North Columbia Heights Civic Association
1103 Park Road, N.W. #8
Washington, DC 20010
Revised and approved [x]
The object of the Association shall be to promote and protect the interests of the residents of the National Capital, and especially those in the vicinity of North Columbia Heights within the boundaries prescribed in the Association's Articles of Incorporation.
Among the Association's general purposes, but not limited thereto, are to carry out charitable and educational activities; work for civil and social improvements within said boundaries; to preserve the historic, architectural, and aesthetic value of property and objects within said boundaries; to present views of the Association to government, public, private and other organizations; to engage in any lawful activity and to take legal action to protect the interests of the neighborhood as determined by the Association.
Eligibility for membership in the Association is open to any person regardless of age, race, color, appearance, ethnicity, disability, political or religious affiliation, creed, national origin, social standing, gender, sexual orientation and/or cultural alliance.
ARTICLE 1. MEMBERS
Section 1. Any person subscribing to the Association's objectives shall be eligible for membership in the Association.
Section 2. The Governing Body-Executive Committee may provide for a joint membership for two persons living at the same address. Said joint members shall receive only one copy of any notice or other mailing.
Section 3. There shall be three classes of membership: Active, Associate, and Honorary.
a. Active membership shall be open to any person residing in the territorial limits described in the Association's Articles of Incorporation.
b. Associate membership shall be open to any other person.
c. Honorary Members shall be persons not residing within the Association's territorial boundaries who have rendered the community signal and valuable service or have conspicuously upheld its welfare and high development.
ARTICLE 2. APPLICATION
Section 1. Any person who is eligible for Active or Associate membership may apply in writing for the appropriate membership to the Executive Committee. Members shall promptly notify the Treasurer of any change of address.
Section 2. The Executive Committee may reject an application for membership if it determines that the applicant is not in agreement with the objectives of the Association.
Section 3. Honorary Members may be designated by the Executive Committee.
Section 4. A rejected applicant cannot again apply within a year of the date of rejection.
ARTICLE 3. PRIVILEGES
Only Active Members shall be privileged to vote, serve as officers and as members of the Executive Committee.
ARTICLE 4. RESIGNATION
The resignation of a Member shall be made in writing and addressed to the Executive Committee. A resignation shall not release the Member presenting it from any preexisting obligation to the Association.
ARTICLE 5. REMOVAL
The Executive Committee may remove any Member for good cause shown. Notice to a Member who has been removed shall be made in writing.
ARTICLE 1. ANNUAL MEETING
Section 1. The Association shall hold an annual meeting of Members during the Fall of each year, or such other date set by the Executive Committee, and at a time and place set by the Executive Committee.
Section 2. Notice of the time and place of the annual meeting shall be sent to each Member at the Member's record mailing or e-mail address not less than 20 days prior to the meeting. The notice may be included in a regular publication or other mailing of the Association.
Section 3. The President, the Secretary and the Treasurer shall each make a report at the annual meeting.
ARTICLE 2. BI-MONTHLY MEETINGS
Monthly meetings of the Association shall be held on the first Wednesday of each ALTERNATING month except July and August in each year at a time and place set by the Executive Committee. Notice of subsequent monthly meetings may be given at a previous monthly meeting. The Executive Committee, in its discretion, may postpone the holding of any PERIODIC meeting.
ARTICLE 3. SPECIAL MEETINGS
A special meeting of the Association may be called by Executive Committee. The Secretary shall mail notice of the time and place of the annual meeting shall to each member at the member's record address not less than 10 days prior to the meeting. The notice may be included in a regular publication or other mailing of the Association.
ARTICLE 4. QUORUM
A quorum shall be required for the transaction of business at any regular or special meeting of the Association. A quorum shall consist of ten percent (10%) of the Active Members.
ARTICLE 5. DECISIONS
Every decision of a meeting of the Association shall be by a majority vote of those present unless otherwise required by these By-Laws.
NOMINATIONS AND ELECTIONS
ARTICLE 1. NOMINATIONS
Section 1. On or before the fifteenth (15) day of September in each year, the Executive Committee shall appoint a Nominating committee consisting of three Active members of the Association not members of the Executive Committee seeking election or re-election to any office that year. This committee shall make nominations for officers and those members of the Executive Committee whose terms of office expire at the next annual meeting and shall make a report of such nominations at the April meeting of the Association Other nominations may be made from the floor at the same meeting.
Section 2. No person shall be nominated for a position on the Executive Committee who will not have been an Active Member of the Association for the year immediately preceding the annual meeting at which the election will take place, or whose dues are in arrears.
