Proposed Bylaws

Hello All!

Below you will find the proposed bylaws for your consideration. All members in good standing will vote on these revisions at our next meeting.


CONSTITUTION AND BYLAWS


OF


THE CAROLANNE FARM CIVIC LEAGUE

Draft Revised January 21,2007
ARTICLE I: NAME

Section 1. This organization shall be known as the
CAROLANNE FARM CIVIC LEAGUE, hereinafter
referred to as the league.

ARTICLE II: OBJECTIVES

Section 1. The Objectives of this organization are:

(a) To encourage and promote civic betterment within
the community; to assist in the development of
recreational areas where feasible; to promote
residential property ownership; to foster a
greater understanding among the residents; and
to effect these objectives through individual
and group efforts.

(b) To cooperate with other civic organizations in
the pursuit of better government for the city of
Virginia Beach, in which we, the residents, may
live work and play in safety and comfort.

(c) To provide a forum for all members of the league to express their views on matters of interest to the residents so that the community may formulate a stand on questions of interest pertaining to social and civic issues.

Article III: Boundaries and Membership

Section 1. BOUNDARIES: Geographical boundaries of the
community within the city of Virginia Beach,
Virginia which shall be served by the league
are:

(a) Beginning at the southern terminus of Newtown
Rd. at the Eastern Branch of the Elizabeth
River, proceeding Northerly along Newtown Rd. to
Arrowhead Dr., thence Easterly along Arrowhead
Dr. to Princess Anne Rd.. Crossing Princess Anne
Rd., proceed East along Parliament Dr. to
Coventry Rd. From this intersection proceeding
proceeding Southerly along Coventry Rd. to
Capot RD. until intersecting with Princess Anne
Rd. Thence Easterly along Princess Anne Rd. to
Parliament Dr. South, to it’s terminus at
Challedon Dr. The Southern boundary shall be the
Eastern Branch of the Elizabeth River.

(b) The boundaries stated in subsection (a) above
Are not strict geographic limits in the sense that residents along both sides of any delineating roads are included, except for those residents along the Western side of Newtown Rd. who reside in the city of Norfolk, Virginia.

The following subdivisions, more or less, lie within the bounded area: Arrowhead, Carrolanne Farm, Carolanne Point, Huntington, Huntington Estates and Plantation Cove. Those newer communities which may exist now or in the future may also, be included.

(c) The league reserves the right to revise the
Boundaries as follows:

Development: When community development eliminates or creates a new sub-division within or just outside of the leagues existing boundaries.

Participation: When the membership from any sub-division is consistently less than 5% of total residents residing within that sub-division and continued support of the sub-division requires financial support from the league.

Requirements: The league must distribute a newsletter quarterly to each resident within the sub-division. The league must have provided the contact information to each resident. The league must have provided door to door contact with each resident outside of the quarterly newsletter. The league must provide an online resource for accessing league information.

If the league has met the above requirements and there is less than 5% participation from a sub-division for two consecutive quarters (Excluding the first quarter in which membership is secured annually.)the league may start the process for revising the boundaries.

Process: Once participation for a sub-division has fallen below 5% for two consecutive quarters the Board of Directors may present to the membership a request to proceed with a boundary revision. The membership must vote by majority to take the next step which is to make contact with each resident to inform them the sub-division has consistently fallen below 5% participation. If membership does not rise above 5% by the next quarter the membership will vote on revising the boundaries to exclude their sub-division. If by the next quarter participation from the sub-division does not rise above 5% the Board of Directors will present the revised boundaries to the membership. The membership must vote by majority in favor of the revision.

Existing Members: Should the boundaries be revised any existing members who reside within the sub-division will continue to be represented by the league. All newsletters and communication will be targeted directly to those individuals. Existing members will be given the opportunity to opt-out. If a member chooses to opt-out their membership dues will be refunded at a prorated amount of 25% of the membership dues paid for each full quarter remaining (EX. A member decides to opt-out in April (1st month of the second quarter.) that member will receive a refund for quarters 3 and 4.).

