Tuesday, August 21, 2007

Any other comments

If you would like to add any thing else to our by-laws that you cant fit to the existing articles please comment in this section.

Friday, July 27, 2007

Article I: Name

The name of this Association shall be Pana'ewa Hawaiian Home Lands Community Association.

Article II: Purpose

The purpose of the Pana'ewa Hawaiian Home Lands Community Association, shall be:
1 for all lessees for the development of fellowship;
2 to create and maintain unity;
3 to work cooperatively; and
4 to work for the betterment of the PHHL Community.

Article III: Membership

Section 1. Charter Members: Are lessee who joined the Association in the first
year of its organization and in good standing.

Section 2. General Members:

a. any lessee and spouse on the Waiakea Pana'ewa Hawaiian
Homestead, Units I, II, III, IV, V, and Panaewa Farm Lots;

b. each child of lessees 18 years or older and each child's spouse, 18 years or older who resides in the household;
c. Any widow or widower; grandparents and parents of lessee living on the leasehold; and
d. Those whose membership dues are currently paid.

Section 3. Sustaining Members: Sustaining Members shall be those who choose to support the work of the Association by an annual gift. A gift shall not entitle the Sustaining Member to any privileges or services given by the Association.

Section 4. Non-qualifying Members: Are residents living within the association's boundaries; may participate in association functions; are required to pay the $10.00 membership dues; but, are not able to vote for officers or directors of the association.

Section 5. General Membership Dues:
a. General membership dues are $10.00 for the calendar year for:
1. All/lessees and spouses (Combined =$10.00);
2. Each child of a lessee 18 years or older living on the leasehold (Each child =$10.00);
3. Each child of a lessee 18 years or older and each child's spouse 18 years or older living on the leasehold (Combined $10.00); and
4. Any widow ($10.00). or widower of lessees living on the leasehold

b. Notification of Dues: December. Members will be notified by the first w eek of

c. Notification of Delinquency of Dues: Members wil/ be notified by the last day in January.
d. Non-payment of Dues: Members will be dropped for non-payment of dues by the last day in February.

Article IV: Meetings

Section-1. General membership: There shall-be no -less than (3) three meetings per year. Dates and places to be determined by the Board of Directors.

Section 2. Special: Special meetings of the general membership may be called by the Board of Directors, or shall be called by the President upon the request of seven (7) General Members.

Section 3. Annual: The last general meeting shall be designated as the Annual meeting and held in December; at which time the board members shall be elected.

Section 4. Notices: Notice of any meeting of the general membership shall be given to all general members by personal notice or by mail addressed to their recorded residence not less than seven (7) days before the date of the meeting.

Section 5. Quorum: Fifteen (15) General Members, in good standing shall constitute a quorum at the general, special, and annual membership meetings. Such a quorum shall be determined by a count of General Members present.

Section 6. Voting: Voting in all officers and directors elections will be done by secret ballot.
a. Each lessee and spouse combined will have one vote;
b. Each child of lessee 18 years and older will have one vote;
c. Each child of a lessee 18 years and older and each child's spouse living in the household combined will have one vote;
d. Any widow or widower of a lessee living on the leasehold wiil have one vote;
e. Only those whose membership dues are currently paid will be allowed to vote; and
f. Voting by proxy is not allowed by this association.

Section 7. Order of Business-Agenda:
a. The Order of Business at any meeting of the General Membership shall be:
1. Call to order.
2. Ascertain quorum.
3. Approval of Agenda.
4. Approval of minutes.
5. Treasurer's report.
6. President's report.
7. Other officer's report.
8. Committee Reports:
9. Standing; and
10. Ad Hoc.
11. Special orders.
12. Unfinished business.
13. New Business.
14. Announcements.
15. Adjournment.

b. Parliamentary Authority: The rules contained in Roberts Rules of Order, Newly Revised, shall govern the conduct of meetings of the membership except when inconsistent with these Bylaws and any special rules of order the association may adopt.

Article V: Officers and Board of Directors

Section 1. Composition: The Board of Directors shall be composed of the President Vice President, Secretary, Treasurer and seven (7) General Members of the Association.

Section 2. Duties: The officers shall perform duties as prescribed by these Bylaws and all such other duties applicable to the office as prescribed by the parliamentary authority adopted by this Association. The officers shall hold a term of three years or until their successors are elected.

a. President: The President shall preside at General, Special, Annual and Board meetings of the Association. At the Annual meeting, the President shall present a written report concerning the activities of the Association of the past year. The President shall sign, together with the Secretary or Treasurer, all legal papers of the Association as authorized by the Board, and all such other duties applicable to the office.

b. Vice President: The Vice-President, in the absence of the President, shall have all the powers to perform all the duties of the President.

c. Secretary:
The Secretary shall:
1) keep the minutes of all the:
a) executive board meetings,
b) Board meetings, and
c) business meetings of the Association;

2) file all committee reports, prepare agenda in cooperation with the President prior to each meeting;

3) notify the Directors and Members of meetings;

4) handle all correspondence of the Association; and

5} in the absence of the President and Vice-President:
a) conduct the meetings, and
b) shall have all the powers to perform all the duties of President.

e. Treasurer: The Treasurer shall:
1. receive, disburse and have care and custody of all funds of the Association, and perform other duties authorized by the Board;

2. keep the roster of members in good standing;

3. give a written report of income and expenses at all meetings;

4. shall keep accurate book of accounts of all receipts and expenditures of the Association;

5. shall present a written report at the annual meeting; and

6. within 30 days after the close of the calendar year, shall present all accounts to the audit committees.

