Friends of Hill's Bark Park
Bylaws
Article I
Name
The name of this Association shall be Friends of Hill's Bark Park with its headquarters located in Topeka, Kansas. Whereas other areas or courses may be named after major corporate sponsors, the Association hereafter shall be known as "Friends of Hill's Bark Park."
Article 2
Purposes
The purposes of Friends of Hill's Bark Park shall be to promote and improve Hill's Bark Park through publicity and fundraising. The Friends of Hill's Bark Park shall serve in an advisory capacity to the City of Topeka Parks and Recreation Department in matters relating to Hill's Bark Park.
The Friends of Hill's Bark Park was formed in March 2005 as a result of the City of Topeka Resolution Number 7602 which states as follows:
A resolution introduced by Council member Tiffany Muller, endorsing the formation of a Friends of the Bark Park organization.
WHEREAS, the Hill's Pet Nutrition Bark Park (Hill's Bark Park) located in Gage Park is a wonderful asset for dog lovers in the Topeka community; and
WHEREAS, Hill's Bark Park gives dogs an opportunity to run and play with other dogs in a controlled environment; and
WHEREAS, Hill's Bark Park, as with all parks, will always be in need of improvements that will enhance the facility and better serve the needs of dogs and their owners; and
WHEREAS, the dog owners who routinely use Hill's Bark Park are proposing the formation of a Friends of Hill's Bark Park organization that will support the operation and development of the Hill's Bark Park.
NOW, THEREFORE, BE IT RESOLVED, by the Council of the City of Topeka, Kansas, that the dog owners who routinely use the Hill's Bark Park are proposing the formation of a Friends of Hill's Bark Park organization that will support the operation and development of the Hill's Bark Park.
The City of Topeka encourages citizens to form a Friends of Hill's Bark Park organization that will volunteer its time and energy to the improvement of the Hill's Bark Park through volunteer work and fund-raising.
AND BE IT FURTHER RESOLVED, that the City of Topeka Parks and Recreation Department is hereby encouraged to work with the citizens who have an interest in creating/forming the Friends of the Hill's Bark Park so that their volunteer and fund-raising efforts can be maximized.
Article 3
Membership
The Active membership of the Friends of Hill's Bark Park shall be limited to those persons who have an interest in the promotion and improvement of Hill's Bark Park.
The active membership shall be further defined by the persons who are in good-standing with the Friends of Hill's Bark Park organization. Any person who endorses the purposes of the Friends of Hill's Bark Park may be eligible to vote or hold an elected office within the organization.
Article 4
Assembly Meetings
The active members shall meet bimonthly at a selected location and time selected by the Board of Directors and approved by the City of Topeka Parks and Recreation Department. Special meetings may be called by the President or a majority vote of the Board of Directors.
The Assembly shall have the following powers and duties:
To adopt and amend standing rules and these bylaws at the assembly meetings
To adopt an annual financial plan, prepared and approved by the Board of Directors
To elect officers and members of the Board of Directors with ballot nominations and a majority vote
To adopt statements of policy and take actions and appropriate to the purposes of this association
To establish special committees that have been recommended for approval by the Board of Directors
To act as the final authority on all matters arising in this association for which authority has not been given to some other officer or governance body by these bylaws
Any decision voted on by the general assembly requires a majority of the members (over 50%) present at a meeting in which an issue is being voted on to be passed or denied.
The active annual meeting of the Friends of Hill's Bark Park shall be at a time and location fixed by the Board of Directors. The agenda for the annual meeting shall include the election of the officers of the association and the adoption of the annual financial plan.
Article 5
Financial Plan
The annual financial plan shall include, but not be limited to the fundraising goals and plans for the year, as well as priorities for spending on improvements to the Hill's Bark Park. Financial statements shall be sent out upon request and presented to the entire association at each bimonthly meeting with copies available.
The donations and money raised by the fundraising and major gift solicitation committees shall be placed into a separate account and will be used for improvements for the Hill's Bark Park, as well as fundraising products and services that will raise more money for the improvements. All money spent from this account must be approved by the Board of Directors prior to purchasing fundraising items or items for the park.
Article 6
Officers
The officers of the Friends of Hill's Bark Park shall be an elected President, Vice President, Secretary, and Treasurer. These officers will be elected annually by the entire assembly. The term shall begin upon the election of the officer and shall end upon the election of the officer's successor. Officers will be elected from a list presented by nominations from the floor. Officers shall be elected by a majority vote of the assembly, conducted by the casting of ballots.
