Garden City Central Property Owners Association

Garden City Central Property Owners Association

CPOA By-Laws

CPOA BYLAWS

AMENDED AND RESTATED BY-LAWS PROPERTY OWNERS’ ASSOCIATION, INC. OF CENTRAL GARDEN CITY AS OF October , 2022

ARTICLE I:

NAME Section 2. The address of the CPOA shall be P.O. Box 155, Garden City, New York 11530.

ARTICLE II:

DEFINITIONS Section 1. The name of this Association shall be “Central Garden City Property Owners’ Association, Inc.” (hereafter referred to as the “CPOA” or “Association”). As used in these By-Laws, capitalized terms that are not otherwise defined herein shall have the meanings set forth in this Article. Section 1. Annual Meeting means the annual Association meeting as set forth in Article V, Sec. 1. Section 2 “Association” or “CPOA” is that not-for-profit corporation incorporated under the laws of the State of New York, membership in which is restricted to owners of real property in or residents of the Garden City Central Section. The purposes of the Association are as defined in the Certificate of Incorporation of the Association. Section 3. “Board of Directors” or “Board” is the Board of Directors of the Association. Section 4. “Garden City Central Section” is that part of the Incorporated Village of Garden City, Nassau County, New York, bounded as follows: On the East, the center line of Franklin Avenue. On the South, the south line of the Village. On the West, the west line of the Village Sewage Disposal Plant, to and along the west and south line of the Village to a point being the projection south of the east line of the lots on the east side of Brompton Road; thence northerly along the east line of the lots on the east side of Brompton Road to the north side of the Long Island Railroad right of way; thence easterly along the Railroad right of way to the east line of the lots on the east side of Westminster Road; thence northerly along the east line of the lots on the east side of Westminster Road to the north side of Stewart Avenue West; thence westerly along the north side of Stewart Avenue West to the east line of the lots on the east side of Hampton Road: thence northerly along the east line of the lots on the east side of Hampton Road to the center line of Merillon Avenue; thence northwesterly along the center line of Merillon Avenue to the east line of the lots on the east side of Brompton Road; thence northerly along the east line of the lots on the east side of Brompton Road to the northeast comer of the property of Garden City Estates; thence west along the north line of the property of Garden City Estates to the east line of the lots on the east side of Whitehall Boulevard; thence north along the east line of the lots on the east side of Whitehall Boulevard to the north line of the Village. On the North, the north line of the Village. Section 5 “Majority”, in connection with any matter submitted to a vote at any meeting of the Association, Board or any committee of the Association or Board, in each case, at which a quorum is present, means a majority of the members of the Association, Board or any 1

Section 6 committee thereof, as the case may be, who are present in person, via video conference or telephonically. Inthecaseofpersonspresent,whetherviateleconferenceorvideoconference, it shall be the responsibility of the duly designated presiding officer of the meeting to determine whether a quorum exists and the total voted in favor, against, or abstaining for each item subject to a vote. “Member” means any person who satisfies the requirements of either Section 8 (“Owner”) or Section 9 (“Resident”) as set forth in this Article, except that any person who satisfies such requirements but is not entitled to vote in Village elections shall be deemed a Member of the Association for the limited purpose of participating in School District-related activities. Membership status shall automatically cease when a person is no longer an Owner nor a Resident. Section 7 Section 8. “Notice” shall, unless otherwise stated, mean written notice, which may be delivered in person, by mail via the United States Postal Service, or by electronic mail, if the recipient of such notice has provided his electronic mail address to the Association. For the purpose of these By-Laws, mail deposited in an official depository under the exclusive care and custody of the United States Postal Service, together with the proper postage, shall be deemed received not later than 2 days after such mailing. “Owner” means any person over the age of eighteen (18) years holding title to any real property in the Garden City Central Section, or owning shares in a residential cooperative corporation in the Garden City Central Section, or who holds title to any real property located outside of the Village but contiguous to the Garden City Central Section from which they are eligible to vote in School District elections. Section 9 Section 10 “Resident” means any person over the age of eighteen (18) who maintains his/her principal residence in the Garden City Central Section or in residential property outside of the Village but contiguous to the Garden City Central Section from which they are eligible to vote in School District elections. “Resident Elector” means any Resident as defined in Section 8 or Owner as defined in Section 9 who is eligible to vote in any applicable Village or School District election, provided that any Resident who is eligible to vote in either a School District election or a Village election (but not both) shall only be considered a Resident Elector for purposes of the elections in which such person is eligible to vote. Section 11 Section 12 Section 13. “School District” refers to the Garden City, New York, Union Free School District. “Village” refers to the Incorporated Village of Garden City, N.Y. Personal pronouns, whether used in the masculine, feminine or neuter gender (and whether or not capitalized) shall include all other genders and the singular shall include the plural and vice versa, unless the context otherwise requires.

