Draft: August 30, 2007
Amended October 2008
Statement of Purpose: Residents of Ward 3 and its neighborhood businesses will work together to learn about and address important issues and to socialize as neighbors. The Association will create a sense of community and work together to improve conditions of all its residents.
Article 1: Membership
The membership of this association shall be residents, property owners or businesses within Northampton’s Ward 3.
A Voting Member shall be a dues paying resident or business owner within the boundaries of Ward 3. Each voting member shall be entitled to one vote.
Dues will be determined by majority vote at the annual meeting. Yearly dues are to be $10 per voting member or $15 per family. Membership dues shall cover membership from one annual meeting to the next. Membership shall not be denied on the basis of views or opinions contrary to the goals and purposes of the Association.
Article 2: Board Members
The voting members shall nominate and elect a Board of Directors comprised of a President, Vice President, Secretary/Treasurer, three at-large representatives from Ward 3A, and three at-large representatives from Ward 3B. The Ward 3 Councilor shall serve as ex-officio member of the B.O.D. There shall also be one at large business representative, whose business is in Ward 3, on the Board.
The Board of this Association shall hold offices for a term of one (1) year or until successors are elected. The term of office shall begin at the close of the Annual Meeting.
The President shall call and preside at all meetings, shall act for and on behalf of the membership of the Association, shall appoint any special committees necessary for the operation of the Association business, and shall act as official spokesperson for the Association.
The Vice President shall, in the absence of the President, assume all of the duties of that office and shall be responsible for publicity and notifications of meetings of the Association.
The Secretary shall keep a permanent record of all formal meetings, and all legal documents and legal transactions of the Association. The Secretary shall transcribe the minutes of each meeting and shall maintain a file copy of same and submit a copy of these minutes to the Board of Directors.
The Treasurer shall keep all financial receipts and a permanent record of all financial business of the association. An up-to-date financial report shall be submitted at each meeting. The Treasurer shall be responsible for membership.
Any Board member can be removed from office by a 2/3rds majority vote of the dues paying membership after a special meeting has been requested at least seven (7) days in advance.
Article 2A. Roles & Responsibilities
Role of the City Councilor on the Board of Directors:
The Ward 3 City Councilor, by virtue of being popularly elected by the constituents of the ward, automatically holds a seat on the Ward 3 Neighborhood Association’s Board of Directors. As a Board Member the City Councilor is afforded, one vote in Association matters. The City Councilor is free to hold his or her own position on city matters.
Responsibilities:
The City Councilor attends monthly meetings. The City Councilor will serve the Board of Directors by providing informed opinion and advice concerning city matters. The City Councilor will help disseminate the opinions and concerns of the Ward 3 Neighborhood Association to our officials in city government. The City Councilor will assist the Association with accessing city officials and services that will support our projects and programs to create a more informed and active constituency. The City Councilor will work with the board to find ways we can better support our neighbors and city.
Role of the President of the Ward 3 Neighborhood Association:
The President of the Association is elected to his or her seat at our annual meeting (open to the public) or by the Ward 3 Board to fill an opening due to a resignation. The President is afforded one vote in Association matters. The President’s election is effective for one year or until the next annual meeting. The President is in no way bound to represent the positions of the Board of Directors of the Ward 3 Neighborhood Association and is free to hold his or her own position on city matters.
Responsibilities:
The President is responsible for meeting schedules, meeting agendas, and the overall stewardship of the organization.The President assists the Association with creating a more informed and active war. The President provides informed opinion and advice concerning city issues. The President makes efforts to seek out and represent the views of his or her neighbors. The President makes efforts to disseminate information from the Association to his or her neighbors. The President supports Association events and activities. The President is the Association’s spokesperson.
Role of a Ward 3 Board Member:
A Ward 3 Board Member is elected to his or her seat at our annual meeting (open to the public) or by the Ward 3 Board to fill an opening due to a resignation. As a Board Member, one is afforded, one vote in Association matters. A Board Member’s election is effective for one year or until the next annual meeting. A Board Member is in no way bound to represent the positions of the Board of Directors of the Ward 3 Neighborhood Association, or its City Councilor, and is free to hold his or her own position on city matters.
Responsibilities:
A Board Member serves the Association by attending monthly meeting. A Board Member will assist the Association with creating a more informed and active ward. A Board Member is encouraged to participate on an Association sub-committee. A Board Member provides informed opinion and advice concerning city issues. A Board Member makes efforts to seek out views of their neighbors. A Board Member makes efforts to disseminate information from the Association to their neighbors. A Board Member supports Association events and activities.
Article 3. Committees
The President shall have the power to appoint committees as necessary to implement the purposes of the Association.
The President shall be an ex-officio member of all committees.
Article 4. Meetings
An annual meeting shall be held during the month of October at a time and place designated by the President.
Not less than 33 percent of the Voting Members shall have the privilege of petitioning a special meeting at any time.
At least five (5) Voting Members must be present to constitute a quorum.
At least a seven (7) day notice shall be provided in advance of any Association meeting except for emergency situations at the discretion of the President.
Every effort will be made to notify all interested parties and members of the Association of upcoming meetings by e-mail, website posting, direct mailing, pamphlets, newsletters, or announcements at regularly scheduled meetings.
All meetings shall be public and open to any interested persons.
Article 5. Nomination, Elections, Annual Reports and Installation of Board Members
A nominating committee shall present a slate of Board Member nominees. Nominations made from the floor at the annual meeting would also be acceptable.
Election of Board Members shall be held on the same day as the nominations. Upon installation of the Board Members whose terms begin at the close of the Annual Meeting, all documents, records, and any materials pertaining to the duties of the office as designated in the bylaws which are in the possession of the outgoing Board Members shall be submitted to the newly elected counterpart within seven (7) days of the installation.
Any vacancies occurring during the year of any Board Member shall be filled by appointment of the Board of Directors.
Any Board Member may be removed from office for cause by a majority vote of the voting members.
Article 6. Fiscal Responsibility
Expenditure of funds of the Association in excess of $100 will require the signature of the Treasurer and one other Board Member.
Financial records and funds of the Association shall be audited at least once a year by a committee of at least two (2) Voting Members of the Association appointed by the President prior to a new Treasurer’s taking office.
Article 7. Amendment of Bylaws
These bylaws may be amended by a majority vote.
Proposed amendments shall be sent to all members at least seven (7) working days in advance of the meeting where action is to be taken or shall be read at the preceding meeting.
Article 8. General
The rules in the current edition of Robert’s Rules of Order shall govern the Association, the Board of Directors, and all subcommittees in all cases to which they apply and do not conflict with the specific provisions of the Statement of Purpose and Bylaws or any special rules that the Association may adopt.
If any part of the Bylaws or the application thereof is hereafter held invalid or unenforceable, the remainder shall not be affected thereby, and only the affected portions are declared eliminated.
No member, representative or spokesperson shall be personally responsible for the financial liabilities of the Association.
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