Tuesday, August 19, 2008

Membership/Social Committee Meeting 8-17-08

Old Dundalk Neighborhood Association

Membership/Social Committee Meeting

Sunday, August 17, 2008

The Membership/Social Committee met at Katie Huebschman’s home, 1 Playfield St. at 1:00pm. Those attending the meeting were: Marianne Thomas, President of ODNA; Rita Evans, Chair: Membership/Social Committee; Jane Duffy, Committee Member; and Katie Huebschman, Secretary of ODNA.

1. Mission Statement: The following was developed as the mission statement for the committee: The membership/social committee will promote neighborliness and address the needs of the Old Dundalk Neighborhood Association .

2. Katie Huebschman will get pricing for ODNA t-shirts from two local merchants. The committee decided to keep the logo design of the Heritage Park gazebo.

3. DRC Fall Festival: ODNA will have a table at the DRC’s October 18th Fall Festival. The table will:

a. Provide voter registration

b. Recruit new members; new members will be eligible to win a chrysanthemum.

c. Provide doggie snacks (there will be a doggie parade and costume contest)

d. Coloring activity for children (and adults who act like children). The coloring activity may be just the ODNA Logo (gazebo), like our t-shirt logo

4. Staffing of Fall Festival Table: If you are interested in volunteering to staff the table at the fall festival for an hour, please email katiehuebschman@comcast.net. There will be two volunteers at the table at all times. We are not sure of the times of the festival, but will find out, and accommodate your schedules.

5. Children Give-a-Ways: Rita Evans will provide a cost estimate for glow sticks/necklaces to be given out at the Fall Festival.

6. Welcome Wagon: Marianne Thomas will begin to establish a Welcome Package/Basket for new owners and renters. The Welcome Wagon package/basket would include (we hope)

a. Coupons/gift cards from local grocery stores (Mars, Box and Save, etc)

b. Coupon/gift card from Rite Aid

c. Local church flyers

d. Coupon/gift cards from Village Coffee House

e. ODNA Membership information

f. Other goodies

7. Katie will contact the real estate agents whom are members to ask to inform us when a property is settled so that we may welcome our new community members. Jane Duffy said she would be the contact for the information and would deliver the package/basket.

8. Dundalk National Historic District: Rita Evans will be promoting the Dundalk National Historic District Home Plates at the September 27th General Membership Meeting. Jane Duffy will contact the Eastern Baltimore County Chamber of Commerce for information and inquire if we can receive a discount if we have a significant number of people whom would like to purchase a home plate. Currently these plates sell for $130.00.

9. Game Nights: A thought for the future – the committee could organize game nights, have an organized way to check in on elderly neighbors, etc.

10. Christmas Party: If you have an idea for a Christmas celebration for ODNA members, please email your ideas to either rita_evans@juno.com or katiehuebschman@comcast.net. The committee also discussed a home/yard decorating neighborly challenge (not contest).

11. The Annual Meeting is scheduled for Saturday, June 13th, 2009. The Committee is looking for a membership/social committee member to spearhead this effort. We discussed having a picnic/cookout in Heritage Park. If you have ideas or would welcome the spearheading challenge, please contact either Rita or Katie.

12. Membership Drive: This needs to be discussed in the future.

13. If you were unable to attend today’s meeting, but have ideas, concerns, or would like to assist or spearhead some of the committee efforts, please contact Rita or Katie. Katie apologizes for not giving more adequate notice for the committee meeting.

There being no further business, Rita adjourned the meeting at 2:09 pm.

