Bylaws

By-Laws Of Germantown Oaks Neighborhood Watch

ARTICLE 1 – Name

The Organization shall be known as Germantown Oaks Neighborhood Watch, and when the following word “GoWatch” is used in this covenant or any supplemental covenants (unless prohibited), it will have the same meaning, hereinafter referred to as the “Organization”.

ARTICLE 2 – Purpose

The Organization is established to provide a neighborhood forum for united action on civil problems, promote the improvement and safety of our community, encourage neat and well-appointed property, and to aid and assist duly-appointed law enforcement in maintaining peace and tranquility in our neighborhood.

ARTICLE 3 – Meetings

Monthly Meeting: The Organization will hold regular neighborhood watch monthly meetings on the last Monday of the month.  The first part of the meeting will be held together with the Ridgeway Neighborhood Watch Group.  The second part of the meeting will be our Organization only, to discuss neighborhood business and hear concerns.

Annual Meeting: The Annual Meeting to elect Officers and Board Members shall be held on the first Thursday of May. Members will elect a Board of Directors and Officers. Other business may also be brought before the meeting. If the Annual Meeting is not held on the date designated the Directors shall cause the meeting to be held as soon as convenient.


Special Meetings: Special meetings of the Organization may be called at any time by the President or member of the Board of Directors.  At any time, upon written request of anyone who has called a special meeting, it shall be the duty of the Secretary to fix the date of the meeting, to be held not more than thirty days after receipt of the request, and to give due notice thereof. If the Secretary shall neglect or refuse to fix the date of the meeting and give notice thereof, the person or persons calling the meeting may do so.



ARTICLE 4 – Membership

Membership: Membership shall be on a household basis, based on the covenants and principles for which this Organization is formed. Membership shall be open to any homeowner, residential lot owner, or leaseholder in the Germantown Oaks Neighborhood Watch area. Eligibility shall be automatic with ownership of property or residence within the Organization boundaries, and such citizens shall automatically become active members upon payment of annual dues, with all of the services offered by the Organization.

2. Associate Membership: Associate memberships shall be open to persons having a common interest in the purposes for which the Organization is established, and include, but not limited to, builders, realtors, and other businesses having significant contact in the GOWATCH boundaries. Associate memberships may be awarded by a majority vote of the Board of Directors and upon payment of annual dues.  Associate members shall have no vote in Organization matters, but shall be allowed to voice opinions and enter into discussions relating to matters after being brought before the Board of Directors.

3.  Membership in the Organization shall terminate when a member or Associate Member ceases to comply with the conditions of membership or annual dues are not paid.

Any member may withdraw from membership in the Organization by giving written notice of their intent to the Board of Directors. Previously paid dues may not be refunded in whole or in part.

ARTICLE 5 – Dues


1. The Board of Directors shall set dues for each year by April 30th.  Dues are due and payable by June 1st and cover the current fiscal year.              

2.  Any changes in annual membership dues or additional finances needed shall be enacted by a two-thirds vote of the Board of Directors.


ARTICLE 6 – Board of Directors

A Board of seven directors, including officers, shall have charge of the affairs of the Organization. Each Board Member shall serve a term of one year. Board members will be elected each year at the annual meeting to be held each May, and each shall be seated immediately. In the event a vacancy on the Board occurs between annual meetings, the President, with the approval of a majority of the Board of Directors, may appoint an Organization member in good standing. (After August 1, 2008, appointees must have at least six months membership to fill the unexpired term.) Board members may serve consecutive terms.

The Board of Directors:  With the approval of a majority of its       members, the Board shall have authority to authorize all expenditures for any bona fide or beneficial cause deemed in the best interest of the Organization.

The Board of Directors shall meet each quarter or more frequently at the discretion of the President at such time and place as designated by the Board.

The President and each Board Member shall all have equal voting rights.
 
Quorum:  A majority of the total number of Directors shall constitute a quorum for the transaction of business.

Election of Directors:  Elections for the Directors of the Organization shall be by written ballot.

Amendments: These By–Laws may be amended or repealed by a two-thirds vote of the Board of Directors at any regular or special meeting of the Directors, duly convened after notice to the President and Board of Directors for that purpose.



ARTICLE 7 - Officers

During the Annual Meeting, members will vote by ballot for the following slate of Officers for one-year terms: President, Vice President, Treasurer, and Secretary. Duties of the Officers shall consist of the following, plus other duties assigned by the President as needed:

 PRESIDENT

The President shall attend and preside at all Board and general meetings and provide an agenda for each meeting. The President shall be the Chief Executive Officer of the Organization. He/She shall have general and active management of the business of the Organization, subject to the right of the Directors to delegate any specific powers. He/She shall have the general power and duties of supervision and management usually vested in the office of President.

The President shall appoint necessary committee chairpersons, and shall consult with such chairpersons on appointing additional members of such committees.

