DUTIES ASSIGNED TO THE OFFICERS OF THE CLAY CENTER ALUMNI ASSOCIATION

PRESIDENT:
The president of the CCHS Alumni Association is in charge of the entire banquet program. He or she calls a meeting in January, or early February, to set the date of the banquet, appoint committees, and confirm a caterer. He or she also acquaints the other officers with their duties. It is also the responsibility of the president to secure the use of the school facilities with the principal of the Clay Center Attendance Site. This will include use of the sound system, and the following keys to the building; outside north door, home economics room, janitor’s closet, wheelchair lift, and stage lighting padlock key. The president will either need to be at the school, or assign someone to open the building for the caterers in the afternoon. The caterers request extra garbage bags, paper towels, and restroom supplies in the home ec. room. The caterers will also want access to the ice machine in the old gym. That door will need to be open in the afternoon. They will also want 2 rolling carts placed by the north doors in the afternoon. The president is also in charge of finding someone to give the invocation before the meal. The president will conduct all business during the banquet meeting and introduce all speakers. The president will introduce each honor class representative before the representative makes the presentation of class members, during the honor class portion of the banquet. Should there be any classes that are without representation the president should be prepared to take over the introduction of that class. The president should also notify the newly elected officers as soon as possible following the banquet. The president is also responsible for serving on the nominating and balloting committee the following year. Each member of this committee will submit one nomination for president and one for vice president/secretary.  One member of this committee will then compile this list and submit it in ballot form to alumni members at the following year’s banquet. Two members of this committee will need to attend the next year’s banquet to manage voting procedure and count the votes. This committee may choose to meet during one of the current year’s final meetings to choose the following year’s candidates.

VICE PRESIDENT/SECRETARY:
Should the president be unable to fulfill his or her duties the vice president/secretary will be expected to take over the president’s responsibilities. He or she will also assist the president in any capacity needed. The vice president/secretary is in charge of recording the minutes of every meeting held by the executive board of the CCHS Alumni Association, as well as the minutes during the banquet meeting. After each meeting the minutes should by typed and entered into the book of minutes. The vice president/secretary also reads the minutes from last year’s banquet during the designated portion of the meeting.  The vice president/secretary may also be asked to help out at the registration table the night of the banquet, and to help count ballots if no one from the nominating and balloting committee attends. The vice president/secretary is also responsible for serving on the nominating and balloting committee the following year. Each member of this committee will submit one nomination for president  and one for vice president/secretary. One member of this committee will then compile this list and submit it in ballot form to alumni members at the following year’s banquet. Two members of this committee will need to attend the next year’s banquet to manage voting procedure and count the votes. This committee may choose to meet during one of the current year’s final meetings to choose the following year’s candidates.


TREASURER:
The treasurer is responsible for recording and depositing the reservation money for the banquet, yearly dues, scholarship and “wish list” donations and directory sales. She is also in charge of registration at the banquet and works closely with the Clay Center Community Foundation and their treasurer. The treasurer is responsible for paying all bills incurred on behalf of the association and is expected to report the financial status and goals to the members during the designated portion of the alumni banquet meeting. The treasurer also prepares a banquet budget to present at the first organizational meeting. Any address or name changes observed during correspondence with alumni members throughout the year should be reported to the permanent corresponding secretary. The treasurer is also responsible for serving on the nominating and balloting committee the following year. Each member of this committee will submit one nomination for president and one for vice president/secretary. One member of this committee will then compile this list and submit it in ballot form to alumni members at the following year’s banquet. Two members of this committee will need to attend the next year’s banquet to manage voting procedure and count the votes. This committee may choose to meet during one of the current year’s final meetings to choose the following year’s candidates.

PERMANENT CORRESPONING SECRETARY:

The permanent corresponding secretary is responsible for attending all meetings of the CCHS Alumni Association and generally handles questions and does public relations work for the association throughout the year. After the organizational meeting in January/early February, she directs applicable inquiries to the president. She will also keep track of all members and their current addresses. She will design the invitations and envelopes each year, and will mail them before mid-April. If an invitation is returned as undeliverable the permanent secretary will make every effort to find the lost member, if time permits, before the cut-off dates. As of 2006 the permanent secretary's address will appear on the return address portion of the envelopes. All reservations and donations will come to her. She will keep track of reservations and wish list donations. The permanent corresponding secretary is also in charge of printing the programs and placing them on the banquet tables, as well as supervising the table set-up and table decoration the night before the banquet. She will also actively sell the CCHS Alumni Association CD Directory year round, and is in charge of updating the CD Directory once a year. The permanent corresponding secretary is also responsible for serving on the nominating and balloting committee the following year. Each member of this committee will submit one nomination for president and one for vice president/secretary. One member of this committee will then compile this list and submit it in ballot form to alumni members at the following year’s banquet. Two members of this committee will need to attend the next year’s banquet to manage voting procedure and count the votes. This committee may choose to meet during one of the current year’s final meetings to choose the following year’s candidates.

