East Norwich Civic Association Bylaws

ARTICLE I: NAME

The name of this corporation shall be as set forth in the Certificate of Incorporation.

ARTICLE II: PURPOSE

The purposes of this corporation shall be as set forth in the Certificate of Incorporation.

ARTICLE III: OFFICERS AND DIRECTORS

 

  1. The officers of the corporation shall consist of a president, first vice-president, second vice-president, treasurer, recording secretary and corresponding secretary, all of whom shall be elected by the membership (except as otherwise herein provided).

  2. The Board of Directors shall consist of fourteen members, being the duly elected officers of the corporation together with eight other directors to be elected by the membership and who should be representative of the general areas in the community.

ARTICLE IV: NOMINATION AND ELECTION OF OFFICERS AND DIRECTORS

 

  1. The officers and other directors shall be elected at the annual meeting. A plurality vote shall elect.

  2. All elections shall be had by a voice vote or by a show of hands except that when the eligibility of any person's vote be challenged by a member in good standing, or at the discretion of the President, the President shall call for a secret ballot, said ballots to be issued by the recording secretary only to people listed by the treasurer as members in good standing.

  3. Officers and other directors are to serve in accordance with Article V of these bylaws.

  4. Except as provided in Section 3 of this Article, officers and other directors shall be nominated and elected as follows: The President, with the approval of the Board of Directors, shall appoint, at the regular February meeting, a nominating committee of five members in good standing whose function it shall be to present to the membership, at the April meeting, a slate of officers and other directors for election. At the April meeting nominations may be made from the floor by any member of the association, another member seconding. Nominations may also be made by written petition to be sent to the Recording Secretary within 15 days following the April meeting, such petitions to bear the names of ten members of the association. A list of all persons nominated by any method shall accompany the notices for the June meeting; and the names of all persons so nominated shall appear on the ballot to be voted on at the June meeting, except that no person's name shall appear without his consent to serve if elected.

  5. There shall be no prohibition against an officer or other director succeeding himself, nor against nomination by the Nominating Committee of candidates who are members of that committee.

ARTICLE V: TERMS OF OFFICE, VACANCIES AND REMOVAL

 

  1. The term of all elected officers and other directors shall be for a period of one year commencing July 1 and until the election of their successors.

  2. A vacancy in the office of President or Vice-President shall be filled by the vice-presidents in order of their rank. A vacancy in any other office or other directorate shall be filled by the appointment of the President with the approval of the Board of Directors, such appointee to serve for the unexpired term of the officer or other director in whose place he serves.

ARTICLE VI: DUTIES OF OFFICERS

 

  1. The President, or in his absence the next ranking officer present, shall preside at all membership meetings and all meetings of the Board of Directors. He shall call all regular and special meetings in accordance with these bylaws. He shall appoint all committees except as otherwise provided therein, and shall be an ex officio member of all such committees. The President shall be the chief executive officer and shall be responsible for the general supervision of all business affairs of the association.

  2. It shall be the duty of the vice-presidents in order of their rank to perform the duties of the president during his absence or disability.

    1. The First Vice-President shall be chairman of the Membership Committee.

    2. The Second Vice-President shall be chairman of the Program Committee.

  3. The Treasurer shall have the custody of all funds and securities of the association; all monies and dues shall be paid to him; and he shall keep appropriate records of such receipts, depositing them in such bank or banks as the Board of Directors may direct.
    He shall likewise disburse funds at the direction of the membership unless the membership shall authorize particular disbursements at the discretion of the Board of Directors.
    He shall keep an accurate record of the receipts and disbursements and shall exhibit such accounts to the President or Board of Directors at their request.
    He shall render a report to the membership at the June meeting and at such other times as the President may request.
    He shall keep a list of members in good standing.
    An annual audit of the books of the association will be made sometime after the June meeting by a group consisting of the outgoing treasurer, the incoming treasurer, and one person appointed by the President. A report of this audit will follow at the next regularly scheduled general meeting.

  4.  

    1. The Corresponding Secretary shall conduct the correspondence of the corporation (other than committee correspondence).
      He shall keep a record of the membership of the corporation.
      He shall issue notices of meeting if such meetings are not announced in the newsletter and shall assist in the distribution of said newsletter.

    2. The Recording Secretary shall keep a record of all meetings of the membership and Board of Directors and such other records as the corporation shall determine.

  5. It shall be the duty of the Directors, severally, to assume the following positions in the corporation:

    1. Publicity Chairman

    2. Fund Raising Chairman
    3. Civic Improvement Committee Chairman
    4. Traffic and Safety Committee Chairman
    5. Hospitality Committee Chairman
    6. Budget and Finance Chairman
    7. Parliamentarian
    8. Zoning Committee Chairman

ARTICLE VII: COMMITTEES

 

  1. The Standing Committees of this corporation shall be as follows:

    1. Membership

    2. Program

    3. Fund Raising

    4. Publicity

    5. Civic Improvement

    6. Traffic and Safety

    7. Hospitality

    8. Zoning

    9. Budget and Finance

  2. Standing committees shall function from the time of their appointment until the annual meeting next following their appointment.

  3. The President shall appoint special committees as the need may exist. The President shall appoint the chairmen of all committees and may appoint the entire committee. However, the zoning committee shall consist of the officers and board of directors, one of whom shall be chairman, as stated.

  4. Each committee chairman shall be responsible for the formation (except where appointed by the President) and organization of his committee and shall furnish to the Recording Secretary a list of the name, address, and telephone number of each committee member.

