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PLEASANT RUN FARMS CIVIC ASSOCIATION
BYLAWS
Revised April 28, 2005
Revised April, 2016
ARTICLE 1. MEMBERSHIP, DUES AND VOTING RIGHTS
Section 1. The following persons shall be eligible to become members of the Association upon making proper application to the Association:
-each person who owns, rents and/or leases a home or apartment in the Pleasant
Run Farms area and his or her spouse
-each coach of a Pleasant Run Farms Athletic Association team
The Pleasant Run Farms area shall be defined as any residence in Springfield Township, Hamilton County, Ohio, that lies north of Kemper Road, east of Hamilton Avenue, south of the Butler County Line, and west of the City of Forest Park corporation line.
Section 2. Annual dues shall be charged per household for a period of 12 months. Households that have not paid their annual dues shall not be in good standing and shall not be eligible to vote on matters brought before the Association for consideration and members of households shall not be eligible to hold office in the Association or serve on any committee of the Association.
Section 3. Each member of a household in the Pleasant Run Farms area in good standing shall be entitled to one vote in all matters brought before the Association for consideration. The members must be present to vote. Civic Association Members who do not reside in the Pleasant Run Farms area as defined in Section 1 do not retain the right to vote in such matters.
ARTICLE II. MEETINGS
Section 1. Regular meetings of the Association shall be held in January, April and September.
Section 2. Special meetings may be called by the Executive Committee.
Section 3. The regular meeting in January shall be the annual budget meeting and election of Officers and Directors.
Section 4. Members in good standing in attendance at the regularly scheduled meeting will constitute a quorum to transact business.
Section 5. All new business items to be discussed in a regular meeting must be submitted in writing to a member of the Executive Committee and must be printed on the agenda in the MEMO preceding the next regular meeting.
ARTICLE III. ELECTION OF OFFICERS AND DIRECTORS OF THE EXECUTIVE COMMITTEE
Section 1. Only PRF residents who are in good standing shall be eligible to hold office on the Executive Committee.
Section 2. The election of the Officers and Directors of the Association shall take place at the January meeting. Officers shall be elected to serve for a period of one year from the annual budget meeting to that point of the succeeding annual budget meeting when the current Executive Committee member turns over the responsibility to the newly elected Executive Committee members for the presentation of the budget.
Section 3. The election of Officers and Directors shall be by secret ballot. The nominee receiving the greatest number of votes shall be declared elected. However, if there is but one nominee for any office, it shall be in order to move that the Secretary cast the elective ballot of the Association for the nominee.
Section 4. Requests for nominations will be accepted in writing to the Executive Committee prior to the January meeting. Nominations may also be made from the floor at the January meeting, provided the consent of the nominee has been obtained.
Section 5. Nominees must be in attendance at the January meeting to be elected into office.
Section 6. Whenever a vacancy shall occur in the Executive Committee, the following procedure shall be followed in filling such vacancy:
a. If the position of President if vacated, the Vice President, upon unanimous approval by the Executive Committee, assumes the position of the President for the unexpired term. If for some reason, the Vice President is unable or unwilling to assume the position of President the Executive Committee would have the authority to review candidates and select, by unanimous vote, an individual to fill the unexpired term.
b. If any board position, other than President, is vacated, the Executive Committee has the authority to review candidates and select, by unanimous vote, an individual to fill the unexpired term.
ARTICLE IV. DUTIES OF OFFICERS
Section 1. The President shall preside at all meetings of the Association and of the Executive Committee at which he/she may be present; shall perform such other duties as may be prescribed by these Bylaws or assigned to him or her by the Executive Committee; and shall coordinate the work of the Officers and Directors and committees of the Association in order that the purpose of the Association be promoted.
Section 2. The Vice President shall act as an aid to the President and shall perform the duties of the President in the absence or disability of that officer to act. He or she shall also be responsible for maintaining and interpreting insurance contracts for the Association, perform the duties of treasurer in the absence or disability of that officer to act, shall be responsible for representing the Association at Springfield Township and government meetings, report pertinent information back to the Association and serve as a community liaison for the 4th of July Parade and landscaping contest.
