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 friendships 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 Association 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 by a simple majority vote of those present defer action on any amendment for a period of twenty-four (24) months.
ARTICLE 1: MEMBERSHIP
The membership of this Association shall consist of the following two classes:
(a) All graduates, former students, former faculty, and relatives of former students.
(a Individuals approved for honorary membership by two thirds of the members present at a biennial meeting.
While both classes of members are entitled to vote, only active members may hold office in the Association.
All members shall pay dues from time to time as may be established by this Association.
ARTICLE 2: MEETINGS
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.
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.
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.
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 3.01a 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 position 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
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.
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.
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.
The Treasurer shall receive members' dues and any other funds 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.
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.
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
Finance should be a standing committees
Fund Raising should be under Finance
Website should be a standing committee
Liaison with the Board of Trustees should be a standing committee.
Section 5.02 Special Committees
Constitution and By-Laws.
Finance. MOVE TO FINANCE SUB COMMITTEE.
ARTICLE 6: QUORUMS
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
(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.
John E Drury
President, CHMA Alumni Assoc.
Secretary, CHS Board of Trustees
5820 Buxton Drive
Chester VA 23831
September 8, 2020