Thursday, August 14, 2008

Minutes from March 1 General Meeting

Old Dundalk Neighborhood Association
P.O. Box 4063
Dundalk, MD 21222

March 1st, 2008
Meeting Minutes

The meeting was called to order by Jordan Hadfield,a resident of the Old Dundalk community. Jordan greeted and thanked everyone and turned the floor over to Lauren Magnessen, another resident of Old Dundalk.
Lauren noted that through the collaborative efforts of Jordan Hadfield, Peggy Shaffer, Katie Huebschman, and her, the committee had referenced and combined several community organizations bylaws to fit the needs of the Old Dundalk Neighborhood Association. After answering several questions regarding the bylaws from the 47 community people attending the meeting, a motion was made to accept the bylaws with the changes made during the course of the presentation. The bylaws were accepted with revisions. Katie Huebschman will make the revisions.
Captain Kate Hall-Meeks from the Dundalk Police Precinct and two of her officers were on hand to describe their efforts in trying to curb the crime in the community. Captain Meeks and her officers encouraged the citizens to continue contact with them when issues of crime arise in our neighborhood.
Jordan opened the floor to nominations for the following elected officers to the Board: President, Vice President, Secretary, Treasurer, and Historian.
Marianne Thomas, 4 Eastship Rd. was elected President
Glenn Shaffer, 76 Shipway was elected Vice President
Katie Huebschman, 1 Playfield St. was elected Secretary
Deb Martin, 60 Shipway was elected Treasurer
Karin Frye, 46 Shipway was elected Historian

There being no further business for the day, the meeting was adjourned.

Minutes from April 12 General Meeting

Old Dundalk Neighborhood Association
General Membership Meeting
Saturday, April 12, 2008
Masonic Lodge Building
Trading Place and Shipway

A General Membership Meeting of the Old Dundalk Neighborhood Association was held Saturday, April 12th, at the Masonic Lodge Building located at Trading Place and Shipway. The Executive Board Members in attendance were:

Marianne Thomas President
Glenn Shaffer Vice President
Katie Huebschman Secretary
Deborah Martin Treasurer
Karin Frye Historian

Approximately 50 community members were also in attendance.

Marianne Thomas began the meeting at 10:07am. The agenda was presented and introduction of the officers followed. Marianne thanked the Bylaws Committee for the initial development of the ByLaws passed on March 1st, 2008. Marianne also thanked Rita Evans, Jane Duffy, and Sabrina Strohmeir for the coordination of the flyers and announcements for the March 1st Meeting. Jane Duffy was also thanked for making and posting the signs for the April 12th meeting.

Marianne announced that future General Membership Meetings will be advertised in The Eagle, via email, and postings at local businesses. Furthermore, Marianne stated that the strength of our neighborhood association lies within the committees of the Board and encouraged everyone to sign up for a committee.

Secretary’s Report: The minutes were read from the March 1st meeting. Katie followed up with a ByLaws report and proposed changes:
1. Changing the footprint of the Association to include an unrepresented area of neither the DunLogan Community Association or ODNA. The area from Dunglow to Mornington to Dunleer was proposed and passed unanimously with those in attendance.
2. Dundalk Elementary School and Dundalk Middle School are located within the footprint of the Association; however Dundalk High is not. It was proposed to have them as an Associate Member of ODNA. Passed unanimously.
3. Proposed posting the Minutes of the Executive Committee on the Website. Unanimously passed.
4. Proposed that amendments to the ByLaws may be changed during a General Membership Meeting. Unanimously passed.
Katie presented a quick overview of how to achieve ODNA’s nonprofit status and the costs to be incurred. A P.O. Box has been secured at the Dundalk Post Office. P.O. Box 4062 is ODNA’s official mailing address.

Treasurer’s Report: Deborah Martin reported that an ODNA bank account was opened at Provident with a $100.00 deposit. There are no monthly costs associated with this bank account. Additionally, two officers have to sign checks issued on the account. The Treasurer and President or Vice-President have authority to issue checks. Deborah will provide a detailed treasurer’s report as needed.

Historian’s Report: Karin Frye reported that her duties thus far have been more technical support and less historian. Karin has set up a website for ODNA: olddundalk.com. People can leave comments on the website. An email address has also been set up: olddundalk@gmail.com. Karin also reported she is working on a logo for the Association, but it is not finalized.

Some of the Committees also provided updates:

Social/Membership Committee: Membership fees were discussed by Rita Evans and Marianne. Annual fees are $10.00 or $100.00 for a lifetime membership. If you are a member in good standing with ODNA, you are a voting member. The committee will troubleshoot and boost membership and the social committee will work on social/community events.

