By-Laws

Forest Hill Towers Tenants Association

Forest Hill Towers Tenants Association

By-Laws

Table of Contents

Article I - NAME

Article II – MISSION STATEMENT

Article III - AFFILIATONS

Article IV – ORGANIZATION STRUCTURE

Article V - MEMBERSHIP

Article VI - DUES

Article VII – EXECUTIVE BOARD

Article VIII - ELECTIONS

Article IX - OFFICERS

Article X - COMMITTEES

Article XI - LIAISONS

Article XII - MEETINGS

Article XIII - POLICIES

Article XIV – RECONSTRUCTION OF ORGANIZATION

Article XV – DISSOLUTION OF ORGANIZATION

Article XVI - AMENDMENTS

Article XVII – RATIFICATION

Forest Hill Towers Tenants Association

By-Laws

Article I – NAME

The organization shall be known as the Forest Hill Towers Tenants Association

ARTICLE II – MISSION STATEMENT

The mission of the organization shall be to represent our dues paying tenant members who reside at 515 Mt. Prospect Avenue and 555 Mt. Prospect Avenue in the City of Newark, New Jersey.

Our primary goal is to improve the safety and quality of life of our buildings and our immediate neighborhood. We will strive to build a sense of community pride. We will strive to make our buildings safe, clean, quiet, and economically stable. We want our building to remain attractive to hard working families, professionals and retirees.

We seek at all times to conduct ourselves in a professional manner and we seek to create a working relationship with management in order to guarantee our tenant members rights and assure a positive quality of life.

We will provide members with a basic education and guidance about their tenant’s rights and responsibilities.

We seek to educate our dues paying tenant members on their rights and privileges as established by New Jersey statutes and Newark Municipal ordinances.

We will maintain a working relationship with our local elected and appointed officials in requesting changes to city ordinances which better preserve the rights of tenants in the city of Newark.

We will work tirelessly to weed out code violations, criminal elements, drug activity, gang related activity or any negative aspect that affect our positive quality of life.

We seek to create activities for our tenant members in order to create a friendlier, more neighborly atmosphere among the Forest Hill Towers residents.

As members of the New Jersey Tenants Organization we may at times engage in litigation on behalf of the tenants.

We will promote and support positive construction projects and economic development. However we reserve the right to advocate on behalf of our members either in favor of or against a proposed development or facility that may affect the quality of life of our neighborhood.

As an organization we recognize that we reside in a high quality residential neighborhood and that the preservation of our neighborhood is of the utmost importance.

ARTICLE III – AFFILIATIONS

The Forest Hill Towers Tenants Association maintains an affiliated membership with the New Jersey Tenants Organization. The New Jersey Tenants Organization (NJTO) is the oldest, largest statewide tenant membership organization in the United States.

NJTO has been successful in lobbying at the state level for tenants rights and affordable housing.

While NJTO works at the state level, it also assists in organizing affiliated building, city, and county tenant organizations throughout the state of New Jersey. NJTO provides tenants with a basic education about their rights and gives guidance to tenants who are dues paying members.

Over the last 38 years, NJTO has changed New Jersey from one of the worst states for tenants to (arguably) the best. A body of State laws has been passed because of the NJTO. NJTO was also successful in establishing the basic rights of tenants to organize through a series of major court decisions.

NJTO is the driving force behind the movement for municipal rent control in New Jersey (approximately 115 municipalities have rent control laws -- far more than any other state). They provide information from eviction protection, to security deposit protection, to recognition of tenants as taxpayers, to rent control, and affordable housing.

ARTICLE IV – ORGANIZATION STRUCTURE

The structure of the Forest Hill Towers Tenants Association shall be as follows:

Executive Board
Committee Chairpersons
Liaisons
Membership

ARTICLE V – MEMBERSHIP

Section 1 – Membership Eligibility

Any resident of 515 or 555 Mt. Prospect Avenue, Newark, New Jersey who is at least 18 years of age may become a member of the Forest Hill Towers Tenants Association. The organization cannot discriminate under any circumstances that are protected by municipal, county, state, and federal law

Section 2 – Length of Membership

Membership length will be one calendar year from the time dues are paid.

