BYLAWS

                              Great Oaks Park Neighborhood Association     Bylaws                

                                           Article I – Name and Boundaries

    Section 1. Name

The name of this organization shall be the Great Oaks Park Neighborhood Association (“Association”).

Section 2. Boundaries

The geographic boundaries of the Great Oaks Park Neighborhood Association shall include the area generally described as follows:

· North Boundary: Giraudo Drive (from Rahway Drive to Snow Drive)

· East Boundary: Snow Drive (From Giraudo Drive to 

· West Boundary: Rahway Drive  (From Giraudo to Branham Lane, continuing to Edenview Drive until Grey Ghost Avenue )

· South Boundary: Grey Ghost Avenue (from Edenview Dr to Discovery Ave) 

The Association may review and amend neighborhood boundaries as necessary upon approval by the Board of Directors and membership, as outlined in these bylaws. We expect for residents on these streets to be included within the GOPNA boundaries. 

Section 3. Purpose of Boundaries

The boundaries described herein are established for the purpose of defining the neighborhood area represented by the Association and identifying eligible residents, stakeholders, and community participants served by the organization.

Article II Mission Statement

The mission of the Great Oaks Park Neighborhood Association is to promote the general welfare, safety, beautification, and quality of life of the residents within the neighborhood through community engagement, advocacy, collaboration, and neighborhood improvement initiatives. 

                                                      Article III Membership

Section 1 : Eligibility:

Any resident, property owner, employee, parent of a Stipe Elementary School student, or business owner within the boundaries is able to join the Neighborhood Association. 

Section 2 : Dues: 

There are no Dues for members or Fees to join the Neighborhood Association. 

Section 3: Voting Rights: 

Every adult member has the right to vote

                                  Article IV – Leadership and Board of Directors

Section 1. Board of Directors

The governing body of the Great Oaks Park Neighborhood Association (“Association”) shall be the Board of Directors (“Board”). The Board shall oversee the operations, programs, finances, and activities of the Association and act in the best interests of the neighborhood and its residents.

The Board shall consist of the following elected officers:

· President 

· Vice President 

· Secretary 

· Treasurer 

· Member-at-Large 

Additional Member-at-Large positions may be established by majority vote of the Board as needed.

Section 2. Duties of Officers

A. President

The President shall serve as the chief representative and presiding officer of the Association. The President shall:

· Preside over all Association and Board meetings; 

· Provide leadership and direction for the Association; 

· Represent the Association in community affairs, partnerships, and public meetings; 

· Coordinate the activities and goals of the Board; 

· Appoint committees or committee chairs as needed; 

· Ensure that the bylaws and policies of the Association are followed; 

· Serve as an authorized signer on Association accounts, when applicable. 

B. Vice President

The Vice President shall assist the President and assume the duties of the President in their absence. The Vice President shall:

· Support the President in carrying out Association responsibilities; 

· Help coordinate events, programs, and committees; 

· Preside over meetings in the absence of the President; 

· Assist with community outreach and engagement efforts; 

· Perform other duties assigned by the Board. 

C. Secretary

The Secretary shall maintain the official records of the Association. The Secretary shall:

· Record and maintain accurate minutes of all meetings; 

· Maintain Association records, documents, and correspondence; 

· Provide notice of meetings and distribute agendas when appropriate; 

· Maintain attendance and membership records, if applicable; 

· Ensure official documents are retained in an organized manner. 

D. Treasurer

The Treasurer shall oversee the financial matters of the Association. The Treasurer shall:

· Maintain accurate financial records of all Association funds; 

· Receive and deposit funds on behalf of the Association; 

· Provide financial reports at Board and Association meetings; 

· Assist in preparing annual budgets; 

· Ensure expenditures are approved in accordance with Board policies; 

· Maintain transparency and accountability regarding Association finances; 

· Serve as an authorized signer on Association accounts, when applicable. 

E. Member-at-Large

The Member-at-Large shall represent the general interests of neighborhood residents and support the work of the Board. The Member-at-Large shall:

· Participate in Board discussions and decision-making; 

· Assist with Association events, outreach, and programs; 

· Serve on committees or special projects as needed; 

· Provide additional support to officers and residents; 

· Help communicate community concerns and recommendations to the Board. 

Section 3. Terms of Office

Board members shall serve terms of two (2) years beginning upon election and installation.

Board members shall serve a one (1) year term, upon election and installation

No individual may serve more than two (2) consecutive terms in the same Board position. After a break of at least one full term, the individual may again be eligible to serve in that position. 

Consecutive term is null if the board position is vacant for two (2) months. 

