By-Laws Of The Lanark Village Association, Incorporated
ARTICLE 1
SECTION A: MEETINGS: The meetings of The Lanark Village Association, Incorporated will be held at 7:00 pm on the first Monday of each month, excluding May, June, July, August and September. A quorum for the association regular or special meeting shall consist of the presence of twenty-five (25) or more persons of full membership. The meeting of the Board of Governors shal be held monthly at a time and place designated by the Chairman of The Board of Governors. A quorum for the Board of Governors meeting shall consist of the presence of five (5) members of the board.
SECTION B: PLACE:The Association meetings shall be held at Chillas Hall, Lanark Village, Florida.
SECTION C: MEMBERSHIP DONATION: Subject to the budget needs of the association and subject to change by vote of the membership, the donation for full and associate membership in The Lanark Village Association, Incorporated shall be $10.00 per year per person.
ARTICLE II
SECTION A: GENERAL STATEMENT OF RESPONSIBLITY: Except as noted herinafter, the responsibility for the conduct of the business and administrative affairs of The Lanark Village Association, Incorporated shall be vested in the Board of Governors.
SECTION B: MEMBERSHIP OF THE BOARD OF GOVERNORS: The members of the Board of Governors shall be elected by a majority vote of the members present at the December meeting by a voice vote. If there is a close contest, however, then a secret ballot will be used. Nominating Committee shall be appointed at the October meeting, two by the Board of Governors and three from the floor.
SECTION C: TERM OF OFFICE:
The term of office is one year, beginning January 1st, for the Secretary and Treasurer, and three (3) years for the five (5) Governors (except for the year the rotation system is established, when one Governor shall be elected for one year, one for two years, and one for three years). There is not limit to the number of terms one may serve.
SECTION D: RECALL: Recall of any member of the Board of Governors shall be for cause as judged by the Board of Governors and shall be submitted to the Association membership for final determination.
SECTION E: VACANCIES: Vacancies created by resignation, death, or for any other reason, shall be filled by the Board of Governors for the un-expired term or until the next regular election.
SECTION F: DUTIES OF THE BOARD OF GOVERNORS AND OFFICERS
- 1. As indicated perviously, the business and administrative affairs of The Lanark Village Association, Incorporated shall be the responsibility of the Board of Governors
- 2. The Board of Governors shall hold monthly meetings, and shall include but not be limited to action on the following activities:
- A. Elect a Chairman of the Board at the first board meeting following the December elections.
- B. Conduct the every day business of the Association.
- C. Establish policies and formulate plans pursuant to the aims of the Associatio for presentation to the membership at large.
- 1. These policies and plans shall be recorded separately from the board meeting minutes.
- D. Appoint a membership secretary whose duties will include:
- 1. Collect the yearly membership donations from full and associate members and present them to the treasurer.
- 2. Recruit new members, collect their donations, and present the new members to the Association.
- 3. Maintain a roster of membership for full and associate members.
- E. Appoint a property manager who's duties will include:
- 1. Provide maintenance for all Association owned or leased prooperty.
- 2. Provide for the upkeep of all gounds and open areas of the Village for which the Association, from time to time, accepts responsibility.
- 3. Determine needs and provide for village safety requirements, ie, street lights, gas leaks, etc.
- 4. Maintain liaison with County and State Agencies with maintenance responsibilities, to assure proper road repair, and replacement, ditches and culvert maintenance, etc.
- F. Select members for special assignment as needed.
- G. Arrange to have the financial records audited annually by qualified non-board member.
- 3. The Chairman of the Board of Governors shall:
- A. Conduct the meetings of the Association and the Board of Governors.
- B. Assure the coordination of the work of all the Board of Governors.
- 4. The Secretary shall:
- A. Maintain an official list of the Association Board of Governors, Officers, Committee Chairpersons and members of committees.
- B. Conduct a roll call of officers and governors at the monthly meetings.
- C. Record the minutes at Association monthly meetings and read them at the succeeding meeting.
- D. Perform general secretarial duties for the Association; i.e., to record minutes of the Board of Governors, receive correspondence addressed to the Association, reply to it as necessary and keep it in permanent record.
- 5. The Treasurer shall:
- A. Handle all financial affairs of the Association.
- B. Keep and store financial records.
- C. Make monthly financial reports to the Association.
- D. Prepare a yearly budget and submit it to the Board of Governors for approval and to the membership for final approval.
- E. Accept Donations.
- F. Require two (2) signatures on all Association checks.
SECTION G: USE OF ASSOCIATION FACILITIES:
- 1. Assure that the facilities of The Lanark Village Association, Incorporated are made available to all authorized groups and members of the Association.:
- The presently authorized groups are:
- The Lanark Village Boat Club, Inc.
- The Lanark Village Travelers, Inc.
- The Golf Club
- The Hobby Club
- The Wandering Star Quilters
- The Lanark Village Suveillance.
- The St. James - Lanark Volunteer Fire Department.
The Board of Governors may from time to time, authorize others.
SECTION H: MEMBERSHIP PRIVILEGES:
- 1. The privileges of full membership are:
- A. Use of the facilities of the Association
- B. Participate in voting in all matters on concern that are placed before the membership at regular meetings.
- C. Attendance at all Association activities when a donation is requested by showing a membership card and making the suggested donation.
- D. Election to office in The Lanark Village Association, Incorporated, if you have been a full member in good standing for a minimum of one year.
- E. Appointment to committees.
- F. Be included on the mailing list of the newsletter.
- 2. The privileges of Associate membership are:
- A. Any non-resident may become an Associate member by making the membership donation as set out in Article I, Section C of the by-laws.
- B. Attendance at all Association activities when a donation is requested by showing an Associate membership card and making the suggested donation.
- C. May attend regular meetings as a non-voting attendee and make sugestions and present ideas.
- D. Be included on the mailing list of the newsletter.
SECTION I: AMENDMENTS:
Proposed amendments to the By-Laws and amendments to the Constitution shall be presented in writing and read at any regular or special meeting of The Lanark Village Association, Incorporated. Action shall be postponed until the next regular meeting. Approval of amendments requires a two-third (2/3) vote of the voting members present. (A minimum of twenty-five (25) members constitutes a quorum)
SECTION J: PARLIMENTARY PROCEDURES: Roberts Rules of Order shall govern except where specified in these constitutions and by-laws.
SECTION L: PETTY CASH: Petty cash expenditures shall be limited to $500.00 without prior approval of the Association membership in a regular monthly meeting.
SECTION K: AGENDA: The agenda of the regular membership meeting shall be:
- Invocation
- Salute to the flag
- Welcome to new members and guests
- Roll Call of the Board of Governors
- Secretarys reading of the minutes from the previous meeting.
- Treasurer's Report
- Committee Reports
- Old Business
- New Business
- Adjournment.
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