TAMPA HEIGHTS CIVIC ASSOCIATION BYLAWS

Article I

Membership

Section A – Active Membership

Anyone who owns or rents a home, property owners, and Not-for-Profit business owners within the boundaries of the Tampa Heights Civic Association (THCA) are encouraged to attend general and board meetings.  However, only active members have voting privileges.  There are two types of active memberships. 

1.      Individual Membership

Any permanent resident within the THCA boundaries who is at least eighteen years old is eligible for membership.  Membership fee is $12.00 per year.

2.      Business Membership

Any owner of a for-profit business, commercial rental property, residential rental property, or vacant land within the THCA boundaries is eligible for membership.  Membership fee is $25.00 per year.

a.       Business Membership entitles the business to one vote.

b.      Members entitles to individual and business memberships may choose either or both types of memberships, but in no case will any member have any more than one vote. 

Section B – Associate Membership

Anyone who does not own or rent a home, property, or business within the THCA boundaries is eligible for an associate membership.  Non-profit and Not-for-Profit organizations are also eligible for associate membership.  Associate members may not vote, hold office in the THCA, or chair any committee.  Membership fee is $25.00 per year. 

Section C – Rules of Membership

1.      Members will abide by the Bylaws of the THCA

2.      Members will abide by the most recent edition of Robert’s Rules of Order at all meetings.

3.      No member may conduct business in the name of the THCA or represent themselves as acting on behalf of the THCA without the express consent of the Executive Board. 

ARTICLE II

MEETINGS

Section A – General Membership Meetings

1.      Meetings will be held on the fourth Thursday of each month except for November and December, when the meeting will be held on the third Thursday of the month. 

2.      Meetings will begin at 7:00 pm.

3.      Only active members in good standing (dues are current and is not under censure) may vote.

4.      Associate members may not vote.

Section B – Executive Board Meetings

1.      Meetings are held during the second week of each month.  The time and place will be published in the THCA Newsletter.

2.      Only Executive Board Members may make motions, second motions, or vote at Board meetings.  See Article IV, Section A, for Board members. 

Section C – Rules of Conduct

1.      All meetings will be governed by the Bylaws of the THCA and parliamentary procedure according to the current edition of Robert’s Rules of Order.

2.      Those members attending Board meetings will not affect the outcome of Board business by inappropriate behavior. 

Section D – Quorum

1.      Twenty-five percent of active members in good standing constitute a quorum of the THCA general meetings.

2.      Eight members or two-thirds of the Board (whichever is fewer) constitutes a quorum at a Board Meeting. 

ARTICLE III

ELECTIONS

Section A – Time

1.      Members of the Executive Board shall be elected at the January general meeting.

Section B – Eligibility

1.      Individual and business members are eligible for any position on the Executive Board.

2.      No more than two members of the same household may seek office in the same year.

3.      No member may seek more than one office at a time. 

Section C – Voting

1.   Voting is done on written ballots provided by the Elections Committee.     Absentee ballots will be accepted. 

2.      Only active members in good standing receive ballots. 

3.      The Elections Committee determines voter eligibility. 

4.      Each executive Board position slate will receive nominations and be voted on individually. 

Section D – Conduct of Elections

1.      At the September General Meeting the President announces an Elections Committee.  The Committee Members may not be candidates in the upcoming elections. 

2.      The Elections Committee accepts nominations until the day of the November General Meeting for purposes of establishing the official slate. 

3.      Ballots will be given to eligible members the night of Elections.  Only Absentee Ballots delivered to the THCA Elections Committee, no later than the day of the elections, will be counted.  Only persons within the  designated areas may vote for their representative to the Executive Board. 

4.      Elections will be held at the January General Meeting.  The Elections Committee ensures that only active members receive ballots.  The Elections Committee counts the ballots and reports their findings to the Chair of the General Meeting. 

5.      Any active member may request a recounting of the ballots.  The results of the recount will be final. 

ARTICLE IV

EXECUTIVE BOARD COMPOSITION

Section A

Persons in the following positions comprise the Executive Board:

·        President

·        First Vice President

·        Second Vice President

·        Recording Secretary

·        Correspondence Secretary

·        Treasurer

·        Parliamentarian

·        Four (4) Area Representatives

·        Four (4) Standing Committee Chairs

Section B

THCA Officers and Standing committee chairs are elected by the General Membership.  Officers (except the President) may serve as Interim Committee Chairs until that position is filled.  In no case will a member of the Executive Board have more than one vote. 

