Bylaws

At our May 3, 2017 meeting, the GHECA Board will propose the following bylaw amendments.

MAJOR CHANGES FROM 2008 BYLAWS TO 2017 BYLAWS
ARTICLE 1:  NAME AND PURPOSE
The purpose of GHECA has been enlarged to include its dedication to maintaining and improving the quality of life within our community.
ARTICLE 2:  DEFINITIONS
The Executive and Steering Committees have been eliminated and combined into the Board, which will be comprised of 14 individuals, including four Officers (President, Vice-President, Secretary, and Treasurer), as well as various committee chairpersons.
Clarified that all board members, including Officers, shall have an equal vote.
Fiscal year is January 1 to December 31.
ARTICLE 3: MEMBERSHIP AND VOTING
Provides membership option for households that cannot afford dues.
Dues may be prorated on a semi-annual basis at the discretion of the Treasurer.
ARTICLE 4: MEETINGS
Article renamed: “Community Meetings”.
Removed clause that “only members of the Association may vote” due to difficulties in enforcing the rule.
ARTICLE 5: OFFICERS, SELECTIONS AND COMMITTEES
Article renamed: “Duties of the Board”.
A conflict of interest statement was added.
Defines Board Meetings and clarifies that they are open to the public.
Agenda items that have been previously decided may not be discussed again unless sufficient justification is presented to the Board.
Removed “special positions”, and replaced functions with committees: Communications, Parks and Zoning, Resident Services, Roads and Safety, Event Planning, etc.
Clarifies that any member of the Association may participate on a Committee.
Adds procedures for removing Board members and the President.
ARTICLE 6:  DUTIES OF OFFICERS
Clarifies duties of the officers.
ARTICLE 7:  BUDGET APPROVAL: No major changes.
ARTICLE 8: FISCAL YEAR
Article deleted. Fiscal year defined in Article 2.
ARTICLE 8: AMENDMENTS: No major changes
ARTICLE 9:  MISCELLANEOUS
Money is donated to charity if organization is dissolved.

We invite residents to submit questions or comments to gheca@gheca.org or post them on our online Nextdoor/Facebook groups.

You can review the full text of the draft by clicking here or the image below.
https://drive.google.com/open?id=0B4yCEjp0slGodlVOREd2Rk40UVU

GOOD HOPE ESTATES CIVIC ASSOCIATION, INC BYLAWS

(REVISED, SEPTEMBER 2008)

ARTICLE 1 NAME AND PURPOSE

This organization shall be known as the Good Hope Estates Civic Association. Its purpose shall be for the advancement of the public or private interests of those residents in the subdivision known as GOOD HOPE ESTATES and adjoining localities as approved by the existing GHECA. The Community is located in District 4 of Montgomery County, Maryland. This Civic Association shall exist as a non-profit, non-political, non-sectarian organization.

ARTICLE 2 DEFINITIONS

As they are used in these Bylaws, the words defined below shall have no other meaning than that which is set out in this Article, unless otherwise specifically provided for by these Bylaws.
  1. Association - The Good Hope Estates Civic Association, a non-profit, non-political, non-sectarian organization, comprised of the residents of the Good Hope Estates sub-division (District 4, Montgomery Co., MD) and adjoining localities as approved by the existing GHECA and as defined in the Articles of Incorporation (filed in Montgomery County, Maryland) and an addendum dated December 6, 1984.
  2. Member - Any household for which an annual membership fee has been paid.
  3. Executive Committee -This body will be comprised of the president, vice president, secretary, treasurer and web master/post master duly elected by the membership.
  4. Steering Committee -This group will be comprised of no more than 9 duly elected Association members. They will serve in an advisory capacity to the Executive Board.
  5. The Board -The Board will be comprised of the Executive Committee and the Steering Committee.

ARTICLE 3 MEMBERSHIP AND VOTING

  1. Membership in this Association shall be open to all residents of the sub-division known as Good Hope Estates (and adjoining localities as approved by the existing GHECA) as defined in the Articles of Incorporation.
  2. All members of this Association will be required to pay annual dues. The amount of annual dues for the following year shall be included in the budget recommended by the Board for approval at the fall membership meeting.
  3. Each household shall have a maximum of 2 voting members older than 18 years of age.
  4. Membership dues shall be payable each September and shall be non-refundable. Dues will not be prorated if paid at other times of the year.