ARTICLE III:

ASSOCIATION DUES Section 1. Association dues shall be fixed by the Board of Directors. 2

Section 2 Section 1 Section 2. Association dues shall cover a calendar year period commencing January of each year.

ARTICLE IV:

VOTING RIGHTS Only Members shall be eligible to vote for officers and directors of the CPOA, any committee or subcommittee of the CPOA, and on any matter requiring a vote of the Association’s membership or any subgroup thereof. Only Resident Electors, as defined in Article II, shall be eligible to vote in primary elections to select nominees for Village offices and School District offices. Section 1 Section 2

ARTICLE V:

ASSOCIATION MEETINGS The Annual Meeting of the Association shall be held on the 2nd Tuesday in May, at a time and place in Garden City to be determined by the Board of Directors, unless a different date shall be determined by the President with the approval of a Majority of the Board and Notice of such different date is provided to members. Special meetings of the Association may be convened at any time by the President on his/her own initiative or at the behest of a Majority of the Board or upon receipt of a written application signed by at least 25 Members of the Association stating the purposes of the proposed meeting. The President shall convene a special meeting of the CPOA within 30 days of receipt of said application. If the President fails to convene said meeting within 30 days, one of the persons signing the written application for the meeting may convene the meeting on or after the 31st day after delivery of the application. No member shall be permitted to make application (or join in the making of any such application) if he/she shall have signed another application for a special meeting within the prior 90 days. Notice of the Annual Meeting or of any special meeting shall specify the location, date, and time of the meeting together with the general nature of the proposed agenda and be mailed (or, transmitted electronically to the extent permitted by these by-laws) in order that each member receive same at least 10 days prior to the Annual Meeting or 3 days Section 3 Section 4 prior to the special meeting. Notwithstanding the foregoing, a special meeting of the Association at which no action requiring a vote of Members will be taken may be convened by the President with notice of the location, date, time and general nature of the agenda to be provided by one or more of the following: mail via the United States Postal Service, advertisement in a local newspaper whose primary readers are the residents of the Village, posting such information on the Association’s website, or via social media, as the President shall determine. At the Annual Meeting, the order of business shall be as follows:

  1. Approval of the minutes of the preceding meeting(s) of the Association.
  2. Report of the Treasurer
  3. Guest Speakers 3
  4. Report of the President
  5. Reports of designated liaisons or representatives of the Association to Village departments or committees and student ambassadors
  6. Reports of Trustees: Village, School Board, and Library
  7. Reports of special committees including the Finance/Audit Committee
  8. Election of Directors and Officers
  9. Election of Candidate Selection Committee
  10. Unfinished business
  11. New business
  12. Next meeting Date/Place/Time & Adjournment The order of business, and or topics to be reviewed, may be altered by a Majority vote of Members or by the duly designated presiding officer absent objection by a Majority vote of the Members. In the event of a tie, the duly designated presiding officer of the meeting will cast the deciding vote. Section 5 Section 6 Section 7 Section 8 At all Annual or special Association meetings, a quorum for the transaction of business shall exist if 25 Members are present in person, by video conference or by teleconference. Business transacted at special meetings shall be limited to the purpose or purposes stated in the notice for such meeting. Notwithstanding anything to the contrary in these By-Laws, if exigent circumstances require the cancellation and/or rescheduling of any meeting of the Association (including Board or committee meetings), and the required form of notice becomes impracticable, the Officers of the Association shall endeavor to provide notice in one or more other way(s) as may be practicable under the circumstances. All CPOA meetings shall be conducted in accordance with the latest edition of Robert’s Rules of Order, except as otherwise provided in these By-Laws. Section 1
  14. ARTICLE VI:
  15. BOARD OF DIRECTORS’ MEETINGS The Board of Directors shall hold monthly meetings (except for July and August) on a date and time, and at a place, determined by the President. Board meetings shall be open to Members of the Association except to the extent that the duly designated presiding officer of the meeting shall otherwise determine that all or a portion of such meeting shall be held in executive session wherein attendance shall be limited to Directors and Officers and such other persons as the presiding officer (or a Majority of the Board) shall determine. The order of business, which may be varied in the sole discretion of the presiding officer unless a Majority of the Board shall object, shall be as follows:
  16. Approval of the minutes of the preceding meeting(s) of the Association.
  17. Report of the Treasurer 4
  18. Guest Speakers
  19. Report of the President
  20. Reports of Trustees: Village, School Board, and Library
  21. Reports of designated liaisons or representatives of the Association to Village departments or committees, and student ambassadors
  22. Reports of special committees
  23. Unfinished business
  24. New Business
  25. Next Meeting: Date/Time/Place & Adjournment Section 2 Section 3 Section 4 Section 5 Section 6 Special meetings of the Board of Directors shall be convened by the Secretary upon receipt of a written application signed by at least three directors. This written application must state the purpose(s) of the proposed meeting. Upon receipt of the application by the Secretary, the Secretary shall convene a meeting of the Board within 7 days of said receipt. If the Secretary fails to convene said meeting within 7 days, one of the persons signing the written application for the meeting may convene the meeting on or after the 8th day following receipt. Written notice of any Board meeting shall be provided to members of the Board and, to the extent practicable, shall be posted on the website of the Association and such other media as the Secretary may determine. Such notice shall specify the location, date, and time of the meeting and, in the case of special Board meetings, the particular business to be transacted. Business transacted at all special Board meetings shall be limited to the purpose or purposes stated in the notice for such meeting. The presence of six directors at any Board meeting in person, by video conference or by teleconference shall constitute a quorum. All Board meetings shall be conducted in accordance with the latest edition of Robert’s Rules of Order, except as otherwise provided in these By-Laws. Section 1 Section 2

  27. ARTICLE VII:
  28. OFFICERS AND DIRECTORS There shall be a total of nineteen directors of the CPOA, four of whom shall hold the positions of the officers, i.e., President, Vice-President, Treasurer, and Secretary. These nineteen directors shall constitute the Board of Directors. Each officer shall be elected for a term of one year. Said term shall commence immediately following his/her election. Each of the fifteen non-officer directors shall be elected for a term of three years. Said term shall commence immediately following his election. The fifteen non-officer directors shall be divided into three administrative groups consisting of 5 Section 3 five directors. Each year, one of these three administrative groups whose term has expired shall be up for election. The Board of Directors shall use its best efforts to fill any officer/director position that becomes vacant within 30 days (or as soon as practicable thereafter) by a majority vote of the Board of Directors. In the event of a tie vote, the duly designated presiding officer of the meeting shall cast the deciding vote. Any person elected to fill such vacancy shall hold the office until the next Annual Meeting. At the Annual Meeting, the position will be up for election. However, if the vacant director position is not in the administrative group of directors whose term expires that year, then the CPOA members shall elect a person for the unexpired portion of the term of that director position. Section 4 All officers and directors must be dues paying Members of the Association. If an officer or director does not fulfill such requirements after notice and opportunity to do so, he/she shall automatically be removed from office and his position shall become vacant. Section 5 Any officer or director who has been absent for a total of 5 of the regular meetings of the Board of Directors during any one year period shall be automatically removed from office and his position shall become vacant unless absences are deemed to be excused by the Officers of the Association. Section 6 No Officer may hold the same position for more than 3 years during any 5 year period. No person shall hold the position of director (including time spent as an officer) for a total of more than nine years during any twelve year period. Section 1 Section 2
  30. ARTICLE VIII:
  31. DUTIES OF OFFICERS AND DIRECTORS The Board of Directors shall have general charge and control of the business and affairs of the CPOA, and shall have the power to take such action and make such rules and regulations as shall be necessary to promote the interests of the CPOA, and shall have such other powers and responsibilities as may be imposed upon them by law, including the power to interpret and apply these By-Laws. The President shall preside over all meetings of the CPOA and meetings of the Board of Section 3 Section 4 Directors and shall be ex-officio a member of all CPOA committees except the Candidate Selection Committee. The Vice President shall preside over all meetings from which the President is absent. In the event that the President and Vice-President are both absent from a Board meeting, the Board of Directors shall select, by majority vote, a temporary chairperson to preside over the meeting. In the event that the President and Vice-President are both absent from a Resident Elector’s meeting, the Elector’s shall select, by majority vote, a temporary chairperson to preside over the meeting. In the event that the President and Vice- President are both absent from any other Association meeting, the members shall select, by majority vote, a temporary chairperson to preside over the meeting. 6