The President shall have authority to approve expenditures not to exceed seventy dollars ($70.00) for any cause deemed bona fide and in the best interest in the Organization.  A Check Request Forms must be submitted to the Treasurer for all expenditures before the Treasurer writes the check(s).



VICE-PRESIDENT

The Vice-President shall serve as President-Elect, to succeed to the office of President should for any reason the post becomes vacant,
and shall assist the President in the duties of the office. In the absence of the President, the Vice-President shall preside at all meetings. In the absence of both officers, the Treasurer shall be Chairperson for that meeting.

 SECRETARY

The Secretary shall attend all meetings and record all the votes, correspondence, and minutes of all transactions in a book to be kept for that purpose, and shall perform such other duties as may be prescribed by the Board of Directors or President, and under whose supervision he/she shall be. He/She shall keep safe custody of the Organization’s By-Laws and other records, which shall be open to all paid members.
 
TREASURER

The Treasurer shall have custody of the Organization funds and shall keep full and accurate accounts of receipts and disbursements in books belonging to the Organization. Funds collected by the Organization shall be deposited to the credit of the Organization in a bank or trust company selected and approved by the Board of Directors. The Treasurer shall prepare and submit bank reconciliation statements each month to the President, which both shall sign.  The Treasurer will then mail/email the report to the other Board Members.  A summary report of the month’s activity shall then be reported at the Neighborhood watch meeting. 

All withdrawals shall be by check signed by either the Treasurer, or when not available the President of the Organization. Before any check is written, a Check Request Form must be submitted by the requestor and approved by the President and Treasurer.  When the President or Treasurer will not be available for at least a week the Vice President may sign for the unavailable Officer. 

The Treasurer shall request budget proposals from the Directors and shall prepare a final budget to be submitted to the Board of Directors for approval. The Board shall approve each year’s budget by June 30 of the each year.

The Treasurer shall disburse the funds of the Organization as may be ordered by the Board, taking proper vouchers for such disbursements, and shall render to the President and Directors, at the regular meetings or whenever required, an account of all transactions as Treasurer and of the financial condition of the Organization.
Summary of the Treasurer’s duties:
Maintains complete set of books, keeps records of accounts, and verifies the procedures used for recording financial transactions.
Posts journal entries and reconciles accounts, maintains general ledgers and prepares financial statements.  
Give a Treasurer’s Summary Report at Monthly Meetings.


ARTICLE 8 - Removal of Officer or Director

If at anytime there is a member who questions whether an Officer or Director is worthy to serve, they may report their concern to a Board Member.  That Board Member shall request a special board meeting to review the concern(s), and the person reporting the concern may be asked to testify at the meeting.  Additional information can be requested and if detrimental evidence is found, the Board will vote on what action to take.  The Board may, by a two-thirds vote, ask for the resignation from the position held, or go ahead and remove the person from office.  If other action is taken, an Action Plan will be made that the member in question agrees to.  If the member does not fulfill the Action Plan, the Board will meet to take further action.


ARTICLE 9 - Members Responsibilities

Understand and comply with the Organization By-Laws and city ordinances.
Pay your membership fee on time.
Stays informed and participate in the business of your neighborhood watch by reading the meeting minutes, attending the meetings, understanding the budget, and volunteering to serve on a committee or the Board.
Maintain a current address with GoWatch, especially if you do not live in the community.
If a member owns rental property in GoWatch boundaries, he/she should provide tenants with a copy of city code requirements.


ARTICLE 10 - GoWatch Responsibilities

Maintain, protect, and enhance the value of the community.
Govern the Organization in accordance with federal and state laws.
Establish a committee to provide an information package to new residents.
Provide the members the names, email addresses, and phone numbers of all Organization Officers and Directors within 30 days of their election.  This information will be found on GoWatch website or can be provided by the Secretary upon request. 
Hold regular Board meetings, general meetings, and an annual meeting for elections.
Provide an opportunity for participation in a member’s forum at each general meeting.
Inform members of annual membership fees and meeting times.  This information will be provided at general meeting and published on the website.
Provide an annual income statement and balance sheet to all members within 60 days of the end of each fiscal year (June 1st to May 31).
Provide a financial statement upon request by a member within 10 days of the request.
Enforce the Organization By-Laws and other governing documents in a fair and consistent manner.
 



ARTICLE 11 – Block Captains

Block Captains will be named by the Board of Directors to represent different areas of the neighborhood.  They will recruit members and keep their area informed on activities.  Code violations and concerns in their area will be reported at the monthly watch meeting and/or to the Board.  They may receive special assignments from the Organization.  Captains must attend meetings. 


ARTICLE 12 – Committees

Committees will be organized when required to fill special needs.  They will report to the Board of Directors and may be attended by Board Members.  Reports will be created at different periods in the life of the committee to report their progress/finding in writing. 





Sept. 18, 2008