BYLAWS of the “Garden District” Neighborhood Association, Revised, September, 2017
Article I. NAME
The name of the Neighborhood Association shall be Garden District. It shall encompass the area bounded on the North by Grant Road, on the East by Swan Road, on the South by Speedway Boulevard and on the West by Alvernon Way.
Article II. PURPOSE
This organization is organized exclusively for charitable and educational purposes within the meaning of 501(C)(3) of the Internal Revenue Code. The Garden District shall not discriminate against nor support any organization that discriminates against any classification of persons. The Garden District will be involved in the affairs relating to the culture, safety and improved quality of life in the Garden District neighborhood. Projects shall include, but not be limited to:
· Submitting proposals for government and private grants to enhance the neighborhood,
· Preservation of, enhancement of and cooperation with the Tucson Botanical Gardens,
· Preservation of, enhancement of and cooperation with the Martha Cooper Library, and
· Preservation of, enhancement of and cooperation with Wright Elementary School.
Article III. MEMBERSHIP
1.0 A member shall be a Resident or a Business within the boundaries of Garden District Neighborhood:
2.1 Residents are any homeowners or renters whose primary Residence is within the boundaries of the Garden District. Each qualified resident of a household who is 18 years or older is entitled to one vote.
2.2 Business / Corporate - Each qualified Business Owner or Statutory Agent of a corporation within the boundaries of Garden District is entitled to one vote per business or corporation. Owners of multiple rental units are entitled to one vote.
2.0 No dues are charged to members at this time.
3.0 Prerogatives and Obligations of the Membership
Members may attend and vote on all matters presented at general and special meetings of the Membership, including the annual Board election. They may nominate qualified members to hold Board offices and, if qualified, a member may serve on the Garden District Board of Officers.
4.0 Membership shall not be denied on the basis of views or opinions, which may be contrary to the goals and purposes of the Association. Participation at any level is conditional dependent upon courtesy and respect for all individuals and opinions.
Article IV. OFFICERS
1.0 The officers of the Association shall be Members and reside in Garden District. They must qualify to hold office on the Board by having attended at least two of the four quarterly GDNA meetings and one social event or neighborhood volunteer opportunity during the previous year.
2.0 An officer shall hold office for a term of one year or until their successors are elected. The term of office shall begin at the end of the annual meeting. The officers of the Association Board shall maintain and uphold the purpose of the organization (Article II) and be comprised of: President, Vice President, Secretary, and Treasurer. The officers of the Association will comprise the Board of Directors. The duties of the officers shall be as follows:
President: The President presides as the chair at all board and membership meetings. They shall act for and on behalf of the membership, and deal with the day to day business of the association. They shall act as official spokesperson for the Association to outside persons and other organizations. They will also be responsible for submitting the annual non-profit organization filing with the IRS and submission of the yearly Arizona Corporation Commission report to maintain the Association’s non-profit status. The President will be one of two signers for the association checking account.
Vice President: The Vice President shall share in the day to day Association business, as delegated by the President. In the absence of the President, they shall assume all of the duties and prerogatives of the President.
Secretary: The Secretary shall give prior written notice and keep a record of all membership meetings, social events, and volunteer opportunities. They will be responsible for maintaining the Neighborhood website and electronic newsletter and will create information to be distributed to the membership through the neighborhood kiosks and the electronic newsletter. The secretary will create and submit the once a year paper newsletter to the City of Tucson for mailing to every household in Garden District.
Treasurer: The Treasurer shall collect and accept donations, validate all receipts presented for payment; and disburse money as authorized by the Board. They will retain receipts, maintain accurate financial records; present an up to date financial report at each board meeting, and prepare a yearly financial report for the Arizona Corporation. They will be one of two signers on the bank account of the Association. They shall retain the list of membership.
Article V COMMITTEES
1.0 The President shall have the power to appoint committees as necessary to implement the Purpose of the Association.
2.0 The President shall be an ex-officio member of all committees.
Article VI MEETINGS
1.0 A seven (7) days’ notice shall be provided by the Secretary in advance of quarterly or special meetings. Every effort will be made to notify the Membership through such methods as the electronic newsletter, Information Kiosk, or the official neighborhood website (www.thegardendistrict.org).
