Butterflys of Redland Woods Park
Monday, May 7, 2007
Thursday, May 3, 2007
Redland Woods Natural Beauty
Wednesday, May 2, 2007
A Time for Reform
Most of us have lived in the Redland Wood’s community since 1997.
Over the period we have watched the board go through a series of board members and management companies making all kinds of promises. Under all these members and companies, the board has never lived up to its responsibilities, when they were required to act on a simple issue, they have taken nearly four years to finally move forward on the fence and it is still, as yet, not replaced!
In all fairness we have gotten great greenway protection, signs (we don’t need and some we can’t read), a newsletter, a good playground, but little else.
But it is time to bring change to the Redland Wood’s HOA board, open up the process, and get things done. The board of directors is not an insiders club, it is not a secret society, and it is not here to put out ‘informational e-mails’ endorsing issues and candidates.
A board is charged with the responsibility to be the managers of the association and protectors of membership’s money and home values. A management company should never be directing the board, our meetings, or our actions, that is the board of director’s job to direct and protect, not the other way around. A management company is a vendor and has a vested interest in pursuing its own agenda, namely, collecting management and legal fees. It should be treated as any other vendor and never allowed to assume a leadership role given its obvious conflict of interest. We want to bring change to the Board and the way it does business. If you feel the same way that we do, we ask you to join us and call the board members to voice your desires.
A Platform for Reform
Institute an amended and restated declaration of the convenant;
Institute a set of By-laws to compliment the existing covenant defining the non-profit corporation;
Institute a set of Standing (Organizational) Rules clearly defining the operations of the board of directors and committees;
At a minimum, conduct quarterly meetings of the Board open to all members;
Conduct an annual survey of the membership to assess community needs, i.e., curbs, roads, signage, police protection, greenways, etc.
Expand the Board to include representation from every area of the community or alternatively for major areas of responsibility (minimum of five);
Empower the membership through wider committee participation for the enforcement of association rules;
Improve the playground by adding lights, painting the jungle gym, policing the playground, and better more timely maintenance. Retain the park and playground for our community;
Follow through with the replacement of the fence;
Expand the duties of Citizens on Patrol (COP) to target specific offenders and areas in the community;
Approach Laurel Ridge Hospital about sharing the costs of greenways along Gold Canyon and Corporate Woods;
Approach Redland Heights HOA about the possibility of having our members 'buy' into the use of their swimming pool as part of our membership; and
Greater activism on behalf of the association in opposition to the continued encroachment of development and government.
Institute a set of By-laws to compliment the existing covenant defining the non-profit corporation;
Institute a set of Standing (Organizational) Rules clearly defining the operations of the board of directors and committees;
At a minimum, conduct quarterly meetings of the Board open to all members;
Conduct an annual survey of the membership to assess community needs, i.e., curbs, roads, signage, police protection, greenways, etc.
Expand the Board to include representation from every area of the community or alternatively for major areas of responsibility (minimum of five);
Empower the membership through wider committee participation for the enforcement of association rules;
Improve the playground by adding lights, painting the jungle gym, policing the playground, and better more timely maintenance. Retain the park and playground for our community;
Follow through with the replacement of the fence;
Expand the duties of Citizens on Patrol (COP) to target specific offenders and areas in the community;
Approach Laurel Ridge Hospital about sharing the costs of greenways along Gold Canyon and Corporate Woods;
Approach Redland Heights HOA about the possibility of having our members 'buy' into the use of their swimming pool as part of our membership; and
Greater activism on behalf of the association in opposition to the continued encroachment of development and government.
What can you do?
A lot, if you want a better community and a better board, it requires each of us to take a stand, take the responsibility to act and demand that our representatives – the board of directors - do more on our behalf by opening up the process. We are appealing to you to take a stand, act today by calling your board of directors and tell them you want change:
Call Tom Bray at 497-4125
Dwight Zeigler at email address
deputy14801@sbcglobal.net
Email Larry McDonald at
bmcdon@satx.rr.com
Immediate past board member
Chuck Graff at 495-8228 or
email him at graff-ca@swbell.net
Call Tom Bray at 497-4125
Dwight Zeigler at email address
deputy14801@sbcglobal.net
Email Larry McDonald at
bmcdon@satx.rr.com
Immediate past board member
Chuck Graff at 495-8228 or
email him at graff-ca@swbell.net
The Fence
There is no issue pointing up the failure of the board and the Management Company more than the replacement of the fence. It has taken years, not months or days, to replace the fences along Redland Road and Corporate Woods.
It has been almost four years for action to be taken, and there is still no actual plan to start work on replacement. While fences are rotting and being propped up, those in charge worry about unfounded 'legalisms,' bureaucratically imposed easements, and procedures rather than the membership and the need to act. All of these impediments are the result of the Management Company’s so-called 'expertise' on HOA issues, an expertise that has resulted in the project being unduly delayed. During this period, the management company has continued to make money, the lawyers are making money, the notary is making money, and we, the membership, are paying for it all.
The vast majority of members along these routes have agreed to replacement. Of the 38 homes along this route, all but 10 or 11 homeowners for various reasons have not signed. It is the board members who should first approach these homeowners with a local member to try and convince the homeowner to sign. Members should be enlisted, asked, and empowered to approach these unsigned, unconvinced homeowners, those who know their neighbors best. However, members are ignored, in favor of leaving it to the Management Company for "face-to-face" convincing? Do we really want the same folks who have given us the delays?
The overwhelming majority of members agreed to fence replacement, signed easement agreements to that effect, and the project should be commenced and completed as soon as possible, without delay and without a small minority holding up replacement and affecting home values.
The time for action is now!
The Playground
The Park
1. Woodpeckers have created several holes in the wood and these posts should be cut down to stop further deterioration from the birds and rains.
2. The main tower on the jungle gym is in serious disrepair and in need of immediate maintenance.
3. The jungle gym is in need of painting and wood replacement.
4. The mulch surrounding the jungle gym in both play areas is in need of replacement.
5. At least two of the landscaping logs need to be replaced.
6. Anchors on swings are loose in the middle section of swings. Allen screws need to be tightened.
7. The basketball court has been damaged by youngsters throwing large rocks onto the surface, pitting it. We caught them and stopped them but the damage will now require the membership to pay for repairs.
8. Ties holding the bottom points of the valley fence around the basketball court have been undone and the fence is now buckling, curling up from the bottom.
9. There is a need for lights on the basketball court to accommodate adults who wish to play and workout at night.
10. There is a need for the enforcement of the playground/park rules, namely, the enforcement of the 'NO MOTOR VEHICLES' rule where this rule is abused repeatedly. We have told the abusers to stay away and called the police.
Tuesday, May 1, 2007
By-Laws
Why the By-laws should be changed? The current 'by-laws' are part of the covenant declaring the HOA. By-laws should be separate rules for the board of directors, membership, meetings, and the general operations of the board of directors. This is a proposed set of By-laws that can easily be adapted and revised.
PROPOSED BYLAWS GOVERNING THE OPERATION OF THE BOARD OF DIRECTORS OF THE REDLAND WOODS HOMEOWNERS ASSOCIATION
ARTICLE I - NAME AND PURPOSE
SECTION 1.1. The name of this organization shall be The Redland Woods Homeowners Association Board of Directors, hereinafter referred to as the "Board."
SECTION 1.2. The Board shall exercise those powers conferred upon it by the members of the Redland Woods Homeowners Association, the law, by these By-laws and Standing rules; and the Declaration; and shall establish the general policy of the Association.
ARTICLE II - MEMBERSHIP AND PRIVILEGES
SECTION 2.1. The Board shall be composed of twelve (12) individuals elected to the board by the Association membership during the January elections for the Redland Woods Homowners Association Board of Directors, all of whom shall be elected annually as provided for in these By-laws and Standing Rules.
SECTION 2.2. The Association shall elect a President, First Vice President, Second Vice President, Secretary, Treasurer, and seven (7) members-in-charge of specific areas of responsibility.
