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Revised January 7, 2002
Approved by Membership Vote March 5, 2002
Bylaws Revision approved November 15, 2005
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Constitution
The purpose
of this Association shall be to provide a forum and voice for the
Community, and to protect and promote the mutual interests and welfare of
the residents of Brookland-Bush Hill and environs.
The name of
this organization shall be the Brookland-Bush Hill Civic Association.
The area of service of this
Association shall consist of the present bounds of Brookland Estates/Bush
Hill Woods, and subsequent additions thereto along and between the north
side of Franconia Road, south of Oakwood Road and its extensions, the
homes on Jane Way (including the homes on Ninian Court and Talbois Place)
on the east, and Brookland Road, Pratt Street, Piedmont Drive, and
Saratoga Drive to the west.
Article IV--Membership and
Voting
Section 1.
Membership shall be open to all residents of households within the area
set forth in Article III above.
Section 2.
Each individual having paid
annual dues shall be entitled to vote at any authorized meeting of this
Association as set forth in the By-Laws.
Section 3.
Membership in BBHCA shall be verified at each BBHCA meeting and a voting
card issued to eligible voters. Votes shall be tallied by a show of
voting cards except as specified elsewhere for contested elections.
Article V--Meetings of the
Membership
Section 1.
At least one meeting of the membership of this Association shall be held
annually for the purpose of election of officers to serve the Association.
Section 2.
Members shall be given written notice, by the Executive Committee, of the
time, date, place and purpose of membership meetings as set forth in the
By-Laws.
Section 3.
A quorum shall be required to
transact any business at regular and special membership meetings. A quorum
shall consist of not less than fifteen (15) households eligible to vote
present, including two elected officers.
Section 4.
Except as provided by Article VII of this Constitution and by Article VIII
of the By-Laws, a majority vote, in the affirmative, of the members
present and voting shall be required to carry any motion or resolution
brought before any meeting of the membership of this Association.
Article VI-Publications
This Association shall publish a
newsletter and other flyers or announcements needed to inform the
residents of meetings, issues before the community, and other items deemed
to be of interest or use to the residents. The primary publication shall
be a newsletter, which shall strive to present a balance of views on
controversial subjects.
Article VII
--Officers and Executive Committee
Section 1.
The affairs of this Association shall be administered by the officers of
the Association and by an Executive Committee as prescribed in the
By-Laws.
Section 2.
The officers of this Association shall be: President, First Vice
President, Second Vice President, Treasurer, and Secretary.
Section
3. The Executive Committee
shall consist of the aforesaid officers and the chairpersons of such
standing committees as are specified in the By-Laws.
Section 4.
Election of all officers shall be by secret ballot in contested elections
and by a show of voting cards in uncontested elections, pursuant to
procedures set forth in the Bylaws, Article V, Section 3.
Article VIII-- Amendment of Constitution
Section 1.
Amendment of this Constitution shall be by the affirmative vote of the
members as provided by Section 2 of this article.
Section 2.
Amendment of this Constitution shall be pursuant to the following
procedure:
First meeting:
A proposed amendment shall be submitted by motion, duly seconded, and
then, after discussion and subject to amendment, be put to a vote. Upon
approval by majority affirmative vote of the members present and voting,
the proposed amendment shall be published and distributed to the
membership not less than forty-eight (48) hours prior to the next
following meeting of the membership.
Second (next following) meeting:
The proposed amendment shall be put to a vote without further amendment. A
three-fourths affirmative vote of all members present and voting shall be
required for enactment.
Bylaws
Article I--Dues and Voting
Section 1.
Membership Year: The Membership Year of this Association shall be
September 1 to August 31.
Section 2.
Dues: Dues can be adjusted once a year at the annual meeting. The
membership dues will be reviewed annually as part of the report of the
Budget, Finance, and Audit Committee. (Revised November 15, 2005)
Section 3.
Voting: The payment of dues shall entitle any address within the service
area to not more than two votes at a membership meeting.
Section 1.
The Association shall hold not less than three membership meetings per
year, at a place designated by the President, subject to postponement or
cancellation by the President on request of a majority of the Executive
Committee, or by a majority vote at any regular or special meeting. No two
successive meetings shall be separated by more than four months.
Households shall be given at least forty-eight (48) hours written notice
of any membership meetings.
Section 2.
Special meetings of the Association may be called by a majority vote of
the Executive Committee or by a majority vote of the members voting at a
regular or special meeting. At least forty-eight (48) hours written notice
of every special meeting shall be issued to households, except in cases of
extreme emergency determined by the Executive Committee. The notice shall
state clearly the purposes for which the special meeting is called, and no
other business shall be considered at that meeting.
Section 3.
