OLD LAKE HIGHLANDS NEIGHBORHOOD ASSOCIATION BOARD POSITIONS AND OUTLINE OF DUTIES
BOARD OF DIRECTORS
The Board of Directors shall consist of the president, the vice president, the secretary, the treasurer, neighborhood security, five area representatives, and other positions as determined by the Directors, all elected at the annual meeting.
The Board of Directors shall be elected at the annual meeting held in the spring of each year as determined by the Directors.
The directors shall serve for a term of two years or until their successors are elected, and their term of office shall commence at the close of the annual meeting at which they are elected.
The number of Directors shall never be fewer than ten and not more than nineteen. The responsibilities of the Directors may be re determined from time to time by the association members as is appropriate to further the aims and objectives of the association.
Any such redetermination shall be made at the discretion of the Board.
No individual shall hold any single office for a period in excess of two consecutive terms equaling four consecutive years.
No more than one member of each household shall serve at any one time as a Director of the association unless approved by the Board and noted prior to election at the annual meeting.
No individual shall serve in more than one Directorship at any one time.
President The President shall call and preside at all meetings of the Board of Directors and the general membership, and shall perform such other duties as may be prescribed by the Board of Directors. The President shall:
Have served at least one previous term on the Old Lake Highlands Neighborhood Association Board
Be a regular member of the Board of Directors and an ex officio member of all committees
Represent the association in its relations with persons and organizations inside and outside the association and mediate on neighborhood issues (examples TxDot, Armory use)
Liaison with the Dallas City Council and participate in District 9 Leadership meetings
Mediate on neighborhood issues
Submit quarterly President’s Letter for newsletter
Facilitate Neighborhood General Meetings, coordinate guest speakers and create meeting content
Oversee all financial reporting, federal and state filings, and insurance including Directors and Officer and liability policies
Vice President The Vice-President shall perform the duties of the President at the President’s request, or whenever the President is absent or unable to perform, and shall perform such other duties as the Board of directors shall prescribe. The Vice President shall:
Advise and receive reports from the chairperson of each committee as directed by the Board of Directors.
Serve as Parliamentarian for all association general membership meetings.
Monitor all general incoming email and disperse to appropriate committee chairs and follow up to make certain action has been taken.
be a regular member of the Board of Directors
Treasurer The Treasurer shall collect dues and have custody of association funds, and additionally:
Pay bills within approved budgets,
Keep an accurate record of all receipts and expenditures,
Prepare a written report for each meeting and a final financial report to be given at the annual meeting of the general membership,
Prepare financial statements for the filing of annual federal and state tax returns when required,
Perform such other duties as the Board of Directors may prescribe.
Future goal for this position is to establish online banking and electronic reporting (such as Quick Books).
The Treasurer shall be a regular member of the Board of Directors.
Secretary The Secretary shall keep a record of minutes of all meetings of the Board of Directors and the general membership and additionally:
Keep a record of all correspondence, important documents, and newsletters,
Perform such other duties as the Board of Directors may prescribe.
Enlist the assistance of another Director to record minutes of meetings that the Secretary is not able to attend.
Provide a copy of all Minutes, in electronic or hardcopy format, to the Directors within 15 days of any meeting convened.
The Secretary shall be a regular member of the Board of Directors.
Security Director The Security Director shall liaison between the association and the Dallas Police Department and act as follows:
Keep a record of crime statistics within neighborhood boundaries and surrounding areas,
Provide emergency alerts to the neighborhood when necessary and other updates as
Communications Director The Communications Director is responsible for organizing all communications efforts including communicating assignments with volunteers responsible for individual areas as follows:
Newsletter Team – Editor collects and edits newsletter articles submitted by board members and others and proofs final draft before publication; Designer lays out ads and content of newsletter
PR/Communications Team – Responsible for the creation and distribution of postcards, flyers, and other print materials and to promote events with area publications such as The Dallas Morning News, The Advocate, and The White Rocker.
Electronic Communication – Maintains the website and the online bulletin board.
Advertising – Set rates for and sell electronic and print advertising
Membership Director The Membership Director is responsible for organizing all membership efforts including:
Mail collection from the Post Office at least weekly and distribute mail as appropriate
Membership Dues checks shall be stamped for deposit only, membership database updated and checks given to the Treasurer
Responsible for maintaining the membership database for newsletter and postcard mailings and other uses
Portal/Zoning Director The Portal Director is responsible for all activities related to the construction and maintenance of the portal monuments including:
Overseeing the disbursement of all monies from the Portal Construction and Maintenance fund
Portal design and materials purchase or donation
Coordination of volunteers for cleanup and replacement plantings
Responsible for monitoring proposed zoning changes affecting the association area and areas adjacent to neighborhood boundaries and reporting on such to the Board of Directors and the membership
Area Representatives One area representative shall be elected from each of five geographical areas of the association. Each Area Representative shall be responsible for representing their physical area by
Acting as a member of the welcoming committee and encouraging membership participation,
Communicating with Block Captains and acting as a member of Crime Watch group,
Promote the effort to have a Block Captain for each block,
Nominating properties for yard of the month,
Placing signage notifying members of bulky trash pickup, meetings and events,
Requesting street repair, weed control, and other 311 activities
COMMITTEES The Board of Directors may designate or appoint such committees responsible for such matters as the Board shall deem appropriate. Each such committee shall report directly to the Vice President. The Board shall appoint the chairperson of each committee. Each committee shall determine its own operating procedures.
Welcoming Committee The Welcoming Committee consists of at least one area representative and is responsible for
Work closely with the membership chair and a realtor to identify new members, owners and residents in order to distribute welcome materials for new neighbors
Coordinate the distribution of materials with area reps
Solicit and organize volunteers for efforts and events
Crime Watch (VIP) Committee The Crime Watch Committee consists of volunteers and Board Members and is responsible for
Analyze criminal activity in and adjacent to the Neighborhood
Prepare report and recommend Security Measures for Board approval to pro-actively make the neighborhood safer, and to take action on criminal activity