NEW GUM SPRINGS CIVIC ASSOCIATION
BYLAWS
ARTICLE I – NAME AND PURPOSE
Section 1: Name. The name of the organization shall be the New Gum Springs Civic Association. It is an IRS 501(c)(4) tax exempt nonprofit organization incorporated under the laws of the Commonwealth of Virginia. The principal office of the Association shall be 8100 Fordson Road Alexandria, Virginia 22306. Its optional mailing address is P O Box 6112, Alexandria, VA 22306.
Section 2: Purpose. The New Gum Springs Civic Association (Civic Association) is organized to enrich the economic, civic and social welfare of its residents to include the enhancement of community relations, the promotion of peace and goodwill among neighborhood residents and groups from surrounding communities, the encouragement of respect for human rights and property, and cooperation with other groups and organizations in attaining its purpose.
ARTICLE II - MEMBERSHIP
Section 1: Membership. The Civic Association shall represent any person 18-years of age and older who lives within the geographic area of Gum Springs that is bounded by Richmond Highway, Boswell Avenue/Schellhorn Road/Sherwood Hall Lane, Holland Road and Little Hunting Creek.
Section 2: Dues. There shall be no initiation fee for membership. Dues will be set at an amount determined and voted by the general membership present and voting during any meeting when a change in current dues is warranted.
Section 3: Voting. The privilege for voting on issues and during meetings of the Civic Association shall extend only to members who have paid their dues and are in good standing.
Section 4: Revocation. Residential change from the geographic area defined in Section 1 shall automatically revoke membership.
ARTICLE III – REGULAR, ANNUAL AND SPECIAL MEETINGS
Section 1: Regular Meetings. The date of the monthly regular meetings shall be the second Tuesday of each month except for July and August. The Civic Association will not meet during July or August unless a matter with a sense of urgency requires a meeting. If so, the president may call a special meeting.
Section 2: Record of Attendance. A sign-in log sheet will be circulated to the membership for a record of attendees for all meetings of the Civic Association.
Section 3: Annual Meeting. The date of the regular annual meeting shall be the second Tuesday of October.
Section 4: Special Meetings. Special meetings may be called by the President.
Section 5: Quorum. A minimum of 8-residents must be present.
Section 6: Notice. Notice of each meeting shall be provided to the community a minimum of 2-days prior to the meeting except that no less than five days shall be provided for the Annual meeting. Notice includes posting on the community website. Community residents are responsible for checking the community website.
ARTICLE IV – EXECUTIVE COUNCIL
Section 1: Executive Council Role and Size. The Executive Council consists of the elected officers of the Civic Association and is responsible for the implementation of the Civic Association’s purpose as stated in Article I,
Section 2: The Executive Council shall be residents of the Gum Springs community.
Section 3: Meetings. The Executive Council may meet monthly or when required, at an agreed upon time and place with the president present and presiding. Teleconferencing or videoconferencing meetings are authorized and shall be conducted in such a way that all Executive Council members participating can hear each other at the same time. Only the President shall recognize speakers during such meetings as only one person shall speak at a time.
Section 3: Special Meetings. Special meetings may be called by the President or by a majority of Executive Council members.
Section 4: Executive Council Elections. Executive Council officers will be elected by the membership.
Section 5: Terms. All Executive Council members shall serve two-year terms, but are eligible for re-election.
Section 6: Quorum. A quorum must be a majority of Executive Council members.
Section 7: Notice. An official meeting requires that each Executive Council member receive notice a minimum of 2-days in advance.
Section 8: Officers and Duties: President - shall convene and conduct all meetings of the Civic Association and Executive Council; appoint all committees, except Nominating and Audit Committees; exercise all powers and perform all duties usually incident to the office and represent the Civic Association (or appoint a representative) at various functions or on committees. Vice-President - shall act in the absence of the President. Secretary - shall be responsible for keeping records of Civic Association and Executive Council actions, to include the taking of minutes at all meetings; sending out meeting announcements; distributing copies of minutes and the agenda; maintaining up-to-date records of the names and addresses of all members; and assuring that the Civic Association’s records are maintained. Treasurer - shall make a report at each meeting. The treasurer shall chair the finance committee, assist in the preparation of the budget, help develop fundraising plans, and make financial information available to the Executive Council and the public.
