By-Laws
CENTERPORT HARBOR CIVIC ASSOCIATION
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BY-LAWS
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Adopted September 30, 2024
CENTERPORT, NY 11721
Centerport Harbor Civic Association
By-Laws
TABLE OF CONTENTS
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ARTICLE I: NAME
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ARTICLE II: TYPE
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ARTICLE III: PURPOSE
1. MISSION STATEMENT
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ARTICLE IV: MEMBERSHIP
1. Eligibility
2. Voting Rights
3. Termination of Membership
4. Resignation/Withdrawal
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ARTICLE V: DUES
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ARTICLE VI: FUNDS
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ARTICLE VII: ORGANIZATIONAL CHART
1. Executive Board
2. Terms
3. Compensation
4. Election
5. Emeritus
6. Removal
7. Succession/Vacancies 8. Quorum
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ARTICLE VIII: ADVISORY BOARD
1. Eligibility
2. Composition of Board
3. Duties of the Board
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ARTICLE IX: OFFICERS
1. Officers
2. Duties of the Officers
a. President/Co---Presidents
b. Vice President/ Co-Vice Presidents
c. Secretary
d. Treasurer
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ARTICLE X: MEETINGS
1. Place
2. Regular Meetings
3. Annual Meeting & Annual Report
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ARTICLE XI: COMMITTEES
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ARTICLE XII: AMENDMENTS AND ACCEPTANCE OF BY-LAWS
Centerport Harbor Civic Association
By-Laws
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ARTICLE I: NAME
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This civic association shall be known as the Centerport Harbor Civic Association (hereafter referred to as the CHCA).
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ARTICLE II: TYPE
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The CHCA is a Type A DOMESTIC NOT-FOR-PROFIT CORPORATION under Section 201 of the New York State Not-for-Profit Corporation Law.
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ARTICLE III: PURPOSE
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The purpose of the CHCA is to: exercise, promote and protect the privileges and interests of the residents of the hamlet of Centerport, foster a healthy interest in the civic affairs of the community, develop good citizenship, inquire into civic abuses and to seek redress thereof, and secure, by lawful means greater government accountability to taxpayers. The CHCA shall endeavor to share information impacting the well-being of the community, and to support the concerns of its citizens. The CHCA shall be non-partisan and apolitical.
1. Mission Statement:
It is the mission of the CHCA to foster civic engagement with the goals of preserving the bucolic nature of Centerport, its harbor and Mill Pond estuary, to bring neighbors together, share information and resources, and promote a high quality of community life.
ARTICLE IV: MEMBERSHIP
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1. Eligibility: All residents and business owners in the area in and around Centerport shall be eligible for membership in this association. A member in good standing shall be defined as one or more members of the same household who have paid the current annual dues. The membership year shall be January 1st through December 31st.
2. Voting Rights: The full payment of annual dues will entitle each registered household (excluding Emeritus members), to one vote in all CHCA elections. All votes are by majority rule.
3. Termination of Membership: Membership in the association is automatically terminated whenever the household is in default of payment of the annual association dues. A member may also be removed by a majority vote of the Executive Board (Advisory Board and Officers). If a member is removed by such a vote, his/her dues will be refunded on a pro rata basis.
4. Resignation/Withdrawal: A member or member household may resign or withdraw from the association at any time during the membership year, however, annual dues will not be refunded for that year.
5. Quorum: When determining actions, a total of half of the membership plus one, either present or voting online, will constitute a quorum.
ARTICLE V: DUES
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The annual dues to be paid by each household shall be fixed annually by the Executive Committee and shall be payable at the time the member joins and/or by January 31st of each year.
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ARTICLE VI: FUNDS
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The funds of the CHCA shall be raised by annual membership dues and special campaigns dedicated to furthering the purpose of the organization. The funds so raised shall be used exclusively in the furtherance of the foregoing purposes. No part of the association’s funds shall be paid or distributed to the members of the CHCA.
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ARTICLE VII: ORGANIZATIONAL CHART
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ADVISORY BOARD
EMERITUS BOARD MEMBERS MEMBERS
EXECUTIVE BOARD
PRESIDENT / CO- PRESIDENTS
OFFICERS
VICE PRESIDIENT /
CO-VICE SECRETARY
PRESIDENTS
TREASURER
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1. Executive Board: Executive Board members must be current CHCA members in good standing. Members of the Advisory Board and the Officers shall jointly be known as the Executive Board.