ARTICLE 4 MEETINGS

  1. The Board will hold regularly scheduled meetings to review issues important to the community.
  2. The Association will hold 2 general membership meetings annually---fall and spring. The President shall call additional, special meetings as requested or deemed necessary.
  3. The time, specific date and place of each meeting shall be designated by the President. Notice of each meeting will be sent to all members of the Association via email (if known) and/or by flyer or newsletter at least 7 days prior to the meeting. Signs announcing the meeting will be placed at various locations throughout the community at least 5 days prior to the meeting.
  4. For voting purposes, at least 5 percent (5%) of the member households need to be present to constitute a quorum at any meeting of the Association.
  5. The meetings shall be open to all residents of Good Hope Estates and adjoining localities that have been approved for membership.
  6. Meetings will follow a pre-determined agenda set forth by the Board.
  7. When votes are to be taken, a motion will be presented, followed by a second. The motion may then be discussed. When the "question is called", the vote will be taken by a show of hands and the majority rules. In some circumstances, a written ballot may be used. Only members of the Association may vote.

ARTICLE 5 OFFICERS, SELECTIONS, AND COMMITTEES

  1. The Officers of the Association shall be President, Vice President, Secretary, Treasurer, and Web Master/Post Master elected for a term of one year by the members of the Association at the spring meeting. They will comprise the Executive Committee. The Officers must be members of the Association. The term of office shall be from the spring meeting of one year to the spring meeting of the following year.
  2. Prior to the spring meeting, a request will be sent out to the community for volunteers willing to serve as members of the Executive and Steering Committees. The residents who volunteer must be members of the Association The current Board will compile a slate of Officers and Steering Committee members who will be presented and voted on at the spring meeting. Any member may make a nomination from the floor provided the consent of the nominee has been obtained prior to the meeting and the nominee is a member of the Association.
  3. If the positions of Vice President, Treasurer or Secretary become vacant, the President will appoint a replacement from the current Board to serve the duration of the term. This person must have the approval of the Executive Committee and Steering Committees.
  4. A Steering Committee comprising no more than 9 additional members will be elected to serve.
  5. The Board will be comprised of the Executive Committee and the Steering Committee. The Board shall meet prior to the regular membership meetings to prepare the agenda.
  6. Special Positions -The Board shall appoint from among its members the following:
    1. A membership chairperson will receive from the Treasurer, the membership forms which will be used to update and maintain a current roster. As the roster is updated it will be sent to the Webmaster.
    2. A community events chairperson will oversee the 4th of July and yard sale events. Co-chairpersons for these events may be selected from outside the Board
      1. The 4th of July co-chair will serve as the contact for the organization for the annual 4th of July event. This includes organizing the parade, entertainment, food, securing the necessmy permit for closing the streets for the duration of the parade and contacting the Webmaster to email a reminder to the community. S/he will also post signs throughout the community announcing the event.
      2. The yard sale co-chair will submit an ad to the Gazette newspaper, arrange for the placement of the banner and signs announcing the event (at least 6 days prior to the event), post flyers at local businesses and contact the Webmaster to email a reminder to the community.
    3. The newsletter chairperson will be responsible for writing, printing and arranging for the distribution of the newsletter to the community.
    4. The neighborhood watch representative shall act as the liaison between the community and the police department to promote neighborhood safety.
    5. Ad hoc committees shall be appointed as necessary.