Section 5 The President, with the approval of the Board of Directors, shall have the authority to appoint and create committees, except the Finance/Audit Committee (the members of which shall be approved by a Majority of the Board), and the Candidate Selection Committee (the members of which are selected in accordance with Article IX). Except as may otherwise be provided herein, the President, with the approval of the Board of Directors, may also designate the chairperson of the committees and confer upon such committees such powers and duties as he may deem in the best interests of the Association. Each committee shall be comprised of members of the Association. If a vacancy occurs in one of the committees which the President has the authority to appoint or create, the President, with the approval of a majority vote of the Board of Directors, shall appoint any person to fill said vacancy. Section 6 The Secretary shall keep records of the proceedings of all meetings of the Association, as well as meetings of the Resident Electors and meetings of the Board of Directors. The Secretary shall keep records of any matter that the CPOA deems necessary; notify all officers, directors, and all persons on committees of their election or appointment; issue notices of all meetings, except Candidate Selection Committee meetings convened by someone on the Candidate Selection Committee. The Secretary shall make all filings with the Secretary of State of the State of New York, as and if required, to maintain the Association’s status as a not-for-profit corporation. Section 7 The Treasurer shall collect all monies due to the Association, and shall, under the direction of the Board of Directors, disburse all funds of the Association. He shall keep regular books of account for the Association. Said books shall be open at all reasonable times to inspection by any director or dues-paying Member. He shall report in writing at each meeting of the CPOA, and at each meeting of the Board of Directors, the balance of money on hand, receipts and disbursements since the prior report to that body, and any existing appropriation which may affect the same. The Treasurer shall make all necessary filings of financial documents or returns. At the Annual Meeting, he shall present the Annual Report of the directors, verified by the President and himself, or by a majority of the directors, showing in appropriate detail the following:

  1. The assets and liabilities, including the trust funds of the Association, as of the end of a twelve month fiscal period terminating not more than six months prior to said meeting.
  2. The principal changes in assets and liabilities, including trust funds, during the year immediately preceding the date of the report.
  3. The revenue or receipts of the Association, both unrestricted and restricted to particular purposes, for the year immediately preceding the date of the report.
  4. The expenses or disbursements of the Association, for both general and restricted purposes, during the year immediately preceding the date of the report.
  5. The number of members of the Association as of the date of the report, together with a statement of increase or decrease in such number during the year immediately preceding the date of the report, and a statement of the place where the names and places of residence of the current members may be found. 7

This report shall be filed with the records of the Association. A copy of this report, or an abstract, must be entered in the minutes of the proceedings of the Annual Meeting. The Treasurer’s books of account and records shall be audited annually by a Finance/Audit Committee to be appointed by the Board of Directors. The Finance/Audit Committee shall present its report to the membership at the Annual Meeting. Section 1. Section 2. Section 3. Section 4. Section 5.

