Association Policy and Procedures
APPROVED by the BOD and EFFECTIVE until changed by the BOD
All Contracts to have 2 — Two Signatures — The President being ONE and one of the following — Vice President, Treasurer, SecretaryAll checks over the amount of $500 to have 2 signatures — The Treasurer being ONE and one of the following: President, Vice President, Secretary
INDEXArticle I: NAME
The purpose for which this non-profit association is formed is to promote the general welfare of its members and the community. Responsibilities include:
Section 1. Membership in the Association shall be comprised of Regular, Associate, Pool and Special memberships as determined by the Board of Directors, as follows:
1) Regular Membership
A Regular member shall be an owner or tenant of real property located in any of the following subdivisions or streets:
4) Special Membership--The Board of Directors is authorized to define a special, temporary membership category, if determined to be advantageous to the GFCA. Special memberships do not require further changes to these By-Laws and may be created enacted and rescinded at the discretion of the Board.
Section 2. Rights, privileges, and fees of the aforesaid membership shall be as follows:
1) Regular Membership-Regular members:
Section 1. A Board of Directors shall manage the affairs of the Association, serving staggered 3-year terms. Potential Board Members must be Regular members of the Association and can present themselves at the annual meeting or be presented by a Nominating Committee. The Homeowners will elect Board members from all the candidates presented at the annual meeting. Board members are volunteers from the community and agree to serve at the behest of the community in accordance with these By-Laws.
Section 2. The officers of the Association shall be a president, vice-president, secretary, and treasurer, who shall be elected annually by the Board of Directors from among their membership to serve for a term of one (1) year. Each officer position shall be limited to three (3) consecutive terms. The Board of Directors shall meet within ten days after each annual membership meeting to elect the association officers. Election of officers shall be by ballot, including signed proxies; a majority of votes cast shall be required to elect. In the event that no candidate receives a majority of the votes cast, a second ballot shall be cast in which voting shall be restricted to the two nominees receiving the largest number of votes on the first ballot.
Section 3. Members of the Board of Directors, consisting of a maximum of twelve (12) members, shall be elected at the annual meeting of the Association during the first quarter of each calendar year.
Section 4. A director's or officer's term shall cease whenever he/she and all members of his/her household cease to be members of the Association or whenever he/she leaves the DC Metropolitan area for an extended period of time, even though his/her family continues to reside in the subdivisions named herein.
Section 5. The Board of Directors shall fill any vacancy on the board, including those of officers, until the next general election.
Section 6. If an officer or director fails to participate in three consecutive regular meetings of the Board of Directors, or otherwise fails to perform any of his duties or obligations to the Association, he/she may be removed by the Board of Directors and the vacancy filled as provided in Section 5 hereof.
Section 7. "Robert's Rules of Order, Newly Revised" shall be used as parliamentary procedural guidance and shall govern the proceedings of the Association.
Section 8. On all Board motions, only one vote per household is allowed, even if more than one person in the household is a board member.
Section 1. The annual meeting of the Association shall be held in the first quarter of each calendar year at such time and place as the Board of Directors shall designate. The community shall be informed of the date, time, location, and agenda to be considered at the annual meeting. It is essential that the meeting be a forum for constructive dialogue and meaningful participation by the community.
Section 2. A special meeting of the membership may be called by the President and shall be called by him/her on the written request of not fewer than 15% of membership.
Section 3. At least seven (7) days before the date of any annual or special meeting of the Association, the Secretary shall cause written notice to be delivered or mailed to each member at the address appearing for such member on the records of the Association.
Section 4. At any annual or special meeting, 20% of the Regular members shall constitute a quorum.
Section 5. Each Regular Member may vote in person or by proxy designated in writing. One vote per household.
Section 1. Consistent with these by-laws, the Board of Directors shall:
Section 3. Any obligation of the Association assets in excess of $500 shall require the prior approval of the Board of Directors.
Section 4. A simple majority of the directors shall constitute a quorum. A simple majority of those present shall constitute a legal vote.
Section 5. The Board of Directors shall cause the books of the Association to be audited annually by auditors selected by the Directors, who shall neither be Directors nor officers of the Association and the report of the auditors shall be available to the members at all times. Section 6. The Board of Directors shall meet monthly and at such other times as they may deem necessary. The President may call a special meeting of the Board of Directors at any time and shall do so on the written request of any other two directors.
Section 7. The President must call a special meeting of the Board of Directors within ten days of the receipt of a written request.
