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OLD SEMINOLE HEIGHTS NEIGHBORHOOD ASSOCIATION, INC. Suggested revisions for the BYLAWS |
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| Existing Bylaws | Proposed Changes (12-28-2009) |
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Article VII Duties of Office
Section 1. In general: All officers shall attend General Membership meetings and the Executive Board Meetings. Failure to attend, without prior notice, three consecutive meetings shall constitute resignation. Notice of anticipated absences shall be given to the presiding officer of the meeting to be missed.
Section 2. Chairperson of the Executive Board: The president shall conduct the Executive Board meetings, and may call special meetings when the need arises. Section 3. Trustees: Trustees are at-large members of the Executive Board, and shall serve, along with the other officers, as the corporate Board of Directors per the Articles of Incorporation.
Section 4. President: The president shall preside over the General Membership meetings and the Executive Board meetings, and shall ensure that matters requiring Executive Board approval are presented to that Board.
Section 5. Vice President: The vice president shall assist the president in fulfilling the duties of that office. The vice president shall preside over General Membership meetings in the absence of the president.
Section 6. Secretary: The secretary shall keep minutes of the General Membership and Executive Board meetings. The minutes will be posted at the Seminole Heights Branch Public Library and be available before all General Membership meetings. Minutes of the Executive Board meetings shall be provided prior to the start of each Executive Board meeting. The secretary shall maintain a record of all members of and visitors to the General Membership meetings and to the Executive Board meetings. Records of attendance at General Membership meetings shall be maintained by means of a sign-in sheet at each meeting. Further, the Secretary shall maintain a list of officers and committee chairpersons to include the name, address, and telephone number of each; and shall be the custodian of the corporate seal of OSHNA, all correspondence, and all other records of OSHNA which are not in the custody of other officers.
Section 7. Treasurer: The treasurer shall receive all OSHNA funds and deposit them into OSHNA accounts; maintain records of OSHNA finances in the form of income, expenditure and account balances; report current financial information at each General Membership and Executive Board meeting. The treasurer shall prepare a written annual report of gross income and detailing expenditures by type as of the end of August each year. This report shall be submitted to the Executive Board at its regular September meeting and to the General Membership at the fourth quarterly General Membership meeting.
Section 8. Committee Chairpersons: With the exception of the Audit Committee, the committee chairpersons shall report to the president. Committee findings and recommendations are to be presented to the General Membership. All committee members must be members in good standing. Committee chairpersons shall abide by these bylaws and by any and all policies and guidelines established by the Executive Board. Committee chairpersons should attend Executive Board meetings and make reports as requested by the Board
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Section 1. Attendance: All officers shall attend General Membership meetings and the Executive Board Meetings. Failure to attend three consecutive meetings without prior notice shall constitute resignation. Notice of anticipated absences shall be given to the presiding officer of the meeting to be missed.
Section 5. Vice President: The vice president shall assist the president in fulfilling the duties of that office. In the event of the president’s absence the vice-president shall assume the responsibilities of the president.
Section 6. Secretary: A. The secretary shall keep minutes of the General Membership meetings. A draft copy of the minutes shall be provided to the members of the Board prior to the subsequent Executive Board meeting so that they may be reviewed and approved. Minutes of the prior General Membership meetings will be available at the subsequent General Membership meeting. B. The secretary shall keep minutes of the Executive Board meetings. A draft copy of the minutes shall be provided to the members of the Board prior to the start of the subsequent Executive Board meeting so that they may be reviewed and approved. C. The minutes of the General Membership and Executive Board meetings shall be posted on the OSHNA web site after approval by the Board. D. The secretary shall maintain a list of officers and committee chairpersons to include the name, address, email address, and telephone number of each. The secretary shall be the custodian of the corporate seal of OSHNA, all correspondence, and all other records of OSHNA which are not in the custody of other officers. E. On leaving office all records shall be transferred to the new secretary. We no longer post minutes at the library and electronic posting will give a more universal access to the minutes. We have not kept sign-in sheets and have not needed them. Guests and speakers at Board meetings are recorded in the minutes.
Section 7. Treasurer: A. The treasurer shall receive all OSHNA funds and deposit them into OSHNA accounts; maintain records of OSHNA finances in the form of income, expenditure and account balances; report current financial information at each General Membership and Executive Board meeting.
B. The treasurer shall prepare a written annual report of gross income and detailed expenditures by type as of the end of September of each year. This report shall be submitted to the Executive Board at its regular October meeting and to the General Membership at the fourth quarterly General Membership meeting.
C. On leaving office all records shall be transferred to the new treasurer.
Changes the timing of reports to coincide with the calendar year and to allow time for a new treasurer to prepare the reports.
Section 8. Committee Chairpersons: A. Chairpersons shall report to the president and the Executive Board.
B. All committee chairs must be members in good standing of OSHNA. Committee chairpersons shall abide by these bylaws and by any and all policies and guidelines established by the Executive Board.
C. Committee chairpersons should attend Executive Board meetings and make reports as requested by the Board. Notice of anticipated absences shall be given to the presiding officer of the meeting to be missed. Failure to provide a committee report or to attend three consecutive meetings without prior notice may, at the Executive Board’s option, be considered as resignation.
Clarifies procedures and makes attendance requirements for committee chairs the same as for officers.
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Article I - Name, Purpose and Membership
Article II - Meetings
Article III - Quorum
Article IV - Officers
Article V - Elections
Article VI - Executive Board
Article VII - Duties of Office
Article VIII - Committees
Article IX - Amendments to Bylaws
Article X - Non-Discrimination
Article XI - Non-Profit Provisions
Article XII -Control and Disbursement of Funds
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Section 7: This does not clarify that the Treasurer should be drafting all checks and should always be a signatory on the banking account. How else can they keep a handle on the increasingly more complicated financial picture.
This section should also clarify that there are at least two signatures needed for any bank draws. This is just good accounting procedures for any organization.
As a practical matter, the treasurer does draft all checks. However, if the treasurer should be out of town or otherwise unavailable when a bill needed to be paid or funds expended, the current rules allow another of the authorized signers to write a check.
Currently all checks for OSHNA require two signatures. This has sometimes caused difficulty for the treasurer and delay for the person or project needing the check while the treasurer tracked down a second signer.
It is standard practice that no checks are issued unless the expenditure has been authorized by a vote of the board or it is on the expenditure budget that the Board approves at the beginning of the year.