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Article I Name, Boundaries, Mission
Section 1. Name
The name of the organization shall be The Fort Hill Civic Association, hereinafter also referred to as the FHCA. These
bylaws and provisions comprise the guiding rules and vision for the FHCA in its work in and around the Highland Park/Fort
Hill Neighborhood.
Section 2. Boundaries
The Fort Hill Civic Association does not recognize strict geographic boundaries, and encourages involvement from all people
who live (own or rent) in the Highland Park/Fort Hill area who have an interest in keeping the area safe and secure and are
interested in building a strong network of neighbors in the area. The FHCA’s work and involvement is centered on
the Highland Park/Fort Hill Neighborhood.
Section 3 Mission
The mission of the FHCA is to improve the quality of life for all residents of the area bounded by Columbus, Washington,
Malcolm X and Marcella. We work in cooperation with all other neighborhood groups, businesses and the city to achieve this
mission.
Article II Membership
Anyone living in the above mentioned area is eligible for membership and a vote. Also, the FHCA seeks a diverse membership
base, so that the perspectives of all ages, races, ethnic groups, and sexual orientations are represented. The FHCA will also
work to recruit and identify diverse potential members, including making strong efforts to accommodate individuals whose primary
language is not English.
Section 1. How members are selected Membership is open to all people who live within the Highland Park/Fort Hill.
Section 2. Members financial contribution
There shall be a suggested donation of twelve dollars ($12.00) per adult member per year, with no fee for children under
16 years of age. Collection of these donations is important, as it provides FHCA’s basic funds from which to support
necessary functions, making the welcome kit, maintaining the web address, support community gatherings and other events. Donations
are suggested on a yearly basis. Interested residents who are unable, due to economic or other factors, to pay this membership
fee shall still be encouraged to become active participants in FHCA. In no way does membership dues payment preclude membership
or voting.
Section 3. Responsibilities of members
A. Members represent only themselves and are encouraged to communicate about the activities, meetings and decisions of
the FHCA with their neighbors, and to invite new neighbors to FHCA meetings.
B. FHCA members who also have membership in other local and city associations are encouraged to present reports to the
FHCA regarding the deliberations and activities of these bodies. Members should also be open about any potential conflict
of interest that may exist from participation in these other organizations.
C. Members are encouraged to join at least one committee per calendar year, asked to attend meetings regularly, to participate
in FHCA decision-making, and encouraged to volunteer for a leadership position from time.
Article III Leadership, Roles and Responsibilities
Section 1. Choosing leadership
A. The FHCA members will select its leaders from its active members.
B. There will be two Co-Chairs, a Secretary and a Treasurer elected by the membership for one year terms. The elected
Co-Chairs shall alternate the chairing/facilitating of FHCA meetings, sharing these responsibilities on a revolving bi-monthly
basis. All officers’ terms will be one year starting in August or each year. Elections will be held in June or
July. Co-Chairs can be re-elected only once to a successive term. Co-chairs can only serve two years continuously before s/he
must step aside to allow for another member to serve. The Co-Chairs can be elected more than twice for non-consecutive terms.
The Secretary and the Treasurer may each serve until s/he decides not to run again or is asked to step down by a majority
vote of the membership.
Section 2. Roles and responsibilities of the officers
The roles for the leadership are defined herein. The Leadership Committee shall be made up of the Co-Chairs the secretary
and the treasurer.
Co-Chairs:
On a bi-monthly, rotating basis the co-chairs carry out the following duties:
1. Chair the regular and special meeting of the FHCA.
2. Prepares and distributes the upcoming meeting agendas to membership.
3. Convene these meetings, maintain meeting order, and set agendas.
4. Delegate authority to ad hoc subcommittee chairs.
5. Facilitate the flow of important information between and among all FHCA members.
6. Communicate with city officials, as needed.
7. Assist in the preparation of agendas.
8. Refrain from voting unless there is a tie.
9. Develops and maintains other correspondences as are deemed important by the membership meetings.
The Co-Chairs taking on the role of the Chair can expect the support of the other Co-Chairs in properly discharging his/her
duties.
