By-Laws

BY-LAWS

BURGUNDY CITIZENS’ ASSOCIATION (BCA)

 

Proposed: September 1995
Adopted: October 30, 1995
Amended: October 28, 1996
Amended: TBD
Revised: March 27, 2006
Amended: August 27, 2007
Amended November 29, 2010
Amended November 18, 2013

ARTICLE I – Name

The name of this organization shall be the Burgundy Citizens’ Association, hereinafter referred to as the BCA.

ARTICLE II – Policies, OBJECTIVES, and PURPOSES

SECTION 1.  The BCA shall be strictly non-partisan, non-political, non-sectarian, and non-discriminatory.

SECTION 2.  The purposes and objectives of the BCA shall be:

  1. To provide an organized forum to identify, report, and take action (if necessary) on issues that affect the civic and general welfare of Burgundy Village and the surrounding areas.
  2. To further the exchange of information and ideas pertinent to making Burgundy Village and the surrounding area a better place to live and to disseminate the information, ideas, and the activities of the BCA to the community.
  3. To represent Burgundy Village, when appropriate, before pertinent legislative bodies, government agencies, and other civic and community organizations.
  4. To promote and encourage the well-being and safety of all who reside within Burgundy Village and surrounding areas.

ARTICLE III – Area

The interests and the boundaries of the Burgundy Citizens’ Association (referred to as “Burgundy Village” in this document) shall encompass Burgundy Road, Chapin Avenue, Hatcher Street, Jacobsen Place, South Quaker Lane, Tremont Drive, Tremont Court, Tennessee Drive, Palin Place, Norton Road, Kendall Place, Kings Cross Road, Queens Gate Court, East Drive, 3000 through 4000 blocks of Elmwood Drive, Eleanor Court, Campbell Drive, Dona Ave, Burgundy Place, Hill Court, Linnean Street, Keota Street, Janelle Street, Halwis Street, Elmwood Towne Way, and any other new streets generally within the area defined above. (A map of the area is shown in Figure 1).

ARTICLE IV – Membership

SECTION 1.  Membership in the BCA shall consist of those persons 18 years of age or older residing in the areas defined in Article III and individual non-resident property owners who have paid their annual membership dues. Members shall be eligible to vote on matters before the BCA.

SECTION 2.  ASSOCIATE MEMBERSHIP. Persons not eligible to become a BCA member may join as an Associate Member with payment of the annual dues.   Associate Members are not entitled to vote on matters before the BCA.

Associate members may be granted membership on a case-by-case basis based on ties to the community or common interests with the BCA. Criteria for granting membership shall be proposed by the Executive Board, approved by vote of the membership, and reviewed annually. Membership may also be granted by vote of the membership. Memberships granted this way shall not exceed 20% of the total membership of the BCA.

SECTION 3.  The annual membership dues will be reviewed annually by the Executive Board. Any proposed changes must be approved at a regular or special BCA meeting. All memberships expire at the end of the calendar year.

ARTICLE V – Finances.

SECTION 1.  Financial obligations shall be incurred in the name of the BCA only with prior approval as specified below.

  1. $250 or less, or up to $350 for printing the Burgundy Citizen newsletter: must be approved by 1) the President; 2) majority vote of the Executive Board in the absence of the President, or 3) majority of members present at a regular or special meeting of the BCA.
  2. Over $250 to $1000: Must be approved by majority of members present at a regular or special meeting of the BCA. The vote must be announced on sandwich board signs. If feasible, the vote on the expense should be announced in the Burgundy Citizen newsletter at least 14 days prior to the meeting.
  3. Over $1000: Must be approved by a majority of members present at a regular or special meeting of the BCA. The vote must be announced in a regular or special edition of the Burgundy Citizen newsletter at least 21 days prior to the meeting.

SECTION 2.  BCA funds will be deposited to an account in the name of the BCA at a local bank. A petty cash fund not to exceed $50 may be held at the discretion of the Treasurer.

SECTION 3.  No financial obligation shall be incurred in the name of the BCA in excess of the funds available in the Treasury.

ARTICLE VI – Organization

SECTION 1.  There shall be an Executive Board which includes a President, First Vice President, Second Vice President, Secretary, and Treasurer. All officers shall serve for a term of one year and no officer shall serve in the same capacity for more than four consecutive terms.

