Bylaws

BYLAWS OF THE HILLSIDE ADVISORY TEAM 

A Colorado Organization 

 

ARTICLE 1: NAME AND BOUNDARIES

 

Section 1

 

The name of the organization shall be the Hillside Advisory Team and it shall be abbreviated as HAT.

 

This organization shall be nonprofit in nature meaning that no member or the organization shall seek monetary gain.

 

Section 2

 

The Hillside neighborhood is bordered by Wahsatch Ave to the west, Union Blvd to the east, Pikes Peak Ave to the north, and Las Vegas St to the south, as pictured below.

 

 

 

 

ARTICLE 2: VISION AND MISSION

 

Vision: Building pride in the Hillside neighborhood.

 

Mission: Working with neighbors to build connections and direct resources to improve the Hillside community.

 

ARTICLE 3: ELECTIONS 

 

Section 1 

 

Board members shall be elected at the neighborhood meeting in June. Any resident of the Hillside neighborhood, as defined in Article 1, Section 2, in attendance at the June neighborhood meeting shall be eligible to vote in this election.

 

Section 2 

 

Proxy votes shall not be allowed at neighborhood meetings. To vote, a member must either be physically present at the meeting or be present electronically via phone and/or video conferencing. 

 

ARTICLE 4: THE BOARD OF DIRECTORS 

 

Section 1 

 

The board of directors shall be composed of no fewer than seven and no more than eleven members elected at-large by HAT membership at the neighborhood meeting held in June. Of these eleven members, at least 80%, must be residents of Hillside.

 

Section 2

 

The board is responsible for setting meeting times and locations for neighborhood meetings, as well as keeping records of meeting minutes and reporting them back to membership at neighborhood meetings.

 

Section 3 

 

The board shall have sole power, on behalf of HAT or any of its committees or subcommittees, to incur indebtedness, or solicit funding. 

 

Section 4

 

Meetings of the board shall be called at the discretion of the president. There shall be at least ten meetings of the board of directors per calendar year.

 

Section 5

 

Board members are expected to attend at least 50% + 1 of board and neighborhood meetings. If they need to miss a meeting, they are expected to inform the secretary beforehand, or the president in the case they are the secretary.

 

Section 6

 

Board members must adhere to HAT’s group agreements:

1. Mutual respect and understanding. Respect opinions even if they are different from others

2. Raise your hand and acknowledge before speaking.

3. Listen to understand. Every voice at the table has value.

4. Make effort to get to know one another and to build trust in the team.

5. If you are offended or uncomfortable, say so and why.

6. Personal stories stay in the group unless the person sharing gives permission to share elsewhere.

7. Begin and end on time. Arrive for meetings on time.

8. Refrain from using phones and step out of room for necessary calls.

9. Make a commitment to keep all the Hillside neighborhood in mind when making decisions.

 

Section 7

 

If a member of the board is in repeated violation of the group agreements or attendance policy, the board will follow the process below to ensure accountability:

1. Three members of the board will meet with them. The purpose of this meeting will not be to punish or blame the individual, but to learn what is preventing them from fully and effectively advancing HAT’s work. The team will specifically point out any ground rules that the board member is not meeting. The group will create a plan together with the member, including specific steps to take to meet expectations within two months, and offer support and assistance.

2. After two months, the same group of three will meet with the member again. The group of three will decide if the member is now meeting their obligations to the board.

3. If the member refuses to meet with their board colleagues, or if two months after the meeting the group of three decides that the problem has not been resolved, all the members of the board will meet without the member present and choose one of the following options to vote on:

   1. Take no action and continue as is

   2. Remove them from the board but allow them to attend future board meetings

   3. Remove them from the board and bar them from attending future board meetings

   4. Another course of action the board deems appropriate

4. If a board member presents an immediate danger (example: threat of violence), the other members of the board may skip any of the above steps and vote to immediately bar the member from future attendance at board meetings or events.

 

Section 8

 

The board shall have the power to take positions on behalf of the Hillside neighborhood by virtue of a majority vote. These positions shall be relayed by the president or by such person designated by the president. 

 

Section 9

 

To resign, a board member should deliver written confirmation of resignation to the president of the board or next applicable officer. This resignation shall be presented at the next board meeting.

 

Section 10

 

Proxy votes will not be allowed in board meetings. To vote, board members must either be physically present at the meeting or be present electronically via phone and/or video conferencing. Any member of the board may at any point request a vote be held via paper ballot.

 

Section 11

 

Any vacancies that arise within the board between general meetings shall be filled by a majority vote of the remaining board. This appointment shall be in effect until the next regularly scheduled board election.

 

ARTICLE 5: OFFICERS AND THEIR ELECTION 

 

Section 1 

 

The elected officers of the association shall be: 

• President

• Vice President

• Secretary

• Treasurer

• Sergeant at Arms/Parliamentarian

 

Section 2

 

Officers shall be elected annually by the board following the board election at the neighborhood meeting held in June. Newly elected officers shall assume office at the conclusion of the board meeting at which they are elected.

 

Section 3 

 

Officers shall serve for a term of one year. No officer shall be eligible for election to the same office for more than three consecutive years. 

 

Section 4 

 

No person may hold more than one office at the same time. 

 

Section 5

 

The roles of the officers shall be as follows: 

 

President 

The board president is the head of the board and of the organization. The president promotes HAT throughout the city and at events. The president conducts board meetings and ensures that the board’s directives are implemented and monitored. The president reviews reports and records and directs members in their roles.

