By-Laws
Nominating Committee Charter
Youth Group Committee Charter
RESIDENTS ASSOCIATION
OF MT. LODGE PARK
AND
GLENWOOD HILLS
BY-LAWS
Adopted December, 2003
Revised & Adopted
November, 2007
Article I
NAMES AND PURPOSES
Section 1. The name of
the Association shall be: Mountain Lodge Park & Glenwood Hills Residents
Association, Inc.
Section 2. This
Association shall be Non-Sectarian, Non-Political, Non- Partisan and
Non-Discriminatory.
Section 3. The purposes
and objects of this Association are:
(a) To foster, promote,
maintain and encourage the Civic, Social, Fraternal and Community
Welfare of Mountain Lodge Park and Glenwood Hills to the end that all
residents and their guests shall enjoy their homes safely, healthfully,
peacefully and harmoniously; and
(b) To promote and
encourage mutual community bonds, cooperation, friendship, good
fellowship, progress, improvements and better conditions for the Common
Good and General Welfare of all the people in Mountain Lodge Park and
Glenwood Hills.
Article II
MEMBERSHIP
Section 1. Any resident
of Mountain Lodge Park or Glenwood Hills and members of their household
is eligible for membership in the Association as hereinafter provided.
Section 2. Every
application for membership shall be considered by the Membership
Committee and then submitted to the Executive Board.
Section 3. The annual
dues shall remain the same as in the preceding year unless changed by a
vote of two thirds of the members present at the regular general
membership meetings of the Association. Dues are payable January first
of each year, or may be paid in quarterly installments and any change
shall be retroactive to January first. Assessments shall require the
vote of two thirds of the members present and voting at any regular or
special meeting. Notice and purpose of such meeting shall be mailed at
least 10 days prior to such meeting.
(a) Any Member currently
serving as an active officer of the Board of Officers shall be excused
from the payment of annual dues during said time in office.
(b) Any resident of
Mountain Lodge Park & Glenwood Hills, having reached the ago of 65 or
older, may request a reduction in the amount of their dues to half that
of the regular annual dues.
Section 4. Any members
whose dues are not up to date for the current year by October 15th
of such year or whose assessments remain unpaid for forty-five days from
the date of the assessment shall be deemed not to be “in good standing”.
Such member shall be notified by mail of such arrears and if not paid
within thirty days of such notice shall be automatically suspended from
membership.
Section 5. Every member
shall be entitled to one vote. Such vote may be exercised by an adult
member of the family. Voting members must be at least 18 years of age to
vote.
Section 6. Any person may
be appointed an honorary member of the Association who, although not
eligible to regular membership, shall have rendered conspicuous service
to the Association or to the Park generally. Such member may be elected
at a regular meeting of the Executive Board by a unanimous vote. Such
honorary member shall not have the right to vote.
Section 7. The
Organization, by a two-thirds vote of the Executive Board shall have the
right to charter auxiliary clubs or organizations comprised of members,
their wives or children, such as are athletic, social or recreational in
character. Such clubs or organizations may formulate their own programs
and elect their own officers, except that they shall function under the
supervision and guidance of the Executive Board, and their aims and
purposes shall not be inconsistent with the by-laws, rules and
regulations of the mother Organization.
ARTICLE III
OFFICERS AND DUTIES OF
OFFICERS
Section 1. The officers
of the Association shall be:
(a) President
(b) First Vice President
(c) Second Vice President
(d) Third Vice President
(e) Treasurer
(f) Financial/Membership
Secretary
(g) Recording Secretary
(h) Corresponding
Secretary
(i) General Counsel
(j) Director At Large
(k) Director At Large
(l) Director At Large
Section 2. All officers
shall serve without pay and be elected for a term of three years.
Section 3. Any officer or
member of the Executive Board who shall have absented themselves from
three consecutive meetings of the Executive Board shall be summoned to
the next meeting to explain their absence. Failure to supply a
reasonable cause will result in their removal from office by a vote of
three quarters of the members present.
Section 4. In the event
that an office becomes vacant by death, removal or resignation, such
vacancy may be filled until the end of the term by the President, with
the approval of the Executive Board.
Section 5. The President,
and in the President's absence, any of the Vice Presidents, in order of
their rank, shall preside at general meetings, special meetings and
meetings of the Executive Board.
The President shall, with
the approval of the Executive Board, appoint all committees and shall be
an ex-officio member of such committees. With the exception of the
Nominating Committee, at least one member of each committee shall be a
member of the Executive Board.
The President shall have
the power to call special meetings of the general membership when, in
his/her judgment, circumstances warrant, and must call such meetings at
the request of a least five members of the Executive Board or on the
petition of at least twenty regular members in good standing.
The President shall,
together with the Treasurer, sign all checks, notes, or other evidences
of indebtedness properly authorized. The President shall render a “State
of the Association” report at the fourth General Membership meeting in
September and may make recommendations for the coming year.
