Constitution and By-Laws

CONSTITUTION

Maplewood Community Association

ARTICLE 1

The Name – of this association shall be Maplewood Community Association.

ARTICLE II

Purposes and Functions – shall be to operate as a non-profit corporation, devoted to the improvement and development of neighborhood areas encompassed by this association, and the solution of community problems in Allen County in collaboration with other individuals and groups. It shall function as a non-partisan, non-secretarian, and non­profit organization to promote social welfare and neighborliness among its members.

Article III

Membership- Any person living within the area encompassed by this association and all freeholders therein shall be eligible for membership in this association.

Article IV

Section I

The Board Of Directors – shall consist of (23) twenty-three members. There will be (1) one director representing each of the following streets: Sandhurst, Oakleaf, Springwood, Kirkdale, Trier, Fernbank, Maplecrest, Clovercrest, Glenview (including Glenview Court), Wedgewood, Beaverbrook, and the part of Birchdale east of Maplecrest. The following streets combined shall have (1) one director: Woodcrest and Brooklawn, Lawnwood and Kenfield. The following streets shall have (2) two directors: Midfield, Sunland, and the part of Birchdale (including Birchdale Court) west of Maplecrest. In addition, there shall be (3) three at-large directors elected by plurality vote of the entire membership present at the election of the same.

Section II – Vacancies

In the event a vacancy shall occur on the Board of Directors prior to the election of same, the board shall fill the position so vacated by appointment of a member to fill the remainder of the unexpired term. A member from the represented area shall be given preference in such appointment.

Any member of the Board of Directors who shall absent himself or herself from three consecutive meetings thereof, unless he or she shall present satisfactory excuses, shall be deemed to have resigned as a member of the Board of Directors, and shall cease to be a member thereof. He or she may, however, be reinstated by a majority vote of the board.

 

Section III – Powers

The Board of Directors shall have charge of the entire business of the association.

Section IV – Debt

The Board of Directors shall not incur any debt or liability exceeding the net assets of the association without the express consent of 2/3 of the entire voting membership.

Article V

The Officers shall consist of a President, (4) four Vice Presidents, (1) one Secretary, and Treasurer, with the usual privileges and duties pertaining to such offices. They shall be elected by the members of the Board of Directors immediately following the election of those members at the annual meeting, which shall be held in October of each year. Officers, so elected, shall serve in office until the next annual meeting of the Board, following their election to office and / or until their successors are chosen in the manner heretofore provided in this article. Any officer who does not perform the duties normally associated with his or her office shall be subject to recall by a majority vote of the Board, at which time a successor shall be chosen in the manner heretofore provided in this article.

Article VI

The Governing Powers – of this association shall be vested in the members of the Board. All standing committee chairpersons shall be appointed by the President subject to the approval of the Board, but a committee shall have no power to act without specific authority of the Board.

Article VII

Quorum – A majority of the Board of Directors shall constitute a quorum for the transaction of business at any meeting of the Board. (23) Twenty-three members shall constitute a quorum for the transaction of business at any regular or special meeting of the association.

Article VIII

Meetings – of the membership shall be held at such times as may be directed by the By­Laws. Special meetings of the association may be called at any time by the President. Special meetings must be called by the President (or in his or her absence, by the Vice­President or Recording Secretary). (10) Ten days notice of any special meeting must be given to the members of the association, and the notice must state the object of the meeting. Said special meetings may be called for good reason with less than (l0) ten days notice if so recommended in the written requests and approved by the President (or his or her alternate).

Article IX

Voting – Members of the association residing within the boundaries of this Association hereinafter described in the By-Laws of this association, shall have the right to vote at regular and special meetings of the Association, subject to the limitation that there shall be (1) one vote per each adult member of a household, with a limit of (2) two votes per household. Freeholder members residing outside the boundaries of this Association are each entitled to (1) one vote per family regardless of the amount of property owned.

Article X

This Constitution May Be Amended by a ¾ vote of the members present at any regular or special meeting of the Association, providing the proposed amendment is submitted in writing by at least (5) five members at a preceding meeting held not less than (30) thirty days previously and further provided that at least (20) twenty days written notice is given to the members.

