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Bylaws
of the Yorktown Civic Association
Exec. Comm. Draft – 01/23/03
ARTICLE I
Name and Objectives
Section 1. Name. The name of this organization shall be
the Yorktown Civic Association (the “Association”).
Section 2. Objectives. The objectives of the Association
are:
(a) to promote the public interest and to share information of interest to
households in the Association;
(b) to promote all efforts toward civic betterment in Arlington County,
Virginia, and specifically in the area embraced within the boundaries of the
Association; and
(c) to promote these objectives by publishing the “Civic Pride”, a newsletter
for the households within the boundaries of the Association.
Section 3. Nature of Activities. The Association shall be
non-partisan and non-sectarian and shall not support or oppose any candidate
for political office, nor take part in any movement not in keeping with the
purposes and objectives of the Association. The Association, however,
reserves the right to take a position and to express its views on any
legislation, ordinance or course of action which in the judgment of the
Association will affect the welfare of its members, and to comment on the
actions of individuals and groups whose purposes or actions affect the
welfare of the area of the Yorktown Civic Association.
Section 4. Affiliation with Other Groups. The Association
may join, support, collaborate with federations, leagues, conventions or
other civic groups whose purposes and actions are consistent with the welfare
of the Yorktown Civic Association and Arlington County: Provided, That no
action under this section shall impair the continued existence of the
Association as a distinct organization.
ARTICLE II
Boundaries, Membership, and Annual Dues
Section 1. Boundaries. The area of the Yorktown Civic
Association shall consist of the neighborhoods enclosed in the boundaries as
delineated by the Arlington County Civic Federation and recognized by
Arlington County and are described as follows:
a. From the intersection of Lee Highway (VA Rte 29) and North Jefferson
St: east along Lee Highway (encompassing the northern side of Lee Highway) to
Edison St. From North Edison St. and Lee Highway northeast to the
intersection of 24th Street North and Columbus St (including N Dickerson
St).
b. North along Columbus St (encompassing the east side of Columbus St.) to
North 26th St.
c. East along 26th St (encompassing the north side of 26th
St) to Glebe Rd.
d. North along Glebe Rd to Old Dominion Dr, and north along Old Dominion Drive
to Rock Spring Rd.
e. West along Rock Spring Rd. to
Little Falls Rd.
f. West along Little Falls Road
to 5545 N. Little Falls Road,
g. South along N Jefferson St to
Lee Highway (encompassing both sides of North Jefferson St.).
h. The north side of N 27th
St. between Jefferson and N Lexington St.
Section 2. Eligible members. Each household within the
boundaries of the Association area is eligible for membership and will be
entered on the membership rolls upon the payment of annual dues as prescribed
in Section 6. Non-resident owners of property within the Association
boundaries are also eligible for membership in the Association upon payment
of annual dues. Any adult (over eighteen) full-time resident of a
member household is eligible to be an officer or director of the
Association. Each adult (over eighteen) full-time resident of a member
household shall have one vote for all issues decided at general membership
meetings. Each non-resident property owner who is a member shall have
one vote for all issues decided at general membership meetings.
Section 3. Business
Members. A business within the boundaries of the Association is
eligible for a non-voting membership of the Association upon payment of the
regular annual dues. Each business member may designate a delegate and
alternate to the Association.
Section 4. Honorary
Members. The Association may designate honorary members. Honorary
membership is non-voting. Recommendations for honorary membership may
come from the Executive Committee or by a motion from the floor at a regular
meeting. Approval by a majority of those present and voting on the
motion is required for designating an honorary member.
Section 5. Annual Dues. The Executive Committee shall fix
the annual per household dues of the Association, subject to approval by the
Association at a general membership meeting. Dues shall be for a period
of the calendar year running from January 1 to December 31.
ARTICLE III
Officers and Directors and Their Duties and
Powers
Section 1. Elective Officers and Directors, Terms and
Qualifications. The Association shall elect biannually from
among adult (over eighteen) full-time residents of member households a
President, Vice-President, a Secretary, a Treasurer, and 7 at-large directors,
who collectively shall constitute the Executive Committee.
Section 2. Terms of Elective Offices. No member shall hold
the office of President for more than three consecutive terms, unless such
member is the only qualified member who has consented to be nominee for the
office of President. The terms of the officers shall begin on the first
day of the month succeeding that in which they were elected and shall
continue for two years: Provided, That elective officers shall serve until
their successors have been chosen and that an officer chosen in a special
election to fill a vacancy shall assume their duties immediately.
