The Ohio State University

Alumni Club/Memphis

Constitution

 

ARTICLE I – NAME

 

The name of this organization is The Ohio State University Alumni Club/Memphis.

 

ARTICLE II – PURPOSE

 

Section 1.  We the members of The Ohio State University Alumni Club/Memphis are alumni and friends of The Ohio State University. We remember values learned, relationships nurtured, knowledge gained and decisions made as a result of our Ohio State University association. The mission of the club is to promote the values, friendship, sports, communication, growth, networking, companionship, knowledge and traditions of The Ohio State University.

 

Section 2.  The Ohio State University Alumni Club/Memphis is organized exclusively for charitable, religious, educational and scientific purposes under Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code.

 

ARTICLE III – MEMBERSHIP

 

All alumni of The Ohio State University and all other friends of the University are eligible for membership in this Club.

 

ARTICLE IV – OFFICERS

 

Section 1.  The officers of the Club shall consist of a President, Vice-President, Secretary, Treasurer and First Past President, all of whom must hold membership in The Ohio State University Alumni Association.  Voting on routine Club matters shall be limited to the Officers named in this Article.

 

ARTICLE V – DUTIES OF THE OFFICERS

 

Section 1. President:  The President, or the President’s designee, shall preside at all meetings of the Club and be an ex-officio member of all committees.  The President shall have the authority to appoint committees as deemed necessary and fill vacant officer(s) position(s) to the end of the current term.  The President may assign temporary duties to any officer as needed.

 

Section 2.  Vice-President:  In the absence or disability of the President, or at the President’s request, the Vice-President shall perform the duties of the President.  If the office of President becomes vacant, the Vice-President shall become President for the un-expired term.  The Vice-President shall serve as the liaison between the Officers and Members of the Club and the Webmaster.

 

Section 3.  Secretary:  The Secretary shall have custody of the personal information, including, but not limited to, the names, postal addresses, email addresses and telephone numbers of area Association members as provided by the Director of Alumni Affairs of The Ohio State University Alumni Association and that of all local Club members.  The Secretary shall record all information changes and notify the Director of Alumni Affairs of The Ohio State University Alumni Association of any additions or corrections to this list.  The Secretary shall not release the list for political, commercial or other purposes subject to expulsion from office by the decision of the President.  Release of the list shall be made only on approval of the Director of Alumni Affairs of The Ohio State University Alumni Association.

 

The Secretary shall publish all notices of meetings and shall forward the meeting minutes and activities of the Club to the Director of Alumni Affairs of The Ohio State University Alumni Association. 

 

Section 4.  Treasurer:  The Treasurer shall supervise all receipts and expenditures and shall be a member of the Committee on Fund Raising.  If dues are approved, the Treasurer shall collect and disburse them subject to the majority approval of the officers, including the immediate past president.  The Treasurer shall submit a quarterly financial statement to the Secretary for distribution to the Members.  The Treasurer shall submit the year-end financial statement to the Director of Alumni Affairs of The Ohio State University Alumni Association.  The Ohio State University Alumni Association, Inc., FINANCIAL QUESTIONAIRE shall be the form used for the quarterly statements and annual statements.  The fiscal year shall begin on September 1 and end on August 31 of each year.

 

The Treasurer will maintain a checking account in a bank or savings and loan.  Maintenance will include, at a minimum, a monthly reconciliation with bank records (i.e., balancing), to be reviewed and certified by the President at each planned meeting.  Since the Club is a non-profit organization, a service fee free account shall be established, whenever possible.  Once Club funds in the checking account are adequate to meet annual Club expenses, a savings account shall be established for the purpose of awarding scholarships to worthy students.  Funds shall be moved from the checking account to a savings account upon the recommendation of the Treasurer and approval of the officers, including the immediate past president.  A petty cash fund may be established, with the approval of the President, if needed.  The amount maintained in the petty cash fund shall not exceed $100.00.  A basic receipts/disbursements ledger will be maintained to ensure petty cash fund accountability.  At a minimum, this ledger will be reviewed and certified by the President at each planned meeting.

 

ARTICLE VI – MEETINGS AND DUES

 

Section 1:  The annual meeting of the Club shall be held in November during what is known as Michigan Week.  Failure to comply with this section shall make the Club charter subject to revocation by The Ohio State University Alumni Association.

 

Section 2:  There shall be three other planned meetings each year as scheduled by the President of the Club at the annual meeting.

