National By-Laws

BYLAWS OF

DUNBAR

HAYWOOD COUNTY TRAINING SCHOOL

AND

CARVER HIGH SCHOOL

ALUMNI ASSOCIATION

 

Article I

 

Section 1. Name

 

The name of this organization shall be Dunbar Haywood County Training School and Carver High School Alumni Association (DHCT-CHSAA).

 

Section 2. Status

 

This organization shall apply for and maintain tax exempt status as a non-profit corporation in compliance with the laws of the State of Tennessee and Internal Revenue Code of the United States and shall publicize this status in connection with all fund raising activities.

 

Section 3. Location

 

The headquarters of DHCT-CHSAA shall be Brownsville Tennessee 38012 Address:

P. O. Box 584.

 

Article II

 

The purpose and function of DHCT-CHSAA

 

To serve in an exclusively charitable and educational capacity as provided under section 501(C) (3) of the U. S. Internal Revenue Code of 1954 as amended.  The DCHT-CHSAA seeks to preserve, promote, and record the cultural, educational, and social heritage of the institutions formerly known as Dunbar School, Haywood County Training School, and Carver High School.

 

Article III

 

Section 1. Membership

 

Any person that attended, taught or worked at Dunbar School, Haywood County Training School or Carver High School, descendants of such persons, or any person who supports the goals and ideals of the DCHT-CHSAA shall be eligible for membership of the Alumni Association.

 

 

Section 2. Dues

 

Membership dues shall be due and payable during the month of July of the even year. All membership shall expire on the 30th day of June of each even year. The amount of dues shall be established by the Board of Directors.

 

Article IV

 

Section 1. Chapter Affiliation

 

Other regional, county, municipal or similar locally based group may be affiliated with the DHCT-CHSAA by adhering to the purpose, standards, policies, and procedures established by the Board of Directors. Bona Fide affiliates shall be referred to as chapters of the Dunbar Haywood County Training School-Carver High School Alumni Association.

 

Section 2. Application for Affiliation

 

A prospective chapter shall submit a copy of its bylaws and the names of its officers with a letter of application to the Board of Directors. The Association will provide chapters with “model” bylaws conforming to national Association policy, to be filled in with minor details for local needs.

 

Section 3. Action by the Board

 

A.     The Board of Directors shall vote on the approval of affiliation, after which the

      prospective chapter shall be considered a bona fide chapter. Upon approval of

      chapter affiliation, the chapter president shall automatically become a member of 

      the Board of Directors.

 

B.     The Board of Directors shall establish regular reporting procedures regarding all

      chapter activities and functions to ensure compliance with established Association

      bylaws, policies, and procedures.  Chapters found to be in non-compliance after an

      appropriate investigation shall be given an immediate written warning and

      directive to correct deficiency within ninety (90) days.  Failure to make

      correction within ninety days shall result in a written probationary period of one

      hundred eighty (180) days.  Non-compliance at the end of the probationary period

      shall result in withdrawal of the chapter’s affiliation with the Association.

 

Article V

 

Section 1. Number of Directors

 

The property and affairs of the association shall be managed and controlled by a Board of Directors, a standing committee, which shall consist of all elected officers of the Association, the President of each chapter, chairpersons of standing committees, and two at-large members elected from the non-chapter membership.

 

  1. At the 1984-Annual meeting of the association, the Board of Directors will be elected by the membership of the association eligible to vote, (Present in person or by proxy) for a six (6) year staggering term. A term is two years.

 

  1. At the succeeding Bi-Annual meetings, all the vacancy of directors whose term expires shall be filled by the membership of the association eligible to vote. Nomination may also be made by any eligible member of the association present at the meeting.  The Board of Directors will elect its president, who will preside at all meetings of the Board.

 

  1. A Director shall continue to hold office for the term specified or until a successor is elected and qualified.

 

Section 2. Vacancies

 

Any vacancy that occurs on the Board of Directors by reason of death, resignation, inability to act or refusing to act or any other circumstances, the Board of Directors shall fill the unexpected portion of the term at any meeting of the Board.

 

Section 3. Compensation

 

Directors shall not receive any salary for their service as Directors.

 

Section 4. Past President

 

The immediate past president of the association shall be a member of the Board of Directors and the Executive committee.

