Bylaws [continued]
ARTICLE VI — Organization and Duties
Section 1. The Executive Committee shall be composed of the elected officers and the chairs of the standing committees of the Association. In addition, the President may appoint up to three Members at Large to ensure member opinions are heard.
Section 2. The officers of the Association shall be: President, Vice President, Treasurer, and Secretary. Section 3. The duties of the officers are as follows:
a) The President shall chair all general meetings; direct the overall operation in the best interest of the Association; formulate temporary special purpose committees to conduct business not covered by the standing committees; chair the Executive Committee; and appoint the chairs of the standing committees.
b) The Vice President shall assist and serve in the President’s absence; act as parliamentarian, and chair the Nominating Committee. The Vice President shall also attend any umbrella or other civic meeting as deemed appropriate and bring that information back to the members.
c) The Treasurer shall have custody of the funds of the Association, collect all dues from the Membership Committee, deposit and disburse said funds as authorized by the membership at the general meetings of the Association; and pay snow removal bills with the approval of the President. A statement of funds shall be rendered at each general meeting; and all records are to be submitted yearly for an audit. A minimum of two signatures are required on each check with a minimum of three signatures on file with the institution holding Association funds.
d) The Secretary shall keep an accurate record of the proceedings of the Association and of the Executive committee; conduct all correspondence, read and or provide a copy of the minutes at the general membership meetings.
Section 4. The standing committees of the Association shall be Activity, Beautification, Communication, Community Watch, Hospitality, Membership, and Road Safety and Code Standards.
Section 5. The duties of the committees are as follows:
a) The Activity Committee shall promote appropriate leisure and seasonal activities within the Association and assist in building a community spirit.
b) The Beautification Committee shall be responsible for the planting, weeding, and decorating of the two entranceways.
c) The Communication Committee shall be responsible for publishing the Association’s newsletter, keeping the membership apprised of association business, and posting key information and dates on the website, if established. The committee chair person shall also oversee website maintenance and construction. If a webmaster is assigned, that person may be included by the President as a standing member of the Executive committee or left under the communication chair for reporting.
d) The Community Watch shall be responsible for the organization and administration of the watch teams within TriWoods, and liaison with NCC and State Police.
e) The Hospitality Committee shall be responsible for contacting new residents to acquaint them with the Association and providing them with a copy of the Welcome book, membership form, and other things as appropriate. In addition, this person shall bring any refreshments to the general meeting to foster a relaxed and comfortable meeting environment.
f) The Membership Committee shall be responsible for maintaining names and addresses of all members, soliciting and collecting dues as directed by the Executive Committee, and providing a current roll of membership to the Secretary.
g) The Road Safety and Code Standards Committee shall be responsible for conducting periodic inspections on the condition of the streets and drains, and report such damage to proper authorities. In addition, and with board approval, this committee shall drive by houses no more than twice a year looking for code compliance and report major issues to the owners; not the county.
Section 6. The Executive Committee shall be responsible for ensuring that an annual audit is conducted of the Association books within 30 days after the end of the fiscal year. In addition, a special audit will be conducted in the event of a vacancy of the office of Treasurer.
ARTICLE VII — Budget and Dues
Section 1. The amount of dues per household for the fiscal year shall be recommended by the Treasurer and approved by the Executive Committee.
Section 2. The President, in conjunction with the Treasurer, shall present the Executive Committee a budget for approval at the first Executive meeting following elections based on the expected income from dues but not to exceed the amount collected in the previous year without a recommended dues increase by the treasurer. That budget, with any modifications by the Executive Committee shall be presents for approval at the first General Membership meeting of the new fiscal year.
Section 3. The snow removal fund for any given year shall be at least an amount of money equal to fifty percent (50%) of the expected year’s paid membership dues. Prior to March 1st, snow removal funds shall not be utilized for any other purpose unless authorized by the membership at a General Membership meeting
Section 4. The Executive Committee may authorize the expenditure of up to $600.00 for non-budgeted expenses without the approval of the membership between any two general meetings except for snow removal, sanding, and salting. There is no limit for these latter expenses.
Section 5. No part of the money collected shall be for use by, or distributed to, the members of the Association other than for nominal items given in appreciation for services rendered, or as approved by the association.
