Moriches Bay Civic Association
 
Moriches 
✯
 Center Moriches 
✯
 East Moriches
Serving the Center Moriches, East Moriches and Moriches Communities
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Presented for approval:

By-laws of the

MORICHES BAY CIVIC ASSOCIATION, Inc.

NEW YORK STATE

June 2006

ARTICLE:

1. NAME

The name of this organization is the Moriches Bay Civic Association, Inc. (herein after referred to as the Association or MBCA). Currently the Association maintains its legal location at 116 Lake Avenue, Center Moriches, New York 11934, with a mailing address at: P.O. Box 46 Center Moriches, New York  11934.

2. MISSION

The mission of the Association is to promote civic pride within the Moriches Bay Area and the betterment of our quality of life - and also to promote education, community service and support activities relating thereto. To accomplish these objectives, the Association shall endeavor to:

-serve the interests of people primarily residing in the hamlets of Moriches, Center Moriches and East Moriches.

-plan and coordinate volunteer activities within these communities to accomplish elements of the mission.

-collect annual membership dues in order to fund the operation and activities of the Association.

-keep the membership appraised of issues and actions which affect or involve the Moriches Bay area, and to

-establish and publicize positions of the Association on pertinent public issues affecting our community; conduct the business of the Association, and   promulgate educational opportunities for the public as they pertain to our mission.

3. NON-DISCRIMINATION POLICY/POLITICAL AFFILIATIONS

It shall be the policy of the Association to avoid making any decisions based upon gender, race, creed, color, national origin, religious persuasion, or for any similar factor. Whenever a word or phrase appears in these by-laws which may imply that such a distinction is made, that term shall be given only its ordinary meaning in accordance with the terms of this Article. Further, the Association shall take no part in, nor shall lend its name, influence, or facilities directly or indirectly to the nomination, election or appointment of any candidate for any town, county, state, or national office; nor shall it endorse any product or group without the full knowledge and support of the Board of Directors.

4. MEMBERSHIP

4.1 Membership - Any person and/or household member of voting age domiciled within the Hamlets of Moriches, Center Moriches or East Moriches and who is interested and willing to assist the Association in the pursuit of its mission, shall be eligible to become full voting members of the Association. Proof of residence shall be by evidence of mailing address/zip-code for said Hamlets.

4.1.1 Associate Membership - Any non-domiciled person of voting age or group thereof, interested in the mission and objectives of the Association may achieve associate membership upon approval of their application and payment of membership dues; or else by other means such as a monetary donation to the Association. It is understood that Associate Members will be entitled to all of the advantages of membership except that they will not enjoy the privilege of voting.

4.2 Application and Acceptance - Membership applications shall be made to the Recording Secretary using the appropriate application form. Said applications shall be regarded as sufficient expression of the applicant's commitment to the objectives of the Association. The Membership Committee or Board of Directors shall review all membership applications and shall present candidates to the membership at the next general meeting for initiation. Thereafter and upon the payment of membership dues to the Treasurer, said applicants shall become members in good standing in the Association with all the rights of membership therein.

4.3 Membership Dues - Membership dues are assessed early each year in an amount determined by the Board of Directors. All members of a household, as defined in 4.1 (Membership Qualifications) shall be covered by a single membership fee. Members shall not be considered to be in good standing, nor hold office, unless their membership dues have been paid by March's general membership meeting

4.4 Voting - Members in good standing are eligible to vote at general meetings of the Association. No member may vote by proxy, or by any form of absentee ballot. Associate members shall not be entitled to vote.

4.5 Expulsion - Members may be expelled from the Association for conduct or actions which are contrary to these By-laws, the mission or the objectives of the Association. Expulsion of a member shall be by a two-thirds vote of the Board of Directors at a Board meeting. Thereafter, the member shall have the opportunity to appear before said Board to appeal this action.

5. ORGANIZATION and STRUCTURE of the ASSOCIATION

5.1 Governance - The property and affairs of the Association shall be managed and conducted by officers of the Board of Directors (the Board), which shall consist of: the President, Vice President, Recording Secretary, Corresponding Secretary, Treasurer and five board members.

