Article I: Definitions

Section 1: For the purposes of the Bylaws, Standing Rules, and Rules of Order, these definitions will apply except where specific mention is made to the contrary. Throughout these Bylaws, "the Association" is used in a sense that implies that the Association makes decisions or takes actions. All such references shall be interpreted as meaning that the responsible officers or directors of the Association make the decision or take the action referred to unless otherwise specified to mean the voting membership of the Association. Whenever in these Bylaws the word "member" or "membership" is used without the qualifying adjectives "full", "honorary", "dependant", or "minor" the word shall be taken to apply to all full, honorary, dependant, and minor members. The terms "voting membership" and "voting members" shall in all cases mean the full membership and shall exclude the honorary, dependant, and minor membership.

Section 2: The Glen Iris Pines Subdivision for the purpose of these bylaws shall consist of the neighborhood enclosed in the boundaries described by any part of the SW 1/4 of the SE 1/4 and the S 1/2 of the SW 1/4 of Section 16, and the NW 1/4 of the NW 1/4 of Section 21, Township of Commerce, County of Oakland, State of Michigan. Also known as the following subdivisions; Janet Oaks, Kenneth Heights, Pine View, Pine View 2, Pine Haven 1, Pine Haven 2, and Woodland Pines.

Section 3: The "Association" shall mean The Glen Iris Pines Community Subdivision Property Owners.

Section 4: "Property" shall mean lots or units purchased by an owner.

Section 5: "Common Property" shall mean property held in common by all property owners.

Section 6: "Property Owner" shall mean the person or persons having legal claim to a lot's deed, holding title of the ownership rights, or any beneficiary to those rights or that person’s legal representative.

Section 7: A "Member" is the same as a Property Owner.

Section 8: A "Voting Member" is a member in good standing, who is current in the payment of all fees and assessments.

Section 9: A "Family Member" is defined as a spouse, parent, sibling, child, or any other relative residing in the same household as the voting member.

Section 10: "Rules of Order" shall mean "Robert's Rules of Order" excluding commentary and footnotes.

Section 11: An "Assembly" is the governing body of the Association, which is comprised of all the property owners.

Section 12: A "General Quorum" shall constitute a minimum of 10% of the members or a minimum of six voting members present, whichever is lesser, in person or by proxy for transaction of business at a membership meeting.

Section 13: A "Quorum of the Directors" shall be two members of the Executive Committee, except that if there is only one member of the Director.

Section 14: A "Fourm" is the governing body of the Association, which is comprised two-thirds (2/3) of all the property owners.

Section 15: "Those present and voting" shall mean a total of "Yes" and "No" cast by eligible voters who are present and shall not include blanks, abstentions or invalidated ballots. Each property owner in good standing is entitled to one (1) vote.

Section 16: "Simple majority" or "majority" shall mean half plus one of those present and voting. Each property owner in good standing is entitled to one (1) vote.

Section 17: "One-third majority" or "One-third" shall mean one-third of those present and voting. Each property owner in good standing is entitled to one (1) vote.

Section 18: Simulary, "Two-thirds majority" or Two-thirds" shall mean two-thirds of those present and voting. Each property owner in good standing is entitled to one (1) vote.

Section 19: "Fall Annual Meeting" shall mean the membership meeting held for officer elections each calander year.

Section 20: "Officers" shall mean the members of a Committee.

Section 21: "Committee of the Whole" shall mean the members of all Committees.

Section 22: An "Agent" is a person that performs duties on behalf of the officers in order to carry out the purposes of the Association.

Section 23: ECOLOGICAL PRESERVATION AREAS: Green areas, which are not intended for development of any kind with the exception of paths and walkways, and are to be left in their natural state.

Section 24: REGULATIONS AND GUIDELINES: Those regulations and guidelines, which are written to both educate and guide property owners to design and build in a manner which will uphold the overall goals of the Association.

ARTICLE II: Name and Objectives

Section 1: Name. The name of this organization shall be Glen Iris Pines Community Association, hereinafter referred to as the "Association". A non-profit organization organized and existing under the laws of the State of Michigan. The principal offices of the organization shall be located in Commerce Township, Oakland County, Michigan.

Section 2: Purpose. To maintain and enfource building and use restrictions imposed upon the properties, by government or association authority, within the subdivisions in which members reside.

Section 3: Objectives. The objective through joint efforts of all property owners located within Glen Iris Pines Subdivision will include but not be limited to:

• Provide an exemplary community which will combine change with tradition and beauty with functional advancement, while preserving and maintaining the character and natural serenity in which it is situated.