2.0 Membership meetings will be held quarterly (The Annual Meeting is one of the quarterly meetings). The meetings will be held at Martha Cooper Library or at a place designated by the Association Board.
3.0 The Association Annual Meeting shall be held during the month of January. At this meeting, the Board of Officers will be elected from qualified members.
4.0 The Members in attendance at a meeting shall constitute a quorum. All meetings shall be open to any interested persons, but only Members of the Association may vote.
5.0 The officers of the Association shall meet when requested to do so by any member of the Association Board.
Article VII NOMINATIONS, ELECTIONS, INSTALLATION OF OFFICERS, ANNUAL REPORTS, NEWSLETTERS AND WEB STIES
1.0 Nominees for election must be Qualified Members (Article VI). Nomination of Officers will begin approximately 30 days prior to the Annual Meeting and suitable prior notification will be made. A Member may submit nominations in writing or through an email to the President. An acceptance by the person being nominated must be sent and received by the President prior to the nomination being accepted by the Board.
2.0 Election of Officers will be held at the Annual Membership Meeting in January.
3.0 Only Association Members may vote in the election of Officers,
4.0 Neither Absentee nor Proxy ballots shall be accepted.
5.0 In order to vote in the annual January election, Members must have evidence that they reside within the Neighborhood boundaries (provide property address, valid photo identification, or some other means of identifying they do live within the boundaries of Garden District Neighborhood, such as utility or credit card bill). Business Owners and/or Statutory Agents must present proof that the business they own, operate, or represent is within the boundaries of the Neighborhood.
6.0 Any Association Member can act as an election teller at the meeting if a secret ballot is taken. In the event an election teller is nominated for any office, the teller will be replaced by an alternate to be appointed by the President.
7.0 Newly elected officers will have all documents, records, and any materials pertaining to the duties of the office given to them by the outgoing officers within seven (7) days of the election.
8.0 In the event that an officer cannot complete her/his duties, a replacement officer shall be appointed by the President.
9.0 Any officer may be removed from office for cause by a two thirds majority (2/3) vote of the Members, with the vote being conducted at a scheduled membership meeting or in an electronic manner.
10.0 The Association’s email newsletter, neighborhood kiosks, website, and the City of Tucson financed paper newsletter will be used to distribute information and to announce the times and locations of scheduled meetings and the Annual Meeting.
Article VIII FISCAL RESPONSIBILITY
1.0 Financial Records of the Association shall be available for auditing purposes if deemed necessary by the Board or at the request of two Association Members.
2.0 Proposals for funding expenditures shall be accepted from the floor at any meeting and shall be made by a Member. A majority vote of Members in attendance at the meeting is required to move the proposal forward. Proposals accepted by the Membership in attendance will then be reviewed at a separate meeting by the Board and evaluated against such criteria as: meeting the Association’s Purpose (Article II), feasibility, and affordability. If approved by the Board, the Expenditure Proposal will then be voted on by the Membership at a subsequent meeting or sent for voting through electronic means (i.e. neighborhood email newsletter.)
3.0 Officers of the Association Board may vote as needed during the fiscal year on expenditures of up to $400 each to cover Association expenses, such as the email newsletter program, Porch Fest, social events, Neighborhood Watch, etc. All expenditures must be approved by a majority of the Board.
Article IX AMENDMENT AND BYLAWS
1.0 The Association Board will propose amendments to bylaws. A majority of the Membership at a regularly scheduled meeting or a special meeting called for that purpose are required to approve the amended bylaws;
2.0 Proposed amendments to Bylaws shall be presented to all officers and the Membership at least seven (7) days in advance of the voting.
Article X GENERAL
1.0 No officer, member, or spokesperson shall have any financial responsibility for the Association.
Article XI RATIFICATION
The original neighborhood association (Midtown Neighborhood Association) was formed on 08/14/1997, with a ratified revision dated 9/19/2008 changing its name to Garden District. These amended Bylaws of Garden District are hereby ratified on this date by the signatures of the current officers.