SECTION 2.3. Any vacancy in the office of Secretary, Treasurer, member-in-charge of a specific area of responsibility and/or a Board Member shall be filled by the Board of Directors. A majority of the total membership of the Board must participate in filling any of these vacancies, and the person selected must receive a majority vote of those members participating (a quorum being present).
SECTION 2.4. Voting by proxy is not permissible in filling vacancies in the office of Board Member.
ARTICLE III - MEETINGS
SECTION 3.1. The Association shall meet on the first Monday of every month, except for organizational meetings which shall be called by the Association President during the month of January.
SECTION 3.2. Special meetings of the Association may be called by the President as needed. Special meetings may also be called upon petition of twenty-five percent (25%) of the members of the Board of Directors and presented to the Association President.
SECTION 3.3. Not less than ten (10) days notice shall be required for all meetings, except in the event of a stated emergency, in which case two (2) days notice be required.
SECTION 3.4. In the event a meeting is called, and the Chairman and First and Second Vice Chairmen fail to attend, the Secretary shall call the meeting to order and preside while the members (a quorum being present) elect a temporary chairman to preside at that particular meeting. If the Chairman and Vice Chairmen and the Secretary fail to attend, any Board Member may call the meeting to order at the appointed hour and preside while the members (a quorum being present) elect a temporary chairman to preside at that particular meeting. The temporary chairman shall have the same authority as that of a presiding officer at any similar meeting.
SECTION 3.5. A quorum for the conduct of business at a meeting of the Board of Directors shall be thirty-five percent (35%) of the total membership of the Board of Directors. The presence at a meeting in person or by proxy of Members entitled to cast thirty-five percent (35%) of all the votes of each class of Members with voting privileges shall constitute a quorum. Except as otherwise required by law, these by-laws and the Declaration, the affirmative vote of greater than 50% of the voting power present at any meeting shall be the act of the Member's meeting. If the required quorum is not present at any meeting called to act on any matter either:
A. The outstanding votes shall be voted as the Board of Directors recommends, if so stated on the proxy; or
B. If the Board of Directors have made no recommendation on the proxy statement, another meeting may be called to act on the same matter, subject to notice requirement set forth in SECTION 3.3 above, and the required quorum at any such subsequent meeting shall be one-half (1/2) of the required quorum at the preceding meeting, except that such reduction in the quorum requirements shall not be applicable if the subsequent meeting is held more than sixty (60) days following the preceding meeting.
SECTION 3.6. At any meeting of the Association, any Board Member or Association member may speak. Any other person desiring to speak must have the general consent of the Association.
SECTION 3.7. At any meeting of the Board, seating shall be reserved for the exclusive use of members. Visitors shall be restricted to a designated area.
ARTICLE IV - APPOINTIVE OFFICERS
SECTION 4.1. The appointive officers of the Association shall be a Legal Counsel, a Parliamentarian, a Chaplain, and a Sergeant-at-Arms.
SECTION 4.2. The President shall appoint the Legal Counsel, the Sergeant-at-Arms, subject to ratification by the Board of Directors by a majority vote of those present and voting, a quorum being present, at a meeting at which due notice of purpose has been given. Each of these officers may be removed from office by the President, subject to reinstatement by a majority vote of all members of the Association.
SECTION 4.3. The President shall appoint a Parliamentarian and the Chaplain, each of whom shall serve at the pleasure of the President.
SECTION 4.4 The terms of office of the appointive officers shall be concurrent with that of the Board of Directors, except that in the event of a vacancy in the office of President, the appointive officers shall serve only until the succession of a new President.
SECTION 4.5. The duties of the officers shall be detailed in the Standing Rules of the Association.
SECTION 4.6. The Association President may appoint assistants as needed, who shall serve at the pleasure of the President.
ARTICLE V - SUCCESSION
SECTION 5.1. In the event the President resigns, becomes incapacitated to serve, or dies, the office of President shall be deemed vacant, and the First Vice President shall succeed him/her at the next regular meeting of the Association's Board of Directors. The Second Vice President shall succeed the First Vice President and the election of a new Second Vice President shall be held in accordance with these By-laws and Standing rules.
SECTION 5.2. In the event the President and First Vice President resign, become incapacitated to serve, or die, the offices shall be deemed vacant, and the Second Vice President shall succeed to the Presidency of the Association at the next regular meeting of the Association's Board of Directors. With this succession, the election of a new First and Second Vice President shall be held in accordance with these By-laws and Standing rules.
SECTION 5.3. In the event the President and First and Second Vice Presidents resign, become incapacitated to serve, or die, the offices shall be deemed vacant, and the Association Secretary shall call the next regular meeting of the Association's Board of Directors to order and the election of a new Association President and First and Second Vice Presidents shall be held in accordance with these By-laws and Standing rules.
ARTICLE VI - TERM OF OFFICE AND FILLING VACANCIES
SECTION 6.1. Term of office for all elective positions shall commence with January Organizational Meeting and run concurrently until new elections are held at the subsequent organizational meeting the next year.
SECTION 6.2. Vacancies shall be filled as they arise by the appropriate procedures as outlined in Article V, Section 5.7, of the Standing Rules.
ARTICLE VII - STANDING COMMITTEES
SECTION 7.1. There shall be Four (4) Standing Committees as follows: Architectural Control Committee, Capital Improvements Committee, Budget Committee and Board of Directors Election Committee.
SECTION 7.2. Total committee membership shall be fixed at the date these By-laws and Standing Rules are approved by the Board of Directors.
SECTION 7.3. The first meeting of each newly constituted Standing Committee shall be called by the Association President to be held no later than six (6) weeks following the first meeting of the newly constituted Board of Directors. Thereafter, it is the duty of each Standing Committee Chairman to call the committee together, except that in his/her absence or negligence, the committee shall meet at the call of the Association President; or on petition to the President of any three (3) of its members, the President shall within ten (10) days thereafter issue the call of the meeting of the respective Standing Committee. Not less than ten (10) days notice shall be required for all meetings, except in the event of a stated emergency, in which case two (2) days notice shall be required.
SECTION 7.4. A majority of a Standing committee's members constitute a quorum. Each Standing Committee Chairman shall appoint a secretary to record the minutes of the committee's activities. In the event the secretary is not chosen from the membership of the Standing Committee, he/she shall not have voting privileges.
SECTION 7.5. The term of office for Standing Committee members shall run concurrently with that of the Board of Directors, except that in the event of a vacancy in the office of Association President, the appointive members shall serve only until the succession or election of a new President. Vacancies shall be filled in accordance with the procedure outlined in these By-laws and Standing Rules of the Association.
SECTION 7.6. Members of the Board of Directors shall make up a majority of all Standing Committees.
SECTION 7.7. Any appointive Standing committee member may be removed from membership by the Association President, subject to reinstatement by a majority of the Board of Directors, a quorum being present. Any elected Standing Committee member may be removed from membership by a majority vote of the Board of Directors, a quorum being present.
ARTICLE VIII - BOARD MEMBERS-IN-CHARGE OF SPECIFIC AREAS OF RESPONSIBILITY
SECTION 8.1. There shall be seven (7) Board Members-in-charge of specific areas of responsibility. These positions are: Security, Garbage pick-up, Greenways, Deed Restrictions, Newsletter, Block captains and Yard of the month judge.
SECTION 8.2. Only members of the Board of Directors can be elected to these positions.
SECTION 8.3. The duties and responsibilities of these positions are outlined in Article III, Sections 3.1.A-I of the Standing Rules.
ARTICLE IX - SPECIAL COMMITTEES
SECTION 9.1. The President may appoint Special Committees as he/she deems necessary to assist in carrying out duties not specifically assigned to a Standing Committee.
ARTICLE X - PARLIAMENTARY AUTHORITY
SECTION 10.1. The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Association and offices in all cases in which they are applicable and in which they are not inconsistent with these Bylaws.
ARTICLE XI - AMENDMENTS
SECTION 11.1. These Bylaws may be amended by a two-thirds (2/3rds) vote of the members of the Association present and voting at a meeting of the Association, a quorum being present, by giving notice to each Association member at least ten (10) days in advance of a regular or special meeting called for that purpose.
