By Laws
Southwestern High School (of Shelby County, Indiana) Alumni Association
Constitution
Article 1: NAME
The name of the association shall be the Southwestern High School (of Shelby County,
Indiana) Alumni Association
Article 2: PURPOSE
Act as a resource for class reunions and other related activities. Encourage or initiate
fundraising activities to benefit Southwestern High School. Encourage or initiate fundraising activities to fund scholarships for graduating seniors. Act as beneficiary and
guardian of memorabilia related to Southwestern High School.
This association is organized exclusively for charitable purposes, including the making
of distributions to organizations under Section 501(c)(3) of the Internal Revenue Code
(or corresponding section of any future Federal tax code). No part of the net earnings of
the organization shall inure to the benefit of, or be distributable to its members,
directors, officers, or any private persons, except that the organization shall be
authorized and empowered to pay reasonable compensation for services rendered and
to make payments and distributions in furtherance of Section 501(c)(3) purposes. No
substantial part of the activities of the organization shall be the carrying on of
propaganda, or otherwise attempting to influence legislation, and the organization shall
not participate in, or intervene in (including the publishing or distribution of statements)
any political campaign on behalf of, or in opposition to, any candidate for public office.
Notwithstanding any other provision of these articles, the organization shall not carry on
any other activities not permitted to be carried on, (a) by an organization exempt from
Federal income tax under Section 501(c)(3) of the Internal Revenue Code (or
corresponding section of any future Federal tax code) or (b) by an organization
contributions to which are deductible under Section 170(c)(2) of the Internal Revenue
Code (or corresponding section of any future Federal tax code).
Upon dissolution of this organization, assets shall be distributed to one or more exempt
purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code (or
corresponding section of any future Federal tax code), or shall be distributed to the
Federal government, or to a state or local government, for a public purpose.
Article 3: MEMBERSHIP
Regular members: All graduates and any person who has attended Southwestern High
School as a student. Other members: Any other person with an interest in the goals of the
association. Other members may serve on committees and attend meetings but shall
have no voting privileges in general meetings nor be able to hold elected office.
Article 4: DUES
There shall be no dues for membership.
Article 5: OFFICERS
The officers shall be President, Vice President, Recording Secretary, Corresponding
Secretary, and Treasurer.
Article 6: BOARD OF DIRECTORS
The Board of Directors shall consist of thirteen individuals, five of whom shall be the
current officers.
Should a member of the Board of Directors fail to or be unable to fulfill the duties of
office, an interim appointment may be made at the discretion of the President or Vice
President. Failure to perform duties shall be defined as three consecutive unexcused
absences from regularly scheduled meetings.
The Officers and Directors shall be elected at the Annual meeting held in odd-numbered
years, shall take office immediately following the election, and shall serve for two years,
or until their successors are elected or appointed.
If any elective office becomes vacant, with the exception of that of President, or, if any
new office is created by an Amendment to this constitution, the Board of Directors, at a
regular meeting shall choose a member to fill the vacancy for the unexpired term of
such vacant office or to fill the newly created office.
If the office of the President becomes vacant it shall be filled by the Vice President.
Article 7: DUTIES OF THE OFFICERS
President. The President shall preside at all meetings of the Association and the Board
of Directors. Except as otherwise provided in the Constitution or By-Laws, he shall
appoint all committees, instruct them in their duties, and serve as member ex-officio of
all committees. He shall exercise general supervision over the programs and activities
of the Association, and propose new activities as he believes would further the
objectives thereof. He may appoint, pro-tem, an officer in the place of any absentee
officer at a meeting. He shall make a report at the Annual Meeting and regular activity
reports to the general membership.
Vice President. He shall assist the President in carrying out the duties of his office and
shall serve as coordinator of all services provided to Association Members. In the
absence of the President, or in case of his inability to act, the Vice President shall
preside at meetings and perform all of the duties of the President.
Recording Secretary. The Recording Secretary shall keep the minutes of the meetings
of the Association and of the Board of Directors; he shall prepare for the use of the
President at any such meeting an agenda of the business to be transacted. He shall
also keep lists of all standing and special committee members and chairman and shall
see that all reports passed in are properly dated and signed before being filed. He shall
read the minutes, all reports, and communications to be presented to the Association or
the Directors. The Recording Secretary shall also maintain permanent files of all
minutes and electronically transfer the files needed for posting minutes to the Website.
Corresponding Secretary. The Corresponding Secretary shall, under the direction of the
President, answer all correspondence other than that addressed to and involving a
particular officer or committee, and maintain a file of such correspondence. He shall
send to all members and Directors timely notice of their respective meetings and shall
therein mention any proposed amendment to the Constitution or By-Laws to be acted
upon. He shall see to the preparation and mailing of general notices, communications, and newsletters involving programs or events sponsored by the Association, and shall
supervise the maintenance of the membership database. He shall familiarize himself
with the U.S. Postal Regulations and bulk mailing requirements.
Treasurer. The Treasurer shall receive and give receipts for all funds of the Association
and shall deposit them in the name of the Association, in a bank selected by the Board
of Directors. He shall keep a checkbook in the usual form and retain all canceled
checks, maintain a file of all bills and vouchers paid, and books of account in which all
receipts and disbursements of funds shall be entered. At each regular meeting of the
Board of Directors, he shall have all such records and books at hand and shall make a
written monthly financial report to the Board, in which all receipts and disbursements
shall be shown, and the beginning and ending balance. At the January meeting, he shall
submit to the Board an annual financial report, covering the period January 1 to
December 31, which shall be the fiscal year. In the year in which a newly elected
Treasurer shall succeed him, the outgoing Treasurer shall prepare for the incoming
Treasurer a financial statement covering the period January 1 to the last day of the
month immediately prior to the date of the incoming Treasurer assumes office. He shall
present a brief financial report, which may be oral, to the Association at the Annual
Meeting. The Treasurer shall sign all checks drawn on the bank account of the
Association for the expenditures which shall be authorized by the Board of Directors or
the Executive Committee, as provided in these By-Laws. Checks in excess of $100.00
will require the signature of both the treasurer and another member of the Board of
Directors. A Board of Directors member who is not a signer on the initial contract will
sign checks in payment of contracts. The Treasurer shall acknowledge all contributions
made to the Association in accordance with tax-exempt contribution regulations. The
treasurer shall be responsible for any required governmental filings required on behalf
of the Association.
Article 8: ANNUAL MEETING
The annual meeting of the Association shall be scheduled for January. Terms of office
shall begin and expire at the conclusion of the annual meeting held in odd-numbered
years.
Article 9: QUORUM
Five members of the Association shall constitute a quorum for the annual meeting.
Five voting members of the Board of Directors shall constitute a quorum for the Board of
Directors meetings.
Article 10: AMENDMENTS
The Constitution and By-laws may be amended at the annual meeting by a two-thirds
vote of those present.
Article 11: GENDER PRONOUNS
“He” as used in this document refers to an association member or officer. “She” may be
substituted as appropriate.
Article 12: SUPERCESSION
This document supersedes all previously made Constitutions and By-laws.