Motto: Unity. Together We Can Make It Better‼
THE CONSTITUTION AND BY-LAWS OF COOL SPRING TERRACE CIVIC ASSOCIATION (“CSTCA”) IN ADELPHI, MARYLAND
As the people of Cool Spring Terrace Civic Association (herein after “CSTCA”), residents of the Adelphi neighborhood of Maryland, we hereby agree to abide by the principles, provisions, policies, and terms of this Constitution and By-Laws as enunciated herein.
Article I: NAME
Section 1: This Association shall be called the Cool Spring Terrace Civic Association, herein after as the CSTCA.
Article II: TYPE OF ASSOCIATION
Section 1: The CSTCA shall be a non-profit, volunteer community organization. The CSTCA is a designated 501C(4) organization and is also a registered association with the Maryland- National Capital Park and Planning Commission (M-NCPPC).
Article III: OFFICERS OF THE ASSOCIATION
Section 1: There shall exist the positions of:
b) Vice President
e) Block Captains (12 Block Captains who are Community Leaders)
f ) Past President (limited role)
Section 2: The officers of the Association shall be duly elected as provided in this constitution.
Section 3: The Executive Board shall consist of the President, Vice President, Secretary, and Treasurer. The Past President serves as a non-voting member of the Executive Board.
Section 4: The Officers and Block Captains of the Association assume their roles with the understanding that this is a “volunteer” Association and no compensation will be provided. These roles were established with the utmost interest and general wellbeing of the CSTCA.
Section 5: Every officer shall be responsible and accountable for his/her office.
Article IV: ROLE AND RESPONSIBILITIES OF THE PRESIDENT
Section 1: The President shall be the spokesperson for the CSTCA. No member shall grant interview(s) pertaining to the CSTCA without the prior advice and consent of the Executive Board. Only the President can grant the Board Officers the right to interview regarding the CSTCA.
Section 2: The President shall call, hold, adjourn, and preside over all membership meetings, and all other activities considered essential for the progress and continued course of the CSTCA
Section 3: The President shall execute all policy decisions formulated by the executive committee and approved by a majority at a general membership meeting (quorum).
Section 4: The Past-President shall hold the tie-breaking vote in the executive and general meeting assemblies.
Section 5: The President shall be responsible for ensuring that meetings are timely and fair.
Section 6: The President shall make year-end written progress reports, updating the general membership on matters pertaining to the activities of the CSTCA.
Article V: ROLE AND RESPONSIBILITIES OF THE VICE PRESIDENT
Section 1: The Vice President shall, in the absence of the President, assume all the responsibilities and duties of the President.
Section 2: The Vice President shall preside over the audit committee – which reviews the financial reports, and any other committee formed for the need of a CSTCA action/activity, as designated by the President.
Article VI: ROLE AND RESPONSIBILITIES OF THE SECRETARY
Section 1: The Secretary shall record and read the minutes of all the meetings.
Section 2: The Secretary shall handle the correspondence of the CSTCA.
Section 3: The Secretary shall maintain the official minutes of the CSTCA and turn them over to the President at the end of his / her term.
Article VII: ROLE AND RESPONSIBILITIES OF THE TREASURER
Section 1: The Treasurer shall be in charge of the CSTCA’s funds.
Section 2: The Treasurer shall deposit and withdraw to/from the CSTCA’s bank account all monies and funds on justifiable bases. All withdrawn funds are to be recorded accurately with date, amount, and reasons.
Section 3: The Treasurer shall bring to the attention of the Executive Board, any expense(s) over $100. Any expense in the amount of $100 (one hundred dollars) or more must be voted upon and agreed to by the general membership. A majority vote of those members in attendance (the quorum) at a general membership meeting is necessary for such measures to pass. In the event that time does not allow for a general membership meeting/vote, a majority of the Audit Committee and the Executive Board shall be the deciding vote.
