bylaws

Reiche Elementary School and Community Center

Irish Heritage Center, formerly St. Dominic's Catholic Church

The following documents shall be known as the By-Laws of the West End Neighborhood Association (the Association), a non-profit, mutual benefit entity incorporated in the State of Maine. The by-laws are the rules of self-government of the West End Neighborhood Association. These by-laws are the set of rules by which the Association operates on a daily basis, votes and settles disputes that arise from time to time, and are binding on all members associated with the West End Neighborhood Association. If the by-laws are found to be inconsistent with the laws of the State of Maine, then Maine State law will override the inconsistency.

Article One
Name

The name of the organization is the West End Neighborhood Association, hereafter referred to as "the Association."
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Article Two
Mission Statement

The purpose of the West End Neighborhood Association is to address issues and concerns that affect the quality of life of all who live and/or work in the West End. The Association fosters and sponsors projects of the individual districts that comprise the West End; serves as a liaison to City Hall; monitors the delivery of city services; provides input and questions in regards to property development and design, and ensures that the neighborhoods throughout the West End are clean, safe, quiet and attractive
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Article Three
Objectives

The objectives of the West End Neighborhood Association are to:

Represent and advance the interests of all persons or organizations that reside or conduct business in the neighborhood.
Keep all residents informed of issues vital to the neighborhood by appropriate communications and meetings.
Establish standing and ad-hoc committees to investigate and make recommendations to the association on all matters of neighborhood concern.
Seek the improvement of dwellings by residents and absentee owners and assist in creating an environment where housing is affordable to everyone.
Establish mutual protection and safety by maintaining communication with our local law enforcement agencies.
Improve the safety of streets and sidewalks through better traffic control and enforcement of city ordinances.
Work toward development and preservation of natural green spaces, parks, trees, landscaping and general land-use management.
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Article Four
Boundaries

The geographic boundaries of the West End Neighborhood Association shall be:

Northern Boundary Along Congress Street from St. John Street to High Street

Eastern Boundary Along High Street from Commercial Street to Congress Street

Western Boundary Along St. John Street from Congress Street to Commercial Street

Southern Boundary Along Commercial Street from High St. to St. John Street

Excluded are those areas falling within the boundaries established by the Western Promenade
Association, February 2004.

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Article Five
Membership

Membership in the Association is voluntary and is open to all persons age 18 years and over who reside in the West End. Membership is also open to any person or organization that conducts business in, or has a genuine interest in advocacy for, the West End. Members receive voting rights after attending one meeting.
A person or organization may become a voting member by paying the annual dues to the Treasurer according to the following schedule:
Individual recommended minimum membership dues of $5.00.
Organization recommended minimum membership dues of $25.00.
All memberships expire at the end of each fiscal year. Dues are required to be paid within 30 days of the end of the Association fiscal year. If dues are not paid by the due date, the member loses all voting rights and rights to membership until all dues are paid.
Individuals may have their dues waived.
Upon registration, a business member, through its president, the owner, or other duly authorized individual, shall give the Treasurer the name of the individual who may cast the vote for the business. This designation may be changed from time to time by written notification of the president, owner, or duly authorized individual to the Treasurer.
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Article Six
Voting and Parliamentary Authority

In order to conduct the business of the Association, a quorum of 10 or more members must be present.
The rules contained in the current edition of Robert's Rules of Order shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these by-laws and any special rules of order that the Association may adopt.
An affirmative vote of more than fifty percent of the members present shall be binding on the Association.
Each voting member of the Association in good standing shall be entitled to cast one vote in the election of the executive officers and board members of the Association.
Association members may dissolve the Association when called for by 2/3 of the voting membership in good standing as listed by the Secretary.
Members may attend and participate in any meeting of the Association and of its committees and any other meeting which may be authorized under these by-laws, except when the Association is in executive session.
Members may inspect any records of the Association.
RESIGNATION: Any member who wishes to resign from the Association may indicate in writing that his or her name be removed from the membership rolls.
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Article Seven
Board of Directors

