Updating the Bylaws
So many things have changed in the world since the SPCA bylaws were last updated in April of 2003.
The SPCA formed a committee to update them. We met at Dakota 94 and were able to reach a consensus on some updates.
First, you should know that as defined in the bylaws, the process of changing the bylaws involves the following:
1. The committee and board reach a consensus on the changes that need to be made.
2. The board announces to the community that we will be amending the bylaws.
3. We have a vote of general membership at the meeting and majority rules.
This vote will take place at our Spring General Meeting on Tuesday, 4/10 at 7 PM (featuring Principal Munns from Sauganash School and US Congressional Representative Mike Quigley).
We will announce this vote through email communication, household flier delivery, and a notice in the Sauganash Sounds. We will also post this announcement on the homepage of our website.
HERE ARE THE CHANGES THAT WE PROPOSE:
#1 – CHANGING DEFINITION OF WHO CAN BE A MEMBER AND LIMITING VOTING RIGHTS TO RESIDENTS
ARTICLE III
SECTION 1 – “Property owners and adult residents within the specific area of Sauganash Park are eligible for membership.”
We believe this section should be amended in the following way:
“Membership in the Sauganash Park Community Association is open to all families.”
RATIONALE:
Screening peoples’ addresses at our events takes time and energy that is better spent in other places. Also, telling people that they can’t join our group is a little bit rude. We should collect membership from everyone. There was some concern about voting rights. We resolved these concerns by separating the voting rights and the privilege of serving on the board. Those rights and privileges shall continue to be reserved for property owners and adult residents. Therefore we can collect membership from all without the threat of hostile takeover by non-residents.
Along with this move we also move to amend SECTION 3 as such:
ARTICLE III
SECTION 3 – “The privilege of holding office, making motions, debating and voting shall be limited to members of the Association whose dues are paid.”
We believe this section should be amended in the following way:
“The privilege of holding office, making motions, debating and voting shall be limited to members of the Association whose dues are paid and who own or rent property within the boundaries of the neighborhood.”
#2 – CHANGING SPRING MEETING DATES
ARTICLE IV
SECTION 1 – “General meetings shall be held on the third Tuesday of April, and September at 7:00 p.m. unless otherwise specified.”
We believe this section should be amended in the following way:
“General meetings shall be held on the first Tuesday of May and the third Tuesday of September at 7:00 p.m. unless otherwise specified.”
RATIONALE:
Easter follows the lunar calendar and CPS attaches the Spring Break to Easter. Therefore, the current Spring General meeting date will continue to be problematic long into the future unless we change the date. We believe moving the meeting date to May makes our meeting more accessible to families.
(Additionally, an acceptance of this amendment would extend to ARTICLE VII, SECTION 1 and SECTION 5, which specify an April general meeting date. We would change the word “April” to “May” in these sections).
Along with this move we would amend ARTICLE IV SECTION 3 as such:
“The Board of Director’s meeting shall be held on the second Tuesday of January, March, May, September, and November at 7:00 p.m. unless otherwise specified.”
We believe this section should be amended in the following way:
“The Board of Director’s meeting shall be held on the second Tuesday of January, April, June, September, and November at 7:00 p.m. unless otherwise specified.”
RATIONALE:
We discussed the original intent for the spacing of the meetings. They were positioned in consideration of the Spring General meeting. Since we propose to change the date of the Spring General meeting, it made sense to move the board meetings to preserve this intent.
#3 – ADDING RESPONSIBILITY FOR THE VICE PRESIDENT
ARTICLE VI
SECTION 3 – “The Vice-President shall preside at all general meetings in the absence of the President.”
We believe this section should be amended in the following way:
“The Vice-President shall preside at all general meetings in the absence of the President and shall take responsibility for maintaining and improving membership.”
RATIONALE:
We think that if we define more responsibility for the vice president, those who served in this position would have more opportunities to take initiatives that would improve the health of the Association, which we largely determine through membership.
#4 – AMENDING LANGUAGE REGARDING DISTRIBUTION OF MINUTES
ARTICLE VI
SECTION 4 – “The Secretary shall keep an accurate and permanent record of all meetings of the Association. A copy of the minutes of each general meeting shall be submitted to the President before the next general meeting. The minutes of each board meeting shall be submitted to the Chairman before the next Director’s meeting. The Secretary shall prepare all correspondence specified by the President or Chairman of the Board.”
We believe this section should be amended in the following way:
“The Secretary shall keep an accurate and permanent record of all meetings of the Association. A copy of the minutes of each general meeting shall be distributed to board members.”
RATIONALE:
We generally distribute our minutes through email these days. This new language would better reflect the current process that we use.