Our organization and its processes are always available and transparent to our residents. Please refer to our Bylaws for clarity on our structure and procedures.
Please read the Bylaws, listed below, or download them here.
ARTICLE I: NAME
The name of the organization is LANCASTER PLACE CIVIC ASSOCIATION, hereinafter called “the Association."
The Association is a non-profit corporation.
ARTICLE II: PURPOSE
The purpose of the Association is to protect, preserve and improve the neighborhood in which we live.
ARTICLE III: TERRITORY
The Association shall represent all residences located on the 1600 and 1700 blocks of Sul Ross, Branard, West Main and Colquitt streets. The Association also reserves the right to invite other residents or property owners on the immediate borders of the stated Association to join the membership.
ARTICLE IV: MEMBERSHIP
All residents or property owners of the territory described in Article III who are at least eighteen years of age, who have applied for membership, and who have paid the prescribed dues, are members of the Association and are entitled to vote. The maximum number of members per residence or property, if any, shall be determined along with membership dues in accordance with Article V.
ARTICLE V: DUES
The membership dues for the upcoming fiscal year shall be determined before or during the last regular meeting of each fiscal year by a vote of the members present. The dues are payable March 1.
Payment of the appropriate dues establishes “member” status and concurrent voting rights, as outlined in Article IV.
ARTICLE VI: FISCAL YEAR
The fiscal year of the Association shall begin March 1 and end the last day of February of the following calendar year.
ARTICLE VII: MEETINGS
Regular meetings of the Association shall be held a minimum of five times each year at a place designated by the Board of Directors. The members shall be notified, in writing, as to the time and place of such meetings.
As used in these Bylaws, “in writing” is defined as a printed newsletter, outdoor sign, e-mail from the Association, leaflet, or posting on the Association website.
Special meetings may be held at any time on the call of the President or by four members of the Board of Directors, or upon the written request of ten voting members. All members shall be given prior notice, in writing, of such meetings, stating the reason for the meeting and time and place of the meeting.
Meetings of the Board of Directors may be held at any time on call of the President or by four members of the Board of Directors at a time and place designated by the authority calling the meeting. All members of the Board of Directors shall be notified of the time and place of the meeting at least 3 calendar days in advance. Any member of the Association is welcome.
The Board of Directors shall conduct the business of the Association between meetings, as deemed necessary by a quorum of the Board, as defined in Article IX, Section 3.
A quorum at duly called regular meetings shall consist of those members present.
ARTICLE VIII: ELECTIONS
All designated officers shall be elected at the last regular meeting of the fiscal year and shall take office March 1 of the new fiscal year. The term of office shall be one fiscal year. The officers shall be elected by a majority vote of all members present. If no election is held at the last regular meeting of the fiscal year, an election shall be held at the next regular or special meeting. In this event, the current officers continue to serve until the election takes place.
In the event of a vacancy occurring in the staff of officers, the vacancy shall be filled at the first regular or special meeting after the vacancy occurs by a majority vote of the members present. The term of office for an officer elected under this Section shall extend until the end of the fiscal year.
Nominations for elected office will be made by the Nominating Committee. Additional nominations may come from the floor.
Any member of the Association may be nominated for an elected position.
ARTICLE IX: BOARD OF DIRECTORS
The Board of Directors shall consist of a President, a Vice President, a Secretary, a Preservation Officer and a Treasurer, which five shall be called the officers of the Association. The board shall also include Committee Chairpersons.
A delegate appointed by the Board of Directors will represent the Association in the Neartown Association.
Four members of the Board of Directors shall constitute a quorum at Board Meetings.
ARTICLE X: DUTIES OF OFFICERS
It shall be the duty of the President to preside at all meetings of the Association, preserve order, enforce the Bylaws and exercise supervision of its affairs generally. The President shall not be required to vote except in the case of a tie vote.
The President shall, with the advice and consent of the Board of directors, appoint all committee Chairpersons and shall be a member of all committees and shall see that all officers properly respond to and perform all duties that may be placed upon them.
The President shall serve as Chairperson of the Board of Directors. The President shall, at least 2 weeks before the last regular meeting of the fiscal year, form a nominating committee to present a slate of officers to be elected at the last regular meeting of the fiscal year, to serve for the ensuing fiscal year.
It shall be the duty of the Vice President to assist the President in the discharge of his duties and to occupy the Chair in his absence.
In the event that the President’s office becomes vacant, the Vice President shall assume the office of President and perform all duties delegated to the President, until the vacancy is filled according to Article VIII, Section 2.
It shall be the duty of the Secretary to keep an accurate record of all proceedings of the Association, receive all communications, conduct correspondence as required, and have charge of all records of the Association. The Secretary shall keep the minutes of all meetings. The Secretary shall also serve as Secretary of the Board of Directors and keep the minutes of its meetings.
The Treasurer or other signatory shall deposit all monies received for the Association in a bank account maintained for that purpose. The Treasurer shall disburse all funds by check.
The Treasurer shall make a financial statement to the membership at the first meeting of the fiscal year.
Current bank statements for the Association shall be available for inspection by any member. The Treasurer shall maintain a record of all members.
The treasurer shall file any annual tax forms required by state or federal law.
It shall be the duty of the Preservation Officer to assist the Board in the gathering and compilation of Deed restrictions, Minimum Lot Size restrictions, Minimum Building Line restrictions, and any other relevant city ordinances.
ARTICLE XI: COMMITTEES
There shall be committees created as the Association deems necessary. The chairpersons of such committees shall be appointed by the President and approved by the Board of Directors with such duties as the Board of Directors shall determine.
ARTICLE XII: ORDER OF BUSINESS
Roberts’ Rules of Order shall be in authority for procedure in conducting meetings when not in conflict with the Bylaws.
ARTICLE XIII: POLITICAL STANCE
Lancaster Place Civic Association is a non-partisan organization that will not express preference for or endorse one political candidate over another.
ARTICLE XIV: AMENDMENTS
These Bylaws shall be adopted and amended by a two-thirds vote of those members present at any regular or special meeting pursuant to at least five days written notice, including the text of the matter to be voted upon. Immediately upon adoption and amendment, the new or amended Bylaws go into effect.
ARTICLED XV: COMMUNICATION AND CORRESPONDENCE
No member of the Association, including individuals elected to the Board, shall represent themselves as official spokespersons of the Association without the express approval of the President, or in the absence of the President, the Vice-President.
Any written communications that represent the Association, such as communications on the Association’s letterhead, or where the writer identifies himself as representative of the Association, or communications that imply the representative views of the Association’s membership, shall carry the signatures of both the President and another Board member.