Philadelphia
Chapter
Milton
Hershey School Alumni Association
Philadelphia,
Philadelphia County, Pennsylvania
Ratified: August 12, 1999
Amended: January 9, 2003
Revised: March 10, 2005
Article I
Section
1: Name. The name of the organization shall be the Philadelphia Chapter of
the Milton Hershey School Alumni Association (PCMHSAA).
Section
2: Place of Business. The place of
business of the Philadelphia Chapter can be held in Philadelphia, Bucks,
Montgomery or Delaware Counties.
Membership
Section 1:
Eligibility. All current members
of the parent organization, The Milton Hershey School Alumni Association
(MHSAA).
Section 2.
Membership. Active members of
the Philadelphia Chapter are those persons who shall have paid the prescribed
annual dues to the Philadelphia Chapter for the current membership year. These
persons are collectively referred to as the Philadelphia Chapter General
Membership.
Section 3.
Dues. The Chapter Officers shall
establish annual dues payable to the Philadelphia Chapter for the membership
year. Dues will be payable before or on
the second chapter meeting which the individual attends or by February 15th
of the year, whichever comes first.
Membership to the Philadelphia Chapter is a $10 non-refundable fee. All rights and privileges of the
Philadelphia Chapter shall be conferred upon active members who have paid the
dues for the current year.
Section 4. Voting.
You must be a current dues paying member living in the surrounding
Philadelphia, Bucks, Montgomery or Delaware Counties. New Jersey residents are also recognized as Chapter Members upon
board approval. All new members must be
approved and ratified by the PCMHSAA Officers before being allowed to vote.
Section 1: Election of Officers. The
officers of the Philadelphia Chapter will be elected and qualified at least
thirty (30) days prior to the Annual Business Meeting of the Milton Hershey
School Alumni Association, and shall be collectively referred to as the
Philadelphia Chapter Board.
Section 2: Titles.
The Philadelphia Chapter Board shall consist of a President,
Vice-President, Communications Officer, Treasurer, Parliamentarian, and Chapter
Representative.
Section 3: Term. The Philadelphia
Chapter Board shall be elected annually by the General Membership, except as
provided otherwise in these By-Laws, for the term of one (1) year, or until a
successor shall be elected and qualified, subject to the provisions of these
By-Laws.
Section 4: Collective Philadelphia Chapter Board Responsibilities. The Philadelphia Chapter Board members shall
(a) be current dues paying members of the Philadelphia Chapter and MHSAA; (b) miss individually, not more than twenty
(20) percent of all Philadelphia Chapter Board meetings and Philadelphia
Chapter meetings annually; and (c) assign
and send proxies to all meetings to which an absence can be determined in
advance.
Section 5: Duties of the President. The President shall (a) preside at all meeting of the
Philadelphia Chapter, including but not limited to General Membership Meetings
and Chapter Board Meetings; (b)
commission all Philadelphia Chapter committees, appoint all committee
chairpersons and serve as an ex-officio member of all committees; (c) at times as he/she deems proper, commend
to the membership of the Philadelphia Chapter such matters and make suggestions
as may tend to promote the prosperity and increase the efficacy of the
Philadelphia Chapter; and (d) represent
the Philadelphia Chapter as a member of the Milton Hershey School Alumni
Association Board, will convey to the
Association such actions as deemed necessary by the Philadelphia Chapter which
will contribute to the good and prosperity of the Association and shall report
on the Association Board meetings to the Philadelphia Chapter General
Membership and Philadelphia Chapter Board.
Section 6: Duties of the Vice-President. The Vice-President shall (a) fulfill the duties of the President in
the event of the President’s absence; and
(b) perform other duties as may be incident to this office subject to the
direction of the President.
Section 7: Duties of the Communications Officer. The Communications Officer shall
(a) conduct all official correspondence, including but not limited to
meeting notices, invitations and maintaining Philadelphia Chapter web
presence; (b) preserve all books,
documents and communications; (c) will have frequent access to or be in
possession of a computer and printer with internet/email capabilities; (d)
maintain accurate record of the proceedings of the Philadelphia Chapter; (e) perform other duties as may be incident
to this office subject to the direction of the President, and; (f) at the expiration of his/her term,
deliver to the incoming Communications Officer, all books, papers and property
of the Philadelphia Chapter.
Section 8: Duties of the
Treasurer. The Treasurer shall (a) account for and administer all
Philadelphia Chapter monies and deposits in the name of the Philadelphia
Chapter, in a bank as directed and agreed on by the Philadelphia Chapter
Board; (b) keep accurate financial
records and make reports to the Philadelphia Chapter Board and General
Membership; (c) sign all checks paying
out Philadelphia Chapter funds; (d)
perform other duties as may be incident to this office subject to the direction
of the President, and; (e) at the
expiration of his/her term, deliver to the incoming Treasurer, all books,
papers and property of the Philadelphia Chapter.