Section 3. Duties of the President. The President shall have the
following specific duties:
a. The President shall preside over the general meetings of the Association
and shall be Chairperson of the Executive Committee
b. The President shall, with the concurrence of a majority of the
Executive Committee, appoint all chairpersons and members of standing or
special committees, to serve at the pleasure of the President. The
President shall, with the concurrence of a majority of the Executive
Committee appoint representatives or delegates of the Association and
their alternates. Delegates and alternates shall serve for the same
term as elected officers.
c. The President shall appoint members to temporarily fill any vacancies
created by the resignation of an officer or director and provide for the
performance of the duties of any officer or position of the Association
during the temporary absence or disability of the incumbent or until the
vacancy shall have been filled in the manner provided by the By-laws in
Article V, Section 4;
d. No one other than the President or designated representative shall
represent the Association and make or authorize statements on behalf of the
Association on any matter in which the Association has arrived at a position
or policy;
e. The President shall appoint a member to serve as the editor of the
Civic Pride.
f. The President shall be
one of the delegates to the Arlington Civic Federation. The President
may appoint another member of the Association to fill this position, with the
concurrence of a majority of the Executive Committee.
Section 3. Duties of the Vice President. The Vice
President shall assist the President in the administration of the affairs of
the Association and shall undertake such duties as the President may assign.
In addition they shall have the following specific duties.
a. If the President is absent at either a meeting of the Association or a
meeting of the Executive Committee the Vice President shall preside.
b. The President may designate
the Vice President to speak for and on behalf of the Association.
c. In the event of the resignation, removal, disqualification, disability, or
death of the President, the Vice President shall assume the office of the
President for the remainder of the term of office.
Section 4. Duties of the Secretary. The Secretary shall
keep all the records of the Association not specifically the responsibility
of another officer, and shall record the proceedings of the meetings of the
Association and the Executive Committee, and perform such related duties as
the President or the Executive Committee may prescribe.
Section 5. Duties of the Treasurer. The Treasurer shall
receive the funds of the Association and shall disburse these funds when duly
authorized by the President, the Executive Committee, or the Association and
shall keep a current and accurate roll of members. The Treasurer shall
be authorized to pay all legitimate expenses incurred by the
Association. The Treasurer shall make a written or oral report of the
finances of the Association at least once per year each at a general
membership meeting and shall keep the records in such form as to disclose the
amounts and sources of all revenues received and the amounts and purposes of
all funds disbursed.
Section 6.
Appointive Officers. Any person appointed or elected to serve as a
representative or delegate of the Association or an alternate shall represent
the interests of the Association, and shall, whenever practicable consult
with the President or the Executive Committee to determine the position of
the Association. Provided, that nothing herein shall prevent any such
person from presenting his/her personal views as long as they are clearly
identified as such.
Section 7. Removal of Officers. Any officer or director of the
Association may be removed for non-performance of duties or just cause.
A motion for removal may be made at any regular or special meeting. The
reasons for the motion must be represented in writing and shall be read in
their full text by an officer of the Association. The maker of the motion may
briefly explain her/his reasons and may answer questions. The officer or
director involved, if present, may briefly reply, but there shall be no
debate. The motion shall be referred to the Executive Committee who will make
a recommendation for consideration at the next membership meeting. At
the next regular or special meeting held not sooner than ten days after the
presentation of the motion the question shall be debated, and if two-thirds
of those voting are in favor thereof, the officer or director shall be
immediately removed. No officer or director whose removal is under
discussion shall preside during the consideration of the motion of removal.
ARTICLE IV
Executive Committee
Section 1. Composition. The Executive Committee shall consist of
the four elective officers and seven other at-large directors elected at the
same time and for the same terms as the officers.
Section 2. Duties and Powers. In addition to the duties
and powers conferred elsewhere in this Constitution and in the By-laws,
a. The Executive Committee shall advise and assist the President in the
general management and supervision of the affairs of the Association; and
b. Between general membership meetings of the Association, the Executive
Committee may take any action on that matter which the Association could have
authorized.
c. The Executive Committee shall approve the President's creation or
dissolution of and assignment of duties to standing or special committees;
d. The Executive Committee shall approve the President's appointment and
removal of the chairman and members of the any standing or special
committees, and of representatives or delegates of the Association and their
alternates, and it shall appoint members of the nominating committee;
e. The Executive Committee, at
the first meeting of the year shall set the dates for the general membership
meetings. These dates shall be published in the “Civic Pride”.
