It is an elected body of 12 residents responsible for organizing the various activities for the benefit of the residents, overseeing expenditures, and representing the interests of the residents to the Board of Trustees and the Administration. It is organized as a Federal 501(c)(3)Tax Exempt Corporation with appropriate state and city licenses.
For the 2008–2009 and the 2009–2010 elections, the following procedure was followed: In September of the above two election years, the Council approved a Nominating Committee composed of two Council members and three other residents. The committee nominated one person for each open position. Following the Fireside Chat on the last Friday of October, the Residents’ Council annual meeting was convened, the nominees were announced, and since no further nominations were offered from the floor, the nominations were approved. Because the By-Laws (Section 2. Ballots and Voting) call for an election by written ballot, the already approved nominees were again in by written ballot.
Four residents are elected each year to serve 3-year terms. Vacated unexpired terms are filled by the Council. An individual may serve a total of two 3-year terms, which may or may not be consecutive.
The Residents’ Council meets at 2 pm on the second Tuesday of each month. All residents are invited to attend. At the first meeting of each calendar year the Council elects from its membership a President, Vice President, Treasurer and Secretary, each for a 1-year term (unless previously determined). Reelection is authorized. An Assistant Treasurer is appointed by the President for a 1-year term. Prior to the start of each fiscal year, April 1st, the President appoints an Auditor from the list of residents. At the January meeting, the President appoints a Committee on Committees Chair and Coordinators to be responsible for the Council’s Standing Committees. This leadership may carry over from the previous year. At the February meeting, the President appoints a Budget Committee consisting of the Treasurer, the Committee on Committees Chair, the Coordinators and two representatives of the Flea Market Committee.
They are the resident groups which the Council believes to be necessary and appropriate in meeting its basic responsibilities. The special interest groups are: Group I – Entertainment; Group II – Education/Communication; Group III – Social Events; Group IV – Resident Activities; Group V – Environment; and Group VI – Support Services. Within these groups some 60 standing committees function currently. New standing committees are added and old ones phased out subject to demonstrated need. Standing committee members serve from April 1st through March 31st. They may be reappointed indefinitely.
By mid-January, an “Invitation to Participate in Committee Activities” is delivered to each resident’s Mail Slot. By the March meeting, the Council’s Chair of the Committee on Committees will distribute a list of the members of the newly formed committees based on the residents’ responses, and identify the Chair of each, and Co-Chair if needed (with assistance from Coordinators and existing committee members). A person not in residence when the committees are formed can place a request for assignment in the Residents’ Council Box at the Message Center at any time. A copy of the “Invitation to Participate in Committee Activities” is included in the Hospitality Packet given to new residents. As some committees have size limits, it is not always possible to assign a resident to a “first choice” committee. Special committees may be appointed by the President for specific tasks.
Although the Council receives some funds as donations and bank interest, it is principally funded by Flea Market income. Before the start of each fiscal year, standing committee Chairs request Council authorization of annual budgets. The Budget Committee reviews these requests and presents a proposed total budget request for Council approval. By April 1st, following approval, the Treasurer informs each standing committee Chair of the approved budgeted amounts.
At each of the regularly scheduled monthly meetings of the Residents’ Council, the Treasurer presents an updated Financial Report showing receipts, disbursements, and the current status of all accounts, including the standing committees, Reserve Funds, and Flea Market. Copies of the Treasurer’s report are located at the Message Center, available to all residents.
The Council seeks at all times to improve the flow of information, encouraging residents to make suggestions. A locked “Suggestions for Council” box is located at the Message Center. Signed questions or comments may be placed there for Council attention, including suggested agenda items. Residents may contact any Council member at any time. Council meetings are open to all residents, the agenda includes a comment period for attendees, and the minutes are distributed to all residents.
The CEO regularly attends Council meetings, reports items of interest to the residents, and answers questions from Council members. The Residents’ Council President is a voting member of the Board of Trustees, whose meetings provide a time for residents’ comments. The CEO and each Trustee receives a copy of all Council meeting minutes. The Council’s Constitution and By-Laws empower it to make recommendations to both the CEO and the Board of Trustees.
