ARTICLE I – NAME
The name of the Association shall be the OAKWOOD ESTATES HOMEOWNERS ASSOCIATION, INC. and it shall be a non-profit, incorporated organization.
ARTICLE II – OBJECTIVE
The object of this Association and the general nature of its business shall be to improve the quality of life in Oakwood Estates. Such programs and projects are to be financed and implemented by the Oakwood Estates Homeowners Association, Inc.
ARTICLE III – TERRITORY
The territory of the Association shall be the Oakwood Estates Subdivision, Sections I, II, III, IV, V and VI as defined in Article XI.
ARTICLE IV – MEMBERSHIP
Membership in the Association shall be open to any homeowner, within the Oakwood Estates Subdivision, upon payment of annual dues. Each paid household shall be entitled to one (1) vote upon matters being presented to the membership.
ARTICLE V – OFFICERS/BOARD OF DIRECTORS
Section 1. The Association shall be governed by a Board of Directors consisting of the following officers and area representatives:
Representative of Area 1
Representative of Area 2
Representative of Area 3
Representative of Area 4
Representative of Area 5
Representative of Area 6
Section 2. The President, or the Vice President in case of emergency, shall preside at all meetings of the Association and the Board of Directors.
ARTICLE VI – DUTIES OF OFFICERS
Section 1. President: The President shall preside at all meetings of the membership. The President shall recommend special committees as may be necessary and authorized by the body. The President shall perform any other duties generally associated with this office.
Vice-President: The Vice-President shall assist the President and in addition, shall be the Membership Chairperson. In the event of the absence of incapability of the President, the Vice-President shall assume and conduct the duties of the President.
Treasurer: The Treasurer shall be custodian of the Association funds. The Treasurer shall disburse same as directed by the Board of Directors and present a summary of Association transactions at all meetings, including an Annual Treasurer’s report.
Secretary: The Secretary shall record minutes of all Association meetings and shall be in charge of the records of the Association, as directed by the President. The Secretary shall also record the minutes of the Board of Directors meetings.
ARTICLE VII – ORGANIZATION AND ELECTIONS
Section 1. The management and control of the Oakwood Estates Homeowners Association, Inc. shall be vested in the Board of Directors. The Board of Directors shall consist of the President, Vice-President, Treasurer, Secretary, and one (1) representative from each area, as defined in Article V, Section 1. The Past President may also be a member of the Board of Directors, as long as the Past President is willing and still a resident of Oakwood Estates.
Section 2. The President shall take nominations from association members prior to the end of the 3rd quarter and the list of nominees shall be given to the President no later than 30 days prior to the final calendar year meeting. The nominees must agree to serve in such office and to have their phone numbers and contact information made available to the public, prior to presenting their names.
Section 3. Officers and Area Representatives shall be elected by a majority secret ballot of those present or by absentee ballot at the final HOA meeting of the calendar year after the members present have been given an opportunity to present additional nominees from the floor. If an HOA member is unable to attend the final calendar year meeting, an absentee ballot will be accepted if arranged prior to the officer and board elections.
Section 4. Elections will occur at a minimum of every two years. Officers may be elected for additional terms subject to normal election procedures.
Section 5. The Board of Directors shall have the power to execute agreements binding upon the Association, implement programs or special projects beneficial to the community, expend such funds as are deemed necessary and appropriate, and to do such other things as may be necessary to carry on the business of the Association. The funds expended shall not exceed $1000 without prior approval by a majority vote of those present plus any absentee ballots.
A detailed budget shall be presented at the first Association meeting of the calendar year outlining all planned expenditures. Each expenditure must be explained. Once the budget has been approved by two-thirds (2/3) of the membership present, the Board of Directors need no further approval on such expenditures. This shall make null and void the $1000 approval requirement except for expenditures not covered by the budget.
Section 6. If a representative or officer resigns or leaves the community before their term of office is complete, a replacement shall be appointed at the next Board of Directors meeting to fill the unexpired term.
ARTICLE VIII – MEETINGS
Section 1. Board of Directors shall meet a minimum of once per quarter. The membership shall be notified of the time and place of each Board Meeting. Any member is welcome to attend a Board Meeting and address the Board, but cannot vote on any motions. The Board at its option can go into a closed session, thus eliminating any outside attendance.
Section 2. A Special meeting of the general membership can be called by the President or by a request submitted to the President signed by twenty percent (20%) of the membership. Written notice must be given at least seven (7) days prior to the meeting date. Such notice shall list the date, time and place in addition to the purpose of this meeting.
ARTICLE IX – DUES AND SPECIAL ASSESSMENTS
Section 1. The Homeowner(s) of each household of the Association purchased prior to April 1, 2017 shall pay non-refundable dues to the Treasurer annually in the amount of $40. The Homeowner(s) of each household of the Association purchased on April 1, 2017 or thereafter shall pay non-refundable dues to the Treasurer annually in the amount of $150. Dues must be paid prior to May 1 of each year. Dues may be changed upon approval by a majority vote of two-thirds of the membership.
Section 2. From time to time, as necessity may dictate, special assessments may be required of the membership upon fifteen (15) days written notice, and upon written approval of two-thirds (2/3) of the membership in person or through absentee ballot.
ARTICLE X – AMENDMENTS
Section 1. These by-laws may be amended by the membership at any Association Meeting, Special meeting, or via a write-in ballot in lieu of a meeting provided such amendment shall be approved by two-thirds (2/3) vote of the total membership casting votes in person or through absentee ballot.
ARTICLE XI – MISCELLANEOUS
Section 1. The fiscal year of the Association shall run from January 1 through December 31 of the same year.
Section 2. Robert’s Rules of Order shall govern all meetings of the Association.
Section 3. Oakwood Estates defined by Area:
Area I- Lots 1 - 51
Area II- Lots 52 - 104
Area III- Lots 105 - 138
Area IV- Lots 202 - 245
Area V- Lots 139 - 151
Area VI- Lots 152 – 199
ARTICLE XII – DISSOLUTION
Section 1. The Oakwood Estates Homeowners Association, Inc. may be dissolved by two-thirds (2/3) vote of the membership. All liquid assets are to be donated to a Charitable Organization.
Section 2. Said Charitable Organization to be selected and approved by a two-thirds (2/3) vote of the members present at a Special meeting.
This document includes revisions as approved via in-person and absentee ballot at November 19, 2015 HOA meeting. This document also includes revisions as approved via absentee ballot collected between March 15-19, 2017.