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Bylaws

Julian St. James 
Neighborhood Association 
Bylaws

Article I.

 Name

The name of this association shall be the Julian/St. James Neighborhood Association, known hereafter as JJNA, which is located in the city of San Jose, county of Santa Clara, state of California. The neighborhood is bounded by E. Santa Clara Street to the south, Washington St. to the north, Coyote Creek to the East and 12th St. to the west.

Article II.

 Purpose

The purpose of JJNA is to unify this ethnically and economically diverse neighborhood, by creating a neighborhood identity, and instilling a sense of neighborhood pride and responsibility, in order to improve the quality of life of all the residents.

The association will act as the base of communication within the neighborhood, and between the community and other groups (i.e., the city, local schools, businesses and other neighborhood associations). The association will attempt to identify those issues which most affect quality of life and encourage/empower residents to take an active role in solving the problems as well as to work cooperatively with the City of San Jose. Such issues will include increasing neighborhood safety, solving traffic problems, beautifying the neighborhood, and creating community networks within the neighborhood.

Goals

1. To encourage community involvement and participation in meetings, activities and direction of the Association for the purpose of identifying and addressing common concerns.

2. To establish and maintain an adequate line of communication between the city of San Jose, the residents of the community and other neighborhood groups and organizations.

3. To provide a community voice to advise city officials, staff, school personnel and the community at large about implementation of services, community needs, events, concerns AND to help determine viable solutions.

4. To organize activities and services for the purpose of improving quality of life in the area. 5. To recruit volunteers to organize and conduct above activities and services.

6. To provide a vehicle for the generation of revenues through fundraising activities.

Article III.

 Membership

Section 1. Eligibility.

Any person, 18 or older, who agrees to support the purposes and goals of the association, as stated above, and resides in the Julian/St. James neighborhood is eligible to join the association. Business owners who operate businesses within the boundaries of the association are also eligible for membership.

Membership dues will be set by the board on an annual basis, with a sliding scale provision based on ability to pay. (Board to determine guidelines for income level/dues for family and business memberships).

Section 2. Voting.

Each member has the right to cast a vote. In the case of family members, or adults residing together, up to 2 adults from a single household may cast a vote.

Section 3. Voting Members.

A voting member must attend at least two consecutive meetings, and not miss two consecutive meetings, to remain eligible to vote. In the event that a member's work schedule precludes meeting attendance, active participation in other activities of the association may be considered to meet the requirements.

Section 4. Voting Method.

Voting may be done through a show of hands or verbal forum for regular agenda items. However when voting for officers or other action items, members may request to use secret ballot. Voting on such items may also be conducted by mail in any manner that the board determines.

Section 5. Association meetings.

The Association will meet at least 4 times per year, time and place to be determined by the board (however meeting place to be within boundaries of or in close proximity to the neighborhood). Election of officers will occur annually, during the January meeting.

a) Special meetings may be called by the president or two board members, for which at least seven days notice will be given.

b) The quorum for the Association meetings shall be thirty-five (35) percent of the membership. Quorum for special meetings shall be twenty (20) percent of the membership.

c) Roll call (by sign in) will be taken at each meeting.

d) Minutes will be taken at each Association meeting. Copies of the previous minutes are to be provided at the following meeting.

Article IV.

 Board of Officers

Section 1. Composition.

The Board of Officers (hereafter referred to as the Board) will consist of five (5) members of the Association. Officers of the Association will be: President, Internal Vice-president, External Vice President, Secretary and Treasurer.

Section 2. Term of office.

The term of office will be for one (1) year, from January to December.

Section 3. Nominations.

The Board will make nominations for Executive Officers no later than the October board meeting. Nominations will also be accepted from the floor at the October General Meeting.

Section 4. Vacancies.

A vacancy on the Board will be filled by a substitute for the remaining period until the next annual election. The substitute will be appointed by the Board as soon as reasonably possible after the vacancy is known to the Association.

Section 4. Powers and Duties.

The Board will:

a. Be responsible for the management of the Association;

b. Establish committees as needed;

 c. Establish the Association budget and approve all expenditures.

Section 5. Meetings.

The Board will meet at least nine (9) times per year and may meet more frequently (monthly). The President or two (2) members of the Board may call a Special Meeting at any time and will call a Special Meeting upon telephone request of five (5) members. In either case, seven (7) days notice will be given.

a) The quorum for Board Meetings will be eighty (80) percent its members.

b) Roll call must be taken at each Board Meeting.

c) Minutes must be kept of each meeting and copies made available at the next meeting.

d) A record of how every Board member votes will be kept.

e) The Board is responsible for the Quarterly General Membership meetings and Newsletter, to be printed 6-8 times/year.

