Abbott-Downing Neighborhood Association

Abbott-Downing Neighborhood Association Bylaws

ARTICLE I & II

ARTICLE I PURPOSE:
The purpose of The Abbott-Downing Neighborhood Association is to proactively represent the interest of residents and enhance community pride.
Section 1 NAME OF ORGANIZATION:
The name of the organization shall be The Abbott-Downing Neighborhood Association (ADNA).
Section 2 PURPOSE OF Abbott-Downing Neighborhood Association: The purpose for which ADNA is organized is:
a. To protect, keep safe, and provide quality of life for our neighborhood and it’s residents.
b. To provide an open process by which all members of the neighborhood may involve themselves in the affairs of the neighborhood.
c. To do and perform all of the activities related to said purposes, to have and enjoy all of the powers granted and engage in any lawful activity for which corporations may be organized.
d. Notwithstanding any statement of purposes or powers aforesaid, this association shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of its specific and primary purpose.
e. To encourage traffic to move slowly and smoothly thru neighborhood and particularly around Rumford School.
f. Encourage tree planting, bushes, flower gardens that is sensitive to home owners, traffic and safety
g. Encourage small business and business participation in neighborhood.
h. Review and recommend an action, policy, or plan to the City Council, and any city agency, commission or board on any matter affecting the ADNA.
ARTICLE II MEMBERSHIP QUALIFICATIONS:
Membership in ADNA shall be open to all residents, property owners and or operators or business, within the boundaries of ADNA as defined in Article XI of these bylaws.
a. Membership in ADNA shall be open to any person who lives on or owns any real property, or any legal entity who operates a place of business or institution, within the recognized boundaries of the ABNA, any person meeting this criteria shall be considered a member of the ABNA
b. An active member is defined as one who has attended at least one general or special meeting within the last calendar year.
c. There shall be no limit to the number of ADNA nenbers
d. The ADNA membership list shall be updated at least semi-annually.
e. Upon the date of adoption of the bylaws, all currently listed participants shall automatically be members. After the date of adoption, the membership criteria listed above shall apply.
Section 1 ELECTED MEMBERS:
All candidates for board membership by election shall have been a resident of the district for candidacy for a minimum of 30 days prior to the last day of the filing period and a resident of the Abbott-Downing Neighborhood Association for 90 days prior to the last day of the filing period.
Section 2 MEMBERSHIP VOTING:
All residents, located within the Abbott-Downing Neighborhood Association boundaries, 18 years of age or older, shall have one vote each to be cast during attendance at any general or special meeting.
All residents, property owners, or businesses located within ABNA shall have one vote per member household, property or business entity, each to be cast during attendance at any general or special meeting.

ARTICLE IIII & IV

ARTICLE III FUNDING
Section 1 DUES:
The members of the ADNA shall be annually assessed a fee of $15.00 for the operation and maintenance of the ADNA. In addition, any and all voluntary contributions will be accepted. Activities to raise funds for ADNA use may be held if appropriate. OR
Charging of dues or membership fees shall be prohibited; however, voluntary contributions and fundraising activities are encouraged.
ARTICLE IV MEETINGS
Section 1 GENERAL MEETING: There shall be at least one general membership meeting yearly. The meeting shall be convened in the fall and spring and upon any day decided upon by the majority vote of the board of directors. Notification for all general meetings shall require seven (7) days advance notice printed in Concord Monitor –Community News, Town crier, or announced on CCTV community board or WJYY public service announcements..
The ADNA regular meetings shall be held no less than, but not limited to, once per quarter to address pertinent city and neighborhood business, activities and concerns.
Section 2 SPECIAL MEETINGS: Special meetings of the membership may be called by the chairperson or the executive board as deemed necessary. Notification and purpose of the special meeting shall require seven (7) days notice printed in Concord Monitor –Community News, Town crier, or announced on CCTV community board or WJYY public service announcements.
Section 3 AGENDA: Subject to the approval of the board of directors, the chairperson shall prepare the agenda for general and special meetings of the membership. Any person may add an item to the agenda by submitting the item in writing to the board of directors at least three (3) days in advance of the membership meeting. Any member of ADNA may make a motion to add an item to the board, general or special agendas at those respective meetings. Adoption of that motion requires a second and majority vote.
Section 4 QUORUM: A quorum for any general or special meeting of ADNA shall be a minimum of six members. Unless otherwise specified in these bylaws, decisions of ADNA shall be made by a majority vote of those members present at any meeting.
Section 5 PARTICIPATION: Any general, special, board or committee meeting is open to any person and all who wish to may be heard. However, only those eligible for membership are entitled to vote. All actions or recommendations of the general or special meetings shall be communicated to all affected parties, including minority reports.
Section 6 PROCEDURES: The ADNA shall follow Robert’s Rules of Order (Revised) in all areas not covered by the bylaws.