Bylaws adopted by the Redland Woods Homeowners Association
on ____________, ____________ __, 2006
-----------------------------------------
Association Secretary
Revised: 7 May, 2007
(Date)
PROPOSED BYLAWS GOVERNING THE OPERATION OF THE BOARD OF DIRECTORS OF THE REDLAND WOODS HOMEOWNERS ASSOCIATION
ARTICLE I - NAME AND PURPOSE
SECTION 1.1. The name of this organization shall be The Redland Woods Homeowners Association Board of Directors, hereinafter referred to as the "Board."
SECTION 1.2. The Board shall exercise those powers conferred upon it by the members of the Redland Woods Homeowners Association, the law, by these By-laws and Standing rules; and the Declaration; and shall establish the general policy of the Association.
ARTICLE II - MEMBERSHIP AND PRIVILEGES
SECTION 2.1. The Board shall be composed of twelve (12) individuals elected to the board by the Association membership during the January elections for the Redland Woods Homowners Association Board of Directors, all of whom shall be elected annually as provided for in these By-laws and Standing Rules.
SECTION 2.2. The Association shall elect a President, First Vice President, Second Vice President, Secretary, Treasurer, and seven (7) members-in-charge of specific areas of responsibility.
SECTION 2.3. Any vacancy in the office of Secretary, Treasurer, member-in-charge of a specific area of responsibility and/or a Board Member shall be filled by the Board of Directors. A majority of the total membership of the Board must participate in filling any of these vacancies, and the person selected must receive a majority vote of those members participating (a quorum being present).
SECTION 2.4. Voting by proxy is not permissible in filling vacancies in the office of Board Member.
ARTICLE III - MEETINGS
SECTION 3.1. The Association shall meet on the first Monday of every month, except for organizational meetings which shall be called by the Association President during the month of January.
SECTION 3.2. Special meetings of the Association may be called by the President as needed. Special meetings may also be called upon petition of twenty-five percent (25%) of the members of the Board of Directors and presented to the Association President.
SECTION 3.3. Not less than ten (10) days notice shall be required for all meetings, except in the event of a stated emergency, in which case two (2) days notice be required.
SECTION 3.4. In the event a meeting is called, and the Chairman and First and Second Vice Chairmen fail to attend, the Secretary shall call the meeting to order and preside while the members (a quorum being present) elect a temporary chairman to preside at that particular meeting. If the Chairman and Vice Chairmen and the Secretary fail to attend, any Board Member may call the meeting to order at the appointed hour and preside while the members (a quorum being present) elect a temporary chairman to preside at that particular meeting. The temporary chairman shall have the same authority as that of a presiding officer at any similar meeting.
SECTION 3.5. A quorum for the conduct of business at a meeting of the Board of Directors shall be thirty-five percent (35%) of the total membership of the Board of Directors. The presence at a meeting in person or by proxy of Members entitled to cast thirty-five percent (35%) of all the votes of each class of Members with voting privileges shall constitute a quorum. Except as otherwise required by law, these by-laws and the Declaration, the affirmative vote of greater than 50% of the voting power present at any meeting shall be the act of the Member's meeting. If the required quorum is not present at any meeting called to act on any matter either:
A. The outstanding votes shall be voted as the Board of Directors recommends, if so stated on the proxy; or
B. If the Board of Directors have made no recommendation on the proxy statement, another meeting may be called to act on the same matter, subject to notice requirement set forth in SECTION 3.3 above, and the required quorum at any such subsequent meeting shall be one-half (1/2) of the required quorum at the preceding meeting, except that such reduction in the quorum requirements shall not be applicable if the subsequent meeting is held more than sixty (60) days following the preceding meeting.
SECTION 3.6. At any meeting of the Association, any Board Member or Association member may speak. Any other person desiring to speak must have the general consent of the Association.
SECTION 3.7. At any meeting of the Board, seating shall be reserved for the exclusive use of members. Visitors shall be restricted to a designated area.
ARTICLE IV - APPOINTIVE OFFICERS
SECTION 4.1. The appointive officers of the Association shall be a Legal Counsel, a Parliamentarian, a Chaplain, and a Sergeant-at-Arms.
SECTION 4.2. The President shall appoint the Legal Counsel, the Sergeant-at-Arms, subject to ratification by the Board of Directors by a majority vote of those present and voting, a quorum being present, at a meeting at which due notice of purpose has been given. Each of these officers may be removed from office by the President, subject to reinstatement by a majority vote of all members of the Association.
SECTION 4.3. The President shall appoint a Parliamentarian and the Chaplain, each of whom shall serve at the pleasure of the President.
SECTION 4.4 The terms of office of the appointive officers shall be concurrent with that of the Board of Directors, except that in the event of a vacancy in the office of President, the appointive officers shall serve only until the succession of a new President.
SECTION 4.5. The duties of the officers shall be detailed in the Standing Rules of the Association.
SECTION 4.6. The Association President may appoint assistants as needed, who shall serve at the pleasure of the President.
ARTICLE V - SUCCESSION
SECTION 5.1. In the event the President resigns, becomes incapacitated to serve, or dies, the office of President shall be deemed vacant, and the First Vice President shall succeed him/her at the next regular meeting of the Association's Board of Directors. The Second Vice President shall succeed the First Vice President and the election of a new Second Vice President shall be held in accordance with these By-laws and Standing rules.
SECTION 5.2. In the event the President and First Vice President resign, become incapacitated to serve, or die, the offices shall be deemed vacant, and the Second Vice President shall succeed to the Presidency of the Association at the next regular meeting of the Association's Board of Directors. With this succession, the election of a new First and Second Vice President shall be held in accordance with these By-laws and Standing rules.
SECTION 5.3. In the event the President and First and Second Vice Presidents resign, become incapacitated to serve, or die, the offices shall be deemed vacant, and the Association Secretary shall call the next regular meeting of the Association's Board of Directors to order and the election of a new Association President and First and Second Vice Presidents shall be held in accordance with these By-laws and Standing rules.
ARTICLE VI - TERM OF OFFICE AND FILLING VACANCIES
SECTION 6.1. Term of office for all elective positions shall commence with January Organizational Meeting and run concurrently until new elections are held at the subsequent organizational meeting the next year.
SECTION 6.2. Vacancies shall be filled as they arise by the appropriate procedures as outlined in Article V, Section 5.7, of the Standing Rules.
ARTICLE VII - STANDING COMMITTEES
SECTION 7.1. There shall be Four (4) Standing Committees as follows: Architectural Control Committee, Capital Improvements Committee, Budget Committee and Board of Directors Election Committee.
SECTION 7.2. Total committee membership shall be fixed at the date these By-laws and Standing Rules are approved by the Board of Directors.
SECTION 7.3. The first meeting of each newly constituted Standing Committee shall be called by the Association President to be held no later than six (6) weeks following the first meeting of the newly constituted Board of Directors. Thereafter, it is the duty of each Standing Committee Chairman to call the committee together, except that in his/her absence or negligence, the committee shall meet at the call of the Association President; or on petition to the President of any three (3) of its members, the President shall within ten (10) days thereafter issue the call of the meeting of the respective Standing Committee. Not less than ten (10) days notice shall be required for all meetings, except in the event of a stated emergency, in which case two (2) days notice shall be required.
SECTION 7.4. A majority of a Standing committee's members constitute a quorum. Each Standing Committee Chairman shall appoint a secretary to record the minutes of the committee's activities. In the event the secretary is not chosen from the membership of the Standing Committee, he/she shall not have voting privileges.
SECTION 7.5. The term of office for Standing Committee members shall run concurrently with that of the Board of Directors, except that in the event of a vacancy in the office of Association President, the appointive members shall serve only until the succession or election of a new President. Vacancies shall be filled in accordance with the procedure outlined in these By-laws and Standing Rules of the Association.
SECTION 7.6. Members of the Board of Directors shall make up a majority of all Standing Committees.
SECTION 7.7. Any appointive Standing committee member may be removed from membership by the Association President, subject to reinstatement by a majority of the Board of Directors, a quorum being present. Any elected Standing Committee member may be removed from membership by a majority vote of the Board of Directors, a quorum being present.
