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CONSTITUTION of the HEMINGWAY VILLAGE CIVIC ASSOCIATION
Article I Name The name of this organization shall be the Hemingway Village Civic Association, hereafter referred to simply as the Association. Article II Purpose The purpose of the Hemingway Village Civic Association shall be to promote the common good and general welfare of the people of this community and to bring about civic betterments and social improvements. It shall attempt to assure conformance with the Hemingway Village building and deed restrictions. It shall provide a forum for the consideration of other matters of community betterment. It shall serve as a basis for cooperative efforts for community improvement. It shall take cognizance of matters such as: government, education, public utilities, public facilities (including streets, signs, sidewalks, and lighting), public safety and protection, zoning & zoning variance, social & recreational endeavors, and any other matters of general community interest which may be brought to the attention of the Board of Trustees. ARTICLE III Membership & Voting To be eligible for membership, a person shall be an owner and/or spouse of an owner of property in Hemingway Village and meet the following provisions: said property shall be an owner-occupied, detached, single family dwelling; said owner and/or spouse of an owner shall also have paid current dues as set forth at the Annual Membership Meeting. Each household shall have 2 (two) votes to represent their household to be cast as the household shall decide. There shall be no absentee or proxy voting between households. Persons who have not met the above conditions but who either reside or own property in Hemingway Village may attend any meetings, and have the right to speak at such meetings of the Association. They may also be involved in the general affairs of the Associations; however, since they do not meet the above provisions for membership, they shall not have voting privileges within the Association. ARTICLE IV Dues & Expenditures The annual dues for each household shall be set at the Annual Membership Meeting by a majority vote of the members present. Dues accrue the first day of each fiscal year for this Association and are to be paid within 30 days. Any member delinquent in the payment of dues shall be ineligible to hold office or to vote until all arrears have been fully paid. Current year’s dues are_______. The Association’s fiscal year begins April 1st and ends March 31st of the following year. No funds of this organization shall be spent for any purpose other than those consistent with the purposes and objectives of the Association. At the Annual Membership Meeting the Board of Trustees shall submit a budget to the members. The budget shall include a 10% deviation clause to account fo inflation, etc. Said general budget is to be approved by a majority vote of the members present. ARTICLE V Meetings To constitute an official meeting of the Hemingway Village Civic Association at least 30% or 8 whichever is the lessor, of the households must be represented by a voting member. There shall be at least one meeting held annually. The Annual Membership Meeting of the Association shall be held in the month of April of each year. All members shall be notified in writing not less that (30) thirty days in advance of the Annual Membership Meeting. Notice shall state the date, time and place of the Meeting, and said notice will be done by the Secretary of the Association. The Annual Membership Meeting shall be for the purpose of electing Board of Trustees and officers, and for such other purposes as stated in the notice. The annual dues, if any, shall also be approved at such meeting. A Special Meeting of the membership may be called by the President, by the Board of Trustees, or by the written petition of a majority of the membership. Such Special Meeting shall be held within sixty (60) days after called. Written notice shall be given to each member of the Association at least forty-eight (48) hours prior to such meeting by the Secretary of the Association. Any decisions, actions, etc., by the Special Meeting shall be reached by a majority vote. ARTICLE VI Order
of Business The order of business at all meetings of the Association shall be as follows: 1. Roll call; 2. Reading of the Minutes; 3. Treasurer’s report; 4. Report of the committee chairperson(s); 5. Unfinished business; 6. New business; and 7. Adjournment. ARTICLE VII Standing
& Special Committees There shall be the following Standing Committees: Community Improvement Committee, Membership Committee, and Social Functions Committee. The President shall appoint the presiding officer and members to each of the Standing Committees, upon the advice and consent of the Board of Trustees. Special Committees may be appointed by the President, upon the advice and consent of the Board of Trustees, and shall serve at the pleasure of the President. They may also be established by a majority vote of those attending any official meeting of the Association. All person(s) on the Standing Committees and Special Committees must be members of the Association. Standing Committee members cannot simultaneously hold full or alternate position(s) on the Board of Trustees. Members may simultaneously hold position(s) both on the Board of Trustees and Special Committees. All recommendations, reports, etc. by the Standing and Special Committees shall be reported to the President who in turn reports to the Board of Trustees before any action(s) may be taken. ARTICLE VIII Elections At the Annual Membership Meeting two alternates will be elected to one year terms. Each alternate will attend all meetings of the Board of Trustees, but may not vote. Any vacancy in the office of trustees arising after the Annual Membership Meeting will be filled by the appointment of the first alternate, as determined by whichever alternate received the highest number of votes at the Annual Membership Meeting. An additional alternate who shall become the new 2nd alternate will then be selected by the Board of Trustees until the next Annual Membership Meeting. At the Annual Membership Meeting the Board of Trustees shall solicit & submit nominees for the offices of Trustee, alternates, and officers in at least sufficient number as is required for the election of officers, trustees, and alternates. Additional nominations will be received from the floor at the Annual Membership Meeting. The election shall be conducted by written ballot, with individual votes cast for not more than the number of trustees to be elected. The results will be tabulated and, based on the highest number of votes received per candidate, the order of election will be first for vacancies on the Board, then alternates. ARTICLE IX Amendments The constitution may be