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greater dayton apartment associaiton 

1. Operation

          The Greater Dayton Apartment Association, hereafter referred to as the Association, or GDAA 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 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. Final approval of the membership is subject to no objections being received by the Association office within ten (10) days after notification has been made. 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.

E. Affiliate membership candidates must utilize an Application for Affiliate Membership. This application must be accompanied by a fee. The fee will be determined by the Board of Directors.  All correspondence, mailings, flyers, brochures and meeting notifications will be sent to one location, which will be designated on the Application for Affiliate Membership.

F. Once approved, Associate/Vendor Membership is non-transferrable to another company unless the original company no longer exists. In this case, the dues payer of the original company can submit an Associate/Vendor Member application from the new company for approval without additional fees and will be valid until the existing membership expires.

G. If a Primary Member transfers part of all of its multi-family real estate portfolio to another entity, the multi-family real estate transferred will still enjoy all benefits of membership in GDAA until the end of the then-current fiscal GDAA year.

3. Dues

A. Membership dues shall be paid annually, in advance, on the first day of  January or as may 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.

C. Resignation: The Board of Directors may accept the resignation of any association member at any time.

D. 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 as defined in the Policies and Procedures of the GDAA.

4. Delinquencies 

A. Any member who has an outstanding balance with GDAA for a period of thirty (30) days past the final payment date issued by the GDAA:

a. Will have a past due notice for payment sent out, both by e-mail and paper invoice.
b. Will be subject to a late fee.

B. Any member who has an outstanding balance with GDAA for a period of sixty (60) days past- the final payment date         issued by GDAA:

a. Will have a second past due notice for payment sent out, both by email and paper invoice.
b. The members' membership will be suspended until all outstanding charges are paid in full.

        C. Any member who has an outstanding balance with GDAA for a period of ninety (90) days past the final payment                       issued by GDAA:

a. The Treasurer shall mail a third and final delinquency notice to such member allowing an additional ten (10) days to remit payment.  This delinquency notice must indicate that membership may automatically terminate 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.The final decision to terminate a member must be approved by the Board of Directors.

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 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 the expulsion of the member. The final decision for or against the expulsion of the member shall be by a majority vote of the Board within 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 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 a written request signed by at 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 to 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.  If both the President and Vice President are absent, any other officer may preside over the meeting.

G. Quorum: At any meeting of the Association, a quorum is defined as ten percent (10%) of the members in good standing as appear upon the records of the Association.

7. Voting

A. Only members in good standing as appear upon the records of the Association shall be entitled to vote.  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 $250.00, or portion thereof, of annual membership dues paid, which shall be cast by the duly designated representative.

C. Elections of the Directors will be held at the annual meeting of the GDAA.  Those members present shall elect the number of Directors necessary to fill the open Board seats.  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.  Board of Director seats held by the Affiliate Group, Public Housing Authority, and Service Technician are exempt from this process.

D. At any meeting of the membership, all questions must be voted on in-person and pass by a majority vote.

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. 

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.

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 elected persons may serve on the Board of Directors from one 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 must be reviewed at least every three (3) years by the Compliance Committee.  Said Committee will be convened to review the By-laws.  The by-laws may be amended by a 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.