Section 9: Vacancies. The president of the Civic Association may appoint a member to fill a vacancy for any position except that of president and vice president, which shall be filled by a majority of registered members present and voting. These vacancies will be filled only to the end of the vacant position’s term.
Section 10: Resignation, Termination and Absences. Resignation from the Executive Council or officer position should be in writing and received by the Secretary. An Executive Council member may be removed with cause by two-thirds vote of registered members present and voting.
Section 11: Special Meetings. Special meetings of the Civic Association and Executive Council shall be called upon at the request of the President or onethird of the Executive Council. Section 12: Records and Documents. Upon leaving office, any documents pertaining to the Civic Association will be turned over to the president of the Civic Association.
ARTICLE VIII – NOMINATING COMMITTEE
The membership shall appoint a nominating committee to nominate and present to the membership the Civic Association’s slate of nominees. Following the report of the Nominating Committee, an opportunity will given for nominations from the floor. Only those who resides in the geographic area as stated in Article II, is eighteen (18) years of age and have consented to serve, if elected, shall be eligible for nomination by the Nominating Committee or from the floor.
ARTICLE IX – AUDIT COMMITTEE
The Audit Committee shall be comprised of members of the Executive Committee.
ARTICLE X - SPECIAL COMMITTEES
The president may appoint a member to represent the Civic Association to serve on a special committee and any committee outside of the Civic Association to include representation on committees within the Mount Vernon Council of Citizens Associations and any ad hoc committee.
ARTICLE XI – GUM SPRINGS COMMUNITY CENTER ADVISORY BOARD
The general membership will elect five (5) members to serve on the Gum Springs Community Center Advisory Board to represent the Civic Association for a term of two years beginning in the month of November. Any vacant representative position with time remaining may be filled by a member appointed by the president of the Civic Association.
ARTICLE XII - AMENDMENTS
Section 1: Amendments. These Bylaws may be amended when necessary by a two-thirds majority of registered members present and voting.
ARTICLE XIII – PARLIAMENTARY AUTHORITY The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Civic Association in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Civic Association may adopt.
APPROVAL
These Bylaws were approved at a meeting of the Civic Association on June 13, 2012
BYLAWS
ARTICLE I – NAME AND PURPOSE
Section 1: Name. The name of the organization shall be the New Gum Springs Civic Association. It is an IRS 501(c)(4) tax exempt nonprofit organization incorporated under the laws of the Commonwealth of Virginia. The principal office of the Association shall be 8100 Fordson Road Alexandria, Virginia 22306. Its optional mailing address is P O Box 6112, Alexandria, VA 22306.
Section 2: Purpose. The New Gum Springs Civic Association (Civic Association) is organized to enrich the economic, civic and social welfare of its residents to include the enhancement of community relations, the promotion of peace and goodwill among neighborhood residents and groups from surrounding communities, the encouragement of respect for human rights and property, and cooperation with other groups and organizations in attaining its purpose.
ARTICLE II - MEMBERSHIP
Section 1: Membership. The Civic Association shall represent any person 18-years of age and older who lives within the geographic area of Gum Springs that is bounded by Richmond Highway, Boswell Avenue/Schellhorn Road/Sherwood Hall Lane, Holland Road and Little Hunting Creek.
Section 2: Dues. There shall be no initiation fee for membership. Dues will be set at an amount determined and voted by the general membership present and voting during any meeting when a change in current dues is warranted.
Section 3: Voting. The privilege for voting on issues and during meetings of the Civic Association shall extend only to members who have paid their dues and are in good standing.
Section 4: Revocation. Residential change from the geographic area defined in Section 1 shall automatically revoke membership.
ARTICLE III – REGULAR, ANNUAL AND SPECIAL MEETINGS
Section 1: Regular Meetings. The date of the monthly regular meetings shall be the second Tuesday of each month except for July and August. The Civic Association will not meet during July or August unless a matter with a sense of urgency requires a meeting. If so, the president may call a special meeting.
Section 2: Record of Attendance. A sign-in log sheet will be circulated to the membership for a record of attendees for all meetings of the Civic Association.
Section 3: Annual Meeting. The date of the regular annual meeting shall be the second Tuesday of October.
Section 4: Special Meetings. Special meetings may be called by the President.
