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BOOK
7496 PAGE 888
BY-LAWS
PATIO HOMES AT GLENMARY IlI
RESIDENTS ASSOCIATION, INC.,
A CORPORATION NOT-FOR-PROFIT
AS AMENDED ON OCTOBER 11,1999
I. IDENTITY
These are the Bylaws of the PATIO HOMES AT
GLENMARY IlI RESIDENTS ASSOCIATION, INC., hereinafter sometimes
referred to as the "Corporation" or the
"Association" which term may be used interchangeably, a
corporation not for profit under the laws of the State of Kentucky.
The Association has been organized for the purpose of administering
the Patio Homes Community with commonly owned property and common
maintenance, repair and upkeep of such property as provided in the
Declaration and as described in the Articles of Incorporation.
All terms as used herein shall have the same
definitions as in the Articles of Incorporation.
A. OFFICE
The office of the Corporation shall be
the mailing address of Post Office Box 91511, Louisville, Kentucky
40291.
B. FISCAL YEAR
The fiscal year of the Corporation shall
be the calendar year.
C. SEAL
The seal of the Corporation shall bear
the name of the Corporation, the word "Kentucky", the
words "Corporation Not-For-Profit" and the year of the
incorporation.
II. MEMBER'S MEETINGS
A. ANNUAL MEETING
The annual members' meeting shall be held
in October of each year beginning in 1999, with the date, time and
location of the meeting to be determined by the President of the
Board of Directors or by a majority of owners. At the annual
meeting, the Lot-owners shall elect members of the Board for the
upcoming calendar year and transact any other business authorized
to be transacted. Board members will serve for one calendar year
and may be reelected.
B. SPECIAL MEMBER'S MEETING
The President of the Board or a majority
of Board members may call special members’ meetings. A special
meeting must be called by those officers upon receipt of a written
request from a majority of the Lot-owner-members of the
Association. The business conducted at a special meeting shall be
limited to that stated in the notice of the meeting. A special
meeting will be held on the date, time and place as specified by
the Board of Directors but not later than 30 days upon request by
a majority of Lot owners.
C. NOTICE OF MEETINGS
Written notice of the annual meeting of
Lot-owners-members, special meetings of Lot-owners-members and
regular Board meetings shall be posted at conspicuous locations
within the community. Notices of annual meeting or special
Lot-owner-members meeting shall be mailed to each Lot-owner-member
entitled to attend the meeting except for Lot-owners-members who
waive the notice in writing (notice of a meeting may be waived
before or after a meeting). The notice will be mailed to the
address that appears on the roster Lot-owner-members. Notice of
the annual Lot-owners-members meeting, or special Lot-owners-meeetings,
shall be mailed and posted at a conspicuous place in the community
no later than seven days (7) days prior to the meeting.
Lot-owners-members of the Association may take action by written
agreement, signed by a majority of the Lot-owners-members of the
Association without meeting.
D. QUORUM
A majority of Lot-owner-members shall
constitute a quorum. A quorum means thirty-three
Lot-owner-members. Decisions shall be made by owners of a majority
of the Lots represented at a meeting at which a quorum is
represented either by attendance or by proxy vote. The acts
approved by a majority of votes cast at a meeting, at which a
quorum is represented by attendance or by proxy vote, shall
constitute the acts of the Lot-owner-members, except when approval
by a greater number of Lot-owner-members is required by the
Declaration, the Articles of Incorporation, of these Bylaws.
F, VOTING
At any meeting of Lot-owner-members, the
owners of Lots shall be entitled to cast one vote for each Lot
owned provided that no maintenance fee payment and or special
assessment payment is more than 30 days in arrears. The number of
ineligible voters will not affect the definition of a majority as
stated in Section D. Voting rights shall be as provided in the
Declaration.
F PROXIES
Lot-owner-members may vote by written
proxy. A proxy expires 90 days from the date thereof and may be
used only for the purpose for which it is given. To be effective
for a meeting, a proxy must be filed with an Officer of the Board
of Directors before the meeting is adjourned. All proxies are to
be entered into the record of the minutes of the meeting.
G. POLLING OF OWNERS VOTING BY MAIL
From time to time, the Board may poll the
Lot-owner-members by mail for their Vote and decision regarding a
matter. If a majority of the Lot-owner-members return their vote
by mail, then the decision of the majority of the
Lot-owner-members polled will stand subject to the Declaration,
Articles of Incorporation, or these Bylaws.
H. ADJOURNED MEETINGS
Any meeting of Lot-owner-members that
cannot be organized because of a lack of a quorum may be
adjourned. If an adjourned meeting is rescheduled, any business
that might have been transacted at the original meeting may be
transacted without further notice to the Lot-owner-members.
I. VOTER'S LIST
The Secretary shall furnish and certify a
list of the Lot-owner-members entitled to vote at each meeting and the
list shall indicate the number of votes of each member. Only those
persons whose names appear on such certified list shall be entitled to
vote.