ARTICLE VIII - BOARD MEMBERS-IN-CHARGE OF SPECIFIC AREAS OF RESPONSIBILITY
SECTION 8.1. There shall be seven (7) Board Members-in-charge of specific areas of responsibility. These positions are: Security, Garbage pick-up, Greenways, Deed Restrictions, Newsletter, Block captains and Yard of the month judge.
SECTION 8.2. Only members of the Board of Directors can be elected to these positions.
SECTION 8.3. The duties and responsibilities of these positions are outlined in Article III, Sections 3.1.A-I of the Standing Rules.
ARTICLE IX - SPECIAL COMMITTEES
SECTION 9.1. The President may appoint Special Committees as he/she deems necessary to assist in carrying out duties not specifically assigned to a Standing Committee.
ARTICLE X - PARLIAMENTARY AUTHORITY
SECTION 10.1. The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Association and offices in all cases in which they are applicable and in which they are not inconsistent with these Bylaws.
ARTICLE XI - AMENDMENTS
SECTION 11.1. These Bylaws may be amended by a two-thirds (2/3rds) vote of the members of the Association present and voting at a meeting of the Association, a quorum being present, by giving notice to each Association member at least ten (10) days in advance of a regular or special meeting called for that purpose.
Bylaws adopted by the Redland Woods Homeowners Association
on ____________, ____________ __, 2006
-----------------------------------------
Association Secretary
Revised: 7 May, 2007
(Date)
Standing Rules
Why a professional organization needs a set of standing or organizational rules is very simple:
1. Instructs the Board to have regular meetings;
2. Instructs the Board to prepare and hold to a standard agenda;
3. Clearly defines the Board member who will conduct Board meetings;
4. Defines how Board members will be elected; and
5. Defines standing committees and their responsibilities.
PROPOSED STANDING RULES THE REDLAND WOODS HOMEOWNERS ASSOCIATION BOARD OF DIRECTORS
ARTICLE I - AGENDA
SECTION 1.1. The Agenda for all regular meetings of the Redland Woods Homeowners Association shall be as follows:
Call to Order
Invocation
Certification of Quorum of Board Members
Approval of minutes of the last meeting
Announcements
Committee Reports
Unfinished Business
New Business
Adjournment
SECTION 1.2. The purpose of any special meeting of the Association shall be stated in the call to the meeting, and no business other than that specified in the call shall be transacted at such meeting.
SECTION 1.3. The order of business may be suspended when a majority of the Association Board Members present vote to suspend the order of business (a quorum being present).
SECTION 1.4. In order to prevent undue delay of the order of business, each member may speak not more than twice on the same motion, resolution, or other item of business, and not longer than five (5) minutes each time. To address the Board for a longer period of time, the consent of two-thirds (2/3rds) of the Board Members present and voting must be obtained.
ARTICLE II - DUTIES OF THE OFFICERS OF THE BOARD OF DIRECTORS
SECTION 2.1. The PRESIDENT OF THE BOARD OF DIRECTORS shall preside at all meetings of the Association and shall be the Board's official representative and spokesman. In addition, the Association President shall be charged with the following powers and duties:
A. To make the appointments specified in the Association's By-laws;
B. To call the meetings specified in the Association's By-laws and Standing Rules;
C. To be empowered to execute contracts which fall within the limitations set by law, the By-laws and Standing Rules, the Declaration, the Board and Budget;
D. To be responsible for the safekeeping of all records of the Association and to turn them over to his/her successor when he/she vacates the office;
E. To be one of three (3) signatories authorized for signing checks on the Association's treasury;
F. To order a certified audit of the Association's books by a disinterested firm, following the election of a President, and annually thereafter, the audit to be presented at the March Association meeting;
G. To arrange for bonding of the person(s) whose duties include receiving and depositing Association monies;
H. To have the usual power of supervision and management necessary to maintain a well-ordered administration;
I. To perform the duties specified by law, the By-laws and Standing Rules of the Association, the Declaration, and the Board;
J. To be an ex-officio member of all Association committees;
K. To chair the Budget Committee that will prepare and present an annual budget for approval by the Association.
L. To employ personnel pursuant to workload requirements and budgetary allowances and function as approved by the Association Board.
M. The incumbent Association President shall assist the incumbent Association Secretary with the verification and counting of ballots for the annual election of the Board of Directors.
SECTION 2.2. The Association FIRST VICE PRESIDENT shall assist the President, as requested, in the execution of his/her duties. In addition, the First Vice President shall be charged with the following duties and powers:
A. In the event an Association meeting is called and the President fails to attend, the First Vice President shall preside;
B. In the event the office of President of the Board of Directors becomes vacant, the First Vice President shall assume the office of President of the Board of Directors;
C. The First Vice President shall be the chairman of the Architectural Control Committee; and
D. The First Vice President shall be an ex-officio member of all Association Committees.
SECTION 2.3. The Association SECOND VICE PRESIDENT shall assist the President, as requested, in the execution of his/her duties. In addition, the Second Vice President shall be charged with the following duties and powers:
A. In the event an Association meeting is called and the President and First Vice President fails to attend, the Second Vice President shall preside; and
B. In the event the office of President of the Board of Directors becomes vacant, the First Vice President shall assume the office of President of the Board of Directors and the Second Vice President shall assume the office of First Vice President.
SECTION 2.3 The Association SECRETARY shall be capable of assuming the duties normally required of a recording secretary, and shall have the following responsibilities:
A. In the event an Association meeting is called, and the President or neither vice president attends, the Secretary shall call the meeting to order and preside while the members present elect a chairman pro-tem.
B. In the event the office of Association President become vacant, the Secretary shall call a meeting of the Board for the purpose of installing the First Vice President as the new Association President.
C. The Secretary shall keep an accurate record of the minutes of all meetings of the Board and shall have a copy of these minutes posted on the bulletin board for the Redland Woods Homeowners Association within three (3) weeks after each meeting, there to remain until the next meeting. A permanent certified copy, bearing his/her signature and that of the presiding officer, shall be kept in a permenat binder in the possession of the SECRETARY, a copy of which shall be furnished to any Association member upon request. The permanent binder shall be removed from the Club House offices only to be taken to Association meetings.
D. The Secretary shall keep an up-to-date list of all Association members including names, addresses and phone numbers (when possible). A current list of Association members, Board members, officers and committee members, as well as members of Special committees or other committees, shall be furnished upon request to any Association member and shall be brought to each Association meeting.
E. The incumbent Secretary shall be the recipient of ballots cast in the annual election of the Board of Directors. The Secretary with the assistance of the incumbent Association President and an appointed board member will verify and count the ballots. The Secretary shall serve as custodian of the ballots until he/she is directed to destroy them by order of the Board of Directors.
F. The Secretary shall keep a permanent, updated record of the By-laws, Standing Rules and Declaration of Covenants, Conditions and Restrictions, a copy of which shall be furnished to any Association Member upon request and shall be brought to each meeting of the Association. In addition to recording any amendment in the minutes, the Secretary shall also record it on a blank page opposite the article amended, with a reference to the date and page of the minutes where it is recorded.
G. The Secretary shall be one of three (3) signatories authorized for signing checks on the Association's treasury.
H. The Secretary shall be an advisory member of all Association Committees, Special Committees, and other committees, and shall keep a date record of Committee meetings, reminding Committee Chairmen when meetings are required under these Standing Rules and maintaining an up-to-date file on all committee minutes submitted to the Board.
SECTION 2.4. The Association TREASURER shall have charge of the funds deposited with the Association, with the following specified duties:
A. The Treasurer shall be one of three (3) signatories authorized for signing checks on the Association Treasury; and he/she shall pay bills of the Association upon signatures of two (2) of the three signatories designated in these Standing Rules, one of which may be his/her signature.
B. The Treasurer shall supervise a system of bookkeeping in which the accounts correspond to identical categories in the budget.
C. The Treasurer shall prepare an annual report within sixty (60) days after the close of the fiscal year, to be presented to the Association meeting following the sixty (60) day limitation period and to be made available to any Association Member upon request.
