Preamble
We, the concerned residents and friends of the area encompassing the Columbia-Savin Hill Civic Association, realizing the worthwhile results of well-organized planning and discussions pertinent to maintaining a viable neighborhood and city, 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, do business, 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.
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:
- provide an effective voice and efficient vehicle for united community action for all people of this diverse community;
- encourage people now residing here to remain and welcome new residents to stay.
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 residents aged 18 years and older, 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 ten dollars ($10) per person shall be paid concurrent with the fiscal year. Dues shall be five dollars ($5) for anyone who claims a hardship. Dues shall be paid in September to include the rest of the current year and for the upcoming year. The payment of dues shall entitle a member the right to vote and monthly email updates. Failure to pay dues by January 1st shall result in suspension of the right to hold office and the right to vote. 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 elected public office is eligible to hold office in CSHCA. Any officer who becomes a candidate for public office must resign from the CSHCA office.
Section 5: All Merchant Members shall have their business posted on the website and in the monthly e-updates. Merchant Members do not have voting rights. Merchant membership dues are paid annually in an amount at the Merchant’s discretion based on the levels below. Merchant members who live in the area may also join as an individual member with voting rights. The merchant’s level shall be displayed on the website.
Merchant Membership Levels
Basic: $50 – $99
Bronze: $100 – $249
Silver: $250 – $499
Gold: $500 – $999
Platinum: $1,000 – $4,999
Diamond: $5,000+
Article IV
Officers
Section 1: The CSHCA shall be governed by a President, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, and IT Manager who shall be elected at the Annual Meeting (see Article VII) for a term of one year.
EVERY CANDIDATE FOR THESE POSITIONS MUST HAVE BEEN ON THE EXECUTIVE BOARD FOR AT LEAST ONE YEAR PRIOR TO RUNNING FOR OFFICE.
Section 2: The President shall be the presiding officer of the organization and shall hold office for one year and until a successor is chosen and qualified. No President shall serve for more than three times consecutively. The President shall represent the CSHCA and communicate positions voted on by general membership with assistance from other members of the Executive Board (see Article V). The president may delegate some of their responsibilities to other Executive Board members. The President shall organize, publicize, and manage the monthly membership and Executive Board meetings. The President ensures that monthly announcements and voting results are sent out. The President coordinates with committee Chairs to ensure that the membership is appropriately updated on their efforts. The President, in conjunction with the Executive Board, ensures there is follow-up on action items and votes. The President shall report results of action items to membership.
THE PRESIDENT, WORKING WITH THE EXECUTIVE BOARD, WILL ENSURE THAT ALL ASSOCIATION FUNDS ARE PROPERLY, AND OPENLY, MANAGED AND PUBLICLY REPORTED ON. SPECIFIC ACTIONS INCLUDE;
-REVIEWING REQUESTS FOR FUNDS ALLOCATIONS FROM ANY, AND EVERY, ASSOCIATION COMMITTEE. THE EXECUTIVE BOARD MAY ALSO PREPARE AN ALLOCATION REQUEST.
-ANY REQUEST FOR FUNDS ALLOCATIONS MUST BE MADE BY NOVEMBER 1ST AND PRESENTED TO THE DECEMBER MEMBERSHIP MEETING FOR A VOTE FOR DISTRIBUTION IN THE FOLLOWING YEAR.
-ACTUAL CHECKS DISBURSEMENTS FROM THE CSHCA MUST ADHERE TO THE FOLLOWING PARAMETERS;
— AMOUNTS OF $1,000 (AND LESS) AND NOT INCLUDED IN ANY APPROVED BUDGET MAY BE ISSUED (AND CHECKS SIGNED) BY ANY TWO OF THE PRESIDENT, VICE PRESIDENT OR TREASURER
–AMOUNTS GREATER THAN $1,000 AND NOT INCLUDED IN ANY APPROVED BUDGET MUST BE APPROVED BY A SPECIAL VOTE OF THE MEMBERSHIP AND CHECKS SIGNED BY ANY TWO OF THE PRESIDENT, VICE PRESIDENT OR TREASURER
–ANY AMOUNTS APPROVED BY THE MEMBERSHIP MUST HAVE CHECKS SIGNED BY ANY TWO OF THE PRESIDENT, VICE PRESIDENT OR TREASURER
Section 3: The Vice President assists the President in carrying out the duties of that office and shall act in the absence of the President.
