Article I: Object
The purpose of the Sunset Hill Addition Neighborhood Association is to provide a forum and an active support group for the residents of the Sunset Hill Adition in order to make the area a safer, more attractive and a better place to live.
Article II: Membership
All property owners and residents of Sunset Hill Addition shall be welcome in the Association. The boundaries of Sunset Hill Addition are West Jefferson Boulevard on the north, Waverly Drive on the east, West Claredon Drive on the south, and Hampton Road on the west.
Article III: Officers
The officers of the organization shall be a president, a vice-president, a secretary, and a treasurer.
Officers shall be elected at the annual meeting in the spring of each year. The term of office shall be one year. No officer shall serve in the same office for more than two consecutive years.
Vacancies in the offices other than the presidency shall be filled by a vote of the majority of the Executive Committee, until the next annual meeting. If the removal of an officers becomes necessary, it shall be accomplished by the same means as an amendment of the bylaws in Article XI.
A. The President shall preside of all general meetings and over those of the Executive Committee. He or she may call any necessary special meetings and shall be an ex-officio member of all standing committees. The President or the president’s designated representative, shall represent the Association of the Old Oak Cliff Conservation League and on all public occasions. Only the President or the President’s designated representative shall speak for the Association. The President, or the president’s designated representative, shall assume the role of parliamentarian, in that he or shell shall become familiar with “Roberts Rules of Order Revised” and shall see that all general and Executive Committee meetings are conducted in accordance with them. The president shall, in addition, perform all other duties which normally pertain to the office.
B. The vice president shall assume the responsibilities of the office of the presidency in the absence or disability of the president. He or she shall be the president’s liaison officer with all the committees, keeping the president up to date on all their activities. The vice president shall act as coordinator of standing committees, assuring a prompt and cohesive communication of the neighborhood objectives to Winnetka Heights residents and guard the free exchange of ideas. The vice president shall also be responsible for meeting programs. The vice president shall not be eligible to chair any committees.
C. The secretary shall keep the minutes of the meetings of the Association and of the Executive Committee, and shall handle correspondence of the Executive Committee and the association as necessary. He or she shall keep a list of all committee chairpersons and all standing and other committees. The secretary shall be the official historian and shall keep the archives of the neighborhood. Upon request from any member, to the president, the secretary shall make available, within a reasonable amount of time, copies of all recent Executive and membership meeting minutes and records. The secretary shall place a brief summary of the minutes of the Executive Committee meetings in the Association Newsletter.
D. The treasurer shall be responsible for and keep records of any money that goes through the Association. The treasurer shall maintain all financial records of fund raising activities for the benefit of the Association. Upon request from any member to the president, the treasurer shall make available all recent financial and fund-raising records of the Association within a reasonable amount of time. The treasurer shall present a written report of the financial position at the Annual Meeting, including a report of all special funds.
Article IV: Committees
There shall be the following standing committees, consisting of Communication, Community Planning and Development, Crime Watch, Code Awareness, and Membership. The Chairs of the standing committees shall be appointed by the president with the concurrence of the other officers. The term of office shall be one year. Interim vacancies in the standing committee chairs shall be filled by a majority vote of the Executive Committee.
A. Communication: This committee shall be responsible for compiling and distributing a newsletter at least quarterly. It will also be responsible for any special communications or information-gathering activities as requested by the Executive Committee.
B. Community Planning and Development: This committee shall be responsible for informing the Association of the plans of the city of Dallas and other governmental bodies. It will also make recommendations to the Association of desirable long-term plans for public facilities and common areas in the neighborhood.
C. Crime Watch: This committee will be responsible for informing the members of the Association by various means of the impact and prevention of crimes against persons and against property.
D. Code Awareness: This committee shall be responsible for the overseeing of code enforcement. It shall educate the neighborhood on applicable codes and notify the appropriate governmental agencies of violations.
E. Membership: The committee shall be responsible for preparing and maintaining an up-to-date membership list, as well as encouraging neighborhood participation in the association, the welcoming of new residents to the neighborhood and coordinating activities and special events.
F. Additional Ad Hoc committees may be created by the Executive Committee as needed.
Article V: Executive Committee
The Executive Committee is comprised of the officers, standing committee chairs, and the immediate past president.
The Executive Committee shall conduct the day to day business affairs of the organization. The Executive Committee shall ensure that the By Laws of the organization are enforced and shall not act in opposition to any previous vote of the membership.
Where time allows the Executive Committee shall consult the membership before taking a position on significant policy issues that may affect the neighborhood as a whole. The Executive Committee may take such emergency action as required between meeting and report that action to the membership at the next meeting for ratification.
The Executive Committee must carry out instructions given it by a vote of the membership.
Article VI: Annual Report
All officers and committee chairpersons shall submit an annual report to the membership at the annual meeting.
Article VII: Quorums
The quorum for a general meeting shall be twenty and for a meeting of the Executive Committee shall be five. The quorum for the Annual meeting shall be thirty.
Article VIII: Meetings
General meetings shall be held at least quarterly. General meetings may also be called by the President or by a majority of the Executive Committee. Committees shall meet at their convenience as needed.
The membership shall be notified in writing at least 30 days in advance of the time and place of the annual and general meetings. The agenda for at least one general meeting shall include crime watch.
Article IX: Nominations and Elections
A nominating committee, consisting of one past president, one board member and one member at large, shall be appointed by the board at least three months before the annual meeting.
Written notice of the opening of nominations for officers and name of nominating committee members shall be distributed to the membership at least 30 days prior to the Annual Meetings. Members may nominate themselves or may be nominated by other members with the consent of the nominee. Nominations may also be made from the floor at the Annual Meeting with the consent of the nominee.
Elections shall be held at the annual meeting. Absent or proxy voting shall not be allowed. The elections held at the Annual Meeting shall be by voice or stand-up vote, unless there are two or more nominations for a position when it shall be by written ballot. Nominees receiving a majority of those present and voting shall be elected. Members shall be 18 years or older.
Article X: Political Activity
Sunset Hill Addition Neighborhood Association shall not support or oppose any political party or candidate. Any individual’s endorsement in any form shall be made without reference to Sunset Hill Addition Neighborhood Association.
Article XI: Amendments to the Bylaws
The bylaws may be amended by a motion introduced at the annual meeting only if two-thirds of the voting members present assent. Any proposed amendments must be distributed in writing to the general membership at least 30 days in advance of the annual meeting.
Article X: Non-Profit Status Provisions
Said organization is organized exclusively for charitable, religious, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code.
No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payment and distributions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the organization shall be the carrying of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code, or corresponding section of any future federal tax code.
Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.