• Provide a high quality environment that encompasses values of excellence, community, respect, personal development, responsible stewardship, and integrity for the safety and security of homeowners, children, and property;


• Implement and maintain, through joint efforts of all property owners, the beautification of individual property;


• Achieve a high quality of life, promote the social, educational, and general welfare for those residing in Glen Iris Pines Subdivision through joint effort of all members and with the neighborhood;


• Further the public interest by promoting efforts toward civic betterment within the boundaries of the subdivision and to further and maintain cooperative efforts with neighboring homeowner associations within Oakland County;


• Provide leadership and organization which represents and coordinates community activity on issues of mutual concern and to look after the interests of all members of this subdivision;


• Deal collectively with any and all agencies, persons and entities which have a direct influence on the interests of a majority of the members of this subdivision and to afford a means for collective action in community projects;


• Promote active participation and involvement through on-site and regional programs; by serving as an advocate for the Associations plans and purpose; by identifying and encouraging the enrollment of a quality and diverse neighborhood.

ARTICLE III: Activities and Affiliations

Section 1: Nature of Activities. The Association shall be strictly non-partisan and non-sectarian. The Association, however, reserves the right to take positions and to express views on any legislation, ordinance or course of action, which in the judgment of the Association will affect the welfare of its members. The Association also reserves the right to comment on the actions of individuals and groups that affect the welfare of the Glen Iris Pines Subdivision.

Section 2: Affiliation with Other Groups. The Association may join, support or collaborate with federations, leagues, conventions or other civic groups whose purposes and actions are consistent with the welfare of the Glen Iris Pines area and Oakland County: Provided that any affiliation undertaken shall not impair the continued existence of the Association as a distinct organization.

Section 3: Conflict of Interest. No member of the Executive Committee shall have any gainful relationship with any entity this Association shall have cause to deal with. A board member shall be considered to have a conflict of interest if he or she has existing or potential financial or other interests that impair or appear to impair his or her independent, unbiased judgment in the discharge of his or her responsibilities to the association; or if that board member is aware that a member of his or her family has financial or other interests that would impair or appear to impair the member’s independent judgment in the discharge of his or her responsibilities to the association. For the purposes of this provision, a family member is defined as a spouse, parent, sibling, child, or any other relative residing in the same household as the board member.

Section 4: Interest Disclosure. All board members shall disclose to the president and the vice-president of any possible conflict of interest at the earliest practical time. Further, the board member shall absent him or herself from discussions of, and abstain from voting on, such matters under consideration by the board of directors or its committees. The minutes of such meeting shall reflect that a disclosure was made and that the member with a conflict or possible conflict abstained from voting. Any board member who is uncertain as to whether a conflict of interest may exist in any matter may request that the board or committee resolve the question in his or her absence by majority vote. Each board member shall complete and sign a disclosure form.

Section 5: Periodic Assessment. The Executive Committee shall conduct a self-study of its stewardship, a process to periodically review the committees work. The purposes of the self-assessment are to: help the committee strengthen its performance; strengthen committee leadership; clarify strategic goals and objectives for the committee; ensure that the committee has a clear grasp of its responsibilities; strengthen relationships among committee members and the association; clarify expectations among committee members. The president of the association shall be responsible for ensuring appropriate follow up. The committee may conduct assessments through surveys or other appropriate instruments.

ARTICLE IV: Membership

Section 3: Activities. Members have the right to participate in activities sponsored by the Association; to participate in committee and volunteer opportunities, and to receive all association publications and notice of general meetings held under the auspices of the association.

Section 4: Classes. There shall be four (4) classes of members: Minor Membership, Dependent Member, Honorary Member, and Voting Member.

• Minor membership. Members under the age of eighteen years shall have all the rights and duties of their membership class except such as may be determined to be legally inappropriate to minors. Legal minors (as defined by the state of Michigan) will not be admitted for membership unless accompanied by their parent(s) or legal guardian(s), or with their express approval. To the extent possible, minor members are encouraged to take an active part in community affairs, and adult members are expected to treat seriously the opinions of minor members. However, children are not guaranteed equal say in association decisions.


• A Dependent Member is a legal dependent of a voting member. Such a member has the right to participate in the Committee of the Whole in all aspects save voting, quorum, fourm, seconding or making motions not requiring a second. A dependent member has no participatory rights except attendance, at any other gathering of the Association or its Committees. As members of the Committee of the Whole, their status can be amplified from time to time by the Chairperson of the Committee when said Chair is acting in the presence of a quorum.


• An Honorary Member is a property owner, or the spouse of a property owner, who except for paying dues has fulfilled all obligations of the Bylaws and duly adopted resolutions of the Association. An honorary member has all the rights and restriction of a dependent member except as noted in this Section. An eligible member has the right to be heard at all gatherings of the Association or its Committees. An honorary member's status can be amplified by the Chairperson of the Executive Committee when said Chair is acting in the presence of a quorum of that Committee. The Executive Committee cannot act contrary to the express wishes of the Committee of the whole in this matter.


