Calvert Manor Civic Association, Inc. By-Laws
Article I – Name
Section A. The name of this organization shall be “Calvert Manor Civic Association, Incorporated.” (Also referred to here as CMCA, Inc. CMCA, and the Association.)
Article II – Object
Section A. The object of the Association shall be to promote and protect the general welfare of the community known and described as “CALVERT MANOR” located in Prince George’s County, State of Maryland; and the welfare of all its member property owners located in Calvert Manor.
Section B. To improve, manage, develop and take title to real estate; sell, assign, transfer, lease, pledge or otherwise dispose of real estate to which the Association may hold title.
Article III – Membership
Section A. Owners of real property in Calvert Manor shall be eligible to be members of the Association. A maximum of two (2) voting memberships shall be allowed regardless of the number of lots owned.
Section B. Each member shall be entitled to one (1) vote, in person.
Section C. A member shall be in good standing if he or she has complied with the provisions in the By-Laws.
Section D. Any member in good standing may be elected to any office.
Section E. Renters may become non-voting associates upon payment of the annual assessment.
Article IV – Officers
Section A. The business of the Association shall be governed by the Board of Directors (Executive Committee), which shall consist of a President, Vice President, Secretary, and Treasurer.
Section B. The procedure for nominations for members as candidates for election as President, Vice President, Secretary, and Treasurer shall be governed by the following provisions:
- In February, the President shall appoint a Chairman and two (2) members to constitute a Nominating Committee. No Director shall be appointed to the Nominating Committee.
- A single slate of nominees, one for each office, shall be presented, provided that each nominee has agreed to serve if elected. No member shall be nominated for more than one office by the Nominating Committee. These nominations shall be announced in March and presented at the Annual Meeting in April, at which time additional nominations may be made from the floor, providing that the nominees have agreed to serve if elected.
- The elections shall be held at the Annual Meeting in April, with election to be determined by plurality. (See Art. VII, Secs. B, C, & D.)
- The new officers shall assume their duties on June 1.
Section D. Should a vacancy occur, the Board of Directors shall appoint a qualified member to serve the unexpired term.
Section E. Outgoing officers shall turn over corporate material to successors within two (2) weeks following expiration of their terms.
Section F. An officer who wishes to resign shall send a written resignation to the Board of Directors. (See Article IV, Section D.)
Article V – Authorities and Responsibilities
Section A. Authorities and responsibilities of the Board of Directors shall be as follows:
- The Board shall be the governing body of the Association. The Board shall approve and allocate all expenditures. The Board shall not incur obligations in excess of two hundred dollars ($200.00) per calendar year without the authorization of the Association. The Board is subject to the orders of the Association and shall not take any action that conflicts with the policies established by the Association.
- Meetings of the Board shall be held at least three (3) times per year and whenever deemed necessary by the Board. Notice shall be given to each officer.
- A quorum shall consist of three-fourths (3/4) of the Directors. When a quorum is present at any meeting, the vote of a majority of Directors present shall decide any question. With a 2-2 vote, the President’s vote shall prevail.
- The President shall preside at all meetings, exercising a general supervision over the interests and welfare of the Association. The President shall: appoint all committees necessary to the functioning of the Association; be ex-officio member of all committees, except the Nominating Committee; shall sign with one (1) other officer checks on behalf of the Association, and shall sign with the Treasurer all contracts, notes, deeds, and other instruments on behalf of the Association. The President shall call special meetings of the Board and Association when required.
- The Vice President shall, in the absence of the President, perform all the duties pertaining to the office with full authority. The Vice President shall be Parliamentarian of the Association.
- The Secretary shall keep the minutes of the meetings and shall be custodian of all deeds, transfers, easements, and other documents and records (except financial and committee records) affecting the Association. The Secretary shall send out notices of meetings, and attend to correspondence on behalf of the Association. A proper correspondence file shall be maintained, and all records shall be readily available to the Board. The Secretary is authorized to purchase any equipment and supplies necessary to carry out the functions of this office as approved by the Board or the Association. In the absence of both the President and Vice President, the Secretary shall perform all the duties pertaining to the offices with full authority.
- The Treasurer shall receive all funds of the Calvert Manor Civic Association, Inc., and shall deposit them in the name of the Association. The Treasurer shall sign, with any one (1) officer, all checks on behalf of the Association; and shall sign with the President all contracts, notes, deeds, and other instruments on behalf of the Association, supervise the keeping of accounts of all financial transactions of the Association in books belonging to the Association, and make all records readily available to the board and any member of the Association; and make a full and accurate report of all matters and business pertaining to this office to the members at the regular meetings. The Treasurer’s account shall be audited annually, for which purpose the accounts of the Treasurer shall be closed at the end of each term. The Treasurer is authorized to purchase any equipment and supplies necessary to carry out the functions of this office as approved by the Board or the Association.
The President shall appoint or approve all committees necessary to the function of the Association. Committees are authorized to purchase equipment, supplies, and services necessary to carry out the functions of the committees as authorized by majority vote of the Committee and Board; in any year the committee shall not incur obligations in excess of the annual budgeted dollar amount for that committee without the authorization of the Association.
Article VI – Meetings
Section A. Meetings of the Calvert Manor Civic Association, Inc. shall be held at least three (3) times per year with the April meeting designated as the Annual Meeting. A quorum for all Association meetings shall consist of not less than ten (10) members.
Section B. Special meetings may be called by the Board with notice to the membership, when possible, one week prior to the meeting, giving the purpose, place, and time of meeting.
Article VII – Parliamentary Authority Section
Section A. Where these By-Laws are silent, Robert’s Rules of Order shall apply.
Section B. Voting shall be by voice vote unless the President or a majority of members present call for a show of hands of a secret ballot. (See Art. IV, Sec. B (3).)
Section C. Proposed changes in By-Laws or assessments shall be announced at least one (1) month prior to an Annual or Special Meeting. Such changes must be carried by a two-thirds (2/3) vote. (See Art. IX, Sec. A (1).)
Section D. All other motions shall be carried by a majority vote.
Article VIII – Restrictions and Conditions
Section A. Restrictions and Conditions set forth in the original Sales Contracts and registered in the County Court House at Upper Marlboro, Md., which shall run with and bind all lands that are known as Calvert Manor, are adopted and included where they are not in conflict with these By-Laws or Prince George’s County code, and are legally applicable.
Section B. Owners of Property in Calvert Manor shall pay to the Calvert Manor Civic Association, Inc., by March 1st of every year, a dues assessment in the amount as determined by the Association members at an Annual Meeting. The assessment is per property owner(s) and shall be the same for single site owner(s) and multiple site owner(s). Such funds are to be used for repair, maintenance and improvement of CMCA-maintained streets and community park, and to conduct the Association’s business.
Section C. Manor Park and all other Calvert Manor assets are for the use of CMCA, Inc. members and only those in good standing and their immediate families shall be entitled to use these assets. Members shall be responsible for their families and guests.
Section D. The Association may establish rules and regulations concerning the use of CMCA property. Violations of these rules and regulations may result in the suspension of the member’s privileges by a majority vote at a regular or Special Meeting. At its discretion, the Board may suspend the member’s privileges until that meeting.
Article IX – Amendments
Section A. These By-Laws may be amended at an Annual (or Special) Meeting, provided that the proposed amendment shall have been offered in writing at a previous meeting and the membership notified one (1) month prior to the vote. (See Art. VII, Secs. C & D.)
(1) Such amendments, to be adopted, must be carried by a two-thirds (2/3) vote.
End of By-Laws – Approved November 17, 2009