BYLAWS OF THE
HEBERT HIGH SCHOOL ALUMNI ASSOCIATION
ARTICLE I
Organization
The name of this organization shall be Hebert High School Alumni Association. The Hebert High School
Alumni Association is a non-profit organization with a 501C-7 status. The
Hebert High School Alumni Association Scholarship Fund is a separate entity
with 501C-3 status.
This ensures that donations made to
the scholarship fund are tax exempt for the contributors.
ARTICLE II
Objectives
The objectives of the Hebert
High School Alumni Association shall be to:
•
Maintain the standards established by Hebert
High School in keeping the Panther Pride
alive;
•
Host a mass reunion every three (3)
years;
•
Give yearly scholarships to descendants (those of
biological or legal guardianship) of Hebert High School Alumni. The applicant
must be a qualified high school graduating senior. The Scholarship Committee is
responsible for other criteria to be followed: Assessments, scores and awards;
•
Foster good relations among alumni of Hebert High School;
•
Recognize the school’s
history as a perpetual document,
maintained by the historian; and
•
Maintain an
up-to-date website (www.heberthighalumni.org) that informs
and clarifies Rules, Regulations and Requirements.
ARTICLE III
Members
Section 1. Active Member
An active member is one who attended
Hebert High School and pays an annual membership
fee. The membership fee becomes
payable at the beginning of each calendar
year and expires on December 31st. Any eligible alumnus who has not secured a paid
membership will be known as an associate member of the organization. To
participate in the election of officers, only people whose name appear on the
paid membership roster held by the Financial Secretary and assistant Financial
Secretary by June 30th of the
election year will be eligible to vote. This includes
those attending via Zoom. Names of members
who purchased membership cards after June 30th will not be
able to vote in the election of officers.
Section 2. Honorary Member
An honorary member is a non-alumnus whom an honorary
membership title has been conferred by the Hebert High School Alumni
Association. No voting privileges shall be extended to any honorary
member. The status
is determined and approved by the Executive Board and the Council of Past
Presidents.
Section 3. Associate
Membership
Any Descendant of Hebert High School Alumni Association
may become an associate member with non-voting rights. The descendant must purchase a membership card, and
descendant verification must be determined.
Section 4. Other Organized Associations
If an organized Hebert High School Alumni Association in
other cities adopts these bylaws and furnishes this body with its officers
and other pertinent information, they will be
recognized at the Mass Reunion.
ARTICLE IV
The Executive Board
Section 1. The Executive Board
(hereafter called the Board)
a. Shall be composed of eight (8) elected officers. The elected
officers will consist
of President, Vice-President, Recording Secretary,
Treasurer, Corresponding Secretary Financial Secretary, Assistant Financial
Secretary, , Business Manager;
b. Six ( 6 ) other Board
members shall be elected as noted in Article VII;
c. Shall have general supervision of the affairs
of the Hebert High School Alumni Association between its business meetings,
fix the hour and place of meetings,
make recommendations to the
Alumni Association, and shall perform such other duties as are specified by
these bylaws; and
d. Shall be subject to the orders
of the Hebert High School
Alumni Association, and none of its
acts shall conflict with action taken by the Hebert High School Alumni
Association.
Section 2. The Board shall hold regular meetings on the second
Thursday of the months of July, October, January, and April of the first
two (2) years
following the reunion,
and the second Thursday of each month during the
year preceding the mass reunion. The meeting is to be scheduled at such time
not to interfere with scheduled meetings of the membership and thus shall be
completed prior to the start of the membership meeting. A special meeting of the Board
can be called by the president and can be called upon written request by ten (10) active members. The purpose of the said called meeting should be
stated in the request.
Section 3. The Board shall review committee reports
and resolve outstanding issues. All decisions made by
the Board require
a majority vote of members
present, and members’ vote will be recorded and maintained for reference.
ARTICLE V
Officers
Section 1. The officers
of this organization shall be President, Vice-President, Recording
Secretary, Correspondence Secretary, Financial Secretary, Assistant
Financial Secretary, Treasurer, Business
Manager. These Eight ( 8
) Elected Officers will compose the Executive Board. The following Officers shall also be elected - Chaplain, Sergeant-At-Arms, Historian, Logistics Operation Technician, Chairperson for the Scholarship Committee,
and Parliamentarian. These Six (6 ) Elected Officers shall serve as board
members. Additional members
of the board may include
honorary perpetual positions
as established by the Executive Board.
Section 2. All officers
shall serve for three (3) years, or until their
successors are elected
or appointed, and their term
of office shall begin January 1 of the year following the Reunion. In the event no member of the organization aspires
to a particular office, the current officer shall remain until otherwise
replaced.
