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Policies

  1. Development Procedure
    • 1.1 “Planning” is the Planning Committee chair, who may co-opt assistants or ask Executive Committee members to attend meetings.
    • 1.2 Simple Proposals:
      • 1.2.1 Planning meets with developers and gets detailed proposal. If necessary assisting them to flesh-out a concept.
      • 1.2.2 Developers meet with Executive Committee to review application to city.
      • 1.2.3 Developers come to monthly membership meeting for presentation. Developers may ask for delay to change proposal.
      • 1.2.4 Membership votes to recommend or oppose.
    • 1.3 Complex Proposals:
      • 1.3.1 Planning meets with developers and gets detailed proposal. There may be several meetings to assist in fleshing-out a concept into a detailed proposal.
      • 1.3.2 Developers meet with Executive Committee to review application to city.
      • 1.3.3 Developers come to monthly membership meeting for presentation.
      • 1.3.4 Developers may meet with Planning or Executive Committee after presentation.
      • 1.3.5 Developers come to the next monthly membership meeting.
      • 1.3.6 Membership votes to recommend or oppose.
    • 1.4 The Executive Committee is the sole judge if a project is “simple.” the Developers may choose to pursue a project as “complex” even if the Society is willing to treat it as “simple.”
      • 1.4.1 A project will generally be considered complex if it is:
        • 1.4.1.1 A residential build or expansion creating two or more new dwelling units, or
        • 1.4.1.2 Requires three or more zoning variances.
    • 1.5 Projects not meeting these criteria may nonetheless be designated as “complex” at the Executive Committee’s sole discretion. In making the designation of a project as “complex” or “simple,” the Executive Committee shall take into account the scope of the project, its impact on the surrounding properties and the neighborhood and the number and extent of zoning variances requested.
    • 1.6 If a developer does not meet with the Society according to this policy, the Society reserves the right to oppose the proposal before any city body.
    • 1.7 The Society and its committees shall be governed in all planning matters by the “Harrison West Area Plan” (2005).

    Development procedure policies adopted Aug. 17, 2016.

  2. Minutes
    • 2.1 Formal minutes shall only be kept for the membership meetings. This does not preclude keeping notes at other meetings.
    • 2.2 A copy of minutes for each Society meeting shall be distributed to all officers by the secretary within seven days of the meeting. It shall be prominently labeled “DRAFT” on the top and bottom of each page.
    • 2.3 The secretary, under the bylaws, is solely responsible for the minutes. However, any comments may be taken into account in drawing up the final draft.
    • 2.4 Minutes shall be approved by the members at a regular meeting and shall be signed by the secretary in accordance with Robert’s Rules of Order.
    • 2.5 There shall be a secretary’s book consisting of the constitution and bylaws, the policies, the current membership list and at least the last two years of minutes. The secretary shall bring the secretary’s book to each meeting.

    Minutes adopted 2006.

  3. Correspondence
    • 3.1 All correspondence on behalf of the Society shall be on official stationery, signed by the president or (with the president’s approval) the secretary.
    • 3.2 A copy of all correspondence shall be given the secretary for filing.
    • 3.3 This policy shall not preclude individual or private communications by officers, heads of committees or individuals. It is encouraged that such communications also be given the secretary for filing.

    Correspondence adopted 2006.

  4. Meetings
    • 4.1 The membership shall meet on the third Wednesday of each month at 7 p.m. in the Harrison Park Community Center.
    • 4.2 The Executive Committee shall meet on the first Wednesday of each month at 7 p.m. in the Harrison Park Community Center.

    Meetings adopted 2006.

  5. Conflict of Interest
    • 5.1 The purpose of this policy is to establish a code of conduct and to promote the confidence of the Society’s members in their leaders.
      • 5.1.1 An Official is an Officer of the Society (elected or appointed), or a person chairing a committee of the Society.
      • 5.1.2 A Conflict of Interest is a situation in which an official has a private or personal interest sufficient to appear to influence the objective exercise of their official duties.
    • 5.2 Each Official has a duty to place the interest of the Society foremost in any dealing on behalf of the Society. Officials shall not use their position, or the knowledge gained from that position, in such a manner that a conflict arises between the interests of the Society and the Official’s personal interests. Specifically, a conflict of interest may arise:
      • 5.2.1 if an Official has an interest that might reasonably appear to impair their independent judgment in the discharge of their responsibilities to the Society, or
      • 5.2.2 if an Official has an ownership or investment in any entity with which the Society has or has begun negotiating any, or
      • 5.2.3 if an Official serves in any entity with which the Society has or has begun negotiating any arrangement, or
      • 5.2.4 if a member of the Official’s household meets any of the above criteria.
    • 5.3 Officials are required to disclose any potential conflict of interest at the earliest practical time. Such Officials shall provide written disclosure of any interests that could potentially result in a conflict of interest.
    • 5.4 Officials who are uncertain whether they have a conflict of interest shall request that the Executive Board determine whether a conflict of interest exists. The Executive Board shall make a determination by a majority vote (excluding the potentially conflicted Official) and report that decision to the membership.
    • 5.5 No Official shall participate in any deliberation of any matter in which such person has a conflict of interest. Officials who have a conflict of interest shall remove themselves from the meeting room while such matter is under discussion and also shall not represent the Society such matters.
    • 5.6 If any member of the Society has reasonable cause to believe an Official has failed to disclose a conflict of interest, the member shall file a complaint with the Executive Board.
      • 5.6.1 The Executive Board shall inform the person of the basis for such belief and afford the person an opportunity to explain the alleged failure to disclose.
      • 5.6.2 After hearing the Official’s response and after making such further investigation as warranted by the circumstances, the Executive Board shall report its determination to the Society at its next regularly scheduled meeting.
      • 5.6.3 If the Executive Board determines the Official has failed to disclose an actual or possible conflict of interest the Executive Board shall recommend such disciplinary and corrective action as it deems appropriate.
      • 5.6.4 The Society shall determine the final disciplinary and corrective action by majority vote, at a regularly scheduled meeting of the Society. Notice must be given with the notice of the meeting.

    Conflict of Interested adopted April 18, 2012.

  6. Dues Schedule
    • 6.1 Individual
      • 6.1.1 Basic: $20.00
      • 6.1.2 Household (all members of a household listed): $25.00
      • 6.1.3 Senior: (individual over 64) $10.00
      • 6.1.4 Student: (individual with student ID) $10.00
    • 6.2 Organization
      • 6.2.1 Basic: $50.00
    • 6.3 Harrison West Hero
      • As either a Individual or Organizational member: $100 (or more)

    Dues Schedule adopted July 15, 2015