• A Voting Member is any property owner or spouse who has fully paid dues for the current fiscal year and has fulfilled all obligations of the Bylaws and duly adopted resolutions of this Association. A voting member has all the rights and none of the restrictions of an honorary member. Only a single vote per individual dwelling is allowed.

Section 5: Representation. For the purposes of membership, a legal representative of a property owner shall be considered a dependent member unless that representative has power of attorney. Should a legal representative have power of attorney then that person is an honorary member and, upon fulfillment of all requirements, a voting member.

Section 6: Qualifications. Membership may be granted to any individual that supports the mission and purposes of the organization. Minor, Dependant, and Honorary members shall have no voting rights.

Section 7: Voting Admission. Any person eligible for membership under this article shall become a voting member upon payment of the current fiscal year dues to the Treasurer.

Section 8: Membership Agreement. The Association shall at all times have a form of a membership agreement, a copy of which shall be filled out and executed between the Association and each member of the association. Said form of said agreement is attached to these Bylaws for Exhibit, and may be amended by the same procedure as this Article of these Bylaws. Upon amendment of said form of said agreement, each member of the Community shall acknowledge the change(s) by executing with the Association a new agreement as amended or payment of annual dues.

Section 9: Voting Status Change. The Executive Committee, by affirmative vote of ten percent (10%) of all of the members of the Association at any regularly constituted meeting, may suspend the voting membership of any member who becomes ineligible for voting; and reduce any member who shall be in default in the payment of dues. A vote at any meeting of the whole shall be required provided thirty (30) days prior written notice of such action is provided to all voting members.

Section 10: Status Resignation. Any member may resign their current status by filing a written resignation with the Secretary; however, such resignation shall not relieve the member so resigning of the obligation to pay any dues or other charges there-to-fore accrued and unpaid. (See current regulations and guidelines)

Section 11: Termination. If an individual voluntarily terminates membership said individual shall not be entitled to a return of any property which said individual may have donated to the Association. No member shall have any claim or right, title, or interest in any property of the Association on account of the services performed by such member for or on behalf of the Association during period of membership.

ARTICLE V: Expulsion

Section 4: Conditions. A full member cannot be expelled from the community unless the following conditions are met:

• The remaining adult members have reached consensus agreement to expel the individual in question.


• There is a meeting at which the individual is notified of the behavior upon which the expulsion decision is based.


• The individual has been given a reasonable length of time after the aforementioned meeting in which in which to change objectionable behavior.


• After the aforementioned reasonable length of time has passed, the remaining adult members are still in consensus agreement that the individual should be expelled.

ARTICLE VI: Meetings

Section 3: Regular Meetings. The Executive Committee shall hold at least two (2) regular meetings per calendar year. Meetings may be called by the Chairperson or at the request of at least 10% of the members by notice mailed, telephone, or word of mouth to each member not less than thirty (30) days before such meeting.

Section 4: Special Meetings. Special meetings shall be at such dates, times and places as the Executive Committee shall determine. Any voting member of the Community may call a special meeting of the membership by posting notice of such a meeting in a public place at least ten (10), but not more than fifty (50), days before the date of such a meeting. Such a meeting may be called for any purpose for which a general membership meeting is required or for any other purpose.

Section 5: Annual Meeting. The annual meeting of the membership shall be held on any day in the Fall of each year in the Glen Iris Pines Subdivision. An officer or member of the Board of Directors shall post notice of said meeting in a public place in the Subdivision, which shall constitute personal notice to each voting member of the Subdivision, at least ten (10) and not more than fifty (50) days in advance of said meeting, except that if said meeting will be the official meeting with respect to a change in the Association's Bylaws.

Section 6: Participation. All members shall provide evidence of their member level of participation to Executive Committee, and to the Chair of the Committee of the Whole upon request.

ARTICLE VII: Fincincial Administration

Section 1: Checks, Drafts, Etc. All checks, orders for the payment of money, bills of lading, warehouse receipts, obligations, bills of exchange, and insurance certificates shall be signed or endorsed by such officer or officers or agent or agents of the Association and in such manner as shall from time to time be determined by resolution of the Executive Committee or of any committee as a whole to which such authority has been delegated by the Executive Committee.

Section 2: Deposits and Accounts. All funds of the Association, not otherwise employed, shall be deposited from time to time in general or special accounts in such banks, trust companies, or other depositories as the Executive Committee or any Committee of the Whole to which such authority has been delegated by the Executive Committee may select, or as may be selected by the President or by any other officer or officers or agent or agents of the Association, to whom such power may from time to time be delegated by the Executive Committee. For the purpose of deposit and for the purpose of collection for that account of the Association, checks, drafts, and other orders of the Association may be endorsed, assigned, and delivered on behalf of the Association by any officer or agent of the Association.

