Association
By-laws Association
By-laws1.01 Definition of Civic Association Title
2.01 Protect the Quality of Life
2.02 Participate in Civic and Community Activities
ARTICLE IV - ELECTION OF OFFICERS AND DIRECTORS
4.01 Election of Officers and Board Members
4.02 Non-committee Nominations
4.04 Replacing a Vacant Office
ARTICLE V - DUTIES OF OFFICERS
5.02 The President's Duties and Authority
5.04 The First Vice President's Duties and Authority
5.05 The Secretary's Duties and Authority
5.06 The Treasurer's Duties and Authority
ARTICLE VI - DIRECTORS AND DUTIES OF THE BOARD OF DIRECTORS
6.02 Election Requirements for Directors
ARTICLE VII - MEMBERSHIP MEETINGS
7.01 General Meetings (Full Membership) and Associated Business Agendas
7.03 Community Notification of Meetings
7.04 Quorum Definition for General Meetings
ARTICLE VIII - BOARD OF DIRECTOR'S MEETINGS
8.02 Reporting Board Meeting Activities to the Membership
8.03 Quorum Definition for Board Meetings
ARTICLE IX - AMENDMENTS TO THE BYLAWS
9.01 Rules for Amending the By-laws
The
title of this non-profit organization shall be West Laurel Civic Association,
Inc., hereafter referred to in these bylaws as "the Association".
This title shall appear on all official papers and
communications of the Association.
The
boundaries of the Association are:
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On the south by Route 198 including properties abutting on the south
side;
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The Patuxent River on the north; and
- On the west by the Prince George's County line and Riding Stable Road including
properties on any roads abutting Riding Stable Road, and including properties on
Birmingham drive.
September
1 shall be the first day of the fiscal year for the Association.
The
HOTLINE shall be the official publication of the Association.
To
protect and improve the community.
To
take an active part in the civic activities and affairs affecting the West
Laurel area.
To
encourage participation in government while not endorsing any candidate for
political office nor any political party.
There shall be two classes of membership: voting members and non-voting
members. Every resident of the area defined in ARTICLE I, Section 1.03, who is
at least 18 years old shall be a non-voting member. Every non-voting member who
pays the annual dues shall be a voting member.
The
Board of Directors shall recommend the annual dues to the membership for
consideration at the spring meeting. The membership shall approve the annual
dues for the fiscal year beginning September 1.
All
authority not specifically delegated to the Directors or Officers of the
Association by these By-laws shall remain in the membership.
The
Association Officers shall consist of a President, First Vice President, Second
Vice President, Secretary and Treasurer who shall be elected by a majority of
the votes cast at the spring meeting. There shall be two area directors elected
from each area defined in Section 6.01 by vote of the voting members residing in
such area. The Second Vice President, with the approval of the Board of
Directors, shall appoint a nominating committee consisting of at least three
voting members. The nominating committee shall solicit candidates for each
office.
Additional
nominations may be made from the floor prior to the close of nominations at the
spring meeting.
The
term of office for Officers shall be two years. The term of office for Directors
shall be two years with one Director from each Area elected each year. The term
of office for Officers and Directors shall coincide with the fiscal year/years
of the Association.
In
the event that any vacancy occurs during the term of an officer or director, the
Board of Directors shall fill such vacancy at the next regular meeting of the
Board.
The
normal term of office shall be for two years, coinciding with the fiscal year of
the Association.
The
President shall be the chief executive officer of the Association. He shall:
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Preside at all Board and general meetings or specifically designate a
presiding officer if the Vice President is unavailable;
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Call special meetings after consulting with the Board of Directors;
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Call meetings of the Board of Directors at least every other month;
-
With approval of the Board of Directors, appoint chairmen, members of
standing and special committees (except for the nominating and audit
committees), and delegates to civic associations;
-
Call for regular committee reports and refer matters of business to the
appropriate committee;
-
Insure that elections are held in accordance with these by-laws; and
-
Appoint a parliamentarian to rule on points of order at membership
meetings.