If a membership is terminated either voluntarily or by vote of the membership, dues are not refundable.

Section 3 – Rights and Responsibilities

Dues paying members can attend all general membership meetings where they can participate, present motions and vote on organization related matters. Members are also afforded the right to nominate and vote for the officers of the executive board. Dues members may also serve as members of the Executive Board or Committee Chairpersons pursuant to the by-laws.

Section 4 – Termination of Membership

Members may voluntarily terminate their membership.

A motion for membership termination may be presented to the Executive Board by any dues paying member. The motion must be seconded by another dues paying member. The motion must detail the sufficient reason why the membership should be terminated. If the board determines that there is sufficient cause they will attempt to mediate the situation to see if it can be adjusted. In the event that mediation is unsuccessful the Executive Board will notify the member that that their membership is in jeopardy and that they have the right to appeal to the general membership. A hearing of members will be conveyed and the dues paying members will decide the matter by a simple majority vote.

Reasons for membership termination:

Physically fighting with other members
Attending meetings in an intoxicated manner
Constant disruption of meeting(s)
Violation of the By-Laws
Dissemination of sensitive information conveyed at meetings.

ARTICLE VI – DUES

Section 1 – Dues Categories

Single Household Membership – (1voting tenant member per apartment) $24/year

Dual Household Membership – (2 voting tenant members per apartment) $30/year

Family Membership – (3 or more voting tenant members per apartment) $40/year

Student Membership – (18 years or older, must provide proof of student status) $10/ year

Senior Citizen Membership – (65 or older) $10/year

Discounted Membership – (For those individuals that can provide proof of financial hardship, such as limited or fixed income, Section 8, or public assistance. The Executive Board reserves the right to request proof.) $10/year

Section 2 – Dues Increases

Any motions for increase of dues shall be presented to the members at a general monthly meeting and must be approved by a simple majority of those present at the meeting.

Section 3 – NJTO Dues

Each household will pay an additional $4.00 per household for the households NJTO Membership.

Section 4 – All dues are payable at the August general meeting of each year. New member’s dues may be prorated depending on when they apply for membership. NJTO fees are not prorated.( See addendum 2015-1)

ARTICLE VII – EXECUTIVE BOARD

Section 1 – Executive Board Duties, Authority, and Responsibilities

The Executive Board establishes the policies and actions of the Forest Hill Towers Tenants Association. The Executive Board shall meet quarterly. The reserve the right to hold special meetings if needed. Any issue not addressed specifically in the bylaws falls under the decision making policy of the Executive Board.

The Board of Elected Officers will facilitate the selection procedures for new and returning

members.

The Board of Elected Officers may review the eligibility status of any member at any time,

and as may be appropriate, recommend to the membership that the status be changed or that

the membership be terminated.

The Executive Board shall be responsible for providing leadership and direction to the

membership as a whole. They shall set forth the annual goals and objectives that comply

with the established By-Laws.

Section 2 – Executive Board Composition

The Executive Board shall consist of not more than 7 members. They shall be the Chairperson, 2 Vice Chairpersons (1 from each building), Secretary, Treasurer, Sergeant-at –Arms, and Membership Coordinator.

Section 3 - Powers of the Executive Board

The management of the organization shall be vested in the Board of Elected Officers. The

general power of the Board of Elected Officers is to manage the organizations

administration and business affairs. The Board of Elected Officers is charged with

carrying out the Mission, Goals, and Objectives of the organization.

Section 4 – Executive Board Eligibility

In order to be nominated and elected or appointed as a member of the Executive Board, members must meet the following criteria:

Must be a member in good standing
Dues must be paid up to date
Must be a resident of either 515 or 555 Mt. Prospect Avenue, Newark, N.J.
Must be at least 18 years old
Cannot be an employee of management or the owners

Section 5 – Term of Office

Executive Board Members serve a term of 2 years. They may be re-elected to successive terms.

