JUNIPER HILL CIVIC ASSOCIATION BY-LAWS
The Juniper Hill Civic Association exists to provide Juniper Hill residents with a means to express and promote their interests and concerns for the betterment of the community, including maintaining and enhancing property values, public safety, the appearance of the neighborhood, and the general well-being of its residents. The Association also serves to promote neighborhood cooperation and socialization, enhance civic awareness, and provide a vehicle for interaction with town government, schools, and other community organizations.
Any adult person who is a homeowner or resident on any of the following streets: Fair Street from Prospect Avenue to Juniper Hill Road; Teramar Way; Juniper Hill Road; Greenvale Circle; Southwood Place; Midway Road; Alan Place; Saratoga Road; Russell Street from Juniper Hill Road to Fulton Street; Walnut Street; West Prospect Avenue; Mason Street; and Teillaud Place; Wimbledon Court; Montana Place; may become a member of this Association upon payment of annual dues to the Treasurer.
Members may vote at association meetings (as specified in Article IV, Section 5), stand for election as officers, serve on association committees and as liaisons to other organizations, receive the association newsletter, have access to the association website, and attend association functions.
Any member may withdraw from the Association by notifying the Corresponding Secretary of his or her intention to withdraw.
Any member may be suspended or expelled for violating the by-laws of the Association, or for conduct that is counterproductive to the best interest of the Association by a two-thirds vote of the members present at an Association meeting, provided said member has been notified by registered mail at least fifteen days before final action is taken. The member will have the opportunity to present a defense at the meeting.
1. The annual dues for members is ten dollars, and covers the dues of all family members within a single dwelling place.
2. Membership dues are payable immediately upon admission to membership and thereafter on or before January 31st of each year. The treasurer will contact all members whose dues are delinquent.
Members who fail to pay their dues within ninety days from the time the same become due may be dropped from the rolls by the Treasurer.
The annual meeting of the Association shall be held between January 1 and March 15th of each year on such date as the Board of Officers may designate, for the purpose of electing the Executive Board and for the receiving of annual reports of Officers, and committees, for the consideration of any proposed amendments to the By-Laws and the transaction of any other business.
Special meetings of the Association to consider any specific subject or subjects may be called by the Executive Board or may be called by the Board upon written request by ten members of the Association presented to the Corresponding Secretary.
Meetings shall be held at places and times designated by the Executive Board. Notice of Special Meetings, stating the place, date, time and purpose shall be sent by the Corresponding Secretary by 1) e-mailing members who have provided e-mail addresses, 2) posting notice on the Association Web Site, and 3) distributing fliers announcing the meeting to each residence. No business other than that specified in the notice of meeting shall be transacted at a Special Meeting. Notice shall be posted not less than three days prior to the time for the meeting.
The presence in person or by proxy of twenty-five percent of the members of the Association shall be necessary as a quorum for the transaction of business.
Although all the adult members of a family residing in the same household become members of the Association upon payment of dues, as provided in Article II, voting at meetings of the Association shall be conducted according to households as a unit, with each paid membership entitled to but one vote, regardless of the number of family members residing together in a household. Each household may register its vote by having a member present at such meeting in person or by giving its proxy in writing to a member of the Association resident in another household. In case of contested elections or other issues on which the membership may vote, the Secretary shall call the roll of households or dwelling places in which a member of the Association resides and but one vote shall be announced for such household unless the members therein are unable to agree upon a single vote, in which case no vote shall be recorded for such household. All questions at such meetings shall be decided by majority vote on the above basis. Proxies shall be valid only for a single meeting to which they refer. Only members in good standing shall be entitled to vote.
The order of business at all meetings of the Association and of the Executive Board may be established by rule of the Executive Board. Any question or priority of business shall be decided by the person presiding without debate. The order of business may be altered or suspended at any meeting by a majority of the members present. Except where provided to the contrary in these by-laws or in the rules of the Board of Officers, conduct of meetings of the Association and of the Board of Officers shall be governed by the then current edition of Robert’s Rules of Order.