Section
3.
The officers shall be installed at the first meeting in January following
the election.
Section
4. No member
shall hold more than one three (3) Year term of office at a time,
and no member shall be eligible to serve more than three ( 3 ) consecutive terms in the same office.
Section 5. Any officer can be deposed from office for cause--that is, misconduct or neglect of duties. (Refer to Robert’s
Rules of Disciplinary Procedures).
Section 6. All officers are expected to attend all meetings to effectively perform their duties. In the event
of absences, the Recording Secretary should be notified. Excessive absences will be addressed. Excessive absences are considered as “More
than Three per Year”.
Section 7. Any
candidate before running for President, Vice President, Treasurer, Financial
Secretary, Assistant Financial Secretary or Business Manager shall be a
card-holding member in good standing.
Section 8. The Advisory Board shall consist of the prior Five (5) Living Presidents of Hebert High
School Alumni Association. Their function is that of Recommendation(s)
for the advancement of the organization.
Their recommendation(s) do not supersede the President and his/her governing board. They shall make recommendations and preside
over the Nomination Committee when Elections are to be held.
ARTICLE VI
Duties of Officers
Section 1. The
President shall:
a. Be the Executive Head of the Association;
b. Call meetings
to order at the appropriate time;
c. Preside at all meetings;
d. Work with the Recording
Secretary to prepare the Meeting agenda;
e. Announce all business in accordance with the agenda;
f. Serve as an ex officio member of all committees except the nominating committee;
g. Appoint committee chairs;
h.
Remove any appointee from office in the interest
of the Association;
i.
Have registered signature on all Hebert
High School Alumni
Association Bank Accounts;
j. Be one of the signees on the Association checking account; and
k. Be bonded
for a sum sufficient to protect this Association from loss.
Section 2. The Vice-President shall:
a.
Preside at all meetings
in the absence of the president;
b.
Oversee
all committees of the Association
NOT to include the nomination committee;
c.
Announce all business in accordance with agenda;
d.
Serve
as an ex-officio member of all committees except the nominating committee;
e.
C o-ordinate and communicate with execute board
and all committees active with the Executive board; and
f.
Review
the minutes and general correspondence and approve
all minutes and correspondence prior to being sent out to the body.
Section 3. The Recording Secretary shall:
a. Record the minutes of all meetings
of the executive board and general meetings;
b. Assist the President with the preparation of the Meeting
Agenda;
c. Be the custodian of all records:
Meeting Minutes, Financial Secretary Report, Treasurer Report, Working
Committee Reports, and Attendance Log for all Officers;
d. Maintain an active list of the membership roster that includes
e-mail addresses and
membership phone numbers. She / He shall provide
a copy to the corresponding secretary;
e. Preside at the meeting
when both the president and the vice president are absent.
f. Maintain a copy of monthly financial
reports and bank statements;
g. Give a monthly copy of the Secretary Minutes
to the historian; and
h. Maintain a copy of audits from the Financial
Secretary and Treasurer for three ( 3 ) years.
Section 4. The Corresponding Secretary shall:
a. Attend to the general
correspondence of the organization; and
b. Assist the secretary with secretarial duties
when the need arises.
Section 5. The Treasurer shall:
a.
Receive monies
from the Financial Secretary, Record those Funds, and
Provide receipt of said funds from the Financial Secretary; and
b. Deposit and be responsible for the custody
and protection of all funds of the Association.
Deposit slips should be written in duplicate by the Treasurer and retained. Deposit slips should be attached to the
corresponding receipt and reconciled with the monthly bank statement;
c.
When possible, Write separate deposit
slips for each activity to track receipts
in Financial Secretary’s receipt book;
d.
Disburse and pay all debts
upon receipt of a signed Voucher and provide
written receipts that stipulate the purpose of the
check written, i.e. cash sales and cash paid out;
e.
Be bonded for a sum sufficient to protect this Association from loss;
f.
Maintain accurate records
of all deposits / financial transactions made on behalf
of the Association made by check or
otherwise;
g. A voucher should be made when submitting for payment in order for the Treasurer to have
an approved record before issuing payment;
h. Following a Mass Reunion,
provide an annual
report the first
two (2) years,
and a quarterly report that summarizes the third year;
i. Be one of the signatories on all checks
drawn against the account(s) of the Hebert
High School Alumni Association; and
j. Shall be the only custodian of all credit
and debit cards
of the Association.
Section 6. The Financial Secretary
shall:
a. Receive all money for the Association;
b. Issue receipts
for all monies collected;
c. Process receipts
for reimbursement for expenses incurred
on behalf of the Association;
d. Keep a written record
of all financial transactions;
e. Transmit to the Treasurer
all monies collected
on behalf of the Association;
f.