Section 4: The Recording Secretary shall keep the minutes of the meetings and records of the association, file all official documents, maintain the Corporate Seal, and serve as Clerk of the Corporation.
Section 5: The Corresponding Secretary shall assist with correspondence for the association and submit copies of all letters to the Recording Secretary to file with the association’s records.
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; ad hoc expenditures between monthly meetings may be drawn without membership authorization when deemed necessary, but not to exceed fifty dollars ($50); shall deposit the association’s funds in such bank accounts as the membership shall direct; and shall make written quarterly reports to be part of the official meeting minutes, including committee expenses (see Article VI, section 5). All records pertaining to membership shall be maintained by the Treasurer.
THE TREASURER WILL ALSO ENSURE THAT THE ASSOCIATION PREPARE, AND FOLLOW, AN ANNUAL SPENDING BUDGET. MONTHLY BUDGET SUMMARIES WILL BE REPORTED TO THE EXECUTIVE BOARD AND THE MEMBERSHIP. SPECIAL ATTENTION WILL BE MADE TO ENSURE THAT EACH COMMITTEE WITH AUTHORIZATION TO SPEND ITS ALLOTTED FUNDS DOES ADHERE TO ITS ALLOTMENT.
Section 7: The IT manager’s primary responsibility is to make sure that the CSHCA IT infrastructure is functional. The manager will control access and coordinate updates to existing tools (i.e. website/ software/ databases/ platforms) while making recommendations and implementing new tools that help the CSHCA better accomplish its goals. The IT Manager assists officers in managing technology, setting up virtual meetings, and troubleshooting tech issues. The manager, in conjunction with the treasurer, shall review and tally votes. Votes shall be communicated to membership within one week.
Article V
Executive Board
Section 1: There shall be an Executive Board (hereinafter referred to as E-board) consisting of the six Officers of the association, the Chairs & Co-chairs of all committees, and five members. The Officers and five members shall be voted at large by the association. Meetings of the E-board are open to all members.
Section 2: If a member of the E-board misses three consecutive meetings, the President shall appoint a replacement. A member of the E-board may be asked to resign at any point after a two thirds vote by the E-Board followed by a two thirds vote at the next general membership meeting.
Section 3: The E-board shall meet monthly, at a date and time agreed to by a majority of E-board members at the first E-board meeting after elections, except under extenuating circumstances as deemed by the President.
Section 4: The E-board shall work with the President and Vice President to follow through on specific actions and ensures CSHCA membership concerns are actively addressed. The E-board shall collaborate with the President to actively communicate meeting minutes, action items, and updates to all general members on the website.
THE EXECUTIVE BOARD WILL ALSO WORK WITH THE PRESIDENT, VICE PRESIDENT AND TREASURER TO REVIEW SPENDING REQUESTS FROM INDIVIDUAL COMMITTEES, TO CREATE AN ANNUAL BUDGET FOR THE ASSOCIATION AND TO MONITOR MONTHLY EXPENDITURES.
Section 5: Each month, members of the E-board shall discuss and propose an agenda for the next general membership meeting.
Section 6: At large E-board members are encouraged to participate and/or volunteer in community activities.
Article VI
Committees
Section 1: Any member can propose to form a committee, subject to approval of the membership. To establish a committee, a member must submit a mission statement and descriptive purpose to the President, who shall share it with the E-board. The purpose and mission shall be presented at the next general membership meeting, at which time membership shall vote on whether the committee will be added to the association.
