Charter of Brookside Woods Civic Association
CHARTER (as revised in 1999)
The purpose of the association shall be to protect and promote the existing natural beauty, high quality residential character and better community living in the area known as Brookside Woods; to insure that this area, including the area which surrounds Brookside Woods, is developed responsibly and tastefully, in accordance with the Brookside Woods Deed Restrictions and with consideration for the needs and desires of the residents of the area; and to assume cognizance of matters of community interest pertaining to government, zoning, annexation, subdivision, public safety and protection, social and recreational endeavors, education, and the extension of utility and other services into the area. The association shall have all powers necessary for the fulfillment of these ends.
Section 1: Resident
A resident as used in this charter refers to any resident property owner of a single family dwelling within Brookside Woods. Each dwelling shall be considered one (1) resident.
Section 2: Association Members
A member of the Civic Association is any resident that has paid association dues for the most recent fiscal year.
Section 3: Dues
The annual dues shall be set by the Board members and assessed per household.
Section 4: Voting Privileges
Only Association Members have voting privileges.
Section 1: Number of Board Members
The number of Board Members shall be six (6).
Section 2: Duties and Responsibilities
Board members, as the policy-making body, are entrusted with the custody and care of the civic, administrative, and financial interests of the association and are to plan and execute appropriate actions that are in the best interest of the association in achieving its objectives. In addition, the Board is to elect a president, vice president, secretary, and treasurer each year. Officers of the Association shall include the president, vice president, secretary, and treasurer.
Section 3: Secretary
The secretary shall keep the minutes of all meeting of the association and of the Board and make a proper record of the same. The secretary shall perform duties as may be required or requested by the Board.
Section 4: Treasurer
The treasurer shall have the custody of the funds and securities of the association, which may be ordered by the Board members. The treasurer shall deposit funds of the association to its credit in such banks and depositories as the Board may designate. The treasurer shall submit to the members at the annual meeting a statement of the financial condition of the association, and whenever required by the Board. The treasurer shall submit a budget to the board no later than the second meeting of each fiscal year. The treasurer shall perform such other duties as may be assigned by the Board.
Section 5: Vice President
The vice president shall attend all Northwest Coalition meetings and any other outside meetings as approved by the board. After serving for one year as vice president, the vice president shall serve the second year of their term as president and a new vice president shall be elected.
Section 6: President
The president shall preside over all the meetings of the association. The president shall be responsible for creating a meeting agenda and assuring that the meeting is run accordingly. The president is responsible for communicating the philosophy and actions of the board to the residents.
Section 7: Other Board Members
In addition to the officers of the board, the board shall consist of one (1) parks facilitator and one (1) block watch facilitator. Additional liaisons to the Brookside Woods Women’s Club and other civic organizations are recommended.
Section 8: Temporary Board Seats
The current board may add temporary board seats at any time in order to include additional help for special projects. These special board seats can be filled by the board without requiring the approval of the association members. Special board seats are non-voting and must be created for a limited amount of time without renewal.
Section 8: Fiscal Year and Dues
The fiscal year of the association shall begin on November 1 and end on October 31 of each year. Dues are to be paid no later than November 30 of each fiscal year. Reminder notices shall be sent no later than May 1 of each fiscal year to all non-member residents encouraging association membership. Any resident can receive a hardship exemption from paying dues by contacting any board member and per approval of the board.
Section 9: Books and Records
The books and records of the treasurer and secretary shall be kept in accordance with the by-laws of the Board. All books and records of the association shall be made available to the members of the association for their inspection upon written request to the Board.
Section 10: Election of Board Members
A nominating committee will be formed one (1) month prior to annual election whose purpose is to recommend a slate of candidates for the Board to be presented at the annual meeting of the general membership. Additional nominations will be taken from the floor at the annual meeting. Space will be provided on the ballot for write-ins.
The Board members shall be elected by majority ballot for a two (2) year term by the membership. The nominees receiving the highest number of ballots will serve in these positions for that period. Election results will be made public one (1) week after the election. Complete tabulation of election results will be made available to interested membership at the next Board meeting. Elections will be held annually to fill expired terms.
The Board will elect a member in good standing to fill the unexpired term of the vacated Board member.
Section 11: Control and Management of the Association
The Board shall control and manage the business of the association, including the power to buy, sell, lease, mortgage, or dispose of property of the association, and otherwise to encumber business funds. Prior to acting on major expenditures (see Article III, Section 11), it shall be the responsibility of the Board to obtain feedback from the membership regarding approval or disapproval of that transaction.
To be an official meeting of the Board at least three (3) of the six (6) members must be in attendance. More than 50% of those attending an official meeting constitutes a voting majority.
In abstentia, voting by written proxy is permissible on a specific issue.
Section 12: Expenditure Approvals
All expenditures in excess of $1000 for any single improvement, repair, event, or other item must be approved by the majority of association members present at the annual meeting or any special meeting called to discuss said expenditure.