Secretary
1. Take the minutes of the meetings and assure that minutes are typed and distributed in a timely manner.
2. Will assure the distribution of other important communications to appropriate venues as they occur.
3. Maintains the archive of Association’s minutes and other important documents.
Treasurer
1. Manage the Collection of voluntary annual dues from the general membership.
2. Maintain the collection of any other funds for the organization.
3. Maintain clear documentation regarding the financial accounts of the FHCA.
4. Make regular reports to the general Assembly regarding the financial health of the FHCA.
5. Provide on-going assistance to the Secretary in carrying out his/her duties and fill in as Secretary in his/her absence.
Webmaster and listserv administrator - Volunteer
1. Maintain the website, listserv and other electronic records of the FHCA
Article IV Committee Structure and Responsibilities
The FHCA will structure its work through Committees as well as the "Committee of the Whole." Committees will
be appointed as deemed necessary by the Co-Chairs and/or meeting. Co-chairs will appoint chairs of these committees and designate
the time period of the committee to operate. Committees will report back to the membership on a regular basis.
Article V Meetings, Agenda, Quorum, Voting, Proxies
Section 1. Regular meetings
The FHCA shall hold at least 10 regular meetings per year, unless special circumstances make holding a meeting at the
regular date and time unfeasible. Thee regular meetings are on the first Tuesday of each month at 7 PM. Special meetings
are also callable by present Co-Chairs as deemed necessary. The FHCA shall attempt to secure a regular meeting time and location
for these meetings and publish a calendar of the same through the coordination of the FHCA leadership. Additionally, the FHCA
leadership is responsible for providing written notification of each meeting at least one week in advance of the meeting,
including the agenda for the meeting and the minutes of the previous meeting.
Section 2. Special Meetings
A special meeting may be called by the leadership of the FHCA or at the request of a majority of a quorum of the FHCA.
Notice of special meetings shall be given no less than 72 hours prior to such a special meeting. The Leadership Co-Chairs
can also be called upon in order to respond rapidly to emergency issues.
Section 3. Meeting Procedures
Parliamentary Procedures shall be followed at all general meetings of the FHCA according to Robert’s Rules of
Order, Revised. Because the FHCA is committed to collaborative processes, every attempt will be made to reach consensus on
decisions. Where consensus is not possible, a vote will be taken and a simple majority of a quorum will suffice.
Section 4. Agenda
In the notification of each regular or special meeting, items to be considered at the meeting shall be specified.
Any member may request the addition of an agenda item by contacting one of the Co-Chairs of the FHCA before the agenda
is finalized by the Co-Chairs.
The Co-Chair facilitating a given meeting can also allow addition of other items to the agenda at the onset of a meeting
as he/she sees fit.
Section 5. Quorum
In order to ensure that issues can be processed by the FHCA. The Association membership has agreed to release the need
for a traditional quorum. Thus at least three members (in addition to the Leadership Committee) present at a meeting shall
constitute a quorum for the purpose of transacting business at a meeting. Vacant seats on the FHCA shall not be counted.
Section 6. Voting
Each voting member of the FHCA shall be entitled to one vote on any matter coming before the FHCA, if attending the meeting
at which that matter is brought to vote. A quorum of the membership present and voting is required to pass any matter coming
before the FHCA. The Co-Chair who is facilitating a meeting of the FHCA shall not vote except in the event of a tie.
Section 7. Proxies
Proxy voting means that a "substitute" could vote in place of an absent member. Proxy voting is not allowed.
Article VI Conflict of Interest
Section 1. Defining and Declaring Conflict of Interest
Conflict of Interest is defined as participation in any decision which could or will result in financial benefit to the
FHCA member, a member of their family, or their employer, with reference to relevant laws regarding the topic. Additionally,
FHCA Members will adhere to any other Federal and State definition and laws regarding conflict of interest.
Section 2. Declaration of Potential and Actual Conflict of Interest
All FHCA members are expected to openly identify any potential conflicts of interest that could impact their responsibilities,
to do so prior to discussions regarding those issues. FHCA members are asked to excuse themselves form voting on any issue
in which there is an actual conflict of interest.
Article VII Changing the Bylaws
These bylaws may be recommended for amendment from time to time by a vote of the majority of the voting members of the
FHCA at any meeting at which a quorum is present. Written notice (including the proposed amendment(s)) must be given to each
member prior to the date of the meeting at which such amendment(s) is to be considered.
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