Section 9: Parliamentarian. The
Parliamentarian shall (a) offer an
opening prayer at all Philadelphia Chapter meetings; (b) ensure strict adherence to parliamentary procedure as
outlined in Robert's Rules of Order Newly Revised (1997); (c) call roll at all Philadelphia Chapter
Board and General Membership Meetings and, (d) perform other duties as may be
incident to this office subject to the direction of the President.
Section 10: Chapter Representative. The Chapter Representative shall (a) attend
all MHSAA Board meetings; (b) provide a
written report of the MHSAA Board meeting to the Communications Officer on or
prior to the following Philadelphia Chapter meeting; (c) Present either verbally or in writing to the General
Membership a similar status as provided to the Communications Officer.
Section 11:
Vacancies. The Philadelphia
Chapter Board shall have the power to fill all vacancies on the Philadelphia
Chapter Board, subject to the approval of the General Membership attending any
regular or special meeting.
Article IV
Meetings
Section 1: Meetings of the Philadelphia Chapter. Regular meetings of the Philadelphia Chapter are held monthly and
shall be announced no later than the first of each month.
Section 2: Philadelphia Chapter
Board Meetings. Philadelphia Chapter Board Meetings shall be held, if
necessary, between regular meetings and can be otherwise called by the
President or a majority of the Philadelphia Chapter Board.
Section 3: Special Meetings. Special
meetings can be called by the President or upon written request to the
Philadelphia Chapter Board by at least five (5) active members.
Section 4: Quorum. A quorum for the
transaction of business at any regular, Philadelphia Chapter Board or special
meeting shall consist of not less than ten (10) active members.
Section 5: Order of Business. All regular and special meetings of the
Philadelphia Chapter will follow Roberts Rules of Order, outlined as follows:
I.
Call to Order
II.
Opening Prayer
III.
Roll Call
IV.
Reading and Approval
of Minutes
V.
Announcements
VI.
Reports of Officers,
Boards, and Standing Committees
VII.
Reports of Special
Committees (if necessary)
VIII.
Unfinished Business
and General Orders
IX.
New Business
X.
Program (if a
program or a speaker is planned for the meeting)
(Excerpted
from the National Association of Parliamentarians publication, The Chair's
Guide: Order of Business)
Article V
Committees
Section 1:
Committees. The committees of
the Philadelphia Chapter shall be appointed by the President subject to a
majority vote approval of the General Membership in attendance at a regular or
special meeting.
Section 2: Powers. The President shall authorize and define the
powers and duties of all committees and subject to approval of the Philadelphia
Chapter Board and General Membership in attendance at a regular or special
meeting.
Article VI
Chapter Responsibilities
Section
1: Contact with MHSAA. The Philadelphia Chapter shall maintain
close contact with the MHSAA, the parent organization.
Article VII
Amendments
Section 1: By-Law Amendments.
These By-Laws may be amended by a two-thirds (2/3) vote of those present
at any regular or special meeting of the Philadelphia Chapter, provided notice
of the proposed change shall be mailed by the Communications Officer to each
active member at least five (5) days prior to such a meeting.
Section 2: Term Amendments.
During the first year of the Philadelphia Chapter’s existence, the Board
will serve for one year, beginning August 12, 1999 though July 12, 2000. At the end of this one-year term the General
Membership shall vote on all Board positions.
The newly elected Board’s term will then follow the guidelines to its
terms as defined in Article III, Section 3.
MILTON HERSHEY
SCHOOL ALUMNI ASSOCIATION
CHAPTER AND
CLUB INFORMATION
Which structure suits your needs?
An MHSAA CHAPTER is an “organized” group
of alumni who have a set of by-laws, annual terms of office, (President, Vice
President, Treasurer, etc.) and have an elected Chapter Representative that
sits on the MHSAA Board of Directors.
Chapter members are also expected to pay annual dues to their Chapter as
well as the Alumni Association.
An MHSAA CLUB is a group of alumni
who gather for social occasions.
Usually an alumnus or two from the group will be designated as a contact
person.
The Florida “Club” is an excellent
example. They meet once a year, usually
during Homecoming, and have a weekend event.
The event includes being “hooked up” by telephone to the Saturday
Evening Banquet at Founders Hall and the Memorial Grove Service on Sunday. The Florida Club has also held banquets and
invited both School and Association representatives to speak.
Currently, several “Regional
Receptions” have been planned to help alumni network with other alumni in their
area and meet with School Administrators and Association Representatives. Through these receptions, it is our hope to
reunite alumni with each other and the current students at Milton Hershey and
to generate the commitment needed to support the Alumni Association and its
efforts.
The Milton Hershey School Alumni
Association is truly interested in providing whatever support you may need once
you decide what type of organization you would like to initiate. Please contact Mike Weller ’66 in the Alumni
Office for any assistance you may need.
