as adopted September 19, 2011
ARTICLE I: Name and Objectives
Section 1. Name. The name of this organization shall be Buckingham Community Civic Association, hereinafter referred to as the “Association.”
Section 2. Objectives.
- To further the public interest, individual safety, an enjoyable living environment, a strong local economy, and competitive property values by promoting efforts toward civic betterment within the boundaries of the Association and within Arlington County. These goals will be addressed primarily thru the Association membership, Civic Federation, other civic associations, the Neighborhood Conservation Advisory Council (NCAC) , and other appropriate Arlington County forums, as well as through briefings from individuals, organizations, and businesses proposing changes in Buckingham and surrounding neighborhoods;
- To provide leadership and organization that represents and coordinates community activity on issues of mutual concern through the active participation of residents, business and property owners, home and condo owner associations, government officials, and other interested parties.
ARTICLE II: Activities and Affiliations
Section 1. Nature of Activities. The Association shall be strictly non-partisan and non-sectarian. The Association, however, reserves the right to take positions and to express views on any legislation, ordinance or course of action, which in the judgment of the Association will affect the welfare of its members. The Association also reserves the right to comment on the actions of individuals and groups that affect the welfare of the Buckingham area.
Section 2. Affiliation with Other Groups. The Association may join, support or collaborate with federations, leagues, conventions or other civic groups whose purposes and actions are consistent with the welfare of the Buckingham area and Arlington County: Provided that any affiliation undertaken shall not impair the continued existence of the Association as a distinct organization
ARTICLE III: Boundaries and Membership
Section 1. Boundaries. The Buckingham area for the purpose of these by-laws shall consist of the neighborhood enclosed in the boundaries described by US Route 50 and North Glebe Road on the south and east sides. North Carlin Springs Road is the northern boundary. Three streets connect North Carlin Springs and US Route 50 along the western border of the neighborhood: the border heads south down North Carlin Springs then along North George Mason Drive to North Henderson Road which connects with US Route 50. Along this western border, however, single family houses along the south side of North 2nd Street east of Henderson Street are part of the Arlington Forest Civic Association.
Section 2. Individual Membership. Any individual 18 years of age or older who owns or rents real property or resides within the Buckingham area is eligible to membership with full voting rights and privileges.
Section 3. Family or Household Membership. The members of a family or of a single household who qualify as individual members may elect to join as a family or household. Each member 18 years of age or older shall have full voting rights and privileges. No more than four individuals per household may participate in this type of membership.
Section 4. Apartment, Condominium, or Homeowner Association membership. An Apartment, Condominium or Homeowner Association adjacent to or within the Buckingham area may obtain a membership equivalent to five (5) individual memberships 18 years of age or older. An Apartment, Condominium or Homeowner Association membership shall have no more than five official votes. The Apartment, Condominium or Homeowner Association shall provide 5 delegate names each year at membership renewal.
Section 5. Business membership. A business adjacent to or within the Buckingham area may obtain a membership equivalent to an individual membership. A business membership shall have no more than one vote.
Section 6. Honorary Membership. The Association may confer honorary memberships. Honorary members shall be entitled to participate in the affairs of the Association but they shall not have the right to vote or to hold elective office unless qualified under other membership criteria.
Section 7. Admission to Membership. Any person or organization eligible for membership under this article shall become a member upon payment of the dues to the Treasurer.
ARTICLE IV: Election, Duties and Powers of Officers
Section 1. Elective Officers, Terms and Qualifications. The Association shall elect annually, as prescribed in Article V, Section 1, a President, a Vice President, a Secretary and a Treasurer. The Association shall also elect annually a Neighborhood Conservation Advisory Committee Representative and Alternate as allowed by the Neighborhood Conservation Commission. The Association shall elect as many delegates and alternate delegates to the Arlington County Civic Federation as the Civic Federation permits. The officers, delegates and alternates shall serve for one year or until their successors are chosen. Vacancies in any of the elected offices, subject to Section 3 of this article shall be filled at the next regular or special meeting of the Association. Officers, delegates and alternate delegates chosen in special elections to fill vacancies shall assume their duties immediately.
Section 2. Duties of the President. The President shall be the chief executive official of the Association and shall take care that its by-laws and decisions are faithfully observed and executed. In addition, the President shall have the following specific duties:
- Preside over the meetings of the Association;
- Be chair of and a voting member of the Executive Committee of the Association;
- Appoint all officers, special committees and representatives of the Association whose appointment is not otherwise provided for in the by-laws.
- Provide for the performance of the duties of any office or position of the Association during the temporary absence or disability of the incumbent until the vacancy shall have been filled in the manner provided by the by-laws; and
- Represent the Association on any occasion which in the President’s judgment the interest of the Association is involved, and make or authorize statements on behalf of the Association on any matter in which the Association has arrived at a position or policy.
Section 3. Duties of the Vice President. The Vice Presidents shall assist the President in the administration of the affairs of the Association and shall undertake such duties as the President may assign them. In addition, they shall have the following specific duties:
- If the President is absent from either a meeting of the Association or a meeting of the Executive Committee, the Vice President shall preside.
- 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.
- In the event of the expiration of the term of a member of the executive committee, shall serve as the Chair of a nominating committee to fill the impending vacancies.
- Review Association funds, resources and prospective future costs to ensure the adequacy of the fee structure and report to the executive board and membership on recommended changes to fees or expenditures.
- Ensure an audit of Association resources is conducted yearly in the month after the end of the Association’s fiscal year (July 1 through June 30 of each calendar year). The audit can be by an individual member who is not part of the Executive Committee as long as the total Association funds do not exceed $50,000 and shall be completed by a certified auditor when funds accumulate beyond that amount. A formal report of the completed audit shall be signed by the Treasurer and the auditor and maintained in a permanent file.