5.2 The Board of Directors - The Board shall conduct business operations in accordance with these by-laws and Roberts Rules of Order, and shall perform the following duties:

-manage, oversee or otherwise coordinate the activities and affairs of the association.

-function as a steering committee so as to devise strategies and policies consistent with the Mission of the Association. And these shall be presented to the membership for approval together with methods and budgets for accomplishment.

Note: Approved policies shall be dated and inserted into the Policy Manual by the Recording Secretary. This manual shall be reviewed at least annually by the Board of Directors and may be amended when necessary.

-create and/or authorize procedures as may become necessary for the operations of the Association, but subject to the rules and regulations contained herein.

-when required, create written positions or issue public statements consistent with the mission of the Association.

5.2.1 Nominations to Elected Office - Nominees for office or membership on the Board of Directors are normally proposed by the Nominating Committee to the Membership at May's General Membership Meeting. At that time, additional nominations from the floor may also be received, which are subject to review and acceptance by the committee. A slate of approved nominees shall be published in the notice of June's general membership meeting. In the event of a contested election, members in good standing may decide the outcome by casting secret, written ballots. In the event that there is no opposition for an office or offices, the Recording Secretary will cast one ballot for [each] office.

5.2.1.1 Term of Office - The term of office for officers and members of the Board of Directors shall begin on 1 July of the current year and end on 30 June of the following year.

5.2.1.2 Vacancies - A vacancy occurring amongst the Officers or the Board of Directors shall be filled (for the balance of that term) by a simple majority vote of the remaining Directors.

5.2.1.3 Absences - A member of the Board of Directors who is absent from three consecutive regular meetings of the Board or General Membership meetings may be asked to resign by the Board unless said absences are occasioned by illness, or for some other reason acceptable to a majority of Directors.

5.3 Officers of the Association - The affairs of the Association shall be conducted by its duly elected Officers and a Board of Directors.

5.3.1 President - The President shall preside at and shall conduct all meetings of the Board and general membership in a just and impartial manner and shall have no vote, save in the case of a tie. The President may organize ad-hoc committees when necessary and may be a member of any committee, with the exception of the Audit or Nominating Committees. The President is the principal spokesperson for the Association and as such may voice only what is in the best interests of the Association. He/she will also be responsible for providing a detailed agenda prior to all general meetings and meetings of the Board.

5.3.2 Vice President - The duties of the Vice President are primarily to assist the President as required. In the absence of the President, the Vice President may conduct general meetings, special meetings or meetings of the Board of Directors.

Note: In the absence of the President and Vice President, the Treasurer or else the Recording Secretary may act in their stead.

5.3.3 Treasurer - The primary duty of the Treasurer is oversight of the finances of the Association. Duties shall also include maintenance, summarization and the presentation this financial data at general membership meetings. He/she shall also prepare and publish an annual operating budget, to include anticipated revenues. He/she shall also receive, disburse and record the use of all funds by the Association. Checks drawn on the account of the Association shall be signed by the President or the Treasurer, and countersigned by some other Officer who shall be designated by the Board of Directors. A petty cash fund with a limit of one hundred fifty dollars may be established and controlled by the Treasurer.

5.3.4 Recording Secretary - The primary duty of the Recording Secretary is to keep a true account (official minutes recorded in the Minute Book) of discussions and deliberations held at all meetings. At said meetings, he/she shall also be prepared to report minutes of previous meeting(s) and perform such other tasks as may be assigned by the President or Committee Chairs. The Recording Secretary shall also be responsible for maintaining the Association's Policy Manual.

5.3.5 Corresponding Secretary - The primary duties of the Corresponding Secretary is to keep membership rosters and to issue advance notice of all meetings. He/she shall also prepare Association correspondence at the request of the President or at the direction of the Board. He/she shall also perform such other tasks as may be assigned by the President or Committee Chairs.

