CTCA Bylaws
These are the rules the CTCA Board Of Directors has established and agreed upon for the 2025-26 board year, which govern the scope of what we do, how we make decisions, and how we operate as a volunteer organization and registered 501c7 entity.
BYLAWS OF THE COMANCHE TRAIL COMMUNITY ASSOCIATION
Adopted 5/5/25
ARTICLE I
Name
The name of this organization is the Comanche Trail Community Association.
The “Comanche Trail Community” includes all properties bounded east by Oasis Bluff, north by Bullick Hollow Road, west by the Cypress Creek arm of Lake Travis, and south by Lake Travis, excepting any portion of the platted subdivision of Villa Montana within this defined area.
The Comanche Trail Community Association shall be a non-profit organization.
ARTICLE II
Purpose
2.01 The purpose of the organization is to implement, promote, or coordinate with other agencies, programs for the protection, safety, and enhancement of the Comanche Trail Community.
2.02 The Comanche Trail Community Association will not own real property.
ARTICLE III
Membership
3.01 All persons or legal entities who own real property or reside in the Comanche Trail Community shall be eligible for Voting Membership in this Association.
3.02 The Association may accept, with the approval of the Board of Directors, Associate Membership of any person or legal entity who does not otherwise meet the qualifications of membership in section 3.01. The Board of Directors may, by resolution, establish standing guidelines or qualifications for Associate Membership to be followed by the Officers in the acceptance of Associate Memberships without necessitating individual approval. Associate Membership is entitled to all benefits of membership except that they shall not have voting rights nor be eligible to serve as an Officer or Director.
3.03 To be a Voting or Associate Member in good standing, the eligible party must register their current mailing address and phone number with the Secretary of the Association and pay annual dues for the current year. A Voting Member shall not be eligible to vote until thirty (30) days after complying with the requirements of this section, except that a Voting Member of the previous year can vote at the Annual Meeting if their dues for the ensuing year are paid at the onset of the Annual Meeting.
3.04 No individual or legal entity shall be entitled to more than one Voting Membership by virtue of the ownership of, or any interest in, more than one parcel of real property. Joint ownership of any parcel of real property shall be entitled to only one Voting Membership. Couples, residing in the same household, shall be considered as one membership for the purposes of dues and voting. Voting members must be at least eighteen years of age. In the event that membership is joint, then those joint members must decide among themselves how their vote shall be cast. A vote thereof may be exercised by any one of the joint members then present, in the absence of protest by their respective joint members. In the event of protest by a joint member, the vote shall be divided by the number of joint members, and each joint member shall cast an equal fractional vote.
3.05 The amount of annual dues for Voting or Associate membership shall be determined by a vote of two-thirds of those members voting at any membership meeting.
ARTICLE IV
Membership Meetings
4.01 There shall be an Annual Meeting of the members of the Association in the month of April for the purpose of electing Officers and Directors and for transacting other business as may come before the meeting. Time, date, and place of such meeting shall be set by the Board of Directors and notice thereof shall be mailed, posted, or emailed to the members at least two weeks prior to such date. The Board of Directors may call other meetings of the members as deemed necessary and notice thereof with a statement of the purpose of the called meeting, which shall be mailed, posted, or emailed to the members at least two weeks prior to such date. Emails may be sent as a notice posting to those members who indicated that preference of notification.
4.02 At any meeting of this Association a majority of the Board of Directors present and voting shall constitute a quorum. Members in good standing may submit proxies that shall be dated, signed, and submitted in writing at the onset of the meeting stating clearly the person authorized to cast the proxy vote and the agenda items for which it is intended.
ARTICLE V
Nominations and Elections
5.01 At least sixty days prior to the annual Meeting, the President shall appoint a nominating committee of three members, no more than one of whom shall be then serving on the Board of Directors, who shall present nominees for Officers and Directors for all vacancies for which elections are being held. The nominating committee shall first secure the permission of the proposed nominee to place their name in nomination. A report of such nominees shall be included in the written notice of the Annual Meeting.
5.02 After presentation of the report of the nominating committee at the Annual Meeting, nominations may be made from the floor, providing that persons so nominated shall agree to accept nomination.
5.03 Officers and Directors shall be elected by a majority vote of those members voting at the Annual Meeting. The method of balloting shall be determined by the presiding officer, unless an alternative method is approved by a majority vote of membership.
5.04 Elections of Officers shall be held in the successive highest order of the office as per Section 6.01 of these bylaws and anyone not elected may be nominated from the floor for other Officer or Director positions.
5.05 When there are more nominees for multiple Director positions than positions to be filled, each member may cast one vote for a different person for each of the vacated positions. Any person receiving a majority vote of those members voting shall be elected. When no person receives a majority vote for a given position, additional ballots shall be taken eliminating the nominated person receiving the lowest number of votes in the successive ballots until a majority vote is received by a given candidate for election to that position.