ARTICLE IX:

CANDIDATE SELECTION COMMITTEE There shall be established a committee (the “Candidate Selection Committee”) to nominate candidates for officers, directors and members of the Candidate Selection Committee of the Association to be elected at the Annual Meeting, to recommend to the Board candidates to fill vacancies on the Board and to prepare for and hold primary elections to select a nominee for election to each of the positions of Village Trustee and, as appropriate, School Board Trustee and Mayor as set forth in Article XI. The Candidate Selection Committee shall be the successor to the Association’s Nominating Committee and initially shall be comprised of all of the members of the Nominating Committee on the date these revised By-Laws shall be approved. The Candidate Selection Committee shall consist of nine members, none of whom shall hold a Village or School District office. Up to three members of the Candidate Selection Committee may be a Director or Officer of the Association. The Candidate Selection Committee shall be divided by the Board into three (3) classes designated as Class 1, Class 2 and Class 3. Each Class shall consist of 3 members and shall have a term of three years. Members of the Association shall elect the members of the Class whose term is due to expire at the Annual Meeting. Members can vote for up to the number of candidates corresponding to the number of positions to be filled. No person shall be eligible to be nominated if he shall have served as a member (other than an alternate member) of the Association’s Candidate Selection Committee (or its Nominating Committee predecessor) for more than six (6) consecutive full years. The Secretary shall call a meeting of the Candidate Selection Committee as soon after the election as practicable. At such meeting, the Candidate Selection Committee shall elect one of its Members as chairperson. Vacancies on the Candidate Selection Committee occurring at any time (including vacancies that exist immediately after the adoption of these revised By-Laws or that remain unfilled after the Annual Meeting) shall be filled by a Majority vote of the Board. Any person appointed by the Board to fill a vacancy shall serve until the expiration of the term of the Class in which such vacancy occurred. The chairperson or a majority of the members of the Candidate Selection Committee shall have the right to request that the Board remove a member for failure to perform his duties, including, without limitation, the failure to attend meetings or the violation of such operating policies of the Committee as may be established from time to time. The vote of a Majority of the Board shall be required to remove any person from the Candidate Selection Committee. 8

ARTICLE X:

PROCEDURE FOR ELECTION OF OFFICERS, DIRECTORS AND MEMBERS OF THE CANDIDATE SELECTION COMMITTEE Section 1 At least 110 days prior to the Annual Meeting, the chairperson of the Candidate Selection Committee, or if he is not available, any member of the Candidate Selection Committee, shall publicize with the assistance of the Secretary the director, officer and Candidate Selection Committee positions available by means of an advertisement in a local newspaper whose primary readers are the residents of the Village, by posting such information on the Association’s website, and any other means as the chairperson or a Majority of the Candidate Selection Committee may choose. The publication should also set forth the process by which interested Members may apply, including deadlines for submission as may be set by the Candidate Selection Committee. Section 2 Section 3 Section 4 Following the close of the application period, the Candidate Selection Committee shall meet and review the applications. The committee shall choose a nominee or nominees for each position available by Majority vote. In the event that a vote should end in a tie, the chairperson shall cast the deciding vote. At least 60 days prior to the Annual Meeting, the chairperson of the Candidate Selection Committee or the chairperson’s designee, shall send a list of nominees to the Secretary. At least 45 days prior to the Annual Meeting, the Secretary shall mail to all Members a notice which contains the names and addresses of the nominees selected by the Candidate Selection Committee together with the position for which they are nominated, stating the place, date, and time of the Annual Meeting. Additionally, the notice shall state that additional candidates may be placed on the ballot by forwarding to the Secretary, at least 25 days prior to the Annual Meeting, a written petition signed by 15 Members requesting that a particular Member be added to the ballot for a particular officer or director position. If the person sought to be added to the ballot is not a signatory to the petition, such person must submit a statement concurring in the request prior to the deadline for submitting petitions. Section 5 If any additional persons should be nominated, as described in Section 4, the Secretary shall publicize the names and addresses of such persons by means of an advertisement in a local newspaper whose primary readers are the residents of the Village, by posting such information on the Association’s website, and any other means as the chairperson or a Section 6 Majority of the Candidate Selection Committee may choose.at least 10 days prior to the Annual Meeting. At the Annual Meeting, Members shall choose one person for each of the officer positions and the candidate receiving the most votes for a particular officer position shall be elected to that position. For the 5 director positions that are up for a full 3 year term at the Annual Meeting, the Members will choose 5 candidates. The 5 candidates receiving the largest amount of votes shall be elected to these positions. Thereafter the candidates receiving next highest number of votes shall be elected to the portion of any unexpired term up for election. Ties shall be resolved by random drawing. For the class of Candidate Selection Committee members whose positions are up for a full 3 year term at the Annual Meeting, the Members will choose 3 candidates. The 3 candidates receiving the largest amount of votes shall be elected to these positions. 9

Section 7 In the situation where there is no candidate for a particular officer, director or Candidate Selection Committee position at the Annual Meeting, due to death, disability or any other reason, then as soon as practicable thereafter, a Majority of the Board shall select a Member to fill that position for the balance of its respective term except for directors who shall serve until the next annual meeting of the Association whereupon the balance of the term for such position shall be filled by a vote of Members as provided in Section 6.

