BYLAWS
of the
Moore High School Class of 1981
Alumni Association
ARTICLE I
Name and Purposes
Section 1.01. Name and Address. The name of the organization is Moore High School Class of 1981 Alumni Association, herein after referred to as the “association” or “organization”. Correspondence of the association will be maintained through the Post Office Box 7443, Moore, Oklahoma 73153.
Section 1.02. Organization. The organization is a Not For Profit Corporation, Incorporated under the laws of the State of Oklahoma, August 16, 2011.
ARTICLE II
PURPOSE
Section 2.01. Purpose. The Moore High School Class of 1981 Alumni Association is organized for the charitable, educational or literary purposes pursuant to the meaning of section 501(c)(3) of the Internal Revenue Code. The intent of this Association is to promote continuing education through the establishments of endowments, and to award scholarships funded by various fundraising activities and events.
ARTICLE III
Members
Section 3.01. Qualifications. Membership may be granted to any individual that supports the mission and purposes of the organization, and is a former student of Moore High School, who completed graduation requirements for the 1981 school year. A record of active committee members will be kept for voting majority purposes.
Section 3.02. Termination of Membership. The Officers and Committee Chairs, by affirmative vote of two-thirds may suspend or expel a member, and may, by a majority vote of those present at any regularly constituted meeting, terminate the membership of any member who uses willful intent to misrepresent or misuse the association. Termination can also be suspended do to inactivity of a member.
Section 3.03. Resignation. Any member may resign by filing a written resignation with the Secretary.
Section 3.04. Dues. No dues are required.
Section 3.05. Meetings. The association will meet at least once per quarter. During the planning and organization of fundraising activities additional meetings may be scheduled. The meetings will be announced through email sent to all active committee members. A minimum of 55% of the active members present in person or by proxy shall constitute a quorum for transaction of business at a membership meeting.
Section 3.06. Special Meetings. Meetings shall be at such dates, times and places as the association shall determine.
Section 3.07. Quorum. A quorum shall consist of a majority of the active committee members attending in person or through teleconferencing. All decisions will be by majority vote of those present at a meeting at which a quorum is present.
Section 3.08. Action Without a Meeting. Any action required or permitted to be taken at a meeting of the association may be taken without a meeting if all the active members of the association consent in writing to taking the action without a meeting and to majority approval of the specific action. Such consents shall have the same force and effect as a unanimous vote of the association as the case may be.
Section 3.09. Participation in Meeting by Conference Telephone. Members of the association may participate in a meeting through use of conference telephone or similar communications equipment, so long as members participating in such meeting can hear one another.
Section 3.10. Committees. The association may establish committees of the association composed of at least two (2) persons. The association may make such provisions for appointment of the chair of such committees, establish such procedures to govern their activities, and delegate thereto such authority as may be necessary or desirable for the efficient management of the property, affairs, business, and activities of the association.
Section 3.12. Reimbursement. Members shall serve without compensation with the exception that expenses incurred in the furtherance of the association’s business are allowed to be reimbursed with documentation and prior approval.
ARTICLE IV
AUTHORITY AND DUTIES OF OFFICERS AND DIRECTORS
Section 4.01. Officers. The officers of the association shall be a President, a Vice-President, a Secretary, a Treasurer, and such other officers as the association may designate. Any two (2) or more offices may be held by the same person, except the offices of President and Treasurer.
Section 4.02. Appointment of Officers; Terms of Office. The officers of the association shall be elected by the active members of the association at regular meetings. New offices may be created and filled at any meeting of the association.
Terms of office may be established by the association, but shall not exceed two (2) years. Officers shall hold office until a successor is duly elected and qualified. Officers shall be eligible for reappointment except for the office of Treasurer, who shall be re-eligible after one term off.
Section 4.03. Resignation. Resignations are effective upon receipt by the Secretary of the association of a written notification.
Section 4.04. Removal. An officer may be removed by the association at a meeting, or by action in writing pursuant to Section 3.08, whenever in the association’s judgment the best interests of the association will be served thereby. Any such removal shall be without prejudice to the person so removed.
Section 4.05. President. The President will preside at all meetings of the association, exercise general supervision of the affairs of the association. The President shall perform all duties attendant to that office, and shall perform such other duties as on occasion shall be assigned by the association. The Post Office Box will be maintained by the President, incoming mail will be retrieved before and disbursed at regular meetings.
Section 4.06. Vice-President. The Vice-President will preside at meetings of the association in the absence of or request of the President. .The Vice-President shall perform other duties as requested and assigned by the President or association.
