Bylaws of the Manor Park Citizens Association
ARTICLE I: NAME
This organization shall be known as the Manor Park Citizens Association (“Association” or “MPCA”).
ARTICLE II: GEOGRAPHIC BOUNDARIES
The Association’s boundaries are the portion of the District of Columbia within the northeast corner of Georgia Avenue, NW, and Aspen Street, NW; going east to Aspen Street, NW and Blair Road, NW; going south to Blair Road, NW, and North Capitol Street, NW; continuing south to North Capital Street, NW, and Missouri Avenue, NW; going west to Missouri Avenue, NW and Georgia Avenue, NW; and going north to Georgia Avenue, NW, and Aspen Street, NW. This area will be referred to as Manor Park.
ARTICLE III: MISSION
The Association seeks to further the general welfare of people who reside, work, and / or spend time in Manor Park. Specifically, the Association seeks to:
A. promote a strong sense of community within Manor Park, including through service activities and social events;
B. share information regarding government resources and services;
C. facilitate community conversations on important issues affecting the Manor Park neighborhood;
D. advise Manor Park residents and businesses of laws, legislation, and regulations affecting their interests;
E. represent the interests of Manor Park residents and businesses before federal and local governmental entities; and
F. promote the use, maintenance, and improvement of public and other community-serving spaces.
The Association is non-partisan, non-sectarian, and not-for-profit.
ARTICLE IV: MEMBERSHIP
Section 1 (Inclusion). All individuals are welcome within MPCA, and the Association is committed to creating an environment that is open and accessible to every member of the community. See Statement of Values (Feb. 3, 2018).
Section 2 (Voting Membership). The Association shall have five membership types with voting rights: Individual, Family, Non-Profit, Business, and Friend.
A. Individual. An individual who resides within Manor Park, as specified in Article II, and is 16 years of age or older can obtain an “Individual” membership by paying $10 in annual membership dues.
B. Family. A family with at least one family member residing within Manor Park, as specified in Article II, who is sixteen years of age or older can obtain a “Family” membership by paying $15 in annual membership dues.
C. Non-Profit. A non-profit organization incorporated and located within Manor Park, as specified in Article II, can obtain a “Non-Profit” membership by paying $25 in annual membership dues.
D. Business. A for-profit organization incorporated and located within Manor Park, as specified in Article II, can obtain a “Business” membership by paying $50 in annual membership dues.
E. Friend. An individual, family, non-profit, or business that meets the relevant criteria noted above can obtain the special status of “Friend” of the Association by paying $60 in annual membership dues.
Section 3 (Non-Membership). Any individual, family, non-profit, or business that does not pay annual dues is not a member of the Association. Non-members are welcome to participate in Association meetings and events but are not Association members and do not have voting privileges.
Section 4 (Membership Year). The MPCA membership year runs from September 1 through August 31.
Section 5 (Dues). Membership dues shall be payed upon joining the Association and are valid through the remainder of that membership year. Dues for subsequent years are payable by October 1 of that membership year.
Section 6 (Voting). Any dues-paying member is considered a member in good standing and has the right to vote on Association business. Each individual, non-profit, or business has one vote; each member of a family who resides within the Manor Park boundaries and is 16 years of age or older has one vote. To be eligible to vote, a member must pay their dues one month before the vote.
ARTICLE V: MEMBERSHIP MEETINGS
Section 1 (Regular Membership Meetings). Regular membership meetings shall take place at a date, time, and location determined by the Executive Board, but shall occur no less than 10 times per year. The Executive Board can change the date, time, and location of the regular membership meeting by giving as much notice as possible to members. Each Executive Board officer will assist in notifying members as quickly as possible of any change.
Section 2 (Special Membership Meetings). The Association’s President, at least two Executive Board officers, or at least one-third of the Association’s members may call a special membership meeting for any purpose. Any such request shall be submitted in writing to the Association’s Secretary, who will notify members with at least 10 days’ notice of the date, time, location, and subject matter of the special membership meeting. The special membership meeting shall be limited to the purpose for which the special meeting was called.
Section 3 (Quorum). The presence of at least one-tenth of the Association’s members, including Executive Board officers, at a membership meeting shall constitute a quorum for that meeting.
Section 4 (Voting). Except as otherwise noted, the act of a majority of the members present and voting at a membership meeting at which there is a quorum shall be the act of the Association. The Executive Board will permit absentee voting where practical and appropriate.
ARTICLE VI: EXECUTIVE BOARD
Section 1 (Officers). The Association’s business shall be conducted, and its affairs administered, by it duly elected and appointed officers, who shall comprise the Executive Board. Except as otherwise permitted in these Bylaws, the Association shall have a President, Vice President, Treasurer, and Secretary. The Association may also have a Parliamentarian and Historian.
