We, the members of this Association, proudly assume the responsibility of providing adequate and desirable accommodations and facilities for the enjoyment of apartment dwellers, being ever mindful of our obligations to Federal, State and local laws and regulations, governing the free enterprise system, of which we are proud to be a part. Having united ourselves for the purpose of improving the services and conditions of the apartment industry, we individually and severally adopt this Code of Ethics as our guide in dealing with all mankind, and especially those patronizing this industry. We individually and severally agree to do nothing to the detriment of the Greater Dayton Apartment Association.
We shall:
1. Promote, employ and maintain a high standard of integrity in the establishment of rental rates and performances of all other rental obligations and services in the operation of our apartment communities in order that the public be better serviced.
2. Maintain and operate our apartment communities in accordance with fair and honorable standards of competition, ever mindful of the purposes of the GDAA and in compliance with the By-Laws thereof.
3. Strive to continually promote the education and fraternity of the GDAA along with the progress and dignity of the apartment industry.
4. Seek to provide better values, so that an even greater share of the public may enjoy the many benefits of apartment living.
5. Establish high ethical standards of conduct among apartment rental agencies, suppliers and others doing business with the apartment industry.
6. Endeavor to expose all schemes designed to mislead or defraud the apartment residing public and to aid the exposure of those responsible for such practices.
7. Refrain from attempting to obtain apartment residents, through advertising or other means deceptive, misleading or fraudulent statements, misrepresentations or the use of implications, unwarranted by the fact or reasonable probability.
8. Keep informed of all laws and regulations regarding equal opportunity in the leasing and renting of apartments and assist in keeping other members informed of all existing conditions and situations in the community in respect to equal opportunity in the leasing and renting of apartments. Refrain from discouraging persons seeking assistance in leasing or renting apartments on the basis of sex, race, color, religion, familial status, handicap or national origin and serve all people equally in the renting or leasing of apartments.
9. Abide by the Greater Dayton Apartment Association’s Code of Ethics, Code of Regulations and By-Laws.
OUR MISSION STATEMENT
The purpose of the Greater Dayton Apartment Association is to promote professionalism in the multi housing industry through education and legislation.
Code of Regulations
ARTICLE I Name and Location
The name of this Association shall be the GREATER DAYTON APARTMENT ASSOCIATION, hereinafter referred to as Association, or GDAA, with its principle offices located in Dayton, Ohio, a not for profit Ohio corporation with perpetual existence.
ARTICLE II Purpose
I. The purposes of this Association are:
A. To promote, advise and protect the general interest in the construction, ownership and management of multi-family housing by uniting those engaged in the business.
B. To uphold the dignity of the property management profession and to acquire and disseminate useful business information among it members.
C. To promulgate and encourage a code of ethics for the purpose of maintaining high professional standards and sound business practices among the members.
D. To organize, produce, conduct, manage and operate educational schools, facilities, seminars, classes, lectures, and such other forums, in or about the Dayton, Ohio area, from time to time, for the benefit of the Association and the multi-family housing industry.
E. To review, monitor and propose legislation that affects our industry on the Local, State and National levels.
ARTICLE III Membership
I. Classes
A. There shall be five classes of members:
- Primary
- Associate
- Honorary
- Affiliate Group
- Public Housing Authorities
B. Primary membership shall be held by individuals, companies, firms, partnerships or corporations whose business is the construction, re-construction, ownership or management of multi-family dwelling units. Upon application and renewal of dues the Primary Member will pay for all units owned and/or managed by the said member within the geographic jurisdiction held by the Association through their National Apartment Association charter. Primary Members joining or renewing dues while under construction shall pay dues on the total number of units approved by their county building department (certificate of occupancy) upon application or renewal of membership to the Association.
C. Associate membership shall be held by any person, firm, partnership or corporation who does not qualify as a Primary Member but desires to further the purpose of the Association by providing a product or service to the Primary membership. For a persons, firms, partnerships corporations operating as separate business entities, each business shall be treated as individual Associate Members for the purpose of membership dues, voting rights and all other Associate membership privileges.
D. Honorary memberships shall be held by those persons or entities whom the Board of Directors may select.
E. Affiliate Group memberships shall be available to any recognized organization, association or group who has an interest in housing or community association which represents owners of condominiums. Membership is granted in the name of the organization, association or group not the management company, if there is one. Educational programs will be made available to Affiliate members for which officers and/or board members of the Affiliate member group will pay member fees, all others within the Affiliate member group will pay non- member fees.
