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Waycroft Woodlawn Civic Association

Bylaws of the

--Waycroft -Woodlawn Civic Association--

First Adopted: 1 Sept. 1970
Amended: 26 Sept. 1992
Revised: 13 February 1996; March 11, 1997;  May 11th, 1999

Article I. Association Name
The name of this association shall be the Waycroft-Woodlawn Civic Association.

Article II: Objectives
Section 1: The object of this association shall be to preserve, enhance, and plan for the orderly development of this neighborhood and to promote the general welfare, safety, and civic spirit of this community.

Section 2: This organization shall be nonpartisan and nonsectarian in character and shall be guided in its work by overall community interests.


Article III: Membership

Section 1: Any person at least 18 years of age, who owns real estate or resides within the territory described in Section 3, is eligible for membership.

Section 2: Any person at least 18 years of age, who owns real estate or resides in Arlington County, Virginia, is eligible for associate membership. Associate members may not hold elective office or vote in the association, but may otherwise enjoy all the benefits and privileges of this association.

Section 3: The boundaries of this association shall be: the west side of Glebe Road from Route 66 to North 18th Street; North 17th Street to North Edison Street; south on Edison Street to North 16th; west along 16th Street to George Mason Drive, south along George Mason Drive to North Frederick; south to Washington Boulevard; east to George Mason Drive; south along the east side of George Mason Drive to Route 66; and east to Glebe Road.

Section 4: The membership year shall be from July 1 through June 30. Dues shall be at an annual rate of $3.00 per person or $5.00 per household. Dues for households whose head is retired shall be $2.00 per year.


Article IV. Officers and the Executive Board

Section 1: Officers

President - The President chairs the association and conducts board and general meetings. She or he represents the association to external bodies such as the Arlington Civic Federation, the County Board, the Planning Commission, etc.

Vice President - The Vice President provides general assistance to the president of the association. In the absence of the President, he or she chairs executive board and general meetings. The Vice President serves as the President's principal liaison to external bodies such as the Arlington County Civic Federation, the County Board, Arlington Hospital, the Planning Commission, etc.

Treasurer - The treasurer maintains the association's fiscal accounting, manages funds in accordance with association practices, pays bills, and provides a monthly report of association funds to the Executive Board.

Secretary - The secretary is responsible for maintaining a written summary (minutes) of executive board and general meetings. The secretary is responsible for providing association correspondence for the president's signature. The secretary is also responsible for maintaining an archive of association documents such as correspondence, newsletters, association letters, and meeting minutes.

Section 2: Executive Board

The Executive Board shall consist of the four elected officers of the association, eight elected delegates, and the immediate past president. A majority (7) of the elected board members shall constitute a quorum for doing business.

Delegates - Delegates serve at large and act as representatives of the general membership at executive board meetings.

Committee Chairs and Activity Coordinators - The President shall appoint from the eight elected delegates or elected officers to serve in the following positions of the executive board:

Membership Coordinator - This board member conducts the annual membership drive; recruits and coordinates canvassers; maintains a membership sign-up at events (e.g., July 4th picnics, Christmas Parties); can raise moneys for special causes (such as funds for park improvements), and maintains the membership roster.

Communications Coordinator - This board member is responsible for writing, publishing and distributing the association newsletter, "Waycroft-Woodlawn What-All." The newsletter serves as the official written voice of the association and should provide accurate, objective, and nonpartisan description of the association activities. The Newsletter Editor collects items of interest, activity calendars, meeting minutes, etc., and provides a draft of the newsletter to the association president for review and concurrence before publication and distribution.

Committee Chairs - The President shall appoint committee chairs to serve as overall coordinators for permanent and ad hoc committees. Committee Chairs attend all executive board meetings for the purpose of reporting monthly on the activities of their committees. With concurrence of the president, committee chairs may form subcommittees as necessary to accomplish committee objectives. Within thirty days of appointment, Committee Chairs shall provide the president and executive board with a short written summary of their committee's objectives for their term of office and milestones for accomplishing the objectives.
 



Article V: Elections and Terms of Office
Section 1: Elections shall be held at the regular meeting in May.

Section 2: A nominating committee of at least five members shall be nominated from the floor and elected at the March meeting. The list of the committee's nominees shall be provided to all members in good standing at least one week prior to the May meeting. Additional nominations, will be accepted from the floor at the May meeting; provided the nominee has agreed to serve in the position.

Section 3: Election of officers and at-large delegates shall be by secret ballot, a plurality of members present and voting being sufficient to elect.