J. ORDER OF BUSINESS
The order of business at
Lot-owner-members’ meetings shall be:
1. Call to order by the President;
2. Calling of the roll and certifying
of proxies;
3. Proof of notice of meeting or
waiver of notice;
4. Reading and disposal of minutes;
5. Reports of Officers;
6. Reports of Committees;
7. Election of inspectors of
elections;
8. Determination of number of Board
members;
9. Election of Board members;
10. Old business;
11. New business;
12. Adjournment.
K. PROVISO
No proceedings of any meeting of
Lot-owner-members of the Association shall have any effect, unless
approved by the Board; until such time as the Lot-owner-members
shall be entitled to vote as provided in the Articles of
Incorporation.
L. MINUTES
The minutes of all meetings of
Lot-owner-members and the Board of Directors may be kept in a
typed, written or electronically form and shall be available for
inspection by Lot-owner-members, or their authorized
representatives, and Board members at any reasonable time;
however, a permanent hard copy signed by the President and the
Secretary shall be maintained as the official copy. The
Association shall retain these minutes for a period of not less
than seven (7) years.
III. BOARD OF DIRECTORS
A. MEMBERSHIP
A Board of Directors composed of seven
(7) Lot-owner-members shall manage the affairs of the Corporation.
B. ELECTION OF BOARD MEMBERS
Election of Board members shall be held
at the annual Lot-owner-members meeting after the Board of
Directors presents a slate of candidates to the Lot-owner-members.
Any Lot-owner-member desiring to be a candidate for Board
membership may be nominated from the floor.
C. VACANCIES
If a Board member vacates his or her
position(s), the remaining Board members may appoint another Lot
owner to serve for the remainder of the term.
D. REMOVAL
Any member of the Board may be galled
recalled and removed from office with or without cause by the
affirmative vote or agreement in writing of a majority of all Lot
owners entitled to vote. A special meeting of the Lot owners to
recall a member or members of the Board may be called by at least
ten (10%) of the Lot owners. Lot owners who call a special meeting
to recall board members must give notice of the meeting as
required for a meeting of Lot owners. Notice of a special meeting
to recall a board member or members shall state the purpose of the
meeting.
E. TERM
The term of a Board member shall be for
one calendar year and subsequently until his successor is duly
elected and qualified or until he or she is removed. A Board
member may be re-elected to serve on the Board.
F. ORGANIZATION MEETING
The organization meeting of a
newly-elected Board shall be held within thirty (30) days of its
election as such time and place as shall be fixed by the Board at
the meeting at which k was elected. No further notice of the
organization meeting shall be required.
G. REGULAR BOARD MEETINGS
All Board meetings shall be open to all
Lot owners. Regular meetings of the Board may be held at such time
and place as shall be determined by a majority (four members) of
Board members. Lot owners in attendance at a Board meeting may be
heard, but voting on matters brought before the Board is reserved
to the Board members.
H. SPECIAL BOARD MEETINGS
The President may call special meetings
of the Board at any time. At the written request of two members of
the Board, the Secretary or Treasurer must call such special
meeting. Notice of special meetings shall state the time, place
and purpose of the meeting.
I. NOTICE OF BOARD MEETINGS
Notice of every Board meeting shall be
given to each member of the Board personally or by ordinary mail,
postage prepaid, telephone or telegraph, E-mail, or fax and
shall be transmitted at least three (3) days prior to the meeting.
A notice of each meeting shall be posted conspicuously in the
Community at least Forty-eight (48) hours in advance, except in
cases of an emergency, for the attention of Lot-owners-members of
the Association.
J. WAIVER OF NOTICE
Any Board member may waive notice of any
Board meeting before or after the meeting. Such waiver shall be
deemed equivalent to the giving of notice. Such waiver shall be
made in writing.
K. ACTION WITHOUT MEETING
A majority of the Board may take action
by written agreement without meeting.
L. QUORUM
A quorum at the Board meeting shall
consist of a majority (four (4) members) of the members of the
Board. Acts of a majority of those present at a meeting at which a
quorum is present shall constitute acts of the entire Board except
when approval by a greater number of Board members is required by
the Declaration, the Articles of Incorporation, or these Bylaws,
M. ADJOURNED MEETINGS
Any meeting of the Board when there is
less than a quorum present may be adjourned from time to time
until a quorum is present. At any such adjourned meeting, any
business that might have been transacted at the meeting originally
called may be transacted without further notice.
N. ORDER OF BUSINESS
The order of business at a Board meeting
shall be:
1. Calling of the roll;
2. Proof of due notice of meeting;
3. Reading and disposal of minutes;
4. Reports of Officers and
Committees;
5. Election of Officers as required;
6. Old business;
7. New business;
8. Adjournment.
O. BOARD COMPENSATION
No Board member shall receive
compensation for service in such capacity.
P. POWERS AND DUTIES OF THE BOARD
The Board shall have all of the powers
and duties of the Association existing under the laws of the State
of Kentucky, the Declaration, the Articles of Incorporation and
these Bylaws. All such powers shall be exercised exclusively by
the Board, its agents, contractors or employees, subject only to
approval by Lot owners when that is specially required
Q. OFFICERS OF THE BOARD
The Officers of the Board shall be a
President, a Vice-President, a Secretary and a Treasurer, each of
whom shall be elected annually by a majority of the Board present
at a meeting at which a quorum is present. The Board may appoint
other Officers and grant them the duties it deems appropriate.
