Welcome to Lakeway Newcomers and Neighbors

Bylaws

Lakeway Newcomers and Neighbors Club Inc. Bylaws

Revised September 17, 2026

Article I. Name and Purpose.

Section 1. Name.

This organization should be known as Lakeway Newcomers and Neighbors Club Inc. (LNN).

Section 2. Common Name.

The common name is Newcomers and Neighbors. 

Section 3. Purpose.

The purpose of Lakeway Newcomers and Neighbors is both civic and social.

Civic: To promote interest in our community and the many advantages it has to offer.

Social: To extend a friendly and neighborly helping hand to all newcomers by introducing them to others like themselves and starting them on a new social life in this, their community.

Article II. Membership.

Section 1. Eligibility.

Members may be any resident residing within the geographical boundaries shown in Attachment A. Members must be current with their annual dues and accept both the annual release form and LNN Code of Conduct.

The Board of Directors, on a case-by-case basis, may grant membership in recognition of meritorious service or contributions to the Lakeway community by persons who reside outside the current boundaries.

Section 2. Benefits.

Membership entitles a member to participate in the programs and events of the LNN and to participate in the election of the Board of Directors of LNN. (Fees may be required for programs and events.)

Section 3. Guests.

A guest of a member may attend a maximum of two meetings/functions, accompanied by that member, provided any event fees are paid by or on behalf of the guest. 

The spouse of an LNN member cannot be considered a guest.

Section 4. Member Living Outside Jurisdiction.

If a properly admitted member moves outside of Lakeway, the ETJ or the Village of The Hills, they may continue to be a member of LNN as long as their dues remain current. If their dues lapse, they must requalify as any new member would.

Section 5. Release Form.

All members are required to agree to and accept the LNN personal release form on an annual basis.

Section 6.  Voting.

All members shall have one vote for the Board of Directors during the annual voting period or at a General Membership Meeting. There shall be no proxy voting.

Section 7. Termination of Membership.

A member may terminate membership by sending written notice, via email to the President.

A member who is not current with his/her annual membership dues will have his/her membership terminated.

A member who does not accept the Annual Release Form or LNN Code of Conduct will have his/her membership terminated.

A member may have his/her membership terminated or be disciplined as defined in the LNN Bylaws and Standing Rules #6.

Section 8. Code of Conduct.

The LNN Code of Conduct reflects our commitment to creating a positive and enjoyable experience for all members. By outlining expected behaviors and standards, it provides a framework for respectful interactions, thoughtful decision-making, and a supportive environment where friendships can flourish and everyone feels valued and welcome.

Member Expectations
Members are expected to:

  • Support the mission, programs, and decisions of LNN and its Board of Directors.
  • Treat all members with dignity, courtesy, and respect, valuing diverse perspectives and experiences.
  • Conduct themselves in a manner that reflects positively on LNN and promotes the organization’s goals and best interests.
  • Recognize and appreciate the contributions, talents, and accomplishments of fellow members and volunteers.
  • Communicate thoughtfully and respectfully, fostering a welcoming, inclusive, and supportive environment for all.
  • Demonstrate integrity, honesty, and accountability in all interactions and activities related to LNN.
  • Avoid conflicts of interest and promptly disclose any actual or perceived conflicts that may influence, or appear to influence, their judgment or actions on behalf of LNN.

Accountability

Membership in LNN carries both privileges and responsibilities. Members are expected to uphold the standards outlined in this Code of Conduct. Conduct that is inconsistent with these expectations may result in corrective action, including revocation of membership by a simple majority vote of the Board of Directors.

Membership in LNN carries both privileges and responsibilities. Members are expected to uphold the standards outlined in this Code of Conduct. Conduct that is inconsistent with these expectations may result in corrective action, including revocation of membership by a simple majority vote of the Board of Directors.

Section 9. Reinstatement. 

A request for reinstatement by a member whose membership has been terminated may be honored, at the Board of Directors’ discretion.