Be bonded for a sum sufficient to protect this Association from loss;
g. Following a mass reunion,
make an annual report the first two (2) years, and a quarterly
report the third year;
h. Be one of the signatories on all checks
drawn against the account(s) of the Hebert
High School Alumni Association; and
i.
All receipts written
by the Financial Secretary shall stipulate exactly
what the check is written for, (i.e. cash sales and cash paid out).
Section 7. The
Assistant Financial Secretary
shall:
a.
Perform all duties of the Financial Secretary
in his/her absence, or as required by the Financial
Secretary so as to assist with the performance of that
office duties;
b. Be one of the signatories on all checks
drawn against the account(s) of the Hebert
High School Alumni Association;Section 8. The Business Manager
shall:
Section
8. The Business Manager shall:
a. Work with the Finance
Committee,
b. Conduct the business affairs
of the organization by securing
dates and locations
for various events, membership
meetings, Reunion Site, Co-Ordinate and Advise as Necessary for fundraisers,
and events of a social nature;
c. Contact and secure entertainers and service providers
for such affairs,
d. Work closely
with program, budget,
and hospitality chairpersons;
e. Provide semi-annual reports
after all activities;
f. Report to the President and
Executive Board for approval on all recommendations prior to implementation;
and
g. Should not sign for payment prior
to vouchers being submitted and approved.
Section 9. The Chaplain:
a. Shall recite or lead the invocation, meditation or benediction, whenever such meetings open or close in this manner; and
b. Be available for services directed by the
president.
Section 10. The Sergeant-at-Arms:
a.
Shall assist in
preserving order as the chair may advise and be available as directed by te
president; and
b.
Will act on other matters as directed by the President and
Board as needed.
Section 11. The Parliamentarian:
a.
Shall give advice to the chair during the meeting, according
to Roberts Rules of Order and
when requested, by other members and be available as directed by the president; and
b.
Will act on other matters as directed by the President and
Board as needed
Section 12. The Historian:
a.
Shall keep records of important proceedings by preparing a narrative account of the Association’s
activities and collecting data concerning the history of Hebert High School and
the Hebert High School Alumni Association; and
b.
When approved by the
body, such records will become a permanent part of the official history
of the Hebert High School
Alumni Association. This report shall
be provided each three (3)
years’ period as directed by the Board.
Section 13. Logistics Operation
Officer shall:
a. Assist in maintaining the website;
b. Shall be the
Assistant Editor of the souvenir book;
c. Maintain a photo gallery
of alumnus and guest;
d. Assist Registration Committee with credentials
as needed; and
e. Arrange
and Schedule ZOOM meeting.
ARTICLE VII
Election of Officers
Section
1. The Nominating Committee:
Shall be composed of the Five (5) prior Living Presidents
of the Association. The nominating
committee shall select their chairperson of the nominating committee, shall report
and present a slate of candidates for office at the annual
meeting in October following the mass reunion.
They shall recommend voting
procedures and maintain the proper records for voting
They shall receive a valid up
to date list of the membership and confirm voting procedures.
Section 2. EXECUTIVE
BOARD
Members desiring to have their names placed on the ballot
as a candidate for:
1.
President,
2. Vice President,
3. Recording Secretary,
4. Treasurer,
5. Corresponding Secretary,
6. Financial Secretary,
7. Assistant Financial
Secretary,
8. Business Manager
a. Shall be a
card-holding member in good standing,
b. Must provide
a letter of intent to the chairperson of the nominating committee by September
1st of the Election Year.
Provide information supporting their
qualifications and reasons for serving in this capacity
GENERAL
BOARD MEMBERS:
Members
desiring to have their names placed on the ballot as a candidate for:
1. Historian,
2. Parliamentarian,
3. Sargent-At-Arms,
4. Chaplain,
5. Scholarship Chairperson,
6. Logistics Co-Ordinator
Must provide
a letter of intent to the chairperson of the nominating committee by September
1st of the Election Year.
Provide information supporting their qualifications and reasons for
serving in this capacity
Mail this request to:
P. O. Box 6642, Beaumont,
TX 77725.
ATTN: Nominating Committee Chairperson
Email this request to:
2025HebertHigh.a.a@gmail.com
Contact the sitting President to acknowledge a request
has been sent.
All candidates for office must hold
a current membership card as signed by the Hebert
High Alumni Association President prior to or
effective by June 30th of the Election Year.
Section 3. At the annual October
meeting, and prior to the distribution of election ballots,
additional nominations from the floor shall be permitted.
