Rolling Hills Neighborhood Association

Rolling Hills Estates By-laws

ARTICLE 1 PURPOSE

Section 1 NAME OF ORGANIZATION: The name of the organization shall be Rolling Hills Neighborhood Association (RHNA).

Section 2 PURPOSE OF RHNA: The purposes for which RHNA is organized are:

a). To enhance the livability of the area by establishing and maintaining an open line of communication and liaison between the neighborhood, government agencies and other neighborhoods.
b) To provide an open process by which all members of the neighborhood may involve themselves in the affairs of the neighborhood.
c) To do and perform all of the activities related to said purposes, to have and enjoy all of the powers granted and engage in any lawful activity for which neighborhood associations may be organized under the law.
d) To be organized exclusively for educational, scientific and charitable purposes. Notwithstanding any statement of purposes or powers aforesaid, this association shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of its specific and primary purpose.

ARTICLE II MEMBERSHIP

Section 1 MEMBERSHIP QUALIFICATIONS: Membership in RHNA shall be open to any person who lives and/or owns any real property within the recognized boundaries of RHNA

Section 2 MEMBERSHIP VOTING: All residents and property owners located within RHNA boundaries shall have one vote each to be cast during attendance at any general or special meeting. One representative from each government agency and non-profit organization located with RHNA boundaries shall have the same privilege as the residents listed above.

ARTICLE III DUES

The charging of dues or membership fees shall not be made; however, voluntary contributions will be accepted. Activities to raise funds for RHNA use may be held if appropriate.

ARTICLE IV MEMBERSHIP MEETINGS

Section 1 GENERAL MEMBERSHIP METINGS: There shall be at least two general membership meetings yearly. The meetings shall be convened on the first Monday of April and the first Monday of October or on any day decided upon by majority vote of the Board of Directors. Notification for all general meetings shall require seven (7) days advance written notice (via e-mail or otherwise) or telephonic notice to all persons living in or owning property within the recognized boundaries.

Section 2 SPECIAL MEMBERSHIP MEETINGS: Special meetings of the membership may be called by the chairperson or the Board of Directors as deemed necessary. Notification and purpose(s) of the special meeting shall require seven (7) days advance written (via e-mail or otherwise) or telephonic notice to all active members of RHNA and public notice.

Section 3 AGENDA: Subject to the approval of the Board of Directors, the Chairperson shall prepare the agenda for general and special meetings of the membership. Any person may add an item to the agenda by submitting the item in writing to the Board of Directors at least seven (7) days in advance of the membership meeting. Any member of RNHA may make a motion to add an item to the board, general or special agendas at those respective meetings. Adoption of that motion requires a second and majority vote.

Section 4 QUORUM: A quorum for any general or special meeting of RHNA shall be the number of members in attendance. Unless otherwise specified in these By-Laws, decisions of RHNA shall be made by a majority vote of those members present at any meeting.

Section 5 PARTICIPATION: Any general, special board or committee meeting is open to any person and all who wish to be heard. However, only those eligible for membership are entitled to vote. All actions or recommendations of the general or special meetings shall be communicated to all affected parties, including minority reports.

Section 6 PROCEDURES: The RHNA shall follow Robert’s Rules of Order in all areas not covered by the By-Laws.






ARTICLE V BOARD OF DIRECTORS

Section 1 BOARD OF DIRECTORS: The Board of Directors shall consist of the President, Vice-President, Secretary, Treasurer, and Block Captains: Three (3) from Rolling Hills Trail, Two (2) from Washington Drive, One (1) each from Rockgate Court, Bradwood Court, Belfry Court, Crown Colony Drive, and Bermuda Court.

Section 2 TERMS OF OFFICE: Each director shall hold office for a term of two (2) years for which he/she is elected or appointed and until his/her successor shall have been elected or appointed to take office. (The season in which a position is open for election will be indicated in parentheses following that position’s duty description.)

Section 3 ELIGIBILITY FOR BOARD SERVICE: Only persons eligible for RHNA membership shall be qualified to hold an elected or appointed position.

Section 4 DUTIES OF BOARD MEMBERS: The board shall manage the affairs of RHNA in the interim between general meetings. The board shall be accountable to the membership; shall seek the views of those affected by any proposed policies or reactions before adopting any recommendations on behalf of RHNA; and shall strictly comply with these By-Laws.

Section 5 ELECTION OF BOARD MEMBERS: The Board Officers shall be elected by the vote of the membership at its annual meeting. The names of all candidates shall be placed in nomination. Secret written ballots shall be used for voting for board officers. Election requires a majority vote of the membership present. Block Captains shall be selected by the residents of the streets they represent.

Section 6 BOARD VACANCIES: The board may fill any vacancy on the board or a committee by majority vote of the board in cases involving absences by a board or committee member from three (3) consecutive meetings. A member appointed to fill a vacancy shall serve the remainder of the unexpired term and until his/her successor is elected or appointed.






