SGT ANTHONY PARK CONSTITUTION
(Updated version June 20th 2020)
Article 1 – Name
The name of this organization shall be Sergeant Anthony Park Neighborhood Association
Article 2 -Purpose
The purpose of the Sergeant Anthony Park Neighborhood Association is to help residents maintain the cleanliness, safety, and beauty of our neighborhood including Sergeant Anthony Park, and to promote community pride, enhance the awareness of our shared needs, preserve property values, and work with other neighborhood associations and local government to achieve our goals.
Article 3 – Members
Section 1 – Eligibility
Eligible for membership in the organization are any person who is 18 years of age or older who resides or owns a businesses or residential property within the following geographical boundaries:
North: Booream Ave
South: State Highway
West: Central Avenue
East: Hoboken Avenue
All applicants who qualify under the above criteria may become members upon paying the annual membership fee and signing their name and address.
All members in good standing—that is, who are current with their annual fee—are eligible to vote. A list of members eligible to vote shall be reviewed at the general meetings as necessary. Additions or corrections to such list may be submitted.
Section 2 – Honorary Membership.
Honorary membership in the organization may be conferred on selected individuals for periods of time at the discretion of the organization. The membership fee in such instances shall be waived. Honorary members may include persons living outside the geographical boundaries of the organisation and are not accorded the right to vote.
Article 4 – Voting
Section 1 – Voting
Each listed member shall be entitled to one vote in the election of officers held at the annual meeting, and on each matter submitted for a vote by the membership, except as otherwise provided for within this constitution. The act of a majority (50% + 1) of the members present at a meeting in which a quorum (defined below) is present shall be an act of the organization.
Section 2 – Irrevocable Votes
Votes passed by a majority of a quorum of members shall be irrevocable, and shall be a matter of public record. Votes shall be recorded accurately in the minutes of the membership meetings.
Article 5 – meetings
Section 1. Regular meetings
Regular meetings of the organization shall be held at least quarterly.
Section 2. Annual meeting
An annual meeting of the members shall be held each year. The officers shall be elected at the annual meeting.
Section 3. Special Meetings.
Special Meetings of the members may be called by the Executive Committee or upon request of not fewer than 15% of members of the organization. Special meetings shall not be spurious or frivolous either in nature or substance, and should be called for matters of extreme urgency that cannot be postponed until the next regular meeting. Business discussed at special meetings shall be limited to the matter for which the meeting is called.
Section 4. Place of meetings
The Executive Committee may designate any place within the geographical boundaries of the organization as the place for the quarterly meetings and any special meetings.
Section 5. Notice of special meetings
For special meetings, notice to each member shall be given by telephone, email, or mail stating the place, day, and hour of any meeting, not less than 48 hours before the date of such meeting. Such notice shall be sent at the direction of the Chairman, or the Secretary, of the offices or persons calling the meeting. The purpose for said meeting shall be included with the notice.
Article 6 – Quorum and Conduct
Section 1. Quorum
25% of the membership (the total number of members being defined by the current membership list) shall constitute a quorum necessary for the determination by vote of motions duly made and seconded.
Section 2. Conduct
Meetings shall be conducted using the following suggested general agenda. (Modifications of the agenda may be made by the executive committee at its discretion to facilitate scheduling of guest speakers, etc.)
Opening of meeting; announcements; reading of minutes; committee reports bracket to run concurrently with old and new business bracket; 50/50 raffle; closing of meeting.
Article 7 – Officers
Section 1. Number, Tenure, and Qualifications
The number of Executive Officers shall be four, all of which shall reside with the boundaries of Sergeant Anthony Park Neighborhood Association. There shall be one Chairperson, one Vice-Chairperson, one Secretary, one Treasurer, and one Head Gardener. Officers shall be elected at the annual meeting of the membership by majority vote of the quorum of members present and voting. Each officer shall hold office until the end of that term or upon resignation or impeachment, or until a successor shall be elected and qualified. Nominations and qualifications shall be submitted orally at a regular meeting prior to the annual meeting. Nominations shall also be permitted from the floor at the annual meeting, but not by proxy from the floor. Officers must be members of the organization. No officer may hold more than one office at a time.
Section 2. Removal of Officers (Impeachment)
Any officer may be removed from office for cause by two-thirds majority vote of the total membership. Cause shall be determined by, but not limited to: three consecutive unexcused absences, or such other cause as may be construed by the membership, and an abuse of the responsibilities which the officer has been elected to fulfill, such as proven conflict of interest. Notice of such proceedings of impeachment shall have been given electronically or by mail to all members at least one month prior to the vote to determine cause and effectuate removal and shall not be voted upon until one month following such notice.
Section 3. Vacancies
Any vacancy occurring on the Executive Committee shall be filled by the Executive Committee until the next regular meeting of the organization. At such time, officers shall be elected by the membership to fill a vacancy, and shall serve for the unexpired term of their predecessor in office.
Section 4. Conflict of interest
Any duality of interest or possible conflict of interest on the part of any officer shall be disclosed to the Executive Committee and made a matter of record. Any officer having such duality or conflict of interest shall not vote or use their influence on the matter in question, and shall not be counted in determining a quorum. The minutes of the meeting shall reflect such disclosure, abstention from voting, and the adjusted quorum. The foregoing shall not be construed to prevent an officer from briefly stating his high position in the matter, nor from answering pertinent questions from other officers. Any new officer will be advised of this policy upon becoming an officer.