ARTICLE XI:

PROCEDURE FOR DESIGNATION OF NOMINEES FOR VILLAGE MAYOR, VILLAGE TRUSTEE, BOARD OF EDUCATION TRUSTEE Section 1. Section 2. Section 3. Section 4. Section 5. Section 6. It shall be the responsibility of the Candidate Selection Committee to prepare for and hold a primary election (a “Primary”) by which Resident Electors of the Central Section vote and a nominee for election to each of the positions of Village Trustee and, as appropriate, School Board Trustee and Mayor is chosen by a majority (or, if no candidate receives a majority, a plurality) of the votes. The Candidate Selection Committee shall solicit potential candidates for election to the positions delineated in Section 1. This shall be accomplished by means of an advertisement in a local newspaper whose primary readers are the residents of the Village, by posting such information on the Association’s website, and by any other means the chairperson or a Majority of the Candidate Selection Committee may deem appropriate in their discretion including, among other things, social media. The Candidate Selection Committee may hold an informational meeting with potential candidates, if appropriate. The Candidate Selection Committee may then arrange for and moderate a Town Hall Meeting or Meet and Greet to present potential candidates to Village residents. Pursuant to the CPOA Procedures for Primaries which shall be adopted by a Majority of the Board, the Candidate Selection Committee shall organize, advertise, and conduct a Primary in the event there is more than one applicant for a designated position or a vacancy by resignation or other incapacitation. This shall be done in consideration of the timelines set forth by the New York State Conference of Mayors and Municipal Officials. In the event that no applications are received and only the incumbent seeks reelection, the Candidate Selection Committee shall then publicize same by means of an advertisement in a local newspaper whose primary readers are the residents of the Village, by posting such information on the Association’s website, and by any other means the chairperson or a Majority of the Candidate Selection Committee may deem appropriate in their discretion. At least 30 days before the third Tuesday in January (Resident Elector’s Meeting), the Candidate Selection Committee shall file with the Secretary of the CPOA a report in writing, duly subscribed by at least a majority of the Members of the Candidate Selection Committee, setting forth the names and addresses of the candidate(s) elected at the Primary or otherwise put forth as the sole candidate to the Village Board of Trustees and, if applicable, School Board Trustee at the next Resident Electors’ meeting. No more than 10

Section 7. Section 8. two days after the receipt of the information, the Secretary will publicize the nominees’ names by posting the information on the CPOA website and, to the extent practicable, social and other media, including a local newspaper whose primary readers are the residents of the Village, as the Secretary may determine. On the third Tuesday in January of each year, a meeting of Resident Electors of Garden City Central Section shall be held for the purpose of confirming nominees for Village Mayor and Trustee and School Board Trustee to the extent that such nominees have not been selected by a Primary. It shall be the duty of the Board, after the Resident Electors’ meeting is held, to cause to be prepared, executed, and filed nominating petitions containing the names and addresses of the nominees selected for Village offices, in the form and manner required by the Election Law of the State of New York. The nomination petitions so prepared, when duly executed shall be filed within the time provided by law with the Village Clerk and any other offices that may be necessary, so that the names of such nominees will appear on the ballot to be used at the annual Garden City Village election.