D. The Treasurer shall on a monthly basis compare actual rates of income and expenditures with the budgeted amounts and shall report to the Board if adjustments are in order.
E. The Treasurer shall serve as a member of the Budget Committee.
SECTION 2.5. The Association LEGAL COUNSEL shall advise the President of the Association's public responsibilities and statutory obligations. The Legal Counsel shall be an advisory member of the Rules Committee.
SECTION 2.6. The Association PARLIAMENTARIAN shall advise the President on matters of parliamentary procedure upon request, and shall be an advisory member of the Rules Committee.
SECTION 2.7. The CHAPLIN shall give the invocation at each meeting of the Association.
SECTION 2.8. The SERGEANT-AT-ARMS shall assist the President in maintaining order at all Association meetings and shall be responsible for designating separate seating for guests at the meetings.
ARTICLE III - DUTIES OF BOARD MEMBERS-IN-CHARGE OF SPECIFIC AREAS OF RESPONSIBILITY
SECTION 3.1. Members of the Board of Directors shall be elected to serve in specific areas of responsibility. They perform preliminary groundwork and provide the organizational machinery to enable the Association to fulfill its responsibilities. These individuals shall present a verbal and/or written report to each Association Meeting summarizing activities in their specific area of responsibility. The duties of each of the areas of responsibility are detailed below:
A. SECURITY: The member-in-charge of security is charged with dealing with residents with security problems and tracking the incidents of crime in our geographic area. He/she is also responsible for liaison with any security company (law enforcemnt agency) hired by the Association to provide security to make sure they are doing their job proper fashion. This member serves on the Budget Committee.
B. GARBAGE PICK-UP: The member-in-charge of garbage pick-up is charged with dealing with residents complains dealing with no or slow pick up of garbage making sure the waste management company (or city of San Antonio) hired by the Association is doing its job in a proper fashion. This member serves on the Budget Committee.
C. DEED RESTRICTIONS: The member-in-charge of deed restrictions is responsible for enforcing the deed restrictions as defined within the Declaration of Covenants, Conditions and Restrictions. This member serves on the Architectural Control and the Capital Improvements Committees.
D. GREENWAYS: The member-in-charge of greenways is responsible for the maintenance and care of the greenways. These duties include, but are not limited to, making sure the grass is cut, trees are trimmed, side-walks are safe, and the playground does not present any potentially dangerous problems. This member serves on the Capital Improvements Committee.
E. NEWSLETTER: The member-in-charge of the newsletter is responsible for writing, editing and printing the monthly newsletter informing Association members about the business of the Board. It is the responsibility of the member-in-charge of the newsletter to liaison with the chairman of the block captains to insure that he/she has the newsletter for distribution.
F. YARD OF THE MONTH: The member-in-charge of the yard of the month award is responsible for choosing the house he/she thinks deserves to be recognized as the most attractive yard in our area. He/She is responsible for reporting this to the appropriate landscaping company for the placement of their "Yard of the Month" sign.
G. BLOCK CAPTAINS: The member-in-charge of the block captains is responsible for the distribution of the Association newsletter and other items as needed.
ARTICLE IV - DUTIES OF THE STANDING COMMITTEES
SECTION 4.1. Standing Committees are established to perform preliminary groundwork and provide organizational machinery to enable the Board of Directors to fulfill its responsibilities. Standing committees are to meet on a regular basis and make verbal and written reports at Association meetings. And Association member has the privilege of attending an Standing Committee meeting upon request. The duties of the Standing Committees are:
A. THE ARCHITECTURAL CONTROL COMMITTEE: shall be appointed by the Board of Directors by resolution adopted by a majority of the Board of Directors. The Architectural Control Committee shall be composed of at least three (3) members a majority of which must be members of the Board. The First Vice President shall serve as chairman of the committee while the member-in-charge of deed restrictions shall serve as the statutory members of the committee. This committee shall meet as needed but not less than four times (at least once a quarter) a year.
For information on the responsibilities of the Architectural Control Committee see the "Declaration of Covenants, Conditions and Restrictions."
B. THE BUDGET COMMITTEE: shall be appointed by the Board of Directors by resolution adopted by a majority of the Board of Directors. The Budget Committee shall be composed of at least five (5) members a majority of which must be members of the Board. The Association President, Treasurer, Chairman of the Capital Improvements Committee, and members-in-charge of security and garbage pick-up are the statutory members of this committee. This committee shall meet as needed but not less than twice a year.
The primary responsibility of this committee is to assist the Association President formulate short- and long-budget plans for the Association. These include an estimate for a new fiscal year (operational) budget and for the a three year planning cycle. The Budget Committee will present an annual fiscal budget for approval by the Board at the March Association meeting covering the period form March through February of the next year.
A secondary responsibility of the committee is to assist the Association Treasurer in his/her responsibilities for tracking the financial performance of the Association.
C. THE CAPITAL IMPROVEMENTS COMMITTEE: shall be appointed by the Board of Directors by resolution adopted by a majority of the Board of Directors. The Budget Committee shall be composed of at least five (5) members a majority of which must be members of the Board. The members-in-charge of greenways, club house, swimming pool, and deed restrictions shall be the statutory members of this committee. This committee shall meet as needed but not less than twice a year. The chairman of this committee shall serve on the budget Committee.
The primary responsibility of this committee is to produce an annual inventory of the capital needs of the Association as they pertain to side-walks, lighting, greenway maintenance, pool maintenance, club house maintenance, fence maintenance and in other areas to forecast the on-going capital improvement needs of the Association. This inventory will then be expanded to include short- and long-run costs and timelines for making the necessary improvements over differing periods of time. This inventory shall include criteria for prioritizing those projects that need to be addressed in a more timely fashion. The capital improvements forecasts shall be communicated to the Budget Committee by the Chairman of Capital Improvements Committee for formulation and presentation of the Association President's Fiscal Budget.
D. THE BOARD OF DIRECTORS ELECTION COMMITTEE: shall be appointed by the Board of Directors by resolution adopted by a majority of the Board of Directors. The Board of Directors Election Committee shall be composed of at least three (3) members a majority of which must be members of the Board. The Association President shall serve as chairman of the committee. The Association Secretary shall serve as the other statutory member of the committee. The Association President shall appoint at least one other member to the committee with the approval of a majority of the Board of Directors.
This committee shall meet to canvass and verify the results of the annual election of Association members seeking election to the Board of Directors of the Redland Woods Homeowners Association. (For more detailed information on the duties of this committee see Article II, Section 2.3 of these Standing Rules.)
ARTICLE V - ELECTION OF OFFICERS OF THE BOARD OF DIRECTORS
SECTION 5.1. The ELECTION OF ALL OFFICERS and members-in-charge of specific areas of responsibility shall be conducted at the January Organizational Meeting of the Association. These elections shall follow immediately after the announcement by the Election Committee of who was elected to the new Board of Directors by the Association.
SECTION 5.2. The elections shall be conducted by the incumbent Association President and Secretary until a new Association President and Secretary are elected. At that time, the new officers shall take over the organizational meeting and conduct the remainder of the meeting and elections.
SECTION 5.3. Only duly elected Association Board Members shall vote to elect individuals to be Association officers.
SECTION 5.4. The elections shall be conducted in the following order:
A. Election of the new
Association President
Association Secretary
First Vice President
Second Vice President
Association Treasurer
B. Election of the new members-in-charge of
Security
Garbage Pick-up
Greenways
Deed Restrictions
Newsletter
Block captains
Yard of the month Judge
C. Election of Members of Standing Committees (non-statutory)
The Architectural Control Committee (at least one Association member)
The Budget Committee (open nominations)
The Capital Improvements Committee (open nominations)
SECTION 5.5. An individual Board Member shall not be elected to more than two elective positions. An individual Board Member shall not be elected to more than one "Executive" position, defined as, Association President, First Vice President, Second Vice President, Association Secretary, and Association Treasurer. An individual may not be elected to more than one member-in-charge position, defined as, Security, Garbage Pick-up, Greenways, Deed Restrictions, Club House, Swimming pool, Newsletter, Block captains, Yard of the month Judge. He/she may hold an executive position and a member-in-charge position. However, this does not preclude that individual from serving on more than one committee.