Section 2 (Duties). The duties of the officers are as follows:
A. President. The President shall be charged with supervising and directing all activities of the Association in furtherance of the Association’s mission. The President shall preside over the Association’s meetings and shall be an ex-officio member of any Association committees. The President shall act as chair and spokesperson for the Executive Board. The President shall be responsible to the members for the prudent and lawful operation of the Association and shall be responsible for enforcing all rules and regulations.
B. Vice President. The Vice President shall work closely with the President to define and execute the Association’s mission. The Vice President shall have such specific responsibilities as may be assigned by the President. The Vice President shall preside in the absence (or at the request) of the President, and during such absence shall assume all the duties and obligations of the President. If the President’s office becomes vacant, the Vice President will serve as the President for the rest of the President’s term. The Vice President will work with the Treasurer to maintain the roster of dues-paying members and coordinate a yearly membership drive to ensure all current members remain in good standing and to gain additional members.
C. Treasurer. The Treasurer shall be responsible to the Executive Board and the members for the safekeeping of the Association’s funds. The Treasurer shall (1) maintain the Association’s financial records in such form as the Executive Board shall prescribe; (2) receive all membership dues and other money, and deposit that money in a banking institution designated by the Executive Board; and (3) pay all appropriate Association expenses or timely reimburse Executive Board officers for their payment of appropriate Association expenses. The Treasurer shall provide a monthly and annual report to the members detailing the Association’s finances. In addition, the Treasurer shall maintain a roster of dues-paying members and provide up-to-date information regarding dues and fees to members.
D. Secretary. The Secretary shall maintain the Association’s official records, including organizational documents. The Secretary shall keep all meeting minutes. Copies of minutes of membership meetings shall be approved at the subsequent Executive Board meeting and shared with members in a timely fashion. The Secretary shall be responsible for all the Association’s correspondence. The Secretary shall provide notice of all Association meetings and strive to keep members timely informed of the Association’s business via website, social media, email, and other forms of communication.
E. Parliamentarian. The Parliamentarian is appointed by and advises the President on the Association’s Bylaws, Robert’s Rules of Order, and other procedures, and helps maintain orderly proceedings at all meetings.
F. Historian. The Historian is appointed by the President and shall seek to preserve the Association’s history and accomplishments, and shall maintain information regarding the Association’s activities and events, including photographs, news clippings, programs, and other artifacts, where possible and appropriate.
All officers must inform the Secretary 48 hours in advance, or as soon as possible in exigent circumstances, if they cannot attend an Association meeting.
Section 3 (Additional Officers). The Executive Board may create additional officer positions if necessary and desired. These additional officer positions may involve new duties or the delegation of duties from the Association’s existing officers.
Section 4 (Delegates). The Executive Board may appoint delegates to any organization of citizens associations of which this Association is a member, which may include the D.C. Federation of Citizens Associations, and for purposes of representing the Association at specific events.
ARTICLE VII: EXECUTIVE BOARD MEETINGS
Section 1 (Regular Executive Board Meetings). Regular Executive Board meetings shall take place at a date, time, and location determined by the Executive Board, but no later than two weeks prior to the regularly scheduled membership meetings. The Executive Board shall meet at least once per month before regular membership meetings.
Section 2 (Special Executive Board Meetings). The Association’s President or at least two Executive Board officers may call a special meeting of the Executive Board. The Executive Board officer(s) calling the meeting shall provide as much notice as possible of the date, time, location, and subject matter of the special Executive Board meeting. The special Executive Board meeting shall be limited to the purpose for which the special meeting was called.
Section 3 (Executive Board Action). The Executive Board can act on issues the Board believes are reflective of the Association’s values. Official action may include an Association policy, correspondence with an individual or group, an opinion letter to the DC Council or a government agency, or a resolution. The Executive Board will make every reasonable effort to obtain the views of its members before acting.
Section 4 (Quorum). The presence of at least one-half of the Executive Board officers at an Executive Board meeting shall constitute a quorum for that meeting.
Section 5 (Voting). The Executive Board will strive to act based on the consensus of the officers. If consensus is not possible, the Executive Board will act based on a majority vote.
ARTICLE VIII: ELECTIONS AND TERM
Section 1 (Nomination). Individuals seeking officer positions shall notify the Executive Board of their candidacy by the regularly scheduled membership meeting in May. The Executive Board will introduce the slate of candidates and accept additional nominations from the floor at the regularly scheduled membership meeting in June. Nominations will then be closed.