F. Public Housing Authority membership shall be available to any firm, company or corporation that operates as a public housing authority. Upon application and renewal Public Housing Authority members must pay dues as established by the Board of Directors.
ARTICLE IV Board of Directors
1. The Board of Directors shall be governed by the Code of Regulations and By-laws of the Association. The Board of Directors may adopt such By-laws for the conduct of its meetings and for the management of the affairs of the Association as it may deem proper and not inconsistent with these regulations or the laws of the State of Ohio.
2. It shall be the duty of the Board of Directors to exercise general supervision over the affairs of the Association.
3. The Board of Directors shall consist of sixteen (16) members (eight Primary and six Associate and one Affiliate and one Public Housing Authority) elected by the membership of the Association. Each member of the Board of Directors, as so constituted, shall have one (1) vote upon all matters brought before the Board. The immediate Past President of this Association shall be a non-voting member if his/her term on the Board of Directors has expired.
4. Each member of the Board of Directors shall serve a three year term. The Board member may only serve three consecutive terms. They cannot serve on the Board of Directors for one year after the three consecutive terms time limit is met. They cannot be appointed to the Board of Directors within one year after the three consecutive terms time limit. Upon adoption of these term limits, currently elected and appointed Board members will be considered in their first term.
The officers and their duties shall be as follows:
A President shall be the Chief Executive Officer of the Association and shall preside at its meetings and those of the Board of Directors. The President shall be the official spokesperson of the Association in matters of public policy. He/she shall appoint all committees, and their respective chairpersons and shall designate the duties of all the committees, subject to the approval of the Board of Directors. He/she shall be an ex-officio member of all committees and shall perform all other duties usual to such office.
The President and Vice President must be Primary Members of the Association. The Secretary and Treasurer may be Primary or Associate members of the Association. The Vice-President, in the absence of the President, shall perform such duties as may be assigned to them by the President or by the Board of Directors. If any officer resigns or can no longer serve as an officer of the Association, the Board of Directors will elect a new officer to complete the vacated seat.
A Secretary shall be responsible documents and perform such other duties as are usual for such office. A Treasurer shall be responsible for overseeing the accounting of all money collected and disbursed by the Association, and shall keep the financial reports of the Association, making full monthly reports to the Board of Directors and an annual financial report to the Association.
5. Only officers and/or board members of the Affiliate member groups will be allowed to serve on the Board of Directors. If at any time during the three year term the Affiliate Member Board of Director is no longer an officer of or a member of the Affiliate Member Board, the Affiliate Member Board of Director’s seat will be declared vacant and the position will be filled by the Board of Directors.
6. The regular meeting of the Board of Directors shall be scheduled not less than twelve times annually. Other meetings may be held at the call of the President. Fifty percent (50%) plus one (I) of the Board of Director voting members shall constitute a quorum for the transaction of business.
ARTICLE V Executive Director
1. The Board of Directors may employ an Executive Director who shall serve as the chief administrative officer of the Association and shall be empowered to employ an adequate staff to carry on the business of the Association as instructed and approved by the Board of Directors. He/she shall keep accurate records and accounts of all Association functions and shall be directly responsible to the Board of Directors in the discharge of his/her duties. He/she shall be an ex-officio member of the Board of Directors, and Committees. He/ she shall be designated as the “agent of record” for the Association.
2. Compensation for the Executive Director and his/her staff shall be as directed by the majority vote of the Board of Directors on the recommendation of the Finance Committee.
3. The Executive Director may terminate his/her employment with a thirty (30) day notice to the Board of Directors and his/her employment may be terminated by a two-thirds (2/3) vote of the Board of Directors with a thirty (30) day notice. Other staff members may be terminated by the Executive Director with due notice.
ARTICLE VI Committees
1. The duties, functions and term of all Committees shall be prescribed by the President with the approval of the Board of Directors.
2. Each Committee shall keep minutes of its proceedings and make periodic reports to the Board of Directors covering its activities.
3. The Executive Committee shall consist of the President, Vice-President, Secretary, Treasurer and one Board of Director member at large. The at large member of the committee is appointed by the President.
ARTICLE VII Finance
1. Dues and money collected by the Association shall be placed in a depository selected by the Board of Directors and payments from the funds of the Association shall be made by voucher by the Board of Directors.
2. The Board of Directors shall secure fidelity bonds on the Association Executive Director, office personnel and such other persons and officers in such amounts as the Board shall deem necessary and appropriate.
3. The Board of Directors shall adopt a budget for each fiscal year, as recommended by the Budget Committee in cooperation with the Executive Director.
