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Practices and Procedures

Practices and Procedures adopted by the CHNA Board of Directors (1976-present)

Legal Matters:

  • A Preservation District is created to include Troup, Eagle, Greenwood, S. Washington, Fitzhugh, Adams, Atkinson Streets and parts of Plymouth and Tremont.
  • The name “Corn Hill Arts Festival” is registered as a trade name and filed in Albany.
  • CHNA is incorporated as “Corn Hill Neighbors Association, Inc.” (1989).
  • Loan and Lease agreement is approved to loan $100,000.00 to Landmark Society for 10-20 years, in return for office space at the Hoyt-Potter House.
  • The Executive Committee (President, Vice President, Secretary and Treasurer) is authorized to have direct contact with the CHNA attorneys, when needed.
  • The CHNA shall at all times be in compliance with its stated Whistleblower Policy. (See Addendum #1)

Financial Matters:

  • All bank accounts will be consolidated within a single institution.
  • The Loan Agreement with the Landmark Society is extended for another five-year term to June 27, 2015.
  • The Treasurer is granted the authority, consistent with the Bylaws, to consolidate financial accounts, as the Treasurer deems necessary.
  • A bookkeeper will be hired to perform routine financial tasks.
  • Corn Hill neighbors cannot be paid for CHNA services unless approved by the CHNA Board.
  • The Board President and/or Treasurer shall annually transfer a percentage of the year’s total CHNA income into a long-term investment Brokerage account.  This sum will be no less than 3% and no larger than 8% of the annual total net income calculated at the end of the fiscal year.
  • All CHNA financial records will be kept on file in the association’s office for a minimum period of seven years.

Officers and Committees:

  • Addresses and phone numbers of board members and committee chairpersons will not be published unless requested by that individual member or chairperson.
  • The position of Assistant will be added to the office/committee of Treasurer, Arts Festival Chairperson and Gazette Editor.
  • Board members will be elected so that termination years are staggered.  The new Board of Directors will elect the officers at the first meeting. Officers will serve one-year terms.
  • All committees need to be in compliance with the most recent edition of the “CHNA Committee Chairperson Guidelines.” (See Addendum #2)
  • Officers and Committee Chairpersons will prepare a preliminary budget for the coming year prior to the final September meeting of the current Board.  The new Board may adjust this budget if necessary prior to the October General Meeting for neighborhood approval.
  • The Social committee should fund special recognition, congratulations or condolences on behalf of the CHNA. Upon notification of the death of a resident, the Association will contribute up to $50. to a memorial of the family’s choice.  Upon notification of the death of a relative of a resident, the Association will send a sympathy card to the resident.
  • Any committee wishing to increase a budget line item by 10% or more and/or reallocate funds within the committee budget must obtain prior Board approval.
  • The Board will provide appropriate annual appreciation for Committee Chairpersons.

Board Meetings:

  • Name Tags will be made available at all General Meetings.
  • All reports and agreements will be presented to the Board in writing.
  • Board meetings will begin at 7:15 P.M. (General Meetings at 7:30 p.m.) with an attempt to limit meeting time to two hours. Items may be added to the agenda up until a week before the next Board meeting.  Final agendas will be made available to Board members the weekend prior to the Board meeting.
  • Board meetings are open to General members who will be allowed to speak during the beginning 15-minute open forum. They may remain as silent observers for the remainder of the meeting.

Office Matters:

All purchases or services must have an approved Purchase Order.  Bills will go to the CHNA office and the Board Treasurer will generate checks.  The Office Manager must have a copy of the P.O. and all purchases made on behalf of CHNA must have a receipt in order to be reimbursed. Purchases made for CHNA must have approval by committee chair and must reference the specific budget line from which the payment will be made. A Check Request form, signed by the committee chair and indicating the appropriate budget line will be used for this purpose. Check Request forms must indicate if payment is to be made directly to a vendor for goods provided or services rendered, in which case an invoice or contract will accompany the check request. If reimbursement to a committee member or other individual purchasing goods or services on behalf of CHNA is to be made, receipts showing that payment has been made must be provided with the completed Check Request Form. In cases where payments to several people in a group, such as CHAF judges, award winners, emerging artist payments, security personnel, performers, and reimbursements to neighbors for electricity and water during the festival are to be made, a single list of payees for each group that indicates the amount to be paid to each and the appropriate budget code will satisfy the requirement for an invoice, contract or receipts.