Section 3. Election: A Nominating Committee appointed by the President is to submit a slate of candidates of Officers and Directors to the Board of Directors for confirmation not later than the first week of November. Add itional nominations from the floor shall be permitted. All Officers and Directors shall be elected by ballot by the General Members at the annual membership meeting.

Section 4. Terms of Office: Each member of the Board shall serve for a term of
three (3) calendar years, which are staggered or until the successor is elected.
Their term of office shall begin at the close of the annual meeting.
(See proviso for details.)

Section 5.-Quorum: At least six (6) members of the Board as shown on the official record of the Secretary shall constitute a quorum of the Board.

Section 6. Vacancies: If any vacancies occur among the members of the Board a General Member may be appointed by the President to fill such a vacancy. The person appointed shall serve on a temporary basis until approved by the general membership at its next meeting and serve the remaining term of the vacated position.

Section 7. Resignation: Any Director may resign at any time by giving a written notice to the Chairman or Secretary of the Board. Such resignation shall take effect at the time specified therein.

Article VI: Board of Director Meetings

The Board shall meet at the call of the President or any five (5) Directors. Notice of
any Board meeting shall be given by the Secretary of the Association to each Director
personally or by mail addressed to the Director's recorded residence at least five (5) days
before the meeting, except in case of an emergency.

Article VII: Executive Committee

The Executive Committee shall be composed of the President, Vice President,
Secretary, and Treasurer.

a. The Executive Committee is commissioned by and responsible to the Board to function on behalf of the Board in interim periods between regularly scheduled Board meetings and on matters of emergency. All actions taken by the Executive Committee on behalf of the Board are to be ratified by the Board at its first subsequent-meeting.

b. Quorum. Three (3) members of the Executive Committee shall constitute a quorum.

Article VIII: Committees

Section 1. Standing: There shall be established standing committees of not less than three (3) members in good standing. The President shall be an ex-officio member of all committees except the Nominating Committee. The President shall appoint the committee chairperson. Standing

Committees shall be as follows:
a. Aloha
b. Program
c. Finance
d. Building & Property
e. Public Relations
f. Membership
g. Audit

Section 2. Ad Hoc: From time to time and adhoc committee will be establish for a specific purpose or project. This committee shall cease to exist when the specific purpose of the project has been completed.

Article IX: Function of Committees

Section 1. Functions of Standing Committees:
a. Aloha:
The Aloha Committee is charged with the responsibility of maintaining the Hawaiian cultural identity of the community.

b. Program:
The Program Committee shall monitor and coordinate the Associaton's programs in achieving its objectives.

c. Finance:
The Finance Committee is responsible for maintaining the financial integrity of the Association.

d. Building & Property:
The Building and Property Committee oversees the construction, major maintenance, and expansion of the Association's properties. It also oversees the management of the Association's equipment and vehicles

e. Public Relations:
The public relations committee shal monitor and coordinate Public Relations for the Association. The committee will be responsible for the official publicity related to the PHHCA including:
1. Press Releases;
2. Announcements;
3. Newsletters; and
4. Other notices.

f. Membership:
The Membership Committee shall:
1. determine whether an applicant meets membership eligibility; and
2. organize memebership drives.

g. Audit:
The Audit Committee shall be responsible for fiscal review of the Association financial record. The audit will take place no later than thirty (30) days after the calendar year.

Article X: Calendar Year

The Calendar Year for the Association shall begin to the first (1st) day of January and continue to the thirty-first (31st) day of December of the same year.

Article XI: Amendments

These Bylaws may be amended by two-thirds (2/3) vote of the general membership present at any general membership meeting provided that the amendment has been submitted in writing at the previous general meeting. Amended Bylaws shall become effective upon the approval of the general memebership

The "Provisos Relating to Transition."

1 These amendments will take effect upon approval (by majority vote of the members present, however;
2 The officers and directors currently in office will serve out their terms which are due to expire on December 31,2001;
3 At the last General Meeting of 2001 meeting, the association mernbers will elect the officers and board of directors in the following manner:
4. The candidates for officers who will be elected for a three year term are the:
a. President,
b. Vice-President,
c. Secretary, and
d. Treasurer.
5. The seven (7) candidates running for the Board of Directors will be elected in the following manner: (For this time ~the staggered term may be the most efficient and practical.)
a. The two (2) candidates having the highest votes will serve the full three (3) year term from January 1,2002 to December 31, 2005;
b. The candidates having the third and fourth place votes will serve for a two
(2) year term from January 1, 2002 to December 31, 2004; and
c. The candidates having the fifth, sixth, and seventh place votes will serve for a one (1) year term from January 1,2002 to December 31,2003.

Note: Currently, all officers and board members are elected for three year terms. Conceivably, in a future election, if the current practice is continued, the officers and the board could change yearly and could be made up of entirely new members without any history of previous happenings! This could lead to unusual or unwanted results:
a. The staggered expiration of board members would help preserve the history you need to carry on association business, and would give Board members the opportunity to gain experiences if they choose to rur) as an officer at a later date;
b. The officers need to have a longer time in office to carry on any long term

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programs and projects they propose; and
c. It would be difficult to complete any program or project in one year.