Section 5: Quorum. A minimum of 8-residents must be present.
Section 6: Notice. Notice of each meeting shall be provided to the community a minimum of 2-days prior to the meeting except that no less than five days shall be provided for the Annual meeting. Notice includes posting on the community website. Community residents are responsible for checking the community website.
ARTICLE IV – EXECUTIVE COUNCIL
Section 1: Executive Council Role and Size. The Executive Council consists of the elected officers of the Civic Association and is responsible for the implementation of the Civic Association’s purpose as stated in Article I,
Section 2: The Executive Council shall be residents of the Gum Springs community.
Section 3: Meetings. The Executive Council may meet monthly or when required, at an agreed upon time and place with the president present and presiding. Teleconferencing or videoconferencing meetings are authorized and shall be conducted in such a way that all Executive Council members participating can hear each other at the same time. Only the President shall recognize speakers during such meetings as only one person shall speak at a time.
Section 3: Special Meetings. Special meetings may be called by the President or by a majority of Executive Council members.
Section 4: Executive Council Elections. Executive Council officers will be elected by the membership.
Section 5: Terms. All Executive Council members shall serve two-year terms, but are eligible for re-election.
Section 6: Quorum. A quorum must be a majority of Executive Council members.
Section 7: Notice. An official meeting requires that each Executive Council member receive notice a minimum of 2-days in advance.
Section 8: Officers and Duties: President - shall convene and conduct all meetings of the Civic Association and Executive Council; appoint all committees, except Nominating and Audit Committees; exercise all powers and perform all duties usually incident to the office and represent the Civic Association (or appoint a representative) at various functions or on committees. Vice-President - shall act in the absence of the President. Secretary - shall be responsible for keeping records of Civic Association and Executive Council actions, to include the taking of minutes at all meetings; sending out meeting announcements; distributing copies of minutes and the agenda; maintaining up-to-date records of the names and addresses of all members; and assuring that the Civic Association’s records are maintained. Treasurer - shall make a report at each meeting. The treasurer shall chair the finance committee, assist in the preparation of the budget, help develop fundraising plans, and make financial information available to the Executive Council and the public.
Section 9: Vacancies. The president of the Civic Association may appoint a member to fill a vacancy for any position except that of president and vice president, which shall be filled by a majority of registered members present and voting. These vacancies will be filled only to the end of the vacant position’s term.
Section 10: Resignation, Termination and Absences. Resignation from the Executive Council or officer position should be in writing and received by the Secretary. An Executive Council member may be removed with cause by two-thirds vote of registered members present and voting.
Section 11: Special Meetings. Special meetings of the Civic Association and Executive Council shall be called upon at the request of the President or onethird of the Executive Council. Section 12: Records and Documents. Upon leaving office, any documents pertaining to the Civic Association will be turned over to the president of the Civic Association.
ARTICLE VIII – NOMINATING COMMITTEE
The membership shall appoint a nominating committee to nominate and present to the membership the Civic Association’s slate of nominees. Following the report of the Nominating Committee, an opportunity will given for nominations from the floor. Only those who resides in the geographic area as stated in Article II, is eighteen (18) years of age and have consented to serve, if elected, shall be eligible for nomination by the Nominating Committee or from the floor.
ARTICLE IX – AUDIT COMMITTEE
The Audit Committee shall be comprised of members of the Executive Committee.
ARTICLE X - SPECIAL COMMITTEES
The president may appoint a member to represent the Civic Association to serve on a special committee and any committee outside of the Civic Association to include representation on committees within the Mount Vernon Council of Citizens Associations and any ad hoc committee.
ARTICLE XI – GUM SPRINGS COMMUNITY CENTER ADVISORY BOARD
The general membership will elect five (5) members to serve on the Gum Springs Community Center Advisory Board to represent the Civic Association for a term of two years beginning in the month of November. Any vacant representative position with time remaining may be filled by a member appointed by the president of the Civic Association.
ARTICLE XII - AMENDMENTS
Section 1: Amendments. These Bylaws may be amended when necessary by a two-thirds majority of registered members present and voting.
ARTICLE XIII – PARLIAMENTARY AUTHORITY The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Civic Association in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Civic Association may adopt.
APPROVAL
These Bylaws were approved at a meeting of the Civic Association on June 13, 2012