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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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