 

Article VI

 

Section 1. Officers and Board Members

 

A.     Officers. 

The officers of the Association shall be President, 1st Vice President, 2nd Vice

President, Secretary, Asst. Secretary, Corresponding Secretary, Treasurer,

Chaplain and Parliamentarian.

 

B.     At-Large Board Members

The at-large Board members will be Association members whose residences are not within fifty (50) miles of an affiliated chapter.
 

 

 

Section 2. Election and Term of Office.

 

The officers and at-large members shall be elected by the membership at the Bi-Annual meeting of the association.  The officers shall take office at time of election  and shall serve for a two year term or until their successors have been elected. At the expiration of term of office, for whatever reason, of officer or Board Member, he/she shall turn over to his/her successor all money, property, papers, records any books of the association that may be in their possession.

 

Section 3. Duties  

 

  1. The President shall preside at all meetings of the association and  the executive committee.  He/she shall perform the usual duties of the office and shall be an ex-officio member of the committees, except the nominating committee, and shall receive reports from committee chairpersons.  He/she shall be one of the signers of all contracts and agreements approved by the board of directors.

 

  1. The First Vice-President shall perform the duties of the president in his/her absence or his/her inability to perform the duties of the office of president and shall perform such other duties as may be prescribed by Board of Directors.

 

  1. The Second Vice-President shall perform the duties of the president in the absence or inability of the president or first vice-president to perform the duties of the office.

 

  1. The Secretary shall be custodian of the records and documents of the association,

the financial records, responsible for the minutes, any records of the meetings of the association, Board of Directors and Executive committee and shall perform such duties as the Board of Directors may prescribe.

 

  1. The Assistant Secretary shall perform in the absence of the secretary. He/she

shall assist the secretary with any duties assigned. He/she shall assist the corresponding secretary.

 

  1. The Corresponding Secretary shall be responsible for giving notice of the meetings of the association and other communications.

 

  1. The Treasurer shall be directly responsible for all fiscal activities of the

      Association as directed by the Board of Directors; shall submit an annual

statement of finances; shall render periodic financial statements to the Executive Committee and such other reports and accounts of the financial condition of the association as may be requested by the Board of Directors or the Executive Committee.

 

  1. The Chaplain will perform religious functions as required by the presiding officer at meetings and gathering of the Association.
  2. The Parliamentarian will be versed in the rules and procedures of parliamentary law.  S/he will advise the presiding officer on questions of procedure in transacting the business of the Association legally, efficiently, and impartially.  The Parliamentarian will serve on the bylaws committee, when applicable, and the elections committee. 

 

  1. The At-Large Board Members will assume administrative responsibility for the

representation of non-chapter members of the Association to include, but not

limited to, serving as a vehicle for communicating and addressing member interests, issues and concerns, and fundraising.  Each will represent approximately 50% of the non-chapter membership, determined geographically. 

 

Article VII

 

Section 1. Standing Committees

 

  1. The Board of Directors is a connecting link between the Association officers and

membership.  The Board will carry on the general administration of the Association, and will develop projects, policies, and personnel to carry out the activities of the Association.  The Board and officers are subordinate to the Association and must abide by the bylaws and actions of the bi-annual membership meeting.  The President of the Board, or designee, will give a report to the membership at the bi-annual meeting.

 

  1. In addition to such other committees as the Board of Directors and the Executive

     Committee from time to time may authorize, there shall be the following standing

     Committees: (1) Executive Committee, (2) Finance Committee, (3) Nominating

     Committee.

 

Section 2.  Special Committees

 

The Board of Directors and the Executive Committee may create such special committees, with such membership, powers and duties as may be deemed necessary or advisable in conducting the business, activities and affairs of the association and may appoint the members thereof.  Members of such committees may be, but not necessarily directors.

 

Section 3. Term of Office and Procedures

 

  1. Terms – The members of all the committees shall hold office from the time of their election or appointment until after the election of the Board  Members at next Bi-annual meeting of the membership or until the work of the committee is completed, whichever comes first.

 

  1. Membership – The members of all committees, except the Executive Committee shall be composed of persons who may be, but need not be members of the Board of Directors. All members of the Executive Committee must be members of the Board of Directors.