Section 2. Membership:

(a) Membership in the league shall
include property owners, their immediate family
members and rental persons who are residents
within the bounded area.

(b) Persons desiring membership shall make
application to the league. Such application
shall be presented to the Board of Directors for
confirmation that the application meet all
membership guidelines.

(c) Eligibility for membership shall be continuous
as long as residency and/or property ownership
is maintained.

(d) The league shall conduct an annual membership
drive in during the month of November. Persons
may be admitted to membership at anytime.

(e) Only members in good standing shall be eligible
to vote in the business meetings of the League,
or serve in any of the League’s elected or
appointed offices. All paying members shall
receive membership cards to use for voting
purposes.

(f) Each member of the League shall pay annual dues
to the League. Dues beginning January 1st of each
calendar year shall be $20.00 per household.

(g) Failure to pay scheduled dues within 60 days
shall remove a member from good standing.

(h) Dues to be revisited annually in November. Any
adjustment to annual membership dues shall be
voted on in December by all members present and
in good standing with a quorum. Should the
membership favor change in dues said change
will be implemented the following calendar year
in January.

ARTICLE IV: BASIC POLICIES

Section 1. The Carolanne Farm Civic League shall be
Non-sectarian and non-partisan in character.

Section 2. The League in an unincorporated Non-Profit
Association.

Section 3. The League shall be a member of the Council of
Civic Organizations, herein after referred to as
the CCO. Regular liaison shall be maintained
with the CCO. The League representative to the
CCO shall have no authority to make commitments
binding the League except as authorized in their
instruction of the League.

Section 4. No officer or director of the League shall
receive any compensation for services rendered
to the League.

Section 5. Disposition of all monies held in the League
treasury, from whatever source, shall be with
the approval of the general membership except
discretion to approve non-scheduled expenditures
up to One Hundred Dollars ($100.00) during
periods between general or special meetings.

Section 6. The League shall not obligate itself for
expenditures in excess of cash on hand or short
term receivables. (“Short Term” is defined as
not exceeding 30 days.)

ARTICLE V: OFFICERS AND ELECTIONS

Section 1. The officers of the Carolanne Farm Civic League
shall be a Chairperson, Arrowhead/Plantation
Cove Co-Chair, Carolanne Farm/Point Co-Chair,
Huntington/Huntington Estates Co-Chair,
Recording Secretary, Corresponding Secretary,
Treasurer, Historian and Auditor.

Section 2. Officers shall be elected in the month of
January and assume their duties at the close of
said meeting. They shall serve for a term of one
year.

Section 3. A Nominating Committee composed of three members
shall be appointed at the November meeting. The
Nominating Committee shall elect its Chairman
from among its members. The committee shall
nominate at least one member for each office to
be filled, and shall report the nominations at
the December meeting. Only those members who
have signified their consent to serve if elected
shall be nominated for office.

Section 4. If there is but one nominee for any office at
the annual meeting in January, the vote may be
by voice. If there are two or more nominees for
any office, the election will be by written
ballot. In the latter case, tellers shall be
appointed by the Chairperson.

ARTICLE VI: DUTIES OF THE OFFICERS

Section 1. Chairperson: The Chairperson shall preside at
all meetings of the League and the Board of
Directors; appoint Chairmen of all standing
committees except the Nominating Committee; vote
only in the case of a tie; and execute all other
duties pertaining to their office. Co-ordinate
the development and implementation of the
bylaws. Shall act as liaison to the Public
Relations Committee, only vote in the case of a
tie at Standing Committee meetings, support
Standing Committee projects, record minutes at
Standing Committee meetings and forward a copy
to the recording secretary and committee Chair.
Shall attend CCO and other government forums, as
needed. In the event that funds in the League’s
treasury shall exceed one thousand dollars the
Chairperson shall be bonded and the bonding paid
for by the League.