ARTICLE VIII — Election and Recall process
Section 1. The Vice President shall chair the Nominating Committee which should be composed of up to four members.
Section 2. The Nominating Committee shall be responsible for presenting a slate of nominees for the offices of the Association at the May General Membership meeting. In addition, nominations will be taken from the floor at that meeting.
Section 3. Elections shall be by secret ballot at the June Membership meeting provided there are multiple people running for an elected position. If there are no challengers forthcoming at the May meeting, the slate as presented by the Nomination Committee may be approved at the May meeting by a motion from the floor and a voice vote.
Section 4. No one shall be permitted to run for office that is delinquent in payment of dues at the time of the election.
Section 5. No person shall hold more than one elected office at any time.
Section 6. Upon a petition being signed by 50 members that state specific charges against any elected member and presented to any member of the Executive Committee, that petition will generate a recall process. The recall process will be as follows:
a) The Membership Chairperson will validate that the signatures on the petition are valid members of the Association and that the minimum number has been met. If not, the recall process is terminated.
b) A notice about a recall will be sent to all member households and held at the next General Membership meeting, provided there is at least 10 days to ensure proper notification.
c) If the recall is levied against either the President or Treasurer, or any other person that has check signing authority, that authority will be suspended immediately until the recall is determined.
d) A recall will be successful if at least two—thirds (2/3) of the membership present at the General Membership meeting approve the recall.
Section 8. Offices affected by resignation, recall, death, or otherwise vacated, shall be filled by appointment by the remaining members of the Executive Committee. In the case of the President, the Vice President shall assume that office and a new Vice President appointed as outlined above.
ARTICLE IX - Meetings
Section 1. The Executive Committee shall meet as often as deemed necessary.
Section 2. General meetings of the membership shall be held as appropriate. However, the minimum number of General Membership meetings, regardless of whether there is business or not, is three (Fall to propose a budget, Winter to plan the spring activities and discuss plowing activities, and Spring to nominate a slate of officers). The Communication Chair will advise the membership as to the time, date and place of general meetings and special meetings as appropriate.
Section 3. The quorum for an Executive Committee meeting shall be a minimum of six people provided at least two of the six are elected officers. Section 4. The quorum for a General Membership meeting shall be twelve (12) dues paying members provided at least five (5) of the twelve are from the Executive Committee to include either the President or Vice President.
Section 5. Special Meetings may be called at any time by the President.
Section 6. The President must call for a special meeting, if petitioned by at least ten (10) percent of the paid members.
Section 7. Notifications of the date and time for a Special Meeting must be provided to the entire membership through any of the following methods; signs at the subdivision entrances, announcement in the local paper, or through flyers delivered to each member’s residential address. A minimum of 1 week must take place from the time of notification to conducting the special meeting.
ARTICLE X — Amendments and Ratification
Section 1. The constitution and bylaws may be amended at any general meeting by a vote of the majority of the members present, such amendment having been presented at a previous general meeting, published in the newsletter or other method of communication preceding the meeting at which the amendment will be acted upon.
Section 2. The bylaws shall be reviewed and ratified by each elected board and documented in the Executive Board minutes. The Association members must reaffirm the bylaws at a General Membership meeting every ten (10) years even when there are no changes.
ARTICLE XI — Termination of Association
Section 1. The Association shall be dissolved upon the vote of two- thirds (2/3) of the member households or if unable to approve a valid slate of officers as specified below in Section 3.
Section 2. Upon termination of the Association, any funds remaining in the treasury shall be distributed to one or more regularly organized and qualified charitable, educational, religious, or philanthropic organization(s) to be selected by the Executive Committee.
Section 3. Should the Association be unable to elect a slate of officers, then the Association will be governed by the previous elected officers and the Association will be considered in a transition state for two months. If after two months the Association is still unable to fill all the elected positions, then notification must go out to all households about the situation. The Association will be considered dissolved after the General Membership meeting following notification, if any elected position remains open.
Article XII—Parliamentary Authority
Section 1. The association will conduct all meetings and business according to the process addendum attached to these bylaws. If there is a conflict between the addendum and the current edition of Roberts Rule of Order, the latter shall be the final source of authority except when the rules are inconsistent with the constitution or bylaws of the Association.
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