Section 3: Investments. The funds of the Association may be retained in whole or in part in cash or be invested and reinvested on occasion in such property, real, personal, or otherwise, or stock, bonds, or other securities, as the Executive Committee in its sole discretion may deem desirable, without regard to the limitations, if any, now imposed or which may hereafter be imposed by law regarding such investments, and which are permitted to organizations exempt from Federal income taxation under Section 501(c)(3) of the Internal Revenue Code.

Section 6: Dues. The annual Association dues shall be per single family dwelling, payable to the Treasurer during the annual membership drive from xx April to xx April. In addition to levying annual dues, the Association may levy special dues as the occasion merits with the approval of voting members present. Annual dues shall be decided upon at the Spring meeting of the Association by the majority of voting members present. The membership shall vote on the amount of the next calendar year's dues at the Fall membership meeting. (Annual dues are not to exceed five (5) times the U.S. government figures for the rate of inflation or deflation)

Section 7: Budget. The Executive Committee shall prepare a calendar year budget in January. Items included in dues assessment include: Administration; Public Safety; Maintenance; Entrance Light; Glen Iris Pines Messages, Newsletter, and Web Site; Taxes and Capital Reserve. Also, the following facilities: Common Areas, Beach Lot, and Boat Lot. Dues for membership in the Glen Iris Pines Subdivision pay for the management and operation of the Association, common expenses, and services. Common expenses are those expenses that are required to maintain common property and facilities. Services are those that are provided to the members.

Section 8: Operation Fund. The Executive Committee shall have a working fund in an amount prescribed by the Standing Rules. At each regular meeting, the Secretary/Treasure will give an accounting of this Fund, and request replenishment of this Fund from the Association members. The amount of this Fund is to be considered a total amount granted and not as a cumulative entity. The Executive Committee can disperse this Fund at its discretion but not more than one-tenth (1/10) of the total amount granted may be used on any one item. Both the President and the Treasurer shall be required to sign all notes, checks, and all other written instruments and all bank accounts should adhere to this restriction.

Section 9: Reimbursement. Executives shall serve without compensation with the exception that expenses incurred in the furtherance of the Association’s business are allowed to be reimbursed with documentation and prior approval. No Member, Officer, or Chair is entitled to compensation from the Association. In addition, officers serving the organization in any other capacity, such as staff, are allowed to receive compensation therefore.

ARTICLE VIII: Authority and Duties of Directors, Officers, and Trustees

Section 1: Directors. The Executive Committee shall consist of four (4) voting members who are: President, Vice President, Secretary, Treasure, and Chair. The directors shall be responsible for oversight of the association’s mission, vision and planning, for monitoring and assessing its programs, and for interpreting the subdivision to the community and the community to the subdivision.

Section 2: Authority of the Directors. The Executive Committee is the policy-making body and may exercise all the powers and authority granted to the Association by law. The duties of the Executive Committee shall be defined in the Constitution. The Bylaws shall amplify these duties in order to make them practicable.

Section 3: President. The President shall be a Director of the Association and will preside at all meetings of the Association and the Executive Committee. The President shall perform all duties attendant to that office, subject, and shall perform such other duties as on occasion shall be assigned by the Executive Committee. The president shall provide general supervision and leadership for all organizational programs and policies and shall take care that its by-laws and decisions are faithfully observed and executed. The President’s duties shall include but not be limited to:

• The immediate past president shall serve as an ex-officio member of the board for a one-year term immediately following his/her term as president and shall provide counsel to the president


• Appoint all officers, special committees and representatives of the Association whose appointment is not otherwise provided for in the by-laws


• Provide for the performance of the duties of any office or position of the Association during the temporary absence or disability of the incumbent until the vacancy shall have been filled in the manner provided by the by-laws;


• Represent the Association on any occasion which in the President's judgement, the interest of the Association is involved, and make or authorize statements on behalf of the Association on any matter in which the Association has arrived at a position or policy


• Chair and a voting member of the Executive Committee


• Discharging the duties granted elsewhere in the Bylaws

Section 4: Vice-President. The Vice-President shall be a Director of the Association and will preside at meetings of the Executive Committee in the absence of or request of the President. The Vice President shall assist the President in the administration of the affairs of the Association and shall undertake other duties and perform such related duties as requested and assigned by the President may prescribe, subject to the control of the Executive Committee. In addition, he/she shall have the following specific duties:

• In the event of the resignation, removal, disqualification, disability or death of the President, the Vice President shall assume the office of the President for the remainder of the term of office


• Ex-officio Chair and member of the Finance Committee


• Discharge the duties granted elsewhere in these Bylaws

Section 5: Secretary. The Secretary shall record the votes and keep the minutes of all meetings of the Executive Committee in the books proper for that purpose and submit minutes to the directors within 15 days of each recorded meeting. Act as recording secretary at the meeting of the Committee as a Whole. The secretary may audit from time to time the official records of the association as recorded. The Secretary shall notify officers and committee chair of votes, orders, and proceedings affecting or pertaining to their duties. In the absence of the Chair, the Secretary shall call the meeting to order and shall preside. The Secretary shall keep all records of the Association not specifically the responsibility of another officer. The Secretary shall attend to such correspondence and shall distribute pamphlets, notices, and/or circulars as the Association may direct. The Secretary/Treasurer shall maintain a property by property description, to wit:

• Maintain a record of voting members together with their addresses as registered
• All members of the Subdivision together with their addresses as registered
• Ex-officio Chair and member of the Complaint Committee


• Take charge of all correspondence relating to the Association


• Discharge the duties granted elsewhere in these Bylaws

Section 6: Treasurer. The Treasurer shall report to the Executive Committee on the status of the finances of the Association at each regular meeting and shall keep records in such form as to disclose the amounts and sources of all revenues received and the amounts and purposes of all funds disbursed. The Treasurer shall oversee the financial activities of the association and make appropriate reports as required. It shall consider requests for funds, plan a budget, and recommend to the Officers such expenditures as the committee deems expedient. The Treasurer shall deposit in appropriate bank accounts to the credit of the Association all monies of the Association and shall disburse, with the Prisident, such funds as directed by resolution of the Directors. Expenditures of association funds will be recommended by the Treasurer and managed by the director in accordance with association policy. The Treasurer shall receive the funds of the Association and shall disburse these funds when duly authorized by the Association or the Executive Committee. The Treasurer shall work closely with any paid staff of the Association to ascertain that appropriate procedures are being followed in the financial affairs of the Association, and shall perform such other duties as occasionally may be assigned by the Executive Committee. Previous to the Spring meeting of the Association, the Treasurer's account may be audited by the Auditing Committee and a written statement given on the status of the books. At the Fall regular meeting, the Treasurer will provide a 12 month operating budget for this committee to the membership for approval. It shall also administer the dues rolls and the collection of those dues as provided by the Laws of Michigan and this Association. The Secretary/Treasurer shall maintain a property by property description, to wit shall keep proper books of account:

• Fees applying to the property, if any


• Membership fees assessed and paid


• Maintain a current and accurate roll of members


• Have charge of the receipt of funds of the Association


• Custodian of the Bank books and other valuable documents of the Association


• Deposit and disburse the monies of this Association in accordance with the directives of these Bylaws

Section 7: Officers. The Officers shall perform the duties prescribed in this article and such others as the By-Laws of the Association or the parliamentary authority adopted by the Association. Only one member of a household may serve as an officer for any given term. Any two (2) or more offices may be held by the same person, except the offices of President and Secretary/Treasurer. The officers of the Association shall be such officers as the Association may designate. All officers shall continue to serve until their successors are qualified to serve.

Section 8: Trustees. The Trustees shall be local representatives of the geographic section of the neighborhood in which they reside. They will provide continuity in the association from year to year. Trustees will consist of at most twelve (12) voting members, each serving for two (2) years. One-third of the trustee members will be elected each year by the voting members of the association at the annual meeting, except that every third year all Executive Committee members whose three-year term expires will be elected (initially, additional committee members will be elected as provided in the Standing Rules). Constraints:

• The Committee of the Whole is the ultimate decision and policy making body of the Association, and can direct, reverse or amend the activities and decisions of any group or committee.


• The Executive Committee can make any policy decisions or commitments which do not conflict with the Constitution, Bylaws, Standing Rules, or Directives of the Committee of the Whole.


• The officers of this Association can make any decisions or commitments necessary to functionally implement the policies and commitments made by the Executive Committee, Committees of the Constitution, Bylaws, or Standing Rules.


• No other person or committee shall make any commitment in the name of this Association. They may only advise or petition the decision making body.

Section 9: Paid Staff. The Executive Committee may hire such paid staff as they deem proper and necessary for the operations of the Association. The powers and duties of the paid staff shall be as assigned or as delegated appropriate for such offices to be assigned by the Executive Committee.

ARTICLE IX: Boards and Committes

Section 1: Committees. Association committees provide opportunities for members of the association and elected members to share their time, talent, and spirit on behalf of Glen Iris Pines COmmunity Association. Volunteers from the association are always welcome and a volunteer list will be maintained on the official webiste.

Section 2: Size, Duration, and Responsibilities. The size, duration, and responsibilities of such boards and committees shall be established by a majority vote of the Executive Committee. All committees shall dissolve at the end of their usefulness as determined at each Fall Meeting.

Section 3: Establishment. The Executive Committee may establish one or more advisory boards and committees. The Executive Committee may, by resolution adopted by a majority of the officers, establish committees composed of at least two (2) persons which, except for an Executive Committee, may include members. The President may make such provisions for appointment of the chair of such committees; establish such procedures to govern their activities, and delegate thereto such authority as may be necessary or desirable for the efficient management of the property, affairs, business, and activities of the Association.

