ASHFORD PARK CIVIC ASSOCIATION

BY-LAWS
(January 1997)

ARTICLE I – OBJECTIVES

The objectives of the Ashford Park Civic Association (the “Association”) shall be:

A.                 To improve, strengthen and preserve the area principally for single-family residential use;

B.                  To foster communication between residents of the Ashford Park Area;

C.                 To encourage the development of facilities or activities required for the support of the Ashford Park Area;

D.                 To maintain liaison with governing bodies so as to influence decision-making and remain alert to courses of action that are of inherent concern to the residents of the Ashford Park Area;

E.                  To inform the resident of the Ashford Park Area of cogent community problems;

F.                  To foster the growth of the Neighborhood Watch; and

G.                 To promote the general welfare of the community, to preserve and enhance the heritage enjoyed by residents of the Ashford Park Area in the present and for the future.

ARTICLE II – DEFINITIONS

The “Ashford Park Area” shall refer to the area bordered by: Peachtree Road between Redding Road and Dresden Drive; Dresden Drive between Peachtree Road and Skyland Drive; Skyland Drive between Dresden Drive and Eighth Street; and Eight Street between Skyland Drive and Caldwell Road, including Parkridge Crescent.  The Ashford Park Area is shown specifically in map attached to these by-laws.

ARTICLE III – MEMBERSHIP

Section 1: Categories

A.                 Standard membership in the Association shall be open to all adults, individuals or families who reside in the Ashford Park Area.

B.                  Organizational membership shall be open to all institutions or organizations located within the Ashford Park Area.

Section 2: Obligations

A.                 Members shall pay the annual dues of the Association.  Dues are to be set each year for the next year, by a vote of the membership at the first annual meeting.  The membership period shall correspond to the calendar year.

B.                  Members shall endeavor to support the Association by participating in the meetings and activities it sponsors.

C.                 Members shall have prior approval of the Board of Executive Committee before acting as a spokesperson for the Association.

Section 3: Privileges

Each member of the Association:

1.     Shall be eligible to vote, with each member category having one vote;

2.     Shall be eligible to hold office;

3.     Shall have reasonable access to review the records and financial statements of the Association;

4.     Shall be eligible to attend all general membership meetings;

5.     Shall be eligible to attend all board and/or committee meetings of the Association as a non-voting observer;

6.     Shall be eligible to participate in all the activities and benefit from any of the special programs of the Association;

7.     Shall be eligible to register his address with the Association and acknowledge that it be listed in the Association “phone book;” and

8.     Shall receive the Association newsletter.

ARTICLE IV – OFFICERS AND DUTIES

Section 1: Officers

The officers of the Association shall be a President, a Vice-President, a Secretary and a Treasurer.

Section 2: Duties

A.                 The President, with the assistance of the Steering Committee and membership

1        Shall direct and coordinate the program and activities of the Association;

2        Shall preside at all general membership meetings, steering committee meetings and Executive Committee meetings of the Association;

3        Shall call special meetings when necessary, or when requested in writing to do so by five Members of the Association;

4        Shall be responsible for preserving the archive records of the Association with the assistance of the Secretary and Treasurer;

5        Shall see that the Association adheres to the by-laws;

6        Shall represent the Association as the principal spokesperson;

7        Shall serve as the head of the Executive Committee;

8        Shall sign all official documents, contracts, or correspondence necessary to carry out the business of the Association; and

9        Shall perform such other duties as deemed necessary by the Steering Committee.

B.                  The Vice-President:

1        Shall be the coordinator and liaison to the Steering Committee;

2        Shall see that the Steering Committee members receive annual training as to their duties;

3        Shall serve as a member of the Executive Committee

4        Shall be responsible for coordination of membership committees or activities including recruiting new members and renewing active members; and

5        Shall, in the absence of the President, preside at Executive Committee, Steering Committee or general membership meetings.

