Fox Run Plantation

Fox Run Neighborhood Association By-Laws

Homeowners Association By-Laws

Fox Run Plantation

Established:
August 10, 2002


Table of Contents
Article I. Name and location
Article II. Purpose
Article III. Objective
Article IV. Membership
Article V. Nominations and Elections
Article VI. Officers
Article VII. Board of Directors
Article VIII. Finance
Article IX. Parliamentary Authority
Article X. Prohibitions
Article XI. Books and Records





Article I. Name and Location

The name of this organization shall be the Fox Run Neighborhood Association (FRNA), a non-profit organization, hereinafter referred to as the Association, established August 10, 2002. Meetings of members and directors may be held at such places within the state of South Carolina, County of Orangeburg, as may be designated by the Board of Directors of the Association.

Article II. Purpose

The purpose of the Association is to represent its members to improve the quality of life in the neighborhood in matters such as land use, traffic control, environmental protection, public services, consumer protection, the protection and enhancement of Fox Run Plantation Subdivision, and other matters of neighborhood concern.

Article III. Objectives

The objectives of the Association are to:

1) Represent and advance the interest of residents in the neighborhood.

2) Keep all members informed of issues vital to the neighborhood by appropriate communications and meetings.

3) Establish Standing and Ad-Hoc Committees to investigate and make recommendations to the Association on all matters of neighborhood concern.

Article IV. Membership

1) Eligibility.

Any person who subscribes to and supports the purposes of the Association shall be eligible for membership to the Association in one (1) of the four (4) classes of membership. All memberships in the Association, except Honorary memberships, shall be issued upon the payment of annual dues.

2) Membership Classes.

a) Household
This Class of membership is reserved for residents of Fox Run Plantation Subdivision

b) Individual
This Class of membership is reserved for non-residential property owners of Fox Run Plantation Subdivision. This membership is limited to one membership per person.

c) Honorary
This membership to the Association is exclusive. The Board of Directors must nominate, at its on discretion, a person(s) for the Honorary membership. The nomination must be voted on and approved by the general membership of the Association at a scheduled meeting of the Association, provided, notice of this nomination has been given at a previous Association meeting and notice sent to those members not present at the meeting. The number of voters must be at least 10% of the Association membership. Once nomination is approved, a person(s) is given full membership to the Association, with voting rights, and all membership dues are waived for life.
d) Associate
This Class of membership is reserved for non-property owners of Fox Run Plantation Subdivision.



3) Membership Dues.

Membership in the Association shall be issued upon the payment of annual dues. Members shall pay dues at the beginning of each fiscal year for the support of authorized activities as established by the Board of Directors of the Association.

4) Voting Privileges.

A maximum of two adult members of a paid Household membership are entitled to one (1) vote per person. Each adult member with a paid Individual membership is entitled to one (1) vote. Honorary members are entitled to 1 (one) vote. Associate members are not entitled to any votes.

5) Association Meetings

a) The Association shall conduct (12) general meetings a year, including the Annual Meeting to be held in September. The Officer and Committee leaders shall be elected at the Annual Meeting.
Meetings held from November - March will be held at the O-Cab Facilities on the North Road, starting at 6:00 p.m., on the third Saturday of every month. Meetings held from April - October would be held within the community at a volunteer’s home, who shall volunteer to be a host for that meeting a month prior to the date. Since we are being invited to someone's home, the volunteer may set the time to start the meeting to suit his or her agenda. These meeting will also be held on the third Saturday of every month. All meetings are expected, but not scheduled to last under and hour.

b) Special meetings may be call at any time by the order of the Board of Directors, or the President, or upon written request from five (5) or more members of the Association, all of whom have been dues-paying members during the preceding three (3) months. Written notice shall be given by, or at the direction of, the secretary or person authorized to call the meeting, by mailing a copy of such notice, postage prepaid, at least 15 days but not more than 60 days before such meeting to each member entitled to vote thereat, addressed to the members’ address last appearing on the books of the Association, or supplied by such member to the Association for the purpose of notice. Such notice shall specify the place, day and hour of the meeting, and in the case of a special meeting, the purpose of the meeting.

c) The quorum for the general meeting shall be ten (10) percent of the current memberships.

6) Association Newsletters

The Association may publish a Newsletter and maintain an electronic mail service. The newsletter may be distributed Monthly to Association Members and twice a year to all neighborhood residents. Subscription to the electronic mail service shall be voluntary and limited to Association members. The Board of Directors may adopt protocols necessary to administer the orderly use of the electronic mail service.

Article V. Nominations and Elections

1) Nomination.

a) Nomination of officers shall be the responsibility of a three (3) member Nominating Committee appointed by the Board of Directors from the active membership prior to the September meeting.

b) The Nomination Committee shall report to the membership in the Notice of the Annual Meeting with a slate containing nominees for all elective positions including the

c) In an election when mail-in/return ballots are not being used, nominations are the accepted from the floor, provided that the nominee meets the qualifications, is present and consents.

d) If mail-in/return ballots are being used in an election, no nomination will be accepted from the floor. Any member meeting qualification for office that has submitted a statement of interest to the Nominating Committee within the announced time shall be included in the ballot.

2) Elections.

a) Officers and Committee Chairman shall be elected at the Annual Meeting of the Association.

b) Voting shall be by ballot. Mail-in/return ballots may be used.

c) Election shall be a plurality of those voting, provided that the number of voters is equal to at least 10% of the membership.

Article VI. Officers

1) Eligibility.