Section 4.07. Secretary. The Secretary shall keep the minutes of all meetings of the association in the books proper for that purpose, and provide a copy of previous meeting minutes at the next appropriate meeting. Bylaw revisions and revision dates shall also be tracked by the Secretary, copies of previous Bylaws will remain as a permanent record of the association. The Secretary shall perform such other duties as occasionally may be assigned by the association. The following document retention policy will be followed: Contracts-10 years after expiration, Correspondence-4 years, Insurance policies or certificates-permanently, Minutes-permanently.
Section 4.08. Treasurer. The Treasurer shall report to the association at each regular meeting on the status of the association’s finances. The Treasurer shall work closely with all members of the association to ascertain that appropriate procedures are being followed in the financial affairs of the association. The Treasurer shall receive all monies designated as association funds and deposit these monies to the proper accounts as soon as possible upon receipt. All funds received should be documented with source of origin. All funds will be dispersed by the Treasurer and only at the authorization of the association. Two signatures will be required on all checks written; Treasurer and President. No check will be written without documentation; receipts, invoices, etc. The Treasurer will reconcile all bank statements monthly. Treasurer shall turn over completed records for audit by January 31st of each year. The following document retention policy will be followed: Bank statements-10 years, Cash Books-10 years, Canceled Checks-10 years, Audit Reports-permanently, Donations to endowment funds-permanently, Deposit slips-10 years, Financial Statements/General ledgers-permanently, Tax returns(if required to file)-permanently.
Section 4.09. Directors. The association will have a minimum of one elected director.
ARTICLE V
INDEMNIFICATION
Every member of the association may be indemnified by the association against all expenses and liabilities, including counsel fees, reasonably incurred or imposed upon such members of the association in connection with any threatened, pending, or completed action, suit or proceeding to which she/he may become involved by reason of her/his being or having been a member of the association, or any settlement thereof, unless adjudged therein to be liable for negligence or misconduct in the performance of her/his duties. Provided, however, that in the event of a settlement the indemnification herein shall apply only when the association approves such settlement and reimbursement as being in the best interest of the association. The foregoing right of indemnification shall be in addition and not exclusive of all other rights which such member of the association is entitled.
ARTICLE VI
COMMITTEES
Section 6.01. Establishment. The association may establish one or more Advisory Boards or Committees.
Section 6.02. Size, Duration, and Responsibilities. The size, duration, and responsibilities of such boards and committees shall be established by a majority vote of the association.
Section 6.03. Standing Committee-Ways and Means. There will be a standing committee of Ways and Means to coordinate, plan and implement methods for the raising of funds for the associations purpose stated in Section 2.01.
Section 6.03a. Standing Committee-Ways and Means. Any fundraising activities requiring cash transactions will need a startup cash fund, amount to be determined. A cash count sheet will accompany the cash fund. The start cash will be counted by the Treasurer and verified by the person receiving the funds. The ending cash will be counted by two members present at the function and verified by the Treasurer. All funds will be deposited as soon as possible by the Treasurer following their officer procedures.
Section 6.04. Standing Committee-Scholarships. There will be a standing committee of Scholarships. Membership of the committee will be determined annually. The committee will establish annual criteria for the selection and disbursement of scholarship awards.
ARTICLE VII
FINANCIAL ADMINISTRATION
Section 7.01. Fiscal Information. The fiscal year of the Corporation shall be January 1 - December 31 but may be changed by resolution of the association.
The association’s Federal Identification Number is 45-2988514.
Section 7.02. Checks, Drafts, Etc. All checks, orders for the payment of money, bills of lading, receipts, obligations, and insurance certificates shall be approved by the association.
Section 7.03. Deposits and Accounts. All funds of the association shall be deposited by the Treasurer from time to time in general or special accounts in such banks, trust companies, or other depositories as the association may select.
Section 7.04. Auditing. Annually all association accounts shall be examined by an auditing committee of not less than three (3) members, and an outside auditing firm if deemed necessary by the auditing committee. The auditing committee’s audit should be completed by March 31st of each year.
ARTICLE VIII
BOOKS AND RECORDS
Correct books of account of the activities and transactions of the association shall be held in the possession of the current Secretary, Treasurer or President. These shall include a minute book, which shall contain a copy of these Bylaws, and all minutes of meetings of the association.
ARTICLE IX
AMENDMENT OF BYLAWS
Section 9.01. These Bylaws may be amended by a majority vote of the association, provided prior notice is given of the proposed amendment in the notice of the meeting at which such action is taken, or provided all active members of the association waive such notice, or by unanimous consent in writing without a meeting pursuant to Section 3.08.
Section 9.02. These Bylaws shall be reviewed at least every three (3) years.
Bylaws revision August, 2011.