Section 4. Duties of the Secretary. The Secretary shall keep all records of the Association not specifically the responsibility of another officer, 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 Association or the Executive Committee. The Treasurer shall make a report of the finances of the Association at each regular meeting and shall keep records in such form as to disclose the amounts and sources of all revenues received and the amounts and purposes of all funds disbursed. The Treasurer shall maintain a current and accurate roll of members and shall submit a financial report to the designated auditor each year as directed by the Vice President.
Section 6. Duties of the Neighborhood Conservation Advisory Committee Representative and Alternate: The Neighborhood Conservation Advisory Committee Representative shall represent the neighborhood served by the Association at meetings of the Arlington County Neighborhood Conservation Advisory Committee. When the Representative is unable to attend such a meeting, the Alternate Representative shall represent the neighborhood at the meeting. The Representative shall present a report at each Association Membership Meeting on any Neighborhood Conservation Advisory Committee activities that are relevant to the Association’s membership. The Representative shall coordinate any activities relating to updates or amendments to the Buckingham Neighborhood Conservation Plan.
Section 7. Duties of the Delegates and Alternate Delegates to Arlington County Civic Association. The delegates and alternate delegates to the Arlington County Civic Federation shall each attend as many meetings of the Arlington County Civic Federation as is practical. Where applicable, delegates and alternate delegates shall make representations and votes that affirm policies and positions that the Association has adopted. Delegates and alternate delegates may also speak and vote at Civic Federation meetings on any other matters. Delegates and alternate delegates may serve as officers of the Civic Federation. Delegates and alternate delegates shall report to the Civic Association on activities and issues under discussion or consideration by the Civic Federation.
Section 8. Appointed Officers. The President may appoint a corresponding secretary, a parliamentarian, an historian, a block captain for Neighborhood Conservation Plan projects and others, and may assign to them duties appropriate for such offices. The Association may create additional appointive offices.
Section 9. Removal of Officers, Delegates and Alternates. Any officer (elected or appointed), delegate and alternate of the Association may be removed for nonperformance of duties, inefficiency or conduct incompatible with the objectives and activities of the Association. A motion for removal may be made at any regular or special meeting. The reasons for the motion must be presented in writing and shall be read in their full text by the Secretary. The maker of the motion may briefly explain the reasons and may answer questions. The officer, delegate, alternate or Executive Committee member involved, if present, may briefly reply but there shall be no debate. 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 shall be immediately removed from office. No officer, delegate, or alternate whose removal is under discussion shall preside during the consideration of the motion of removal.
ARTICLE V: Meetings of the Association
Section 1. Membership Meetings. The Association shall conduct a regular membership meeting at least once every two months. Five members or 10 percent of the membership, whichever is fewer, will constitute a quorum at a membership meeting. The President shall determine the date, time, and location of regular membership meetings and provide notice of the meeting to all members at least 10 days before each meeting. The first membership meeting of each calendar year shall be the Annual Meeting, at which the Association shall elect officers, delegates and alternates for The Arlington County Civic Federation and Neighborhood Conservation Advisory Committee. The membership may bind the Association to any action consistent with its by-laws by a simple majority vote of members who have paid their annual dues on or before the date of the most recent previous membership meeting.
Section 2. Special Membership Meetings. The Association shall conduct a special membership meeting upon receipt of a petition signed by at least 20 members or 20% of the membership, whichever is fewer. The petition shall state the date, time, location and purpose of the special meeting. The agenda of a special meeting shall be limited to the stated purpose. Note of a special meeting shall be provided to all members at least 14 days before the meeting.
Section 3. Executive Committee Meetings. The Executive Committee shall consist of the President, the Vice President, the Secretary, Treasurer and the Neighborhood Conservation Advisory Committee Representative of the Association. Between membership meetings, the Executive Committee may meet as often as necessary, and may bind the Association to any action consistent with its by-laws by a simple majority vote, except for those actions specifically reserved to votes of the membership. Three or more members of the Executive Committee will constitute a quorum at an Executive Committee meeting. In the event the Association has received a petition for a special membership meeting, the Executive Committee may not bind the Association to an action related to the stated purpose of the special membership meetings. The Executive Committee shall report all of its actions and decisions to the next membership meeting.
ARTICLE VI: Standing Committees
Section 1. Standing Committees: The standing committees of the Association shall include: Neighborhood Conservation Plan, Membership, Traffic and Safety and Economic Development. The Association shall consider to be inactive any standing committee with less than three members. The chairperson of each standing committee shall present a report of the committee’s activities by e-mail prior to each membership meeting or shall present in person a report of such activities at the membership meeting. Such report shall provide the number of committee members who have attended any committee meetings during the reporting period
Section 2. Ad Hoc Committees: Ad hoc committees may be appointed for the accomplishment of specified tasks. Appointments of standing committee chairs shall be made by the President with the concurrence of Executive Committee. All other committee chairs are appointed by the President.
ARTICLE VII: Amendment of the By-Laws
Section 1. Procedures. Amendments of these by-laws must be presented in writing at a regular meeting of the Association. Upon presentation, the Secretary shall read the full text of the amendment to the members present. The person or committee sponsoring the amendment will be permitted briefly to explain the 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 VIII: Dues and Budget
Section 1. Dues. The membership shall vote on the amount of the next calendar year’s dues at the November membership meeting. Annual dues for each calendar year shall be paid at or before the first membership meeting of the new calendar year. Membership dues shall generally be utilized for Civic Federation Dues, administrative costs, supporting the annual Neighborhood Day, and neighborhood improvement requiring small investments where no outside resources can be identified.
Section 2. Budget. The Executive Committee shall prepare a calendar year budget in January.
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