ARTICLE 6 DUTIES OF OFFICERS

The duties of the Officers of the Association are defined herein.
  1. Duties of the President
    1. The President shall preside at all regular and special meetings of the Association.
    2. The President shall serve as the contact for other community agencies and the press.
    3. The President shall serve as a non-voting advisor to the Officers elected for the following year.
    4. The president shall call and preside at regularly scheduled meetings of the Board.
  2. Duties of the Vice President
    1. The Vice President shall preside at all regular and special meetings with the President and in the absence of the President.
    2. The Vice President shall coordinate efforts related to the interests of the members of the Association.
    3. The Vice President shall ascend to the office of President (for the duration of the current term) in the event that the office of President becomes vacant.
  3. Duties of the Secretary
    1. The Secretary shall record the minutes of all Board meetings and general membership meetings. The minutes will be distributed to the Board members for their approval as soon as possible following the meeting. The president will appoint a Board member to assume this duty in the event the secretary is absent
    2. The Secretary shall insure that the list of candidates for the Executive and Steering committees are members in good standing (they have paid their dues) and that the names of the candidates are published with the scheduled meeting notice and agenda.
    3. The Secretary shall maintain a file of all Association correspondence and records.
  4. Duties of the Treasurer
    1. The Treasurer shall receive all monies collected from the Association as dues and from other sources and shall be responsible for their safekeeping in a bank account (with an FDIC insured bank), in the name of the Association.
    2. The Treasurer shall keep an accurate written account of all income, expenditures and funds such that a running financial account of the Association treasury may be known at all times.
    3. The Treasurer will forward to the membership chairperson all new and renewed membership forms.
    4. The outgoing Treasurer shall prepare a balance sheet and summary of income and expenditures for presentation at the spring meeting AND for inclusion on the Association web page. The document shall be included with the notice of the meeting and shall be available for distribution at that meeting.
    5. The Treasurer will prepare a written account of income and expenditures to be included in each Newsletter and/or on the Association webpage.
  5. Duties of the Web/Postmaster
    1. The Web Master will maintain the community web page at www.gheca.org.
    2. The Postmaster will send out emails to residents on the GHECA roster. Emails will be approved by one other Executive Board member and will adhere to the guidelines established by the Board for email distribution.
  6. Termination of Office
    1. A member of the Board may be asked to resign if s/he misses more than two Board meetings (during the year) and/or fails to respond to email queries on a regular basis without just cause (illness, travel, etc.)
    2. The President or the Vice-President may initiate this action with the approval of the rest of the Board.

ARTICLE 7 BUDGET APPROVAL

The yearly budget will be approved as follows:
  1. The Treasurer will present a proposed budget to the Board prior to the fall meeting. This budget will be based on expenditures incurred the previous year.
  2. The Board will give preliminary approval to the budget prior to the fall meeting.
  3. The proposed budget will be used to establish the dues required for that fiscal year.
  4. The proposed budget shall require a majority vote of the members present at the fall general meeting.

ARTICLE 6 FISCAL YEAR

  1. The fiscal year of the Association will begin September Ist and end on August 31st of the following year.

ARTICLE 9 AMENDMENTS

  1. Amendments to these bylaws may be proposed by a member in good standing of the Association through a letter to the Executive Board Any such proposal shall be studied by the entire Board.
  2. Proposed amendments will be circulated prior to the next general membership meeting and voted on at that meeting. A 2/3 (two-thirds) majority of eligible members at the meeting must approve the amendment
  3. If approved, the amendment will become effective as of that meeting.

ARTICLE 10 MISCELLANEOUS

  1. Invalidity - In the event one or more provisions in these Bylaws becomes obsolete or otherwise unenforceable, the remainder of the Bylaws shall remain in full force and effect.
  2. Waiver -No provision of these Bylaws shall be considered cancelled, repealed or waived by reason of failure to comply with the intent of that provision.

MAJOR CHANGES FROM 1998 BYLAWS TO 2008 BYLAWS

ARTICLE 1 - NAME AND PURPOSE
  • No major changes.
ARTICLE 2 - DEFINITIONS
  • Adds definitions for Executive and Steering committees and the Board.
ARTICLE 3-MEMBERSHIP AND VOTING
  • The amount of the dues for the following year will be included in the proposed budget. Dues will not be prorated if paid at other times of the year.
ARTICLE 4 -MEETINGS
  • Two (2) annual meetings will be held instead of three (3).
  • Notification of meetings will be made in a timely manner by mail/email/street signs.
  • Robert's Rules of Order omitted. Voting will occur after a motion is made and seconded followed by discussion until the "question is called." The majority of the quorum present will carry the motion.
ARTICLE 5 -OFFICERS, SELECTIONS AND COMMITTEES
  • Officers of the Association will also include the Web Master/Post Master.
  • Sets out procedure for determining nominations. Nominees must be members of the Association. Any nomination from the floor needs prior consent of the person nominated. The person must be a member of the Association.
  • Changes the number of member on the Steering Committee from 4 to 9.
  • Changes "social committee chairperson" to "community events chairperson"-with 2 co-chairs for the Yard Sale and 4th of July events.
  • Deletes Legislative committee.
ARTICLE 6 - DUTIES OF OFFICERS
  • Clarifies duties of the officers including Web/Postmaster. Adds procedure for removing inactive Board members.
ARTICLE 7 - BUDGET APPROVAL
  • Budget to be based on the previous year's expenditures.
ARTICLE 8-FISCAL YEAR
  • No major change
ARTICLE 9 - AMENDMENTS
  • New article sets out procedures for adding amendments to bylaws.
ARTICLE 10 - MISCELLANEOUS
  • New article keeps bylaws intact and enforceable given changes in circumstances.
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