PMKCA Constitution and By-Laws
ARTICLE 1. NAME
The Pa'auilo Mauka-Kalopa Community Association is an unincorporated association of residents of the various homestead tracts making up the Pa'auilo Mauka-Kalopa Communities.
ARTICLE 2. PURPOSE
The various small communities of homesteads in this organization are associating to form and maintain a harmonious, informed and unified Pa'auilo Mauka-Kalopa community that believes in orderly growth and development, the maintenance of public safety and welfare, the judicious use of publicly-owned resources, and the sensible and timely execution of government functions pertaining to the use of those resources. The association will be active in identifying community needs and in achieving community consensus, in establishing priorities, in communicating the needs and desires of the community to elected and appointed officials, and in participating in the public decision-making process.
ARTICLE 3. MEMBERSHIP AND DUES
Membership will be open to property owners, residents, and persons operating enterprises mauka of the Belt Highway including: The homestead tracts of Pa'auilo, Pohakea, Kaapahu and Kalopa in the Hamakua district of Hawaii Island. Voting membership in the association will be limited to dues-paying adult property owners and lessees. Annual dues will be $20.00 per individual or family and will be due and payable at either the annual general meeting in January or the picnic meeting in July. Dues will be reviewed annually by the Board of Directors and will be approved by the general membership.
ARTICLE 4. ORGANIZATION
The Association will be made up of a general membership body of residents and a representative Board of Directors, consisting of elected officers and appointed chairpersons of the various committees organized to meet community needs and interests. A meeting of the general membership will be held semi-annually in January and July of each year to elect officers to any vacant positions, identify and review issues of community concern, and associate and socialize with members of the community. A quorum for voting will consist of 20 members and meetings will be conducted by Robert's Rules of Order. Voting will be conducted by voice and issues will be decided upon by majority vote.
B. BOARD OF DIRECTORS
1. The President, Vice-President, Treasurer and Secretary are Directors who will be elected by the general membership body for various terms of service to the community. The Board will also include members designated to chair the various standing committees. These Standing Committee Chairpersons will be appointed by the elected Officers for one year periods. All Directors shall serve as volunteers. Collectively, this elected and appointed Board of Directors, functioning under the leadership of the President, will perform the Association's work by researching and defining issues, coordinating matters with counterparts in neighboring associations and other groups, representing the community at public hearings and meetings, and generally looking after the Community's interest and welfare.
2. Meetings of the Board of Directors will be held on the second Thursday in January, April, July and October. The Board will work on matters identified by the general membership, adopt resolutions, review and receive reports coordinate community activities, etc. A quorum will be 51%, an agenda will be followed, and procedures outlined above will be adhered to. All meetings of the Board and the various committees are open to all association members. Terms and specific responsibilities of officers and chairpersons, election and succession procedures, and composition of the Standing Committees are outlined in detail in the sections that follow.
C. BOARD ORGANIZATION AND PROCEDURES
Section 1: The officers shall be a President and Vice-President whose terms of office will be for one (1) year and a Treasurer and Secretary, whose terms of office will be for one (1) year. The offices of Treasurer and Secretary may be combined in one person, if desired by the membership and accepted by the person involved. No person shall be eligible to hold office unless he is an active member in good standing.
Section 2: Association funds shall be expended only by a majority vote of a quorum of the Board of Directors. Neither Board members nor their kin by blood or marriage shall receive any funds expended by the Board. All Association expenditures shall be made by check signed by the Treasurer.
Section 3: Similar to the President, the Vice-President will be elected on a biannual basis and he/she will automatically become a nominee for President for the new term. In the event that the Vice-President cannot serve in the following year, the nominating committee will nominate candidates for both offices.
Section 4: If the President cannot serve out his/her term, the next officer in line shall fill the unexpired term in the following order: Vice-President, then Secretary, then Treasurer. Vacancies for other officer positions that occur during the year will be filled for the unexpired term by a majority vote of the remaining officers.