NUMBER, ELECTION AND TERMS: The Board of the West End Neighborhood Association shall consist of 11 members. The four officers of the organization shall be considered Board members. The remaining seven Directors of the Board will be elected by the general membership. All elections shall be by secret ballot. Board positions all have one-year terms.
The Board's responsibility is to handle the financial affairs of the organization, including preparation of the annual budget, approval of miscellaneous expenses over one-hundred (100) dollars and the disbursement of grant money as approved by the general membership.
RESIGNATION AND REMOVAL: Any Director may resign at any time by giving written notice to the Board of his/her decision to resign. Unless indicated in such notice to the contrary, any such resignation shall be effective immediately upon submission or transmission to the Board.
VACANCIES: Vacancies of the Board shall be filled by the affirmative vote of the majority of all remaining Directors then in office and the Directors so chosen shall hold office until their respective successors are duly elected.
REMOVAL FROM BOARD FOR THREE ABSENCES: Any Director who is absent for three (3) consecutive regular Board meetings may be removed from the Board. After two (2) consecutive unexcused absences, the Board shall notify the member of their impending removal should another meeting be missed. The Board shall fill any vacancies thus created according to these by-laws.
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Article Eight
Officers

The officers of the West End Neighborhood Association shall be a President, Vice-President, Secretary and Treasurer. The four officers make up the Executive Committee and are members of the Board.
ELECTION AND TERM OF OFFICE: All officers shall be members of the Association, shall be at least 18 years of age and shall be elected for one-year terms. At the annual meeting as the first order of business, nominations shall be taken from the members of the Association for the office of President, Vice-President, Secretary and Treasurer. Elections shall be by secret written ballot and shall be opened and counted. Proxy votes will be accepted for declared candidates. A proxy vote may be cast by a member in good standing by notification to a member of the Governance Committee, in writing or electronic transmission, prior to the annual meeting.
VACANCIES: In case an office of the Association becomes vacant, the majority of the members may elect an officer to fill such vacancy to serve the unexpired term.
The President shall preside at all meetings of the general membership. The President shall be empowered to speak on behalf of the Association consistent with the objectives and prior resolutions of the Association. The President shall chair the Executive Committee. The President is authorized to place the Association into executive session. The President is authorized to contact and to poll Board members between monthly meetings if necessary to conduct important and time-sensitive Association business.
The Vice-President shall fulfill the duties of the President in the President's absence and shall serve as the parliamentarian of the Association.
The Secretary shall be responsible for keeping an accurate written record of all business discussed at meetings of the general membership and for all outside correspondence of the Association. The Secretary shall also have charge of all non-financial books and records of the Association, including the active membership list and maintenance of the by-laws. The Secretary shall be responsible for public posting of meetings of the Association.
The Treasurer shall be responsible for the finances of the Association, shall keep an accurate record of receipts and expenditures and shall sign all checks drawn on banking accounts of the Association. The Treasurer is authorized to disperse up to one-hundred (100) dollars of Association funds. Expenditures greater than one-hundred (100) dollars requires authorization from the Board. The Treasurer chairs the Finance Committee.
Any officer may be removed from office for cause at any meeting by two thirds of the membership present and voting, provided that notice has been furnished to the officer subject to the removal vote and the general membership at least two weeks before the monthly meeting.
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Article Nine
Meetings and Organizations

Meetings of the Association shall be held once per month or as set by the Executive Committee. All meetings shall be open to the membership of the Association. Unless a special meeting is called, the meetings will occur on the second Wednesday of the month.
NOTICE OF MEETINGS: Notice of all meetings of the Association shall be given by telephoning or mailing or electronic transmission and posting the same at least seven (7) days prior to the meeting, such notice to be directed to the usual business or residence of the member.
Special meetings may be called by the Executive Committee or by written request of five (5) members in good standing, if necessary.
The fiscal year of the Association shall run from January 1 until December 31. The end of the fiscal year shall be the time for electing officers and Board members, balancing financial records, and renewing membership.
The December meeting is considered the annual meeting of the Association.
Bylaws may be altered, added, updated, or removed by the approval of two-thirds of the members present at any general membership meeting.
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Article Ten
Committees

The Executive Committee shall transact necessary business in the intervals between regular meetings and such other business as may be referred to it by the Association, and shall appoint all ad-hoc committees' members. The executive committee shall be charged with setting the meeting agenda prior to the scheduled meeting.
The Planning and Development Committee shall be charged with the responsibility of membership growth, fundraising, events, and publicity.
The Finance Committee creates the operating budget for the Association, allocates funds, approves expenditures and is responsible submitting the annual financial report to the State of Maine.
The Governance Committee receives nominations for elected positions, runs the elections for officers of the Association and is responsible for developing proposed by-law changes.
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