The Charles Hoyt Jones Scholarship Foundation
SCHOLARSHIP FOUNDATION BY-LAWS
ARTICLE I - MISSION STATEMENT
The mission of The Charles Hoyt Jones Scholarship Foundation, Incorporated in the State of Alabama in 2011, is to provide support and encouragement to a high school senior by awarding a scholarship to a deserving student pursuing an undergraduate higher education degree in a major medical or healthcare field. We award this scholarship in honor and memory of Charles Hoyt Jones.
ARTICLE II - OFFICERS
SECTION I - PRESIDENT
The President of the organization is Brandon (BJ) Jones, founder of The Charles Hoyt Jones Scholarship Foundation. Co-founders are Ric Jones, Brooke Walker, Cindy Jones, and Tracy Gilliland. If the president is deceased or incapacitated, he will be replaced by the vice-president of the foundation upon a vote by the Foundation Board. A majority vote is needed for approval of the new Board president.
SECTION II - ELECTIONS
Elections will be held at the discretion of the Board. New officers may be elected only by a majority vote from the Board of Directors.
SECTION III - VICE-PRESIDENT
The vice-president takes over the responsibility as president if the president is deceased, incapacitated, and/or cannot function as president. The vice-president also presides over the meetings when the president is not present.
SECTION IV - SECRETARY
The secretary’s responsibility is to take notes at all Board and committee meetings. He/she must keep the minutes of the meetings.
SECTION V - TREASURER
The treasurer’s responsibility is to keep track of finances for the Foundation and give a report at the meetings.
ARTICLE III - BOARD MEMBERS
The initial Board members were selected by the President and Co-founders. Any current member of the Board may recommend a new board member for consideration. However, new members can only be added by a majority vote. The Board holds the right to add or remove members, but must do so by a majority vote. The Board of Directors shall always maintain an odd number of members.
ARTICLE IV - COMPENSATION
No member of the Board, selection committee, or any office shall receive any compensation in any form. All parties involved with this foundation shall operate and participate entirely on a volunteer basis.
ARTICLE V - ELIGIBILITY
The applicants for The Charles Hoyt Jones Scholarship must meet the following requirements:
- Must be a senior at a public or private high school in northeast Alabama.
- Must have GPA of 3.0 or higher.
- Must graduate with an advanced diploma.
- Must have a declared major in Pre-med (doctor), Pre-pharmacy (pharmacist), Nursing (RN), Dentistry, or Optometry.
There shall only be one scholarship awarded annually. The scholarship will be in the amount of $2000.00 unless otherwise stated by the Board of Directors. The Board may decide to award a larger amount or an additional award of equal amount in the future as funds and contributions permit.
A fund shall be established to pay out scholarship awards. The account shall be funded by contributions made by colleagues, board members, and or the general public. These contributions will be tax-deductible as according to tax law and the donation limitations of contributing individuals.
ARTICLE VII - APPLICATION
In January of each year, the foundation shall start accepting applications. All applications must be completed and are due by April 1st of each year.
ARTICLE VIII - SELECTION COMMITTEE
The scholarships will be awarded by a selection process set forth by the selection committee and then by a vote of the Board of Directors. The scholarship award will be announced by contacting the appropriate school officials as well as the recipient. If an awards ceremony is held at the recipients high school, a representative of the foundation will attend and present the award. The recipient shall be presented with a scholarship certificate and other materials as set forth by the board.
The selection committee will begin accepting and processing applications in the Spring of each year. The selection committee will be responsible for choosing three finalist for the scholarship. Once three finalists are chosen, the selection committee will meet with the Board and present each final candidate to the Board. The selection committee and Board of Directors will then conduct a vote in order to name a scholarship recipient.
The selection committee will be appointed by the Board of Directors. The selection committee may also consist of members of the Board of Directors. The Board shall have the power to add or remove selection committee members as needed. The adding or removing of committee members shall be done by a majority vote of the Board.
ARTICLE IX - DISBURSEMENT
The payment of all scholarships, past and present, will occur before the start of the recipients first semester of college after completing high school. Recipients must provide verification of enrollment to an approved institution to the Treasurer so that funds may be properly disbursed. Funds will not be directly awarded to the student. Funds will be deposited in their student tuition account at the institution. In the event a newly awarded recipient does not attend a qualifying institution, or his/her status changes so that the requirements for the scholarship are no longer met, the award will be forfeited and a new recipient shall be named by the Board.
ARTICLE X - CONFLICT OF INTEREST
The Board of Directors, officers, and selection committee shall carry out all of their respective duties entirely in an unbiased fashion. Sex, race, religion, ethnicity, etc. shall not be a factor in any decision-making or scholarship-awarding processes of The Charles Hoyt Jones Scholarship Foundation. If at anytime a conflict of interest may occur, the respective officer, board member, or committee member must remove his/herself from the respective discussion or vote.
In order to avoid and remove the possibility of a conflict of interest, The Charles Hoyt Jones Scholarship Foundation shall not award a scholarship to a disqualified person. A disqualified person is defined as:
- Any person who is an immediate relative or family member to a board member, committee member, or officer.
- Any person who is an immediate relative or family member to any contributor or donor to The Charles Hoyt Jones Scholarship Foundation.
The Board of Directors may amend these bylaws as needed by a majority vote.
Submitted and Adopted by initial board of directors. (September 2011)
Brandon Jones - President / Treasurer
Ric Jones - Vice President
Brooke Walker - Secretary
Cindy Jones - Board Member
Tracy Gilliland - Board Member