Millers River Tenant Council

Mi l l e r s  Ri v e r  Te n a n t  Co u n c i l

B Y L A W S  (effective February 2011)


Article I: Name

The name of the organization shall be the Millers River Tenants Council.


Article II: Purpose

The Tenants Council shall work to improve the overall well being of all the tenants at Millers River and to motivate interests in social activities in the building.


Article III: Membership

(1) Definition. All heads of household and their spouses in the Millers River development shall be members of the council.

(2) Non-discrimination policy. The council shall not discriminate on the basis of race, color, creed, religion, sex, sexual orientation, age, disability, ancestry, or national origin.

(3) Termination. Residents shall cease to be members when they leave Millers River or are no longer listed on the household lease; UNLESS they are temporarily relocated by CHA.

(4) Powers. The membership, acting at council meetings, shall (a) approve the minutes of membership meetings; (b) approve treasurer’s reports; (c) accept reports of all committees; (d) establish policy for the council.


Article IV: Meetings

(1) Regular meetings. Regular meetings shall be held each month, at 2:00 p.m. on the third Monday, or at a day and time to be decided by the membership.

(2) Special meetings. (a) Nomination meetings shall be held in September and Election meetings shall be held in October. (b) Other special meetings may be called by the elected officers or by written request to the officers by any five (5) resident members.

(3) Notice of meetings. At least three days notice in writing shall be required for all council meetings. A flyer shall be posted at building entrances and at the elevators on each floor. Each notice shall include an agenda. Posted flyers shall be removed promptly after each meeting.

(4) Location of meetings. Regular and special meetings shall be held in the Community Room at Millers River.

(5) Quorum. Twenty (20) members shall constitute a quorum for the transaction of regular business. Thirty (30) shall constitute a quorum for amendment of the bylaws or removal of officers.

(6) Who may attend. All residents of Miller River are encouraged to attend. CHA employees may attend only at the invitation of council officers. Chairs of meetings reserve the right to ask anyone to leave for good cause. Anyone may speak when recognized by the chair. Only council members may vote.

(7) Voting. Each council member shall have the right to cast one vote on each question. A simple majority vote shall decide an issue, EXCEPT that a 2/3 vote shall be required to amend the bylaws or to remove officers.

(8) Procedure. The elected council president or alternate chosen by the president shall open and close council meetings and shall establish reasonable procedures for the conduct of meetings.


Article V: Officers

(1) The titles and duties of the six officers shall be as follows:

(a) President. Presides at all meetings and maintains order.

(b) Vice-President. Assists the President, performs the President’s duties when the President is absent; and assumes those duties when and if the President can no longer serve.

(c) Treasurer. Handles council funds, keeps accurate records of all receipts and expenditures, submits an annual budget to CHA for per-unit funds, and reports to each membership meeting.

(d) Secretary. Takes minutes of council meetings and officers‘ meetings, maintains attendance lists, keeps necessary records, handles council incoming and outgoing mail, posting notices concerning council business.

(d) Delegates. Two delegates assist the officers at the pleasure of the President.

(2) Meetings of officers. Council officers shall meet monthly at regular council meetings. The president or a majority of other officers may call special meetings of the officers at any time.

(3) Terms of office and eligibility. All officers shall serve one-year terms and may be elected to  

succeed themselves. Terms begin on November 1 of each year. All members are eligible to be officers, UNLESS they are full-time CHA employees.

(4) Nomination and election process.

(a) Frequency. Elections shall be held once every year.

(b) Schedule. Nominations shall take place at the September council meeting and remain open for a minimum of fifteen (15) days. Elections shall take place at the “Annual Meeting” in October. Election procedures and a final list of candidates shall be mailed and/or posted at least fifteen (15) days prior to the election.

(c) Candidates may nominate themselves or be nominated (with their consent) by any other resident member. Printed ballots shall provide spaces for write-ins. Elections shall be by secret ballot and supervised by a neutral third party, such as a representative of the League of Women Voters, Alliance of Cambridge Tenants or other community agency. The supervising party shall count the ballots and announce the results.

(d) Recall. An officer recall election shall be conducted only by petition of at least thirty (30) resident members.

(e) Ties. In the case of a tie vote in the election for any officer, if there are more than two candidates a run-off election shall be held between the two who got the most votes in the first round. If there are only two candidates a neutral third party shall draw lots at the time and place where the vote has been counted.

(5) Replacement. Officers may be replaced before completing their terms under the following circumstances:

(a) Resignation. An elected officer may resign by delivering written notice to the President or Secretary of the council or verbally at a meeting where minutes are taken. An alternate shall be nominated and elected at the next council meeting following the procedures in (5) (c) below.

(b) Removal for good cause. Any officer who fails to perform his or her duties, or who has been absent without excuse for three consecutive meeting, or who acts in a threatening, abusive, or inflammatory manner, may be removed. All charges shall be in writing. The accused officer shall have the opportunity to speak in self defense or to be represented. A 2/3 vote of at least thirty (30) members present shall be required for removal. A removal vote may be taken if the officer chooses not to participate after receiving notice of the meeting.

(c) Filling vacancies. A special election shall be held to fill a vacant officer’s position at the next council meeting PROVIDED that there is at least one candidate for the position. If the President’s position is vacant, the Vice President shall assume that position until the special election is held. Notice of the council meeting shall include the special election. Officers elected to fill a vacancy shall serve for the remainder of the unexpired term. A special election need not be supervised by a neutral third party.


Article VI: Finances

(1) Fiscal year. The council fiscal year shall be the same as that of the CHA.

(2) Bank account. All council funds shall be maintained in a single bank account under the name of the council. All account documents shall be signed by both President and Treasurer. The Treasurer shall handle council finances, maintain accurate records, and report receipts and expenditures to council meetings.

(3) Approval of expenditures. All expenditures over $200.00 from the council account shall require advance approval of a council meeting. Expenditures under $200.00 must be made with the agreement and signatures of the President and Treasurer.

(4) Petty cash. Petty cash funds of up to $50.00 may be held by the Treasurer for routine expenditures. Details of petty cash expenditures shall be included in the Treasurer’s reports.

(5) Audit. The council books shall be available for inspection by CHA on an annual basis.


Article VII: Bylaws

Amendment: Any amendment to these bylaws shall be proposed in writing at a monthly or special council membership meeting and voted at the following month’s meeting. Amendments shall require a 2/3 vote of resident council members attending. Meeting notice shall explain any proposed amendment(s).