Section 7 DUTIES OF BOARD OFFICERS

a. PRESIDENT (Elected in odd numbered years)
The President shall prepare the agenda and preside at all meetings of the board and membership; shall appoint members of committees not elected, with a majority approval of the board, except for members of the Grievance Committed.

b. VICE PRESIDENT (Elected in even numbered years)
The first alternate shall assist the President; in the President’s absence shall serve act in the place of the President; shall serve as a member of the area board of directors representing RHNA.

c. SECRETARY (Elected in odd numbered years)
The secretary shall keep minutes and written records of majority and minority opinions expressed at all meetings, shall be responsible for all correspondence of RHNA; shall make records of RHNA available for inspection for any proper purpose at any reasonable time.

d. TREASURER (Elected in even numbered years.
The treasurer shall be held accountable for all funds and shall give an accounting at each general meeting, shall receive, safe-keep and disburse RHNA funds, but such disbursement shall require the signature of one other board member, preferably the President

e. BOARD MEMBERS-AT-LARGE & COMMITTEE CHAIRPERSONS
Chairpersons of committees shall inform the board and RHNA of all activities of their respective committees.

Section 8 BOARD MEETINGS: The board shall meet at least fourteen (14) days prior to any general or special membership meeting and at any other time the chairperson may designate. These meetings shall be open session; however, only board members shall be entitled to vote. Directors shall be notified of board meetings in writing or by telephone in advance. A majority of board members, by signed petition, may call a board, general or special meeting.

Section 9 EMERGENCY POWERS OF THE BOARD: In such cases where the board is required to provide neighborhood response before the question is presented to the membership, the board must indicate to the questioner that this is the case. Furthermore, they shall present the action taken at a special or general meeting within 30 days, or within a reasonable time for ratification by the membership where circumstances dictate.

Section 10 TERMINATION FOR NON-ATTENDANCE: Board members failing to attend three consecutive board meetings shall be automatically deemed to have resigned from the board.

ARTICLE VI COMMITTEES

The board shall establish both standing and ad hoc committees, as it deems necessary. Committees shall make recommendations to the board for board actions. Committees shall not have the power to act on behalf of the organization without specific authorization from the board.

ARTICLE VII CONFLICT OF INTEREST

Section 1 DEFINITION: A conflict of interest exists for a member or board member whenever the member or board member holds a personal financial interest which will be impacted by the action or inaction by RHNA on a proposal before the membership or board. A personal financial interest shall include a financial interest held by the member or board member and/or by members of their immediate family. A personal financial interest includes an ownership interest above 5% of a business that will be impacted by the decision of RHNA. Examples of personal financial interest would include: Employment by RHNA; ownership of property the use or control of which is being considered by RHNA; plans to purchase property the use or control of which is under discussion by RHNA, etc.

Section 2 DECLARING THE CONFLICT OF INTEREST: Whenever a member or board member determines that they have a conflict of interest relating to an item under discussion, they must inform the body (membership or board) hearing the proposal that the conflict of interest exists.

Section 3 ABSTENTION FROM VOTING: Members or board members shall not vote on matters in which they have a conflict of interest.

ARTICLE IX PROCEDURE FOR CONSIDERATION OF PROPOSALS

Section 1 SUBMISSION OF PROPOSALS: Any person or group, inside or outside the boundaries of RHNA and city agency may propose in writing items for consideration and/or recommendation to the board. The board shall decide whether proposed items will appear on the agenda of either the board, standing or special committees or general or special meetings.

Section 2 NOTIFICATION: The proponent and members directly affected by such proposals shall be notified in writing of the place, day and hour the proposal shall be reviewed not less than seven (7) days in advance.

Section 3 ATTENDANCE: The proponent may attend this meeting to make a presentation and answer questions concerning the proposal.

Section 4 DISSEMINATION: The RHNA shall submit recommendations and dissenting views as recorded from the meeting to the proponent and other appropriate parties.

ARTICLE X BOUNDARIES

BOUNDARIES: Boundaries of RHNA shall be the Rolling Hills Estates as recognized by the Tarrant Appraisal District, Tarrant County, Texas, Georeference 35010, as well as the South Side of Washington Street from Cooper Street to the three-way Stop sign at Rolling Hills Trail.


ARTICLE XI PUBLIC MEETINGS/PUBLIC RECORDS REQUIREMENT

RHNA shall abide by all Texas statutes relative to public meetings and public records. Official action(s) taken by RHNA must be on record or part of the minutes of each meeting. The minutes shall include a record of attendance and the results of any vote(s) taken. A summary of dissenting views should be transmitted along with any recommendation made by RHNA to the city.

ARTICLE XII NON-DISCRIMINATION

RHNA must not discriminate against individuals or groups on the basis of race, religion, color, sex, age, disability, national origin, income or political affiliation in any of its policies, recommendations or actions.

ARTICLE XIII ADOPTION AND AMENDMENT OF BY-LAWS

All amendments to these By-Laws must be proposed in writing and submitted to members at least seven (7) days before voting. Notice of proposal to amend the by-laws, specifying the date, time, and place for consideration, must be provided to all members at least seven (7) days before voting. Adoption of and amendments to these By-Laws shall require a two-thirds (2/3) vote by the members present at a general meeting.

ARTICLE XIV APPROVAL OF BY-LAWS

This document was approved by a majority of the members in attendance
on Wednesday, March 27, 2008.

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