ARTICLE V
Conduct of Elections
Section 1. Time of Elections. The officers and directors
of the Executive Committee shall be elected at the fall membership meeting
(also referred to an the annual meeting) of the Association.
Section 2. Nominations. Prior to the membership meeting where
the election is to be held, the Executive Committee shall appoint a
nominating committee of at least three members. The nominating committee
shall present nominations for officers and directors at the annual meeting.
No one shall be nominated by the committee unless he/she is an adult (over
eighteen) full-time resident of a fully paid up member household of the
Association and her/his consent has been obtained. Members prior to the
election may make additional nominations from the floor. The Executive
Committee or any of its members may endorse one or more nominees for elective
office in the Association. Nominations from the nominating committee
will be published in the Civic Pride prior to the fall membership meeting
where the election takes place.
Section 3. Voting Procedure. Each vote shall be cast in
person by an adult full-time resident of a member household or a non-resident
property owner member. All voting for elective positions shall be by
secret written ballot; Provided: that whenever there is one candidate for an
office or position, a motion for a unanimous ballot shall be in order; and if
such motion passes, no other balloting shall be required. In addition,
a. When there is more than one candidate for any elective position, a
majority of all valid ballots cast for that office or position shall be
required for election thereto: Provided that invalid, defaced, illegible,
blank or other ballots which cannot be tallied shall not be included in
determination of a majority.
b. When there is an office or position to be filled, and when no candidate
receives a majority on the first ballot, a second ballot shall be taken, the
voting then being confined to the two candidates receiving the greatest
number of votes on the first ballot: Provided that if two or more candidates
are tied for second place, all candidates so tied shall be candidates on the
second ballot.
c. The seven directors of the Executive Committee shall be voted on
simultaneously. If the number of candidates equals the number of
vacancies, a motion for a unanimous ballot shall be in order; and if such
motion passes, no other balloting shall be required. Otherwise,
each voter shall indicate on her/his ballot the names of candidates not to
exceed the number of vacancies. The candidates receiving the top number
of votes shall be elected up to the number of vacancies being filled.
Section 4. Special Elections. In the event of a vacancy in
any elective office or position other than President, a special election
shall be held at a general membership meeting for the purpose of filling the
office or position for the remainder of the unexpired term. All
nominations in such special elections shall be made from the floor.
ARTICLE VI
Amendment of the Bylaws
Section 1. Procedure. Amendments to these Bylaws must be
presented in writing at a regular meeting of the Association. Upon
presentation the Secretary may read the full text of the amendment to the
members present. The person or committee sponsoring the amendment will
be permitted briefly to explain its purposes and answer questions thereon,
but there shall be no debate. At the following meeting the amendment
shall be subject to debate and shall, if two-thirds of those voting are in
favor, take effect immediately.
ARTICLE VII
Meetings of the Association
Section 1. General Meetings. Unless otherwise ordered by
the Association or the Executive Committee, general meetings (also known as
membership meetings) of the Association shall be held at least three times
each year, with at least one meeting in the fall, one in the winter, and one
in the spring. The dates of each meeting shall be fixed by the
Executive Committee before the fall meeting and published in the “Civic
Pride” newsletter.
Section 2. Special Meetings. Special meetings may be
called by (1) the President (2) a written request from 4 members of the
Executive Committee or (3) a written petition from 20 members. Whenever four
members of the Executive Committee or twenty members shall petition the
President (or the Vice President if the President is not available) to call a
special meeting, (s)he shall do so within 30 days of her/his receipt of the
petition.
Section 3. Quorum. Fifteen members shall constitute a quorum for
the transaction of a business of the Association at any general meeting.
Section 4. Place of Meetings. Whenever practicable the meeting
shall be held at a place open to civic and community use in or adjacent to
the Association.
Section 5. Notice of Meetings. Members of the Association
shall be notified of each meeting at least five days in advance by mail,
email, or by general distribution of notices throughout the Association area:
Provided, that in the event of an emergency other means of notification may
be used and the requirement of five days advance notice may be waived.
Section 6. Order of Business. The President and the
Executive Committee shall set the order of business for meetings of the
Association. However, a meeting shall not be adjourned with out
allowance for completion of unfinished business or of new business.
Section 7. Standing Rules:
1. General membership meetings of the Yorktown Civic Association shall
be open to the public. Debate and voting privileges shall be limited to
paid members. Non-members may be invited to speak by the presiding
officer or by unanimous consent of those members present and voting.