The Annual Meeting (for election of officers) shall be the scheduled
community meeting in May of each year unless otherwise notified as per the
rules in these By –Laws.
Article III--Duties of Officers
Section
1. The President shall preside at all
meetings of the Association except as provided herein and perform the
duties usually devolving upon a presiding officer. He shall be the
Chairman of the Executive Committee and a member ex-officio of all other
Committees except the Nominating Committee. Except as provided
herein, he shall: appoint all chairmen of Standing and Special Committees,
represent this Association at government and civic meetings, transmit over
his signature all official correspondence, provided that he may delegate
such authority to members of the Executive Committee and the Chairmen of
the various standing and special committees; execute Association checks as
authorized by the membership in the absence of the Treasurer, and shall
obtain, at Association expense, surety and fidelity bond coverage in
reasonable amount, but not less than $10,000. Except as provided
herein, he shall promptly fill, by appointment, vacancies in an
appointive office.
Section 2.
The First Vice President shall succeed to the duties of the President in
his absence from any meeting of the Association, or in his inability to
discharge the duties pertaining to the office. The First Vice President
shall be Chairman of the Publicity Committee, and shall perform such other
duties as may be assigned by the President or the Executive Committee to
his Office.
Section 3.
The Second Vice President shall succeed to the duties of the First Vice
President in his absence from any meeting of the Association, or in his
inability to discharge the duties pertaining to the Office. He shall serve
as Chairman of the Membership Committee, and perform such other duties as
may be assigned by the President or the Executive Committee to his office.
Section 4.
The Treasurer shall receive, deposit, disburse and account for all monies
belonging to the Association. He shall deposit all funds in
certificates of deposit, savings or checking accounts, a
s directed by the Executive Committee or the membership. He shall pay all
bills and claims against the Association, keep accurate books and records
of all monies received, disbursed and on account, subject to audit, submit
an itemized written statement of the receipts and disbursement of the
Association at each regular meeting, submit a complete statement of
financial condition, statement of receipts and disbursements by category
for the year, and present an annual Treasurer's Report to the membership
at the Annual Meeting. He shall serve as Chairman of the Budget,
Finance and Audit Committee, and shall perform such other duties as may be
assigned to his Office by the President or the Executive Committee.
He shall obtain, at Association expense, surety and fidelity bond coverage
in reasonable amount, but not less than $10,000.
Section 5.
The Secretary shall record the proceedings at all official meetings of the
membership, report the minutes thereof at the next following regular
meeting and be charged with the maintenance and safekeeping of the said
minutes after approval by the membership. The Secretary shall maintain
records of all official correspondence of officers and committee chairs or
their designated representatives and perform such other duties as may be
assigned by the President or the Executive Committee.
Article IV-The Executive Committee
Section 1.
The Executive Committee shall carry out established policy and furnish
guidance in the administration of Association affairs within the Statement
of Purpose set forth in the Constitution, and shall function to preclude
the exercise of unauthorized plenary powers or unilateral action by any
representative of this Association.
Section
2. The Executive Committee shall
act on behalf of the Association on such business as shall arise between
meetings, but only when said business is deemed to be of special import to
the association, and the exigencies of time preclude the convening of a
Special Meeting.
Section 3.
Except as provided herein, the Executive Committee shall fill
vacancies in any elected office.
Section 4.
The Chairman of the Executive Committee shall formulate an agenda of
business to be transacted at each meeting of the Association and perform
other duties as prescribed within these By-Laws.
Section 5.
Meetings of the Executive Committee shall meet as called by the President
or any two members of the Executive Committee. The presence of the
majority of the members of the Executive Committee at such a meeting shall
constitute a quorum for the dispatch of business.
Article V--Nomination and
Election of Officers
Section 1.
The President shall appoint a Nominating Committee of not less than four
(4) members, designating one as chairman. At least one member must
not be a present member of the Executive Committee. The Nominating
Committee Chairman shall publish in the annual meeting notice the
Committee's nominees for the various offices provided by the Constitution.
No second shall be required to place these nominees upon the ballot.
Section
2. At the annual meeting, at the close of
unfinished business, the presiding officer shall relinquish the chair to
the Chairman of the Nominating Committee or his designated representative,
who shall conduct the election of officers. Candidates may be
nominated from the floor for any office prior to balloting for that
particular office. One (1) second, and nominee's consent, shall be
required to place nominations from the floor upon the ballot.
Section
3.
Officers shall be elected by majority vote for a term of one year or until
a successor shall be elected. The vote shall be tallied by a show of
valid voter cards except when there is a contested election. In such
case, the vote shall be tallied by a count of secret ballots. If no
candidate receives a majority vote upon any ballot, the name of that
candidate receiving the least votes shall be stricken and another vote
taken.