Section 6 –Standards

The Board of Elected Officers shall maintain the highest of standards and conduct. The Board of Elected Officers shall act in accordance with the requirements and procedures set forth in the By-laws.

Section 7 – Authorizations To Enter Into Contracts

Unless so authorized by the Board of Elected Officers, no member, agent, or other individual have any power to bind the organization to a contract or tender it liable for any purpose or any amount.

Section 8 – Vacancies

In the event of a vacancy on the Executive Board the remaining Board Members may vote to fill the vacancy.

Newly appointed members will execute the remainder of the term.

ARTICLE VIII – ELECTIONS

Section 1 – Eligibility

All members interested in seeking elected office are encouraged and must meet the eligibility requirements as stated in Article VII, Section 4 of the by-laws

Section 2 – First Board Members

The first Board Members will be elected by a majority vote of the members present at the first official meeting of the Forest Hill Towers Tenants Association. They shall serve a two year term that will end at 12 noon, May 31, 2016

Section 3 - Nomination Procedures

The Chairperson assigns an Election Committee Chairperson to oversee and monitor the elections

Nominations will take place at the March General Meeting in every even numbered year

Only members in good standing may nominate or be nominated.

Each nomination requires a “Second” from another member in good standing.

Once a “Second” nomination is secured the person nominated must advise the floor if she/he accepts the nomination.

Once all nominations are final a list of candidates will be published on the Facebook Page and/or the organizations website.

In the event that only one person is nominated for a position that individual will win by acclamation and assume the position at 12 noon on May 31st.

At the April General Meeting the general membership will be permitted to ask questions of the candidates. Each candidate will also be allowed to give a brief presentation on why they want to serve on the board.

Section 4 – Election Process

Once all questions and presentations are made the election process will begin.

The Election Chairperson will distribute previously prepared paper ballots.

All eligible members will vote by secret ballot and deposit their ballots in a sealed box

Once all ballots are returned the ballot box will be unsealed in front of the general membership and all votes will be publically counted.

The final results will be announced at the April General Meeting.

The winning officers will assume office at 12 Noon on May 31st of the even numbered years.

The election chairperson will assure that the results are posted on Facebook, the website or other means as decided by the election committee.

ARTICLE IX – OFFICERS

Section 1 – Chairperson

The Chairperson is responsible for the convening and administering over all Executive Board, General Membership, and Emergency Meetings.

The Chairperson shall represent the corporation at all public and official functions. When unable to represent the organization it will be his/her responsibility to appoint a reliable, responsible replacement to attend in his/her place. The Chairperson will be responsible for referring all matters requiring Committee actions to the appropriate Committee Chair.

The Chairperson, with the approval of the Board of Elected Officers, may authorize any member or agent to enter into a contract, or execute any instrument in the name of and on behalf of the Corporation. This authority is confined to specific instances.

The Chairperson with the approval of the Board of Elected Officers shall appoint the Standing Committees Chairpersons.

Section 2 – Vice Chairpersons

There shall be 2 Vice Chairpersons. One to represent the interests of the tenants of 515 Mt. Prospect Avenue and one to represent the interests of the tenants of 555 Mt. Prospect Avenue.

The Vice-Chairpersons shall assist the Chairperson in any manners requested In any absence of the Chairperson, the Vice-Chairpersons shall act in his or her behalf at Board Meetings, General Meetings, public and official gatherings.

Section 3 – Secretary

The secretary shall record and maintain a record of all minutes of all meetings.

The Secretary shall also maintain a record of attendance of all Executive Board members and the membership in general.

The Secretary shall be responsible for notifying the membership, in a timely manner, of all

meetings and club events.

The Secretary shall serve as the custodian of record for the Organization.

The Secretary shall assist the President in the preparation of written communications, typing, and agenda preparation.

The secretary shall be responsible for keeping and maintaining all membership applications

Section 4 – Treasurer

The Treasurer shall be responsible for the financial management of the organization and shall keep all financial records and books accessible and current.