Section C

Area representatives are elected by a simple majority vote of active members in good standing from their area.  If fewer than three members of a given area are present, a temporary representative may be appointed by Executive Board.  Boundaries for the Area Representative will be determined by Committee and reviewed when necessary by the Executive Board. 

Section D

All members of the Executive Board serve terms of one year and may serve consecutive terms except the President, First Vice President, and Second Vice President, who are limited to two consecutive terms in their particular office. 

ARTICLE V

EXECUTIVE BOARD

DUTIES AND RESPONSIBILITIES

Section A – Chair

The President of the THCA chairs the Executive Board and General Meetings.  The First and/or Second Vice President chairs the Executive Board and General Meetings when the President is absent.  In the Absence of the President, the Vice President may call special meetings in emergencies.  See Article VI, Section C1 and C2

Section B – Attendance

Any Executive Board member missing two consecutive meetings may be replaced by the Board unless prior notice to the Chair of reasonable anticipated absences is given. 

Section C – General Duties

The Executive Board conducts the financial and administrative business of the THCA. 

Section D – Specific Duties

1.      Approve standing operating expenses.

2.      Approves/Disapproves all written contracts, agreements, and understandings which may require expenditure of funds. 

3.      Approves/Disapproves use of the name Tampa Heights Civic Association (THCA) and its logo. 

4.      Approves/Disapproves formation of special committees. 

5.      Approves/Disapproves appointments to Chair Committees.

6.      Appoints members to fill vacancies on the Board.

7.      The Board may revoke THCA membership status for one year, under the following conditions and terms:

                                                               i.      Member repeatedly refuses to follow these Bylaws or Robert’s Rules of Order

                                                             ii.      Member knowingly claims to represent the THCA without consent of the Board.

                                                            iii.      Member knowingly misrepresents the goals, policies, or decisions of the THCA

8.  Selects the Elections Committee. 

ARITCLE VI

DUTIES OF OFFICERS

Section A – The President

1.      Chairs General and Executive Board Meetings, maintaining order and enforcing THCA Bylaws with the Parliamentarian’s guidance. 

2.      Brings any matter requiring the Board’s approval before the Board

3.      The President is the Official representative of THCA

4.      With the approval of the Board, may appoint others to represent THCA for specific reasons.

5.      Restates all motions:  Call to vote, states results.

6.      Ensures the decision of a majority vote is implemented.

7.      Casts the decisive vote in the event of a tie.

Section B – First Vice President

1.      Assists the President with the duties of office.

2.      In the absence of the President, or in the event of the President’s inability to serve for any reason, the First Vice President takes the Chair and assumes the duties of that office.

3.      Serves as interim chair on a standing committee as needed.

4.      Oversees all Committee

Section C – Second Vice President

1.      Assists the President and Vice President with the duties of office.

2.      In the absence of the President and First Vice President, or in the event of the First Vice President’s inability to serve for any reason, the Second Vice President assumes the duties of that office.

3.      Serves as interim chair on a standing committee as needed.

4.      Serves as Treasurer and/or Recording Secretary as needed.

5.      Obtains external “audit” or appropriate accounting review of all financial records as needed.

6.      Maintains record of all property, real and personal, materials and documents.

Section D- Recording Secretary

1.      Keeps the Minutes of the General and Board Meetings and Provides to Second Vice President for record keeping.

2.      Outlines all motions/resolutions passed/failed at all meetings.

3.      Keeps a list of all Executive Board Members and Committee chair Persons with addresses and phone numbers.

4.      Is responsible for providing to the Second Vice President the original minutes, any correspondence and any distributed materials by a guest or the THCA.

5.      Chairs the meeting in the absence of the President, First Vice President and Second Vice President.

Section E – Correspondence Secretary

1.      Responsible for writing all letters approved by the Board and/or General Membership. 

2.      Provide copy of said letters to Second Vice President for permanent record.

3.      Records minutes in the absence of the Recording Secretary or when the Recording Secretary is Chairing the meeting.