Section 4: Committees shall not spend funds unless authorized by the President or the Bylaws or the standing rules. Amounts in excess of a quorum of dues cannot be authorized by the President unless prior approval is given by the voting members.

Section 5: The Standing Committees of the Association shall be

• Executive


• Committee of the Whole


• Activity

• Executive: Directors


• Committee of The Whole: Directors



• Auditing: President


• Membership: President


• Nominating: Directors


• Publicity: President


• Legal/Finance: Chair of the Board


• Complaints: President


• Social Director

Section 6: The Publicity Committee shall consist of at least two (2) members. This committee will: 1) investigate ways and means of gaining favorable publicity for the Association, 2) keep the membership informed of the proceedings of the meeting of the Association and such other information as may be of common interest, and 3) initiate activities with the consent of the membership which will foster communications between the membership and its neighbors.

Section 7: The Finance/Legal Committee shall consist of three (3) voting members. These members are the Treasurer (ex-officio Chair), and two (2) others to be selected by the voting members of the Association. Only voting members can participate on this Committee. This committee will oversee the maintenance of these Bylaws and any other rules of the Association. Such maintenance shall include but not be limited to:

• Status of membership of these individuals eligible for membership associated with the property


• Assuring compliance with the sections of these Bylaws dealing with dues, fees and membership


• Procurement of a Parliamentarian at all meetings of the Committee of the Whole


• Liaison with the laws of Michigan as practiced by themselves or legal counsel duly retained by the Association.

Section 8: The Auditing committee shall consist of two (2) members; this committee shall audit all expenditures of the Association, shall audit the accounts, shall examine the books of the Treasurer and report to the Association at the Fall meeting. The auditing committee shall also audit the books and submit a report of its findings at the first regular meeting after installation of new officers.

Section 9: Nominating committee shall be activated at the regular meeting prior to the Fall meeting. This committee shall provide a list of those voting members who can prove eligibility and who wish to run for positions on the Committees. This committee shall also canvas the membership for the names of persons it should encourage to run for office. For the purposes of seconding, all honorary and voting members are eligible.

Section 10: The Membership Committee will consist of at least three (3) voting members. Additional members may be non-voting members. The purpose of this committee is to foster participation in the Association at all levels of membership by all persons eligible for membership.

Section 11: The Social Committee shall consist of at least two (2) voting members.

Section 12: Activities Committee shall consist of at least two (2) voting members. This committe is responsible for planning and supporting activities that reconnect, engage, and benefit Glen Iris Pines. Association activities should be designed to engage members, encourage volunteerism, promote leadership, and periodically recognize outstanding member accomplishments and commitment to the mission, vision and values of Glen Iris Pines. The Activities Committee is a standing committee.

Section 13: The Complaint Committee shall consist of at least three(3) members who do not have a conflict of interest with the aims of this committee. This committee shall be a clearinghouse for:

• Information on available builders, trades persons and other vendors with an emphasis on said entities’ reliability.


• The content of the above list is to be updated as persons or statuses are changed on the list.


• Members who wish to provide their expertise free of charge.


• To listen to and compile the complaints of the voting members.


• To keep copies of any documentation provided to the Association by the members as a result of complaints to other agencies.

Section 14: The Chair of any special committee shall be appointed by the Chair of the committee instituting said special committee. The institution of a special committee can be initiated by the Directors or the Executive Committee or the Committee of the Whole. The Committee of the Whole can at any time direct the appointment of any and all Chairs and committee members if it so chooses. A Chair must be a voting member.

Section 15: Standing Committees. There shall be a minimum of three standing committees of the association. The committees are: Activitie Committee, Executive Committee, and Committee of the Whole

Section 16: The Directors shall elect as provided elsewhere in these Bylaws. The Chair of the Directors shall be chosen from among the Executive Committee members for a period of one year by a plurality vote of the Executive Committee sitting in quorum. The Chair can be re-appointed. The Executive Committee is a standing committee.

Section 17: Except where specifically provided elsewhere in these Bylaws, the Chair of each committee shall appoint the other members of the committee. The Chair of each committee shall report promptly the names of the persons appointed to the Secretary/Treasurer who shall cause the names of all members of all committees to be published.

Section 18: All members of a committee have full voting and quorum rights within that committee, and any motion duly adopted by a committee shall be presented to the Committee of the Whole without need of second.

Section 19: The Committee of the Whole shall consist of all the officers of this Association. The Chair shall be a voting member who is not an officer of the Association. This Chair shall be appointed by a plurality vote of the Executive Committee. In the absence of this person at a meeting, the President shall appoint any voting member to sit for that meeting yield the chair to the President or to the Vice-President when the Chair wishes to take the floor. The Chair will sit in manner consistent with Robert’s Rules of Order. The meeting of the Committee of the Whole shall be physically arranged such that voting members are located apart from non-voting members and so that the Chair and the Recording Secretary are at a table by themselves at the head of the Assembly. The President will provide a Recording Secretary for all meetings of the Association.

