Bylaws of the Longview Gardens Neighborhood Association

Article 01 – Name

1. The name of this organization shall be the Historic Longview Gardens Neighborhood Association, hereafter referred to in these bylaws as the "Association."

Article 02 – Purpose and Goals

1. The purpose and goals of this Association shall be:

to develop and encourage a sense of community spirit and neighborhood pride among the residents and businesses of the Longview Gardens area;
to improve and beautify the neighborhood through a combination of community cooperation, government support and business participation;
to honor and celebrate the unique history of the neighborhood and its importance and value to the City of Raleigh;
to provide a voice for the neighborhood before city government on issues of importance to the residents; and,
to work with area businesses to establish the neighborhood as a safer, cleaner, healthier and more attractive place to live and work.

Article 03 – Boundaries

1. While all meetings and functions of the Association are open to the public, for purposes of official business, the boundaries of the Association shall be a circle including properties fronting on the following:

Bertie Drive, at the circle;
Albemarle over to New Bern Avenue;
Intersection of New Bern Avenue and Peartree;
King William Road;
Intersection of New Bern Avenue and King William Road;
Intersection of New Bern Avenue and King Charles Road;
King Charles Road to circle;

Article 04 – Membership

1. Membership in the Association shall be open to any person who meets all of the following criteria:

is 18 years of age or older;
resides within the boundaries of the Association;
attends any meeting of the Association during the calendar year or presents his or her name and address to the Recording Secretary;
makes an annual contribution of record;
The Association shall have a fiscal year that begins on October 1st of each year.

Article 05 – Officers

1. The officers of the Association shall consist of two (2) Co-Chairs, a Treasurer, a Recording Secretary.

2. The officers must be members in good standing of the Association.

3. No person shall hold more than one office at any time.

Article 06 – Nominations

1. At the Annual Meeting, any member may submit his or her name or the name of another member to the membership for consideration as an officer. The individual nominated must be present at the Annual Meeting and must accept the nomination.

Article 07 – Elections and Voting

1. At the Annual Meeting, the election of officers shall be held by written secret ballot.

2. Only members of the Association may vote.

3. Any member wishing to vote in an election or any other matter before the Association for a vote must be a member in good standing for a minimum of one month prior to the vote in accordance with Article 4 of these bylaws, except under the provisions of Section 11.3 of these bylaws.

4. Members will be asked to place their name on the official attendance sheet maintained by the Recording Secretary prior to voting.

5. Elections and all business subject to a vote shall be determined by a simple majority vote of members present and voting, except as set forth in Section 10.4.

6. At the discretion of either Co-Chair, votes on any other matter before the Association may be taken by voice vote or a show of hands, or in such manner as the Co-Chairs deems appropriate.

7. Any four (4) members may request that any vote be taken by secret ballot on any matter before the Association.

Article 08 – Duties of Officers

1. Either Co-Chair shall assist the other Co-Chair in the performance of his or her duties when required or requested.

2. Each officer shall maintain his or her own file of books, records or correspondence and other documents of the Association transactions. Upon termination of each officer’s term of office, officers shall transfer all files to their successors.

3. The Co-Chairs are the sole and exclusive spokespersons for the Association on behalf of the Association. No member may speak on behalf of the Association without the direct authorization of the Co-Chairs or the membership.

4. The Treasurer shall be responsible for the receipt, disbursement and accounting of all of the Association funds. All money shall be deposited in a local bank designated by the membership.

A financial report shall be presented by the Treasurer to the membership at each scheduled meeting of the Association. The financial report shall be incorporated into the minutes of the meeting.
The Treasurer and either Co-Chair may hold dual signature authority for the purposes of expenditures from the bank account with the approval of the membership.
Expenditures that may be required for supplies or incidental operating expenses may be withdrawn from the account between meetings without membership authorization upon the approval of a Co-Chair.
The Treasurer shall maintain all necessary books and records pertaining to membership dues, Association funds and expenditures.

5. The Recording Secretary shall ensure that members are notified of meetings dates, places and times and shall keep a listing of the membership of the Association.

The Recording Secretary shall keep the minutes of all meetings. A written report of the minutes of the prior meeting shall be made available to the membership by electronic means and at the next scheduled meeting.
The Recording Secretary, or other designated substitute, shall keep an accounting of attendance at all meetings.
The Recording Secretary and Treasurer, and /or their designee’s shall receive and count any vote requiring written secret ballot and shall make the results known to the Co-Chairs who shall announce the results.

Article 09 – Tenure of Office

1. The term of office for all officers shall be for one year, ending at the Annual Meeting with the election of new officers.

2. To retain office, an officer must be a voting member in good standing.

Article 10 – Vacancies in Office/Removal

1. Any vacancy in any office of the Association shall be filled by the membership at a designated special meeting called by the officers of the Association, a Special Meeting in lieu of the Annual Meeting or at the next regularly scheduled meeting of the Association.

2. Any officer resigning his or her position shall do so in writing to the Recording Secretary or to one of the Co-Chairs.

3. Any person elected to fill a vacancy shall serve for the remainder of the vacant term.

4. Any officer may be removed from office for good cause shown by a vote of two/thirds (2/3) of the entire membership at a Special Meeting in lieu of the Annual Meeting. For the purposes of a quorum at such a meeting for this Section only, three-fourths (3/4) of the entire membership must be present.

Article 11 – Annual Meeting

1. The Annual Meeting of the Association shall be held at a designated date in the month of September, except as specified in Sections 11.2 and 11.3.

2. A Special Meeting in lieu of the Annual Meeting may be held with the approval of a majority of the membership present and voting at any meeting. The purpose of a Special Meeting in lieu of the Annual Meeting may include the inability to hold an Annual Meeting during the month of September as set forth in this Section.

3. For the purposes of calendar year 2004, all business designated to be conducted at the Annual Meeting under these bylaws may be conducted at the initial meeting of the Association upon adoption of these bylaws, or at such time as the membership shall authorize at that time.

Article 12 – Meetings

1. All meetings of the Association shall be held within the boundaries of the Association unless approved in advance by the membership.

2. The Association shall meet at such times and at such intervals as the membership may from time to time determine. The Co-Chairs shall call all meetings of the Association.

3. Any member or group, inside or outside the boundaries of the association and any city department may request an unscheduled meeting of the Association to conduct business. The request shall be made to either Co-Chair in writing and shall specify the reasons for such unscheduled meeting, and the Co-Chair receiving the request shall consult with the officers to determine if such meeting is required. The Co-Chairs shall make the final determination on the necessity of such unscheduled meetings, or may place such business on the agenda for the next scheduled meeting.

4. All members have the right to speak on any issue being considered by the Association and shall be afforded the opportunity to speak on any such issue. The presiding officer may limit debate on an issue in the interest of time and efficiency, or debate may be limited to a specific time period upon motion of a member approved by a majority of the membership present and voting.

5. A quorum for the conduct of official business of the Association shall be a minimum of ten (10) members or such other number as the membership may determine from time to time.

Article 13 – Amending the Bylaws

1. The bylaws may only be amended when all of the following criteria are met:

Notice of the proposed amended should be sent in writing to one of the Co-Chairs at least one month in advance of an Annual Meeting or Special Meeting;
A vote of two/thirds (2/3) of the entire membership present at a Special Meeting or Annual Meeting in which all members of the association were properly notified in advance of the meeting.

Article 14 – Dissolution

1. Upon dissolution of this association, any and all assets remaining after payment of debt and liabilities shall be given to a non-profit community group, as directed by a majority of the Officers.