Section 2. Arrowhead/Plantation Cove Co-Chair: Shall be
responsible for coordinating, recommending and
supporting League projects as they relate to the
Arrowhead and Plantation Cove sub-divisions.
Shall act as liaison to the Safety and Security
Committee, only vote in the case of a tie at
Standing Committee meetings, support Standing
Committee projects, record minutes at Standing
Committee meetings and forward a copy to the
Recording Secretary and committee Chair. Shall
attend CCO and other government forums, as
needed. Shall be present at all League, planning
and Safety and Security Meetings. Shall perform
all other duties assigned by the Board of
Directors.

Section 3. Carolanne Farm/Carolanne Point: Shall be
responsible for coordinating, recommending and
supporting League projects as they relate to the
Carolanne Farm/Carolanne Point sub-divisions.
Shall act as liaison to the Community Service/
Activities Committee, only vote in the case of a
tie at Standing Committee meetings, support
Standing Committee projects, record minutes at
Standing Committee meetings and forward a copy
to the Recording Secretary and committee Chair.
Shall attend CCO and other government forums, as
needed. Shall be present at all League, planning
and Community Service/Activity Meetings. Shall
perform all other duties assigned by the Board
of Directors.

Section 4. Huntington/Huntington Estates Co-Chair: Shall be
responsible for coordinating, recommending and
supporting League projects as they relate to the
Huntington/Huntington Estates sub-divisions.
Shall act as liaison to the Maintenance
Committee, only vote in the case of a tie at
Standing Committee meetings, support Standing
Committee projects, record minutes at Standing
Committee meetings and forward a copy to the
Recording Secretary and committee Chair. Shall
attend CCO and other government forums, as
needed. Shall be present at all League, planning
and Community Service Activity Meetings. Shall
perform all other duties assigned by the Board
of Directors.

Section 5. Recording Secretary: Shall maintain accurate
detailed minutes of the regular, special
meetings of the league and of the Board of
Directors. Forward a copy to the Chairperson and
post a copy on the web site by the Friday
following each meeting. The Recording Secretary
shall have a current copy of the constitution
and bylaws available at all meetings. Shall
secure all equipment and facility needs for each
meeting by the first Friday of each month. Shall
perform other duties as assigned by the Board of
Directors. Shall act as liaison to the
Communications Committee, only vote in the case
of a tie at Standing Committee meetings, support
Standing Committee projects, record minutes at
Standing Committee meetings and forward a copy
to the committee Chair. Shall be present at all
League, planning and Communication Committee
meetings.

Section 6. Corresponding Secretary: Shall conduct all
correspondence of the League and keep on file
copies of all correspondence of the League.
Shall send a quarterly newsletter to all
membership and maintain the Leagues Web Site.
Shall maintain an email distribution list and
give notice to all members of meetings. In the
absence of the Recording Secretary, they shall
assume the duties as outlined above. Shall act
as liaison to the Communications Committee, only
vote in the case of a tie at Standing Committee
meetings, support Standing Committee projects.
Shall be present at all League, planning and
Communication Committee meetings. Shall perform
all other duties assigned by the Board of
Directors.

Section 7. Historian: Shall create coherent narratives
through historical analysis or our communities.
Develop and maintain a book of history of our
community and make it available at all meetings
for those interested. Take photographs and
record League events and activities. Shall
record this information and the communities’
historical significance on the Leagues web site.
Identify historical landmarks and facilities
within our Leagues bounded area and assist in
making recommendations to other bureau’s
regarding identification, maintenance and long-
term preservation of these historical areas of
interest. Shall act as liaison to the
Development and Restoration Committee, only vote
in the case of a tie at Standing Committee
meetings, support Standing Committee projects,
record minutes at Standing Committee meetings
and forward a copy to the committee Chair. Shall
be present at all League, planning and
Development and Restoration meetings. Shall
perform all other duties assigned by the Board
of Directors.