SECTION 2.  The Executive Board shall consist of the elected Officers. The Executive Board is authorized to act, within the purposes and intent of these By-Laws, on all ordinary business of the BCA and upon urgent matters requiring action before a scheduled general membership meeting can be called. Action can only be taken by an affirmative majority vote of the Board. The Executive Board is authorized to adopt its own procedures. The Board shall report on their activities and action at each scheduled BCA meeting.

SECTION 3.  In the event that a vacancy occurs on the Executive Board, the remaining members of the Board shall elect a replacement from the general membership to serve the unexpired portion of that term. This will be approved by a majority of members present at the next BCA meeting.

SECTION 4.  Committees shall be formed as required to implement the Policies, Objectives, and Purposes of the BCA at the President’s discretion.

ARTICLE VII – Duties and Responsibilities of officers

SECTION 1.  PRESIDENT. The President shall be the chief executive of the BCA and shall preside at all meetings and act as the Chairman of the Executive Board. The President shall cast a deciding vote in case of ties. The President shall sign or authorize all official acts and orders necessary to carry out the will of the BCA. The President appoints committees as required and generally manages the activities necessary to carry out the Policies, Objectives, Purposes and the will of the BCA.

SECTION 2.  FIRST VICE PRESIDENT. The first Vice President assists the President and the Second Vice President when necessary.   He/she will take on assignments as requested by the President. The First Vice President shall substitute for the President in his/her absence.

SECTION 3.  SECOND VICE PRESIDENT. The second Vice President assists the President and the First Vice President. He/she will take on assignments as requested by the President. The Second Vice President shall substitute for the President in the absence of the President and the First Vice President.

SECTION 4.  SECRETARY. The Secretary prepares the minutes of all meetings and shall keep correct and complete records of all proceedings. The Secretary shall maintain a roll of members and guests present at each regular and special meeting of the BCA. The Secretary also keeps the members aware of all scheduled meetings of both the BCA and the Executive Board. The Secretary shall assist the President with BCA-related correspondence.

SECTION 5.  TREASURER. The Treasurer shall be responsible for the receipt and disbursement of all BCA funds. The Treasurer shall keep an accurate record and shall disburse authorized payments. All disbursements shall be supported by an itemized invoice or receipt. The Treasurer shall submit a financial report at each regular BCA meeting. The Treasurer’s financial records are subject to an audit at the discretion of the Executive Board.

SECTION 6.  IMPEACHMENT. Any elected officer may be impeached by majority vote of the remainder of the Executive Board or written petition of 25% of the BCA membership. The officer may be removed from office by a majority vote of the membership after a hearing upon the impeachment charge.

SECTION 7.  ABSENCE. Absence of an officer from two consecutive Executive Board meetings or regular BCA meetings without a valid excuse shall be considered a resignation from the Executive Board.

SECTION 8.  COMPENSATION. No officer shall receive compensation for services rendered to the BCA, but will be reimbursed reasonable and actual expenses incurred in the performance of duties and responsibilities.

ARTICLE VIII – Election of Officers

SECTION 1.  Candidates must be members or associate members of the BCA. If a candidate is an associate member at the time of the election, this status shall be disclosed. Election to office shall convert the candidate to member status for the duration of the term of office.

SECTION 2.  The annual election of Officers shall take place at the regularly scheduled meeting in March. The President shall appoint a Nominating Committee during the January BCA meeting.

SECTION 3.  The Nominating Committee shall be comprised of no less than three members and no more than five, no more than two of whom may be a member of the Executive Board. At the February BCA meeting, the Nominating Committee shall present a slate containing at least one qualified candidate who is willing to serve in each elected office. The slate will be published in a regular or special edition of the Burgundy Citizen at least 14 days prior to the election.

SECTION 4.  Any BCA Member may also nominate a qualified candidate prior to the election.

SECTION 5.  Election shall be by a majority of members present. In the event of a multi-way race in which no nominee receives a majority vote, the ballot for that office will be repeated with the nominee receiving the fewest votes being eliminated.

SECTION 6.  The transition between old and new officers will occur at adjournment of the meeting during which the election was held.

ARTICLE IX – Appointed positions

SECTION 1.  REPRESENTATIVES. The President, with concurrence of a majority of the Executive Board will appoint BCA members as primary and alternate representatives to governmental and civic organizations. These may include, but are not limited to, the following:

  1. Lee District Land Use and Transportation Committee
  2. Lee District Association of Civic Organizations
  3. Franconia District Citizens Advisory Committee

Representatives are free to exercise their duties and powers as representatives as they view in the best interests of Burgundy Village unless instructed on a specific matter by the Executive Board or a vote of the Membership.