ARTICLE XII:

mASSOCIATION GUIDELINES Section 1 The Board of Directors may, by Majority vote at any Board of Directors meeting where a quorum is present, institute, amend, repeal or adopt new CPOA Guidelines. Section 2 The CPOA Guidelines are suggested, not mandatory procedures pertaining to any area in which the Association has a legitimate interest, however, the guidelines do not supersede the By-Laws. Where it is reasonable to do so, every effort should be made to follow the terms of these guidelines. ARTICLE XIII: BY-LAW AMENDMENT PROCEDURE Section 1 A Majority vote of the Members of the Association may at any Annual or Special meeting, where a quorum is present, alter, amend or repeal these By-Laws, or adopt new Section 2 By-Laws. Written notice of any meeting, where proposed changes in the By-Laws will be considered, shall be delivered or mailed, postage prepaid, to each residence in Garden City Central as shown in the records of the Association at least 10 days prior to the meeting. The notice shall specify the location, date, and exact time of the meeting, and shall include information on the general nature of the proposed changes. Amendments to CPOA Bylaws: 6/24/97; 6/23/98, 9/ /2022 11

ASSOCIATION GUIDELINES Rule 1. In addition to any methods of advertising or giving notice required by the By-Laws notice or advertising may be accomplished in the Central Property Owners Association newsletter, any local newspapers, any other publications or by telephone or electronic means. Notice may also be posted at the library, the local train stations, and/or in any other reasonable manner. Rule 2. It is preferred that all meetings be held, whether by the Candidate Selection Committee, Board of Directors, etc. at a public location, e.g., at the library, rather than at a private residence. Rule 3. Any discussions had at a meeting of the Board of Directors, or the Candidate Selection Committee, pertaining to any aspect of the process relating to the selection of any candidates for any position must remain confidential. Rule 4. All meetings of the CPOA Board and sub-committees and of Resident Electors should be open to the public. The CPOA Candidate Selection committee meetings are not open to the public or CPOA Board. Rule 5. When any Officer or Director publicly expresses his/her own personal opinion about a Village issue involving CPOA interests said person shall clearly state to the persons in attendance that the opinion expressed is not in an official capacity as a representative of the CPOA. Rule 6. All Members shall be encouraged to elicit interest from and recommend qualified individuals who are Members to seek Association offices and/or other positions for which they may be suited. Rule 7. Interviews are encouraged during the process of selecting candidates for particular offices or positions. When the Candidate Selection Committee recommends a candidate for an officer or director position, it is imperative that the Committee interview the person or persons that it is recommending. All prospective candidates must be informed that they may be required to undergo an interview before they are selected as a candidate for a particular office or position. Rule 8. During any part of the process that culminates in the selection of a particular candidate for a particular office or position, no one shall use any sort of pressure on anyone involved in selecting prospective candidates to assure the selection of a particular candidate. Rule 9. In selecting a prospective candidate for a particular office or position, the Board of Directors and Candidate Selection Committee should take the following factors into account: a. The integrity and trustworthiness of the person under consideration. b. Whether the individual has a proven record of past service to the community. c. The ability of the person to put the needs of the community over personal interests d. The ability of the person to work with and get along with others. e. Whether the person has the time and energy for the office or position for which he or she is a prospective candidate. Rule 10. Any person on the Candidate Selection Committee, Board of Directors, or who holds a Village or School District office, must be totally familiar with the Garden City, N.Y. Community Agreement. 12

Rule 11. At the discretion of the President the agenda of any Association meeting may be reordered to allow for Public Comment. 13

ARTICLE TABLE OF CONTENTS TITLE PAGE I

NAME 1 II

DEFINITIONS 1 III

ASSOCIATION DUES 2 IV

VOTING RIGHTS 3 V

ASSOCIATION MEETINGS 3 VI

BOARD OF DIRECTORS’ MEETINGS 4 VII

OFFICERS AND DIRECTORS 5 VIII

DUTIES OF OFFICERS AND DIRECTORS 6 IX

CANDIDATE SELECTION COMMITTEE 8 X PROCEDURE FOR ELECTION OF OFFICERS AND 9

DIRECTORS AND MEMBERS OF THE CANDIDATE SELECTION COMMITTEE XI

PROCEDURE FOR DESIGNATION OF NOMINEES FOR 10 km VILLAGE MAYOR, VILLAGE TRUSTEE, BOARD OF EDUCATION TRUSTEE XII ASSOCIATION GUIDELINES 11

n f XIII BY-LAW AMENDMENT PROCEDURE 11 ASSOCIATION GUIDELINES 12