Section F – Treasurer

1.      Keeps a current list of all THCA Members in good standing.

2.      Receives and deposits funds into the THCA account(s).

3.      Makes Board authorized payments.

4.      Keeps detailed records of all THCA financial transactions and presents condensed monthly report at all General Meetings.

5.      Presents a written annual report, detailing income, expenditure, and account balances to the General Membership during the January General Meeting which will serve as the 501(c)(3) Annual Meeting.

6.      Ensures financial records are available to any member in good standing.

Section G – Parliamentarian

1.      Assist President in maintaining order and proper procedure according to these Bylaws and the current edition of Robert’s Rules of Order.  In case of conflict, these Bylaws take precedence.

2.      Maintains copies of these Bylaws and current edition of Robert’s Rules of Order and has available at all meetings.

3.      May serve as interim Standing Committee chair.

4.      The Parliamentarian is appointed by the Executive Board.

ARTICLE VII

COMMITTEES

Section A – Standing Committees

1.      Standing Committees are permanent committees.  The Chairs of Standing Committees are elected by the general membership and are voting members of the Executive Board.

2.      There are four standing committees.

a.  Neighborhood Watch

b.  Peer to Peer

c.  Membership

d.  Marketing

Section B – Specified Committees

1.      Elections Committee

a.  The President, with Board approval, appoints the Chair of the Elections Committee.

b.  The Elections Committee chair appoints the committee members.

c.  The Chair of the Election Committee has no vote on the Executive Board.

d.  The THCA president may not attend Election Committee meetings.

e.  The committee is dissolved after its function is fulfilled.

f.  Article III, Section D, covers the function of the Election Committee.

2.      Audit Committee

a.  The Second Vice President serves as the chair of the Audit Committee.

b.  The President may not attend Audit committee meetings.

c.  The Committee is dissolved after its function is fulfilled.

d.  The functions of the Audit Committee are covered under Article VIII, Section B. 

Section C – Special Committees

Committees may be permanent or temporary.  Committees are formed when a need is recognized.  The President, with Board approval, forms special committees and appoints their chairs.  The chair of the committee appoints the committee members.  Committee chairs are not voting members of the Board.

Section D – Fund Raising Committees

1.      Any active member of the THCA may form a fund raising committee.

2.      The committee chooses its own chair, selects its fund raising method, and decides on a use of ninety (90) percent of the money raised.  The committee then submits its plan to the Executive Board.

3.      Ten (10) percent of any money raised must go into the THCA general funds. 

4.      The Executive Board reviews the committee plan for conformance with Article IX (not-for-profit provisions)  and these Bylaws.

5.      The Fund Raising Committee Chair presents all fund raising proposals at the next General Meeting for approval/disapproval.

6.      The Treasurer of the THCA controls all funds raised.

ARTICLE VIII

CONTROL AND DISBURSEMENT OF FUNDS

Section A – Bank Accounts

Withdrawals of any kind require the signature of two of the following officers:

President

Vice President

Treasurer

Section B – Audits

There will be an external review of the THCA financial records, inventory, property, real and personal, prior to the January General Meeting.  The Audit Committee presents the report to the Board and general membership at the January General Meeting, which will serve as the corporation’s annual meeting.

ARTICLE IX

NOT-FOR-PROFIT PROVISION

THCA funds will not be spent, committed, or distributed in any manner which could invalidate the eligibility of the THCA to meet Internal Revenue Service requirements for a 501 (c)(3) not-for-profit corporation. 

ARTICLE X

NON-DISCRIMINATION

No person shall be denied membership in the THCA or participate in THCA activities because of race, religion, creed, national origin, disability, sexual orientation, marital status, or age.

ARTICLE XI

AMENDMENTS TO BYLAWS

Section A

Any active member may make a motion to consider an amendment to the Bylaws at a General Meeting.  The motion need only carry by a simple majority of those present and eligible to vote. 

Section B

If the motion to consider the amendment is passed, the specific amendment will be published in the next newsletter.

Section C

The proposed amendment will be open for further discussion and put to a vote at the next General Meeting.  To pass, a simple majority of all active members present must vote for its passage.

ARTICLE XII

Section A

The boundaries of the Tampa Heights Civic Association shall be as follows:

The area within the south side of Dr. Martin Luther King Jr. boulevard, the east side of North Boulevard, the north side of I-275 to the south and west side of I-275 to the east. 

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