Article III. Board of Directors.

Section 1. Board of Directors. 

The Board of Directors shall be comprised of the following members:

  • Officers
    • President
    • Corporate Treasurer/Vice President
    • Corporate Secretary
  • Directors
    • Social and Special Events
    • Communications
    • Membership
    • Technology
    • Welcoming, Care and Concern

The Immediate Past President is a non-voting, ex officio member of the Board of Directors and serves as Parliamentarian.

Section 2. Nominations 

The President will work with the Board of Directors in October to determine each Board member’s status for the upcoming fiscal year.  

The Board of Directors shall recruit and compile a slate of candidates for the upcoming term.

To serve as LNN President, a candidate should have served at least one year on the Board of Directors. 

The President and Secretary may each hold only one Board of Directors position. The Board may use email solicitations, direct phone calls, or conversations, recruiting at socials, sending out a notice of interest, or other means as deemed appropriate to recruit new board members.

Section 3. Election of Officers. 

In mid-November, the Director of Communications will send out the approved slate on a ballot to LNN members. 

Space will be provided for write-in candidates. 

Member votes are to be directed to the Parliamentarian.

The newly elected board and appointed committee members will be presented during the month of December at either the December social or via email.

Section 4. Term of Office. 

The Board of Directors shall take office effective February 1, until a successor is duly elected. Officers serve for one year from February 1 to January 31. 

No officer shall serve in the same position more than two consecutive terms without the approval of the Board of Directors. Persons serving an initial term of less than a year may serve for an additional two full one-year terms.

 Section 5. Vacancies

A vacancy in any office during a term of office shall be nominated by the President and approved by a majority vote of the Board of Directors. 

Such Directors elected outside of the normal annual election process shall serve until the next annual election process of LNN, at which time they can be nominated and elected for two additional full terms.

Section 6. Removal.

A Director may be removed, without cause, as determined by a two-thirds vote of the Board of Directors at any meeting at which there is a quorum.

Section 7. Resignation.

A Director may resign only by submitting a written resignation to the President or to the other Directors, if the resigning Officer is the President.

Section 8. General Duties. 

The Board of Directors shall supervise all activities of LNN and define the activity groups to be affiliated with LNN.

The Board of Directors is empowered to consider, not consider, approve, disapprove, or take no action regarding all issues or motions relating to LNN at a legally constituted meeting of the Board, provided that no action is taken contrary to the policies and/or Bylaws of LNN. No action shall be taken on a motion to commit LNN to any matter until it has been considered and acted upon by the Board of Directors.

Article III. Board of Director Meetings

Section 1. Board Meetings.

The Board of Directors shall have a minimum of one meeting each quarter.

 The President may call meetings of the Board of Directors at any time, giving reasonable advance notice via email, phone call, and/or text. 

  • Individual Board members may request that the President call a meeting for a specific agenda item.
  • Any member may bring an issue or suggestion to the Board of Directors for consideration.

Section 2. Quorum. 

Fifty-one percent (51%) of the Board of Directors’ positions shall constitute a quorum at any Board meeting. 

Section 3. Voting. 

Each Board member may cast one (1) vote per position. There shall be no proxy voting.

Except as otherwise provided in these Bylaws, decisions of the Board of Directors shall be by a majority (51%) vote to pass a motion properly presented to the Board.

Section 4. In-person and Remote Meetings and Proceedings.

The Board may conduct official business meetings in person, through electronic meeting services, or by teleconference if all members can participate at the same time and can hear, be heard, and fully participate in the same manner as an in-person meeting.

The Board and LNN may conduct official business through ballots by in person meetings, mail, email, electronic meeting services, or by teleconference.

Such consent shall have the same force and effect as a vote of the Board of Directors assembled and shall be filed with the minutes.

Article IV. Authority and Duties of Officers and Directors

Section 1. The Officers and Directors shall have the authority and responsibility delegated by the Board of Directors and as follows.