SECTION 2.  Newsletter eDITOR AND sTAFF. The “Burgundy Citizen” newsletter shall be comprised of an editor and staff approved by the Executive Board, and shall publish and circulate the newsletter in a timely manner at least four (4) to six (6) times a year.

SECTION 3.  NEWSLETTER distribution chairperson. The Distribution Chairperson coordinates distribution of the Burgundy Citizen and any other newsletter or bulletins pertaining to the Community. It shall be his/her responsibility to get the information to the designated printing facility, and to have designated Zone Representatives who will deliver the materials in a timely manner.

SECTION 4.  Any appointed position may be terminated by a majority vote of the Executive Board.

ARTICLE X – Meetings

SECTION 1.  Regular meetings of the BCA shall be held on the last Monday of every month unless notified in advance by the President or Executive Board that the meeting is rescheduled or canceled. Meetings in July and December may be canceled if there are no community issues requiring immediate attention.

SECTION 2.  Special meetings may be called at the discretion of the President, majority vote of the Executive Board, or at the written request of 25% of the BCA membership. Notification of the Special Meeting shall be made to the membership through Burgundy Citizen and/or sandwich board signs. Only such business as is contained in the notification to the members shall be discussed and acted upon at the special meeting.

SECTION 3.  The Executive Board shall meet at the call of the President or First Vice President.

SECTION 4.  PROCEDURE.  Robert’s Rule of Order, revised, shall be the parliamentary guide and shall govern the proceedings of the BCA when not in conflict with the specific provisions of the By-Laws.

SECTION 5.  ORDER OF BUSINESS. The following is the suggested order of business

  1. Registration of members and guests and roll-call of Officers
  2. Reading and approval of minutes of previous meeting
  3. Report of Treasurer
  4. Report of Executive Board
  5. Reading of Communications
  6. Reports of Committees/Center Board
  7. Unfinished Business
  8. New Business
  9. Adjournment

SECTION 6.  QUORUM.   The presence of 10% of the members or 10 members (whichever is higher) shall be required to constitute a legal quorum at any regular or special meeting of the BCA. A quorum is required for any voting matter. Proxy or absentee votes may not be used to meet the quorum.

SECTION 7.  VOTING. Each member will have one vote on each matter before the BCA.

SECTION 8.  ADVANCE NOTIFICATION. Unless specified otherwise in these bylaws, a vote on any issue before the BCA may be held during the meeting at which the issue was raised or discussed. At the discretion of the President or majority vote of members present, a vote may be delayed until the next meeting to allow notification of the membership through the Burgundy Citizen and/or sandwich board signs.

SECTION 9.  PROXY AND ABSENTEE VOTING. Proxy and absentee votes are permitted subject to the following conditions:

  1. Requests must be in writing, contain the member’s name, address, and phone number, be signed by the absent Member, and must be submitted to the Executive Board prior to the announced start time of the meeting at which the vote is to be taken.
  2. Proxy voting requests must name a BCA Member who is authorized to cast a vote on his/her behalf. An alternate member may also be named. The primary or alternate member must be present to cast the proxy vote.
  3. No member may serve as a proxy for more than 2 other members.
  4. The names of members voting by absentee or proxy vote will be announced prior to a vote. For proxy votes, the authorized proxy will also be announced.

ARTICLE XI – Amendments and review of bylaws.

SECTION 1. These By-Laws may be amended by a two-thirds vote of a quorum at a regularly scheduled BCA meeting provided that the amendment has been circulated to all members at least 21 days prior to the meeting.

SECTION 2. These By-Laws shall be reviewed by a committee every two-three years and their recommendations brought before a BCA meeting for discussion and voted on in accordance with Section 1 of this Article.

SECTION 3. A copy of the By-Laws shall be given each year to the newly elected Executive Board members, any person appointed to a position, all new members, and any member who requests a copy.

SECTION 4. A file shall be kept on the By-Laws by the Secretary and/or the President of the BCA so its history can be known. This folder should be passed to the succeeding BCA officers.

 

Figure 1:  BCA Boundary Map.

Figure 1: BCA Boundary Map.

 

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