Section 3. The Secretary shall schedule all meetings and record the minutes of all meetings of the Association and Board, coordinate the list of nominees for the January meeting, maintain the Bylaws for the Association, communicate and publish articles pertaining to all matters relating to education and schools and manage the PRFCA Scholarship selection process.
Section 4. The Treasurer shall receive and disburse all funds of the Association and shall deposit or invest its money in a manner approved by the Executive Committee. He or she shall keep a complete and accurate account of all receipts and expenditures and shall be responsible for the maintenance of such books and accounts and records. He or she shall present a financial report at every meeting of the Association and at such other times as requested by the Executive Committee and shall make a full report at the annual meeting. An audit of the Treasurer’s books shall be made by a committee to be appointed by the President.
Section 5. The Director of Community Activities shall be responsible for all matters pertaining to fund-raising projects except those specific projects that are under another director on the Executive Committee. To include matters pertaining to the establishment and development of activity programs for the Association, Easter Egg Hunt, 4th of July Parade, PRFCA Picnic and all other community events.
Section 5A. The Director of Seniors Activities shall, in cooperation with the Director of Community Activities, be in charge of activities for seniors in the PRF community. The Director of Seniors’ Activities will also act as liaison between the PRFCA board and the senior members in the community and as liaison between PRFCA and the Springfield Township Senior Center.
Section 6. The Director of the Swimming Pool shall be responsible for all matters pertaining to the operation of the pool. He or she shall supervise the pool committee and any other aquatic events. He or she may elect a treasurer to manage the maintenance and payroll of the pool. An audit of the Swimming Pools’ books shall be made by a committee to be appointed by the President.
Section 7. The Director of Communications shall be responsible for all matters pertaining to communication with the residents of Pleasant Run Farms. He or she will be specifically responsible for the production of the MEMO and supervision of the MEMO staff.
Section 8. The Director of Athletics shall be responsible for all matters pertaining to the establishment and maintenance of athletic facilities and programs for the Association. He or she may elect a treasurer to manage the maintenance and payroll of the Athletic program. An audit of the Athletic Program’s books shall be made by a committee to be appointed by the President.
Section 9. The Director of Membership shall be responsible for all matters pertaining to membership. He or she shall maintain a database containing pertinent membership information.
Section 10. All directors shall establish such committees in their area as they deem necessary or as directed by the Executive Committee. They shall present a report at every meeting of the Association.
Section 11. The Executive Committee shall also serve as Trustees of the Association.
Section 12. Officers and Directors shall be required to attend regular meetings of the Executive Committee (usually every month). Failure to attend these meetings and failure to perform the duties required by the position may result in a suspension of privileges and removal from Office. A vote must be taken by the Executive Committee to suspend and/or remove an officer from their position and will require at least a 75% majority.
ARTICLE V. EXECUTIVE COMMITTEE
Section 1. The Executive Committee shall consist of the Officers and Directors of the Association.
Section 2. The duties of the Executive Committee shall be (1) to transact necessary business in the intervals between Association meetings and such other business as may be referred to it by the Association; (2) to approve the plans of the committees before presentation to the Association membership; (3) to present a report at the regular meetings of the Association; (4) to approve expenditures within the limits of its authority; and (5) to approve annual budgets submitted by the Officers and Directors.
Section 3. Regular meetings of the Executive Committee shall be held during the intervals between regular meetings of the Association, the time to be fixed by the Executive Committee. A majority of the Executive Committee shall constitute a quorum for the transaction of its business. Special meetings of the Executive Committee may be called by the President or a majority of its members.
ARTICLE VI. COMMITTEES
Section 1. Each officer and director shall establish the committees outlined under Articles IV and VII and such other committees within his/her area as he/she deems necessary or as directed by the Association or the Executive Committee in order to carry on the work of the Association, and shall appoint the chairman of such committees.
Section 2. The chairman of each committee shall present his/her plans to the Executive Committee. No committee work shall be undertaken without prior approval of the Executive Committee and no plan may be submitted to the Association membership for their consideration without first being presented to the Executive Committee for their review.