Section 20: Ad-Hoc Committees. The President shall have the power to appoint committees to investigate any matters of common interest to members of the Association. The Directors shall appoint such other committees, officers, and representatives as it deems necessary or advisable, all with such powers and duties as it finds necessary or convenient for the governance of the Association and/or the conduct of its external relations. Said officers shall be appointed for a term of one year, shall serve until their successors are appointed, and shall be removable at the will of the Directors. The Directors may also appoint such groups as it deems appropriate to aid the Directors in the performance of its duties.

ARTICLE X: Nomination and Election of Officers

Section 5: Appointment. Vacancies existing in the offices of the association arising from unexpired terms by reason of resignation, death, incapacity or removal before the expiration of his/her term shall be filled by a majority vote of the remaining executives. In the event of a tie vote, the President shall choose the succeeding executive. Officers chosen to fill vacancies shall assume their duties immediately. An officer elected to fill a vacancy shall be elected for the unexpired term of that officer’s predecessor in office.

Section 6: No member of the Directors shall serve alone for a period of more than six weeks. Should this period pass without the appointment of at least one additional member of the Directors, the remaining director shall resign and elections shall be called immediately by said director or any member of the Association, as provided below:

• If there is no current member of the Directors, due to resignation, recall, or for any reason whatsoever, elections shall immediately be called by any voting member of the Community.


• A request for candidates shall be posted in a public place in the Subdivision for not less than seven (7) and not more than fourteen (14) days, and any member of the Association who wishes to be a candidate for the Directors shall place name thereon. At the end of this period, elections shall be held.


• Any voting member may conduct this election; if no member steps forward within a week from the time at which there ceased to be Directors, then the election shall be conducted by the voting member who has been a member for the longest period of time.


• Each voting member of the Association may cast a vote for up to two (2) of the candidates whose names appear on the slate, but no member may vote for the same candidate more than once.


• The two (2) candidates who obtained the most votes shall be the new Directors, provided that each of these candidates obtained votes from at least a majority of eligible voters voting in the election. The highest majority votes will be elected President and secondly Securtaty/Treasure.


• If any of the candidates did not obtain the necessary votes, then he/she shall not be appointed director; however, if one or two candidates did obtain the required votes, they shall be appointed the new Directors and shall obtain additional members in accordance with the bylaw provisions.


• If no candidate obtained the required votes, run-off elections shall be held immediately.

Section 7: Provisions for Voting:

• The record date for any notice shall be the date of the notice. The record date for eligibility to vote at any meeting shall be the date of the meeting. The record date for eligibility to sign a petition shall be the date for required completion of the petition.


• No vote may be cast by proxy, but any voting member may submit a written or telephoned vote in absentia on an issue which is brought before a vote of the membership, and said written or telephoned vote shall be treated as a vote cast in person or as a signature on a petition, as appropriate. For a telephoned vote to be valid the member must speak directly to two voting members of the Community and state that co is casting a vote.

Section 8: Terms. Terms of office may be established by the Executive Committee, each executive shall hold office for a term of three (3) years, no member can serve more than three (3) consecutive three-year terms. Partial terms are excluded when considering consecutive terms. Officers shall hold office until a successor is duly elected and qualified. Officers shall be eligible for reappointment.

Section 9: Bond. Directors and Officers shall be bonded as is appropriate to their duties within the Association.

Section 10: Resignation. Resignations are effective upon receipt by the Secretary of the Association of written notification.

Section 11: Removal. Any officer (elected or appointed) of the Association may be removed for nonperformance of duties, inefficiency or conduct incompatible with the objectives and activities of the Association. A motion for removal may be made at any regular or special meeting. The reasons for the motion must be presented in writing and shall be read in their full text by the Secretary. The maker of the motion may briefly explain the reasons and may answer questions. The officer involved, if present, may briefly reply but there shall be no debate. At the next regular or special meeting held not sooner than ten (10) days after the presentation of the motion, the question shall be debated, and if two-thirds (2/3) of those voting are in favor thereof, the officer shall be immediately removed from office. No officer whose removal is under discussion shall preside during the consideration of the motion of removal. Removal of officers, committee members or voting members shall be in accordance with the Bylaws, whenever in the committees judgment the best interests of the Association will be served thereby. Any such removal shall be without prejudice to the contract rights, if any, of the person so removed. In the absence of Bylaws provisions, Robert's Rules of Order will prevail.

ARTICLE XI: Bylaws

Section 1: Serability. If any provision of these bylaws shall be held to be invalid, illegal, or unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impared thereby.

