Constitution 

 

for the HOLLYGLEN NEIGHBORHOOD ASSOCIATION

 

(A Nonprofit Organization)

 

 

 

Article I.                 Name

 

The name of this association shall be the Hollyglen Neighborhood Association, referred herein as the Association.

 

Article II.                 Objectives and Purposes

 

The objective and purposes of this association shall be:

 

a) To be a unified voice on issues which affect Hollyglen residents.

 

b) To monitor governmental and industrial activities for the purpose of intervening if such activities should have a negative impact on the Hollyglen community.

 

c) To gather and disseminate information on issues relevant to Hollyglen.

 

d) To be a non-partisan organization; therefore, we will not take part in party politics.

 

e) To hold a minimum of four general membership meetings per calendar year.

 

 

Article III.                 Membership

 

a) Membership shall be unlimited and consist of two types:

 

1) Active Membership (VOTING): Any Hollyglen resident, age 18 or older, with dues paid for the current year, may participate in all deliberations and activities of the Association, vote on issues at General Meetings, and serve on the Executive Board.

 

2) Associate Membership (NON-VOTING): A Hollyglen resident who has not paid the current year dues may attend meetings and participate in discussions, but has no voting rights and cannot hold an office in the Association.

 

b) Dues will be set by the Executive Board and approved by the voting members of the Association. Membership dues are for the calendar year and are due and payable as of January 1 of each year.  One vote per paid membership.

 

c) Association member information shall be kept confidential and used for Hollyglen Neighborhood Association business only.

 

 

 

Article IV.                Executive Board

 

a) The Executive Board (hereinafter the Board) will consist of eight (8) to ten (10) elected officers plus the Past President.

 

1) President

 

2) Past President (prior year)

 

3) 1st Vice President

 

4) 2nd Vice President

 

5) Secretary

 

6) Treasurer

 

7) Trustees –Minimum of three (3) and maximum of five (5)

 

b) Candidates for an officer position may nominate themselves or be nominated by a member of the Association.  The officers shall be elected by secret ballot at the Association’s annual February meeting and will serve for a term of one (1) year.

 

c) Vacancies occurring among the elected officers shall be filled by appointment of the Executive Board and serve only until the next annual election.

 

d) A member who is elected to public office shall be disqualified to serve on the Board of this organization.

 

e) If any Board member has three (3) unexcused absences from Board meetings and/or general meetings, then the member may be removed by a two-thirds vote of the Board.

 

f) Any Board member may be removed from such office, with or without cause, by a two-thirds vote of the voting members at any regular or special meeting of the members called expressly for that purpose.

 

 

g) A majority of the Board members then in office shall constitute a quorum for the transaction of business at any meeting of the Board.

 

h) No Board member shall cast a vote, nor take part in the final deliberation of any matter in which he or she, members of his or her immediate family or any organization or business to which such member is affiliated, has a personal interest that may be seen as competing with the interest of the Association. Any member who believes he or she may have a conflict shall notify the Board and abstain from deliberating or voting on the matter. The meeting minutes shall reflect the disclosure and the recusal.

 

i) Neither the Board, member of the Board, nor any member of the Association, shall assume debts on behalf of the Hollyglen Neighborhood Association (does not include reimbursement of preapproved expense).  Any assumption of debt in the name of the Association by any officer or member of the Association shall be assumed individually by the person who incurred the debt in the Association’s name.

 

Article V.                Executive Board Responsibilities

 

a) Update the bank signature authorization card authorizing the current President, Secretary and Treasurer to sign Association checks. Only one (1) signature is required.

 

b) Review and approve all communications using the name Hollyglen Neighborhood Association and any positions the Association takes regarding issues affecting Hollyglen.

 

c) Meet once a month or twelve times per year.

 

d) Should the Association dissolve, all monies and properties shall be donated to an Association sanctioned charity, approved by majority vote of the Board.

 

e) Trustees will perform a financial audit and present a report on the revenues and expenditures for the preceding calendar year at the annual February meeting.

 

Article VI.                Executive Board Duties

 

a) President

 

1) Shall preside over all meetings.

 

2) Shall appoint committee chairs subject to approval of the Executive Board.

 

3) Present agenda for each meeting.

 

b) 1st Vice President

 

1) Preside over meetings in absence of President.

 

2) Assist the President in carrying out his/her duties.

 

3) Be the focal point for ensuring that issues relevant to Hollyglen are presented at the general meetings.

 

c) 2nd Vice President

 

1) Preside over meetings in absence of President and 1st Vice President.

 

2) Assist the President.

 

3) Membership: be responsible for membership recruiting.

 

d) Past President

 

1) Provide counsel to the President and Executive Board members.

 

 

e) Secretary

 

1) Take minutes at all meetings.

 

2) Read communications at all meetings.

 

3) Notify members of special meetings, place, time, and date.

 

4) Complete draft minutes within two weeks of the conclusion of the Board meeting.

 

f) Treasurer

 

1) Secure bank account for the Association.

 

2) Secure bank authorization cards.