amended at any meeting of the general membership of the Association. Any proposed amendments to the Constitution should be submitted in writing to the entire membership prior to said meeting. If the requirements of Article V, Special Meetings, are met, and a quorum is present, a two thirds (2/3) majority of voting members present shall be sufficient to approve any amendments. ARTICLE X Board of Trustees All authority and responsibility for the conduct of the Association’s affairs shall be vested in the President, the officers, and the Board of Trustees. The Board of Trustees shall consist of four (4) elected trustees, two (2) alternates, and the President. The trustees shall serve without compensation. The term of office shall be two years and these terms shall be staggered so that two trusteeships are up for election each year at the Annual Membership Meeting. Each trustee or alternate must be a member of the Association. A quorum for any meeting of the Board of Trustees shall consist of three elected members (with the President’s potential consideration as the third member). The President shall serve Chairman of the Board and shall be a non-voting member, except in the case of a tie, or in case of the absence of a trustee; in which case he/she shall be entitled to one vote. The board of Trustees shall meet four (4) times per year. Any vacancy in the Board of Trustees shall be filled by the first alternate, followed by the second alternate if necessary. Such appointee shall serve the term until the next Annual Membership Meeting. The Board of Trustees shall have the authority to adopt and publish the Association’s resolutions. It shall delegate executive authority and responsibility for the operation of the Association to the President and other officers. It shall present a financial statement for the Association at the Annual Membership Meeting. It approves the annual budget. The Board shall have the power to pass such resolutions as it deems necessary to promote civic unity and improvements and such will be binding on the organization ten (10) days after written notification to ALL members. It shall be the duty of the Board of Trustees to manage the affairs of the Association to the best of their ability for the general welfare of the community. The decisions of the Board shall be final and binding upon the membership. ARTICLE XI Officers All officers shall be elected at the Annual Membership Meeting, according to the specifications outlined in Article V and VIII. Each officer must be a member of the Association and shall be elected for a one year term. They shall serve without compensation. Any officer may be removed at any time, with or without case, by a majority vote of the members of the Association at a Special Meeting, according to the requirements for Special Meeting (s) outlined in Article V. Officers of the Association shall consist of the President, Vice-President, Secretary, and Treasurer. Officers of the Association shall attend all Board of Trustees meetings. Officers, if deemed necessary among themselves, shall elect to have any additional meeting(s) other than those of the Board of Trustees. Officers shall attend the Annual Membership Meeting and any Special Meetings. The presiding officer at any meeting of the officers and/or Board of Trustees shall be the President, or in his/her absence, the Vice-President, or another member of the Board shall preside. ARTICLE XII Duties of the Officers PRESIDENT Presides over meetings of officers, Board of Trustees, Annual Membership Meeting, and any Special Meetings. The President shall be an ex-officio member of every Standing an Special Committees. The President shall have th authority, subject to the approval of the Board of Trustees, to appoint members to the Standing and Special Committees and to designate the presiding officer of such committees. The President coordinates any problems within the neighborhood. Keeps informed on Village Council, Planning and Zoning Commission, and School Board affairs, either through himself/herself or through his/her representatives via the Special Committees. All action(s) recommended by Special and Standing Committees shall be presented to the President who in turn reports to the Board of Trustees. In addition the Presidency shall be the designated spokesperson for the Association as concerns publicity, the media, etc. VICE-PRESIDENT Takes minutes of any meeting(s) when Secretary cannot attend. Presides over any meeting(s) when President cannot attend. Makes arrangements for facility where meetings can be held and also arranges for babysitting at meeting. Prints and distributes any notices(s) of any meeting(s) by the Secretary to the Street Captains. Said notices are to be placed in every mailbox by the times(s) specified in Article V prior to each meeting(s). The Vice-President shall assume the duties of the President when the President is absent and shall perform such other duties as the President shall determine, subject to the approval of the Board of Trustees. The Vice-President shall assume the office of the President upon the determination by the Board of Trustees that the office of the President has been vacated. TREASURER The Treasurer is responsible for the collection of monies and keeps all records of membership dues and initiation fees (if any). Keeps all records of expenses and reimbursements of the Association. Submits current list of membership to the Secretary for attendance roster. Gives treasury report at any meetings. The Treasurer shall handle all monies and financial records of the Association, including the monies of all Standing and Special Committees. The Treasurer shall be required to sign all checks drawn upon the funds of the Association. SECRETARY Takes minutes of all meetings, including Board of Trustees, Annual Membership Meeting, Special Meeting(s), and meetings among officers of the Association. The Secretary shall maintain the correspondence, send notices of the meetings, and such other records of the Association as the Board of Trustees shall determine. Reads minutes of previous meetings to membership at next meeting. Keeps a current attendance roster for membership sign-in at the Annual Membership Meeting, and any Special Meeting(s). ARTICLE XIII Disclaimer It is further understood that the Hemingway Village Civic Association, as a whole and the individual members thereof, will neither pay, condone, or accept responsibility for acts of negligence, indiscretions, or personally motivated efforts professing to represent the majority interest of the membership–without the membership knowledge, consent, or direction of same. Further, each member agrees not to act as an agent, express or implied, for the Association without authority therefrom. Revised: June 07, 2000 . |
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