Once elected, officers shall receive no compensation for the position held. Vacancies among the officers shall be filled by a majority vote of all active members of Friends of Hill's Bark Park who wish to participate. The duties of the officers shall be as follows:
President
: The President of Friends of Hill's Bark Park shall be the principal representative and spokesperson for the association and serve as liaison between the association and the City of Topeka Parks and Recreation Department. The President shall preside at all meetings of the assembly and Board of Directors meetings and is expected to submit an agenda and/or outline one week before each meeting. The President must discuss important topics to include in the bimonthly agenda and distribute copies to the board of Directors prior to the scheduled meeting. The President must also prepare the proposed annual financial plan with the help of the Treasurer for submission to the Board of Directors for approval while supervising the activities of the association staff within guidelines approved by the Board of Directors. The President shall receive notice of any substantive business proposed by members for meetings and prepare and cause the proper notice of all meetings to be sent to members.
It is important for the individual holding this position to carry out duties customarily associated with the office of President. The President shall present an annual report at the annual meeting. This report shall contain information reporting on the activities, complications, and all other issues that arise throughout the year concerning Hill's Bark Park.
Vice President
: The Vice President shall serve as President Elect and assist the President in the duties of that office as requested by the President. The Vice President must also preside at meetings of the assembly and the Board of Directors in the absence of the President and is responsible for holding meetings for newcomers to assembly in order to explain organization and encourage enthusiasm.
Secretary
: The Secretary shall keep an accurate record of the meetings of the assembly and the Board of Directors and shall prepare and submit minutes for approval. The Secretary shall be the custodian of all official records and files of the association. This position also includes keeping an updated contact list for all members of the organization, as well as the committees.
Treasurer
: The Treasurer shall oversee all funds of the Friends of Hill's Bark Park, present a monthly financial statement of each separate account maintained by the City of Topeka Parks and Recreation Foundation, maintain the Friends of Hill's Bark Park account, and insure payments are made as authorized for disbursement through the Friends of Hill's Bark Park Financial Plan and/or the City of Topeka Parks and Recreation Foundation. The individual holding this position is also responsible for maintaining accurate records of donations received, and is required to prepare a proposed annual financial plan. A monthly financial report must also be made by this individual and he/she shall announce this report to the general assembly at monthly meetings.
The roles of the secretary and treasurer may be combined if the organization approves, however this is not a requirement for the Friends of Hill's Bark Park Organization.
Article 7
Board of Directors
The Board of Directors shall be composed of the officers of the Friends of Hill's Bark Park, and additional members elected by the members of the Friends of Hill's Bark Park.
Together with other members, the Board of Directors will govern the Friends of Hill's Bark Park within the parameters of its bylaws, State and Federal laws governing non-for-profit organizations, and rules and regulations governing the Parks and Recreation Foundation of Topeka.
The Board of Directors shall establish policy, approve the annual budget, and provide financial oversight. These individuals must determine and evaluate progress toward the achievement of goals, provide for the financial stability of the organization, and provide and conduct the program and operations responsibilities. In the event of a tie when voting by the Board of Directors occurs, the decision will be delayed until the next general assembly meeting where it will be voted on by all members.
The Friends of Hill's Bark Park shall make measurable progress toward its mission statement and goals, shall have an enhanced image within the community, shall have effective and efficient management, and shall attract the leadership necessary for continued success as an organization.
Each director can be expected to spend a minimum of five to ten hours per month including attendance at Board Meetings, Committee Meetings, and Special Events. Officers and Committee Chairs can expect to spend more time.
Qualifications for an individual director includes having demonstrated interest in the goals of the organization, having sufficient time to carry out the duties and responsibilities, having experience, skills, or knowledge in at least one area of benefit to the corporation, such as finance, strategic planning, fundraising, park development, or canine expertise.
Expectations of members of the Board of Directors include but are not limited to promptness and fully prepared attendance at all Board of Directors Meetings and Special Events, as well as financial support for the organization in the form of supporting fundraising efforts, service on at least one committee, active advocacy for the organization and its goals, participation in fundraising activities, confidentiality regarding directors deliberations, fiscal and fiduciary responsibility, enthusiasm and energy.
The Board shall meet at least quarterly and also meet in conjunction with the annual meeting of the Friends of Hill's Bark Park.
The duties of the Board of Directors shall be as follows:
To act for the Friends of Hill's Bark Park between meetings of the association
To consider the annual financial plan and after approving it, submit it to the Friends of Hill's Bark Park for final adoption at the annual meeting
To consider guidelines for the Friends of Hill's Bark Park and to approve guidelines to be used by the President in the supervision of the Friends of Hill's Bark Park
To fix the time and place of the annual meeting and other meetings of the Friends of Hill's Bark Park, with the exception of those made by committee chairs
To carry out such other duties and responsibilities that are customarily associated with a Board of Directors
Any member of the Board of Directors may resign by written notice to the rest of the board. The Board of Directors may remove any member upon a majority vote of the members present at any regular meeting of the Board. The Board of Directors shall have the power to excuse absences for reasonable cause. After a member has missed four regularly scheduled meetings in an elected year the Board has a right to discuss and vote upon removal of the individual in question. Decisions must carefully be based on reasons for absences.