Section 2: All committees shall be open to all members. The member presenting a new committee shall serve as pro tempore Chair until the committee members meet and elect a permanent Chair or Co-chairs. The committees shall meet within one month of establishment to elect permanent Chair(s).
Section 3: The President shall be an ex officio member of all committees.
Section 4: A committee becomes inactive if it fails to meet for six consecutive months. If a committee that becomes inactive wishes to reactivate, a member must re-establish the committee and present to general membership for a vote.
Section 5: The committee shall keep a written record of the occurrence of all meetings. Committee Chairs shall report all donations and expenditures to the Treasurer. Chairs are expected to give committee updates at the general membership meetings. Any committee may be asked to submit a written report for the records. Chairs shall be responsible for posting meeting minutes, action items, and updates on the website.
ANY COMMITTEE WILL PREPARE A REQUEST FOR SPENDING ON THEIR PROJECTS. EACH COMMITTEE WILL WORK WITH THE EXECUTIVE BOARD TO DISCUSS ANY SPENDING REQUESTS AND, IF PROVIDED AN ANNUAL AMOUNT, WILL DEVELOP A SCHEDULE OF DISBURSEMENTS THROUGHOUT THE YEAR. EACH COMMITTEE WILL MONITOR HOW THE FUNDS ARE UTILIZED AND PROVIDE MONTHLY STATUS REPORTS TO THE EXECUTIVE BOARD.
Section 6: With the approval of the E-board, ad hoc committees may be formed to assist the association, E-board, and established committees with special projects, research, or circumstances as they arise. These committees shall not be considered official under CSHCA. Ad hoc committees shall cease to exist once the project has ended and shall not exist for more than six months.
Article VII
Nominations / Elections
Section 1: At the March meeting of the membership, the President shall 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 shall submit a list of nominees to the membership for the offices of President, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, and IT Manager. 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 ballot at the Annual Meeting. If there are no seats that are contested, a motion can be made to accept the slate and vote on as presented – one vote for the slate of officers and a separate vote for the slate of the E-board.
Section 3: The regular monthly meeting of the members held in May of each year shall be the Annual Meeting.
Section 4: The E-board shall be nominated in April and elected in May. Nominations may continue to be accepted up to the vote in May.
Article VIII
Meetings / Notices / Quorums
Section 1: General Membership meetings of the association shall be held on the first Monday of each month. When there is a holiday on the first Monday, the meeting will be held on the second Monday. There will be no regular meetings in July and August unless the membership votes in June to schedule them. The E-board meeting will continue in the summer. General Membership meetings shall be convened promptly at 7:00 p.m. and shall adjourn no later than 9:00 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. A special meeting may be called, if a vote is necessary in July or August. All Planning Committee meetings in June, July, and August shall be considered special General Membership meetings.
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 and/or Vice President. Any scheduled agenda item will be taken up at the next meeting.
Article IX
Contracts / Public Relations
Section 1: 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.
Section 2: An officer or member of the organization may not speak on behalf of the CSHCA without the prior support of the membership.
Section 3: The association shall not endorse any political party or any candidate for elected office.
Article X
Meeting Procedure
Section 1: All meetings of the association shall be conducted in accordance with Roberts’ Rules of Order.
Section 2: General Membership Suggested Agenda
Call to order
Police report
Approval of the minutes
Treasurer’s report
Announcements & Correspondence
Voting Items
Committee reports
Agenda Items
Guest Speaker(s)
New Business: New agenda items may be presented at the current meeting to be discussed at the next meeting.
Adjournment
Section 3: Executive Board Suggested Agenda
- Plan agenda for the following month’s General Membership meeting. Any additional general membership meeting agenda items should be submitted to the President before the General Membership meeting.
- Put together monthly general membership communication updates
- Discuss Committee concerns and updates
- Discuss Old & New Business. Items should be submitted to the President before the E-board Meeting.
Article XI
Amendments to By-Laws
All amendments to the By-Laws shall first be submitted in writing to the E-board.
After the E-board’s review, 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.