Safe/Green/Clean: Glenn Shaffer reported that the committee took a walking tour of ODNA footprint to observe necessary infrastructure repairs; improvements needed to streets and sidewalks; and development of an urban forestry plan. He thanked Rick Ferguson for spearheading the committee and its proposed goals. However, in the future, there is a possibility that the committee may be broken into 2 or 3 separate committees.

Legislative: Jordan Hadfield reported that the committee had sent letters to all elected officials representing Dundalk. The letters introduced our Association and stressed our desire to work with the County, not protesting; that we are seeking opportunities to work with future development, i.e. Yorkway and the Distillery Project. Additionally, Jordan and Marianne met with Councilman Johnny O. Sr. The Councilman expressed his interest in attending one of our meetings.

Following the committee reports, Marianne opened the floor to those attending. She asked that we make this a cheers and gripes session: if there is a gripe, it must be followed by a cheer for our community. Those voicing gripes primarily concentrated on crime and vandalism to homes and vehicles, solicitation via door to door flyers, rats, trash, untagged vehicles in yards, and the Old Hotel located on Friendship Circle. Cheers for the community included beautification of the shopping center and community yards, revitalization of homes by the DRC and individuals, and our wonderful neighbors and neighborhood.

Before closing the meeting at 11:25am, Marianne asked people to sign up for committee work and join the Association as a dues paying member.

Monday, August 11, 2008

Bylaws

Bylaws
Of
Old Dundalk Neighborhood Association

Chapter One
Name, Purpose, and Description

1.1 Name. The formal name of this organization is the “Old Dundalk Neighborhood Association.”

1.2 Purpose. The purposes of Old Dundalk Neighborhood Association (ODNA) shall be to build neighborliness and address needs in the community.

1.3 Description. Old Dundalk Neighborhood Association shall be an independent, nonprofit organization. All activities should be consistent with the spirit and legal requirements of such organizations. Any activities that could jeopardize its nonprofit status shall be avoided.

1.4 Definition. Old Dundalk Neighborhood Association shall encompass the area generally known as “Old Dundalk.” The boundaries will be Dunmanway to Dunglow Road to Mornington Road to Dunleer Road to South Center Place to Dundalk Avenue to Willow Spring Road to the railroad tracks to Tyler Road to Sollers Point Road to Dunmanway.

Chapter Two
Membership

2.1 Members. All property owners and renters who are 18 years of age or older are eligible to be members of this Association. All members of the Corporation may vote for and are eligible to be officers.

2.2 Annual Meeting. The membership shall elect an Executive Board at the annual membership meeting to be held in the community at a time designated by the President of the Association. The membership and Executive Board shall be notified not less than 15 days before the date of the annual meeting. Notice shall be given by posting the scheduled date, time, and place of the meeting in at least three prominent public locations in the community. The annual meeting shall be open to the public.

2.3 Executive Board Meetings. The Executive Board shall meet regularly on a date agreed upon by those members. Minutes of the Executive Committee shall be posted in a timely manner on the organization’s website.

2.4 General Membership Meetings. General Membership Meetings, including the Annual Meeting, shall be held quarterly or as determined by the Executive Board. Notice shall be given by posting the scheduled date, time, and place of the meeting in at least three prominent public locations in the community. The General Membership Meetings shall be open to the public.

2.5 Special Meetings. Special meetings of the membership may be called by or at the request of the Chair or any threeDirectors or by a petition of ten percent of the registered members. The membership and Executive Board shall be notified not less than 15 days before the date of the special meeting. These meetings shall be public. Notice shall be given by posting the scheduled date, time, and place of the meeting in at least three prominent locations in the community. The members may not address any matter which is not stated in the public notice as the purpose of the meeting.

2.6 Quorum. Fifty-one percent (51%) or more members of the Executive Board constitute a quorum for the transaction of business at any meetings of the Executive Board. Majority affirmative votes are required for any action taken by the Board.

2.7 Voting and Voting by Proxy. All members are entitled to vote and shall have the right to do so in person.


Chapter Three
Executive Board

3.1 Eligibility. Each Executive Board Member shall be at least 18 years of age and a voting member of Old Dundalk Neighborhood Association.