Article I. NAME
The name of the Neighborhood Association shall be Garden District. It shall encompass the area bounded on the North by Grant Road, on the East by Swan Road, on the South by Speedway Boulevard and on the West by Alvernon Way.
Article II. PURPOSE
This organization is organized exclusively for charitable and educational purposes within the meaning of 501(C)(3) of the Internal Revenue Code. The Garden District shall not discriminate against nor support any organization that discriminates against any classification of persons. The Garden District will be involved in the affairs relating to the culture, safety and improved quality of life in the Garden District neighborhood. Projects shall include, but not be limited to:
· Submitting proposals for government and private grants to enhance the neighborhood,
· Preservation of, enhancement of and cooperation with the Tucson Botanical Gardens,
· Preservation of, enhancement of and cooperation with the Martha Cooper Library, and
· Preservation of, enhancement of and cooperation with Wright Elementary School.
Article III. MEMBERSHIP
1.0 A member shall be a Resident or a Business within the boundaries of Garden District Neighborhood:
2.1 Residents are any homeowners or renters whose primary Residence is within the boundaries of the Garden District. Each qualified resident of a household who is 18 years or older is entitled to one vote.
2.2 Business / Corporate - Each qualified Business Owner or Statutory Agent of a corporation within the boundaries of Garden District is entitled to one vote per business or corporation. Owners of multiple rental units are entitled to one vote.
2.0 No dues are charged to members at this time.
3.0 Prerogatives and Obligations of the Membership
Members may attend and vote on all matters presented at general and special meetings of the Membership, including the annual Board election. They may nominate qualified members to hold Board offices and, if qualified, a member may serve on the Garden District Board of Officers.
4.0 Membership shall not be denied on the basis of views or opinions, which may be contrary to the goals and purposes of the Association. Participation at any level is conditional dependent upon courtesy and respect for all individuals and opinions.
Article IV. OFFICERS
1.0 The officers of the Association shall be Members and reside in Garden District. They must qualify to hold office on the Board by having attended at least two of the four quarterly GDNA meetings and one social event or neighborhood volunteer opportunity during the previous year.
2.0 An officer shall hold office for a term of one year or until their successors are elected. The term of office shall begin at the end of the annual meeting. The officers of the Association Board shall maintain and uphold the purpose of the organization (Article II) and be comprised of: President, Vice President, Secretary, and Treasurer. The officers of the Association will comprise the Board of Directors. The duties of the officers shall be as follows:
President: The President presides as the chair at all board and membership meetings. They shall act for and on behalf of the membership, and deal with the day to day business of the association. They shall act as official spokesperson for the Association to outside persons and other organizations. They will also be responsible for submitting the annual non-profit organization filing with the IRS and submission of the yearly Arizona Corporation Commission report to maintain the Association’s non-profit status. The President will be one of two signers for the association checking account.
Vice President: The Vice President shall share in the day to day Association business, as delegated by the President. In the absence of the President, they shall assume all of the duties and prerogatives of the President.
Secretary: The Secretary shall give prior written notice and keep a record of all membership meetings, social events, and volunteer opportunities. They will be responsible for maintaining the Neighborhood website and electronic newsletter and will create information to be distributed to the membership through the neighborhood kiosks and the electronic newsletter. The secretary will create and submit the once a year paper newsletter to the City of Tucson for mailing to every household in Garden District.
Treasurer: The Treasurer shall collect and accept donations, validate all receipts presented for payment; and disburse money as authorized by the Board. They will retain receipts, maintain accurate financial records; present an up to date financial report at each board meeting, and prepare a yearly financial report for the Arizona Corporation. They will be one of two signers on the bank account of the Association. They shall retain the list of membership.
Article V COMMITTEES
1.0 The President shall have the power to appoint committees as necessary to implement the Purpose of the Association.
2.0 The President shall be an ex-officio member of all committees.
Article VI MEETINGS
1.0 A seven (7) days’ notice shall be provided by the Secretary in advance of quarterly or special meetings. Every effort will be made to notify the Membership through such methods as the electronic newsletter, Information Kiosk, or the official neighborhood website (www.thegardendistrict.org).