Section 3. The President shall be a member ex-officio of all committees and may choose an alternate from the Executive Committee to serve as ex-officio when the President is unable to attend.
ARTICLE VII. AUTHORITY
Section 1. Any expenditure which is part of everyday operation expenses (such as field or pool maintenance, insurance, etc.) may be incurred without board approval as long as it is part of the calendar year budget. If the expense exceeds the budgeted amount, or was not listed in the approved budget, board approval must be received. Any non-budgeted expense, which exceeds $2,500.00, must receive approval by the membership.
Section 2. No assessments may be passed or levied by the Association or the Executive Committee.
Section 3. A minimum of 2 members of the Executive Committee, jointly, has the authority to enter into contracts on behalf of the Association or the Executive Committee.
Section 4. The Executive Committee may, at their discretion, approve committee action without approval by the Association membership, subject to limitations in Sections 1 - 2 of this article. Notification of each such approval shall be made at the next monthly meeting of the Association.
ARTICLE VIII. BUDGET
At the regular Association meeting in January, a proposed budget will be submitted by each officer and director for appropriation by the membership, projecting his or her expenditures for the following twelve months, to commence immediately upon its approval. Each budget will have been examined and endorsed by the Executive Committee and published to the membership.
ARTICLE IX. ORDER OF BUSINESS
The order of business to be observed at all Association meetings shall be as follows unless modified by the Executive Committee:
1. Call to order
2. Officers and Directors reports (including reports of committees)
3. Old Business
4. New Business
5. Announcements
6. Adjournment
ARTICLE X. PARLIAMENTARY PROCEDURE
Robert’s Rules of Order, revised edition, shall be followed by the Association in all cases involving parliamentary procedure when it does not conflict with the Constitutions or Bylaws of the Association.
ARTICLE XI. AMENDMENT
These Bylaws may be amended at any regular meeting of the Association by a quorum as defined in Article II and provided that notice of the proposed amendment shall have been published in the most recent issue of the Association’s MEMO or written notice of the proposed amendment shall have been given to all members in good standing at least 14 days prior to the meeting at which the amendment is to be voted upon.
Revised April, 2016
ARTICLE 1. MEMBERSHIP, DUES AND VOTING RIGHTS
Section 1. The following persons shall be eligible to become members of the Association upon making proper application to the Association:
-each person who owns, rents and/or leases a home or apartment in the Pleasant
Run Farms area and his or her spouse
-each coach of a Pleasant Run Farms Athletic Association team
The Pleasant Run Farms area shall be defined as any residence in Springfield Township, Hamilton County, Ohio, that lies north of Kemper Road, east of Hamilton Avenue, south of the Butler County Line, and west of the City of Forest Park corporation line.
Section 2. Annual dues shall be charged per household for a period of 12 months. Households that have not paid their annual dues shall not be in good standing and shall not be eligible to vote on matters brought before the Association for consideration and members of households shall not be eligible to hold office in the Association or serve on any committee of the Association.
Section 3. Each member of a household in the Pleasant Run Farms area in good standing shall be entitled to one vote in all matters brought before the Association for consideration. The members must be present to vote. Civic Association Members who do not reside in the Pleasant Run Farms area as defined in Section 1 do not retain the right to vote in such matters.
ARTICLE II. MEETINGS
Section 1. Regular meetings of the Association shall be held in January, April and September.
Section 2. Special meetings may be called by the Executive Committee.
Section 3. The regular meeting in January shall be the annual budget meeting and election of Officers and Directors.
Section 4. Members in good standing in attendance at the regularly scheduled meeting will constitute a quorum to transact business.
Section 5. All new business items to be discussed in a regular meeting must be submitted in writing to a member of the Executive Committee and must be printed on the agenda in the MEMO preceding the next regular meeting.
ARTICLE III. ELECTION OF OFFICERS AND DIRECTORS OF THE EXECUTIVE COMMITTEE
Section 1. Only PRF residents who are in good standing shall be eligible to hold office on the Executive Committee.