2. Terms: All Executive Board members shall serve a one-year term, with no limitations on future terms.
3. Compensation: The Executive Board of CHCA shall serve without pay.
4. Election: All Executive Board members are presented as a slate of
candidates elected annually by a majority of the vote by the general membership. The vote can be by any combination of: (1) a show of hands by the majority of those present; (2) written ballot, or; (3) email.
5. Emeritus: Emeritus Advisory Member(s) are determined by a majority vote of the Executive Board, do not pay annual dues, and may not vote.
6. Removal: Any Executive Board member whose actions are determined to be contrary to the Purpose and Mission Statement of the organization can be removed by a majority vote of the Executive Board.
7. Succession/Vacancies: Upon any vacancy arising due to death, removal, resignation or incapacity of an Executive Board member, a majority of the Executive Board shall elect a successor who shall serve until the next election. Any CHCA member in good standing may apply for a position on the Executive Committee, whether filling a vacancy during a calendar year or applying at the start of the calendar year for a full year term. Openings and requests for applications will be announced to the general membership. Applicants shall email the President/Co-Presidents stating his/her interest and qualifications. Applications will be considered complete upon receipt to the President/Co-Presidents.
8. Quorum: When determining actions, a total of half the Executive Board plus one shall constitute a quorum.
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ARTICLE VIII: ADVISORY BOARD
1. Eligibility: Only members in good standing shall be qualified to hold an elected position.
2. Composition of the Board: The number of Advisory Board members shall be no fewer than 3 and no greater than 8. Emeritus members shall not be included in this number.
3. Duties of the Board: The Advisory Board members shall be responsible for serving the association in the management of affairs and issues. The Board shall be: accountable to the membership and its officers and the aforementioned Purpose and Mission Statement of the CHCA; attend all Executive Board meetings unless excused beforehand by the President/ Co-Presidents; keep apprised of all Executive Board correspondence; seek the views of those affected by any proposed policies or reactions before making any recommendation on behalf of the Association, and; strictly comply with these By-Laws.
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ARTICLE IX: OFFICERS
1. Officers: The CHCA shall have the following officers:
a. President/Co-Presidents
b. Vice President/Co-Vice Presidents
c. Secretary
d. Treasurer
2. Duties of the Officers:
a. President/Co---Presidents: The President/Co-Presidents shall: prepare meeting agendas; arrange in-person Executive Board and General membership meeting venues; arrange virtual meeting if in- person meeting is not advisable; preside over Executive Board and General Membership meetings; arrange to maintain and update CHCA website; oversee membership and proper upkeep of all CHCA files and records; oversee the CHCA seal; appoint Chairs of Committees with majority approval of the Executive Board; prepare periodic newsletters; prepare an Annual Report of CHCA activities; keep members informed with timely correspondence, and; serve as the contact for and on any legal matters concerning local, county and state government officials and agencies.
b. Vice President, Co-Vice Presidents: The Vice President/Co-Vice Presidents shall: assist the President/Co-Presidents, and; preside at meetings in the absence of the President/Co-Presidents.
c. Secretary: The Secretary shall: keep minutes and written records of majority and minority opinions expressed at all meetings; be responsible for all CHCA correspondence, and; make CHCA records available for inspection for any proper purpose in a reasonable time.
d. Treasurer: The Treasurer shall: be held accountable for all funds and provide an accounting at each General Membership meeting; monitor and maintain payments for the CHCA Post Office Box; renew CHCA D&O Annual Insurance; file tax documents as required; receive, safe keep and disperse the CHCA funds, and; ensure disbursements have the required CHCA officer signature.
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ARTICLE X: MEETINGS
1. Place: Meetings of the Executive Board and General Membership shall be arranged and notification sent in a timely manner.
2. Regular Meetings: Regular meetings of the Executive Board shall precede General Membership meetings for the determination of agenda items. All meetings shall be held on a regular basis.
3. Annual Meeting and Annual Report: The CHCA shall elect the Executive Board in November and hold an Annual Members Meeting in January for the purposes of presenting an Annual Report and outlining goals for the upcoming year.
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ARTICLE XI: COMMITTEES
The Executive Board may establish committees as deemed necessary to pursue its stated objectives. Members of Committees shall be appointed by the President/Co-Presidents.
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ARTICLE XII: AMENDMENTS AND ACCEPTANCE OF BY-LAWS
These By-Laws may be amended and accepted by a majority vote of those voting in-person by hand, written ballot or email, provided seven (7) days written notice was given of the proposed amendment(s) and the meeting date.
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ADOPTED: September 30, 2024