Section 6. Future projects.

A project is defined as any activity undertaken by the Association that will further its goals. A project may be initially proposed at a Board or Association meeting and in either case must be approved by a majority vote of the Board. If initially proposed at an Association meeting, it must also be approved by a majority of Association members present. After initial approval of a project, a chairperson is selected to organize the project. At the next Board Meeting, the Chairperson will provide a list of volunteers, or other support, supplies, expected costs/funding and details on how the said project will be carried out and the date or dates of said project. The Board and/or Association members will vote on the project as proposed by the chairperson. General Membership approval must be sought if project requires Association funds over $50 not previously earmarked for a project of its nature. If approved, then said project will proceed as proposed by chairperson (process takes 2-3 months).

Once the association starts functioning smoothly and projects are proposed, then the process of approval may be speeded up.

If all Board members vote "no" on a proposed project, then said project goes into a dead file.

This procedure does not apply to routine or previously approved activities of the Association.

Article V.

Officers' Duties

Section 1. President.

The President will coordinate Association activities, preside at meetings of the Association and the Board, and will have the general powers of supervision and management of the Association.

Section 2. Internal Vice-president.

The Internal Vice-president will assist the President in managing the Association, and will assume the duties of the President in the President's absence. He/she will also be responsible for overseeing the Committees.

Section 3. External Vice-president.

The External Vice-president will be responsible for Editing the Newsletter including establishing and announcing deadlines for submissions to the newsletter, editing submissions, and coordinating printing of newsletter to meet publishing dates agreed upon by the Board. Additionally he/she will be responsible for other written communications as needed such as assisting with grant and letter writing.

Section 4. Secretary.

The Secretary will keep minutes of the Association and Board meetings and will be in charge of maintaining an up-to-date list of Association members. The Secretary shall be responsible for recording the roll call and votes of Officers at all meetings. The secretary has the responsibility of correspondence at the direction of the Board, and will maintain a correspondence file that will be open for inspection or review by the membership.

Section 5. Treasurer.

The Treasurer will be the custodian of the Association's funds and will supervise the handling of the funds of any enterprises of the Association. The Treasurer will assure the keeping of proper financial records, report regularly to the members and the Board, and pay for the Association expenses as approved by the Board. Two signatures will be required for all checks written.

Article VI.

 Committees

Section 1. Standing Committees.

The Board will form Committees and appoint Committee Chairs as needed for the ongoing functioning of the Association (i.e., Membership Committee, Planning and Zoning Committee). As Standing Committees are developed, a description of the responsibilities and activities of each will be written. Chairpersons will report regularly to the Board and may be asked to report at the General Association Meeting.

Section 2.

The Association shall have such other Committees as may from time to time be designated by resolution of the President and/or the Board of Directors. Such other Committees may consist of persons who are not also members of the Board. Activities and/or projects of the committees shall be approved by the Board and a Chairperson appointed by the Board. The Chairperson shall report regularly as needed to the Board.

Section 3. Future projects.

A project is defined as any activity undertaken by the Association that will further its goals. A project may be initially proposed at a Board or Association Meeting and in either case must be approved by a majority vote of the Board. If initially proposed at an Association Meeting, it must also be approved by a majority of Association members present. After initial approval of a project, a Chairperson is selected to organize the project. At the next Board Meeting, the Chairperson will provide a list of volunteers, or other support, supplies, expected costs/funding and details on how the said project will be carried out and the date or dates of said project. The Board and/or Association members will vote on the project as proposed by the Chairperson. General Membership approval must be sought if project requires Association funds over $50 not previously earmarked for a project of its nature. If approved, then said project will proceed as proposed by Chairperson (process takes 2-3 months).

Once the Association starts functioning smoothly and projects are proposed, then the process of approval may be speeded up.

If all Board members vote "no" on a proposed project, then said project goes into a dead file.

This procedure does not apply to routine or previously approved activities of the Association.

Article VI.

 Amendment of By-laws

These by-laws may be amended by a two-thirds (2/3) majority vote of Association members.

Article VII.

 Dissolution of Assets

The property of the Association is not owned by any Association or Board member or members. It is held for the purposes of community education and the preservation and enhancement of the community. No part of the Association income will ever go to the personal benefit of any officer or member.

Upon dissolution of the Association, its assets will first be used for payment of any outstanding debts or liabilities. The Board will distribute any remaining assets free of charge to a nonprofit organization, community group, school or corporation organized for purposes consistent with those of the Association.

(Draft copy) 
  
 

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