  • All Postal correspondence dealing with CHNA must go through the office.
  • The Office Manager will have eight “fixed” weekly hours.  These will be set by the Office Manager and published in the Gazette to enable office visits by Corn Hill neighbors.
  • A Job Description of Duties and Expectations will be provided to the Office Manager and a yearly review will be conducted, based on these expectations.
  • CHNA may lend portable Association-owned items to neighborhood residents/property owners for personal, non-commercial use when such items are not needed for CHNA use.  Items may be borrowed on a first-come, first-served basis and must be signed out on the CHNA Office form.  Borrowers are responsible for the care of borrowed items and for returning them within seven (7) days

Gazette Matters:

  • The Gazette will contain committee reports and a summary of the previous Board minutes.
  • Volunteer vacancies will be published in the Gazette.
  • The size of the Gazette and number of copies printed for distribution will be adjusted to meet the current needs of the neighborhood.
  • A regularly featured “Real Estate” column will include a list of MLS properties for sale, broken down by category, address and price as well as available rental units, based on information provided by the landlord.
  • The Gazette will be published in ten annual editions: January/February, March/April and subsequent monthly editions. Delivery will take place as close to the first day of the month as possible.
  • It will be Gazette policy to limit advertising to Corn Hill businesses and neighbors.  The “Goods and Services” advertisements will consist of Name/Short description/Address and/or contact information.  Any extended advertising will be in the form of an insert, provided in sufficient quantity and paid for by that business.
  • All Gazette information must be received “in writing” according to published monthly Gazette deadlines.
  • In order to limit publication expenses, Corn Hill Gazettes will be mailed “free-of-charge” only to those interested recipients, approved by the CHNA President, Board of Directors or Gazette Editorial staff. Other interested recipients shall also be eligible to receive Gazette mailings for an annual fee of $15.
  • Letters to the Gazette Editor(s), Down Our Streets information and Gazette articles will be accepted on line at Gazette@CornHill.org) or at the CHNA Office, located at 133 S. Fitzhugh Street. All information must be in writing, signed by the author (including the author’s phone number, for verification purposes), and received by the monthly deadline in order to be considered for Gazette publication.  In appropriate instances the Editors may include a disclaimer stating, “Personal opinions stated here are not necessarily those of the Gazette staff or of the CHNA.”

Arts Festival:

  • Any Corn Hill neighbor will be allowed to display their original Artwork at half the regular Artist’s fee. Upon submitting slides of their work, they will automatically be accepted into the festival.
  • The Festival Chairperson may hire a paid clerical assistant for services relating to the festival as deemed necessary.
  • Alcoholic beverages will be permitted be sold on Festival premises during Festival hours at supervised, enclosed locations providing this is licensed by an operation other than the CHNA.
  • Vendors will not be allowed to sell toy guns or replicas of guns.  Vendors who violate this policy will be removed from the festival.
  • Advocacy Group Participation at the Arts Festival: Advocacy groups include political parties/political candidates, non-profit organizations and other issue oriented associations. Advocacy groups (as defined here) may campaign and/or distribute literature within the festival boundaries provided the following conditions are met:
  1. Candidates and their committees will be jointly and severally responsible for any costs incurred by the festival or CHNA as a result of the candidates activities including, but not limited to, damages  to property, clean up of campaign materials or other expenses arising from the violation of this policy.
  2. The participants must maintain forward progress (keep moving at all times),and may not campaign or distribute literature in constricted areas, as designated by the committee in advance. (Constricted areas shall initially consist of stage and food areas and Corn Hill Place, Eagle, Edinburgh, and Glasgow Streets.)
  3. No food, adhesive materials, balloons or merchandise may be distributed.
  4. The group must keep litter to a minimum, and use its best efforts to clean up any litter problems resulting from its activities.
  5. The group must not obstruct the flow of pedestrian traffic or conduct any activity which would cause traffic congestion, jeopardize public health or safety, or violate the terms of the committee’s festival permit from the City of Rochester.
  6. The group may not use megaphones or amplification devices.
  7. The group may not place signs, banners, booths, tables or displays on public property.
  8. Groups wishing to be present at the festival for campaigning and/or distribution of literature must deliver 48 hours prior notice to the festival committee and agree to abide by the terms of this policy in all respects.
  9. The group must check in with Security upon arriving at the festival.

If the Festival Chair determines that an advocacy group has failed to adhere to any of the above, then the Festival Chair shall have the right to take such action as he or she deems necessary to cure the violation, including removal of the group from the festival location, as defined in the festival permit from the City of Rochester Special Events Department.

