SUBURBAN TERRACE CIVIC ASSOCIATION, INC.
CONSTITUTION AND BY-LAWS
Article 1. – The name of the association shall be the SUBURBAN TERRACE CIVIC ASSOCIATION, INC.
Article 2. – The purpose of the Suburban Terrace Civic Association, Inc. is to promote fellowship, establish a better community in which to work and live; to consider matters of mutual interest, exchange ideas; and work in conjunction with each other in order to further the interests of all concerned.
Article 3. – The membership of this organization shall consist of residents and businesses who live in that section known and described as follows:
Entire area bounded by the railroad tracks (Illinois Central Railroad) on the North, River Road to the South, St. George on the West and Hyman and Lions on the East.
Associate memberships may be granted to owners of all multi-unit residential property within the boundaries of the organization. This membership will entitle the associate member to a single vote, regardless of how many units he represents.
Article 4. – Officers:
Sec. 1 – All officers mentioned in Article 4 should be elected by majority vote of the members present at the Annual Meeting as defined in Article 6.
The office of the President shall be term limited to a two year term with the option of serving another consecutive two years. If the President declines a second 2 year term, the 1st Vice-President shall assume the office with the same options as the President.
Sec. 2 – Vacancy in any office shall be filled for the unexpired term by appointment by the President, whose appointment must have approval of the Advisory Board by majority vote.
Sec. 3 – The membership reserves the right to remove any officer or officers of the association or to recall any committee chairperson or committee member by two-thirds vote of the members present at a meeting called especially for this purpose and so stated in the call.
Sec. 4 – Names of persons to be candidates for officers in the biennial election of this association shall be presented at the January business meeting of the election year by a nominating committee appointed in open session by the President. The nominating committee shall consist of three (3) persons. The nominating committee may present to the Association the names of one or more persons for each office. In addition, any member of the Association may be nominated from the floor for any office at the November business meeting in an election year.
Article 5. – Meetings: General Membership Meetings will be held as follows:
There are six general meetings per year: January, March, May, July, September and November. The January meeting will be the Annual Meeting.
The Annual Meeting shall be for the purpose of:
Reviewing accomplishments of past year by continuing or outgoing
2) Election of officers
3) Installation of officers
Advisory Board can call special meetings of general membership with at least three (3) days and not more than seven (7) days written notice to the membership.
Article 6. – President:
Sec. 1 – The President shall preside over all regular and special meetings of the Association and all meetings of the Advisory Board and shall perform such other duties as are usually required of this office, including overseeing and representing the Association in all civic, legal and political matters that are relevant to the Association and/or its members. It shall also be the duty of the President to arrange for the Association’s participation in, or promotion of such civic functions, meetings, celebrations or other regular or special affairs as the membership or Advisory Board may direct. The President shall be the sole representative and spokesperson for the Suburban Civic Association, Inc.
Sec. 2 – The President shall have the right to call Special Meetings whenever deemed necessary.
Sec. 3 – The President may, for the good of the Association, call meetings of the different committees at such time and place as may be needed.
Sec. 4 – The President shall, at the Annual Meeting, submit a report to the Association on the work accomplished.
Sec. 5 – The President shall be an ex-officio member of all committees, with the exception of the Nominating Committee.
Sec. 6 — In the event of the President’s absence or inability to act of, his duties shall be assumed by the 1st Vice-President, then 2nd Vice-President, and then the Secretary or Treasurer.
Article 7. – 1st Vice-President:
Sec. 1 – The 1st Vice-President shall appoint members to the Membership Committee, the Newsletter Committee and the Public Relations Committee and work in conjunction with these committees.
Sec. 2 – The 1st Vice-President shall assist the President and shall prepare to assume the office of presidency as needed. In addition it shall be the duty of the 1st Vice-President to assist the 2nd Vice-President whenever deemed necessary.
Sec. 3 – The 1st Vice-President shall oversee all regulatory matters, including appointing members to assist in this regard.
Article 8. – 2nd Vice-President:
Sec. 1 – The 2nd Vice-President shall appoint members to the Beautification Committee, Hospitality Committee, Special Events Committee and Neighborhood Watch Committee and work in conjunction with these committees.