Article
Committees
There shall be two standing committees of the Friends of Hill's Bark Park organization. These committees and their duties are as follows:
Fundraising/Special Events/Publicity
: This committee includes all revenue generated activities, planning of special events to take place in the community. This committee is also responsible for publicizing the organization and related events through print, television, radio broadcasts, and other means of communication. Copies of prints, media manuscripts, etc. are necessary for records.
Major Gift Solicitation
: Responsible for gathering major donations and contributions from large corporations. Donations may include a specific amount of money to put toward the organization, and/or supplies to be used in the process of improving the Hills Bark Park. These issues concerning this committee may overlap with some of those involved with the Fundraising/Special Event/Publicity Committee. The chairs of these committees may decide to hold meetings at the same time and location for organizational purposes, however are not required to do so. It is expected that the chairs of each committee communicate and come to an agreement as to how these meetings will take place.
Each of the standing committees may have an unlimited number of members. The Friends of Hill's Bark Park may approve such other special committees as are submitted to the Friends of Hill's Bark Park for approval by the Board.
Each standing Committee Chairperson, as nominated and elected by the general assembly, shall keep a notebook of complete records including duplicate copies of all correspondence, which shall be turned over to the Chairperson's successor. The Chairperson shall also prepare a summary of his/her Committee's activities during the year to be used in the annual report and distributed to members of the Friends of Hill's Bark Park. The summary of Committee activities shall be presented to the President one month prior to the annual meeting of the Board of Directors. Co-chairs may exist, however this is to be decided upon by the individual committee.
Article 9
The Campaign Manager
The Topeka Parks and Recreation Foundation, a non-for-profit organization, shall take part in managing donations and oversees expenditures for the fund raising campaign to expand and improve Hill's Bark Park at Gage Park.
Contributions over $500.00 may be mailed to the Foundation at Topeka Parks and Recreation Foundation, 620 SE Madison, Topeka KS 66607 Attn: Terri Simpson The memo line on the checks shall be made out to Friends of Hill's Bark Park.
Any donation under $500.00 made to the Friends of Hills Bark Park Organization may be mailed to Friends of Hills Bark Park, PO Box 4947, Topeka, KS 66604.
An official account has been established under the name of Friends of Hill's Bark Park and will be used for all donations under $500.00 and all fundraising profits. The account will consist of no more than $2,000.00 and money will be turned over to the Foundation based on different events occurring. The amounts and dates will be determined by the official members of the organization, however at any point if the account does exceed $2,000 an emergency meeting will be called for the Board of Directors to determine how much should immediately be turned over to the Foundation.
In any case that an individual wishes to purchase any item(s) for fundraising, publicity, special events, etc., it is required that the individual present this request to the Board of Directors prior to making the purchase if a reimbursement is desired. The Board of Directors will then vote to decide whether or not the item(s) are something that will benefit the Friends of Hill's Bark Park, as well as whether or not the timing is acceptable based on the financial state of the Friends of Hill's Bark Park account. If passed by the Board of Directors, then and ONLY then will a reimbursement take place. Individuals may purchase items prior to presenting them to the board, however it will be considered a donation until a reimbursement request has been made and approved. Reimbursement requests shall be submitted at regularly scheduled board meetings. If a board meeting is not held within the month of the reimbursement request, the request will be reviewed at an emergency meeting of the Board of Directors within thirty days.
Upon termination or dissolution of the Friends of Hill's Bark Park, its assets shall be transferred in its entirety to The Department of Parks and Recreation of Topeka.
Article 10
Authority
The Friends of Hill's Bark Park shall be governed by these bylaws and the standing rules of the Friends of Hill's Bark Park.
Article 11
Annual Report
Content
: Each chairperson shall prepare an annual report of his/her committee activities to be presented to the President one month prior to the annual meeting. The President shall present his/her annual report at the annual meeting in January.
Form
: The form of the annual report shall be directed by the Board of Directors in consultation with the Parks and Recreation Department of Topeka and such report shall be written and become part of the official records.
Article 12
Amendments
Amendments to the Bylaws
: Amendment requests for these bylaws shall be presented to the Board of Directors one month before the General Assembly Meeting in which they are wished to be presented. The Board of Directors will then refine and suggest the proposal, however the final decision must be approved by the general assembly. Votes will count as discussed in Article Four.
Amendments to the Standing Rules
: Standing Rules may be adopted or amended at any meeting of the Board of Directors by a majority vote.
Revised 3/07
This page was updated on 06-Nov-2007
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