3.2 Executive Board. The Executive Board shall consist of the elected officers and the chairmen of the standing committees. The chairmen of the standing committees shall be appointed by the President and confirmed by the Executive Board.

3.3 Duties of the Executive Board. The duties of the Executive Board shall be (a) to transact necessary business in the intervals between general membership meetings and such other business as may be referred to it by Old Dundalk Neighborhood Association; (b) to create standing and special committees; (c) to approve the plans of work of the standing committees; (d) to present a report at the general membership meetings of Old Dundlak Neighborhood Association; (e) to select an auditor or an auditing committee to audit the treasurer’s account; (f) to prepare and submit an annual budget to ODNA’s general membership for adoption; (g) to approve routine bills within the limits of the adopted budget; (h) to approve grant applications.

3.4 Vacancies. Except as otherwise provided, any vacancies occurring in the Board of Directors, whether by resignation or removal, shall be filled by the majority vote of the remaining members of the Executive Board. In the event of the simultaneous resignation and/or removal of three or more Executive Board Members, the membership shall hold new elections to fill those vacant positions on the Executive Board. Those Executive Board Members so elected will serve for the remaining portion of the unexpired term.

3.5 Removal of Executive Board Members. Any Executive Board Member may be removed by a majority of the members who vote on the issue providing that just cause has been established and whenever, in their judgement, the best interests of the Association would be served by doing so.


Chapter Four
Committees

4.1 Only members of Old Dundalk Neighborhood Association shall be eligible to serve in any elective or appointive positions.

4.2 The Executive Board may create such standing committees as it may deem necessary to promote the purposes of Old Dundalk Neighborhood Association and to carry on the work of Old Dundalk Neighborhood Association. The term of each chairman shall be two years or until the appointment of a successor.

4.3 The chairman of each standing committee shall present a plan of work to the Executive Board for approval. No committee work shall be undertaken without the consent of the Executive Board.

4.4 The power to form special committees and appoint their members rests with the Executive Board.

4.5 The president shall be a member ex officio of all committees.

4.6 Each committee will operate within these bylaws. Because committees are Old Dundalk Neighborhood Association’s primary means of accomplishing its purposes and involving more people in its activities, participation in committees is strongly encouraged and valued. Members are encouraged to join committees and actively participate in their committee’s activities. Committee chairs are strongly encouraged to distribute the duties among the members.

4.7

Chapter Five
Election Rules


5.1 Election Notice. A notice of vacancies for expired terms of office for Executive Board and a notice that an election shall be held shall be prepared and posted by the Secretary and shall contain the following:

1. Whether the election is general or special
2. Date of the election
3. Location of the meeting where the election will be held
4. Time of election meeting
5. Seats or offices to be filled
6. A statement describing voter qualification

5.2 Nominations. Nominations for Executive Board shall be open nomination from the floor at the annual membership meeting. Persons nominated must accept nomination in person.

5.3 Ballots. Ballots will be on plain white paper with a space for writing in the nominee’s name and a blank square for marking a vote next to the nominee’s name.

5.4 Voting Procedures. Voting Procedures are as follows:

1. The Secretary shall check for the member’s name on the Master List of members. If the member’s name appears on the master membership list, that person is deemed qualified to vote.
2. Qualified voters shall give his/her name to the Secretary and then write it on the blank list or membership roster.
3. Voters shall mark the ballot next to the name of the nominees they wish to vote for, as provided in Section 3: Ballots.
4. Voting will be by secret ballot. Ballots will be marked in pen. After the ballot is marked, the voter will fold it and deposit it in the ballot box.

5.5 Tallying Procedures. Before counting the ballots, the Secretary shall check to make sure that the number of member’s names signed on the membership roster is equal to the number of ballots in the ballot box. The ballot box shall be opened in public. The Secretary shall tally the ballots or a committee of judges selected from the membership, which will be recorded by the Treasurer.

