BYLAWS of NORTHWEST AUSTIN CIVIC ASSOCIATION
The President shall be the chief executive of the Association and shall serve as Chairperson of any Committee not delegated to another Board member. The President shall appoint all standing and special committee chairpersons except as otherwise provided in these Bylaws. The President shall serve as an ex-officio member of all of the Association committees. The President is the official spokesperson for the organization, unless specific duties are assigned to another board member. The role of the President may be shared by two individuals as is deemed necessary by the Board.
2. Vice President
The Vice President shall assist the President as needed. There may be one or more Vice Presidents who assume specific duties as assigned by the President.
The Secretary shall be responsible for the recording and reporting of official minutes of the Association and the Board of Directors and perform other duties assigned by the President or the Board of Directors. The role of Secretary may be shared by two individuals as deemed necessary by the Board.
The Treasurer shall be responsible for the maintenance of the Association's membership and financial records and reporting of them to the Association and the Board of Directors. The Treasurer shall serve as Chairperson of the Finance Committee and perform other duties assigned by the President or the Board of Directors. The Treasurer shall direct the work of any bookkeeper that is employed by the Association.
B. LEGAL COUNSEL.
One or more attorneys may be selected from Association membership to serve in an advisory capacity to an Association committee. The Board of Directors shall have the authority to retain private legal counsel to represent the Association if voluntary legal assistance is not available.
1. Officers and Board of Directors
The President and Vice President shall serve for a two-year term, and shall not be eligible to serve a second term in the same office, unless no other member is willing to serve in that office, in which event the President or Vice President may serve a second two-year term.
The Secretary and Treasurer are eligible to serve for two consecutive full two-year terms, such that a person may serve in either of these positions for a total of four years, if re-elected by the board for a second term.
Members of the Board of Directors are elected for a two-year term and are eligible to serve up to three consecutive full two-year terms.
Notwithstanding the foregoing provisions, all officer and members of the Board of Directors serving during the 2019-2020 term shall serve for two years and seven months in order to facilitate the transition of the election cycle from a calendar year to a school year, as further set forth in Article V, below. The two-year terms described herein shall be from August of an even numbered year until the July which is two years later.
Committee Chairpersons and members shall serve for a two-year term and shall be eligible for re-appointment for any number of terms. Each member of the board must serve on a committee.
Notwithstanding the foregoing provisions, all committee members and chairpersons serving during the 2019-2020 term shall serve for two years and seven months in order to facilitate the transition of the election cycle from a calendar year to a school year, as further set forth in Article V, below. The two-year terms described herein shall be from August of an even numbered year until the July which is two years later.
3. Residency requirement
Members of the Board of Directors shall notify the Secretary and President within 30 days after change of residency, if the new residency is outside the geographic boundaries in Article II.
Once notified, the President shall call a vote, for simple majority approval to allow the Member to continue for a certain transition period, and for that transition period to be established by the Board, at the next meeting of the Board of Directors.
To execute policy of NWACA as set forth by membership mandates, to represent the Association in all matters between membership meetings, and to supervise all activities assigned to all Association committees.
E. CONFLICT OF INTEREST.
No member of the Board of Directors, officer or committee member shall vote or participate in discussion on any matter in which that person has a conflict of interest. A conflict of interest includes, but is not limited to: ownership interest, membership interest, employment interest, financial interest, family relationship, or any other potential conflict of interest with the matter under discussion or consideration. For purposes of these Bylaws, family relationship shall include the third degree of consanguinity or affinity (blood or marriage) as defined under the Texas Government Code. The ownership of a member's residence is not a conflict of interest.
The Board of Directors may meet regularly or as the members of the Board of Directors may determine from time to time. In addition, the President or any three (3) members of the Board of Directors may call a Special Meeting of the Board of Directors by written or email notice to all members of the Board of Directors with at least one week’s advance notice. Meetings shall be conducted at an accessible location. At any meeting of the Board of Directors, a quorum shall consist of a majority of the Board of Directors. For the purpose of reaching a quorum, a board member may deliver his/her proxy, in writing or through electronic media, to a member of the executive committee, enabling them to vote in his/her absence on any Board action. Any action or resolution of the Board of Directors shall require a majority vote of the members.