Sec. 2 – The 2nd Vice-President shall assist the President and 1st Vice-President whenever deemed necessary.
Article 9. – Recording Secretary:
Sec. 1 – Attend all meetings of the Association, both special and regular, and maintain a record of the activities of every meeting, keeping a separate report of each. Such minutes shall be available for review by any member upon request to the Recording Secretary.
Sec. 2 – Attend all meetings of the Advisory Board and keep a complete record of the activities of same.
Sec. 3 – Record number of members present at General Membership Meetings and Advisory Board meeting to assure presence of quorum.
Sec. 4 – Maintain all business records and archives of the Association.
Article 10. – Treasurer: It shall be the duty of the Treasurer to keep a current record of financial assets of the Association and to report same to the Advisory Board on a monthly basis. It shall also be the duty of the Treasurer to report to the general membership at each meeting.
Article 11. – Membership Committee Chairperson: It shall be the duty of the Membership Committee Chairperson to collect the dues. They shall also maintain a proper and complete record of the membership showing the name, address and telephone number of each member. He shall provide a copy of the complete membership listing to the Recording Secretary.
Article 12. – Finance/Budget and Fund Raising Committees: It shall be the duty of the President, 1st Vice-President and 2nd Vice-President to appoint members to the Finance/Budget Committee and the Fund Raising Committee and to work in conjunction with these committees. The Treasurer is automatically an ex-officio member of the Finance/Budget and Fund Raising Committees.
Article 13. — Information Technology (IT) Committee Chairperson: It shall be the duty of the IT Committee Chairperson to handle all affairs pertaining to storing, studying, retrieving, transmitting and manipulating data and/or information computer related. They shall maintain and update the current Website and Email as requested by the President and with Board approval. They shall assist the secretary and treasurer in organizing current membership data and related information. The Membership Chair, the Secretary, and the Treasurer are automatically an ex-officio member of the IT committee.
Article 14. – Indebtedness: No Indebtedness of the Association shall be incurred beyond the revenues of the Association. The President, 1st Vice-President, 2nd Vice-President and Treasurer are the only officers authorized to sign checks on behalf of the Association. All checks must be signed by at least two (2) authorized officers. No member, officer or Advisory Board member may incur indebtedness on behalf of the Association beyond reasonable business expenses, without the written authorization of the Advisory Board. Reasonable expenses shall not exceed $200.00. All requests for reimbursement must be accompanied by a receipt and reimbursement request form.
Article 15. – Advisory Board: The Advisory Board shall consist of all the elected officers and those members appointed by the President. The number of Advisory Board Members shall not be less than 6 and shall not exceed 20. It shall be presided over by the President, and shall, between meetings of the Association, have power to act in the name of the Association in connection with any business of the Association requiring such action. Five members of the Advisory Board shall constitute a quorum. Such action shall be communicated to the membership in the next regular Association newsletter.
Article 16. – Dues: The dues of members’ shall be $10.00 per member per year or $20.00 per household. Dues shall be due and collected by the Membership Committee Chairman at the Annual Meeting.
Article 17. – Quorum: Twenty-five members shall constitute a quorum at a General Membership Meeting.
Article 18. – Order of Business: Roll Call of Officers – Reading of Minutes of Previous Meeting – Treasurer’s Report – Reports of the President – Reports of Vice-President – Reports of Special Committees – Unfinished Business – New Business – Adjournment.
Article 19. – Amendment of By-Laws: These by-laws may be amended on the recommendation of a special committee appointed by the President at any time, whose report, when approved by the Advisory Board, may be adopted after one presentation at any general meeting, followed by publication to the membership by newsletter and majority vote at the following meeting. Amendment to the reports so presented may be moved at the time of vote but no new by-law shall be presented without publication to the membership-at-large prior to its presentation. The By-Laws shall be reviewed by the Advisory Board on an annual basis.
Article 20. – Fiscal Year: The Association’s fiscal year shall begin on January 1.
The foregoing Constitution and By-Laws of Suburban Terrace Civic Association, Inc. become effective upon approval.
President 1st Vice-President
2nd Vice-President Treasurer