Section
4. The new Officers shall be
immediately installed; the new Executive Committee shall promptly fill any
office to which no candidate has been elected.
Section
1. The Standing Committees of this
Association are:
-
Budget,
Finance and Audit
-
Membership
-
Zoning and Land Use
-
Publicity
-
Constitution and By-Laws
-
Neighborhood Watch
Section 2.
Standing or Special Committee members shall be appointed by the Committee
Chairs. All Chairs will maintain a complete record of the activities
of their respective committees and shall submit oral reports on these
activities at the regular meetings, and written reports on request of the
President. At the conclusion of each Committee's authorized term or
activity, resignation of its Chair, or complete reconstitution of
membership, the entire files and records of the committee shall be
surrendered to the Recording Secretary for file retention or transmittal
to the new committee chair.
Section 3.
The Budget, Finance and Audit Committee
exercises surveillance over the financial affairs of the Association,
and perform an annual audit of the books and records of the Treasurer.
Its recommendations on financial policies and procedures shall be
submitted to the Executive Committee for approval. The Committee shall
present its audit report for approval at the Annual Meeting, as part of
the Treasurer’s Annual Report. The Committee will present for approval
by the members a provisional operating budget for the following
membership year. The Committee will recommend for approval by the
members any changes to the Annual Dues amount for the following year.
The incoming Treasurer and the new Budget, Finance, and Audit Committee
will present a final operating budget for the approval of the membership
at the first regular meeting following the annual meeting.
(Revised November 15, 2005)
Section 4.
The Membership Committee shall conduct the annual membership drive,
collect and transmit dues, payments and official membership cards,
circulate all authorized petitions, conduct telephone canvassing, and
maintain current resident directory and a roster of paid-up households
eligible for voting.
Section 5.
The Zoning and Land Use Committee shall investigate and report to the
Executive Committee and the membership all pending zoning applications,
reported zoning violations, public nuisances, and road, drainage and
utility deficiencies. The Committee Chair shall advise the membership of
all County Zoning and Budget hearings affecting the Association. The Chair
or designated representative shall represent the Association at the
various State and county zoning and land use meetings.
Section 6.
The Publicity Committee shall notify the membership of all meetings, and
shall publish and distribute a newsletter for information on the
Association and its activities to all residents. The Newsletter should
include information about upcoming events and hearings of local, County,
and State authorities of interest to the Association-, reporting as much
as possible the known dates and subjects of such meetings-, and
afterwards, reporting the results of those meetings. It shall also publish
and distribute all notices as required by the Constitution and these
By-Laws or as authorized by the Executive Committee or the membership. The
Chair shall be an ex-officio member of all Standing and Special Committees
except the Nominating Committee.
Section 7.
The Constitution and By-Laws Committee shall be charged with the drafting,
editing and administering of proposed amendments to the Constitution and
By-laws. It shall maintain official copies of the Constitution and By-Laws
as required by the Executive Committee and the membership. The Chair shall
be the Parliamentarian of the Association.
Section 8.
The Neighborhood Watch Committee,
under the guidance of the Crime Prevention Officer of the Franconia
District Station, Fairfax County Police and in accordance with the Fairfax
County Neighborhood Watch Program shall help prevent crime in the service
area. Important elements of the committee shall be to increase
community awareness of crime and crime countermeasures through
educational, publicity efforts and involvement of all the residents.
The chair, or designated representative, shall represent the Association
at the Franconia Police District Station monthly Citizens Advisory
Committee (CAC) meetings and other events pertinent to safety, crime
prevention, and emergency action procedures.
Section 9.
All committee Chairmen shall be subject to the supervision of the
Executive Committee, and, except as provided within these By-Laws, serve
at its pleasure. All committee Chairs shall be appointed annually by the
incoming President.
Article VII --Amendment of Bylaws
Section 1.
Amendment of these By-Laws shall be by the affirmative vote of the members
after appropriate notice by publication, as provided by Section 2 of this
Article.
Section 2.
Amendment of these By-Laws shall be pursuant to the following procedure:
First meeting: a proposed amendment shall
be submitted by motion, duly seconded, then after discussion and subject
to amendment, be put to vote. Upon approval by majority vote of the
members present and voting, the proposed amendment shall be published and
distributed to all households not less than forty-eight (48) hours prior
to the next meeting of the membership.
Second (next following) Meeting: The
proposed amendment shall be put to vote without further amendment. A
two-thirds (2/3) affirmative vote of all members present shall be required
for enactment.
Article VIII
--Parliamentary Procedure
All procedural matters shall be governed by
the current "Roberts Rules of Order" in all cases where applicable and
where not inconsistent with the Constitution or these By-Laws.
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