Section 6. The First Vice
President shall act a chairperson of the Administrative Council (Article
VI), and in the absence of the First Vice President, the Second and
Third Vice Presidents, in order of rank, shall act as such chairperson.
The First Vice President
may sign checks in the absence or disability of the President or the
Treasurer. The Vice Presidents, in order of rank, shall assist the
President in the discharge of the President duties except that of
signing of checks, notes, and other evidences of indebtedness.
Section 7. The Treasurer
shall deposit all funds of the Association in account authorized by the
Executive Board and keep accurate record of all receipts and
disbursements of such funds.
The Treasurer shall,
together with the President, sign all checks, notes and other evidences
of indebtedness properly authorized. The Treasurer shall be an
ex-officio member of all committees involving the finances of the
Association.
The Treasurer shall
render an annual financial report at the second General Membership
meeting in April of each year and covering the period commencing with
the second meeting in April of the prior year.
Section 8. The
Financial/Membership Secretary shall collect all dues, assessments and
other income and remit such collections to the Treasurer.
The Financial/Membership
Secretary shall transmit all data concerning collections of dues and
assessments to the First Vice President and to the Corresponding
Secretary. The Financial/Membership Secretary shall approve all bills
for payment up to $100.00 and shall forward vouchers for payment of all
bills to the Treasurer.
The Financial/Membership
Secretary shall keep a record of the names and addresses of all the
members and a record of their account. The Financial/Membership
Secretary shall render a report of all receipts and disbursements at
each meeting of the Executive Board. The Financial/Membership Secretary
shall be an ex-officio member of all committees of the Association
involving finances.
Section 9. The Recording
Secretary shall keep accurate minutes of all the general meetings,
special meetings, meetings of the Executive Board, meetings of the
Administrative Council, and shall, at all meetings, have such minutes
available for reference.
The Recording Secretary
shall keep a list of all members of all committees and, when required,
shall provide this to the proper officers of the Association.
Section 10. The
Corresponding Secretary shall keep a complete list of the names and
addresses of all members. The Corresponding Secretary shall mail all
notices for all meetings and all other notices and communications.
The Corresponding
Secretary shall submit all correspondence received to the Recording
Secretary at the next meeting.
Section 11. The General
Council shall act as legal advisor to the Association.
Section 12. Any officer
or member of the Executive Board who shall have vacated their office by
reason of completion of term, resignation or removal from office, shall
be required to prepare any and all reports required by reason of such
office and to surrender all records and property of the Association in
their possession.
ARTICLE IV
ELECTION OF OFFICERS AND
EXECUTIVE BOARD
Section 1. The term of
office of all officers shall be three years from the date of election
and/or until their successor is installed or appointed.
Section 2. The Executive
Board shall consist of twelve members including the nine officers and
shall hold its meetings quarterly.
Section 3. The President
shall appoint a Nominating Committee on or before July fifteenth of an
election year, consisting of a least three members of the Association in
good standing. It shall be the duty of such committee to propose the
names of the nominees for each office to be filled, which shall be
submitted at the third general meeting in October of said election year.
At that time additional
nominations may be made and seconded from the floor by any member in
good standing. The Nominating Committee shall have full control over the
election, including the printing of ballots, the balloting and the
tabulation of the results and shall insure the secrecy of the ballot
until midnight of the final day of election.
Section 4. In order to
eliminate the necessity of mailing official ballots when there are no
opposing candidates for any of the Board of Officers positions, a
two-thirds vote of the general membership in good standing at the
October meeting, shall validate the election of the proposed slate of
Officers for the coming year.
The election shall be by
personal ballot, cast by any member in good standing, at least eighteen
years of age. Ballots are to be returned by U.S. mail or submitted
through the designated Trail Representative no later than midnight,
December 31st.
Ballots are to be
tabulated and the results are to be submitted to the executive Board
before the first annual General Membership Meeting of the year.
ARTICLE V
ADVISORY COUNCIL
Section 1. The Advisory
Council shall consist of all past Presidents, and any officer or member
of the Executive Board who shall have served five years as an officer or
as a member of the Executive Board, and shall include any past Vice
President or past General Counsel.
Article V of these
By-laws will commence as of January 2008. Members of the Advisory
Council shall receive notice and have the privilege of attending any or
all meetings of the Executive Board and Administrative Council, and to
participate in the discussions at said meetings without the right to
vote.
ARTICLE VI
ADMINISTRATIVE COUNCIL
Section 1. The
Administrative Council shall be comprised of all the trail
representatives.
Section 2. The President
with the approval of the Executive Board shall appoint the trail
representatives.
Section 3. A trail
representative shall represent no less than five nor more than
twenty-five members.
Section 4. It shall be
the duty of the trail representative to keep in close contact with the
members they represent, enroll new members, offer advice and
explanation, and hear complaints and suggestions and to report the same
at the meetings of the Administrative Council. They may collect the
annual dues and assessments from their respective trails and turn same
over to the Financial Secretary, together with an itemized list
including an Association Membership Form and the amount paid by each.