2.0 Membership meetings will be held quarterly (The Annual Meeting is one of the quarterly meetings). The meetings will be held at Martha Cooper Library or at a place designated by the Association Board.
3.0 The Association Annual Meeting shall be held during the month of January. At this meeting, the Board of Officers will be elected from qualified members.
4.0 The Members in attendance at a meeting shall constitute a quorum. All meetings shall be open to any interested persons, but only Members of the Association may vote.
5.0 The officers of the Association shall meet when requested to do so by any member of the Association Board.
Article VII NOMINATIONS, ELECTIONS, INSTALLATION OF OFFICERS, ANNUAL REPORTS, NEWSLETTERS AND WEB STIES
1.0 Nominees for election must be Qualified Members (Article VI). Nomination of Officers will begin approximately 30 days prior to the Annual Meeting and suitable prior notification will be made. A Member may submit nominations in writing or through an email to the President. An acceptance by the person being nominated must be sent and received by the President prior to the nomination being accepted by the Board.
2.0 Election of Officers will be held at the Annual Membership Meeting in January.
3.0 Only Association Members may vote in the election of Officers,
4.0 Neither Absentee nor Proxy ballots shall be accepted.
5.0 In order to vote in the annual January election, Members must have evidence that they reside within the Neighborhood boundaries (provide property address, valid photo identification, or some other means of identifying they do live within the boundaries of Garden District Neighborhood, such as utility or credit card bill). Business Owners and/or Statutory Agents must present proof that the business they own, operate, or represent is within the boundaries of the Neighborhood.
6.0 Any Association Member can act as an election teller at the meeting if a secret ballot is taken. In the event an election teller is nominated for any office, the teller will be replaced by an alternate to be appointed by the President.
7.0 Newly elected officers will have all documents, records, and any materials pertaining to the duties of the office given to them by the outgoing officers within seven (7) days of the election.
8.0 In the event that an officer cannot complete her/his duties, a replacement officer shall be appointed by the President.
9.0 Any officer may be removed from office for cause by a two thirds majority (2/3) vote of the Members, with the vote being conducted at a scheduled membership meeting or in an electronic manner.
10.0 The Association’s email newsletter, neighborhood kiosks, website, and the City of Tucson financed paper newsletter will be used to distribute information and to announce the times and locations of scheduled meetings and the Annual Meeting.
Article VIII FISCAL RESPONSIBILITY
1.0 Financial Records of the Association shall be available for auditing purposes if deemed necessary by the Board or at the request of two Association Members.
2.0 Proposals for funding expenditures shall be accepted from the floor at any meeting and shall be made by a Member. A majority vote of Members in attendance at the meeting is required to move the proposal forward. Proposals accepted by the Membership in attendance will then be reviewed at a separate meeting by the Board and evaluated against such criteria as: meeting the Association’s Purpose (Article II), feasibility, and affordability. If approved by the Board, the Expenditure Proposal will then be voted on by the Membership at a subsequent meeting or sent for voting through electronic means (i.e. neighborhood email newsletter.)
3.0 Officers of the Association Board may vote as needed during the fiscal year on expenditures of up to $400 each to cover Association expenses, such as the email newsletter program, Porch Fest, social events, Neighborhood Watch, etc. All expenditures must be approved by a majority of the Board.
Article IX AMENDMENT AND BYLAWS
1.0 The Association Board will propose amendments to bylaws. A majority of the Membership at a regularly scheduled meeting or a special meeting called for that purpose are required to approve the amended bylaws;
2.0 Proposed amendments to Bylaws shall be presented to all officers and the Membership at least seven (7) days in advance of the voting.
Article X GENERAL
1.0 No officer, member, or spokesperson shall have any financial responsibility for the Association.
Article XI RATIFICATION
The original neighborhood association (Midtown Neighborhood Association) was formed on 08/14/1997, with a ratified revision dated 9/19/2008 changing its name to Garden District. These amended Bylaws of Garden District are hereby ratified on this date by the signatures of the current officers.