DUTIES OF THE COMMITTEES OF THE CLAY CENTER ALUMNI ASSOCIATION

NOMINATING & BALLOTING:
This committee is made up of the last year’s elected officers including the treasurer. Each member of this committee will submit one nomination for president and one for vice president/secretary. The chairperson will then compile the nominations and print up ballots to be used at the upcoming banquet. This committee may choose to meet during one of the final meetings before the banquet to choose the candidates or it can be done by phone calls or by e-mail. They are in charge of designing and printing approximately 100 ballots, managing the voting procedure, and counting the ballots at the banquet. The permanent corresponding secretary can also make the ballots as she already has a template from past years. If unable to attend, they must make arrangements for someone to replace them. The chairperson of this committee should also see that writing materials are provided at the voting table. After the final count is taken the chairperson reports the results of the election to the current president and he or she announces the results to the members during the meeting portion of the banquet.

REGISTRATION:
This committee, with the treasurer as chairperson, will see that everyone is signed in before the banquet, has paid for their meal, paid their yearly dues, and has a nametag. Every member, and his or her guest, must register. The chairperson of this committee must make sure nametags and writing materials are secured before the banquet. This committee may also be called on to assist at the voting table.

HOST & HOSTESS:
A past graduate and/or spouse or friend should fulfill this responsibility. They greet guests as they come into the entryway of the high school and direct them to the registration and voting tables.

BANQUET TABLES:
The job of this committee is to set up 20 to 25 tables and 175 to 225 chairs in the gymnasium after the protective tarps have been placed smoothly and wrinkle free on the floor, and taped down. They will also need to set up 1 or 2 large tables and 4 chairs in front of the folding stage doors for the registration committee. Please maintain contact with the custodians at the school. Quite often they will assist, as will the older students, on the last day of school. As of 2002 the association has made use of the local Boy and Girl Scout Troops and the permanent corresponding secretary has supervised the setting up of the tarps, tables and chairs and the decorating of the tables. The Scouts are eager, energetic and are always looking for public service work. As of 2002 the association began giving a donation to the troops for their efforts and the permanent corresponding secretary also provided cookies and pop the evening of the set-up. This committee is responsible for placing tablecloths, simple decorations, and honor class year markers for every five years on approximately 20 to 25 tables. The permanent secretary keeps a running head count, and can be contacted prior to placing the honor class markers to see how many will be attending from each honor class year. The association has access to 6-8 dozen fluted carnation-filled rose bowls, plastic table coverings, decorative miniature school slates and brass easels for use as table decorations. This committee is also responsible for taking down the tables and chairs after the banquet, or the following day.

INVITATIONS/PROGRAMS:
This committee, with the help of the permanent corresponding secretary, sees that invitations are mailed to all living members of the CCHS Alumni Association in mid March to early April. Every effort will be made to find the alumni member if the invitation is returned. If funding is available, all letters will go by first class. This committee also designs, prints, and arranges distribution of the programs that are put at every place setting on the banquet tables. All expenses incurred for printing should be billed, or presented to, the treasurer of the CCHS Alumni Association. Examples of past programs should be available from the secretary and are located in the permanent book of minutes.

Programs usually include:
Agenda
A list of honor class years
A list of current alumni officers
A list of committees and their members
Loyalty

ENTERTAINMENT:
This committee plans the entertainment portion of the banquet. Please try to find entertainers that will provide their services at a reasonable cost. Expensive entertainment will have to be approved of the executive board of the CCHS Alumni Association. Fifteen minutes of entertainment is adequate.

Officer's List

In 2003 the officers decided to combine the Vice President and Secretary positions in an effort to encourage members to accept nominations and serve if elected.

It is believed that Lula Holcomb (Mrs. H.H. Johnson) compiled the first listing of alumni members in 1933. The ‘Scrap Book’ as it was called continued to be maintained by Lula until 1947 when she and her husband moved to Hastings, Nebraska. Based upon a motion that was made and carried at the 1963 banquet, the 1964 CCHS Alumni Association President, Archie Leopold was asked to find a member who could take over the responsibilities of keeping the ‘Scrap Book’ updated. A motion was made at an Executive Board Meeting on March 12, 1964 to leave the ‘Scrap Book’ as is because the incoming Permanent Secretary, June Nieman, would maintain a duplicate book containing the names and addresses of all alumni members. The ‘Scrap Book’ came into the possession of the Permanent Corresponding Secretary Sandy Northrop Overturf in 2004 from the estate of Royce Deines. From 1933 until 1947 the Keeper of the Scrap Book was Lula Holcomb Johnson. From 1945 until 1970 the Permanent Secretary was June Neiman. From 1970 until 1974 the Permanent Secretary was Wilda Lobb Gerdes. From 1974 until 1978 the Permanent Secretary was Elsie Kruse Jaeger. From 1978 until 1990 the Permanent Secretary was Evelyn Connolly Oswald. From 1991 to Present the Permanent Corresponding Secretary is Sandra Northrop Overturf.