5.6 Certifying the Election. The President and Vice-President of Old Dundalk Neighborhood association shall certify the election. Nominees receiving the greatest number of the votes cast shall be considered elected officers. For example, if two seats are to be filled, the top two vote getters are the newly elected officers. The Secretary shall post a copy of the report of election results in three public places the day after the election results are known. The notice shall include:

1. That the President or Vice-President has certified the election,
2. The final results of the election, and
3. A list of the names of the new Directors.



Chapter Six
Officers

6.1 Selection of Officers. The General Membership shall elect from among themselves the following officers: President, Vice President, Secretary, Treasurer and Historian for a term of two years.

6.2. President. The President is the principal executive officer of the Association and shall, in general, supervise and control all of the business and affairs of the Corporation. He/She shall preside at the meetings of the Executive Board and General Membership. He/She shall sign contracts or other instruments which the Executive Board has authorized to be executed. He/She shall see and initial all bank statements.

6.3 Vice President. In the absence of the President, or in the event of his/her inability or refusal to act, the Vice President shall perform the duties of the President and, when so acting, will have all the powers of and be subject to all the restrictions upon the President.

6.4 The Secretary shall:

1. Keep a journal of proceedings of the Corporation, record all votes at meetings of the Corporation and provide for the electronic recording of meetings of the Corporation when possible.

2. Provide for the standardization and maintenance of all forms, books and records of the Corporation and

6.5: The Treasurer shall:

1. Mandate, deposit and invest all funds of the Corporation as directed by the Executive Board.

2. Disburse money for all corporate obligations and

3. Keep regular books or accounts of all corporate financial transactions and provide for financial reports or audits as directed by the Executive Board.

6.6: The Historian shall:

1. Organize Corporation files and historical documents.

2. Prepare an annual scrapbook or yearbook.

3. Compile and preserve Association history.

4. Take pictures or collect member photos illustrating Association activities.

5. Collect newspaper articles, thank-you notes, club certificates and awards.

6. Provide recognition of individual member achievements.

7. Work with the Treasurer tor other officers to create and maintain or direct the creation and maintenance of Association’s website.


Chapter Seven
Contracts, Checks, Deposits, and Funds Finances

7.1 Contracts. The Executive Board, at the direction of the membership, may authorize any officer or officers, agent or agents of the Association, in addition to the officers so authorized by these Bylaws, to enter into any contract or execute and deliver any instrument in the name of and on behalf of the Association, and such authority may be general or confined to specific instances as authorized by the Executive Board.

7.2 Checks, Draft Signing Authority. All checks, drafts, or orders for payment of money, notes, or other evidence of indebtedness issued in the name of the Association and in such manner as shall be determined from time to time by the Executive Board, shall be signed by the Treasurer and shall be countersigned by the President or Vice-President of the Association.

7.3 Deposits. All funds of the Association shall be deposited the next business day to the credit of the Association in such banks, trust companies, or other depositories as the Executive Board may select.

7.4 Gifts. The Executive Board may accept on behalf of the Association any contribution, gift, bequest, or device for any special purpose for the Association as defined by non-profit standards.

7.5 Grants. No grant monies from the State, Federal, or other governmental entity shall be applied for without the majority vote approving such application at a meeting of the Executive Board.

7.6 Dues. Dues shall be determined and assessed by the Executive Board.

7.7 Fiscal Year. The fiscal year of the Association shall begin on the first day of July and end on the last day of June the following year.






Chapter Eight
Books and Records

The Association shall keep correct and complete records of financial transaction and accounts, and shall also keep minutes of the proceedings of its Executive Board. All books and records of the Association may be inspected by any member, or his/her agent or attorney, for any purpose at any reasonable time.

Chapter Nine
Amendment to Bylaws

The bylaws may be amended by an affirmative vote of two-thirds of the members voting a General Membership Meeting. The text of the proposed amendment must be included in the public notice announcing the time, date, and place of the annual meeting.

Chapter Ten
Adoption Of Bylaws

This is to certify that the above bylaws were adopted by the General Membership at a meeting on the 12th day of April, 2008.

___________________________
President


____________________________
Secretary