annual Business Meeting for review. There will be no need for a repeat vote unless further corrections are needed.
Last revision and approval: June 10, 2017