Group Affiliations

  • By resolution, it is the policy of the Corn Hill Neighbors Association (CHNA) to not sponsor or have an affiliation with any other group or organization. No current group or association is affiliated with CHNA.
  • The association will not create a subsidiary or affiliate group with out community approval.
  • CHNA disavows any responsibility for groups receiving our financial aid.
  • All groups requesting financial aid will be evaluated by the Philanthropy Committee and compete with all other requesters for CHNA resources.
  • To set aside this policy and sponsor a group or establish an affiliation with an existing group will require a two-thirds vote by the voting membership at a General meeting of the association.

October 2011

(Addendum #1) CORN HILL NEIGHBORS ASSOCIATION

WHISTLEBLOWER POLICY

Policy Statement:

It is the policy of the Corn Hill Neighbors Association to observe high standards of business and personal ethics. Employees, volunteers, committee members, board members and others must practice honesty and integrity in fulfilling their responsibilities and comply with all applicable laws, regulations and policies of the CHNA.

All employees, volunteers, committee members, board members and others are encouraged to report possible fraudulent actions, dishonest conduct or violations of law or CHNA policy.

If for any reason, it is difficult to report concerns to the CHNA Board of Directors President, the other members of the CHNA Executive Committee will serve as alternate reporting sources.

Whistleblower Protection:

The Corn Hill Neighbors Association will use its best efforts to protect whistleblowers against retaliation. It cannot guarantee confidentiality, however, and there is no such thing as an “unofficial or off the record” report.

The identity of the whistleblower will remain confidential, unless:

  1. the person agrees to be identified;
  2. identification is necessary to facilitate the School or law enforcement officials in investigation;
  3. identification is required by law;
  4. the person accused of a policy or legal violation is entitled to the information as a matter of legal right in a disciplinary proceeding.

No individual or group who in good faith reports a possible violation shall suffer harassment, retaliation or adverse employment consequences. Such actions may include, but are not limited to:

  1. threats of physical harm
  2. loss of job
  3. punitive work assignments
  4. impact on salary or wages
  5. unfavorable comments made to the employee or others regarding the incident

Whistleblowers who believe there has been retaliation may file a written complaint with the CHNA Board President. A proven complaint of retaliation shall result in the proper remedy for the person harmed and disciplinary action, up to and including dismissal, against the retaliating person. The protection from retaliation is not intended to prohibit managers or supervisors from taking action, including disciplinary action, in the usual scope of their duties and based on valid performance-related factors.

Any questions or concerns regarding this policy should be addressed to the Corn Hill Neighbors Association Office at 133 S. Fitzhugh Street, Rochester, NY 14608.

Adopted October 17, 2011

(Addendum #2)      CHNA COMMITTEE CHAIRPERSON GUIDELINES

On behalf of the CHNA Board of Directors, thank you for volunteering your time and efforts as a Committee Chairperson! The resources you bring are invaluable to the success of our neighborhood activities. It is hoped that the following information will be useful to you in your endeavors.

Committee concerns:

The Board of Directors appoints Chairpersons annually from October to October. Each committee is also re-established annually. It is highly recommended that each Chairperson appoints an Assistant Chairperson and recruits other neighbors as committee members. Each committee will work with a Board liaison. Committee meetings may be held monthly or whenever needed.

Financial procedures:

Each committee is expected to operate within its approved annual budget. All contracts must be signed by the Board President or by a delegated person.  Pay vouchers for expenses are available at the CHNA Office and original receipts must accompany all vouchers in order for the Treasurer to issue checks. Although CHNA is considered a “Not-For-Profit” organization, sales tax must be paid for all purchases. Committee Chairpersons and Assistant Chairpersons must sign copies of the Conflict of Interest forms located in the CHNA Office. Annual committee budgets are prepared in August and submitted to the Board Treasurer by September 1 of each year. Budgets are then reviewed by the Board and approved at a General neighborhood meeting.

CHNA Office matters:

Committee needs (typing, copying, etc.) must be requested through the Board President, who delegates such assignments to the CHNA Office Manager, except for Arts Festival needs and concerns, which will be conveyed through and by the Chair of that committee. CHNA equipment items may be borrowed for committee purposes by signing them out on the official office form.

Board Meeting Reports:

Each standing and ad hoc committee is expected to provide a written, monthly report to the Board President prior to the preparation of the monthly Board agenda. Committee meetings, activities and budget expenditures should be included in this report.

Gazette Articles:

It is important to keep the neighborhood appraised of committee activities and/or needs through the Corn Hill Gazette. All Gazette articles must be submitted to the editors by the second week of the monthly Gazette publication. Articles may be submitted in writing at the CHNA Office or by e-mail, as a Word document to Gazette@CornHill.org