Article I Memberships Membership shall be available to all persons with an interest in promoting the welfare of the Shawnee Twin Lakes. The right to membership shall be available regardless of race, color, religion, sex, national origin, age, disability, reprisal, and sexual orientation. Article II Dues Every member of this association shall pay dues as defined in this Charter. Dues are $20 per year for a single or household membership. Household memberships consist of up to two adult co-owners of one residence. Dues shall become due and payable on January 1 of each year or upon entrance into the association. Each member (single or household) shall be assessed membership dues once during the calendar year. The amount of dues shall be determined by the Board of Directors and announced during the last quarterly meeting of each year. Article III Meetings Board of Directors meetings will be held monthly. Date, time and location of following meeting will be established by Board Members during the monthly meeting. Two-thirds of members shall constitute a quorum. Special Meetings may be held as necessary to conduct business, but the date, time, and location will be decided by the Board of Directors. Two-thirds of members shall constitute a quorum. Members meetings will be held quarterly on the third Tuesday following the beginning of each Quarter (Jan, Apr, Jul, Nov). Unless decided otherwise by the Board of Directors, location will be the Shawnee Home Builders Association Clubhouse on Shawnee Twin Lakes #1. Meeting rules will be established by the Board of Directors and communicated to members as agreed upon by the Board. Article IV Board of Directors The Board of Directors of this association shall be comprised of four Officers and five Board Members. Officers shall be a Chairman, Vice-Chairman, Secretary, and Treasurer. The Officers and Board Members shall be elected by association members at the first quarterly members meeting of each year. Officers may be removed by a 2/3 vote of the full Board of Directors. The Chairman is the Chief Executive Officer of the association and shall preside at all meetings of the members and Board of Directors and shall perform duties as required that pertain to the position. The Vice-Chairman shall assist the Chairman and in the absence of the Chairman, act as Chairman. The Secretary shall be responsible for recording all meetings and official actions of the Board of Directors. The Secretary shall distribute a copy of the minutes to all officers and representatives within ten calendar days of the meeting. The Treasurer shall oversee all financial record keeping and reporting. The Treasurer shall evaluate the monthly financial statements and report to the Board of Directors on a monthly basis and to association members quarterly. The Treasurer shall sign all checks for association business. The Board of Directors shall have the general direction and control of the affairs of this association. The Board of Directors shall: Decide upon the general policies of the association. Fill vacancies in any office for the unexpired portion of the term or when any newly elected representative fails to assume office following an election. Designate the bank or banks in which funds of the association shall be deposited. Approve in advance all expenditures in excess of $200. The Board of Directors may expend amounts of $200 or less without prior approval if approved by the Treasurer and President or Acting President. The Treasurer shall be kept informed of these expenditures and shall inform the Board of each transaction(s) at the next Board meeting. Article V Elections Elections shall be conducted during the 4th quarterly members meeting of each year and newly-elected officers and Board Members shall assume their roles beginning with the 1st members meeting in January. The nomination of candidates and election of Officers and Board Members are to be conducted in the following manner: The Chairman or Vice-Chairman shall form an Election Committee of at least three non-office holding members and publish a notice to all association members, providing the names and contact information of the Election Committee, date of election, and advise members of their right to nominate candidates. It shall be the duty of the Election Committee to receive nominations from association members and submit a consolidated list of candidates for each Office to the Chairman or Vice-Chairman. The Election Committee shall strive to receive not less than two candidates for any Offices. If a member is nominated for more than one Office, the Election Committee shall ascertain the Office of the member’s choice and shall include the member’s name as a candidate for that Office only. It is the responsibility of the Election Committee to determine that each candidate for Office shall serve, if elected. Any association member or group of members may nominate a candidate or themselves for any Office to be filled at the annual elections by giving a notice of intent to run and serve to any member of the Election Committee. Nominations received after the published deadline shall not be considered unless there are less than two names on the ballot. If only one candidate gives notice of intent to run for an Office, that candidate will be considered elected. If five or fewer candidates elect to run for the Board, those candidates will be considered elected. After receiving the list of candidates from the Election Committee, the Chairman or Vice-Chairman shall publish the names to members by e-mail or regular mail prior to the date for the first annual quarterly meeting. The election shall be by ballot and will be held during the 4th quarterly members meeting of each year. Ballots and a ballot box will be made available to members at the meeting. The Election Committee will be responsible for collecting and counting ballots and announcing election results. Candidates receiving a simple majority of the votes cast for a particular Office shall be declared elected to that Office. The five Board Members receiving the highest number of votes shall be declared elected. In the event of a tie, a run-off election will be held within 30 days, during which time the incumbent may continue to serve. The candidates elected in accordance with these By-Laws shall take office effective with the 1st quarterly members meeting in January and serve for a period of one year, unless circumstances warrant termination at an earlier date in which event vacancy may be filled by temporary appointment or special election, as determined by the Board of Directors. Article VI Committees Standing committees and any others considered necessary by the Board of Directors shall be appointed by the Chairman, with the approval of the Board of Directors. For each standing committee, a member of the Board of Directors shall serve as Chairman. Committee members must be members of the association in good standing but are not required to be members of the Board. Committees shall be under the general direction and control of the Board of Directors. Any expenditure of funds involved in Committee activities must receive the approval of the Board. The standing committees shall be assembled with duties and responsibilities as follows: Membership – Supervise membership drives, collect dues for the Treasurer, maintain a spreadsheet consisting of each members’ name, phone number, mailing address, Shawnee Twin Lakes lease lot address (if applicable) and e-mail address (if provided). This committee will also maintain a list of Mailing Labels comprised of all leaseholders and members and contact new leaseholders when leases are transferred. Fund Raising – Coordinate fundraising activities approved by the Board of Directors, report progress to the Board of Directors, and turn funds over to the Treasurer. Advertising – Sell advertising to be displayed in the newsletter or on the Association web site. May also work with Fund Raising Committee to solicit event sponsors. Security – Shall consist of a Director and designated area representatives. This committee shall monitor the Shawnee Twin Lakes area for suspicious activity, post area watch signs, and provide information and training to area residents on security and safety-related issues. Newsletter – Publish, print, and distribute the association’s quarterly newsletter. Social – Plan and coordinate social events (Christmas party, picnic, fireworks display, boat parade, sports events, etc.). Article VII Special Rules and Polices All issues submitted to Shawnee City Officials in the name of the association must first be approved by the Board of Directors. The association is prohibited from participating in any political campaign on behalf of (or in opposition to) any candidate for elective public office; however, non-partisan activities to encourage people to register and vote are allowed.