Officers serve at the pleasure of the Board. A person may hold
more than one office except that the President may not also be the
Secretary or Treasurer. No person shall sign an instrument nor
perform an act in the capacity of more than one office. The
Officers shall perform the duties of such officers customarily
performed by officers of corporations. No officer shall receive
compensation for services in such capacity.
1. PRESIDENT
The president shall be the chief
executive Officer of the Association. The President shall have
all the power and duties that are usually vested in the office
of the President by law, including, but not limited to, the
power to appoint committees from among the Lot-owner-members
from time to time to assist in the conduct of the affairs of
the Association as he in his discretion may determine
appropriate.
2. VICE-PRESIDENT
The Vice-President shall exercise the
powers and perform the duties of the President in the absence
or disability of the President. He shall also assist the
President and exercise such other powers and perform such
other duties as shall be prescribed by the Board or permitted
by law.
3. THE SECRETARY
The secretary shall keep the minutes
of all proceedings of the Board and the Association. He shall
attend to the serving of all notices to the Lot owners and
Board and other notices required by law, the Declaration, the
Articles of Incorporation or these Bylaws. The secretary shall
have custody of the seal of the Corporation and shall affix it
to instruments requiring a seal when duly signed. The
secretary shall keep the records of the Corporation and
perform all other duties incident to the office of the
Secretary of a Corporation as may be required by the Board.
4. THE TREASURER
The treasurer shall have custody of
all property of the Association, including funds, securities
and evidences of indebtedness. The Treasurer shall keep
records of account of the Corporation, either in writing or
electronically, in accordance with good accounting practices,
which, together with substantiating papers, shall be made
available to the Board or Association for examination at
reasonable times. The Treasurer shall be responsible for
collecting maintenance fees and any other monies due the
Association and depositing those fees in a bank account owned
by the Association. The Treasurer will also be responsible for
paying bills of the Association.
5. SECRETARY-TREASURER
The position of Secretary and
Treasurer may be combined and held by one person.
IV. MANAGEMENT
The provisions for management of the
Association set forth in the Declaration and Articles of Incorporation
shall be supplemented by the following provisions:
A. ACCOUNTS
1. Receipts and Expenditures - The
Corporation shall maintain accounts of receipts and expenditures
of the Association in accordance with generally accepted
accounting principles. Every Lot-owner-member shall have the right
to inspect and copy said accounts during accessible hours at the
location where the accounts and receipts are maintained upon
reasonable notice.
2. Lot Owner Accounts - The Association
shall maintain an account for each Lot designating the name and
current mailing address of the Lot-owner-member, the amount of
each assessment, the dates and amounts in which the assessments
come due, the amount paid upon the account and the balance due.
B. BUDGET
The Board shall propose a budget for each
calendar year that shall include the estimated funds required to
defray the common expense and to provide and maintain funds for
current operating expenses, to provide for the common maintenance,
deferred maintenance, replacement of existing assets and property
as provided for in the Declaration and the Articles of
Incorporation.
C. ADOPTION
The Board will adopt a budget on an
annual basis at a meeting called for that purpose. In the
alternative, the Board may propose a budget to the Lot owners at a
meeting of Lot-owner-members or in writing, and if the budget or
proposed budget is approved by the Lot-owner-members at the
meeting by a majority of all Lot-owner-members in writing, the
budget shall be adopted.
D. ASSESSMENTS
Each Lot-owner-member shall pay
maintenance fees and / or assessments monthly. Said payments shall
be due and payable automatically without further notice.
E. PAST DUE ASSESSMENTS
If maintenance fees and /or assessments
are not paid when due then such past due fees shall bear interest
at the rate of twelve (12%) percent per annum. An unpaid
maintenance fee and /or assessment shall become a continuing lien
on the property subordinate to the lien of any mortgage. Such
unpaid maintenance fees and /or assessments shall be and shall
remain the personal obligation of the Lot owner and shall be
enforceable against the Lot owner as provided in the Declaration.
F. REPORTS
A report of the accounts of the
Association shall be made annually and a copy of the report shall
be furnished to each Lot-owner-member no later than April 1, of
the year following the year for which the report is made.
V. AMENDMENTS
A. PROPOSITON
Any member of the Association at any
meeting of the Board or of the entire membership of the
Association may propose an amendment. Board members of the
Association not present at the meeting considering the amendment
may express their approval or disapproval in writing, provided
that such approval or disapproval is delivered to the Secretary at
or prior to the meeting.
B. ADOPTION
The Bylaws may be amended by affirmative
vote or by written consent of not less than two-thirds (2/3),
(forty-three (43) Lot owners), of the votes of the entire
Lot-ownership-membership of the Association. No Bylaws shall be
revised or amended by reference to its title or number only.
C. NOTICE
Notice of the subject matter of a
proposed amendment shall be included in the notice of any meeting
at which proposed amendment is considered
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