Be Part of Something Great: Election for HPNA Officer Roles on October 6, 2023

Hello Neighbors!

I am writing to you as volunteer President of the Hamilton Place Neighborhood Association (not to be confused with a Home Owner’s Associations). We are a volunteer group of residents who care about our community and specifically wish to address the issue of crime in our neighborhoods and unhoused campers in the Los Gatos Creek trail through government advocacy and partnerships with non-profits

We are seeking 6 (six) enthusiastic and dedicated officers to join us as founding members for a 1-year time frame. This is a requirement for us to adopt the creek behind our trail and begin to address the issue of blight and crime bordering our community.

To be eligible for an officer role, you must be:

a) A member in good standing of the Neighborhood Association as defined in the by-laws, demonstrated proof of address/residency within the Hamilton Place Cottages borders and be in good-standing with your respective HOA.

b) You will get to approve and define the by-laws of the Neighborhood association and work to directly impact the quality of life in your neighborhood.

c) You must also be willing to commit at least 8 hours per month to attend meetings, participate in committees, and perform other duties as assigned.

If you are interested in becoming an officer or want to nominate someone else, please send an email to [email protected] before Wednesday, October 5, 2023 with your name, phone number, preferred role(s), and a brief statement of why you want to serve.

Elections for all roles that have more than 1 volunteer will occur on October 6, 2023 via a poll sent out by email.

We hope you will consider joining us as an officer for the Hamilton Place neighborhood association.

Sincerely,
Samuel Lum
Volunteer President of HPNA

Appendix A

The interim president role will be fulfilled by Samuel Lum for a 1-year time frame until next re-election in May of 2024. Each individual can serve in the same role at a max capacity of 2 years before they must rotate into a different role.

• President: The President shall coordinate all Neighborhood Association activities, preside at meetings of the Neighborhood Association and the Neighborhood Association Board, and shall have the general powers of supervision and management of the Neighborhood Association as pertain to the office and such duties as may be designated by the Board. With the exception of the Nominating Committee, the President shall be an ex-officio member of all other committees and shall be notified of all meetings.

The officer roles that we need to fill are:

• First Vice President: The First Vice-President shall assume the duties of the President in that officer’s absence. Other duties shall be performed as required by the President or the Board.

• Second Vice-President: The Second Vice-President shall perform duties as required by the President or the Board.

• Secretary: The Secretary shall keep minutes of the Neighborhood Association and Board meetings, shall be responsible for notification for Neighborhood Association and Board meetings, shall have the responsibility of Neighborhood Association correspondence, at the direction of the President, and shall maintain archive files. The Secretary will bring to all meetings two (2) years of Board and General meeting minutes, current Articles of Incorporation, By-laws and last two (2) years California Secretary of State’s annual Statements of Information filed after the May Officer and Director elections and HPNA Official Policy and Positions.

• Treasurer: The Treasurer shall be custodian of the Neighborhood Association funds and supervise the handling of funds of any enterprises of the Neighborhood Association. The Treasurer shall chair a budget committee, keep proper financial records, report regularly to the membership and the Board, and pay budgeted requests as directed by the Board. All checks over $1,000 shall require the signatures of two of the following Officers: President, Secretary, or Treasurer. The Treasurer will bring to all meeting two (2) years of HPNA Treasury records so that HPNA Board or members upon request can inspect records to include financial statements, bank statements, other financial statements, IRS 990 and any other California and federal required reports or filings.

• Western Division Police Ambassador: A Police ambassador is a volunteer who serves as a liaison between the community and the Western Division police captain. The Police ambassador’s role is to foster trust and communication, share information and feedback, and promote collaboration and partnership on public safety issues. You will also manage a Neighborhood Watch Whatsapp chat group to drive continuity and unification across all Neighborhood watches in our neighborhood.

• Valley Water District Board Ambassador: A Water District Board Ambassador is a volunteer who represents the interests and needs of the Hamilton Place Neighborhood Association in relation to the water district board. The Water District Board Ambassador’s role is to communicate with the board representative, advocate for more funding and support for the maintenance and improvement of the adopted section of the creek, and collaborate on water conservation and quality initiatives.