Association By-Laws & Policy

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

Association By-Laws

 

Amended March 2012

BY-LAWS

 

INDEX

Article I: NAME
Article II: PURPOSE
Article III: MEMBERSHIP & DUES
Article IV: GOVERNMENT
Article V: MEMBERSHIP MEETINGS
Article VI: DUTIES OF DIRECTORS
Article VII: OFFICERS
Article VIII: COMMITTEES
Article IX: PROPERTY AND FINANCES
Article XI: GENERAL
Article XI: AMENDMENT TO BY-LAWS

 

GLEN FOREST COMMUNITY ASSOCIATION INCORPORATED

Article I: NAME

 

The name of the Association shall be Glen Forest Community Association, Incorporated and referred to herein as the Association.

Article II: PURPOSE

The purpose for which this non-profit association is formed is to promote the general welfare of its members and the community. Responsibilities include:

 

  1. Developing community-wide projects and programs,
  2. Managing the Association-owned recreational facilities,
  3. Fostering property owner participation in beautification of the community, and
  4. Encouraging (all) property owners to participate and support Association activities and programs,
  5. To serve the community over the long-term.

Article III: MEMBERSHIP & DUES

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:

  1. Glen Forest Subdivision as dedicated by Woodrow W. Oliver and his wife.
  2. Glen Acres and Congressional Acres Subdivisions as dedicated and recorded as of 1 January 1962.
  3. Robin Wood Lane
  4. Chicamuxen Court
  5. Ardley Court
  6. Hardwick Place
  7. Carlyn Square
  8. Westmore Gardens
  9. Brill Court
  10. Magnolia Woods
  11. Magnolia Avenue - Route 7 side
2) Associate Membership
  1. An Associate member shall be a person, business, agency or organization interested in the progress of this neighborhood or of the association.
  2. Associate members are not required to live within the subdivisions or streets covered by Regular Membership as stated in Article III, Section 1.
  3. Persons under eighteen years of age may be Associate Members.
3) Pool Membership--Current Regular, Associate, or Pool members may recruit and sponsor friends and family as pool members.

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:

  1. Must pay annual membership dues as fixed by the Board of Directors,
  2. Are eligible to vote at the annual meeting when they have met their financial membership responsibilities,
  3. Shall be entitled to one vote per household on communications pertaining to the administration and operation of the Association,
  4. Shall receive representation on civic issues that affect the area,
  5. Are entitled to free use for themselves and their family, the facilities of the Glen Forest Park and other recreational facilities except the swimming pool, (unless a Pool member)
  6. May chair and/or participate in all committees, and
  7. Shall receive the Glen Forest Newsletter and other community affairs information.
2) Associate Membership-Associate Members
  1. Are eligible to vote at the annual meeting when they have met their financial membership responsibilities,
  2. Shall be entitled to one vote per household on communications pertaining to the administration and operation of the Association,
  3. Shall receive representation on civic issues that affect the area,
  4. Are entitled to free use for themselves and their family, the facilities of the Glen Forest Park and other recreational facilities except the swimming pool, (unless a Pool member)
  5. May chair and/or participate in all committees, and
  6. Shall receive the Glen Forest Newsletter and other community affairs information.
2) Associate Membership-Associate Members:
  1. Must pay annual membership dues as fixed by the Board of Directors,
  2. Shall receive representation on civic issues that affect the area,
  3. Are entitled to free use for themselves and their family, the facilities of the Glen Forest Park and other recreational facilities except the swimming pool, (unless a Pool member)
  4. May participate on all committees unless otherwise specified in Article VIII, for so long as they are Members in good standing.
  5. Shall receive the Glen Forest Newsletter and other community affairs information,
  6. Are not eligible to vote on affairs of the Association.
3) Pool Membership-Pool members:
  1. Must be Regular or Associate Members of GFCA to join the Pool.
  2. Shall pay annual pool membership dues as fixed by the Board of Directors annually.
  3. Shall abide by the rules as set by the Pool Committee.
  4. Any person who purchases a short term Pool Membership is automatically a temporary (interim) Associate Member of GFCA for the duration of that term.
4) Special Membership - Special members:
  1. The rights, privileges, and fees for Special Memberships will be defined by the Board of Directors and will be documented in applicable monthly meeting minutes as needed.
  2. Are not eligible to vote on affairs of the Association.
Section 3. The Board of Directors is authorized to include other adjacent subdivisions or individual properties for membership in the Association as defined above.  The Board of Directors shall also assure that the above subdivisions and tenants are apprised of their eligibility for Association membership.


Article IV: GOVERNMENT

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.

Article V: MEMBERSHIP MEETINGS

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.



Article VI: DUTIES OF DIRECTORS

Section 1. Consistent with these by-laws, the Board of Directors shall:

 

  1. Transact all Association business.
  2. If necessary, create the positions of Assistant Secretary and/or Assistant Treasurer and appoint one or more persons who must be Regular members of the Association.
  3. If necessary to provide additional expertise/services, the Board may appoint Association members to serve as provided in Article IV, Section 1.
  4. Appoint standing committees and define the powers and duties of the same.
Section 2. The Board of Directors shall designate the bank or banks in which the funds of the Association shall be deposited and determine the manner in which checks, drafts, and other instruments for the payment of funds of the Association shall be executed.  Any one of the following (President, Vice President, Treasurer, or Assistant Treasurer) shall sign all checks, drafts and other instruments for the payment of money drawn in the name of the Association.

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.


Article VII: OFFICERS

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.

Article VIII: COMMITTEES

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:

  1. Solicit membership and dues.
  2. Advise new residents and their realtors, where possible, of the purpose of the Association, its functions, benefits, and the methods of obtaining membership therein.
  3. Members of the Membership Committee shall be Regular Members of the Association.

2) Pool Committee:
  1. Plan for and supervise the finances, operation, and maintenance of the pool, tennis court, picnic grounds and facilities.
  2. The Committee shall also establish pool dues to be recommended to the Board of Directors for approval.
  3. Prepare rules for use of the pool, tennis court, and picnic facilities.
  4. Determine who may use the pool, tennis court, picnic grounds and facilities and under what conditions.
  5. Members of the Pool Committee must be pool members.
3) Park Committee:
  1. Manage and preserve the approximately 6-1/2 acres of parkland owned by the Association.
  2. Prepare rules for the use of the parklands.
  3. Act as liaison between the Association and government and environmental organizations regarding the care and upkeep of the parklands.
4) Community Affairs Committee:
  1. Sponsor and supervise all community projects that will affect the purpose of the Association as outlined in Article II.
  2. Prepare newsletter and assure delivery to all areas and related subdivisions.
5) Government Liaison Committee - Maintain liaison with local government agencies on matters of interest and concern to the community homeowners.

6) Finance Committee:

  1. Prepare the annual budget for submission to and approval by the Board of Directors.
  2. Submit recommendations to the Board of Directors with reference to financial matters of the Association.

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:

  1. Scheduling of auto patrols
  2. Preparing instructions and maps for patrols
  3. Conducting briefings for new residents
  4. Keeping the community informed
  5. Maintaining contact with local police assigned to the NWP.

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.

Article IX: PROPERTY AND FINANCES

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.

Article X: GENERAL

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.

Article XI: AMENDMENT TO BY-LAWS

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.