Any person holding a Household class of membership with this Association, and has been a dues-paying member during the preceding three (3) months, is eligible for any office within the Association. Anyone holding an Individual class of membership with the Association, and has been a dues-paying member during the preceding three (3) months, is eligible to Chair any committee of the Association only. Any person holding an Honorary class of membership with this Association is eligible for any office within the Association. Associate members are not eligible to hold any office within the Association.

2) Composition.

The Officers of this Association shall be a President, Vice-President, Secretary, Treasurer, Hospitality Committee Chairman, Playground / Park Committee Chairman, Maintenance Committee Chairman, and Crime Watch Committee Chairman. All of whom will serve on the Board of Directors.

3) Term of Office.

Officers shall be elected by the general membership at the Annual Meeting. The term of office shall be one (1) year, beginning at the next fiscal year after the Annual Meeting Elections. No Officer may hold the same position for more than two (2) consecutive terms.

4) Removal from Office.

Any officer may be removed from office for cause at any meeting by majority vote of a quorum of Association members, provided that notice has been furnished to the membership at least two (2) weeks prior to said meeting.

5) Resignation by Officers.

Elected officers are requested to give a timely written notice of resignation to the President.

6) Vacancies.

a. The Board for the remainder of the term of office shall fill vacancies in all offices except the Presidency.

b. The Vice-President shall fill a vacancy in the office of the President. The Board then shall appoint a Vice-President for the remainder of the term.





7) Duties.

a) President: The President shall coordinate all Association activities, preside at meetings of the Association and the Board, and shall have the general powers of supervision and management of the Association as pertain to the office and such duties as may be designated by the Board. The President shall be an ex-officio member of all other committees and shall be notified of all meetings.

b) Vice-President: The Vice-President shall assume the duties of the President in the officer’s absence. Other duties shall be performed as required by the President or the Board.

c) Secretary: The Secretary shall keep minutes of the Association and Board meetings, shall be responsible for notification for Association and Board meetings, shall have the responsibility of Association correspondence, at the direction of the President, and shall maintain archive files.

d) Treasurer: The Treasurer shall be custodian of the Association funds and supervise the handling of funds of any enterprises of the Association. The Treasurer shall chair a budget committee, keep proper financial records, report regularly to the membership and the Board, and pay budgeted requests as directed by the Board.

e) Assistant Treasurer: The Assistant Treasurer shall assume the duties of the Treasurer in the officer’s absence. Other duties shall be performed as required by the President or the Board.


Article VII. Board of Directors

1) Composition.

The Board of Directors shall manage the affairs of the Association. The Board of Directors shall consist of the Officers and Committee Chairmen of the Association.

2) Powers and Duties.

The Board of Directors Shall:

a) Be responsible for the conduct and management of the business of the Association.

b) Supervise preparation and maintenance of the policies and procedures for the Association and its activities.

c) Declare the office of a member of the Board of Directors to be vacant in the event such members shall be absent from three (3) consecutive regular meetings of the Board of Directors without given notice of absence and an update of all matters of his or her jurisdictions.

d) Appoint Committees as needed; and

e) Supervise the preparation of the budget and approve all expenditures.

3) Meetings.

a) The Board shall meet at least six (6) times per year at regularly schedule times designated by the Board.

b) The President may call a Special meeting at any time and shall call a Special meeting upon written request of three (3) members of the Board. In either case, three (3) days notice shall be given.




c) Board or Special meetings may be closed to consider litigation and matters involving a Board member. The purpose of any closed session shall be announced. A report of action taken in closed session shall be included in the minutes and reported at the next open meeting. Strategic planning may be discussed in closed session; action shall be taken in open session.

4) Quorum.

The Quorum for Board meeting shall be a majority of the Board members.

Article VIII. Finance

1) Fiscal Year.

The fiscal year of the Association shall be January 1 to December 31.

2) Dissolution of the Association.

In the event of dissolution of the Association, no class of member shall have any right nor shall receive any assets of the Association. The assets of the Association, after payment of all indebtedness, obligations, and cost of dissolution, shall be distributed by action of the Board to one or more organization which itself is tax exempt under the provisions of Section 501(c)(3) of the Internal Revenue Code.

Article IX. Parliamentary Authority

1) Amendments.

Amendments to the Bylaws may be proposed by the Board, or a request to the President by five (5) or more members of the Association, all of whom have been dues-paying members during the preceding three months.

a) Association.

These By-Laws may be amended or revised at an Association meeting or by mailing in/return ballots by a 2/3 vote of members voting, provided that the number of voters is equal to at least 10% of the membership and that notice of the proposal and manner of voting has been given.

b) Board of Directors.

The Board of Directors may petition to the Association membership a proposal to amends these By-Laws by a 2/3 vote of the Board of Directors; provided, notice of such proposal has been given at the previous Board meeting and notice sent to those members not present at the meeting.

Article X. Prohibitions

1) The Association shall not endorse any candidates for political office nor shall discussions extend to matters outside the purpose of the Association as set out in Article II.

2) The Membership roster and the subscription list to the electronic mail service shall be confidential and may not be released to non-members without permission of the Board of Directors after careful review of request made therefore.

3) No members may act as spokesperson or represent the Association without the permission of the Board of Directors or a majority of the quorum at a duly called regular or special meeting.

4) The electronic mail service shall not be used to cast votes on Association business.



Article XI. Books and Records

The books, records and papers of the Association shall at all times, during reasonable business hours, be subject to inspection by any members. The covenants and By-Laws of the Association shall be available for inspection by any member of the Association, where copies may be purchased at reasonable cost.