Adopted: December
3, 1950
Approved Amendments:
October 12, 1952
Revised: March
20, 1998
Section 1: When
Chapter May be Formed
Fifteen
(15) active members of the Milton Hershey School Alumni Association may
petition for authority to establish a local chapter.
Section 2:
Chapter Territory
The
suggested boundaries of the chapter shall be proposed in the petition subject
to the approval of the Board of Directors.
Special boundaries may be established by the Board of Directors to meet
local conditions in regard to transportation, adjacent chapter, and similar
matters.
Section 3:
Preliminary Steps
A
lesser number of members may meet and form a temporary organization for the
purpose of securing the necessary number of members for a permanent
chapter. The preliminary steps in the organization
of a local chapter shall be conducted by a temporary chairperson, a temporary
secretary, and an organization committee of a least five (5) members elected
from among the petitioners. This group
shall draft the by-laws for the government of the chapter.
Section 4:
Petition Addressed to the Executive Director
Petitions
for authority to establish a local chapter shall be addressed to the Executive
Director of the Association. The
by-laws of the proposed chapter shall accompany the petition. The Executive Director shall then submit the
application and the by-laws to the Board of Directors for their review and
final action.
(A
copy of the Petition outline can be obtained by contacting the Alumni Office.)
Section 6:
Charter Issued by Executive Director
When
the petition and by-laws have been approved by the Board of Directors, the
Executive Director shall issue a charter to the local chapter bearing the
signatures of the President and the Executive Director of the Association.
Section 7:
Permanent Officers
Immediately
after the charter has been issued, the temporary officers shall call a meeting
for the purpose of electing permanent officers for the chapter who shall serve
for a term of one year, the date of term to be set by the chapter.
Section 8: Duties
of the Chapter Secretary
The
chapter Secretary shall maintain a register of chapter members. He/she shall
make reports of each chapter meeting to the Executive Director of the
Association and report any changes of address of chapter members. (A copy of an outline describing the report
to the submitted can be obtained by contacting the Alumni Office.)
Section 9: Duties
of the Chapter Treasurer
The
chapter Treasurer shall make an annual report of finances of the chapter to the
Board of Directors on or before August 15 of each year.
Section 10:
Organization Expenses
The
Association shall pay expenses for correspondence not to exceed fifty dollars ($50)
in the organization of the chapter until a charter is issued by the Board of
Directors.
Section 11: Year
The
chapter officers shall serve a term of one year; the date of this term shall be
set by the local chapter. Should a
chapter officer be elected to an office of the Board of Directors, the said
officer shall resign his chapter office.
Section 12:
Delegate to the Board of Directors
The
chapter shall elect an active member to be a delegate to the Board of
Directors. The chapter shall also elect
an alternate delegate who shall replace the delegate, if necessary, at the
Board meeting. This alternate shall
have the privilege of voting.
Section 13: Dues
The
chapter shall collect dues as provided for in its by-laws. Annual Association dues of chapter members
shall be collected by the Chapter Treasurer and forwarded to the Association
Treasurer periodically.
Section 14:
Charter Members
The
petitioners and any other active Association members who sign the chapter
charter within sixty (60) days after the date of issuance shall be considered
charter members of the Chapter.
Section 15:
Cancellation of Charter
Charters
may be revoked by the Board of Directors as set forth in Article VIII, Section
5 of the Association By-Laws. If any
chapter fails to hold a meeting during any period of ninety (90) days in any
calendar year of the Association, the charter of the chapter may be cancelled
at the discretion of the Board of Directors.
Section 16:
Amendments of Rules and Regulations
These
rules and regulations may be amended by a majority vote of the Board of
Directors.
MILTON HERSHEY
SCHOOL
ALUMNI
ASSOCIATION
ARTICLE I
Name - Place of Business
The name of the organization shall be
the Milton Hershey School Alumni Association.
The place of business of the parent
organization shall be in Hershey, Dauphin County, Pennsylvania.
ARTICLE II
Membership
Section 1: Classes. There shall be three classes of members in the
Association: (a) Active; (b) Honorary,
and (c) Associate.
.
Section 2: Active Members. Active members of the Association are those
persons who shall have paid the prescribed life membership or annual dues of
the Association for the current membership year and who received a Milton
Hershey School diploma or official Milton Hershey School certificate of
attendance and achievement.
Each new graduating class is
inducted into the Association on the same day as commencement from the Milton
Hershey School. Beginning with the
Class of 1997, each succeeding MHS Class is extended automatic active
membership for the immediately ensuing five-year period—accompanied by
reservation of all rights and entitlement to full benefits. This status is extended to each new graduate
with a moratorium on the payment of annual dues during the five-year period.