Board elections for certain positions shall be staggered. Elections for President, Secretary, shall be done on even years; and, elections for Vice-President, Treasurer, and Member-at-Large, shall be done on odd years.

Elections shall be held in the month of June. Newly elected board members shall assume their role on the 3rdmonth term. E.g., members elected in June will assume their role completely in September. 

Board members may serve in different Board positions consecutively if elected by the membership.

Section 4. Elections

Board members shall be elected by a majority vote of members present at the annual meeting or designated election meeting, in the month of June. Election procedures and timelines shall be established by the Board and communicated to the membership in advance. Elections shall be held in the month of June. Newly elected board members shall assume their role on the 3rd month term. E.g., members elected in June will assume their role completely in September. Elections will held in September with the newly elected board member to assume their position in January. 

Section 5. Vacancies

In the event a Board position becomes vacant before the completion of a term, the remaining Board members may appoint an eligible member to fill the vacancy until the next regular election.

Section 6. Removal of Board Members

A Board member may be removed from office for:

· Failure to fulfill the duties of the position; 

· Excessive absences from meetings; 

· Misconduct or actions contrary to the interests of the Association; 

· Violation of the bylaws or policies of the Association. 

A removal request may be initiated by:

· A majority vote of the Board; or 

· A written petition signed by at least five (5) Association members. 

The Board member subject to removal shall receive written notice of the proposed removal at least seven (7) days prior to a vote and shall have the opportunity to address the Board or membership before any final decision is made.

Removal shall require a two-thirds (2/3) vote of the members of the neighborhood association present at a meeting where quorum is established. 

Section 7. Resignation

Any Board member may resign at any time by submitting written notice to the President or Secretary. The resignation shall become effective upon receipt unless otherwise specified.

                               Article V – Meetings and Meeting Guidelines

Section 1. Regular Meetings

Regular meetings of the Great Oaks Park Neighborhood Association shall be held once each month on the fourth (4th) Thursday of the month unless modified due to holidays, emergencies, scheduling conflicts, or other unusual circumstances as determined by the Board of Directors.

Meetings shall generally be held from 6:30PM to 8:00 PM at a location within or near the neighborhood boundaries. The specific meeting location shall be determined by the Board and communicated to members in advance.

November and December regular community meetings shall be held on the 3rd Thursday of the month. However, at the discretion of the board the November and December meetings may be cancelled.

Section 2. Special Meetings

Special meetings may be called by the President or by a majority vote of the Board of Directors when necessary to address urgent matters or Association business requiring timely action.

Notice of special meetings shall be provided to Board members and the general membership whenever reasonably possible.

Section 3. Annual Retreat Meeting

The Association Board shall hold at least one board retreat, a year, for the purpose of conducting elections, reviewing Association activities, and discussing goals and priorities for the upcoming year.

Section 4. Meeting Conduct

All meetings of the Association shall be conducted in an orderly, respectful, and community-oriented manner. The following meeting guidelines shall apply:

· Members and guests shall treat all participants with courtesy and respect; 

· Only one person may speak at a time; 

· Speakers shall remain focused on the agenda topic being discussed; 

· Personal attacks, discriminatory remarks, disruptive behavior, or harassment shall not be permitted; 

· The President or presiding officer may establish reasonable speaking time limits to ensure all participants have an opportunity to be heard; 

· The President or presiding officer may call a member or guest out of order if conduct disrupts the meeting; 

· Meetings shall encourage open communication, collaboration, and constructive dialogue for the betterment of the neighborhood. 

The Board may adopt additional rules or procedures as needed to support efficient and productive meetings.

Section 5. Agenda and Notice

An agenda should be prepared prior to each regular meeting whenever practical. Notice of meetings may be provided through email, flyers, social media, neighborhood posting boards, or other communication methods utilized by the Association.

Section 6. Quorum

A quorum shall be required to conduct official business or voting during Association meetings.

A quorum shall consist of:

· At least three (3) Board members; and 

· At least eight (8) Association members present. 

If a quorum is not present, discussion may occur, but no official votes or binding decisions may be made.

Section 7. Voting

Unless otherwise specified in these bylaws, actions and decisions of the Association shall be approved by a simple majority vote of eligible members present at a meeting where quorum has been established.

                                                            Article VI – Voting

Section 1. Voting Eligibility

Each member of the Great Oaks Park Neighborhood Association, who has attended at least 2 (two) previous GOPNA regular business meetings in the past year, prior to the GOPNA voting day, shall be eligible to vote on matters brought before the membership, including elections, budget approvals, bylaw amendments, and other official Association business. 