2. All motions shall be recorded by the secretary. Whenever
possible, motions shall be presented to the presiding officer and to the
secretary in writing. A motion from the Executive Committee does not
need a second.
3. All new subject matter may be referred by the presiding officer for
investigation and recommendation to (1) an appropriate standing committee or
special committee or (2) the Executive Committee. The committee
considering the matter shall report at the next general meeting of the
Association. In an emergency a resolution or communication may be acted
upon by the Association with the consent of a two-thirds majority of the
members present and voting.
4. Issues raised by members and received by the President in writing
between meetings may be referred to the appropriate committee and may be
considered at the next membership meeting.
5. A member introducing a motion which is referred to a committee shall
have the right to appear before the committee prior to the report being made
to the Association.
6. During debate, no member shall
speak more than twice on the same subject, or more than once until all other
members have had the opportunity to speak, unless the member is speaking to
respond to a question put by another member. No member shall speak more
than three (3) minutes consecutively.
7. Votes shall be initially
by voice, except where another manner of voting is provided for by the
Constitution or By-Laws. Any member may, after the voice vote, request
a show of hands. Any ten members may require that the eligibility of all
persons voting be verified by reference to the rolls of the membership.
8. Consistent with the standing rules set out herein, the President
shall conduct the meetings informally, but may follow Robert's Rules of
Orders when he/she deems it necessary and appropriate.
ARTICLE VIII
Meetings of the Executive Committee
Section 1. Frequency of Meetings. The President shall meet with
the Executive Committee whenever, in her/his judgment, a need exists
but not less than six time per year. Four members of the Executive
Committee may also petition the President (or Vice President if the President
is not available) for a meeting. The Executive Committee shall meet at
least bi-monthly and may meet more frequently as needed to consider and conduct
Association business.
Section 2. Quorum. A majority of the current Executive
Committee shall constitute a quorum.
Section 3. Place, Notification, and Manner of Meetings.
The President, in consultation with other members of the Executive Committee
shall determine where, within the Association area, meetings of the Executive
Committee shall be held. The President may poll the Executive Committee
by telephone or email in lieu of calling a meeting, unless any member of the
Committee objects. The President shall also assure that all members are given
at least five days notice of each meeting; provided, that in the event of an
emergency the requirement of advance notice may be waived.
Section 4. Attendance at Meetings. The President may
invite committee chairmen, members, appointive officers or other members of
the Association to attend any meeting of the Executive Committee. Such person
shall have no vote. Non-members of the Association may also be invited
to attend all or part of a meeting of the Executive Committee.
ARTICLE IX
Standing and Special Committees
Section 1. Creation of Committees. The President, with the
concurrence of the Executive Committee, may create or dissolve and assign
duties to such standing or special committees as he/she deems necessary and
appropriate.
Section 2. Appointments. The President, with the
concurrence of the Executive Committee, shall appoint the chairmen and
members of the standing committees as soon after the annual meeting as
practicable, but all chairmen and members shall serve until their successors
have been selected.
Section 3. Meetings of Standing Committees. The Chairman of each
standing committee shall call meetings of the committee at such times as
he/she deems desirable or when requested to do so by the President.
ARTICLE X
Newsletter
Section 1 The Association shall publish the newsletter “Civic
Pride” and distribute the newsletter to all association members. The
issue of the newsletter which announces candidates for the election of officers
shall be distributed to all households in the association boundary. The
President of the Association shall act as publisher and shall approve the
content. Notwithstanding, any member may submit material for
consideration.
ARTICLE XI
Receipt, Deposit, and Disbursement of Funds
Section 1. Deposit of Receipts. All receipts of the
Association shall be deposited in such depository as the Executive Committee
may designate.
Section 2. Annual Budget. The President, with assistance
from the Treasurer, shall submit an annual budget at the beginning of each
year to cover proposed expenditures for the coming year. A majority
vote at a General Meeting is required for approval of the annual budget.
Section 3. Disbursement of Funds. The Executive Committee
may authorize or approve expenditures not in excess of $500.00 in support of
established policies or objectives of the Association. The President
may authorize or approve expenditures not to exceed $250. The Treasurer is authorized to pay, from
Association funds, all authorized and authenticated expenses incurred by the
Association for its ongoing operation as planned in the annual budget.
Section 4. Audit. A majority of the members voting and present
at any meeting can request appointment of an audit committee to examine the
books and supporting records of the Treasurer. The committee shall submit a report with recommendations, if
any, no later than the last regular meeting of the calendar year in which the
request is made.
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