5.3.6 Parliamentarian - Although not officially a member of the Board of Directors, a member in good standing who possesses a working knowledge of Robert's Rules of Order and the by-laws of the Association may be appointed to the duties of a Parliamentarian by the President.

5.4 Committees - The incoming President and/or the Board of Directors may establish or convene such committees as required to conduct the business of the Association. The President shall appoint all Committee Chairpersons (with the exception of the Audit and Nominating Committees) and shall provide brief written guidance to members defining specific committee duties and tenure. The membership of these Committees shall be comprised of volunteers drawn from the general membership of the Association. A quorum of committee members is considered to be a simple majority. All committees shall operate in accordance with these by-laws.

5.4.1 Audit Committee - Each incoming President shall form an internal Audit Committee (of the Board). This committee shall verify that all Association documents and financial records are "up-to-date" and in "proper order". They shall report same first to the President and then to the full Board. Thereafter, the President shall be required to report the "State of the Association" to the full membership at January's General Membership meeting. The Committee shall be composed of at least two volunteers, together with a similar number of Board members. The members shall select a Chairperson from amongst themselves.

Note: It is recommended that committee members have some prior audit experience.

5.4.2 Ad Hoc Committees or Task Forces - As situations arise, the President or Board may deem it necessary to convene Ad Hoc Committees or Task Forces to address or report upon pertinent issues. No Ad Hoc Committee or Task Force shall have the power to bind the Association and shall be immediately disbanded when its responsibilities and obligations are discharged.

5.4.2.1 Nominating Committee - The Nominating Committee is an ad-hoc committee comprised of at least three volunteer members who are chosen by the general membership prior to May's General Meeting. The Chairperson of this committee shall also be selected from amongst, and by its members. The principal function of this committee shall be to:

- receive, evaluate and nominate future officers and members of the Board based upon established criteria. The recommended slate of nominees shall be made known to the current Board prior to their introduction at May's General Meeting.

6. MEETINGS

6.1 Membership Meetings - General membership meetings shall be scheduled on a regular basis, usually the fourth Thursday of the month. Said meetings will normally be held in the Community Room of the Center Moriches Public Library, at 234 Main Street, Center Moriches NY, or at such other places as may be proposed by the President. A meeting quorum shall consist of at least ten members in good standing, excluding officers and members of the board.

6.2 Voting - Proposals made at general meetings may only be voted upon by members in "good standing" (see also Associate Members). Proxies may not be used for general voting which shall be by a simple majority of the members present at the meeting. A proposal to amend these by-laws or the structure of the organization when made at a general membership meeting shall require a 2/3 majority vote of the members present at the next subsequent meeting, and provided there is a quorum.

6.3 Conduct of Meetings - Meetings as provided for hereunder shall be conducted by the President or his/her designee. The conduct of said meetings shall be in accordance with the latest edition of Robert's Rules of Order and with the advice of a Parliamentarian. In the event that Robert's Rules of Order conflict with these by-laws, these by-laws shall govern.

6.4 Types of Meetings - Normally, three-types of meetings shall be scheduled:

6.4.1 General Membership Meetings - are usually held the fourth Thursday of each month, but not during the summer months, nor in December (but in no event less than nine times a year). Advance notice of regular meetings shall be sent to the last known address of all active members of the Association.

6.4.1.1 Agenda - The agenda of general membership meetings normally, shall consider the following "order of business":

1-  Call to Order

2-  Salute to the Flag

3-  Approval of the Minutes of the Previous Meeting

4-  Treasurer's Report

5-  Corresponding Secretary's Report

6-  Introduction of Guests

7-  Reports of the Standing Committees

8-  Reports of Special Committees

9-  Unfinished Old Business

10-  New Business

11-  Adjournment

Note: A Presiding Officer may suspend the "order of business" if a motion to do so from the floor is made and carried.

6.4.2 Board/Executive Committee Meetings - the President will provide notice of monthly Board meetings to elected officers (except during the summer months and in December) on a date and at a place selected by him/her. Generally this meeting will precede general membership meetings and shall be a forum for discussions of Association strategy, governance and topics of interest to the general membership.