C.                 The Secretary:

1        Shall be responsible for communication within the Association, from the Association to other residents of the Ashford Park Area and from the Association to the general public;

2        Shall record and preserve the minutes of all regular and special meetings of the Association and Executive Committee;

3        Shall see that copies of the minutes are available for review by the membership at all general membership meetings;

4        Shall be responsible for accurate maintenance of membership files;

5        Shall serve as a member of the Executive Committee.

D.                 The Treasurer:

1        Shall collect all funds of the Association and deposit said funds in a federally insured banking institution chosen by the Executive Committee;

2        Shall maintain and preserve the financial records for the Association;

3        Shall disperse all funds according to an annual budget approved by the Executive Committee;

4        Shall sign all checks;

5        Shall serve as a member of the Executive Committee.

6        Shall submit periodic financial statements at Executive Committee meetings; and

7        Shall submit to the membership of the Association an annual financial report.

Section 3: Compensation

As compensation for their service, Officers of the Association shall not be required to pay annual membership dues during their term in office.

ARTICLE V – ADVISORY COMMITTEE (Amended 1997)

Section 1:          Must be past officers of the Ashford Park Civic Association

A.                 Past Officers of the APCA are automatically eligible to serve on the Advisory Committee if they wish and if they still live in Ashford Park;

B.                  The Advisory Committee responsibilities are to serve as an advisory board to the Executive Committee on such matters as policy, by-laws, APCA history, and conduct.

Section 2:          Duties

A.                 Each Advisory Committee member shall have one vote in the Executive Committee;

B.                  Shall be willing to assist the Executive Committee and membership in the organization, planning and any other duties necessary for membership meetings and functions;

C.                 Shall meet quarterly with the Executive Committee if deemed necessary by the Advisory Committee or the Executive Committee;

D.                 Shall have at least one Advisory Committee member on all signature cards for any financial institutions that do business with the APCA;

ARTICLE VI – COMMITTEES AND DUTIES

Section 1: Steering Committee

The members of the Steering Committee shall be two members in good standing from each street within the Ashford Park Area.  Each member of the Steering Committee:

1                    Shall be responsible for informing new residents of the Ashford Park Area about the Association, its membership requirements, obligations and dues;

2                    Shall be responsible for notifying the Secretary of the Association of new residents;

3                    Shall meet quarterly with the Executive Committee;

4                    Shall be willing to assist the Executive Committee and membership in the organization, planning and any other duties necessary for membership meetings and functions.

Section 2: Nominating Committee

The nominating committee shall be responsible to the President, although the President may not be a member of this committee.   It shall be in charge of the annual nomination process. The committee shall consist of three to five members appointed by the President and shall automatically dissolve at the end of the annual elections.

Section 3: Special Committees or Task Forces

By Majority vote, the Executive Committee may form special committees or task forces, should the need arise to accomplish specific goals of the Association.  Special committees shall automatically be inactivated at the end of the calendar year in which they are created unless reappointed by the Executive Committee.

ARTICLE VII – MEETINGS

Section 1: General Membership

A     There shall be at least one annual general membership meeting

B     Additional meetings may be called by the President of the Association.

Section 2: Executive committee Meetings

A     The Executive Committee shall meet bi-monthly unless additional meetings are deemed unnecessary by the President

B        A special meeting may be called by the President when necessary or when requested in writing by two members of the Executive Committee

Section 3: Notification of Meetings

A     Notification of General Membership meetings shall be made in writing in the newsletter and by signage posted on each street corner entering the boundaries of the Ashford Park Area.

ARTICLE VIII – VOTING

A     Voting at Executive Committee meetings and general membership meetings shall be by vote of the majority of those members present at the meeting when the vote is taken.

B     Each member shall be entitled to one vote.

C        A vote may be taken at any general membership meeting provided there is a quorum at the meeting.  A quorum shall consist of twenty-five percent of the members of the Association.