Article XI

The Annual Dues – for members of this association shall be stated in the By-Laws. A special assessment shall be levied only by the assenting vote of ¾ of the members of the Board. Such may be levied at regular meetings, special meetings, by way of personal canvas or canvas by correspondence. Dissenting members directly involved in the levy of a special assessment shall be given a reasonable right to be heard if such right is requested through the Board of Directors. For the purpose of levying special assessments, the written proxy vote of any member, carrying such member’s personal signature, shall be deemed acceptable in the event of such members absence from a regular or special meeting at which such special assessment is levied.

BY-LAWS

Maplewood Community Association

  1. The Annual Meeting -of the Association for the election of the Board of Directors shall be held in the month of October of each year. A regular annual meeting of the Board of Directors shall be held within (2) two weeks following the annual meeting of the Association. The Board of Directors may provide, by resolution, the time and place for the holding of additional regular meetings of the Board without other notice than such resolution.
  2. Standing Committees – of not less than (3) three members each may be

      appointed as follows: Administrative, Social, Membership, and Publicity.

The chairperson of each standing committee shall be a Vice-President in charge of each of the named committees. Members of each committee shall be appointed by the respective chairperson.

  1. Honorary Members – the City Council Representative and the Citizen’s Advocate from the area encompassing this Association shall automatically become non-voting honorary members of this Association and shall be informed of such in writing by the  Corresponding Secretary. Other honorary members shall be left to the discretion of the Board.

4.  Roberts Rules of Order – shall prevail in all meetings of this Association.

  1. Amendments – to these By-Laws may be made by a majority vote of the members present at any meeting of the membership of the Association, or by a majority vote of the Board of Directors.
  2. Membership Dues – The amount of dues payable by each family and each freeholder who are members of this Association is ($30.00) thirty dollars per year, or any fraction thereof. Any member neglecting to pay his or her dues for a period of three months after they are due, provided notice thereof, shall have been mailed to them, shall forfeit his or her membership in the Association. Membership dues are payable on the date of the first annual meeting, and shall ensure membership privileges until the next annual meeting.
    1. Special Assessment – Failure of any member to pay in full a properly levied

      assessment (levied in accordance with Article VI of. …………… .

  1. Reinstatement – of a member expelled for non-compliance with By-Laws (#6) number six and (#7) number seven. Any member who has forfeited his or her membership because of failure to comply with By-Laws (#6) number six and (#7) number seven may be reinstated by payment in full of delinquent dues or special assessment, upon the majority vote of the Board of Directors.

9.Books and Records – The Association shall keep correct and complete books and records of account and shall also keep minutes of the proceedings of its members and the Board of Directors and shall keep at the registered or principle office, record giving the names and addresses of the members entitled to vote. All books and records of the Association may be inspected by any member, or his or her agent or attorney, for any proper purpose at any reasonable time. Such books and records shall be audited at least once a year by an auditing committee consisting of not less than (3) three members of the Association other than the Recording Secretary or Treasurer. Under the incorporation of this Association, the Recording Secretary shall be designated as the agent and his or her home address shall be the principle address of the Association.

  1. The Area Encompassed – by this Association shall comprise the Maplewood, Maplewood Park and Maplewood Gardens additions, and any and all other dwelling properties located within the boundaries of this Association hereinafter mentioned.

Bounded on the North: by the south edge of Indiana State Route #37.

            Bounded on the East: by the east boundary of Beaverbrook Drive,

extended to intersect the north and south boundaries of the area encompassed by this Association.

Bounded on the South: by the north edge of Trier Road.

Bounded on the West: by Maplecrest Road and Maplewood Gardens, west of Maplecrest Road.

  1. The Indiana General Not For Profit Corporation Act – the provisions of the Indiana General Not For Profit Corporation Act apply to any of the matters not specifically covered in these By-Laws are hereby by reference incorporated in and made part of these By-Laws.

12. Areas Of Responsibility For Vice Presidents •Administrative Vice President:

  • Will obtain and work with legal counsel in all legal matters pertaining to the corporation.
  • Will serve for the President during his or her absence and shall assume his or her unexpired term of office in case the President is permanently indisposed.

• Social Vice President:

  • Will be responsible for all internal social programs
  • Will be responsible for fund raising programs

 •Membership Vice President:

  • Will be responsible for solicitation of new members.
  • Will be responsible for solicitation of annual dues.
  • Will be responsible for the newsletter and contacts with the membership for set up.
  • Will be responsible for providing a meeting place for the Association.

• Publicity Vice President:

  • Will be responsible for contacting governmental officials serving the area of the Association.
  • Will be responsible for repairs, snow removal, etc.