  5. The committee chairman shall schedule such meeting of his committee as may be necessary for its successful operation.

  6. The chairman shall notify the President of any meeting of his group.

ARTICLE VII: DUTIES OF COMMITTEES

 

  1. The Membership Committee shall devise ways and means of increasing the corporation membership; shall be in charge of the annual membership drive of the corporation; and shall keep an active list of members of the community as well as promote meeting attendance.

  2. The Program Committee shall arrange for all speakers or other features to be presented at meetings. This committee shall keep the Publicity Committee informed of all activities to achieve maximum interest in meetings. It shall introduce speakers at meetings, as well as make all prior arrangements for his convenience. The publicity chairman should be contacted immediately after each meeting regarding coverage of meetings for newspapers, etc.

  3. The Fund Raising Committee shall devise ways and means of providing funds for the various activities of the corporation and shall prepare, at the beginning of its term of office, fund raising plans for the year.

  4. The Publicity Committee shall provide adequate publicity for all activities of the corporation; edit and supervise all press releases; edit the pre-meeting news bulletin of the corporation; and placement of posters announcing meetings, etc.

  5. The Hospitality Committee shall be in charge of refreshments at all meetings.

  6. The Civic Improvement Committee shall be responsible for all matters pertaining to problems of appearance, use and misuse of the land, and in general those things of aesthetic potential and importance to the community.

  7. The Traffic and Safety Committee shall be concerned with all manner of highway changes, traffic flow problems, and protection of the citizen, whether pedestrian or motorist, in all aspects of community life.

  8. The Zoning Committee shall be responsible for the protection of existing property values by keeping the corporation informed of all attempts to downzone, rezone, spot zone or in any way change the character of the community thorough variance, special use permit or license.

  9. The Budget and Finance Committee shall prepare an appropriate budget for the year at the beginning of the term of office.

All committees may take action or employ counsel only with prior permission of the Board, with the exception of the Zoning Committee which is comprised of the Board.

ARTICLE IX: MEMBERSHIP

 

  1. Any resident or taxpayer living in the vicinity of East Norwich, Town of Oyster Bay, shall be eligible for membership in the corporation.

  2. No person shall be considered to be a "member in good standing" unless and until all dues and assessments shall have been paid by him to the treasury prior to the call to order of any meeting.

ARTICLE X: FISCAL YEAR AND DUES

 

  1. Annual dues for the fiscal year shall be twenty dollars per year per family, payable beginning July 1 of each year.

  2. Any qualified person wishing to become a member during a calendar year shall pay the full dues without any prorating thereof.

  3. In no case shall a member who is in arrears be permitted to vote.

ARTICLE XI: ORDER OF BUSINESS

 

  1. At all meetings of the membership the order of business shall be:

    1. call to order

    2. reading of the minutes

    3. correspondence

    4. reports of officers

    5. reports of standing and special committees

    6. old and unfinished business

    7. new business

    8. program of the evening

    9. adjournment

  2. This Article, or any portion thereof, may be suspended at any meeting by a majority vote of the membership present.

ARTICLE XII: MEETINGS

 

  1. There shall be an annual meeting of the membership held in June of each year for the purpose of electing officers and directors, for the receiving of the Treasurerís report and such other reports of officers and committees as may be necessary and for the transaction of such other business as may be brought before the membership.

  2. Regular meetings of the corporation shall be held in the months of October, December, February and April in each year for the transacting of such business as may come before the membership. The Board of Directors may cancel at its discretion any one such meeting. These meetings shall be in addition to the annual meeting as set forth in Section 1 hereof.

  3. Special meetings may be called by the President, the majority of the Board of Directors, or by a request in writing signed by at least 20 members in good standing addressed to the President of the corporation. A request for such a special meeting shall state the purpose for which it is called and no business other than that set forth in the request shall be transacted at such meeting.

  4. There shall be held a monthly meeting of the Board of Directors for the purpose of transacting such business as may be necessary. This meeting may be canceled by the President if it is not necessary.

  5. Notice of all membership meetings is required to be given prior to the date of such meeting.

  6. Members in good standing present shall constitute a quorum at any meeting.

  7. All meetings shall be conducted in accordance with "Roberts Rules of Order" except to the extent that said rules of order are in conflict with the constitution and bylaws of the corporation.

  8. Meetings of the Board of Directors are open to the membership. Permission to speak at these meetings may be granted to a member in good standing by the President; the President may also limit the time allowed the speaker. Prior notice should be given the President for a request to appear on the agenda.

  9. Voting on all resolutions which may be put before any meeting shall be conducted as set forth in Article IV, Section 2 of these by-laws.

ARTICLE XIII: AMENDMENTS

 

  1. These by-laws may be amended, repealed and/or added to at any special meeting of the membership called for that specific purpose in accordance with Article XII, Section 3 provided that a majority of those members in good standing present at such meeting vote in favor of such amendment, repeal or addition.

  2. A proposed amendment shall be submitted to the Board of Directors for their study and recommendation by at least 10 members in good standing or by a duly constituted committee appointed therefore. The proposition shall then be presented to the general membership at the next regularly scheduled meeting. Following the regular meeting above referred to the proposed amendment shall be made available for inspection by all members.

ARTICLE XIV

 

  1. The corporation shall have a seal which shall consist of two concentric circles between the circumferences of which shall be the name of the corporation, and in the center shall appear the words "Incorporated New York, 1963."

CERTIFICATION:

We the undersigned, a special committee duly appointed by the President, acting pursuant to article VII, Section 3 above, have examined these Bylaws for the purpose of determining whether they are correct and complete as of the date shown hereunder; and, having so determined, we do certify and attest that they are correct and complete, to the best of our knowledge and belief.