Section 4: The Treasurer shall keep financial records that reflect the bank balance and bank transactions, assets, liabilities, and expenditures of the CSTCA and provide a financial report at each general membership meeting along with a Year-End Report delivered to the general membership. The Treasurer will maintain a list of current paid members of the CSTCA.
Article VIII: ROLE AND RESPONSIBILITIES OF PAST-PRESIDENT
Section 1: Past President shall serve as an advisor to the current Executive Board
Section 2: Past President shall serve as the tie-breaking vote of the Executive Board, if needed.
Section 3: Past-President shall serve as a liaison between the Executive Board and CSTCA Block Captains.
Article IX: ROLES AND RESPONSIBILITIES OF THE BLOCK CAPTAINS
Section 1: Block Captains shall be responsible for informing members of the Association of any matters/issues in their immediate/surrounding area. Block Captains are volunteer positions and serve at the pleasure of the President.
Section 2: Block Captains shall handle the distribution of CSTCA newsletters and flyers to those members within their Block Delivery Area. Block delivery areas are assigned by the Executive Board and a listing of the households shall be delivered to each block captain and included in their distribution flyers for their block area.
Section 3: If at any time a Block Captain is unable to maintain their duties, they must notify the Past President and if possible – suggest a replacement.
Article X: MEMBERSHIP AND ELIGIBILITY
Section 1: A household must be properly and duly registered in the CSTCA to be considered a member.
Section 2: Membership dues must be current. Membership Fee is $10 per household.
Section 3: Membership dues are paid annually to the organization each January. Dues will be determined by the organization each year. Dues increases/decreases must be approved by a majority vote of those members in attendance at a general membership meeting.
Section 4: A member must pay his/her annual dues and other financial obligations owed to the CSTCA by January of each year.
Section 5: Members must reside in the CSTCA area. The boundaries of the CSTCA encompass 26th Avenue, 26th Place, Adelphi Road (8300-8500 block), Cool Spring Road, Cool Spring Lane, Curry Drive, Curry Place, Laverne Drive, Navahoe Street, Osage Street, Osage Terrace, Pawnee Street, Quinn Spring Court, Rambler Drive, Rambler Place, Rambler Court, and Rosette Lane. (list is not all inclusive)
NOTE: Map provided above gives a “general” overview of the area that encompasses the CSTCA. Not all streets within the CSTCA area are shown. For instance, homes included in the CSTCA are situated along a section of Adelphi Road and are not shown on the map above.
Article XI: MEMBERSHIP RIGHTS AND PRIVILEGES
Section 1: A registered member shall be accorded full rights and privileges of the CSTCA, which include:
a) the right to vote
b) the right to hold elective office
c) the right to be delegated and represent the CSTCA by the Executive Board
d) the right to participate in and/or chair on Committees
Article XII: ELECTION OF OFFICERS
Section 1: Every officer of the CSTCA shall be elected by secret ballot.
Section 2: A candidate for office shall be nominated by a member and such a nomination shall be seconded by another member.
Section 3: Any person can nominate himself/herself for office. Such a nomination must be seconded.
Section 4: There shall be different nominations and different balloting for each office.
Section 5: There shall be a maximum of two nominations for each office. However, a candidate for office can run un-opposed.
Section 6: Elections are conducted by members in attendance at a general membership meeting (the quorum) and the majority vote shall carry each office.
Section 7: Any nominee shall have the right to decline a nomination with reason(s).
Section 8: Where there is a tie vote, there will be a runoff election.
Section 9: Elections are conducted every three (3) years and occurs at the December general membership meeting.
Article XIII: TERM OF OFFICE
Section 1: The term of office shall be for a period of three years for each office.
Section 2: No officer shall be elected to more than one office at the same time.
Section 3: New officers shall assume office at the meeting following a general election.
Section 4: Any member that holds one office for two consecutive terms of three years each shall not campaign or be elected to the same office, but is not barred from campaigning for another office.
Section 5: If for any reason an officer position is not filled by nomination/vote, the previous officer may retain said position with the voting and agreement of a majority of the general membership present at a general membership meeting (the quorum). If the nominee agrees, said officer shall retain office for another term.