Section 3: Honorary Members. Honorary members are individuals of the
Milton Hershey School family who have performed some signal service for the
Milton Hershey School or the Association, who qualify pursuant to the
requirements stated herein, and who are elected as honorary members. Honorary
members shall be exempt from paying dues and shall be entitled to all the
privileges of the Association except as otherwise provided for in these
By-Laws. Honorary members have all
voting privileges but may not hold elected Board positions.
(a)
Honorary Membership Eligibility. To be eligible for nomination
as an honorary member an individual shall have been employed in service with
the Milton Hershey School family a minimum of ten (10) years. Periods of
absence for civil or military federal government service shall be included as
time employed in the service of the Milton Hershey School. "Milton Hershey
School family" is defined as the Board of Managers, the Administrative
Staff, the Faculty, Houseparents, and Support Personnel of the Milton Hershey
School.
(b) Any active or honorary
member of this Association may recommend a candidate for Honorary Membership. To
be acceptable, all proposals for honorary membership shall be presented to the
Milton Hershey School Alumni Association not later than the first day of August
in any given year, be in typewritten format, and be factually documented,
stating reason(s) for consideration.
The Honorary Membership Committee shall acknowledge the receipt of the
member's proposal and take action on the proposal by viewing the
recommendation(s).
(i)
The proposal is the key
to a review and further processing for
consideration.
Acceptable
proposals based on the facts presented shall be processed as
follows:
a.
Committee shall review all
facts associated with the proposal, make any investigation it deems necessary,
on a confidential basis.
b. Based on data
submitted and its review thereof, the Committee shall recommend either acceptance or rejection of the individual to the
Board of Directors of the Association at
any regular or special meeting of the Board of Directors.
c.
The Board of Directors
of the Association shall take final action on the proposal by vote thereon at a
regular meeting of the Board of Directors after the Committee submits its
recommendation. A three-fourths (3/4)
vote of the Board present and voting shall be determinative of acceptance or
rejection.
d. The Chairman
of the Honorary Membership Committee shall advise the proposing members of the vote and action
taken on his/her proposal regardless of outcome of the vote.
Section 4: Associate Members.
Associate members are individuals of the Milton Hershey School family,
including spouses of alumni, former students, current employees and retirees of
the school, and such other groups as the Board of Directors may establish from
time to time.
Associate members shall be entitled
to receive quarterly editions of the Alumni News, free membership in Travel
USA, savings on realty fees, savings on moving expenses, participation in
alumni chapters, and participation in various alumni activities. Associate members would not be entitled to
participate in the Homecoming banquet, nor the Alumni-Senior dinner. No associate member may vote or be a member
of the Board of Directors, and membership dues for associate membership would
be the same as current membership dues for
active members.
Section 5: Contest of Eligibility.
The right of eligibility for membership may be contested by an
applicant, by any active member, or honorary member of the association. Any cases of contested eligibility shall be
decided by a majority vote of the Board of Directors, after the individual in
question has been given the opportunity of a hearing before the Board.
ARTICLE III
Meetings of Membership
Section 1: Annual Meeting of the Association. An Annual Meeting of the
Association shall be held in Hershey, Pennsylvania at a time and place to be
selected by the Board of Directors. A notice setting forth the time and place
of the meeting, and such other matters as the Board of Directors shall direct,
shall be sent by first class mail to each active and honorary member of the
Association, not less than fifteen (15) days prior to the date of said meeting,
addressed to the last address of Association record.
Section 2: Special Meetings of the Members. Special meetings of the
members may be called from time to time by the President of the Association, or
by three-fourth (3/4) of the Board of Directors, or by petition of not less than
five percent (5%) of the active members. All special meetings of the members
shall be held in Hershey, Pennsylvania pursuant to notice of call and specific
purpose therefor to be mailed by the Secretary and/or Executive Director of the
Association at the last known address of Association record not less than
fifteen (15) days prior to the date of said meeting.
Section 3: Quorum - Annual Meeting. A quorum for the transaction of
business at any Annual Meeting of the Association shall consist of not less
than thirty-five (35) active members present in person. Only active members
shall participate in the meetings.
Section 4: Quorum - Special Meetings. A quorum for Special Meetings of
the Association at large shall consist of not less than thirty-five (35) active
members present in person.
Section 5: Order of Business - Annual Meeting. The order of business at
the Annual Meeting shall be as follows:
A. Prayer
B. Approval of the Minutes of the previous
Annual Meeting and any Special Meetings.
C. Report of the President
D. Report of the Vice President(s)
E. Report of the Secretary
F. Report of the Treasurer
G. Report of the Executive Director
H. Report of Foundation Board
I. Report of the Chapters
J. Report of the Committees
K. Unfinished Business
L. New Business
Section 6: Limitation of Discussion. Discussion of any topic at any
meeting may be limited to any period so approved by a majority vote of the
members present at the meeting.
Section 7: Procedure. The proceeding of the Association meetings shall
be governed by and conducted according to the latest revised edition of Robert
Rules of Order, when not in conflict with these By-Laws.