 

  1. Meetings – The meetings of each committee may be called by its chairperson, president of the association or by any two members of such committee during reunion time or any other time feasible for committee.

 

  1. Quorum – A majority of the members of each committee shall constitute a quorum and the act of the majority of the quorum present shall be the act of such committee.

 

Section 4. Executive Committee

 

  1. Membership – The committee shall consist of the president of the Board of   

Directors,  the president of the Association, the immediate past president of the Association, and the secretary.  Members of the executive committee shall serve for a two (2) year period, or until their successors have been elected.

 

  1. Duties – Between meetings of the Board of Directors, the executive committee shall have and exercise in the absence of specific direction by the Board of Directors, all powers of the Board of Directors in the management of the Business Affairs of the association. The Executive Committee shall keep full minutes of the proceedings and regularly report its actions, to be ratified by the Board of Directors.

 

Section 5. Finance Committee

 

The Finance Committee shall have charge of and be responsible for all fiscal, financial and budgeting affairs of the association, to include preparation of a budget to be approved initially at the first Board of Directors meeting after the 2004 bi-annual membership meeting, and thereafter by the Board and the Association membership at the bi-annual membership meeting. The Finance Committee shall consist of the treasurer, who shall be the chairperson, and four (4) other persons designated by the Board of Directors. Chair of Finance committee (Treasurer) is responsible for securing audit of books, as provided in Article IX, Section 2.B. 

 

Section 6. Nominating Committee

 

  1. Membership – The nominating committee shall be elected by the voting members at the bi-annual meeting of the membership.  Each chapter will be allowed one representative.  Additionally, two non-chapter members will be elected.  The chairperson of the nominating committee shall be elected by members of the committee. 

 

  1. Officers – The nominating committee shall present a slate of officers to be elected

      by the membership at the Bi-Annual meeting.

Article VIII

 

Section 1. Meeting of the Membership

 

  1. Bi-annual meeting – The Bi-annual meeting of the association shall be held during the month of July at such place as determined by the membership.  Notice of the Bi-annual meeting shall be published at least (9) months before the meeting.

 

  1. Terms – All terms shall expire at business session of the Bi-annual meetings.

 

  1. Quorum – At any meeting of the membership all alumni present shall constitute quorum for the purpose of transacting business.

 

  1. Voting – At Bi-annual meetings each eligible member shall be entitled to one

vote. Proxy voting shall be permitted, provided that written proxy be granted within thirty (30 days) of the meeting date.  Voting will be by secret ballot.  A chairman of elections and an appropriate number of tellers, which shall be called the elections committee, will be appointed by the Association president with ample time to prepare ballots and tally sheets, and review election procedures prior to the election.  A member being nominated for an office may not serve on the elections committee.

 

Section 2. Meetings of the Board of Directors

 

  1. Number of Meetings– The Board of Directors shall meet at least once a year at the call of the president. Special call meetings may be called by the President  , or  upon written request of one third (1/3) of the members of the Board of Directors.

 

  1. Notice of Meeting – Notice of all regular meetings shall be mailed to all members of the Board of Directors at least fifteen days prior to the meeting. Notice of the special meetings shall state the purpose of the meeting and shall be mailed at   least 30 days prior to the meeting.

 

  1. Voting except as otherwise provided in the by-laws, all questions shall be decided by a majority vote.

 

Section 3. Meetings of the Executive Committee

 

The Executive Committee shall meet at each reunion and at least once in odd year 6 months prior to reunion time.  Special meetings may be called by the president upon request of the majority of the members of the Executive Committee.

 

 

 

 

Article IX

 

Section 1. Fiscal Year

 

The fiscal year of the association shall be from July 1 to June 30.

 

Section 2. Funds

 

  1. Procedure – All funds received by the association shall be credited to the association and placed in the bank approved by the Board of Directors.  All checks drawn by the association shall be countersigned by two persons authorized by the Board of Directors.  Checks shall be issued for all bills owed by the association within the provision of the budget adopted by the Board of Directors. Purchase orders must be authorized before any expenditures.  

 

  1. Audit and Bond – The accounts of the association shall be audited annually after the close of the fiscal year by a certified public accountant or firm of certified public accountants and a copy of the audit submitted to the Board of Directors. All officers having access to funds shall be bonded.