Section 2. The President shall:

  • Call, preside over, and conduct all meetings of LNN Board of Directors and LNN.    Appoint any Ad Hoc Committees.
  • Sign all contracts or designate which Board member will sign in the name of LNN after the Board has approved them.
  • Serve as the representative of LNN in meetings and discussions with other organizations and agencies.
  • Determine the status of Board of Directors for the nomination process.
  • Otherwise perform all duties that are ordinarily the function of the office or that the Board of Directors assign.
  • Maintain an official address for LNN.  The official address for LNN shall be the President’s email address, unless otherwise stipulated.  

Section 3. The Corporate Treasurer/Vice President shall:

  • Oversee the deposit of all funds of LNN into the proper accounts.
  • Record all receipts and disbursements from accounts.
  • Receive and dispense all money.
  • Reconcile monthly debit, check, and bank account records.
  • Keep accurate financial records to be audited at the end of the fiscal year, if deemed appropriate.
  • Prepare monthly for the Board Meeting and annual financial reports for inclusion in the minutes.
  • Ensure appropriate tax returns are filed.
  • Manage an insurance policy for LNN.
  • Maintain any executed contracts.
  • Perform the duties of the President, if the President is unable to do so or is absent.
  • Perform other duties as assigned by the President or Board of Directors.
  • If the office of the President becomes vacant, the Corporate Treasurer/Vice President shall automatically become President.

Section 4. The Corporate Secretary shall:

  • Maintain the records of LNN for three years.
  • Keep and make available the minutes of meetings.
  • Provide the Board of Directors with a copy of the approved minutes from the previous month’s board meeting.
  • Perform other duties as assigned by the President or Board of Directors.

Section 5. Director of Socials and Special Events

  • Coordinate and serve as the liaison to the Board of Directors for their ideas, concerns, and approval prior to proceeding with any event. –
  • Supply meeting information to the Director of Newsletter and Communications for the newsletter and media announcements in a timely manner.
  • Manage the special events held as monthly meetings:
    • Coordinate and assist hosts as needed.
    • Appoint co-hosts as greeters at each function.
    • Purchase and deliver required supplies to each general meeting.
    • Submit a financial report to the treasurer for each event.
  • May appoint a team to assist with planning and coordinating social and special events.
  • Prepare printed name tags for each social.
  • Perform other duties as assigned by the President or Board of Directors.

Section 6. Director of Communications shall:

  • Gather, prepare and provide monthly newsletter information for distribution to the membership. Newsletter distribution will be on the same day of each month, and that day of the month will be set by the Director of Newsletter and Communications.
  • Send out reminders for special events and announcements of interest to LNN members.
  • Communicate member email issues to the Director of Membership.
  • Perform other duties as assigned by the President or Board of Directors.

Section 6. The Director of Membership shall:

  • Oversee the welcoming of newly admitted members.
  • Extend a personal welcome to each new member via phone or email. 
  • Maintain the master LNN membership list monthly with members paying dues.
  • Provide membership application and release forms to prospective members.
  • Deliver dues collected to the Treasurer.
  • Report membership updates and inquiries at all meetings.
  • Collect and maintain member application and release forms for all members for three years including the current year.
  • Supply information to the activity chairpersons, as needed.
  • Send separate notices in November through January to all members advising them that release forms and annual dues are payable prior to January 1st.
  • Perform other duties as assigned by the President or Board of Directors.

Section 7. Director of Technology shall:

  • Manage and update the LNN website to communicate information to active and prospective members to include current and upcoming events, activities, a secured membership directory, membership application, LNN Bylaws, officer list, and other information as directed by the LNN President and Board of Directors.
  • Maintain website security.
  • Manage URL, hosting agreements, and ensure associated fees are paid.
  • Create and manage online e-commerce capabilities related to membership and event payments.
  • Communicate issues to Board of Directors and members as appropriate.
  • Post monthly newsletter and archive the previous month’s newsletter.
  • Perform other duties as assigned by the President or Board of Directors.