D     Voting shall be by voice vote.  Contested positions can be voted on by ballot.

E     There shall be no vote by proxy.

ARTICLE IX – ELECTIONS AND TERMS OF OFFICE

Section 1: Nominating and Election Process

A     Election of officers shall normally take place at the Fall General Membership Meeting by a majority of the members present.

B     The Nominating Committee shall:

1                    Begin the nominating process well before the date of the Annual Meeting by publishing in the APCA newsletter and/or other appropriate media an invitation and a deadline for members to recommend candidates for officers and directors

2                    Inform each nominee of the duties of the office for which they are nominated;

3                    Insure that each nominee has a copy of the Association by-laws; and

4                    Publish a formal slate of candidates at least ten days before the Annual Meeting.  Additional nominations may be made from the floor at the Annual Meeting.

Section 2: Terms of Office

A          President
The President is elected at the Fall General Membership Meeting.  The term of office shall be the calendar year with the time period between the Fall General Membership Meeting elections and the beginning of the next calendar year as a transition period between officers.  Each person elected to serve as President of the Association shall continue in office for two years and shall be ineligible to serve in that office for more than two consecutive terms.

(Amended 1997)     1.     Shall be eligible to serve in that office more than two consecutive terms.

(Amended 1997)     2.     Term shall be for one year.

B          Vice-President
The Vice-President is elected at the Fall General Membership Meeting.  The term of office shall be the calendar year with the time period between the Fall General Membership Meeting elections and the beginning of the next calendar year as a transition period between officers.  Each person elected to serve as Vice-President shall continue in office for two years, with the exception of the first Vice-President of the Association who shall serve a one-year term, and shall be ineligible to serve in that office for more than two consecutive terms.

(Amended 1997)     1.     Shall be eligible to serve in that office more than two consecutive terms.

(Amended 1997)     2.     Term shall be for one year.

C          Secretary
The secretary is elected at the Fall General Membership Meeting. The term of office shall be the calendar year with the time period between the Fall General Membership Meeting elections and the beginning of the next calendar year as a transition period between officers.  Each person elected to serve as Secretary of the Association shall continue in office for two years and shall be ineligible to serve in that office for more than two consecutive terms.

(Amended 1997)     1.     Shall be eligible to serve in that office more than two consecutive terms.

(Amended 1997)     2.     Term shall be for one year.

D          Treasurer
The Treasurer is elected at the Fall General Membership Meeting.  The term of office shall be the calendar year with the time period between the Fall General Membership Meeting elections and the beginning of the next calendar year as a transition period between officers.  Each person elected to serve as Treasurer shall continue in office for two years, with the exception of the first Treasurer of the Association who shall serve a one-year term, and shall be ineligible to serve in that office for more than two consecutive terms.

(Amended 1997)     1.     Shall be eligible to serve in that office more than two consecutive terms.

(Amended 1997)     2.     Term shall be for one year.

E          Steering Committee Members
The Steering Committee Members are elected at the general membership and normally serve for one year.  There shall be no limit as to the number of terms served.

F        Terms of office for the Executive Committee shall be so scheduled that only one-half of the committee shall have terms which expire at the same time. (Amended 1997) – see Section 2: Terms of Office for all four officers.

Section 4: Vacancy

In case of a vacancy of an officer (except President) or a Steering Committee member, the Executive Committee may fill the position by a three-fourths majority vote of the membership of the Executive Committee, all members being present.

Section 5: Removal of Officers

Removal of an officer for cause shall occur upon the majority vote of a quorum of the membership.

ARTICLE X – FISCAL YEAR

The Association shall operate on a fiscal year corresponding to the calendar year.

ARTICLE XI – CHANGES IN BY-LAWS

By-laws can be adopted, amended or repealed by a majority vote of the members present at a general membership meeting of the Association for which written notice of the proposed changes and of the meeting has been distributed to the membership ten days in advance.