Section 4: Terms of Office

Officers. Installation of officers shall occur at the first Executive Board Meeting following the election. The president shall be limited to no  more than two consecutive terms.

Delegates. Four of the eight serving delegates shall be elected each year and serve for a period of two years. The remaining four delegates will be elected during alternate years.

Committee Chairs and Activity Coordinators. The President will announce the appointment of Committee Chairs and Activity Coordinators at the September general meeting. The term for Committee Chairs and Activity Coordinators shall last from September first through August thirty first. No committee may be chaired by the same member for more than two consecutive terms.
 



Article VI: Meetings
Section 1: Meetings shall be held monthly from September through May on the second Tuesday evening of the month, unless decided otherwise at a previous general meeting or by the Executive Board.

Section 2: Special meetings shall be called by the president whenever a majority of the executive board or twenty members of the association request it; provided that notice of such meeting is made available to members at least three days before the meeting. At any regular general meeting of the association, members present shall constitute a quorum for the transaction of any and all business. At special meetings of the association, the presence of twenty members shall constitute a quorum.

Section 3: The executive board shall meet at least once a month from August through June. Board meetings will normally be held on the fourth Tuesday of the month.



Article VII: Committees
Section 1: The standing committees shall be:

a. Neighborhood Conservation Committee - monitors maintenance and improvements to neighborhood parks; serves as the neighborhood advocate regarding county land use policies; interacts with the Arlington Hospital administration regarding hospital activities that affect the neighborhood; and is responsible for the neighborhood's conservation plan.

b. Traffic management - coordinates association efforts to address speeding, excess volume of cars in the neighborhood, parking problems, traffic noise and vibrations, monitors county compilation of traffic data, and works with the police to ensure regular enforcement.

c. Programs, Publicity and Special Events - responsible for developing and scheduling themes and speakers for general meetings; arranges meeting facilities for association activities; provides advertising for forthcoming events, and selects volunteers and oversees planning for special events such as the 4th of July picnic, Park cleanup days, Christmas parties, etc. All events must be approved by the Executive Board.

d. Areas of Special Concern -In addition to establishing and maintaining the standing committees indicated above, each new President shall address the following areas of special interest and concern by ensuring that, during his or her presidency that they are either: 1) part of the purview of one of the standing committees; 2) incorporated into the purview of an ad hoc committee to then be formed; or 3) at the least, designated as agenda items and specifically brought up for discussion, review or possible action at each meeting of the Executive Board. The president's proposed plan for addressing these areas of special concern should be presented to the Executive Board along with the President's nominations for standing committee chairs.



The areas of special concern are as follows:
Land Use and Zoning: including but not limited to such items as development of by-right lots; development of non-conforming lots; construction and other activities within or at the perimeter of our neighborhood, e.g., Arlington Hospital, the adjacent county-owned facilities, Hill's Nursery, and so on; and any other related issues.

Neighborhood Security: including but not limited to such items as monitoring of criminal activity; coordination of any deterrence programs; review and improvement of neighborhood lighting, and so on.

Parks and Playgrounds: including ensuring parks and playgrounds within the civic association's area are maintained, rules for use are observed, and coordinating initiatives to upgrade park and playground facilities, and so on.

Section 2: Ad Hoc Committees. In addition to the permanent committees listed above, the general membership or executive board may vote to form ad hoc committees to accomplish specific objectives. In either case, the association president selects the committee chair, who in turn select association members who may volunteer to serve on the committee. The charter for ad hoc committees shall last for no more than one year. At that time, the general membership or Executive Board must vote to renew each ad hoc committee's continued activities or its existence is ended at that time.
 

Article VIII: Amendments
An amendment to these bylaws may be proposed, read, and accepted for consideration at any general meeting of the association. The adoption of such amendment shall be by a two-thirds vote of members in good standing, present and voting, at the next regular meeting.

Article IX: Rules of Order
Roberts Rules of Order, Revised, in its most recent edition, shall be the standard parliamentary authority for this association, if not in conflict with specific provisions of these bylaws.

Authentication. These bylaws were adopted by a majority of the eligible members present at a meeting of the Waycroft-Woodlawn Civic Association held on February 13, 1996. These bylaws were revised by a majority of the eligible members present at a meeting of the Waycroft-Woodlawn Civic Association held on March 11, 1997

Signed,
Benjamin Crutchfield
President
Waycroft-Woodlawn Civic Association