Section 3. No person shall be nominated for the position of President or Treasurer who shall not be a member of the Executive Committee at the time of the nomination.
Section 4. Nominations made in any other manner shall not be considered.
ARTICLE 2. ELECTION
Section 1. The election of officers and members of the Executive Committees shall be held at the annual meeting.
Section 2. Each Active member who shall have been a member since January 1 of the year of the election shall be entitled to vote by ballot, provided that, if there be but one candidate for any office or vacancy in the Executive Committee, the Secretary may be directed by a vote of the Association to cast a ballot for the full number of votes of the meeting for said nominee, whereupon the President shall declare him or her elected by acclamation.
ARTICLE 1. EXECUTIVE COMMITTEE
Section 1. There shall be a governing board of UP TO ten constituting the Executive Committee, which shall exercise their powers and perform their duties in accordance with these By-Laws
Section 2. The Executive Committee shall consist of the President, the Vice-President(s), the Secretary, the Treasurer, and Members At Large.
ARTICLE 2. TERMS OF OFFICE OF THE EXECUTIVE COMMITTEE
Section 1. The term of office of each officer shall be three years, beginning with the 2010 election, or until a successor shall be elected and qualify, but, the term of office of not more than two Members shall expire normally in any one year.
Section 2. Any officer or Member may resign by giving notice to the Executive Committee, the President or the Secretary.
Section 3. Any officer or Director who is absent from three or more meetings during one calendar year without excuse may be removed by the President. In addition, the Executive Committee may, by two-thirds vote of the Directors in office, remove any Director with or without cause upon no less than 10 days written notice to the Director whose removal is proposed.
Section 4. A vacancy in any office shall be filled for the remainder of the term of the vacant position by appointment by the President with the advice and consent of the Executive Committee.
ARTICLE 3. FUNCTIONS AND DUTIES
Section 1. General Functions. The Executive Committee shall manage, direct, control and administer the property, affairs and business of the Association and shall be and act as the custodian of its properties and interests, except such thereof as are placed in the custody and/or the administration of the Treasurer or Secretary by the provisions of these By-Laws.
Section 2. Duties. The Executive Committee shall act for and on behalf of the Association, in all matters within its jurisdiction and do all things required and permitted by these By-Laws to carry out and press forward the objects and interests of the Association.
ARTICLE 4. MEETINGS
Section 1. Regular Meetings. A regular annual meeting shall be held immediately after the annual meeting of members without other notice than this By-Law or at such a time and location as the Executive Committee shall decide, with notice to the Executive Committee. The Executive Committee may decide by resolution the time and place, either within or without the District of Columbia, for the holding of additional regular meetings of the Board without other notice than such resolution.
Section 2. Special Meetings. Special meetings of the Executive Committee may be called by or at the request of the President or any six Directors. The person or persons authorized to call special meetings of the Board may fix any place, either within or without the District of Columbia, as the place for holding any special meeting of the Board called by them.
Section 3. Notice. Notice of any special meeting of the Board shall be given at least five days previously thereto by written notice delivered personally or sent by MAIL OR electronically to each Director at the address shown on the records of the corporation. If mailed, such notice shall be deemed to be delivered when deposited in the United States mail in a sealed envelope so addressed, with postage prepaid. If notice is sent by facsimile machine or e-mail, such notice shall be deemed to be delivered when it has been transmitted to the facsimile telephone number or e-mail address supplied by the Board member. Any Director may waive notice of any meeting. The attendance of a Director at any meeting shall constitute a waiver of notice of such meeting, except where a Director attends a meeting for the express purpose of objecting to the transaction of any business because the meeting is not lawfully called or convened. Neither the business to be transacted at, nor the purpose of, any regular or special meeting of the Board need be specified in the notice or waiver of notice of such meeting unless specifically required by law or these By-Laws.
Section 4. Quorum. A quorum shall be necessary to transact any business of the Executive Committee. A majority of directors then holding office shall constitute a quorum. In the absence of a quorum, those present may adjourn the meeting from day to day, or to a later day.
Section 5. Decisions. Every decision of the Executive Committee shall be by majority vote of those present unless otherwise required by the By-Laws or the laws of the District of Columbia.
Section 6. Informal Action by Directors. Any action required by law to be taken at a meeting of the directors, or any action which may be taken at a meeting of directors, may be taken without a meeting if a consent in writing, setting forth the action so taken, shall be signed by all of the Directors.
ARTICLE 1. THE PRESIDENT
Section 1. General Duties. The President shall be the administrative head of the Association and shall exercise general supervision of its officers, business and affairs, and shall perform all the duties incidental to the office, including signing all contracts or designating a person to do so, as well as those other duties that are required to be performed by these By-Laws and those that are properly delegated by the Executive Committee.
