Grant Beach Neighborhood Association Bylaws

Grant Beach Neighborhood Association

BY LAWS

As Amended 10-20-14

 

ARTICLE I – NAME

The name of the organization shall be the ‘Grant Beach Neighborhood Association’ (hereinafter called ‘Grant Beach Neighborhood Association’ and may be referred to as ‘GBNA’)

 

ARTICLE II – AREA OF BENEFIT

The Grant Beach Neighborhood Association is to benefit the area within the boundaries of Boonville Avenue on the East, Kansas Expressway on the West, the railroad tracks just north of Commercial Street on the North and Chestnut Expressway on the South located in Springfield, Missouri.

 

ARTICLE III – PURPOSE

We believe that people should actively participate as citizens in a democracy and as neighbors in a community. We are a group of citizens interested in working together to maintain and improve the living quality of our neighborhood, motivate the city to address our concerns, be a positive foundation for neighborhood watch programs and build a sense of community among us. Working together, there is little that cannot be done; working apart there is little that can be done. We, therefore, join together to form this association, which shall be known as the Grant Beach Neighborhood Association.

 

ARTICLE IV – MEMBERSHIP

Section 1.

  1. Membership in the Grant Beach Neighborhood Association is open to any resident, interested party/parties, non-resident landlord (with only one (1) vote, no matter how many properties are owned), or representative of any business or organization.
  2. All voting members must be eighteen (18) years of age or older.
  3. There is a limit of two (2) votes per household or business.

Section 2.

Membership will be defined as someone who has come to a meeting (exceptions may be made if someone cannot attend meetings due to health or scheduling) of the Grant Beach Neighborhood Association, filled out a membership form, and paid the membership dues of $5.00 per household or $25.00 per business per year beginning January 1, 2014. Memberships in the Grant Beach Neighborhood Association will be for a one (1) year period and will be due the 1st of January of each year.

Section 3.

Only members of this Association, whose dues are paid, may hold office, make motions, nominations, serve on a committee, or vote at any meeting.

Section 4.

Each member or household shall receive a copy of the newsletter and other association literature on demand within 14 days.

Section 5.

Prior year membership forms should be updated annually at the January meeting, and members not in attendance may be contacted by telephone or mail.

Section 6.

Information supplied on the membership form shall be used only for the Grant Beach Neighborhood Association.

 

ARTICLE V – FINANCES

  1. The fiscal year shall run from January 1 to December 31.
  2. The Treasurer shall keep proper accounts of the finances of the Grant Beach Neighborhood Association.
  3. The Grant Beach Neighborhood Association shall use only banks, savings & loans or credit unions that are federally insured.
  4. The income and property of the Grant Beach Neighborhood Association, however derived, shall be applied solely towards the promotion of the purposes of the Grant Beach Neighborhood
  5. No payment shall be made to any member or officer except the reimbursement of out-of-pocket expenses, with a receipt and expense form, if necessary; unless contracted or appointed by the Executive Committee.
  6. At the end of each fiscal year, the accounts shall be audited or examined by an independent third party.

 

ARTICLE VI – THE GENERAL ASSEMBLY

Section 1.

The General Assembly consists of all members of the association and will determine the leadership of the association as a whole.

Section 2.

One regular meeting of the General Assembly will be held monthly. All meetings will be open to all persons at all times.

Section 3.

The Executive Committee will determine the times and dates of all meetings of the General Assembly.

 

ARTICLE VIII – PROCEDURE AT MEETINGS

  1. The President or person presiding at the meeting shall have a second or casting vote in the event of equality of votes on any motion.
  2. A quorum at any General Assembly meeting shall be five (5).
  3. The Secretary shall keep the minutes for the meetings of the General Assembly. Minutes for the prior meeting of the Executive Committee and the General Assembly shall be available for review at the beginning of the next meeting.

 

ARTICLE IX – AGENDAS

Section 1.

An agenda will be prepared and distributed at the beginning of each meeting.

 

ARTICLE X – NOMINATIONS & ELECTIONS OF ASSOCIATION OFFICERS

Section 1.

At the regular September meeting, the President shall request 5 volunteers to form the nomination committee for the purpose of nominating the following year’s Association Officers.

Section 2.

At the regular October meeting, the nominating committee shall present their nominations. Nominations will also be accepted from the floor of the General Assembly at that time from any paid member.

Section 3.

The members of the Grant Beach Neighborhood Association Nomination Committee shall nominate at least one member for each of the following: President, Vice-President, Secretary and Treasurer.

Section 4.

At the regular November meeting, additional nominations may be taken from the floor of the General Assembly. The members of the Grant Beach Neighborhood Association shall elect members of the same association for the following year’s Association Officers. An election shall be held for President, Vice-President, Secretary, and Treasurer, by a majority of the members present and voting by secret ballot.

