CONSTITUTION AND BY-LAWS OF THE GREEN HILL ACRES ASSOCIATION
ARTICLE 1
NAME AND GEOGRAPHICAL DEFINITION
This Association shall be known as the Green Hill Acres Association.
For the purposes of the Association membership, the GHAA is enclosed by the following boundaries: on the north, by the southern property line of landowners on Maple Drive, on the east by Green Hill Beach Road, on the south and west by the shoreline of Green Hill Pond, but including Island in Flat Meadow Cove.
ARTICLE II
The objectives of the Association shall be:
1. To act for its members on matters of common interest including but not limited to promoting law and order, safety, and improvements of a civic nature.
2. To enhance political pressure through a common voice.
3. To provide a neighborhood informational network on issues affecting environmental quality and preservation of the character of the neighborhood as a single family, residential, rural, non-commercial and environmentally sensitive area.
4. To buy or otherwise acquire, to sell or otherwise dispose of, to mortgage or otherwise encumber, and to hold or otherwise deal in and with real, personal and mixed property of all kinds and any right or interest therein, and to preserve and maintain the character and condition of property owned or acquired by the Association. Adoption of this item 4 shall constitute ratification of any and all prior acquisitions of any property or right or interest therein.
ARTICLE III
MEMBERSHIP
Section 1
To be eligible for membership, a person must be at least eighteen years of age and own property within the Green Hill Acres Association boundaries.
Section 2
Applications for membership shall be made to any elected officer and will be acted upon by the Executive Board.
Section 3
Members in good standing are property owners of this community whose dues are paid to date and shall be entitled to one (1) vote per paid membership. They may attend meetings, hold office, and shall have a property interest in the Association. They may authorize a representative to attend meetings and vote in their stead by a written proxy filed with the secretary prior to the convening of the meeting.
ARTICLE IV
OFFICERS
Section 1
The Officers of the Association shall consist of President, Vice-President, Secretary and Treasurer.
Section 2
The Executive Committee shall consist of the four (4) elected officers, the Immediate Past President, and the Chairpersons of all Standing Committees.
Section 3
Officers shall be elected in every odd numbered year. A secret ballot can be used if desired by a majority of the members present.
ARTICLE V
DUTIES OF OFFICERS
Section 1
The duties of the President are (1) to preside at all meetings of the Association and the Executive Committee, (2) to appoint the Municipal Liaison Officer, Committee Chairpersons and Members-at-Large, and (3) to represent the Association in dealing with public and private parties in pursuit of Association objectives.
Section 2
The duties of the Vice President shall be to act for the President in his/her absence and to assist the President in conducting the business of the Association.
Section 3
The duties of the Secretary are to keep and maintain records of the proceedings of the Association, to attend to all correspondence and to notify all members in good standing of the regular meetings and special meetings at least seven (7) days prior to the meeting date. In the absence of the President and Vice President, the Secretary shall be the presiding officer of the Association.
Section 4
The duties of the Treasurer are (1) to collect, receive and hold all money and evidences of property belonging to the Association for the dispersal upon either the order of the Executive Committee or by any regular or special meeting, (2) to keep books and accounts of the Association at all times open to the inspection of the Executive Committee, (3) to prepare such financial reports as the Executive Committee shall require, and (4) to deposit promptly all funds received. In the absence of the President, Vice President, and Secretary, the Treasurer shall be the presiding Officer of the Association.
Section 5
The duties of the Executive Committee are (1) to recommend policy and (2) to assist the President in executing policy and implementing decisions, particularly during the off- season when the general membership is unavailable for participation, and (3) to approve the Association’s annual budget.
The President will call summer, off-season, and emergency meetings of the Executive Committee as the President deems necessary. Meetings of the Executive Committee may be conducted in person, by telephone conference or by other means of electronic communication. The Executive Committee will approve the Associations annual budget before the June meeting of the Association and present the budget for approval by the membership at the June meeting of the Association.
The Executive Committee is authorized to spend up to $500. In the off-season, the Executive Committee is authorized to spend/commit additional monies as needed to handle emergencies. All checks or drafts drawn by the Association shall be signed by the Treasurer or by the President in the absence of the Treasurer. All notes and other legal documents drawn by the Association shall be signed by two (2) members of the Executive Committee, at least one of whom shall be the President or the Treasurer. All securities of the Association and other documents relating to property or assets of the Association shall be kept under the control of the Treasurer or the President in the absence of the Treasurer.
Section 6
Removal -- Any officer of the Association may be removed from office for cause by a two-thirds vote of the members present and voting at a meeting of the Association. During the off-season any officer may be removed for cause by a three-quarters vote of the Executive Committee, but such removal shall be rescinded unless approved by a two- thirds vote of the members in good standing present and voting at the next meeting of the Association.
