Association Bylaws
Revised: 07.14.2022
APproved by Board August 2022
Article 1
Memberships and Offices
Section 1. Members
Members shall be the following:
Section 2. Membership
Eligible individuals become members of the South Gallia Alumni Association upon graduation from South Gallia, marrying a graduate of South Gallia, or by being a teacher or staff member of South Gallia. Being a member does not give an alumnus voting rights, creative rights, or opinion rights.
Eligible individuals become active members of the South Gallia Alumni Association upon payment of an annual membership fee to be determined by the Board of Directors for the South Gallia Alumni. Payment of the membership fee allows alumni the opportunity to contribute ideas, help with projects and activities, vote on topics, hold office, and be part of committees.
Section 3. Voting
Each active member shall be entitled to a vote at the Annual Meeting(S) of the Alumni Association. During the year, the Directors will act on behalf of the association, following the association’s policies and procedures.
Section 4. Annual Meeting
All Annual Meetings shall take place in Mercerville, Ohio and at the building of South Gallia High School when available. The Directors will secure a date and precise location and make such information known to all active alumni members via social media or email. There will be four (4) meetings a year following a quarterly calendar that coincides with school events and dates.
Summer Meeting - end of July (Homecoming Planning and Football/Volleyball events)
Fall Meeting - Beginning of November (Basketball Events)
Winter Meeting - End of February or beginning of March (Baseball/Softball events)
Spring Meeting - mid May (scholarship and financial wrap-up) Board Members only and special committees
Dinner to host new members - either before or after graduation or on the same day as graduation
Section 5. Conduct of Annual Meeting
The President, or Vice-President in the absence of the President, shall reside over each Annual Meeting. The Secretary or appointed Secretary in the absence of the Secretary shall record the minutes of each Annual Meeting.
Article 2
Board of Directors
Section 1. Management of the Association
Management of the association will be through the Board of Directors, all of which are members of the association. There is no limit to years in which a board member may hold office. Board members will have their annual membership fee waived as an incentive to members to be part of the leadership team.
Section 2. Number of Directors
The number of members on the Board of Directors will be determined by the first Board of Directors.
Section 3. Election of Directors
Section 4. Director Positions
The following positions will be held by individuals who are active members of the South Gallia Alumni Association. These positions will make up the Board of Directors:
Section 5. Director Meetings
Director Meetings shall take place in Mercerville, Ohio and at the building of South Gallia High School when available. The President will secure a date and precise location and make such information known to all directors via social media or email.
Section 6. Quorum Voting for Meetings
The presence of a majority of directors set forth in the South Gallia Alumni Association bylaws will constitute a quorum vote for the transaction of business during an alumni meeting. Each director will have one vote. The affirmative vote of the majority of directors’ present will act as the decision of the directors, unless otherwise stated by law or the association bylaws.
Section 7. Conduct of Meetings
The President, or in the President’s absence, the Vice-President, shall preside at each meeting of the Directors; and the Secretary, or in the absence of the Secretary, an appointed Secretary, shall record the minutes of the meeting. The presiding officer with the Secretary shall rule whether there is a quorum present.
SECTION 8. RESIGNATION
An officer or Director may resign at any time by notifying the Board of Directors in writing.
SECTION 9. REMOVAL OF AN OFFICER OR DIRECTOR
The Directors may remove any officer or Director at any time when such removal is in the best interests of the Directors. The determination to remove an officer or Director may be made by a 2/3 vote of Directors.
SECTION 10. VACANCY CREATED BY AN OFFICER OR DIRECTOR’S RESIGNATION OR REMOVAL
In the case of a vacancy of an officer or Director, the Directors may appoint by majority vote a member to fill the unexpired term of the officer or Director at any time.
Article 3
OFFICERS
SECTION 1. OFFICES
The officers of the Association shall consist of President, Vice President/President Elect, Secretary, Treasurer, Media/MArketing, Historian, and Advisor. The term of each officer shall be two years starting at the summer meeting.
SECTION 2. DUTIES OF PRESIDENT
The President shall preside over all business of the Association, be the primary spokesperson for the membership of the Association, exercise general supervision over the Association’s officers and membership and appoint committees. The President shall serve as an Ex-Officio member of each committee.
