JACKSON OAKS ASSOCIATION BY-LAWS
MISSION STATEMENT: The Association shall strive to encourage and promote civic and community programs and projects which contribute to the general welfare of the Jackson Oaks Neighborhood and the City of Rockford.
ARTICLE I - THE ASSOCIATION
The Association shall be registered as a not-for-profit association with the State of Illinois.
ARTICLE II - MEMBERSHIP
Section 1. One Class. The Association shall have one class of membership.
Section 2. Eligibility. Membership is open to residents and/or property owners living in the area bounded to the north by the southern side of Rural Street, to the south by the northern side of E. State Street, to the east by the western side of N. Prospect Street, and to the west by the eastern side of Longwood Street.
Section 3. Admission to Membership. A member is anyone who:
• is 18 years of age or older
• lives or owns property in the area designated in Article II, Section 2
• whose household has paid annual dues as stipulated in Article X
Section 4. Termination of Membership. Termination of membership shall occur for non-payment of dues, moving out of the Jackson Oaks area, and/or selling their property in the Jackson Oaks area.
Section 5. Resignation. Any member may resign by filing a written resignation with the Secretary, but will not receive a refund of their household dues.
Section 6. Reinstatement. Former members shall be reinstated to membership upon payment of their household dues.
Section 7. Voting Rights. Each member shall be entitled to one vote on each matter submitted to a vote of the membership. Recognizing that some members may be ill, housebound, working, or out of town during the election of Officers and Board Members, Absentee Ballots will be made available, upon request, to eligible voters prior to the election, provided they have a legitimate reason for being unable to attend the election.
Section 8. Transfer of Membership. Membership in the Association is not transferable or assignable.
ARTICLE III - MEETINGS
Section 1. Annual Meetings. An annual meeting of the members shall be held each September at a time, date, and location to be announced by the Officers.
Section 2. Regular Meetings. Regular meetings will be held on a monthly basis, the exact day, time, and location to be announced by the Officers.
Section 3. Notice of Meetings. Notice stating the day, time, and location of meetings shall be delivered to each dues-paying household not less than four or more than fourteen days before the date of each meeting.
Section 4. Quorum. A quorum is required for any meetings where voting or decisive actions are taken. The quorum shall be 10% of the total membership.
ARTICLE IV - BOARD OF DIRECTORS
Section 1. General Powers. The Board of Directors shall be advisors to the Officers.
Section 2. Number, Tenure, and Qualifications. There shall be at least three Board Members (in addition to the four Officers) who shall serve until the next election. Any member in good standing is eligible to run for a seat on the Board.
Section 3. The Board of Directors shall meet with the Officers at special meetings as called by the President.
Section 4. Vacancies. Any vacancy in the Board of Directors is to be filled by a vote at the Association’s next monthly meeting.
Section 5. Compensation. Board Members shall not receive any compensation for their services.
ARTICLE V - OFFICERS
Section 1. Officers. The Officers of the Association shall be President, Vice President, Treasurer, and Secretary. No one person can hold more than one office.
Section 2. Election and Term of Office. Officers shall be elected by a vote of the general membership every two years at the September meeting. If the election of officers is not held at that meeting, an election shall be held as soon thereafter as convenient. Each Officer shall hold office for a period of two years. Any member in good standing is eligible to run for office.
Section 3. Removal. The Board of Directors may remove any Officer for non-performance of duties, or if provided with evidence of gross impropriety or illegal actions on the part of that Officer.
Section 4. President. The President shall be the principal executive officer of the Association. Subject to the direction and control of the Board of Directors, the President shall be in charge of the business affairs of the Association and shall see that the resolutions and directives of the Board of Directors are carried out (except in those instances in which the responsibility is assigned to another person). The President shall preside at all meetings of the members and of the Board of Directors (except in those instances in which the authority to execute is expressly delegated to another officer or agent, or if a different mode of execution is expressly prescribed by the Board of Directors). The President may execute for The Association any contracts, deeds, mortgages, bonds or other instruments which the Board of Directors has authorized to be executed, and may accomplish such execution individually or with another officer authorized by the Board of Directors.
Section 5. Vice President. The Vice President shall assist the President in the discharge of the President’s duties. In the absence of the President or in the event of his or her inability or refusal to act, the Vice President shall perform the duties of the President.
Section 6. Treasurer. The Treasurer shall be the principal accounting and financial officer of the Association. He or she shall:
A) Have charge of and be responsible for maintaining the
Association’s accounting books
B) Have charge and custody of the Association’s funds and securities, and be responsible for the receipt and disbursement thereof
C) Perform all duties incident to the office of Treasurer and other
duties as assigned by the President or the Board of Directors
Signatures of the Treasurer and one additional Officer are required for all withdrawals.
Section 7. Secretary. The Secretary shall record the minutes of all meetings in a book provided for that purpose; see that all notices are duly given in accordance with the provisions of these By-Laws or as required by law; be custodian of the Association’s records; keep a register of members’ addresses as provided by the members; and perform all other duties incident to the office of Secretary and other duties as assigned by the President or the Board of Directors.
ARTICLE VI - COMMITTEES
Committees may be appointed as necessary. Their roles and obligations shall be determined at that time by the Officers and Board of Directors.
ARTICLE VII - CONTRACTS, CHECKS, DEPOSITS AND FUNDS
Section 1. Contracts. The Board of Directors may authorize any officer or officers, agent or agents of the Association in addition to the officers so authorized by these by-laws, to enter into any contract or execute and deliver any instrument in the name of and on behalf of the corporation; such authority may be general or confined to specific issues. However, no contract or obligation exceeding five hundred dollars ($500.00) shall be entered into or assured by the Association without a majority vote of the general membership at a regular or special meeting. The Board is exempted from this provision in the case of obligating funds that are “fenced” for a specific purpose (e.g. grant funds received for a specific project).
Section 2. Checks, Drafts, etc. All checks, drafts, or other orders for the payment of money, notes or other evidences of indebtedness issued in the name of the Association shall be signed by such officers, agent, or agents of the Association and in such manner as shall be determined by the Board of Directors. In the absence of such determination by the Board of Directors, such instruments shall be signed by the Treasurer and countersigned by the President or Vice President of the Association.
Section 3. Deposits. All funds of the Association shall be deposited from time to time to the credit of the Association in such banks, trust companies, or other depositories as the Board of Directors may select.
Section 4. Gifts. The Board of Directors may accept on behalf of the Association any contribution, gift or bequest devised for the general purposes of for any special purpose of the Association.
ARTICLE VIII - 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, Board of Directors, and committees having any kind of authority from the Board of Directors. The Association shall also keep a register recording the names and addresses of all members entitled to vote. Any member, his agent or attorney, may inspect these books for any proper purpose at any reasonable time.
ARTICLE IX - FISCAL YEAR
Section 1. The fiscal year of the Association shall be the calendar year.
ARTICLE X - DUES
Section 1. Annual Dues. The Board of Directors shall determine the amount of household dues payable by Association members.
Section 2. Payment of Dues. Dues shall be due at the September meeting. Dues of a new member may be paid at any time, but the full amount of the annual dues will not be prorated.
ARTICLE XI - AMMENDMENTS
The power to alter, amend, or repeal these By-Laws or adopt new By-Laws is vested in the general membership. Such action may be taken at a regular meeting for which written notice of the purpose has been given.
* These By-laws were voted on and approved by Members at the December 2005 Jackson Oaks Association meeting, held in the Jackson School gymnasium.