 

  1. Any affiliated chapter of the DCHCTCHSAA generating funds using the 501(3)(C) tax exempt status of the national office must obtain approval of the national association president or his/her designee.  The tax exemption form will be released only with official prior approval for each specific function.  A full itemized report of all generated funds shall be sent to the national office.  A portion of these generated funds, not less than 40% of the net profits, but not limited to this amount, shall be submitted along with the itemized report to the national association within (90) days of completion of the specific event.

 

Article X

 

Authority – Robert’s Rules of Orders (latest revision) shall govern meetings of the membership, Board of Directors and the Committees of the association; in all cases whereas they are applicable and whereas they are not inconsistent with these by-laws.

 

Article XI

 

  1. Amendments – The by-laws may be amended at the Bi-Annual meeting of the members or at a special meeting of the members, by a two-third (2/3) vote of the members present.

 

  1. Procedure – All amendments must first be presented in writing to the Board of Directors by a member of the Board or by five active members of the Association and must be submitted by the Board of Directors to the membership, with such recommendations as the board may deem advisable. A copy of any proposed amendments shall be given to the members prior to business session of bi-annual 

     meeting by any chapter or a special appointed committee.

 

Article XII

 

Dissolution – In the event of the dissolution of the Association, all assets remaining after liquidation shall be distributed to another non-profit organization or organizations to be determined by the Board of Directors, provided, however, that such beneficiary organization or organizations shall be exempt from Federal Income Tax as described in Section 501 (C) (3), as amended, or corresponding provisions of Revenue Acts.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

AMENDMENTS:

 

Article V – Section 1.  Number of Directors

 

Delete…not less than 7 persons who are members of the association in good standing, chosen with due respect for geographic distribution.

 

Add…Chief Executive Officer from each chapter.

 

Article VII - Section 2-C

 

Delete…on a fifteen day notice.

 

Add…during reunion or any other time feasible for committee.

 

Article VII – Section 3

 

Delete…1st vice president, 2nd vice president, assistant secretary, corresponding secretary, the treasurer, president or chapter affiliations and six directors that shall be elected by the membership from the Board of Directors as members-at-large.

 

Article VII – Section 4

 

Add…Chair of finance committee (Treasurer) is responsible for securing audit of books by auditing committee.

 

Article VII – Section 5

 

Delete…appointed every (2) years by the Board of Directors at the Bi-annual meeting of the membership and shall consist of seven (7) members, four (4) of whom shall be members of the Board of Directors.  The chairperson of the nominating committee shall be elected by members of the committee.

 

Add…shall be elected by the voting members at the bi-annual meeting of the membership.  Each chapter will be allowed one representative.  The chairperson of the nominating committee shall be elected by members of the committee.

 

Article VIII – Section 2

 

Delete…fifteen days.

 

Add…6 months.

 

Delete…fifteen days.

 

Add…30 days.

 

Article VIII – Section 3

 

Delete…least four times a year on the fifth weekend between the meeting of the Board of Directors.

 

Add…each reunion and at least once in odd year 6 months prior to reunion time.

 

Article XI – B

 

Delete…sent to the members with notice of the Bi-annual meeting, or any special meeting of the members not less than thirty days before each meeting.

 

Add…given to the members prior to business session of Bi-annual meeting by any chapter or a special appointed committee.

 

AMENDED JUNE 25, 1988

Milwaukee, Wisconsin

 

Article IX – Section 2

 

Add… C.  Any affiliated chapter of the DHCTCHSAA generating funds using the 501 (3)(C) tax exempt status of the national office must obtain approval of the national association president or his/her designee.  The tax exemption form will be released only with official prior approval for each specific function.  A full itemized report of all generated funds shall be sent to the national office.  A portion of these generated funds, not less than 40% of the net profits, but not limited to his amount, shall be submitted along with the itemized report to the national association within (90) days of completion of the specific event.

 

AMENDED JULY 4, 1992

Chicago, Illinois   
 

 

Article II

 

Add…The DHCT-CHSAA seeks to preserve, promote, and record the cultural, educational, and social heritage of the institutions formerly of Brownsville, Haywood County, Tennessee, known as Dunbar School, Haywood County Training School, and Carver High School.

