AHCA By-Laws

BY-LAWS OF THE ALCOVA HEIGHTS CITIZENS’ ASSOCIATION

ARTICLE I: ORGANIZATION

The name of the Association shall be Alcova Heights Citizens’ Association.

ARTICLE II: PURPOSES

The Alcova heights Citizens’ Association is an education, not-for-profit neighborhood association of residents organized under the statutes of the Commonwealth of Virginia and the County of Arlington to preserve the residential character, appearance, and condition of the neighborhood; to provide a forum to deal with neighborhood issues; to educate and inform members on county and other issues pertaining to the neighborhood; to assist the community in obtaining information, services, and improvements from the county and state; to organize social and other events that promote neighborhood cohesion.

ARTICLE III: BOUNDARIES

The Association’s boundaries shall be those defined by the County of Arlington, Virginia, but shall also include the additions of Alcova Row and Dundree Knolls, id est, those residences included within Columbia Pike to the south, route 50 (Arlington Blvd) to the north, George mason Drive to the west and Glebe Road to the east.

ARTICLE IV: MEMBERSHIP

Membership in this organization shall be open to any resident, living full-time, and residential property owner within Alcova heights who is a minimum of 18 years of age. Active membership is defined as a person having paid annual dues.

ARTICLE V: MEETINGS

The annual membership meeting of this organization shall be held on the third Thursday of September or on a day that the Board of Directors shall fix, but which shall not be more than two weeks from the date fixed by these By-Laws.

The Secretary shall cause notice of the annual meeting through multiple methods to include the Association’s newsletter, the Alcova heights listserv, and by the posting of signs and other announcements in plain public view.

Regular meetings of the Association shall normally be held in the Arlington Baptist Church, or at some other location fixed by the Board of Directors and announced to the membership at least one week in advance through the Association’s newsletter, the Alcova Heights listserv, or by the posting of signs and other announcements in plain public view. At a minimum, regularly meetings will be at least six times per year, generally on the third Thursday of the month.

The presence of representatives of at least 10 active members of the Association shall constitute a quorum. A Quorum shall be present for the transaction of any business.

Additional meetings of the Association may be called by the President and the Board of Directors when they deem it in the best interest of the Association. Such meetings shall be announced by the Secretary as described for regular and annual meetings heretofore.

No other business but that specified in such notice may be transacted at such a special meeting without the unanimous consent of all present at such meeting.

ARTICLE VI: VOTING

At all meetings, except for the election of officers and directors, all votes shall be by voice. For election of officers, ballots shall be provided, and there shall not appear any place on the ballot anything that might tend to indicate the person who cast such a ballot, except that by unanimous consent of those present, uncontested elections may be conducted by voice vote.

At any regular or special meeting, if a majority so requires, any question may be voted upon in the manner and style provide for election of officers and directors.

Each active member shall be allowed one vote. No active member will be denied votes for reasons of race, sex, age, or ownership status. Active members must be present to vote.

At all votes by ballot, the chair of such a meeting shall, prior to the commencement of balloting, appoint a committee of three who shall act as “Inspectors of Election” and who shall, at the conclusion of such balloting, certify to the Chairman the results, and those results shall be entered into the minutes.

Not inspector of election shall be a candidate for office or shall be personally interested in the question voted upon.

ARTICLE VII: ORDER OF BUSINESS

  1. Introductions
  2. Reading of the Minutes of the preceding meeting
  3. Reports of Committees
  4. Reports of Officers
  5. Old and Unfinished Business
  6. New Business
  7. Adjournment

Any part of the Order of Business may be dispensed with by majority vote of those present and voting.

The President shall conduct the meetings and may follow Revised Robert’s Rules of Order when he/she deems it necessary and appropriate.

ARTICLE VIII: GOVERNANCE

The business of this organization shall be managed by a board of directors consisting of the four officers and three at-large members. One of the at-large members will serve for a one-year term and two at-large members will serve for two-year terms.

Directors to be chosen for the ensuing year shall be chosen at the annual meeting of the Associating on the same manner and style at the officers, and they shall serve for the term designated above.

The Board of Directors shall meet upon request of any two Directors and upon due notice to all Directors.

Each Director shall have one vote and such voting may not be done by proxy.

The Board of Directors shall make such rules and regulations covering its meeting as it may in its discretion determine necessary.

Vacancies in the Board of Directors shall be filled by a vote of the majority of the remaining members of the Board of Directors for the balance of the year.

The President of the Association shall be the Chairman of the Board of Directors.

A Director may be removed for cause at a duly announced and convened meeting of the association by majority vote of the members present, when such action is on the agenda.

ARTICLE IX: OFFICERS

The Officers of the Association shall be as follows:

  • President
  • Vice President
  • Secretary
  • Treasurer

The President of the Association shall preside at all membership meetings.
Shall appoint all committees, temporary or permanent.
Shall see all books, reports, and certificates required by law are properly kept or filed.
Shall be one of the officers who may sign checks or drafts of the Association.
Shall, with the concurrence of the Board of Directors, appoint representatives to various other organizations.

The Vice President of the Association shall preside in the event of the absence or inability of the President to exercise the office, become acting President of the Association will the rights, privileges and power as if duly-elected president.
Shall conduct meetings in the absence of the president.

The Secretary shall record the minutes of all meetings of the Board of Directors and the general membership.
Shall provide copies of the minutes of both meetings to the Board members, the Alcova Heights Newsletter, and the Alcova Heights listserv.
Shall, at the request of the President, assist with writing correspondence.
Shall give and serve all notices to members of the Association.
May be one of the officers required to sign checks or drafts of the Association.

The Treasury shall have the care and custody of all monies belonging to the Association and shall be solely responsible for such monies.
Shall submit a yearly budget to the Association.
Shall be one of the officers who will sign checks or drafts of the Association. No special fund may be set aside that shall make it unnecessary for the Treasurer to sign the checks issued upon it.
Shall collect dues and pay for obligations incurred by the Association.
Shall provide quarterly, at general meetings, a summary of the income and expense of the Association.

Term of office for officers shall be two years and officers of the Association shall be eligible to serve no more than three successive terms in any office.

ARTICLE X: COMMITTEES

All committees of this organization shall be appointed by the President with the concurrence of the Board of Directors and their term of office shall be for a period of one year or less if sooner terminated by action of the Board of Directors.

ARTICLE XI: DUES

The dues of the Association shall be $10.00 per year per household. The dues can be adjusted each year by the Board of Directors sufficient to meet the requirements of the Association.

ARTICLE XII: AMENDMENTS

These By-Laws may be altered, amended, repealed, or added to by an affirmative vote of not less than 50 members or 10 percent of the membership, which ever is less.

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