ARTICLE IV
Board of Directors
Section 1: Powers. The affairs of the Association, including but not
limited to establishing By-Laws and policies of the Association, and the
control of the Association's property, shall be vested in a Board of Directors
consisting of not less than fifteen (15) members.
Section 2: Composition. Not less than one-half (½) of the members of the
Board of Directors shall be elected by the active and Honorary members of the
Association at large. Each Chapter of the Association shall have the right to
elect one (1) member to the Board of Directors pursuant to an election held by
the Chapter.
Section 3: Eligibility. Any active member of the Association shall be
eligible to be a member of the Board of Directors, provided, however, that no
member of the Association shall be eligible for re-election or appointment to
the Board of Directors, except the Secretary, the Assistant Secretary and
Counsel, a Chapter Representative, and the Treasurer, until after the lapse of
one (1) year from his/her term as a Director unless he/she has served less than
thirteen (13) months as a Director.
Section 4: Term. Each member of the Board of Directors shall serve for a
period of three (3) years, or until his/her successor shall be elected and
qualified, except as otherwise provided for by these By-Laws and provided
further, that the President and past President shall be members of the Board of
Directors without regard to the term for Directors provided in these By- Laws.
The term of office of a member of the Board of Directors elected at the Annual
Meeting shall commence on the first day of the fiscal year which next follows
the Annual Meeting.
Section 5: Vacancies. The Board of Directors shall have the power to
fill any vacancy thereon, or office, for the unexpired term of such vacancy;
provided, however, that each Chapter shall have the power to fill any vacancy
on the Board occurring from that Chapter.
Section 6: Nomination and Election of Directors. One third (1/3) of
those members of the Board of Directors who are elected by the active
membership at large of the Association shall be elected each year at the Annual
Meeting of the Association (sometimes referred to as Homecoming) pursuant to
the procedure provided for herein below:
(a) Nomination
of Candidates. The following procedure shall govern the nomination of
individuals for the Board of Directors of this Association.
1. A
Nominating Committee shall be established consisting of the President of the
Association, who shall serve as Chairperson, the Vice President(s), and the
three (3) living immediate Past Presidents.
2. The
Nominating Committee shall be responsible for notifying all active members of
the Association not later than May I of each year of the number of individuals
to be elected to the Board of Directors and call for suggestions of names of
individuals to be candidates. Each
active member shall have the right to nominate as many persons as shall be
elected in the ensuing election.
3. The
Nominating Committee shall be responsible for contacting all suggested
individuals to determine whether they are willing and able to serve if elected.
4.
The Nominating Committee
shall mail to all active members at least forty (40) days prior to the Annual
Meeting of the Association, the names of all individuals who were suggested and
who are eligible, willing and able to serve if elected.
5. The Nominating Committee shall be required to present a
minimum of twice the number of
individuals as there are to be elected to the Board of Directors.
6. After receipt of the Nominating Committee's Report, any
active member may nominate further individuals for the Board of Directors
providing that (1) such nomination shall be in the hands of the Chairperson of the Nominating Committee
at least sixty (60) days prior to the Annual Meeting, and (2) such nominations
must be accompanied by a written
statement from the nominees indicating their willingness to serve if elected.
7. The Nominating Committee shall be responsible
to assure that printed ballots are prepared and turned over to the Secretary
not later than forty (45) days prior to the Annual Meeting. Association members may vote by mail as part
of the Homecoming registration or may vote at Homecoming.
(b) Election of Directors. The following
procedure shall govern the election of individuals to the Board of Directors of the Association.
1. Only those active members whose dues are
paid for the current membership year
shall be eligible to vote.
2.
Voting shall be by written ballot and on an approved ballot as provided
by the Nominating Committee. All ballots must be delivered to the Elections
Committee (ballot box) by one o'clock p.m. (1:00) on the Saturday of Homecoming
weekend.
3. Members may vote by mail on a ballot provided in the Homecoming
registration material or may vote at
Homecoming.
4.
An Elections Committee consisting of a minimum of six (6) active
members, none of whom shall be a candidate for office, shall be appointed by
the President with the approval of the majority of the Board of Directors. The President shall designate a member of
the committee to be Chairperson thereof.
5.
The Nominating Committee
shall present a ballot to each active member eligible to vote in a manner
prescribed by the Board of Directors.
6. The Executive Director and/or Secretary
shall establish a list of all eligible
members who voted by mail to ensure individuals do not vote twice.
7.
The Elections Committee
shall be responsible for tabulating the ballots and the Chairperson thereof
shall report the final results of the voting at a time prescribed by the Board
of Directors.
8.
Those individuals who
receive the highest number of votes cast shall be declared elected. In the
event of a tie vote, the Elections Committee shall determine the winner by lot.
Section 7: Meetings. Organizational, Regular, and Special Meetings.
