Bylaws of the Historic Prospect & Southland Park Neighborhood Association

As Amended January 2026

Article I – Name and Purpose

The name of this organization shall be the Historic Prospect/Southland Park Neighborhood Association (HPSPNA). The purpose of the Association is to promote the welfare, safety, historic character, and sense of community within the Historic Prospect and Southland Park neighborhoods of West Palm Beach, Florida.

Article II – Membership

Membership shall be open to residents, property owners, and businesses located within the designated boundaries of the Association. Members in good standing are those who have paid annual dues on or before December 31 of the preceding calendar year, or within any grace period established by the Board.

Article III – Meetings

The Association shall hold an Annual Meeting of the membership and such additional membership meetings as determined by the Board. Special meetings may be called by the President, a majority of the Board, or upon written request of at least ten (10) Regular Members.

Article IV – Quorum

A quorum for membership meetings shall consist of sixty-seven percent (67%) of Regular Members present.

Article V – Officers

The officers of the Association shall be the President, Vice President, Secretary, and Treasurer. Officers shall be elected by the membership to serve two-year terms.

President

The President shall preside over all meetings of the Association and the Board, represent the Association in official and public capacities, and perform such other duties as may be assigned by the Board.

Vice President

The Vice President shall assist the President in the day-to-day management of Association affairs, including coordination with city officials (such as the Mayor, City Commissioners, City Engineering, and the Police Department), supporting community events, and ensuring timely progress on Board initiatives. The Vice President shall perform the duties of the President in the President’s absence, inability, or refusal to act, and shall automatically succeed to the office of President in the event of a vacancy. The Vice President may be assigned additional duties by the Board as necessary.

Secretary

The Secretary shall maintain accurate minutes of all meetings, safeguard the Association’s official records, manage communications, and ensure proper notice of meetings in accordance with these bylaws.

Treasurer

The Treasurer shall collect dues, maintain accurate financial records, manage Association funds, and present a written financial report at each meeting.

Article VI – Board of Directors

The Board of Directors shall consist of the four (4) elected officers and the following Directors:
• Heritage & Preservation Chair
• Events Chair
• Traffic & Safety Chair
• Parks & Beautification Chair
• Community Planning & Development Liaison

Additional Directors-at-Large may be added at the discretion of the Board, not to exceed a total Board size of eleven (11) members. The Board shall oversee the work of the Association, ensure implementation of its mission, and manage affairs between membership meetings.

Section A – Director Roles

Heritage & Preservation Chair
The Heritage & Preservation Chair shall work closely with the President and Vice President to research, maintain, and promote the historical character of the neighborhood; serve as the primary liaison to the City of West Palm Beach Historic Preservation Board; educate residents on stewardship; and advise the Board regarding preservation matters and development impacts on historic resources.

Events Chair
The Events Chair shall oversee the planning and execution of Association events, coordinate event volunteers, and support community engagement initiatives. The Chair may establish event committees as needed.

Traffic & Safety Chair
The Traffic & Safety Chair shall monitor neighborhood traffic conditions, pedestrian safety issues, and law-enforcement concerns; serve as the primary point of contact with relevant city departments; and bring recommendations to the Board.

Parks & Beautification Chair
The Parks & Beautification Chair shall oversee neighborhood beautification efforts, landscaping initiatives, and park-related issues; collaborate with city agencies; and encourage community participation in beautification programs.

Community Planning & Development Liaison
The Community Planning & Development Liaison shall monitor proposed development, zoning changes, and commercial activity affecting the neighborhood; work with the President and Vice President to advocate before city officials; and keep residents informed of relevant planning issues.

Section B – Board Meetings & Attendance

The Board shall meet quarterly, in addition to the Annual Meeting of the membership. Board members are expected to attend meetings in person. Remote participation may be permitted only when necessary and with the approval of the President and Vice President, or by majority vote of the Board. Board members must attend the Annual Meeting and at least three (3) of the four (4) quarterly Board meetings each fiscal year. Failure to meet these expectations may result in a review of the Director’s standing by the Board.

Section C – Vacancies

Any vacancy on the Board, including officer positions, shall be filled by majority vote of the remaining Directors at a duly called meeting. A Director so elected shall serve the remainder of the unexpired term.

Section D – Electronic Voting

Board votes may be conducted in person, by telephone, videoconference, or electronically (including email), provided all Directors have the opportunity for discussion or may submit written votes. Electronic votes shall be confirmed by the Secretary and entered into the minutes of the next meeting.

Article VII – Executive Committee

The Executive Committee shall consist of the President, Vice President, Secretary, and Treasurer. The Executive Committee may act on behalf of the Board between meetings on matters requiring immediate attention, subject to ratification by the Board at its next regular meeting. The Executive Committee may authorize expenditures up to five hundred dollars ($500) and take actions necessary to advance the Association’s work, provided such actions comply with these bylaws and adopted policies.

Article VIII – Fiscal Year

The fiscal year of the Association shall begin on January 1 and end on December 31 of each year.

Article IX – Committees

The Board may establish standing or ad hoc committees as needed to carry out the work of the Association and may designate Board members or Regular Members to chair such committees. Committee chairs shall report to the Board and ensure their activities align with the mission and bylaws of the Association.

Article X – Conflict of Interest

Directors shall disclose any potential conflicts of interest in matters before the Board and shall abstain from voting on such matters when appropriate. All disclosures shall be recorded in the minutes.

Article XI – Amendments

These Bylaws may be amended at any duly called membership meeting by a two-thirds (2/3) vote of members present, provided written notice of the proposed amendment has been distributed to members at least ten (10) days prior to the meeting.