SECTION 5.6. Whether elected individually or by slate those elected must be elected by a majority vote of the Board Members present, a quorum being necessary.
SECTION 5.7. Elective vacancies on the Board of Directors shall be fill within two months after the vacancy occurs. It shall be the responsibility of the Association President to announce the vacancy and communicate it to the Association membership via the newsletter or to the Board of Directors at the first regular meeting after the vacancy occurs. The election of a new Board Member shall be by a majority vote of those board Members present, a quorum being necessary.
SECTION 5.8. A Board Members may be removed from the Board by a majority vote of all Board Members present, a quorum being necessary. A petition seeking removal shall be signed by one-third (1/3) of the Board of Directors and presented to the Association President who shall place it on the agenda of the next regularly scheduled meeting.
SECTION 5.9. Any Board Member or Standing Committee member shall be automatically removed from the Board of Directors or from their respective committee if he/she is absent from three regular consecutive meetings.
SECTION 5.10. Any Officer or committee chairman may be removed from office by a two-thirds (2/3s) vote for removal by the entire Board of Directors or entire committee provided that written notice is given and that the petition for removal is submitted to the Association President and included in the agenda for the next regular meeting of the Board of Directors and/or the Committee.
SECTION 5.11 The term of office for any elective or appointive office shall be no more than one (1) year from the date of vote by the Board of Directors or until the next annual organizational meeting, except as noted otherwise in these By-laws and Standing Rules.
ARTICLE VI - RECORDS
SECTION 6.1. The elected Association SECRETARY shall serve as a filing and storage center for all permanent and temporary records of the Association during their tenure. In January of each odd-numbered year, the Association President shall appoint a special committee of not less than three (3) nor more than seven (7) persons whose duty shall be to review all materials on file, for the purpose of microfilming Association minutes, and other records deemed sufficiently important to be preserved.
SECTION 6.2. Any Association member shall have the right to inspect Association records in the presence of the Association President or the President's representative.
ARTICLE VII - INDEBTEDNESS
SECTION 7.1. No officer or employee of the Redland Woods Homeowners Association shall pledge the credit of the Association for purposes of obtaining any loan, unless such action shall have prior approval of two-thirds of members of he Board of Directors, present and voting, a quorum being necessary.
ARTICLE VIII - PARLIAMENTARY AUTHORITY
SECTION 8.1 All rules of order not specifically covered by these Standing Rules shall be governed by the current edition of Robert's Rules of Order Newly Revised in all cases in which they are applicable and in which they are not inconsistent with these Standing Rules.
ARTICLE IX - AMENDMENT PROCEDURE
SECTION 9.1 The Standing Rules may be suspended or amended by a two-thirds (2/3rds) vote at any meeting of the Board of Directors at which a quorum is present, except that if notice of the proposed action is given at a previous meeting, or in the call to the meeting, the Standing Rules may be amended or suspended by a majority vote at any meeting of the Association, a quorum being present.
Standing Rules adopted by the
Redland Woods Homeowners Association
on ___________, __________ __, 2007
__________________________
Association Secretary
1. Instructs the Board to have regular meetings;
2. Instructs the Board to prepare and hold to a standard agenda;
3. Clearly defines the Board member who will conduct Board meetings;
4. Defines how Board members will be elected; and
5. Defines standing committees and their responsibilities.
PROPOSED STANDING RULES THE REDLAND WOODS HOMEOWNERS ASSOCIATION BOARD OF DIRECTORS
ARTICLE I - AGENDA
SECTION 1.1. The Agenda for all regular meetings of the Redland Woods Homeowners Association shall be as follows:
Call to Order
Invocation
Certification of Quorum of Board Members
Approval of minutes of the last meeting
Announcements
Committee Reports
Unfinished Business
New Business
Adjournment
SECTION 1.2. The purpose of any special meeting of the Association shall be stated in the call to the meeting, and no business other than that specified in the call shall be transacted at such meeting.
SECTION 1.3. The order of business may be suspended when a majority of the Association Board Members present vote to suspend the order of business (a quorum being present).
SECTION 1.4. In order to prevent undue delay of the order of business, each member may speak not more than twice on the same motion, resolution, or other item of business, and not longer than five (5) minutes each time. To address the Board for a longer period of time, the consent of two-thirds (2/3rds) of the Board Members present and voting must be obtained.
ARTICLE II - DUTIES OF THE OFFICERS OF THE BOARD OF DIRECTORS
SECTION 2.1. The PRESIDENT OF THE BOARD OF DIRECTORS shall preside at all meetings of the Association and shall be the Board's official representative and spokesman. In addition, the Association President shall be charged with the following powers and duties:
A. To make the appointments specified in the Association's By-laws;
B. To call the meetings specified in the Association's By-laws and Standing Rules;
C. To be empowered to execute contracts which fall within the limitations set by law, the By-laws and Standing Rules, the Declaration, the Board and Budget;
D. To be responsible for the safekeeping of all records of the Association and to turn them over to his/her successor when he/she vacates the office;
E. To be one of three (3) signatories authorized for signing checks on the Association's treasury;
F. To order a certified audit of the Association's books by a disinterested firm, following the election of a President, and annually thereafter, the audit to be presented at the March Association meeting;
G. To arrange for bonding of the person(s) whose duties include receiving and depositing Association monies;
H. To have the usual power of supervision and management necessary to maintain a well-ordered administration;
I. To perform the duties specified by law, the By-laws and Standing Rules of the Association, the Declaration, and the Board;
J. To be an ex-officio member of all Association committees;
K. To chair the Budget Committee that will prepare and present an annual budget for approval by the Association.
L. To employ personnel pursuant to workload requirements and budgetary allowances and function as approved by the Association Board.
M. The incumbent Association President shall assist the incumbent Association Secretary with the verification and counting of ballots for the annual election of the Board of Directors.
SECTION 2.2. The Association FIRST VICE PRESIDENT shall assist the President, as requested, in the execution of his/her duties. In addition, the First Vice President shall be charged with the following duties and powers:
A. In the event an Association meeting is called and the President fails to attend, the First Vice President shall preside;
B. In the event the office of President of the Board of Directors becomes vacant, the First Vice President shall assume the office of President of the Board of Directors;
C. The First Vice President shall be the chairman of the Architectural Control Committee; and
D. The First Vice President shall be an ex-officio member of all Association Committees.
SECTION 2.3. The Association SECOND VICE PRESIDENT shall assist the President, as requested, in the execution of his/her duties. In addition, the Second Vice President shall be charged with the following duties and powers:
A. In the event an Association meeting is called and the President and First Vice President fails to attend, the Second Vice President shall preside; and
B. In the event the office of President of the Board of Directors becomes vacant, the First Vice President shall assume the office of President of the Board of Directors and the Second Vice President shall assume the office of First Vice President.
SECTION 2.3 The Association SECRETARY shall be capable of assuming the duties normally required of a recording secretary, and shall have the following responsibilities:
A. In the event an Association meeting is called, and the President or neither vice president attends, the Secretary shall call the meeting to order and preside while the members present elect a chairman pro-tem.
B. In the event the office of Association President become vacant, the Secretary shall call a meeting of the Board for the purpose of installing the First Vice President as the new Association President.
C. The Secretary shall keep an accurate record of the minutes of all meetings of the Board and shall have a copy of these minutes posted on the bulletin board for the Redland Woods Homeowners Association within three (3) weeks after each meeting, there to remain until the next meeting. A permanent certified copy, bearing his/her signature and that of the presiding officer, shall be kept in a permenat binder in the possession of the SECRETARY, a copy of which shall be furnished to any Association member upon request. The permanent binder shall be removed from the Club House offices only to be taken to Association meetings.
D. The Secretary shall keep an up-to-date list of all Association members including names, addresses and phone numbers (when possible). A current list of Association members, Board members, officers and committee members, as well as members of Special committees or other committees, shall be furnished upon request to any Association member and shall be brought to each Association meeting.
