Constitution & By-Laws


Columbia-Savin Hill Civic Association
Constitution and By-Laws

Preamble

We, the concerned residents and friends of the area encompassing the Columbia-Savin Hill Civic Association (C.S.H.C.A.), realizing the worthwhile results of well-organized planning and discussions pertinent to maintaining a viable neighborhood, hereby join together to assist each other and actively participate to use whatever means and resources are available to make our section of Dorchester a better place to live and raise our families.

Article I

Name / Location / Boundaries

Section 1: The name of this organization shall be the Columbia-Savin Hill Civic Association, hereinafter referred to as CSHCA.

Section 2: The principal office and business address of CSHCA shall be the address of its President.

Section 3: The CSHCA shall include in its concerns and programs the area bounded by Freeport Street, Morrissey Boulevard to Kosciuscko Circle, along the Southeast Expressway to Rawson Street, then via the Southeast Expressway to the Midland Branch of the New York-New Haven Railroad to Dudley Street, Stoughton Street, Pleasant Street, Hancock Street thence to Dorchester Avenue, connecting again with Freeport Street. View color area map. View B&W area map.

Article II

Purpose

The purpose of this organization shall be to work toward the establishment of the finest neighborhood possible. In order to accomplish this objective, we shall:

a. provide an effective voice and efficient vehicle for united community action for all people of the community;

b. encourage people now residing here to remain and welcome new residents to stay; and

c. refrain from endorsement of any political party or any candidate for elective office.

Article III

Membership / Dues / Assessments

Section 1: The fiscal year is the calendar year, January 1st to December 31st.

Section 2: Membership in the organization is open to any person interested in the goals and aims of the CSHCA; all residents of the area are de facto members. Voting privileges shall be restricted to 18 year old residents, who live within the boundaries of the CSHCA as defined in Article 1, Section 3, whose dues will have been paid at least 30 days prior to the meeting at which they are voting.

Section 3: Dues of five ($5.00) dollars per person shall be paid concurrent with the fiscal year. The payment of dues shall entitle a member to one vote and one monthly newsletter. Failure to pay dues shall result in the suspension of the right to hold office. All residents of the CSHCA area as defined in Article 1, Section 3, have the right to entertain motions and open discussions from the floor subject to the approval of the Chair.

Section 4: No member holding elective public office is eligible to hold office in CSHCA. Any officer who becomes a candidate for public office must resign the CSHCA office.

Article IV

Officers

Section 1: The CSHCA shall be governed by a President, Vice President, Recording Secretary, Corresponding Secretary, and Treasurer who shall be elected at the Annual Meeting for a term of one year.

Section 2: The President shall be the presiding officer of the organization. No President shall serve for more than three times consecutively.

Section 3: The Vice President shall act in the absence of the President and shall assist the President in carrying out the duties of that office.

Section 4: The Recording Secretary shall keep the MINUTES and records of the meetings and maintain the Corporate Seal and shall serve as Clerk of the Corporation.

Section 5: The Corresponding Secretary shall execute all correspondence of the association.

Section 6: The Treasurer shall be responsible for receiving and disbursing the funds of the association as directed by the membership and shall keep an accurate record of the association?s financial transactions; shall deposit the association?s funds in such bank accounts as the membership shall direct; and shall make written monthly reports to be part of the official meeting minutes. All records pertaining to membership shall be maintained by the Treasurer.

Article V

Executive Board

Section 1: There shall be an Executive Board consisting of the five officers of the association, the chairs of all committees, and five (5) members to be voted at large by the association. If a member of the Executive Board misses 3 consecutive meetings, the President shall appoint a replacement. The Executive Board is coterminous with the President. Meetings of the Executive Board are open to all members.

Section 2: The Executive Board shall meet on the second Monday of every month, except under extenuating circumstances as deemed by the President, except that the September meeting will be held on the third Monday.

Section 3: The Executive Board shall be responsible for the publishing of the CSHCA Newsletter, The Neighbors.

Article VI

Committees

Section 1: The President shall establish, subject to the approval of the membership, during the current term, all committees and shall be an ex officio member of all committees. All committees are coterminous with the President.

Section 2: All committees shall be open to all members with voting rights. The President shall appoint a pro term Chair for all committees until the committee members meet and elect their own Chair.

Section 3: The Committees shall meet within one month of establishment to elect a permanent Chair. The Committee shall keep a written record of the occurrence of all meetings. The Chair shall report back to the President at the next regular meeting of the Association. The Chair will be a voting member. Minority reports may be submitted to the President. Any committee may be asked to submit a written report for the records.

Article VII

Nominations / Elections

Section 1: At the March meeting of the membership, the President will name an Elections Committee. Any member wishing to be a candidate for Office should submit his or her name to the Elections Committee; at the April meeting of the members, the Elections Committee will submit a list of nominees to the membership for the offices of President, Vice President, Recording Secretary, Corresponding Secretary, and Treasurer. Other nominations may be made from the floor at this meeting. No member of the Elections Committee shall be eligible for office as an officer.

Section 2: All elections shall be by written ballot at the Annual Meeting.

Section 3: The regular monthly meeting of the members held in May of each year shall be the Annual Meeting.

Section 4: The Executive Board shall be nominated and elected in May.

Article VIII

Meetings / Notices / Quorums

Section 1: Regular meetings of the association shall be held on the first Monday of each month. There will be no regular meetings in July and August. The Executive Board meeting will continue in the summer. The meeting in September shall be held on the second Monday.

Regular meetings shall be convened promptly at 7:00 p.m. and shall adjourn no later than 9:30 p.m. unless otherwise decided by the membership.

Section 2: Special meetings may be called by the President or upon written request signed by no fewer than ten (10) dues paying members, as defined in Article III, Section 2. Upon such written request, the President shall call the special meeting at the time and place specified in such request or petition.

Section 3: Not less than five (5) days written notice of any special meeting shall be given to the membership; such notice must state the purpose, date, time, and place of such meeting.

Section 4: A quorum for the transaction of business at any membership meeting shall consist of not less than fifteen (15) voting members, two (2) of whom shall be officers.

Section 5: Any cancellation of a meeting, due to an emergency nature, shall be made at the discretion of the President. Any scheduled agenda item will be taken up at the next meeting.

Article IX

Contracts

No officer or member of this organization shall have the authority to make any contract or to use the name of the association in any way or to commit the association to any course of action without the expressed prior authorization of the membership. Records and the membership list or file may not be used for any non-association purpose or promotion.

Article X

Procedure

Section 1: All meetings of the association shall be conducted in accordance with Roberts' Rules of Order.

Section 2: Meeting agendas

  1. Call to order
  2. Reading of the minutes
  3. Treasurer?s report
  4. Correspondence
  5. Committee reports
  6. Agenda Items/Guest Speakers
  7. Old Business
  8. New Business: New agenda items must be first mentioned at the current meeting and will be discussed at the next meeting.
  9. Adjournment

Article XI

Amendments to By-Laws

All amendments to the By-Laws must first be submitted in writing and read to the members at a regular monthly meeting.

Members shall be notified of pending By-Laws changes prior to the meeting at which such changes will be discussed. Voting on the amendment(s) to the By-Laws shall occur no sooner than one (1) month and no more than three (3) months after the submission of the change(s). The By-Laws may be amended by a two-thirds vote of the paid-up members present and voting at a meeting of the members duly called in accordance with the By-Laws.