Section 4. Election ballots shall be distributed to active members
according to ARTICLE
III Section 1.
Section 5. The officers
shall be elected
by ballots to serve for three years,
or until their
successors are elected.
ARTICLE VIII
Filling Vacancies
Section 1. Vacancy in the office
of President or of Vice-President will be filled
by the body. This will be
done by nominations from the floor and secret ballot voting.
Section
2. In the event of the vacancy
of the vice-president, the president will appoint a vice-president
with the approval by the body. The vice-president will serve till the next
election.
Section 3. Vacancies occurring in the office of any other elected
positions shall be filled by presidential appointment and endorsed by a majority
of Board members.
The appointees shall serve until the next scheduled election.
Section 4. Vacancies in appointed positions shall be filled
by presidential appointment.
ARTICLE IX
Meetings
Section 1. Regular meetings of this organization shall be as
follows:
a. For the first and second years following the mass reunion
in June, meetings
shall be held the
second Thursday of October, January, April, and July.
b. For the twelve months preceding the next mass reunion, meetings
shall be held on the second Thursday of each month.
c. At the regular
meeting held on the second Thursday of July following the mass reunion, a
nominating committee consisting of five (5) members shall
be appointed by the president of the Association. And it shall be the duty of this committee
to submit names of candidates for the offices to be filled at the annual meeting in October of
the same year.
d. Regular
schedule meetings may be canceled a week in advance by a majority vote of the
executive board. Such cancellation shall
be posted to the website,
on radio and TV calendar announcements. A separate notice
with the new meeting date, time and place of meeting shall also be posted to the website. At the beginning
of the Mass Reunion the date, time and
place of the General Meeting for all Alumni will be posted.
Section 2. The meeting held in October following the Mass Reunion
shall be for the purpose of electing officers,
receiving reports of the officers
and committees, and for any other business
that may arise.
Section
3. Special
meetings may be called by the president or by the Executive Board with a
written request from ten (10) active members. The purpose of the special
meeting shall be stated in the call. At least ten (10) days’ notice shall be given for called meetings
except in cases of
emergency.
Section 4. A quorum
for conducting Association business requires the presence of at least
25 active alumni, including
no less than one-third of the board members.
Section 5. Meetings of the Executive
Board shall take place on the second Thursday of the month or
any time prior to the regular meeting as determined by the Executive Board.
ARTICLE X
Committees
Section 1. Finance Committee
The Finance shall be composed of the Treasurer, the Financial Secretary, assistant Financial
Secretary, and business manager. The finance committee shall prepare an
estimated budget for three years leading up to the mass reunion and submit it
to the Association at the January meeting of the second year. The finance
committee may from time to time, submit amendments to the budget which may be
adopted by a majority vote of the Board.
Section
2. Auditing committee:
An
auditing Committee of five (5) members shall be appointed by the Board at the
July meeting following the mass reunion
of the Association. It shall be the duty of this committee to audit the Treasurer’s and the
Financial Secretary’s records. The audits shall be conducted semiannually the
first and second year following the mass reunion in May and June during the
third year, The report shall be made at the next regular meeting.
Section 3. The Hebert High School Alumni Association Scholarship Fund
Committee:
The Scholarship
Committee Chairperson is elected from the general body and will report to the President on its
efforts, Rules, and Scholarship distributions. This
committee has bylaws and distribution rules that are reported to the Board. All scholarships given
through the Alumni
Association shall be
implemented with the guidance of this committee.
Section 4. All other committees that are deemed necessary to carry on the work of this organization
shall be appointed by the Board and/or the President.
ARTICLE XI
Parliamentary Authority
The
rules contained in the current edition of Roberts Rules of Order, newly
revised, shall govern the Hebert High School Alumni Association in all cases to
which they are applicable, and in which they are not inconsistent with these Bylaws and any special rules or order the Hebert High School Alumni
Association may adopt.
ARTICLE XII
Amendment of Bylaws
These Bylaws may be amended
or revised at any regular
meeting of the Hebert High School Alumni Association by a two-thirds vote, provided that the amendment has been submitted in writing at the
previous meeting.
ARTICLE XIII
Dissolution
Upon dissolution of the Hebert High School Alumni
Association, scholarship fund assets shall be distributed to one or more scholarship funds complying with section 501(c)(3)
of the Internal Revenue Code,
or the 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. Remaining assets
will be dedicated exclusively to the preservation
of Hebert School History.
By-Laws Committee Members:
Gatsy Moye’ Gibbs, Chairperson
Evelyn Bernard, Member
Rosie Citizen, Member
Brenda Ball Dalcour, Member
Rodney Haynes, Member
Cheryl Hunt Rideaux, Member