WEST CAMPUS NEIGHBORHOOD ASSOCIATION
ARTICLE I. STATEMENT OF PURPOSE
The purposes for which the Neighborhood Association is organized are:
- To represent the interests of all West Campus residents and business owners.
- To promote an inclusive and friendly environment.
- To promote a more walkable, bikeable, and transit-friendly neighborhood.
- To encourage people to live in West Campus.
- To help existing local businesses and bring new local businesses into the neighborhood.
- To advance renter and tenant rights.
- To promote policies that encourage diversity in both use and population.
- All other objectives as approved by the Neighborhood Council or membership.
ARTICLE II. NEIGHBORHOOD BOUNDARY
The neighborhood association boundary is as follows: West of Guadalupe St, East of Lamar Blvd, North of Martin Luther King Jr. Blvd, and South of 30th St. Areas within 300 ft of the boundaries shall also be considered within the neighborhood bounds.
ARTICLE III. OFFICERS
The Executive Board will consist of a Chair, Vice Chair, Secretary, Treasurer, Managing Director and three additional Committee Chairs. The Executive Board of this association shall hold office for a term of one(1) year or until successors are elected. The term of office shall begin at the close of the Annual Meeting in August.
- The Chair shall call and preside at all meetings, shall act for and in behalf of the membership of the association, shall appoint any special committees necessary for the operation of association business, and shall act as official spokesperson for the association.
- The Vice-Chair shall, in the absence of the Chair, assume all of the duties of that office and shall be responsible for publicity and notifications of meetings of the association.
- The Secretary shall keep a permanent record of all formal meetings and all legal documents and legal transactions of the association. The Secretary shall transcribe the minutes of each meeting and shall maintain a file copy of same. The Secretary shall also be in charge of collecting all ballots for final count and shall keep all ballots for 7 days following the close of voting.
- The Treasurer shall keep all financial receipts and a permanent record of all financial business of the association. An up-to-date financial report shall be submitted at each meeting.
- The remaining council members shall serve in the capacity of gathering and disseminating information critical to the implementation of the purpose of the association.
ARTICLE IV. MEMBERSHIP
- The membership of this association shall consist of residents, university students, young adults, property owners or businesses within the neighborhood who have submitted their names on/for a membership list and have had their identity verified by the association. Verification will require one of the following:
- A state-issued photo ID with a West Campus address
- A photo ID with Valid Voter Registration Certificate or Registration Receipt with a West Campus address
- A photo ID along with one piece of unopened mail with a West Campus address
- A photo ID along with an original, digital form, or copy of a utility bill with a West Campus address
- Other forms of identification deemed reasonable by the Executive Board.
- Voting Membership shall be open to all residents, university students, property owners and businesses with a physical mailing address within the boundaries of the association or within 300 feet of the boundaries, as described herein. Exceptions shall be made by a majority vote by the Executive Board.
- A Voting Member shall be a person or business that has established membership in the association. Each person over the age of 17, business within the neighborhood, and non-resident property shall be entitled to one vote. Businesses within the boundaries of West Campus are eligible for one representative vote. Businesses or non-resident property owners that own multiple businesses or properties are eligible for one vote.
- Charging of dues or membership fees shall not be made; however, voluntary contributions will be accepted and fundraising may be authorized by the Executive Board.
- Members must subscribe to Friends of Austin Neighborhood’s Vision Statement.
- Members must subscribe to the neighborhood association’s Vision Statement.
- Any conflicts or uncertainties regarding membership or vote allotment shall be decided by a majority vote by the Council.
ARTICLE V. COMMITTEES
- The Chair shall have the power to appoint committees as necessary to implement the purposes of the association.
- Committees shall be chaired by a member of the West Campus Neighborhood Association as appointed by a majority vote by the Executive Board.
- The Executive Board shall facilitate an application process open to all members and select the committee chair among submitted applications.
- Should no applications be received nor any candidate receives a majority within a week of committee creation, the interim committee chair shall be the Vice-Chair and the selection process should repeat until the position is filled.