6.4.3 Special Meetings - scheduled when required and provided that at least five (5) days notice is sent to the last known address of all members of the Association. Special meetings may be called by the President, a majority of the members of the Board, or by special petition signed by at-least seven persons, or fifteen percent of the membership, whichever is larger.

7. CORRESPONDENCE

7.1 Outgoing Correspondence - All outgoing correspondence of the Association shall be on Association stationary. Letters, except for routine business correspondence by any officer or committee chairperson, shall be signed by the President or acting President as described previously. Letters requesting information, meeting notices or requests for meeting halls, etc. shall be considered to be routine correspondence. Duplicates of all correspondence, regardless of its nature, shall be delivered to the Corresponding Secretary for retention in the Correspondence File.

 

Rev 1 12/22/87

Rev 2 01/12/88

Rev 3 05/10/88

Adopted 07/27/88

Rev 4 14/24/91

Adopted 05/22/91

Rev 5 05/24/94

Rev 6 04/30/05

Rev 7 06/22/06

Revision 7 Developed by MBCA By-Laws Committee: J. Koropsak, G. Grunwald, M. Baron, K. Romaine

 

ADDENDUM TO THE BYLAWS

POLICIES and GENERAL RESOLUTIONS

 

  1. The President will schedule Executive Board meetings for elected officers of the MBCA. Said meetings will be held monthly except during the summer months and in December (but in no event less than nine times a year).
  1. December's general meeting may be suspended due to conflicting schedules with the holiday season.
  1. Refreshments that may be provided during general meetings will be paid for from the General Fund.
  1. The General Membership may propose to spend monies from the General Fund in amounts which shall not exceed $200.
  1. The Executive Board may elect to spend monies from the General Fund.
  1. Press releases and statements by the Civic Association regarding its position on community concerns will normally be voiced by the President or his/her designee.
  1. The Membership Committee will mail a Welcome Letter and a copy of these By-laws together with a listing of Board members and members of standing committees during the month following acceptance of each new member and the payment their dues.
  1. A monthly Newsletter will be available and distributed at meetings by the Corresponding Secretary. This Newsletter (at least) will announce the date, time and location of the next general membership Meeting. It will also highlight the planned agenda and as practical, provide information deemed of interest by the Executive Board or Newsletter writer. All reasonable costs related to the publication and distribution of the Newsletter shall be reimbursed from the General Fund.
  1. During the Holiday season, the MBCA may elect to provide a holiday food basket for a needy family residing in the area. The recipient will remain anonymous, if possible.
  1. Food donated at general membership Meetings will be forwarded to community based pantries for their dispensing (as needed). Association Members are encouraged to donate food as well as other household consumables for needy community members.
  1. The MBCA will not discuss or take under consideration variance requests or actions of private homeowners.
  1. The MBCA shall maintain membership in the umbrella organization known as the Affiliated Brookhaven Civic Organizations (ABCO). The President shall appoint a representative and alternate to attend ABCO meetings. Thereafter, the representative will report information gained at the ABCO meeting to the general membership. Dues payable to ABCO shall be paid from the General Fund each year.
  1. When a Representative of the MBCA is authorized to speak on behalf of the Association concerning a specific motion, or policy or a position taken by the organization, said statements must be in the spirit of the motion, and/or shall contain the specific wording of the motion. The Representative may expand upon his/her comments and statements so as to better communicate the Association's viewpoint to another individual, governmental body or other organization. These expanded statements may also contain supportive information, views of the civic members or projected consequences.
  1. Stationary and other devices bearing the MBCA letterhead are to be kept in the possession of the current President, Vice-President, Co-chairpersons and/or the Corresponding Secretary.

 

 

By-laws of the Moriches Bay Civic Association

COPYRIGHT 2005, 2006, THE MORICHES BAY CIVIC ASSOCIATION, INCORPORATED.