Section 2 (Election). Officers shall be elected biannually at the regularly scheduled membership meeting in July. Officers shall be elected via closed ballot by a majority vote, as detailed in Article V, Section 3 and Article V, Section 4.
Section 3 (Start of Service). Elected officers shall begin their term at the first membership meeting of the membership year. All outgoing and newly elected officers shall participate in a Planning Retreat to be held at or before the first Executive Body meeting of the membership year.
Section 4 (Term). Officers shall serve for a term of two years. Each officer must be and remain a dues-paying member during their term in office. Each officer may serve no more than two consecutive terms in their current Executive Board position.
ARTICLE IX: REMOVAL AND RESIGNATION
Section 1 (Removal by Executive Board). The Executive Board may remove an officer if they miss two consecutive membership meetings or two consecutive Executive Board meetings (absent exigent circumstances), or if they miss a total of one-half of all the membership and Executive Board meetings in a membership year. The President must inform the members of any such removal at the next regular or special membership meeting, whichever comes earlier.
Section 2 (Removal for Cause). Any officer, appointee, or member may be removed from the Association for cause by closed ballot vote of at least two-thirds of the members present and voting at a regular or special membership meeting at which there is a quorum. Upon receiving a complaint from a member, the Executive Board will act as a fact-finding committee to determine whether to issue a recommendation of removal for cause based on conduct that brings disrepute, damage, or injury to the Association’s stature or reputation. The Executive Board shall submit any recommendation for removal to the members for a vote by the next regular or special membership meeting, whichever comes earlier. The individual subject to removal shall have an opportunity to present their views in person or in writing prior to the vote.
Section 3 (Resignation). An officer may resign after submitting a resignation letter to the Executive Board, to be effective 10 calendar days after receipt of the resignation. The President must inform the members of any such resignation at the next regular or special membership meeting, whichever comes earlier.
Section 4 (Filling of Vacancies). The Executive Board shall fill interim officer vacancies for the respective unexpired terms. Any appointee shall enter into their duties immediately upon appointment.
ARTICLE X: COMMITTEES
Section 1 (Administrative Committees). The Executive Board shall maintain, to the extent practical, the following Administrative Committees: Membership; Communications; Fundraising; and Community Events. The structure, membership, and procedures of any such committee will be determined by the Executive Board when the committee is established.
A. Membership Committee. The Membership Committee will recruit new residential and business members to the Association, carry out activities to generate interest and membership in the Association, and assist the Treasurer in maintaining membership records.
B. Communications Committee. The Communications Committee will facilitate the development, improvement, and maintenance of a quality newsletter, website, social media presence, and other means of sharing information and engaging all residents of Manor Park.
C. Fundraising Committee. The Fundraising Committee will plan and execute fundraising activities and support the Association in all efforts to raise money to support the Association’s business.
D. Community Events Committee. The Community Events Committee will plan and implement fun, engaging, and interesting social activities and events reflecting the diverse needs and interests of the Manor Park community.
Section 2 (Subject Matter Committees). The Executive Board shall maintain, to the extent practical, the following Subject Matter Committees: Infrastructure; Economic Development; Children and Youth Affairs; and Senior Affairs. The structure, membership, and procedures of any such committee will be determined by the Executive Board when the committee is established.
A. Infrastructure Committee. The Infrastructure Committee will pursue efforts to support and improve services provided by the District of Columbia government, including waste management, transportation, and parks and recreation.
B. Economic Development Committee. The Economic Development Committee will focus on efforts to ensure sustainable, community-serving development and public spaces within Manor Park. The Committee will strive to support local businesses.
C. Children and Youth Affairs Committee. The Children and Youth Affairs Committee will seek to promote positive youth development in the Manor Park community, including mentoring programs, recreational facilities, after-school programs, youth leagues, and other youth-oriented activities.
D. Senior Affairs Committee. The Senior Affairs Committee will further the development, improvement, knowledge, and use of services designed for senior citizens in the Manor Park community to promote active and healthy aging.
Section 3 (Additional Committees). The Executive Board may appoint additional committees (including ad hoc committees) as needed.
ARTICLE XI: AFFILIATION
Any affiliation of this Association with any organization, or any withdrawal of such affiliation, shall require a majority vote of those members present at a membership meeting at which there is a quorum.
ARTICLE XII: PROCEDURE
Unless otherwise specifically set forth in these Bylaws, Robert’s Rules of Order shall govern the Association’s proceedings.
ARTICLE XIII: AMENDMENTS
Amendments to these Bylaws may be made by a two-thirds vote of the members present at any membership meeting at which there is a quorum, provided that notice and a copy of the proposed amendments has been given to the Association’s members at least two weeks prior to the meeting.