E. The incumbent Secretary shall be the recipient of ballots cast in the annual election of the Board of Directors. The Secretary with the assistance of the incumbent Association President and an appointed board member will verify and count the ballots. The Secretary shall serve as custodian of the ballots until he/she is directed to destroy them by order of the Board of Directors.
F. The Secretary shall keep a permanent, updated record of the By-laws, Standing Rules and Declaration of Covenants, Conditions and Restrictions, a copy of which shall be furnished to any Association Member upon request and shall be brought to each meeting of the Association. In addition to recording any amendment in the minutes, the Secretary shall also record it on a blank page opposite the article amended, with a reference to the date and page of the minutes where it is recorded.
G. The Secretary shall be one of three (3) signatories authorized for signing checks on the Association's treasury.
H. The Secretary shall be an advisory member of all Association Committees, Special Committees, and other committees, and shall keep a date record of Committee meetings, reminding Committee Chairmen when meetings are required under these Standing Rules and maintaining an up-to-date file on all committee minutes submitted to the Board.
SECTION 2.4. The Association TREASURER shall have charge of the funds deposited with the Association, with the following specified duties:
A. The Treasurer shall be one of three (3) signatories authorized for signing checks on the Association Treasury; and he/she shall pay bills of the Association upon signatures of two (2) of the three signatories designated in these Standing Rules, one of which may be his/her signature.
B. The Treasurer shall supervise a system of bookkeeping in which the accounts correspond to identical categories in the budget.
C. The Treasurer shall prepare an annual report within sixty (60) days after the close of the fiscal year, to be presented to the Association meeting following the sixty (60) day limitation period and to be made available to any Association Member upon request.
D. The Treasurer shall on a monthly basis compare actual rates of income and expenditures with the budgeted amounts and shall report to the Board if adjustments are in order.
E. The Treasurer shall serve as a member of the Budget Committee.
SECTION 2.5. The Association LEGAL COUNSEL shall advise the President of the Association's public responsibilities and statutory obligations. The Legal Counsel shall be an advisory member of the Rules Committee.
SECTION 2.6. The Association PARLIAMENTARIAN shall advise the President on matters of parliamentary procedure upon request, and shall be an advisory member of the Rules Committee.
SECTION 2.7. The CHAPLIN shall give the invocation at each meeting of the Association.
SECTION 2.8. The SERGEANT-AT-ARMS shall assist the President in maintaining order at all Association meetings and shall be responsible for designating separate seating for guests at the meetings.
ARTICLE III - DUTIES OF BOARD MEMBERS-IN-CHARGE OF SPECIFIC AREAS OF RESPONSIBILITY
SECTION 3.1. Members of the Board of Directors shall be elected to serve in specific areas of responsibility. They perform preliminary groundwork and provide the organizational machinery to enable the Association to fulfill its responsibilities. These individuals shall present a verbal and/or written report to each Association Meeting summarizing activities in their specific area of responsibility. The duties of each of the areas of responsibility are detailed below:
A. SECURITY: The member-in-charge of security is charged with dealing with residents with security problems and tracking the incidents of crime in our geographic area. He/she is also responsible for liaison with any security company (law enforcemnt agency) hired by the Association to provide security to make sure they are doing their job proper fashion. This member serves on the Budget Committee.
B. GARBAGE PICK-UP: The member-in-charge of garbage pick-up is charged with dealing with residents complains dealing with no or slow pick up of garbage making sure the waste management company (or city of San Antonio) hired by the Association is doing its job in a proper fashion. This member serves on the Budget Committee.
C. DEED RESTRICTIONS: The member-in-charge of deed restrictions is responsible for enforcing the deed restrictions as defined within the Declaration of Covenants, Conditions and Restrictions. This member serves on the Architectural Control and the Capital Improvements Committees.
D. GREENWAYS: The member-in-charge of greenways is responsible for the maintenance and care of the greenways. These duties include, but are not limited to, making sure the grass is cut, trees are trimmed, side-walks are safe, and the playground does not present any potentially dangerous problems. This member serves on the Capital Improvements Committee.
E. NEWSLETTER: The member-in-charge of the newsletter is responsible for writing, editing and printing the monthly newsletter informing Association members about the business of the Board. It is the responsibility of the member-in-charge of the newsletter to liaison with the chairman of the block captains to insure that he/she has the newsletter for distribution.
F. YARD OF THE MONTH: The member-in-charge of the yard of the month award is responsible for choosing the house he/she thinks deserves to be recognized as the most attractive yard in our area. He/She is responsible for reporting this to the appropriate landscaping company for the placement of their "Yard of the Month" sign.
G. BLOCK CAPTAINS: The member-in-charge of the block captains is responsible for the distribution of the Association newsletter and other items as needed.
ARTICLE IV - DUTIES OF THE STANDING COMMITTEES
SECTION 4.1. Standing Committees are established to perform preliminary groundwork and provide organizational machinery to enable the Board of Directors to fulfill its responsibilities. Standing committees are to meet on a regular basis and make verbal and written reports at Association meetings. And Association member has the privilege of attending an Standing Committee meeting upon request. The duties of the Standing Committees are:
A. THE ARCHITECTURAL CONTROL COMMITTEE: shall be appointed by the Board of Directors by resolution adopted by a majority of the Board of Directors. The Architectural Control Committee shall be composed of at least three (3) members a majority of which must be members of the Board. The First Vice President shall serve as chairman of the committee while the member-in-charge of deed restrictions shall serve as the statutory members of the committee. This committee shall meet as needed but not less than four times (at least once a quarter) a year.
For information on the responsibilities of the Architectural Control Committee see the "Declaration of Covenants, Conditions and Restrictions."
B. THE BUDGET COMMITTEE: shall be appointed by the Board of Directors by resolution adopted by a majority of the Board of Directors. The Budget Committee shall be composed of at least five (5) members a majority of which must be members of the Board. The Association President, Treasurer, Chairman of the Capital Improvements Committee, and members-in-charge of security and garbage pick-up are the statutory members of this committee. This committee shall meet as needed but not less than twice a year.
The primary responsibility of this committee is to assist the Association President formulate short- and long-budget plans for the Association. These include an estimate for a new fiscal year (operational) budget and for the a three year planning cycle. The Budget Committee will present an annual fiscal budget for approval by the Board at the March Association meeting covering the period form March through February of the next year.
A secondary responsibility of the committee is to assist the Association Treasurer in his/her responsibilities for tracking the financial performance of the Association.
C. THE CAPITAL IMPROVEMENTS COMMITTEE: shall be appointed by the Board of Directors by resolution adopted by a majority of the Board of Directors. The Budget Committee shall be composed of at least five (5) members a majority of which must be members of the Board. The members-in-charge of greenways, club house, swimming pool, and deed restrictions shall be the statutory members of this committee. This committee shall meet as needed but not less than twice a year. The chairman of this committee shall serve on the budget Committee.
The primary responsibility of this committee is to produce an annual inventory of the capital needs of the Association as they pertain to side-walks, lighting, greenway maintenance, pool maintenance, club house maintenance, fence maintenance and in other areas to forecast the on-going capital improvement needs of the Association. This inventory will then be expanded to include short- and long-run costs and timelines for making the necessary improvements over differing periods of time. This inventory shall include criteria for prioritizing those projects that need to be addressed in a more timely fashion. The capital improvements forecasts shall be communicated to the Budget Committee by the Chairman of Capital Improvements Committee for formulation and presentation of the Association President's Fiscal Budget.
D. THE BOARD OF DIRECTORS ELECTION COMMITTEE: shall be appointed by the Board of Directors by resolution adopted by a majority of the Board of Directors. The Board of Directors Election Committee shall be composed of at least three (3) members a majority of which must be members of the Board. The Association President shall serve as chairman of the committee. The Association Secretary shall serve as the other statutory member of the committee. The Association President shall appoint at least one other member to the committee with the approval of a majority of the Board of Directors.