 

ARTICLE XI – ASSOCIATION OFFICERS

Section 1. – President

  1. The President shall preside over the Grant Beach Neighborhood
  2. The primary responsibility of the President shall be to serve as the chief executive officer of the association. In this capacity, he/she shall conduct the meetings of the General Assembly; help enact plans, which have been approved by the Executive Committee.
  3. The President or a duly appointed representative shall also serve as the primary public spokesperson for the Association.
  4. The President shall be a member ex officio of all committees except the nominating committee. The President shall be notified of all committee meetings.
  5. The President shall maintain a fair and impartial position at all times and encourages all members to participate.
  6. The President shall state each motion clearly after it has been seconded before allowing discussion.
  7. The President shall declare the results of every vote taken.
  8. The President shall call upon the vice-president to preside, should it become necessary to speak to a motion

or leave the chair; the President then has all privileges of member addressing the presiding officer, and may return to the chair only after the vote on the current questions has been taken.

Section 2. – Vice-President

  1. The Vice-President shall serve as Vice-President of the Grant Beach Neighborhood
  2. The Vice-President shall conduct the meetings of the Grant Beach Neighborhood Association in the absence of the President.
  3. The Vice-President shall oversee the fund-raising activities of the Grant Beach Neighborhood In this capacity he/she shall review all fund-raising proposals.
  4. The Vice-President shall also serve as Parliamentarian for the General Assembly.

Section 3. – Secretary

  1. The Secretary shall serve as Secretary of the Grant Beach Neighborhood
  2. The Secretary shall record the minutes of all the General Assembly held by the Grant Beach Neighborhood Copies of the minutes shall be submitted to the President not more than ten (10) days after the meeting itself, and shall be approved by the Association at the next meeting.
  3. The Secretary shall record the minutes of all the any Executive Committee or special meetings held by the Grant Beach Neighborhood Copies of the minutes shall be submitted to the President not more than ten days after the meeting itself, and shall be approved by the Executive Committee at the next meeting.

Section 4. – Treasurer

  1. The Treasurer shall serve as Treasurer of the Grant Beach Neighborhood
  2. The Treasurer shall keep the financial records for donations, grants, and the bank accounts of the Grant Beach Neighborhood
  3. The Treasurer shall keep proper accounts of the finances of the Grant Beach Neighborhood Association.
  4. The Treasurer shall make no payment to any member or Officer except the reimbursement of out-of-pocket expenses, with a receipt and expense form.
  5. The Treasurer shall maintain the membership lists for the Grant Beach Neighborhood Association and provide the list to the officers.

Section 5 – Officer Vacancy

Vacancies amongst the Officers shall be appointed by the Executive Committee for the rest of the vacancies current term, with the approval of the Association.

Section 6 – Officer Terms of Office and Termination

  1. Association Officers shall serve for a period of one (1) year.
  2. An officer may serve 3 consecutive terms in the same office, but must stand down from that office for one year before they can run for that office again. Said officer may hold a different office during the off year. This will become effective for officers elected for 2015.
  3. Any officer may be removed for malfeasance (the commission of an act that is unequivocally illegal or completely wrongful), nonfeasance (the intentional failure to perform a required duty or obligation), misconduct in office or behaviour seriously detrimental to and contrary to the nature of the Association and its stated purposes.
  4. Any General Assembly member or Executive Committee member may request an investigation into the conduct of any officer. The Executive Committee will investigate the issue. If action is deemed necessary, two representatives of the Executive Committee will meet with the officer to discuss the issue. A follow up letter confirming the conversation will be sent to the officer noting the specific behaviors that must be changed. The officer will also be invited to present their case at next Executive Committee meeting. If, within another fifteen (15) days, those behaviors aren’t changed, a special meeting of the Executive Committee will be called and a secret ballot will be taken to decide whether or not to recommend to the General Assembly that the officer be terminated from their position. A simple majority of those present at the meeting will be needed to recommend that the officer be terminated. The General Assembly may terminate them from their position by a two-thirds (2/3) majority of those present at the meeting and by secret ballot.

 

ARTICLE XII – EXECUTIVE COMMITTEE

Section 1.

The Executive Committee for the Grant Beach Neighborhood Association shall consist of the following:

  1. The President, Vice-President, Secretary, and Treasurer. The officers must be residents of or representatives of businesses in the neighborhood.
  2. The committee chairpersons as defined in Article XIII, Section 1
  3. It may also include up to three (3) General Assembly members and two (2) Business members. One (1) of the three (3) General Assembly members must be residents, with two open to residents or non-residents. The three (3) General Assembly members will be elected by simple majority at the November General Assembly meeting following the election of officers.  General Assembly members don’t have to be residents of or representatives of businesses in the neighborhood.  The two (2) Business members will be invited to become members by the Executive Committee.
  4. Meetings of the Executive Committee shall be held monthly and at other times as may be designated in the notice of the meeting.
  5. Special meetings of the Executive Committee may be called at any time by the President of the Association, in his/her absence by the Vice-President, and shall be called upon a request by four (4) or more members of the Executive Committee.
  6. Notice of special meetings shall be mailed at least three (3) days prior to the day such meeting is to be held. Executive Committee members may be called instead of given written notice provided the person is actually contacted.  Voice mail messages do not constitute notice.
  7. A quorum at any Executive Committee meeting shall be fifty percent (50%) of the current Executive Committee members plus one (1).
  8. Business to be voted on by the Executive Committee shall require a simple majority of those present at that meeting.