Section 8. Director of Welcoming, Care, and Concern shall:

  • Assist Membership Director in welcoming new members and assist with their integration into the LNN membership.
  • Provide introductions to other new members and current members at social events.
  • If directed by the Board of Directors, create one or more social events(s) to introduce and acquaint new members with other new members and the Board of Directors.
  • Care & Concern’s goal is to reach out to members who are seriously ill, hospitalized, injured, or have had a death in the family to express LNN’s support with a card on behalf of LNN membership.
  • Send names of members who have received cards to the Director of Newsletter and Communication as required by the Director for timely newsletter publication.
  • Perform other duties as assigned by the President or Board of Directors.

Section 9. Parliamentarian

  • Serve as an ex officio, non-voting member of the Board of Directors
  • Maintain the current and previously Board-approved, governing documents of LNN, including but not limited to the Articles of Incorporation, Bylaws, Standing Rules, Policies and Procedures   
  • Receive and count the ballots for the election of the LNN Board of Directors.
  • Using the current governing documents to advise the Board of Directors. The current edition of Roberts Rules of Order, Newly Revised, shall be used to advise the Board of Directors when the governing documents do not cover an issue presented.
  • Perform other duties as assigned by the President or Board of Directors.

Article V. General Membership Meetings.

Section 1. A General Membership meeting called by the President may be held once per year.     The meeting will be held at a social gathering or other appropriate venue.

Section 2. Quorum. 

Thirty-five (35%) of the membership shall constitute a quorum at any general membership meeting. 

Section 3. Voting.

Each member may cast one (1) vote. There shall be no proxy voting.

Except as otherwise provided in these Bylaws, decisions of the membership shall be by a majority (51%) vote to pass a motion properly presented.

Section 4. In-Person and Remote Meetings and Proceedings.

Official business meetings may be conducted in person, through electronic meeting services, or by teleconference if all members can participate at the same time and can hear, be heard, and fully participate in the same manner as an in-person meeting.

Official business may be conducted through ballots by in person meetings, mail, email, electronic meeting services, or by teleconference.

Such consent shall have the same force and effect as a vote of the membership assembled and shall be filed with the minutes.

Article VI. Activity Groups.

The established activity groups shall elect a chairperson and, if necessary, one cochairperson or the President may appoint the chairperson.

The chairperson of each activity group (such as Dining Out, Golf, Lakeway Cinema Group) submits information to the Director of Newsletter and Communications as required by the Director for timely newsletter publication.

The activity chairperson should verify their members are current LNN members via the membership list provided by the Director of Membership.

Ideas for new activity groups shall be proposed to the Board of Directors for approval. Each proposed activity group must have an agreed upon chairperson submitted along with their proposal.

Article VII. Committees.

The Board of Directors may create committees with powers as it deems appropriate.

The President shall appoint persons to chair and serve on those committees, including persons who are not Directors or Officers of LNN. The committee must be given a purpose, timeline, authority, and funding, as necessary. The committee shall present a monthly report to the President on progress, which shall be included in the Board Meeting minutes.

Article VIII. Conflict of Interest.

Any Directors, Officers, committee members, or members having an interest in a contract or other transaction or determination presented to the Board of Directors, Membership, or committee of LLN for recommendation, authorization, approval, or ratification shall give prompt, full, and frank disclosure of her/her interest to LLN prior to its acting on such contract or transaction.

The Board of Directors shall determine, by majority vote, whether the disclosure shows that a conflict of interest exists or can reasonably be construed to exist. If a conflict is found to exist, such person shall not vote on, use his/her personal influence on, nor participate in discussion of (other than to present factual information or respond to questions in the discussion or deliberations with respect to such contact, transaction or determination) the issue. Such a person may not be counted in determining the existence of a quorum at any meeting where the contract, transaction, or determination is under discussion or is being voted on.

The minutes of the meeting shall reflect the disclosure made, the outcome of the vote, any abstentions from voting and participation, and whether a quorum was present.