Section 2. The election of the Officers and Directors of the Association shall take place at the January meeting. Officers shall be elected to serve for a period of one year from the annual budget meeting to that point of the succeeding annual budget meeting when the current Executive Committee member turns over the responsibility to the newly elected Executive Committee members for the presentation of the budget.
Section 3. The election of Officers and Directors shall be by secret ballot. The nominee receiving the greatest number of votes shall be declared elected. However, if there is but one nominee for any office, it shall be in order to move that the Secretary cast the elective ballot of the Association for the nominee.
Section 4. Requests for nominations will be accepted in writing to the Executive Committee prior to the January meeting. Nominations may also be made from the floor at the January meeting, provided the consent of the nominee has been obtained.
Section 5. Nominees must be in attendance at the January meeting to be elected into office.
Section 6. Whenever a vacancy shall occur in the Executive Committee, the following procedure shall be followed in filling such vacancy:
a. If the position of President if vacated, the Vice President, upon unanimous approval by the Executive Committee, assumes the position of the President for the unexpired term. If for some reason, the Vice President is unable or unwilling to assume the position of President the Executive Committee would have the authority to review candidates and select, by unanimous vote, an individual to fill the unexpired term.
b. If any board position, other than President, is vacated, the Executive Committee has the authority to review candidates and select, by unanimous vote, an individual to fill the unexpired term.
ARTICLE IV. DUTIES OF OFFICERS
Section 1. The President shall preside at all meetings of the Association and of the Executive Committee at which he/she may be present; shall perform such other duties as may be prescribed by these Bylaws or assigned to him or her by the Executive Committee; and shall coordinate the work of the Officers and Directors and committees of the Association in order that the purpose of the Association be promoted.
Section 2. The Vice President shall act as an aid to the President and shall perform the duties of the President in the absence or disability of that officer to act. He or she shall also be responsible for maintaining and interpreting insurance contracts for the Association, perform the duties of treasurer in the absence or disability of that officer to act, shall be responsible for representing the Association at Springfield Township and government meetings, report pertinent information back to the Association and serve as a community liaison for the 4th of July Parade and landscaping contest.
Section 3. The Secretary shall schedule all meetings and record the minutes of all meetings of the Association and Board, coordinate the list of nominees for the January meeting, maintain the Bylaws for the Association, communicate and publish articles pertaining to all matters relating to education and schools and manage the PRFCA Scholarship selection process.
Section 4. The Treasurer shall receive and disburse all funds of the Association and shall deposit or invest its money in a manner approved by the Executive Committee. He or she shall keep a complete and accurate account of all receipts and expenditures and shall be responsible for the maintenance of such books and accounts and records. He or she shall present a financial report at every meeting of the Association and at such other times as requested by the Executive Committee and shall make a full report at the annual meeting. An audit of the Treasurer’s books shall be made by a committee to be appointed by the President.
Section 5. The Director of Community Activities shall be responsible for all matters pertaining to fund-raising projects except those specific projects that are under another director on the Executive Committee. To include matters pertaining to the establishment and development of activity programs for the Association, Easter Egg Hunt, 4th of July Parade, PRFCA Picnic and all other community events.
Section 5A. The Director of Seniors Activities shall, in cooperation with the Director of Community Activities, be in charge of activities for seniors in the PRF community. The Director of Seniors’ Activities will also act as liaison between the PRFCA board and the senior members in the community and as liaison between PRFCA and the Springfield Township Senior Center.
Section 6. The Director of the Swimming Pool shall be responsible for all matters pertaining to the operation of the pool. He or she shall supervise the pool committee and any other aquatic events. He or she may elect a treasurer to manage the maintenance and payroll of the pool. An audit of the Swimming Pools’ books shall be made by a committee to be appointed by the President.
Section 7. The Director of Communications shall be responsible for all matters pertaining to communication with the residents of Pleasant Run Farms. He or she will be specifically responsible for the production of the MEMO and supervision of the MEMO staff.
Section 8. The Director of Athletics shall be responsible for all matters pertaining to the establishment and maintenance of athletic facilities and programs for the Association. He or she may elect a treasurer to manage the maintenance and payroll of the Athletic program. An audit of the Athletic Program’s books shall be made by a committee to be appointed by the President.