Section 2. Voting at Meetings

Voting shall normally take place during duly noticed meetings of the Association where quorum has been established. Members present at the meeting shall be given the opportunity to cast their vote in person on all eligible matters.

Each eligible member present shall be entitled to one (1) vote per issue, motion, or election item.

Section 3. Electronic Voting

In cases where a decision requires input from the community outside of a scheduled meeting, the Board of Directors may authorize electronic voting.

When electronic voting is used, the Association shall:

· Provide clear notice of the issue being voted on; 

· Establish a defined voting timeframe; 

· Ensure members have reasonable opportunity to review information and submit their vote; 

· Use secure and accessible methods of voting, such as email, online forms, or other approved platforms; 

· Verify voter eligibility prior to counting votes. 

Section 4. Voting Results

All votes shall be recorded and reported in a transparent manner. Results of votes conducted at meetings or electronically shall be shared with the membership in a timely manner following the conclusion of the voting period.

Section 5. Majority Requirement

Unless otherwise specified in these bylaws, decisions shall be approved by a simple majority of eligible votes cast by members participating in the vote, either in person or electronically.

                              Article VII – Financial and Fiscal Management

Section 1. Fiscal Year

The fiscal year of the Great Oaks Park Neighborhood Association shall begin on January 1 and end on December 31 of each calendar year, unless otherwise amended by the Board of Directors.

Section 2. Budget Creation and Approval

The Treasurer, in coordination with the Board of Directors, shall prepare an annual budget outlining anticipated income and expenses for the Association. The proposed budget shall be presented to the Board and membership for review and approval at a regularly scheduled meeting.

No funds shall be allocated or spent outside of the approved budget without proper authorization as outlined in these bylaws.

Section 3. Financial Oversight and Transparency

The Association shall operate with transparency in all financial matters. All funds, accounts, and financial records shall be maintained by the Treasurer and made available for review by the Board upon reasonable request.

Financial records shall be kept in an organized and accurate manner and shall be retained for audit or review purposes as necessary.

Section 4. Spending Authority and Approval

Spending authority shall be governed by the following guidelines:

· The President or Treasurer may authorize routine expenses up to fifty dollars ($50) without prior Board approval, provided such expenses are consistent with the approved budget. 

· Any single expense exceeding fifty dollars ($50) shall require prior approval by a majority vote of the Board of Directors. 

· Any major expenditure outside the approved budget or above a threshold established by the Board shall require approval by the Board or membership, as determined appropriate. 

All expenditures must be made in accordance with the best interests of the Association and its mission.

Section 5. Financial Reporting

The Treasurer shall provide a written financial report at each regular Association meeting. The report shall include, at minimum:

· Current account balances; 

· Income received since the last report; 

· Expenses incurred since the last report; 

· Year-to-date financial activity compared to the approved budget. 

The Treasurer shall also provide an annual financial summary to the membership.

Section 6. Banking and Records

The Association shall maintain a dedicated financial account(s) in the name of the organization. Authorized signers shall be determined by the Board of Directors and may include the President, Vice President, and Treasurer.

All financial records shall be retained in a secure and accessible location designated by the Board.

                        Article VIII – Conflict of Interest, Amendments, and Dissolution

Section 1. Conflict of Interest

Members of the Board of Directors shall act in the best interest of the Great Oaks Park Neighborhood Association at all times.

Any Board member who has a direct or indirect personal, financial, or professional interest in a matter being considered by the Board shall disclose such conflict prior to discussion or voting. The Board member must recuse themselves from discussion and voting on the matter.

This includes, but is not limited to, situations where a Board member or their immediate family may receive financial benefit from an Association decision (e.g., contracting services such as landscaping, event planning, or other paid work).

Section 2. Amendments

These bylaws may be amended as needed to reflect the evolving needs of the Association and the community it serves.

Proposed amendments must be submitted in writing to the Board of Directors for review. Notice of any proposed amendment shall be provided to the membership in advance of the vote whenever possible.

Adoption of any amendment and/or any revision to these bylaws shall require a two-thirds (2/3) majority vote of members present at a duly called meeting where quorum has been established, or through an approved electronic voting process as outlined in these bylaws.

Section 3. Dissolution

In the event the Great Oaks Park Neighborhood Association is dissolved, all remaining assets, including funds in the Association’s bank account(s), shall be used first to satisfy any outstanding debts and obligations.

Any remaining funds after debts are paid shall be donated to one or more of the following, as determined by a majority vote of the Board or membership:

· A local nonprofit organization serving the community; 

· A charitable organization benefiting neighborhood residents; 

· The City or appropriate municipal entity for use in community or neighborhood improvement programs. 

No remaining funds shall be distributed to individual members or Board members under any circumstances.