Section 2. Special Duties. Preside at Meetings. The President shall, whenever possible, preside at each meeting of the Association and of the Executive Committee.
ARTICLE 2. THE VICE-PRESIDENT
The First Vice-President shall possess all the powers, and shall perform all the duties of the President in the event of the President's absence or of disability, refusal, or failure to act; and shall perform the other duties that are properly assigned to him or her by the Executive Committee.
ARTICLE 3. THE MEMBERS AT LARGE
The Members at Large shall possess all of the powers, and shall perform all the duties of the President, in the event of the absence or disability of the President first; Vice President, second; Secretary, third; Treasurer, fourth, or the refusal or failure of all to act, and shall perform the other duties that are properly assigned to him or her by the Executive Committee.
ARTICLE 4. THE SECRETARY
Section 1. General Duties.
a. The Secretary shall be an administrative officer of the Association and shall act as the secretary of each meeting of the Association and of the Executive Committee. The Secretary shall perform the duties usual and incidental to the office, and the duties that are required to be performed by him or her by these By-Laws, and the duties that are properly assigned to him or her by the Executive Committee.
b. Minutes of each meeting of the Association and of the Executive Committee shall be kept by the Secretary and shall show the the matters before the meeting, actions taken and (in the case of Board meetings) members in attendance. The minutes of each meeting shall be signed by the Secretary of the meeting, AND MADE AVAILABLE FOR PUBLIC REVIEW AT THE ASSOCIATION’S WEBSITE.
Section 2. Special Duties. The Secretary shall perform the following duties:
a. Issue Notices. The Secretary shall issue all calls and notices of all meetings of the Association and of the Executive Committee, and shall prepare and issue all other notices of the association, except those required to be prepared and issued by the Treasurer.
b. Conduct Correspondence. The Secretary shall conduct the general correspondence of the Association not conducted by the President.
c. Records. The Secretary shall maintain the official records, files and archives of the Association, except the books and records of the Treasurer.
d. Notify Officers and Appointees. The Secretary shall notify each officer and each member of the Executive Committee of the results of each election, and each person appointed of the committee appointment, as the case may be.
ARTICLES 5. THE TREASURER
Section 1. General Duties. The Treasurer shall be an administrative officer of the Association and shall exercise general supervision of its financial affairs.
Section 2. Special Duties. The Treasurer shall perform the following duties:
a. He or she shall oversee the custody of its moneys and shall maintain a proper set of books of account.
b. He or she shall oversee a checking account in the name of the Association, in a bank approved of by the Executive Committee, and prepare checks or other papers requiring the payment of money in accordance with VIII.1.2 below.
c. All disbursements shall be made by check, under such requirements as shall be determined by the Executive Committee.
d. He or she shall keep and affix the seal of the Association, and shall prepare all agreements, documents, instruments, and matters that require the attestation of the Association, except as otherwise provided in these By-Laws.
e. He or she shall have charge of and maintain the membership rolls.
f. He or she shall perform all duties required to be performed by him or her by these By-Laws, and the duties that are properly assigned to him or her by the Executive Committee.
Section 3. Reports. The Treasurer shall make written reports setting forth the financial condition of the Association and its income and expenditures at the annual meeting of the association, and at any meeting of the Executive Committee when called upon to do so.
Section 4. Signature Required. The Treasurer, as directed by the President, shall sign all instruments of the Association whereon a signature is required by the law or by these By-Laws.
FEES AND DUES
ARTICLE 1. FEES AND DUES
Section 1. Members
a. The annual dues for Active and Associate Members shall be set by the Executive Committee and any increases approved by a vote of the Members at a meeting of the Association.
b. Honorary Members shall not be required to pay any fees or dues.
Section 2. Delinquents
a. Any Member of the Association who is in arrears for dues for three months shall be dropped from membership. If a Member who is in arrears for dues for three months subsequently pays his or her dues at any time during that calendar year, he or she shall be reinstated as a Member and shall be deemed to have been a Member during that entire calendar year.
b. The Executive Committee may in exceptional instances and for what it deems adequate cause, forgive the annual dues of a Member, and may instruct the Treasurer not to drop the name of such a Member from the rolls of the Association.
