Onteora Alumni Association
Section 1 - Organization
The organization is known as the Onteora Alumni
Association (the “Association”). The
Association operates as a part of the Theodore Roosevelt Council, BSA (the
Section 2 – Purpose
The Association will aid in the advancement of the
aims and methods of the Boy Scouts of America by supporting Onteora Scout
Reservation (“OSR”), specifically by:
· Providing funds for capital improvements and maintenance projects for OSR;
Supporting the development of an endowment for OSR, administered
by the Council (the “Endowment”), which principal will be maintained in
perpetuity and interest will support capital improvements and maintenance
projects at OSR;
Encouraging Association member participation in work days and
other activities to maintain and improve OSR; and
Providing social opportunities for Association members
Section 3 – Membership
Membership in the Association is open to all,
whether actual alumni of OSR or not, who are interested in supporting the
Purpose of the Association. Types
of membership may be established or changed from time to time by approval of the
Advisory Board. Initial types of
membership are as follows:
* Dues are per calendar year.
Subject to change, when approved by the Advisory Board.
The Advisory Board may provide for certain member
benefits which may change from time to time, and may vary by level of
Section 4 – Advisory Board
The Association shall
maintain an Advisory Board, consisting of not less than five or more than nine
members. Members of the Advisory
Board must be:
18 years of age or older
Registered members of the Boy Scouts of America
Active members of the Association
The Advisory Board
leadership shall include the Chairperson, Vice Chairperson, Registrar and
Secretary. Respective duties shall
Chairperson: Presides at all
meetings; prepares agendas for meetings with guidance of the Advisory Board;
reports to the Council’s Vice President of Program; and prepares an annual
report of the Association’s activities to the Council Vice President of
Vice Chairperson: Assumes
duties of the Chairperson in event that the Chairperson is unable to perform
such duties; receives ideas and proposals from Association members regarding
potential capital and maintenance projects for OSR for presentation to the
Advisory Board; and coordinates with the Council office for providing timely
financial reports of the Association.
Registrar - coordinates with the Council office to ensure that an
accurate database of current and past members is maintained.
Secretary: Records and
maintains minutes of all Association meetings, and provides copies of such
minutes to all Advisory Board members as well as the Council’s Vice President
of Program; and prepares and distributes to all members Association newsletters
at least three times annually.
A member of the Council’s professional staff,
appointed by the Scout Executive, shall serve as an advisor to the Advisory
Board and participate as a non-voting member of the Advisory Board.
This Council staff member shall work with the Advisory Board to ensure
accurate maintenance of membership records and financial records of the
The members and leadership of the
Advisory Board shall be elected annually at a duly-called meeting of the
Association. The Vice Chairperson
shall determine the eligibility of all candidates.
The standing Advisory Board shall determine the number of Advisory Board
positions to be open for the following year.
Each active member shall be entitled to one vote for each open position.
Voting shall, upon request of any candidate, be done by secret ballot.
Candidates must receive votes from more than 50% of the voting members
present in order to be elected. There
is no limit on the number of terms that a member may serve on the Advisory
Board. The election of the
Chairperson must be approved by the Council’s Vice President of Program, which
approval will not be unreasonably withheld.
All other election rules shall be established by the Advisory Board.
Section 5 - Meetings
The Association shall meet at least once annually.
The annual meeting shall include elections of Association leadership, a
report of the prior year’s activities (including financial and membership
reports of the Association, and a review of projects completed or underway at
OSR supported by the Association), as well as any other business that may
appropriately come before the meeting. Notice
of meetings shall be sent to all active members at least 30 days prior to the
The Advisory Board shall meet at
least twice annually.
Section 6 - Finances
The Council shall establish and
maintain a separate account known as the Onteora Alumni Association.
All funds of the Association shall flow through this account.
All income, through dues or other fund-raising
activities, will be expected to serve the Purpose of the Association, including
providing for capital improvement and maintenance projects at OSR, supporting
the development of the Endowment, and covering all Association expenses.
If fund-raising activities include special designations for use of the
net funds raised, such designations will be honored.
Any fund-raising activities are not expected to conflict with or detract
from the Council’s fund raising for the operating budget of the Council.
Additional Endowment gifts
Members will be encouraged to make gifts above and
beyond their annual dues to the Association, as a gift directly into the
Endowment. To the extent that an
endowment gift qualifies for special recognition in the Scouting program (such
as a James E. West Fellowship Award), the Council will recognize such gifts.
The Advisory Board may also establish special recognition for gifts
beyond membership dues.
The Advisory Board will endeavor to prudently
manage the Association’s operating expenses, so that maximum funds will be
available for capital improvements and endowment for OSR.
OSR Capital and Maintenance Projects and Endowment Contributions
Each year, the Advisory Board will endeavor to
direct approximately 50% of that year’s net surplus (after Association
operating expenses, and after setting aside a reasonable balance for
contingencies) into capital improvement and maintenance projects for OSR
(subject to majority approval by the Advisory Board, and acceptance by the
Council), and contribute the balance of that year’s net surplus to the
Endowment. Any member of the
Association can make recommendations for OSR capital or maintenance projects to
the Advisory Board by submitting a proposal to the Vice Chairperson.
Each year, the Council will inform the Advisory
Board of the amount of investment income generated by the Endowment.
The Advisory Board will endeavor to direct those earnings into capital
improvement and maintenance projects at OSR (subject to majority approval by the
Advisory Board, and acceptance by the Council).
Carryover of unused funds
The Advisory Board will generally not seek to
carry over significant operating balances from year to year, other than
maintaining a reasonable balance for contingencies or for funding a project at
OSR that has not yet been completed. However,
any funds that are unused in a year will be carried over to, and available for
use in, the following year.