(a)
Members of the Board of
Directors whose terms of office commence after the then current fiscal year
shall be entitled to attend the organizational meeting of the Board of
Directors occurring between the Annual Meeting at which the new Directors were
elected, and the commencement of their terms of office, which meeting shall be
held not later than November 30 of that fiscal year. The Board of Directors
shall elect officers of the Association at the organizational meeting, with
only the new Board voting for the officers to be installed after the then
current fiscal year.
(b)
Not less than four
regular meetings of the Board of Directors shall be held in any fiscal year. The Order of Business at any regular
meeting shall be determined by the
President in coordination with and approval by the Executive Committee.
(c)
Meetings of the Board of
Directors shall be conducted in accordance with these By-Laws. Assertions of conduct contrary thereto shall
be raised as a preliminary Order of Business at the meeting immediately
following the regular meeting at which the asserted irregularity occurred. Resolution of such issue shall be by two
thirds (2/3) vote of the directors present and voting.
(d) Special Meetings of
the Board of Directors' may be held pursuant to call of the President and
reasonable notice thereof in writing stating the time, place, and purpose
therefore; provided, however, that Special Meetings of the Board of Directors
shall be held only on a Saturday or Sunday afternoon.
Section 8: Budgets/Fiscal Year. Prior to December 31st of each year, the
Board of Directors shall prepare a proposed budget showing estimated receipts
and expenditures for the following fiscal year. The Board shall adopt the
budget for the following fiscal year at its organizational meeting. The fiscal
year of the Corporation shall commence January 1st and end December 31st of
each year.
Section 9: Partial Reimbursement of Travel Expenses. Members of the
Board of Directors and/or committee members traveling at least twenty-five (25)
miles to a Board or Committee Meeting shall be reimbursed from the Association
Treasury for mileage expense as the Board may determine.
Section 10: The Board shall present annually awards to the outstanding
scholar and to the outstanding athlete being graduated from Milton Hershey
School. The opinion of the Milton Hershey School faculty shall be solicited to
identify the awardees.
Section 11: Quorum. A majority of the Board of Directors shall constitute a
quorum at any regular or special meeting. Any member may be present and vote by
proxy given in writing to any other member of the Board of Directors. All
proxies must be known before the voting is started. A proxy vote shall not count towards a quorum and shall be
attached to the minutes of the meeting.
ARTICLE V
Officers
Section 1: Election of Officers. The officers of the Association shall
be elected annually by the Board of Directors, except as provided otherwise in
these By-Laws, for the term of one year, or until their successors shall have
been elected and qualified; subject however, to the provision of these By-Laws.
Section 2: Titles: The officers of the Association shall be a President,
a Vice President/President Elect, one or more additional Vice Presidents as the
Board may deem necessary, a Secretary, a Treasurer, and an Assistant Secretary
and Counsel. Once elected, all of said
Officers shall automatically become members of the Board of Directors. All
officers, and any Director Emeritus, shall have the right to vote at any
regular or special meeting of the Board of Directors. The officers shall have the duties as set forth herein, which
they may delegate to the Executive Director, or other appropriate persons.
Section 3: Duties of the President. The President shall preside at all
meetings of the Association and the Board of Directors and perform all duties
incident to this office. He/she shall, subject to the approval of the Board of
Directors, appoint all Committee Chairpersons and he/she shall be a member of
all committees. He/she shall, at the Annual Meeting of the Association, and at
such other time as he/she may deem proper, recommend to the membership or to
the Board of Directors such matters and make such suggestions as may tend to
promote the prosperity and increase the usefulness of the Association.
Section 4: Duties of the Vice President/President Elect and other Vice
Presidents. The Vice President/President
Elect shall perform the duties of the President in the absence of the
President. The Vice President/President Elect shall succeed to the office of
President on the vacancy thereof to serve for any unexpired regular term. The Vice President/President Elect shall
then succeed to the presidency upon the expiration of the term of the previous
president. The Vice
President/President Elect shall, in addition to the duties described above,
become familiar with the duties of the President, and shall assist the
President as requested by the President in the performance of the duties of the
office of President. Any additional Vice Presidents shall perform duties as
prescribed by the Board of Directors.
Section 5: Duties of the Secretary. It shall be the duty of the
Secretary to conduct the official correspondence, preserve all books, documents
and communications, maintain an accurate record of proceeding of the
Association, the Board of Directors, and all Committees. He/she shall perform
such other duties as may be incident to this office subject to the direction of
the Board of Directors. At the expiration of his/her term of office, he/she
shall deliver to the Board of Directors all books, papers and property of the
Association. The Secretary shall keep a Minute Book, including, separately,
Resolutions of the Board of Directors, and those made at the meeting of the
membership at large, in the order adopted.