Board meetings shall be conducted in accordance with Roberts Rules of Order.
G. OTHER BUSINESS
At any time and from time to time, certain matters may require Input from the general membership before the next annual meeting. The Board may submit certain propositions to the general membership by written or by electronic ballot. Only those members whose dues have been paid at least thirty (30) days prior to the date on which the Board mails ballots to the members are eligible to vote on such matters.
H. ELECTRONIC VOTING.
For time-sensitive matters the President may request that the Secretary call for a vote via email or secured online survey tool. Electronic voting shall require a majority vote of the Board of Directors, and the results shall be recorded in the next Board meeting minutes. A voting period of at least 48 hours must be allowed.
Nomination for the election of the Board of Directors shall be made by a Nomination Committee. The Nomination Committee shall consist of a Chairman who shall be a member of the Board of Directors, at least two members of the Board of Directors, and two or more members of the Association who are not Board members. The Nomination Committee shall be appointed by the Board of Directors at the January Board meeting during the election cycle in even numbered years. The Nomination Committee shall solicit, receive, and make as many nominations for election to the Board of Directors as it shall in its discretion determine, but not fewer than the number of vacancies that are to be filled. The nominations shall be made from among household members and business members who reside in NWACA boundaries who either (a) have been members of the Association for at least one year prior to the nomination or (b) have served on a NWACA committee for three month.
Elections of the Board of Directors shall be held bi-annually in even-numbered years during the month of April, in a manner consistent with the policies and procedures adopted by the Board. Ballots may be returned by mail, e-mail, or secure online survey tool. Each member in good standing as of 30 days prior to the election (paid membership not expired as of 30 days prior to the election date) shall be entitled to one vote. A quorum shall constitute those members present and by proxy and by mail and/or e-mail ballots received. Election to the Board of Directors shall require a majority of the votes received.
If a member of the Board of Directors resigns or is otherwise removed from office more than three (3) full months before the bi-annual election, the Board of Directors, by a majority vote at any regular meeting may appoint additional members to the Board of Directors. The Board of Directors may also appoint additional members to fill any vacancies on the Board during the period of time beginning on the first day of the month that begins three (3) full calendar months after the last bi-annual election and ending on the last day of the month that ends (3) three full calendar months before the next bi-annual election. Any member so appointed shall serve until the next bi-annual election of the Board of Directors and must be a candidate for election at that time in order to remain on the Board.
The Board, by majority vote, shall appoint a replacement for an Officer vacancy, who will serve until the next bi-annual election. Any member so appointed may be an officer candidate for the next bi-annual election of officers if they remain a member of the Board. At such election, the Board members, in respect to each vacancy, shall cast one vote per member. (Cumulative voting is not permitted.) The candidates receiving a majority of the votes cast shall be elected.
B. NOMINATION AND ELECTION OF OFFICERS
Nominations for the election of Board officers shall be made by the same Nomination Committee appointed for the election of board members. The Nomination Committee shall solicit, receive and encourage an active board officer recruitment and nomination process. There can be multiple nominations for the same Board officer position and the Nomination Committee must submit all nominations made, including self-nominations. The nominations shall be made from among members who have been members of the board for at least one year prior to the nomination, unless there are not enough interested from existing board members to fill each of the officer positions.
The election of Board officers shall be by paper ballot, email, or secure online survey tool. At such election the Board members, in respect to each officer position, may cast one vote per Board member per position. (Cumulative voting is not permitted.) The persons receiving the majority of the votes cast shall be elected. In the event that there is no majority where there are three or more members running for the same office, there shall be a runoff of the top two vote getters. In the runoff, the winner shall be the candidate who then receives the majority of the votes cast.
Date and Place of Approval: Austin, Texas
January 16, 1970
Dates of Amendments:
February 23, 1972
February 22, 1977
February 9, 1982
March 8, 1983
April 23, 1995
May 3, 2006
August 8, 2007
March 1, 2010
June 8, 2011
July 11, 2012
September 11, 2013
March 21, 2018
June 25, 2018
July 10, 2018
September 19, 2019
January 7, 2020
January 28, 2020
June 9, 2020
September 14, 2021
June 28, 2023