 

Article III – Section l

 

Delete…Any person that has attended or taught either Dunbar, Haywood County Training School or Carver High School or both…

 

Add…Any person that attended, taught or worked at Dunbar, Haywood County Training School or Carver High School descendants of such persons, or any person who supports the goals and ideals of the DHCT – CHSAA…

 

 Article IV -  Section 2

 

Add…The Association will provide chapters with “model” bylaws conforming to national Association policy, to be filled in with minor details for local needs.

 

Article IV – Section 3

 

Delete…The…

 

Add…A.  The…

 

Add…B.  The Board of Directors shall establish regular reporting procedures regarding all chapter activities and functions to ensure compliance with established Association bylaws, policies, and procedures.  Chapters found to be in non-compliance after an appropriate investigation shall be given an immediate written warning and directive to correct deficiency within ninety (90) days.  Failure to make correction within ninety days shall result in a written probationary period of one hundred eighty (180) days.  Non-compliance at the end of the probationary period shall result in withdrawal of the chapter’s affiliation with the Association.

 

Article V – Section 1

 

Delete…Board of Directors which

 

Add…Board of Directors, a standing committee, which

 

Delete…Chief Executive Officer from each chapter

 

Add…all elected officers of the Association, the President of each chapter, chairpersons of standing committees, and two at-large members elected from the non-chapter membership.

 

Article V – Section 1.B

 

Add…The Board of Directors will elect its president, who will preside at all meetings of the Board.

 

Article VI – Section 1

 

Add…and Board Members

 

Delete…The…

Add…A.  Officers.  The…

 

Add…B.   At-Large Board Members.  The At-Large Board Members will be Association members whose residences are not within fifty (50) miles of an affiliated chapter.

 

Article VI – Section 2

 

Delete…officers shall

 

Add…officers and at-large Board members shall

 

Article VI – Section 3

 

Delete…association, the Board of Directors, and

 

Add…association and

 

Delete…committees, and

 

Add…committees, except the nominating committee, and

 

Article VI – Section 4

 

Add…H.  The Chaplain will perform religious functions as required by the presiding officer at meetings and gatherings of the Association.

 

Add…I.  The Parliamentarian will be versed in the rules and procedures of parliamentary law.  S/he will advise the presiding officer on questions of procedure in transacting the business of the Association legally, efficiently, and impartially.  The Parliamentarian will serve on the bylaws committee, when applicable, and the elections committee.

 

Add…J.  The At-Large Board Members will assume administrative responsibility for representation of non-chapter members of the Association to include, but not limited to, serving as a vehicle for communicating and addressing member interests, issues and concerns, and fundraising.  Each will represent approximately 50% of non-chapter membership, determined geographically.

 

Article VII – Section 1

 

Add…A.  The Board of Directors is a connecting link between the Association officers and membership.  The Board will carry on the general administration of the Association, and will develop projects, policies, and personnel to carry out the activities of the Association.  The Board and officers are subordinate to the Association and must abide by the bylaws and actions of the bi-annual membership meeting.  The President of the Board, or designee, will give a report to the membership at the bi-annual meeting.

Delete…In…

Add…B.  In…

 

Article VII – Section 4.A

 

Delete…consist of the president of the Board of Directors, the immediate past president, and the secretary

 

Add…consist of the president of the Association, president of the Board of Directors, immediate past president of the Association, and the secretary

 

Article VII – Section 5

 

Delete…association.  The…

 

Add…association, to include preparation of a budget to be approved initially at the first Board of Directors meeting after the 2004 bi-annual membership meeting, and thereafter by the Board and the Association membership at the bi-annual membership meeting.  The…

 

Delete…books by auditing committee.

 

Add…books, as provided in Article IX, Section 2.B

 

Article VII – Section 6. A

 

Delete…representative.  The…

 

Add…representative.  Additionally, two non-chapter members will be elected.  The…

 

Article VIII – Section 1.D

 

Add…Voting shall be by secret ballot.  A chairman of elections and an appropriate number of tellers, which shall be called the elections committee, will be appointed by the Association president with ample time to prepare ballots and tally sheets, and review election procedures prior to the election.  A member being nominated for an office may not serve on the elections committee.

 

Article IX – Section 2.A

 

Delete…executive committee

 

Add…Board of Directors

 

AMENDED JULY 17, 2004

Brownsville, Tennessee


 

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