Section 6: Duties of the Treasurer. It shall be the duty of the
Treasurer to take care of all Association monies and deposit same in the name
of the Association in any bank, or Savings and Loan Association which is
insured by the Federal Deposit Insurance Corporation, or by the purchase of
Certificates of Deposit from such banks, or Savings and Loan Associations, or
by purchase of United States Treasury Bills. Additionally, the Treasurer is
authorized to invest funds determined by him in excess of the Association's
immediate needs, in any financial organization approved by majority vote of the
Board of Directors. Withdrawals from such funds shall be by the Treasurer after
consulting with the President. Such withdrawal of funds shall be transferred to
the Association's checking account, or shall be invested again in accordance
with the foregoing. The Treasurer shall
report such withdrawals/transfers/reinvestment to the Board of Directors at the
regular meeting of the Board of Directors next succeeding such
withdrawals/transfers/reinvestment. The Treasurer shall keep accurate financial
records, shall prepare tax returns as required by law, make proper reports to
the Board of Directors, and annually to the Association at large; and shall
sign all checks paying out Association monies. He/she shall perform such other duties as may be incident to his/her
office, subject to the direction of the Finance Committee, ratified by the
Board of Directors. The Treasurer
shall be bonded in an amount to be determined by the Board of Directors. At the
expiration of his/her term of office he/she shall deliver to the Board of
Directors all books, papers and property of the Association, including but not
limited to computer related disks and records.
Section 7: Removal of Officer or Member of the Board of Directors. Any
officer or member of the Board of Directors may be removed from office by the
Board of Directors pursuant to vote therefor by two-thirds of those Board of
Directors present and voting at any regular meeting, for reason, of failure of
such officer or member of the Board of Directors to attend two consecutive
meetings of the Board of Directors; provided, however, that written notice of
intent to consider, and vote thereon shall first be mailed to each member of
the Board of Directors and to the officer or member of the Board of Directors
whose removal is to be considered.
ARTICLE VI
Committees
Section 1: The
Committees of the Association shall be either Standing Committees or
Special Committees.
Standing Committees shall be:
Executive Committee
Finance Committee
Membership Committee
Homecoming Committee
Alumni Senior Dinner Committee
Nominating Committee
By-Laws Committee
Honorary Membership Committee
Alumni Service Award Committee
Class Agent Committee
Memorial Grove Committee
Personnel Committee
Student Awards Committee
Ways & Means Committee
Helping Hand Committee
Deed of Trust Committee
Special Committees shall be:
Elections Committee
The Board may create other Standing or Special Committee
from time to time, as it may require.
Section 2: The
Board of Directors shall authorize and define the powers and duties of all
Committees.
Section 3: The Executive Committee shall meet pursuant to call of the
President, and, in any event prior to each regular meeting of the Board of Directors.
It shall be composed of the Officers of the Board, and the Immediate Past
President, who shall be the Chairperson of the Committee. The President in
coordination with the approval by the Executive Committee shall determine the
Order of Business for each ensuing regular meeting of the Board of Directors.
Section 4:
In the interim between meetings of the Board, the Executive Committee shall
have charge of the routine business of the Association.
Section 5: The Executive Committee may refer matters brought before it
to a proper committee which it may designate or to the Board.
ARTICLE VII
Executive Director
Section 1: An
Executive Director may be appointed at the discretion of the Board.
Section 2: Powers and Duties of the Executive Director. The Executive Director shall:
(a)
implement the mission as
set out in the MHSAA’s corporate charter, the By-Laws thereunder, its tax
exemption authorization, and the policies and directives of its Board of
Directors;
(b)
be responsible for the daily
operation of the Association’s principal offices, for ordinary communication
with officials of the Milton Hershey School (MHS) with the approval and/or at
the direction of the President, communications with individual alumni, for
recordation and organization of the Association’s archives, and performance of
all things necessary for the orderly conduct of the office;
(c)
plan and implement a
comprehensive alumni relations program, including, without limitation, fund
raising, and integration of alumni participation into MHS events and
activities;
(d)
implement initiatives
developed through Board of Director action, take a lead role in long-range
planning and program development, and perform special duties as assigned by the
President of the Association;
(e)
work with the
Association Treasurer for functions as delegated by the Treasurer, for
development of revenue and expense estimates for the purpose of forming annual
revenue and expense budgets for review and approval by the President, MHSAA,
and for submission to the Board of Directors;
(f)
after budgetary approval
is received, be responsible for management of income deposits and disbursement
of expenditures within acceptable variances from the approved budgets;
(g) assist
the Treasurer of the Association in compilation of data and information for use
in filing annual federal and state tax returns; and be responsible for
presenting the annual budgets of the Association to the Board of Directors of
the Milton and Catherine Hershey Heritage Foundation.
Section 3: Removal. The Executive Director may be removed for cause by
the Board of Directors whenever, in its judgment, the best interest of the
Association would be served. A vote of
two-thirds (2/3) of the entire Board of Directors shall be required for removal. No proxies shall be permitted for this vote,
although Directors may participate by telephone.