Article IX. Board and Member Compensation.

Section 1. Board Compensation.

The members of the Board of Directors shall serve without compensation for their services as Directors or Officers. 

Directors and Officers may be reimbursed for all authorized, budgeted expenses reasonably incurred on behalf of LNN.

Section 2. Member Compensation.

The members who volunteer shall serve without compensation for their services as volunteers.

The Board of Directors may authorize reimbursement of authorized budgeted expenses that members who serve as volunteers incur in the support of LNN activities.  

Article X. Finances.

Section 1. Annual Dues.  

The Board of Directors shall determine the annual dues.  

Funds collected from members shall be solely for the benefit of LNN.  

Annual Dues shall be set or reaffirmed in October by the Board of Directors on a per person, per year, on an annual basis.  

Dues payment must be received between November 1st and December 31st of the preceding year.  

Members will be considered delinquent if payment is not received by January 31st of the new year.  

If an eligible resident joins in October, November, or December, dues for the remainder of the year will be waived and dues will be prepaid for the upcoming year.  

Section 2. Fiscal Year.  

The fiscal year of the Lakeway Newcomers and Neighbors shall be from February 1st through January 31st.  

Section 3. Accounting Method.  

The cash-basis accounting method shall be used by Lakeway Newcomers and Neighbors.  

Section 4. Budget.  

The Board of Directors shall approve the annual budget by April 1st.

No expenses shall be incurred in excess of the budgeted amounts without prior approval by the Board of Directors. The Board of Directors may use funds from another budget line items as an offset to fund an unbudgeted expenditure.

The LNN Board of Directors may authorize a deficit year, provided adequate cash reserves are available to fund the deficit for that year, if deemed necessary for the short-term needs of the club.

Section 5. Contracts.

The President serves as the signatory for all LNN contracts. The President or Board of Directors may appoint another designee to sign contracts, who must be a voting member of the Board of Directors. The Board of Directors must approve contracts before they are signed. The item being contracted must be in the approved budget.

Section 6. Investments.  

The funds of Lakeway Newcomers and Neighbors shall be invested in accordance with the policy established by the Board of Directors or by a committee appointed by the Board of Directors for such purpose, subject to Board approval.

Section 7. Insurance.  

An insurance firm shall be retained by Lakeway Newcomers and Neighbors to provide insurance policies as directed by the Board of Directors.

Section 8. Emergency Expenditures.

The President and Treasurer may approve an unbudgeted emergency expenditure. The Board of Directors must consider the unbudgeted emergency expenditure within 72 hours of execution. An emergency expenditure is for an emergency, which may negatively impact life or property.

Article XI. Amendments.

These Bylaws may be amended by a majority vote of the Board of Directors at any time, provided that the proposed amendments have be submitted to the Board of Directors in writing prior to the meeting at which they are to be considered.

Article XII. Parliamentary Authority.

The latest edition of Robert’s Rules of Order, Newly Revised, shall serve as the parliamentary authority for LLN for issues where the Bylaws, Standing Rules, Policies and Procedures are not defined or do not apply. 

Article XIII. Dissolution.

The Lakeway Newcomers and Neighbors shall not be dissolved except by a 60% vote in the affirmative by the Board of Directors at a legally constituted meeting. 

Section 1. Quorum. 

Fifty-one percent (51%) of the Board of Directors’ positions shall constitute a quorum at the Board meeting to dissolve Lakeway Newcomers and Neighbors. 

Section 2. Voting. 

Each Board member may cast one (1) vote per position. There shall be no proxy voting.

The Board of Directors shall, by a majority (51%), vote to pass a motion properly presented to the Board for dissolution.

Section 3. Asset Management Upon Dissolution

Upon the dissolution or winding up of the affairs of this club, the Board of Directors, after providing for the payment of all obligations, shall equally distribute any remaining assets to the current members living and in good standing for whom current mailing addresses are known.