Section 8. In addition to the foregoing enumerated powers, the Board of Directors shall have such other powers, not prohibited by these by-laws or by statute, necessary for the operation and management of the Association.
Section 1. The President shall preside at all meetings of the Association and of the Board of Directors and shall perform such other duties as customarily pertain to the office of President, or as directed by the Board of Directors.
Section 2. The Vice-President shall have and exercise all the powers, authority and duties of the President during the President's absence or inability to act. The Vice-President shall also act as assistant to the President and perform such other functions as directed by the Board of Directors.
Section 3. The Secretary shall prepare and maintain full minutes of all meetings of the Association and the Board of Directors and shall give proper notice of all meetings of the membership. He/she shall conduct all correspondence of the Association, maintain the record of membership of the Association, and perform such other duties as customarily pertain to the office of Secretary.
Section 4. The Treasurer shall collect and have custody of all funds, securities, valuable papers, and other intangible assets of the Association. He/she shall provide and maintain full and complete records of all the assets and liabilities of the Association which will be made available to the Board of Directors at each monthly meeting and shall submit to the Board of Directors a financial statement of the condition of the Association as of the last day of the previous calendar year. The Treasurer shall prepare such tax reports as local, state, and federal agencies may require, and he/she shall perform such other duties as customarily pertain to the office of the Treasurer.
Section 1. The following standing committees may be appointed by the President for the purpose of assisting the Officers of the Association in the performance of their duties. The membership of each committee so appointed will expire at the annual meeting of the Association. The Board of Directors shall appoint the Chairman of these committees.
1) Membership Committee:
6) Finance Committee:
7) Nominating Committee - Select and nominate potential board and committee members.
8) Neighborhood Watch Committee - In liaison with the local Police Department, implement Neighborhood Watch Program(s) (NWP), one or more as required by subdivisions. Responsibilities may include, but are not limited to:
Section 2. All committees shall be under the supervision of the President, subject to the authority delegated by the Board of Directors. The Chairman of each committee shall be a Regular Member of the Association. Unless otherwise specified in Section 1, committee members may be Regular or Associate members.
Section 3. The President shall constitute and appoint such other committees as deemed necessary or expedient for the welfare of the Association and the community.
Section 4. Participation and assistance from the entire community is encouraged to assist in all committee functions. The Association should utilize the varied talents and expertise in the community where appropriate.
Association-Owned Recreational Property includes the approximately 6 1/2 acres dedicated by Woodrow W. Oliver and the facilities constructed.
Section 1. Any obligation or expenditure of the Association's assets in excess of $500.00 requires prior approval of the Board, either at a special meeting or by canvassing the Board.
Section 2. Tangible property of the Association may be transferred only after two-thirds of the Directors shall have approved such transfer, and in the case of real property, after a majority of the members of the Association at a meeting especially called for said purpose have also approved such transfer.
Section 3. All funds of the Association shall be deposited in a federally insured depository or depositories operating in accordance with the laws of the State of Virginia, as the Board of Directors may from time to time by written resolution designate, and shall be so deposited promptly.
Section 4. All disbursements of funds of the Corporation shall be made by checks signed as stipulated in Article VI, Section 2, above; provided, however, that the Board of Directors may, by Resolution, provide for the establishment and replenishment of a petty cash fund not exceeding $50.00 for postage and for defraying expense items of the Association in amounts of $25.00 or less.
Section 5. The funds of the Association may be invested only in obligations of the United States Government. They may not be loaned to or invested with any officer, director, or member of the Association, or with any other person, agency, or government instrumentality.
Section 6. The accounts of the Association shall be audited annually as specified in Article VI. The report of this audit is to be presented to the Board prior to the annual meeting and made available to members at the annual meeting.
Section 1. Copies of the organization papers of the Association, its by-laws, and any amendments thereto, and the membership books of the Association shall be preserved in a place of safekeeping. Returns of elections and proceedings of all meetings of the directors and members shall be recorded in the minute books. The minutes of all meetings shall be signed by the President and Secretary or by those acting in their places.
Section 2. On or before the date of the annual membership meeting, the Board of Directors shall deliver or mail a financial report of the previous fiscal year to the members for their consideration at the annual meeting.
These by-laws may be amended by the affirmative vote of two-thirds of the Regular members present at a duly held meeting of the Association. Any proposed amendments may be presented to the Board for review, modification and approval prior to presentation to the Association for said vote.