Article 8 – Duties of officers
Section 1. Chairperson
The chairperson shall preside at all meetings of the Executive Committee, and at all meetings of the members. This officer shall be an ex officio member of all other committees, and shall, in general, supervise and manage all of the business of the organization, subject to the control of the Executive Committee. Such officer shall have the power, when so authorized by the Executive Committee, to sign, with the Secretary, or other officers of the organization, all contracts, checks, and instruments of conveyance in the name of the organization, and to appoint and discharge agents and subcontractors subject to the approval of the executive committee. Such person shall perform all duties usually incident to the office of the Chairperson. The Chairperson shall be responsible for maintaining open communications and good working relationships with the representatives of local government, the Jersey City Parks Coalition, and the membership of the organization.
Section 2. Vice-Chairperson.
The vice chairperson shall, in the absence of the Chairperson, or in the event of his/her inability to act, perform all of the duties in exercise all of the powers of the Chairperson, subject to the same restrictions. The Vice-Chairperson shall have all powers and perform such duties as may be assigned to him/her by the Chairperson or as prescribed by the Executive Committee. The Vice-Chairperson shall also act as historian for the group by documenting public events and maintaining collection of clippings, pictures, etc.
Section 3. Recording Secretary
The Secretary shall keep the permanent minutes of the meetings of the Executive Committee and membership. The Secretary shall keep a list of the names and addresses of each member and see that all notifications are duly made in accordance with the provisions of this constitution.
Section 4. Treasurer
The Treasurer shall have charge and custody of monetary assets of the organization; receive and give receipts for monies due and payable to the organization, in such banks, trust companies, or other depositories as shall be selected by the Executive Committee, and in general, perform all duties as from time to time may be assigned to him by the Chairperson or by the Executive Committee. The treasurer shall prepare a regular quarterly report showing income and expenses, to be presented to the membership for approval at the regular quarterly meetings of the membership. Such reports may be given orally, using written notes.
Section 5. Head Gardener
The Head Gardener shall have charge of all budget and administrative duties associated with the community gardeners, and shall prepare a regular quarterly report showing income and expenses, to be presented to the garden membership for approval. Such reports may be given orally, using written notes.
Article 9 – Executive Committee
Section 1. Composition
The Executive Committee shall consist of the four duly elected officers of the organization.
Section 2. General powers
Except as otherwise provided for in this constitution, the Executive Committee shall have full power to administrate this organization.
Section 3. Quorum and Voting
The majority of the Executive Committee shall constitute a quorum at any meeting of the Executive Committee for the transaction of administrative business. An act of the Executive Committee is carried by the affirmative vote of a minimum of three officers. All votes shall be recorded accurately in the minutes of the meeting.
Section 4. Meetings
Meetings of the Executive Committee may be called by, or at the request of, the Chairperson or any two officers. The person or persons authorized to call meetings of the Executive Committee may designate any place with the Sergeant Anthony Park Neighborhood Association borders as the place to hold such meeting.
Notice of any meeting of the Executive Committee shall be given at least 24 hours prior, by telephone, by mail, electronically, or personally by the Secretary or his/her designee.
Section 5. Compensation
The Executive officers shall serve without compensation, but reasonable expenses incurred may be reimbursed when expended for and in the interest of the organization and approved by the Executive Committee. “Reasonable” herein shall not exceed $50 per month without prior approval of the membership. These expenditures will be included in the Treasurer’s quarterly report.
Article 10 – Political Activity
This organization shall not limit the right of any officer or member of this organization to engage in any political activity as a private citizen.
Neither the organization, nor any of its members, shall in any way use organization funds in any political activity for or against any candidate for public office.
Article 11 – Principal Office
Section 1. Principal office
The principal office of the organization (and the mailing address for the same) shall be within the boundaries of the Sergeant Anthony Park Neighborhood Association as shall be determined by the Executive Committee.
Article 12. Contracts
The membership, by voting on proposals made by any officer or agent of the organization, may authorize any officer or agent on behalf of the organization to enter into any contract or execute and deliver any instrument in the name of and on behalf of the organization, and such authority may be general or confined to specific instances.
Article 13
All checks or money orders for the payment of money, notes or other evidence of indebtedness issued in the same organization shall be signed by two officers of the Executive Committee.
Article 14 – Books and Records
The organization shall keep minutes of the proceedings of its membership meetings, the Executive Committee and special meetings of both. All books and minutes of the organization shall be available for inspection by any member at any reasonable time.
Article 15 – Non-Discrimination
This organization shall be an equal opportunity employer as that term is defined by federal law and regulation and shall make available its services, and open its membership to, applicants who comply with the terms of eligibility for membership in article 3, section 1, without regard to race, creed, age, sex, color, ancestry, or national origin.
Article 16 – Parliamentary Procedure
All membership meetings and executive committee meetings shall be governed by Robert’s Rule of Order except where otherwise provided herein.
Article 17 – Bylaws
This organization shall also be governed by a set of rules, called bylaws. While not an integral part of this document, they will be affixed hereto and are equal in strength and weight of authority to this Constitution, and shall be an independent instrument with regard to modification.
Article 18 – Dissolution
In the event of the dissolution of the organization, no member shall be entitled to any distribution or division of its remaining property or proceeds. The balance of all monies received by the organization from any source of the payment of old debts and obligations of the organization shall be distributed to a local community organization chosen by the membership vote after discussion. Such distribution shall only be made to such an organization as qualifies as an exempt organization under the section 501 (c) 3 of the Internal Revenue code of 1954 as amended.
Article 19 – Amendments
This Constitution may be altered, amended, or repealed, and a new Constitution adopted, by two-thirds majority vote of all the members of the organization. After an amendment has been proposed, it shall be noticed in two successive monthly letters to the membership. It shall not be voted upon until the second meeting after it is first proposed.