Pierson Place Historic District Neighborhood Association

By-Laws Committee

Meeting Minutes 2/9/06

Pierson Place Historic District
Bylaw Committee Summary
February 9, 2006 at 6:00pm
125 West Pierson Street

Present:
Shirley Perer, Joanne Winter, Teryl Sands, Joann Muench, Steve Bass, Joe Harban, Peter Zorbas, Travis Benton, Randy Leon, Charley Jones, Patricia Anderson

Absent:
Ken Waters, Brett Bell, Bev Bodirdia, Mary Mitchell, Barbara Mitchell, Elaine McLean

1. Call to order @ 6:10pm
Informally by Teryl Sands and committee members

2. Previous Minutes
This is the first meeting for Bylaws Committee—no previous minutes

3. Working Calendar
The Issue of putting together a working calendar for both new bylaws and elections was brought up by Steve Bass and other group members. Bylaws are rough estimated to take place and be presented to the neighborhood in the next two months (March,/April) New elections are estimated at this time for late spring possibly early summer depending on input from Elaine McLean on how to conduct an open and fair election. Members also set the next Bylaws meeting for Sunday February 26th at 4pm at 125 W. Pierson St.

4. Obtain comparable historic neighborhood bylaws
Committee members agreed that the bylaws of other designated Phoenix Historic Neighborhoods need to be accessed, evaluated, and compared to our current bylaws. Individual committee members volunteered to find and evaluate the strength and weaknesses of the following Historic Neighborhoods: Medlock- Joann Muench; Windsor- Joanne Winter; Phoenix Country Club- Steve Bass; Coronado-Teryl Sands; Yaple Park and Woodlea-Melrose—Travis Benton; Roosevelt—Patricia Pace Anderson; Encanto—Peter Zorbas; and Willo--Joe Harban. Committee members will briefly report on their findings to other members at the next meeting. A short write up (typed or hand written) and extra copies (minimum 3?) of bylaws would be helpful.

5. Current Bylaws
Committee members also discussed that all members would be responsible for evaluating the current Pierson bylaws and bring their comments to the next meeting.

6. Communication
The issue of problematic communication in the Pierson Historic Neighborhood was brought up by Teryl Sands. Current President Charley Jones asked members if they could also find a good model of communication while looking at other Historic Neighborhoods.

7. Flier
Charley Jones also discussed the need for a flier to distribute to the neighborhood do address the postponement of the election, communicate the work of the bylaws committee to the neighborhood community, a tentative calendar for future actions, and community involvement in this process as well as street representation.

8. Adjournment
Meeting adjourned at 7:15pm by Teryl Sands

Recorded and Edited by:
Teryl Sands, Bylaws Committee Member

Proposed By-Laws available for review and input

Bylaws of Pierson Place Historic District Neighborhood Association,
Phoenix, Arizona


Mission & Purpose Statement



The Purpose of the Pierson Place Historic District Neighborhood Association is to provide a forum for community dialogue and a mechanism for community action to enhance sense of place, neighbor connectivity, and neighborhood quality of life for the residents and businesses within the boundaries of the association.

ARTICLE I. MEMBERSHIP

Membership shall apply to all property owners, residents, or businesses within the neighborhood bounded E/W by Central Ave & 7th Ave; N/S by Camelback Rd. & Grand Canal.

A Voting Member shall be a resident, property owner, or business within the boundaries of the neighborhood, with one vote per adult resident of voting age or business.

Yearly dues, encouraged, are to be $10.00 per year on a voluntary, optional basis.

Membership shall not be denied on the basis of views or opinions contrary to the goals and purposes of the association.
ARTICLE II. OFFICERS

The Voting Members of the neighborhood association shall nominate and elect eleven (11) officers of the association. The officers of this association shall all be required to be resident Voting Members serving in a fiduciary manner for the community holding office for terms of two (2) years. The term of office shall begin at the close of the Annual Meeting. The eleven (11) officers of the association shall be: President, Vice President, Secretary, Treasurer, and seven (7) At-Large Board of Director members. These eleven (11) officers of the association will comprise the Board of Directors.

