GREATER HILLWOOD CITIZENS ASSOCIATION
ARTICLE I DUTIES OF OFFICERS
The President shall preside at all meetings; shall exercise general supervision over the affairs and activities of the Association; shall appoint committee chairmen and special and/or standing committees and shall serve as member ex-officio on all committees except the Nominating Committee. In addition, the President shall represent the Association at any organization which the Executive Committee has determined it shall be appropriate to join or any meeting or function to which the Association has been either invited or seeks to attend.
The immediate Past President shall serve at his/her pleasure in an ex-officio capacity for one year.
The Vice President shall assist the President and shall, in the absence of the President, assume the duties and responsibilities of that office.
The Secretary shall keep the minutes of all meetings of the Association, which shall be an accurate and official record of all business conducted; shall notify the membership of the time and place of the meetings, and shall be the custodian of the Association’s records.
The Treasurer shall keep an accurate account of all monies; shall deposit all funds in a bank or repository approved by the Executive Committee; shall pay all bills as authorized by the Executive Committee of the Association; and shall be prepared to make an accounting of receipts and disbursements at each regular meeting of the Association. Only the Treasurer and the President shall be authorized to sign checks or otherwise withdraw and/or disburse funds of the Association.
No officer shall make independent, unilateral decisions on behalf of the Association except with authorization from the Executive Committee.
ARTICLE II EXECUTIVE COMMITTEE
There shall be an Executive Committee composed of the elected officers of the Association and the Chairmen of such standing committees as shall be established by the President. No person shall continue as chairman of any standing committee when there is a change in the presidency unless such person is requested to do so by the incoming President.
ARTICLE III COMMITTEES
The work of the Association shall be conducted by Standing Committees and such other committees as are deemed to be appropriate and necessary to achieve the purposes of the Association. Standing Committees are: Membership, Social, Program and Nominating.
ARTICLE IV ELECTIONS
A Nominating Committee, consisting of at least three (3) members, none of whom is presently serving as an officer, shall be elected by the members of the Association at the meeting preceding the Annual Meeting, to prepare a slate of candidates for the various offices. The Committee shall name its own Chair. It shall nominate one or more candidates for each office, and such candidates shall be members in good standing.
A term of office shall be one calendar year. Both the President and the Vice President may serve two consecutive terms in office. The Secretary, Treasurer and At-Large Representative may serve indefinite terms.
The committee shall report its nominations to the Secretary, who shall include them in the announcement of the Annual Meeting in December. Nominations may also be made from the floor with the consent of the nominee. Self nominations are not permitted. Voting takes place at the December meeting with a simple majority required for Officers to be elected.
ARTICLE V FINANCES
Association funds shall be disbursed only upon the approval of a simple majority of the members present and voting upon the proposed expenditure, except that the Executive Committee may authorize lump-sum disbursements not to exceed $100.00 as necessary to meet current operating expenses.
ARTICLE VI DUES
Dues shall be $10.00 per calendar year for an entire family unit within a household, and shall be payable on or before the date of the Annual Meeting.
ARTICLE VII QUORUM
Eleven voting members shall constitute a quorum at all regular and special meetings. A voting member is defined as one who is eighteen years of age or older, and a member of a household whose dues are paid.
ARTICLE VIII AMENDMENTS
A vote on any amendment to these By-Laws will be considered to have passed when a simple majority of those present and voting agrees for the amendment, PROVIDED, the amendment was either proposed at a preceding meeting or was published in the announcement of the meeting at which it is to be considered.
ARTICLE IX RULES OF ORDER
Roberts Rules of Order shall govern the conduct of all meetings of the Association when such are not in conflict with the Constitution and By-Laws of the Association. In general, the order of business at a regular meeting shall be as follows: 1. Call to order 2. Reading of the minutes of previous meetings 3. Reports of the Treasurer, standing committees, special committees 4. Unfinished business 5. New business, and 6. Adjournment
NOTE: The foregoing represents the revised By-Laws as adopted by the Association at its meeting on Tuesday, August 11, 1992 and amended on August 21, 2012 and June 18, 2013.
Download a PDF copy of the Consituttion and By-Laws here.