SECTION 3. DUTIES OF VICE PRESIDENT/PRESIDENT ELECT
In the event of the President’s absence, the Vice-President/President Elect shall exercise all the duties of the President. The Vice-President/President Elect shall assist the President in overseeing and coordinating all the committees.
SECTION 4. DUTIES OF SECRETARY
The secretary shall be the official recording secretary of the Association, conduct the general correspondence of the Association, and have charge of its official records and papers. The secretary shall be responsible for applications for membership. The secretary is also responsible for filing any documents required by the government to maintain the Association’s legal status as a non-profit corporation (when applicable) and shall perform other duties as directed.
SECTION 5. DUTIES OF TREASURER
The treasurer shall be responsible for all funds of the Association and shall oversee the receipt and disbursement of the monies of the Association, subject to the approval of the President and Board of Directors. The treasurer shall present an annual financial statement and a proposed annual budget to the Board of Directors and provide other financial records requested.
Section 6. Duties of Marketing and Media
The Marketing and Media position shall be responsible for creating fliers and pamphlets for promoting the activities and events sponsored by the alumni association or participated in by the alumni association. The marketing and media position holder shall be responsible for contacting newspapers, connecting with the official south gallia middle school and high school facebook page and posting to the south gallia alumni association facebook page. the marketing and media position shall be responsible for creating and distributing a newsletter of updates and information regarding the alumni association and school at least four times a year, one per quarter.
Section 7. Duties of Historian
The historian shall Be responsible for documenting through pictures and video, the events of the alumni association. The historian shall be responsible for working with the Marketing and Media position to ensure photos and videos are provided.
Section 8. Duties of Advisor
The advisor is to be a retired teacher or administration of South Gallia High School. The advisor shall be responsible for advising the board of orders of business, fundraisers, and working with the community.
SECTION 9. COMPENSATION
The officers shall not be compensated for their services, but they may be reimbursed for out-of-pocket expenses as approved by the Board.
Article 4
APPOINTIVE OFFICERS
SECTION 1. ALUMNI DIRECTOR OR OTHER APPOINTIVE OFFICERS
The Board of Directors shall appoint an Alumni Director or any other officers to assist the Association. These appointive officers shall attend all meetings of the Alumni Association and the Directors. None of these officers shall have a vote at Director Meetings unless they are members of the Board of Directors. The Alumni Director, or in the absence of the Alumni Director, another appointive officer shall maintain the calendar of the Association’s events, shall coordinate these events with the rest of the South Gallia High School activities, and shall coordinate all mailings for the Association. These appointive officers serve at the pleasure of the Board of Directors and can be removed or replaced by the Board of Directors.
Article 5
COMMITTEES
SECTION 1. STANDING AND SPECIAL COMMITTEES
The Directors may designate one or more standing or special committees as are necessary to do the Association’s work, as long as they are not in conflict with duties assigned in other provisions of these by-laws or do not conflict with the duties assigned to the Board of Directors.
SECTION 2. QUORUM AND VOTING
A majority of the members of any committee shall constitute a quorum for the transaction of business at any meeting of a committee. Each member of the committee shall have one vote. All committee decisions must be presented to the Directors for final approval.
SECTION 3. MEMBERS
All members of the Alumni Association are eligible to be appointed to a committee. The number of members on a committee shall be determined by the officers of the Directors in consultation with committee chairs. The chairs of the committees shall be appointed by the Officers.
Article 6
OTHER PROVISIONS
SECTION 1. AMENDMENTS
These by-laws may be amended at any time by a 2/3 vote of the Board of Directors of the Alumni Association.
SECTION 2. FUNDS FOR THE ASSOCIATION
Initially, funds for the Association shall be established by the Board of Directors. Other funds and/or contributions to the Association shall be used to promote the goals and purposes of the Association as set forth in the Purpose of these by-laws and shall be held under the authority of the Board of Directors. No funds of the Association may be used in any other manner than as stated in these by-laws.
SECTION 3. BOOKS AND RECORDS
The officers of the Association shall keep the books and records of accounts for the South Gallia High School Alumni Association and shall be responsible for the accounting of all funds.
ADOPTION OF BYLAWS
We, the undersigned, are all of the initial directors or incorporators of this Corporation, and we consent to and hereby do adopt the foregoing Bylaws as the Bylaws of this corporation.