The Board of Directors shall not distribute the assets to any other nonprofit tax-exempt organization, according to IRS regulations for 501(c)7 membership organizations.

Lakeway Newcomers and Neighbors Standing Rules

Standing Rule 1. Membership Directory.

The Membership Directory shall include member information, such as names, addresses, phone numbers, email. The Directory shall also include the current version of the Bylaws and a listing of LNN officers. Additional information may also be included. 

The Membership Directory shall be maintained on the secure portion of the LNN website and updated monthly. The Director of Membership will provide a list of current members who have paid dues to all activity chairpersons and the Director of Technology no later than the end of February. Non-renewing members will be removed from the email lists for activity notices. 

The database held and maintained by the Director of Membership is the master record of all current LNN membership and feeds into the LNN web site Membership Directory.

The Directory is published for the exclusive use of the membership for LNN activities and operations only. No unauthorized or commercial use of the directory by members or non-member is permitted.

Standing Rule 2. LNN Meeting, Program, and Event Protocol.

Members or guests of LNN shall not make special interest, commercial, religious, charity, or political solicitations at any meeting, activity or in any written communication. 

Standing Rule 3. Minutes Retention.

The Corporate Secretary shall maintain the minutes of the organization.

All minutes shall be kept for three years by the Corporate Secretary.

The Committee Chairs are to submit the committee meeting minutes to the Corporate Secretary.

Committee Minutes shall be filed with the Board of Directors Meeting Minutes as attachments by the Corporate Secretary.

Standing Rule 4. Governing Documents.

The Parliamentarian shall maintain a copy of the LNN Articles of Incorporation, and all past and current copies of the LNN Bylaws and Standing Rules.

All officers, directors, and members shall have access to the current Bylaws and Standing rules in a manner that cannot be edited.

Standing Rule 5.   Financial Record Retention

The Treasurer shall maintain the financial records of LNN for seven years as required by law and shall include:

  • Bank and financial account statements.
  • Disbursement and receipt records
  • IRS Form 990s
  • IRS Form 1090s
  • Reports to the Board of Directors and members

Standing Rule 6. Member Infractions and Disciplinary Action.

LNN may suspend, expel, or otherwise discipline any member, or one or more of the member’s family, for committing any violation of LNN’s Bylaws, Rules and Regulations, or Code of Conduct. In addition, a member may also be disciplined for drug- or alcohol-related conduct that may harm LNN activities, member safety or well-being, or the organization’s reputation; or for any criminal activity the Board deems materially relevant to the member’s participation in LNN.

Suspension. No portion of dues or fees previously paid by a suspended member shall be refunded or prorated. During the period of suspension, the member and his or her family shall have no right or privileges to participate in LNN activities. A suspension may be lifted at such a time as the Board of Directors is assured that any violations will not be repeated.

Procedure for Infractions and Discipline. A written notice shall be prepared and mailed to the Member describing the violation, noting all parties involved, and specifying the action taken by the Board of Directors.

Revocation. Membership may be revoked and the rights of any person or persons entitled to participate in LNN activities may be terminated for conduct unbecoming a member, for any offense against the best interests of LNN, for committing certain infractions as specified above, or for other good and sufficient cause.

Procedure for Revocation. A written notice of revocation shall be delivered by mail to the terminated member. Upon revocation, the member shall thereafter have no rights or privileges to participate in LNN activities.

Hearing Following Suspension or Revocation. The following procedures shall be made available by the Board of Directors in order that suspended members or members who have had their membership revoked may be afforded an opportunity to have their situation reviewed by the Board of Directors and all circumstances considered:

The member may request a review hearing, which will be held before the Board of Directors. The Member’s request for a hearing must be delivered to the Board within fifteen (15) days following the date upon which the Board mails the notice of suspension to the Member; and

The review hearing will be conducted within thirty (30) days from the date that Member’s request for the hearing is delivered to the Board. In the event a resolution is not reached, the decision of the Board of Directors is final and binding.

ATTACHMENT A