ARTICLE V & VI

ARTICLE V BOARD OF DIRECTORS (Neighborhood Officers instead of Board of Directors)
Section 1 COMPOSITION OF BOARD: The Executive Board, hereinafter referred to as the board, shall be composed of a chairperson, CO-chairperson, secretary and treasurer. The Board of Directors shall determine the exact number of board positions annually. There shall be at least 4 board members and the ADNA may add additional officers as needed.
Section 2 Terms of Office: Each officer shall hold office for a term of (1) year for which he/she is elected or appointed and until his/her successor has been elected or appointed to take office. Officers may serve for two (2) consecutive terms.
Section 3 Nominations of Board: A nominating committee appointed by the Chair shall propose for the annual meeting one or more eligible voting candidates from the membership for each office for the coming year. Nominations shall also be accepted from the floor. All candidates must have accepted the nomination and be qualified voting members of the ADNA. Only persons eligible for ADNA membership shall be qualified to hold an elected or appointed position.
(I have combined Board with Elections)
Section 6 VACANCIES: The board may fill any vacancy on the board or a committee by majority vote of the board in cases involving absences by a board or committee member from three (3) consecutive meetings. A member appointed to fill a vacancy shall serve the remainder of the unexpired term and until his/her successor is elected or appointed.
Section 7 IMPEACHMENT: A majority of the board may submit a written request for the chairperson’s resignation at a board meeting. If the chairperson chooses not to resign, then any holder of an elected position may be removed and replaced by a two-thirds (2/3) vote of a general or special meeting.

Section 2 DUTIES OF BOARD MEMBERS
a. CHAIRPERSON: The chairperson shall be responsible for the operation of the ADNA and its officers pursuant to these bylaws. This shall include prepare the agenda and preside at all meetings of the board and membership; representing the neighborhood at official functions, shall appoint sub-committees, except for members of the Grievance Committee. Monitor neighborhood expenditures and authorized by the board and generally oversee in the business of the association. The chair shall have the primary responsibility for leading the long-term and short-term planning efforts of the association. Upon leaving office, the chairperson shall serve in an advisory capacity to the current officers for a period of one year.
b. CO-CHAIRPERSON: The first alternate shall assist the chairperson; in the chairperson’s absence shall function as chairperson.
c. SECRETARY/TREASURER: The secretary/treasurer shall keep minutes and written records of majority and minority opinions expressed at all meetings; shall be responsible for all correspondence of ADNA; shall make records of ADNA available for inspection for any proper purpose at any reasonable time. The secretary/treasurer shall be held accountable for all funds and shall give an accounting at each general meeting; shall receive, keep safe, and disburse ADNA funds, but such disbursement shall require the signature of the Chairperson. This position may be divided into separate secretary and treasure function if the ADNA so desires.
d. The ADNA may establish additional Committee Chairpersons to serve with the officers as necessary. Chairpersons of committees shall inform the board and ADNA of all activities of their respective committees.

