PROPERTY OWNERS OF SURFSIDE SHORES, INC. BYLAWS
ARTICLE 1 NAME
The organization shall be known as the “Property Owners of Surfside Shores, Inc.,” herein referred to as the Association. Surfside Shores is a single family residential sub-division on the Fort Morgan peninsula in Baldwin County, Alabama.
ARTICLE II OBJECTIVE
To provide a strong and effective neighborhood union, so that worthy causes are fostered for the benefit of the residents and property owners and by supporting and promoting fire and safety protection and other community services to enhance the quality of life and property values.
To provide a mechanism for representation to local, state, and national authorities on such issues, among others, as crime, safety, the environment, and legal issues affecting the sub-division
ARTICLE III MEMBERSHIP
Membership in this Association, which is voluntary, shall be restricted to property owners of Surfside Shores. Membership applications shall be made by payment of dues and by completion of a form provided by the Association. The same application requested may be submitted by electronic means. Dues shall be determined at the first meeting of the Association in any calendar year. Payment of the membership fee entitles a member family to one (1) vote. Such voting rights will only be become immediately upon payment of dues, except that during the months of January and February members in good standing during the previous year shall be permitted to vote whether or not their dues have been paid for the current year.
ARTICLE IV OFFICERS
The officers of the Association shall be President, Vice-President, Secretary, and Treasurer who shall be permanent residents of Surfside Shores. These officers shall be elected annually by a majority of the votes cast at the first meeting of the Association in any calendar year. A nominating committee, appointed by the president, shall make nominations. Nominations may also be made from the floor at the meeting. In the event that no member is elected to one of the offices, the positions may be combined to permit one person to serve in more than one office, but the use and control of funds shall be overseen by at least two officers.
ARTICLE V BOARD OF DIRECTORS
The Board of Directors shall be composed of the officers of the Association and three at large members of whom at least two shall not be permanent residents of Surfside Shores. The at large members shall be appointed by the President but shall be ratified at the next scheduled meeting of the Association.
ARTICLE VI MEETINGS
The president may call a meeting at any time for any purpose and will designate the time and place. Prior to the first meeting of the year a mailing will be made to every property owner with 30 days advance notice. This mailing list will be as current as is available on the Baldwin County property owner’s website. Notice for subsequent meetings will be posted on the property owners website surfside-shores.com.
ARICLE VII FISCAL YEAR
The fiscal year shall be from January 1 through December 31.
ARTICLE VII AMENDING THE BY-LAWS
These bylaws may be amended at a meeting by majority vote, including proxy votes submitted by mail or electronically, provided that all members have been sent, to their last known physical or email address, a copy of the proposed changes together with a formal ballot form at least 30 days prior to the meeting. Copies of the proposed changes must also be available at the meeting.
ARTICLE IX NOMINATIONS, ELECTIONS, AND TERMS OF OFFICE
The outgoing president shall preside over the election of all officers and directors and then turn the meeting over to the new president. All records will then be delivered to the new president. All officers and directors shall be elected for a term of one year but may be re-elected without regard to the number of years served in any office. Vacancies occurring in an office shall be filled by appointment by the president. Officers or directors so appointed shall serve until the end of the unexpired term.
ARTICLE X DUTIES OF OFFICERS
The president shall direct the day-to-day activities of the Association and respond to any situations that are believed to be in the best interests of the property owners. The president shall preside at meeting of the Association, call special meetings and appoint special and standing committees.
The Vice-President, in the absence of the president, shall perform the duties of the president. Upon resignation or removal of the president, the Vice-President shall become president until the next election of officers.
The secretary shall keep, in permanent form, the minutes of the Association and the Board of Directors; keep an alphabetical roster of members, a list of committees, a record of attendance, and conduct the correspondence of the Association.
The treasurer shall receive all monies, pay all legitimate bills, and disburse funds as directed by the Board of Directors and prepare a financial report to be submitted at each regular meeting.
ARTICLE XI DUTIES OF THE BOARD OF DIRECTORS
The Board shall have general supervision over the affairs of the Association in matters of policy and major importance to the Property Owners and any decisions shall be made by a majority vote of the Board. In the event of a tied vote the President shall have a casting vote which shall be in addition to the vote cast for any proposal. Any such decisions shall be reported to the membership either by newsletter, email, or at the next scheduled meeting.Meetings of the Board may be called by the president as business demands.
ARTICLE XII QUORUM
Fifteen members present at a scheduled meeting or a meeting called by the president shall constitute a quorum. Three members of the Board shall constitute a quorum for the Board of Directors but every reasonable effort must be made to contact all members of the Board advising them of the issues to be considered prior to such meetings. Board meetings may be conducted by any form of communication provided all members of the Board have the ability to participate.
ARTICLE XIII PARLIAMENTARY AUTHORITY
In the event that issues are not part of these by-laws or that an interpretation is required then Robert’s Rules of Order, Revise 9th Edition shall be the authority for this Association.
Effective Date October, 2, 2004
PROPERTY OWNERS OF SURFSIDE SHORES
P.O. Box 7077, Gulf Shores, AL 36547
Adoption of Bylaws
At a special meeting held at the Beach Club on October 2, 2004, there being a quorum present, a motion was made from the floor, and seconded, that the proposed Bylaws, dated October 2, 2004, be adopted. The proposal was adopted by unanimous consent. The President was Ralph Gilgus and the Secretary was Edith Bolster.
Amendment of Bylaws
Three amendments were adopted by a quorum of members at a meeting held on October 22, 2016 while the President was Alex MacDonald and the Secretary was Lynne Wornall. Those amendments are included in this document.