The Officers of the Association shall include a President, a Vice-President, a Corresponding Secretary, a Recording Secretary and a Treasurer. All Officers shall be elected for the term of two years by the membership at the annual meeting of the Association, and all shall serve without salary or other compensation. All Officers must be elected from among the members of the Association.
Additional officers may be appointed from time to time at the discretion of a majority of the Executive Board, subject to confirmation by a majority of the members present at the next association meeting. Any officers added by the Executive Board and confirmed by the membership shall continue to serve until the next regularly scheduled annual election.
The duties and powers of the Officers of the Association shall be as follows:
The President shall preside at all meetings of the Association and of the Executive Board, shall appoint committee chairpersons and community liaisons, and shall be a member ex-officio of all committees of the Association with the right to vote as such a member, in addition to having the general powers and duties of a chief executive officer of an association.
The Vice-President shall perform the duties of the President in case of the absence of the President or the President’s inability to act for any reason.
The Recording Secretary shall attend all meetings of the Association and the Executive Board and keep a record of the proceedings; shall carry into execution all orders, votes and resolutions not otherwise committed; shall keep a list of members of the Association; and generally shall carry out the duties normally incumbent upon a Secretary of an association.
The Corresponding Secretary shall give notice of all meetings of the Association; and shall conduct all correspondence;
The Treasurer shall keep an account of all money received and expended, including receipts, for the use of the Association and make disbursements for Association purposes upon approval by the President or Vice-President. The Treasurer shall collect Association membership dues and maintain a list of members in good standing. The Treasurer shall deposit all Association funds in a bank designated by the Executive Board and shall make a report of the financial condition of the Association at least annually. Funds deposited shall be drawn only by the Treasurer or the President upon the signature of either of them. In case of the absence or disability of both, the Executive Board may designate a Treasurer Pro Tem for such periods as it deems necessary.
4. No member may hold two offices on the Executive Board simultaneously.
1. The property, business and affairs of the Association shall be vested in an Executive Board, consisting of elected Officers. Officers shall begin their duties on the first day of the month following their election and shall serve until their successors take office following their subsequent election.
Officers of the Association shall be elected for a term of two years. Officers shall be members of the Association.
3. The Executive Board shall have the power to hold meetings of the Board of Officers at such places and times as it deems proper; to appoint committees for purposes of the Association; to supervise and control the property and funds of the Association; and to devise and carry out such measures as it deems proper to promote the mission of the Association and the interest of its members.
Meetings of the Executive Board shall be held at the call of the President of the Association on three-day notice given by the Corresponding Secretary to each Officer, and the President shall call such a meeting upon the request of two Officers. A meeting may be held on shorter notice provided that all Officers shall waive such notice
Eighty percent of the members of the Executive Board shall constitute a quorum for the transaction of business as long as one of the members present in the President or Vice President.
Should any member of the Executive Board be absent from three consecutive meetings of the Board without reason acceptable to the other Officers, that Officer’s seat may be declared vacant by the Board, which may then proceed to fill the vacancy.
Any vacancy on the Executive Board shall be filled without undue delay by vote of the remaining members of the Board at a special meeting called for that purpose, or at a regular meeting of the Executive Board, and the new Officer shall serve until the next annual meeting of the Association, or the next membership meeting, whichever is earliest, at which time election by the membership to fill the vacated position will be held and the then elected Officer will serve for the remainder of the calendar year.
8. Any Officer may be removed with cause at any time by a majority vote of the members present at a special meeting of the Association called for that purpose, with such Officers being duly notified by registered mail.
1. The President may, with the approval of the Executive Board, appoint such committees and/or community liaisons as may be necessary or proper for the conduct of the Association’s affairs.
3. A majority of any committee shall be quorum for the conduct of business. Any committee member may be removed from a committee with cause by a majority vote of the Executive Board which may fill a vacancy on a committee by majority vote.
These by-laws may be amended, repealed or altered in whole or in part by majority vote at any duly organized meeting of the members of the Association, provided the notice of the meeting contains a statement to the effect that amendment or repeal of the by-laws will be considered at such meeting.
This Association shall not, directly or indirectly, engage in the support of candidates for public office or their parties.