ARTICLE VII
Board of Directors
6.01 The Officers of this Association shall be a President, Vice President, Treasurer, and Secretary.
6.02 The Board of Directors shall consist of the Officers, the immediate past President, and six Directors-at-Large.
6.03 Officers and Directors-at-Large shall hold office for a term of one year, or until the election of their successors. Officers and Directors may, however, be elected for unlimited successive terms.
6.04 Any vacancy that occurs during the term of office may be filled by a majority vote of the Board of Directors.
6.05 Directors shall be expected to attend all meetings to represent the Association. If any Director is absent from three consecutive meetings, that Director’s term of office shall automatically terminate. Notwithstanding this paragraph, the balance of that Director’s term may be reinstated by affirmative vote of the Board of Directors.
6.06 General Board Duties
6.06a Each member of the Board of Directors shall be responsible for the management of the affairs and activities of the Association, for implementing resolutions as passed by the membership, and shall carry out actions that will further the purposes of the Association.
6.06b The Board of Directors shall meet no less than monthly, at a time and place determined by the Board. The President, or in his or her absence the Vice President, may call a special meeting of the Board of Directors. All board meetings shall be open to any member of the Association.
6.07 Duties of Officers
6.07a The President shall preside at all meetings of the members and at all meetings of the Board of Directors, and may appoint a parliamentarian. The President shall be an ex-officio member of all committees, and shall perform such duties as customarily pertain to the office of President, or as may be directed by the membership or the Board or Directors.
6.07b The Vice President shall have and exercise the powers, authority and duties of the President during the absence or disability of the President, and shall have such other responsibilities and duties as may be directed by the President or the Board of Directors.
After serving as Vice President, it is suggested that the officer succeed to the office of President the following year.
6.07c The Treasurer shall have the custody of all funds of the Association and shall develop a budget. The Treasurer shall sign all checks and drafts of the Association but the same shall be countersigned by the President or other Officer as may be designated by the Board of Directors. The Treasurer shall prepare a written financial statement at the end of the fiscal year for presentation to the Board of Directors and membership at the Annual Meeting and shall prepare statements at such other times as deemed necessary by the Board of Directors, and shall have such other responsibilities and duties as may be directed by the President or the Board of Directors.
6.07d The Secretary shall prepare and maintain all records of the Association, including minutes of all meetings of the Board of Directors and meetings of the membership. The Secretary shall give appropriate notice of all meetings of the Board of Directors and membership and shall perform such other duties as may be directed by the President or the Board of Directors. The minutes and reports of all meetings, financial statements and other records of the Association shall be passed on to the succeeding Secretary and shall be available to the Board of Directors at all times.
6.08 Directors-at-Large
6.08a There shall be a Director of Safety who shall coordinate matters of fire, speed, and any other items related to the protection and safety of the Community.
6.08b There shall be a Director of Membership who shall be responsible for welcoming new residents to the neighborhood, and promoting membership within CTCA.
6.08c There shall be a Director of Communications who shall be responsible for all communications for the Community including the newsletter, social media, and directory.
6.08d There shall be a Director of Events responsible for planning the Annual Meeting, End of Summer Party, Holiday Party, and any other social events sponsored by CTCA.
6.08e There shall be two At-Large Directors who will assist other directors as needed and oversee any additional items that would need the attention of the Board of Directors.
6.08f Directors may form committees to address their duties. The Director will serve as the Chair of each committee that reports to them.
ARTICLE VIII
Fiscal Accountability
7.01 The fiscal year of this association shall begin May 1 and end on the following April 30.
7.02 The President shall appoint a committee of three Voting Members, no more than one of whom shall be then serving on the Board of Directors, to audit the books and records of the Association and to present an audit report to the membership at the Annual Meeting.
ARTICLE IX
Standing Policy
The Board of Directors or any member in good standing may recommend consideration for a Standing Policy or amendment of an existing Standing Policy by either a majority vote or the Board of Directors or a majority of the member at an announced election, with at least two weeks written notice submitted to the Board of Directors or the membership for consideration at a regular or special called meeting of either body.
8.01 Standing Policy approved by Membership
The Board of Directors will be governed by any Standing Policy approved by the membership at any meeting where a majority of the Board of Directors is present, unless and until a majority vote of the membership revokes or amends said Standing Policy after a two-week written notice of said proposed action.
8.02 Standing Policy Approved Only by Board of Directors
The Board of Directors will be governed by any Standing Policy approved only by the Board of Directors, unless and until a majority vote of the Board of Directors revokes or amends said Standing Policy after a two-week written notice of said proposed action, or unless revoked by majority vote of the membership at the next Annual Membership meeting. All new Standing Policies must be voted on at the next Annual Meeting.
ARTICLE X
Amendments
Amendment to these bylaws may be adopted by the affirmative vote of a two-thirds majority of those members voting at any meeting of the membership providing that a copy of the proposed amendment was included in notice of the meeting.
ARTICLE XI
Parliamentary Authority
The rules contained in Robert’s Rules of Order, Newly Revised shall govern all meetings of the Association and its Board of Directors. In cases of conflict with these bylaws, the bylaws shall prevail. Interpretation of governing rules at any meeting shall be made by the President or presiding officer.