Section 6: No officer shall hold a term for longer than is advised in this Constitution/Bylaws, (Article XIII, Section 4), unless agreed upon by the General Membership
Article XIV: ELIGIBILITY OF OFFICERS
Section 1: Only members who have satisfied their financial obligations to the CSTCA shall be eligible to run for office.
Section 2: Any member seeking an office shall have maintained at least a six-month membership to the CSTCA and participated on at least one Committee.
Section 3: To hold an elective office, a candidate must have attained the age of 18-years by the date of the said election.
Section 4: The candidate must have resided in the CSTCA neighborhood area for at least a period of six-months.
Article XV: VACANCY AND RESIGNATION
Section 1: Any officer may resign his/her office by writing to the President. Said resignation to President must be given with a 30-day notice of departure.
Section 2: Executive Board may appoint another member into office to hold that position until the next election.
Article XVI: COMMITTEES
Section 1: Committees are formed during general membership meetings and are comprised of 1 or 2 Officers and member volunteers. Current Committees are:
- Financial Audit Committee (established)
- Membership Committee
- Ad Hoc Committees (on an as needed basis)
- Constitution/By-Laws Committee (established)
Section 2: Committees must meet at least once a year.
Section 3: Committees must provide a year-end report – with Board approval – given to the general membership.
Section 4: Each committee may determine the procedural rules for meeting and conducting its business and shall act in accordance therewith, except as otherwise provided herein.
Section 5: The quorum requirements for each such committee shall be a majority of the members of such committee.
Section 6: Action may be taken by any committee without a meeting if all members thereof consent thereto in writing and the writing or writings are filed with the minutes of the proceedings of such committee.
Article XVII: GENERAL AND EMERGENCY MEETINGS
Section 1: The President shall call emergency meetings when an occasion demands.
Section 2: General membership meetings shall be held every other month. With the exception of one Fall month reserved for the CSTCA Annual Community Event. The Annual Community Event will take the place of that monthly meeting, but can change with the majority vote of the membership.
Section 3: There shall be at least a five-day advance notice through circular newsletter for any General meeting.
Article XVIII: QUORUM
Section 1: The total number of members present at a general membership meeting shall constitute a quorum to conduct CSTCA business.
Article XVII: INTERNAL CONTROL
Section 1: Condition for censorship of an officer shall arise from the following:
b) laxity on duty
e) abuse of powers
f ) excessive absenteeism from meetings
g) misuse of CSTCA membership information
Section 2: Any allegation(s) against an officer(s) shall be made in writing by such person(s) bringing up the allegation(s).
Section 3: Such allegation(s) will be investigated by a special committee appointed by the Executive Committee with membership approval. Findings to the general membership will be delivered within a specified period. Then the verdict of ‘liable or not liable’ shall be determined by a majority vote of the members present at a general meeting (the quorum).
Section 4: An officer under investigation shall step down from office for the period of the investigation.
Section 5: If an officer is exonerated of an allegation, that officer shall be re-instated.
Article XX: REVENUE MATTERS
Section 1: All monies shall be duly accounted for by the CSTCA Treasurer, with diligent review by the Audit Committee.
Section 2: All valid receipts, cancelled checks, or liabilities must be in order for all disbursements. For membership reimbursement, member must present valid receipt at time of reimbursement request.
Section 3: The general assembly shall be the final authority to authorize expenditures, unless otherwise provided as in Article VII, Section 3.
Section 4: Checks for the withdrawals of monies from the CSTCA bank account shall be endorsed by the Treasurer and the President or Vice President. Signature cards should be maintained by the Treasurer for those with signing authority.
Article XIX: AMENDMENTS
Section 1: This document may be amended and submitted to the officers and membership for discussion at a general membership meeting. Amendments require a majority vote of the members present at a general meeting (quorum).
Section 2: Any amendment ratified shall immediately become an integral part of this document.
APPROVED BY THE MEMBERSHIP
April 25, 2015