Section 1. Executive Committee. There shall be an Executive Committee, composed of the President, the Vice President(s), the Members At Large, the Treasurer, and the Secretary. A quorum of the Executive Committee shall consist of the President and any other two members. The Executive Committee may meet on reasonable notice, to be given by the President and which may be given by telephone, e-mail, or in writing, to act on behalf of the full Board upon matters the Committee determines should not wait until a regularly scheduled Board meeting. The Executive Committee may meet in person, by telephone conference call or, in the event of the unanimous consent of all members, by e-mail consent action. All actions taken by the Executive Committee shall be reported to the full Board at the next regularly scheduled Board meeting and shall be incorporated into the minutes of that meeting.
Section 2. Membership Committee. There shall be a Membership Committee composed of Active Members appointed by the President.
Section 3. Other Committees. The Executive Committee, by resolution adopted by a majority of the Directors in office, may designate one or more committees which, to the extent provided in said resolution, shall have and exercise the authority of the Executive Committee in the management of the corporation, except that no such committee shall have the authority of the Executive Committee in reference to amending, altering or repealing the by-laws; electing, appointing or removing any Director or officer of the corporation; amending the articles of incorporation; restating articles of incorporation; adopting a plan of merger or adopting a plan of consolidation with another corporation; authorizing the sale, lease, exchange or mortgage of all or substantially all of the property and assets of the corporation; authorizing the voluntary dissolution of the corporation or revoking proceedings therefore, adopting a plan for the distribution of the assets of the corporation; or amending, altering or repealing any resolution of the Executive Committee which by its terms provides that it shall not be amended, altered or repealed by such committee. The designation and/or appointment of any such committee and the delegation thereto of authority shall not operate to relieve the Executive Committee, or any individual Director, of any responsibility imposed upon the Board or the individual director by law. Except as otherwise provided in the resolution, the President shall appoint the chair of each committee. Any member of such committees may be removed by the committee chair whenever in their judgment the best interests of the corporation shall be served by such removal. A removed member may appeal the removal to the Executive Committee whose decision shall be final.
Section 4. Term of Office. Each member of a committee shall continue as such until the next annual meeting of the Executive Committee and until a successor is appointed, unless the committee is sooner terminated, or unless such member be removed from such committee, or unless such member ceases to qualify as a member thereof.
Section 5. Committee Chair. One member of each committee shall be appointed Chair by the person or persons authorized to appoint the members thereof.
Section 6. Vacancies. Vacancies in membership of any committee may be filled by appointments made in the same manner as provided in the case of original appointments.
Section 7. Quorum. Unless otherwise provided in the resolution of the Executive Committee designating a committee, a majority of the whole committee shall constitute a quorum and the act of a majority of the members present at a meeting at which quorum is present shall be the act of the committee.
Section 8. Rules. Each committee may adopt rules for its own government not inconsistent with these by-laws or with rules adopted by the Executive Committee.
ARTICLE I. CONTRACTS, CHECKS, DEPOSITS AND FUNDS
Section 1. Contracts. The Executive Committee may authorize any officer or officers, agent or agents of the corporation, in addition to the officers so authorized by these by-laws, to enter into any contract or execute and deliver any instrument in the name of and on behalf of the corporation, and such authority may be general or confined to specific instances.
Section 2. Checks, Drafts, etc. All checks, drafts or orders for the payment of money, notes or other evidences of indebtedness issued in the name of the corporation, shall be signed by such officer or officers, agent or agents of the corporation and in such manner as shall from time to time be determined by resolution of the Executive Committee. In the absence of such determination by the Executive Committee, such instruments shall be signed by the Treasurer or by the President of the corporation.
Section 3. Deposit. All funds of the corporation shall be deposited from time to time to the credit of the corporation in such banks, trust companies or other depositories as the Executive Committee may select.
Section 4. Gifts. The Executive Committee may accept on behalf of the corporation any contribution, gift, bequest or devise for the general purposes or for any special purpose of the corporation.
ARTICLE 2. WAIVER OF NOTICE
Whenever any notice is required to be given under the District of Columbia Non-Profit Corporation Act, the Articles of Incorporation or these By-Laws, a waiver of notice in writing signed by the person or persons entitled to such notice, whether before or after such time stated therein, shall be deemed equivalent to the giving of such notice.
ARTICLE 3. INSPECTION OF BOOKS AND RECORDS
The correspondence, books of account and records of the Association shall be open to the inspection of any Member of the Association at all reasonable times.
ARTICLE 4. FISCAL YEAR
The fiscal year of the Association shall correspond with the calendar year.
ARTICLE 5. AMENDMENTS TO THE BY-LAWS
These By-Laws may be amended, on the written proposition of the Executive Committee by a two-thirds vote of the Members voting at any meeting, provided that each member of the Association shall have been given at least twenty-eight days previous notice of the proposed change.