Newkirk Estates Civic Assn.

Newkirk Estates Bylaws Revised 2018

Newkirk Estates Bylaws

The Bylaws of Newkirk Estates Civic Association

Article I - Name:

The name of this organization is Newkirk Estates Civic Association, Incorporated (NECA).

Article II - Objectives:

Section I Its objectives are to advance the interests of the residents of Newkirk Estates and to unite them in one organization to aid in the social betterment of the community.

Section II The purpose of this Association shall be to further, in a nonpartisan manner, friendly relationships among its members; to disseminate information regarding matters of general interest to the community; and to promote, by cooperative action, improvements, safeguards, and conveniences benefiting the community.

Article III - Members:

Section I Any property owner in the aforementioned area is a member. Property owners are obligated to pay dues. A member may also elect to participate in any social event or volunteer to serve on any Association committee.

Section II The annual dues for each fiscal year shall be discussed and determined at the Fall meeting. These dues are payable in advance on or before March 31 of each year. After the first of each year, the Treasurer will send out notices regarding payment of dues.

Article IV - Officers:

Section I The officers of the Association shall be a President, a Vice President, a Secretary, a Treasurer, and five Directors. These officers shall perform the duties prescribed by these Bylaws and by Robert’s Rules of Order Newly Revised.

Section II Their duties are as follows:

 
A. The President shall preside at all meetings of the Association and the Board of Directors. He/She shall solicit volunteers and/or appoint members to special committees.

B. The Vice President shall assist the President and shall perform the duties of the President in his/her absence.

C. The Secretary shall record the minutes of the meetings of the Association and of the Board of Directors, handle all correspondence, keep records of all members, and arrange for the meeting location.

D. The Treasurer shall receive all monies of the Association, record same, and report at each meeting. He/She shall pay all bills pertaining to the established expenses of the Association.  The Treasurer is the Registered Agent of the Association and is responsible for the yearly Delaware Annual Franchise Tax and for filing the yearly IRS Tax Documents.

Section III These officers (see Section I) and five members elected at large constitute the Board of Directors.

Section IV The Board of Directors shall have all the powers of the Association in the interval between meetings. It shall meet on call of the President or on the request of any three members of the Board as deemed necessary throughout the year. As a minimum, the Board of Directors will meet twice a year.

Section V Elections shall be held at a November meeting, if needed. A slate of officers consisting of at least one nominee for each office shall be selected by a Nominating Committee appointed by the President at the Fall meeting. Additional candidates may be nominated from the floor. If there is more than one candidate for a vacancy, the office will be filled by a show of hands from the audience. The candidate receiving the largest number of votes is elected.  If any officer is unopposed, there is no need for an election for that office.  The current officer may choose to serve for an additional term.

Section VI  All officers will serve for two years and may be re-elected for more than one term.  The President and Secretary terms will terminate on the last day of even years; the Vice-President and Treasurer will terminate on the last day of odd years.  Board of Directors positions will be for the length of one year.

Section VII Each successful candidate assumes office on the first day of January following the Election meeting.

Article V - Association Meetings:

Section I Regular meetings will be held on dates fixed by the Board of Directors. At least three regular meetings will be held during each calendar year. The secretary will notify members of the date and place of the next meeting, through the written minutes, by having them posted on the Newkirk Estates website, and by placing a sign at the entrance to the development. Such notice will be given at least ten (10) days prior to the scheduled meeting date.

Section II Special meetings will be held on call of the President.

Section III Any five (5) members may, by signed petition, instruct the President to call a special meeting, indicating in the petition the reason thereof.

Section IV Ten (10) percent of the members or seven (7) members, whichever number is greater, shall constitute a quorum.

Article VI - Committees:

Section I Committees, such as the following, shall be selected by the President and approved by the Board of Directors:

A. Budget Committee
B. Social Committee
C. Welcoming Committee

Section II A Finance Committee, composed of the Treasurer and two (2) other members, shall be appointed by the new President promptly after the Fall meeting. It shall be the duty of this Committee to carry out the approved budget for the following year and give an annual report at the Fall meeting on that year’s budget expenditures. During their year of service, the Finance Committee will prepare a proposed budget for the next year and submit that proposed budget for approval at the Fall Meeting. The Finance Committee can, from time to time, submit supplements to the budget for the current fiscal year. If a Committee cannot be formed, the President, Vice President, and the Treasurer shall constitute said Committee.

Section III Such other Committees, standing or special, shall be requested or appointed by the President as the Association or the Executive Board shall, from time to time, deem necessary to carry on the work of the Association.

Article VII - Commitments:

No member shall commit the Association to any financial obligation not included in the current budget without proper authorization of the Association and a regular meeting. And such approval shall be entered as an amendment to the budget.

Article VIII - Parliamentary Authority:

The rule contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the 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 Association may adopt.

Article IX - Amendment of Bylaws:

The Bylaws may be amended by the affirmative vote of two-thirds of the members in attendance at a meeting of the Association, provided that no vote will be taken on the proposal to amend the Bylaws unless notice thereof was given in writing to all members at least thirty (30) days in advance.

Revised and Approved: June 12, 2018