The
President may authorize incidental expenditures not greater than $100 without
prior approval of the Board of Directors or the Association but he shall detail
these expenditures to the Board of Directors at the next Board meeting and the
Treasurer shall report such expenditures at the next general meeting.
(a)
The First Vice President shall:
(1)
Have the powers of the President in his absence;
(2)
Serve as chair of the zoning committee and be responsible for the
Association’s zoning matters; and
(3) Such other responsibilities as specifically set set
forth herein.
(b)
The Second Vice President shall:
(1)
Functions as corresponding secretary;
(2) Insure that the records of the Association are properly maintained,
and upon completion of term of office shall turn over all permanent records of
the Association; and
(3) Shall maintain copies of all correspondence of the Association.
The
Secretary shall:
-
Insure that minutes of regular, special and Board meetings are recorded;
-
Shall insure that all official notifications to the membership are made
as prescribed in these By-laws; and
-
Notify Board Members of all Board meetings.
The
Treasurer shall:
-
Receive and deposit in the Association's bank accounts all monies paid to
the Association;
-
Reconcile all bank accounts;
-
Care for and keep an account of the funds of the Association;
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Disburse such funds when properly authorized by the President, the Board
of Directors or the Association;
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Make a report to the membership at each general meeting;
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Maintain the official list of paid members of the Association;
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Turn over to his successor all monies, property and records of this
Association;
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Maintain an inventory of Association property;
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File with the Vice President a receipt for all money, property of the
Association; and
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File a financial statement for the fiscal year.
The
Board shall be comprised of 2 directors from each of the five geographic areas
described in Attachment A to these By-laws.
Each
Director must be a resident of the area which he represents. If no individual is
elected from a directorate area this vacancy will not interfere with the
functioning of the Board of Directors.
Prior
to the fall membership meeting the Board of Directors shall establish goals for
the Association year and establish committees to carry out these goals. Also,
prior to the fall meeting the Directors will prepare a budget for the
Association year. The goals, committees, and the budget shall be presented to
the membership for approval at the fall meeting.
The
Board of Directors will conduct the business of the Association with the
guidance and prior approval of the membership.
The
Board of Directors shall approve all expenditures greater than $100.
There
shall be at least three general meetings each calendar year: A spring meeting,
prior to school closing; a fall meeting; and a winter meeting.
-
At the spring meeting the membership will elect the President, Board of
Directors, and other officers, receive the Treasurer's report, receive committee
reports, and dispose of other old and new business as required;
-
At the fall meeting, the membership will approve the proposed goals for
the year, approve the proposed budget and committees, and dispose of other old
and new business as required; and
-
At the winter meeting the membership will receive committee reports and
will dispose of old and new business as required.
Special
meetings may be called by the President. On written request to the President by
at least ten percent of the membership the President shall call a special
meeting.
Notice
of general and special meetings shall be published in the HOTLINE at least five
days prior to the date of the meeting.
A
quorum for all general meetings shall be 30 members.
Meetings
shall be governed by Robert's Rule of Order insofar as they do not conflict with
these bylaws.
All
Board and committee meetings shall be open to the membership.
A
summary of the Board meetings shall be published in the HOTLINE.
A
quorum for Board meetings shall consist of a majority of the existing members of
the Board or their designated alternates.
These
By-laws may be amended, repealed or modified in whole or in part at any regular
meeting of the Association upon an affirmative vote of two thirds of the
members present provided that:
-
The change has been proposed at a previous general meeting; or
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The proposed change was submitted in writing to the Board of Directors or
to a specially established By-laws committee for consideration;
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Any proposed change shall be published in the HOTLINE at least five days
prior to the meeting at which a vote on the proposed amendment is to be taken.
Comments, suggestions, and submissions should be directed to
John Dollen at john1and6@hotmail.com or
301-725-3202