This committee shall meet to canvass and verify the results of the annual election of Association members seeking election to the Board of Directors of the Redland Woods Homeowners Association. (For more detailed information on the duties of this committee see Article II, Section 2.3 of these Standing Rules.)
ARTICLE V - ELECTION OF OFFICERS OF THE BOARD OF DIRECTORS
SECTION 5.1. The ELECTION OF ALL OFFICERS and members-in-charge of specific areas of responsibility shall be conducted at the January Organizational Meeting of the Association. These elections shall follow immediately after the announcement by the Election Committee of who was elected to the new Board of Directors by the Association.
SECTION 5.2. The elections shall be conducted by the incumbent Association President and Secretary until a new Association President and Secretary are elected. At that time, the new officers shall take over the organizational meeting and conduct the remainder of the meeting and elections.
SECTION 5.3. Only duly elected Association Board Members shall vote to elect individuals to be Association officers.
SECTION 5.4. The elections shall be conducted in the following order:
A. Election of the new
Association President
Association Secretary
First Vice President
Second Vice President
Association Treasurer
B. Election of the new members-in-charge of
Security
Garbage Pick-up
Greenways
Deed Restrictions
Newsletter
Block captains
Yard of the month Judge
C. Election of Members of Standing Committees (non-statutory)
The Architectural Control Committee (at least one Association member)
The Budget Committee (open nominations)
The Capital Improvements Committee (open nominations)
SECTION 5.5. An individual Board Member shall not be elected to more than two elective positions. An individual Board Member shall not be elected to more than one "Executive" position, defined as, Association President, First Vice President, Second Vice President, Association Secretary, and Association Treasurer. An individual may not be elected to more than one member-in-charge position, defined as, Security, Garbage Pick-up, Greenways, Deed Restrictions, Club House, Swimming pool, Newsletter, Block captains, Yard of the month Judge. He/she may hold an executive position and a member-in-charge position. However, this does not preclude that individual from serving on more than one committee.
SECTION 5.6. Whether elected individually or by slate those elected must be elected by a majority vote of the Board Members present, a quorum being necessary.
SECTION 5.7. Elective vacancies on the Board of Directors shall be fill within two months after the vacancy occurs. It shall be the responsibility of the Association President to announce the vacancy and communicate it to the Association membership via the newsletter or to the Board of Directors at the first regular meeting after the vacancy occurs. The election of a new Board Member shall be by a majority vote of those board Members present, a quorum being necessary.
SECTION 5.8. A Board Members may be removed from the Board by a majority vote of all Board Members present, a quorum being necessary. A petition seeking removal shall be signed by one-third (1/3) of the Board of Directors and presented to the Association President who shall place it on the agenda of the next regularly scheduled meeting.
SECTION 5.9. Any Board Member or Standing Committee member shall be automatically removed from the Board of Directors or from their respective committee if he/she is absent from three regular consecutive meetings.
SECTION 5.10. Any Officer or committee chairman may be removed from office by a two-thirds (2/3s) vote for removal by the entire Board of Directors or entire committee provided that written notice is given and that the petition for removal is submitted to the Association President and included in the agenda for the next regular meeting of the Board of Directors and/or the Committee.
SECTION 5.11 The term of office for any elective or appointive office shall be no more than one (1) year from the date of vote by the Board of Directors or until the next annual organizational meeting, except as noted otherwise in these By-laws and Standing Rules.
ARTICLE VI - RECORDS
SECTION 6.1. The elected Association SECRETARY shall serve as a filing and storage center for all permanent and temporary records of the Association during their tenure. In January of each odd-numbered year, the Association President shall appoint a special committee of not less than three (3) nor more than seven (7) persons whose duty shall be to review all materials on file, for the purpose of microfilming Association minutes, and other records deemed sufficiently important to be preserved.
SECTION 6.2. Any Association member shall have the right to inspect Association records in the presence of the Association President or the President's representative.
ARTICLE VII - INDEBTEDNESS
SECTION 7.1. No officer or employee of the Redland Woods Homeowners Association shall pledge the credit of the Association for purposes of obtaining any loan, unless such action shall have prior approval of two-thirds of members of he Board of Directors, present and voting, a quorum being necessary.
ARTICLE VIII - PARLIAMENTARY AUTHORITY
SECTION 8.1 All rules of order not specifically covered by these Standing Rules shall be governed by the current edition of Robert's Rules of Order Newly Revised in all cases in which they are applicable and in which they are not inconsistent with these Standing Rules.
ARTICLE IX - AMENDMENT PROCEDURE
SECTION 9.1 The Standing Rules may be suspended or amended by a two-thirds (2/3rds) vote at any meeting of the Board of Directors at which a quorum is present, except that if notice of the proposed action is given at a previous meeting, or in the call to the meeting, the Standing Rules may be amended or suspended by a majority vote at any meeting of the Association, a quorum being present.
Standing Rules adopted by the
Redland Woods Homeowners Association
on ___________, __________ __, 2007
__________________________
Association Secretary
Empowerment
SECURITY: The member-in-charge of security is charged with dealing with residents with security problems and tracking the incidents of crime in our geographic area. He/she is also responsible for liaison with any security company (law enforcement agency) hired by the Association to provide security to make sure they are doing their job proper fashion. This member serves on the Budget Committee.
GARBAGE PICK-UP: The member-in-charge of garbage pick-up is charged with dealing with residents complains dealing with no or slow pick up of garbage making sure the waste management company (or city of San Antonio) hired by the Association is doing its job in a proper fashion. This member serves on the Budget Committee.
DEED RESTRICTIONS: The member-in-charge of deed restrictions is responsible for enforcing the deed restrictions as defined within the Declaration of Covenants, Conditions and Restrictions. This member serves on the Architectural Control and the Capital Improvements Committees.
GREENWAYS: The member-in-charge of greenways is responsible for the maintenance and care of the greenways. These duties include, but are not limited to, making sure the grass is cut, trees are trimmed, side-walks are safe, and the playground does not present any potentially dangerous problems. This member serves on the Capital Improvements Committee.
NEWSLETTER: The member-in-charge of the newsletter is responsible for writing, editing and printing the monthly newsletter informing Association members about the business of the Board. It is the responsibility of the member-in-charge of the newsletter to liaison with the chairman of the block captains to insure that he/she has the newsletter for distribution.
YARD OF THE MONTH: The member-in-charge of the yard of the month award is responsible for choosing the house he/she thinks deserves to be recognized as the most attractive yard in our area. He/she is responsible for reporting this to the appropriate landscaping company for the placement of their "Yard of the Month" sign.
BLOCK CAPTAINS: The member-in-charge of the block captains is responsible for the distribution of the Association newsletter and other items as needed.
GARBAGE PICK-UP: The member-in-charge of garbage pick-up is charged with dealing with residents complains dealing with no or slow pick up of garbage making sure the waste management company (or city of San Antonio) hired by the Association is doing its job in a proper fashion. This member serves on the Budget Committee.
DEED RESTRICTIONS: The member-in-charge of deed restrictions is responsible for enforcing the deed restrictions as defined within the Declaration of Covenants, Conditions and Restrictions. This member serves on the Architectural Control and the Capital Improvements Committees.
GREENWAYS: The member-in-charge of greenways is responsible for the maintenance and care of the greenways. These duties include, but are not limited to, making sure the grass is cut, trees are trimmed, side-walks are safe, and the playground does not present any potentially dangerous problems. This member serves on the Capital Improvements Committee.
NEWSLETTER: The member-in-charge of the newsletter is responsible for writing, editing and printing the monthly newsletter informing Association members about the business of the Board. It is the responsibility of the member-in-charge of the newsletter to liaison with the chairman of the block captains to insure that he/she has the newsletter for distribution.
YARD OF THE MONTH: The member-in-charge of the yard of the month award is responsible for choosing the house he/she thinks deserves to be recognized as the most attractive yard in our area. He/she is responsible for reporting this to the appropriate landscaping company for the placement of their "Yard of the Month" sign.
BLOCK CAPTAINS: The member-in-charge of the block captains is responsible for the distribution of the Association newsletter and other items as needed.
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