BY-LAWS
OF
THE NEW SUNSET DIXON HILLS NEIGHBORHOOD ASSOCIATION
ARTICLE I - NAME
The full name of this organization is SUNSET DIXON HILLS NEIGHBORHOOD ASSOCIATION (hereinafter referred to as “Association”)
ARTICLE II – PURPOSE
The purpose of the Association is to improve the quality of life residents living in its designate area by working collectively with existing agencies, organizations, school, churches, businesses, governmental bodies and individuals for the benefit of the neighborhood as a whole.
ARTICLE III
– BOUNDRIES
The boundaries of the Association shall be
ARTICLE IV – MEMBERSHIP
Any person over the age of eighteen, who resides within the boundaries of the Association, and agrees to the purpose of the Association shall be considered voting members in the Association.
Personal information pertaining to residents of the Association shall not be distributed to anyone without the members permission.
ARTICLE V – EXECUTIVE
COMMITTEE
The Executive Committee of the Association shall consist of President, Vice-President, Secretary and Treasurer. The offices of Secretary and Treasurer may be held by the same person. The Executive Committee will also consist of two Board Members if the offices of Secretary and Treasurer are combined and three Board Members if the offices of Secretary and Treasurer are held by different individuals.
The President, Vice-President, Secretary, Treasurer and Board Members shall transact all business between regular meetings of the Board of Directors and report back to the General Membership at the quarterly meetings.
The Executive Committee has the authority to spend up to $250.00 with the approval of the Executive Committee, without the approval of the membership. The Board may take action without a general membership meeting, provided the decision will not have a significant impact (financial or otherwise) on the membership. Decisions will be passed by a simple majority and all Board members will be required to vote on all issues, either in person or by written absentee ballot.
A. Term
of Office
The Executive Committee Members’ terms of office shall consist of two years. Each officer may hold two consecutive terms, but cannot be elected to a third term without a one year lapse in service.
B. Duties
a. President
The President shall be the presiding officer at all Committee and General Membership meetings. The President shall appoint necessary chairpersons with the approval of the Executive Committee and shall be an ex-officio member of all committees, except the nominating committee. The President shall not assume the duties of other officers or chairpersons. The President shall serve as the official representative to other organizations or appoint the necessary representative to serve in his/her place.
The President shall designate a neighborhood resident to store the property of the neighborhood. It is the responsibility of the President to maintain a current inventory of neighborhood properties.
b. Vice-President
The Vice-President shall assist the President in the performance of duties and shall preside at designated meetings in the absence of the President. In the event that the President’s office becomes vacant, the Vice-President will assume the duties of the President.
c. Secretary
The Secretary shall be responsible for accurate taking and reading of all Association meeting minutes; handle correspondence of the Association as required by the President; maintain a record of sign-in sheets from all meetings; and retain copies of all minutes, correspondence and sign-in sheets in a binder for future reference.
d.
e. Treasurer
The Treasurer shall receive and deposit all monies belonging to the Association in such financial institution as determined by the Committee; keep a true and detailed account of all monies received and paid; and shall make a financial report at all regular meetings of the Committee and regular membership meetings.
C. Vacancies & Attendance
Any vacancy shall be filled by appointment of the President with the approval of the rest of the Committee, the vacancy of the President shall be filled by the Vice-President.
Should a Committee member fail to attend three (3) consecutive meetings without being excused, the remainder of the Committee may vote to remove that person from office. The vote, should it occur, shall be taken at the third missed meeting. All vacancies filled shall be only for the remainder of the unexpired term of the vacated member.
ARTICLE
VI - BOARD OF DIRECTORS
The Executive Committee of the Association shall consist of President, Vice-President, Secretary and Treasure. The offices of Secretary and Treasure may be held by the same person. The Executive Committee will also consist of two Board members if the offices of Secretary and Treasurer are combined and three Board members if the offices of Secretary and Treasurer are held by different individuals.
ARTICLE VI I - ELECTIONS
A. The President shall appoint a Nominating Committee two months prior to the election which shall be held in October, even numbered years. Nominations must be submitted to the Executive Committee by September 30 prior to the election in October. Individuals may be nominated from the floor.
B. The Officers shall be elected by voice vote if there is only one person on the official ballot for each office or by written ballot if there are two or more persons nominated for any office. The newly elected officers will be announced at the October General Membership meeting and will take office January 1st following the election.
C. Each officer or chairperson shall, upon or within thirty days after the expiration of his or her term of office, turn over to the successor all properties pertaining to the office.
ARTICLE VIII - MEETINGS
All business of the Association shall be conducted in the manner of Roberts Rules of Order. It shall be the responsibility of the Presiding Officer to maintain an orderly and business-like meeting.
A. NOTIFICATION
Meetings will be publicized by one of the following means: flyers, newsletters, emails, signage at the entrances to the neighborhood, and/or telephone calls.
B. GENERAL MEMBERSHIP MEETINGS
General Membership meetings will be held quarterly on the third Thursday of (January, April, July, October). Meetings shall be open to all members and guests of the Association.
C. EXECUTIVE COMMITTEE MEETING
The Executive Committee shall meet
as often as necessary to conduct the business of the Association, but not less than quarterly.
D. SPECIAL MEETINGS
Special meetings of the Association may be called by the President, Executive Committee or upon written request by 25% or more of the membership. Five (5) days advance notice shall be given in the event of such a meeting.
E. VOTING
Eligible Voting Members will be allowed to vote on any issue pertaining to the Association. Landlords not residing within the prescribed boundaries are not granted voting privileges. A simple majority is required to pass any vote. The President shall break all tie votes.
F. QUORUM
Prior to conducting any business at the general meeting, the President or the presiding officer shall be satisfied that a quorum exists.
A simple majority constitutes a quorum at General and Executive Committee meetings.
ARTICLE VIII – FINANCIAL RESPONSIBILITIES
The Association shall initially operate
as a non-profit organization under the statutes of the State of
An audit shall be made at least once a year, by an outside source, prior to the election of the officers and prior to interim election of a new Treasurer, should resignation occur during the year. The audit shall include all financial records and funds of the Association.
A. EXPENDITURES
Expenditure of funds may be authorized by a majority vote of
the Executive Committee and not exceed $250.00 without approval of the general membership. Such expenditures shall be presented
to the general membership at the next schedule membership meeting.
B. CHECKS
All checks must be signed by the Treasurer and the President. The Association bank account will require three names which consist of the Treasurer, President and one other Executive Committee member.
C. CONTRIBUTIONS
The Association shall
have the authority to accept contributions from interested persons or groups wishing to lend financial assistance. Such persons
or groups outside of the Association shall have neither voice nor vote in the deliberations of the Association.
ARTICLE IX –
AMENDMENTS
Amendments to these By-Laws shall be submitted in writing during a general membership meeting and voted on at the next regular membership meeting. Such amendments must pass by simple majority of those in attendance at the meeting.
ARTICLE X – DISSOLUTION
Upon
dissolution of the Association, the Executive Committee shall, after having paid or having made arrangements to pay all outstanding
liabilities of the Association; dispose of all assets exclusive to the Association in such a manner or to such entity organized and
operated exclusively for charitable, educational, religious or scientific purposes as set forth in IRS code 501(c)(3) or any corresponding
provision of United States Internal Revenue law, as determined by the Executive Committee. Any such assets not so disposed,
shall be relegated to the Court of Common Pleas in the County of operation of the Association (Clay) for determination of appropriate
disposition in accordance with IRS code 501(c)(3) as previously outlined.