- The Chair and Vice-Chair shall be ex-officio members of all committees.
ARTICLE VI. MEETINGS
An annual meeting shall be held during the month of August at a time and place designated by the Chair.
- At least a seven (7) day notice shall be provided in advance of any association meeting. Every effort will be made to notify all interested parties and members of the Association of upcoming meetings either by electronic communication, direct mailing, pamphlets, newsletters, or announcements at regularly scheduled meetings.
- All meetings shall be public and open to any interested persons.
ARTICLE VII. VOTING
All voting involving the membership will be done by ranked choice on anonymous paper ballots, distributed based on the voter database maintained by Secretary.
- Voting on issues will be by anonymous paper ballot unless changed by the Executive Board.
- The Executive Board will be responsible for the content of what is being voted on, the wording of the voting language, and if an item is voted on.
- Any member can request the Executive Board put an item up for a vote. The decision to vote on an item is made by a majority of the Neighborhood Council.
- All vote selections remain strictly confidential and may never be accessed by anyone including the members of the Executive Board.
- All voter personal information such as email addresses, home addresses, or phone numbers will remain strictly confidential. Only the Executive Board will have access to personal voter information and may never provide that information.
- The Executive Board will be responsible for verifying the identity of individuals applying for voting membership.
- Voter rolls shall be checked yearly to verify voter eligibility.
- All votes will be cast in person on paper ballots at specified voting times and locations as determined by the Executive Board.
- The Secretary shall be in charge of collecting all ballots cast for a final count.
- Voting locations must be accessible to all members and within the West Campus boundaries.
- All votes will be announced on the West Campus Neighborhood Association website, Slack, Facebook Page, and email at least 7 days before the first date of a vote.
- There shall be at least 1 opportunity for members to cast ballots in person.
- There shall be a period of early voting to be determined by the Executive Board.
- There shall be absentee voting for members who cannot attend in person voting times for extenuating circumstances.
- Members shall contact the Secretary to request an absentee ballot. Voting absentee means that the member waives their right to an anonymous ballot, as the Secretary will hold their ballot for inclusion for the final count.
- Members shall include their vote and a reason for missing pre-determined voting times.
- The validity of the reason for missing voting times shall be determined by the Executive Board.
- Recounts may be requested by any member for up to 7 days following the closing of a voting period.
ARTICLE VIII. NOMINATIONS, ELECTIONS, ANNUAL REPORTS AND INSTALLATION OF OFFICERS
- Nominations of Officers shall be made by a slate presented from the Executive Board. Voting members can nominate candidates for consideration to the Neighborhood Council.
- Upon installation of the Executive Board members whose terms begin at the close of the Annual Meeting, all documents, records, and any materials pertaining to the duties of the office as designated in the bylaws which are in the possession of the outgoing Officers shall be submitted to the newly elected counterpart within 14 days of the installation.
- Any vacancy occurring during the term of any Officer shall be filled by appointment by the Executive Board.
ARTICLE IX. FISCAL RESPONSIBILITY
- Expenditure of funds of the association may not be made without the approval of at least two (2) of the Officers and the Treasurer.
- Financial records and funds of the association shall be audited at least once a year by a committee of at least two (2) Voting Members of the Association appointed by the Chairman prior to a new Treasurer’s taking office.
ARTICLE X. AMENDMENT OF BYLAWS
- These bylaws may be amended by a majority vote of the Executive Board.
- Proposed amendments shall be read at the presiding meeting after being announced at a meeting directly preceding the presiding meeting.
ARTICLE XI. GENERAL
- Meeting discussions will be conducted in a conversational format with special regard for a dialogue that is respectful and considerate of all in attendance.
- If any part of the Bylaws or the application thereof is hereafter held invalid or unenforceable, the remainder shall not be affected thereby, and only the affected portions are declared eliminated.
- No officer, representative, spokesperson or member shall have any financial liability of the association.