 

Section 3:  The President of the Club shall call a special meeting upon the written request of five members of the Club.  Upon failure of the President to call a special meeting within twenty-one days of such a request, the meeting may be called by any other officer, or by the five petitioning members.  In such instances, the Secretary shall forward to all members of the Club the date, place and purpose of the meeting.  The Director of Alumni Affairs of The Ohio State University Alumni Association shall be forwarded a copy of this notice.

 

Section 4:  The annual dues amount shall be proposed by the officers of the club at the annual meeting held in accordance with Section 1 of this Article.  The amount of the annual dues shall be approved by a majority vote of the members in attendance at the annual meeting.

 

Section 5:  Where this constitution fails to provide authority for procedure, Robert’s Rules of Order shall be used.

 

ARTICLE VII – COMMITTEES

 

Section 1:  The President of the Club shall appoint the following standing committees:

 

Committee on Student Recruitment and Scholarship:  This Committee will, whenever possible, consist of an Alumnus of the University, a parent of a current student at the University and a recent graduate of the University.  This Committee will coordinate the local activities among the OSU Admissions Office, the local Alumni Club and the local school systems.  This will include, but not be limited to, college fairs and college information programs in the local high schools.  The Committee will become familiar with the rules governing student recruitment, make contact with local high school counseling offices and attend local college fairs.  Those representing The Ohio State University as student recruiters will do so in a cheerful, positive way and will disseminate only accurate information about The Ohio State University.  The top priority will be to distribute information from the OSU admissions office, particularly how to reach and use the official OSU website.  This Committee will be responsible for making student recommendations concerning the annual scholarship made available to all local Clubs by The Ohio State University Alumni Association.  When sufficient funds are available, this Committee will establish a program to award scholarships to students from the local area who will be attending Ohio State.  The local scholarship program will be closely coordinated with The Ohio State University Alumni Association and the Ohio State Admissions Office.

 

Committee on Community Outreach and Services:  This Committee shall be responsible for involving the Club in project(s) throughout the year to benefit our community.  This Committee will recommend (an) annual service project(s) that will benefit the citizens of the Memphis area by involving Club members in spreading the name, activities and fellowship of the Club to the community, using the skills and resources given members because of our association with The Ohio State University.  The materials, work or services involved in the community service project will show the Club members to be positive role models and responsible citizens for our community and potential OSU students.  Once this Committee recommends (a) project(s), approval will be decided by a majority vote of those in attendance at any annual, planned or special meeting.

 

Committee on Fund Raising:  It shall be the duty of this Committee to raise money for the Club in order to fund our mission.  The Club may use raffles, auctions, special events, sponsorships, sales or other means that are legal and allowed in Tennessee, to raise funds for our local account(s).  By the nature of the position, the Treasurer shall be a member of this Committee.

 

Section 2:  Committee Chairpersons are responsible for submitting a written overview of committee actions to the Secretary.

 

Section 3:  The President of the Club may appoint such additional committees as the interests of the Club may require and may prescribe the duties of such committees.

 

ARTICLE VIII – ELECTIONS

 

Section 1:  The number of Officers being four (4), two (2) shall be elected each year for two-year terms.  The elections shall be held for President/Secretary and Vice-President/Treasurer in alternate years. 

 

Section 2:  The Officers shall be elected each year, in accordance with Section 1 of this Article, at the annual meeting and shall hold office until a successor has been elected and qualified.

 

ARTICLE IX - DISSOLUTION OF CLUB

 

Section 1.  The Ohio State University Alumni Club/Memphis will be considered dissolved when the constitutionally required meetings and activities have not taken place for two (2) consecutive years.  All funds under the control of TOSUAC/Memphis will be donated to The Ohio State Alumni Association in Columbus, Ohio to be used for scholarships for students from the Mid-South attending The Ohio State University.  In the event that The Ohio State University Alumni Association, Columbus, Ohio is no longer in existence or is no longer tax exempt under Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code, then Article IX, Section 2 shall be in effect.

 

Section 2.  Upon dissolution of The Ohio State University Alumni Club/Memphis, assets shall be distributed for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code, or shall be distributed to the federal government or to a state or local government for a public purpose.

 

ARTICLE X - AMENDMENTS

 

This constitution may be amended by a majority vote of the members of the local Club in attendance at any annual, planned or special meeting of the Club.  Amendments shall take effect when duly approved by the Board of Directors of The Ohio State University Alumni Association.

 

ARTICLE XI – ADOPTION

 

This constitution shall be officially adopted upon its approval by a majority vote of the members of the Club in attendance at any annual, planned or special meeting of the Club.  The constitution shall take effect up the approval of the Board of Directors of The Ohio State University Alumni Association.