Proposed Bylaw Amendments, Explained

Update, 3/2/2024 - there have been no changes to the version of the bylaws originally posted here, so that is the version of the bylaws that will be voted on at the neighborhood meeting on March 12. Several neighbors engaged exiting members of the board with feedback and suggestions. While the proposed bylaws remain unchanged, the feedback from the community has been documented and will be considered for future updates to the bylaws.

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In preparation for the general membership meeting on March 12, the existing board wanted to provide some information and context on why we have proposed an updated set of bylaws. You can find links to the existing bylaws that govern the association, as well the full draft of proposed changes below:

• Existing SNA Bylaws

• Proposed Bylaw Modifications

However, instead of compelling each resident to read through the documents and compare them side-by-side to see what has changed, we have compiled a summary highlighting where notable changes have been made. And more importantly, why those changes have been proposed.

The primary goals of updating the bylaws are three-fold:

• To bring the bylaws up to date from a best practice standpoint - relative to how a neighborhood association should be structured and conduct its business

• Eliminate confusion among the board and the membership by using much more clear and detailed language in certain portions of the document.

• Finally, to provide a clearly defined structure within which the board not only understands its mandate, but is able to fulfill its obligations to the membership and do the business of guiding the neighborhood association in a more inclusive and efficient manner.

The governing spirit of the neighborhood association remains consistent as set forth previously. At a high level, the SNA intends to foster engagement within the community to make the Sedgefield neighborhood a great place for its residents to live. Exactly HOW that is done is outside the scope of the bylaws, but it should be noted that the intent is to continue to operate the association with this spirit in mind.

Notable sections of the draft under consideration include:

• Membership Eligibility (Article 2, Section 1) - the revised bylaws are much more explicit and specific with respect to who can be member of SNA. The geographic boundaries of the neighborhood are documented, and specific membership requirements are outlined.

• Dues (Article I, Section 3) - the cost ($50) and terms (up to 1 calendar year) of membership remain UNCHANGED. All memberships within a calendar year expire at the end of that year (12/31). Residents must renew their membership each year to remain in good standing with the association. Also adds an option for an individual membership at $40.

• Voting (Article II, Section 2) - one of the primary benefits of SNA membership is ability to vote on issues presented to the membership. This is a great way for members to make their voice heard and influence how the association impacts the neighborhood. The revised bylaws clarify an issue that was, to this point, not clear. That is, how membership and voting are related. It is proposed that each paid household membership (tied to single a household / address) is entitled to a maximum of two votes, one per adult who resides at the address. While individual memberships entitle the member to a single vote.

• Governance and Officers (Article III) - this is one of the areas of the biggest change over the previous version of the bylaws. The current bylaws identified four Officers / named positions who are largely responsible for steering the organization.

  The new bylaws propose the expansion of the governing board from 4 officer positions to nine board positions, in total. Those nine board positions will consist of five executive members and four at-large board positions. The named executive positions include those previously defined (President, Vice President, Treasurer and Secretary) along with a new Communications Officer position.

  This new configuration reinforces some of the strategic philosophies behind the proposed changes. An expanded board not only becomes - almost by definition - more representative of the membership at large, but it also does something even more basic. Spreading the work of running the organization among more people. Further, one of the criticisms we've heard in the community of late is an overall lack of communication. Creating the executive member position with discrete and specific responsibilities in this area is intended to specifically address this concern.

  The duties and responsibilities of each of the executive board position have been more clearly defined in the updated draft of the bylaws.

  Finally, the current iteration of the bylaws dictates that officers are (only) elected by other officers. Again, in the interest of creating as inclusive a leadership team as possible, the updated bylaws specify that these positions are elected by the membership at large.

• Operations (Article IV) - by and large the existing bylaws are silent on how the board does its business. This isn't all together a bad thing, as it does provide the board leeway in what it does and how it does it. However, our belief is that the board needs be accountable to the membership, and the only way to do that is to outline, specifically, WHAT the board is responsible for and what the membership should expect of the governing body (i.e. (establishing / publishing a budget, conducting general meetings at a specific cadence, conducting a minimum number of expected board meetings, etc). The revised bylaws address this at a high level, while still providing the board flexibility in HOW it executes its responsibilities.

• Bylaw amendments (Article V) - this section of the bylaws remains unchanged. Any amendments to bylaws (which would include this draft under consideration) requires adoption by two-thirds (2/3) vote of the membership (either in-person, or by proxy) at any regular or special meeting.

In accordance with the existing bylaws, the final draft of bylaws considered for adoption will be posted no later than ten (10) days prior to the vote. If you have input on the existing draft, please send us your input by email, so it can be considered before the final draft is posted on 3/1.