They are responsible for:

• Overseeing board meetings 

• Calling special meetings if necessary 

• Appointing committee chairs, and recommending who will serve on committees

• Providing direction and guidance for the agenda for board meetings

• Conducting new board member orientation 

• Actively seeking out new board members to replace board members whose term is up  

• Working to create an annual report/review of the organization 

• Acting as a spokesperson for the organization 

• Periodically consulting with board members on their roles and helping them assess their performance  

The board president is expected to provide leadership to and manage the HAT Board of Directors, ensuring that it fulfills its legal and financial obligations and that individual board members fulfill their responsibilities.

 

Vice President 

The vice president of the board is prepared to assume the role of board president, if necessary. The vice president, whose knowledge and commitment mirrors that of the president, may serve in the president’s place for board activities and in the spokesperson capacity. The president may delegate special assignments to the vice president. 

 

Secretary  

The board secretary provides members with required meeting notices, prepares agendas, and provides guidance on proper meeting procedures. The secretary takes minutes at board meetings, or designates a person for the task, and reviews and distributes the approved minutes. The secretary prepares and maintains board records, such as minutes and committee reports, and ensures the accuracy and security of the records. The secretary is prepared to assume the leadership role when the president and vice president are unavailable. The board secretary is expected to establish and oversee sound practices for documentation and effective procedures for board communication.  

 

Treasurer 

The treasurer serves as the organization’s financial officer and chair of the finance committee. The treasurer applies their knowledge of accounting to monitor finances, while directing the preparation of financial reports and summarizing the reports for the board. The treasurer works with other board officers to develop financial plans and prepare the organization’s budget. The treasurer reviews the annual audit and tax forms (if any) and presents the financial material to the board. The board treasurer is expected to provide financial oversight and monitor the financial health of the organization.  

 

Sargent at Arms/Parliamentarian

The Sargent at Arms, or Parliamentarian, is responsible for maintaining order during board meetings, mediating conflict between board members, and addressing any dangerous situations that might arise during a board or neighborhood meeting.

 

ARTICLE 6: COMMITTEES 

 

Section 1

 

Committees shall be of two classes: standing committees and special committees. 

 

Section 2

 

Special committees may be created by a majority of vote of the board or attendees at any neighborhood meeting.

 

Special committee members shall be appointed by the board for a stated period to accomplish a specific purpose. The board shall report the creation, membership, term, and purpose of special committees at the next neighborhood meeting. If the special committee has not completed its work at the end of the stated period, the board may extend its term. 

 

Section 3

 

Standing committees shall be constituted and operate as follows:

1. Standing committee chairperson - the chairperson of each standing committee shall be recommended by the board following the annual election meeting (or as required to fill vacancies). 

2. Standing committee members - the chairperson of each standing committee shall recommend members of the committee and such members shall be confirmed by attendees at any regularly held neighborhood meeting.

3. The term of the chairperson and members of standing committees shall be for one year (or remainder thereof) and shall conclude at the neighborhood meeting following the board election.

4. Quorum for standing committees shall be three members of the committee.

5. The board shall have the ability to appoint a member to a vacant position for the duration of a term. 

 

Section 4

 

HAT shall have the following standing committees:

1. Communications Committee - Publishes and distributes information in the form of newsletters, other printed materials, emails, online discussion groups, websites and/or other media. Encourages communication within the neighborhood in general. 

2. Events Committee - Organizes and coordinates events, for example, block parties, social events, fundraising events, historical tours, etc. 

3. Zoning, Excise & Licenses Committee. This committee shall:

   1. Investigate, review and evaluate these issues; 

   2. Help neighbors understand potential impacts; and 

   3. Make recommendations to the general membership or the Board of Directors.

4. Finance Committee - Reviews and reports back to the rest of the organization on the organization’s finances. Chaired by the treasurer.

 

Section 5

 

Committees shall submit reports of their activities to the board, which shall include any recommendations, as directed by the board or these bylaws.

 

No committee member shall take a public position on behalf of HAT except as directed by vote of the board. No committee member shall incur expenses on behalf of the association except as authorized by the board, nor shall any committee commit HAT to anything by any declaration of policy. 

 

ARTICLE 7: PARLIAMENTARY PROCEDURE 

 

The rules contained in the most current edition of Robert’s Rules of Order shall govern HAT when they are applicable and when they are not inconsistent with these bylaws or special rules the association may adopt. To be used at the discretion of the president. 

 

 

ARTICLE 8: NEIGHBORHOOD MEETINGS 

 

Section 1 

 

There shall be at least eleven neighborhood meetings a year.

 

Section 2

 

Special meetings may be called by the president, by a majority vote of the board, or by a written request to the president by members of HAT. The president shall choose the time and place of the meeting.

 

ARTICLE 9: AMENDMENTS 

 

These bylaws may be amended at any board meeting by a two-thirds vote of the members present. Amendments must be presented in a previous meeting of the board at least one month prior to voting on them.

 

ARTICLE 10: QUORUM 

 

A quorum for a board meeting shall be 50% plus one of the total number of board members. 

 

ARTICLE 11: DISSOLUTION

 

To dissolve the organization, the following steps shall be taken:

 

1. Sell any assets of value

2. Pay off any outstanding debt

3. Donate remaining moneys and usable assets to a non-profit or non-profits within the boundaries of the Hillside neighborhood as defined by Article I Section 2