4. The Board of Directors may retain the services of an independent accountant to audit the records and finances of the Association every three years or as considered necessary by the Board of Directors. They shall submit reports to the Treasurer of the Association, as directed.
5. The Board of Directors shall retain the services of an independent accountant to audit the records and finances of the Association at the change of the Executive Director.
ARTICLE VIII Legal Counsel
1. The Board of Directors shall have the authority to employ a legal counsel, who shall be an attorney-at-law and licensed to practice in the State of Ohio, who shall advise the Executive Director, Officers and Directors of the Association in legal matters.
ARTICLE IX Amendments
1. These code of regulations may be amended by an affirmation vote of two-thirds (2/3) of the members present at any regular, annual or special meeting of the Association, provided that such amendment shall have been approved first by the Board of Directors and that such proposed amendment has been published in writing and received by the membership at least fifteen (15) days prior to the meeting in which action is to be taken.
ARTICLE X Dissolution
1. Upon the dissolution or winding up of the affairs of the Association, the Board of Directors, after providing for the payment of all obligations shall distribute any remaining assets to any non-profit, tax exempt organization at the Board of Directors discretion.
By-Laws
1. Operation
A. The Greater Dayton Apartment Association, hereas referred to as the Association, shall operate on a calendar year from January 1 to December 31 each year.
2. Applications
A. Applications for membership in the Association shall be processed in the following manner. Each candidate shall submit their application in writing on a form to be supplied by the Association. Such form shall contain an agreement that such candidate’s agrees to abide by the code of regulations, the by-laws and the code of ethics of the Association.
B. The application shall indicate a member sponsor or be sponsored by the Board of Directors and shall be accompanied by a tender of payment of the candidate’s first year’s dues and initiation fee, if applicable. All payments so tendered shall be returned in full if membership is not approved.
C. The Membership Committee shall review all applications for membership and shall make recommendations to the Board of Directors in whom shall be vested the exclusive right to confirm a candidate for membership. A candidate shall be confirmed to tentative membership by a majority vote of those present at the meeting of the Board of Directors.
D. The provisions of 2.A.and 2.B., above, shall not be applicable to Honorary memberships.
E. Final approval of the membership is subject to no objections being received by the Association office within ten (10) days after publication in the Association newsletter. Objections regarding an applicant will be referred to the Membership Committee for review. The Board of Directors will then act upon the recommendation of the Membership Committee. Applicants denied membership shall receive written notice to that effect.
F. Affiliate membership candidates must utilize an Application or Affiliate Membership. This application must be accompanied by a fee equivalent to the fee for associate membership. All correspondence, mailings, flyers, brochures and meeting notifications will be sent to one location, which will be designated on the Application for Affiliate Membership.
3. Dues
A. Membership dues shall be paid annually, in advance, on the first day of the anniversary month of the member’s acceptance into the Association or on or before the first day of aamay be established by the Board of Directors. The amount of dues shall be established by The Board of Directors. Initiation fees shall be set and determined by the Board of Directors.
B. Membership shall terminate automatically upon the dissolution or the failure to pay dues as required by the Board. However, whenever a membership is terminated for failure to pay dues, the member shall be entitled to reinstatement upon the payment of dues then owing.
4. Delinquencies
A. Any member who is delinquent in their dues or other fees or charges for a period of thirty (30) days may be subject to expulsion. A second notice for payment shall be sent after the 30 day period. If payment of dues is not made within sixty (60) days of their due date, the Treasurer shall mail a delinquency notice to such member allowing an additional ten (10) days to remit payment. This final notice must indicate that membership may automatically terminate if payment is not received within the ten (10) day period. The membership may be terminated if payment is not received by the end of the ten (10) day period unless a valid excuse has been presented to and accepted by the Board of Directors.
B. Resignation: The Board of Directors may accept the resignation of any association member at any time.
C. Censure or Suspension: A request to the Board of Directors for censure may originate from any member of the Association in good standing. The Board of Directors may initiate action for suspension, expulsion or censure of any member.
5. Expulsion
A. Any member may be expelled for causes detrimental to GDAA by a majority vote of the Board. Causes detrimental to GDAA are found to exist when a member has substantially departed from the Code of Ethics as my be adopted and/or modified by a majority vote of the Board. When facts or circumstances that are believed to justify a member’s expulsion are presented to the Board, the Board shall direct the Vice-President to convene an Ethics Committee comprised of at least four members. The member proposed for expulsion shall be given fourteen (14) days notice (by certified and regular mail) to allow them to appear before the Ethics Committee for the opportunity to rebut the allegations and present evidence supporting their continued membership. During this fourteen (14) day period all membership privileges will be suspended pending resolution. After gathering the information and hearing the member’s rebuttal (if any), the Ethics Committee shall make a recommendation to the Board for or against expulsion of the member. Final decision for or against expulsion of the member shall be by majority vote of the Board with fourteen (14) business days of the hearing. If the member is expelled, the remainder of their dues is forfeited.