Section 5: OFFICER'S RESPONSIBILITIES
President: Presides over all Board and General meetings, directs Board activities, and provides overall leadership and direction. Calls special meetings of the Board or the General Membership as needed. Nominates Chairpersons, appoints special committees, as needed. Serves as ex-officio member, at all standing committee meetings. Submits an annual report to the General Membership.
Vice-President: Operates as a working partner to the President; provides advice and assistance to him/her and acts in his/her absence. Keeps fully informed of all Association activities; sets agendas. Assists the President with all meetings of the General Membership, Board, and Committees; performs special duties as requested. Gains knowledge and experience sufficient to succeed the President at the end of the term.
Secretary: Attends all meetings of the General Membership and the Board. Keeps a record of attendance and outlines proceedings of the meetings. Reports minutes of the previous meeting. Files all the minutes of meetings.
Treasurer: Attends all meetings of the General Membership and the Board. Has care and custody of all Association funds; coordinates fund-raising activities. Keeps a complete record of expenditures and receipts of the Association. Submits a report of finances at each meeting. Submits to an annual audit to be conducted by two other Board members immediately preceding the July General Meeting.
Section 6: ELECTION OF OFFICERS
An ad hoc Nominating Committee of not less than five persons shall be appointed by the Board to prepare a list of candidates for office 60 days prior to the General Meeting.
Nominations may also be made by the General Membership and be submitted to the Board not less than 30 days prior to the General Meeting.
A majority vote of those present at a General Meeting shall win an election.
Section 7: STANDING COMMITTEES
Standing Committees chaired by an Association member, appointed by the Elected Board members, and consisting of one or more volunteer association members, will be organized to perform the major work of the Association. The need for additional standing committees may arise, be voted upon by the general membership, and be added as an amendment to the by-laws.
The committees are:
- Membership: Responsible for contacting and enrolling members and keeping membership records current.
- Publicity and Advertising: Responsible for publicizing general membership meetings and Association activities, and for identifying activities of other groups which the Association can benefit from.
- Water, Health and Utilities: Responsible for identifying and expressing community needs and concerns in these critical areas and developing recommendations for infrastructural improvements or betterments in public health where needed.
- Roads, Traffic and Safety: Responsible for identifying and expressing community needs and concerns pertinent to roads, public works, and public safety; and for developing recommendations for operational or infrastructural improvements as needed. Responsible for monitoring the condition of the Association's roads and liaising with County road crews regarding road work needed in the community.
- Legislative Action: Responsible for focusing on regional growth and development; studying and articulating issues and problems affecting the immediate community. Monitoring and reporting on legislative developments at both County and State level affecting the community and the Hamakua region; developing proposed resolutions or proposals for appropriate legislative action with County or State government as needed.
- Fire: Reports on status and activities of Pa'auilo volunteer fire department.
- Kalopa State Park Committee: Responsible for: 1) Collecting the funds donated by the pubic and having them deposited by the treasurer to the park account; 2) Printing and replacing the two interpretive brochures explaining the trails and native plants in the Park; 3) Adding or replacing signs that identify native plants; 4) Meeting at least once a month to maintain the Polynesian Garden.
Section 8: Sub-committees can be task organized from the other Standing Committees or can be created for a particular task of limited duration, when needed, by a majority vote of the Board. The Sub-Committee Chairperson will be designated by, and work in coordination with, the designated Standing Committee Chairperson.
ARTICLE 5. SPECIAL MEETINGS
Special meetings of both the general membership and the Board can be called by the President for exceptional reasons. A special meeting for any reason can also be called by a quorum of general members (20 persons).
ARTICLE 6. AMENDMENTS
At any regular meeting this Constitution and By-laws may be amended or changed by a two thirds vote of the eligible voting members present provided that the proposed amendment is submitted in writing and announced at the previous meeting and is included in notices of the next General Membership meeting.
Last amended January 28, 2016