Section 2.

The Executive Committee shall have the following powers, duties, and responsibilities:

  1. As a representative body, they shall strive to articulate as accurately as possible, a synthesis of the needs and goals of the community.
  2. In reference to policy and specific plans, it shall be the duty of the Executive Committee to establish policy and judge specific plans on the basis of organizational and economic feasibility.

Section 3.

Any Executive Committee member who registers as a candidate for an elective political office or is appointed to a political office may continue to serve at the discretion of the Executive Committee.

 

ARTICLE XIII – COMMITTEES

Section 1.

Three (3) permanent committees shall be established with the defined responsibilities.  Committees will come into existence when three (3) or more members meet and a chairperson is elected.  Committee chairs will become members of the Executive Committee. Ad hoc committees may be formed by either the Executive Board or the General Assembly.

  1. Membership and Communications – to actively promote membership in the association and forward the membership forms for new members to the Secretary and Treasurer of the Association and to coordinate the release of announcements and information to news organizations including newspaper, television and radio, maintenance and future development of the neighborhood website, responsibility for creating, editing and distribution of the neighborhood
  2. Housing & Property Concerns – to be a voice for the safety of the home and properties within the boundaries of the Association
  3. Community Garden – to oversee and coordinate all aspects of Community Garden activities

Section 2.

The President shall be a member ex officio of all committees except the nominating committee. The President shall be notified of all committee meetings.

Section 3.

Other committees shall be maintained as reflecting the interests of the members of the Grant Beach Neighborhood Association.

Section 4.

Committee members shall be selected by the Executive Committee from a list of members who have volunteered or expressed an interest in a specific activity.

Section 5.

Committee chairs shall be elected annually at the first committee meeting by a majority of the members present at that meeting.

Section 6.

Committee chairs shall appoint a member within, to take the minutes of that said committee, and file one copy in the chairperson’s notebook and one copy with the Grant Beach Neighborhood Association’s Secretary.

Section 7.

The chair of each committee shall present a monthly committee report to the Executive Committee for approval.

 

ARTICLE XIV – AMENDMENTS TO BY-LAWS

Section 1.

Any member of the Grant Beach Neighborhood Association may submit to the Executive Committee a suggested amendment or revision.

Section 2.

Any amendment, revision, or addition to these By-Laws submitted to the Executive Committee shall require approval by two-thirds of the Executive Committee members present at that meeting, after a review period of one month.

Section 3.

Any amendment, revision, or addition to these By-Laws approved by the Executive Committee shall be submitted to the General Assembly at the next monthly meeting.  A vote of the General Assembly for final approval shall be conducted at the following monthly meeting.  It shall require a simple majority of those members in attendance.

Section 4.

An amendment to the By-Laws may be proposed at any General Assembly of the Grant Beach Neighborhood Association, or at an Extraordinary General Meeting called for such purpose, provided that notice of the proposed amendment is given to the Secretary in writing 14 days prior to the meeting. A vote of the General Assembly for final approval, which shall require a simple majority, shall be conducted at the following monthly meeting.

 

ARTICLE XV – PROHIBITED ACTIVITIES

The Association shall not participate or intervene (including the publishing or distribution of statements by any political campaign) on behalf of any candidate for public office. Not withstanding any other provisions of these By-Laws, the Association shall not carry on any activities not permitted to be carried on (a) by an Association exempt from Federal income tax under Section 501 (c) (3) of the Internal Revenue Code of 1954 (or corresponding provisions of any future United States Internal Revenue Law) or (b) by Association, contributions to which are deductible under Section 170 (c) (2) of the Internal Revenue Code of 1954 (or corresponding provisions of any future United States Internal Revenue Law).

 

ARTICLE XVI – DISSOLUTION

If the Executive Committee decides that it is desirable that the Grant Beach Neighborhood Association shall be dissolved, it shall call an Extra-ordinary General Meeting of the Grant Beach Neighborhood Association by giving 21 days notice in writing to each member stating the terms of any Resolution to be proposed at the meeting. If it is decided at the Extra-ordinary General Meeting by a simple majority of those present and voting that the Grant Beach Neighborhood Association shall be dissolved, the Association shall wind up the Grant Beach Neighborhood Association’s affairs. Any assets remaining after satisfaction of any liabilities properly payable thereof shall not be distributed amongst the members, but shall be given to such other community based organization(s) with similar aims for the benefit of members of the community as the Committee shall decide.

 

XVII – PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern this organization in all cases in which they are applicable and in which they are not in conflict with these By Laws.

 

These By-Laws of the Grant Beach Neighborhood Association were adopted at a meeting held on Monday, October 20, 2014.

 

/s/ Pauletta Dunn

President’s Signature

 

/s/ Cami Dillinger

Secretary’s Signature

 

/s/ Jane Powell

Treasurer’s Signature