Section 4: Revision Notification. In the event of any decision to amend these Bylaws, such amendments shall be posted in a public place for at least ten (10) days prior to a public forum of the membership in which such amendments shall be discussed. Additionally, notice of said forum shall be publicly posted at least ten (10) days and not more than fifty (50) days before said forum.

Section 5: Procedures. Amendments of these by-laws must be presented in writing as outlined in Section 8 at a regular meeting of the Association. Upon presentation, the Secretary shall read the full text of the amendment to the members present. The person or committee sponsoring the amendment will be permitted briefly to explain the purposes and answer questions thereon, but there shall be no debate.   At the following meeting, the amendment shall be subject to debate and shall, if two-thirds (2/3) of all voting members are in favor, take effect immediately.

Section 6: Adoption. Unless otherwise provided prior to its adoption or in the motion to adopt, an amendment shall become effective immediately upon ratification by two-thirds (2/3) majority of the voting members at which meeting it is adopted. This Notice of Change shall be made available to all members one week after the meeting. Said amendments shall be posted in a public place for at least ten (10) and not more than fifty (50) days after said fourm. After said forum, if a petition of amendment is signed by at least a two-thirds majority of the voting membership, then said amendments shall be added to and become part of these Bylaws.

Section 7: Revision Control. Upon the passing of the proposed amendments by a two-thirds vote of the membership, these bylaws shall supersede all other bylaws and shall become effective immediately upon ratification by (a) a two-thirds majority vote of the Association as outlined in Article VII, Section 5; (b) signed approval by the Executive Committee on behalf of the Association; (c) shall be added to, and become part of these Bylaws.

Section 8: Bylaws Review. These bylaws shall be reviewed periodically by the secretary of the Executive Committee and the Committee of the Whole. The secretary and the Executive Committee shall recommend any necessary changes to the Association who may ratify, alter or rescind them by a two thirds vote as outlined in Article VII, Section 2.

Section 9: Amending the Bylaws.

• Any amendment to the Bylaws shall be submitted in writing by a voting member to the Committee of the Whole. The committee as a whole will then work with said voting member in order to frame a legally correct motion. It is the duty of the Committee of the Whole to assist, and not to pass judgment on what motions may or may not be submitted to the assembly. The final framing of the proposed amendment shall be as per the direction of the submitter of the motion, objections of the Committee of the Whole notwithstanding. The Committee of the Whole will present, in writing, objections they may have with the motion to the President, and to the submitting member.


• As soon as a motion is submitted in a final form, as per the direction of a voting member, the Committee of the Whole will cause said motion, along with any legal opinions, to be provided in written form to all voting members at the next regular meeting, or by mail within three months, whichever is sooner. Legal opinions refer to questions of compatibility of a motion with the Laws of Michigan, the Constitution, and existing Bylaws.


• Notice of intention to amend the Bylaws shall be provided by mail to all members at least three months prior to the regular meeting at which the motion is made. The first occurrence of a regular meeting which allows adherence to Sections 2 and 3 will be the meeting at which the motion will be considered.


• Previous two statements notwithstanding, notice is hereby given that at the Annual meeting shall always allow motions to amend the Bylaws.


• This article is not intended to hinder the proper consideration of a motion. When the motion is presented to the Committee of the Whole it shall be subject to any modification as provided in Robert’s Rules of Order for the amending of motions on the floor. A motion amending the Bylaws cannot be tabled. A defeated amendment can only be resubmitted at a Semi-Annual meeting of each year, and no one shall prevent this resubmission.

ARTICLE XII: Dissolution of the Association

Section 1: Voluntary Dissolution. The Association may be dissolved, after resolution recommending dissolution adopted by the Executive Committee or by two-thirds (2/3) plus one vote in favor by all voting members of the Association. A vote to dissolve the Association shall be preceded by a special meeting of the membership with at least ten (10) but not more than fifty (50) days of public notice prior to such a meeting.

Section 2: Disposition of Assets. In the event of a voluntary or involuntary dissolution, the entire assets of the Association shall be liquidated and applied to the debts of the Association. Thereafter, all full members of the Association shall be entitled to the remaining assets and shall be divided equally among the same??, or from the remaining assets for the purpose of re-establishing a community organization??. If these conditions are not met, remaining assets shall go to another organization similar to Glen Iris Pines Community Association and containing in its bylaws an article of dissolution similar to this Article, the choice of said organization shall be left to the discretion of a majority vote of the voting membership remaining at the time of the dissolution.

ARTICLE XIII: Reference Materials

Section 1: http://www.robertsrules.org/

Section 2: http://www.constitution.org/

Section 3: http://www.glenirispines.org/

Section 4: http://cost.jsc.nasa.gov/inflate.html

Quick Notes.

Directors = Executive Committee = President, Vice President, Secretary, Tresure, and Chair.

Fourm = 2/3 of all property owners.

General Quorum = 10% of members or minimum or 6 voting members.

Directors Quorum = Two members of the executive committee.