ARTICLE VIII
Milton and Catherine Hershey Heritage Foundation
Section 1: Effective with approval of its application for exemption status
as a 501 (c) (3) organization on June 20, 1998, the Milton and Catherine
Hershey Heritage Foundation is established by the Association. To this end, the
Foundation shall manage assets transferred to it by the Association and raise
funds for educational and charitable purposes in support of programs of the
Association.
Section 2: The Foundation shall hold, invest and reinvest the assets
received from the Association in accordance with terms and conditions set by
the Association. Transferred funds may be withdrawn at the discretion of the
Association.
Section 3: The current President, Vice President/President Elect and the
immediate Past President of the Association shall sit as voting members of the
Board of Directors of the Foundation.
Section 4: The Foundation shall be governed by applicable statutes and
its By-Laws, initially approved by the Executive Committee of the Board of
Directors of the Association on March 19, 1998.
ARTICLE IX
Dues
Section 1: Annual Dues. Annual dues payable to the Association shall be
established by the Board of Directors for the membership year which shall begin
on January 1 and end on December 31 of
the same year. All rights and privileges of the Association shall be conferred
upon active members who have paid dues for such current Association year.
Section 2: Association members shall remit their dues to the Association
Treasurer.
Section 3: Life
Membership in the Association may be obtained by any person otherwise eligible
to be a member of this Association upon the payment or agreement to pay in
installments as provided for below from seven (7) to twenty-five (25) times the
annual dues in effect at the time said individual requests Life Membership
status. The Life Membership Multiple to be used shall be in accord with the
following table:
Age Group Life
Membership Multiple
18 to 30 25
31 to 35 22
36 to 40 19
41 to 45 17
46 to 50 14
51 to 55 12
56 to 60 10
61
to 65 8
66
& older 7
Installment payments may be made at
a minimum rate of seventy ($70.00) dollars per year.
ARTICLE X
Chapters
Section 1: Approval of Association to Organize Chapter. No chapter shall
be organized without the prior approval of the Board of Directors, who shall
set forth the procedures for organizing same and identify the territory
thereof. The designation of such Chapter and identification of territory shall
not mandate membership of any Association member in such Chapter.
Section 2: General. The organization of Chapters to further the purpose
of the Association shall be encouraged whenever sufficient number of Alumni are
available to support such Chapters.
Section 3: Qualifications for Petition to Organize. A Chapter may be
organized in any territory in which fifty percent (50%) of the Alumni, or
fifteen (15) members, whichever is the least, are active members of the
Association.
Section 4: Issuance
of Charter. When a petition for a Chapter has been approved by the Board of
Directors, the Secretary shall issue a Charter to the local Chapter bearing the
Seal of the Association and the signature of the President and the Secretary of
the Association.
Section 5: Revocation
of Charter. The Charter of any Chapter may be revoked by the Board of Directors
of the Association provided that the Officers of the Chapter shall be given
notice of such proposed action thirty (30) days in advance of the meeting of
the Board, at which time it shall be considered and may be represented before
the Board when the question of revocation is discussed. If no meeting of the
Chapter is held during any period of ninety (90) days in any fiscal year, the
Board may at its discretion, cancel the Charter of the Chapter.
Section 6: Each
Chapter shall maintain close contact with the parent organization.
Section 7: Only
current dues paying members of the Association shall be eligible for Chapter
membership upon payment of Chapter dues, but no member of the Association shall
be compelled to be a member of the Chapter.
Section 8: Annual
Association dues of a Chapter member may be collected by the Chapter Treasurer
and forwarded to the Association Treasurer periodically.
Section 9: Each
Chapter shall elect a President, Vice President, Secretary, Treasurer, and one member
of the Board of Directors of the Association and such other Officers as it may
require and shall function in accordance with any regulations set forth by the
Board of Directors.
Section 10: In
the year in which a Chapter is to elect a member to the Board of Directors,
such election shall take place at least (30) days prior to the Annual Meeting
of the Association.
ARTICLE XI
Amendments
Section 1: These
By-Laws may be amended by a two-third (2/3) vote of those present at any
regular or special meeting of the Association provided notice of the proposed
change shall have been mailed by the Secretary and/or Executive Director to
each member five (5) days prior to such meeting, or by a two-third (2/3) vote
of the entire Board of Directors at any regular or special meeting of the
Board, provided written notice of the proposed change shall have been mailed to
each member of the Board five (5) days prior to such meeting. No proxies shall
be permitted for this vote, although Directors may participate by telephone.
Section 2: The
decision of the Board of Directors, on any question may be reversed by a
two-third (2/3) vote of the members of the Association present and voting at
any subsequent meeting.
Jerry
Gaughan
Secretary
September
12, 1999
John F. Mardula
Chairman, By-Laws Committee
September 12, 1999