 

3) Collect and deposit all monies in bank and update membership database.

 

4) Keep accurate accounting and substantiating receipts for all financial transactions.

 

5) Present an annual audit to the Trustees for their review either 7 days prior to or at the Board meeting immediately preceding the Annual Meeting.

 

6) With Board approval, may consult with a tax preparation professional(s), as needed.

 

7) File any required federal, state, and local non-profit tax forms.

 

 

g) Trustees

 

1) Perform annual audit of bank records and/or property belonging to the Association.

 

2) Assist in setting up meeting place; provide for sign-in sheet.

 

3) Chair any committee as needed.

 

Article VII.                Association Meetings

 

a) The Association shall meet regularly as specified in the Constitution.

 

b) The regular February meeting shall be the Annual Meeting for hearing reports from all of the officers and standing committees, and electing new officers.

 

c) Special meetings may be called by the Board and committee meetings may be called by committee chairs or the Board at such times when advisable. Such special meetings may transact only such business as specified. Special meetings of the Board, Committees, or Association do not supersede regular meetings unless the Board, Committees or Association conduct business beyond the purpose of the special meeting.

 

d) The President or his/her designee will chair all annual, regular, or special meetings of the Association.  At the President’s or his/her designee’s discretion, formal parliamentary procedure may be applied to meetings (e.g. Robert’s Rules of Order).

 

e) The President shall appoint a time keeper for each annual, regular or special meeting.  These meetings shall last no more than 3 hours, unless 2/3 of members present approve additional time in fixed time increments (e.g. 30 minutes).

 

 

 

Article VIII.                Amendments

 

Amendments to the Constitution may be adopted in two ways:

 

a) Proposed amendments to this Constitution may be submitted once a year, at the regular meeting which immediately precedes the Annual Meeting of the Association, and may be voted on once a year, at the Annual Meeting. Proposed amendments must be signed by three (3) active members of the organization before being submitted, and shall be read at a regular meeting by the Secretary or a member of the Board. Proposed amendments shall become part of the Constitution only if approved by two-thirds majority of the members present and voting at the Annual meeting.  Approved amendment(s) shall become effective immediately.

 

b) An Amendment may also be proposed at any regular meeting if signed by (10) ten active members before being submitted, and shall be read at the regular meeting by the Secretary or a member of the Board. Proposed amendments shall become part of the Constitution only if they receive 3/4 approval of members present and voting under this procedure.

 

 

Article IX.                   Association Property

 

The Hollyglen Neighborhood Association website, Facebook page, and any other tangible or intangible property obtained on behalf of the Association shall remain property of the Association unless there is a dissolution of the Association. If the Association is dissolved the Board may dispose of the property by majority vote.

 

 

Amended:                            February 2016

 

Signed:  ___________________          Paul Jimenez                          President

 

Signed:  ___________________          Steven Snortland                    2nd Vice President

 

Signed:  ___________________          Julie DeCoste                         Trustee

 

 

Completely Revised:             February 17, 2005

 

Signed:            Rhonda Chatterton               President

 

Signed:  __________John Borden ___________________ 1st Vice President

 

Signed: ___________Cindy Parsons _________________ Treasurer

 

Signed: ___________Carol Wilbanks ________________ Secretary

 

 

Constitution History:

 

Adopted April 16, 1991

 

Amended April 19, 1994 as follows: The words and/or homeowner added to Article III.

 

Amended January 29,2004 as follows:      Article VIII.      Amendments

 

Previously:  Any proposed amendment to this Constitution may be submitted in writing at any regular meeting of the Association. Such proposed amendment must be signed by three (3) active members of the organization before being submitted to the meeting, and shall be read at the meeting by the Secretary. After such notice, it may be voted on at the next regular meeting and shall become a part of the Constitution only if approved by two-thirds majority of the members present and voting at said meeting.

 

Changed To: Proposed amendments to this Constitution may be submitted only once a year, at the regular meeting which immediately precedes the Annual Meeting of the Association, and may be voted on only once a year, at the Annual Meeting. Proposed amendments must be signed by three (3) active members of the organization before being submitted, and shall be read at the regular meeting by the Secretary. Proposed amendments shall become part of the Constitution only if approved by two-thirds majority of the members present and voting at the Annual meeting.

 

Adopted February 23, 2016

 

Change 1: Renamed the Association from the “Homeowners” Association to the “Neighborhood” Association.

 

Change 2: Increased Board member accountability and prohibit Board members from voting on matters impacting the financial interests of themselves or their families or incurring debt or liabilities in the Association’s name.

 

Change 3: Clarify the roles for the President (removing him from all committees), require minutes within 2 weeks of meetings from the Secretary, and assign the filing of required tax forms to the Treasurer.

 

Change 4: Give the President the power to apply rules of parliamentary procedure to Association meetings if needed as well as putting time limits on Association meetings.

 

Change 5: Implement a second means of amending the constitution.

 

Change 6: Update the procedure for dissolution of the association. Reason: This clarifies the procedures use to dissolve the Association if it were needed.

(last approved by Board and residents February 2016)

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