The Treasurer shall maintain and take full responsibility for a “Petty Cash Fund” of $100.00

The Treasurer shall file a monthly financial statement at each monthly meeting.

The Treasurer shall be responsible for filing all tax returns with the assistance of an accountant if needed.

The Treasurer shall serve as the Resident Agent for the Corporation. If in the event he/she cannot perform that duty IT will revert to the Chairperson

The Treasurer shall maintain an accurate record of all members’ dues, and outstanding accounts.

The Treasurer as Resident Agent of the Corporation shall file with the Secretary of State of the State of New Jersey al list of the newly elected Board Members and assure that all such fees are paid in a timely manner.

Treasurer shall secure copies of all checks and money orders prior to deposit.

Treasurer shall issue and maintain a copy of receipts for all cash submitted to the organization.

The Treasurer shall assure that the 2 authorized bank signatories are current at all times.

The Treasurer shall assure that all checks written from the organization have at least 2 authorized at all times.

The Treasurer shall maintain all financial records for a minimum of 7 years.

The Treasurer shall establish and maintain reimbursement forms for any member seeking authorized reimbursements.

Section 5 – Sergeant-At-Arms

The Sergeant – At - Arms shall be responsible for rendering an opinion, and/or interpretation of the organizations By-Laws.

The Sergeant – At – Arms shall be responsible for ensuring the orderly conduct of meetings and shall have a thorough knowledge of the by-laws. He /She shall also be responsible for calling the meeting to order.

The Sergeant – at – arms shall ensure that once the meeting starts that it is conducted in an orderly manner

Section 6 – Membership Coordinator

Membership Coordinators duties include but are not limited to; promoting the organization to tenants, to other organizations and to the community. They are responsible for maintaining the organizations website, Facebook page, or any other public media methods that are available. The Membership Coordinator is responsible for networking and establishing new relationships with tenants and other organizations.

ARTICLE X – COMMITTEES

Section 1 – Establishment of Committees

The chairperson and the Executive Board reserve the right to establish committees as needed.

Section 2 – Committee Authority

Each committee is autonomous. The Committee Chairperson shall have complete control of the committee without any interference or micromanagement by the Executive Board. All decisions and proposed actions by the Committee shall be recorded and presented to the general membership at the monthly general membership meeting for a vote of approval.

Section 3 – Committee Limitations

The work of each committee should be directly related to issues and the quality of life as it concerns the tenants of the Forest Hill Towers Tenants Association.

The following standing committees have been established:

Code Enforcement Committee
Tenant Welcoming Committee
Special Events Committee
Membership Committee
Community Block Watch Committee
Quality of Life Committee
Public Relations / Media Committee
Emergency Response

The Chairperson and the Executive Board reserves the right to form other committees as needed.

ARTICLE XI – LIAISONS

The Chairperson and the Executive Board may appoint individual to serve as Liaisons between the organization and certain individuals or other organizations.

The Liaison serves as a conduit between the Forest Hill Towers Tenants Association and other important individuals or organizations.

The Liaison does not have the power to make decisions on behalf of the Forest Hills Towers Tenants Association, but does have the authorization to voice the concerns on the organization.

Liaisons have a responsibility to report back to the organization the status of any meetings that were attended by him/her on behalf of the organization.

Executive Board Members may serve as Liaisons.

It is important to form Liaisons with the following:

Newark Tenants Organization
Ownership of the Forest Hill Towers
Mayor’s Office
North Ward Councilman’s Office
4 Council Members at large
Newark Police Department
Elected School Board Members
Rutgers Community Law Clinic
County Executive’s Office
Freeholder District 1
At Large Freeholders
Governor’s Office
State Assemblyman
State Senator
Congressman
U.S. Senators

ARTICLE XII – MEETINGS

Section1 - Agendas

The meeting agendas should contain the following:

Greeting – Chairperson or Vice Chairperson
Reading and of the Minutes – Secretary
Financial Report – Treasurer
Membership Report – Membership Coordinator
Committee Reports
Invited Guests
Organization Discussion Issues
Membership Response
New Business
Motion to close meeting

Section 2 – Executive Board Meetings

Executive Board Officers shall meet quarterly. They may meet more often if necessary. Board Meetings are called by the Chairperson or at the request of a majority of the Board Members. A quorum of the Board Members must be present in order for any decisions to be made.