Section 3 DUTIES OF THE BOARD:
a. MANAGEMENT: The affairs of ADNA shall be managed by the board in the interim between general meetings. The board shall be accountable to the membership; shall seek the view of those affected by any proposed policies or reactions before adopting any recommendation on behalf of ADNA; and shall strictly comply with these bylaws.
b. VACANCIES: The board may fill any vacancy on the board or a committee by majority vote of the board in cases involving absences by a board or committee member from three (3) consecutive meetings. A member appointed to fill a vacancy shall serve the remainder of the unexpired term and until his/her successor is elected or appointed.
c. BOARD MEETINGS: The board shall meet at least fourteen (14) days prior to any general or special membership meeting and at any other time the chairperson may designate. These meetings shall be open session; however, only board members shall be entitled to vote. A quorum for board meetings shall be at least three (3) board members in attendance; decisions shall be made by majority vote. Directors shall be notified of board meetings in writing or by telephone in advance. A majority of board members, by signed petition, may call a board, general or special meeting.
d. EMERGENCY POWERS: In such cases where the board is required to provide neighborhood response before the question is presented to the membership, the board must indicate to the questioner that this is the case, and shall present the action taken at a special or general meeting with 30 days, or within a reasonable time for ratification by the membership where circumstances dictate.
ARTICLE VI COMMITTEES
Section 1 COMMITTEES: The board shall establish both standing and ad hoc committees as it deems necessary. Committees shall make recommendations to the board for board actions. Committees shall not have the power to act on behalf of the organization without specific authorization from the board. Committees shall have elected committee chairpersons with nominations being taken from the floor and shall require a majority vote of the membership present. The chairperson shall then call for the volunteers to fill committee memberships. In the case of insufficient volunteers, the board will fill the vacancies.
ARTICLE VII GRIEVANCE PROCEDURE
Section 1 PERSON OR GROUP ADVERSELY AFFECTED: A person or group adversely affected by decision or policy of ADNA may submit in writing a complaint to any member of the Grievance Committee.
Section 2 RECEIPT OF COMPLAINT: Within seven (7) days of receipt of the complaint the committee shall arrange with the petitioner a mutually acceptable place, day and hour for a review of the complaint, and will in writing, within thirty (30) days, recommend a resolution of the grievance to the board.
Section 3 FINAL RESOLUTION: The committee shall attempt to resolve the complaint and shall submit a report of their recommendation and/or action to the complainant, board and membership. If the committee, board and petitioner cannot reach agreement, final resolution of the complaint shall be by vote of a majority of the membership at a general or special meeting.
ARTICLE VIII PROCEDURE FOR CONSIDERATION OF PROPOSALS
Section 1 EXECUTION: The board shall be responsible for execution of this article.
Section 2 SUBMISSION OF PROPOSALS: Any person or group, inside or outside the boundaries of ADNA and any city department may propose in writing items for consideration and/or recommendation to the board. The board shall decide whether proposed items will appear on the agenda of either the board, special committees or general or special meetings.
Section 3 NOTIFICATION: The proponent and members directly affected by such proposals shall be notified in writing of the place, day, and hour the proposal shall be reviewed not less than (7) days in advance by telephone, e-mail or mail or by public notice.
Section 4 ATTENDANCE: The proponent may attend this meeting to make a presentation and answer questions concerning the proposal.
Section 5 DISSEMINATION: The ADNA shall submit recommendations and dissenting views as recorded from the meeting to the proponent and other appropriate parties.
ARTICLE IX BOUNDARIES
Section 1 BOUNDARIES: Boundaries of ADNA shall be defined as follows:
Northern boundary: Pleasant Street – Both sides of the street
Southern boundary West Street – Both sides of the street
Eastern boundary: Main Street – Both sides of the street
Western boundary: Spring Street – Both sides of the street
ARTICLE X CONFLICT OF INTEREST
Section 1 Definition: A conflict of interest exist for the board member whenever the member holds a personal financial interest which will be impacted by the action or inaction by ADNA on a proposal before the membership or board. A personal financial interest shall include a financial interest held by the member and /or by member of their immediate family. A personal financial interest includes an ownership interest above 5% of a business, which will be impacted by the decision of ADNA. Examples of personal financial interest would include Employment by ADNA; ownership of property the use or control of which is being considered by ADNA; plans to purchase property the use or control of which is under discussion by ADNA, etc.
Section 2 Declaring a Conflict of Interest: Whenever a board member determines that they have a conflict of interest relating to an item under discussion, they must inform the body (membership or board members) hearing the proposal that the conflict of interest exists.
Section 3 Abstention from Voting: Officers shall not vote on matters in which They have a conflict of interest.
ARTICLE XI Non-Discrimination
ADNA shall afford opportunities for participation in the Neighborhood Association to all persons who meet the membership qualifications regardless of race, color, religion, sex, age handicap, familial status, or national origin.
ARTICLE XII ADOPTION AND AMENDMENTS of Bylaws: Adoption of and amendments to these bylaws shall require a two-thirds (2/3) vote by the members present at a general meeting.
All amendments of these bylaws must be proposed in writing and submitted to the ADNA chair, who will then distribute copies of the proposed amendment/s to active members at lease thirty (30) days before voting on their adoption. Reasonable attempts to notify all ADNA members of the proposed amendments through public notice or any other methods deemed reasonably by the ADNA shall be made at lease seven(7) days prior to voting. This notice shall specify the date, time and place of reconsideration of the proposed amendment/s.