Section 9. The Director of Membership shall be responsible for all matters pertaining to membership. He or she shall maintain a database containing pertinent membership information.
Section 10. All directors shall establish such committees in their area as they deem necessary or as directed by the Executive Committee. They shall present a report at every meeting of the Association.
Section 11. The Executive Committee shall also serve as Trustees of the Association.
Section 12. Officers and Directors shall be required to attend regular meetings of the Executive Committee (usually every month). Failure to attend these meetings and failure to perform the duties required by the position may result in a suspension of privileges and removal from Office. A vote must be taken by the Executive Committee to suspend and/or remove an officer from their position and will require at least a 75% majority.
ARTICLE V. EXECUTIVE COMMITTEE
Section 1. The Executive Committee shall consist of the Officers and Directors of the Association.
Section 2. The duties of the Executive Committee shall be (1) to transact necessary business in the intervals between Association meetings and such other business as may be referred to it by the Association; (2) to approve the plans of the committees before presentation to the Association membership; (3) to present a report at the regular meetings of the Association; (4) to approve expenditures within the limits of its authority; and (5) to approve annual budgets submitted by the Officers and Directors.
Section 3. Regular meetings of the Executive Committee shall be held during the intervals between regular meetings of the Association, the time to be fixed by the Executive Committee. A majority of the Executive Committee shall constitute a quorum for the transaction of its business. Special meetings of the Executive Committee may be called by the President or a majority of its members.
ARTICLE VI. COMMITTEES
Section 1. Each officer and director shall establish the committees outlined under Articles IV and VII and such other committees within his/her area as he/she deems necessary or as directed by the Association or the Executive Committee in order to carry on the work of the Association, and shall appoint the chairman of such committees.
Section 2. The chairman of each committee shall present his/her plans to the Executive Committee. No committee work shall be undertaken without prior approval of the Executive Committee and no plan may be submitted to the Association membership for their consideration without first being presented to the Executive Committee for their review.
Section 3. The President shall be a member ex-officio of all committees and may choose an alternate from the Executive Committee to serve as ex-officio when the President is unable to attend.
ARTICLE VII. AUTHORITY
Section 1. Any expenditure which is part of everyday operation expenses (such as field or pool maintenance, insurance, etc.) may be incurred without board approval as long as it is part of the calendar year budget. If the expense exceeds the budgeted amount, or was not listed in the approved budget, board approval must be received. Any non-budgeted expense, which exceeds $2,500.00, must receive approval by the membership.
Section 2. No assessments may be passed or levied by the Association or the Executive Committee.
Section 3. A minimum of 2 members of the Executive Committee, jointly, has the authority to enter into contracts on behalf of the Association or the Executive Committee.
Section 4. The Executive Committee may, at their discretion, approve committee action without approval by the Association membership, subject to limitations in Sections 1 - 2 of this article. Notification of each such approval shall be made at the next monthly meeting of the Association.
ARTICLE VIII. BUDGET
At the regular Association meeting in January, a proposed budget will be submitted by each officer and director for appropriation by the membership, projecting his or her expenditures for the following twelve months, to commence immediately upon its approval. Each budget will have been examined and endorsed by the Executive Committee and published to the membership.
ARTICLE IX. ORDER OF BUSINESS
The order of business to be observed at all Association meetings shall be as follows unless modified by the Executive Committee:
1. Call to order
2. Officers and Directors reports (including reports of committees)
3. Old Business
4. New Business
5. Announcements
6. Adjournment
ARTICLE X. PARLIAMENTARY PROCEDURE
Robert’s Rules of Order, revised edition, shall be followed by the Association in all cases involving parliamentary procedure when it does not conflict with the Constitutions or Bylaws of the Association.
ARTICLE XI. AMENDMENT
These Bylaws may be amended at any regular meeting of the Association by a quorum as defined in Article II and provided that notice of the proposed amendment shall have been published in the most recent issue of the Association’s MEMO or written notice of the proposed amendment shall have been given to all members in good standing at least 14 days prior to the meeting at which the amendment is to be voted upon.
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