Section 5. It shall be
their duty to carry out any and all missions in accordance with the
decisions and resolutions adopted by the Executive Board.
ARTICLE VII
STANDING COMMITTEES
Section 1. The standing
Committees and their powers shall be as follows:
a. BY-LAW COMMITTEE.
The By-law Committee
shall originate changes, additions or deletions to the by-laws, when
necessary and shall prepare, in proper form, changes, additions or
deletions to the by-laws as stated in Article IX.
b. MEMBERSHIP COMMITTEE.
The Membership Committee
shall pass upon the qualifications of applicants for membership. They
shall prescribe proper forms and other data to be used in such
applications.
c. PUBLIC RELATIONS
COMMITTEE
The Public Relations
Committee shall be responsible for all publicity involving the
Association.
d. FINANCE AND BUDGET
COMMITTEE
The Finance and Budget
Committee shall prepare the budget for the ensuing year as soon as
practicable and shall audit any report of the Treasurer and/or Financial
Secretary prior to submission of such report.
e. ENTERTAINMENT AND
SOCIAL COMMITTEE
The entertainment and
Social Committee shall plan and execute all social functions, including
community fairs, concerts, movie showings and fund-raisers.
f. PUBLICATION COMMITTEE
The Publication Committee
shall be responsible for editing and publishing of a quarterly
newspaper.
g. IMPROVEMENT AND
MAINTENANCE COMMITTEE.
The Improvement and
Maintenance Committee shall be responsible for the maintenance of
facilities controlled by the Association, for the planning of new
facilities and the improvement of old facilities. It shall also oversee
the septic and waste systems in the park and make recommendations to the
proper authorities in the event of violations.
h. YOUTH GUIDANCE AND
RECREATION COMMITTEE.
The Youth Guidance &
Recreation Committee shall be responsible for all youth activities and
all recreation and playground facilities.
i. ARBITRATION COMMITTEE.
The Arbitration Committee
shall, when requested, arbitrate disputes among property owners at least
one of whom is a member of the Association and upon the consent of all
parties concerned.
j. NOMINATING COMMITTEE
The Nominating Committee
shall be appointed in a manner outlined in Article IV, Section 3.
k. The President with the
approval of the Executive Board may appoint any other committees deemed
necessary.
ARTICLE VIII
EXECUTIVE BOARD
Section 1. The nine
members of the Executive Board, expandable to twelve shall be elected in
the manner outlined in Article IV.
Section 2. Fifty-One
percent of the members of the Executive Board shall constitute a quorum.
Section 3. The Executive
Board shall manage the affairs of the Association within the framework
of the by-laws and shall, with the approval of the President, adopt
rules and regulations for the membership at large.
Section 4. All standing
and special committees shall be under its supervision and guidance and
responsible to it.
Section 5. It shall act
as a tribunal in case charges are brought against one of the members at
large, and jointly with the Administrative Council, to hear charges
against officers or its own members and recommend impeachment at the
general meeting.
Section 6. It shall
approve contracts and expenditures for general improvements to a sum not
exceeding $2,500.00 annually and together with the Administrative
Council, may approve such expenditures in a sum not exceeding $5,000.00
annually. Any such contract, however, shall have the approval of the
General Council.
Section 7. It shall take
under advisement all appointments made by the President with a view
towards approving or disapproving them.
Section 8. It shall have
the responsibility to charter auxiliary clubs under its supervision and
within the by-laws of the Association.
ARTICLE IX
BY-LAWS
Section 1. A proposition
to adopt, amend or repeal the by-laws may be presented by the By-law
Committee or by a petition presented to the By-law Committee, signed by
at least fifteen members of the Association in good standing.
Such proposition shall be
presented by the By-law Committee together with its recommendation at a
meeting of the Executive Board within forty-five days of receipt by the
committee.
The By-laws will be
adopted, amended or repealed by a majority of the members present at an
Executive Board meeting and by a two thirds vote of the general
membership in good standing present at the general meeting.
Section 2. A list of the
proposed by-laws to be adopted, amended or repealed shall be mailed to
each member in good standing with the notice of the general meeting
after approval by the Executive Board.
ARTICLE X
MEETINGS AND
QUALIFICATIONS
Section 1. There shall be
four (4) regular general meetings throughout the year, one during the
month of January, one during the month of April and one during the month
of July, and one during the month of October.
Section 2.
A
simple majority of the members of the Board of Officers shall constitute
a quorum and as such are empowered to transact the business of the
Association.
Section 3. Before a
member may qualify for office or as member of the Executive Board, they
shall have at least two (2) year of residence in the park and be a
member in good standing of the Association.
Section 4. In the event
of dispute on procedure not covered by the by- laws, “Roberts Rules” on
procedure will prevail.
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