Otterbein Neighborhood Association Bylaws
Effective 01/27/2021
Article I. Title, Purpose, and Non-Profit Status
A. The title of this association is the Otterbein Neighborhood Association.
B. The purpose of the association is to promote the enhancement and general welfare of the community and its residents:
1) To assess and use neighborhood assets
2) To provide information to the community about programs offered at community centers and other resources offered locally
C. The association will be operated as a non-profit organization.
Article II. Boundaries
A. The geographical boundaries of the association are as follows:
1) West borderline: east side of North Sherman Drive
2) East borderline: west side of North Emerson Avenue
3) South borderline: north side of East 16th Street
4) North borderline: the south side of I-70
Article III. Membership and Voting Rights
A. Membership
1) Anyone that resides within the boundaries of the Otterbein Neighborhood Association and is 18 years of age or older is eligible to become a member. Individuals, living outside the boundaries of the Otterbein Neighborhood Association, having been full voting members, before January 1, 2016, and before the adoption of these by-laws, shall retain such rights upon payment of dues.
2) The association may admit a person, business, or organization not residing or doing business within the association boundaries by majority vote of the members. This person will gain full voting rights on completion of all membership requirements
3) Required Quorum for Majority Vote for the Membership: A vote for membership is valid only by vote of a quorum of 5 members, either present at a meeting or by written proxy vote presented at the meeting on behalf of an absent member.
4) The Association reserves the right to discipline, censure a member, or cancel a membership for conduct detrimental to the association. The Board Members shall meet with the offending member, at their earliest convenience. They shall present their findings to the Association as a whole. Action will require a majority vote, when a quorum of 5 members is present. Re-admittance of a terminated member may occur by majority vote, when a quorum of 5 members is present.
B. Voting Rights and Procedure
1) A membership with voting rights is attained by a) attendance at two Association meetings, or two Association events, or one meeting and one event, and b) payment of annual dues of $20.00 per household.
2) After a new member has met the requirements, and presented his dues, a motion shall come from the chair to acknowledge his membership.
3) Voting may take place either by roll-call ballot or by raising of hands at the discretion of the president or presiding designee. A member may cast proxy votes by presentation of a signed email or signed written letter, presented to the presiding officer. A motion is carried by majority vote when a quorum of 5 is present with any proxy votes counting toward the quorum.
Article IV. Meetings
A. Time, Date, and Place: Board Meetings are to be held every 3rd Thursday of the month starting at 5:00pm and to be no longer than 1 hour unless otherwise designated. Community Meetings are presented monthly on the 3rd Thursday of the month starting at 6:30pm and to be no longer than 1 hour and 30 minutes unless otherwise designated. All meetings are held at Otterbein UMC, 5009 E. 21st St. Indianapolis, IN 46218, unless otherwise designated.
B. Special meetings: The president may call a special meeting with the concurrence of one other Board Member.
C. Procedure: Board Meetings will be conducted in a manner set by association precedent and as guided by the precepts of Robert’s Rules of Order.
Article V. Association Structure: Officers and Committees
A. The association Board Members consist of
1) President
2) Vice-president
3) Secretary
4) Treasurer
5) Sergeant at Arms
B. The association general officers may consist of
1) Parliamentarian
2) Historian
3) Newsletter editor
4) Assistant newsletter editor
5) Street/Block captains
C. Qualifications, election, and terms of officers:
1) The Board Member will be chosen by nomination and will be voted on during the January Community Meeting. Terms of office are effective as of the February Board Meeting. Board Members may hold office for a period of no limitations, with vacancies being filled at the next upcoming Community Meeting per Bylaws.
2) A Board Member can also be a voting member of the association simultaneously.
3) A Board Member may hold no more than one seat within the association.
4) Board Members will be elected by a majority vote of the membership.
5) Street/Block captains will be chosen by their respective crime watch/KIB organizations.
6) Vacancy of a Board Member will be filled by The Association by vote at the first meeting following announcement of the vacancy.
7) Any Board Member may be removed from office for inability to perform the duties of office, being unfit for office, or having three unexcused absences from meetings. Removal will require a three-fourths majority vote of The Association.
D. Duties of officers
1) The president will manage and supervise all affairs of the association. The president or authorized designee will preside at monthly meetings.
2) The vice-president will assume the duties of president in the absence of the president. The vice-president will assume such other duties as assigned by the president.
3) The secretary will keep an accurate and complete record of the proceedings of all meetings and will perform other duties as appropriate to the secretarial office at the request of the president.
4) The treasurer will deposit association funds at depositories specified by the association. The treasurer will keep a complete record of association accounts, will have charge of all funds and other items of value belonging to the association, and will offer a statement of financial accounts at meetings or at request of the Board Members.
5) The sergeant at arms is primarily responsible for organizing meetings, following protocols and keeping board members in order. During meetings, the sergeant at arms keeps order. If board members or meeting attendees are disruptive, the sergeant may warn them and, in extreme cases, eject them from the meeting. The role may involve some administrative tasks such as collecting ballots, tallying votes and recording attendance.
6) The parliamentarian will advise the president on parliamentary rules of procedure.
7) The historian will keep a record of association activities.
8) The newsletter editor and assistant editor will be responsible for the newsletter and other publications needed by the association.
9) Street/Block captains will perform duties assigned by their crime watch/KIB organizations and will act as a liaison to the association.
Article VI. Committees
A. The Board Members will be composed of the president, vice-president, secretary, treasurer, and sergeant at arms. The Board has the power to represent and conduct the business of the association when not in assembly and will act as an advisory board to the newsletter editor for all association publications.
B. Standing committees
1) A welcome committee will visit new or prospective members of the area and perform activities that serve to engender an atmosphere of friendliness in the neighborhood.
2) An events committee will schedule and organize events that serve to promote the goals of the association. These may include such events as cleanups, neighborhood parties, fundraisers, and outings for young people.
3) Further standing committees or ad hoc committees may be established at the request of the Board.
Article VII. Financial Accounts, Liability, and Compensation
A. Authority to establish accounts with financial institutions, to make deposits and withdrawals, and to issue checks is assigned to the association treasurer. Checks will require the signature of at least one Board Member authorized at the designated banking institution. No Board Member may sign a check for issuance of funds received by the same person.
B. The association will not incur any debt or expense beyond its deposited accounts.
C. No Board Member will receive compensation for performance of association duties. Board Members and Community Members may be reimbursed for authorized expenses incurred by performance of duties.
Article VIII. Amendments to Bylaws
A. Bylaws of the association may be amended by, Presentation of Amendment at one meeting, and continued with discussion and vote at the next meeting. Passage requires a majority vote of all members with a quorum of 5 present.
B. No amendment to the bylaws can be made that will nullify or repeal Article VII, Financial Accounts, Liability, and Compensation.
Article IX. Dissolution
A. Dissolution may be accomplished by a 2/3-majority vote of the membership after a ten-day notice received either by electronic, or regular mail. Dissolution will occur automatically after a failure of the Association to hold any meetings for a period of one year.
B. In case of dissolution, The Treasurer or other Board Member shall transfer all remaining net assets to Otterbein UMC.