Section 8. Treasurer: Shall have custody of the financial
assets and records or the League. Will keep
accurate records to include the receipts and
disbursements of the League in financial books
kept for that purpose. Shall be responsible for
the deposits of all monies and valuable effects
in the name of and credited to Carolanne Farm
Civic League and such deposits shall be
designated by the Board of Directors. Shall
prepare a written financial statement and
deliver the Treasury Report at each meeting and
at other times when required by the Board of
Directors. Shall post the Treasury Report on the
Leagues web site by the following Friday. The
Leagues accounts shall be audited bi-annually
and/or at anytime a succession in office occurs
by the auditor or by an auditing committee
appointed by the Chairperson. If an auditing
committee is used, not less than three qualified
persons shall be appointed at the December and
June meetings. The bi-annual audits shall be
conducted between December and January/June and
July meetings, but shall be completed no later
than one week before the January and July
meetings. In the event that funds in the
treasury shall exceed one thousand dollars, the
treasurer shall be bonded and the bonding fee
paid by the League. Shall act as liaison to the
Membership and Fundraising Committee, only vote
in the case of a tie at Standing Committee
meetings, support Standing Committee projects,
record minutes at Standing Committee meetings
and forward a copy to the committee Chair. Shall
be present at all League, planning and
Membership and Fundraising meetings.

Section 9. Auditor: Shall audit the financial records on a
bi-annual basis. The bi-annual audits shall be
conducted in December and June. They shall be
completed no later than one week before the
January and July meetings. The auditor will
submit a written report to the Board of
Directors and present an Audit Report to the
membership at the January and July meetings.
Shall post the Audit Report on the web site by
the Friday following the meeting. Maintain a
copy of the financial books. Shall present the
Treasury Report and man membership table in the
Treasurers absence.


ARTICLE VII: BOARD OF DIRECTORS

Section 1. The elected officers and the Chairman of the
Standing Committees shall constitute the Board
of Directors.

Section 2. The immediate Past-Chairperson of the League
shall participate as a member of the Board of
Directors.

Section 3. Standing Committee’s shall include:
Communication, Community Service and Activity,
Development and Restoration, Maintenance,
Membership and Fundraising, Public Relations
Safety and Security. Shall have a Chairperson a
Co-Chair.


(a) Communications: Projects may include but are not limited to securing ads for the newsletter, create fliers, secure communications on marquis, maintain web site, create event posters and signage. Chairperson shall hold monthly meetings. Shall post a copy of meeting minutes on the web site and forward a copy to the Chairperson. Present projects and updates at monthly meetings. Shall be present at all League meetings.


(b) Community Service and Activity: Projects may
include but are not limited to the Annual Light
the Night Luminary display, Secret Helpers, book
clubs, bunco groups, garden club, holiday
events, senior assistance, volunteer
opportunities, yard of the month and
hospitality. Chairperson shall hold monthly
meetings. Shall post a copy of meeting minutes
on the web site and forward a copy to the
Chairperson. Present projects and updates at
monthly meetings. Shall be present at all League
meetings.

(c) Development and Restoration: Projects may
include but, are not limited to business
closures, construction, home improvement
projects, new business, parks, property tax,
property value, Real Estate projects, rentals
and traffic pattern projects. Chairperson
shall hold monthly meetings. Shall post a copy
of meeting minutes on the web site and forward a
copy to the Chairperson. Present projects and
updates at monthly meetings. Shall be present at
all League meetings.

(d) Maintenance: Projects may include but, are not
limited to clean up, flood issue’s, parks
maintenance, road hazards, street lights, street
signs and tree trimming. Chairperson
shall hold monthly meetings. Shall post a copy
of meeting minutes on the web site and forward a
copy to the Chairperson. Present projects and
updates at monthly meetings. Shall be present at
all League meetings.