The Secretary shall record and maintain a record of all Executive Board Meetings.

Executive Board members are required to attend 75% of these meetings. Excuses will be granted for sufficient cause.

Section 3 – General Membership Meetings

General Membership Meetings are scheduled by the Executive Board. Rules pursuant to the governing of the meeting shall be pursuant to the By-Laws of the Forest Hill Towers Tenants Association.

Section 4 – Bi-Annual Reorganization Meeting

The Annual Reorganization Meeting will be held in May of each even numbered year. At this time annual reports are to be given by the current President, Treasurer, and Membership Coordinator.

All newly elected officers will be sworn in and take their places on the Executive Board.

Section 5 – Committee Meetings

Committees are encouraged to conduct meetings as necessary.

The Chairperson must be notified at least 3 days in advance of any committee meeting.

Section 6 – Meeting Participation

All dues paying members in good standing are encouraged to attend and participate in all meetings. With the exception of the Executive Board Meeting all general members have the right to vote on the issues at hand.

ARTICLE XIII – POLICIES

Section 1 – Political Activity

The organization shall not participate in nor intervene, including the publication or distribution of statements, in any political partisan campaign on behalf of, or in opposition to any candidate for public office. To do so is in violation of the Non-Profit laws.

Section 2 – Property Status

The organization believes that 515 Mt. Prospect Tower I and 555 Mt. Prospect Tower II constitute 1 property owned by FOREST HILL TOWERS SPE LLC and currently managed by one Property Manager.

Section 3 – Affiliation Status

Although we maintain an affiliation with the New Jersey Tenants Organization we do not defer any decisions to the New Jersey Tenants Organization or Newark Tenants United. The organization may maintain a website within Newark Tenants United parent website.

Section 4 – Publishing of By-Laws

The By-Laws are considered a public document. The By-Laws should be posted on the organizations website, Facebook page if possible, and copies should be made readily available for all members.

ARTICLE XIV – RECONSTRUCTION OF ORGANIZATION

Section 1- Cause for Reconstruction

If the situation arises that there are less than 3 Board Members, a Special Election may be called by the remaining Board Members for an Executive Board Reconstruction.

Section 2 – Process for Reconstruction

Once a special election is voted on the existing board members shall notify ALL tenants of the reconstruction

Residents need not be current in their dues to vote or seek office in the Special Election.

30 day notice will be given to allow those tenants that are interested in seeking election to the Executive Board

Any tenant wishing to seek election to the board must submit a letter of intent supported by the signatures of a minimum of 10 tenants from either building.

Once the petition letters are secured, The Executive Board will set a date for the election and elections procedures will take place pursuant to Article XIII, Section 4 of the By-Laws.

In the event of a reconstruction, all records, files, documents, passwords, bank accounts, etc will be immediately turned over to the new Executive Board.

All new Board Members must bring their dues up to date immediately.

ARTICLE XV – DISSOLUTION OF ORGANIZATION

Upon dissolution of the Corporation, or the winding up of its affairs, the assets of the organiaztion shall be distributed to religious, charitable, scientific, literary, or education organizations which are described in Section 501(c)(3) of the Internal Revenue Code, to which contributions are deductible under Section 170 (a) of the Internal Revenue Code.

ARTICLE XVI – AMENDMENTS

Section 1 – Amendments proposed by Executive Board.

The By-Laws can be amended by a 2/3 vote of those attending a general membership meeting provided that the Executive Board to post the By-Laws change(s).

Section 2 – Amendments proposed by members

Members can propose amendments to the By-Laws by securing a 2/3 vote of those members in attendance at the general membership meeting.

ARTICLE XVII – RATIFICATION

The By-Laws must be ratified by a majority vote of the members in attendance at the General Membership Meeting. Minutes of the ratification and meeting must be maintained as long as the organization exists.