Section 7
The Executive Committee shall have the authority to manage, control, operate, maintain, repair, and improve any property owned by or in which the Association has an interest. The Executive Committee shall have the authority to buy or otherwise acquire, to sell or otherwise dispose of, to mortgage or otherwise encumber, or otherwise deal in or with real, personal or mixed property for any purpose of the Association after either (1) prior written notice to the members of the Association and a two-thirds (2/3) vote of those members in good standing who vote on the proposed action, or (2) by a two-thirds (2/3) vote of the Executive Committee, followed by written notice to the members of the Association and ratification by a two-thirds (2/3) vote of the members in good standing who vote on the proposed action. Written notice of a proposed action shall be given to the members of the Association at least fifteen (15) days prior to the next regularly scheduled meeting of the Association and shall specify the date of the meeting at which the proposed action shall be considered. A vote of the membership under this Article V, Section 7 shall be by written ballot sent to the members with the notice of the proposed action, and the written ballot shall give the member a choice of voting for or against the proposed action. The written ballots shall be numbered and each ballot shall contain the name of the member to whom it is sent. The proposed action shall be considered at the regularly scheduled meeting of the Association next following the fifteen (15) days notice, and members may vote by mail or in person or by proxy at the meeting. A ballot shall be a valid vote only if signed by the member to whom the ballot was sent. To be valid, a proxy must be signed and dated by the person giving the proxy, identify the person to whom given and the date of the meeting for which given, and be accompanied by the signed ballot of the person giving the proxy. A vote by mail may be sent to either the president or the secretary. Any member of the Association shall have the right to inspect the ballots cast, and to challenge the validity of any ballot or the result of the vote.
ARTICLE VI
MEETINGS
Section 1
Regular meetings of the Association shall be held in the months of June, July and August with the one in August being designated as the Annual Meeting.
Section 2
Special meetings may be called by the President or by a written request signed by 25% of the members in good standing.
Section 3
Fifteen (15) voting members in good standing shall constitute a quorum for the transaction of all business at all meetings of the Association.
Section 4
Vote -- For the purpose of voting, a membership consists of a total household unit, regardless of the number of people in the household or their relationship. In the case of ownership of more than one property by a person, and/or an entity controlled by a person, there shall be one (1) membership and one (1) vote for all households and properties.
Section 5
The secretary will notify members of meetings.
ARTICLE VII
DUES
Section 1
The Annual dues of the Association will be determined by a two-thirds (2/3) vote of the Executive Board followed by a written notice to members prior to the next regular meeting and final ratification by a majority of those members in good standing present and voting at that meeting.
Section 2
Annual dues are due on May 1 of each year.
Section 3
No change in dues shall be made to persons applying for membership between annual dates for payment of dues or between annual meetings of the membership.
Section 4
No Active Member shall be eligible to vote unless dues are paid in full.
Section 5
Special assessments shall be made when deemed appropriate by 2/3 of the voting membership.
ARTICLE VIII
AMENDMENTS
Section 1
This Constitution and By-Laws may be modified, altered or amended by a two-thirds (2/3) vote of those members in good standing who vote on the proposal. Written notice of a proposed action shall be given to the members of the Association at least fifteen (15) days prior to the next regularly scheduled meeting of the Association and shall specify the date of the meeting at which the proposed action shall be considered. A vote of the membership under this Article VIII, Section 1 shall be by written ballot sent to the members with the notice of the proposed action, and the written ballot shall give the member a choice of voting for or against the proposed action. The written ballots shall be numbered and each ballot shall contain the name of the member to whom it is sent. The proposed action shall be considered at the regularly scheduled meeting of the Association next following the fifteen (15) days notice, and members may vote by mail or in person or by proxy at the meeting. A ballot shall be a valid vote only if signed by the member to whom the ballot was sent. To be valid, a proxy must be signed and dated by the person giving the proxy, identify the person to whom given and the date of the meeting for which given, and be accompanied by the signed ballot of the person giving the proxy. A vote by mail may be sent to either the president or the secretary. Any member of the Association shall have the right to inspect the ballots cast, and to challenge the validity of any ballot or the result of the vote.
Section 2
Any member in good standing may propose to modify, alter or amend this Constitution and By-Laws. Any such proposal shall be noticed to the members of the Association and voted upon as set forth in Section 1 of this Article VIII.
ARTICLE IX
COMMITTEES
Section 1
The President shall appoint Chairpersons to head the following standing committees, to serve during his/her term of office. The Chairperson appointed shall select members of their own choice to serve on these committees.
Section 2
The Standing Committees shall be as follows:
A. Membership
B. Roads
C. Neighborhood Watch
D. Environment
E. Municipal Liaison
F. Membership Liaison
Section 3
The President may appoint from time to time any special or temporary committees.
ARTICLE X
NOMINATING COMMITTEE
Section 1
The Nominating Committee shall be appointed at the regular meeting in June of every odd numbered year.
Section 2
The Nominating Committee shall present a slate of Officers at the regular meeting in July of every odd numbered year.
Section 3
The election of Officers shall take place at the Annual Meeting in August of every odd numbered year.
Section 4
Counter nominations may be made from the floor at the meeting preceding the Annual Meeting in opposition to the slate presented by the Nominating Committee.
ARTICLE XI
Roberts Rules of Parliamentary Procedure shall govern the Association in all cases not specifically covered by the Constitution and By-Laws.
This Constitution shall take effect as amended on August 17th, 2002.