The President, with a term of two (2) years, shall call and preside at all meetings, shall act for and in behalf of the membership of the association, shall appoint any special committees necessary for the operation of the association business, and shall act as official spokesperson for the association. The President will not be eligible to be reelected or serve as President immediately following his or her term in office as President.

The Vice President, with a coinciding term of two (2) years, shall work in conjunction with the President and for and in behalf of the membership, and in the absence of the President, assume all of the duties of that office.

The Secretary, with a coinciding term of two (2) years, shall keep a permanent record of all formal meetings and all legal documents and legal transactions of the association. The secretary shall transcribe the minutes of each meeting and shall maintain a file copy of same and submit a copy of these minutes to the board members.

The Treasurer, with a coinciding term of two (2) years, shall, on a fiduciary basis, keep all financial receipts and a permanent record of all financial business of the association. An up-to-date financial report shall be submitted at each meeting. The Treasurer shall be responsible for maintaining association financial accounts.

The seven (7) At-Large Board Members shall act for and in behalf of the membership of the association and be composed of Voting Members, elected by the Voting Membership. All seven (7) At-Large Board members will have two (2) year terms, coinciding with the above listed officers, except for the first year, where five (5) At-Large Board Members will have one (1) year terms. Thereafter, all elected positions will have two (2) year terms.

Any officer can be removed from office by a 75% (seventy-five percent) majority vote of the Voting Membership present at a general meeting after a special meeting has been requested at least ten (10) working days in advance.

ARTICLE III. COMMITTEES

The President shall have the power to appoint committees as necessary to implement the purposes of the charter.

The President shall be an ex-officio member of all committees.

ARTICLE IV. MEETINGS

An Annual Meetings shall be held during the month of May. Quarterly Meetings will be held in August, November, and February. All meetings at a time and place designated by the President.

Not less than 30% (ten percent) of the Voting Members shall have the privilege of petitioning a special meeting at any time.

The Voting Members present shall constitute a quorum.

At least a ten (10) working day notice shall be provided in advance of any general association meeting. Every effort will be made to notify all interested parties and members of the Association of upcoming meetings either by direct mailing, pamphlets, newsletters, emails, phone calls, or announcements at regularly scheduled meetings.

Any and all meetings shall be public and open, welcome to any interested persons.

ARTICLE V. NOMINATION, ELECTIONS, ANNUAL REPORTS AND INSTALLATION OF OFFICERS

Nominations of Officers shall be made from the floor at the annual meeting.

Election of officers shall be held on the same day as the nominations.

Upon installation of the officers whose terms begin at the close of the Annual Meeting, all documents, records, and any materials pertaining to the duties of the office as designated in the bylaws which are in the possession of the outgoing officers shall be submitted to the newly elected counterpart within five (5) working days of the installation.

Any vacancies occurring during the year of any Officer shall be filled by appointment and majority vote of the remaining Officers. President casts deciding vote, if tied.
ARTICLE VI. FISCAL RESPONSIBILITY

The Treasurer and President shall jointly sign all checks exceeding $250; for lesser amounts the Treasurer has authority to sign and authorize such expenditures.

Financial records and funds of the association shall be audited at least once a year by a committee of at least two (2) Voting Members, not members of the board, appointed by majority vote of the eleven Board Members prior to a new Treasurer's taking office.
ARTICLE VII. AMENDMENT OF BYLAWS

These bylaws may be amended by a majority vote of the Voting Members.

Proposed Bylaw Amendments shall be sent to all members at least 10 working days in advance of the meeting where action is to be taken and shall be read at the presiding meeting.
ARTICLE VIII. GENERAL

The rules in the current edition of Robert's Rules of Order shall guide the association, the Board of Directors, and all subcommittees in all cases to which they apply and do not conflict with the specific provisions of these Bylaws or any special rules that the association may adopt.

If any part of the Bylaws or the application thereof is hereafter held invalid or unenforceable, the remainder shall not be affected thereby, and only the affected portions are declared eliminated.

No officer, representative, spokesperson or member shall have any financial liability of the association.

DATE ADOPTED:_______________________________

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