(e) Membership and Fundraising: Projects may include
but are not limited to bake sales, securing ads
for the newsletter, BINGO night fundraisers,
donations, fundraising events, membership cards,
membership dues, membership drive, research best
pricing, yard sales and nominating committee.
Chairperson shall hold monthly meetings. Shall
post a copy of meeting minutes on the web site
and forward a copy to the Chairperson. Present
projects and updates at monthly meetings. Shall
be present at all League meetings.

(f) Public Relations: Projects may include but, are
not limited to CCO, government forums, churches,
media, Realtors, schools and sport agencies.
Chairperson shall hold monthly meetings. Shall
post a copy of meeting minutes on the web site
and forward a copy to the Chairperson. Present
projects and updates at monthly meetings. Shall
be present at all League meetings.

(g) Safety and Security: The Chairman shall maintain a working relationship with the Fourth Precinct of the Virginia Beach Police Department; assisting them when requested. Shall also, be the duty of the Chairman to assist all Neighborhood Watches located within the Civic League’s bounded area. Shall present a written Crime Report to the Board of Directors monthly and present the Crime Report to membership at all monthly meetings. Projects may include but are not limited to gangs, hurricane prep, loitering, background checks for those volunteering to work with children and finances, solicitors, Internet safety, traffic and safety fair.

Section 4. Regular meetings of the Board of Directors shall
be held the third Wednesday of every month at
7PM or at the call of the Chairperson. All
Officers and Standing Committee Chairs shall be
present.

Section 5. The Board of Directors shall be present their
recommendations to the League at regular
meetings for action and shall approve
appointments made by the Chairperson.

Section 6. A majority of the Board of Directors shall
constitute a quorum at any Board of Directors
meeting. A majority vote of those present shall
govern unless otherwise specified.

ARTICLE VIII: Meetings

Section 1. Regular meetings shall be held at the Arrowhead
Elementary School from January through April and
September through December. Regular meetings
from May through August will be held at the
Point of View Elementary School. Meetings shall
be held the second Tuesday of each month from 7-
9 PM. The day and time shall be fixed by the
League as circumstances dictate. If any meeting
should conflict with a holiday or any other
event the meeting shall be rescheduled and at
least 30 days notice shall be given to the
membership concerning the alternate date and
time.

Section 2. The annual meeting of the Carolanne Farm Civic
League shall be held in January of each year in
lieu of the regular meeting.

Section 3. Special meetings may be called by the
Chairperson or by written request of three or
more Board Members. A notice stating the subject
of the meeting, date, time and location of the
meeting shall be published, and members shall be
notified at least three days prior to the
special meeting.

Section 4. Notice of all regular meetings shall be
published as widely as possible by the
Communication Committee via Internet and
newsletter distribution etc.

Section 5. A quorum shall exist if at least 5 percent of
the membership on good standing are present and
at least three elected officers are present.

Article IX: AMENDMENTS

Section 1. These bylaws may be amended at any regular
meeting of the League by a two-thirds vote of
the members present and in good standing,
provided written notice of the proposed
amendments have given at the previous meeting
and posted to the Leagues web site for all
members to access.

Section 2. A committee may be appointed to submit a revised
set of bylaws as a substitute for the existing
bylaws only by a majority vote at a regular
meeting or by a two thirds vote of the Board of
Directors.

ARTICLE X: PARLIAMENT AUTHORITY

Section 1. “Roberts Rules of Order Revised” shall prevail
in all cases where they are applicable and in
which they are not in conflict with the bylaws.

Section 2. A parliamentarian may be appointed by the
Chairperson, if desired.

ARTICLE XI: EFFECTIVE DATE

Section 1. These revised bylaws shall become effective when
ratified by the membership signified by an
affirmative vote of two-thirds of the membership
present at the regular monthly meetings and in
good standing. An addendum to these bylaws
containing the date of ratification and the
signatures of the members present and voting
shall be kept by the Recording Secretary. All
prior revisions of these bylaws shall then
become obsolete and ineffective.