The expenditures made within the annual budget must be approved by two officers of the board. All expenditures made outside the annual budget must be approved by the majority of the board members. In emergency situations, two board officers may approve any expenditure.
Section 13: Membership Veto Power
Actions and decisions of the Board may be revoked by a two-thirds (2/3) majority of the member votes. This member vote will be cast in person at a special or annual meeting.
Section 14: Board Meetings
The Board shall hold regular meetings on a bi-monthly basis or more often if called by the Board, which are open to general membership. Notice of meetings shall be given at least seven (7) days in advance to the residents.
Section 15: Compensation
Board members shall not receive any salary or other compensation for their services. Nothing herein shall be constructed to preclude any Board member from serving the association in any other capacity and receiving compensation herefor.
Section 16: Indemnification
Board members, as such, shall not be personally liable for any debt or obligation of the association, and the association shall indemnify any member for loss or damage arising out of or in connection with his or her duties.
General Membership Meetings
Section 1: Annual Meetings
The annual meetings of this association shall be held at a time and place determined by the Board and notice of meetings shall be given at least seven (7) days in advance to the households.
Section 2: Special Meetings
Special meetings of the members of this association shall be called by the Board or upon written request of twenty percent (20%) of the members.
Section 3: Notice of Special Meetings
A written notice of the special meetings of the households, stating the time and place, shall be given to each household, whose name appears on the books of the association, at least seven (7) days prior to the scheduled meeting date. Notice of special meetings shall also specify the purposes thereof, and no business other than that specified in the notice shall be considered at any such meeting. In the even of an emergency, the Board may suspend the limitations stated herein.
Order of Business of Meetings
Section 1: Requirements
The order of business at all meetings of the association, unless otherwise changed or suspended by a majority of the members, shall be as follows:
1. Roll call
2. Reading of the minutes of the most recent meeting
3. Reports of Members
4. Old Business
5. Election of Board members, or approval of mid-year replacements
6. New Business
Section 2: Conducting Meetings
All meetings of the association will be conducted according to Robert’s Rules of Order.
Non-Profit Civic Association
No part of the net earnings of the association shall inure to the benefit of, or be distributable to, it’s members, trustees, officers, or other private persons, except that the association shall be authorized to make payments and distribution in furtherance of the purposes set forth in Article I thereof. No substantial part of the activities of the association shall not carry on propaganda, or otherwise attempting, to influence legislation, and the association shall not participate in, or intervene in (including the publishing or distribution of statements) and political campaign on behalf of any candidate for public office. Notwithstanding any other provision of these articles, be carried on (a) by a corporation exempt from federal income tax under Section 501 (c) (4) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) or (b) by a corporation, contribution to which are deductible under Section 170 (c) (2) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law). Upon the dissolution of the association, the Board shall, after paying or making provision for the payment of all the liabilities of the association, dispose of all the assets of the association exclusively for the purposes of the association in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational, religious, or scientific purposes as shall at the time qualify as an exempt organization or organizations under Section 501 (c) (4) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) as the Board shall determine. Any of such assets not so disposed of shall be disposed of by the Court of Common Pleas of the County in which the principal office of the association is then located; exclusively for such purposes or to such organization or organizations as said court shall determine, which are organized and operated exclusively for such purposes.
Section 1: Duties and Responsibilities
The Board will establish committees as needed. Committee chairperson shall be elected by the Board and may not be a Board member.
Section 2: Membership on Committees
Membership on committees will be drawn on a voluntary basis from the residents of Brookside Woods.
These regulations may be adapted, amended, or repealed by a two-thirds (2/3) vote of the members present at the annual meeting of the association, or at any special meeting called for such purpose.
Please note: As of May 1983, the Brookside Woods Civic Association has been recognized as a 501(C)(4), and we are exempt from Federal Income Tax. Our Federal ID number is 31-1055816. Ohio State does require that we pay sales tax on purchases.
Contributions to Brookside Woods Civic Association are not deductible as charitable contributions for federal income tax purposes.
About our association
Operations and Objectives of the BWCA
The Civic Association is composed of 6 board members including a President and various committee chairpersons. The membership dues are $100.00 per family and are for the period of November 1, through October 31, the following year. The Civic Association asks that ALL residents contribute to the Association because the funds are used for the benefit of the entire neighborhood.
We have a post office box address:
Brookside Woods Civic Association
P.O. Box 340052
Columbus, Ohio 43234-0052
To promote the general welfare of Brookside Woods and it’s members. This objective is accomplished by giving special attention to public improvement and safety, encouraging activities to benefit residents, and creating unity among our members at the community level.
To conduct bi-monthly meetings in order to review duties and goals as directed by resolutions that may come before such meetings. To encourage participation of all members to achieve a better community.