6. Membership Meetings
A. Annual Meetings: An annual meeting of the membership of the Association shall be held in October of each year, at the regular monthly meeting time, for the purpose of receiving the annual report of the President, Treasurer, Committee Chairs and the election of the directors. Ten (10) days notice of the annual meeting shall be given.
B. Regular Meetings: Meetings and events will be held by a time, date and place designated by the Board of Directors.
C. Special: Special meetings of the members of the Association may be called at any time by the President or the Board of Directors, or by written request signed by least twenty five percent (25%) of the Association’s Primary membership.
D. Notice of Meeting: A written notice of each annual or special meetings of the membership, stating the time and place, and in the case of a special meeting, the object thereof, shall be given each member appearing on the books of the Association, mailing the same to their address as shown upon the books of the Association at least ten (10) days before any such meeting.
E. Waiver of Notice: Any member, either before or after any meeting, may waive any notice required to be given by law or under these regulations; and whenever sixty percent (60%) of all the members entitled to vote who shall meet in person consent to holding a meeting, it shall be valid for all persons without call or notice, and at such meeting any action may be taken.
F. Organization: All meetings of the members shall be presided over by the President, or in the absence of the President, the Vice President.
G. Quorum: At any meeting of the Association, quorum is defined as ten percent (10%) of the members in good standing as appear upon the records of the Association.
7. Voting
A. At the annual meeting of the membership, only members in good standing as appear upon the records of the Association shall be entitled to vote for the election of the Board of Directors. Members in good standing shall be defined as those members who hold no delinquent
payables to the Association sixty one (61) days or older.
B. Each member shall be entitled to one vote per $200.00, or portion thereof, of annual membership dues paid, which shall be cast by the duly designated representative.
C. At any meeting of the membership, all questions must be voted on in person and by only those whose membership is in good standing.
8. Board of Directors
A. Nomination and Election of Directors: Only members in good standing may be candidates for nomination for directorship. Nominations of candidates for Directors of the Association shall be made at least sixty (60) days prior to the annual membership meeting by a five (5) member nominating committee which may consist of Board and non-Board members appointed by the President at least one hundred and twenty (120) days prior to the annual membership meeting. To be considered as a Board of Director candidate a member must submit nomination application at least ninety (90) days prior to the annual membership meeting. The candidate must also be interviewed by the nominating committee at least sixty (60) days prior to the annual membership meeting. Interviews for incumbents may be waived. The list of the candidates must be submitted to the general membership at least twenty (20) days prior to the annual meeting. The nomination committee functions shall also be to conduct the election, count the votes and report the results. The candidate receiving the highest number of votes will be declared elected. In case of a tie vote, another ballot shall be taken at the same election meeting, such ballot
containing only the candidates involved in the tie votes.
B. Vacancies During Term: Vacancies on the Board of Directors shall be filled by appointment by the Directors; a member so appointed shall serve for the remainder of the unexpired term, or until his/her successor has been duly elected, qualified and installed.
C. Removal From Office: A Director will automatically vacate the office for failure to attend three (3) consecutive regular Board meetings, three (3) general meetings in a calendar year, or four (4) regular Board meetings in the twelve month period beginning with the annual meeting. A petition to remain in office shall require a majority vote of the Board to return the Director to office. All Board members must
sit on a committee and report to the Board of Directors as necessary. If in the judgment of (3/4) three-fourths of Directors present and voting, due cause is found for the removal of a Board member, such member shall be advised in writing by the Secretary, the basis for such decision. Within fourteen (14) days of receipt of notice from the Secretary, the Board member must give written notice to the Secretary within fourteen (14) days of the intention to appeal to the Executive Committee and shall retain full rights as a Board member until the appeal is acted upon and removal is sustained by a three-fourths (3/4) majority vote cast. The subject Board member shall not be present when the vote is taken.
D. A maximum number of two persons may serve on the Board of Directors from one dues paying member.
9. Funds and Budget
A. Any expenditures in excess of $1,000 which is a non-budgeted expense item must be approved by the Board of Directors prior to the actual expenditure.
10. Amendments
A. The by-laws may be amended by majority vote of the Board of Directors.
11. Rules of Procedure
A. Robert’s Rules of Order shall govern the procedures of all meetings of the Association.